Tender No Itc-erp-II 2018

Tender for ICF-ERP Project
Tender No.ITC-ERP-II/2018
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Table of Contents:
Page No.
S.No. Description
From To
1. NOTICE FOR INVITATION TO TENDERS 3 3
2. INSTRUCTIONS TO BIDDERS 4 10
3. GENERAL CONDITIONS OF CONTRACT 11 21
4. SPECIAL CONDITIONS OF CONTRACT 22 56
5. SCOPE OF WORK 57 97
6. TECHNICAL SPECIFICATIONS 98 116
7. FUNCTIONAL REQUIREMENT SPECIFICATIONS 117 256
8. PROJECT MILESTONES FOR ICF 257 257
9. ANNEXURES TO TENDER DOCUMENT 258 282
10. CHECK LIST FOR BIDDERS 283 283
11. SCHEDULE OF RATES 284 290
12. FORMAT FOR STAGE-WISE TIME SCHEDULE 291 291
13. ABBREVIATIONS 292 293
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1.0 Notice for Invitation to Tenders:
INTEGRAL COACH FACTORY (ICF)
Office of Sr.EDP Manager, ICF, Chennai-60038
Tel: 04426147165, Fax No. 04426260294
Tenders are invited by Sr.EDP Manager, ICF, Chennai-600038 for and on behalf of the
President of India for the following work:
S.No. Name of the project

1 Supply, installation, and implementation of Integrated SAP ERP System at
Integral Coach Factory on turnkey basis duly augmenting the existing SAP
ERP system
Tender No : ITC-ERP-II-2018
Tender Date : 15.03.2018
Complete details of the Tender are : www.icf.indianrailways.gov.in
available at ICF website at URL Tender InformationIT Centre
Mode of tendering : Open (Advertised) Tender
Type of tender : Two Bid System
Estimated cost of work : Rs.19,17,67,904/-
Last date for submission of queries : 17.30 hrs on 29.03.2018
Time and date of Pre-Bid Meeting : 11:00 Hrs on 05.04.2018
Last date for reply to Pre-Bid queries : 18:00 hrs. on 12.04.2018
Last Date for submission of tender : 15:00 Hrs. on 25.04.2018
Date and time of opening of tender : 15:30 hrs on 25.04.2018
Earnest money : Rs. 11,08,840/-
Cost of Tender Document : Rs. 10,000/-
Sr.EDP Manager
Integral Coach Factory
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2.0 INSTRUCTIONS TO BIDDERS:

2.1 A two bid system will be followed in this tender. Bidders are required to furnish TWO sealed
covers, one containing Technical particulars as called for in the specifications to be superscribed
as “Technical Bid” and the other containing the commercial details including Price, Taxes,
Duties etc., to be superscribed as “Commercial Bid”.
2.2 Contracts made under this tender will be governed by Indian Railways General Conditions of
Contract (GCC) for Services – January 2018 and General/Special Conditions covered under this
document. In case of any conflict, the latter shall prevail.
2.3 The tender document and Indian Railways General Conditions of Contract (GCC) for Services -
January 2018 can be downloaded from ICF Internet site. URL:www.icf.indianrailways.gov.in
Tender InformationIT Centre
2.4 Offers must be complete in all respects. Bidders must offer compliance against each item/ detail
given in the Functional/Technical specifications. Commercial offer must be made strictly as per
format given in rate schedule given in tender document.
2.5 The Bids must be submitted along with the Bid Form (First and Second sheets) as per pro-forma
given at Annexure - II of the Indian Railways General Conditions of Contract (GCC) for
Services – January 2018
2.6 The authorized representative of the bidder must duly attest all documents and alterations if any.
Such representative should be duly authorized by the Secretary of the Bidder Organization in Pro-
forma given at Annexure - 2.
2.7 Please refer Chapter II of Indian Railways General Conditions of Contract (GCC) for Services –
January 2018 for eligibility of Bidders. Only eligible Bidders should participate in the Tender.
The Company should not have been Blacklisted in any manner whatsoever by Government of
India or any organization belonging to Government of India, or any department of Government of
India or any of the organization, or public enterprises of Government of India. An undertaking to
the above aspect has to be submitted by the Bidder as per Pro-forma at Annexure - 3.
2.8 The bidder Company is expected to have established Service/Development centres in Chennai/
Bengaluru. The details of such centres shall be provided as per formats at Annexure - 5 and
Annexure - 6.
2.9 The submission of the bid will be deemed to imply that the bidder fully understands the scope of
work involved.
2.10 Incomplete offers will be summarily rejected. If the bidder submits any false information, his bid
is liable to be rejected and EMD will be forfeited. The decision of ICF in this regard shall be final.
2.11 Remittance of Tender document charges (non-refundable) and Earnest Money deposit (EMD) is a
pre-requisite for participating in the Tender.
2.12 The Bidder shall deposit document charges in favour of FA & CAO/ICF, Integral Coach factory,
Chennai-38, a sum of Rs. 10,000/- (Rupees Ten thousand only) and enclose a receipt along with
the tender. The above deposit has to be made at UCO Bank, ICF Colony Branch, Chennai-
600038. Alternately the above sum can be paid in NEFT mode with the following details:
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IFSC Code : UCBA0000568

Account No. :05680210000328
Account Type : CA-METRO-OTH
Account Holder: FA & CAO (ICF Government Business Receipts)
2.13 No commercial condition or rate should be spelt out or disclosed by the bidder in the technical
bid. Likewise, the Commercial bid shall contain nothing other than prices as per the Rate
Schedule format given in the tender document.
2.14 The Bidders are advised to study the tender document carefully. Submission of tender shall be
deemed to have been done after careful study and examination of the tender papers and with full
understanding of implications thereof. Sealed offers prepared in accordance with the procedure
enumerated herein should be submitted to Sr.EDP Manager, IT Centre, Integral Coach Factory,
Chennai – 600038, not later than date and time laid down.
2.15 The Bidder(s) shall not take any advantage of any misinterpretation of the conditions due to
typing or any other error and if in doubt, shall bring it to the notice of the Sr.EDP
Manager/Integral Coach Factory, without delay. In case of any contradiction only the printed
rules, and books should be followed and no claim for the misinterpretation shall be entertained.
2.16 COMMUNICATION: All notices, communications, reference and complaint made by ICF or
ICF‟s representative or the contractor inter-se concerning the works shall be in writing and no
notices, communications, reference or complaint not in writing shall be recognized
2.17 BIDDER’S ADDRESS: Bidder shall state in the tender his postal address fully and clearly at
Annexure - 11. Any communication sent to the Bidder by post at his said address, shall be
deemed to have reached the bidder duly & timely, notwithstanding the fact that the
communication could not reach the bidder at all or in time for whatever reason. Important
documents shall be sent by Registered/Speed Post.
2.18 SITE VISITS: The Bidders must familiarize themselves with local conditions and take them into
account in preparing their proposals. To obtain first-hand information on the assignment and on
the local conditions, they are encouraged to pay a visit to ICF before submitting the proposal, and
to attend the pre-bid meeting. The visit to the site shall be at the bidders own expense.
2.19 All offers in the prescribed forms should be submitted before the time and date fixed for the
receipt of the offers. Offers received after the stipulated time and date will be summarily rejected.
Postal delays will not be accepted as a valid reason for submission of late/delayed tender. Late /
delayed tenders will be summarily rejected.
2.20 In case the date of opening happens to be a holiday, the tender will be received and opened at the
same time on the next full working day.
2.21 The technical bid shall be opened first on the prescribed tender opening date and time and the
commercial bid shall be opened later on a specified date which would be made known to eligible
Bidders after technical evaluation is completed.
2.22 Revision of Financial Bids is generally not allowed. However, if it becomes necessary for the
bidders to revise the prices based on the technical evaluation/ clarifications/ discussions, before
commercial bids are opened, bidders may be permitted utmost one time to submit supplementary
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commercial bid only for such items which need revision of price on the basis of specific written
request of Bidders to ICF. In case a supplementary commercial bid is asked for, the same shall be
taken into consideration for deciding inter-se position of the commercial bids at the time of
evaluation.
2.23 Pre-Bid Queries:
a) Prospective Bidders have to submit their queries duly filled in format given at Annexure - 22 on
or before the date specified.
b) Bidders may seek any clarification from Sr.EDP Manager/ICF in respect of any technical or
commercial condition. However, such clarifications must be submitted in writing to Sr.EDP
Manager/ICF, Chennai, on or before last date for submission of queries given in the notice of
Invitation of Tender. Bidders are requested to carefully study these “Instructions to Bidders” and
the other documents forming part of this Tender Document.
c) Pre-bid meeting may be attended by bidders at the notified date and time at IT Centre/ICF to
discuss all Technical and Commercial aspects of the tender. Modifications/clarifications if
required shall be issued on the basis of the discussions during the pre-bid meeting, in writing, to
all Bidders who have sought for Pre-Bid clarifications. The last date for issuing post Pre-Bid
clarifications will be as given in the Notice for Invitation of Tender. No queries after the pre-bid
meeting shall not be entertained.
d) The cost of tender document is not refundable.
e) ICF does not bind itself to accept lowest bid and reserves the right to accept any bid, wholly or
partly and/or split the orders in favour of different vendors.
2.24 INSTRUCTIONS FOR PREPARATION OF TENDER
a) All information in the tender must be in English. Information in any other language must be
accompanied by authenticated translation in English. Failure to comply with this may render the
offer liable to be rejected. In the event of any discrepancy between the offer in a language other
than English and its English translation, the English translation will prevail.
b) All offers shall be either type written or written neatly in indelible ink in English. Each page of
the offer must be numbered consecutively. A reference to total number of pages comprising the
offer must be made at the top right hand corner of the top page.
c) All copies of the tender paper shall be submitted duly signed in ink by the Bidder on each page,
including closing page in token of his having studied the Tender papers carefully.
d) All prices and other information like discounts etc. having a bearing on the price shall be written
both in figures and in words. In case of difference in words and figures the amount written in
words will be taken into consideration.
e) No scribbling is permissible in the tender documents. Tender containing erasures and alterations
in the tender documents are liable to be rejected if not attested properly.
f) Modifications/rewording of formats shall not be acceptable.
g) The Bid prepared by the Bidder shall comprise required information along with supporting
documents.
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h) Bidder shall specify the official mailing address and fax numbers to which all correspondences
shall be sent by ICF.
i) If the Bidder(s) deliberately gives/give wrong information in his/their tender,
creates/create circumstances for the acceptance of his/their tender, the ICF reserve the right to
reject such tender at any stage.
j) All columns of the functional/technical specifications compliance sheet must be filled. Any
deviations should be clearly indicated against individual items.
k) The authorized representative of the bidder must duly attest all documents and alterations if any.
Additional conditions/stipulations/deviations to the technical requirements and terms and
conditions, if any, must be clearly brought out by the bidder in the deviation statement. ICF
reserves the right to consider or reject the same without assigning any reason. In case there are no
deviations, the Bidder must submit a NIL statement.
l) ICF will accept internationally accepted alternative specifications which ensure equal or higher
quality than the specifications mentioned in the Technical Specification except where Make or
brand is specified in the technical specifications. However, the decision of ICF in this regard shall
be final. The Bidder should also furnish “Statement of Deviations” from tender specifications as
per pro-forma given in Annexure - 7 of tender document along with the offer.
2.25 Preparation of Technical Proposal
a) The eligibility/technical qualification criteria are given in Para 3.5. Bidders are requested to fill-
in with appropriate proof called for in the associated columns for each item. The Financial
evaluation will be considered only for Bidders who qualify the technical evaluation.
b) The technical bid must be submitted in both hard and soft (electronic form) copies. Both the
copies must be identical. In case there is difference between the two forms, the proposal in printed
and signed version only will be considered.
c) The technical bid packet should contain all documents and enclosures except commercial offer
containing priced Rate Schedule but should include an un-priced Rate Schedule as per the Format
given in the Tender Document with Price Column left blank which should be submitted along
with the technical offer. However, a Tick (√) mark should be indicated to verify that the bidder
has quoted for each item.
d) Bidder shall submit all technical information and product brochures along with the techno-
commercial bid. The language of these documents must be English.
e) The complete Technical bid must contain:-
i. Filled in Bid Forms
ii. Tender Evaluation and other Forms (Annexures 1 to 20 & 23).
iii. Hardware Sizing document and detailed Specifications
iv. Solution Architecture, Project Implementation methodology, Training & KT Plan etc
v. Stage wise Time schedule in months for Supply and project execution at Para 12.0
vi. Earnest Money Deposit
vii. Tender Document Cost (In case downloaded from website)
viii. All the documentary proof as per tender document.
ix. Signed tender document (all pages)
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x. Electronic copy of Tender evaluation forms

xi. Bill of materials for Licenses, Hardware, Services & Other items
xii. Technical information of the products being offered along with brochure etc.
xiii. Any other Terms & Conditions from bidder (ICF reserves the right to reject or accept
such Terms & Conditions).
xiv. Any other document specifically asked for in the tender document.
xv. Check list as per Para 10.0 of the tender document.
2.26 Preparation of Financial Proposal
a) In preparing the financial proposal, Bidders are expected to take into account the requirements
and conditions laid down in this tender document. The financial proposal should follow Standard
forms at Para 11.0 C. The costs should be specified for each activity as given in the form. The
costs should include all direct, indirect and hidden costs. Wherever necessary further break up of
costs may also be indicated.
b) The financial proposal should clearly indicate as a separate amount, the local taxes, duties, fees,
levies, and other charges imposed on the Bidders.
c) All costs should be specified only in Indian National Rupees.
2.27 Submission of Bids
a) The offers should be submitted duly filled in, in the prescribed formats only as provided in this
tender.
b) The Bidder shall submit the two bids in separate envelopes, clearly marked on envelope as
„Technical Bid‟ and „Commercial bid‟. The cover for Technical Bid should be sealed and marked
as TECHNICAL BID from M/S ___________________________ against Tender No. ITC-ERP-
II-2018 to be opened on 25.04.2018.
c) The cover for commercial bid should be sealed and marked as COMMERCIAL BID from M/S
___________________________ against Tender No. ITC-ERP-II-2018.
d) The two separate envelope for technical and commercial bids shall be placed in one outer
envelope and shall be addressed to the Sr.EDP Manager, IT Centre, Integral Coach Factory,
Chennai-600038 posted/submitted otherwise shall be dropped in the Tender Box provided for the
purpose in the chamber of the Sr. EDP Manager, ICF, Chennai in order to reach before 15.00
hours on the opening date
e) The outer envelope should contain on the outer side, the details like –
Offer from : M/s _________________
Project for Supply, installation, and implementation of Integrated SAP ERP System at Integral
Coach Factory on turnkey basis duly augmenting the existing SAP ERP system
Tender No. : ITC-ERP-II-2018, Dated:15.03.2018
To be opened at :15.30 hrs. on 25.04.2018.
f) Apart from the original quotation to be submitted in the manner detailed above, copies shall not
be sent to any other office of ICF and they will not be considered as quotations. Offers sent
through telegram/telex/FAX and offers not submitted in the standard formats given in the tender
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document shall be summarily rejected.

g) In particular the firms who submit their tenders by post should ensure in their own interest that the
tenders reach ICF office before the stipulated time and date. ICF shall in no way be responsible
for any delay in receipt of offers by postal authorities or any other reasons and offers received late
are liable to be summarily rejected.
h) All offers in the prescribed forms should be submitted before the time and date fixed for the
receipt of the offers. Offers received after the stipulated time and date will be summarily rejected.
Postal delays will not be accepted as a valid reason for submission or late/delayed tender.
Late/delayed tenders will be summarily rejected.
2.28 Opening of Bids
a) The offers received within the prescribed date and time will be opened at 15.30 Hours on the
specified date of opening. The Technical Bids shall be opened first and the names of the Bidders
will be read out. The commercial bids of only those firms who are found to be technically suitable
and acceptable shall be opened later, on date and time, which will be intimated after completion
of evaluation of Technical Bid.
b) The commercial bids of the bidders who are considered technically unresponsive/unacceptable
will not be considered.
c) Offers received without price break up are liable to be deemed as in complete.
d) The procedure for Technical and Commercial Evaluation of the tenders will be as per procedure
given in Paras 3.6, 3.7 and 3.8.
2.29 Award of Contract
a) Acceptance of Bids
ICF does not guarantee that the contract award shall necessary be made to the bidder with highest
score or lowest price or any bidder and reserves the right to accept or reject any bid and to annul
the bidding process and reject all bids at any time prior to the award of contract, without thereby
incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected
Bidder or Bidders of the grounds of this action.
b) Notification of Award
Prior to the expiration of the period of bid validity, the successful bidder will be notified in
writing by registered /Speed Post or FAX that its bid has been accepted. This notification of
award shall constitute the formation of the contract. Upon the successful bidder‟s furnishing of
performance bond, ICF shall notify each unsuccessful bidder and shall discharge its bid security
pursuant to the Para 3.20 of this Tender document.
c) Purchaser’s right to vary quantities at the time of award:
The ICF reserves the right at the time of contract award to increase or decrease the quantity of
goods and services originally specified in the Schedule of requirements and system specification
without any change in limit price or other terms and conditions.
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d) Signing of contract agreement:

The successful Bidder shall be required to execute an agreement with the President of India acting
through the Sr.EDP Manager, IT Centre, Integral Coach Factory, Chennai-600 038 for carrying
out the work according to the tender documents as per format given in Annexure – III of Indian
Railways Standard General Conditions of Contract for services – January 2018. ICF will send the
successful bidder the contract agreement, incorporating all agreements between the parties.
Within 15 days of the receipt of the contract agreement, the successful Bidder shall sign and
accept the Contract and return it to the purchaser.
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3.0 GENERAL CONDITIONS OF THE CONTRACT:

3.1 Contracts made under this tender will be governed by General Conditions of Contract (GCC) for
services of Indian Railways.
3.2 The general conditions of contract contained herein shall be supplemented to the “Indian
Railways Standard General Conditions of Contract for services – January 2018”. In the event of
any conflict or inconsistency between them, general conditions of contract contained herein shall
prevail.
3.3 Eligible Applicant: The terms and conditions as per Para 2.2.1 of General Conditions of Contract
for Services – January 2018 will apply. In case of Consortium of JV Firms, the terms and
conditions under Para 2.3 and 2.4 of GCC for Services – January 2018 will apply. The
Consortium bidders have to duly submit the documents mentioned at Para 2.4.1.11 of GCC for
Services – January 2018.
3.4 Disqualification of Bidders: Bidders are requested to go through the terms and conditions
mentioned at Para 2.5 of General Conditions of Contract for services – January 2018. A
declaration shall be furnished by the Contractor as per Annexure - 1.
3.5 Pre-Qualification/Technical Eligibility Criteria:
In this tender, sole bidders as per tender conditions or Consortiums of not more than three
constituent members are permitted to participate. The following eligibility conditions are
mandatory requirements, required to be fulfilled by the Sole bidder / member(s) of the
consortium as indicated below. Bidder may please note that normally no second opportunity will
be given to them for either submission of any clarification, additional information or support
document in support of technical eligibility criteria after opening of tender. Any bid not found to
be in conformance with any of the eligibility conditions will be summarily rejected and not
considered for further evaluation.
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Supporting documents to be
S.N. Qualification Minimum Eligibility submitted
Parameter
1. Company Registration. The bidder company should be 1. Certificate of Incorporation from
(Please fill Annexure - an established information Registrar Of Companies (ROC).
11) technology private/public 2. Relevant sections of
company registered under Memorandum of Association
Companies Act 1956/2013. of the company or filings to
The Company should have been the stock exchanges to indicate
in existence in India on date of the nature of business of the
Tender Opening. company
All members of Consortium Certification on
need to fulfill these eligibility commencement of business.
criteria. 3. Copy of board resolution
authorizing the bid signatory along
with power of attorney.
2. Manufacturers The Sole bidder or Lead Authorization letter to be provided

Authorization. member of the Consortium by SAP for the partner along with
(Please fill Annexure - should be SAP or SAP confirmation on the back to back
12) support.
authorized partner.
3. SEI - CMMI level. The Sole bidder or Lead Copy of current certificate has to be
(Please fill Annexure - member of the Consortium attached while submitting the bid.
13) should be SEI - CMMI level 5
certified on Software In case of expiry of certification, a
Development and copy of certificate from SEI
Implementation. accredited auditor to confirm that
reassessment for the SEI - CMMI
level 5 has commenced for the
bidder.
4. Annual Average The Sole Bidder/Each Consolidated Annual Report or

Turnover for last three Member of consortium Audited Balance Sheet Certified by
completed financial should have Annual Average Chartered Accountant with his/her
years (2014-15, 2015- Turn-over Not below
stamp signature and membership
16& 2016-17). Rs.28.76 Crore(**) per
annum.(Less than above number with Banking Reference.
(Please fill Annexure
14). value of work is not eligible).
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5. Liquidity. The bidder should have access The audited Balance Sheet and /or
(Please fill Annexure - to or has available liquid assets, Banking Reference certified by
15) lines of Credit and other Chartered Accountant with Stamp,
financial means to meet cash Signature and Membership Number
flow for a value Rs.95.88 lakh shall be submitted by the bidder
net of applicant‟s commitments along with the Bid.
for other Contracts.
Please refer Para 2.6.1.2 (ii) of

Indian Railways Standard
General Conditions of Contract
for services – January 2018 for
other conditions.
6. Availability of fully The Sole Bidder/Lead 1. Address of Service Centre with

equipped development/ Member of the Consortium contact details.
Service Centre. should have fully equipped 2. Address of the Headquarters
(Please fill Annexure - development /service centre, with contact details.
16). with at least 100 qualified 3. EPFO Challan/Bank A/c.
personnel in SAP ERP Statement in support of available
practice, stationed at Chennai man power (duly submitted to
or Bengaluru. EPFO) in respect of previous four
quarters preceding the date of
opening of bid should be
submitted.
7. Similar work (*) The Sole Bidder/Each Member 1. Copy of Purchase
(Please fill Annexure - of the Consortium (@) should Order/Contract Agreement.
17). have satisfactorily completed in
the last three previous financial2. 2. Completion/Performance
years and the current financial certificate (***)
year up to the date of opening3.
of the tender, one similar single
service contract for a minimum The purchase order/ work order
of Rs.6.71 Crore. or any other associate documents
must specify the total bill of
Completed Service Contract material (BOM) with item and
includes on-going service should clearly bring out the scope
of work.
contract subject to payment of
bills amounting to at least 6.71
Crore.
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8. No. of years in SAP The sole Bidder or Lead Copy of Orders and Completion
ERP implementation. member of the Consortium Certificate to be submitted.
(Please fill Annexure - should be in the field of SAP
18). ERP implementation for at
least five years. (Bidders, Year shall be counted from the date
having less than five year of agreement for the work.
experience, are not eligible).
9. No. of SAP ERP The Sole Bidder or Lead 1. The purchase order/ work order
implementations in member of the Consortium or any other associate documents
Government/PSU should have implemented at must specify the total bill of
(within India). least one implementation in material (BOM) with item and
(Please fill Annexure - Government / Public Sector should clearly bring out the scope
19). in India having more than of work.
160 users where at least three
out of following five 2. Completion/Performance
functional areas are Certificate from Client.
implemented:-
 Financial Accounting &
Controlling
 Human Capital Management
 Production Planning
 Materials Management
 Quality Management
 Plant Maintenance
10. SAP – ERP Sole Bidder or Lead member 1. Copies of purchase

implementations of the Consortium should orders/Contracts with details of
world wide. have completed a minimum Contact person, telephone no.
(Please fill Annexure - of 10 SAP ERP and address of the organization,
20). implementation Worldwide total no. of users, modules
with minimum 100 users and covered, and Status of
at least two of the modules implementation.
mentioned below in each 2. Completion/Performance
Implementation, prior to the Certificate from Client.
date of tender opening.
 Financial Accounting &
Controlling
 Human Capital Management
 Production Planning
 Materials Management
 Quality Management
 Plant Maintenance
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(*) Similar Work: Execution of a turnkey project involving Supply, installation, and
implementation of Integrated „SAP S4/HANA System‟ or „SAP ECC on HANA System‟, with at
least 300 SAP ERP user Licenses, covering at least any four of the following modules.
 Production Planning (PP)
 Materials Management (MM)
 Finance Management & Controlling (FI & CO)
 Human Capital Management (HCM)
 SAP BI & BO
(**)in case of value in other currencies, the same shall be converted into INR based on
calculation at the B.C. selling market exchange rate established by State Bank of India on the last
date of Financial year or last date of calendar year, whichever is applicable.
(***)Work experience certificate along with performance certificate from private individual shall
not be accepted. Certificate from public listed company/private company/Trusts having annual
turnover of Rs.500 Crore and above subject to the same being issued from their Head Office by a
person of the company duly enclosing his authorization by the Management for issuing such
credentials.
(@) The Lead Member of the Consortium has to be a solution integrator and fulfill the similar
work described above (*).
3.6 Procedure for Evaluation of Bids
a) With a view to assess the bids technically without being influenced by the financial bids, „Two
Packets System of Bidding‟ shall be adopted. In the system, the bidder shall submit their
quotations/offers in two sealed envelopes; with one envelope containing the Technical Bid (First
Packet) and the other envelope containing Financial Bid (Second Packet).
b) The First Packet shall be with the objective of scrutinizing the capability, financial strength,
experience etc. of the bidders. If the technical offers are found acceptable by meeting the
minimum qualifying requirements the second packet shall be opened. Those bidders who do
not meet this criterion shall not be considered for opening their financial bids. However, if on the
basis of information contained in the first packet, the Tender Committee needs clarification
regarding processes, specifications etc. communication can be initiated with the bidders. In
seeking clarifications, all communications with bidders shall be recorded.
3.7 Evaluation of Technical Bids:
a) In addition/supplement to the conditions under para 2.6.2 of GCC for Services, January 2018, the
below mentioned points are applicable.
b) All opened bids will be scrutinized for responsiveness. Any bid submitted without the prescribed
EMD and/or the cost of the tender document will be treated as non-responsive. Bids with any
ambiguity and/or any significant deviation from the instructions and general/special conditions of
the Tender Document are also liable to be treated as non-responsive at the discretion of ICF. All
non-responsive bids shall be rejected summarily and shall not be evaluated further.
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c) The Bidders are expected to thoroughly understand the minimum technical requirements specified
in this tender. The bidder has to provide all the information called for with appropriate proof for
each item in the Technical evaluation pro-forma‟s given at Annexure - 11 to Annexure - 20.
Incomplete offers or tenders will be summarily rejected. Bidders not meeting the minimum
requirements are not eligible.
d) The Scope of Work, technical specifications and Functional Specifications are given at Para 5.0,
Para 6.0 & Para 7.0 respectively. The bidders are expected to thoroughly study this document,
make site visits, get their doubts, if any, clarified with a view to have a good understanding of the
requirements of ICF, and furnish a suitable solution with description and complete bill of
materials required.
3.8 Evaluation of Financial Proposals
a) After the technical evaluation is completed, ICF shall notify the bidders of the list of technically
qualified firms, indicating the date and time set for opening the financial proposals. The
notification may be sent by Registered/Speed Post, cable, telex, facsimile or electronic mail.
b) The financial proposals of technically qualified bidders alone shall be opened on the date to be
notified.
c) In the financial proposal, the bidder is expected to quote separately for SAP ERP Licenses,
Hardware, Application development/implementation in three separate schedules as at Para 11.0
A,B and C. Detailed split-up of all costs are also required to be provided.
3.9 Amendments to bid invitation
ICF reserves the right to make revisions or amendments to the bid documents, when deemed
necessary, prior to the closing date of the bid, through proper notification or web-site. The bidders
must watch ICF web site for any such amendments. ICF shall be at liberty to consider extending
the date set for the bid opening by such a number of days as in the opinion of ICF will enable the
bidders to revise their bids.
3.10 Clarifications, omissions and discrepancies in tender document
a) In case any bidder finds any discrepancy or omission in any part of the tender Document/or he has
any doubt to their meaning, he should notify ICF minimum 7 days prior to pre-bid briefing date
who may clarify and send a written instruction to all bidders for correction, if necessary. It
however, does not entitle the bidder to seek any extension of tender opening date.
b) It shall be understood that every endeavor has been made to avoid any error which can materially
affect the basis of the bid and successful bidder shall take upon himself and provide for the risk of
any error which may subsequently be discovered and shall make no subsequent claim on account
thereof.
c) The submission of the tender will be deemed to imply that the Bidder fully understands the scope
of work involved and has read and understood all conditions of the tender document and his
liabilities and responsibilities in respect of the tender.
3.11 Technical clarifications
a) To assist in the examination, evaluation and comparison of bids, ICF may ask the bidder
individually for a clarification on his bid including break-up of unit rates. The request for
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clarification and the responses shall be in writing/fax but no change in price or substance shall be
sought, offered or permitted except as required to confirm the correction of arithmetical errors
discovered by ICF during the evaluation of bids. Such reply shall be given within the time limit
mentioned in the intimation issued by ICF, failing which ICF will be at liberty to conclude that
nothing further is to be submitted by the vendor on this matter.
b) The bidder should make available the offered products, if desired during evaluation of bids for
benchmarking of the application to ensure that there are no compatibility issues.
3.12 Validity
The validity of the bid must be for a minimum of 180 days from the last day of bid submission.
Any subsequent extension of validity shall be for minimum 60days.
3.13 Right of acceptance
ICF reserves the right to place order for a part item/combination of the quantity offered. The unit
rates offered by the Bidders shall be valid for any such part order. ICF reserves the right to reject
any or all tenders without assigning any reason to the Bidders. ICF may call upon one or more
Bidders for demonstration/testing of all or any quoted item at ICF office.
3.14 Authorized Signatory and Address of the Contractor
The Signatory of the Bidder should attach an authorization certificate mentioning:
a) The proprietor in case of “Sole Proprietor” firm or constituted attorney of such sole
proprietor.
b) One of the partners in the case of a “Partnership” firm, in which case he must have authority
to refer to arbitration disputes concerning the business of the partnership either by virtue of
the partnership agreement or a power of attorney. In the absence of such authority all partners
should sign the Tender.
c) A director or the regional head in case of a limited company or an official of requisite
authority in the case of a government institution, duly authorized by a resolution of the board
of directors.
d) For all purposes of the contract, including arbitration thereafter, the address of the bidder
mentioned in the tender shall be the address to which all communications shall be addressed.
3.15 Local Conditions
It will be the sole responsibility of each bidder to fully acquaint himself with all the local
conditions and factors, which could have any effect on the contract in terms of performance or
cost.
3.16 Prices
a) All Prices shall be in Indian Rupees and no foreign exchange/import license shall be provided.
Prices quoted should be all-inclusive i.e. including freight, insurances, taxes etc, duly specifying
the nature of charges included. Bidders should explicitly indicate the status of all charges in the
offer. Payment will be restricted to charges that are explicitly mentioned and the bidder will have
no right to demand charges/additions to such charges that are not mentioned in the bid.
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b) ICF reserves the right to place order for a part item/combination of the quantity offered. The unit
rates offered by the Bidders shall be valid for any such part order.
3.17 Letter of Acceptance(LOA)/Purchase Order
When a tender is accepted prior to the expiry of bid validity, the successful bidder shall be
notified by mail/fax. Within one month of issue of LOA (letter of acceptance)/ PO (purchase
order), the successful bidder shall send his/her acceptance of the LOA/PO along with the contract
performance bank guarantee.
3.18 Delivery/Completion of Work
a) Delivery time to supply the goods stated in of the Tender Document shall be as per the schedule
of delivery laid down at Para 8.0 (Project Milestones).
b) The time for and the date specified in the contract or as extended for the delivery of the material
shall be deemed to be the essence of the contract and delivery must be completed not later than
the date(s) so specified or extended.
c) In respect of items of work/services, the dates of completion should be as per respective project
Milestones specified at Para 8.0.
d) In case of failure by firm to supply the goods/services within the delivery period stated in the
LOA, ICF shall be at liberty to extend the delivery period on reasonable grounds for extension of
time. If there is any failure or delay on the part of Sub-Contractor, only the contractor shall be
solely responsible.
e) The terms for extension of time for delay and associated liquidated damages if any, will be as per
Para 5.1 and 5.2 of Indian Railways General Conditions of Contract for Services – January, 2018.
f) The payment for the delivery/completed work shall be made as per payment schedule indicated at
Payment Terms at Para 4.35
3.19 Compliance to Tender Conditions, Specifications
a) The work offered shall be in accordance with the specifications. Details of variation from the
specification, if any, should be clearly indicated and in such an event, a certificate from the users
must be furnished to the effect that the work offered performs the requisite functions
satisfactorily.
b) Bidder shall indicate paragraph by paragraph for each section of the tender document that either
his tender complies in every respect with the requirements of each clause and sub clause or if not,
precisely how they differ from the requirements of the Bidder. In latter case, the Bidder shall
enclose a separate statement indicating only the deviations for any clause or sub clause of Indian
Railways General Conditions of Contract for Services – January 2018, General/Special
Conditions of Contract, Instructions to Bidders and conditions of tendering, Functional/Technical
Specifications, Preamble etc. which he proposes with detailed justifications for deviations
proposed. The ICF, reserves the right to accept or reject these deviations and his decision thereon
shall be final.
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3.20 EARNEST MONEY DEPOSIT (EMD)

a) The Bidder shall be required to deposit earnest money with the bid for the due performance with
the stipulation to keep the offer open till such date as specified in the bid under the conditions of
the bid mentioned at Para 3.3 of Indian Railways General Conditions of Contract for Services –
January 2018.
b) The Bidder shall deposit in favour of FA & CAO/ICF, Integral Coach factory, Chennai-38, a sum
of Rs. 11,08,840 (Rupees Eleven lakh Eight thousand Eight hundred and Forty only) as Earnest
Money and enclose it along with the tender. The above deposit has to be made at UCO Bank, ICF
Colony Branch, Chennai-600038. Alternately the above sum can be paid in NEFT mode with the
following details:
IFSC Code : UCBA0000568
Account No. : 05680210000328
Account Type : CA-METRO-OTH
Account Holder: FA & CAO (ICF Government Business Receipts)
c) The earnest money receipt shall be incorporated in the original copy of the tender document. The
other copies of the offer shall contain true copies of Earnest Money Receipt. The Earnest Money
should be furnished either in cash or in any of the following forms. These instruments should be
valid at least for the period covering the validity of the offer i.e. 180 days.
 Deposit Receipts, pay orders, demand drafts. These forms of earnest money could either be of
the State Bank of India or any of the nationalized banks.
 Deposit Receipts executed by the Scheduled Banks (other than State Bank of India or any of the
nationalized banks) approved by the Reserve Bank of India for this purpose. The Railways will
not, however, accept the deposit receipt without getting in writing the concurrence of the
Reserve Bank of India.
 Fixed Deposit Receipts from nationalized banks (or) schedule banks submitted by the Bidders
should be drawn in favour of FA & CAO/ICF- Chennai-38 and FDR's drawn in the Name of the
Bidder with the endorsement of the concerned bank on the overleaf of the FDR transferring the
right of encashment to the Railways will not be accepted.
 Deposit receipt executed by the Schedule Banks (other than the State Bank of India and the
Nationalized Banks) should be as defined in RBI Act. 1934.
d) EMD in the form of Bank Guarantee will not be accepted.
e) No reference to the previous deposit of Earnest money & Security Deposit for adjustment against
the present tender will be accepted and any request for recovery from any Security Deposit
against present tender will not be entertained. Lump sum Earnest Money already available with
the ICF will not be accepted for this tender.
f) The Earnest Money shall remain deposited with ICF for the Period of 180 days from the date of
opening of tenders. If the validity of the offer is extended, the Earnest Money Deposit duly
extended shall also be furnished, failing which the offer after the expiry of the aforesaid period
shall not be considered by the ICF.
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g) No interest will be payable by the Purchaser on Earnest Money.

h) The earnest money deposited is liable to be forfeited in full if the Bidder withdraws or amends,
impairs or derogates from the tender in any respect within the period of validity.
i) The Earnest money of all unsuccessful Bidders will be returned by ICF within a reasonable time
after the finalization of the tender but the ICF shall not be responsible for any loss or depreciation
that may happen thereto while in their possession and are not liable to pay any interest thereon.
j) Any Bid not accompanied by Earnest Money in one of the approved forms will be summarily
rejected.
3.21 Safety Norms:
The Following Safety Norms must be followed by the Contractor:
 The contractor should take all precautionary measures in order to ensure the protection of his
own personnel moving about or working in the Integral Coach Factory premises, and should
conform to the rules and regulations of the Integral Coach Factory.
 The Contractor should abide by all Integral Coach Factory regulations in force from time to time
and ensure that his representatives, agents or sub-contractors or workmen follow the same.
 The contractor should instruct his personnel to be cautions so as to avoid accident to staff, and /
or damage to equipment.
 The Contractor indemnifies and keeps Integral Coach Factory indemnified and harmless against
all actions, suits, claims, demands, costs, charges or expenses arising in connection with any
accident, death or injury, sustained by any person or persons within the Integral Coach Factory
premises and any loss or damage to property belonging to the Integral Coach Factory, sustained
due to the acts or omissions of the contractor irrespective of whether such liability arises under
the workmen‟s compensation act or the fatal accidents act or any other statute in force from time
to time
3.22 Provisions of Employees Provident Fund (EPF) and Miscellaneous Provisions (MP) Act,
1952
a) The contactor shall comply with the provisions of Para 30 & 36 – B of Employees Provident
Fund Scheme, 1952: Para 3 & 4 of Employees‟ Pension scheme, 1995: and Para 7 & 8 of
Employees Deposit Linked Insurance Scheme, 1976: as modified from time to time through
enactment of “Employees Provident Fund & Miscellaneous Provisions Act, 1952”, wherever
applicable and shall also indemnify the Railway from and against any claims under the a
foreside Act and Rules.
b) The Contractor is required to comply with the provisions of EPF & MP Act, 1952 and obtain
code number from the concerned authorities whenever workmen employed by him are 20 or
more. He shall also indemnify Railways from and against any claim, penalties, recoveries
under the above Act and Rules. Contractors should get the code number under the EPF so as
to enable the Provident Fund (PF) Commissioners to extend the social security benefits to the
workmen engaged by the Railway Contractors.
3.23 Environmental Management System (EMS) Requirements:
The Following EMS requirements must be ensured by the Contractor:-
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 The Contractor shall ensure that all his workmen wear Personal Protective Equipments (PPE)
commensurate with the severity of work.
 The Contractor shall ensure industrial safety methods in executing his work at Railway.
 The Contractor shall ensure that all wastes generated by his activities / work are moved to the
respective dumpsites or taken for re-cycling at Railway.
 The Contractor has to give prior information whether any hazardous chemical is used in his
work and if so, the operational control to be exercised.
 The Contractor has to ensure that all his material handling equipments / transport vehicles are
emission tested.
 The Contractor has to ensure that his activities are in tune with the Railway EMS Policy (to be
incorporated as part of Contract)
 The Contractor‟s staff must be aware of contents of Material Safety Data Sheet (MSDS) in
respect of chemicals / materials (if any).
 The Contractor‟s staff shall be competent to operate emergency appliances like fire
extinguishers.
3.24 Definitions and Interpretation
a) “ICF/Railway” Shall mean the President of the Republic of India or the Administrative Officers
of the Integral Coach Factory, Chennai-38 or the successor, the Railway authorized to deal with
any matters with which these presents are concerned on his behalf.
b) “Sr.EDP Manager” shall mean the Senior Electronic Data Processing Manager, nominated
Officer in executive charge of Integral Coach Factory and the works and shall include the superior
officers of the Integral Coach Factory, Chennai 38. He/She is responsible for ensuring that all
works covered by the contract are carried out in accordance with approved specifications and
conditions of contract as agreed to.
c) “Computerization” shall mean performance of all activities covering inter-alia envisaged aspects
in the envisaged methods/steps like study, analysis, configuration, customization, development of
system specification and functional specification, design, coding, writing of suitable and required
libraries, function, procedures, installation, implementation, testing and supply of envisaged
documentation at all the stages, with the approval of Sr.EDP Manager, ICF, Chennai – 38 at all
stages along with user training (including explanations/presentations to various user groups ),
training to ICF IT Centre Staff and others as required at the site/s and making the software interact
with upstream/downstream and concurrent software modules effectively, so that the application
system(s) sub-modules function as an integrated whole.
d) “Customization” shall mean the task of modifying the pre-developed software packages as per
System Requirement specifications framed after a detailed study.
e) “Working Days”: wherever referred in this Contract shall mean the working days of ICF as
applicable.
f) “Certificate of Acceptance” The Certificate for any application system and/or major modules this
contract issued by ICF after installation, parallel run and implementation of the
respective/application system(s) and /or major modules on the computer configuration.
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4.0 SPECIAL CONDITIONS OF CONTRACT:

4.1 The special conditions of contract contained herein shall be supplemented to the “Indian Railways
General Conditions of Contract for Service – January, 2018” and General Conditions of Contract
given under this document. In the event of any conflict or inconsistency between them, special
conditions of contract contained herein shall prevail.
4.2 Changes in the Scope of Work
If during the execution of supplies/services, it is found that ICF wants changes in the scope of
work, then the contractor and ICF may renegotiate the contract upon mutual agreement in writing.
In the absence of a mutual agreement, the scope of the work will be as detailed at Para 5.0 of this
contract.
4.3 Conditions related to Execution of Work
a) The directives issued by Sr.EDP Manager shall be followed during the supply and all the phases
of the project including training.
b) The whole contract is to be executed in the most approved, substantial and effective manner, to
the entire satisfaction of ICF or its authorized person who, both personally and by its deputies,
shall have the full power, at every stage of progress, to inspect the work at such times as
necessary, and to reject any of the work of which it may disapprove and its decisions thereon, and
on any question of the true intent and meaning of all the specifications, shall be final and
conclusive.
c) The contractor shall complete Computerization in all respects leading to certificates of acceptance
by ICF and Sr.EDP Manager/ICF envisages a time period of TWELVE Months from the date of
acceptance of the offer followed by SIX months for Hype Care support. Time is the ESSENCE
of the contract and Sr.EDP Manager /ICF attaches utmost importance to the timely completion of
the work. Attention of the contractor is specially invited to the penal clauses like liquidated
damages, determination of the contract owing to default of contractor etc.
d) The bidder shall specify the approximate time period required in calendar months for completing
the work tendered for. ICF expects that the computerized system be installed and implemented in
TWELVE months time from the date of Letter of acceptance of the tender followed by SIX
months for Hyper Care support. The contractor shall specify the time required by him for the
same in the format at Para 12.0, which shall be referred to as “accepted time” under this Contract.
e) Once the contract is awarded and the Contractor has signed the agreement, no increase in rates
will be granted during the tenure of the contract. If for any reason it is found necessary to insert
any new item of work, rate for this item of work can be mutually decided. If the contractor is
unable to do so, ICF reserves the right to cancel the entire contract and to call for fresh tenders at
the risk and cost of the contractor.
f) The contractor shall not sub-contract, assign or transfer this work or any part thereof, to any other
person or persons nor shall the contractor take in any partners without the written consent of the
Sr.EDP Manager/ICF. Any assignment or subletting of the contract in contravention of the above
shall be held to terminate the contract and forfeit any amount due to the Contractor including
Security Deposit.
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g) The work shall be carried out at Sr.EDP Manager‟s office associating nominated official and on
ICF‟s working days. The working hours of the office are 09.30 A.M. to 5.30 P.M. Monday
through Friday and 9.30 AM to 12.30 PM on Saturdays. However, if required, the work can be
carried out beyond the working hours, at the discretion of ICF, with prior consent from the
Sr.EDP Manager.
h) Sr.EDP Manager, ICF shall have the option of associating his personnel with the entire work in all
its phases. The contractor shall provide such personnel with all necessary information and
facilities to carry out their functions. But the fact that ICF Personnel are associated with the
Contractor‟s Personnel in the contracted work shall not reduce the contractor‟s responsibilities
under this contract in any manner. Final responsibility to satisfy ICF of the satisfactory
completion of supplies rests with the Contractor.
i) ICF shall not be responsible for providing accommodation to the Contractor or to his
representatives who will be visiting Office of Sr.EDP Manager, ICF in course of work under this
Contract. However, working space will be provided.
j) All equipments/tools required for the Project implementation work as per scope of work will be
provided by the Contractor.
k) No allowance or any other compensation will be paid by ICF for the visits of the contractor or his
representatives to ICF‟s sites and for the time spent by them at ICF site, for performing work
covered under this contract.
l) All the work shall be of the BEST QUALITY and shall be to the entire satisfaction of ICF. For
this purpose, the contractor shall adopt necessary quality assurance.
m) In the event of any failure or delay by ICF to furnish the contractor data and other salient
particulars necessary for progressing or to give necessary notice to commence the works or any
other reason caused by ICF due to any other cause whatsoever, then such failure or delay shall in
no way affect or vitiate the contract or alter the character thereof or entitle the contractor to
damages or compensation thereof but in any such case ICF may grant such extension or
extensions of the completion date as may be considered reasonable.
n) Progress Reports: The Contractor shall, from time to time render such reports concerning the
progress of the contract work as required by ICF. The submission, receipt and acceptance of such
reports shall not prejudice the rights of ICF under the contract nor shall operate as an estoppel
against ICF merely by the fact that ICF has not taken notice of, or subject to test, any information
contained in such report.
o) The Contractor shall thoroughly study and analyze the needs of ICF site where the computerized
system is required to be implemented under this Contract and obtain approval for various stages
of work from appropriate ICF officials.
p) The study/customization/ installation/implementation involves inter-alia presentation to various
groups, explaining features of software to the users, users training, troubleshooting while
implementation like clarification for data entry, software packages related problems etc. For this
purpose, the venue, and timings, if any, is required to be fixed in consultation with Sr.EDP
Manager, ICF. The equipments required, if any, for the presentation, are required to be arranged
by the Contractor.
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q) The Functional/Technical scope of the requirements is given in Para 6 & 7 of this document.
Contractor has to prepare the System requirement specifications (SRS) after necessary study of
the existing system and interaction with the users. The SRS is expected to cover, all data,
functional and interface requirements for development/customization and detailed description of
customization needs (both new and existing modules). The representatives of the Contractor and
ICF will sign the SRS. If any shortfall or inadequate coverage is noticed, it shall be the
responsibility of the contractor to incorporate the uncovered requirements to the satisfaction of the
Sr.EDP Manager/Other official signing SRS.
r) The quantum and time period up to which the data pertaining to earlier periods is required to be
available for an application system and/or a major module shall be decided by Sr.EDP
Manager/ICF. The Contractor will make available such data in the installed system.
s) ICF shall have the right to depute its staff to associate in the work during the course of
development, testing and trial runs to be performed by the contractor with a view to develop
skills. The contractor shall offer all reasonable facilities towards this end without any extra cost.
t) The contractor shall train Associate ICF Officers/Staff in minor trouble-shooting, maintenance of
application systems or major modules under the Contract.
u) The contractor shall test the applications and demonstrate to ICF that the requirements specified
are met. This should be done to the satisfaction of ICF in all aspects specified in the SRS. The test
designs will be made available in the Detailed Design Document (DDD) by the Contractor prior
to actual customization.
v) Arising out of the testing, the contractor shall establish to the entire satisfaction of ICF that the
entire work supplied/executed/delivered/implemented is in accordance with the provisions of this
tender.
w) The bidder shall supply and install all the software with legal licenses for the software. The bidder
will provide OEM disks also for all the software. Supply of freeware, shareware or similar is
strictly prohibited. The contractor shall provide a list of software installed on all hardware.
x) In the event of contractor failing to carry out the work or works specified, partly or fully, it shall
be lawful for ICF to employ men or entrust the work to another firm for the purpose of doing all
such unfinished works as may be necessary in the opinion of Sr.EDP Manager and all costs, hire
charges, damages and expenses incurred by ICF in doing such work shall be paid by the
contractor to ICF or may be deducted from any deposit of the Contractor held by ICF or from any
other money due and payable to the contractor by ICF from time to time in pursuance of this or
any other contract or recovery from the contractor by an intimation or any other means.
y) In the event of Sr.EDP Manager or his nominated officers are of the opinion at any time during
the currency of this contract, that the contractor is not carrying on the work or works under this
contract as authorized satisfactorily, it shall be lawful for the administration to recover from the
contractor any penalty provided in this contract and or Indian Railways General conditions of
Contract for Services – January, 2018.
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4.4 Technical Proposal for the ERP Solution

a) The key elements of the Technical proposal:
The technical proposal should address the following key aspects of the ERP solution
o Solution Architecture
o Bill of Materials
o Functional Requirements Specification
o Technical Requirements Specification
b) Solution Architecture:
ICF is looking for an in-premise solution covering hardware and software. The Technical
proposal for ERP Solution should contain details of the Functional/Application/Integration
Architecture/Landscape of the ERP solution proposed along with how each of the solution
components would meet the requirements of ICF. The technical proposal should address the
following:-
Complete ERP and other systems‟ Hardware Landscape with interconnects, failover/redundancy
arrangements, in both schematic and Block diagrams.
 Functional coverage of the solution proposed
 The complete landscape of the solution with modules, integration points etc.
 Integration Architecture.
 Integration of different processes of ICF with the solution.
 The details of third party solutions if any, their description and purpose, licensing metrics
and sizing considerations.
c) Bill of Materials
 The requirement of Hardware with baseline sizing and specification is given at Para 6.1
and Para 6.2 respectively. An indicative Bill of Materials for Hardware are given at
Para 5.7(B). However, the Bidder is required to understand ICF‟s requirements clearly
and prepare Hardware sizing, Bill of Materials and Specifications. Bidder is expected to
provide an equivalent or better Sizing/Bill of Materials.
 The Bill of Materials of the SAP ERP Licenses and other third party Licenses, tools and
all the independently priced items along with metrics for licensing (pricing) and total
quantity proposed. An indicative Bill of Materials is provided at Annexure 5.7(A). The
bidder is expected to provide an equivalent or better Bill of Materials.
 The rationale for the different solution components and the licensing metrics.
 The rationale for the sizing of the different modules of the ERP Sizing details of the
solution, how the different solution components are sized and their relationship to
licensing metrics.
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 The bidders while proposing the ERP solution with detailed bill of materials, as per the
Schedule of Rates provided for the Technical proposal, are also required to provide
definitive commitment on how each section of the processes described in this document
are addressed by which module/components of the bill of material.
d) The Functional Requirement Specifications (FRS):
The bidders are requested to use the following guideline for indicating the capability of the ERP
solution proposed, against each of the features listed in the FRS as per Para 7.0. Response to the
each of the line item in the functional requirements specifications need to be as per the guideline
listed in the table.
Compliance Guidelines Response
Standard The specific requirement or process is a S

standard feature with the ERP solution
Work Around The requirement can be realized by modifying W

the process but without any development
Customization The requirement can be realized by writing a set of C

by Standard
software codes by enhancing/modifying SAP
enhancement
Standard
Customization The requirement can be realized by writing a set D

by
of software codes independent of SAP Standard
Development
Third Party The specific requirement is realized through a T
third party tools
If and only if the SAP ERP solution proposed by the bidder is capable to support the specific
functionality or the feature is a standard feature in the ERP solution, the bidder is required to mark
“Standard” against the functionality/specification
If the specific functionality or feature could be realized by the ERP solution proposed by the
bidder by modifying the process, i.e. the basic purpose of the process or feature could be achieved
by modifying a standard feature, but without any customization or development, the bidder is
required to mark “work around” against the functionality/specification
If the ERP solution proposed by the bidder can be realized by enhancement/modification to the
SAP Standard, the bidder is required to mark “customization by Standard enhancement” against
the functionality/specification
If the ERP solution proposed by the bidder can be realized by separate development using SAP
tools like ABAP workbench, the bidder is required to mark “Customization by Development”
against the functionality/specification.
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e) The technical requirements specifications

The technical scope of requirements for the ERP solution are provided Para 5.9. These
specifications are solution capability requirements as well as solution deployment requirements.
4.5 Technical proposal for implementation services
The technical proposal should address how the ERP solution will be implemented to meet the
requirements of ICF.
o The implementation services
o The Methodology for implementation
o The Deliverables
o Project Management
o The Project team
o Training Delivery & Knowledge Transfer Plan
o Support and maintenance
a) Implementation Services:
Some of the key requirements of the Technical proposal on the implementation services will be
o Bill of services offered by the bidder during implementation
o Mechanisms / support for Data migration (legacy data, duration), data quality
management etc
o Understanding of the business operations of ICF, The Best practices library, the
suggestions for Process redesign
o Training the Higher Management, IT team, core team & End-Users and mechanisms
to ensure that they can use the system effectively.
b) The methodology:
The methodology for implementation should address the following key aspects
o The implementation stages
o The deliverables at different stages
o The internal (within the project team) review mechanisms and the deployment of
expertise
o The review mechanisms with stake holders, steering committee and mechanisms to
adopt the feedback
o Practices to ensure that the project is implemented by deploying the best practices
available with the ERP solution
o Project artifacts and the project standards
o Change control mechanisms
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c) The deliverables
o The Format of Deliverables
o Review mechanisms for the deliverables
o Acceptance mechanisms for the deliverables
d) The project management
The bidder is required to provide details on
o Project structure and management

o Project Plan and Resource loading
o The expertise deployed at different instances of the project
o Mechanisms to manage the project timelines
o Mechanism for mitigation of different risks, quality, attrition and timelines
e) Project Team
The bidder should provide the detailed profile for the following members/SAP ERP
functional/technical consultants of the project team
o Project Manager
o Functional consultants for Materials Management
o Functional Consultant for Financial Management/Accounting with
experience in implementing the ERP solution in public sector enterprise/Government.
o Functional consultant for Costing with experience in discrete manufacturing
operations
o Functional Consultant for Human Resource management with experience of
implementing these modules in a public sector enterprise/Government.
o Functional consultant for Production planning, scheduling with experience in discrete
manufacturing
o Functional Consultant for Quality Management
o Functional Consultant for Plant Maintenance
o Functional Consultant for sales and distribution
o Functional/Technical Consultants for Process Integration/Process Orchestration and
Third Party Solutions
o Technical consultant for Basis Administration
o Technical consultant for system deployment, commissioning, testing,
development/customization
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f) Training Delivery & Knowledge Transfer Plan

The bidder is required to come up with a clear plan on how the delivery of Training proposed will
be carried out. Minimum requirements for training have been given in this tender. However the
bidder is expected to understand ICF requirements clearly and come up with a better proposal.
The plan for knowledge transfer to various teams has to be clearly spelled out. The objectives of
knowledge transfer are given below:
Team KT Objective
End Users  For day to day working on the solution
implemented
Core Team  For day to day working on the solution
implemented
 For imparting training to end users
 Broad understanding of SAP ERP System for
troubleshooting etc
IT Team  For day to day working on the solution

implemented
 For imparting training to end users
 For performing post implementation support
activities, in-house, in the areas of SAP ERP
and Third party applications, SAP & Other
System administration etc
g) The support services:
The bidder is required to furnish the following details in the Technical Proposal on the application
support services in terms of
o The list of services to be delivered during the maintenance period
o The mechanisms to source and monitor the services
o The escalation mechanisms and the structure for resolution of issues
o The team structure and resource loading to deliver the services, etc.
o The resource loading for on-site and remote services
o The mechanisms and tools to monitor the SLAs
o The mechanism for corrective actions
o Minor developments as continuous improvements to facilitate ICF to get maximum benefits
out of the system
o Mechanisms to enable ICF IT Team to take over support services.
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4.6 Resource Deployment

a) Program Management Office
ICF‟s experience in ERP implementation indicates that strong project governance is critical to timely
and successful completion of the project. The Project Management Structure for this engagement
consists of the following stakeholder groups:
 Steering Committee consisting of ICF top management, CEO from the
Implementation partner. The Steering committee would do monthly review of the
project progress.
 Project Management Office, consisting of a Program/Project Manager from contractor
& Project Manager from ICF and Change Manager & Training Manager from
Contractor side.
 Core Group, consisting of functional experts, technical experts and infrastructural
experts provided by the Contractor & technical resources (IT) and functional
resources (core and business users) from ICF.
 Non-Core Group consisting of the end users / power users in ICF, and the Helpdesk
team (resources from both ICF and Contractor).
b) Program/Project Manager
The program/project manager need to have a deep understanding of SAP ERP product and
Solution, identify the top issues, and drives the resolution process. ICF expects the Program
Manager shall work towards a timely delivery of the ordered activities in accord with the
terms as set forth.
The Program/Project Manager should focus in these areas during ERP project
implementation:
 Plan and execute all events of the project
 Identifying potential area 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 (continuous improvement) of ERP
Software solution.
 Coordinating the maintenance support process for ERP solutions.
 Implementation of recommended actions (including providing reports on support
related topics) resulting from ERP's deliverables hereunder as well as any other ERP
support services.
 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:
o Project Review and Monitoring
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o Monitor Project Progress

o Drive Quality Review Process
o Participate in Project Steering Committee meeting
o Escalations to steering committee
o Oversee Change Management
c) Organization Change Manager
Based on the overall size of the project, contractor shall deploy one senior Change
Management Consultant, who will define and drive the Change Management strategy across
ICF, seamlessly aligned with the implementation methodology. The Change Manager shall
conduct the assessment, recommend strategy for Change Management, align the change
management program with the implementation methodology and coach change agents of ICF
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
 Preparing, training, and supporting the end users who will be using the system
regularly to input data and conduct business transactions.
d) Training Manager
ICF believes that proper training and knowledge transfer to the project team and end users is
the key to successful implementation. Proper training will not only help in mitigating the
risk of business disruption or issues after going live, it will also help ICF in understanding the
product much better and contribute significantly during the design phase of the project.
Hence, ICF expects the overall training program to be designed and managed, so that ICF can
take full advantage of the features and functionalities available in the product. It is the option
of the Contractor to merge the responsibilities of Training Manager with either the
Program/Project Manager or Change Manager.
It will be training manager‟s responsibility to perform following activities for ensuring
effective training of all stakeholders in ICF:
 Prepare Training strategy and learning roadmap for ICF
 Define a detailed training program required for successful knowledge transfer
 Advise on what kind of training platform will be best suitable to address the training
needs of all users across allocations
 Conduct readiness review at the completion of each phase and make
recommendations on gaps.
 Train the training manager / training agents on how to conduct effective training at
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their respective location

e) Team Profile
The Contractor should deploy an on-site team specialized, experienced in Implementations of
offered SAP ERP product to ensure successful and timely completion of the project. All
resources deployed at any stage of the project should be mandatorily SAP certified for the
relevant function/technical module. All the mandatory experience requirements mentioned in
profiles below are with respect to SAP ERP Product. The key personnel in the team must
have the following minimum qualifications and work experience:
 Program/Project Manager: Minimum 20 years of experience, including SAP ERP
Program Management experience of minimum 3 Projects and implementation experience
in minimum 3 SAP ERP implementation lifecycles (end to end and more than 6 months)
which includes at least 1 implementation experience in the manufacturing sector in India.
PMP/PRINCE2 certification is mandatory.
 Organization Change Manager: Minimum 15 years of professional experience including
experience of conducting change management workshops, developing change
management strategy. The person should have led the change management track in at least
2 ERP implementation life cycles.
 Training Manager: Minimum 10 years of experience in Learning & Development
domain across Information Technology. His/her experience should include leading
training function for SAP ERP Product Software implementation and support projects,
implementing effective training frameworks and processes at CMM level5 and also as an
internal trainer for various programming languages and soft skills. Should have extensive
experience in talent management which includes requirement gathering, understanding
skill levels for various resources, identifying the right resources and filling knowledge
gaps by organizing targeted trainings.
 Functional Leads: Minimum 15 years of professional experience including Functional
Lead experience of minimum 2 SAP ERP implementation projects (end to end and more
than 6 months), implementation experience of minimum 3 SAP ERP implementation
lifecycles (end to end and more than 6 months) which includes at least 1 India localization
experience in the relevant modules. The experience should include minimum 1 SAP ERP
project implementation in manufacturing sector in India. The Functional Lead must be
SAP ERP certified on the module of his competence.
 Technical Leads: Minimum 12 years of experience in the technical domain including
Technical Lead experience of minimum 2 SAP ERP implementation projects(end to end
and more than 6 months), implementation experience of minimum 3 SAP ERP
implementation cycle experience (end to end and more than 6 months). Development Lead
should have expertise in development work. System administration lead should have
expertise in system administration work.
 Functional Integration Consultant: Minimum 15 years of experience, including SAP
ERP Project Implementation experience of minimum 3 Projects (end to end and more than
6 months) which includes at least one implementation experience in Manufacturing Sector
in India. Understands different modules of SAP ERP and effect of change in parameters in
one module how the same will affect the system. Should be in-charge of all the integration
issues during implementation.
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 Functional Consultants: Minimum 10 years of professional experience including 3 years

of experience in SAP ERP implementation including minimum 2 SAP ERP
implementation lifecycles (end to end and more than 6 months) which include at least 1
India localization experience in the relevant modules. The experience should include a
minimum of one SAP ERP project implementation in manufacturing sector in India.
 Technical Consultants: Minimum 7 years of professional experience including 2 years of
experience in SAP ERP technical domain including minimum 2 SAP ERP implementation
lifecycle experience (end to end and more than 6 months) on different modules,
implementing interfaces to legacy applications, report customization, system architecting,
Database management, etc.
The Bidder has to submit a Resource Deployment Plan in format as per Annexure - 10.
The contractor has to submit the profiles of the Project Team Members with necessary
proofs prior to the formation of PMO for acceptance by ICF. Sr. EDP Manager has the
right to accept or reject any Team Member.
The profiles of functional/technical leads will be accepted by ICF only after a screening
process.
Normally the members of the accepted Project Team should not be changed during the
entire course of the Project and Support phases. The request for change of Project
Team Member with the profile of the new incumbent should be addressed to Sr.EDP
Manger for approval.
f) Minimum Resource Deployment
 The Contractor shall deploy a full-time, on-site dedicated team for the SAP ERP
implementation project at ICF. During the implementation stage i.e. till the last go-live
date, the full team needs to be deployed on-site i.e. at ICF‟s premises. However, off-shore
resources can be utilized with due permission from ICF.
 The Contractor shall deploy concurrent resources, comprising of members specified &
approved by ICF, to ensure concurrent execution to meet overall contract period plan &
detailed plan.
 The Contractor shall deploy the minimum resources for Project Management, Functional
and Technical areas, as specified in the below tables, during the entire duration of the
project. At no point in time, number of resources falls below the minimum numbers as
specified below.
Resource Implementation Team Support Team
Program/Project Manager 1 1
Change Manager 1 -
Training Manager 0** -
** In case a dedicated Training Manager is not allocated the responsibilities need to be
additionally assigned to Program/Project Manager or Change Manager.
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ERP Lead Consultant Consultant

