Odisha Hydro Power Corporation Limited Tender
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Odisha Hydro Power Corporation Limited - OHPC Tender
Software and IT Solutions
Opening Date12 Jun 2024
Closing Date16 Dec 2024
Tender AmountRefer Documents
Costs
EMD
Refer DocumentsDocument Cost
Refer DocumentsTender Fee
Refer Documents
Description
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Contact
Tender Id
OHPC-42/2023-24Tender No
OHPC-42/2023-24Tender Authority
Odisha Hydro Power Corporation Limited ViewPurchaser Address
-Website
http://http://ohpcltd.com/
GEM & Bid Advisory Services
Get portal registration, tender bidding, product/service listing or vendor/MSME certification services at a nominal cost
Documents
BOQ Items
Ability to maintain change in designations due to promotions, transfers (Integrate with Promotion Module, Transfer Module)
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Ability to define multiple organizational structures (positions) and multiple reporting relationships and integrate with the respective employee data
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Ability to seek confirmation after every change made in the structure, changes to be made permanent only on authentication by the controller of the authorized person.
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Ability to change/restore/rollback changes to a previous (given) dates and report inconsistencies
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Ability to define administrative powers for organizational units position-wise
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Ability to tightly integrate administrative power definitions to work flows and approvals
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Facility to project the cost implications of adding new /modify - manpower / Department/Function/Position
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Ability to clearly define the hierarchy as per Delegation of Power in the organization for administrative, financial or any other functions
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Ability to issue orders advising to take additional charge / dual charge
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Ability to provide reports of total organization hierarchy, organization structure of corporate and field offices by selecting different parameters of designation, class, wing etc
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Ability to provide reports on list of vacant positions
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Ability to provide reports on list of excess positions
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Ability to provide reports on reporting relationships (Functional, administrative) in a department
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Ability to generate reports on categories of employees across class I,II,III,IV, contract etc ( list of existing employees cadre wise, wing wise or unit wise on any date or cross section of time along with a list of officers and staff who will retire within a specified period )
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Ability to generate reports category wise (SC/ST/OBC/General), on parameters of Male / Female, on parameters of disability (Full / Partial) etc
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Ability to generate reports by dynamic querrying with various parameters
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Facility to store and update Grievance Redressal Policies & Procedures
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Facility to edit the policies by specified level of authorities (competent authority)
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Facility to define composition of the GR committees (SC/ST cell, women's cell)
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Facility to issue alerts/ notifications / reminders to the GR committee members
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Facility to list various techniques to facilitate communication
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Facility to configure various GR forms as per requirements
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Facility to maintain checklist of the documents that employees need to submit as part of the procedures
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Facility to draw schedule for GR meetings
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Facility to design surveys
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Facility to generate notifications to relevant stakeholders periodically when a deadline is approaching nearer
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Facility to track/monitor the status of a pending case
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Number of grievances disposed per year
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Facility to generate reports on the total number of grievances handled during a specified period
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Facility to generate reports on the various types of grievances handled during a specified period
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Facility to generate reports on the average time taken to resolve a grievance
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Ability to define & select calendar and time schedules for travel planning
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Ability to define Country/state/city for travel planning
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Ability to define multiple locations with multiple modes of travel within same travel schedule
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Ability to add, modify,delete travel itenary with appropriate approval/authorisation level
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Ability to select type of Travel (Local/Domestic/International Travel)
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Ability to select mode of travel (Rail, road, air or mix of any mode such as both Rail & Air for different locations within the same travel schedule)
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Ability to automate the travel request to be raised as per eligibility, options are provided
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Ability to add number, name, age, department, function of travelers
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Ability to select the cost centre while raising travel requests and simultaneouly for releasing advance after approval by competent authority
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Integrate with payroll module
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Ability to define approving authority and reviewing authority for checking/approving/declining travel advances
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Ability to print the approved travel request
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Ability to upload the scanned bills and initiate the process of the same (on receiving the hard copy) by deduction from advances
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Ability to provide any additional comments before submitting the travel advance
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Ability to approve/decline/modify travel advances of employees by approving authority
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Ability to check status (approved/declined) of travel advances by particular employee
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Ability to resubmit / modify travel requests if declined / need to be modified
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Ability to create, change, display, review and release travel advances
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Facility to issue reminders / notifications to employee if tours and travels final bill are not submitted by employee within the prescribed time
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Ability to approve enhanced (more than eligibility) travel related advances / disbursements by competent authority
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Ability to provide expenditure reports for separate cost centers
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Ability to provide reports on employees for whom travel request has been approved/declines/modified
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Ability to provide reports on all past travel requests with details on travel advance cleared/per-diem/allowances claimed and actually paid
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Ability to maintain and update the policies regarding departmental quarter allotment
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Ability to process application for quarter allotment
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Ability to view/update the list of present occupants of the quarters, and list of vacant quarters
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Ability to deduct the quarter rent from the salary of the occupants
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Ability to issue the No objection Certificate when occupants vacate the quarters and consequently stop deducting rent from salary
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Ability to maintain the record and history of CSR initiatives undertaken
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Ability to generate report on the no of proposals received, no of proposals put before the CSR Committee, No of proposals approved, funds sanctions thereon and status on the utlisation Certificate received from the District administration.
Ability to store information on the project details that has been taken into consideration during a period. Ability to store information on the proposals received from Unit Heads, District Admin, Local Public Authorities or local politicians/ CSR sub-committees
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Ability to provide expenditure reports for separate cost centers
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Ability to provide reports on the list of present occupants of the quarters, quarters (type) they are occupying, and list of vacant quarters
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Ability to provide reports on the total number of applications processed regarding quarter allotment in a year
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Ability to provide reports on details of quarters occupied but OHPC employee details not available
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Ability to provide separate reports on the total number of CSR initiatives undertaken within a specified time with amount spent on each
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Ability to receive applications and process for approval as per OHPC requirements and rules
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Ability to regularise the break service period of a person after a gap in service with applicable service conditions
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ability to submit property statement by the employees as per the prescribe format
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ability to acess those property statements by the competent authority at the appropriate level.
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ability to generate reports those have not submitted their property statement
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ability to notify the person conecred who has not submitted his/ her property statement
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ability to maintain record of category wise vacancy in each post as per the ORV Act of Govt of Odisha
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ability to generate report on the back log vacancies in each post/ grade
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ability to store and edit information regarding the registerred, recognised unions and their office bearrers
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ability to generate reports on the no. of demands/ petitions submitted by the different Unions/ Associations/ Federal Bodies and action taken there on.
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ability to generate report on the meetings organised with the unions/ association within a specific period.
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ability to prepare budgte for total welfare activites i.e. Education , Health, Recreation , Sports, events,uniofrms & liveries etc.
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ability to keep reord on the sanction strength, MIP (man in position) and vacancy position of various schools colleges function under OHPC.
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ability to process for approval of contractual engagement of teaching staff.
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ability generate reports on total expenditure on the schools/ colleges including their salary, administation costs etc.
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ability to generate reports on number of school, types of appointement of teaching staff, funds sanctioned/ aid given in a particular period of time.
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ability to keep reord on the sanction strength, MIP and vacancy position of various Hospitals function under OHPC.
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ability to process for approval of contractual engagement of medical staff.
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ability generate reports on total expenditure on the hospitals including their salary, administation costs, medicine expenditire etc.
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ability to generate reports on no of Hospitals, types of appointement of medical staff, funds sanctioned/ aid given in a particular period of time.
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Ability to process information / records for getting apporval for organising different activities like sports and other events
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generate reports on the events, its expnediture, budget provision in particular period of time.
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Ability to process departmental House Building Loan for land purchase, house/flat purchase, construction of residential house, addition/alteration of constructed house and repair of house
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Ability to issue Release Orders to release the loan money by the Finance Wing against sanction order
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ability to generate reports on the various allowances / incentives and their rate, allowed to the employees at different units
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ability to process for modification of rate of those allowances and their applicability.
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ability to process for getting approval on the liveries/ uniofrms
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ability to link the approval of specifications with the procurement module for tendering
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ability to track record on the receipt of materials and distribution of the same
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ability to generate reports on the PO issued, total amount of PO, delivery of materials and consumption of the same.
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ability to apply for Group Insurance/ Personal Accident Insurance Scheme in the precribed format
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ability to process those applications as per the provisions for approval
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ability to issue orders for sanctions of funds as per the rule
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sanction of funds from Finance to the legal heir or the person concerned as the may be
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ability to generate report on the no. of cases disposed of during a period and the amount sanctioned therefor
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ability to prepare advertisement inviting quotation for helath check up of employees
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ability to compare those parameters of the quotations and procees the same for approval
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ability to issue work order to the eligible party.
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ability to issue circulars to all units regarding the schedule of the helath check ups .
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ability to coordinate with the hospital, the employee concerned and the Corporate Office for any change in the schedule or for new applications for health check up.
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ability to generate report of no. of employees gone for helath check ups
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ability to process the bills of the hospitals for payment from Fin. Wing
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ability to generate report on the status of bills, financial implication and other factors as may be specified.
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provision for making circular of various welfare schemes introduced by the Deptt. of PE, Govt of Odisha
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provision for the employees to apply in the prescribed formats for various schemes as per the precribed guidelines
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provision for comminication of those apppliations to the PE Deptt
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reports on the aplications received and status thereon
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Ability to make provision for budgeting
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provision for making circulars on the same
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provision for uploading photographs/ write up or event descriptions of the occasions by different wings/ units for scrutinisation for various internal / external publications and report generations
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provision for processing for getting approval and processing bills for payment from Fin Wing.
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provision for submissions of photos/ documents / images for various publications
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Provision for getting approval and tendering for printing of various publications, Diaries, calendars, journals and other materils
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Ability to prepare budget and capture expenses for event management
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Ability to generate required reports related to event management as per OHPC needs
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Provision for storing data on the no of tender advertisements forwarded to the I&PR Deptt for publication in the media houses as per the requirement
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Generate report on the status on the bills received from different parties and sent to finance wing
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To generate report on the expenditure for different publications
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ability to process for getting approval for sanction of funds, generating reports on the no of such sanctions, amount of funds and status of the bills raised by the concerned parties and final payment of bills. Ability to check the amount sanctioned in favour of a particular party previously.