Functional/technical/ (During (During (During Support
Other Area implementation) implementation) Phase)
Production Planning 1 1 1
Plant Maintenance 0 1 0.25
Quality Management 0 1 0.25
Materials Management, 1 0 1
Imports
Finance & Accounts incl. 1 2 1
Costing
Human Resource 1 1 1
Management
Sales & Distribution 1 0 0
SAP FLM/DMS 0 1 0.50
Project Systems 0 1 0
ABAP 0 5 2
BASIS 1 1 1
SAP BI/BO 1 1 1
Business Process 1 0 0.5
Consolidation
Integration (PI/PO) 1 0 0.5
Non SAP Technical 1 2 1
Total 10 17 11
 The team for each of the areas mentioned above would be looked in totality and ICF
reserves the right to request for a change if ICF is not satisfied with the capability of the
resource proposed for the function & any time post-approval due to capability & or
performance limitations decided by ICF. The Contractor shall promptly provide substitute
for same of similar or higher experience, qualification & capability where profile shall be
a prior written approval of ICF.
 The Contractor shall at no additional cost, augment its resources to recover
implementation gaps & delays.
 Other than the ERP Functional & Technical areas as covered above, the Contractor shall
deploy adequate quality and number of resources required for implementing add-on
modules & 3rd party / bolt-on solutions as planned and proposed in Bidder‟s response to
this Tender Document (apart from the above mentioned minimum resources). The
schedule of such deployment shall be indicated in advance to ICF by the successful
Bidder.
 The bidder is requested to provide a phase-wise manpower deployment plan (pre go-live
& till the last go-live) as part of their response to this bid document maintaining the
minimum number of resources as specified above. Such manpower deployment plan is
subject to ICF‟s acceptance.
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4.7 Hardware Sizing

a) The bidder is required to size the hardware to run the ERP solution proposed to be
implemented at ICF. Minimum hardware sizing requirement and baseline specifications are
provided at Para 6.1 and Para 6.2 respectively. Bidder is expected to prepare equivalent or
better sizing for hardware for the complete landscape of the ERP/other solutions –
development, quality and production environment.
b) The sizing should be as per the general industry practice.
c) The rationale for sizing the hardware and the underlying assumptions should be part of the
proposal
d) The Contractor will be responsible for server, storage and storage network sizing for
ICF-ERP Integrated Solution. The Contractor would have to identify infrastructure
requirement specification including requirement for Business Continuity. The sizing
needs to be done keeping in mind ICF‟s requirement for performance, response time and
scalability, latest state-of-the-art technology, virtualization& guaranteed uptime during
its entire lifespan with uninterrupted spares & services. Such lifespan shall not be less
than 10 (Ten) years. The Contractor would be responsible to conduct necessary site visits
to prepare bill of material and all specifications for required IT / Non-IT infrastructure
and IT Centre site after studying the existing hardware inventory across ICF‟s premises
for reuse / economical solution, as feasible.
4.8 Audit/Consultancy by SAP
a) Contractor is expected to arrange for deploying senior business consultants from SAP to
perform an audit/consultancy at the following stages of the project:
 Business Blue print phase:
o Assist in identifying potential area for standardization of business processes.
o Ensuring that process mapping carried out by contractor is in order and that
developments/enhancements proposed are unavoidable
o Ensuring that the gap analysis as well as workarounds/developments proposed
are in order
 Pre Go-Live: Certifying that the configurations and developments are in order prior
to Go-live.
b) SAP is expected to perform the audit/consulting activities for a minimum effort of 50 man
days. Contractor is expected to submit an audit report from SAP. Bidder is required to
submit breakup of man days of SAP consultants in each Module/Area as per pro-forma at
Annexure - 8.
4.9 Solution Quality Review Services
a) Quality Review Process will be an integral part of the Project implementation and will
focus on the deliverables and not on the methodology that is being followed for the
implementation. It is critical that regular quality checks be performed throughout each
phase, as tasks are completed. All issues regarding scope, project environment, and initial
technical setup must be addressed.
b) Following Quality Review Program services are required to be provided to minimize
project risk through periodic reviews of the project and to ensure successful implementation
of the project. The review shall be carried out for each of the phases so as to cover entirely
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all implementation activities across all regions and entities of ICF. The Review is expected
to provide an independent and objective view of the implementation project, identify any
risks to the project goals and recommend appropriate corrective action. The review report
will be submitted to ICF as well.
c) The review will take place in all the defined milestones of the project implementation
depending on the need, deliverables and project timelines. A presentation will be made to
ICF by the contractor on the outcome of the reviews at each stage.
d) These are the types of Review that are required to be carried out:
 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.
Audit Team of SAP will visit ICF as an independent and objective auditor to assess its
status and the progress at the specified milestones. The reviewer identifies potential risks
and recommends corrective action. It will be the responsibility of contractor to make the
necessary changes as per the recommendations of SAP. ICF will only consider the phase
/ milestone as completed after the review and recommendations from SAP is submitted
to ICF and after the contractor has ensured the corrective measures are implemented.
 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 in ERP system. The review team should make suitable recommendations
towards use of ERP functionalities and features and shares the practices followed in other
similar implementations. SAP should carry out solution review at the end of specified
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.
 Technical Review
Technical Review will be an analysis of the technical implementation components and
operational procedures, such as security, backup, performance management, printing, and
desktop operations. This review will typically be scheduled two to three times during the
course of implementation. The technical review will also include a go-live health check
review just before the Go-Live event. This will be a comprehensive review of technical
preparedness of the system to go-live.
 Development Review
Development Review will help determine whether the design and implementation
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 ICF. The feedback
provided will mainly deal with ways and means of optimizing the custom developments
to achieve better performance.
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 Hardware/ Infrastructure Sizing

SAP shall review the hardware sizing estimate by the contractor. The hardware solution
needs to be certified by SAP duly bringing out the suitability and adequacy with respect
to the proposed solution.
The sizing estimates must consider all aspects of sizing such as server configuration,
storage, network, type of platform, number and type of users, future growth for five
years, ICF's expected service levels, desired response time etc. ICF also expects that the
sizing estimate is backed up by appropriate testing undertaken by SAP in its solution
Centres to validate the sizing estimate.
The bidder expected to prepare the hardware requirements based on the above and submit
the proposal as part of the tender along with a certificate from SAP.
 Solution landscape Review
SAP shall mandatorily review the entire Solution landscape for meeting ICF-ERP
objectives. All such recommendations have to be explicit and duly vetted at competent
levels in SAP‟s organization and submitted to ICF along with tender.
 Pre Go-Live Health check
SAP shall mandatorily review & vet Go-live health check before the Go-Live event. This
will be a comprehensive review of technical preparedness of the system to go-live.
Corrective measures should be implemented by the Implementation Partner under
technical supervision of SAP subsequently and duly verified by ICF‟s Project Manager.
 Steering Committee meetings
The Contractor shall participate in monthly Steering Committee meetings (prior to ICF‟s
internal review meeting) and update ICF‟s team on 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 documented and
shared with the Steering Committee and Project Management Office. Other than the
planned meetings, in exceptional cases, ICF may call for Steering Committee meeting
with prior notice to the Contractor.
 Project Monitoring and Reporting
The Contractor should provide written progress reports at regular intervals, which have
been defined below. The Contractor should ensure that all the issues/requirements
flagged during discussions/meetings, for attended immediately and reported in the next
meeting.
Weekly: The Contractor shall submit to ICF a written progress report every week. The
Contractor shall also report exceptions and issues that require action.
Monthly: The Contractor shall conduct monthly project execution committee meetings
that shall be held at ICF‟s premises. The date and time of the meeting shall be decided
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mutually between the parties. The Contractor shall provide a written report on the
following:
o Progress against the Project Management Plan
o Status of all risks and issues discussed in the last meetings
o Testing Strategy, Details on all the stages of Testing that would be performed.
o Test Result of each stage of Testing.
o Man Power Utilization and succession planning.
Ad-hoc Meetings: Other than the planned meetings, in exceptional cases, ICF may call
for Project execution Committee meeting with prior notice to the Contractor.
The formats and contents of the weekly and monthly progress reports will be finalized at
the start of the project preparation phase with the program office. ICF reserves the right
to ask the Contractor for the project review reports other than the standard weekly review
reports.
4.10 Risk and Issue management
a) The Contractor shall develop a Risk Management Plan and shall identify, analyse and
evaluate the project risks, and shall develop cost effective strategies and action plans to
mitigate those risks.
b) The Contractor shall develop an issues management procedure to identify, track, and
resolve all issues confronting the project. The risk management plan and issue management
procedure shall be done in consultation with ICF‟s program management office.
c) The Contractor shall monitor report and update the project risk profile. The risks should be
discussed and a mitigation plan be identified during the project review meetings with the
program office.
d) The Risk and Issue management should form an agenda for the Project Steering Committee
meetings required as and when.
4.11 Organization Change Management
a) For Organization Change Management, the Contractor shall focus on building awareness in
ICF employees on benefits of the project, changes (if any) to their current roles and
responsibilities, processes, changes in dashboard screens & its solution addressing the
employee‟s concerns and apprehensions w.r.t. implementation of the Project.
b) The Contractor is required to conduct the Change Management Workshops for the relevant
ICF employees/stakeholders in a phased manner in line with the implementation plan.
These workshops shall be conducted at the respective work places of ICF. The Change
Management Workshops shall be conducted concurrently for three levels (Junior, Middle &
Top management) of officials/employees in the Organization as defined by ICF which will
be communicated to the successful Bidder at the time of planning the workshops.
c) The workshop content and material shall be designed with specific focus on the
requirements of each of these levels. Contractor shall conduct minimum two workshops for
each group of employees at ICF‟s each unit (Contractor to finalize the actual number of
sessions in consultation with ICF). The necessary infrastructure for conducting the
workshops shall be provided by ICF such as systems etc. However, bidder has to provide
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the required material for the workshops including presentations, training material etc.
d) Following outlines key activities/approach to be adopted by bidder for designing and
execution of change management plan.
 Impact Assessment – The Contractor shall perform the impact assessment, in light of the
Project, to identify the changes to the current functioning, organization structure, roles
and responsibilities, current capacities (training to the existing resources or deployment
of additional resources) etc.
 Assess change readiness – The Contractor shall perform an assessment, based on the
Impact Assessment, to identify to what extent ICF is currently equipped for the change,
what are the key potential blockers and enablers within the structure, processes and staff
to implementing the changes.
 Design the change management approach – The Contractor shall perform an
assessment and advise on the optimal way of getting ICF from where it is to where it
needs to be, for successful implementation of the Project and to mitigate all the project
risks. This will include the approach to change.
 Develop the change plan – The Contractor shall design a road map to
achieve/implement all the changes, which are essential for success of the project. The
plan shall be more than an implementation plan; and shall contains change milestones
based on the change vision, benefits milestones, benefits tracking mechanisms, actions to
build commitment and actionsto ensure business continuity.
 Define change governance–including appropriate decision making and review structures
 Implementation of Change Management Plan – The Contractor shall implement all the
necessary services for successful implementation of the change management plan
developed by the Contractor & approved by ICF. The Contractor shall be responsible for
all the costs involved in design and implementation of the change management plan for
the Project.
e) The Contractor shall proactively work with ICF 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. Stakeholders should also be encouraged, where appropriate, to contribute to or
participate in the project to engender a joint sense of ownership.
f) Success of above change management implementation through written satisfaction level of
the trainers of such change management practices / trainings imparted.
g) Scope & Methodology of Change Management needs to be proposed by the Contractor.
4.12 Quality Assurance

a) The Contractor shall develop a Quality Assurance Plan for the execution of this project. The
quality parameters should be defined for all the project phases like project management,
functional coverage, support services and documentation. The quality parameters should be
regularly monitored and reported to ICF.
b) The Quality Assurance Plan shall be finalized during the project preparation phase. The
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deliverables for this phase will include but not limited to the following:
Sl. Project
No. Deliverables
 Project progress report
 Updated Project plan and progress
1  Distributing project status reports to ICF Project manager /PMO
 Identifying project bottlenecks (if any) and highlighting the same to
ICF‟s PMO/ Steering Committee
Assist ICF in:
 Steering Committee meeting and defining agenda for same
 Recording Steering Committee proceedings and circulating the meeting
2 record notes
 Updating progress on issues discussed in the Steering Committee meeting
and inclusion of same in subsequent meetings, if required
3  Project Risk parameters
 Project Risk evaluation and Risk parameter monitoring
4  Project Quality parameters
 Defining, monitoring and reporting of Quality parameters
 Project Issues (Open and Closed issues during the reporting period)
 Logging issues identified for the project during any phase of the project
 Raising the issues with ICF team and analysing the options to resolve the
5 issues
 Incorporating changes in relevant project documents / deliverables (e.g.
Contract document, Procedures manual, etc.) based on decision on
issue resolution
 Tracking the resolved and unresolved issues
6  Escalation instance and resolution reports
7  Project Resource deployment (during the reporting period)
 Change management strategy
8  Change readiness assessment report
 Change impact assessment report
4.13 Support Service
4.13.1 Post Implementation Support
a) The Contractor shall provide Post implementation support for a period of 1(one) year for ICF-
ERP solution after the successful completion of Go-Live. The Contractor shall provide trained
and experienced on-site resources at ICF‟s location for the following:
o Unlimited On-site Support.
o Helpdesk Support
o Training of ICF personnel on upgrades as a part of Annual Technical Support (ATS).
o Logging and resolution of problems through deployment of on site personnel.
o Recovery from operation errors, system errors or hardware failures;
o Operational assistance with special processing events (end of year close off, tax
reporting etc.)
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o Enhancement & Bug fixing.

o Tuning of ERP, Databases, third party software‟s and any other components provided as
part of the business solution software including reconfiguration of the system in the
event of any hardware/ network failures/ if any hardware/ network components have to
be replaced.
o Provide, apply and test upgrades, updates & patches of the products to ICF as and when
released.
o Technical upgrade of the installation to the new version, as and when required.
o As and when any new releases/ higher version become available, the Contractor will
inform ICF for the enhancements and interpret how it may benefit ICF directly. The
Contractor shall accordingly inform ICF with relevant documents. All product fixes or
release updates on the new system will take place at ICF‟s discretion.
o Migration of the Integrated Solution from one Hardware Platform to another.
o Incremental functionality enhancements and patches to cater to changes (including tax,
legal and all statutory requirements)
b) For the services to be rendered during this period, the Bidder shall deploy resources as per
Para 4.6
c) Above resources shall be deployed on a full time basis at ICF‟s location and the profile of
the resources should be minimum as specified under Para 4.6
d) The Bidder shall quote the price of Post Go-Live Support as per Schedule of rates at Para
11.0 C.
4.14 Supply & Installation of Hardware
a) The Bidder will prepare the complete hardware requirement for running all the applications along
with the requisite software. The requirements have to be specified after due workload analysis,
server sizing, and capacity requirement evaluation.
b) The requirements for hardware have to be identified in such a way that necessary redundancy is
employed in order to have fail-safe arrangements. Redundant resources have to be planned and
incorporated to ensure availability of services in the event of equipment or other failures. There
should be no single point of failure.
c) The bidder shall ensure that, the hardware specifications submitted, would meet all the
requirements of ICF ERP project and provide the required performance and other criteria at the
time of actual implementation.
d) All software supplied with the Hardware shall have required licenses. Use of share-ware kind of
software is strictly prohibited.
e) Product Roadmap for the next 10 years, from the Hardware OEM, to be provided for each item
under supply
f) The compatibility of hardware, network and software systems must be analyzed before submitting
the bid. The Bid will include a detailed solution proposed with the list of parts with the
justification for choice of the quantity, capacity and other factors.
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g) The Bidder shall study this document, make site visits, attend pre-bid meeting, get his doubts and
prepare a complete solution for hardware for running all the applications, to be developed
/customized, along with the requisite software. The Bidder shall prepare Bill of Materials for
Hardware components, testing and certification plans with specifications for each component. The
complete hardware requirements have to be specified considering all necessary factors such as
performance, backup, security, availability, reliability, scalability etc. The hardware specifications
shall be submitted along with the tender as per pro-forma at PART VI- (b) for technical evaluation.
h) The technical specifications for Hardware are indicated at Para 6.1. The specifications define the
minimum, baseline requirements of ICF ERP Project. The bidder is advised to study the entire
document carefully, collect other inputs from ICF and prepare a complete specification for the
solution proposed for submission along with the tender. ICF has made reasonable effort to make
the approximate requirements in the specifications laid at Para 6.1 for hardware. The bidder should
provide specifications that are either equal to or better than the specifications given by ICF. All the
items that are required for fulfilling the scope of requirements of the project must be specified
irrespective of whether they are included in ICF specifications or otherwise. This being a turnkey
project, the final responsibility of offering the best solution that will meet the functional
requirements with required performance, security, availability, reliability and scalability lies with
the contractor.
i) The bidder must quote for all essential hardware items required for successful functioning of the
system as a whole. The bidder can consider optional items, over and above the essential items,
which may not be required but can provide add-on/additional functionality in the interest of
project.
j) The bidder must quote for all the items specified, including optional items. Optional items will not
be considered for evaluation of lowest offer. The bidder must quote for any item, which they find
essential for implementation of turnkey project mentioning the same as additional items, which
would be considered for evaluation. If the bidder desires to suggest any extra (optional) item, it
must be mentioned separately indicating “Optional” which will not be considered for evaluation.
k) The existing storage, recently procured, in ICF, need to be used in the new proposed solution. The
bidder is required to consider the utilization of the existing hardware in the proposed solution.
l) The Bidder shall ensure availability of spares and software updates/patches for a period of at least
10 years from the date of purchase order.
m) Bidder has to provide documentary evidence for back-to-back support agreement with the
respective OEM.
n) The installation of the ordered Systems shall be carried out without disturbing the ongoing
working of the existing system.
o) Contractor will liaise with respective OEM and ensure installation / configuration / Support Issues
for all Hardware/Software components installed including Factory Integrated items/components
p) Detailed designs and drawings required for installation of equipment and the scheme of layout and
connections required shall be submitted by the Bidder along with his offer.
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q) Obtaining of licenses in addition to the existing licenses or any other statutory requirement for
installation and working of all equipment shall be the responsibility of the Contractor.
r) ICF will have no responsibility or liability towards infringement of any IPR, anywhere, on account
of any product or technology supplied by the Contractor or its use in the offered solution and all
expenses arising out of any claim or damages from any agency on such account, at any time, shall
be borne by the Contractor. An undertaking for the above, has to be given by the Contractor as per
Annexure – 4.
4.15 Inspection and Acceptance Test
a) ICF shall have the right to inspect and ask the Contractor to test the Goods and services to ensure
their conformity to the required Specifications at no extra cost to ICF.
b) The contractor shall advise ICF in advance as to when he will complete his portion of the work
and be ready for inspection. The contractor shall furnish the typical test schedule to carry out joint
testing of installation. The contractor will undertake testing after the completion of work.
c) The inspection and test would be conducted on the premises of ICF. The Contractor shall furnish a
report along with the test results to ICF for acceptance.
d) ICF reserves the right for nominating a suitable inspecting/auditing agency for doing the
Inspection/auditing of the items delivered as part of the Contract. In the course of
Inspection/auditing, if any deficiencies /shortfalls are noticed, it shall be the responsibility of the
Contractor to fix them to the satisfaction of ICF.
e) If for reasons to be specified by the inspecting authority or its nominee, any corrections or changes
are found necessary, the Contractor shall at his own cost carry out the corrections.
f) Although the contractor's portion of the work shall be inspected by ICF as indicated above, it is
possible that certain defects may appear at the time of installation. The contractor shall be
responsible to either replace the rejected goods or rectify these defects to the satisfaction of ICF.
The contractor will make alterations necessary to meet specification requirements free of cost to
ICF. The contractor shall make such tests as would be necessary to demonstrate to the satisfaction
of ICF that the work as completed by him, is in accordance with the specifications of the contract.
g) Any expenses towards carrying out the tests will be borne by the Contractor and any special
equipment or software required shall also be made available by the Contractor.
4.16 Acceptance Tests
The Contractor shall demonstrate to ICF that the components supplied by them will meet the
required specifications, performance and other criteria by conducting acceptance at various stages
of the project. The bidder shall clearly specify the details of such tests, those will be conducted at
various stages on various components along with the tender.
4.17 Preliminary acceptance Testing
a) The preliminary acceptance test for hardware and system software will be conducted by the
Contractor in the presence of the nominated persons from ICF. This will be conducted by running
several of their programs (the details of such programs will be provided by the contractor along
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with the tender), which shall have the capability to test extensively the computer Hardware and
System software components in all their parts.
b) The bidder will submit a complete test report describing the details of tests conducted with the
results for approval of ICF.
c) The preliminary acceptance test will be conducted for operation for 24 Hours per day for 6
consecutive days and for qualifying in this test, the system must execute without defect or
interruption for at least 98% up time of 3-shift operation for a continuous period of six days. The
up-time efficiency will be worked out as under:-
(Power on time – Down time)
Up-time efficiency = ------------------------------------- X 100
Power on time
d) Any expenses towards carrying out of preliminary acceptance test will be borne by the Contractor
and any special equipment required shall be made available by the contractor.
e) The contractor shall replace or repair the whole or part of the system found defective during the
Preliminary Acceptance testing. This shall be carried out at the contractor‟s expense within the
extended period agreed to by ICF. The quality and conformance to the accepted technical
specifications, of the replaced parts will have to be ensured by the Contractor. All deficiencies and
incompleteness noticed during the test shall be listed and time period noticed during the test shall
be listed and time period indicated for their recovery.
4.18 Integrated/Final acceptance Testing
a) The integrated acceptance testing will be carried out after installation of the developed and
customized application software on the duly installed and accepted Hardware and System software
and network in accordance with Para above.
b) The integrated acceptance testing will be carried out in the same manner as in the case of
Preliminary Acceptance Testing but with the use of the newly developed/customized and
integrated application software and data files instead of the contractor‟s own testing programs.
This testing will be for a period of 48 Hours in a 3-shift operation.
c) The Go-live of the implementation will start only after the completion of integrated acceptance
testing.
d) Any defects noticed during the Final acceptance testing shall be set right through repair or
replacement within a time period to be fixed. The Final acceptance shall be finalized only on
completion of these deficiencies. In case the Contractor causes a delay in setting right the
deficiencies within the time period, penalty will be applied and if the delay exceeds 30 days, the
completion rectification of the deficiencies may be undertaken by ICF on account of the
contractor, as at the same time applying penalty. These costs shall be recovered from the payments
due to the contractor or from their performance guarantee Bond.
e) As the system configuration is to be proposed by the Contractor, it shall be ensured before Final
Acceptance that the system has the capacity to take care of the existing applications being run and
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also provide suitable facilities for software development for future Applications. Any
shortcomings, in this regard, will be made good by the contractor.
4.19 Project Implementation Methodology:
The Contractor will follow ASAP (Accelerated SAP) implementation methodology or a superior
methodology, as approved by ICF, in implementing SAP software products. The implementation
has to be in the most efficient manner possible, by effectively optimizing time, people, quality, and
other resources.
4.20 Technical Documents
a) Hardware
o All hardware supplied must be provided with user, technical and administrative and any
other standard manuals that are required for their installation, operation and maintenance.
o To prepare and furnish the documentation for the entire installation including Storage area
networks, location of hardware components on the Rack, important cabling done for
interconnecting devices.
o The detailed documentations on the test performed on various hardware components along
with the test results.
b) Application Software
o Complete technical documentation should be furnished. Detailed system and user
documentation for operations, maintenance, administration of the system etc. is to be
delivered. Comprehensive user manuals, system manuals and programmer‟s manuals are to
be prepared and submitted.
o Documents should apart from other things include:-
a) Installation Procedure
b) Operation Procedure, System initialization, audit trails, back up, recovery etc.
c) Administration procedure – role based security scheme, user authentication and
management, Disaster Recovery Procedure.
d) Final SRS, High level Design Document (HDD) and Detailed Design Document
(DDD).
o The following shall be supplied by the Contractor to ICF in both printed and electronic
(CD/DVD) forms
a) AS-IS document
b) TO-BE document
c) Business Blue Print document
d) Gap analysis
e) Functional Specifications
f) Technical Specifications.
g) Design documentation.
h) Detailed Sub-system and Program Specifications
i) User Manual for various groups of distinct/identifiable user groups of entire system.
j) System Manual.
k) Operations Manual.
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c) All documents should be in English using commonly used conventions and clearly understandable
format.
4.21 Deliverables:
The deliverables necessarily, but not exclusively, include the supply/services mentioned in Para
5.0.
4.22 Hardware Warranty
a) The Contractor should do the proper installation and commissioning of the Hardware and provide
comprehensive onsite warranty as under: -
o Hardware and system software items - for a period of 5 yrs. from date of Final acceptance.
b) In addition to the above warranty, the contractor should quote for Extended Hardware Warranty
from OEM for a further period of 3 years at Schedule of Rates for Hardware at Para 11.0 B.
Contractor may note that such Extended Warranty is not part of this contract, however the prices
will be considered for financial evaluation.
c) The contractor shall warrant that everything to be furnished hereunder shall be now, free from all
defects, and shall be of the highest grade and consistent with the established and generally
accepted standards and in full conformity with the contract specifications, requirements
specifications, drawings or samples, if any, and shall, if operable, operate properly. This warranty
shall expire after the period mentioned above.
d) The contractor, for hardware and system software, shall accomplish maintenance activities on site
24 X 7 with 4 hours response time, 24 hours call to resolution, from OEM, to ensure that all
computer hardware/storage networks execute without defect or interruption for at least 98%
during the warranty period.
e) The contractor shall establish a back-to-back agreement with hardware OEM for providing
required onsite services as brought out above. A copy of such agreement will be shared to ICF.
f) The scope of warranty also include the works of installation/re-installation/upgrade of SAP ERP &
Database, Operating System and other software, firmware upgrade, trouble shooting including
recovery from failures, performance tuning, all configurations/re-configurations, security settings,
virus protection etc.
g) All replacement and repairs that ICF shall call upon the contractor to deliver or perform under this
warranty shall be delivered and performed by the contractor promptly and satisfactorily.
h) The decision of ICF in regard to contractor‟s liability and the amount, if any, payable under this
warranty shall be final and conclusive.
i) The contractor is responsible for furnishing and installation of replacement parts free of charge, or
the repair of defective parts.
j) The contractor shall, if required, replace or repair the goods rejected by ICF, free of cost, by
meeting all the duties and other costs, if any, as well.
k) For the goods which are not replaced or repaired within ten days after ICF‟s notification, the
warranty period of the equipment shall be extended by a period equivalent to the above delay.
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l) The warranty, herein contained, shall not apply to any material, which have been repaired or
altered by ICF or on its behalf by someone else, in any manner without the consent of the
contractor so as to affect its strength, performance or reliability, or to any defects to any part due
to misuse, negligence or accident.
m) The replaced parts or parts used in repairs shall be subject to the same warranty provisions as
applied to the original parts. If the contractor does not repair any defects discovered within the
period notified by ICF or does not spend sufficient effort or act fast enough for the timely
performance, then ICF shall have the right to act on behalf of the contractor and charge him the
cost together with all related expenses. In such case, ICF shall have the right to collect these costs
and expenses from the contractor, or recover from any payment due to the firm or otherwise from
his performance bond.
n) The Contractor shall take all necessary measures to remove these defects and also ensure their
non-repetition.
o) The contractor shall provide the warranty support, either through their Chennai based software
engineers or through their software engineers based elsewhere, but stationed at Chennai. As
warranty shall cover all issues of hardware, software implementation and maintenance, no extra
charges will be paid for engineers, if they are required to come to Chennai, for attending to the
bugs / problems.
p) The Bidder shall issue a Warranty Certificate as per pro-forma indicated in Annexure - 23 .
q) If ICF finds any errors in the software package supplied under this contract within warranty
period, the contractor will within two working days depute his software specialist to rectify errors.
If the problem is of the nature, which does not permit immediate solution, the contractor shall
provide a temporary bypass. The contractor will provide the complete solution within l5 days of
notification of the defect. The period of warranty of the complete integrated package shall be
extended by a period corresponding to that between the date of notification of the defect to the
contractor and the date of acceptance of the solution by ICF, and this shall be referred to as
Extended Warranty period.
4.23 Hyper Care Support
a) The Contractor is required to provide an active „Hyper Care‟ support after Go-Live for a period of
6 months.
b) The „Hyper Care‟ starts immediately after the date of Go-Live.
c) Full project team deployed during the Project implementation is required to be present during
Hyper Care period.
d) All application/technical/other issues arising during the post Go-live operation of the system will
be addressed by the Contractor as per SLA‟s given under Para 5.46.
e) The system should be stabilized during this period and the ICF users must be able to perform their
day to day activities as envisaged in the Scope of work, Business Blue print and later mutually
agreed changes to Scope of Work.
4.24 Post Implementation Support
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a) ICF at its option can have the Application Systems developed under this contract maintained by
the contractor after completion of Hyper Care period. The contractor should provide
comprehensive Post Implementation Support as under for a period of 12 months.
b) The post Implementation support is not part of the Scope of the works under this contract.
However the bidder will assess the requirements for a post-implementation maintenance for a
period of 12 months from the date of completion of „Hyper care‟ and quote the cost in the pro-
forma at Schedule of rates 11.0 C. The bidder has to undertake the maintenance after Hyper Care
unless ICF withdraws the post implementation support arrangements.
c) The Contractor, for application software, during this support period shall deploy his
technical/functional consultants at ICF for performing the post implementation operations and
maintenance. Minimum number of consultants to be deployed onsite are indicated at Para 4.5.2.
d) ICF reserves the right to ask the Contractor to undertake the Support work either wholly or in
Parts. The Bidder is required to quote the prices, resource wise and ICF will have the option to
alter the composition of the support Team on a need basis.
e) The contractor shall ensure that all application software components implemented are free from all
defects, and shall be of the highest grade and consistent with the established and generally
accepted standards and in full conformity with the contract specifications, requirements
specifications, Functional/technical specifications, samples, if any, and shall, if operable, operate
properly. This support shall expire after the period mentioned above.
f) The contractor, for application systems implemented, shall accomplish maintenance activities on
site with call to resolution time as specified in Scope of work.
g) The contractor shall establish a back-to-back agreement with SAP for providing required onsite
services as brought out above. A copy of such agreement will be shared to ICF.
h) ICF reserves the right to terminate the contract at any time on account of non-compliance with the
terms and conditions or unsatisfactory performance of the contractor and entrust the whole/part of
the contract to another agency at the risk of the contractor.
i) All troubleshooting and other works that ICF shall call upon the contractor to deliver or perform
under this Support shall be delivered and performed by the contractor promptly and satisfactorily.
j) The decision of ICF in regard to contractor‟s liability and the amount, if any, payable under this
support shall be final and conclusive.
k) The contractor is responsible for furnishing and installation of application components free of
charge, or the resolution of issues.
l) If the contractor does not resolve issues discovered within the period notified by ICF or does not
spend sufficient effort or act fast enough for the timely performance, then ICF shall have the right
to act on behalf of the contractor and charge him the cost together with all related expenses. In
such case, ICF shall have the right to collect these costs and expenses from the contractor, or
recover from any payment due to the firm or otherwise from his performance bond.
m) The Contractor shall take all necessary measures to remove issues/bugs and also ensure their non-
repetition.
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n) The contractor shall provide this support, either through their Chennai based software engineers or
through their software engineers based elsewhere, but stationed at Chennai. As Support shall cover
all issues of application system implementation and maintenance, no extra charges will be paid for
engineers, if they are required to come to Chennai, for attending to the bugs / problems.
o) If ICF finds any errors in the software package supplied under this contract within Support period,
the contractor will within two working days depute his software specialist to rectify errors. If the
problem is of the nature, which does not permit immediate solution, the contractor shall provide a
temporary bypass. The contractor will provide the complete solution within l5 days of notification
of the defect.
4.25 Final Acceptance Certificate
a) On successful completion and acceptability tests, receipts of all deliverables etc., and after ICF is
satisfied with the working of the system and completion of various stages of project, the Final
Acceptance Certificate signed by the Contractor and the representative of ICF will be issued.
b) The final acceptance certificate will be issued separately for Hardware and ERP/other applications,
after the supply, installation and commissioning of all computer hardware, after due tests, and after
the successful development/customization, integration, installation and final acceptance of
applications on the hardware infrastructure and training at all levels is completed to the satisfaction
of ICF.
4.26 Delays in the Contractor’s Performance
a) Delivery of the hardware and software and performance of other activities shall be made by the
contractor in accordance with the time schedules specified in the Para 12.0
b) An unexcused delay by the contractor in the performance of its obligations shall render the
contractor liable to any or all of the following sanctions:-
o Forfeiture of its Performance Guarantee and Security Deposit.
o Imposition of liquidated damages, and /or
o Termination of the contract.
c) If at any time during performance of the contract, the contractor should encounter conditions
impeding timely performance of the activities, the contractor shall promptly notify ICF in writing
of the facts of the delay, its likely duration and its cause(s). As soon as practicable after receipt of
the contractor‟s notice, ICF shall evaluate the situation and may at its discretion extend the
contractor‟s time for performance, in which case the extension shall be ratified by the parties by
amendment of the contract.
4.27 Termination of the Contract
a) ICF may without prejudice to any other remedy for breach of contract, by written notice of default
sent to the contractor, terminate the contract in whole or in part if: -
o The contractor fails to perform the activities determined by the contract within the time
periods specified in the contract, or any extension thereof granted by ICF.
o The contractor fails to perform any other obligations under the contract
b) The contractor shall continue performance of the contract to the extent of the part not terminated.
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4.28 Completion Period

The Project implementation until „Go-Live‟ is to be completed within TWELVE months from the
date of issue of Letter of Acceptance of the Tender. This will be followed by „Hyper Care‟ for a
period of six months. The contractor should give the split up of various activities of time schedule
given in Para 12.0.
4.29 Future Developments
If during the period between the date of opening of tender and signing of the contract, there have
been any developments resulting in improvements and advancement, the contractor shall make
available to ICF all such information. ICF reserves the right to accept or reject such modified or
improved versions in lieu of those originally quoted for based on prices and other conditions
mutually agreed upon.
4.30 Contractor’s Responsibility
All costs, damages and expenses which ICF may have incurred or suffered and compensation for
not supplying/providing the facilities contemplated in the tender are recoverable from the
contractor under the terms of this contract or the relevant law may, at the discretion of ICF be
recovered by deducting the requisite amounts from any money due and payable or refundable to
the contractor on any account whatsoever or by legal proceedings. ICF also reserves the right and
shall be entitled to retain payments due to the contractor under this contract and to set off the same
against all claims whether arising out of this contract or out of any other transaction whatsoever
against the contractor. In exercising this right ICF shall not act unreasonably.
4.31 Performance Guarantee (PG)
a) The conditions relating to Performance Guarantee will be applicable as per Para 4.11 of Indian
Railways General Conditions of Contract for Services – January 2018.
b) Performance Guarantee at a rate of 10% of the Contract Value shall be deposited by the successful
bidder. The successful Bidder shall have to submit the performance Guarantee valuing 10% of the
Contract Value in four separate parts of 2.5% each of the Contract Value within 30 days from the
date of issue of Letter of Acceptance (LOA).
c) Validity of the Performance Guarantee will be as under:
o Three Parts of the PG amount (7.5% of the Contract Value) will be valid up to the expiry of
60 days after completion of Hyper Care period.
o One Part of the PG amount (2.5% of the Contract Value) will be valid up to the expiry of
60 days after completion of Hardware Warranty period.
d) Refund/Return of the Performance Guarantee Amount will be arranged to the Successful Bidder in
the following manner:
o Three Parts of the PG amount (7.5% of the Contract Value) on expiry of 60 days after
completion of Hyper Care period.
o One Part of the PG amount (2.5% of the Contract Value) on expiry of 60 days after
completion of Hardware Warranty period.
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4.32 Execution of Work

a) All the work shall be executed in strict conformity to the provisions of the contract document and
with such explanatory detailed designs, specifications and instructions as may be approved from
time to time by ICF based on detailed design and engineering carried out by contractor in line with
requirements as per contract document. The contractor shall be responsible for ensuring that the
work throughout are executed in the most substantial, proper and workmanlike manner with the
quality of material and workmanship in strict accordance with the specifications and as per sound
industrial practices and to the entire satisfaction of ICF.
b) Contractor shall bring all tools that are required by the contractor for the purpose of transportation
of materials and execution of the work. This shall include spare parts and consumable
miscellaneous stores. The rates quoted by the contractor shall be deemed to be inclusive of labour
required to ensure efficient and methodical execution of work.
c) The contractor shall take all precautionary measures in order to ensure protection of his own
personnel moving about or working on ICF premises and shall have to conform to the rules and
regulations of ICF. If help or intervention of ICF is required for this purpose, the contractor
shall apply in writing to ICF for protection.
d) The contractor should abide by all ICF regulations and also ensure that his representatives, agents
or sub-contractors follow the same, by giving notice to the them about the provision for this clause
and consequent liability of the contractor under the agreement.
e) The contractor shall keep on the works, at all times, efficient and competent staff to give
necessary directions to his workman and to see that they execute their work in sound and proper
manner.
f) The contractor shall take necessary precautions for working near the power lines. If at any time
ICF finds the safety arrangements is inadequate or insufficient, the contractor shall take immediate
corrective action as directed by ICF representative at site. Any direction in the matter shall in no
way absolve the contractor of his sole responsibility to adopt safe working methods.
4.33 Claims (Insurance of Labour)
The contractor will indemnify ICF from all claims made in respect of loss or injury to contractor‟s
authorized staff that may occur during the period of contract. The contractor shall take out and
keep in force a policy or policies of insurance against all liabilities of the contractor or ICF at
common law or under any statute irrespective of accidents to persons who shall be employed by
the contractor, about the site of the contractor's office for the purpose of carrying out the contract
works on the site. The contractor shall also take out and keep in force a policy or policies of
insurance against all recognized risks to the office accommodation and storage for which he is
liable. Such insurance shall in all respects be subject to the approval of ICF.
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4.34 Deduction at Source:

a) Income Tax or any other Govt. levies applicable to this contract shall be deducted at source.
b) Income-Tax (IT), surcharge on IT, cess etc., will be deducted, at appropriate rates, at source from
each bill, unless otherwise authorized by Income Tax Department.
4.35 Payment Terms
a) Terms of payment cannot be different from what is provided by the terms and conditions of the
Tender.
b) Delay in Payment and/or non-payment of contractor‟s bill will in no circumstances be accepted as
an excuse for contractor‟s failure to carry out the terms of the contract satisfactorily.
c) All payments indicated below will be made only on due Confirmation of the validity of required
Performance Guarantee specified at Para 4.31.
d) Payment will be made for supply/execution of work as detailed below:
Hardware:
 80% of the value of equipment supplied shall be paid after installation and commissioning and
upon furnishing the following documents:
o Certificate of receipt of complete equipment in good condition by ICF in terms of the
contract.
o Certificate of preliminary acceptance as per Para 4.17.
 Balance 20% shall be paid after integrated/final acceptance testing of the equipment to the
satisfaction of ICF and upon furnishing the following documents:
o Final Certificate of integrated/final acceptance test issued as per the inspection and
acceptance procedure laid down in Para 4.18.
SAP ERP Licenses and other Third Party Licenses:
 100% of the value of SAP ERP LICENSES along with the First year ATS shall be paid after
supply and installation of licenses.
 100% of the value of other Third Party Licenses along with the First year ATS., as
applicable, shall be paid after supply and installation of such third party licenses.
Configuration, Customization, development, Training and implementation of Application
Systems:
 15% of the charges payable for software after Realization phase subject to the following
conditions:
o Sign-off for realization phase including Signing of User Acceptance Tests.
 70% of the charges payable for software after Go-Live phase subject to the following
conditions:
o Sign-off for Go-Live.
 15% of the charges payable for software subject to the following conditions:
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o Issue of Final Acceptance (End User Certificate) by ICF as specified in Para 5.41.3.
4.36 Price ( Lump Sum) :
a) The rates to be quoted against this tender shall cover all the charges like freight, installation etc
and all taxes like GST etc., . No other charges shall be payable by ICF. In the event of granting
extension to the contract period on any ground(s), ICF is not liable to pay any additional amount
on this count. It holds good even if the contractor completes the work before stipulated time.
b) Under various statutes if any recoveries are required to be made by ICF from the amounts payable
to the contractor, these shall be recovered by ICF as per clauses of the relevant statute. This
includes recoveries to be made with retrospective effect etc. ICF does not accept any liability for
such eventualities.
c) If the work is not completed within the stipulated / extended period, ICF will be entitled, without
prejudice to any other right and remedy available on that behalf, to recover damages from the
contractor for each week or part of the week. Attention of the Bidders is specially invited to the
clause regarding such damages under General Conditions of contract for Engineering works.
d) If by adopting/accepting the advice given by the Contractor, if ICF suffers any financial loss or
suffers in any other manner, including loss of time, having to face embarrassment etc., the loss
suffered as estimated by Sr.EDP Manager, Integral Coach Factory, Chennai – 600 038, shall be
recovered from the payments due to the Contractor.
e) The Contractor will conform to ICF‟s procedural requirements for releasing payment with respect
to „form of billing‟, “enclosure to bill”, “certification” raising bills against ICF for the services
under this agreement etc. This includes submission of GST registration details also. The
contractor will comply with all the internal procedures with respect to entry into ICF‟s premises,
confidentiality of certain documents/drawings, acknowledgement etc., which are required for
executing the supplies under this agreement.
4.37 Form of Payment:
ICF will make payment to the Contractor only through NEFT. NEFT mandate has to be
submitted by the contractor along with Invoice.
4.38 Deduction from on Account Payment Bills
a) All costs, damages or expenses, which ICF may have paid or incurred, which under the provisions
of contract are Contractor's obligations will be deducted by ICF from Bills/Invoice of Contractor,
as and when it is understood that such an expenses has been incurred or paid for.
b) All such claims of ICF shall, however, be duly supported by appropriate and certified vouchers,
receipts or explanations as are available to enable the Contractor to identify such claims.
4.39 Taxes
a) The Contractor and all personnel employed by him shall pay such taxes like Income Tax as are
payable under statutory laws of India and the Purchaser WILL NOT ACCEPT any liability for the
same.
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b) Deduction of Income Tax at source as per provisions of Finance Act and Income Tax Act in force
shall be made from the Contractor/Sub-Contractor and the amount so deducted will be credited to
the Central Government.
4.40 Transport of Materials to the Work Site
No separate charges shall become payable to the contractor for carrying out the installation work,
carriage of materials and equipments to the work site. The rates quoted by the contractor in the
schedule shall be inclusive of all the charges viz. Labour and transportation, loading and
unloading, shifting and installation to the work site etc.
4.41 Interpretation of the Conditions
With his tender, the bidder may submit a note stating his interpretation of the specifications
wherever he desires to seek clarification on any aspect of his offer. In respect of matters of issues
not covered by this note, it shall be assumed that the quotation conforms to the specifications laid
down in the tender document. The interpretation of ICF, where such interpretation is found
necessary, shall be final and binding on the Contractor.
4.42 Royalties and Patent Rights
The contractor shall defray the cost of all royalties, fees and other payments in respect of patents,
patent rights and licenses which may be payable to patentee, licensee or other person or
corporation and shall obtain all necessary licenses. In case of any breach (whether willful or
otherwise) by the contractor in this regard, the contractor shall indemnify ICF and their personnel,
representatives, against all claims, proceedings, damages, cost, charges, expenses, loss and liability
which they or any of them may sustain, incur or be put to by reasons of, in subsequence directly,
or indirectly to any such breach and against payment of any royalties, damages or other moneys
which ICF may have to make to any person or holder entitled to patent right in respect of the
users or any machine, instrument, process, article matter or thing constructed, manufactured,
supplied or delivered by the contractor or to his order under this contract.
4.43 Foreign Exchange:
No foreign exchange and/or import license will be released/provided by ICF to the contractor in
connection with the contract.
4.44 System Performance Guarantee:
Since the design of the system is to achieve the end objective, it shall be checked and confirmed by
the Contractor and the completion of work should be in accordance with the requirements
specified in the tender. The contractor shall give unqualified and unconditional guarantee that
work carried out by him shall achieve the desired objective and that in the event of performance of
the work is not complying with the end objectives or with the specifications, he shall provide
further inputs to enable ICF to realize the end objectives with full compliance of the specifications
contained in these documents. No additional payment will be made to the Contractor for any
additional service required in this regard.
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4.45 Authority for Acceptance:

The authority for the acceptance of the tender in whole or in-part rests with ICF. ICF shall not be
bound to accept the lowest or any tender or to assign any reason for non-acceptance or rejection of
a tender. ICF reserves the right to sub-divide the work among different Contractors or to reduce
the work or to accept any tender for less than the tendered quantities without assigning any reason
therefor.
4.46 Supply of Electric Power:
ICF shall provide single-phase L/T Power supply for soldering, lighting and minor drilling works
wherever electric supply is available. The charges for electric consumption at site in connection
with the erection have to be borne by the contractor at the rate specified by ICF.
4.47 Other Special Conditions:
a) ICF shall be indemnified against any loss or damage during execution of work by the contractor‟s
labour / supervisors etc.,
b) If anyone engaged by the Contractor to work in ICF‟s premises meets with an accident during the
execution of work, ICF will not be responsible for any damage or compensation on this account.
The contractor will have to adhere to the Workmen‟s Compensation act, Motor Vehicles Act etc.,
and any infringement to the same shall be at contractor‟s own cost.
c) The Bidders are required to inspect the site of works and acquaint / satisfy himself about the nature
and magnitude of the job, constraints involved and facilities required in executing the work.
d) Operation of the items of work in the schedule will rest entirely on discretion of ICF and no claim
whatsoever will be entertained for the non operation / partial operation of any of the item.
e) Observance of Bonded Labour system (Abolition) ordinance 1975 would apply to present contract.
The contractor shall duly observe the provision thereof.
f) Number of site Engineers working at Chennai and the company‟s profile have to be specified. He
should have sufficient number of engineers at Chennai to communicate and maintain the work for
one year.
4.48 Arbitration
Arbitration will be governed by „settlement of disputes – Indian Railway Arbitration Rules‟ at
Chapter VIII of Indian Railways General Conditions of Contract for Services – January 2018.
4.49 Variation in Quantities
a) The quantities of various items given in the schedules for the works to be executed are only
approximate and are only for the guidance of the contractor. As for as possible, they have been
assessed correctly but are likely to vary during the execution of the work. The contractor‟s
attention is drawn to clause 42 of the General conditions of contract, dealing with variation in
quantities.
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b) For increase up to 25% of the quantities indicated in the schedule, the contractor shall be paid for
such increase in the quantities at the same agreed rate.
c) In case of variation in quantities beyond 25%, for the first 15% increase in value beyond 25% of
the agreement value, the rates will have a reduction of 2% in the incremental value of the
agreement and for the next 10% increase in the value, the rates will have an additional reduction of
2% in the further incremental value of the agreement.
d) The contractor shall not execute quantities beyond (+) 50% of overall agreement value without
competent authority‟s written orders. For execution of work beyond 50% of the overall agreement
value, decision of ICF administration shall be final and binding.
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5.0 Scope of Work:

5.1 Project Background:
Project Background and an Introduction to Integral Coach Factory:
a) ICF has implemented SAP ERP system in ECC 6.0 (EHP4) and the implementation went live
in February 2012. The following modules were implemented:
o Production Planning (PP)
o Inventory - Materials management (MM)
o Plant Maintenance (PM)
o Quality Management (QM)
o Product Costing (CO)
o Sales & Distribution (SD) – Limited Functionality.
o Payroll – Human resources (HR)
o Incentive
b) ICF now intends to implement the following remaining modules in S/4 HANA System:
o Purchase - Materials management (MM)
o Human Resources (HR) – Other than Payroll
o Finance management (FI)
c) Migration of the existing modules in ECC system to the newer S/4 HANA System.
d) In addition to the above, the following applications need to be developed:
o Web based portal for Employees, Vendors and Customers.
o Business Intelligence Reports.
e) In addition to the above modules/applications, there are additional requirements as improvements
to the implemented modules, which have been included as part of the project scope. In the context
of implementing the above requirements necessary integration with the already implemented
portions needs to be ensured. ICF ERP system needs to be duly integrated with the central
applications of Indian Railways for information exchange.
5.2 Introduction to Integral Coach Factory organization:
a) Integral Coach Factory, a production unit of Indian Railways, is an ISO 9001/ISO 14001 certified
organization manufacturing Railway Passenger Coaches for different requirements. It has its own
Design and Development department and an extensive infrastructure and production facility for
the complete manufacture of Rail Coaches to any specification and requirement laid down by the
customer. ICF is capable of manufacturing many types / variants simultaneously, broadly grouped
as conventional, self propelled and special type coaches. ICF has produced more than 54000
coaches since its inception in approximately 500 different designs.
b) ICF manufactures all steel, lightweight integral coaches with anti-telescopic features. In tune with
the policy of IR to completely switch over to stainless steel body coaches, ICF is gearing up to
modernize the infrastructure. The new unit set-up to manufacture stainless steel LHB coaches has
the state-of-the-art infrastructure like Robotic spot welding centre, Robotic MIG welding centre, 5-
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axis machining centre, Laser cutting cum welding machine, other CNC machines, jigs and fixtures
to manufacture stainless steel coaches with precise quality. ICF is under conversion of its existing
Shell Division from Corten steel car body making shop to Stainless steel car body making shop.
Once completed, ICF would become a mega stainless steel coach manufacturing unit of IR.
c) ICF is backed by a large pool of technical know how and manpower for the manufacture of
sophisticated passenger coaches with emphasis on Speed, Comfort and Safety. ICF has two
divisions – Shell and Furnishing, engaged in different activities of Production. The Shell division
manufactures the structural shell and the furnishing division does the furnishing, electrical work
and finishing of the structural shell. ICF is spread over a large campus that houses the two
divisions and other infrastructure and facilities.
d) The 190-acre (about 76 hectares) ICF complex, with its covered shop floor area spread over 47
acres (18.8 ha), a track length of 47 km and a road length of 30 km, is an independent production
unit. There are over 10,000 employees, most of whom are artisans and supervisors. They work in
75 “shops‟‟. ICF‟s main line of work involves designing, manufacturing, testing and supplying
various types of coaches to the Indian Railways, as also to railway networks abroad.
e) The activities being carried out in ICF include design of the coach, Production Planning,
Production scheduling and Progress monitoring, Material Planning, Procurement of Materials,
Receipt & Inventory management, Manufacturing , Inspection and testing, Plant Maintenance,
Costing and Financial/ accounting Functions, Personnel functions, Security, Payroll, Facility
management and Administration.
f) ICF has a systemized environment, which supports the areas of Production, Materials, Financial
and Personnel Management. Information technology Centre (IT Centre) at Integral Coach Factory
functions under Accounts department. IT Centre also manages ICFs Internet and Intranet websites.
The IT centre is headed by Sr.EDP Manager. ICF Data centre has been one of the pioneers in
technology implementation and had witnessed multiple generations of computer technology from
Auto-coders, IBM and ICL Mainframe systems to current generation computers. IT Centre also
manages a campus wide network, providing connectivity all over the factory in both Shell and
furnishing divisions. Both factory and administrative offices of each division are covered by the
Network through which employees perform their day to day work in SAP ERP system such as
Issue/Receipt of material, attendance, absence posting, job confirmation etc.
5.3 Vision and Expected Benefits of the Project:
Vision: “ To make ICF an agile, accessible and efficient manufacturer of coaches by providing
correct, timely information anywhere and any time for decision making through use of a World
Class ERP based, totally integrated, robust, effective and user friendly application package.”
5.4 Benefits expected on implementations of ERP system:
1. All integrated with centralized data and reports
2. Improved transactional/Analytical information availability & Decision support
3. Minimum paper work
4. Quick response to design changes & improved MRP
5. Advanced identification of constraints during production program changes.
6. Improved support for outsourcing
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7. Improved Real Time Product Costing.

8. Total accessibility of coach production history.
9. Easy M&P asset utilization and efficiency analysis.
10. Monitoring and Controlling of Non-Stock Items.
11. Efficient feedback and interaction mechanism with the Railway and Non-Railway
Customers.
12. Online processing of payments, Online Book Keeping, Adequate support for Financial
decision making and Management Accounting Functions.
13. Effective vendor performance monitoring mechanism with efficient warranty management.
14. Better staff comfort through efficient self-help information.
5.5 Description of Turnkey work

The turn key project will cover complete development & implementation of SAP ERP application
for ICF users duly augmenting/improving the existing SAP ERP implementation, web portal for
Employees, Customers and Vendors, Business Intelligence Reports, Supply, installation &
commissioning of hardware equipment including System Software, Licenses, Training, ATS and
Warranty/Post implementation support.
5.6 Scope of Work:
a) ICF intends to implement an Integrated ERP Solution within the timeframe indicated in this
document. The Solution would encompass a configured, pre-approved customized SAP ERP
S/4 HANA System with pertinent advanced modules / bolt-on solutions / third party add-ons
as well as interface & integrate with ICF‟s relevant legacy applications (using industry
standard tools & technology) as the case may be duly approved by ICF, and would cover the
Functional, Technical & detailed scope mentioned in the following sections. The solution
would include the underlying database and all the other supporting Software.
b) The bidder while responding to the scope of work (as per Functional & Technical
scope)of this document via various formats for Technical & Price Bids etc. must ensure
that all necessary Software, Licenses, Implementation effort, Annual Technical Support,
Support & maintenance, Integration Tools/software, etc. for creating and sustaining the
entire Integrated Solution have been factored suitably. Any additional cost, not factored
suitably in the response, but necessary for completeness of the Integrated Solution shall
be solely borne by the Bidder.
c) The general scope of work shall consist of but not limited to:
o Initial training to ICF‟s Teams.
o Supply of ERP licenses & Add-on modules and 3rd party software including ATS.
o Supply and Installation of all hardware and System Software
o Installation of ERP & related software at ICF.
o Preparation of As-is, To-be, Gap Analysis, Business Blueprint/Workflows and other
Documents.
o Audit of Gap Analysis and Business Blueprints by SAP.
o Professional level Training in ERP functionality to ICF‟s Core Team.
o Configuration, Customization, Enhancements & Developments.
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o Development of day to day monitoring Reports.

o Realization of Blueprint solution.
o Pre Go-Live Audit of ICF-ERP solution by SAP.
o Unit & Integration Testing.
o Development of Business Intelligence Report and dashboards.
o Master Data & Cut-Over Data migration strategy.
o Application/Data Migration (as detailed in subsequent sections).
o Users creation & authorizations.
o End User Training in ERP for ICF Personnel.
o Roll out
o Final Implementation Review.
o Provide Support services during Support period for entire solution.
o Annual Maintenance Support for the supplied software. (Optional)
d) The bidder shall provide all required equipment, tools, and resources which may not be
specifically stated here in, but required to meet intent of ensuring completeness,
maintainability and reliability of the total system covered under this specification.
e) The following items will be covered under the Scope of work. The descriptions given are
indicative and detailed Technical/Functional specifications for these items are given in
Technical/Functional Requirements at Para 6.0 & 7.0 respectively of this document.
1. Consultancy, scoping, sizing, procurement, installation, configuration, customization, testing

and implementation of an integrated SAP ERP S/4 HANA System in ICF by augmenting the
existing SAP ERP system.
2. Study of the requirements, Customization, development and implementation of the functional

areas of Accounts & Financial management, Human Resources (Other than Payroll), Material
management (Other than Inventory).
3. Study of the requirements, Customization, Development and implementation of improvements

over the already implemented modules viz., Production Planning, Plant Maintenance, Quality
Management, Inventory, Costing, Payroll and Incentive.
4. Study of the requirements, development and implementation of a Web based portal (ICF Portal)
for the use of employees, vendors and customers using open source database and scripting
language. Design and implementation of data transfer between SAP ERP and open source
database.
5. Study of the requirements, Customization, Development and implementation of File Life

Cycle/Document Management.
6. Design and implementation of a system for Information availability on mobile phones/devices.

Integration with Mail Messaging and SMS Solutions.
7. Implementation of work flows in ERP/web based system.
8. Generation of Digitally Signed Documents for specific requirements.

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9. Implementation of Analytical and Statistical Reports using SAP Business Warehouse and SAP
Business Objects to support information availability and Decision Support requirements of ICF
Management
10. Supply of software licenses for SAP ERP solution, Web/Application/Database server software
licenses, add-on modules and required compatible software licenses for Development/ Testing/
Training/ Quality and Production Environment with one year ATS (Annual Technical Support)
11. Upgrade/Migration of the existing ERP system from older version (SAP ECC 6.0, EHP 4) to
the current stable release (S/4 HANA)/Enhancement Pack/Support Pack
12. Migration of data from existing legacy applications to SAP S/4 HANA system. Migration of
data/configurations/objects from SAP ECC to SAP S/4 HANA system.
13. Development and implementation of interfaces for integrating the SAP ERP/Web based
systems with Central Modules IPAS, iMMS, IREPS, ARPAN. Integration with Design &
development and other applications like Gate Attendance, web based applications etc.,
14. Computerization of all manual documents/Registers.
15. Design and implementation of a suitable solution architecture covering Hardware, Functional,
Application and Integration Landscapes.
16. Supply, installation and commissioning of new hardware for production, quality and
development at IT centre for the complete ERP system replacing the old servers procured
during year 2010, Installation and warranty support for 5 year after commissioning of the
system. The hardware need to be designed scalable, reliable, secure and available with due
redundancy.
17. Supply, installation and commissioning of system software, database and other necessary
software for the development, quality and production environment at ICF with ATS for 1 year
after commissioning of the system.
18. Installation of a suitable Backup & Recovery arrangement
19. Implement an archival system for SAP ERP by retaining right data in Production database
20. Implementation of a suitable back-flush arrangement among Production, Quality and

Development servers with features like selective data transfer etc.
21. User Training for application users at different levels of management. System training for IT
Centre personnel on ERP modules and Basis/System administration.
22. Preparation of complete documentation covering user/system/operating manuals and other

documents
23. „Hyper Care Support‟ or a period of 6 months after Go-Live.
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24. Post Implementation Application support for ERP/Other applications after Hyper-care for a
period of 1 year.
5.7 Detailed Schedule of Requirements for items covered under Scope of work:
a) Bidders may please note that these specifications/quantities of hardware, software, other
equipment, works etc. given below are the minimum requirements which must be complied with
irrespective of any specific system design or architecture selected by the bidder. Since the solution
is required to be architected and designed by Bidders, they may quote additional items or superior
products or offer any of the required items as Free Bundled items with any offered item, as
considered necessary by them, duly indicating the details of such bundled items. In case any of the
specified items is exploded further by the bidder for any technical reasons, the rates for sub-items
must be given along with the total for the main item. Please note that no item of scope can be left
blank or deleted by the bidder, otherwise their offer may be treated as incomplete and may be
rejected summarily. The cost of any additional items will be taken into account in addition to the
cost of items as per the scope of work for assessment of total offer value and commercial ranking
of the offer.
b) Please note that ICF reserves the right to alter or delete the quantity of any item at any stage prior
to finalization of contract.
c) Detailed Schedule of requirements for complete scope of work giving details of quantities required
covered under Scope of work are given below:
Items under Supply Scope:
A. SAP ERP Licenses ( Supply scope)

Product License Metric Blocks of (units) Quantity
SAP Application
SAP Professional User 1 150
Professional User
SAP Application SAP Application

1 1
Developer User Developer User
SAP S/4 HANA

Enterprise Management Flat Fee 1 1
for ERP customers
SAP Business Planning

& Consolidation, Add- Users 1 10
on for S/4HANA
SAP File Life Cycle

Users 100 7
Management (FLM)
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SAP HANA, RT ed
Applic & BW- 15% of SAV 1 1
new/subsq
SAP BusinessObjects
Enterprise, professional Users 1 2
edition (user)
SAP Business Objects

Enterprise, professional
Concurrent Sessions 10 1
edition (CS), including
Analysis for MS Office
Test Data Migration

GB 300 3
Server(TDMS)
SAP S/4 HANA

Manufacturing for
Users 1 30
production engineering
and operations
SAP Process
Core 1 1
Orchestration
B. Hardware ( Supply scope)

Note :
1. Based on the sizing parameters and minimum technical specifications given at Para 6.1 and Para
6.2 respectively , bidders are required to submit their quote for the following Bill of Materials.
This is the baseline requirement only. However, bidders are urged to conduct a proper Sizing
activity before offering the Solution.
2. Offered solution will include required integration with existing HPE 3PAR Storage 8200C
model that is in already in use (8 TB available storage space) & existing SAN Switches
S. No Item description Units Total

Quantity
1. HANA Production Appliance Number 1

2. HANA Failover Production Appliance Number 1
3. SAP Application Servers Number 2
4. TOR Network Switch Number 2
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5. Back-up Appliance Number 1

Virtualization Software – Vmware VCenter
6.
License Lot 1
7. Backup Management Solution Lot 1
8. Rack & KVM Switch Number 1
9. Mobile WorkStation Number 8
10. Extended Warranty Support for 3 years Lumpsum 1
5.8 Functional Scope

a) The detailed functional requirements to be met by the integrated ERP solution are detailed in
Para 7.0 of this tender document.
b) The AS-IS processes, need to be understood and documented by the Contractor. The
functionalities which are not mentioned in the tender 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 ICF.
c) As mentioned in Para 5.1 & 5.2 of this document, ICF has listed major business applications
running/planned. During the solution design stage, the bidder along with ICF team must
preferably bring the functionality of legacy business applications within the proposed optimal
Integrated Solution. However, some of the applications, based on Project Team decision
might co-exist along with the optimal Integrated Solution. In all such cases,
interfacing/integration effort (including any additional software requirement) of these
applications with the Integrated Solution shall form the part of Bidder‟s Functional scope of
work and factored suitably in Bidder‟s response in Technical & Price bids.
5.9 Technical Scope
a) The detailed Technical Requirements are detailed in Para 6.0 of this tender document.
b) Following (Para 5.10 through 5.46) are some of the important requirements of ICF with
respect to the optimal Integrated Solution which have to be ensured by the Bidder:
5.10 SAP Solution Landscape:
a) The following indicative SAP solutions are to be considered as minimum requirement:
 On HANA DB
o SAP S/4 HANA (BPC, FLM)
o SAP BW on HANA
 On Traditional DB
o SAP Business Objects
o SAP NW Gateway (Fiori)
o SAP Enterprise Portal
o SAP Process Orchestration
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o SAP Solution Manager + TREX

 On MaxDB
o SAP Content Server
b) SAP ERP and other Hardware Landscape:
 The System Landscape is expected to comprise of the entire landscape consisting of
the following systems:
 SAP S/4 HANA System including the following:
o File Life Cycle Management (FLM)
o Business Process and Consolidation (BPC)
o SAP BW on HANA
o SAP Business Objects (BO)
o SAP FIORI Front End Server
o SAP Process Orchestration
o SAP Enterprise Portal System for BW
o SAP Contents Server(DMS)
o SAP Solution Manager
o Web Server for ICF Portal
c) The Landscape for each system wherever configuration/program changes are involved a three
stage set up, with arrangement for transport of changes, as below need to be installed:
o Development Server
o Quality Server
o Production Server
d) In addition, Hardware for the following additional components need to be suitably provisioned:
o Web dispatcher
o Reverse Proxy
e) While designing the systems the following points need to be considered:
o ICF‟s existing storage: HPE 3PAR 8200C Populated with 16 Numbers of 10KSFF
HDD SAS Drives (8 TB Free Disk Space), to be used in the proposed solution.
Additional storage space required will be arranged by ICF duly augmenting existing
storage.
o ICF‟s Existing SAN Switches: ICF uses a pair of 24 - Port SAN Switches for its existing
servers and storage out of which 13 ports in each are utilized and balance need to be used in
the proposed solution. Out of 24 Ports, 16 Ports are Licensed.
o The Technical and Functional requirements of ICF should be clearly understood and the
Hardware Sized accordingly.
o All servers should have a minimum 3 * RAM (GB) has internal mirrored disks for OS,
Kernel Applications, SWAPs etc.
o The sizing of important Hardware Components like Memory, Hard Disk (Internal),
Processor etc., is to be designed duly considering current requirements and future
requirement for Five years. However, they should be scalable for another Five year
requirements.
o Disk space for Quality and Development system can be disks mounted on Servers or
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Disk Attached Storage (DAS) or Other means with minimum RAID 5 level
configuration.
o Redundancy at each Hardware level should be considered as adequate to avoid any
single point of failure.
o Suitable backup software and hardware should be proposed with the following
components:
o Back-up Server
o SAN Back-up Agents
o Disk based Back-up solution/Tape Library with Auto Loader and adequate number
of types.
o Readiness for integration with Disaster Recovery (DR) site.
o Consideration of data growth for next five years. Scalability for another five years need
to be provided.
5.11 Accounting Architecture
a) The accounting procedures should comply with double entry book keeping principles.
b) The proposed solution should conform to existing accounting policy and at the same time
conform to accrual accounting methods.
c) The Integrated Solution should be capable of generating consolidated as well as plant wise
financial/cost statements.
d) The Integrated Solution should be able to generate financial statements seamlessly at any
point of time with detailed reconciliation between the two as reconciled through the Integrated
Solution.
5.12 Project Management Architecture
The Integrated Solution should be able to generate consolidated as well as project wise/plant
wise/ customer wise status reports.
5.13 Data Access and Security
a) Data security is to be addressed from two perspectives:
o To restrict access to / sharing of confidential data, and
o To ensure that data is not changed or destroyed, either inadvertently or intentionally, by
any user / administrator or an external party.
b) The Bidder should ensure the following:
o Only those with relevant authority can access the solution,
o Those with access to the solution have access only to the data which is
relevant to them, and
o Access to the relevant data is further restricted to either inquiry or update
depending on the responsibility.
c) Appropriate access privileges – module wise, user wise, role based control etc. to be configured
with log and audit trial.
d) The Integrated Solution should be compliant to ISMS standard (ISO 27001).
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5.14 Data Archival

In order to meet statutory and MIS requirements, archiving and easy retrieval of data along
with supporting documents/ attachments is required. The Contractor must ensure that the
Integrated Solution provides a data archiving capability, with support for implementing
archival policies. The Integrated Solution should also be able to access archived data for on-
line inquiry and reporting as and when required. Contractor should provide a policy document
for archival along with the solution.
The Contractor is also required to archive the existing historical data from SAP ERP system
in consultation with ICF as one time activity. The Contractor will train the IT Team in the
archival process.
5.15 Audit Trail
The Integrated Solution must have extensive audit trail facility. Any addition, deletion or
modification to an existing record, whether master or transaction, must berthed ate and
timestamp, the name of the log-in user who made the change and the node/ terminal from
which the change was made. It should also be possible to maintain details of the original
record and subsequent changes to the same. Standard audit trail reports should also be
available. Proper access should be planned for audit trail reports.
5.16 Workflow
The solution should be capable of replacing the current physical flow of documents, wherever
required, with the flow of electronic data. The initiation, forwarding and approvals are to be
enabled online with due authentication.
5.17 Business Intelligence
The solution should have capability of providing on-line information to facilitate tactical and
operational decision-making. It should be possible for ICF to configure a Business
Intelligence Dashboard visually representing the key organizational performance data in a
user-friendly manner.
Successful bidder shall create a portal for BI dashboards, scope not limited to:
o Development and deployment of well-designed interface which includes user
administration, security and development features to create and maintain reports, charts,
etc.
o Sharing of reports/queries, through portal, across the enterprise based on role based
access.
o Creating a Business Intelligence dashboard personalized by job role.
o Development of charts and/or reports representing key performance
indicators(KPI‟s)
o Ability to access the reports on Mobile Devices (Device Independent).
o Access to dashboard applications to users based on predefined criteria.
o User should be able to generate dynamic reports with key figures and characteristics.
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5.18 Scalability
The Integrated Solution must be easily scalable, in terms of number of users, entities,
organization structure, transactions, functionalities, new modules, add-ons from the same ERP
suite etc. The Integrated Solution should be scalable to handle increased volume of data load
and increase in the number of users without compromising response time or efficiency of
operations.
5.19 Statutory Requirements
The solution should meet all Indian statutory requirements such as GST, TDS etc. The
Integrated Solution should be compliant with Accounting Standards (AS) and should generate
financial reports in expected formats. It should also be possible to generate the required
Financial Report as specified by Railway Board. Given that the taxes and other statutory
requirements keep changing from time to time, the solution should be able to timely adapt to
such changes without any technical difficulties and extra cost to ICF.
5.20 Retaining Critical Functionalities
The Contractor must ensure that the functionalities already available in certain critical areas
are to be made available in the solution as well. If certain key functionalities are not to be
covered in the Integrated Solution either because relevant sub-processes being specific to ICF
or otherwise, the Contractor must suggest suitable workaround solutions, process changes,
legacy system interfaces, etc. to cover the same & implement same on approval by ICF.
5.21 24x7 Operations
The Integrated Solution should support 24x7 operations since the plants work on multiple
shifts.
5.22 Alerts/ Notifications
The Integrated Solution should generate alerts/ notifications in various processes in the
Integrated Solution. These alerts/ notifications could be time based or event based.
5.23 Document Management
The Integrated Solution shall have the provision to link all the documents stored in Document
Management System (DMS) and provision for accessing the same from the Solution.
The bidders shall explicitly mention the Integrated Solution architecture including redundancy
and scalability.
5.24 File Life Cycle Management:
The integrated solution should provide a simple and digitized solution for the movement of
files, document and correspondence in ICF. The solution should also cater to activities like
seeking reviews, approvals etc., by opening a file for an activity and circulating the file
amongst a select list of people, authorized to review and approve the file.
The system should be able to create and tracking file as it goes through its lifecycle using the
workflow and Document Management. The system should have features such as file
administration, Daak, In Tray etc.
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5.25 Corrective Actions

All corrective actions arising out of review by SAP of hardware / infrastructure sizing, project
progress, solution quality review, solution expert consulting, etc. should be promptly attended
concurrently by the Implementation Partner by augmenting its resources, as may be required,
without any additional cost. In case of corrective actions suggested by SAP, a Joint signed
statement with SAP of having implemented the corrective measures shall be provided to ICF.
5.26 Supply and Installation of Software & Application Licenses
a) All ERP Licenses & Add-on engines shall be supplied by SAP.
b) All 3rd Party (Non-SAP) software & licenses shall be supplied by the Contractor.
c) Contractor shall supply from SAP:
o SAP ERP licenses (Latest version).
o Advanced/Additional modules & related components software & Licenses (Latest
version).
o Tools, accessories, documentation and provide a list of the same. Tools and
accessories shall be part of the offered solution.
o Latest supported version of Database Software to support the Integrated Solution
and any other software, tools and Bolt-on/Add-on application.
d) The Bidder should quote the ERP Licenses (inclusive of Add-on engines) price as per
Schedule of Rates at Para 11.0 A.
e) The Contractor shall also supply:
o 3rd party products software & licenses (Latest version) part of ICF-ERP solution.
o Supply tools, accessories, documentation and provide a list of the same. Tools and
accessories shall be part of the offered solution.
f) Product Documentation: Two sets of Product Documentation, for SAP and Non-SAP
software and licenses, in hard copy and one soft copy to be supplied along with licenses and
shall include but not limited to following:
o Technical manuals
o Installation guides
o User manuals
o System administrator manuals
o Toolkit guides and Troubleshooting guides
g) All the above documents mentioned or any other standard documentation for the product
should be included in the cost of the license. All the tools, accessories, software and 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
ICF. Add-on Modules and related engines should have sufficient provision to meet the
functionality & business requirement keeping the SAP and Non-SAP user licenses as
mentioned above.
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h) Third Party software should have sufficient provision to meet the functionality & business
requirement keeping the ERP user licenses. The breakup of Third Party software shall be
provided by the Bidder at Para 11.0 A (Schedule of Rates for ERP and Other Licenses).
i) Special Tools and Accessories – The bidder‟s proposal shall include the list of tools and
accessories, which shall be supplied with the solution. The prices of these special tools and
accessories shall be included in the bid price.
j) Installation, Configuration, upgrade & maintenance of all software (ERP software, Add-on
Engines, 3rd party software etc.) supplied for ICF-ERP solution is in scope of work of the
Bidder till the end of ICF-ERP project.
k) ICF has already procured the following SAP ERP licenses. Contractor shall arrange for upgrading
the existing licenses to the latest SAP S/4 HANA solution offered. The existing and additional
license requirements are as follows:
Blocks Existing Supply Supply at

Additional
Product License Metric of License at
Quantity Stage S5
(units) Quantity Stage S2
SAP Application SAP Professional 0 150

1 420 150
Professional User User
SAP Application SAP Application 1 0

1 1 1
SAP Netweaver SAP Netweaver 0 0

1 5 0
SAP Netweaver 0 0
SAP Netweaver
Administration 1 1 0
Administration User
User
SAP Payroll 0 0
Employees 500 27 0
Processing
SAP S/4 HANA 1 0

Enterprise
Flat Fee 1 None 1
Management for
ERP customers
SAP Business 10 0
Planning & Users 1 None 10
Consolidation, Add-
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on for S/4HANA
SAP File Life Cycle 7 0

Users 100 None 7
Management (FLM)
SAP HANA, RT ed 1 0
Applic & BW- 15% of SAV 1 None 1
new/subsq
SAP BusinessObjects 2 0
Enterprise,
Users 1 None 2
professional edition
(user)
SAP BusinessObjects 1 0
Enterprise,
professional edition Concurrent
10 None 1
(CS), including Sessions
Analysis for MS
Office
Test Data Migration 3 0

GB 300 None 3
Server(TDMS)
SAP S/4 HANA 30 0

Manufacturing for
production Users 1 None 30
engineering and
operations
SAP Process 1 0
Core 1 None 1
Orchestration
l) The Contractor shall make provision for creation of End User License agreement (EULA)
between ICF & SAP and ICF shall make the ATS payments based on the invoices raised by
SAP.
5.27 Annual Technical Support (ATS)
a) SAP shall provide support, maintenance & upgrades for all the software product versions
(ERP Licenses & all Add-on engines) supplied for a period of 10 (ten) years from the date of
First Licensing agreement. A letter from M/s. SAP India Pvt. Ltd. to be submitted by the
Contractor.
b) The ATS cost shall be quoted as per Para 11.0 A( Schedule of Rate for SAP ERP License)
and shall be valid for at least 10 (ten) years from the date of First Licensing agreement. The
payments for ATS shall be done progressively as per the licenses being acquired by ICF.
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c) ICF will take ATS for ERP licenses & Add-ons directly from SAP. The Contractor shall make
provision for ICF to make the payments for ATS directly to SAP from second year onwards
based on the invoices raised by SAP.
d) Following to be covered under ATS:
o Provide free upgrades, updates & patches of the products to ICF as and when released
by SAP & Database Contractor.
o Provide unlimited incidence support and support for at least six consulting issues to ICF
per annum.
o Technical upgrade of the installation to the new version, when required by ICF.
o Unlimited Support through telephone / Fax / E-mail / Video Conferencing /Installation
visit as required.
e) During the commencement of ATS, calculation will be on proportionate basis until December
followed by recurring annual payments from January to December.
5.28 Supply of Hardware
a) The hardware and software should be based on the state-of-art technology and should be
maintained and supported by the Contractor at least for next eight years in all respects.
b) During the Project Blue print phase, the contractor shall review the hardware requirements based
on the detailed inputs from ICF, and arrive at the final hardware requirement in mutual agreement
with ICF. The newer specifications must be equal to or better than the one provided at tender
stage, the changes as agreed mutually will be carried out by the contractor at no extra cost.
c) The requirements for hardware have to be finalized in such a way that the factors viz., capacity,
reliability, availability, redundancy and fail-safe arrangements, growth for next five years etc., are
duly considered.
d) All software supplied with the Hardware shall have required licenses. Use of share-ware kind of
software is strictly prohibited.
e) The critical hardware required for SAP S/4-HANA must be certified by SAP and the documents in
support to be submitted for ICF‟s approval.
f) If ICF decides to delete a component/portion of work from the scope for reasons whatsoever, to
that extent the quantities of work/ materials will get reduced.
g) After supply and installation of the hardware, Contractor is required to furnish a list of hardware
components supplied to ICF and demonstrate the proper installation and working of the
components with capacities/configurations to the satisfaction of ICF. Contractor is also required
to submit a copy of the hardware bill of materials received from the OEM.
h) During the hardware installation, any component/accessory that is required for successful
installation and commissioning of the hardware shall be supplied by the contractor at no extra cost
to ICF.
i) Inspection and Acceptance Tests shall be carried out as per instructions given at Paras 4.24,
4.25, 4.26 & 4.27.
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5.29 System administration

a) The Contractor shall perform system administration activities for ICF-ERP Solution
landscape:
o Installation, Configuration, administration, trouble shooting and performance tuning of
all servers (database, applications etc.)
o Database software installation, memory allocation and usage monitoring
o Backup, recovery and all other DBA related activities
o Providing access to users as per the assigned roles
o Installation of applications and related tools
o OS/DB/ERP/3rdPartySoftwarepatch/service pack updation
b) The Contractor would also ensure the following:-
o All authorization related activities till the Integrated Solution stabilizes
o Knowledge transfer to ICF team through a proper methodology, ensuring that ICF‟s
team can take care of system administration tasks.
o Prepare system administration manual
o Prepare end user manuals for all employees accessing the Integrated Solution
production environment
o Prepare system configuration that takes into account disaster recovery scenario
c) The Contractor is responsible to identify and inform ICF about pre cutover requirements like
database setup, application patching techniques, operating system patching, database tuning
and database synchronization etc.
d) The system administration responsibility would be with the Contractor till the end of ICF-
ERP project, including the support phase.
5.30 Configuration, Customization & Custom Developments
a) ICF prefers to have product standard functionalities in ICF-ERP Solution. Preferably, changes
should be kept as minimal as possible to the ERP core modules. This is important to ensure
that future upgrades, enhancements and bug fixes are not impacted.
b) All processes/reports that have been identified as Straight fit in standard ERP, mentioned in
the bid, subsequently confirmed in business blue print must be implemented in a Standard
ERP only.
c) Any customization as may be necessary should be done only after confirmation from SAP of
non-availability of standard functionality and obtaining prior written approval from ICF.
Every custom development must be documented in detail and the script ownership should be
passed on to ICF.
d) Given the complexity of the implementation the bidder may be required to customize critical
and complex screens, reports, interfaces and other developments across all components of the
Integrated Solution. The specific distribution of reports to be customized amongst various
modules will be finalized during the implementation stage.
e) Development of custom bolt-ons over ERP must follow well-defined methodology. A brief
description of the methodology employed when developing custom applications/ reports
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should be included in the response to the Tender Document. At minimum, every request for
custom development must be documented in a pre-defined format and supported by a business
case while requesting for development. Every custom development must be documented in
terms of the person developing, the reference request in response to which it is being
developed, the script and other technical specifications. Basic guidelines with respect to all
custom developments, naming convention etc. must be agreed with ICF well in advance of
commencing any customization effort.
f) In addition, the Contractor is required to train ICF Core/ Technical Team members on the
methodology of building custom bolt-on, so that ICF can take up the additional development
as and when required.
g) The Contractor should endeavour to have minimal use of third party bolt-on applications. This
should be done if the functionalities covered by such applications are not available in the core
ERP product.
h) Wherever customization is required and undertaken, the Contractor will hand over the source
code and all documentation to ICF. The title, rights and IPR (Intellectual Property Rights)
over such customization will be passed on to ICF.
i) The Contractor shall not use the solution as implemented under the contract at any other
location without written permission from ICF who shall be free to use the solution as they
deem fit.
j) The Contractor shall identify, design and develop components/functionalities that are not
covered within the specified solution. The Contractor shall provide the design of the bespoke
component along with schedule for development. The development & implementation of the
bespoke component will however be under taken only after it is approved by SAP and
subsequently by ICF.
k) The Contractor shall supply the following documents for all third party bolt-on applications
and custom components:
o Business process guides;
o Program flow descriptions;
o Data model descriptions;
o Sample reports;
o Screen formats;
o Frequently asked question (FAQ)guides;
o Any other documentation required for usage of implemented solution All developments
should be part of Business blueprint as gaps.
5.31 Reports & Business Intelligence
a) After identification of the reports for development, the Contractor shall verify whether
standard reports or its variants shall meet the requirement. It is expected that custom reports
need to be developed if the standard reports & its variants available in the Integrated Solution
does not meet ICF‟s specific requirements. These reports would include those, which would
extract and present information already in the database in a specified format or could require
some intelligence/calculations built in to it. The Contractor may be required to customize
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critical and complex reports across all components of the Integrated Solution. The specific
distribution of reports to be customized amongst various modules will be finalized during the
implementation stage.
b) Development of custom reports must follow well-defined methodology. A brief description of
the methodology employed when developing custom applications/ reports should be included
in the response to the Tender Document. At minimum, every request for development of
custom report must be documented in a pre-defined format and supported by a business case
prepared while requesting for development. Every custom report development must be
documented in terms of the person developing the report, the reference request in response to
which the report is being developed, the report script and other technical specifications. Basic
guidelines with respect to all custom report formats, naming convention etc. Must be agreed
with ICF well in advance of commencing any customization effort.
c) In addition, the Contractor is required to train ICF‟s Core/Technical Team members on the
methodology of building custom reports, so that ICF can take up the additional development
as and when required.
d) Implementation of Managerial Reports on Business Intelligence shall be carried out from the
start of Realization phase.
e) For Business Intelligence Report, necessary data has to be identified with provision for
incremental data movement from the ERP system to Business Intelligence platform. While
doing any custom developments, the change date of the record has to be necessarily
maintained in the ERP system.
5.32 Training
a) For each item of hardware/software/application component installed, the Contractor is required to
train the designated technical and end user personnel of ICF to enable them to effectively operate
the total system. The training should be comprehensive for transfer of know-how so as to impart
knowledge and competence to independently and successfully install, operate, maintain and
configure all components. The training course should include, formal classroom training and hands
on practical sessions.
o Training should be imparted by certified professionals in the respective fields.
o Training in SAP ERP applications should be planned during two stages of the project viz.,
Project preparation (Initial training) and at Go-live preparation (Final training). Training in
the early stages of the project execution is to be given to ensure that requisite knowledge is
available with ICF personnel during all the stages of the project. The training at Go-live
preparation stage will make use/refer the product developed and shall be in such a way
that complete knowledge transfer to ICF team is done enabling them to use and maintain
the system.
o The training may involve and take forms like Class Room lectures, Hands on Session at
the convenience of ICF and Contractor either at the Railway‟s site or a contractor‟s
premises at the option of ICF. The contractor shall furnish well in advance i.e. at least two
weeks before the first day of such training period, the details of the nature of training,
duration etc. The Contractor shall also prepare necessary booklets/manuals for issue to the
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trainees to facilitate their reference during the course of training and actual working.
Satisfactory completion of this training shall be an essential requirement for issue of
“Certificate of Acceptance” by Sr.EDP Manager/ICF for any application system or major
module.
o Cost towards travel expenses, boarding, lodging etc. for ICF‟s personnel shall be borne by
ICF and for Contractor‟s personnel shall be borne by the Contractor.
o Staff nominated for training will be the ones who are already working in similar system or
having good working knowledge of both the system and computers. These personnel shall
be trained in proper usage/application, so that there will be no failure in execution of the
work. Payment or final bill will be released only after successful completion of the
training to the ICF staff/officers by the Contractor, which would be certified by Sr.EDP
manager.
5.33 Training
a) The Contractor has to assess the training requirements of ICF in order to ensure the Training
objectives. The following minimum Training requirements are specified.
b) The contractor shall satisfactorily train the Team from IT Centre, about 5 persons in administration
of SAP System/other systems including Operating System, Web Servers etc., 20 persons in
Programming Tools like ABAP Workbench, Web Programming Tools etc., and 5 persons in each
of the application modules/Business Analytics (BW,BO etc.,)/Third Party Solutions so as to equip
them in the operation and maintenance of items supplied/implemented under this Contract.
c) End User Training is required to be imparted to the nominated ICF staff (minimum) as per below:
o Production Planning – 50
o Plant Maintenance – 20
o Quality Management – 50
o Human Resources – 50
o Materials management – 50
o Finance Management – 50
o Sales & Distribution – 50
o Business Intelligence - 100
d) End user training is to be arranged for the following levels of Management.
o Top Management: ICF Top Managers have to be sensitized recording the SAP ERP
System that is about to be implemented during the project preparation phase. The duration
of such training shall be atleast eight hours. The Top Managers shall also be trained at the
end of realization phase for use of the implemented system. The duration of such training
shall be atleast sixteen hours.
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o Middle Management: ICF Middle Managers including Supervisors have to be sensitized

recording the SAP ERP Applications, module wise, during the project preparation phase.
The duration of such training shall be atleast eight hours. The Middle Managers shall also
be trained at the end of realization phase for use of the implemented system. The duration
of such training shall be atleast twenty four hours.
o Employee Users: Employee Users have to be trained at their respective applications at the
end of realization phase for use of the implemented system. The duration of such training
shall be atleast twenty four hours.
5.34 Teams to be trained
The Contractor must provide training to the following teams of ICF:
a) Functional Core Team: Functional Core Team members at ICF represent different functions
within the scope of the project. They bring with them knowledge of existing processes,
critical requirements, constraints, relevant management policies, information requirements
etc. They will assist/ participate in various activities during implementation such as business
process study, blueprint, solution design, testing, etc. To be able to assist in these activities, it
is necessary to train them adequately on the ERP product functionalities including
configuration steps and the impact on each step has on the solution. Since the Functional Core
Team members will drive the effectiveness of the ERP implementation within ICF, it is
essential that requisite knowledge and skills are transferred to them by the Contractor.
b) IT Functional Team: IT Functional Team at ICF comprises of officials from IT department
who will deal with SAP ERP Modules viz., PP, MM, SD, HCM, PM, QM, FI, CO, BI/BO etc.
These representatives bring with them knowledge of existing applications, interfaces,
constraints, information requirements etc. ERP training needs of these team members will be
in areas such as SAP ERP configuration, Support and Maintenance, Troubleshooting,
interfaces, access control, helpdesk etc.
c) IT Technical Team: IT Technical Team at ICF comprises of officials from IT department
who will deal with SAP BASIS Administration, Development/Maintenance of Workbench
objects, Business Intelligence/Business Objects, Administration, Development/Maintenance
of Web based systems. These representatives bring with them knowledge of existing
applications, interfaces, constraints, information requirements etc. ERP training needs of these
team members will be in areas such as System administration, SAP BASIS Administration,
System configuration, interfaces, report Development/Customization, operating system
administration, database administration, access control, helpdesk etc.
d) End Users: End Users at ICF will represent different functions to be covered under the
solution. These users will actually use the system in different functional areas. These users
will need to be trained on how to use the solution before going live. Comprehensive
guidelines on how to accomplish tasks in the solution in specific context of ICF processes
must be provided to the end users as part of the end-user training. End user training is to be
arranged for the following levels of Management.
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e) Top Management: ICF Top Managers have to be sensitized recording the SAP ERP System that
is about to be implemented during the project preparation phase. The Top Managers shall also be
trained at the end of realization phase for use of the implemented system.
f) Middle Management: ICF Middle Managers including Supervisors have to be sensitized
recording the SAP ERP Applications, module wise, during the project preparation phase. The
Middle Managers shall also be trained at the end of realization phase for use of the implemented
system.
g) Employee Users: Employee Users have to be trained at their respective applications at the end of
realization phase for use of the implemented system.
5.35 Type of Training
Adequate training of ICF employees is a key success factor for the ERP implementation and
usage. Out of the overall ICF‟s team envisaged to be trained, training plan, the number of
participants, course content, duration to be trained for each module/function would be
decided jointly by Contractor and ICF at the time of planning phase of the project. The
training would cover broadly the following aspects:
a) Training for IT Functional Team: The contractor shall satisfactorily train the Team from IT
Centre, in each of the application modules/Business Analytics (BW,BO etc.,)/Third Party
Solutions so as to equip them in the operation and maintenance of items supplied/implemented
under this Contract. The training should cover aspects of configuration of Application
Modules, Reports, interfaces, customization, forms, and workflows etc. using ERP tools as
applicable. The Contractor should provide appropriate training materials and practice
exercises for the team. The Contractor should obtain training feedback after each session and
address inadequacies if any. This training should be conducted by a certified trainer.
b) Training for IT Technical Team: The contractor shall satisfactorily train the Team from IT
Centre, in administration of SAP System/other systems including Operating System, Database,
Web Servers, Tools etc., and in each of the application modules/Business Analytics (BW,BO
etc.,)/Third Party Solutions so as to equip them in the operation and maintenance of items
supplied/implemented under this Contract. The training should cover aspects of development of
reports, interfaces, customization, forms, and workflows etc. using ERP tools as applicable.
Contractor should do complete Technical/Functional knowledge transfer to this team during
the training sessions. The Contractor should provide appropriate training materials and
practice exercises for the team. The Contractor should obtain training feedback after each
session and address inadequacies if any. This training should be conducted by a certified
trainer.
c) Training for Functional Core Team: Each member shall be trained (lecture & hands-on
mode) in relevant function/module of ERP product, business processes and features in
respective modules. Both transactional data entry and module setup / configuration aspects
should be covered. The Functional Core Team Members, in respective Application Areas,
have to be trained in such a way they become Trainers for End Users in the post
implementation period. Contractor should do complete Technical/Functional knowledge
transfer to this team during the training sessions. The Contractor should share appropriate
training materials and practice exercises for the team. The Contractor should obtain training
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feedback after each session and address inadequacies if any. This training should be conducted
by a certified trainer
d) Training for End Users (lecture & hands-on mode): end-user training to be delivered a select
set of end users. Training should cover specific functional / process aspects of the system
relevant for different end-user segments. Training should enable end-users to know which are
the relevant reports / MIS in his/ her respective area of work. The end-user trainings would be
conducted in the „Train the Trainer‟ mode. Here the Contractor would train key core and
power end- users of the system directly who will further be the trainers.
e) The Contractor will be responsible for preparation & submission to ICF in adequate bound
volumes of the training material and end user manuals. End user manuals should cover “how
to use” concepts for all modules of the solution being implemented
5.36 Training Plan
The training plan proposed by Bidder has to be submitted in format as per Annexure - 9.
5.37 Implementation of ICF-ERP solution
a) The Contractor will be responsible for providing a full range of services in implementation of
ERP Product/ Software covering ICF-ERP Solution including integration and supporting the
operation of the proposed solution during and post implementation.
b) The Contractor should use the best implementation methodology approved by SAP for
implementation. The responsibilities of the Contractor during implementation of ERP over the
broad project phases are outlined in the subsequent sub-sections. The Contractor must have
sufficient prior experience in using this methodology, tools and formats on sustained basis in
implementing the Integrated Solution. The Contractor must be open to improvisations to the
same based on ICF‟s specific requirements. The Contractor should undertake quality review
of its work from its Quality Group during the course of implementation and also from SAP.
The on-going responsibilities of Contractor during the project are also outlined below.
5.38 Project Preparation Phase
a) During the first phase of project, the Contractor should setup the project office and prepare
the project charter. The Contractor should mobilize his project team to the project site within
a week‟s time from project launch and agree with ICF, a detailed project plan.
b) The Contractor should also provide assistance in outlining the solution deployment
architecture with details of hardware and Operating system platform and architecture. Some
of the important activities / deliverables during this phase would be
5.38.1 Project Charter
a) The Contractor should prepare the project charter, which outlines the project objectives,
timelines, project procedures and project organization and submit it to ICF for approval.
b) The Project charter should include but not limited to the following:
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5.38.2 Training Server

Contractor shall establish on-premise training server of the ERP product for ICF to have
hands-on experience of the configured standard processes of the product.
5.38.3 Training Strategy
a) ICF believes that key to successful implementation will be the Contractor‟s ability to train
ICF‟s staff in the operation of the proposed business solutions.
b) As a part of the training strategy the Contractor should provide the following information:
o The facilities, support materials and program including mode of training (standard/ self-
paced) provided for training the users in using the system
o List of training areas for training to be provided to Core team, end users and technical
users
o Training infrastructure required and expectations from ICF, if any.
o Duration and frequency of training.
c) The training strategy should be designed to provide ERP training to the personnel identified
by ICF on the various Transactions, Workflows, Project Technical Design & Implementation,
Data Base Design, Application Design, Program Libraries and System Configuration. ICF
will measure the effectiveness after the completion of the training through training feedback
forms.
5.38.4 Central Knowledge Management portal
The Contractor shall establish an on-site central knowledge management portal for storing
ICF-ERP project related documents like processes and their structures, configuration details,
development code, test plans, test cases, outputs, Manuals, queries & resolution. This should
help in easy roll-out during different phases and locations.
5.38.5 Initial training
a) The Contractor should train ICF team members with the aim to provide an overview of ERP
and understand, in detail, the capabilities of modules. The training by the Contractor should
cover at least following areas for ICF‟s team.
o ERP application over view
o System functionalities (for each module) and basic configuration
o System Security features
o Articulation of KPI‟s to the core team
o Key Transactions and its usages
o Training in additional/new features of ABAP (SAP S/4 HANA)
o Training in Reporting tools like SAP BW/BO
o Training in other tools like Scripting Languages, Third Party tools etc.
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5.38.6 Project Plan

The Contractor shall develop a detailed Project Plan in standard Project management
software. The Project Plan shall amongst other functions, detail all tasks including but not
limited to the task / person in charge for the execution of the task/ effort resource allocation.
This information shall be provided in the form of a detailed Gantt chart. The Project Plan shall
also detail all milestones and indicate when the required deliverable documentation will be
available to ICF. This plan will be discussed with ICF and finalized during the project
preparation stage.
5.38.7 Phase Deliverables
The deliverables for this phase will include signed off documents covering but not limited
to the following:
SLNO Project Deliverables
Project Charter outlining:
 Project Implementation Methodology document.
 Project Scope, Goals and Objectives.
 Project Organization chart.
 Detailed Project Plan /Schedule.

1
 Project Quality Management Plan.
 Project Risk Management Plan.
 Project Escalation Procedures.
 Project Change Management Plan.
 Training Plan.
 Document standards.
 Deliverable approval (from ICF)procedures.
 Contractor‟s resources & deployment plan and mobilization

Project infrastructure requirements:
2  Hardware, software, LAN and WAN requirements during all the project
phases.
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 Sizing & System landscape design.
Training Plan for the Core team members outlining:
 Training courses, mode of training, venue of training and schedule of

training.
3
 List of participants.
 Trainer details.
5.39 Business Blueprint Phase
a) The Contractor‟s team should study the existing processes of ICF and identify the
opportunities for improvement and define the “To-Be Processes” of ICF. The Contractor
should define reporting requirements for each of ICF‟s department with details of formats and
frequency of report generation. The reporting requirements should be finalized duly
considering the existing forms, registers etc.
b) Some of the important activities / deliverables during this phase would be
5.39.1 Business Process Re-alignment (BPR)
o After understanding the AS-IS process, the Contractor has to realign the activities of the
processes in- line with the ERP product‟s standard processes.
o ICF expects ICF-ERP project to impact the realization of a number of business objectives
around product delivery efficiency, cost and quality, along with internal efficiencies and
financial performance. ICF understands that these business objectives can only be realized
by targeted action plans which are monitored by task groups, driven by ICF with due
technology enablement inputs from the Contractor. This may result in process
modifications, rethink on existing ways of conducting certain activities, system enabled
efficiencies in reduction in cycle times and workflows, easier tracking of process
measures, etc.
5.39.2 Business Template
a) Business Template shall cover the following:
o Overall Organization structure design mapped to the Integrated Solution.
o Mapping of To-Be Business processes with Integrated Solution capabilities with details of
variations / deviations for each of the processes.
o Definition of parameters for system configuration.
o Identification of Customizations to be done.
o Identification of Custom objects (New development) to be developed.
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o Identifications of reports - standard and customized.

o Identifications of workflows - standard and customized.
o Identify data conversion elements for each business process.
o Identify the legacy systems that may be retained.
o Involve Subject Matter Experts of the relevant business units during the design phase.
b) The Business Blue Print Phase will enable the Project Team to see the system in operation,
collect sample transactions / reports and get a better understanding of the business process.
The Contractor will detail all the possible direct support by SAP, customization/development
need and work around in this document. This will form the baseline for testing the system.
c) Contractor shall suggest optimum strategy for rolling out Business Template which will be
jointly decided by bidder and ICF during Business Blue print.
d) The Contractor shall prepare & submit the entire end-to-end integrated business process &
workflow chart with granular activities & integration of the proposed ICF-ERP ERP solution.
5.39.3 Interface/Integration with Existing Applications
The Contractor shall carry out the following:
o Interfacing with legacy applications and Central Applications of Indian Railways to
achieve ICF-ERP objectives: Over the years, ICF/Railways have developed systems to
support its business. These systems provide certain business benefits to ICF, which ICF
intends to improve from ICF-ERP solution or else with integration of such legacy system
with ICF-ERP solution, to either exchange data with Railways or proposed solution does
not cover critical functions / processes & benefits. However, every effort shall be made by
Contractor to improve prevailing processes. List of applications to be interfaced with the
Integrated Solution is:
1. IREPS ( Indian Railways E-Procurement System)
2. IMMS (Integrated Materials Management System)
3. IPAS (Integrated Pay-roll and Accounting system)
4. ARPAN (Advanced Railway Pension Access Network)
5. Hospital / Medical system
6. Internet/Intranet Websites
7. Attendance Recording System
5.39.4 Business Blueprint
a) The Contractor should study the existing processes (As-Is) of ICF and identify the opportunities
for improvement and define the “To-Be Processes”. The Contractor should prepare the Business
Blueprints and System configuration documents outlining the configuration requirements for each
of the ERP modules. The Contractor should also identify gaps where standard ERP processes are
not available.
b) ICF expects the Contractor to propose work flows. These work flows shall be shared with the key
officials in the concerned departments through a series of workshops and their views taken into
consideration during design of the final workflows. In case this has a significant impact on the
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duration of the assignment, the Steering Committee appointed by ICF to oversee this project will
arbitrate. The customization will also include all mandatory and required reports and various
analytics.
c) The Business blue prints will be based on best practices and ICF‟s practices. The formats and
contents of the blueprint would be finalized at the start of the blueprint stage with the program
office.
d) The AS-IS process activities should be updated with the action taken as per the Business
Blueprints.
5.39.5 Development Environment
a) The Contractor shall establish the environment (hardware & associated software) for
experimenting ICF‟s processes.
b) The Contractor shall install and maintain development environment at ICF. The Contractor shall
maintain the technical administration of the servers. The Contractor shall be responsible for taking
backups and ensuring security of backup media.
5.39.6 Initial Trainings
The Contractor shall provide training to ICF‟s teams.
The deliverables for this phase will include signed off documents covering but not limited to
the following
Sl. Project
No. Deliverables
“To-Be” process design document covering:
 Overall Organization design
 Process charts / flow diagrams outlining broad processes and sub-
processes for each function
1  Checks and controls for processes
 Roles and responsibilities for processes
 Business process improvement planned through new process design
 Targeted KPI improvement in “To-Be process scenario”
Technology configuration document outlining:
 Detailed Technical architecture of solution
 Operating System environment and hardware platform
2  Interface with external systems
 System operating procedures
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System configuration document outlining

 Definition of user profile for all functional areas
 Definition of Master / Transaction data structures
3  Definitionofparametersforsystemconfigurationforallapplicationmodu
les and reporting tool(s)
 Standard reports/workflows for each function /module
 Customizationareaswithdetailsofcustomizationscopeandeffortestimate
Data migration strategy
4  Master Data preparation strategy
 Master Data Templates
Project KPI‟s for each business function and KPI monitoring plan:
5  TheBiddershoulddefinetheKeyperformanceindicators,whichwillassi
st in evaluating the success of project.
 KPI Monitoring Plan document.

5.40 Realization Phase
During this phase of project, the Contractor will configure the application as per the System
configuration document prepared in the previous phase of the project. The Contractor team
will carry out the required customization of application to meet the requirements as per the
“To-Be Process” document. Once the system is configured, Contractor should pass the
configured system through its own internal quality processes and provide the compliance
reports to ICF team. The Contractor should populate sample master data in the system and
configure the data integration and interfaces. Some of the important activities / deliverables
during this phase would be:
5.40.1 Interface / Integration development
o Contractor shall develop all the identified Interfaces/Integration as per the Business
Blueprint cutting across the functions and do sample testing.
5.40.2 Custom developments
o Contractor shall develop all the identified Custom developments as per the Business
Blueprint gaps and do sample testing. Any changes necessitated w.r.t. cross-functional
requirements need to be incorporated.
5.40.3 Blueprinted process testing
o Contractor shall test the process after creating the necessary configuration requirements
along with ICF‟s team within the respective modules and record the necessary test data,
testing plan and the output. Wherever a process has interface with other functions, the
process needs to be discussed and revised accordingly and testing has to be repeated.
5.40.4 Unit Testing
o Contractor should test the realized processes along with ICF‟s team within the functional
domain and record the necessary test data, testing plan and the output. Any developments
that are part of functional domain process activities also need to be tested and recorded.
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Any changes necessitated shall be corrected and retested.

5.40.5 Integration Testing
o The Contractor should define the Integration test scripts along with ICF‟s team. These test
scripts will be used for testing based on review and approval of ICF‟s project team.
o The Contractor should populate sample master data in the system along with ICF‟ steam.
o The Contractor shall under take the testing of the data conversion and migration to the new
system, as part of system integration testing along with ICF‟ steam.
o The Integration testing will be done jointly by the Contractor‟s team and ICF‟s core team
and record the test plans, test data and outputs for each activity. Any changes necessitated
shall be corrected and retested.
5.40.6 User Acceptance Tests
Each completed functionality/report shall be tested and certified by the concerned End User.
Contractor is required to fulfill the requirements of the End Users for their acceptance.
5.40.7 Software Upgrade
Contractor will upgrade the ERP Software/Operating System/Third Party Software to the latest
stable version at the end of the realization phase to make the Software up-to-date. Necessary
patches/enhancement packs need to be applied, tested and released for end user testing &
confirmation.
5.40.8 Final Training
The Contractor shall provide training to ICF‟s teams.
5.40.9 Master Data Preparation
Contractor shall carry out the following activities related to Data migration strategy along
with ICF‟s team:
o Mapping existing data with ERP system data structures
o List of data to be migrated with details of granularity (transaction level or consolidated)
o Data conversion procedures (manual, tool based)
5.40.10 Cut-over data migration strategy
Contractor shall carry out activities related to cut-over data migration strategy along with
ICF‟s team.
The deliverables for this phase will include signed off documents covering but not limited
to the following:
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Sl. Project
No. Deliverables
Customization development report
 Functional requirements met through customization
1  Standards followed for customization
 Version control mechanism and current version information
2  Updated Business Blueprint documents (available in central
knowledge management portal).
3 Internal (to Contractor) test result reports for system tests
4 Test Plans / Scripts and Test procedures for unit testing and integration
testing
5 Test result reports for unit testing and Integration testing
6 IssueclosurereportindicatingcompliancetotheissuesidentifiedduringUnit
Test and Integration test
System acceptance report with sign-off from Core team members
7
 End-user documentation /manuals
 Step by step screen recordings ( .sim file or similar )
 System user manuals
8  Configuration documents
 Process charts with roles and responsibilities
Plan for stress / volume testing
 Modules for stress / volume testing
 Scripts for stress / volume testing
9  Data population strategy
 Tools to be used for testing
 Parameters(e.g. response times) to be monitored and target values
to be achieved during stress / volume testing
10 Stress/volume testing results (to be conducted till the desired
parameters/results are achieved)
11 Cut-Over Data migration strategy document.
5.40.12 Final preparation Phase

a) Contractor should prepare and agree with ICF, the detailed plan for Go-Live, modules and
user profile. The Go-Live plan should identify the training requirements and schedule for
training the end-users at different locations and different user departments. The Contractor
should define and agree with ICF, the criteria for Go-Live and the timelines for the same.
b) The Contractor shall undertake data migration from the legacy systems to ICF-ERP solution.
The Contractor along with ICF‟s team shall undertake conversion and migration of
transaction data, master data and cut-over data from the legacy systems.
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c) The Contractor shall undertake the data migration from existing SAP ERP (ECC) system to
SAP S/4 HANA system. The data preparation from legacy system will be undertaken by ICF
team only. However all data uploads to new system will be done by the Contractor only.
d) Some of the important activities / deliverables during this phase would be
5.40.13 Master Data/Cut-over Data Conversion and Migration
a) The Data conversion activity typically includes following elements:
o Strategy for unification of code across ICF organization as appropriate
o Extraction of existing data from legacy systems,
o Cleansing and formatting of data extracted from legacy systems as per the strategy
provided,
o Uploading of the data to new system,
o Creating of new/additional data mandatory in new system.
o Migration of data from SAP ERP (ECC) system to SAP S/4 HANA system.
b) To ensure adequate time is available to prepare the data for conversion & cleaning, activities
of data conversion & cleaning should commence during early stages of the project to avoid
any interruption & idling.
c) The Contractor should submit a high level Data Conversion Strategy Document during the
Business Template stage of the project describing the broad data elements to be converted,
source of the same, target ERP module and the detailed form in which the same will be
converted (i.e. both at transaction level or at balance level and the coverage period). A time
frame for activities such as data collection, cleansing and mapping, developing the necessary
scripts, data migration, testing the same and eventual execution on the Production
environment should also be indicated.
d) Contractor will make available Master/Transaction data in the form of Account Balances,
Open (outstanding) line Items/balances etc in the implemented System at the time of Go-Live.
e) This activity should begin with the Contractor clearly mentioning in their Data Conversion
Strategy Document what is the change in codification system is getting implemented along
with the format in which data is to be prepared for uploading in the Integrated Solution. The
Contractor should be able to assist ICF in understanding the data collection templates and
check the progress of data preparation for all modules on a regular basis. The Contractor
should also help in ensuring that data integrity is maintained for data elements which are
cross-functional / data elements which are required by the Integrated Solution and not a
business need. The tasks to be performed by the Contractor / ICF are tabulated below:
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Tasks Description
Data Identification The Contractor should obtain complete understanding of the data
and Preparation which has to be migrated. The possibility and extent of
summarized historical data which has to be migrated to new
system should also be assessed. This phase will consist of two
steps:
1. Data Profiling - involves studying the source data
thoroughly to understand its content, structure, quality and
integrity. ICF
would assist the Contractor to gain functional knowledge in
carrying out this activity.
2. Data Mapping - Once the data has been profiled, an accurate

set of mapping specifications can be developed based on this
profile considering the data requirements and new codification
standard to be maintained in new system. This activity will be
done by the Contractor.
The combination of data profiling and mapping will essentially be
the first step of the data conversion exercise.
Summarized historical data that needs to be migrated should be
clearly identified which would be uploaded in new system in a
consolidated manner and would be separated from the open
transactional and opening balance data.
Data Cleansing After the data profiling and mapping is done, Contractor needs to
prepare & provide guidelines to identify duplicate / abnormal
entries in database. Based on this, a checklist is prepared and
handed over to ICF for cleaning data.
After the first round checks, ICF takes responsibility for data
sanitization before this can be migrated to new database.
Contractor to do the data conversion/migration after receiving
approval from respective authority.
Data correctness / integrity would be ensured by ICF while
providing the data in the templates
Developing data The Contractor will develop scripts as may be required for data
conversion scripts conversion activity.
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Data Extraction This task includes pulling data from operational and external data
sources in order to prepare the source data for Integrated Solution
during the migration exercise. This step involves creation of data
into the format required by ERP from data which is currently
stored in the electronic / non – electronic format (hardcopies).
This task would be done by ICF.
Data Loading The extracted data shall be loaded by the Contractor to the new
system quality server of ERP data base and after error corrections
to the ERP production database using the utilities or programs
developed (Data Conversion Scripts).
Testing and The Contractor is responsible for testing and verifying the
Verification accuracy of data which is loaded to new system in terms of the
following:
 Number of records created
 Value of the data
 Duplicate data
 Translation of data to new system
5.40.14 Users creation & authorizations

The Contractor shall create all Users as per functional requirement with proper authorizations.
The user authorization matrix need to be prepared and to be given to administration group for
creating the same
5.40.15 End User Training
The Contractor shall also provide hands on training to the end users as per the User Training
Plan. The training should be role based so that the users are confident of executing their
responsibilities post implementation.
5.40.16 Black-out Period
a) The Contractor shall plan that black-out is as minimum as possible as it will hamper ICF‟s
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.
b) The Contractor shall ensure that SAP does the health check before each Go-Live of Phase
locations and give a status report.
The deliverables for this phase will include signed off documents covering but not limited to
the following:
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Sl. Project Deliverables

No.
Communication plan for end-user communication during Go-Live
 Target end-users
1  Areas of communication (e.g.support system,revised process details, etc.)
 Channel of access for communication (e.g. contact person, phone number,
 e-mail ID, etc.)
End-user Training plan
2  Training courses, mode of training, venue of training and schedule of
training
 List of participants
 Trainer details
3 Report on establishment of Helpdesk infrastructure outlining details of
 Help desk infrastructure deployed
 Helpdesk staff / contact details
 Helpdesk service delivery processes
4 Schedule and Criteria for Go-Live (for each module / functional area)
 Parameters to be considered for Go-Live
 Sign-offs required for Go-Live
 KPI target values and KPI monitoring plan
5 Definition of cutover strategy and plan
Data migration report indicating conclusion of data migration as per the plan
6  Data extraction carried out
 Data cleansing under taken
 Data posting on ERP application
 The schedule of data loading (master & cut-over data).
 System administration document
7  Data management and backup procedures
 Security procedures
 User responsibilities
 Backup and recovery plan
5.41 Go-Live and Support Phase
5.41.1 Go-Live
The Contractor shall ensure that all the data to be transferred is done during the black-out period
and new System is released for the operations to ICF. The transactions that are carried manually
during the black-out period shall be ensured by the Contractor for smooth transition to the new
System.
5.41.2 Hyper Care Support
o Handholding/hyper care onsite support shall be provided by the Contractor for the period
of 6 months after Project Go-Live.
o Full project team deployed during the Project implementation is required to be present
during Hyper Care period. All application/technical/other issues arising during the post
Go-live operation of the system will be addressed by the Contractor as per SLA‟s.
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o A period of six months is envisaged, since the system is expected to stabilize during this
period. Bugs/Issues/change requests coming during this period need to considered and
duly addressed by the Contractor.
o The objective of this duration is mainly to help the ICF employees to adapt to the new
system. Changes such as improved validations, minor process/work flow changes,
modifications in user interfaces/reports/interfaces/enhancements/forms etc., must be
addressed by the Contractor.
o In case, a major process change or development of a complex report is necessitated and is
essential for the successful implementation, it has to be undertaken by the Contractor at no
extra cost. However the requirement should have been covered within the ambit of the scope of
the work agreed upon in the Business Blue print/Tender document.
o The system should be stabilized during this period and the ICF users must be able to perform
their day to day activities as envisaged in the tender.
o The end users should be made aware of the support infrastructure and support access
methodology. The changes that arise during the implementation of phases shall be carried out
to the Business Template. It is assumed that during this phase, the entire system would be
stabilized at the end of Hyper Care support.
5.41.3 End User Certificate
a) During the Hyper care Support period, for each Major Module, an End User Certificate need to be
obtained from the respective Head of Departments.
b) Contractor need to resolve all issues/bugs/defects identified in order to satisfy the End Users and
obtain a sign off.
5.41.4 Post Implementation Support
a) Post implementation support will become effective for the complete application from the date of
completion of „Hyper Care‟ Support and shall remain applicable till the completion of one year.
b) Technical support for ERP and other systems will be provided 6 days a week; standard day shift
support with call response time as specified in Service Level Agreement. Local holidays of ICF
will be applicable.
c) ICF reserves the right to extend the support for an additional period of 2 years, after completion of
post implementation support period as considered necessary, on the same rates that have been
quoted under Optional items of Schedule of Rates (Para 11.0 C).
d) The following will be the scope of the application system support:
o Installation/re-installation/upgrade of SAP ERP & Database, Operating System and other
software/firmware upgrades
o Configuring and re-configuring the application systems.
o Maintain the application systems in fit and working condition for the beneficial and optimal use
of ICF.
o Ensure performance parameters indicated as part of scope of the Project
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o Application of patches/updates/upgrades to the Application Systems with due testing and

release for production users.
o Troubleshooting and Resolution of bugs/issues
o Attending Change requests from users
o Deploy and Operate a suitable Help Desk system
e) All change requests from ICF users shall be recorded and attended in time frame mutually agreed
by ICF and Contractor. However the change requests shall be restricted by ICF to the implemented
portions of the applications modules deployed in SAP ERP and third party-solutions implemented.
Change requests will cover configuration changes, process changes, report changes and also new
Reports. The development objects required for accomplishing a Change request shall be created by
the Contractor.
5.41.5 Performance Testing & Tuning
a) Performance Testing will take place at ICF‟s site as per the approved Performance Testing
plan. At the beginning of this phase, the performance testing benchmark environment, the
performance requirements and the method of conducting the performance testing to determine
system performance against the response time targets will be specified by the Contract or in
consultation with ICF.
b) If as a result of performance testing, ICF 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 Contract or and such cost shall not be reimbursed by ICF.
c) The Contractor has to perform stress testing and load testing, as well assist ICF in performing
the same. The Contractor should use a tool to simulate post-go live environment for the same.
Indicative Response Time Performance Criteria
All ERP Users

User Activity to be guaranteed by the contractor LAN INTERN
Users ET Users
Menu Navigation – Displaying the appropriate menu as per < 1 sec < 2 sec
defined user role and profile
Screen Opening – Display of the selected data entry screen < 2 sec < 5 sec
from the menu
Field Navigation – Navigation between different data entry < 1 sec < 3 sec
fields in the Screen
Look up response – Display of items from a List of Values < 1 sec < 10 sec
Look up response – To display items from table <5 sec < 15 sec
Screen Navigation – Navigation between different data < 1 sec < 13 sec
entry screens (from one to another)
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Transaction Commit – Transaction saving after completing < 2 sec < 20 sec
the data entry
Query retrieval – Online query entered by the user
Simple query (data from single table/ view) < 5 sec < 12 sec
Medium Complexity query (data from two tables/ views) < 8 sec < 15 sec
High Complexity query (data from more than two tables/ < 15 sec < 20 sec
views)
Reports response – Report fired by the user from the
Report Generator
Simple Report (report spooled from single table/ view) < 10 sec < 20 sec
Medium Complexity report (report spooled from two tables/ < 30 sec < 45 sec
views)
High Complexity report (report spooled from more than < 1 min < 3 min
two tables/ views)
5.42 Help Desk Support
a) Contractor is required to create and maintain a dedicated onsite Help Desk / hotline that will
resolve problems and answer questions that arise from the use of the ERP solution as it is
implemented. This will come into existence from end of Realization phase till the end of
support period.
b) The help desk support to users shall be provided for all ICF working days from 7:00 AM to
7.00 PM. The details regarding telephonic support will be carefully considered, as this will
have effect on the support response to ICF system end-users. The Contractor response and
resolution time will be the basis for end-user support time in ICF‟s service level agreements
with the Contractor.
c) The Contractor is required to provide a suitable software for complete Management of Help
Desk. Such Software, preferably, should be a standard, widely used, capable of handling post
ERP implementation scenarios, customized to ICF requirements.
d) Below is the Indicative response & resolution time matrix and shall be finalized by the
Contractor and ICF:
Support Criteria Maximum Resolution
Category Response Time
Critical The system cannot be used for
normal business activities. There 30 90
is certainty of financial loss to Minutes Minutes
ICF.
Urgent There is a problem with part of
the system, which impacts on
ICF‟s decision making. No 1 Hour 4 Hours
viable workaround is available.
There is a likelihood of financial
loss.
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High The efficiency of users is

being impacted, but has a viable 4 Hours 2 days
work around.
Medium A low impact problem that
affects the efficiency of users but 5 Hours 5 days
has a simple workaround.
Low A fault, which has no particular
impact on processing of normal 8 Hours 10 days
business activities.
5.43 SLA Exclusions:
a) The time lost due to any of the following causes shall not be included in calculating
“Resolution Time”:
o Time lost due to power or environmental failures
o Time taken to recover the equipment because of power or environmental failures.
o Time taken for scheduled maintenance/troubleshooting (including backup and restore times)
either for preventive purposes or improvement in function or other purposes.
o Time taken for reconfiguration or other planned down time situations.
o Scheduled shutdowns as required by ICF. The Bidder may also request ICF for a shut down for
maintenance purpose, which request will not be denied unreasonably by ICF.
o Time taken for booting the systems.
o Time taken to get approval from all stakeholders for the exclusive availability of system for
support activities where the prospective solutions can be tested prior to promotion into
production.
o Time taken for ICF to approve the work around or fix.
o Time taken by the third-party contractors and service providers for fixing a product related
fault/ defect, replacement of part(s), or responding to clarifications.
b) In the event ICF‟s users are not defining the severities, the Contractor‟s team will analyze the
problem and will set appropriate severity to the problem. In case if the Contractor‟s support
team does not agree with severity defined by ICF‟s user then all such disagreements will be
discussed with Project Manager from ICF.
c) Other key factors to be addressed will be as follows:
o The escalation procedure for handing significant issues.
o Thechannelsforcontactingthehelpdesk(telephone,toll-freenumber,email,etc.).
o Depth and breadth of help desk personnel (as well as 2nd and 3rd level support) knowledge and
skills.
o Stability of help desk staffing.
o Quality and responsiveness of help desk personnel (this may be ascertained from client
satisfaction survey data from the bidder‟s existing client base if available or through direct
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conversations with reference customers).

d) If ICF feels that the help-desk is not suitably staffed, ICF reserves the right of securing
additional consultants for Help Desk. ICF also reserves the right of altering the composition
of the help desk team, if required.
5.44 Phase Deliverables
The deliverables for this phase will include signed off documents covering but not limited to the
following
Sl. Project Deliverables
No.
1 Issue log and issue resolution during the Go-Live
2 Go-Live sign-off document as per the criteria set for Go-Live
3 Issue log and resolution with details of
 Time of issue registering and resolution
 ICF‟s personnel who raised the issue
 Category of calls (system query / process query / system issue)
4 KPI achievement report
 KPI planned vs. achieved
 Actions required to achieve the KPI‟s
5 Sign-offfromendusersforclosureofallissuesraisedduringthepostimplementation
Period
6 Finalsubmissionofdocuments(afterincorporatingthechangesundertaken
during the entire project)
 “To-Be” process design
 Technology configuration document
 System configuration document
 End user documentation
 System administration document
5.45 Business Intelligence & Dashboards – Managerial Reports
a) The Contractor shall establish the Business Intelligence (BI) landscape during the realization
phase of the project. All the data of ICF going Live shall be moved to the BI platform. The
Managerial reports and dashboards shall be realized and released for working.
b) BI database updation shall be at pre-defined frequencies automatically. The Contractor has to
keep provisions of incremental changes in BI from ERP data whenever required.
c) The solution should have capability of providing on-line information to facilitate tactical and
operational decision-making. It should be possible for ICF to configure a Business
Intelligence Dashboard visually representing the key organizational performance data in a
user-friendly manner.
d) Contractor shall create a portal for BI dashboards, scope not limited to:
o Development and deployment of well-designed interface which includes user administration,
security and development features to create and maintain reports, charts, etc.
o Sharing of reports/queries, through portal, across the enterprise based on role based access.
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o Creating a Business Intelligence dashboard personalized by job role.

o Development of charts and/or reports representing key performance indicators(KPI‟s)
o Ability to access the reports on Mobile Devices (Device Independent).
o Access to dashboard applications to users based on predefined criteria.
5.46 Implementation of Audit/review findings
The Changes arising out of SAP reviews, in order to bring execution in line with original
proposal, at any stage of the project have to be incorporated after discussion of SAP, Contractor
and ICF without additional cost to ICF.
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6.0 Technical Specifications:

6.1 Baseline Hardware Sizing
Server sizing for estimation purpose - Baseline figures
Sl.No %Distribution Base Additional Recommended RAM Minimum Disk (GB) Remarks
over multiple SAPS at Loading SAPS at 65% (GB) Internal -
servers 65% on Base CPU Disk (GB) - Database
CPU SAPS OS & SWAP
1 Development Landscape
1.1 S/4HANA Instance 128 640
1.2 BW HANA Instance 128 640
1.3 SAP S/4HANA
16
Application System 4258 48 150
1.4 SAP BW Application
12
System 3000 36 150
1.5 SAP Business Objects
24
1.6 SAP Fiori Frontend Server 3500 16 48 350
1.7 SAP Process Orchestration 3000 12 36 300
1.8 SAP Enterprise Portal 3000 12 36 300
1.9 SAP 3D Visual Generator 3000 12 36 100
1.10 SAP Content Server (DMS) 2500 12 36 100
2 Quality Landscape
2.1 S/4HANA Instance 256 1280
2.2 BW HANA Instance 128 640
2.3 SAP S/4HANA
36
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2.4 SAP BW Application