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Ability to hire security personnel through contracting
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Ability to generate reports on resources engaged by agency and other details as per OHPC requirement
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Ability to procure stationaries, maintain details of stock, consumption etc.
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Ability to capture details of equipment/assets/gadgets like name, specifications, person assigned, maintenance details, cost etc.
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Ability to capture detailed activities related to diary and despatch for both incoming and outgoing. For example, date of receipt, details of sender, recipient details, date on which processed, docket number etc.
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Analytical reports related to diary and despatch based on OHPC requirements like number of document received, sent, pending with which official, age analysis etc.
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Ability to capture details regarding HR audit such as requirements, audit observations, compliance status etc.
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Ability to generate analytical reports on HR audit based on OHPC requirements.
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Ability to record assembly/Parliament questions such as number of questions received, date of receipt, person assigned, compliance status, information processed etc.
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Ability to generate reports regarding Assembly/ Parliament questions as per OHPC requirements
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Ability to capture vigilance activities (complaints, findings, resolution etc.), displianary proceedings against employees with appropriate security/authorisation levels
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Ability to generate reports based on OHPC requirements related to vigilance activities
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Ability to capture details of meetings, notes etc.
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to keep repord on no of such applications received and action taken thereon and status of the disposal of the same
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to generate report on no of such applications
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provision for submission of the complaince to the Corporate Office by all the Units on the matter in the precribed format
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ability to generate report on sanctioned strength, Man-in-position and vacancy position categorywisse, grade wise, post wise, Classifiation wise, Unit wise, place of posting wise for particular period, over a period and also instantly on any point of time. Ability to prepare master database of al employeees relating all information partianing to their service, qualification, address, family, residence, experinece etc as per requirement.
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ability to circulate various audit paras to respective branches / sections/ units
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Ability to submit necessary compliances alongwith enclosers
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Ability to keep record on various audit paras and their compliances received from different sources
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to generate report no of audit paras, subject of the para and status of compliances of the same for a perticular period.
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Ability to define employee separation process (through any mode such as retirement, resignation, VRS, deputation, termination) as per OHPC rules/requirements . For retirement, send reminder of the retirement date to the employee in advance (user defined period)
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Ability to fill exit interview form by particular employee - Route the same to superior & HR in an anonymous manner
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Ability to process NoC (No objection Certificate)/clearance from various departments through workflow driven process at the time of Exit / separation
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Ability to define the Checklist parameters as per the requirement of the Organisation for obtaining NoC
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Ability to notify (flag) individuals of any outstanding balances when employee exits
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Ability to print Leaving Certificate / Experience Certificate once all approvals are granted
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Ability to maintain case details of the employees reinstated/reappointed after being terminated - - Integrate with Payroll
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Ability to retrieve details of terminated employees in case he/she is reinstated or reappointed - Integrate with Payroll
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Ability to calculate back pay or other entitlements of reinstated/reappointed employees (as applicable) - Integrate with Payroll
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Ability to define VRS guidelines
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Ability to request for VRS as per the rules defined for the scheme
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Ability to approve for VRS as per the rules defined for the scheme
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Facilitate computation of the final settlement claim of the employees during separation
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Ability to generate reports on the total number of employees applied for resignations/VRS, number approved/rejected/pending
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Ability to view a complete report on e exit formalities for a particular employee which would be available whenever it wants to be seen
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Ability to update policies as per changes in company provisions
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Ability to track the RTI application w.r.t the audit trails of the application - Initiated, closed, send to which department
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Ability to generate an unique ID to each RTI application
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Ability to apply for higher education as per policy
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Ability to approve or reject the request by competent authority (Integrate with payroll)
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Ability to send notifications to employees whether the request is approved or rejected
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Ability to track the Vidhan Sabha questions etc w.r.t the audit trails of the same - Initiated, closed, send to which department
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Ability to generate an unique ID to each Vidhan Sabha question etc
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Ability to upload the documents / information provided w.r.t any question or querry
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Ability to get a list of all RTI applications / query based on a dynamic query (key word etc)
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Ability to get a list of employees nominated for awards and actually got awards
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Ability to get a list of employees who applied for higher education
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ability to submit suggestions by the employees in the prescribed format defined by OHPC
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ability to analyse and process employee suggestions at the appropriate level i.e., at the Unit or at the Corporate Office, as the case may be, as per the Emp. Suggestion Scheme.
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ability to comminicate the status on the suggestion to the employee concerned
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ability to generate list of suggestion given and action taken thereon
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Provision to capture operation related parameters such as Reservoir Level, previous day Generation (average, peak etc.), water consumption, Planned and Forced Breakdown etc.
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Ability to raise alerts/notification to individual Units for issues pertaining to daily/monthly reports received such as Daily Shutdown/Breakdown, Reservoir & Generation Data, Daily Available Capacity Data, Monthly Performance Report, Monthly Progress Report of on-going Maintenance/Projects, Monthly Outage Report, etc.