12
System 3000 36 150
2.5 SAP Business Objects
44
2.6 SAP Fiori Frontend Server 3510 16 48 350
2.7 SAP Process Orchestration 3000 12 36 300
2.8 SAP Enterprise Portal 3120 12 36 300
2.9 SAP 3D Visual Generator 3000 12 36 200
2.10 SAP Content Server (DMS) 2500 12 36 100
Production Landscape
3 SAP S/4HANA System
13100 30% 17030
(incl. FLM, BPC, ECTR)
3.1 HANA Database Instance
512 2560 HANA Cluster
(x 2)
3.2 Application Central ASCS Cluster
20% 2620 3406 28 84 100
Instance with Multiple
3.3 Application Servers Application
80% 10480 13624 108 324 150
Servers
4 SAP BW on HANA 2500 30% 3250

4.1 HANA Database Instance
128 640
(x 2) HANA Cluster
20% 500 650 4 12 100
80% 2000 2600 20 146 150
Servers
5 SAP Business Objects 17100 30% 22230

5.1 Database Instance 4100 5330 44 176 200 DB in Cluster
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5.2 Intelligence Tier 6000 7800 64 256 150

Multinode
5.3 Processing Tier 4400 5720 44 176 150
Cluster
5.4 Web Tier 2600 3380 28 112 100
6 SAP Fiori Frontend

5400 30% 7020
Server
6.1 Database Instance 30% 1620 2106 16 48 400 DB in Cluster
30% 1620 2106 16 48 100
70% 3780 4914 40 146 150
Servers
7 SAP Process
4 Core
Orchestration
7.1 Database Instance
DB in Cluster
7.2 Application Central
and Multiple
Instance
App Servers
7.3 Application Servers
8 SAP Enterprise Portal

4800 30% 6240
System (ESS,BW)
8.1 Database Instance 30% 1440 1872 16 48 200 SCS/DB Cluster
8.2 Application Central with Multiple
30% 1440 1872 16 48 100
Instance Application
8.3 Application Servers 70% 3360 4368 36 108 100 Servers
9 Web Portal for

Employees/Customers/Ve 6000 30% 7800
ndors
9.1 Database Tier 30% 1800 2340 20 60 200
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9.2 Master Server 70% 4200 5460 44 132 50
10 SAP Content Server

6000 30% 7800
(DMS)
10.1 Active Database Instance 100% 6000 7800 32 96 300 Active - Passive
10.2 Passive Database Instance 100% 6000 7800 32 96 300 Database Setup
11 SAP Solution Manager With Basic

9000 9000
Configuration
11.1 Database Instance + TREX 100% 4000 4000 32 500
11.2 Solman App. Server.
100% 3000 3000 24 150
(ABAP)
11.3 Solman App. Server.
100% 2000 2000 16 150
(JAVA)
12 Additional Components
12.1 Web Dispatcher Load Balance
4000 16 50 HTTP Requests
12.2 Reverse proxy In case of
4000 16 50 Internet scenario
Note
Please note that items 1.9., 2.9., & 8 have been included only for hardware sizing purposes though SAP 3D Visual Generator and SAP ESS are not
part of the current implementation
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6.2 Baseline Hardware Specifications

a) HANA Appliance (One each for HANA/BW Production & Fail-over)
These specifications are applicable to Server for HANA Production, Failover
S. Item Specification Compliant Remarks

No. (Y/N)
1 System SAP Certified Single Node Scale-up HANA

Appliance with latest Intel Xeon Skylake Processor
2 Processor Appliance should be proposed with any of the
following processor as supported by SAP for HANA
Certified Appliances on Intel Xeon-Platinum 8180 (2
X 2.5GHz/28-core) or higher processor model
3 Memory Appliance should be configured with the required
memory. Required memory should be at least 768 GB
of RAM. The required memory to be proposed using
either 64GB or 128GB DIMM only
Proposed Appliance memory configuration should be
certified as published & listed by SAP on public site
SAP HANA Hardware directory(as listed on
https://www.sap.com/dmc/exp/2014-09-02-hana-
hardware/enEN/appliances.html)
Proposed Server's Memory Configuration should be
configured for maximum Performance and RAS
-- Memory should be configured uniformly across
all Memory Controller & Memory Channel
4 Scalability Processor proposed for HANA appliance
configuration should be Certified for SAP HANA and
Scalable to minimum 3TB RAM
Offered Appliance Configuration must be proposed
with Storage capacity that supports maximum HANA
Memory Scalability required
5 Disks for OS At least two numbers of internal SAS/SSD Drives of
the recommended capacity for OS with RAID-1
configuration
6 Usable Storage for Offered Storage configuration with HDD / SSD
HANA Database drives based capacity & RAID configuration should
& Logs provide usable File System space required for the
Maximum Memory Scalability Proposed, as
published & listed by SAP on public site SAP HANA
Hardware directory( listed on
https://www.sap.com/dmc/exp/2014-09-02-hana-
hardware/enEN/appliances.html)
Page 102 of 293

7 Networking Minimum 4 * 10GbE or better Ethernet ports and 4 *

1GbE or better Ethernet ports across Redundant
Controller Pairs
8 Operating System SUSE for SAP Ver 12 SP2 or better as Certified With
Latest SAP HANA 2.0 SPS or better
9 System Factory Integrated Certified Appliance only must be

Integration offered with following configured as per Best Practice
Operating System installed, configured & tuned for

SAP HANA Software
Operating System should have network configured as
per ICF's intent / Actual IP Addresses / Subnets
Installed SAP HANA Software with requested
version & initial Database created as required
System should be handed over to SAP Basis Team
within 10 man-days from the Data Server is Racked,
Powered-ON and physically connected to the
Network
10 High availability Proposed appliance should be able to configure in the
solution HA mode. The HA solution between 2 HANA
appliances should be integrated with cluster SW and
HANA System Replication.
The HA solution should provide the automated

failover functionality in case of any :
1. Hardware failure in the appliance
2. OS failure
3. Network / Link failure
4. Database failure
5. Failover of Active Database instance from Primary
node to Secondary Node and vice-versa
6. The Cluster software should support Disk based or
Server Node Based Quorum OR similar
implementation to prevent “split-brain” scenarios in
Cluster Setup
11 Cluster network The heartbeat network, required to setup the HA
solution, should be separate from the actual Data and
User network.
12 High Availability / Proposed appliance should also be able to configure
Disaster Recovery the Failover to Standby HANA DB at Primary Site.
Though DR is not part of the current proposal, the
proposed DC equipment should ready for replication
to DR Site.
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13 System monitoring Proposed Infrastructure should have dedicated remote

& Management management functionality; The management of
Infrastructure should include following,
1. Must have the capability to provide proactive
notification of actual or impending component failure
alerts.
2. Automatic event handling should be supported to
configure actions to notify appropriate users of
failures through e-mail, SMS etc.
3. Automatic event alert forwarding to OEM remote
support center and proactively call-logging system.
14 Power Supply & Power supplies and Fans should be redundant and
Fan hot-swappable
15 Factory The offered HANA appliance should be fully
Integration configured and integrated by the OEM factory. The
Operating system and HANA image installation and
configuration should also be factory integrated and
there should be no field activity for this configuration.
16 Appliance The offered appliance should be under HANA
Support support team of the OEM, who will be single point to
support to resolve any kind of Hardware, Operating
system, Network, Storage, related issues in HANA
Server.
17 Support services Minimum 5 year 24*7 support with commitment of
replace failed HW within 6 hour
18 Remote service Proposed SAP Certified HANA System should be
connected to OEM's Remote Service offering for
Proactive Monitoring of HW / OS / Storage,
Automated Call Logging, etc
19 Proactive Services Systems to include the following OEM Services over
5 year period for All HANA Appliances
1. Remote/Onsite Heath Check Service & it's Report
minimum once every 12 months
2. Complete Server, Storage, Network HW and
Firmware minimum once every 12 months
3. OS Patch and OS Security Patch Assessment
minimum once every 12 months
4. Linux Operating system Upgrades over the 5 year
support period - As may be required for dependency
with HANA Version Upgrade
Page 104 of 293

b) SAP Application Server (HANA Non- Production TDI, Application and Other Servers)
Item Description of Requirement Compliance Remarks

Rack Mountable Server (at least 4 socket) with latest Intel
System Xeon Scalable processor Tailored Datacenter Integration
Compute Block. Not more than 4U
System should be quoted with Two numbers of latest
generation Intel Xeon-Platinum 8180 (2.5GHz/28-core)
Processor
processor or better, and should be scalable to at least four
processors in the future
Motherboard Intel C621 Chipset or better
System should support at least 48DIMM slots.
System should be quoted with 512GB DDR4 memory
Memory
operating at 2600 MHz or better, using 128 GB OR 64 GB
Memory modules
Server should support at least 24 SFF HDD/SSD

HDD Bays System should be quoted with 2 x 1.8TB SAS 12G
Enterprise 10K SFF Hard Disks or better
System should be quoted with PCIe 3.0 based 12Gb/s SAS

Raid Controller or better with RAID 0/1/1+0/5/50/6/60/1
Advanced Data Mirroring with 2GB battery backed write
Controller
cache (onboard or on a PCI Express slot)
Storage Controller should support security features

Server should be supplied with the following networking
Networking cards:
features 2 nos x 2-port 10G SFP+ or better network adapter (with 4
nos 10G transceivers)
FC HBA 2 nos of 16Gb or better Single Port Fibre Channel Host Bus
Adapter Adapter
Serial - 1
Interfaces
USB 3.0 Ports - 5 total
Bus Slots System to be Quoted with Mimimum 7 PCI-Express slots
Power System should have redundant power supply to support the
Supply full configuration
Fans Redundant hot-plug system fans
Page 105 of 293

PCIe 3.0 Compliant

PXE Support
Industry WOL Support
Standard Microsoft® Logo certifications
Compliance USB 3.0 Support
UEFI (Unified Extensible Firmware Interface Forum)
SMBIOS
 Security feature to ensure servers do not execute

compromised firmware code
 Configuration upgrades should be only with
cryptographically signed firmware and software
Support for preventing the use of insecure
algorithms
 Tamper-free updates - components digitally signed
and verified
 Secure Recovery - recover critical firmware to
System
known good state on detection of compromised
Security
firmware
 Ability to rollback firmware
 Secure erase of NAND/User data
 Chassis Intrusion detection option
 Should have a cyber resilient architecture for a
hardened server design for protection, detection &
recovery from cyber attacks
 Should provide for features that ensure effective
protection, reliable detection & rapid recovery
Latest
Operating  Windows Server
Systems and  VMware ESXi
Virtualization  Red Hat Enterprise Linux (RHEL)
Software  SUSE Linux Enterprise Server (SLES)
Support
To be supplied with latest SUSE Enterprise Linux OS
Operating
certified by SAP for the HANA appliance (SLES for SAP
System
Applications 1-2 Sockets Unlimited VM5Yr)
Virtualization To be supplied with latest Vmware Vsphere Standard
Software Edition license along with the management software
System should support security features on both the internal
Secure
storage and cache module of the array controllers
encryption
Warranty 5 year Pro-active 24x7 OEM support
Page 106 of 293

1. Should support booting up of Server only through

secured firmware.
2. Should protect against firmware which executes
before the OS boots
3. Signed firmware updates
4. Should provide system lockdown feature to prevent
Firmware
change in system firmware image(s) & prevent
security
malicious modification of server firmware
5. Should maintain repository for firmware and drivers
recipes to aid rollback or patching of compromised
firmware. Should also store Factory Recovery recipe
preloaded to rollback to factory tested secured
firmware
6. System remote management should support browser
based graphical remote console along with Virtual
Power button, remote boot using USB/CD/DVD
Drive. It should be capable of offering upgrade of
software and patches from a remote client using
Media/image/folder; It should support server power
capping and historical reporting and should have
support for multifactor authentication
7. Server should have dedicated 1Gbps or better remote
management port
8. It should be possible to use Remote management
port to rollback/patch faulty firmware
Embedded
9. Server should support agentless management
Remote
10. Server should have a mechanism for diagnosing
Management
problems and delivering rapid resolution when
and firmware
system failures occur
security
11. Applications to access the server remotely using
popular handheld devices based on Android or
Apple IOS should be available
12. Should provide remote firmware update
functionality. Should provide support for Java free
graphical remote console.
13. Should support managing multiple servers as one
14. Should offer flexibility by offering support for
RESTful API integration
15. System should support embedded remote support to
transmit hardware events directly to OEM or an
authorized partner for automated phone support
Software should support dashboard view to quickly scan the
Server managed resources to assess the overall health of the data
Management center. It should provide an at-a-glance visual health
summary of the resources user is authorized to view.
Page 107 of 293

The Dashboard minimum should display a health summary

of the following:
• Server Profiles
• Server Hardware
The Systems Management software should provide Role-
based access control
Management software should support integration with
popular virtualization platform management software like
vCenter
Should help provide proactive notification of actual or
impending component failure alerts on critical components
like CPU, Memory and HDD.
Should provide an online portal that would be accessible
from anywhere. The portal should provide one stop, online
access to the product, support information and provide
information to track warranties, support contracts and status.
Should help to proactively identify out-of-date BIOS,
drivers, and Server Management agents and enable the
remote update of system software/firmware components.
The Server Management Software should be of the same
brand as of the server supplier.
Offered solution will include required integration with
Compatibility existing HPE 3PAR Storage 8200C model that is in already
in use (with 7TB of free storage space available)
c) Network Switch
S Compliance
Specifications Remarks
No Yes / No
1 Architecture
Shall be 19" Rack Mountable
The switch should support Dual hot-swappable power supplies
The switch shall support up to 24 x 10G SFP+ Ports and day one
have 16 x 10G ports populated with required trancivers
1 RJ-45 serial console port
1 RJ-45 out-of-band management port
2GB SDRAM and 1GB flash and 13.5 MB Packet buffer size
Shall have switching capacity of 480 Gbps and stacking capacity of
320 Gbps day one
Shall have up to 280 million pps switching throughput
The Switch should support 64000 MAC address
2 Software Defined Networking (SDN) Capability
OpenFlow protocol capability to enable software-defined networking
Page 108 of 293

Allows the separation of data (packet forwarding) and control (routing

decision) paths, to be controlled by an external SDN Controller,
utilizing Openflow protocol
3 Features
The switch should support HTTP redirect function
The switch should support User role to defines a set of switch-based
policies in areas such as security, authentication, and QoS. A user role
can be assigned to a group of users or devices, using switch
configuration
The switch should support Per-port tunneled node
4 Quality of Service (QoS)
The switch should support Advanced classifier-based QoS to
classifies traffic using multiple match criteria based on Layer 2, 3, and
4 information and apply QoS policies such as setting priority level
and rate limit to selected traffic on a per-port or per-VLAN basis
The switch should support Layer 4 prioritization to enable
prioritization based on TCP/UDP port numbers
The switch should support Class of Service (CoS) to set the IEEE
802.1p priority tag based on IP address, IP Type of Service (ToS),
Layer 3 protocol, TCP/UDP port number, source port, and DiffServ
The switch should support Port-based rate limiting to provide per-port
ingress-/egress-enforced increased bandwidth
The switch should support Classifier-based rate limiting to use an
access control list (ACL) to enforce increased bandwidth for ingress
traffic on each port
The switch should support Reduced bandwidth to provides per-port,
per-queue egress-based reduced bandwidth
The switch should support Remote intelligent mirroring to mirror
selected ingress/egress traffic based on an ACL, port, MAC address,
or VLAN to a local or remote switch anywhere on the network
The switch should support Remote monitoring (RMON), Extended
RMON (XRMON), and sFlow v5 to provide advanced monitoring
and reporting capabilities for statistics, history, alarms, and events
The switch should support Traffic prioritization allows real-time
traffic classification into eight priority levels that will mapped to eight
queues
5 Management
The switch should allow assignment of descriptive names to ports
The switch should support IEEE 802.1AB Link Layer Discovery
Protocol (LLDP)
The switch should leverage RADIUS to link a custom list of CLI
commands to an individual network administrator's login for an audit
trail documents activity
The switch should support Multiple configuration files to store easily
to the flash image
Page 109 of 293
The switch should support Dual flash images to provide independent

primary and secondary operating system files for backup while
upgrading
The switch should have Out-of-band Ethernet management port to
enable management over a separate physical management network
and keeps management traffic segmented from network data traffic
The switch should support Zero-Touch ProVisioning (ZTP)
The switch should support Unidirectional Link Detection (UDLD)
6 Connectivity
The switch should support Jumbo frames on Gigabit Ethernet and 10-
Gigabit Ethernet ports
The switch should support Auto-MDIX
The switch should support follwing IPv6 feature
IPv6 host: enables switch management in an IPv6 network
Dual stack (IPv4 and IPv6): transition IPv4 to IPv6, supporting
connectivity for both protocols
MLD snooping: forward IPv6 multicast traffic to the appropriate
interface
IPv6 ACL/QoS: support ACL and QoS for IPv6 traffic
IPv6 routing: support static, RIPng, OSPFv3 routing protocols
6in4 tunneling: support encapsulation of IPv6 traffic in IPv4 packets
Security: provide RA guard, DHCPv6 protection, dynamic IPv6
lockdown, and ND snooping
7 Performance
The switch should support Selectable queue configurations to allow
for increased performance by selecting the number of queues and
associated memory buffering that best meet the requirements of the
network applications
The switch should support Energy-efficient Ethernet (EEE) support:
reduces power consumption in accordance with IEEE 802.3az
8 Resiliency and high availability
The Switch should support stacking up to 9 Switch and support up to
336 Gb/s of stacking throughput. The Switch support Ring, chain, and
mesh stacking topologies
The Switch should support Virtualized switching to provide
simplified management as the switches appear as a single chassis
when stacked
The switch should support Virtual Router Redundancy Protocol
(VRRP)
The switch should support Nonstop switching and routing
The switch should support IEEE 802.3ad Link Aggregation Protocol
(LACP) and support up to 144 trunks, each with up to 8 links (ports)
per trunk
The switch should support IEEE 802.1s Multiple Spanning Tree
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The switch should enable loop-free and redundant network topology

without using Spanning Tree Protocol; allows a server or switch to
connect to two switches using one logical trunk for redundancy and
load sharing
The switch should provide easy-to-configure link redundancy of
active and standby links
9 Layer 2 switching
The switch should support IEEE 802.1ad QinQ
The switch should support VLAN and tagging and support the IEEE
802.1Q standard and 4096 VLANs simultaneously
The switch should support IEEE 802.1v protocol VLANs
The switch should support MAC-based VLAN
The switch should support Rapid Per-VLAN Spanning Tree
(RPVST+)
The Switch should dynamically load balances across multiple active
redundant links to increase available aggregate bandwidth and allow
concurrent Layer 3 routing
The switch should support GVRP and MVRP
10 Layer 3 services
The switch should support Loopback interface address
The switch should support Route maps
The switch should support User datagram protocol (UDP) helper
function
The switch should support DHCP server
The switch should support Bidirectional Forwarding Detection (BFD)
to enable link connectivity monitoring and reduces network
convergence time for static routing, OSPFv2, and VRRP
11 Layer 3 routing
The switch should support Static IP routing for both IPv4 and IPv6
networks
The switch should support OSPFv2 for IPv4 routing and OSPFv3 for
IPv6 routing
The switch should support Policy-based routing
The switch should support Border Gateway Protocol (BGP)
The switch should support RIPv1, RIPv2, and RIPng routing
12 Security
The switch should support Source-port filtering
The switch should support RADIUS/TACACS+
The switch should support Secure shell
The switch should support Secure Sockets Layer (SSL)
The switch should support Port security
The switch should support MAC address lockout
The switch should support Detection of malicious attacks
The switch should support Secure FTP
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The switch should support Switch management logon security

The switch should support Secure management access to deliver
secure encryption of all access methods (CLI, GUI, or MIB) through
SSHv2, SSL, and/or SNMPv3
The switch should support ICMP throttling
The switch should support Identity-driven ACL
The switch should support STP BPDU port protection
The switch should support Dynamic IP lockdown
The switch should support DHCP protection
The switch should support Dynamic ARP protection
The switch should support STP root guard
The Switch should secure management interfaces such as SNMP,
Telnet, SSH, SSL, Web, and USB at the desired level
The Switch should display a customized security policy when users
log in to the switch
The switch should support CPU protection
The switch should provide filtering based on the IP field,
source/destination IP address/subnet and source/destination TCP/UDP
port number on a per-VLAN or per-port basis
The switch should support IEEE 802.1X
The switch should support Web-based authentication
The switch should support MAC-based authentication
authenticates client with the RADIUS server based on client's MAC
address
The switch should support Concurrent authentication modes to
enables a switch port to accept up to 32 sessions of 802.1X, Web, and
MAC authentication
The switch should support Private VLAN
13 Convergence
The switch should support IP multicast snooping (data-driven IGMP)
The switch should support LLDP-MED (Media Endpoint Discovery)
The switch should support IP multicast routing including PIM sparse
and dense modes to route IP multicast traffic
The switch should support Auto VLAN configuration for voice
The switch should support RADIUS VLAN
The switch should support Local MAC Authentication to assign
attributes such as VLAN and QoS using locally configured profile
that can be a list of MAC prefixes
14 Environmental Features
Shall support IEEE 802.3az Energy-efficient Ethernet (EEE) to
reduce power consumption
Operating temperature of 0°C to 45°C
Safety and Emission standards including EN 60950; IEC 60950;
VCCI Class A; FCC Class A
Page 112 of 293

15 Warranty and Support

The below Warranty shall be offered directly from the switch OEM.
Lifetime warranty with advance replacement and next-business-day
delivery
Software upgrades/updates shall be included as part of the warranty
d) Disk-based Back-up Appliance
S Compliance Rema
Item Specifications
No Yes / No rks
Disk based backup appliance with native de-duplication and
compression and replication capability.
1 Capacity Offered device shall be offered with Minimum 34TB of
usable physical space and scalable to at-least 150TB of
usable physical space.
Offered device capacity mentioned above should be
Data
2 protected with hardware RAID-6 for dual drive failure
Protection
protection
Media/target Offered device shall provide emulation of VTL and NAS
3
types target like CIFS with deduplication and compression feature.
 The offered appliance should provide backup
acceleration capability that supports offloading the
deduplication process to the media server or to the
Backup application server itself (source-side dedupe) to increase
Acceleration backup speeds and also reduce bandwidth utilization. (i.e.
4 & the appliance should support source-side dedupe, media
Deduplicatio server dedupe and also target based deduplication
n feature options) that should be flexibly configurable.
 All 3 dedupe modes should be simultaneously supported
on the given appliance.
1. Offered Device shall integrate and utilize ICF‟s existing
tape library and tape drives. In case of issues in such
integration, the bidder will supply required brand new
Compatibilit
5 tape library.
y
2. Offered solution will include required integration with
HPE 3PAR Storage 8200C model that is in already in use
(with 7TB of free storage space available).
The Backup appliance should be provided with plugins to
support backup of SAP HANA databases and integrated with
Application Backint API for SAP HANA for application consistent
6
Integration copies of HANA database to the backup appliance with the
flexibility to provide the HANA Database Administrator to
backup and restore directly from the backup appliance
Page 113 of 293

through HANA Studio or cockpit or CLI.

Proposed backup software and backup appliance should be
SAP certified for SAP HANA backups and restore.
Licenses, if any, required for the desired capability should be
provided with the backup appliance.
I/O Appliance should have Minimum of 2 x 10Gbps Ethernet
7
Interfaces and 2 x 8Gbps FC Ports
Backup The backup appliance should provide a write performance of
Throughput at least 8TB per hour in native mode (VTL) or at least 24TB
8
& per hour and above when used in accelerated backup
Performance environments
Offered device shall have integrated de-duplication license
and shall have optional support for replication to remote
Backup
9 location in a low bandwidth mode so that only unique – Non
Replication
Duplicated data flows to remote location.
Should provide GUI and CLI-based management.

Should provide detailed historical & online performance and
health information about the appliance.
Should provide statistical information about space savings
10 Management
and dedupe ratios of ingested data.
Should provide centralized management capability to
manage multiple appliances (at least 10 appliances) from a
single management GUI.
e) Virtualization Software
 VCentre Standard Edition with 5 year support for servers specified in Sl no. 2 (SAP Application
servers)
 VMware vSphere licenses also to be quoted.
f) Backup Management Solution:
ICF‟s SAP modernization project envisages physical server as well as virtualized environments. The
following capabilities are required
S Specification Compliance Remarks

No Yes/No
1 Both the environments will have to be protected with policy-based backup
scheduling capability and should leverage the common disk-based backup
appliance.
2 SAP HANA data protection solution should be certified by SAP.
3 The virtualized environment, should be protected with native integration
into VMware vCenter for providing control to the administrator to flexibly
configure backup and recovery policies for the virtual environment.
Page 114 of 293
4 The backup protection for virtualized environment should provide for

datastore level, VM level as well as granular file level recovery within a
VM.
5 The solution should have the capability to define specific retention policies
for each of the backups stored on the backup appliance.
6 Proposed backup solution must have inbuilt capability to protect the backed
up disk volume from Malware
7 The offered software must support agent-less backup of virtual
environment including VMware, Hyper-V etc through integration with
their hypervisor managers.
8 The software must provide inbuilt dedupe, compression and encryption
feature to integrate with disk storage
9 Proposed solution should be able to restore deduped data from backup disk
storage even if metadata is corrupted or not available in Media Server.
10 All necessary Licenses required to implement the above capability for SAP
HANA and VMware backup to be provided.
11 The bidder has to provide a detailed compliance and also technical write-up
on how the above backup solution will address HANA and VMware
backups and restoration.
g) Server Rack
S Compliance
Remarks
No Specification (Yes / No)
Industry Standard 42U Server Rack along with required PDUs and accessories
1 with redundancy and of Indian standards
2 The racks should be of server OEM brand
The PDUs should be rated for at least 7.3KVa with integrated overload
3 protection and necessary output circuit breakers.
4 The rack must be lockable on all sides with unique key for each rack.
h) KVM Switch
S Compliance
Remarks
No Specification (Yes / No)
1 It should be rack-mountable
2 It should have a minimum of 8 ports scalable upto at least 24 ports.
3 It should support local user port for rack access.

The KVM switch should be SNMP enabled. . It should be operable from
4
remote locations
Page 115 of 293

5 It should have serial device switching capabilities
6 It should have dual power with failover and built-in surge protection
7 It should support multi-user access and collaboration

Number of KVM‟s proposed should cater to the estimated number of servers
8 /estimated racks. The design arrangement of KVM‟s should not reach to a
tangled cable arrangement
9 It should cater to standards like FCC., CE
i) Mobile Workstation
 Intel Core i7 processor

 32 GB DDR4-2400 SDRAM or better
 128 GB SATA SSD
 1 TB SATA Hard-drive
 NVIDIA Quadro M1200M or similar with 4GB graphics memory
 14 diagonal UHD anti-glare display
 Webcam
 Optical drive
 Wireless LAN
 At least 3 USB 3.0 ports
 Windows 10 Pro Operating System
 Weight not to exceed 2kg
 Wireless Keyboard & Mouse
 Battery life of at least 9.5 hours
 Display port to HDMI adapter cable
 Premium Backpack
Page 116 of 293

7.0 Functional Requirement Specifications:

7.1 General Solution Requirements
Application is required to be developed/configured as per below requirements:
 System shall be designed, developed, configured and implemented as per best practices
adopted industry wide in terms of customization, optimization and reusability of codes
within and across application/Environment.
 The applications should be highly parameterized and configurable to minimize the extent of
code changes in customization
 Should support SOA and should be integrated with industry standard middleware
technology.
 The application should be Unicode compliant with support for Hindi languages.
 Should provide transaction logs and audit trails by date, time, user ID and IP address of
portal application for all functions covered within the application.
 Integrated ERP System application should be integrated across module with no duplication
of data entry, rich in GUI, user friendly & capable to run on web browser and accessible via
LAN/intranet.
 Cross browser testing with no client side settings on two popular browsers such as IE/
Chrome/ Firefox /Safari. It should have graphic reporting and dash board based monitoring
capability.
 Should be accessible from mobile computing devices such as tablet, Smartphone and IP
based assets/equipment on a common infrastructure (like iOS, Android, Windows Mobile)
 Error handling capabilities and help must be incorporated within developed application with
facility of a pop up tool tip message to alert the users on any stage for wrong/ insufficient
entry.
 The applications should be optimized to use minimum usage of resources, network
bandwidth.
 The proposed integrated product should be capable of supporting of security features such as
Authentication, Single Sign-On (SSO), Authorization and Integrated User management.
 The proposed solution should have India Taxation built in by the OEM and not bolted on by
any 3rd party.
 The proposed solution application should be HTML 5 compliant.
 The proposed solution should have in-built capability to define and modify the
organizational process maps.
 The proposed solution should have in-built features & functionality relevant to
manufacturing industry.
 The proposed solution should have pre-built integration with Business Intelligence,
dashboards & KPIs.
 The proposed solution should have pre-built integrations with different business processes/
domains & should have pre-built content capable of providing workflows.
 The proposed solution should have File Life Cycle and document management capabilities.
Page 117 of 293

7.2 Functional Requirement Specifications for Production Management

PRODUCTION PLANNING (PP) MODULE
In Production Planning Module, some of the major processes/activities implemented in the

existing SAP ERP System are:
 Master Data Management

 Material Requirement Planning (customized)
 Production Planning & Scheduling
 Capacity Planning (customized)
 Production Order Release
 Production Control Activities Material Movements(Issue/return)
 Shop Floor Execution – Activity Confirmation
The requirement at present is to migrate the existing processes/activities in SAP ECC system to
the newer S/4 HANA System. There are about 280 Z-reports, 50 Z-screens and 250 Z-tables,
which need to be ported to the new SAP S/4 Hana system.
In order to reap the full benefit of SAP ERP Implementation, the major areas which need to be
reviewed and implemented in SAP ERP System using SAP Standard method:
 SAP Standard Material Requirement Planning

 SAP Standard Capacity Planning
A.1 Function/Process Name: Material Requirement Planning (MRP) Response

A.2 Description :
At present, purchased items (requirements) for production of coaches are
calculated for arriving “Gross Requirements” based current year and next year
Production Programme, as was available in the legacy practice. In the proposed
system, the system should calculate the “Net Requirements” (tender quantity =
Net procurement quantity) apart from calculating Gross requirements in SAP
ERP System. Accordingly, the standard MRP procedure in SAP ERP System
should be implemented.
The MRP procedure should cater to procurement of raw material, semi-finished
items, finished items, supply and installation items, sub-contract items and
outsourcing items.
MRP procedure should also include things, apart from items required for
manufacturing of coaches, other items like tool room requirements, plant and
maintenance items, capital spares, non-stock items, consumable items and spare
items.
A.3 Reports:
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 Gross Requirements as well as Net Requirements including detailed working

sheet for calculation of arriving quantity requirements.
 Report of non-stock (S-1302) Indents.
 Material Availability simulation reports for a given product mix.
 Coverage/shortfall statements.
 Common and Un-Common Items.
 Purchase Requests are to be generated based on the effect of Production
Programme changes and also in coordination with sale order release and
changes in sale order quantity.
 Late charging and advance drawl items details and summary.
 Number of coaches to be made considering available stock of purchased
items.
 WIP of manufacturing, sub-assemblies and Delivery Period (DP) of
purchase items (Dues).
 Month wise out turn programme needs to be evolved, duly considering the
revision of production programme and already dispatched coaches,
dynamically.
 Requirement of items based on month wise production programme, duly
considering the coverage of the item, as immediate, for current month and
quarterly for production targets.
 List of items newly required for procurement when the production
programme changed.
 Report for list of items with Demand Number having shortfall quantity for
tendering purpose.
 Build wise status of Purchase items from initiation to stock on ward.
 Daily Material Details Report.
 Real time Stock and Dues.
 Year wise consolidated report for material consumption with respect to
product variant, etc.
 Follow up Material items list.
 Classification items List.
 Mass scheduled programme to delete unnecessary planned orders which are
being crated.
 Physical stock, Book stock and RB stock report.
 Report on material coverage and material to be required list, for a given
product mix with a given planning period.
 Shelf Life Assignment items list.
B.1 Function/Process Name: Material Number Unification Response
B.2 Description :
 Purchased items are identified by 14-digit Material Number (ULNO in ICF
which includes ward, PLNO, Unit of Measure and Category of Stores). Due
to change of ward, the material number getting duplicated and results in
same item is being identified by different material numbers. The material
numbers are also getting changed due to assignment of temporary ULNO,
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unification of PLNO by Railways. Due to the unification process, new

material numbers are assigned against the old material numbers. The
changes are to be reflected in all the areas where ever material numbers are
involved (e.g. Material Master, Bill of Materials, Purchase Request,
Purchase Orders, Production Orders, Reservations and Others SAP Module
areas, etc.)
 The current practice which is being followed in SAP is to maintain outsource
percentage assignment data through quota management in Bill of Material.
The same item is identified with 2 different material numbers, one for UL
No.(Purchased item) and another for Drawing number(manufactured items).
This creates redundancy of material numbers for identifying a single
material, as arriving at actual stock becomes difficult. This redundancy
needs to be resolved. The Standard SAP industrial practice needs to be
followed and implemented.
 Implementation of bar code for identification and traceability of material.
B.3 Reports:
 Material Number change details and its history of those changes.
 Mapping of old ULNO with new ULNO.
C.1 Function/Process Name: Capacity Planning and Scheduling: Response
C.2 Description :
 At present, capacity planning reports are developed and used in SAP ERP
System based on the Annual Production Programme as it was available in
legacy system. These reports are custom developed as per ICF
Requirements. The trade-wise, shop-wise man power and capacity
requirements are arrived at based on the annual Production Programme. And
these reports do not meet the total current requirements of ICF to meet
dynamic production situations like (changes in Production Programme,
Changes in Design, changes in out-sourcing requirements, in-house/work
contract items etc.) and day-to-day working of ICF. The standard SAP ERP
capacity planning and scheduling process to be implemented.
C.3 Reports:
 The reports available in SAP Standard System for meeting these capacity
requirements and utilization to be implemented to meet the dynamic
situations.
 Managerial statistical reports for capacity utilization (both machine & man).
 Cost and cost variation of products, assemblies, purchase items, etc.
 Reports for work-in-progress status of every work Centre, product, and final
product.
 System of allocation of material and Labour to be reviewed to suggest
changes to ensure concurrent and correct bookings in ERP.
 ERP should be able to give the machine hour requirement and the man hour
requirement and also suggest optimum machine utilization and outsourcing
requirement. Outsourcing proposals should be initiated based on this.
D.1 Function/Process Name: Effect of Changes in Production Programme: Response
D.2 Description :
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 ICF coaches are manufactured as per Annual Production Programme

(Production Demand). The annual production programme is to be captured
along month wise program details including rake matrix. Annual Production
Programme is changed often to meet dynamic production demand and
considering practical constraints/situations. Some of the materials purchased
for the previous production version may become redundant for the coaches
dropped from the earlier revision. Similarly, the items manufactured in-
house also become obsolete and non-usable for those dropped
coaches/builds. Some of the items which are under manufacturing are also
need to be stopped to avoid further obsolescence. The utility of these
purchased materials and as well as manufactured items are to be analyzed for
optimum utilization of these items. The machine utilization is also getting
affected due to these changes in Production Program. The quantity changes
in requirements of out-sourced items are also affect production resources.
Decision support system is to be provided for optimum utilization of these
resources, like material, man and machine capacity to cater to these dynamic
situations.
 ERP should be able to show the impact on the material on hand due to
design change/ drop of builds from production. The authority authorizing the
production change/design change should be able to take an informed
decision and suggest alternate utilization of such materials likely to become
unusable due to such change. If no alternate use can be identified, the action
to transfer/scrap such store can be taken immediately instead of waiting for
the material to deteriorate.
D.3 Reports:
 The change impact on the material which is revised due to this change in
Annual Production Programme.
 Reports for the alternate utilization of such materials likely to become
unusable due to such Programme changes.
 Reports for machine capacity changes due to these changes.
 Reports to assess the effect of mid-year changes in Product Mix in ERP
system – in terms of pending Purchase Request (PR), PO, Material issues to
production and semi-finished items.
 Report for the effect of proposed Production Program changes on the
outsourcing requirement and machine utilization as also Budget requirement
and WMS credits to be realized.
E.1 Function/Process Name: Effect of Change in Design: Response
E.2 Description :
 Manufacturing process changes required are done through changes in
corresponding Routing Data maintained in SAP ERP System. Work Centre
details are also need to be modified in routing due to change in process. The
changes are to be incorporated both in Routing Master and also in already
released Production Orders (transaction data). Facility is to be developed for
Mass change of Work Centre along with Operation Code. Mass change of
Setup time, time/piece for given Drawing numbers and for entire routing.
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 The Design Modification calls for changes in Bill Of Material and also in
already released Production Orders. The System should be provided to cater
to this requirement for mass changes of both master data as well as
transaction data.
 SAP ERP System to show the design change impact on the material which
are revised due to this change in Design Advice. Decision support system is
to be provided to inform management the alternate utilization of such
materials likely to become unusable due to such Design changes. The
System should also indicate machine capacity changes due to these changes.
Impact of Design change of furnishing item on Shell Design and its planning
is to be generated. History of Design changes and addressing system to
facilitate choosing the desirable change based on the situation is to be
reported.
E.3 Reports:
 The change impact on the material which is revised due to this change in
Designs.
 Reports for the alternate utilization of such materials likely to become
unusable due to such Designs changes.
 Reports for machine capacity changes due to these changes.
 Reports to assess the effect of these changes in terms of pending PR, PO,
Material issues to production and semi-finished items
 Report for the effect of proposed Design changes on the outsourcing
requirement and machine utilization as also Budget requirement and WMS
credits to be realized.
F.1 Function/Process Name: Integration of SAP Data with Design PLM: Response
F.2 Description :
 ICF Design Department has Design PLM software, Enovia 2017 X on 3-D
Experience Platform. Additionally X-BOM XFA connecter has also been
acquired for connecting SAP ERP system. In the SAP implementation,
necessary resources and any additional software/application required from
SAP side shall be offered and necessary work has to be carried out for
integrating ICF Designs Department with SAP ERP System.
 Design Bill Of Materials (BOM) are to be integrated with SAP ERP
System. Design drawings are prepared by Design department and copies of
drawings are issued to Process Planning department manually. These
drawings (soft copies) are to be attached to SAP Material master for all
requisite items. Creation of material number, Change Number creation for
revision of drawings (Engineering Change Management) is to be made in
line with design department. Mapping of ULNO with Design BOM/Design
Structure are to be enabled. Where-used-list to be made available year wise,
production programme wise.
 SAP-ERP Master data and Production Order data relation needs to be
maintained
 Alteration Index (Revision level) raising Issue need to be rectified. Presently
Alteration Index (Revision Level) different between “Shell drawings” and
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“Furnishing Drawings”.
 Design cut-in process to be made online. Generation of product structure for
purchased items (ULNO) to be made. The material number
creation/initiation (generation of ULNO) is now done through web based
program. Non-Standard nomenclature of description of material (both short
and long description) is to be made standardized. Version history
maintenance for ULNO (purchased items).
F.3 Reports:
 Design cut-in details
 Design Change Advice List
 Design Material Schedule
 List of Design Changes/Drawing period wise, coach wise, assembly wise,
material wise
 List of Design Alterations made
G.1 Function/Process Name: Sale Order & Production Order Release: Response
G.2 Description :
At present, Production Orders are released at the time of creation of Sale
Order. Supplementary Production Orders are released for the design changed
items or for trade failure items. Separate order type is to be assigned for
monitoring the trade failure items/supplementary orders. Facility is needed
to control the generation of supplementary production orders & posting of
materials for Coach Completed (CC) issued sale Orders. Facility for S1302-
indent items and details are required to be incorporated in Sale order.
Separate functional screens are to be provided for Sale Order Schedule
(Allocation) for both divisions of Shell and Furnishing Divisions. Report for
Production status and material used for coaches with serial number and type,
sale order and sale order item wise. Sale Order completion process is to be
mapped with Standard SAP ERP System. Material drawls / returns (issue to
shop floor through Progress) with respect to PO & Vendors for both supply
& Installation items. System for capturing allowed time/processed time for
supply & installation items are to be mapped. Online authorizations for sale
orders for both Shell and Furnishing Divisions.
G.3 Reports:
 Sale Order Schedule Chart.
 Report for planned material quantities, price and value at the time of release
of sale order.
 Report for material utilization viz. cashed and un-cashed details for
production control office for effective monitoring.
 Report for production material usage details with estimate details.
 Report for outsourced man hour details for a given sale order.
 Report for planned and booked man hour details for a given sale order.
 Report for Enhanced List Of Parts(LOP)
 Report for Enhanced List of Load Centers along with Machinery & Plant
Details
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 Report for Enhanced Material Schedule List along with Outsourced quantity.
 Report showing list of “Purchase Finished”(Outsourced) items for a given
Sale order along with delivery.
 Report for Items passing through Work center and delivery to various shops.
 Report for Enhanced CS13 report without considering Quota assigned, to
ascertain Per Coach Requirement (PCRT).
 Report for Enhanced CS15 List with additional fields, indicating the item
applicability for Current year and Next year against displayed list of items.
 Report for showing items with duplicate component sequence number in
BOM.
 Consolidated Report showing Sale Order No., Production Order No,
Drawing Number, Description, Shop, Quantity, Operation No, Work Centre
No, Work Centre Description, Setup time, Allowed Time, Processed Time
for a given Sale order. Presently different reports available without
consolidation in different screens.
 Report for Consolidated Shell/Coach dispatch details with so far delivered
and balance to be delivered for both Shell & Coaches against Sale order is
required also with respect to Production Programme. Similarly a provision
should be made to account for carry forward shells/coaches from current
year Production programme to next year programme.
I.1 Function/Process Name: Adequate controls in Production: Response
I.2 Description :
 Single sale order release system for both Shell & coaches.
 Single sale order release system for one coach type per year.
 Single Sale Order for Rake(train set) formation (eg. TRAIN18)
 PO-wise-UL-wise -Daily receipt of materials with details (lorry no, vendor-
qty. cost etc., balance to send etc.,)
 Delivery period assigned and synchronized with production program.
 Planned, confirmed, Booked, balance man hours report with different
Percentage of earnings, Sale order wise, production order wise, operation
wise, work center wise, token no wise., etc.,
 Check on material drawl prior to quantity confirmation
 Support for control over Rejection of material at shop floor
 Minimal production loss or Work-in-Progress (WIP) carrying cost due to
stock outs with Efficient inventory monitoring
 Advance appropriate alarms and alerts to nominated/ key functionaries in
case of scarcity of resources or any abnormality
 Operations to be confirmed only if material is drawn.
 Online Monitoring the Shop floor inventory in terms of quantity and value
(WIP) : Material drawn for production and still remaining unused on Shop
Floor, Shop manufactured items, Output of each Shop – Sub-assembly-wise
 Help for production shops to plan day-to-day work
 System for monitoring optimized shop floor inventory.
 Provision for updating production programme /Monthly schedule in standard
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SAP.
 Generating Material and Labour in ERP system according to Production
Program
 Resource requirements based on Production Schedule.
 Advance identification of resource constraints/Bottlenecks in SAP
 Support for capacity planning based on changes in Production Program,
changes in Design, Changes in Out-sourcing requirements, Work contract
items (In house & outsourced)
 Assignment of production operations to men /WorkCentre.
 Tracking details of coach production - Coach History card – from shell
production to final dispatch at Furnishing to user Railway zone & Railway
Numbers.
 Individual coach cost can be ascertained instead of average batch cost
currently calculated
 Provision for handling warranty cases to be available for coaches already
dispatched
 Traceability to men and machine with respect to coach serial number
 Write back order (WBO). Transfer of materials from one Production/sale
order to another Production/Sale Order.
 Coach serial number wise confirmation, material Drawl, incentive booking,
etc.
 In material drawls screen– remarks field for entering some text by progress
team and same as to be shown in all report (as per long text tab in BOM,
routing, prod orders screens)
 Provision for higher cost incurred on particular coach for particular Railway
in a batch order is distributed to all coaches/customers.
 Batch Order Completion Certificate
 Provide/issue completion certificate for the Sale Order (setting of TECO
status to Production Orders) even after the last coach has been turned out.
Control over bookings of material and Labour is to be effected after the last
coach of the sale order is dispatched
 Issue Sale order, with accurate Material/Labour Bookings the Sale order
after Coach out turn.
 In cost reports, there should not be variations in the material content and
Labour hours booked even for the coaches of the same build for batches
closed in the year.
 Physical progress is commensurate with Financial Progress.
 Provide Non-Railway customers from whom mobilization advance has been
collected.
 Provision for Roll-up of cost, from lower-level to higher-level Production
Orders.
 Finalizing Cost Reports – in identifying the real variances and solutions.
 ERP system should be able to point out the bookings that are in variance
with the standard estimated by the design and planning and generate realistic
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cost reports.
J.1 Function/Process Name: Outsourcing: Response
J.2 Description :
 At present, outsourcing/Works contracts are issued outside SAP ERP
System. Complete works contract processing cycle from contract initiation
stage to Payment process is to be done through SAP ERP System. Supply &
Installation items, Supply, Commissioning, testing items etc. are to be
mapped in SAP ERP System. Works contract/service contract are issued
either coach based or measurement based. Accordingly, facility in SAP
system should be available to effect appropriate conversion.
 Production activities are outsourced to contractors for material , labour and
for both supply of material and installation of coach items. These activities
are to be mapped in SAP ERP System for proper planning, execution,
monitoring and cost accountal.
 Adequate support for identifying capacity constraints and drawing up the
outsourcing plan
 Outsourcing proposals are to be arrived at based on man, material and
machine capacity constraints.
 Control over outsourced operations and material in static/dynamic situations
 Mechanism for tracking outsourced Labour to Production Order through
ERP system.
 Accurate Labour Cost (In-house + Outsourced) to be available for a given
Sale Order
 Cost of outsourced Labour is taken to the Top-level Production Order after
payment
 Support for arriving at material outsourcing requirements
 Support for arriving at man hours to be outsourced based on activity-wise,
shop-wise shortfall of capacity (men) with reference to sale order,
Production Program(s).
 All proposals of expenditure connected with Production whether material or
outsourcing supporting data to be generated from ERP.
J.3 Reports:
 Report for excessive outsourcing, when sufficient manpower is available.
 Report for drawl of material for outsourced activities.
 Report for booking of Labour/payment for outsourced work
 Report for outsourcing of Labour requirement–report to be made available
with detailed working sheet, at the time of outsourcing proposal, for
consumption of Finance Department.
K.1 INTEGRATION REQUIREMENTS WITH OTHER MODULES: Response
K.2 Coach Delivery (SD Module):
 At Present, Coach Delivery is done in SAP ERP System. System is not
allowing coach Delivery for OT Booked Holidays. This issue needs to be
addressed, Coaches are delivered with “Serial Numbers”. In Coach
Delivery Screen, only balance coach delivery “Serial Numbers” are to be
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shown duly considering already delivered “Serial Numbers‟.

 SAP standard coach delivery process needs to be implemented with
complete cycle.
 Proper solution for Identification of coach and its production history in ERP
system.
 Feedback and interaction with other railway/non-railway customers.
K.3 Reports:
 Coach Outturn Statement
 Coach delivery/despatch details
 Daily out turn statement, Daily coach position both shell & coaches.
 Allotment of EMU Rake formation and matrix
K.3 Sale Order Authorization (SD Module):
 At present, sales orders are issued through SAP ERP System. Authorization
of Sale Order need to be made fully online by linking all concerned
departments right from initiation to final authorization.
 Facility is to be provided to create Sale Order Schedule Tentative/Actual
based on Production Programme for both Shell & Furnishing Divisions. At
present, separate Sales Orders are released for shell and furnishing divisions.
Common sale order release for both shell and furnishing divisions are to be
mapped along with common serial number. Assignment of shell serial
number, batch quantity and release of sale orders in-line with Furnishing
installations.
K.4 Incentive System (HR Module):
 Incentive System is implemented in SAP ERP System through custom
development Program under HR Module. Operations having Squad work
having more than “two squads” could not run incentive. Artisans staff
getting promotion and incentive claims for the staff is giving loss due to non-
availability of facility to claim incentive difference. Provision must be given
to pass incentive cards for final certification by SSE‟s in-charge. These
issues are to be resolved. Separate login ID for shop in-charge SSE‟s with
master control to have better control over running of incentive cards in SAP
ERP System.
 Problems are faced to use job cards for major assembly items having bulk
timings. Need split-up facility to carry forward the remaining hours due to
spill over of production activities. Presently it is leading to forgo the hours
even after put on work.
 Complete WMR (Workshop Managerial Report in HR Module) are to be
made available in SAP ERP System with details like claimed hours, balance
hours, unclaimed hours etc. for better control and monitoring. These reports
are to be made available in SAP ERP System.
 In incentive screen- remarks field for entering some text by progress team
and same as to be shown in all report (as per long text tab in BOM, routing,
prod orders screens).
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K.5 Cost Estimate (SD Module):

At Present, Cost estimates are prepared for individual builds through SAP ERP
System. Complete estimate preparation for the annual production programme is
not available in SAP ERP System. Estimate formats are generated through PDF
format. These reports are to be developed through Excel Format. The working
sheet for calculation of arriving at allowed hours are to be provided. Additional
fields for maintaining of scrap rate in ERP system for cost estimate purpose are
to be provided. The estimates for NRCs (Non Railway Customers) and new
types of coaches are prepared manually now. ERP System should generate
complete cost estimate for these requirements. Revised Estimates are to be
generated by the system based on the material requirements of revised changes
in production programme. ERP should be capable of generating Estimates for
Material and Labour (and by extension Machine load) detail.
K.6 Sale Order Costing (CO Module):
 Planned and Actual cost estimate are to be generated from SAP ERP System
for sale order and sale order item number. While releasing Production
Orders, “CSER (Cost Calculating Errors) Error is thrown out and this issue
needs to be addressed. In-house estimate for given production order number
like sale order, Paper Ticket Work Order (PTWO) orders, Spare Work
Order, Rework Order and Maintenance Work Order), Reports on Man hours
comparison between current and previous completed sale order of same type
in which, item wise, operation wise comparison required with incentive
earned percentage, Actual Sale order Cost and WGR Reports are to be made
available from SAP ERP System.
 Sale Order cancelation/Short closing procedure is to be made simple.
Whenever Sale order is Short closed a mass program is required to change
all the related „Production Order‟ quantity to the short closed quantity.
Report program generating list of over drawn items (materials) for short
closed Sale Orders. SAP Program to be developed for giving „write back‟ of
over drawn materials from „short closed‟ Sale Order to current Sale Order
within the cost center (drawl shop). Facility to register „write-back‟
particulars and its retrieval in SAP ERP System is to be provided. Facility to
cancel released sale order needs to be provided. Presently this facility is not
available.
 Whenever sale order is cancelled the „Serial Numbers” assigned should also
be cancelled. Because the same “serial Number” needs to be given for the
same Installation Drawing for another Sale Order. Additional Consolidated
Shell/Coach Dispatch Details with so far delivered and balance to be
delivered for both Shell and Coaches for Sale Order issued.
K.7 Systemic support required for framing Budgets (CO Module):
 Production Program, BOM & Routing should form the basis for framing the
Mechanical department‟s Budget.
 Budgeting for Capital Items (Plan-heads) should be based on other Programs
( Works Program, Machinery &Plant Program)
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K.8 Batch Order Comparative Statements (CO Module)

 Material/Labour booking for the same build of coaches in sale order.
 Physical progress/Financial progress
 ERP system should provide the bookings that are at variance with Standard
estimated by Design & Planning Module and generate realistic cost Reports
K.9 Estimate/Control of Project cost (CO Module);
 Mechanism for estimating project costs for competitive bidding
 Estimates for Non-Railway Customers (NRCs) and new type coaches in
ERP system.
 Larger projects such as Mumbai Rail Vikas Corporation (MRVC), Sri Lanka
Project spanning across multiple fiscals in ERP system (physical and
financial progress to avoid Less/Over booking).
 Formation of procedure for Budget formulation and monthly physical and
financial reviews incorporated in ERP.
 Change in environment viz. Market borrowing, increase in NRC component
of product mix, implementation of GST and Accural accounting.
QUALITY MANAGEMENT MODULE:
In Quality Management Module, the following major activities have already been configured and
implemented in SAP ERP System.
1. In-Process Material Inspection

2. In-Coming Material Inspection
The requirement at present is to migrate the existing processes/activities in SAP ECC system to the
newer S/4 HANA System. There are about 30 Z-reports, 30 Z-screens and 50 Z-tables, which need to
be ported to the new SAP S/4 Hana system.
In order to reap the full benefit of SAP ERP Implementation, some of the areas which need to be
revisited are as follows:
L.1 Function/Process Name: In-process Inspection Response

L.2 In-Process Inspection with External Serial Number:
Safety items manufactured in-house are assigned with unique Serial number for
identification and traceability purpose. SAP ERP System is to be mapped to
generate serial numbers for identified major assemblies like (Roof, Under
Frame, Body Shell, etc.). At present, all the items with serial numbers are
assigned during result recording time. During Result recording, the Serial
(Unique) number failed in an Operation is being listed for Result Recording in
Subsequent operations. This process needs to be improved.
L.3 Serial Number Allotment:
Serial number attached with an Inspection lot can also be attached to other
Inspection lot for same Material Number. This process needs to be improved.
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L.4 Serial Parallel confirmation:

At present, Confirmation of operations is carried out in Parallel mode. Hence,
in Final operations complete production order quantity can be confirmed as
Yield, even when item is rejected as scrap/re-work in previous operations. This
process needs to be improved.
L.5 Result recording Process:
At present, Results for Master inspection Characteristics are noted down in a
paper in Shop Floor and then entered in the SAP ERP System. This process has
to be simplified through an Interface to eliminate Duplication of manual work
and time consumption.
L.6 Rolling Stock Certificate for Electrical Department:
Rolling Stock Certificate is prepared for each coach manufactured, which
contains Various important dimensions, Component Unique number with
Supplier details, etc. This report has to be developed in SAP ERP System.
L.7 Customer Complaints Process:
Coach Complaints are registered by user railways through Central Application
Portal (CAP). The subsequent process for customer complaints is done
manually. These customer complaints are to be linked to SAP ERP System for
better traceability and control.
L.8 REPORTS:
 Vendor Performance
 Vendor Performance Item-wise
 Complaint Received period wise, Railway wise, Coach type-
wise, Propulsion type-wise, Status wise.
 Internal/External complaint Supplier wise, Assembly wise, etc.
Manufacturing for Production Engineering and Operations:
The following requirements of ICF need to be addressed by the Contractor. Though Production
Planning Module is already implemented a thorough study need to be under taken to identify the
missing functionalities those are essential for ICF Production Process.
 Model the Production Process in more detail

 Detailed instructions for Production Operators
 Verification that Production Process has been executed properly
 Record Production Progress
 Management of Bill of Materials (BOM) including Versions
 Version managed Shop Floor Routings
 Conversion of Engineering BOMs into Manufacturing BOMs
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PLANT MAINTENANCE MODULE:
In Plant Maintenance Module, the following major activities have already been configured and
implemented in SAP ERP System:
1. Preventive Maintenance
2. Break Down Maintenance
3. Machine Condemnation
4. Calibration Process
5. Jigs & Fixtures Maintenance
6. M&P Erection & Commissioning
7. Statutory Compliance
8. Service Station of Gas
The requirement at present is to migrate the existing processes/activities in SAP ECC system to the
newer S/4 HANA System. There are about 75 Z-reports, 40 Z-screens and 100 Z-tables, which need to
be ported to the new SAP S/4 Hana system.
In order to reap the full benefit of SAP ERP Implementation, some of the areas which need to be
revisited are as follows:
M.1 Function/Process Name: Plant Maintenance Response

M.2 Imprest Purchase of Spares for Machines:
Spares required to clear Malfunction of Machines are purchased through
Imprest cash with the Schedule of Powers of the Officer during Emergency.
This has to be linked with the Equipment.
M.3 Reports:
 List of Imprest Spares Purchased – Machine wise, Cost wise, Period
wise and Frequency wise for same items.
M.4 Maintenance Cost for Machine
Maintenance cost for a Machine with respect to Labour and Spares
Consumed.
M.5 Reports:
 Maintenance Cost incurred for Machine for any given period.
 Comparison of Maintenance cost of Machine and Acquisition value.
M.6 Scrap sale value for Machine Condemned
Machines condemned are uprooted and handed over to Stores as Scrap and
auctioned by Stores. The Sale value of the Scrap auctioned has to flow back
to Plant Office, Equipment wise.
M.7 Reports:
 Scrap sale value Machine wise and Period wise.
M.8 Linking of Incentive and Machine Downtime
Linking of Incentive to Production Staff to be linked with Machine down
Time (e.g. Breakdown, Preventive etc.)
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M.9 Reports:
 Incentive claimed during Machine Downtime
 Breakdown Analysis with respect to Machine availability % / Utility %
in day to day basis (incremental).
M.10 Machine Idle with respect to Factory Work Hours
Currently, Machine Idle Time is calculated on 24 Hour basis including
Holidays (Sundays and National Holidays). It should be calculated based on
the Factory working hours and Calendar. Idle time should also be calculated
based on Staff booking on Holidays with respect to that Machine and
Incentive period (e.g. 22nd Jan to 23rd Feb). Capacity Planning of Machine
available for Production to be calculated excluding Preventive Maintenance
Activity time.
M.11 Reports:
 Breakdown/Preventive Maintenance duration hour with respect to ICF
Shift timing and Holidays.
 Machine Idle Time with respect to Incentive period.
 M&P asset utilization and efficiency analysis.
 Machine accident reports
M.12 Project Office works
Project Office is involved in collecting Proposals from various departments
for Procurement of Machines, activities involved in the process of
Procurement, Installation and Payment Certification to Vendor. Supporting
documents for proposing M&P proposals in the current year works,
machinery and Rolling stock Programme and for the proposed capacity
augmentation of Steel bodied coaches “Complete Switch Over Project”
(CSP-III) are to be generated from ERP System.
M.13 Reports:
 Joint Inventory report for New Machines and Spare Posting.
 List of Spares received along with New Machine.
M.14 Codal Life of Machine
At present, Codal life of Machine is calculated manually based on Railway
Board Orders in terms of Years. In SAP ERP System this should be
incorporated in terms of Years and Usage.
M.15 Reports:
 Machine availability beyond Codal life.
M.16 Refurbishment Process of Machine
Refurbishment Process of Machines to be incorporated in SAP ERP System.
M.17 Reports:
 Machine Refurbishment cost with increase in Machine Value with
respect to Depreciation.
M.18 Works Contract /AMC/CAMC work for Maintenance activity of
Machines
Machines are given maintenance contract work to outsiders. These contract
work process are done manually outside SAP ERP System. This needs to be
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implemented in SAP ERP System from Preparation of Note to Bill

certification by Accounts Department. Tender documentation, Tender
floating, Tender formats, Notifications, estimates, tabulations, Completion
Certificate (CC) bills, Financial Expenditure Statement (FES), final bills,
etc. are to be incorporated in SAP ERP System.
M.19 Reports:
 List of Contracts issued (a) Period wise (b) Work wise (c) Value Wise
(d) Vendor wise
 Work in Progress of the Contracts Issued.
 Pending status with respect to Bill Certification.
M.20 Process of Material Gate Pass
Process of Material Gate Pass, Returnable/Non-Returnable item are to be
implemented and streamlined with security office through SAP ERP System.
Alert should be raised for Returnable items before and after due date.
M.21 Reports:
 Gate Pass issued for Returnable/Non-Returnable item period wise.
 Report on items not returned within the due date.
M.22 Process of Permits
Permits are issued to (a) Contract workers to carry out Maintenance
activities for Machines, (b) Electrical staff (ICF) to carry out various
activities. Process of Issuing permit, Track permit to be Implemented and
Streamlined with Security office through SAP ERP System. Alert should be
when work is not completed within the Contract period and Provision to
extend the Contract.
M.23 Reports:
Permits issued (a) Period wise (b) Work wise (c) Contractor wise
M.24 Processing of Non-Stock Indents (S-1302)
At present, Non-stock Spare Indents are generated outside SAP ERP System
for Machines, Cranes and Road Transport (RT) Vehicles. Other items like
general requirement stationery, lightings and ventilations, power cables HT,
switch gears, etc. are done manually. All these non-stock items are to be
processed through SAP ERP System.
M.25 Reports:
 List of Non-Stock items purchased (a) Period wise (b) Inventory wise (c)
Cost wise (d) Supplier wise
M.26 Break Down of Jigs and Fixtures
System to be developed to capture Jig/Fixtures Repair/Maintenance work
carried over each Jig/Fixtures. Material/Labour cost should also be
calculated with respect to each Jig/Fixtures
M.27 Reports:
 Duration of Repair/Maintenance with respect to Factory Calendar and
Working Hours and Maintenance cost Jig/Fixtures.
 Spares consumed during Maintenance.
 Labour hours utilized
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 Maintenance cost w.r.t Spares and Labour

M.28 Inter Shop Order (ISO) for Non Inventory Items
Inter Shop Order are released to other shops in order to manufacture parts
for Non-inventoried items (e.g. Trolley, Ladder)
M.29 Reports:
 Inter shop order released period wise with Status.
 Spares consumed in the process of manufacturing.
M.30 Condemnation of Machines and Spares
Machine Condemnation process to be implemented in SAP ERP System. A
present, Notification is raised for Condemnation proposed machines and
authorization from respective departments are done manually through Paper.
This process has to be eliminated by integrating Production, Electrical and
Stores department in SAP ERP System.
M.31 Reports:
 Condemnation status of Machines.
 Stores Handing over report.
M.32 Spares Management:
Traceability of Spares received from Stores till consumption.
M.33 Reports:
 Spares Procured/Withdrawn Machine wise, period wise.
 Material availability and consumption pattern.
 Spares forecasting and spares management.
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7.3 Functional Requirement Specifications for Materials Management

Introduction:
Inventory Module
Inventory Module under Material Management has been implemented and went live during Feb-2012
covering following sub-functions.
 Material Master
 Material Receipts & Issues
 Consumption Based Planning
 Guarantee Clause Rejection (GCR)
 Sub-Contracting
 Local Purchase
 Ledger Processing
 Material Scrap
 Scrap Sale Issues
 Stock Verification
Continuous development/enhancements have been done over the period of time of which some of the
development is not done as Standard Process. These Z-developments are to be identified and effort
needs to be taken to address all these in Standard Process.
Online work flow process has been developed using Z-Process/Table and are brought out in the scope
of this document.
Purchase Module
Purchase Module has not implemented in SAP-ERP and an in-house developed system using PHP and
Oracle is in place. Interface between SAP-Inventory Module and Purchase system has been developed
for interchange of data. The scope of Purchase Module is available as part of the tender document.
Most efforts have to be made by the Contractor to map these requirements to standard SAP ERP
system in due consultation with OEM. The requirements which could not be made within SAP ERP
need to be met by Development within ERP or in the Web Portal proposed as part of the main scope of
work in mutual agreement with ICF.
A number of Developments/Project specific changes within SAP ERP were resorted to in the earlier
project. All such objects have to be suitably reviewed for using SAP standard features so that a „Ready
to Upgrade‟ version of SAP System is achieved.
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The following General & common requirements need be kept in mind while designing the entire
system:
 All sub-Systems of Material Management should provide for sending SMS / e-mail to vendors
and consignee.
 Generating various statements / reports / MIS as required by the appropriate authorities duly
interlinking / interconnecting the various sub-systems.
 Provide for an internal auditing mechanism to check whether all the data across the various sub-
systems are in synchronization.
 Should check for data-inconsistencies, data-redundancies and report at the earliest opportunity
for rectification.
 Support uploading of Applications as softcopy format and also provide on-line application form
on portal.
 Date and time stamp all changes in the database, enabling data availability on 'as on date/ time'
basis, history of any change should be maintained & can be recovered.
 Update the data through work flow on real time and on‐line basis with maker ‐ checker‐
approver concept implemented.
 Send system generated alerts on real time to vendors and consignees as and when required
during workflow.
 Define various work-flows of sections, department, officers etc.
 Track the position of Purchase Order, Material Receipts and bills payment
 Generate alerts for the pending approval on various work flow process.
 Integrate tightly with the other modules.
 Integrate with the Business analytical tool.
 Integrate with Railway Portals viz., IMMS, IREPS, GeM Portal
Purchase Module Detailed Scope:
A. Unified List Number (UL No) Response

A.1 Function /Process Name : New UL creation (Material Number)
A.1.2 New material code are being created whenever there is design changes
and changes in the specification of existing material when there is
financial impact. Workflow is to be introduced in SAP incorporating
various approval processes. The process of material code creation
consists of three parts.
 Stocking Application Part- I: proposal initiated by Design and
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forward to MPO for approval. After approval, it is sent to NL section

for registering
 Stocking Application Part-II: certification by Stores Depot for
alternate material
 Stocking Application Part-III: Generation of new material number
and advice to all stake holders.
A.2 Function /Process Name : UL Modification
A.2.1 UL may be modified if there is a change in the production program which
calls for changes in drawing, specification or description of the item.
A.3 UL Deletion
Material number deletion is advised from Stores Depot and deleted after
due checking of nil Stock and Dues.
A.4 Reports
1. CWE authorized Stocking applications
2. Note for approval
3. Part-III online note for newly created Uls
4. Stocking application status report
5. UL List
6. PL List
7. UL mapping list with long description
8. Mapping details for multiple UL
9. UL list and its stock
10. UL list and mapped PL
11. List of Uls created between 2 dates
12. UL modification history
13. PL modification history
14. UL addition history
15. Withdrawn stocking applications report
16. Description and special conditions for a particular PL
17. PL description for PLs modified during a given period
18. PL description for a list of ULS given in text file
B. Demand Registration And Management

B.1 Function /Process Name : Demand Registration
The following Demands are registered for initiating purchase action from
various Departments
 Demands Registered against PR (Purchase Request) generated from
SAP MRP based on the annual production program for stocked Items.
 Demands registered against AES (generated in SAP for stock items
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based on the previous consumption pattern)

 Demands registered against Manual indents for non-stock items used
for production, non-production and M&P purposes. A workflow to be
introduced covering various approval process based on SOP.
 Demands registered against Emergency Manual PRs (PCMM level)
B.2 Function /Process Name : Demand Management
B.2.1 The following activities are performed on Demands before imitating
purchase action
Demand Modification: Provision to change demand quantity as per
requirement based on production program and stock and Dues.
Closure of demand: Provision to close demands based on stock and
dues report.
Demand re-open: Provision to re-open closed demands based on
production program and stock and Dues
Clubbing of demand: Provision to club demands of same item if
required for both Shell and Fur.
De-clubbing of demand: De – Clubbing of demands is done if demands
are clubbed erroneously.
B.3 Reports
1. Status wise Demand Summary for given Production Program,
Exclusive/Inclusive Items, SOP
 Stocked items (With drilled down option to view details)
 Non- stock items (With drilled down option to view details)
 ALL (With drilled down option to view details)
 Date wise Demand generated for the last 30 days
2. Age wise Pending Demands Summary
 Main Page
 Details Page
 Age wise
 Officer Wise
 Summary
3. History of Demand
4. Demands for the holdup List
5. Procurement details
 Stock
 Non - Stock
6. UL description for PR
7. Review & Coverage With PO Details(For Multiple UL)
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8. Pending demands level wise

9. Demand Not Created For PR Generated
 Due to Excess Qty
 Demand Not Created For PR Generated Under Temp. UL
Number
10. Ward stock for AES Items
11. Indent Statement for Shell and Furnishing
12. Section wise AES pending Report
13. Quarterly statement of POs
 All
 Open Po
 Completed
14. Demand statistics
15. Uncovered Demands Report
16. Section wise demand summary
17. MOP Report
 Summary
 Detailed view
 Officer‟s Coverage Report
18. Purchase Proposal
 Stock
 Non Stock
 AES
19. Demand Register
 For given Demand No - Demand No wise
 For given Material - Material wise
 Clubbed Demands.
20. Closed Demands No Action Taken
C. Tender Creation And Management
C.1 Function /Process Name: Preparation of Purchase Proposal
C.1.1 A proposal for purchase is prepared for each demand (Purchase
Request/Indents). A workflow to be introduced for approval process
based on SOP.
C.2 Function /Process Name: Tender Creation
C.2.1 After approval of purchase proposal by competent authority, the tender is
created in the system and it is downloaded in the prescribed format (text)
for uploading to IREPS with all the relevant documents.
C.3 Function /Process Name: Tender Publishing –IREPS/Newspaper
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C.3.1 Tender section downloads the tender details like tender number, tender
publication date and description of the item for publication in newspaper.
Tenders for publication are given twice a week. Only open tenders are
published in newspapers. The same details are published in ICF internet
site also.
Tender Creation is being done in the existing local system, tender
processing till tender finalization is being done in IREPS. A text file as
required by IREPS is generated in the local system and uploaded to
IREPS manually.
In the proposed system, the tender processing will continue to be in
IREPS and necessary interface needs to be created between SAP &
IREPS to transfer data eliminating manual intervention
The system work flow process may vary for different types of tender.
When tender is created, the drawings and specification attached with the
respective PR to transfer to ICF Vendor Portal so that Vendors will
download the documents from the portal.
C.4 Function /Process Name : Tender Modification-
corrigendum/Addendum
C.4.1 Any modification to the tender includes changes in addition/deletion of
probable suppliers, quantity change, description change, condition change
and opening date (advancement or postpone), add, modify and removal of
special conditions etc.
All the changes with respect to the tender before opening should reflect in
IREPS through interface.
C.5 Function /Process Name : Tender Management
C.5.1 Clubbing of Tender: Clubbing or merging of tender implies, Clubbing
of multiple tenders with different or similar items or items of same trade
group in to one tender.
Drop tender after opening of tender: Tender might be dropped after
opening and tendering may not be resorted to.
Cancellation of tender : Tenders can be cancelled after uploading to
IREPS and in draft stage but before publishing in newspapers
Re-opening of Tender: Tenders that are closed before publishing can be
Re-opened.
Re- Tender: Re-tender is created under following circumstances. No
offer/single offer, Change in description/Clause, Rate on higher side or
Change in tender type. Previous supplier/Approved source has not
quoted.
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C.6 Reports :
1. Standard Report to view all Tender details
2. Tender Details for Given Month Year
2.1. Tender Type Wise with drill down to view detail
2.2. Purchase section wise with drill down to view details
2.3. Purchase Officer Wise with drill down to view details
2.4. Age wise
3. Checklist for tender
3.1. Stock
3.2. Non Stock
4. Tender Enclosure
4.1. Stock
4.2. Non Stock
5. Tender enquiry with vendor address
6. Report to download Tender Drawings & specification
7. Age wise Pending Tenders
8. Tender status officer wise(OT)-Drilldown Report
9. Part of MOP Report displaying finalized Tenders type wise
D. Purchase order creation and management.
D.1 Function /Process Name : Acceptance of tender
D.1.1 The details of tender acceptance are downloaded from IREPS and entered
in the system for creation of Draft PO. (An interface needs to be
developed to transfer data from IREPS to SAP)
D.2 Function /Process Name :Draft Purchase order

D.2.1 Draft Purchase order is to be created as per details of acceptance of
tender.
D.3 Function /Process Name : Letter of Acceptance
D.3.1 The purpose of issuing LOA is to assure the firm that order is confirmed
and to start preparatory work in order to avoid unnecessary delay in
supplying the material when there is a delay in issuing PO.
D.4 Function /Process Name :Counter offer
D.4.1 In case of deviation of conditions from offer submitted by the firm,
counter offer will be issued as per tender committee recommendation.
D.5
Function /Process Name: Accounts vetting of PO
D.5.1 Draft POs are sent for Accounts vetting based on tender value as per
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SOP. Electronic copy of stores vetted PO is made for Accounts viewing

after stores vetting and they verify it with the hard copy received for any
deviation and if found correct accounts vetting serial number is given.
Separate accounts vetting serial numbers is generated for draft POs of
shell and furnishing divisions.
D.6
Function /Process Name: Types of Purchase order
D.6.1 Following are the different PO generated based on the requirement
1. Regular order
2. Time preference order.
3. Developmental Order(within and outside ICF requirement)
4. Formal Order
5. Risk Purchase Order
6. Supply order against rate contract
7. Other Railway Order
8. Import Order
9. Railway Board Contract
POs are printed in A4 sheets in multiple copies.(8 or less) .Unsigned
soft copy is available in the system. Format of Final print differs for some
types of Purchase order.
Digitally signed Purchase Order has to be generated in the proposed
system to internal users and also made available in vendor portal.
D.7 Function /Process Name: Terms and conditions in the PO

D.7.1 The terms and conditions is mentioned in the PO are as per
 Terms and conditions accepted by the tender accepting authority.
 Terms and conditions specified in the tender
 Terms and conditions specified in the offer
 Special terms and conditions specific to the item/ tender.
D.8 Function /Process Name : Issue of PO for Global tenders

D.8.1 PO is signed and issued after endorsing the PO number with Global PO
terms and conditions. Additional PO copies to be sent to Indian agent of
the foreign firm and shipping and clearance agency and inspection agency
viz Railway advisors/Embassy and insurance agency.
D.9 Function /Process Name : Post PO Activities for Import
D.9.1  Air freighting proposal
 Note for finance concurrence
 Amendment to PO with respect to quantity to be airlifted.
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 Any other modifications to PO

All the post PO corresponding document are digitally signed by
respective Officers as per the SOP and transferred to Vendor Portal and
also made available to internal users
D.10 Reports :
1. Standard Report to view all Purchase details
1.1. Stocked Item
1.2. Non Stock Item
1.3. AES Items
1.4. Safety Item
1.5. Non Safety Item
2. Open Purchase order details
2.1. Excess/Shortfall Item comparing Stock and dues statement
2.2. Stocked/AES/Non-Stocked Item
2.3. Safety/Non-Safety Item
3. Purchase Order History
3.1. All the Details with respect to purchase order - PO Qty, Value,
Schedule date, Amendments and other Correspondence.
3.2. PO Copy
3.3. Amendment Copy
4. List of Pending Counter offer
5. List Of Pending Draft Purchase Order
6. List of Purchase Order Text - PR Text
7. List of Contracts
8. List Of Cancelled POs
9. List Of Amended PO
10. List of safety and Non safety Items
11. List of Option clause Exercised POs
12. List of Changes in PO
12.1. With respect to PO
12.2. Changes to all PO for given date
13. Letter Of Acceptance
14. Counter Offer
15. Draft Purchase Order
15.1. Regular PO
15.2. Supply Order
15.3. Railway board
15.4. Other Railway
15.5. Global Order
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15.6. Indigenous Order

16. Final purchase Order
16.1. Regular PO
16.2. Supply Order
16.3. Railway board
16.4. Other Railway
16.5. Global Order
16.6. Indigenous Order
E Post Purchase order activities
E.1 Post purchase order activities include modifications to POs, cancellation
of POs, Re-instatement of POs and other correspondence that takes place
between the supplier and ICF and inter departmental communication with
respect to purchase orders
E.2 Function /Process Name : Issue of Purchase order to vendor
E.2.1 After approval of competent authority and vetting of finance the
final PO is released by the system duly authorized by concerned officer as
per SOP and PO in PDF format is sent to vendor by dispatch.
In the proposed System, the purchase order are to digitally signed
and sent to vendor through e-mail and also made available in vendor
portal.
E.3 Function /Process name : Modifications to PO
E.3.1 Amendments are to be processed on request from firm, indenter or in
case of error in issue of PO. If there is an amendment to purchase order, a
letter (Modification to PO) with modification serial number is printed
indicating the existing condition and revised conditions clearly with
clause and condition of the contract and connected repercussions and sent
to concerned parties. All amendments should be tracked with their serial
numbers in the system. Modifications are mainly issued to the following
terms and conditions of the PO.
 Quantity Amendment
 Description Amendment
 Inspection Amendment
 DP Amendment(Delivery Period)
 Delivery terms and conditions
 Payment terms and conditions
Before generating Final Amendment to Purchase Order, a draft

Amendment may be generated for approval process based on the SOP as
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being done for the Purchase Orders.
(All terms, clauses and conditions of Purchase order are subjected to

modification if required)
E.4 Function/Process name :Other PO correspondence
E.4.1  Refund advice for Security Deposit /EMD
 Invoking of Option clause +/- 30%
 Loss / Inconvenience Letter
 Stop supply notice to firm
 Covering Letter for Pay order
 Cheque Forwarding Memo for advance payment (100%) by Cheque
 Issue of Risk Purchase Notice
 Risk purchase tender notice to defaulter
 Risk purchase recovery advice
 Lower Offer Letter for Purchase order
 Information to approving authority regarding Defaulting firm
 Risk Purchase Demand Notice
 Reminder for Security Deposit/performance guarantee
 Reminder to Firm for arranging supply
 Delivery Period extension advice
All the PO Correspondence to be sent to Vendor and consignee are
should be digitally signed and made available in online
System/vendor portal
E.5 Function /Process name : Purchase Order Cancellation Letter
E.5.1 A cancellation letter is used when the purchase order is cancelled. The
type of purchase order cancellation are:
 Cancellation of full quantity
 Cancellation of part quantity
 Short closing
E.6 Function /Process name: Reinstatement of PO.
E.6.1 Cancelled PO may be reinstated due to following reasons.
 Erroneous cancellation of PO
 Change in requirement after cancellation of PO
 Reinstatement of purchase order is done in cases where items have
been received from the supplier before date of cancellation and
accepted subsequentely.
E.7 Function /Process name: receipt/return of certificates on successful
completion of PO.
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E.7.1  Issue of sales tax certificate to the firm

 No due and no claim certificate for refund of SD/BG
E.8 Reports :
1. Stock & Dues Statement
2. Funds Register
3. Review and coverage
4. Reminder Letter
5. Delivery due date extension Letter(with DC)
6. Regular PO
7. Global PO
8. All Amendments such as UL change, Vendor change, Qty , inspection
term, Delivery period, Commercial Parameters, other terms and
conditions.
9. PO Cancellation
10. PO Reinstatement
11. PO Register-stock
12. PO Register-Non stock
13. EMD Register
14. RP Register
15. Issue of RP Notice
16. RP Demand Notice
17. RP amount recovery list
18. List of RP notice issued Pos
19. List Of RP Action Pending Cases(With Extended DP)
20. RP Intimation Letter
21. Security Deposit Remittance
22. Security Deposit refund Advice
23. EMD Remittance
24. EMD Refund Advice
25. Proforma for provisional Extension(note for approval)
26. L-Note/Proposal(Note for short closing PO or otherwise)
27. Note for Option Clause (plus or minus 30%)
28. List of POs with Option Clause
29. PR Acceptance
30. PR Advice
31. Pay Order Forwarding Letter
32. Cheque Forwarding Memo
33. Lower Offer Letter
34. Sales Tax Certificate
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35. Offer Validity Extension

36. Calling Letter for Suppliers
G Improvements in Inventory Module (SAP)
G.1 Improvement
Inventory module implemented as part of ERP Phase 1 project along with
PP, PM, QM, HR-Payroll and CO. since, the Purchase System is
maintained outside SAP and an interface has been developed to transfer
the data between the systems. Improvements have been suggested in the
existing inventory module for better and effective use of the system.
G.1.1 Material Valuation
There are two location for material receipt in ICF one RB (Receipt
Branch) and the other is the Stocking Ward where material is actually
stocked and issued to production. The material received and accepted in
Receipt Branch after necessary inspection as per the Purchase Order
specification. On acceptance of material Receipt Note (RN) is generated
and the material along with RN is handed over to the stocking ward.
As per the Stores Code procedure the material should be valuated and
taken in to stock for inventory maintenance whereas in the current SAP
configuration the material is valuated and accounted at RB itself during
acceptance of material. These configuration needs to be changed as per
the Store code procedure and corresponding reports also to be revisited.
The Legacy System is being maintained to generate report as per the
Stores code procedure which needs to be eliminated.
G.1.2 Online Receipt Note

After acceptance of material RN (Receipt Note) is generated and printed
in five copies. The Receipt Note after generating RO Number in ward is
physically signed and sent to Vendor, Account and Stores Department.
This needs to be made online using digital certificate. The digitally signed
RN is transferred to Vendor portal
G.1.3 Online PPRC (Provisional Physical Receipt Certificate)
The PPRC for advance payment is generated and manually signed and
sent to Accounts for Bills processing, this needs to be made online using
digital certificate.
G.1.4 AES (Annual Estimate Sheet) Online
AES are being generated in SAP and sent to Stores Purchase for initiating
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Procurement action through online with various approval process. A work

flow to be introduced.
AES are being generated manually for each items, system change is
required for generation AES for bulk items.
G.1.5 ABC Categorization :
Categorization of material are being done at the beginning of every
financial year to classify the material based on the consumption pattern
for effective monitoring of inventory.
G.1.6 Rework on Guarantee Clause Rejection
The GCR process, the Purchase Order gets opened when the material is
taken into stocking ward. This process needs to be reconfigure so as to
open the Purchase Order only when the vendor agrees after the joint
inspection and take back the material for resupply.
The Rejection Note and Minus Receipt Note (RN)
G.1.7 Sub-Contracting of Material
Stocked Material are issued to vendors for fabrication and finished
product is received and taken into stock. In current configuration, there is
no link between material issued and material received as these are in
different material code. Z-development have been done to link the
material manually.
This process is to be covered under standard process.
H Online applications
H.1 Non-Moving items
Non-moving item list is generated every month based on the last issue
data. On line workflow process to be developed to monitor and effective
utilization of non-moving item. If decided that the material is no more
required, then disposal of the material is to be initiated.
H.1.1 Reports:
1. List of items that can be used
2. List of items that cannot be used
3. List of items that can be used with modifications
4. Value of non-moving items
5. Item wise report with remarks from different departments
6. Wherever part quantity is disposed either through drawal by
production shops, other railway sale etc, it will be highlighted for
better management.
7. Accretion and clearance of Non-Moving Items.
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H.2 Stores on-line Meeting

Online web portal is available for reviewing critical items required for
production based on the production schedule. The material are reviewed
weekly separately for Mechanical and Electrical items.
Reports:
 Stock Summary (Material available in various locations viz., RB,
Ward and Shop Floor)
 Summary of hold items
G Vendor Portal
Purchase System in ICF is developed and implemented by IT Center. In
view to have enhanced feature in the System and better supplier
relationship, an ICF VENDOR PORTAL have been developed and
implemented. This portal act as a platform of interaction between
Vendors and ICF and further help in maintaining transparency and
integrity at a higher level. The following are the functionalities of the
Vendor portal.
 New vendor registration
 Allotment of Vendor code
 Online application for capacity assessment (Design Vedors)
 View status of their registration.
 Vendors can enter their dispatch details.
 Registered vendors can view their
o Purchase order details
o Supply status
o Bill status
o Recovery particulars
 Design vendor directory(Mechanical & Electrical)
Vendor codes generated in Vendor portal are transferred to SAP through

an interface.
Request for Purchase Order Changes are being physically sent to the
respective Purchase Sections of Stores Department for approval and issue
of Amendment. This process needs to be changed so that vendor can
upload digitally signed document instead of sending physical copies.
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7.4 Functional Requirement Specifications for Human Capital Management

Introduction:
Payroll portion of SAP HCM module is already implemented in ICF and the system went live in
January 2013. Salary bills and related documents are drawn from SAP ERP Only. In order to draw
payroll the following sub modules were configured to the extent that is required for running Payroll:
 Organization Management (OM)

 Personnel Administration (PA)
 Time management (PT)
 Payroll (PY)
A departmental computer system runs at Personnel Branch which caters to Personnel Management
functions of ICF, other than Payroll. Master/Transaction data required for Payroll are transferred to SAP
ERP system using manual LSMW uploads. However transaction data for Workshop staff are directly
updated to SAP ERP transaction codes by Time offices located within Factory premises.
The Functional scope of work for HCM, contains the following two components:
 Implementation of Personnel Management functions in SAP ERP/Web based system

 Improvements to be carried out in the existing implemented area.
Most efforts have to be made by the Contractor to map these requirements to standard SAP ERP system
in due consultation with OEM. The requirements which could not be made within SAP ERP need to be
met by Development within ERP or in the Web Portal proposed as part of the main scope of work in
mutual agreement with ICF.
A number of Developments/Project specific changes within SAP ERP were resorted to in the earlier
project. All such objects have to be suitably reviewed for using SAP standard features so that a „Ready
to Upgrade‟ version of SAP System is achieved.
system:
 All sub-Systems of Personnel Management should provide for sending SMS / e-mail to
employees and to various stake holders.
interlinking / interconnecting the various sub-systems of Personnel Management.
 Provide for an internal auditing mechanism to check whether all the data across the various sub-
systems of Personnel Management are in synchronization.
for rectification.
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 Support uploading of Applications as softcopy format and also provide on-line application form
on portal.
 Maintain and generate report monitoring of inspections of personnel officers of Railways.
 Send system generated alerts on real time to employees/different sections as and when required
during workflow.
 Upload employee certificates, medical certificates, documents, documents of dependents on
ERP/ESS
 Provision for having templates on different forms of official communication including
orders, Notification, Circulars, GRs, application formats, standard sanction orders.
Provision for adding and integrating more templates in future depending on the task.
 Track the position of the workflow (where it is pending)‐ diagrammatically, with/
without showing the contents, as the case may be
 To route the item to an authority that is not part of the workflow to which it can be referred.
(Only one level up or down in reporting).
 Generate alerts if a matter is pending with an authority for long time.
 Maintain and filter rules and eligibilities based on grade pay/employee id etc. (as specified by
organization or Rly. Board).
 Integrate tightly with the Financial Accounting to handle vetting, post payroll activities like
cheque printing, Electronic Clearing System (ECS), etc.
 Integrate with the Materials Management to track assets provided to the employees from time to
time
 Integrate with the Business analytical tool.
 Integrate with Rates Branch System (rbs.indianrail.gov.in) website for train routes and break
journey check with PASS/PTO.
 Maintenance of Right to Information Act related details.
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Implementation of Personnel Management functions in SAP ERP/Web based system
A. Organizational Structure Response

A.1 Function/Process Name : Organizational Structure
A.2 Description :
 Definition of locations, departments, categories of employees
(clerical, technical, Gazetted), grades to set as many salary
scales & grade pay as necessary (Grades A, B, C and D),
designations including gazetted and non-gazetted officer
categories
 Definition of Various Groups viz., Gazetted, Non Gazetted &
others.
 Definition and maintenance of organization hierarchy,
positions, persons, reporting structures & functional structure.
 Definition of job clusters with descriptions and hierarchies.
 Compilation of employee numbers by grade / function / role/
designation/ level at any given time.
 Multiple assignments to permit dotted line reporting and
payment in multiple currencies to support foreign deputation
for training and other purposes.
 Definition of organizational structures (positions) and
multiple reporting relationships and integrate with the
respective employee data.
 Define a post or position and generate reports of permanent
post, ad‐hoc post, temporary post, up to certain time post, Ex
cadre post etc.
 Provide „Drag and Drop‟ or alike feature for recording
changes in the organizational structure (repositioning/redefining
the control structure).
 Restrict making changes in the Organization Structure to
authorized persons only i.e. User authorization & validation
process.
 Maintain and display all types of rules/parameters of every
section/activities for e.g. leave rules, PASS/PTO rules, advance
rules, transfer rules, housing rules, settlement rules, NOC
,income tax rules etc. as per user defined criteria
 Restrict making changes in the rules/parameters to
authorized persons only i.e. User authorization & validation
process.
 Seek confirmation after every change made in the structure,
changes to be made permanent only on authentication by the
competent administrative authority.
 Change/restore/rollback changes to a previous (given) date and
report inconsistencies.
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 Define different types of sanctioning authorities for Leave ,

loan , advance etc.
 Generate tree structure giving details of all role holders
and reporting employees (defining reporting and reviewing
relationship).
 Tightly integrate administrative power / Schedule of Powers
definitions to work flows and
approvals/forwarding/recommendation/sanction.
 Retention of history of any changes to the organization
structure.
 Bring in multiple authority definitions to provide appropriate
authorizations for the process integrations such as Reporting,
Reviewing and Accepting authority (For APARs),Disciplinary,
Appellate Authorities, Nomination ,Enquiry Officer (for
D&AR rules), Administrative hierarchy for capturing the
organ-gram and reporting structure (Line relationship),
submitting, forwarding, consulting, approving authority
(Decision making process).
 Process of updating organization structure as a result of
creation/ surrender of posts etc.
 Provide for linkage between posts and employees.
 Maintain multiple reporting lines within the organisation
structure.
 Maintain sanctioned and actual strength in the system.
 Definition of posts as permanent, casual, temporary and work
charged or supernumerary.
 Support workflow for online post creation and extension of
permanent/ temporary/ supernumerary post/ work charged
posts.
 Support automatic updation of sanctioned strength as a result of
creation/ extension of permanent/ temporary/ supernumerary
post/ work charged posts.
 Support definition of administrative powers with HOER and
medical classification attached to the positions and integration
with work flows.
 Define administrative powers/ Schedule of Powers for
organizational unit‟s position‐wise/person‐wise.
 Track the history of the position (e.g. former employees in
position).
 User authorization & validation process to Restrict changes in
the Organization Structure.
 Workflow for online post creation and extension of permanent/
temporary/ supernumerary post/ work charged posts.
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A.3 Reports :
 Generate reports of permanent post, ad‐hoc post, temporary
post, up to certain time post, Ex cadre post etc.
 Generate tree structure giving details of all role holders and
reporting employees (defining reporting and reviewing
relationship).
B. Man Power Planning Response
B.1 Function/Process Name: Man Power Planning
B.2 Description :
 Provide for workflows for online surrender/ transfer of posts
and approvals.
 Support maintenance of surplus bank and verification of
calculation done for post creation/ extension.
 Provide for job analysis proposal and approval workflow.
 Update salary amounts for each classification and level/bracket.
 Assign multiple employees to a single position (job sharing).
 Assign a single employee to a multiple positions (dual charge).
 Track filled and vacant positions.
 Support automatic updation of actual strength as a result of
recruitment, promotion, transfer, retirement and death of an
employee, in the Book of sanction across the hierarchy.
 Provide for roles and responsibilities for all posts to be defined
in the system.
 Support defining of minimum qualification, medical
classification, age requirements for all posts.
 Calculate number of vacancies/ surplus posts.
 Maintenance of quota requirements for communities and mode
of recruitment.
 Maintain promotion details of reserved categories and vacancy
details in the system.
 Generate details of surplus staff arising that can be redeployed.
 Integrate manpower planning module with recruitment,
promotions and transfers module.
 Support definition of safety and non safety posts to allow
different rules for their creation and surrender.
 Support linkage with unique ID of each post in a unit.
 Maintenance of vacancy bank register , pool of surrendered
posts etc.
 Provide for review under Rule 1802/1803 of IREC Vol.II
 Generate all prescribed forms for review containing updated
data from Leave module, Annual Performance Appraisal
Report (APAR) module etc
 Provide interface for the controlling officer to give their
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performance report online.

 Interface with Production Planning module for capacity
calculation
B.3 Reports :
 Generate report on sanctioned strength zone wise/ department
wise/ unit wise/ category wise/ cadre wise/ community wise
 Generate report on actual strength zone wise/ department wise/
unit wise/ category wise/ cadre wise/ community wise.
 Generate report on number of vacancies and surplus zone wise/
department wise/ unit wise/ function wise/ category wise/ cadre
wise/ source of recruitment wise/ community wise.
 Generate employee turnover report location wise, department
wise, category wise etc.
 Generating various reports as required by Railway Board from
time-to-time like A40, mpp1, mpp2, mpp3, mpp4 & similar
statements.
 Generate report of list of staff who are due for review under
Rule 1802/1803 in each quarter.
C. Recruitment Response
C.1 Function/Process Name: Recruitment Management
C.2 Description :
 Preparation of Indent for RRB, RRC and GDCE.
 Analysis of shortfall/excess w.r.t the indent placed and panel
realized.
 All recruitment related calculations
 Quota wise vacancies with shortfall for each quota(Direct
Quota, Promotee Quota, LDCE, GDCE) by subtracting on roll
strength from sanctioned strength, addition of anticipated
vacancies in different heads, Vacancies accrued on roster of
SC/ST/OBC, Calculation of UR vacancies, Calculation of
Percentage of Non-materlization of last three panel, Counting of
community wise vacancies accordingly.
 Horizontal reservation quota: Persons with disability further
distributed as OH, HH and VH, Ex-Servicemen Quota
 Menu for different kind of recruitment i.e. Open market
recruitment for Group "C" and Grade Pay 1800/- or equivalent,
GDCE, Sport Quota, Cultural Quota, Scout & Guide Quota,
Compassionate Ground Appointment , LARSGESS,
TADK/substitute appointment
 Provision of different kind of Online application format for all
recruitment categories as mentioned above at SN 4
incorporating basic information i.e. Name, Father's name, Date
of Birth, Qualification, Community, sub-Community, as well as
PPAN/Aadhar No., Signature, Photograph and Thumb
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Impression of the applicant.

 Attaching documents/Credential in soft form as a part of the
application as well as interface with Bank/Post office for fee
collection.
 Validate each application in terms of laid down criteria and allot
registration No. and send SMS, Mail to applicants.
 Short listing of applicants based on required user definable
selection criteria like different criteria for SC/ST/OBC and
General Candidates as well as persons with disability and Ex-
Servicemen.
 Generate call letters to the eligible candidates by randomly
allotting Roll No. to each candidates incorporating basic
information of the applicant as well as place of exam with Date
and timing at different stages.
 ONLINE examination and evaluation criteria as well as
Generation of Result of evaluation for in-house examinations.
 Generate merit list of candidates from the tabulation sheet
incorporating relevant rules of Scaling if required.
 Generate Medical Memo, Railway Passes on Preprinted sheets
 Functionality to follow up with medical report, Police
verification of antecedents of candidates and Caste, Educational
Qualification report from competent authority.
 Transfer medical memo to medical authorities and medical
authorities may transfer the same with remark to the recruiting
agencies.
 Incorporate priority of the candidate for different post and able
to allot specific post to a candidate on the basis of priority filled
by candidate, merit in the panel, availability of vacancies in the
communities selected for and fitness of the candidate in the
medical test.
 Allot different divisions/units to the candidate on the basis of
priority, merit and availability of vacancies.
 Flow of panel at different stages at different levels to different
authorities.
 Download and attach certificate/s verification report/s
ONLINE/OFFLINE.
 Generate appointment letters first page of service record,
biometrics identity and aadhar numbers with validation.
 Generate New Pension Scheme related S1 form and its
movement to different agencies for approval and record at
NSDL.
 Incorporate bank details and after joining of the candidate all
data to be merged with Pay-roll system.
 Provision for e-medical card, e-pass with facility to interface
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with different authorities and it should automatically

update/reduction of the balance. Provision for RC Pass.
 Update book of sanction on joining of each candidate in the
cadre and update vacancy position on each cadre for further
recruitment.
 Maintenance of Oath of Allegiance register
 Interface with Bank/Post office for fee collection for online
applications
 Interface with Hospital Management system
 Validate each application in terms of laid down criteria
 Medical Test criteria validations
 Transfer medical memo to medical authorities and medical
authorities may transfer the same with remark to the recruiting
agencies.
C.3 Reports :
 Indent for RRB, RRC and GDCE
Create advertisement template combining vacancies received
from various sources department wise and category wise,
Eligibility criteria etc.
Generate merit list of candidates from the tabulation sheet
incorporating relevant rules of Scaling if required.
Generate call letters to the eligible candidates
Generate Medical Memo, Railway Passes on Preprinted sheets.
Generate appointment letters first page of service record,
biometrics identity and aadhar numbers with validation.
Generate New Pension Scheme related S1 form and its
movement to different agencies for approval and record at
NSDL.
Generate report on status of the each candidate joining the
railway service with reasons of non-joining if any as well as
status of trainees to be reflected in the report.
Generate seniority position of the candidate and the candidate
may take print out of such seniority list.
Print out of identity cum medical card incorporating basic
information of the candidate as well as nominee and biometrics
details.
Generation of reports for various types of recruitments.
D. Maintenance Service Rules(Register) Response

D.1 Function/Process Name : Maintenance Service Rules (Register)
D.2 Description :
 Maintain employee bio-data from employee module.
 Provision for storing image scanned photo of the employee.
 Provision for storing scanned copy of Page 2 of Service
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Register.
 Recording alteration of date of birth and other details in page 2
of service register, with suitable safeguards.
 Maintain training details – on appointment, on promotion,
refresher training etc.
 Maintain all career events involving changes in Basic pay,
Scale, Level, grade, designation, place of posting etc., like
promotion, increment, transfer, officiating arrangements,
deputations, posting to ex-cadre, reversion, MACP etc., (with
the order number and date).
 Maintain grant or withdrawal of allowance details.
 Maintain details of all loans and advances availed by the
employee.
 Maintain all types of awards earned by the employee.
 Maintain all penalties given to the employee arising out of
disciplinary action.
 Maintain qualifying service.
 Enable calculation of qualifying service of an employee at any
point of time from the details of non-qualifying service
available in the system.
 Maintain leave encashment details while in service.
 Recording the details of exit of an employee from railway
service.
 Maintain all settlement details (Pension, DCRG, PF, GIS,
Commutation, Leave Encashment, etc. )
 Maintain all academic/technical qualification acquired by the
employee before and after entering the Railway service, duly
recording the date of qualification.
 Maintain details of all dependents of the employee and their
eligibility to Railways Pass, Medical facilities.
 Maintain all nomination details.
 Recording and monitoring of service bonds executed by
employees trained at railways cost, sports recruits, etc.
 Record mandatory Periodical Medical Examination schedule
applicable to the particular category of employee with suitable
alerts when not completed.
 Maintain details of service rendered by an employee in
Central/State Government before entering railway service.
 Record and monitor details of railway employees serving
outside Railways on deputation and calculation of foreign
service contribution wherever applicable.
 Recording of passing of mandatory departmental examinations,
trade test, etc. and should contain a monitoring mechanism by
recording the period within which the employee has to qualify
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the examination, as per extant rules, if any.

 Monitoring the movement of service register.
 Digital storing of scanned image of all pages of Service
Register with entries with provision for yearly incremental
updation.
 Options to view and print complete service register.
 Digital signature / authentication of contents of service book.
Provision to issue an authentic electronic copy of e-Service
book to every Government employee every year.
 Generate service book at any point of time, along with
compendium of orders associated with service record.
 Employee Information shall include the required data-list with
required data-type
 The various interconnections of Service Record with other sub-
modules of HR-ERP is shown pictorially below.
 Maintain single model database capturing all personal and job
related data for all kinds of employees permanent/ temporary/
contractual/ on deputation or ex‐employees retired on
superannuation, voluntarily retired, resigned, dismissed, opted
for pension etc.
 Enable employee to request for confirmation.
 Date and time stamp all changes in the database, enabling data
availability on 'as on date/ time' basis and service book
generation as per data, end of financial year to the employees.
 Generate unique identification number for each employee in the
organization, position/post and assigning a bar code.
 Flexibility of additionally capturing any information relating to
employee at a later date.
 Link employee data with the position based standard
responsibility (Job Matrix).
 Link employees with the various Committees (permanent or
temporary).
 Define hierarchy as consistent used in schedule of power,
conduct and D & A R rules.
 Assemble the details pertaining to an employee in one screen.
 Assigning multiple / single supervisor to any employee.
 Multiple assignments to the same employee and ability to
specify the substantive assignment.
 Maintain Government /organization/personal assets (movable
and immovable) register owned by an employee and disclosure.
 Perform and enable quick transfer through succession planning.
 Maintain service history retention and e‐service book.
 Provision to change retirement dates, etc. As and when policy
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changes are effected by authorized user only.

 Provision to access leaves record by authorized user only.
 Assign and calculate basic salary details, increment, release,
pay fixation, DA arrears, allowances, etc.
 Display basic employee particulars such as his pay details,
PF balance, leave balance, posting profile etc.
 Reservation/ Quota category for all employees needs to be
available as per criteria defined in work flow.
 Support registering Nominations of beneficiaries for
different activities ( Gratuity, Lump-sum-Compensation
etc.) of all the employees with details including Name &
address of nominee, Relationship with subscriber, Age,
Share payable to each nominee, Other user-defined fields
D.3 Reports:
 Generate reports regarding Service Registers to be received
from other units and Service Registers to be sent to other units.
 Generate service book at any point of time, along with
compendium of orders associated with service record.
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E. Training and Development Response

E.1 Function/Process Name : Training and Development
E.2 Description :
 Standard workflow in place for monitoring the on-job learning of
different departments including refresher courses, practical
learning of safety category staff, simulation and on-field training.
 Standard workflow for training of apprentices under extant rules
and procedures.
 Account for the stipend and necessary payroll for apprentices,
trainees and trainers.
 Training calendar, syllabus, exams with workflow for necessary
approvals including for simulations, route-learning and on-field
modules.
 Performance monitoring of trainers on specified parameters and
tested best practices.
 Performance report on trainees and trainers.
 Feedback from trainees and trainers.
 Selection of training for different departments by concerned
Executive officers/P-Branch for their employees.
 Mandatory training courses for newly inducted/promoted batches
and necessary workflow to enroll the target group should be
incorporated.
 E-courses, podcasts and online courses for various categories to be
uploaded by nodal departments.
 Maintain details of training and exams for specified duration.
 Maintain details of courses conducted for all relevant heads viz
institute-wise, category-wise, batch-wise and department-wise.
Trade-wise etc
 Anticipate training requirements based on inputs from recruitment
and man-power planning modules and plan accordingly for
different batches and locations.
 Special repository of rules/circulars on the relevant subject to have
ready-reference for admins and users.
 Support the clauses regarding candidates taking mandatory courses
for second/third chance as per extant rules.
 Support supplementary exams as per provisions.
 Special trainers to track their availability for various programs
 Provision to add guest faculties available and maintain such a list
for easy tracking.
 Provision to provide guest trainers with authority/certificate to
claim passes, allowances etc.
 Provide completion details, mark sheet, relevant records to
candidates.
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 Provision to record/track attendance of candidates for each course.

 Security features with relevant privileges for admins, trainers,
trainees, approvers/executives, other users.
 Grouping of mandatory training, non-mandatory training, training
in non-railway institutions.
 Training fund management and monitoring.
 Evaluation of feedback of trainees and trainers.
 Training needs analysis.
 Maintain full training history of all employees.
 Training objectives for program, module, and course should be
definable.
 Test performance based on number of attempts and score obtained
by employee.
 Performance determination should result in an automatic upgrade
of employee profile to consider for promotion.
 Prepare and publish training calendar and seek
nominations/recommendations Online.
 Conducting in‐house/ external/customized training programs based
on the training need analysis.
 Maintain training-man-hours details of every employee.
 Integrate Training module with recruitment and manpower
planning module. Check on training expenditure against funds
availability
 Workflow for approval of Training calendar, syllabus, exams
 workflow to enroll the target group for training courses
 Standard workflow for monitoring all types of training
 Processing payments to trainers/guest lecturers
 Training proposals and approvals
E.3 Reports:
 Generate performance report on trainees and trainers.
 Generate detailed reports on the details of courses conducted for all
relevant heads viz institute-wise, category-wise, batch-wise and
department-wise. Trade-wise etc
 Generate feedback Report .
 Generating reports on training details as per the administrative
requirements.
 Details of training viz duration, target audience, approvals required
etc.
F. Employee Leave Management Response
F.1 Function/Process Name :Employee Leave Management
F.2 Description :
 Maintain leave rules for availing leave, leave encashment, accrual
of leaves, lapsing of leaves, ceilings for accumulation of leaves etc.
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for each category of employees

 Maintain leave rules on pre-fixing and suffixing with other
leaves/holidays and barred combination of leaves.
 Leave application process - Leave applications, forwarding/
Recommendations/ sanction/ Rejection, intimation of status of
application.
 Provision of uploading the requisite medical certificate of the
employee, in case of Medical Leave.
 The provision of leave approvals granted post facto and highlight
such cases.
 Exception workflows to support leave requests and
sanction/rejection by competent authority keeping Personnel
Department Informed.
 Record leaves availed and balance leave calculation at any point of
time and support report generation employee wise, grade wise etc.
 Link leave record to payroll and employee history.
 Transfer people from one leave structure to another leave structure
with balance of leave in previous structure (on promotion from non
gazetted to gazetted)
 Alert on any deviation from the approved leave and escalate to HR
and Reporting manager.
 Provision of uploading of manual application and
approval/rejection in case of non connectivity/special
circumstances.
 Maintain leave rules on pre-fixing and suffixing with other
leaves/holidays and barred combination of leaves.
 Maintain rules on minimum and maximum no. of days at a stretch
in a specific type of leave and track any deviations in leave request
cases.
 Alert on any deviation from the approved leave and escalate to HR
and Reporting manager.
 Leave application process.
F.3 Reports:
 Generation of Leave Reports Employee wise, shop wise, grade
wise etc.
 Leave sheets
G. APAR (Annual Performance Appraisal Report) Response
G.1 Function/Process Name: Annual Performance Appraisal Report
G.2 Description :
 Support different types of APAR.
 Identification of type of APAR form required for the officer by
designation, place of posting and grade pay/level of the
employee/officer.
 Identify the Establishment Office, Reporting Officer, Reviewing
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Officer, the Accepting Authority and the custodian of APAR by

designation, place of posting
 Online filling of APAR at all levels of processing.
 Filling the basic details of the staff/officer in Part-I by itself.
 Allow concerned staff/officer to get access to form through
registered user ID and password. This access should be open for
only 15 days to make representation. After that the staff can only
view the APAR.
 On the 16th day confirm to the officer/staff and the confidential
section through an email and SMS that the APAR has been
treated/deemed as accepted as final as no representation has been
received within the time limit.
 In case of any representation is received should forward the
representation along with the APAR to the confidential section,
reporting, reviewing and accepting authority.
 In case of any representation send an alert to the reporting,
reviewing and accepting authority through SMS and email to
finalize the representation within 30 days of the receipt of the
representation.
 Calculate the marks obtained in the APAR on the basis of three
years APAR for Non-Gazetted.
 Calculate the marks for Gazetted selections (i.G. Group „C‟ to
Group „B‟) as per Railway Board‟s letters.
 Facility to permit the Selection Board to view the APAR and for
this it should provide a confidential user ID and Password to the
confidential section which will be the custodian of APAR.
 Do marking as per the benchmark given for promotions done by
Railway Board.
 Communicate the findings to the officer if the doubts and
suspicions are confirmed.
 Scanning & password protecting the completed offline APARs
and inform the official through SMS the password and send the
encrypted APAR via E-Mail.
 Configure the APAR form as per the prescribed format.
 Employee to get a trigger, notification to start the appraisal process
for filling the APAR form.
 Define the period for which appraisal is being carried out ‐To be
linked with Transfers/Joining to the Unit.
 Online/ Offline access of the APAR.
 Define the workflow of the Appraisal document through the ranks.
 Link with organizational chart for reporting and
reviewing relationship including dotted line relationship in case of
institution adopting new model for performance management and
additional feedback by additional reviewing officer.
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 Direct integration with training module so that the

training needs/gaps identified during the appraisal process form an
input to the training calendar.
 Generate mails / workflows to the employees/ alert of
appraising authorities in case of non-submission of self-appraisals,
etc.
 Providing feature to employees for recording achievements for
self-appraisal on regular basis.
 Capacity to integrate with promotions for posting the performance
appraisal scores.
 Interface with Training and Competency mapping modules for
planning skill development programs.
 Interface with organizational chart for reporting and
reviewing relationship including dotted line relationship in case of
institution adopting new model for performance management and
additional feedback by additional reviewing officer.
 Validate the type of APAR form required for the officer by
designation, place of posting and grade pay/level of the officer.
 Validate the Establishment Office, Reporting Officer, Reviewing
Officer, the Accepting Authority and the custodian of APAR by
designation, place of posting
 Workflow of the Appraisal document through the ranks.
G.3 Reports:
 Pending APARs
H. Promotions Response
H.1 Function/Process Name: Promotions
H.2 Description :
 Generate category wise seniority list which in turn will provide the
list of employees in the zone of consideration
 The zone of consideration should be computed based on Selection,
Non selection, Trade test post, General selection post. Promotion
to the General Selection is by way of inviting options from willing
candidates and thus additionally may have to provide for manual
input of eligibility list.
 Prepare the eligibility list with Community wise break up of
vacancies for promotion taking into account:
o o Sanctioned strength and Men on roll from Book of
sanction module.
o o Communal rosters for the vacancies from the module on
reservations
 Manual entry of examination details viz results in case of written
exam/suitability.
 Maintain APAR marks, seniority marks and records of service and
generate final result taking into account the communal break up of
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vacancies.
 Picking up Discipinary/ vigilance case details before deciding on
empanelment from D&AR module.
 Provision for withholding the result of candidates against whom
Disciplinary case is pending.
 Issue the promotion orders to the respective places of posting
online/manually and send SMS/Email to the employee.
 Pay fixation in cases of promotion after taking option as per extant
rules and provide for updation of biodata in related module.
 Reflect changes in grades/Levels/category, book of sanction, as a
result of change in status of employees following promotion.
 Provide interface with Training module for pre promotional course,
pre selection coaching and post selection training if any.
 Interface with transfer module to capture choice of posting of
candidate if any.
 Maintain refusal of promotion resulting in debarment for 1 year on
first refusal and action/transfer on second refusal
 Integrate promotions with transfer module to provide for non-
transfer of employee for 1 year in case of refusal of promotion.
 Updation of Book of Sanction across the levels
 Interface with Training module for pre promotional and post
promotion training as applicable.
 Issue of notice etc for holding pre selection coaching.
 Tracking the avenue-of-promotion.
 Maintain the date-of-effect of the promotion ordered.
 Generating a list of office orders issued but not carried out.
 Check if the employee is in MACP and pay fixation on promotion
to be made accordingly
 Recalculate the revised MACP eligibility based on the current
promotion.
 On assuming charge in promoted grade, it should be update the
sub-modules of: cadre system, roster system, pass-issuing system,
employee-personal info, pay & allowances, service record etc
 Sanctioned strength and Men on roll from Book of sanction
module.
 Discipinary/ vigilance case details before deciding on
empanelment from D&AR module.
 Preparation and approval of eligibility List
 Update and generation of selection results
 Preparation and approval of office orders
H.3 Reports:
 Generate category wise seniority list which in turn will provide the
list of employees in the zone of consideration.
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 Prepare the eligibility list taking into account the community wise
break up of vacancies.
 Issuance of promotion orders to the respective places of posting
online/manually.
 Issue of notice etc for holding pre selection coaching.
 Generating a list of office orders issued but not carried out.
 Generating various reports as required by the appropriate
authorities.
 Generating promotion office order, pay-fixation, re-fixation orders.
I. Roster Management Response
I.1 Function/Process Name : Roster Management
I.2 Description :
 Maintain all categories and its modes of filling up through various
sources of Direct Recruitment, promotion through normal
selection, Talented quota/qualified quota Selection, suitability,
Trade Test or simply by option/request through lateral induction
and the extent i.e., percentage of each mode visa-vs its sanction
strength to arrive at the correct size of the specific Roster required
for that specific mode at that specific time.
 For Cadre up to 14 posts specific L Type Roster based on vacancy,
as evolved by Rly Board to be applied.
 Roster should carry Data of Caste, community &original
state/District of the reserved community employee.
 Provision in Roster for 27% Reservation in Direct recruitment
quota for OBCs who are not „socially advanced „ w.e.f. 1993.
 Socially advanced to be certified by competent authority (
Tehsildar ) based on Income & status so system should contain for
inclusion and exclusion filled for such employee.
 A Sub quota of 4.5% for minorities within the overall 27% OBC
as per sec. 3 c of National Commission for Minorities Act 1992 to
be operated for direct Recruitment w.e.f. 01.1.12, therefore, system
must have data of Minority community including State/District.
 While calculating the reservation for each category separately on
the basis of prescribed percentage, total Reservation should not
exceed 50% of the cadre.
 The same Roster is continued in case posts change from „selection‟
to „Non selection‟ posts and vice-versa.
 After merger of two grades, Revised Rosters of combined cadres
are to be recast based on Railway Board guidelines.
 No Reservation Roster for special direct recruitments such as
Sports quota, Scout & Cultural quota is allowed.
 Separate Rosters for Direct Recruitment, Promotions be created
applying respective parameter.
 The number of points in each Roster shall be equal to share of the
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number of posts for that mode of filling in a particular grade pay.

 Cadre strength should include permanent, temporary, work-
charged posts.
 Lateral transfer, deputation shall not be included in the
corresponding filling up reserved points on the roster.
 Whenever there is an increase through creation of posts or decrease
through surrender of posts. Roster shall also be expanded or
shrinked accordingly.
 Model Roster as circulated through Railway Board‟s letter No.
95E(SCT)1/49/5(1) of 21.8.1997/RBE No. 114/97 and No. 2005
E(SCT) 1/25/4 dt: 16.11.2005 ( 194/2005 ) can form a basis of
initial format of post based Roster (RBE PS/2002 dt: 14.6.2002 )
 The quota of reservation varies from region to region except in
cases of direct recruitment on All India basis and in cases of
promotional posts.
 Plotting appointments of existing incumbents in the post at the
stage of initial operation of any Roster vis-à-vis points earmarked
for each category of SC/ST/OBC & General in Roster.
 Reservation Cap is to be applied on 50% and vacancy of the
current year. However, this rule is not applicable to backlog
vacancies reserved for SC/ST in a distinct group (RBE 14/2000).
 Single post cadre will also be dealt on Roster up to 14 posts.
 Creation of rosters-Horizontal, vertical, Ex-servicemen, physically
challenged, roster as per the statutory requirement.
 Creating roster points based on the rules
 Define percentage of reservation across categories.
 Map employee to roster points.
 Define validity dates for rosters.
 Link roster to recruitment and promotions.
 Information on backlog, vacancy and new roster points to
facilitate decision making during recruitment.
 Definition and maintenance of online roster chart for direct
recruitment and promotions.
 Calculation of vacancies to be filled by reserved communities as
per the roster chart.
 On line roster account and calculate roster backlog
 Consideration of backlog while calculating the number of
vacancies to be filled by reserved communities.
 Accessing the book of sanctions relevant to the seniority group.
 Generation of roster register, duly indicating the vacant points
 Generating short-fall analysis
 Assist the selection-module in arriving at the number of reserved
posts available for selection ( PQ/LDCE/DR quota )
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 Generating various statements as required by the appropriate

authorities.
 Conversion of L-Shaped Roster –to- Replacement-post-based
roster and vice-versa, based on the changes in the actual strength or
Book of Sanctions ( should not be automatic )
I.3 Reports:
 Roster with different input criteria
 Present staffing situation on codes/roster/roster point and
employee.
 List of changes within a roster for a specified time frame.
 List of new hires in a time frame.
J. Transfer, Redeployment & Postings Response
J.1 Function/Process Name: Transfer, Redeployment & Postings
J.2 Description :
 Identification of employees coming up for posting/possible transfer
on promotion as per the seniority list.
 Identification of the stations where the vacancies exists to
accommodate the employees
 Generate list of candidates with disabilities coming up for
promotion for posting them as far as possible in the present place
of work.
 Generate a combined list of UR/SC/ST candidates coming up for
promotion against existing vacant posts.
 Identification of employees from the above list who are on the
verge of retirement for consideration for retention as per rules.
 Link the list of request transfers of seniors in the cadre before the
issue of promotion orders.
 Connect the orders of transfer of employee to another Bill-Unit, to
the pay roll system and exclude his name from the existing pay
rolls/duly indicating nature of transfer and entitlements thereon.
 Maintain the list of sensitive posts for the purpose of Transfers
 Track the movement of the employees as to whether request
transfers are being sought frequently
 Transfer of data/scanned personal records of the employee after
relief of the employee on transfer
 Recording online, the date of reporting of the employee to the new
station/seniority unit and generate advice to the cadre controlling
officers, associate accounts, Cadre and pass section
 Concurrent updation of various, relevant sub-modules, after the
transfer order is effected.
 With IPAS for Transfer-in and Transfer-out employees (LPC and
other data)
 Interface to link the DAR/Vig. cases pending against the employee
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who apply for IRT/IDT/IRMT

 Employees working in sensitive posts for more than four years are
to be considered for periodic transfer.
 Generate Last Pay Certificate automatically as per requirement.
J.3 Reports:
 Generate the list of employees who are working for more than four
years in a particular post categorized as sensitive post.
 Generate list of candidates with disabilities coming up for
promotion for posting them as far as possible in the present place
of work.
 Generate a combined list of UR/SC/ST candidates coming up for
promotion against existing vacant posts.
 Generate the employee‟s LPC(Last Pay Certificate) on the transfer
and relief of an employee to the new station.
 Generating a list of orders issued but not carried out.
K. Seniority Management Response
K.1 Function/Process Name: Seniority Management
K.2 Description :
 Maintain seniority with Department, Trade, Category &
Grade/Level of the seniority unit with the following details
 Changes due to Promotion - date of promotion and date of
effective seniority in the grade.
 Inter Railway Transfer - Date of joining in the new unit after Inter
Railway On Request Transfer/Inter Division Transfer on bottom
seniority
 Medical de-categorization - date of promotion/ appointment in the
present grade for a medically de-categorized staff.
 Refusal of promotion - If a staff gives refusal for promotion, 1st
time his seniority in that panel should be below all candidates and
if the same staff gives refusal for the 2nd time his name should be
deleted from the panel & seniority.
 Redeployment of surplus staff - date of redeployment of surplus
staff in the new seniority unit.
 Reversion on punishment/reversion on own request transfer – date
effect with reason.
 Seniority ordering –
o Candidate promoted or recruited or appointed against
(PQ/DR/LDCE)
o Based on their marks obtained in the training school. If training
is not needed for a category on the basis of Recruitment panel.
o If the post partially filled by PQ/DR if they posted on the same
day, the seniority should be given alternately
o if two staff are appointed in same day from the same source,
their relative seniority should be generated by the system as
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per date of birth.

o Candidates born in the same panel but sent for the training in
the different dates as per their marks obtained in the training
school.
 Pro-forma seniority - Date effect at par with their junior if found
an administrative error.
 Validations to Employee exists in one seniority list, Roster point
checking etc
 Publish seniority list in Web
K.3 Reports :
 Generate Department, Trade, Category & Grade/Level of the
seniority unit.
 List of designation of the staff and Sl. No .of the staff in the
seniority list of a category, date of appointment in the initial
category, date of completion of training and date of regularization
etc.
 Strength of the category percentage wise (PQ/DR/LDCE) in the
seniority.
 Generation of seniority list & its overdue publication.
 Vacancy or deficiency of staff of each category of the staff in the
seniority unit in the department.
 Community wise strength of the category and vacancy or
deficiency if available.
 Employee‟s due date for MACPs, if they are not promoted in the
last 10 years in present grade.
L. Disciplinary/Vigilance Cases Response
L.1 Function/Process Name: Disciplinary/Vigilance Cases
L.2 Description :
  Process disciplinary cases as per guidelines laid down by
Railway Board, and its tracking through extensive work flow at
each stage e.g.
1. Issue of Charge Sheet
2. Inspection of documents, additional documents, if any,
3. Written statements of defence
4. Appointment of enquiring authority / Presenting Officer.
5. Various stages of enquiry viz., Preliminary enquiry,
Examination, Cross examination, Re-examination, Recall
new evidence, Defence of CO, Examination of CO & his
witness, Cross examination of defence witness, Re-
examination of defence witness, Questioning the CO
generally , Written briefs, Submission of enquiry report to
DA, Forwarding of inquiring report to Charged Official,
Submission of Representation on IR
6. Action on enquiry report - Provisional orders in Vigilance
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Cases / 2nd stage advice in CVC cases.

7. Imposition of Major Penalty
8. Appeals
9. Revision and review
10. Imposition of Minor Penalty
11. Communication of orders
12. Suspension / Revocation / Claiming of subsistance
allowance
13. Review of Suspension / Subsistance allowance.
 Maintain all types of cases ( such as Vigilance, CBI, RPUP,
Crime, Departmental, Major UA, Minor UA, Major OUA,
Minor OUA etc )
 Restrict the access to information to authorized officials such as
DA, IO, AA, RA with duly protected password. Access to the
system should also be with the Personnel Branch officials
dealing with the case and report through audit trail.
 Filter cases into different categories i.e. pending – at which
stage, contemplated, cleared etc. as all stages have different
implications on related issues like Promotion, Transfer, Pay etc.
 Visibility of status of charge pending against him/her in the
system. The system should have a model time schedule as per
rules for finalizing departmental proceedings like:
1. Issue of Charge Sheet
2. Time for inspection of document
3. Time within which employee should submit written
statement
4. Time by which DA should take a decision to hold an
enquiry
5. Time by which the date of inquiry should be fixed after
completion of all preliminary.
6. Time by which the enquiry should be completed and report
submitted
7. Time by which DA should issue NIP
8. Time for submission and disposal of appeal
9. Time for submission and disposal of revision petition.
Automatic emails should be generated in the form of reminders
well in advance
 Maintain history of all cases. A brief synopsis of DAR cases
should be archived for past and future references.
 Interlinked with the module containing service records so that
there is automatic updation of service record as per the DAR
action taken. This will ensure that there are no lapses as per as
entries in Service Record are concerned.
 The CO through this system should get copy of any decision
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issue in a particular case for his information and necessary

representation if any. Similarly any information which is
required from the CO the system should generate the letter to
which CO has access and he should submit the information
through the system. Though it should also facilitate submission
manually.
 DAR module once linked with Salary and promotion module
will ensure that promotion and salary is in consonance with the
NIP issued and is blocked and restored as per the NIP.
 The system should be integrated with promotion and transfer
modules etc. as different stages of DAR case/type of penalty
has a bearing on promotion, transfers etc.
 Initiate different type of enquiry as per the workflow and model
time schedule.
 DAR module should be linked with Service Record module so
the previous actions under DAR, which was already updated in
Service Record can be easily available to DA/AA/RA.
 Record of enquiries being large, provision of capturing
decisions taken in physical file into the electronic format with
marker, checker and approval concept.
 Orders regarding subsistence allowance should be implemented
through the system by linking the payroll of employees under
suspension.
 Generate DAR / vigilance clearances automatically on the basis
of the data fed into the system.
 Filter out the list of employees with doubtful integrity on the
basis of data fed into the system.
 Linked with employee‟s master roll and as such if an employee
is absenting unauthorisely for a period exceeding 15 days or
more it should automatically be generated for issue of SF-11 or
SF-5 based on the decision of DA.
 There are various rules and circulars involved in DAR cases
and it is very difficult for DA to implement it perfectly. So
system should be able to provide the next steps to be taken for
each and every DAR case including information as and when
call for by DA/AA/RA.
 Vetting of NIP and after checking feasibility of NIP it should
be issued and effected. So linking with Service Record Module
is essential for this facility.
 Many DAR cases are linked with court cases or it is high
probability of court case arising in DAR action. So it should be
linked with court case module.
 Support well indexed library of topic wise circulars and
instructions which can be accessed with the help of key words.
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 Reminder for review of suspension every 90 (ninety) days.