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Provision to create work flow based approval path for supervision of operational/maintenance activities and various reports generated during the entire process
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Ability to generate/view Daily/Monthly/Annual Outage Data of individual Units
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Ability to generate/view the Monitoring of Plan Programme, Progress of Expenditure & Monthly Progress Report of individual Units
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Ability to generate Monthly Physical Achievement Report of individual Units
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Ability to generate Monthly Progress Report of On-going Projects at individual Units based on pre-defined parameters
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Ability to generate Monthly Performance Report of individual Units which are updated at the Unit level
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Ability to generate/view Generation Planning Report
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Ability to generate Daily Available Capacity Data of individual Units which are updated at the Unit level
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Ability to generate Daily Breakdown, Reservoir & Generation Data of individual Units which are updated at the Unit level
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Ability to generate Monthly Generation Statistics Data of individual Units updated at the Unit level
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Ability to create/modify/access the MoM (Minutes) as per the discussion of critical issues such as Month-ahead Load Schedule, Grid Performance, Generation Plan, Maintenance Plan, Grid Disturbance Analysis, communication related problems, Non-compliance of drawl schedule by GRIDCO etc. and actions taken
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Ability to view/ send Compliance reports based on parameter compliance as well as Objections to concerned stakeholders ( other internal wings and individual Plants) by the Technical Wing which is the nodal agency
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Ability to generate Compliance Reports based on the MoM as per the discussions in the PSOC Meeting
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Ability to generate reports on Month-ahead Load Schedule
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Ability to generate reports on Grid Performance and Grid Disturbance Analysis based on pre-defined parameters
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Ability to generate reports on Generation Plan
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Ability to generate reports on Maintenance Plan of Individual Units
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Ability to capture information/data related to activities such as Scrap Disposal, trading and auction
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Ability to capture details of Scrap (specifications, quantity, physical condition etc.)
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Ability to retrieve information regarding scrap segregation, Offset Price Fixation, lot disposal etc. from the Centralized Scrap Disposal System
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Ability to generate Reports on Scrap Disposal containing information on Offset price, Trading and auction, lot disposal status etc.
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Ability to generate Report and analyze the Bills such as Energy Bill, Electricity Duty Bill, Water Cess Bill, and Energy Accounting Statement
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Ability to send information/communicate the Unit Head about the Bills-Energy Bill, Electricity Duty Bill, Water Cess Bill and Energy Accounting Statement
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Ability to track the status of Bills and Energy Accounting Statement
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Ability to send information/communicate the Unit Head regarding the Bills and Energy Accounting Statement
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Ability to keep record of/view the Energy Accounting Statement at the HO-Technical Wing
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Ability to view/modify the Bills-Energy Bill, Electricity Duty Bill, Water Cess Bill
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Ability to capture monthly energy meter readings and NPAFM for cross-verification of the Energy Bills
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Ability to raise alerts/ notifications to the Unit Head/ Generation Division (power plant) for carrying out necessary rectifications in the Bills if identified by the Technical Wing (HO)
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Ability to view and send year-end Reconciliation Statement to the individual Units from the Technical Wing (HO)
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Ability to view/raise Monthly PAFM for certification to the Unit Head by the Generation division
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Ability to view the monthly PAFM at the Technical Wing (HO) for verification and send to the Unit for rectifications if needed
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Ability to send monthly PAFM report to SLDC for necessary certification
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Ability to check the status of monthly PAFM report at all stages starting from raising the monthly PAFM to validation by the SLDC for certification at Unit as well as HO level
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Ability to view monthly provisional Energy Charge Bill, O&M Bill, and also Annual E.C Bill, O&M bills at Technical Wing (HO), Finance Wing (HO) received from APGENCO
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Ability to capture OERC approved rates for generating the monthly provisional and final Energy Bill
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Ability to view and send all the energy bills to GRIDCO for payment processing
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Ability to receive/view the Payment Receipts and Reconciliation Report after GRIDCO makes the payment for the Bills raised
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Ability to view information related to payment of Bills of MHEP and APGENCO at the HO (Technical and Finance Wings)
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Ability to create/view/modify Monthly Energy Bills for 5MW power drawl from HHEP by CSPDCL
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Ability to view the Monthly Energy Bills by the Technical Wing (HO) and the Finance Wing (HO)
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Ability to perform monthly as well as annual reconciliation of Bills
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Ability to send/receive information from GRIDCO relating to the Bills of CSPDCL
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Ability to view Payment Receipt of Bills at the Finance Wing (HO)
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Ability to generate ARR formats from the system (all relevant ARR formats including financial, commercial and technical)
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Ability to generate the Bills such as Energy Bill, Electricity Duty Bill, Water Cess Bill, and Energy Accounting Statement. Also, ability to factor auxiliary consumtption, colony consumption etc while preparing the Energy Accounting Statement.