 The schedule of disciplinary powers of different grades of
Railway Officers and Senior Supervisors should also be
digitized and integrated.
 Link to pay roll for suspension cases for payment of
subsistence allowance percentage wise.
 Generation of all standard forms duly ensuring updated service
particulars of the CO.
 Maintenance of various stages at DA, AA, RA levels.
 Alert to settlement section to stop settlement dues whenever
major penalty disciplinary proceedings and criminal
prosecution pending.
 Interface with Service Records.
 Link with Salary, promotion module, Increment module.
 Integration with court case module, Final settlement module,
Pass module, APAR module
 Workflow for DAR/Vigilance case processing
L.3 Reports:
 DAR module will automatically generate summary reports time
to time of DAR cases division wise, Department wise, DA
wise, IO wise.
 Reminder for review of suspension every 90 (ninety) days.
 Alert to settlement section to stop settlement dues whenever `
major penalty disciplinary proceedings and criminal
prosecution pending
M. Quarter Allotment Management Response

M.1 Function/Process Name: Quarter Allotment Management
M.2 Description :
 Maintain details of quarters – Type wise, location/area/colony
wise, pool-wise, floor-wise, ear-marked wise & also generate
vacancy position.
 Maintain the plinth area of each quarters, its license fee, special
license fee and damage rent and water charges, Geyser
charges, Outhouse, Garage etc
 Maintain the above details of all quarters along with the
occupants of each quarter.
 Define the eligibility of each category of employees/officers to
the Type of quarter.
 Generate forms for registration of quarters, allotment of
quarters, cancellation of quarter, retention of quarter,
occupation of quarter etc. and should also have provision for on
line registration of quarters, vacation of quarters, unwillingness
to occupy etc.
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 Maintain on line waiting list of all pools/types/categories of

quarters.
 Maintain relevant rules regarding allotment, cancellation and
retention of quarters as well as local instructions regarding the
same, including those for ear-marked quarters.
 Calculation of normal rent, special license fee, damage rent etc
on the basis of rate revised by Railway Board from time to
time.
 Other railway officers occupying ICF quarters and recovery of
dues and vice-versa
 Linkage to HRA payment/Rent calculation for Income tax in
payroll
 Calculation of House rent, water charges and recovery in
Salary
 Calculation of Arrear House rent, water charges and recovery
in installments when rates are revised retrospectively or due to
Retrospective master data updates
 Calculation House rent and water charges proportionally
whenever employee occupies,changes, or vacates quarters and
deducted through salary and necessary reports are to be
generated.
 Generate a cancellation form if the quarter occupation form is
not submitted within 30 days of generate of quarter allotment
form.
 Updation on the waiting list/quarter list as soon as a quarter
allotment form is generated.
 Updation the quarter list as soon as a quarter is vacated and
vacation report is submitted.
 Generate a cancellation of allotment of quarter if the employee
submits an unwillingness form.
 Update the status of quarter whose allotment is cancelled as
well as delete/put at bottom the name of the employee in the
waiting list, as per local instructions.
 Linked to the transfer module so that as soon as an employee is
transferred out of a particular station, retention is granted for 2
months from the date of relieving the employee and also
Settlement and Pass module.
 Provision for uploading medical certificate/school or college
certificates for the purpose of retention of house
 Process on-line cases of retention of quarter at special license
fee.
 Retention of quarter for 4 months on superannuation on normal
rent and up to 8 months on special license fee.
 Linkage to settlement to stop the payment of DCRG till the
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vacation certificate is submitted by the superannuated

employee.
 Deduct the penal rent from the salary of the employee in case
of retention permission being over in transfer cases and from
the DCRG of the employee in case retention permission is over
in case of superannuated employee.
 Deduct one set of pass every month beyond retention
permission in case of superannuated employee.
 Provision to file cases under PPE Act in case of retention
permission being over and thereafter monitor the progress of
such cases.
 Someone below in the waiting list does not get an allotment
letter before someone who is above that employee, except in
certain defined circumstances like out of turn allotment etc
 For quarters that are under retention, generate letters/memo
advising recovery of rent to the Zonal Railways/Unit where the
officer is transferred. This can be through LPC initially and
later through separate letters/memos
 The PSUs credit the amount equivalent to the entitlement for
the leased accommodation of the employee availing the
retention facility
 Retain relevant rules regarding retention of quarters for
postings in PSUs etc
 Keep recording quarters / residence-related request for any
service / activity / grievance.
 Allotment of Railway Quarters should be linked with changes
in salary to check irregular payment of HRA and to ensure
recovery of gardening, rent of accommodation & other charges
for electricity & water etc.
 Record changes in salary in case of retention of Railway
quarters in different conditions beyond the permissible limit.
 Requests for temporary allotment, recovery of Rent, water and
Electric/other charges
 Quarters allotment for commercial/other purpose – recovery of
Rent, Water and Electric/other charges
 When occupation/vacation of quarters happens in the middle of
the month, the deduction of Rent and water charges are to be in
proportion
 Interface to IPAS for transfer of recoveries for Other railway
officers occupying ICF quarters and account transfer
 Interface to IPAS for transfer of Recoveries to be effected in
ICF payroll for ICF officers staying in Other Railway Quarter
and account transfer, Pass Module , Settlement Module
 Allotment as per registration seniority unless out-of-turn
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allotment with due approval

 Quarter type eligibility rules
 Retention period validations for Long leave, Superannuation
and transfer out employees and deduction of penal rent/Pass
 Same quarter cannot be allotted to 2 or more employees.
 checking relevant rules regarding retention of quarters for
postings in PSUs etc
 Out-of-turn allotment
 Quarter allotment/vacation-occupation certification by
Electrical/Civil-effect in Payroll
 Necessary screens or system to be provided for capturing
Electrical meter readings quarter wise either by interfacing
with smart meters or manually for non smart meters and it
should be properly linked with employee data currently stored
in 9008 infotype.
 Electrical meter readings are used for the calculation of
Electrical charges as per the rule/rates given by the electrical
department and recovery to be made in the employee salary.
Any Change in the Electrical meter readings for the previous
periods or revision of rule/rates by Electrical department
necessary arrear amount to be deducted or to be refunded
through salary and necessary reports are to be generated.
M.3 Reports:
 Generate occupancy/vacancy position
 Generate a list of quarters at periodical intervals that are ready
for allotment pool-wise/type-wise, as well as the list of
employees/officers eligible for allotment of those quarters.
 Generate a list of employees who have been transferred and
have not sought permission to retain their quarters beyond 2
months.
 Generate a list of employees whose retention permission has
been over but vacation report has not been submitted.
 Generate various types of Misc reports like list of quarters
pool-wise, location-wise, waiting list of officers pool-wise,
grade-wise etc.
 Generate parity position between various pools
 Generating list of frequently vacated quarters to assess repairs /
condition of quarters.
 List of residence-related request Queries and its status
 Recovered/Non recovery of House rent, water, Electrical
charges necessary reports are to be generated as required by
user department.
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N. HOER Management Response

N.1 Function/Process Name : HOER Management
N.2 Description :
 Classification of posts under HOER (Intensive, Continuous,
Essentially Intermittent, & Excluded) and Rostered hours and
standard duty hours
 Calculation of 'long-on' period of duty - over eight hours in the
case of 'intensive' workers, over ten hours in the case of
'continuous‟ workers and over twelve hours in the case of
'essentially intermittent' workers
 Calculation of 'Short off' period of rest - less than 12 hours in a
roster of six hours duty/ less than 14 hours in a mixed roster of
6 and 8 hours duty for intensive workers, less than 10 hours
for continuous worker and less than 8 hours for essentially
intermittent workers
 Identification whether the incumbent has been provided
Railway Qtr. Within 0.5 KM in the case of working on the post
classified as „EI‟ (Essentially Intermittent).
 Online approval of competent authority for allowing Overtime
working.
 Calculation of Overtime hours and Allowance.
 Alert for breach of „Long on‟ and „Short Off‟
 No Leave Reserve is available before allowing Overtime
working.
 Take care of „Compensatory Rest‟
 Overtime data capture, Approval, accounts vetting, posting to
salary
N.3 Reports :
 Report of overtime working at any given point of time.
 Roster document which shows the hours that a railway servant
expected to be on duty every day, the daily as well as weekly
rest and break between spells of duty in a day besides other
necessary particulars
 Long-on and short-off reports
 Extra hours of work register
 Annual Return (Form B)
O. Job Analysis Response
O.1 Function/Process Name: Job Analysis
O.2 Description :
 Identification of newly sanctioned post for the purpose of Job
Analysis
 Maintenance of priority for Job Analysis
 Monitoring of finalization of Job Analysis and result thereof
upto Logical Conclusion.
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 Maintain Specific Title (Standardized Designation) to each

category of staff- Unique ID.
 Assignment of specific location (Admin Office, Depots /
Workshop, etc.) for every post.
 Maintain Linkage standard designation with location.
 Maintain brief description of the duties and responsibilities
associated with a particular post.
 Maintain Levels of reporting associated with particular post.
 Maintain Details of working conditions associated with the
post.
 Maintain all the possible HOER classifications associated with
post (including working in night shifts).
 Maintain the details of tools, machines, equipments which need
to be used / operated with respect to the post.
 Maintain the requirement of safety tools which an employee on
particular post is required to keep / carry with him during the
performance of duties.
 Maintain the requirement of uniform (if any) which the
employee needs to wear during performance of duties on a
post.
 Maintain Pay structure associated with the post.
 Define the incentives associated with the job or post.
 Support for the job being broken down into its distinct
elements by way of work study methods.
 Maintain minimum/essential/desirable qualification required
for particular post (For Direct Recruitment, Departmental
Promotion and LDCE separately).
 Maintain desirable work experience (if required) for a
particular post.
 Define minimum length of service in the immediate lower
grade and total length of service required for promotion to
particular post.
 Maintain required Medical Category and periodical Medical
Examination required for particular post.
 Identification of possible hazards / risks associated with post.
 Identification of skill, talent and knowledge required for every
distinct element of the job as identified by work study methods.
 The system should be able to provide the subject wise, level
wise and grade wise academic and technical qualifications of
each employee.
 The system should be able to maintain the data of all the
training courses attended by the employee.
 The system should be able to maintain the data of generalised
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and specialised courses / trainings attended by the staff.

 The system should be able to generate lists of candidates due
for mandatory trainings.
 The system should be able to generate the schedules for
training programs with respect to particular posts.
 The system should be able to identify the candidates with
„above benchmark‟ qualification for a particular post.
 The system should be able to identify the relevant (core) and
non-core qualification of the candidate.
 The system should be able to generate activity profiles of the
particular posts with respect to „Duties and Responsibilities‟
column in the Performance Management / APAR functional
area.
P. Skill Development Response

P.1 Function/Process Name: Skill Development
P.2 Description :
 „Skill Development‟ functional area with integration to the
following functional areas:
o Pay and Allowances.
o Employee's Particulars / SR.
o Performance Management / APAR.
o Training.
o Manpower Planning.
o HOER / Attendance.
 Definition of initial training requirement for joining on a
particular post.
 Maintain requirement of refresher training course for
continuing on particular post.
 The system should be able to identify the skill, talent and
knowledge required for every distinct element of the job as
identified by work study methods.
 Maintain subject wise, level wise & grade wise academic &
technical qualifications of each emp.
 Maintain the data of all the training courses attended by the
employee.
 Maintain the data of generalist and specialist courses / trainings
attended by the staff.
 Generate lists of candidates due for mandatory trainings.
 Generate the schedules for training programs with respect to
particular posts.
 Identification of the candidates with „above benchmark‟
qualification for a particular post.
 Identification of relevant (core) and non-core qualification of
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the candidate.
 Generate and ascertain the core work area of the individual
employee.
 Generate core competence of the employees through his
specific work experience profile.
 Identification of positive and negative attributes of the
employee (through link to Performance Management / APAR
functional area)
 Generate the list of employees as „below benchmark‟,
„benchmark‟ and „above benchmark‟ in their core work areas.
 Identification of the employees with regards to their behavioral
/ inter-personal skills, talent and knowledge for specific
elements of job specification.
 Identification of the employees with respect to their
communication skills (Oral and Written) in Vernacular
language / Hindi / English.
Q. Loans and Advances Response
Q.1 Function/Process Name : Loans and Advances
Q.2 Description :
 Definition of valid Types of Loans & Advances viz , Housing
Loan, Personal Computer, etc.
 Provision to add/amend new types of Loans & Advances along
with rules.
 Provision to initiate online registration of Loans & Advances as
per defined criteria, approval/rejection, intimation of status of
application.
 Provision of uploading of manual application and
approval/rejection in case of non-connectivity/special
circumstances.
 Automated approval process including issuance of letter of
approval of Loans & Advances.
 Maintain Recovery Record for each employee showing balance
Equated Monthly Installments (EMIs) due as well as balance
interest due @ prevailing rates as prescribed from time to time.
 Support exception workflows to enable prepayment /
enhancement of EMIs and accordingly recalculate the balance
EMIs due and balance interest due thereon.
 Link the recovery of Loans & Advances to the generation of
LPCs whenever required.
 Link the recovery of Loans & Advances to Employee History
 Provide any deviation from the initially approved recovery
structure and escalate to HR and Reporting Manager.
 Conducting analysis of Loans & Advances availed by
employees for MIS.
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 Record keeping and maintenance of historical data.

 Define all types of loans, its various characteristics such as
periodicity, interest rate, ceilings, eligibility, documents needed
etc.,
 User should be able to attach loan sanctioning rules.
 Capture from the pay roll module deductions made for the loan
repayment and auto upgrade outstanding balance for the loan
amount.
 Maintaining flow of application and applicant as per criteria.
 Allow employee to apply for permission of movable and non-
movable purchase, sell and modification property through ESS.
 Enable workflow approval for permission of movable
(computer, vehicle etc.) & non movable (House, land, flat etc.)
property purchase.
 Generate permission letter for movable & non movable
purchase, sell and modification of property of employee.
 Generate loan/advance sanctioning letter with an automated
email & SMS alert.
 Maintain contract/declaration (Form No. 1536) for purchasing
of movable items (Motor car, cycle PC etc.)
 Maintain and display applicants priority as per criteria for
sanctioning or disbursement of amount etc.
 Capture and maintain the mortgage of movable/non movable
property.
 Capture and Generate report on loans outstanding from
employees under control of an officer
 Capture and generate report on loan outstanding from an
employee at the time of retirement or termination or a major
cause or event.
 Provision of manual change e.g. Amount of installments etc. in
record by authorized users only and history should be
maintained.
 Capture and display any type of changes made on record
individual employee wise/ duration wise/user wise.
 Provision to set loan and advances re-payment schedule with
an option to modify the same.
 Capture and generate report of any type of changes made on
record individual employee wise/ duration wise/user wise.
 Interface with IPAS for exchange of loan data and generation
of LPCs.
 Validate all types of loans, its various characteristics such as
periodicity, interest rate, ceilings, eligibility, documents needed
etc.,
 Provision to allow manual entry for loan and advance
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sanctioning workflow.
 Loan application-approval-payment cycle
Q.3 Reports:
 Generate permission letter for movable & non movable
purchase, sell and modification of property of employee.
 Generate loan/advance sanctioning letter and automated email
& sms alert.
 Generate report on loans outstanding from employees under
control of an officer
 Generate MIS report on employee wise recovery position,
recovery list and outstanding balance list- as per user defined
criteria.
 Generate report of loan and advances issued to employee
monthly/quarterly/annually.
 Generate report of deviation from the initially approved
recovery structure and escalate to HR and Reporting Manager
 Generate report on loans outstanding from employees under
control of an officer
 Generate report on loan outstanding from an employee at the
time of retirement or termination or a major cause or event.
 Generate report of any type of changes made on record
individual employee wise/ duration wise/user wise.
R. Welfare Response
R.1 Function/Process Name : Welfare
R.2 Description :
 Constitution of Staff Benefit Fund, Rules governing it, various
heads for distribution of funds and eligibility criteria.
 Railway Board policies governing Staff Benefit Fund with
options of alteration from time to time.
 Database of Beneficiaries of SBF Schemes i.e., Group „C‟ &
Group „D‟ employees (with Grade Pay) along with salary
account numbers, Mobile numbers, contact numbers of
Residence and office.
 Database of Families of Group „C‟ & „D‟ employees with
details of children education and children with special needs
(physically handicapped / mentally retarded).
 Database of Handicapped employees should be covered for
being eligible for grant of SBF Benefits from time to time.
 Database of Railway employees who are seriously sick under
the categories of Cancer, TB, Kidney diseases, AIDS etc.,
 Database of Railway sick employees who have finished their
all types of leaves and are eligible for maintenance allowance
under Staff Benefit Fund.
 Database of death cases while in service for providing funeral
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grant under SBF.

 Provide all the SBF Forms for various categories with facility
to upload the enclosures.
 Cross-check and highlight only the eligible applicants
according to rules and enclosures. It should ensure that there is
no double payment.
 Provide the details of all the schemes covered by Railway
Board and new schemes introduced in the Zonal Railways.
 Provide online all the notifications concerned with SBF
Schemes.
 Generate a list of eligible beneficiaries under various schemes.
 Link the disbursal of funds through Accounts to the salary
accounts of the Railway employees.
 Confirm the employees regarding sanction of their SBF
benefits via email & SMS on Mobile.
 Maintain the list of Holiday Homes, convalescent Homes,
Railway schools, Railway Institutes, Social Welfare Centres,
Hostels, Dispensaries, Community Halls with details of number
of Rooms occupied / un-occupied and contact allotment
authority.
 Incorporate byelaws of management of Holiday Homes,
Railway Institutes, Community Halls, Social Welfare Centres,
Hostels etc.,
 Facility of online Bookings of Holiday Homes, Railway
Institutes, Social Welfare Centres and Community Halls. The
confirmation of the Bookings should be communicated via
email and SMS.
 Types of booking : Holiday homes, Institutes, Social welfare
centre, clubs, Hostels, Community halls
 Provide list of Credit Co-operative Societies, Handicraft
Centres, Canteens, Creches etc., with contact details and
byelaws.
 As per byelaws, generate list of members and beneficiaries.
 Provide the list of Railway schools with infrastructure (number
of Rooms, Floors, Labs), type of School, medium, admission
procedures, number of Teachers, notification of results,
facilities available (sports and recreation) and online
applications for admission and connectivity of the schools with
Headquarters.
 Provide the planned calendar events under Scouts & Guides
and Civil Defence. It should also have the number of
participants and their details.
 Facility to upload notifications for all Railway Week Awards
(Railway Board level, GM level & CPO level) and provide
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details of Awards / Awardees. This system should also sort the

eligible candidates amongst the applications received. This
system should also be generating the award certificates
(duplicate).
 Provide for connecting the Awards details to Service Register.
 Provide the calendar details of all the Cultural events /
educational seminars & health camps for the benefit of
Railway employees. This should include various notifications
for the same and online applications. This system should also
sort out the final list.
 Provide the calendar of Recreational / Study camps for Railway
employees and children with facility of online notification and
online submission.
 Provide list of all benefits under SBF.
 Fund allocation details to various benefits under SBF.
 Provide details of Canteen – statutory and non-statutory with
concerned Railway Board policies.
 Provide details of crèches, ladies rest room and recreation
facilities & sports along with contact details.
 Provide the list of Homeopathic and Ayurvedic dispensaries in
Zonal Railways with contact address and details. Also
generate notification for engagement of Ayurvedic,
Homeopathic Doctors along with relevant Railway Board
policies. Also provide direct link for salary disbursement of
the Ayurvedic, Homepathic Doctors in their respective salary
accounts.
 Provide link with Local SBF too for better co-ordination and
cross-checking of the utilization of funds at Divisional levels.
 Upload all the relevant staff welfare policies issued by Railway
Board and Zonal Railway from time to time.
 Provide Query module for SBF benefits and all the welfare
schemes.
 Provision to add Miscellaneous Category.
 Provide for calculation of Loss of earning capacity for the
purpose of Employee Compensation Act
 Interface with school, Co-operative Societies, Handicraft
Centres, Canteens, Creches, Holiday homes, Institutes, Social
welfare centre, clubs, Hostels, Community halls, etc
 Various calendars with Events
 Entitlement of different welfare activities
 Vacant position of various welfare activity centres like Holiday
homes, marriage Halls, community centres and Other
Places/Centres available for bookings in on-line/ Off-line
modes.
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 Validation of Allotment procedures of various Places/centres.

 Online booking of applications --> Submission with
enclosures --> Payment option --> Scrutiny ( under byelaws &
eligibility )--> display of availability --> Choose ( day / Month
/ Year ) --> Conditional allotment letter generation -->
Intimation to the concerned by e-mail / SMS/Mobile.
R.3 Reports:
 Generate a list of eligible beneficiaries under various schemes.
 Generate the sanction memos.
 Generate the balance sheet for the various heads of grants
under SBF on periodical basis.
 Generation of periodical reports about Scouts / Guides & civil
defence events & activities.
 Generation of reports.
 Provide for generation of Income & Expenditure statement of
canteens.
S. Grievance Redressal System Response
S.1 Function/Process Name: Grievance Redressal System
S.2 Description :
 Web based grievance redressal system
 Login ID for employees with due authentication and fill
complaint form/ SMS complaint from anywhere.
 Self generated SMS/Email of complaint registration.
 Complaint to be transferred to concerned
Branch/Department/multiple branches if more than one branch
involved
 If any complaint belongs to multiple departments, the first
concerned department should be the nodal department for
gathering detailed reply.
 Support transfer of workflow across authorities concerned with
the grievance.
 To be linked with payroll, Promotion, DAR, APAR etc for
concurrent updation at relevant places.
 Validate and transfer the complaints to concerned
Departments.
 Work flow for grievance redressal
S.3 Reports :
 Generation of reports of various types.
T. Union Matters Response
T.1 Function/Process Name : Union Matters
T.2 Description :
 Election process including counting of votes & declaration of
result.
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 Notification of List of office bearers subject to verification of

bonafides.
 Issue and record keeping of Card Passes to union office bearers
and ID Cards.
 Sanctioning of Special Causal Leave to eligible office bearers.
 Procedure of Deputation of office bearers.
 Meeting Agenda Booklet circulation.
 Submission of Remarks on agenda by concerned department.
 Circulation of Agenda of meeting with remarks.
 Conduct of Staff-Council / JAC Meeting, Out of Agenda items,
Minutes of meeting Circulation, Follow up action and
monitoring.
 Transfer of office bearers, the Co-option of office bearers, the
Annual General Meeting, CEC Meeting, Working Committee
Meeting, the Worker education program, Union Reference
RTI, Gate Meeting NOC, the List of office bearers, the Office
bearers Transfer NOC.
 Record keeping of assets provided to recognized unions such as
accommodation, furniture, telephones, internet, etc.
 Record keeping of rent, electricity and water charges etc paid
by unions and arrears if any.
 Generation and issue of periodical reminders to unions for
delay in payments and issue of receipts etc.
T.3 Reports :
 Support the Audit Reports.
 Generation and issue of periodical reminders to unions for
delay in payments and issue of receipts etc.
U. Court Cases Response
U.1 Function/Process Name : Court Cases
U.2 Description :
 Processing Court Cases as per laid down guidelines and
instructions. The cases shall be tracked through extensive work
flow at each stage e.g. registration of OA/WP/Civil suit,
Nomination of Railway Advocate, Obtaining para-wise
comments, filing reply. If Rejoinder, reply to rejoinder.
 Judgment- Compliance or challenge/Appeal/review.
 Further appeal- OA to WP, WP to SLP and Civil Appeal.
 Visibility of status and details of each case/pending case(s).
 Maintain history of all cases and prepare computerized
database of all the court cases across the Railway/Indian
Railway.
 Interim orders/orders passed by the Hon‟ble Courts/Tribunals
and sending alert to Concerned officers at higher management
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level and to ensure summary on following basis.

(i) Court wise: viz district court, consumer forum, Labour
Courts, CAT, High court, Supreme Court.
(ii) Status wise: viz contempt cases, Judgements/orders pending
for implementation or further review of decision, appeal, execution
cases and ongoing cases.
(iii) Generation of report for division, department, unit, HQ
office and across Indian Railway.
 Link with earlier case/ judgment, e.g. writ petition shall link
with O.A.
 Each authorized user of each section shall feed cases which are
being dealt with by him/he and generate a case number and
shall be unique for each case.
 Various authorities can track the status of case by putting case
number or name of petitioner at any point of time from
anywhere.
 The daily proceedings on the case are recorded in brief by the
authorized feeder for perusal of all concerned.
 Maintain data on Contempt Cases.
 Top Management would be having an access to monitor the
disposal of all court cases under their administrative control.
 At section level, monitor the status of all court cases for their
section.
 All the concerned officers shall have the immediate access on
the updated information about individual court case concerned
to their sections so as to ensure day to day monitoring.
 Interface with IPAS for exchange of court information
 Restrict the access to information to authorized officials and
report through officials.
 Alerts to Concerned officers at higher management level to
know interim orders/orders passed by the Hon‟ble
Courts/Tribunals
U.3 Reports:
 Generate notification of decisions/ orders/information, as per
requirement, for sending to concerned officials/Advocates as
well for records.
 Support prescribed standard form such as Vakalatnama etc
 Monthly progress as per prescribed format on various
parameters.
 Report of Contempt Cases.
V. Settlement Response
V.1 Function/Process Name: Settlement
V.2 Description :
 Review of Service Record before superannuation/other
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settlement.
 Getting post retirement details from employees in filled
forms/online method
 Monitoring of demise cases.
 Generation of sanction-papers for submission to associate
finance.
 Maintain & generation of sanction-papers for pre2006, pre2016
exited employees.
 calculation of settlement benefits and payment
 Recovery of dues, generation of pension payment orders, bank
advices
 Deduction the penal rent from DCRG of the employee in case
retention permission is over in case of superannuated employee
 Calculation of arrear settlement/revised PPOs/bank advices
 Processing scrolls from banks and updating database
 To capture, calculate, manage and generate report of group
insurance scheme.
 Provide for storing & processing of RELHS related activities.
 Support encashment of Leave, on retirement with consequent
tax adjustments.
 Support PF settlement process including generation of
settlement sheets and relevant vouchers for accounting.
 Linkage with ARPAN module.
 Payment of DCRG is subject to vacation of Railway quarters
finance and approval finance.
V.3 Reports:
 Generation of list of employees superannuating for a given
period of time.
 Generation of customized, pre-printed documents to be
submitted by the exiting employees.
finance.
 Generation of A40 related statements with respect to settlement
module.
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W Manager Self Service Response

W.1 Function/Process Name : Manager Self Service
W.2 Description :
 Supervisory employees have to carry out numerous Human
Resources (HR) activities. The Senior Supervisor plays a vital
role in the activities of staffing, development and management of
personnel policies and records, training and development,
performance appraisals , career management, discipline and
appeal etc.
 Taking new recruits on Roll
  Provide the unique ID for the Department/ Division to which
the candidate is allotted and the menu for different stages of
appointment up to the stage of generating the Office Order
and preparation of Master Data of the candidate and the data
to be merged with payroll system.
 Service Register (wherever maintained)
  Generate service history once he has joined and started his
career in Railways till date of his demittence from the service.
 Attendance
  Generate attendance on biometrics identity and Aadhar
number validation besides some other system in vogue, with
staff movement data linked to pay roll system as muster
document.
 Pay and allowances (wherever drawn)
  Generate pay and allowances such as OTA, ALK,
NDA etc. as per the HOER provisions for the staff
working in various categories and Pay Band and
Grade Pay linked to payroll system.
 Advances (wherever sanctioned)
  Facilitate forwarding of application for loans and advances.
 Selections and promotions
  Facilitate maintain the details of staff expressed unwillingness
for promotions, failed/remained absent for the
selections/suitabilities etc.
 Transfer of staff
  Update the position of incoming/outgoing staff on transfer
linked with the pay roll. This should also facilitate updation
of Service history (Service record) of each staff wherever
maintained.
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 Sanction of Leave

 Maintain the Leave account of each employee with a
provision of automatic crediting of leave on the 1st day of
January and July respectively linked to the muster particulars.
Also facilitate debiting and converting one kind of leave to
the another and the data to be linked with payroll system
 D&AR

 Generate the data of the employees who are under
suspension, major/minor penalties, pending position of
disciplinary action etc. Facilitate updation of the D&AR
position as and when the DA/AA/RA has taken a decision on
imposing penalty against the delinquent employee.
 Issue of Passes PTOs (wherever issued)

 Forward application for pass/PTO. Also facilitate printing of
pass with automatic crediting/debiting/updating the account
of Pass and PTOs once issued and cancelled for the
employee.
 Forwarding of application

 For the purpose of management and control, display details
of employees along with the notification, request transfer etc
for which they have submitted the application. It should
facilitate maintaining the details of the employees whose
applications are forwarded, pending to be forwarded on
account of IRRT/IDRT, forwarding of applications for
appointment outside the Railways etc.
 Retirement lists

 Generate the data of the employees who are likely to retire in
the specified period.
 Demittence of service

 Provision of maintaining the data of the employees demitted
from Railway service on normal and otherwise than the
normal retirements month/year wise linking to pay roll
system
 Receipt and dispatch

 Provision in managing the system of receipt and despatch. It
should facilitate inward and outward movement of docs and
files for effective supervision of R&D section.
 Medical/ PME

 Maintaining, updating and monitoring of Data of safety
category staff to be sent for Periodical Medical Examination .
 Grievance redressal

 Facilitate registering, monitoring and appraisal of redressal of
grievance, wherein the agrieved staff should be able to access
the details of information on the action taken by the
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administration for redressal grievance. .

 Training

 Maintain the schedule of training for each department. It
should also facilitate to generate information of the staff
already sent and to be sent for pre promotional training, in
service training, refresher course as the case may be for
effective supervision over training of staff as per the annual
schedules of training issued by Railways.
 Interface with Hospital
 Interface with Training Centre
 Validation/Controls based on Login details
W.3 Reports :
 As per user requirements
X. Sanction of Exit/Retirements Response
X.1 Function/Process Name: Sanction of Exit/Retirements
X.2 Description :
 Process the voluntary retirement application as per the rules
defined for the particular scheme.
 Generate retirement notice to concerned departments
and retirement proposal at least 3 months in advance in case of
superannuation for sanction. For other type of retirement/exit as
soon as the papers are submitted/ online request is received.
 Calculate Commutation, PF, gratuity, SRPF, GIS, Leave
encashment CTG etc
 Calculation of different types of pension
 Process for making payment of the retirement benefits and
sanction pension / New pension Scheme as per applicable rules.
 Maintain last pension adalat held.
 Maintain the record after Retirement benefits (Medical, Railway
Pass etc.).
 Provision to incorporate different formats of forms in template
form and ability to generate such forms online for further
processing of Pension and other benefits.
 Maintain all exit processes.
 Redeployment after retirement.
 Analyze and display sanction of pension/commuted pension
 Maintain and generate retirement booklet.
 Maintain and generate report for PF, gratuity, leave encashment,
SRPF, GIS, CTG for retirees/terminations.
 Maintain and provide a final settlement report for each
terminated employee /retiree employee.
 Maintain and generate report of list of retiree as per user defined
criteria.
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 Report of re fixation of pension of pre-2016 pensioners/ family

pensioners.
X.3 Reports:
 Generate report of Retirement benefits (Medical, Railway Pass
etc.).
 Generate report of settlement cases.
 Retirement notice to concerned departments and
retirement proposal
 Report for PF, gratuity, leave encashment, SRPF, GIS, CTG for
retirees/terminations.
 Final settlement report for each terminated employee /retiree
employee.
 Generation of statement-40 pertaining to exits
 Generate report of list of retiree as per user defined criteria.
 Generate report of last pension adalat held.
 Generate report/worksheet of re fixation of pension of pre-2016
pensioners/ family pensioners.
 Generate report/worksheet of sanction of pension/commuted
pension to post.
 Generate retirement booklet
Y. PASS/PTO Management Response
Y.1 Function/Process Name: PASS/PTO Management
Y.2 Description :
 Maintenance of Pass Eligibility of Employees/Retirees against
their Master data.
 Maintain station codes, Pass Routes, Break Journey, PASS/PTO
rules, eligibility, parameters and criteria.
 Maintain the dependent details (Declaration Form) of
employee/retire person who is eligible for pass.
 Upload of Supporting documents (Family Declaration,
Bonafide Certificate etc) of Employees/Dependents required for
School Pass, Medical Pass, Duty pass, Residential Card Pass
etc. (Before and After Retirement)
 Issuance of all types of passes(Group Passes, Sports Passes,
Duty card Pass etc) and employee can apply for the Passes
through online(ESS)
 Issue Passes Online/Offline for Employees/Retired Employees.
 Cancellation/Withdrawal/Issue of PASS/PTO manually/ online.
 Return of Used/Unused Passes.
 Manual issue of Pass/PTOs; Issue of emergency passes at
Railway Quarters
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 Provision of issuing PASS/PTO to others (Railway employee

but not part of organization and entitled for PASS/PTO).
 Provision to Enter D&AR cases/actions against employees and
enable Pass/PTO restriction, for a specified time period.
 Authorization on travelling in Rajdhani and Shatabdi trains as
per their entitlement.
 Recover cost of Pass/PTO and integrate with Pay roll for
deduction.
 Deduct one set of pass every month beyond retention
permission in case of superannuated employee
 Issue of duty PASS after approval.
 Capture of declaration forms after retirement.
 Interface with online leave encashment module (ESS).
 Interface with IPAS for PASS/PTO data exchange during
Transfers
 Integrate with Rates Branch System (rbs.indianrail.gov.in)
website for train routes and break journey check with
PASS/PTO.
 Check eligibility, dependants, Number of Pass/PTO‟s
 Check train routes and break journey as per PASS/PTO rules (as
per rbs.indianrail.gov.in website).
 Check for D&AR Actions
 Application for Pass -> Approval -> Issue
 Upload of Document-> Verification->Approval->Updation in
database
 Notifications and alerts through email/ SMS on issuance.
 Tracking and approval of various kinds of PASS/PTO of
employees/dependents/retirees through workflow as per user
defined criteria.
 Provision for manual Records Pass/PTO by authorized users.
Y.3 Reports :
 Employee list for request date of pass and issue date of pass
along with other user specific criteria.
 Audit reports.
 List of Employee/ Retirees Pass /PTO - Issued / Cancelled.
 PASS debit letter to other Office/Railways.
 Report of all types and formations.
 Print all types of PASSES/PTO on pre designed stationary
format.
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 List of passes issued (History) to the employee and his

dependents with issue date and usage date and validity date,
type of journey, class of travel. This information to be available
to employee as well as Pass department.
Z. Payroll related modules Response
Z.1 Function/Process Name : Payroll related modules
Z.2 Description :
 Admissibility of allowances like Children Education
Allowance, Travelling Allowance, Transfer Allowance etc and
interfacing with payroll with specific criteria mapped as per
eligibility.
 Processing of annual and variable increments.
 Approval limits for expense reimbursement should be
configured based upon the hierarchy limits.
 Allow the setup of multiple payrolls with different payroll
administrators & combining payroll.
 Allow restriction of administrative functions to a few select
payroll users.
 Provision for advance payments.
 Allow the cap of deductions at user defined fixed values or as a
percentage of some pay elements / Flexibility to relax user
defined caps.
 Allow for deductions that might be either Rly. rules, or Local
Organization rules.
 Approval/concurrence of Payroll parameters by Finance.
 Posting of salary to relevant GLs in the accounts.
 Allows to capture cost center of each employee and salary or
wage data can be allocated to various cost centers.
 Generation of Statutory Forms like Form 16/ Form 24 etc.
 Global editing of wage records (For e.g.: if conveyance
allowance has increased uniformly across grade levels then a
single update in the Salary/ Wage Master will drill down to the
individuals in that category).
 Multiple salary payment modes to be supported like Cheque,
Cash, Bank transfer etc.
 Payment of medical reimbursement, allowances, recovery and
taxation (if any) thereon.
 Club/union contributions with interface to payroll for recovery
 Housing loan/ other loan recovery of PFC and outside agencies
and updated report of it rebate/deductions and generation of
reports.
 Record employees‟ perquisites and other information
relevant in computing their tax liability as tax components.
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 Reporting/ adjustment of taxable earnings (in case of income

from other sources, investments etc.).
 Provide the functionality for:
 Online "savings" detail entry screen
 TDS deposit details and linkage against TDS deduction.
 CTS credit thrift society
 Lease Payments
 Advance to be dealt
 Establishment: Uniform, lease maintenance, car/ scooter
maintenance, etc.
 Others like (Residential office maintenance, Briefcase, Raincoat
etc.)
 Provide for monitoring the limits of reimbursable element of
salary.
 Generate CTC report for various level of employees, should
also facilitate generation of projected employee costs based on
certain estimated hike.
 Facilitate employee cost allocation based on pre-defined
parameters.
 Facility to adjust excess/ short deduction of TDS.
 Annual & Periodical Service Verification etc.
 Group Insurance Management etc.
 Post salary payment advice including multiple payment
methods such as bank, cash and cheque to General Ledger.
 Capability of PF & Terminal benefit Management.
 Support pooling the monthly contribution of PF, VPF in to the
PF management system.
 Support calculation of periodic interest and crediting the amount
to the accounts.
 Perform PF application processing, loan sanctioning,
loan disbursement, modification of loan installments, loan short
closure, recovery through payroll, final settlement during
closing/transfer for different type of PF loans.
 Facility to Credit sanctioned PF loan / withdrawal amount
directly to their respective accounts through CBS (Core
Banking System).
 Maintain nominee details and payment to nominee in case of
death of an employee.
o Allow for recording Tour program request (online/offline) o
as per travel policy with the details including From/To
locations, Travel Dates, Mode of Travel, Purpose of travel,
whether travel is Overseas or Domestic, support requisitions
for Travel Tickets and Vehicles
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 Allow for recording advances for travel against a

requisition, after approval
 Allow for recording travel expense report once the travel is
completed.
 Account for the travel expense report after approval.
 Should be integrated with accounts payable for creating
liabilities against each travel expense recorded in the travel
expense report
 Should allow for final settlement of a travel (i.e. adjusting
against any advance)
 Enable employees to claim for medical reimbursement for Non
Railway Empanelled hospitals
 Capture employee medical entitlements.
 Capture dependents, verify and issuing medical cards to
employee.
 Linkage of Children to various functions like claim of Child
Education allowance, Pass, Medical facilities, admissibility of
Child care leave, School fees, Scholarship reimbursement and
other SBF payments etc.
 Generate a file payroll journal by month / period / cumulative /
previous years
 Generate employee‟s individual tax returns and generation
of e-TDS data
 Capture and generate report for change in grade pay, allowances
etc. from record of pay roll for specified time period.
 The change in perks / pay component should be maintained
online. Ex. DA, Working Allowance, Lunch subsidy,
Newspaper etc.
 Benefit such as special allowances for vasectomy, acquiring
higher education.
 Special allowances for additional assignment, special
assignment, facilities etc.
 Accounting manual payments made outside SAP into SAP
System
 Post Payroll activities
o After processing of Regular/Off-cycle payrolls, various
reports/work flows are to be generated for further processing
at Accounts.
o Posting to Accounts and generation of posting documents.
o Bill passing by CAS for regular/Off-cycle payroll.
o Internal Audit process using various reports/documents.
o Generation of Last Pay Certificate report to be used by CAS.
o Reconciliation with General Books.
o Generation of Gazetted allocation report.
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o Generation of Certificate for passing on credits/debits to

Other Railways
o Quarterly e-return, Annual e-return data and reports.
o Generation of necessary reports for time reconciliation of Job
hours with GA Hours by CAS.
Z.7 Reports:
 Print and export to a file payroll journal by month / period /
cumulative / previous years and to be integrated with accounts
module.
 Ensure support for major statutory reports / certificates of taxes
like Form 16 in the user defined format.
 Generation of employee‟s individual tax returns and
generation of e-TDS data.
 Generate travel expense report
 Generate report for change in grade pay, allowances etc. from
record of pay roll for specified time period.
 Employee wise recovery position, recovery list and outstanding
balances list –month wise or as user defined.
 Generate report on updation, deductions, IT rebate on Housing
loan/ other loan recovery of PFC and outside agencies.
 Generate reports on loan recoveries made, overdue list etc.
 Generate CTC report for various level of employees, should
also facilitate generation of projected employee costs based on
certain estimated hike.
Improvements to be carried out in the existing implemented area
1. Incentive Response
1.1 Function/Process Name : Incentive
1.2 Description :
  Development of system for calculation arrear incentive for
retrospective periods on the following scenarios:
o o Changes to incentive details updated last month
o Change of incentive Employee rates
o Changes to DW/EIW statements
 Implementation of Coach serial number for Incentive
calculation. Restriction based on coaches already used for
incentive and coaches which are outsourced.
 Automatic Accountal of labour hours captured in incentive
system
 Accountal of incentive/arrear incentive payments made
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 Development/modification of Incentive system for the

following aspects:
o Operations having Squad work having more than “two
squads” could not run incentive.
o Artizans staff getting promotion and incentive claims
for the staff is giving loss due to non-availability of
facility to claim incentive difference.
o o Provision must be given to pass incentive cards for final
certification by SSE‟s in-charge.
o o The existing issues are to be resolved.
o o Separate logins & interface for shop in-charge SSE‟s
with master control to have better control over running
of incentive cards in SAP ERP System.
o o Problems are faced to use job cards for major assembly
items having bulk timings.
o o Need split-up facility to carry forward the remaining
hours due to spill over of production activities. Presently
it is leading to forgo the hours even after put on work.
1.3 Reports :
 Complete WMR (Workshop Managerial Report in HR
Module) are to be made available in SAP ERP System with
details like claimed hours, balance hours, unclaimed hours etc.
for better control and monitoring.
2. Correction Payroll Response

2.1 Function/Process Name: Correction Payroll
2.3 Description :
 Perform standard correction payroll including retro periods
pertaining to previous years
 Salary Arrears involving retrospective calculation need to be
performed prior to Regular payroll of next month
 SAP standard validations and controls
 Bill submission and passing by accounts
2.7 Reports:
 Working sheet for Arrears
 Arrear Bills
 Cash Order 7 (CO7)
3. Employee/Supervisor/Managers Self Service Response
3.1 Function/Process Name: Employee/Supervisor/Managers Self
Service
3.2 Description :
 Web based Employee self service
 Employee should be able to submit all his requests and
perform online transaction of information
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 Employees to view reports like his Pay slip, salary certificate,

Annual salary certificate, office orders involving his career
event, service record, APAR, Arrear reports, IT Forecast,
Form 16, Pension benefits etc.
 Employee to be able to apply for Loans and advances and get
status of his applications thru ESS/SMS/E-mails
 Employee to be able to request for changes in Voluntary
contribution to PF, Mobile number, bank account numbers,
family declaration etc
 Employee to be able to apply Leave, Leave encashment,
employment certificates, NOC for Passport, ID card, RC Pass,
Pass/PTO and other staff benefits, Holiday homes, Marriage
halls, Advance for travel, submit TA journals, register for
Quarters etc
 Employee to submit APARs, Moveable/immovable property
declarations/permission requests etc
 Supervisors/managers to view reports and perform
forwarding/recommendations/approvals as part of work flows
 Employee/Supervisor/managers login using Biometric or
Mobile OTP based authentication or both depending on the
sensitivity of transaction
 Support uploading of Applications as softcopy format and also
provide on-line application form on portal.
 Facility to provide investment declaration form in
electronic format. The employee will be required to fill
and submit the form electronically so as to automatically
update salary record and tax calculation by the system.
 Show the pension value through self-service-Clarification
Required
 calculation HRA Rebate
 Medical exemptions as per the Income Tax Rules
 Gratuity Calculations
 Provident fund rules
 Group Insurance
 Accessibility from Mobile
 Interface with NSDL for NPS data
 Work flows for all employee transactions
3.7 Reports :
 Salary slip
 Form 16
 Income tax forecast
 Arrear detail (Retro) statement
 Salary/Annual salary certificate
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 Employment Certificate
 No Objection Certificate for Passport
 PF/NPS ledger
 Loans details
 Leave sheet/Leave history
4. Changes to Income Tax Response
4.1 Function/Process Name : Income Tax
4.2 Introduction
 Payroll was implemented as part of ERP Phase-1 project with
Income tax calculation and recovery.
 No patches /support packs were updated since 2012.
 Income tax changes announced during Union Budgets since
2012 are implemented as work-arounds only. Part Standard
features and part ABAP programs are used for calculating
Income tax.
4.3 Description :
 The requirements of ICF on Income tax have to be understood,
re-configured, tested and implemented in the new SAP ERP
System in such a way all the work arounds are removed
 Income tax system to be integrated with TRACES portal of
Income Tax India website for online filing of IT Returns,
Generation of PART-A from „TRACES PORTAL‟
 Known issues faced now:
 Tax credit under section 87-A is to be included.
 NPS Govt. contribution portion is not properly accounted
for savings and to be allowed more than savings Limit.
 PF Amount given in Previous employment salary is not
accounted for Income tax calculation.
 Previous employment salary details stored in infotype
0580 should be able to capture more detailed data like
instead of salary it can be as pay,da,hra,etc, exemption u/s
10 it can be hra exemption, transport exemption etc.
 Quarterly return and Annual e-return data to be generated
in the format required by Income tax office (Format
required by Traces Portal ) with properly reconciled with
books figures. ( Now reconciliation done by Accounts
manually).
  Data file consist of Form16, Form24 and other reports
required by user departments to be generated.
  Section 89 rebate calculation. Income tax re-calculation to
be performed for entire retro arrear period using arrear
amounts pertains to the each year and section 89 amount to
be worked out by system with proper working sheet,
section 10E reports to be given to employees. Employee
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can use 10E report and submit/declare for IT rebate

claiming through salary.
  Child education allowance exemption to be claimed in
SAP based on the children education allowance claimed by
the employee and student details (Student data to be stored
in SAP like student name, standard, hostel, Physically
challenged etc., ).
  Income tax rules are changed by Govt. every year based on
the annual budget and necessary training to be given to IT
centre staffs for applying patches/Notes with regards to
Income Tax calculations and IT related reports generation.
4.4 Reports :
 Income Tax Forecast, IT Declaration report, Form 16, Form16
Annexures, Form24 and other statutory reports to be
generated.
 Duplicate Form16 generation when required by employee.
 IT Form16 report to be signed by different officers for
different group of employees this signing officers details
should be captured by the system and form16 to be generated
accordingly.
 All statutory Income tax reports in the latest format.
5. Project Specific changes carried out for Payroll Response
5.1 Function/Process Name : Payroll
5.2 Introduction :
 Three objects were modified from the payroll point of view.
o INHRA -> &NHRA
 This is a z function and the standard is not
used.
o INEPF -> Standard is used with specific code
o ININI -> &ININ
 This is a z function and the standard is not 
used.
 Code changes include changes to cater for Alternate Financial
year and erstwhile Workshop staff wage period (23rd to 22nd)
 Alternate Financial year: Though Financial year for
accounting is between „April to March‟, for Payroll & Income
tax purposes the year is considered between „March to
February‟.
 Currently Uniform wage period with Calendar month as
Period is adapted for all employees of ICF
5.3 Requirements:
 The Project specific changes need to be understood by the
contractor and implement them as part of SAP Standard
 Reversing the code changes or restricting the project specific
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code to older periods only so that future upgrades are not

affected
6. Professional Tax Calculation Response
6.1 Function/Process Name : Professional tax
6.2 Description :
 Entire Professional Tax process to be reviewed and re-
configured to get all functionalities like PTax arrear recovery,
PTax Refund etc.
 By taking 6 months salary and review PTax amount in every
march and September and if any difference is found between
PTax recovered and PTax due and the difference is either to be
recovered as PTax arrear or Paid as PTax Refund.
 If PTax rate is revised with prior date system should
recalculate and process arrear/Recovery.)
7.0 Gate Attendance System Response
7.1 Function/Process Name : Gate Attendance
7.2 Introduction
 A system of negative time evaluation was implemented for
Payroll in SAP ERP System
 Gate attendances have been now implemented in most of the
locations of ICF
7.3 Requirements
 GA systems implemented have to be duly integrated to SAP
ERP Payroll
 System of Time evaluation based on actual time values
 Calculation of absences/attendance based on actual times with
approval work flows in case of Overtime etc.
8.0 Standardization of Custom (Z) programs Response

8.1 Function/Process Name : Custom (Z) programs
8.2 Description: These are the Custom Z Programs which are to be
reviewed and these processes are to be implemented in the Standard
itself.
SLNO Transaction code/Program Details

1. ZICFHR_RETIRE For all superannuating employees, this
program is mainly used to update Infotypes
with Inactive status and new Payroll Area
(Z8)
2. ZICFHR_DELIMIT_PF For all superannuating employees, this
program is mainly used to delimit Infotype
0587 prior to three months of
Superannuation, so that PF Recovery is not
made.
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3. ZICFHR_SOCIETY_RATE Monthly Membership fee for Society,

changes based ob Basis Pay Level. This
program is used to update the membership
fee depending on the Pay changes from Info
type PA0008 automatically prior to Payroll
runs
4. ZICFHR_UPDATE_0027 Cost centre in Info type 0027 is updated
based on Info type 0001 (splits)
5. ZICFHR_CHECK_VPF This program check Voluntary Contribution
to PF does not exceed Basic Pay and other
pay components
6. ZHR_REPT_GROUP_INSURANCE Interest is calculated for Unrecovered Group
Insurance Subscription. This program
Calculates and updates the Group Insurance
Recovery to Infotypes for recovery in
Payroll
7. ZICFHR_PORTAL_PW This program updates password for Web
Portal to Info type 0105
8. ZICFHR_RET_DATE_UPDATE This program calculates and updates Date of
Retirement to Info type 0041
9. ZICFHR_N0_DATE_UPDATE This program calculates and updates Date of
commencement of Inactive period to Info
type 0041
10. ZICFHR_INSTITUTE_RATE Monthly Membership fee for Institute,
changes based on Basis Pay. This program
is used to update the membership fee
depending on the Pay changes from Info
type PA0008 automatically prior to Payroll
runs
11. ZICFHR_CHECK_RETIRE This program checks and reports whether
any employee beyond the age of
Superannuation, exists in the master data as
„Active‟.
12. ZICFHR_DELIMIT_RETIRED For all superannuating employees, this
program is mainly used to delimit certain
Infotypes based on date of Inactive status
13. ZICFHR_P_DELIMIT_IN When employees join duty after
Suspension, deputation, Removal etc.,
certain delimited Info types are restored by
this program
14. ZHR_BU_UPD This program updates Payroll area in the
table ZOTHOURS
15. ZHR_OT_UPL This program is used for bulk updating of
Physical absences/Overtime/Holiday
booking
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16. ZHR_REPT_OT This program calculates and updates

Normal/factor Overtime, HOER over time
to Info type 2010 from Z Table
ZOTHOURS
17. ZHR_SHIFT_BOOK This program is used for bulk updating of
Shift Details
18. ZICFHR_UPDATE_HRA This program updates info type 0008 from
0581
19. ZICFHR_PTAX_RETIREE To Upload the Amount in WT 93P1 in
Infotype 0015 for Ptax Balance to be
deducted during Retirement month.
20. ZHR_REPT_BF_OVERPAY When Brought Forward earning are
negative, this program updates Infotypes for
recovery in instalments.
21. ZICFHR_RATION_CUT_DAYS Ration money will be paid at Full rates for
the first 60 days of earn leave, Half cut for
next 60 days and Full cut Beyond 120 days.
This program works out such cut days and
updates Infotypes for calculation of Ration
money in Payroll
22. ZICFHR_STV_TEMP & To Change the Employment status from
ZICFHR_STV_TEMP1 Inactive to withdrawn in Infotype 0000 and
vice-versa
23. ZICFHR_RESTRICT_HRA180 House Rent Allowance will not be paid
when the employee leave exceeds 180 days.
This program works out such cut days and
updates Infotypes for calculation of House
Rent Allowance in Payroll
24. ZICFHR_DA_SPLIT_0008 This program splits entries in Infotype 0008
into two to ensure right calculation of DA
for the period Jan 13,July 13,Jan 14 and
July 14 for Artizans ( Payroll area Z5 )
25. ZICFHR_Z8_SET_MD_DATE This program creates data for updating MD
Change date to PA0003 for Retired
employees for the purpose of Arrear DA by
giving Retro date as Jan1 or July 1 as Input .
26. ZICFHR_QUOTA_RESTRICT This program creates Quota corrections
(Infotype 2013) for employees retiring in
subsequent six months. This will be run in
January and July.
27. ZICFHR_QUOTA_REDUCE_EOL This program creates Quota corrections
(Infotype 2013) for employees who availed
EOL/UA during last six months.
28. ZHR_GRP_ANNUAL_RUN Subscription for Group Insurance depends
on Group of the employee and their joining
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date. This program updates New Rate for

Group Insurance in Infotype 0057. Run
once in a year.
29. ZHR_REPT_GRP_INS_REGISTER The report shows the particulars of
Employees subscribing to Group insurance
with Rates. This will be run every February
30. ZHR_UPDATE_INFOTYPE_2001 This program updates Leave type to 2001
info type when the holiday is „Unpaid‟
31. ZICFHR_IT_2000_CALC1 Income Tax work around program to
calculate revised tax amount and updates
Infotype 0015 WT MVT1
32. ZICFHR_METER_CALC To calculate Electrical meter charges using
Infotype 9008 and updates Infotype 0015
WT 2121
33. ZHR_REPT_QUARTER_DEDUCT_N To calculate Quarters Rent and water and
EW updates Infotype 0015
34. ZICFHR_PROD_AWD To calculate production award every year
(After completion of outturn by ICF) using
Leave data, incentive data, employee
category and amount of award will be
advised by Administration every year and
paid to the eligible employees as off-cycle
Bill or posted in regular Bill.
35. ZICFHR_RPF_CASH_COMP To calculate cash compensation for RPF
employees based on Holiday booking and
paid to the employees as off-cycle Bill or
posted in regular Bill. The amount is
calculated as Pay + DA for one day for each
holiday booked and it is restricted to 30
days in a year
36. ZICFHR_PLBWORK To calculate PLB Bonus every year based
on bonus days announced by Railway
Board, Leave days, Pay of the employee,
monthly pay ceiling, Bonus amount ceiling
and for eligible Non Gazetted employees.
Bonus amount is calculated as per day rate
multiplied by Bonus days.
37. ZICFHR_PLBWORK_RPF To calculate RPF Adhoc Bonus every year
based on bonus days announced by Railway
Board, Leave days, Pay of the employee,
monthly pay ceiling, Bonus amount ceiling
and for eligible RPF employees. Adhoc
Bonus amount is calculated as per day rate
multiplied by Bonus days.
38. ZICFHR_P_RET_LVENCASH To calculate Leave encashment amount for
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retiring employees. Encashment amount is

calculated as No. of Leave days maximum
300 days multiplied by Pay + DA
39. ZICFHR_P_NPS_ENTRY Data entry screen program which accepts
input data by users and update many
infotypes including 0000, 0001, 0002, 007,
etc in the background. These data are used
to calculate Pension amount to the eligible
persons and paid as separate Bill
40. ZICFHR_METER_REPORT Electrical energy consumption report
showing electrical readings, amount to be
recovered and Amount recovered for each
quarters employee wise
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7.5 Functional Requirement Specifications for Finance Management

Introduction:
Product Costing portion of SAP CO module is already implemented in ICF and the system went live in
February 2012. Since then, cost collection is being done in SAP ERP and Monthly/Annual runs are
being carried out routinely. The following sub modules were configured to the extent required:
 General Ledger (Basic)

 Cost Element Accounting
 Cost Centre Accounting
 Product Cost Controlling
In order to cater to the Finance and Accounting functions of ICF, Departmental Computer systems
currently run at the Accounts Department, besides the Financial Management Information System
(FMIS) that runs at the IT Centre,
Apart from the transactions that emanate from within SAP ERP (relating to Stores transactions), the rest
of the transaction data required for the Controlling module are currently being uploaded to SAP ERP
system using manual LSMW / BDC uploads. This needs to be online / automatic.
The Functional scope of work for implementation of the FI & CO module, contains the following two
components:
 Implementation of Accounting & Finance functions in SAP ERP

 Improvements to be carried out in the existing implemented areas in the CO module.
Most of the efforts on the part of the Contractor would lie in mapping these requirements to standard
SAP ERP system in due consultation with OEM. The requirements which could not be made within
SAP ERP need to be met by Development within ERP or in the Web Portal proposed as part of the main
scope of work in mutual agreement with ICF.
system:
 All sub-Systems of FI &CO should provide for sending SMS / e-mail to Contractors / Suppliers
/ Employees, besides various other stake holders.
interlinking / interconnecting the various sub-systems of Accounting and Finance.
 System should provide for reconciliation of figures emanating from various Subsystems with
those in General Books (Cash & Adjustments) maintained by the Centralized Books Section
Page 208 of 293

 Provide for sufficient control mechanisms to ensure various checks and balances that are being
currently followed in ICF / practiced elsewhere, as part of various Internal Checks of Standard
Accounting practices.
for rectification.
 Send system generated alerts on real time to employees/different sections as and when required
during workflow.
 Provision for having templates on different forms of official communication including Orders,
application formats, standard sanction orders etc. Provision for adding and integrating more
templates in future depending on the task.
 Track the position of the workflow (where it is pending)‐ diagrammatically, with/
without showing the contents, as the case may be
 Generate alerts if a matter is pending with a functionary for long time.
 Integrate tightly with the Human Resource, Materials Management, Production Planning, Plant
Maintenance, Sales & Distribution modules in ERP – for handling Accounting transactions that
emanate / terminate in the respective module
 Integrate tightly with the functions of the other departments such as Mechanical, Electrical,
Civil Engineering, Human Resource, Stores etc in handling Accounting transactions that
emanate / terminate in the respective department.
 Integrate with SAP Business Warehouse and provide easy analysis through integration with
Microsoft Office (Analysis for Office)
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Implementation of Accounting & Finance in SAP ERP System
A. General Ledger Response
A.1 Function/Process Name: Book Keeping & Accounting

A.2 Description:
a) Capture of all accounting entries relating to payments, remittances of ICF.
The transactions could be either through Cash/Bank or through Adjustment.
Transactions through bank to include direct credits to Bank
b) Maintain the Daily Cash Book – summarizing the Cash/Bank Payments for
the day.
c) Maintaining the various General ledger Accounts of the Railway
d) Provision be made available for capture of the following in the various
transactions / reports, as applicable :-
 Minus debit / Minus Credit, in the case of adjustment transactions
 Source of Funding – Capital, Depreciation Reserve Fund etc
 Primary Unit of expenditure
 Details of asset/work such as Scheme, Reference, Estimate number
 Employee number, Minimum balance, Rate of recovery, number of
installments etc
 Purchase Order number / Agreement number
 Receipt particulars such as Receipt Note Number etc
 Cost Objects such as Production Order, Cost Centre etc
 PAN,TAN,TIN,PT/PE, NT/NE
 PRAN Number
e) Transfer transactions (Inter-Railway) : Carrying out adjustment transactions
between Railways units by raising of debits/credits on Other Railway
Units(Outward) and acceptance of debits/credits received from Other
Railway Units, generation of certificate for raising debit/credit by sections,
listing of railway-wise debits/credits for a given period, preparations of
related Journal entries, interface with E-Recon application developed for
Railways.
f) Provision for carrying out „Annual Closure of Accounts‟ to be made – such
as carrying over existing balances, clearing balances under certain heads etc.
g) Transactions need to be captured in line with Accrual Accounting concepts.
Preparation of Final Accounts based on guidelines for Accrual Accounting
concepts circulated by Railway Board is to be made possible.
h) With respect to certain heads of a/c., the System should provide reports that
would serve the purpose of a Register/Sub-ledger for watching
credits/debits, reconciliation with General Books the particular head of
account such as Remittance into Bank, Reserve Bank Deposits, Principal
Accounts Office (New Delhi etc) etc. The System should be able to show
the linkage between debit(s) and corresponding credit(s) and balance
available.
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i) Preparation of Debt Head report based on Capital Ledger, Receipts and

Outgoings as per Account Current.
j) Preparation of various reports based on Cash & JE such as Exchequer
statements, Capital ledger, Capital & Revenue (Finance) Accounts, DRF
Ledger, Primary Unit-wise analysis of net drawals.
k) Being the key section that maintains the Books of the Railway (General
Books), mechanism for carrying out reconciliation of Accounts by each of
the different sections with General Books (Financial Books) should be made
available.
l) Provision for up-to-date and timely posting of PF/Loans/NPS transactions to
the concerned Employee Ledger, while carrying out a particular transaction,
in a timely manner
m) Interfaces with the following are envisaged:-
n) With E-Recon – a centralized System for IR where inter-railway
transactions are settled
o) With IPAS – a centralized Accounting System for IR through which the
Summarized Accounts are to be uploaded through a defined interface, after
the transactions for the month are settled.
A.3 Reports :
 Daily Cash Book
 Pay Master‟s Register
 Monthly Cash Allocation-wise(G/l-wise) Summary
 JE Allocation-wise (G/l-wise) Summary
 General Ledger
 Monthly Approximate Account Current and its Annexures
 Monthly Capital Account Current and its Annexures
 Annual Capital Accounts and its Annexures
 Annual Revenue Accounts, Finance Accounts and its Annexures
 Accrual Accounting Reports
 Registers for Subsidiary Ledger – Reserve Bank Suspense, Reserve Bank
Deposits, Cheques & Bills Suspense etc
 Debt Head Report
 DRF (Depreciation Fund )register
 PU-wise analysis of net drawals
B. General Ledger Response

B.1 Function/Process Name:Preparation of Accounting adjustments – Journal
Entry
B.2 Description :
a) Provision for preparing accounting adjustments (Journal Entries or JE) to be
made.
b) Provision for distinctly operating Minus Debit / Minus Credit, along with
Debit & Credit.
c) Capture of few specific fields is mandatory while carrying out adjustments
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:-
 Employee number, minimum balance, Rate of Recovery, Number of
Installments etc in the case of Employee related transactions
 Purchase Order, Receipt Particulars etc in the case of Stores related
transactions
 Batch Order / Expense Number & Shop (Cost Centre) etc in the case of
Manufacturing Expenses
d) Provision for Books Section to accept / reject / postpone a certain
adjustment.
e) Provision for modifying an accounting adjustment prepared by a particular
section – at the Books Section level
f) An Interface will be required with E-Recon – a centralized application for
IR where inter-railway transactions are settled
g) Some of the Validation/Controls required are
 Signatory to the JE will be based on the JE value
 Preparation of Adjustments to be restricted w.r.t certain heads of A/c. For
instance:-
o Credit to certain heads of A/c to be restricted. For instance, credit to
Workshop Manufacturing Suspense (WMS) A/c to be restricted only to
value realized from Railway Board/Other Railways for sale of
coaches/spares to other Railways. No other credit to WMS to be
operated as an adjustment.
o Inward Transfer Credit to be adjusted as credit to Head Transfers
Railways and not minus debit
B.3 Reports:
 JE Printout, along with narration and all required details
 JE register – showing JEs accounted for the month
 Allocation-wise(G/l) summary
C. General Ledger
C.1 Function/Process Name: Maintenance of Subsidiary Registers &
Reconciliation
C.2 Description:
a) With respect to certain heads of a/c., the System should provide reports that
would serve the purpose of a Register/Sub-ledger for watching credits/debits
under a particular head of account such as Miscellaneous Advances,
Deposits Miscellaneous, Purchase Suspense,Sales Suspense, Stock
Adjustment A/c., Stock-in-transit, Cheques& Bills Suspense, Remittance
into Bank, Unpaid Wages, Recovery Register etc. Maintenance of such
registers should be automatic and in an online manner.
b) The System should be able to show the linkage between debit(s) and
corresponding credit(s).
c) The concerned section monitoring the particular Head of a/c should be in a
position to carry out reconciliation monthly with the General Books figure
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(Financial Accounts).
C.3 Reports :
 Subsidiary Register Print, where required
 Half-yearly/quarterly/monthly arrear-reports.
 Half-yearly/quarterly/monthly/debt-head reports.
 Report on clearance of balances from the above suspense.
 Progress reports of section/individual staff dealing with the above registers.
D. General Ledger Response
D.1 Function/Process Name: Accounting for GST & Preparation of GST
Invoices
D.2 Description :
a) All GST payments and collections need to be accounted for. Necessary tax
codes need to be invoked in ERP.
b) For the purpose of availing Input Tax Credit, the following facilities should
be made available.
 Provision for capturing GST information in the Purchase Order/Agreement
 Information in the Supplier/Contractor Invoice such as GST No., Invoice no.,
HSN/SAC codes etc need to be captured, besides other details
 Payment of GST against supply of Goods / Services needs to be captured
distinctly in the form of SGST., CGST., UTGST & IGST paid.
 Amounts paid on Reverse Charge Mechanism needs to be captured, in the
case of Unregistered Suppliers/Contractors, Transport contractors etc
 Mechanism to be devolved for tracking of material used / services availed
with the End-product and Customer – so that input tax can be availed only
where is chargeable on the Customer
 Mechanism for reconciling input tax particulars with Supplier / Contractor
invoice data downloaded from GSTN site should be available.
c) Raising GST invoices/Bill of Supply for all kinds of sale, as per the GST
Act :-
 Coaches ,
 Spares,
 Scrap (Now GST only for unregistered buyers of scrap)
 Shop Manufactured items
 Material
 Metallurgy (CMT lab) services
 Ground rent collected for renting Stadium
 Rent from Kalyanamandapams, auditoriums etc
 Invoice for receipt of Mobilization Advance from Non-Railway Customers
and subsequent invoices based on delivery
 Legal charges
d) Invoices need to be prepared from the base document created as a part of the
process viz., from delivery challan, Gate pass, sale issue note etc
e) Where advance is collected, GST should be made applicable on such
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invoices. Balance should be collected/refunded through the Final Invoice

f) Provision for affixing digital signature on the invoices should be possible
g) All payments / collections to have the corresponding Accounting entry in
the background.
h) Provision for cancelation / reversal of GST payment/collection should be
available.
i) Mechanism for reconciliation of CRIS report of GSTR-2A with ICF input
credit availed.
j) Mechanism for additions in GSTR1A i.e., recipient added missing invoice –
invoice missed out by ICF but added by Customers.
k) Following workflows should be available:-
 Invoice preparation process should be triggered from delivery of service /
item
 Once invoices are prepared, they should be available for digital signature of
the signing authority
l) Preparation of E-way bills
D.3 Reports :
 Data file for uploading input tax credit in CRIS required format
 Data file for uploading all GST collections in CRIS required format
 All GSTR reports, as a download
 Invoice in PDF format
 Manual reports prepared by the Section
E. General Ledger Response
E.1 Function/Process Name: Maintenance of Head - Transfer Railways
E.2 Description:
a) Transfer transactions (Inter-Railway) : Carrying out adjustment transactions
between Railway units by raising debits/credits on Other Railway
Units(Outward) and acceptance of debits/credits received from Other
Railway Units.
b) Generation of certificate for raising debit/credit by various sections making
payments/carrying out adjustments
c) Listing of railway-wise debits/credits for a given period
d) Preparations of related Journal entries, interface with E-Recon application
developed for Railways.
e) Interface with E-Recon, a centralized application for IR where inter-railway
transactions are settled, should be provided.
E.3 Reports :
 Railway-wise Monthly list of Debits and Credits
 Status of Inward Transfer Certificates
F. General Ledger Response

F.1 Function/Process Name: Accounts - General Processes & Reports
F.2 Description:
a) Provision for transferring old items to Earnings
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b) Provision for refund amount transferred to Earnings.

c) Generation of Working Sheet for material assistance to outsiders
d) Generation of reports to be circulated to Other Railways for effecting
recoveries from recovery register.
e) Generation of reports to be circulated to Stores for clearance of MAC(Risk
Purchase)
f) Generation of accrued liability towards passing bills
g) Generation of accrued income(EMD/SD etc)
F.3 Reports :
1. Monthly/Weekly/10-days progress report
2. List of items transferred to earnings
3. Age-wise summary of items under various Suspense Accounts
4. Age-wise summary of items cleared from various Suspense Accounts
5. Debt-head reports
6. Periodical reports to be submitted to Railway Board
G. Payments Processing Response
G.1 Function/Process Name: Cheque Preparation
G.2 Description :
a) All payments to Employees, Suppliers, Contractors and others are arranged
by this section through Cash / Cheque/ NEFT / ECS Letter of Credit.
b) Sections processing payments will pass the bills for payment and transmit
the processed bills along with the CO7s to Cheques section. Payments will
flow from Cheque section to Bank / Payees
c) Cheques are issued by both Shell & Furnishing divisions
d) Cheques are issued on RBI & SBI.
e) Existing process : Signed CO7 statements are received from different
sectionsand a unique running serial number is allotted. An entry is made in
the control register showing deduction and gross amount. CO7s are grouped
and booked in separate batches - for NEFT, Cheques, Cash, Imprest Cash,
Technical Scholarships from SBF, PF payments etc. Separate Cheques are
prepared for each Batch. All data such as Payees' name, amount etc are
captured from CO7 prepared by concerned section. Within each batch,
amount is consolidated payee-wise and cheque prepared and sent to Cash
and Pay Office. In case of cheque payment, a separate cheque is prepared
for each payee. Cheques, Co7 statements along with invoices / vouchers are
sent to "Cash and pay Office" for arranging payment to the respective
drawees. As for electronic transfer cases, data is furnished to the bank in
the prescribed format.
f) When a cheque is to be re-issued due to loss or other reasons, "Plus and
Minus CO-7" has to be prepared.
g) Interfaces with the following are envisaged:-
 Integration with SBI CMP or similar to be provided.
 Provision for bill processing status in ICF website
 SMS to beneficiaries after arranging payment.
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G.3 Reports :
 Statements showing Payee-wise list

 Control Register
 Daily exchequer statement,
 Plus and Minus CO7,
 PCDO, MCDO, Monthly Progress Report,
 Bank-wise payment statement,
 List of voucher statement for Cash, Cheque, ECS and NEFT Payment.
 NEFT statements such as NEFT counterfoil – CO7-wise, NEFT clubbed
statements, Bank statements for forwarding to SBI along with Cheque for
arranging payments.
H. Payments Processing
H.1 Function/Process Name: Processing of Contractors’ bills and misc bills Response
H.2 Description:
a) All bills other than Payment to Staff / Suppliers are dealt with in
Expenditure Section. They are grouped into two categories. One,
Contractors‟ Bills (based on Agreement / Contract, Work Order and Zonal
contract) and the other, Miscellaneous Bills.
b) Digital submission of bills, digital bill passing and digital payments
c) Passing of Contractors‟ bills should include necessary checks with reference
to 1. Agreements master, 2.Contractor Master (with NEFT details as well),
3.Recovery Register, 4. Bank Guarantee Register, 5. Power of attorney
Register 6. Deposit Miscellaneous Register and 7. Misc Advance Register.,
in an Online manner. Corresponding subsidiary registers, whenever
necessary, should also have to be updated.
d) Agreements for works contract will have about 20 to 70 line items and bills
are claimed in multiple installments. Bills will be processed based ona)
Agreementb) Amendment(s) to Agreement c) Measurement Book.
e) Passing of bills involves assigning a running serial numberto each bill
(CO6) and exercising relevant internal checks with reference to terms and
condition of the agreement and extant rules.CO6 number to be allotted by
the System while submission of Bills by the Contractor.
f) On ensuring the correctness of the bill, quantity claimed, amount claimed
etc., bills should be passed by Accounts Staff using digital signature and
authorized by AFA/Bills digitally.
g) Provision for entering GST input/outward liabilities/RCM input and
outward liability should be available and automated with link to GSTN site.
h) On passing of bills, Contractor ledger should be updated.
i) Recovery of LabourCess and remittance/filing and reconciliation thereon.
j) Certificate of recovery of TDS/TCS/LabourCess.
k) Generation of accrued income (EMD/SD etc)
l) Accountal of receipt from Kalyanamandapam /Axis Bank / SBI / Shops /
Sports Association / Institutes /Other Organization.
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m) Preparation of extract of payments(CO7 statement showing payee details,

Gross, Deduction and Net Amount payable with allocation for each).
n) Handing over CO7 and vouchers/ invoices to Cheques section for arranging
payment.
o) Bills are of four types a) Running Bill or On-account-Bill, b)Final Bill,
c)Procurement Advance bills (recoverable with interest on instalment basis),
and d) Supplementary Bills including Price Variation bill, refund of EMD /
SD / Liquidated Damages etc.,
p) Apart from TDS/TCS at the prevailing rates, Penalty levied for delay or
other reasons and any amount due to Railways or others shall be recovered.
q) Miscellaneous Bills are of lesser value and lesser complication and they
include Telephone Bills, Imprest Bills, Bill for Legal Charges, AMC Bills,
Payment from Staff Benefit Fund, Unpaid wages bill, Transport Bill for
hired vehicles etc. Bills for Advertisement charges
r) Mechanism is needed for watching expiry of Bank Guarantees, generating
list/advice for review and enforcing recoveries wherever necessary.
s) Passing of Contractor Bills should be completely online.
t) ICF standard format should be filled by the Contractor and authorized by the
Executive Department before submitting to Accounts for passing.
u) Provision for raising Transfer Certificate on Other Railways for Other
Railway transactions
v) Control over expenditure (restriction of amount spent to Budget Allotment)
w) SMS alerts to Contractors at every stage of Bill Passing
x) Availability of Bill status in ICF web site.
y) Generation of letters to return bills.
z) Payment to Contractors through LC should be possible. The payment mode
should appear in tender stage itself and get reflected in Contract and
automatically connected to bills passing programs.
aa) Following interfaces are envisaged :
 Should have an interface with IPAS for publishing Contractors Bills position.
 Provision to integrate with the Contractor so as to enable him to do Online
Bill Submission
 Provision for integration with Bank for transfer of payments to Contractors
 SMS / Email alerts to Contractors
bb) Following validations and controls are envisaged :
 Maker Checker concept – for each transaction, there must be at least two
individuals necessary for its completion. While one individual may create a
transaction, the other individual may confirm/authorise the same.
 When recovery is pending against the Contractor, the same should be
considered for deduction prior to making payment duly updating Recovery
Register and generating a recovery advice.
 Increase in the consumption of items over 25% in any item needs to be have
the approval of the Competent Authority.
 Firms‟ Bank account details are fed once and the same cannot be changed
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without Banker‟s NOC if the Contractor has given a Power Of Attorney in

favour of the banker. For cases not involving Power Of Attorney, change of
banker details are allowed freely.
 The head of account to which the expenditure is chargeable has to be
captured from the Agreement. However, there should be option to alter /
expand the same.
 Total amount spent has to restricted to Cash Authorised by Budget section
for the month for each nature of expenditure.
 Preparation of Completion Report / Estimate
cc) Following workflows are envisaged :
 Bills prepared based on Measurement Book entriesduly verified by
Divisional Accountant of Executive department and certified by the
concerned Executive are received in Expenditure section. After necessary
checks, Co7 statement is prepared and sent to Cheques section for arranging
payment to the Firm / Contractor.
 Since movement of bills/related documents involves the Executive
departments (Civil Engg., Electrical, Mechanical etc), the proposed
workflow should capture such related activities also without restricting to the
Accounts Department only – to ensure end-to-end capture of all activities.
H.3 Reports :
 CO6 Register (Register of Bills Received)
 List of Bills pending / passed, Staff-wise, Date-wise , value -wise
 Exchequer Statement – for a given period
 Generation of CO7 (Abstract of passed bills)
 CO7 Register (Passed Bills information)
 Progress Report ( say Weekly, Monthly etc.,)
 Statement of Accrued impact at any given point in time
 Issue of Transfer Certificate to Other Railways
 Statement of TDS / TCS effected
 Statements required in connection with GST
 Statement of Expenditure booked (period-wise,Project-wise,departmentwise,
nature-wise etc)
 Details of items operated over or under 25% and 50%.
 Every payment affecting Capital / DRF has to be posted in CWR
(Centralised Workshop Register) against relevant Sanctioned Estimate
 Bill payment advice with recovery details also
 Outstanding recoveries – party-wise
 Letter to Other Railways – for recovery of outstanding liabilities
 Party-wise/Age-wise/Staff-wise pending bills
 Ten-days/Weekly/Monthly report
 Statement of Bills passed through GEM
 Raising of Sale bill on Other Railways for Other Railway transactions
 Deposit Miscellaneous, Miscellaneous Advances, Earnings Register
Page 218 of 293
I. Establishment Accounts Response
I.1 Function/Process Name: Pension / Settlement
I.2 Description:
a) This function relates to Payment of settlement benefits to those who joined
Railway Service prior to 01.01.2004.
b) Settlement benefits include: a) Death Cum Retirement Gratuity, b) Leave
Salary, c) Group Insurance, d) PF balance, e) Commutation of pension, f)
Transfer Grant and g) Pension etc
c) Processing is done for the following categories 1. Superannuation pension
cases 2. Retiring Pension Cases 3. Demise/Family Pension cases 4. Invalid
Pension cases 5. Compulsory Pension cases 6. Family Pension in the case of
Widows / Unmarried or divorced daughter 7. PSU absorbees pension
revision cases 8. Ex-gratia pension cases 9. Pre-2006 pension revision cases
10. DCRG arrear cases on a/c of DA revision
d) There are detailed rules (Railway Services (Pension) Rules 1993 ) to decide
on the eligibility, amount to be paid and whom to be paid in the absence of
the employee due to death or „missing‟.
e) Recovery of Government dues are ensured based on claims given by
concerned section like Outstanding Loans and Advances, RECC Society etc,
f) Pension is being paid to the Pensioner through any branch of a
NationalisedBank or Post Office chosen by the Pensioner. Provision for
changing the pension disbursing unit is also required.
g) Pension Payment Order and Pension authorization letter are sent to the
Link branch of concerned Bank. These documents cover pension details,
claim details and bank details.
h) All settlement benefits except pension are paid by ICF directly.
i) Settlement benefits are to be revised as and when letter to this effect is
received from Railway Board due to Pay Commission or other reasons.
Revision on account of stepping up / promotion / pay-revision, Court
Cases, MACP/Re-structure/Scale Merger etc., with reference to Service
Register, Personal file etc.
j) Provision has to be made for updating the contact details etc., of the
Pensioner / Family Pensioner and particulars of disbursing bank
k) In the case of retirees who continue to occupy Railway Quarters even after
the cessation of service, DCRG is withheld. After vacating the quarters is
vacated, Engineering Department conveys the same to Accounts Office
where DCRG will be released after deduction of rent / penal rent etc., Only
a part of DCRG is withheld towards anticipated Debits/ Claims from
establishment sections etc.,
l) Provision to prepare Journal Entries is required to withhold certain amount
by transferring the same to Deposits.
Processing of Postal Schedule:
m) Posting of Index Register for Postal Pensioners – w.r.to pension schedule,
Page 219 of 293
Pension master for Postal pensioners and Preparation of JE

n) Advance review of Service Registers / Service verification for retiring
employees
o) Following validations and controls are envisaged :
 Interface with HCM module by Personnel Branch, where the proposal for
settlement is initiated by Personnel Branch for processing in Accounts
 Interface with HCM module for verification and vetting of Service Register
and Personal file
 Interface with Centralized Pension Portal for IR (ARPAN) – for processing
PPO., for entering new cases
 Interface with Centralized Pension Portal for IR (ARPAN) – data for
uploading old cases
p) Following Workflows are envisaged
 All the proposals are initiated by Personnel Branch/Accounts(Admin) and all
relevant documents, with sanction of Competent Authority, are forwarded to
Pension Section of Accounts Office. Claim particulars towards amounts due
for recovery towards Loans & Advances with interest, amount due to
RECCS. After assigning co6, files are allotted to Dealing Staff, who after
due verification with reference to Service particulars including Emoluments
and Leave a/c, take print out of co7 and submit the same to SSO who will
verify and obtain signature of concerned AFA / Sr.AFA, co7 with vouchers
are sent to cheques section to arrange for releasing the payment.
 Pension Payment Order (PPO) is issued to concerned co-ordinating branch of
the bank and another copy sent to the retired official or his family.
I.3 Reports :
 Preparation of Bank-wise Pensioner details - to despatch the PPOs

 Printing of Pension Payment Orders (PPOs)
 Issue of duplicate Pension Payment Orders (PPOs) w.r.to existing records in
the Section.
 Monthly progress report
 Monthly Exchequer Statement
 RELHS Statement
 MCDO/ PCDO figures
 Pending Bills on given date
 Staff-wise Bills pending / passed
 CO7 Register ( Passed Bills information)
 Reports for reconciliation with General Books/review etc
o Monthly statement of Pension and DR payable, grouped into branch-
wise, bank-wise and post-office-wise
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 Exchequer Statement
 CO7 Report
 Claims Register
 Exchequer Register
 Monthly Progress Report
 Budget Report and figures for Appropriation A/c s
 Figures for compiling Half Yearly Review of Suspense Balances
 Half-yearly review report
J. Payments Processing Response

J.1 Function/Process Name: PF Loan Application Processing
J.2 Description:
a) Processing of PF forsanction of loan application and preparation of bill by
Bill Drawing Officer, registration of bills (CO6) , processing of bills by
Accounts duly exercising relevant internal checks w.r.to extant orders and
rules, preparation of extract of payments(CO7 report – basic accounting
document), generation of Cheques/NEFT data to Bank, cancelation of bills,
return of application etc.
b) Digital submission of applications, digital bills and bill passing and digital
payments
c) PF Loan applications are received in Physical form or as Online applications
and a serial number is assigned by the Personnel Branch to each application.
d) Application for loan is sanctioned by the Bill drawing officer based on rules
for admissibility for Temporary /Final withdrawal (Reason-wise rules) and
Amount available to the Credit of the employee (PF balance). Defective
applications are rejected.
e) Based on the applications received, one bill is generated for many
applications by the bill drawing officer, separately for
 Online bills
 Physical bills – bill-unit-wise
f) Again, bills are to be segregated on the following basis:-
 NEFT Bills
 Non-NEFT bills
g) Processing of PF Bills / Loan Applications in Accounts includes registration
of bills (CO6) , processing of bills by exercising relevant internal checks
w.r.to extant orders and rules, preparation of extract of payments(CO7
report – basic accounting document), generation of Cheques/NEFT data to
Bank, cancelation of bills.
h) The following interfaces are envisaged
 Provision for Employee to do Online Bill Submission
 Publishing Loan Application status through website / Mobile Phone of
employee
 Provision for integration with Bank for transfer of payments to Employee
Page 221 of 293
 Access to up-to-date PF balance and PF Loan information, including loan

remittances, subscriptions, interest credits, PLBonus credits, adjustments and
withdrawals made till date.
i) Some of the required validations are
 Maker Checker concept – for each transaction, there must be at least two
transaction, the other individual should be involved in
confirmation/authorization of the same. While bills are sanctioned by the
Bill Drawing Officer, the Bill will be passed for payment by the Section, and
it will be checked by Sr.AFA/PF.
 Only one loan per month per employee allowed
 Maximum of six final withdrawals per employee per year
j) Some of the required workflow are
 Movement of application, from filing to payment, to be captured in workflow
 Movement of bills, commencing from receipt to payment, to be captured in
workflow – through Personnel Branch and Accounts.
J.3 Reports :
 CO7 Report
 Ten-days / Monthly Progress report
 Monthly PF Control over Advance Statement – showing employee-wise
status of all PF transactions as on the 1st of the month
 Reports such as applications for which data entered and bills ready for
generation, Bills generated and ready for dispatch to Accounts, Employee-
wise Application Status, Report showing Month-wise CO7-wise - gross,
deduction and net amount, Bills ready for receipt in PF Section, Bills ready
for Internal Check, List of CO7 prepared etc
K. Payments Processing Response

K.1 Function/Process Name: Settlement - PF
K.2 Description :
a) Processing of PF Settlement Bills to include sanction of proposal and
preparation of bill/working sheet by Bill Drawing Officer, registration of
bill (CO6) , processing of bills by Accounts duly exercising relevant internal
checks w.r.to extant orders and rules, preparation of extract of
payments(CO7 report – basic accounting document), generation of
Cheques/NEFT data to Bank, cancelation of bill and return of
proposal/working sheet.
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c) Settlement could arise on Demise, Voluntary retirement, Compulsory
retirement, removal from service, resignation of employee etc
d) Processing of PF Settlement Bills: PF Settlement Bills (Superannuation and
Other than Superannuation cases) received from Bill Preparation Section
processed with reference to :-
 Office Order
 Retirement list
 Amount available at the Credit of the employee
 Preparation of Working Sheet together with eligible interest and Pay Order
e) PF Settlement Bills: PF Settlement Bills (Superannuation and Other than

Superannuation cases) received from Bill Preparation Section processed
with reference to :-
f) Processing of Death Linked Insurance where the proposal is initiated by
Personnel Branch and Accounts verifies the payment according to rules –
Maximum ceiling amount of Rs 60,000/- ., the employee should have
maintained a minimum balance according to his Pay in the last 36 months
etc
g) Maintenance of PF Deposits A/c - for instance in the case of employees
whose PF Assets are kept pending until such time the minor nominee has
attained majority.
h) Reconciliation of concerned heads with General Books (Financial

Accounts).
i) Following interfaces are envisaged

 Interface with HCM module by Personnel Branch, where the proposal for
settlement is initiated by Personnel Branch for processing in Accounts
 Interface with HCM module for verification and vetting of Service Register
and Personal file
K.3 Reports :

 CO7 Report
 Ten-days / Monthly report
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L. Payments Processing Response
L.1 Function/Process Name: Supplier Bill Processing

L.2 Description :
a) Processing of Supplier Bills to include registration of bills (CO6),
exercising relevant internal checks w.r.to extant orders and rules (three-way
matching etc), preparation of extract of payments(CO7 report – basic
accounting document), generation of Cheques/NEFT data to Bank,
cancelation of bills.
c) Processing of Supplier Bills : Online processing of Suppliers bills with
reference to
 Purchase Order
 Amendment(s) to Purchase Order
 Receipt Note(s), in the case of Normal payment
 Provisional Physical Receipt Certificate, in the case of Advance Payment,
released in SAP MM
 Recoveries Outstanding against the Vendor(deductions) – material rejection,
Risk Purchase, General Damages, defaulter in Other Railway Contracts etc.
 Linking payments with Credit available in Purchase Suspense towards
supply made / in Deposit Miscellaneous Suspense towards
remittance/recovery made earlier etc.
 Preparation of Adjustment Receipts for adjustment of Receipt Note Value
corresponding to Bill Value chargeable to Purchase Suspense – by adjusting
the debit to Stock of Stores and corresponding credit to Purchase Suspense -
in case, where the payment is more than the Receipt Note Credit. Whereas,
in case, the payment is less than the Receipt note credit, reason to be
recorded.
 Apart from regular supply bills, following type of bills need to be
processed:-
o Payment against Pay Order prepared by Executive Department – 100%
Advance Payment arranged against Purchase Order placed on reputed
Suppliers like M/s SAIL for „Cash n Carry Items‟
o Payment for refund of Earnest Money Deposit(EMD), Security
Deposit(SD), Liquidated damages(LD)
o Payment against Price Variation Claims
o Payment to Bankers where bills have been discounted by the Supplier,
based on Power Of Attorney
o Bills for payment of Mobilization Advance given to vendors for taking
up manufacture of development items.
o Payment of installation charges
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o Payment of Non-stock bills, duly Online linkingof Receipt Note (Fourth

foil) certification from consignee.
o Payment made to BHEL for material supplied to BEML. Similarly,
payments made to vendors for material supplied to Other Railways. In
these cases, it should possible to prepare a certificate showing details of
payments made for the purpose of raising debits on Other Railways.
o Payment of inspection fee to RITES.
o Payments for imports through LC etc
 Posting in Advance Payment Register – for watching of supplies against
advance payments arranged
 Expiry of Bank Guarantees needs to be watched, so that timely action can be
initiated by the section. Automated mechanism for generating letters based
on expiry dates needs to be put in place.
 Wherever Power of Attorney is executed by the Supplier, the payment has
to be drawn in favour of the Bankers.Automated mechanism for ensuring
the same needs to be put in place.
 ICF standard bill format should be made available in the portal so that
suppliers can feed their bill data and submit the bill online to ICF., apart
from registration of bills by the Section.
 CO6 should be provided by the System at the time of submission of Online
bill by the Supplier
 Supplier should be able to create online bill only after generation of
Provisional Physical Receipt Certificate (PPRC, advance payments)/
Receipt Notes(Non-advance payments).
 Bill Section should be able to download PRC/RNote/Rejection
Memo/Amendments etc while passing bills
 Bill passing should be automated with System enabled checks
 Allotments of Bills to staff in section should be automated and preparation
of payment documents should be Online.
 System should be foolproof with adequate securities such as digital
signature and other securities.
 Passed bills should be recorded in Purchase Suspense in real-time for
checking availability of credit / updation thereon.
 Passing of bills should be restricted to the PO quantity and accepted quantity
 PO history and payments made against each delivery should be available for
reconciliation
 Link with recovery register to be provided for effecting recovery of
outstanding dues / updation thereon.
 Link with Govt e-Market place (GEM) and processing of payments to
vendors through GEM
 Interface with GSTN for downloading data w.r.t given invoice number, for
bill passing
 Provision for entering input tax credit details, outward liabilities, Reverse
Charge Mechanism (RCM) cr. / RCM dretc
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 Provision to interface with IREPS

 Provision to interface with IPAS – for populating vendor payment details
 Provision of integration with Bank for transfer of payments to suppliers
 SMS alert at every stage of bill passing to vendors
 E-mail alerts at every stage of bill passing to vendors
 Link with Earnings register for transferring and withdrawing items from
Earnings register
 Control over spending in tune with Budget Allotment.
 Following interfaces are envisaged :-
o Publishing Suppliers Bills position on website
o Publishing Suppliers Bills position on IREPS
o Provision to integrate with the Supplier so as to enable him to to do
Online Bill Submission
o Provision for integration with Bank for transfer of payments to
Suppliers
 Some of the validations/controls required are:-
o Maker Checker concept – for each transaction, there must be at least two
individuals necessary for its completion. While one individual may
create a transaction, the other individual should be involved in
confirmation/authorization of the same. While bills will be passed for
payment by the Section, it will be checked by AFA/Bills.
o List of internal checks that need to be carried out while processing
suppliers bill
o Since movement of bills/related documents involves the Executive
departments (Stores etc), the proposed workflow should capture such
related activities also without restricting to the Accounts Department
only – to ensure end-to-end capture of all activities.
workflow along with requisite authorizations
 Payment to Suppliers through LC should be possible. The payment mode
should appear in tender stage itself and get reflected in Purchase Order and
automatically connected to bills passing programs.
L.3 Reports :
 Party-wise/Age-wise/Staff-wise Bills pending / passed
 Exchequer Statements
 Transfer Certificate to Other Railways
 CO7 (abstract of passed bills)
 Recovery advise to Supplier
 Updated Recovery Register, party-wise
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 Letter to Other Railways for effecting recoveries of outstanding liabilities

 Statement of accrual impact at any given point in time
 10-day/Weekly/Monthly Progress Reports
 Statement of bills passed through GEM
M. Payments Processing Response
M.1 Function/Process Name: Supplier Bill Processing – BEML bills
M.2 Description:
a) Processing of Supplier Bills (BEML Bills) will be similar to processing of
regular ICF Supplier Bills- internal checks that need to be carried out while
processing suchbillS
b) Online Processing of BEML Billsis with reference to
 Contract issued by Railway Board
 Amendment(s) to Contract
 Control over spending in tune with Budget Allotment.
c) Processing of Inspection fees to RITES., for BEML bills
d) Exchequer Control with reference to Funds allotted by Board.
e) Budget Estimate, Revised Estimate, Final Modification to be generated, as
is being done for ICF payments.
M.3 Reports :
Apart from the reports required for the Supplier Bills section, the following
additional reports are required:-
 Transfer Certificate – for raising debit on Railway Board towards payments
arranged to BEML
 All budgetary statements, bills, Form-B., Form-C and distribution
statements as for WMS ERP
N. Payments Processing Response

N.1 Function/Process Name: Estabishment Bill Processing
N.2 Description :
a) Processing of Establishment Bills to include registration of bills (CO6) ,
processing of bills by exercising relevant internal checks w.r.to extant
orders and rules, preparation of extract of payments(CO7 report – basic
accounting document), generation of Cheques/NEFT data to Bank,
cancelation of bills. All bills relating to Establishment Payments to be
generated through ERP
b) Bills received from the Bill Drawing Officer (Personnel Branch)such as

Pay Bills, DA Arrear bills, Incentive Bills, Supplementary Bills including
incentive arrear bills, Productivity linked Bonus bills, Miscellaneous Other
Bills to be processed with reference to:-
 Office orders,
 GA list,
 OT statement
 Memorandum of Differences
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 Incentive earnings
 Attendance, leave etc
 Working sheet, wherever necessary
c) Apart from Salary related payments, some other payments are handled by
this section. For each of these payments the related Proposal/Pay-
Order/Bill is processed by Personnel Branch through the HCM module and
sent to CAS for payments :-
d) Group Insurance payments - Checking of Group Insurance proposal
prepared by HR., with reference to Service Register and Group Insurance
table and making payment at the time of settlement
e) Settlement bills, duly linked with Claims for recovery through DCRG.
Here Claims are to be entered by the Bill Drawing Officer
 Settlement Arrears
 Transfer Grant
 Medical bills – Pensioners
 Incentive Supplementary Payments
 Postal Life Insurance recoveries from employees – monthly payment to
Postal Department
 Loan & Advances payments – House Building Advance, PC Advance etc
o Submission of loan application by employee
o Review of eligibility and processing by Personnel Branch
o Processing for payment by CAS
o Updation of loan payments for recovery through salary
o Should include processing of bills drawn for individual loan cases / bulk
loan payments
o Processing through Salary bill or otherwise
 Payment of Immediate Relief (IR) that is subsequently adjusted from Death
Cum Retirement Gratuity(DCRG)
 Payments by Clearance from Deposits Miscellaneous / Miscellaneous
Advances / Advance of Pay such as Refund of recoveries effected from
Salary Bills, DCRG, Shares of minor children etc
f) Pre-check of bills required. Where necessary, provision for modification to
be carried out in the bills prepared by the Bill drawing Officer
g) Posting of Salary / Off-cycle bills to Finance
 Payment information to be posted to Daily Cash Book, as of the posting date
 Individual employee-wise loan-wise updation in the relevant Loan Master
files for recovery through payroll / set-off of recovery against loan balance.
 Bill-unit wise allocation of expenses for cost distribution among bill units to
be followed for all bills (including supplementary bills such as DA Arrears,
PLB etc)
h) Following Interfaces are envisaged:-
 With the HCM module for accessing bill, bill accompaniments, base records
 Office Order (OO) integration with ERP Master Data to be ensured in HCM
module
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 Service Register / Leave Accounts updation for Gazetted Officers by CAS

in HCM module
i) Maker Checker concept – for each transaction, there must be at least two
transaction, the other individual should be involved in
confirmation/authorization of the same. While bills will be sanctioned by
the bill drawing officer, it will be passed for payment by the Section and it
will be checked by SrAFA/Establishment.
j) Following Workflows are envisaged

 Bills and Pay Orders prepared by the Executive will be accessed and
processed through the HCM Module. Any payment will be through a Pay
Order / Bill prepared by the bill drawing officer (in HCM module) for
processing of payment by Centralized Auditing Section through FI Module.
workflow
N.3 Reports :
 Transfer Certificate to Other Railways
 CO7 Report
 Claims Register
 Exchequer Register
O. Budget
O.1 Function/Process Name: Budget Response
O.2 Description:
a) Framing of Budgets -
 Budgets need to be framed in the form of estimates – Budget Estimate,
Revised Estimate, Final Modification Estimates.
 Budgets are framed based on Account Current for the previous month with
respect to Actual Bookings on hand and anticipated requirements furnished
by the Executive Departments duly taking the Production Program on hand
into account.
 Anticipated requirements need to be framed by the Executive Departments,
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with projections based mainly on :-

o Production Program, Bill of Materials, Routing etc(Mechanical
Budget),
o Capital Expenditure - New Works/Works-in-progress, chargeable
to various sources of Funds such as Capital, Depreciation Reserve
fund etc and respective Plan heads (Civil Budget).
o Group-wise number of Staff, their Pay, DA, Other Allowances,
increments, Productivity Linked Bonus, Pay-Commission arrears
if any - Group-wise etc (Personnel Budget)
 Budgets are prepared for Purchase Grant, drawals, labour, credit realized
from sale of coaches (RSP Credit), Plan Heads etc.
 Drawal of materials has to be arrived at based on the Production Program.
Materials required for each type of coach multiplied by total number of
coaches as per Production Program after reducing the Stock as on 1st April.
The value to be based on Purchase Order rates for covered dues and latest
purchase rate for the balance.
 As and when changes are made to be product-mix, the Purchase Grant has to
be arrived by taking raw materials required for the manufacture of coaches
for current year‟s target duly taking the stock on hand into account.
 Transfer price has to be arrived at based on the Estimate, updated for
Labour, Material, Overheads, using standard costing principles for cost
module.
 RSP Credits/Non-Railway Customers to be arrived based on
transfer/estimated price for each type of coach multiplied by total no.of
coaches as per production program.
 Ability to consolidate budgets of various departments, divisions, locations
into one budget.
 Facility to upload/enter the approved budget provided by the Railway Board
into the system against projected demand.
 Categorization of Budget- Demand-wise, Plan-head-wise, Suspense-head
wise etc
b) Budget Availability Controls

 Ability to support user-defined budget availability controls to specify which
accounts do not allow actual to exceed budget
 Support the monitoring of various budgets – Expenditure to be incurred is to
be restricted as against the prevailing allotment, whether Budget allotment,
Revised Allotment or Final Grant
 In respect of Plan heads, mainly under PH-42., Project-wise expenditure
needs to be updated as and when Cash Payments / Adjustments are carried
out – capturing actuals / cumulative actuals against the sanctioned cost,
outlay for the current year.
 Online tracking of expenditures vis-à-vis budget at any level.
 Online enquiry of budget availability for a department / expense head.
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 Support for arriving at the effect of Change in Production Program on

Budget
 Exchequer control for the various spending sections – for regulation of
Cash-Outgo
 Budget control - Demand-wise, Plan-head-wise, Suspense-head wise – as
against the prevailing allotment whether Budget Allotment or Revised
Allotment or Final Grant, the expenditure to be incurred has to be restricted
to each head.
c) Following Interfaces are envisaged:-
 With Rail Budget Control System – Budget portal for IR., where Budget
figures need to be entered as per schedule.
d) Some of the required Validation/Controls are listed below:-
 Indication when allotment is exceeded– head-wise, based on budget
allotment.
 Automatic rejection / warning for expenditure booking within the system
if the cumulative expenditure amount is beyond the budget
 Support budget availability check at each of the stages - on creation of
Purchase Requisition, at the Proposal stage, at the time of Purchase Order
vetting, at the time of arranging payments - against the allocated budget.
e) Some of the workflows are listed below:-
 Mechanism for submission of individual department-wise Budgets for
Accounts consolidation
 Mechanism for distribution of Budget Allotment to the various departments
– department-wise allocations
f) Currently, Budget framing and analysis activity is happening through MS-
Excel. Hence the requirement is for a business intelligence (BI) and multi-
dimensional data analysis software that would make it easy to filter and
manipulate data, identify trends and outliers within Excel, and also share
findings in live PowerPoint presentations. Hence it is required to install,
operate and train identified staff / officers in SAP Analysis for Microsoft
Office.
O.3 Reports :
 Budget version analysis report showing differences between different
versions of a budget
 Budget versus actual expenditure report for all or a selected set of
departments and expenditure heads for the current year as well as the
previous ones
 Report Formats relating to submission of Budget Estimate, Revised
Estimate, August Review and Final Modification to Railway Board
 Appropriation Accounts and the related Annexures
 Report on the effect of change in Production Program on Budget including
RSP Credit
 Drill down online reports – Budgeted Vs Actuals.
 Section-wise Monthly Consolidated Cash Requirement, along with
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summary– based on payments due in each of the Spending Sections

 Section-wise Monthly Cash Outgo, along with summary– based on
payments made by each of the Spending Sections
 Daily drawals report – category-wise, department-wise
 Comparison between two production programs – in terms of material,
labour etc
 Effect on funds requirement with change in Production Program – in terms
of commitments for provisioning material, labour etc – either
excess/shortfall in quantity, value, stage in which excess/shortfall rendered (
Purchase Request stage, Dues stage, PO/Contract stage, In-stock, Issued to
Production but not consumed, Semi-finished state etc)
 Daily drawals to be updated category-wise / department-wise
 Group-wise number of staff, their Pay, DA, Other allowances, increment,
PLB., incentive and Pay Commission arrears, if any.
P. Stores Accounts Response
P.1 Function/Process Name: Stores Purchase suspense
P.2 Description:
a) Purchase Suspense is meant for monitoring payment made to Suppliers and
materials received from the Suppliers. Procurement of stock-items alone
will find place in the Purchase Suspense Register(PSR).
b) Normally, PSR is credited with value of Receipt Note and debited with
payments made to the suppliers . Adjustment Receipt is prepared to
increase / decrease the credit value. Journal Entry is prepared to vary debit
side as well as credit side.
c) Procurement of materials involve a) Direct procurement by ICF,
b)Procurement by Centralized Agencies like DGS&D or Other Railways
or Railway Board and c) Materials received from Other Railways on sale
basis.
d) For the purpose of debiting and crediting PSR, cost of the material like
Basic Rate, Excise Duty, VAT, variation of rate due to Price Variation
Clause. Amount paid towards GST, Forwarding and Freight charges,
installation charges etc., are not to be taken into account.
e) Debit and credit for a key are linked. If the closing balance for a particular
key is „zero‟ in the register for a particular month, the entry in the PSR
for that particular key will not appear in the PSR of the following month.
f) Amount paid to the firm may vary due to Statutory Variation Clause, Price
Variation Clause, short-claim etc.,
g) In the case of amounts released from Deposit Misc (Stores), Bills section
will furnish the CO6 reference and allocation. Both are verified by
Purchase Suspense section and Deposits Register has to be updated in two
stages 1) on certification of credit and 2) when co7 is prepared.
For Direct Procurement items
(Procurement made by floating a tender or through Rate Contract finalized by
any agency)
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h) Day Book Register (DBR) number is used as key for advance payments.
Receipt Note Number is used as key for non_advance payment cases.
i) All bills involving debit to PSR or Deposit Misc (stores) are sent to
Purchase Suspense section for certification of availability of Credit.
Purchase Suspense section will enter the amount debitable to PSR in the
bills table used by Stores Bills section.
j) When 100 % payment is made based on proforma Invoice or towards
Procurement advance, details have to be captured in a separate table and
this debit has to be linked with Credit when the material is received at a
later date.
For items procured through centralized agency (DGS&D or Other Rly
or Railway Board)
k) Indent placed on the Centralised procurement agency. Such agency
arranges delivery of the material to ICF directly and makes payment to the
firm based on ICF‟s R/Note.
l) Debit for the amount paid is passed on to ICF and the same is accepted
by ICF through e-recon
When ICF is Central procurement Agency

m) Payment will be made to the supplier based on R/Note or Receipted
Challan from concerned Railway and Debit passed on to the concerned
Railway or Railway Board through e-recon. For certain materials supplied
by firms to BEML based on Railway Board orders, and payment is made
ICF and debit passed on to Railway Board through e-recon.
Treatment of difference in R/Note value and Amount paid

n) If the amount to be debited is higher than Credit (value of R/Note), by
more than Rs.200, Adjustment Receipt (AR) is prepared to increase the
value of Credit to the required level. The system has to display the value
of AR and ask for reason for the variation.
o) If the debit is lower than Credit, the system has to ask for reason which can
be either of the following: Supplementary Bill awaited for 2% or 5% or
10% or 15% or 20%, short claim, based on amendment to P.O. etc.,
p) Thus, there should be no debit balance beyond Rs.200 except advance
payment cases and entries with credit balances will display the reason for
the same. Entries with closing balances below one rupee are transferred
to a separate account head regularly.
q) Credit balances upto Rs.200 are also transferred to Misc Receipts
periodically, say once in every six months. Over three years old Credit
balances are transferred to Misc Receipts.
r) Managing Purchase Suspense section involves maintenance of various
registers such as Purchase Suspense Register, Deposits Register, Advance
Payments Register, DGS&D register etc.,
s) Credit side of Deposits Register represents amount recovered from firms
towards SD, Over Payment, Penalties like LD, Storage Charges, Sales Tax
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/ GST collected on sale of Scrap, General Damages etc.,

t) Debit side represents transfer of amount recovered to Purchase Suspense /
other heads of account, refund of SD, Payment of GST/ST to Government
Authorities, transfer of over three year old balances to WMS,
Sales Suspense
u) Sales Suspense is debited with cost of materials sold to Other Railways,
auction sale / employee sale of scrap. Based on the Sale Issue note, an
invoice is prepared and the value adjusted through Other Railway transfer
certificate. Whereas, in the case of auction/employee sale, the material is
issued after the sale value is collected. In the meanwhile, the amounts are
lying in Sales Suspense.
v) Online vetting of Sale Order
w) Raising of bills on other Railways after supply of materials
x) Accounting of scrap sales
y) Vetting of issue notes
z) Raising of Sale bill on Other Railways
aa) Provision for operation of Deposit Miscellaneous and Miscellaneous
Advance Credit
bb) Some of the validation/Control checks that need to be exercised:-

 When 100% or balance payment is to be released against Receipt Note,
availability of sufficient Credit is a pre-requisite. If credit is less by more
than Rs.200/-, AR is a must. (Accountal of AR by Stores Ledger section
may have to be modified suitably).
 Even in the cases of excess Credit balance, reason has to be obtained from
the User and the same has to be taken into consideration and to be displayed
in the PSR.
 Payments chargeable to Deposit Misc (Stores), debit cannot exceed credit.
P.3 Reports :
 List of (PSR) Debits/ Credits balances over 6 months / 9 months/ 1 year / 3
years
 List of Debits in the case of advance payments for a specific period
 PCDO / MCDO
 Progress Report
 Half yearly arrear report
 Appropriation accounts
 Half yearly review of suspense balance
 List of credit certified for Purchase Suspense / Deposits everyday
 Deposit Misc Register
 Transaction Register (Deposit Misc) Monthly
 Purchase Suspense Register – Head-wise
 Sales Suspense Registers – head-wise
 Statement showing sale orders prepared for Other Railways
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 Statement showing Issue notes prepared for Other Railways

 Statement showing short-closed / cancelled sale orders
 Statement showing difference between issue value / sale value
Q. Stores Accounts Response
Q.1 Function/Process Name: Stores Ledger – Stores Accounts
Q.2 Description:
a) This section maintains the Priced Ledger for all items of inventory stocked
in the Depot.
b) All receipts and issues are accounted by this section
c) Moving average Price or Book Average Rate for each material is reviewed
by the section on a regular basis
d) With reference to Adjustment Receipts prepared, relevant Adjustment
Issues are prepared in case wherever issues have taken place
e) All material transactions are analyzed by the section
f) Provision for adjusting / re-fixing the Book rate depending on market rate
fluctuations etc
g) Maintenance of Stock Adjustment A/c - for accounting various stores
transactions under its various sub-divisions – monitoring accrual and their
timely clearance.
h) Receipts, accountal, issues, consumption of Stock and Non-Stock items
should be available Online.
i) Preparation of statement for vetting by finance for providing material
assistance to outsiders.
Q.3 Reports :
 Monthly statement of Stores Issued to Shops/Departments etc including
returned stores
 Monthly Account Current of Stores Transactions
 Statement of utilization of Fund to be submitted to Board, annually
 Statements for Appropriation Accounts
 Statements for GMs narrative report
 Inputs for preparation of Stock Adjustment A/c
 Generation of Stock Adjustment A/c and connected JEs
 Monthly statement of Stores in transit
 Half-yearly Arrear Report
 Half-yearly Suspense Balance report
 Debt-head report
 Statements to Board
 Departmental Summaries
 Statements relating to Stock Adjustment Account
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R. Stock Verification Response

R.1 Function/Process Name: Stock Verification
R.2 Description:
a) This branch is responsible for physical verification of stock of various
items held by Stores Depot, Wards, Sub-stores of Shops and Executive
departments like, Mechanical, Electrical etc. The Physical balance is
compared with Book Balance. Discrepancies are conveyed to the Unit
Officer through Stock Sheets and closure of SS is monitored.
b) Drawing of annual program of verification. The stock verifiers are
assigned wards to be covered as per the annual program and they are given
an input document (field book) in which the Physical stock is noted after
completion of verification.
c) Provision to record the items verified by each Stock Verifier vis-à-vis their
individual program.
d) Provision to record the results of stock verification and generation of Stock
Sheets
e) Provision to monitor the status of the Stock Sheets.
f) Closure of Stock Sheets.
g) Provision for preparation of program of witnessing of delivery of
auctioned lots.In consultation with Stores Depot, the program should be
drawn well in advance (say a week before) duly allotting SVs for
witnessing of auctioned lot. Similarly, Stores should nominate CDMS and
Security to nominate Security Staff to witness. SMS intimation to be
provided to SVs/CDMs regarding their nomination.
h) Provision to identify items likely to become surplus/non-moving due to
design changes, at the very inception stage (i.e introduction of design
change.
i) Preparation of statements for arranging refunds to short closed deliveries
after the auctions.
j) As for the Issues faced in Current ERP System :-
 While booking stock sheet display to be restricted to “Live” Batch Orders
 In the case of some materials, receipt is accounted in “Sq.Mtr” or “Metric
Ton” whereas issue is accounted in “Number”. This change needs to be
done manually every time.
 In MMBE only ward stock is displayed and not RB stock.
 Materials on Ward Transfer or Folio Transfer do appear in Book Balance of
both wards. It is suggested to retain such material until it is taken into the
stock of receiving ward.
 While de-categorization, the category of the material is changed from 01 to
09. In such cases, stock in 01 category is reduced but stock in „09‟ category
is not added.
 Stock sheets need to be serially numbered - numbers are missing or
jumbled. This has to be set right.
 Group serial numbers are not available ward-wise.
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 When no S.V. could be deputed for an auction, Sr.ISA should have a

provision to convey it to Depot Officer who can reschedule the auction and
convey it to concerned Sr.ISA.
 On completion of Stock Verification, the system can create a Stock Sheet
as and when the SV branch enters the Physical Balance which differs from
Book Balance.
 There has to be provision for updating activities connected with Auction,
delivery, reply to Stock Sheet etc., to Depot Office for certain items and for
SV branch for others.
 A provision can be made to issue a reminder for any open Stock Sheet.
R.3 Reports :
 Auction Catalogue : Item-wise, Date-wise, Stock Verifier-wise
 History of each Auction : Date of Auction/Payment/Delivery, Qty
delivered/short-closed, . Refund for short closure, etc.,
 Stock Sheets: In the order of date, value, shop, Stock Verifier, closure
status etc
 Monthly Progress Reports
 Half yearly arrears Report
 MCDO / PCDO
 Auction Sale Register
 Stock Verification schedule
 Stock Sheet Register
S. Workshop Accounts Response
S.1 Function/Process Name: Workshop Manufacturing Suspense
S.2 Description:
a) Review of Main Sub Ledger, Labour Sub Ledger, Miscellaneous Sub
Ledger for correctness of allocations, for carrying out reconciliation of
cost accounts with Financial Books.
b) Review of Work Orders : 60 series orders (Other Railway Orders),70
series orders (Overhead Work Orders), 92 to 93 Series (Under/Over
charges), 47 ,52,57 series (Deposit Works) & Expense series (11,12,13) –
with reference to Outturn
c) System should capture Shop-wise Outturn in terms of booking of
manufacturing expenses as well as Physical Outturn of Coach / Shell
d) Carrying out Write-back adjustment from one order to another - by
Mech/Electrical departments
e) Preparation of Adjustment memo – from one order to another, from one
order to expense number and vice-versa (improvement)
f) Process of fixation of overheads based on expenditure booked for levy and
for estimates (improvement)
g) Review of returnable and non-returnable gate passes issued by Shops and
Departments
h) Online monitoring of Shop floor inventory in terms of quantity and value
(Work-in-Progress) of :-
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 Material drawn for production and still remaining unused on Shop Floor,
 Shop manufactured items, Output of each Shop – Sub-assembly-wise
 Shop Outturn to be made available, the output should get booked in relevant
UL No along with an indication that the item is in-house produced with
location of the item(Shop/Stores). This should be reflected in the Stock &
Dues as in-house items.
i) Financial Scrutiny of proposals received for Outsourcing Shop labour
based on activity-wise, shop-wise shortfall of capacity(men) with
reference to Production Program(s)
j) Review of Machine Utilization with reference to available machine hours,
break-down hours, idle hours, utilized hours of machines – inventory-wise,
load-centre-wise
k) Preparation of Transfer Certificates for Other Railway (Online) Work
Orders based on Work Orders and invoices prepared by the Executive
Departments, dispatch particulars of spares manufactured duly linking
with Gate Passes. Provision for uploading TCs through E-Recon to be
provided.
l) Vetting of Estimates for Tender / Outsourcing of work relating to
manufacture of portion of coaches, activities involving labour such as
welding, painting etc – estimates prepared based on labour cost working
for man-hours required, material cost working based on Last Purchase
Price and Overheads as per pre-determined percentages fixed by Accounts
from time-to-time.
m) Mechanism for maintaining rates and quantity of outsourced items similar
to items procured through Stores – unique number identification for each
work/activity for comparison of rates.
n) Estimates for coaches for quoting to Non Railway Customers, Export
Customers, for preparation of Bulk order and preparation of Budget
Projections– estimates prepared based on labour cost working for man-
hours required, material cost working based on Last Purchase Price and
Overheads as per pre-determined percentages fixed by Accounts from
time-to-time, other applicable charges, actual cost as per last finalized Cost
Report, Transfer price fixed by Accounts and outturn.
o) Agreement vetting and briefing note vetting, concurrence for short-closure
/ excess in agreements.
p) Monitoring of funds for quotation works. Online proposals to be
processed.
q) Memorandum of Understanding for Non-Railway Customers – Standard
format to be generated and vetted Online.
r) Difference between estimate and actual cost after Completion Certificate
issued for Deposit Works, Other Railway Work Orders.
s) Support for review of Workshop Manufacturing Suspense in an Online
manner. To shift from Batch Mode to Online mode so that progressive
booking of manufacturing costs are available through Online Main Sub
Ledger, Online Labour Sub Ledger, Online Miscellaneous Sub Ledger and
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Online Workshop General Register (WGR)– mechanism for watching

progressive booking of expenditure against the budgeted (RSP) credit.
Online Workshop General Register(WGR) should help in showing
bookings categorized under various heads – Month wise, Batch Order wise
/ Work Order wise / Expense-number wise with balances, control totals
and drill-down facility
t) Funds requirement in terms of material, labour and overheads, for a given
Production Program.
u) Comparison between two production programs – in terms of material,
labour etc., vis-à-vis actual bookings
v) Effect on funds requirement with change in Production Program – in terms
of commitments for provisioning material, labour etc – either
excess/shortfall in quantity, value, stage in which excess/shortfall rendered
( Purchase Request stage, Dues stage, PO/Contract stage, In-stock, Issued
to Production but not consumed, Semi-finished state etc)
w) Project Systems :ICF undertakes large projects such as the Project for
manufacture of Railway Coaches for the Mumbai Rail Vikas Nigam, for
Sri Lankan Railway, Military etc. These projects run across Financial
Years. In this context, the planned cost of manufacture of the various
rakes, the expenditure incurred so far in terms of material, labour etc.,
need to be captured in terms of the Project/ Project Work Break-down
Structures, in addition to the regular methods of Batch Costing etc.
x) All vouchers including Rejection vouchers, P17 etc inside shop to be
computerized and linked with RMR, Receipt Note, Bill.
y) Closed Batch Orders should be marked as closed in the Workshop General
Register as approved by SSO/Costing or SSO/WMS but data for the Batch
Orders should be available.
z) Details of coaches despatched against various types of funds such as CAP.,
DRF., IRFC etc., as per Board‟s requirement.
aa) Batch Order requisition should be Online and should include number of
coaches against relevant source of fund and RSP No. – Bulk Order and
other relevant statements such as EBR(IRFC) should be generated based
on this.
bb) Impact of Outsourcing on Stores Purchase, monitoring utilization of
allowed time available for outsourcing.
cc) Provision for Timely Accountal of all Transactions in CO ( Workshop
Manufacturing Suspense) so as to be available for analysis/reporting by
the end of the same month.
dd) Cost centre to be indicated in all Direct Material Issues to Production
ee) Provision for Monthly Reconciliation of transactions taken to Main Sub
(Material) Ledger with transactions accounted in Stores Ledger.
ff) Maintenance Order Cost to reflect cost of material, labour etc expended on
a particular machine. Mechanism for ensuring Settlement to Cost Object to
be put in place.
gg) Provision for grouping all CO transactions by transaction type (Eg.,
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Material Issues to Production(Raw Material Requisitions), Indirect Stores,

Finished Part Stores, Returned Stores, Bulk Order Credit, Adjustment
Transactions, Labour etc.
hh) Provision for capturing costs chargeable to various provisions in Estimates
– Contingencies, Design Charges, Warranties, Special Supervision etc.,
currently being charged to Non-Production Batch Orders.
S.3 Reports :
 Exception statements like NIL booking after commencement of work,
bookings after issue of CC., Stores without Labour, Labour without Stores
 Bookings Projectwise, BOwise and net debit/credit balance
 List of BOS/WOs for which CC is due
 WMS credit statement before running WMS A/C current
 Control Figure showing manufacturing costs – under various categories
 Statement of Reconciliation of Manufacturing Accounts with General
Books
 Manufacturing account to be given to GM for annual report, Appropriation
Accounts
 Outturn statement to Board
 Reconciliation statement of monthly cost and Financial accounting using
Online bookings
 Online Workshop Account Current - Workshop Account Current showing
bookings categorized under various heads – for factory as a whole, for each
Shop, with drill-down facility
 Quarterly Managerial Report based on Out turn of shell and coaches,
Equated Standard Units, Incentive, Outsourcing hours, in-house hours, OT
payment in incentive shops, amount spent on outsourcing, incentive, load
lifted, GA hours, time taken – WMRs
 Review of Suspense Balance showing year-wise balance debit and credit (
over-one year old)
 Half yearly arrear report
 Debt Head Report
 Monthly Confidential Demi Official (MCDO) Letter showing details of
balances under Workshop Manufacturing Suspense and other details as
required by Board.
 List of returnable and non-returnable gate passes issued by Shops/
Departments with status
 List of Shop manufactured items for a given period– item-wise, shop-wise,
quantity and value
 List of Raw Material drawn but not used / yet to be used – item-wise, shop-
wise – for a given period, with quantity and value
 List of Non-Stock Items drawn but not used / yet to be used – item-wise,
shop-wise – for a given period, with quantity and value
 Report on Man-hours required for individual activity as well as for the total
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Production Program version.