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Ability to generate reports based on monthly energy meter readings and NAPAFM for cross-verification of the Energy Bills
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Ability to create/generate year-end Reconciliation Statement at the individual Units from the Technical Wing (HO)
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Ability to generate Monthly PAFM by the Generation division for certification
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Ability to generate monthly provisional Energy Charge Bill, O&M Bill, and also Annual E.C Bill, O&M bills at Technical Wing (HO), Finance Wing (HO) received from APGENCO
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Ability to generate bills of MHEP for payment processing by GRIDCO
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Ability to generate the Payment Receipts after GRIDCO makes the payment for the Bills raised
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Ability to create/generate Monthly Energy Bills for 5MW power drawl from HHEP by CSPDCL at the Unit level (Generation Division)
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Ability to generate the Payment Receipt of Bills at the Finance Wing (HO)
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Ability to set/ modify a pre-defined energy audit plan based on overhauling plan/ major preventive maintenance, OEM guidelines, condition monitoring and past experiences
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Ability to generate details of energy audit to be done
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Ability to allocate resources for energy audit (both for energy audit done internally or by external energy auditor)
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Ability to capture operational performance before and after Energy Audit
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Ability to update energy audit report/presentation
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Ability to view past energy audit reports
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Ability to compare the results of operational performance before and after energy audit
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Ability to raise notification/alert for pending energy audit work based on predefined schedule
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Ability to verify bill of external energy auditor
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Ability to generate Energy Audit report with post audit performance analysis based on predefined parameters
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Ability to generate report on status of energy audit undertaken against planned
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Ability to create and capture details of the Roster of Shift personnel
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Ability to capture the operational activities along with critical issues identified as well as maintenance activities undertaken, in the MCR Shift Log Record (for manual entry by the concerned personnel) at main plant as well as other locations also.
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Ability to view/modify the MCR Shift Log at the Unit by the concerned authorised personnel (modification of shift log should be available for current shift only or as per OHPC policy)
-
-
-
Ability to view the Shift Log for activities undertaken at all levels (MCR, Sub-divisions including Maintenance and P&C)
-
-
-
Provision to enter/capture the periodic reading of various parameters from the different equipment from the control panel (UAB/D.C & S.S.B/T.G/Feeders etc.)
-
-
-
Ability to record/capture important parameters periodically at all locations including Switchyard and other off-site locations
-
-
-
Ability to view parameters recorded from all off-site locations at the MCR/ Generation division of the Unit
-
-
-
Ability to track and record operational statistics, detection of fault/schedule maintenance activities
-
-
-
Ability to maintain plant log sheet and log books
-
-
-
Ability to capture water reservoir levels, discharge, in-flow, and other relevant reservoir related parameters
-
-
-
Ability to capture hydraulic losses in the plant intake and outlets for applicable plants (e.g., Chiplima)
-
-
-
Ability to manage Work Permit (Line Clearance Process) activities through the system which will include issuance/cancellation,work done, identification of assets, define maintenance activity, associated cost, classification (forced, scheduled) along with audit trail
-
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-
Ability to create work flow based/hierarchy based/DoP based approval path for various O&M activities
-
-
-
Ability to keep provision for SCADA system integration into the existing system of OHPC with up-gradation facility
-
-
-
Provision to initiate the System Fault Rectification Report (SFR) and Message Register online
-
-
-
Ability to send alert message or communicate with operational staff (to be defined by OHPC) through SMS or e-Mail
-
-
-
Ability to capture operational statistics from manually entered data or input from other system (e.g., SCADA)
-
-
-
Ability to record the frequency and duration of downtime of equipment in each Unit
-
-
-
Ability to integrate with Generation Control Center system of OHPC, including data exchange with OEM, reporting, analysis etc. depending upon compatibility, data availability and OHPC requirements
-
-
-
Ability to generate periodic (Day-ahead, monthly and annual) generation plan
-
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-
Ability to automate collation and approval of generation plan by various levels of different stakeholders
-
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-
Ability to revise targets based on the periodic (e.g. weekly, monthly & quarterly) performance reports
-
-
-
Ability to centrally record the details of communications related to SLDC/RLDC regarding declaration of capacity
-
-
-
Ability to trigger the alarms/ reports/ messages in case of deviations to the commitments to SLDC in terms of declared capacity
-
-
-
Ability to record and generate report on accidents/failure of equipment (need to be classified as per user requirement)
-
-
-
Ability to define plant wise / unit wise performance benchmarks such as water utilization, forced losses, availability etc
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-
-
Ability to capture plant/unit wise start-up and shutdown frequency ,duration and reason
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-