 Report on available man hours, incentive hours and shortage in man hours
 Report on Machine Hours required for Production Program based on
capacity of machines
 Report on available machine hours, machine hours required and shortage in
man hours
 Transfer Certificate for raising debit on other Railways
 Transfer Certificate Register
 List of Spares dispatched but debit not raised
 Estimates for coaches for quoting to Non Railway Customers, Export
Customers etc and spares for other Railways.
 List of estimates vetted activity/item-wise with details
 List of estimates vetted type-wise
 Rates finalized in tenders against the vetted estimates
 Stock and dues like statement to be made available for each work/activity
 List of contracts entered into with name of work, rates, name of contractor,
contracted quantity, executed qty, balance etc., in an online manner
 Report showing material, labour etc required for Production – as per
Production Program – for preparation of Budget Estimates
 Bulk order statement and its annexures
 Register of provisions – D&G Charges, Design charges, contingency etc.,
showing funds provisioned, certified, utilization, balance unutilized
 Deposits Register, along with party-wise details, exception report for
review
 Statement of coaches turned out utilizing funding received from IRFC –
Coach No., Type, Quantity, Railway, Value and month
 Review of Expenditure statement showing cost centre-wise expenditure
 Report showing works proposed / undertaken on quotation powers showing
balance available executive-wise including list of works concurred.
T. Finance Response
T.1 Function/Process Name: Establishment Finance
T.2 Description:
a) Establishment Finance work involves the following aspects:-
 Vetting of proposal for creation/extension of gazetted and non-gazetted
post.
 Finance Concurrence for the following requiring assistance from the
System:-
o Creation of additional posts, conversion of posts.
o Extension of term of temporary posts.
o Grant of advance increment and fixation of initial pay by higher than
admissibility.
o Revision of time scales of pay.
o Grant of additions to pay.
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o Grant of honorarium.
o Annual review of cadres in which higher grade posts are regulated by
percentage.
o Conversion of temporary posts into permanent ones.
o Reimbursement of legal expenses to staff.
o Fixation of consolidated travelling allowance, etc.
o Miscellaneous other proposals
b) Medical reimbursement cases.
U. Finance Response
U.1 Function/Process Name: Expenditure Finance
U.2 Description:
a) Number of proposals are being received in Exp. Finance Section for
finance concurrence. Huge volumes of files are accompanying the
proposals for reference and verification. Most of the cases are remitted to
next level after finance concurrence for sanction of the competent
authority.
b) File Life-Cycle Management: An Online solution to minimize paper work

in this area. Proposals may be sent by different login IDs each with the
requisite authorizations to carry out the relevant Finance activity. Scanned
copies of relevant documents are sent along with proposals. On
concurrence by Finance, the proposal should be remitted to next level by
the system (Workflow). The system should be fully secured and the
activity of finance concurrence /sanction should be protected
adequately.Provision for recording return of proposals, re-submission by
Executive Department and for signifying concurrence online. Provision to
be made available for printing of the documents wherever required.
c) Work in Finance section involves :-

 Vetting of proposals for expenditure received from all departments.
 Vetting of tabulation statements of works tender.
 Vetting of estimates, agreement and modification advice.
 Financial scrutiny of Miscellaneous proposals involving
o Write off of losses of cash, tools & plants, stores, irrecoverable dues
etc.
o Telephone and mobile connections or similar.
o Purchase of pen drive, cartridges or similar.
o Cash imprest.
o Printing work given to outside press.
o Medical department‟s proposal etc.
d) Concurrence of Finance is required for the following. Hence System

should provide assistance in carrying out the following activities:-
 Floating of tender, constitution of tender committee, computation period,
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terms and conditions, competent authority etc.

 For the commencement of a work or of supplies prior to the completion of
contracts.
 For the variation of the standard conditions of contracts and to the inclusion
of any provision in the contract involving an uncertain or indefinite liability
or of any condition of unusual character.
 For the incorporation in the contract of a „Price variation clause‟.
 For the material alteration of any terms of a contract after it has been
entered into.
 For the variation of the condition of the contract after it has been entered
into;
 For the variation of the rates, for the extension of the date of execution of
the contract.
 To extend the delivery period of the supplies or completion of the work,
where necessary, as per extant rules.
 Expenditure finance section vets budget, proposal, estimates, tabulation,
briefing note, agreement and variation :-
 Vetting of estimates for Works Program, Machinery and Plant program,
GM Out of turn Works and other Project works.
 After above work sanctioned by competent authority and proposal for work
sent by executive for concurrence.
 Detail estimate is sent for Accounts vetting.
o Verification of tabulation statement and briefing note.
o Vetting of contract, agreement on the basis of tender committee
recommendation.
o Vetting of variation statement, extension, revised estimate if required.
e) Monitoring proposals emanated by various executives based on quotation
powers
f) An interface with the centralized IRPSM portal is envisaged
U.3 Reports :
 Register for proposals – showing proposals received and disposed
 Proposals received using quotation powers
 Date-wise status of proposals.
 Report on the amounts available to different authorities for spending under
their quotation powers.
 Report on amount concurred/sanctioned on various special works.
 Maintenance of history of proposals handled.
V. Finance Response
V.1 Function/Process Name: Stores Finance
V.2 Description:
a) Quantity vetting – Production Items – Arrive at correct Net Procurement
Quantity after scrutinizing Stock & Dues, latest Purchase Request, adjust
Late charging and advance drawal as certified by PE/PR
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b) Vetting of non-stock requisitions of general items not related with

productions. In this context, the Non-stock demand / proposal generation
and preparation should be online. Vetting / Concurrence of Non Stock
demand to be done Online.
c) PO Vetting – Scrutinizing Draft Purchase Order, assigning vetting serial
number and posting in Funds Register ( for watching incurrence of liability
at PO Release stage)
d) Maintenance of Funds cum liability register
e) Funds register maintenance – based in budget
f) Commitments entered for subsequent Financial years to be monitored in
Advance Grant
g) Data from IREPS regarding tender finalization to be made available
h) Physical stock as on date to be made available as also shop-floor stores.
V.3 Reports :
 Stock & Dues Statement
 Funds Cum Liability Register
 Report showing commitments entered for subsequent fiscal year(s)
 Report showing commitments entered for current fiscal but not
materializing in the current fiscal
 Reports as in existing Purchase module
W. Establishment Accounts Response
W.1 Function/Process Name: E-Suspense
W.2 Description:
a) Accountal, review/watching progress of recovery of Loans & Advances –
Interest and Non-Interest Bearing Advances
b) Review of Establishment Suspense heads – Unpaid Wages, Pay Advance,
Deposits Miscellaneous, Miscellaneous Advance
c) Certification of claims – balances under Loans & Advances - for
settlement, transfer etc
d) Integration / Online Posting of Cash & JE transactions with Loan Master
in SAP
e) Reconciliation of balances under Loans & Advances with General Books
f) Monthly creation of loan records with respect to employees moving from
Principal regime to Interest regime
g) Review of the process of Online Posting of transactions through Salary
and minimum balance calculation thereon
h) Recovery of loan through salary bill of employee to re-start immediately
on active status getting restored.
i) Transfer outstanding amounts towards interest bearing loans and advances
to the Other Railways in case of Outward Transfer and acceptance of
Transfer Certificate received from other Railways in case of inward
transfers
j) Mechanism to ensure that Loan Recovery stops with the cessation of
services of an employee
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W.3 Interfaces:
a) With HR Payroll, for loan payments and recovery of loans through Salary
/ Off cycle bills
W.4 Reports :
 Working sheet for loan outstanding balance – Principal, interest calculation
based on minimum balance – due and recovered
 Employee-wise Loan status - One-page report showing online status of
various loans/advances held by a particular employee
 Employee-wise loan transaction history ( LOANS LEDGER )
 Monthly Statement of opening and closing balance for loans &advances–
loan-wise, employee-wise – with loan-wise and year-wise summary
showing totals and number of employees
 Monthly Statement showing loans and advances paid / recovered through
Cash/Bank, along with summary. Statement should account for minus debit
/ minus credit transactions appropriately.
 Monthly Statement showing loans and advances paid / recovered through
Salary, along with summary
 Monthly Summary showing loan-wise, source-wise totals of loan
transactions extracted – for reconciliation with General Books
 Monthly statement showing cases that have moved from Principal Regime
to Interest regime.
 Monthly statement showing any changes to Loan Master –
increase/decrease in rate of recovery, short-closing of loan, change in
minimum balance etc
 Suspense Register
 Accrued interest calculation – for cases in Principal regime – yearly,
monthly(fresh cases)
 Annual statement showing Employee-wise loan-wise loan recoveries /
balances
 Statement showing balances outstanding under various loans and advances,
loan-wise, year-wise along-with number of items outstanding – half-yearly
review etc
 Loan-wise exception statements – non-recovery cases, unposted items etc
X. Establishment Accounts Response
X.1 Function/Process Name: New Pension Scheme(NPS) Accounts
X.2 Description:
a) This function relates to maintenance of NPS Accounts of employees who
fall under the NPS Scheme (those who have joined Railway Service after
01.01.2004).
b) Inclusion of new employees into the NPS Accounts
c) Extraction of NPS transactions emanating through various sources such as
Cash, JE., Salary, Off-cycle bills etc., duly arriving at the total
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debits/credits for the month against each of the various sources and each of
the NPS Heads of A/c
d) Merging and posting the above transactions to NPS Master and generating
reports showing amounts posted to NPS Master / NPS transaction file
e) Capture of Employee NPS nomination details
f) Payment of Settlement benefits w.r.t employees falling under the NPS
Scheme– demise, medically-invalidated cases, DCRG bill.
g) Using Reports / exception statements for reconciliation with General
Books and review/watching progress of recovery of NPS Subscription –
Employee / Government Contribution
h) Provision for showing NPS subscription for the year in the Employee pay-
slip
i) The following Interfaces are envisaged
 Proposal for Death linked Insurance (DLI) initiated in HCM module,
Accounts verifies and arranges payment
 With HR Payroll, for effecting NPS payments and NPS recovery through
Salary / Off cycle bills
 With HR Payroll, for display of NPS A/c balance in pay-slip
 With HR Payroll, for Finance posting of NPS payments/recoveries through
Salary / Off cycle bills to Daily Cashbook
 With HR Payroll, for posting of NPS payments/recoveries through Salary /
Off cycle bills to NPS transaction / Master files.
X.3 Reports :
 Preparation of Bank-wise Pensioner details - to despatch the PPOs
 Printing of Pension Payment Orders (PPOs)
 Issue of duplicate Pension Payment Orders (PPOs) w.r.to existing records
in the Section.
 Monthly progress report
 Monthly Exchequer Statement
 Reports for reconciliation with General Books/review etc
 Monthly statement of Pension and DR payable, grouped into branch-wise,
bank-wise and post-office-wise
 Monthly (Online) Statementof opening balance, debits, credits and closing
balance for NPS., employee-wise (NPS Control over advance statement) –
with summary showing totals and number of employees
 Monthly Statement showing NPS payments / recoveries through
Cash/Bank, , along with NPS head-wise summary
 Monthly Statement showing NPS payments / recoveries through Salary,
along with NPS head-wise summary
 Monthly Summary showing NPS transactions, source-wise totals of
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 Monthly statement showing un-posted accounts

 Annual NPS Ledger slips
 Annual Check-sheet showing employee-wise summary of NPS
transactions, with summary
 Index Register
 List of credits from NSDL
Y. Establishment Accounts Response
Y.1 Function/Process Name: PF Accounts
Y.2 Description:
a) Inclusion of new employees into the PF Accounts and allotment of PF
Numbers.
b) Preparation of working sheet for minimum balance calculation– transfer-in
cases.
c) Carrying out adjustments (JE) affecting PF heads, including minimum
balance adjustments
d) Maintenance the PF Status of employee ( Serving, On deputation, transfer
out , retired) in the master
e) Extraction of PF transactions emanating through various sources such as
Cash, JE., Salary, Off-cycle bills etc., duly arriving at the total
debits/credits for the month against each of the various sources and each of
the PF Heads of A/c
f) Merging and posting the above transactions to PF Master and generating
reports showing amounts posted to PF Master / PF transaction file
g) Using Reports / exception statements for reconciliation with General
Books and review/watching progress of recovery of PF
Loans/Subscription heads of A/c
h) Capture of Employee PF nomination details
i) Accounting Bonus (PLB) credited to PF
j) Adjustments carried out w.r.t PF Interest payout in the case of those who
have been settled/transferred out in the last quarter and cases reviewed and
undergoing change etc (90000 format)
k) Following Interfaces are envisaged
 With HR Payroll, for effecting PF payments and PF recovery through
Salary / Off cycle bills
 With HR Payroll, for display of PF loan balance and PF A/c balance in pay-
slip
 With HR Payroll, for Finance posting of PF payments/recoveries through
Salary / Off cycle bills to Daily Cashbook
 With HR Payroll, for posting of PF payments/recoveries through Salary /
Off cycle bills to PF transaction / Master files.
 Proposal for Death linked Insurance (DLI) initiated in HCM module,
Accounts verifies and arranges payment
Y-3 Reports :
 Monthly (Online) Statementof opening balance, debits, credits and closing
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balance for PF., employee-wise (PF Control over advance statement) –

with summary showing totals and number of employees
 Monthly Statement showing PF payments / recoveries through Cash/Bank, ,
along with PF head-wise summary
 Monthly Statement showing PF payments / recoveries through Salary, along
with PF head-wise summary
 Monthly Summary showing PF transactions, source-wise totals of
 Monthly statement showing un-posted accounts
 Annual report showing total interest worked out – subscription / VCPF
interest
 Annual PF Ledger slips
 Annual Check-sheet showing employee-wise summary of PF transactions,
with grand summary
Z. Establishment Accounts Response
Z.1 Function/Process Name : E-Gazetted and Other Miscellaneous
(CAS) Establishment functions
Z.2 Description :
a) Maintenance of Service Records & Leave Accounts of Gazetted
establishment
 Issue of Last Pay Certificate
 Specifying Gazetted allocation – charge the salary of the officer (Work-
charged Post) to Work Allocation(s) (Work – capital, DRF etc, Production
Order etc) percentage wise wherever the salary is to be allocated to one or
more Works allocations
 Issue of Certificate for passing on credits/debits to Other Railways
 Linkage of office order with Service Card of the officer
b) Advising claims for recovery of dues.
c) Filing of periodical returns to the Income tax department
d) Time Office Function (Accounts):

 Updation of Shift, leave, pay changes, changes on account of Transfers and
promotions of shop-floor employees
 Analyzing the time-booked against each direct worker vis-à-vis gate
attendance hours. Missing / excess hours are to be flagged to the executive
and processed for recovery, where required
 Verification of Complaints for short payments to be verified by Time Office
and forwarded for inclusion in the Working Sheet and Bill drawnby the Bill
Drawing Officer, for making supplementary payments.
e) Time Reconciliation functions:
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 Reconciliation of Job hours with GA Hours

 Adjustments carried out after analyzing small differences.
 Provision for identifying / accounting hours clocked by Non-Incentive
Workers
f) Vetting of Average Labour Hourly rates (category of labour or activity-
wise)
g) Reconciliation with General Books(Financial Accounts) and

review/watching progress of recovery - Deposits Miscellaneous /
Miscellaneous Advances / Advance of Pay etc
h) Some of the Interfaces envisaged :

 Office Order (OO) integration with ERP Master Data to be ensured in HCM
module
 Service Register / Leave Accounts updation for Gazetted Officers by CAS
in HCM module
Z.3 Reports :
AA. Personnel functions(of Accounts Department) Response
AA.1 Function/Process Name: Accounts Administration
AA.2 Description:
a) Being the cadre controlling authority for the Gazetted / Non-Gazetted
establishment of the Accounts Office, the following functions relating to
Organization Management, Personnel Administration and Time
Management are carried out by Accounts (Administration):-
 Basic HR functions ranging from Recruitment to retirement,
 Issue of Office Orders for promotions, increments, transfers etc
 Maintenance of Service Records & Leave Accounts
 Training
 Being the Bill drawing authority, master data changes are carried out
for Payroll processing and processing of other payments
 Employee Income tax deductions
 Sanctioning of loans & advances – PF Loan, House Building
Advance, PC Advance etc
 Issue of Last Pay Certificate
 Maintenance of Annual Confidential Reports
b) Office Order (OO) integration with ERP Master Data to be ensured in
HCM module
BB. Asset Accounting Response
BB.1 Function/Process Name:Centralized Works Register
BB.2 Description:
a) Centralized Works Register (Asset): Centralized Works Register is
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maintained for each Asset ( Land, Buildings, Machinery/Plant Item,

Project etc) for which an estimate is prepared and incurrence of
expenditure is watched :-
 Incurrence is watched against the estimated cost of the Project,
Contract Value, Budget allotment for the current year etc.
 Actual expenditure is captured with details of payments against
various categories such as Pay & Allowances of Departmental
Labour, Payment to Contract Labour, Payment to Contractor,
Stores supplied from Stock, Freight on stores, Credit for released
materials others, Transfer (CR/DR) Amount etc
 Towards maintenance of Fixed Assets (individually) duly providing
for depreciation.
 Concurrent recording of Purchase of Fixed Assets/Sale of Fixed
Assets.
b) Preparation of Journal Entries for accountal of mobilization advance, if
any.
c) Provision for watching of purchase of M&P through COFMOW/ICF.,
against budget allotment and lumpsum allotment.
d) Provision for preparation of M&P programme.
e) Provision for preparation of Preliminary/Final Works programme.
f) Provision for monitoring amount spent under each sub-head like
contingency, general charges etc.
g) Since two sets of registers are maintained with respect to some executive
departments, provision should be available for the executive department
also to maintain the Works Register
BB.3 Reports :
 Works Register
 Report on financial status of Projects, including Special Projects.
 Monitoring the preparation of Completion Certificate for each project.
 History sheet of Fixed Assets.
CC. Miscellaneous Accounts Functions Response
CC.1 Function/Process Name : Inspection
CC.2 Description :
a) For inspection section to carry out the following inspection related
activities
 Generation of programme of Inspection.
 Intimation to the concerned Executive Office about the Inspection.
 Preparation of Inspection Report-draft, final
 Circulation of Inspection Report to all concerned
 Obtaining of remarks for the objections raised through inspection.
 Closure of inspection report.
 Keeping a track of points raised, remarks furnished and paras closed
for reference.
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b) For Processing of Audit Objections - TA Note Part 1, Part-II, Audit

Inspection Note and Railway Board Inspection Report.
 Recording the receipt of the audit objection.
 Forwarding to concerned section.
 Forwarding the objection to concerned Executives.
 Obtaining of remark from the concerned inspection.
 Submission of remarks to Audit for closure.
 Obtaining closure advice.
 Updating the system with the closure advice.
 Maintain Audit Objection history for future reference.
DD. Miscellaneous Accounts Functions Response
DD.1 Function/Process Name : File Lifecycle Management
DD.2 Description :
a) Should enable Automated File Processing - inter and intra departmental
fille movement. File Lifecycle Management should cover all movements
within the Accounts department and with other departments
b) Document Management should help in organizing and tracking documents
through logical folders
c) Workflow should enable the user to move files between approvers through
SAP Organization Management
d) Should have provision for Noting with unique numbering, provides record
of reviews
e) File Lifecycle Management should be available also in Hindi,
EE. Miscellaneous Response
EE.1 Function/Process Name : Executive Dashboard
EE.2 Description :
a) The following information should be available, showing the latest position
– preferably as drill-down reports
 Purchase Grant
 WMS drawals, including the effect ofAdvance drawal & late charging
 Budget Position
 Effect of change in Production Program
 Bills position
 Project specific bookings
 Overheads bookings, in comparison with previous years
 Progress of Other Railway debits
 Stock position
 Outturn position
 Inventory Turnover Ratio
 Bill status
 Status of a given Purchase Request / Purchase Order
 Review of Expenditure-Shop-wise, Department-wise
 Details of Shop-floor Inventory
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 List of Gate Passes – Returnable/Non-Returnable
b) Dashboards should be available for access through mobile devices
FF. Implementation of improvements to the Controlling Functions in SAP ERP System
FF.1 Following features / improvements pertaining to the other modules Response

and having a bearing on the Controlling Module, needs to be carried
out in the respective modules:-
a) Batch Order Authorization, duly linked with the RSP (Rolling Stock
Program) number and RSP Provision, should be carried out through the
System during Order Release.
b) Issue of delay in booking of material issues to Batch Order to be
addressed by the System.
c) Issue of delay in booking of labour hours to Batch Order to be addressed
by the System.
d) Upon completion of manufacture of the Batch Quantity by the Shop floor,
a Batch Completion Certificate should be released through the System.
Booking of Costs to Batch Order after issue of Completion Certificate to
be curtailed. System should allow preparation of Completion Certificate
only when all the materials against reservations for the particular Batch
Order have been drawn / cancelled. System should also check against
cancellation of unwanted reservations. Similarly, System should ensure
complete charging of Job Cards released for a Batch Order / cancellation
of excess hours due to outsourcing or design change, at the time of
preparation of Completion Certificate.
e) Quantity Adjustments need to be carried out towards material drawn
against a particular Batch Order and used against another Batch Order of
similar or equivalent type., at the time of consumption itself.
f) Issue of long delays in booking material issues from Receipt Branch, as
against the issue of materials from Ward Stock ( after (RO) Receipt
Order).
g) Details of Outsourced work needs to be captured in the System
progressively / in an Online manner.
h) Batch Orders released / Production Orders are to be tagged to Production
Programs.
i) Mechanism for capturing the financial effect of changes to Production
Programs needs to be made available.
j) Purchase Requests/Purchase Orders/Materials received/Materials
Issued/Payments made need to be linked.
k) Besides linking to availability of Man Power, availability of Machine
Hours need to be linked to Production Programs.
l) Details of actual machine utilization to be made available– under/over
Page 252 of 293
utilization in comparison to standard working hours/capacity

m) An elaborate System to capture the works to be outsourced, record/watch
outsourced work from Tender to Bill Passing Stage needs to be made
available.
n) When an item that has been planned for in-house manufacture is being
outsourced, the relevant job cards are to be closed automatically in the
System.
o) When a work planned for in-house manufacture has been outsourced,
there must be a mechanism to monitor the status of the materials already
covered through Purchase Requests/Purchase Orders/Issued to Production.
Following action should be possible with respect to such materials:-
 Purchase Orders for the balance quantity should be cancelled
 Material should be flagged for proper alternate usage.
p) When a design change is introduced, there must be a mechanism to
generate list of items that may become obsolete due to such design
change, so that action may be taken to dispose those items profitably
without waiting for the items to reach the status of non-moving after 24
months from date of last issue.
q) Mechanism for transferring material(including Semi-finished items)
issued to one Production Order(Batch Order) to another (Batch Order)
(Write-back Orders prepared by Shop-floor users)
FF2 Following additional features / improvements need to be carried out in the Response
Controlling Module:-
a) Booking of Costs to Batch Order after issue of Completion Certificate /
Preparation of Cost Report to be curtailed.
b) Reports generated using various Costing T-codes need to show the same
result.
c) Value adjustments (corresponding to the quantity adjustments carried out
by Shop Floor) towards material drawn against a particular Batch Order
and used against another Batch Order of similar or equivalent type, need
to be carried out.
d) Huge gap is noticed between Planned and Actual labour hours.
Mechanism for recording the reasons for differences between Planned and
Actual labour hours by Shop-floor, that can to be further analyzed by
Planning/Accounts, to be put in place.
e) Booking of Material/Labour show wide variations for the same type
across various Batch Orders.
f) Estimates generated at the time of Batch Order Authorization to be used
as the Standard for comparing the Actual Bookings.
g) Automation of manual preparation of Cost Reports, duly comparing the
results of each Batch Order with the corresponding Previous Batch Order
& Estimate.
h) Cost of Outsourced work needs to be captured in the System.
i) Outsourced Hours are to be identified separately, and shown along with
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in-house hours in the Workshop General Register (WGR) report and all
other reports.
j) Outsourced hours should be reckoned for application of Overheads.
k) Effect of changes to Purchase Requests/Purchase Orders/Materials
received/Materials Issued/Payments on Budget needs to be captured.
 Material details available at various stages and its cost with value
additions at different stages
 Outsourcing details to be captured from tender stage to bill payment
stage
 Form CAM712 for design change items to be made compulsory
 Comparison between BO estimate and cost collected, with previous
Batch Order, considering outsourcing and change in production
situations.
 Elaborate mechanism to know the quantity/value of materials lying on
the Shop Floor needs to be established.
 Planned cost estimated at the time of Batch Order release should be
available at other times such as Batch Order authorization, Cost
Analysis, Cost Report Finalization etc
 Mechanism for arriving at Planned cost, duly including cost of items
included subsequently in the drawings for new builds / new
assemblies, to be made available
FF3 Reports :
 Report showing details of up-to-date bookings under material, labour
& overheads for a given set of Batch Orders
 Labour hrs Outsourced details ( shop,activity wise )
 Labour hrs Outsourced materialised
 Change in outsourcing and in-house manufacturung
 Comparison with estimate and actual ( shop, month, category wise)
 Out sourced works completed , bill submitted to Executive dept
 Comparison of Over Heads (AOH,FOH,SOH) for Estimeted and
Actual
 Provisional/Expected OverHeads (AOH,FOH,SOH)
 Planned man hours (Setup, Processing time, total time) with Actual
hours for Batch Order (Shopwise with incentive details)
 Estimate summary at the time of authorization of Batch Order.
 Estimated Material Cost at the time of authorization of Batch Order.
 Support for preparing Cost Estimates for preparation of quotes to Non-
Railway Customers & Railways – Rakes, Coaches, Shells, Spares
 Details of item remaining un-booked
 Actual booking of Material details with value
 Details of Material dropped from the estimate ( after authorization) .
 Details of Material added to the estimate ( after authorization) .
 Material price variation due to rate variation ( UL wise in comparison
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with Estimate )
 Material price variation due to quantity variation ( UL wise in
comparison with Estimate)
 Annexure-II Statement Comparison between Batch Order - actual and
estimate
 Report showing planned materials, quantities, price & planned value as
on date of BO release
 Report showing Production Stores Material Utilization
(Cashed/Uncashed)
 Report showing Planned, Confirmed, Booked Man Hours report
 Report showing Material Reservations and material requested
 Report showing allowed time, processed time for Supply & Installation
items
 Report of Non-stock item consumed in given Batch Order(s)
 Report showing details of Non-stock items consumed over all Batch
Orders for a particular period
 Report showing materials issued to Batch order from Receipt Branch
Stage (without taking them in ward stock)
 Report showing material(including semi-finished) transferred from
One Batch order to another, for a given Batch Order ( through Write-
Back Orders prepared by Shop Floor users), with quantity & value
FICO MODULE TCODE ENHANCEMENTS
SLNO TRANSACTION DESCRIPTION OF ISSUE WITH THE TCODE THAT NEEDS

CODE TO BE SORTED OUT
1 ZHR_PFTRNS Program for posting of PF payments/recoveries through Salary,

Cash, JE etc (along with control totals) needs to be revamped.
Postings need to up-to-date/online.
2 PA71 Capture of Man idle time does not support capture of reason
codes
3 PC00_M99_CIPE , Program for posting ( Salary Bill / Offcycle Bills /Supplementary

PCP0 Bills/Loan Payments other than Salary etc ) to Finance is flagging
errors. Needs to be set right. Charging of salary of select staff /
Officers to Cost Objects such as Production Order/Asset etc
needs to be made possible
4 CATS&CATA
Programs for making Production Order-wise labour hours
available in CATS for upload of the hours and the corresponding
labour amount to concerned Production Order to be revamped or
provided as per Standard
Page 255 of 293

5 ZDLOAN
Program for creation of Interest records upon completion of
Principal Repayment, based on Minimum Balance to be
revamped
6 KKAO Monthly Run – Work-in-progress - while running foreground,
short dump occurs. Needs to be set right.
7 ZCOLBRCOST
Program for working out the difference between Actual &
Charged Labour/Incentive - needs enhancement
8 ZFI_SAPWMS
This program can be used to get certain data based on the inputs
given in the selection screen pertaining to WMS. Needs
enhancement
9 KSV5
Document number is generated every time for oh distribution.
To be fine tuned. Needs enhancement to make it statistical.
10 ZCOORAC
Program for Calculation of Overhead Rates needs to be
revamped
11 ZOHDIFF
Program for re-levy of overheads to be revamped
12 ZCO_INCENTIVE
Programs for making available Production Order-wise incentive
file available in AL11 and subsequently for uploading to
concerned Production Order, to be revamped
13 CATS&CATA
Programs for making Production Order-wise labour hours
available in CATS for upload of the hours and the corresponding
labour amount to concerned Production Order to be revamped or
provided as per Standard
15 CO02 - Labour Subledger Report to be made available in an up-
CO02(BI) to-date and timely manner
16 CO18 - Summary of Inc/Non Inc & Idle hours – to be made
CO18(BI) available
17 CO03(BI) CO03 - Overhead Reports – to be made available
18 CO04(BI) CO04 - Shop Manhours Statement – to be made available
19 CO05(BI) CO05 - WMS Outturn Statement – to be made available
20 CO07(BI) CO07 - Misc Sub-ledger Labour/ Cash / JE
21 CO09(BI) CO09 - Material Analysis Statement – to be made available
22 CO10(BI) CO10 - Fixed Variable Report – to be made available
23 CO14(BI) CO14 - Overhead Difference Report – to be made available
24 CO15 - Material Consumption and Cost Variation Report – to be
CO15(BI) made available
25 ZCL061 Labour Schedule Report to be revamped
26 ZCRO6 Overheads Distribution report to be revamped
27 ZCL31 Labour Rate workings report to be revamped
Page 256 of 293

8.0 Project Milestones for ICF:

“D” is the date of issue of letter of Acceptance. All milestones are indicated as Months from “D”.
Milestone
SNo completion Milestone
Milestone description Number Remarks
date
A. PROJECT MILESTONES
System study and Completion of User D+3 S1 D is the
1 Requirement document (including mapping of Date of LOA
as-is/ required processes, to-be and gap
analysis study) for approval by ICF.
Completion of initial Training; Handing over
of Master Data templates to ICF.
2 Supply, Installation and commissioning of D+2 S2
hardware for training, development and quality
landscapes. Supply of ERP licenses for Stage
S2 (Pl. refer Para 5.26)
3 Configuration, customization and development D+9 S3
of ERP and third party applications; Master
data uploads and data migration to quality
server.
4 Unit, Integration and User Acceptance Tests. D + 10 S4
5 Supply, Installation and commissioning of D + 10 S5
hardware for Production landscape; Supply of
ERP Licenses for Stage S5 (Pl. refer Para
5.26); Definition of Cutover strategy.
6 Production cutover and pre Go-live D + 11 S6
preparations; Final Acceptance Certificate for
hardware; Final Training.
7 Go-Live D + 12 S7
8 Hyper Care Support & Final Acceptance S7 + 6 S8

Certificate for applications system.
9 Completion of Post Implementation Support S8 + 12 S9
Page 257 of 293

9.0 Annexures to Tender Documents:

ANNEXURE – 1
Declaration by the Bidder
(To be submitted on the Letterhead of the Bidder)
(Place)
(Date)
To
The Sr. EDP Manager,
Integral Coach Factory,

Chennai - 600038.
Dear Sir,
We, on behalf of _______________________ Company, have read the clauses under Para 2.5 of
Indian Railways General Conditions of Contract for Services – January 2018 and declare the following:
(Strike out which ever not applicable)
(i) Employment/Partnership etc. of Retired Railway Employees.
 We do not have, any Retired Manager of the Gazetted Rank or any other Gazetted Officer
working before his/her retirement, whether in the Executive or Administrative capacity or
holding a pensionable post or not, in any department of any of the Railways owned and
Administered by the President of India, as employee OR one of our Partners OR one of our
Directors.
OR
 We have the following employees/ Partners/ Directors, who is a Retired Manager of the
Gazetted Rank or any other Gazetted Officer working before his/her retirement, whether in the
Executive or Administrative capacity or holding a pensionable post or not, in any department of
any of the Railways owned and Administered by the President of India.
NAME:___________________________Date of Retirement_______________________
Page 258 of 293

(ii) Relatives/Share holders/ Relatives of Share Holders employed in Gazetted capacity in

Railways.
 We do not have, any relative(s) or share holder(s) or relatives of share holder(s) who are
employed in Gazetted capacity in any Department of Indian Railway.
OR
 We have the following relative(s) or share holder(s) or relatives of share holder(s) who are
employed in Gazetted capacity in Indian Railways.
NAME:___________________________Department _________________________________
(iii) Penalty for Violation of Labour Laws.
 We/any of our Constituents have not been levied with any penalty for violation of Labour Laws
by the appropriate enforcing agency like the Labour Commissioner etc.
OR
 We/any of our Constituents have been levied with a penalty for violation of Labour Laws for
____ times in the last two years (from the date of opening of Tender) by the appropriate
enforcing agency like the Labour Commissioner etc.
(iv) Termination of Contract.
 None of our previous Contracts or any of its constituents, with Indian Railways, had been
terminated under clause 7.4 of Indian Railways General Conditions of Contract for Services –
January, 2018.
(v) Penalty
 We or any of our constituents have not been imposed a penalty equivalent to the maximum
penalty that can be imposed under any previous Contract with Railways, within previous two
years from date of submission of Bids.
Authorized Signatory
Designation
Company Seal
Page 259 of 293

ANNEXURE - 2
CERTIFICATE AS TO AUTHORISED SIGNATORIES
I, ……………………….., the Company Secretary of <name of the organization>, certify that
Shri. <representative name>, who signed the above Bid is authorized to do so and bind the company
by authority of its board/ governing body.
Signature of the Representative authorized to sign

the Tender Response for and on behalf of:
(Name and address of Company)

(Seal/Stamp of Bidder)
Date:
Name:
Designation:
Signature:
(Company Seal)
Witness Signature
Witness Name:
Witness Address:
Note: Authorized signatory should be an employee of the SI and should have been authorized vide a
board resolution, authorizing him/her to sign/execute the proposal as a binding document and also to
execute all relevant agreements forming part of this tender.
Page 260 of 293
ANNEXURE - 3
Declaration on Government Regulation
(Place)
(Date)
To

Chennai – 600038.
Dear Sir,
We confirm that our company is not blacklisted in any manner whatsoever by Government of India or
any organization belonging to Government of India, or any department of Government of India or any
of the organization, or public enterprises of Government of India
It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/
organization and empowered to sign this document as well as such other documents, which may be
required in this connection.
Yours faithfully,
Authorized Signatory
Designation
Company Seal
Page 261 of 293

ANNEXURE - 4
Declaration on IPR/Patent rights
(To be submitted on the Letterhead of the Bidder) (Place)
(Date)
(Place)
To
Chennai – 600038.
Sir,
Sub: Undertaking on Patent Rights/copy rights for the ERP project of ICF.
I/We do hereby undertake that none of the deliverables being provided by us is infringing on any patent
or intellectual and industrial property rights as per the applicable laws of relevant jurisdictions having
requisite competence.
I/We also confirm that there shall be no infringement of any patent or intellectual and industrial property
rights as per the applicable laws of relevant jurisdictions having requisite competence, in respect
services/tools or any part thereof to be supplied by us. We shall indemnify ICF against all
cost/claims/legal claims/liabilities arising from third party claim in this regard at any time on account of
the infringement or unauthorized use of patent or intellectual and industrial property rights of any such
parties, whether such claims arise in respect of manufacture or use. Without prejudice to the aforesaid
indemnity, we shall be responsible for the completion of the project of ERP to ICF, irrespective of the
fact of claims of infringement of any or all the rights mentioned above.
If at a later date it is found that it does infringe on patent rights, I/We absolve and indemnify ICF of any
legal action.
Yours faithfully,
Authorized signatory
Designation
Page 262 of 293

ANNEXURE - 5
India presence for support
(Place)
(Date)
To
Chennai – 600038.
We would like to declare the following information on our support services centres in India.
Product Name
The support centre(s)
Address
Number of Employees involved in support services at the
above Centre(s)
We would like to confirm that we provide 24/7 x 365 days, SLA based support to our customers India
who have a signed a technical support agreement with us
Dated this day of
201_ Yours
Sincerely,
Authorised Signatory
Designation
Company Seal
Page 263 of 293

ANNEXURE - 6
India presence for development
(To be submitted on the Letterhead of the ERP solution OEM) (Place)
(Place)
(Date)
To
Chennai – 600038.
We would like to declare the following information on our product development centre in India.
Product Name
Product Development Centre
Address
Number of Employees involved in Product Development, at
the above Centre(s)
We would like to confirm that we address the requirements of localization as per changes notified by the
Government of India, periodically, in the areas like Income Tax, Service Tax, TDS, security, accounting
standards /guidelines, reporting as per companies act, etc for our customers in India through our
development centre
Dated this day of
201_
Yours Sincerely,
Authorised Signatory
Designation
Company Seal
Page 264 of 293
ANNEXURE - 7
PROFORMA FOR STATEMENT OF DEVIATIONS FROM TENDER CONDITIONS
** Strike out whichever is not applicable.

 We would like to bring „Nil‟ deviations and we accept all conditions/terms brought out under
this Tender
 The following are the particulars of deviations from the Clauses under Instructions to Bidders,
General and Special Conditions of Contract in the tender document:-
Sl No Tender Clause/Para Deviation Remarks

No. (including Justification)
Date: Signature:
Name:
Company:
Seal:
Page 265 of 293

ANNEXURE - 8
Details of Audit by SAP
Please refer Para 4.8
S.No. Modules Man Days Man Days Total Man Remarks

for BBP for Pre Go- Days
Phase Live Phase
1 Production Planning (PP)
2 Materials management (MM)
3 Plant Maintenance (PM)
4 Quality Management (QM)
5 Human resources (HR)
6 Finance management (FI)
7 Business Intelligence (BI)
Date: Signature:
Name:
Company:
Seal:
Page 266 of 293

ANNEXURE - 9
TRAINING PLAN
Training plan (As per Para 5.4).

S. Type of Training Description Project Duration in Credentials Remarks
No Training (Please Phase Trainer Man of Trainer
. refer Para 5.3) Days (Experience,
Certification
etc.,)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Date: Signature:
Name:
Company:
Seal:
Page 267 of 293

ANNEXURE - 10
PROGRAMME FOR DEPLOYMENT OF MAN POWER
S. Name Qualification/ Designation Total Programme for

No Certification (Attach ID Experience Deployment
. issued by the (in years)
(Attach
Organization)
Resume
with Photo)
Date: Signature:
Name:
Company:
Seal:
Page 268 of 293

ANNEXURE - 11
Details of Bidder Organization
(In case of consortium, for each constituent member)

(To be submitted under Company Letter Head)
Company registration details as per Para 3.5 item 1
Details of the Bidder Organization
Name
Nature of the legal status in India
Nature of business in India
Date of Incorporation
Date of Commencement of Business
ROC Reference No
Address of the Headquarters
Address of the Registered Office in India
Address of offices in India
Address of the Development/Support Center in India
Address for Correspondence for this Tender
Collaboration , if any:
Name and address of the officer to whom all

references shall be made regarding this tender
enquiry. His/her telephone, mobile, fax and email.
Other Relevant Information:
Mandatory Supporting Documents:
Certificate of Incorporation from Registrar Of Companies (ROC)

Relevant sections of Memorandum of Association of the company or filings to the stock
exchanges to indicate the nature of business of the company
Certification on commencement of business
Copy of board resolution authorizing the bid signatory along with power of attorney
Date: Signature:
Name:
Company:
Seal:
Page 269 of 293

ANNEXURE - 12
MANUFACTURERS AUTHORIZATION FORM
(To be submitted by bidder as tender specific authorization from OEM as per Para 3.5 item 2)
No............................... Dated...............................
To,
Sr.EDP Manager
Chennai – 600038
Dear Sir,
Sub:- ICF‟s Tender No.....................
We ................................................................................, an established and reputable

Original Equipment Manufacturers (OEM) of..................................................................... having
Company at..............................and offices at....................................do here by authorize
M/s..................................................... (Name and address of Solution Integrator) , who is an Authorized
Partner for implementing SAP ERP Solution at ICF against Tender No…………
We as OEMs commit ourselves to unconditionally provide backend support and spares /

upgrades for the supplied products to M/s …………………………………………….., our
authorized Partners, for a period of 10 years from the date of opening of this tender.
Yours faithfully,
(Name)
For & on behalf of M/s.............................

(Name of Original Equipment Manufacturers)
Note: This letter of authority should be on the Letter-Head of the manufacturing concern and should be
signed by a person competent and having the power of attorney to bind the manufacturer.
Page 270 of 293

ANNEXURE - 13
Quality Assessment Details (CMMI Level )
(To be submitted under Company Letter Head as per Para 3.5 item 3)
<Place>
<Date>
To
Sr.EDP Manager,
ICF, CHENNAI – 600038.
We would like to provide/confirm the following information on the quality certification of our
organization.
CMMI Level Assessment Details
Level of CMMI Assessment

Date of Assessment
Software development – Yes/No
Scope of Assessment software implementation – Yes/No
software maintenance – Yes/No
Others- please mention
Validity of the Assessment
Name of the Assessing company and
their contact details
Units / Locations Assessed

Mandatory Supporting Documents
Proof of Assessment issued by SEI auditors
We have attached a copy of the certificate in support of the above information. Dated this
day of 201_
Yours Sincerely,
<on behalf of Bidder Name>
Authorized Signature [In full and initials]:

Name and Title of Signatory:
Name of Firm:
Address:
Seal/ Stamp of Bidder
Page 271 of 293

ANNEXURE - 14
ANNUAL TURNOVERS FOR THE LAST THREE YEARS

Annual Turnover (As per Para 3.5 item 4) in previous three completed financial years.
S. No. YEAR Turnover from IT Turnover from all sources Remarks

IMPLEMENTATION in
works (In lacs of )
(In lacs of )
1 2016-17
2 2015-16
3 2014-15
Note: Please attach copies of the certificates/documents.
Date: Signature:
Name:
Company:
Seal:
Page 272 of 293

ANNEXURE - 15
Financial Information of the Bidder
Liquidity details as per Para 3.5 item 5.
<Place>
<Date>
Financial Information
2016-2017 2015-2016 2014-2015
Turnover (in INR crore)
Profit Before Tax (in INR crore)

Net Worth (in INR crore)
Revenue from IT services (in INR crore)
Other Relevant Information
Mandatory Supporting Documents:
Audited financial statements for each of the three fiscal years as mentioned above
(Please include only the sections on P&L, revenue and the assets, not the entire
balance sheet.)
Certification by the company auditors supporting the revenue break-up
<Signature>
<Company Seal>
Name:
Designation:
Name and Address of Chartered Accountant:
Page 273 of 293

ANNEXURE - 16
DEVELOPMENT / SERVICE CENTRE DETAILS
Details of Development/Service Centre(s) (As per item 6 of Para 3.5).
Item Address Remarks

Development/Service Centre(s) 1.
2.
Headquarters
Date: Signature:
Name:
Company:
Seal:
Page 274 of 293

ANNEXURE - 17
PERFORMANCE-DETAILS (Similar Works)
List of similar works (SAP S/4 HANA implementation) completed (As per item 7 of Para 3.5) in
previous three financial years including current year. ( For each similar work one separate sheet need to be
attached.)
S.No. Description Details Remarks

1. Name of Contract
2. Reference (PO/Contract No. &
Date
3. Completion Date
4. Name of Client
5. Client Address
6. Contact person & Tel. No.
7. Details of work & Modules
implemented
8. Type of Industry (Discrete

Manufacturing/Other)
9. No. of SAP ERP users
10. Value of the order including
taxes
11. Payments Received
Note: Please attach copies of the certificates/documents issued by the Client.
Date: Signature:
Name:
Company:
Seal:
Page 275 of 293

ANNEXURE - 18
SAP ERP EXPERIENCE DETAILS
List of SAP ERP implementations completed (As per item 8 of Para 3.5) ( For each work one separate
sheet need to be attached.)

1. Name of Contract
2. Reference (PO/Contract No. & Date)
3. Completion Date
4. Name of Client
5. Client Address
7. Details of work & Module
implemented
Date: Signature:
Name:
Company:
Seal:
Page 276 of 293

ANNEXURE - 19
SAP ERP IMPLEMENTATION IN GOVT./PSUs
List of SAP ERP implementations completed (As per item 9 of Para 3.5). For each work one separate
sheet need to be attached.

1. Name of Contract
2. Completion Date
Date
4. Name of Client
5. Client Address
implemented
Date: Signature:
Name:
Company:
Seal:
Page 277 of 293

ANNEXURE - 20
SAP ERP (WORLD WIDE) IMPLEMENTATION DETAILS
List of SAP ERP implementations completed (As per item 10 of Para 3.5). For each work one separate
sheet need to be attached.

1. Name of Contract
2. Completion Date
Date
4. Name of Client
5. Client Address
implemented
Note: Please attach copies of the certificates/documents issued by the Client.
Date: Signature:
Name:
Company:
Seal:
Page 278 of 293

ANNEXURE - 21
PROFORMA OF BANK GUARANTEE FOR 10% OF CONTRACT VALUE

FOR CONTRACT
PERFORMANCE CUM WARRANTY GUARANTEE BOND
Ref…………….. Date……………..
Bank Guarantee No…………………
………………………………………
To
Sr.EDP Manager
ICF,
Chennai – 600 038
1. Against contract vide Advance Acceptance of the Tender No………………………….. dated

……………………….covering supply/work ………………………………………(hereinafter called
the „Contract‟), entered into between the Sr.EDP Manger/ICF (hereinafter called ICF)
and……………………………(hereinafter called the „Contractor‟) this is to certify that at the request
of the Contractor we …………………………………………Bank, are holding in trust in favour of the
Sr.EDP Manger, the amount of ………………………………….(write the sum here in words) to
indemnify and keep indemnified the Sr.EDP Manger/ICF against any loss or damage that may be
caused or likely to be caused to or suffered by Sr.EDP Manger/ICF by reason of any breach by the
Contractor of any of the terms and conditions of the said contract and/or the performance thereof
whether any breach of any of the terms and conditions of the said contract and or in the performance
thereof has been committed by the Contractor and amount of loss or damage that has been caused or
suffered by Sr.EDP Manger/ICF shall be final and binding on us and the amount of the said loss or
damage shall be paid by us forth with on demand and without demur to Sr.EDP Manger/ICF.
2. We, …………………Bank, further agree that the guarantee herein contained shall remain in full
force and effect during the period that would be taken for satisfactory performance and fulfillment in
all respects of the said contract by the Contractor i.e. till …………………………(viz. the date up to
three months after the last date of warranty on goods/services/works supplied/executed under the
contract) hereinafter called the “said date” and that if any claim accrues or arises against us,
…………………….Bank, by virtue of this guarantee before the said date, the same shall be
enforceable against us ……………………………………………Bank, notwithstanding the fact that
the same is enforced within six months after the said date. Payment under this letter of guarantee shall
be made promptly upon our receipt of notice to that effect from ICF.
3. It is fully understood that this guarantee is effective from the date of the said contract and that
we,……………………………………Bank, undertake not to revoke this guarantee during its currency
without the consent in writing of ICF.
Page 279 of 293

4. We …………………………………..Bank, further agree that ICF shall have the

fullestliberty,withoutaffectinginanymannerourobligationshereundertovaryanyofthetermsand conditions
of the said contract or to extend time of performance by the Contractor from time to time or to
postpone for any time or from time to time any of the powers exercisable by ICF against the said
Contractor and to forbear or enforce any of the terms and conditions relating to the said contract and
We ……………………….Bank, shall not be released from our liability under this guarantee by
reason of any such variation of extension being granted to the said Contractor or for any forbearance
and or omission on the part of ICF or any indulgence by ICF to the said Contractor or by any other
matter the effect of so releasing us from our liability under this guarantee.
5. We ……………………………………….Bank, further agree that the guarantee herein

contained shall not be affected by any change in the constitution of the said Contractor.
Date……………… Signature………………….
Place………………. Printed Name……………..
Witness……………… …………………………….
(Designation)
……………………………………….
(Bank‟s Common Seal)
Page 280 of 293

ANNEXURE - 22
Request for Pre-Bid Clarification
Bidder’s Request for Clarification
Name of the Organization
Representative Name
Position / Designation
Email Address
Contact Details Mob: Landline:
Clarifications Requested
S.No. Tender document - Para No. Content Points of Clarification
Page No Requiring
Clarification
Yours faithfully,
Designated Contact Person:
Company name :
Designation:
(Company Seal)
Page 281 of 293

ANNEXURE - 23
WARRANTY
We warrant that the equipment (Hardware, Firmware and System Software) to be supplied by us
against this tender is brand new, free from all encumbrances, defects and faults in material
workmanship and manufacture and shall be of the highest grade and equally consistent with the
established and generally accepted standards for material of the type ordered shall be in full
conformity with the specifications, drawings or samples, if any, and shall function properly. We shall
be fully responsible for its efficient and effective operation. This warranty shall survive inspection of
and payment for and acceptance of the goods, but shall expire ----------- months (to be called warranty
period) from after their successful installation and acceptance by the purchaser or warranty period plus
6 months from the date of completion of supply of material.
The obligations under the warranty expressed above shall include all costs and taxes relating to labour,
spares, maintenance (preventive and unscheduled) and transport charges from site to manufacturers
works and back and for repair/adjustment or replacement at site of any part of equipment which under
normal care and proper use and maintenance proves defective in design, material or workmanship or
falls to operate effectively and efficiently or conform to the specifications and for which notice is
promptly given by the purchaser to the supplier.
--------------------------- -----------------------------
Signature of the Witness Signature of the Bidder
Date:-------------------------
Seal of the company
Page 282 of 293

10.0 Check list for Bidders:

The following check list is intended to help the bidders in submitting offer which are complete.
An incomplete offer is liable to be rejected. Bidders are advised to go through the list carefully
and take necessary action.
SLNO Item Status
Technical Bid
1. Bid Form (First & Second Sheets)
2. Tender Evaluation Forms (Annexures-2 to 20)

with Documentary proof to each
3. Stage wise Time Schedule as per Para 12.0
4. EMD
5. Tender Document Cost
6. Signed tender Document
7. Electronic Copy of Tender Evaluation forms
8. Bill of materials for Licenses, hardware, Services

& Other items
9. Hardware Sizing &Specifications proposed
10. Solution Architecture
11. Project Implementation methodology
12. Training & KT Plan
13. Project Deliverables
14. Project Management
16. Project team
17. Technical information of the products being

offered along with brochure etc.
18. Warranty offer in Pro-forma
Financial Bid
1. Quotation in Pro-forma (Schedule of Rtes as per

Para 11.0)
....................................
Signature & Seal of the Bidder
Page 283 of 293
11.0 Schedule of Rates:

Rates for all items must be quoted in the following pro-forma. The description of taxes quoted should be given clearly along with the
percentage and amount.
NOTE:
1. All rates should be in Indian Rupees.
2. The total value of bid should be given in figures as well as words. In case of any discrepancy between the two values, the amount
given in words will be taken as correct.
3. Technical bid (bid packet-1) should contain an un-priced copy of the schedule of rates with each item checked to indicate
completeness. Quantities given in the Schedule of rates should be same as the given in technical offer. Offered total quantity should
not be less than minimum specified in the schedule.
4. Any additional item must be given at the end of each sub-heading.
Supply Scope of Items:

A. SAP ERP and other Licenses ( Supply scope)
Other
Other
charges
charges
Basic including
Total Taxes as Taxes as including Total after
S. No Item description Units Unit freight/ Discount
Quantity % Amount freight/ discount
Rate insurane
insurance
etc. as
etc. as %
Amount
(11)=[(5)x(4)]+(7)+
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
(9)-(10)
SAP ERP Licenses
1. SAP Application Professional

1 User 150
User-Product ID:7003012
2. SAP Application Developer

1 User 2
User-Product ID:7003013
3. SAP S/4 HANA Enterprise

Management for ERP
1 (Flat Fee) 1
customers-Product
ID:7018538
Page 284 of 293

4. SAP S/4 HANA

Manufacturing for production
1 User 30
engineering and operations-
Product ID:7019509
5. SAP Business Planning and

Consolidation, add-on for
1 User
S/4HANA-Product
ID:7018868 10
6. SAP Process Orchestration-

1 Core 4
Product ID:7015920
7. SAP File life cycle

Managemnet for India- 100 Users 7
Product ID:7015779
8. SAP HANA, RT ed Applic &

BW-new/subsq-Product 15% of SAV
ID:7018066 1
9. SAP BusinessObjects
1 User
edition (user)-Product
ID:7019046 2
10. SAP BusinessObjects

10 Concurrent
edition (CS), including Sessions
Analysis for MS Office-
Product ID:7019045 1
11. SAP Test Data Migration

300 GB 3
Server(TDMS)
Page 285 of 293

12. Conversion of existing 420

ECC Licenses to S/4HANA LS 1
Licenses.
Third Party Software Licenses
ATS on SAP ERP Licenses (for one year)
1. ATS on SAP Application

1 User 150
Professional User
2. ATS on SAP Application

1 User 2
Developer User
3. ATS on SAP S/4 HANA

Enterprise Management for 1 (Flat Fee) 1
ERP customers
4. ATS on SAP S/4 HANA

Manufacturing for production 1 User 30
engineering and operations
5. ATS on SAP Business

Planning and Consolidation, 1 User
add-on for S/4HANA 10
6. ATS on SAP Process

1 Core 4
Orchestration
7. ATS on SAP File life cycle

100 Users 7
Managemnet for India
Page 286 of 293

8. ATS on SAP HANA, RT ed

15% of SAV
Applic & BW-new/subsq 1

Objects Enterprise, 1 User
professional edition (user ) 2

Objects Enterprise,
10 Concurrent
professional edition (CS), Sessions
including Analysis for MS
Office 1
11. ATS on SAP Test Data

Migration Server(TDMS) 300 GB 3
ATS on Third Party Software Licenses (for one year)
….
Page 287 of 293

B. Hardware ( Supply scope):
Other
Other
charges
charges
Basic includin g
Total Taxes as Taxes as including Total after
S. No Item description Units Unit freight/ Discount
Quantity % Amount freight/ discount
Rate insuranc
insurance
e etc. as
etc. as %
Amount
(11)=[(5)x(4)]+(7)+
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
(9)-(10)
1.
HANA Production Appliance Number 1
2. HANA Failover Production
1
Appliance Number
3.
SAP Application Servers Number 2
4.
TOR Network Switch Number 2
5.
Back-up Appliance Number 1
6. Virtualization Software –
1
Vmware VCenter License Lot
7.
Backup Management Solution Lot 1
8.
Rack & KVM Switch Number 1
9.
Mobile Workstation Number 8
10. Extended Warranty Support
1
for 3 years (*) Lumpsum
…
(*) The cost of Extended Warranty Support shall be provided separately. Support will not be part of this contract, however, the cost quoted will be added to
the total cost for financial evaluation.
Page 288 of 293

C. Application Customization/Development/Implementation ( Service Scope):
Other
Basic Taxes as Other
Total Taxes charges
charges
Unit Amount including Total after
S.No Item Description Units Quantity as freight/
including Discount
Rate freight/ discount
% insurance
insurance
etc. as %
etc. as
Amount
(11)=[(5)x(4)]+(7
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
)+(9)-(10)
1. Project Implementation Services (*)
…
2. Post Implementation Support Services (**)
2.1 Project Manager
… PP Consultant
PM Consultant
QM Consultant
MM Consultant
FI-CO Consultant
HCM Consultant
SD Consultant
SAP FLM/DMS
Consultant
Project Systems
Consultant
ABAP Consultant
Page 289 of 293
BASIS Consultant
SAP BI/BO Consultant
BPO Consultant
Integration (PI/PO)
Consultant
Non SAP Technical
Consultant
…
(*) Project Implementation Services shall include hyper care also. The break-up of the services and costs in multiple rows shall be
provided by the vendor.
(**) The cost of Post Implementation Support Services shall be provided separately. Support will not be part of this contract, however, the
cost quoted will be added to the total cost for financial evaluation.
Page 290 of 293

12.0 Format for Stage Wise Time Schedule:

(Bidder to quote the schedule in column 4)
Expected Time Time Period

S.No Milestone description from date of (Accepted
LOA in Months Time)
System study and Completion of User D+3

1 Requirement document (including mapping
of as-is/ required processes, to-be and gap
analysis study) for approval by ICF.
Completion of initial Training; Handing over
of Master Data templates to ICF.
2 Supply, Installation and commissioning of D+2
hardware for training, development and
quality landscapes. Supply of ERP licenses
for Stage S2 (Pl. refer Para 5.26)
3 Configuration, customization and D+9
development of ERP and third party
applications; Master data uploads and data
migration to quality server.
4 Unit, Integration and User Acceptance Tests. D + 10
5 Supply, Installation and commissioning of D + 10
hardware for Production landscape; Supply
of ERP Licenses for Stage S5 (Pl. refer Para
5.26); Definition of Cutover strategy.
6 Production cutover and pre Go-live D + 11
preparations; Final Acceptance Certificate
for hardware; Final Training.
7 Go-Live D + 12
8 Hyper Care Support & Final Acceptance S7 + 6

Certificate for applications system.
9 Completion of Post Implementation Support S8 + 12
“D” is the date of issue of letter of Acceptance. All milestones are indicated as Months from “D”.
Date: Signature:
Name:
Company:
Seal:
Page 291 of 293

13.0 Abbreviations:
ABAP Advanced Business Application Programming

AMC Annual Maintenance Contract
AR Adjustment Receipt
ARPAN Advanced Railway Pension Access Network
ASAP Accelerated SAP
ATS Annual Technical Support
CAMC Comprehensive Annual Maintenance Contract
CAO Chief Administrative Office
CAP Central Application Portal
CDMS Chief Depot Material Superintendent
DCRG Death Cum Retirement Gratuity
DGS&D Directorate General of Supplies and Disposals
ECC Enterprise Central Component
ECS Electronic Clearance Service
EHP SAP Enhancement Pack
EIW Essentially Indirect Workers
EPFO Employee Provident Fund Organization
ESS Employee-Self Service
EULA End User License Agreement
FDR Fixed Deposit Receipt
HTML Hypertext Mark-up Language
IBM International Business Machines corporation
ICF Integral Coach Factory
IMMS Integrated Materials Management System
IPAS Integrated Pay-Roll And Accounting System
IREPS Indian Railway E-Procurement System
ISO Inter Shop Order
KPI Key Performance Indicators
LDCE Limited Departmental Competitive Examination
LHB Linke Hofmann Busch
LPC Last Pay Certificate
MACP MODIFIED ASSURED CAREER PROGRESSION
MPO Material Planning Office
Page 292 of 293

NDA Night Duty Allowance

NPS New Pension Scheme
OEM Original Equipment Manufacturers
PLM Product Life-cycle Management
PLNO Priced Ledger Number
PPAN Permanent Pension Account Number
PR Purchase Request
PTO Paper Ticket Order
PTWO Paper Ticket Work Order
PVC Price Variation Clause
RELHS Retired Employees Liberalized Health Scheme
RITES Rail India Technical and Economic Services
RRB Railway Recruitment Board
RRC Railway Recruitment Cell
RTI Right to Information Act
SBF Staff Benefit Fund
SEI Software Engineering Institute
SLA Service Level Agreement
SMS Short Message Service
SOA Service oriented Architecture
SOP Schedule of Power
SR Service Record
SRPF State Railway Provident Fund
SSI Small Scale Industries
UL Unified List
ULNO Unified List Number
Page 293 of 293

Tender No Itc-erp-II 2018

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Tender for ICF-ERP Project

1. NOTICE FOR INVITATION TO TENDERS 3 3

3. GENERAL CONDITIONS OF CONTRACT 11 21

4. SPECIAL CONDITIONS OF CONTRACT 22 56

6. TECHNICAL SPECIFICATIONS 98 116

7. FUNCTIONAL REQUIREMENT SPECIFICATIONS 117 256

8. PROJECT MILESTONES FOR ICF 257 257

9. ANNEXURES TO TENDER DOCUMENT 258 282

10. CHECK LIST FOR BIDDERS 283 283

11. SCHEDULE OF RATES 284 290

12. FORMAT FOR STAGE-WISE TIME SCHEDULE 291 291

13. ABBREVIATIONS 292 293

1.0 Notice for Invitation to Tenders:

INTEGRAL COACH FACTORY (ICF)

Office of Sr.EDP Manager, ICF, Chennai-60038

Tel: 04426147165, Fax No. 04426260294

S.No. Name of the project

2.0 INSTRUCTIONS TO BIDDERS:

IFSC Code : UCBA0000568

x. Electronic copy of Tender evaluation forms

document shall be summarily rejected.

d) Signing of contract agreement:

3.0 GENERAL CONDITIONS OF THE CONTRACT:

2. Manufacturers The Sole bidder or Lead Authorization letter to be provided

4. Annual Average The Sole Bidder/Each Consolidated Annual Report or

Please refer Para 2.6.1.2 (ii) of

6. Availability of fully The Sole Bidder/Lead 1. Address of Service Centre with

10. SAP – ERP Sole Bidder or Lead member 1. Copies of purchase

3.20 EARNEST MONEY DEPOSIT (EMD)

g) No interest will be payable by the Purchaser on Earnest Money.

4.0 SPECIAL CONDITIONS OF CONTRACT:

4.4 Technical Proposal for the ERP Solution

Standard The specific requirement or process is a S

Work Around The requirement can be realized by modifying W

Customization The requirement can be realized by writing a set of C

Customization The requirement can be realized by writing a set D

e) The technical requirements specifications

o Project structure and management

f) Training Delivery & Knowledge Transfer Plan

IT Team  For day to day working on the solution

4.6 Resource Deployment

o Monitor Project Progress

their respective location

 Functional Consultants: Minimum 10 years of professional experience including 3 years

ERP Lead Consultant Consultant

4.7 Hardware Sizing

 Hardware/ Infrastructure Sizing

4.12 Quality Assurance

o Enhancement & Bug fixing.

Up-time efficiency = ------------------------------------- X 100

4.28 Completion Period

4.32 Execution of Work

4.34 Deduction at Source:

4.45 Authority for Acceptance:

5.0 Scope of Work:

7. Improved Real Time Product Costing.

5.5 Description of Turnkey work

o Development of day to day monitoring Reports.

1. Consultancy, scoping, sizing, procurement, installation, configuration, customization, testing

2. Study of the requirements, Customization, development and implementation of the functional

3. Study of the requirements, Customization, Development and implementation of improvements

5. Study of the requirements, Customization, Development and implementation of File Life

6. Design and implementation of a system for Information availability on mobile phones/devices.

7. Implementation of work flows in ERP/web based system.