Ability to generate a daily,weekly and monthly summary for the operational performance for the unit/station/plant
-
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-
Ability to archive operation logs and reports monthly in the plant information database
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-
-
Ability to ascertain performance and develop trends of equipment parameters based on user defined parameters
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-
Ability to assess equipment condition based on a user defined model which uses current operational data
-
-
-
Ability to assess the financial impact using measured plant performance parameters
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-
The system should be able to track the status of work-permits (LC PTW)
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-
-
Ability to generate fault history of equipment
-
-
-
Ability to carry out gap analysis – Cost effectiveness assessment for operating various equipments beyond thresh hold limits
-
-
-
System should have capability of document management and repository management, wherein all the key documents, procedure, guidelines, manuals should be documented
-
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-
Ability to measure the efficiency gains in terms of performance and/or efficiency pre and post overhauling or any other maintenance activity
-
-
-
Ability to carry out what-if analysis due to any variations in plant operating parameters
-
-
-
Ability to generate the Roster of Shift personnel on a Month/Week ahead basis whichever is convenient
-
-
-
Ability to generate reports containing operational performance parameters
-
-
-
Ability to generate plant/unit wise daily power generation report
-
-
-
Ability to generate report on tripping details
-
-
-
Ability to generate plant / unit wise performance reports (such as units generated, tripping details, PLF, losses, running hours etc) for day,month, quarter, annual or any other period as required by the user
-
-
-
Ability to generate report on plant outage data/ Daily Status of Break-down of Units/ Feeder
-
-
-
Ability to generate the System Fault Rectification (SFR) Report and DLR Message
-
-
-
Ability to generate the reports from the operational data in the formats as per the statutory requirements
-
-
-
Ability to make available centrally the details of the remedial plan and the rectification steps subsequent to an event leading to generation loss
-
-
-
Ability to calculate and report the financial impact of a tripping/breakdown
-
-
-
Ability to generate a ‘Fault-Analysis Report’ for the major breakdown
-
-
-
Ability to upload any PDF or file related to equipment incident in case of breakdown
-
-
-
Ability to generate/send the generation loss reports/fault analysis reports to the central operation monitoring department/cell
-
-
-
Ability to record and track centrally the actions taken against fault tripping analysis, recommendations till their closure and generate Reports whenever needed
-
-
-
Ability to display the relevant work instructions (in-line with the recommendations of OEM) for safe operations of the unit, station tripping or total power failure, restarting the auxiliaries and stabilizing unit operation in case of black start
-
-
-
The system should be able to define work-permits including but not limited to the following types:
a) Permit to Work (LC PTW)
b) Limited Work Certificate (LWC)
-
-
-
Ability to generate Gate Pass for Material Movement, Gate Pass for Firms/ AMC Contractors/ OEMs
-
-
-
Ability to generate information captured in Suggestion/ Instruction/ Complaint Register
-
-
-
Ability to maintain sequence of events (Shift engineer Report) for trend analysis
-
-
-
Ability to capture/generate the information like type of fault, man power used, time consumed, spares consumers and consumables at the time of cancellation of PTW
-
-
-
Ability to record/view/modify incidents based on abnormalities observed by the Shift engineers during respective shifts at the MCR
-
-
-
Ability to record abnormalities/faults identified by the Maintenance personnel during physical verification of equipment in a user-defined format as a part of routine maintenance/ check-up and capture details such as the equipment name, priority of defect, description of defect, impact of the defect on operation, type of job, etc.
-
-
-
Ability to issue Permit (LC PTW) to the Maintenance division/ personnel for carrying out necessary maintenance work
-
-
-
Ability to specify necessary isolations needed in a sequential manner for each equipment present in the Unit in order to ensure safety during maintenance work
-
-
-
Ability to initiate detailed requirement list for the materials needed in the Maintenance activity
-
-
-
Ability to raise requisition/send information to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to send a purchase request to procurement / materials department if work needs purchase of material (This should be raised after viewing the availability of the material online)
-
-
-
Ability to upload the receipt of material required for work
-
-
-
Ability to track the inter-changeability of equipment/ parts
-
-
-
Ability to manage central repository of Operation and Maintenance documents/ manuals, master list of safety instructions / isolation requirements (generated along with the permit) etc. with easy search and retrieval.
-
-
-
Record all costs including wages, materials etc against a work order as per the Schedule of Rates
-
-
-
Ability to capture the progress/status of maintenance work performed by the AMC Service Provider for necessary Certification/billing
-
-
-
Ability to record work status via user defined variables (i.e. Stand by awaiting materials, partially closed, closed etc)
-
-
-
Ability to record details of work performed upon completion of maintenance work and send notification to Generation division for LC PTW cancellation
-
-
-
Ability to send notification to all concerned Units as well as HO regarding work to be merged with/undertaken during Monthly/ Annual/ Capital maintenance
-
-
-
Ability to update SFR for details of maintenance work performed and notify Maintenance/ P&C divisions and other concerned stakeholders
-
-
-
Ability to record and archive all executed work permits
-
-
-
Ability to check the list of pending routine maintenance plans.
-
-
-
Record the work that has been delayed may be due to unavailability of material or insufficient labour resources or lack of permit or any user definable fields
-
-
-
Ability to graphically depict and manipulate online schedules in the form of GANTT charts by multiple variables like period, time, work group , work order relationship etc.
-
-
-
Ability to generate the list of maintenance execution orders received for the day / week / month / user-defined period
-
-
-
Ability to view the list of pending maintenance execution orders for the day / week / month / user-defined period
-
-
-
Ability to generate Incident Log Report based on daily/weekly observation of Turbine, Generator & auxiliaries
-
-
-
Ability to generate Stores Indent in case of material requirement for Maintenance work
-
-
-
Ability to generate Purchase Requisition in case of unavailability of particular equipment/spares required during maintenance activity
-
-
-
Ability to fulfill reporting requirements of Stores Return for the equipment damaged/returned back to stores
-
-
-
Ability to generate SFR Report for the fault identified which requires corrective action of the Maintenance division
-
-
-
Ability to generate LC Permit (PTW) to the concerned Maintenance division for carrying out necessary maintenance work
-
-
-
Ability to raise Requisition to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to generate Status Report/ Progress Report for the work performed by the Maintenance team
-
-
-
Ability to generate the list of completed maintenance execution orders for the day / week / month / user-defined period
-
-
-
Ability to generate report on the equipment utilization history and statistics of performance
-
-
-
Ability to view the details or reasons for specific pending maintenance jobs as a report for user-defined period
-
-
-
Ability to calculate the cost of resources utilized for carrying out a particular job and generate it as a report
-
-
-
Ability to generate cost of maintenance Report for each equipment / group of equipment / types of equipment or user-defined sets
-
-
-
Ability to generate Notification for work identified under Annual/Monthly/Capital Maintenance to concerned officials at HO as well as Unit
-
-
-
Ability to capture Monthly maintenance work from the SFR Report as well as work identified from Breakdown maintenance to be completed during Monthly maintenance
-
-
-
Ability to send notification to the Stores sub-division to ensure availability of necessary materials/ spares in advance for carrying out the maintenance work
-
-
-
Ability to view/modify the Monthly Maintenance Schedule as per the OEM guidelines and Statutory requirements
-
-
-
Ability to send notification to concerned Divisions/ Unit Head regarding the revised Schedule for Monthly Maintenance as per the discussions with SLDC
-
-
-
Ability to update the Suggestion Register online for Maintenance Schedule on the day of commencement of Maintenance work
-
-
-
Ability to send the Message for Monthly Maintenance Schedule to the Unit Head, Maintenance and P&C divisions, HO, and SLDC
-
-
-
Ability to issue Permit (LC PTW) to the Maintenance division/ personnel for carrying out necessary maintenance work
-
-
-
Ability to specify necessary isolations needed in a sequential manner for each equipment present in the Unit in order to ensure safety during maintenance work
-
-
-
Ability to initiate detailed requirement list for the materials needed in the Maintenance activity
-
-
-
Ability to raise requisition/send information to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to create the equipment master list which includes elements such as: power station, unit, main system, sub-system, sub-system identification, equipment number, equipment identification, equipment group, material code and linked with the store/material code, sub-assembly, equipment description and other acquisition details such as cost, manufacturer, model, etc
-
-
-
Ability to link the technical information/ documents (scanned or otherwise) to the corresponding sub-assemblies in the equipment master list which includes information such as design data-sheet, drawings, base line vibration signature, multimedia files, equipment spares list along with population, hierarchy diagrams, etc
-
-
-
Ability to send a Purchase Request to procurement / materials department if work needs purchase of material (This should be raised after viewing the availability of the material online)
-
-
-
Ability to upload the receipt of material required for work
-
-
-
Ability to track the inter-changeability of equipment/ parts
-
-
-
Ability to manage central repository of Operation and Maintenance documents/ manuals, master list of safety instructions / isolation requirements (generated along with the permit) etc. with easy search and retrieval.
-
-
-
Record all costs including wages, materials etc against a work order as per the Schedule of Rates
-
-
-
Ability to capture the progress/status of maintenance work performed by the AMC Service Provider for necessary Certification/billing
-
-
-
Ability to record work status via user defined variables (i.e. Stand by awaiting materials, partially closed, closed etc)
-
-
-
Ability to record details of work performed upon completion of maintenance work and send notification to Generation division for LC PTW cancellation
-
-
-
Ability to send notification to all concerned Units as well as HO and SLDC regarding work to be merged with/undertaken during Annual/ Capital maintenance
-
-
-
Ability to update SFR for details of maintenance work performed and notify Maintenance/ P&C divisions and other concerned stakeholders
-
-
-
Ability to record and archive all executed work permits
-
-
-
Record the work that has been delayed may be due to unavailability of material or insufficient labour resources or lack of permit or any user definable fields
-
-
-
Ability to graphically depict and manipulate online schedules in the form of GANTT charts by multiple variables like period, time, work group , work order relationship etc.
-
-
-
Ability to generate the Monthly Maintenance work Schedule as per the SFR Report and work identified during breakdown maintenance
-
-
-
Ability to generate Notification to the Stores sub-division to ensure availability of necessary materials/ spares in advance for carrying out the maintenance work
-
-
-
Ability to generate the Monthly Maintenance Schedule as per the OEM guidelines and Statutory requirements
-
-
-
Ability to create/generate the Message for Monthly Maintenance Schedule to the Unit Head, Maintenance and P&C divisions, HO, and SLDC
-
-
-
Ability to generate LC Permit (PTW) to the concerned Maintenance division for carrying out necessary maintenance work
-
-
-
Ability to generate Stores Indent in case of material requirement for Maintenance work
-
-
-
Ability to generate Purchase Requisition in case of unavailability of particular equipment/spares required during maintenance activity
-
-
-
Ability to fulfill reporting requirements of Stores Return for the equipment damaged/returned back to stores
-
-
-
Ability to raise Requisition to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to generate Status Report/ Progress Report for the work performed by the Maintenance team
-
-
-
Ability to generate the list of completed maintenance execution orders for the day / week / month / user-defined period
-
-
-
Ability to generate report on the equipment utilization history and statistics of performance
-
-
-
Ability to view the details or reasons for specific pending maintenance jobs as a report for user-defined period
-
-
-
Ability to calculate the cost of resources utilized for carrying out a particular job and generate it as a report
-
-
-
Ability to generate cost of maintenance Report for each equipment / group of equipment / types of equipment or user-defined sets
-
-
-
Ability to generate Notification for work identified under Annual/Capital Maintenance to concerned officials at HO as well as Unit
-
-
-
Ability to capture Annual Maintenance work from the SFR Report, Work due for Annual Maintenance as well as work identified from Breakdown/Monthly maintenance to be completed during Annual maintenance
-
-
-
Ability to send notification to the Stores sub-division to ensure availability of necessary materials/ spares in advance for carrying out the maintenance work
-
-
-
Ability to view/modify the Annual Maintenance Schedule as per the OEM guidelines and Statutory requirements
-
-
-
Ability to send notification to concerned Units (Unit Head, Generation Division) regarding the revised Schedule for Annual Maintenance as per the discussions with SLDC
-
-
-
Ability to update the Suggestion Register online for Maintenance Schedule on the day of commencement of Maintenance work
-
-
-
Ability to send the Message for Annual Maintenance Schedule to the Unit Head, Maintenance and P&C divisions, HO, and SLDC
-
-
-
Ability to issue Permit (LC PTW) to the Maintenance division/ personnel for carrying out necessary maintenance work
-
-
-
Ability to specify necessary isolations needed in a sequential manner for each equipment present in the Unit in order to ensure safety during maintenance work
-
-
-
Ability to initiate detailed requirement list for the materials needed in the Maintenance activity
-
-
-
Ability to raise requisition/send information to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to create the equipment master list which includes elements such as: power station, unit, main system, sub-system, sub-system identification, equipment number, equipment identification, equipment group, material code and linked with the store/material code, sub-assembly, equipment description and other acquisition details such as cost, manufacturer, model, etc
-
-
-
Ability to link the technical information/ documents (scanned or otherwise) to the corresponding sub-assemblies in the equipment master list which includes information such as design data-sheet, drawings, base line vibration signature, multimedia files, equipment spares list along with population, hierarchy diagrams, etc
-
-
-
Ability to send a Purchase Request to Procurement / Materials department if work needs purchase of material (This should be raised after viewing the availability of the material online)
-
-
-
Ability to upload the receipt of material required for work
-
-
-
Ability to track the inter-changeability of equipment/ parts
-
-
-
Ability to manage central repository of Operation and Maintenance documents/ manuals, master list of safety instructions / isolation requirements (generated along with the permit) etc. with easy search and retrieval.
-
-
-
Record all costs including wages, materials etc against a work order as per the Schedule of Rates
-
-
-
Ability to capture the progress/status of maintenance work performed by the AMC Service Provider for necessary Certification/billing
-
-
-
Ability to record work status via user defined variables (i.e. Stand by awaiting materials, partially closed, closed etc)
-
-
-
Ability to record details of work performed upon completion of maintenance work and send notification to Generation division for LC PTW cancellation
-
-
-
Ability to send notification to all concerned Units as well as HO and SLDC regarding work to be merged with/undertaken during Capital maintenance
-
-
-
Ability to update SFR for details of maintenance work performed and notify Maintenance/ P&C divisions and other concerned stakeholders
-
-
-
Ability to record and archive all executed work permits
-
-
-
Record the work that has been delayed may be due to unavailability of material or insufficient labour resources or lack of permit or any user definable fields
-
-
-
Ability to graphically depict and manipulate online schedules in the form of GANTT charts by multiple variables like period, time, work group , work order relationship etc.
-
-
-
Ability to generate the Annual Maintenance Schedule as per the SFR Report and work identified during breakdown/monthly maintenance
-
-
-
Ability to generate Notification to the Stores sub-division to ensure availability of necessary materials/ spares in advance for carrying out the maintenance work
-
-
-
Ability to generate the Annual Maintenance Schedule as per the OEM guidelines and Statutory requirements
-
-
-
Ability to create/generate the Message for Annual Maintenance Schedule to the Unit Head, Maintenance and P&C divisions, HO, and SLDC
-
-
-
Ability to generate LC Permit (PTW) to the concerned Maintenance division for carrying out necessary maintenance work
-
-
-
Ability to generate Stores Indent in case of material requirement for Maintenance work
-
-
-
Ability to generate Purchase Requisition in case of unavailability of particular equipment/spares required during maintenance activity
-
-
-
Ability to fulfill reporting requirements of Stores Return for the equipment damaged/returned back to stores
-
-
-
Ability to raise Requisition to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to generate Status Report/ Progress Report for the work performed by the Maintenance team
-
-
-
Ability to generate the list of completed maintenance execution orders for the day / week / month / user-defined period
-
-
-
Ability to generate report on the equipment utilization history and statistics of performance
-
-
-
Ability to view the details or reasons for specific pending maintenance jobs as a report for user-defined period
-
-
-
Ability to calculate the cost of resources utilized for carrying out a particular job and generate it as a report
-
-
-
Ability to generate cost of maintenance Report for each equipment / group of equipment / types of equipment or user-defined sets
-
-
-
Ability to generate Notification for work identified under Capital Maintenance to concerned officials at HO as well as Unit
-
-
-
Ability to capture/ record high budget work such as major repair or replacements which need to be included in Capital Maintenance
-
-
-
Ability to capture Capital Maintenance work from the SFR Report, as well as work identified from Breakdown/Monthly/Annual maintenance to be completed during Capital maintenance
-
-
-
Ability to send notification to OERC regarding detailed proposal for Capital Maintenance along with drawings and time schedule
-
-
-
Ability to view/modify the Capital Maintenance Schedule as per the OEM guidelines and Statutory requirements
-
-
-
Ability to send Capital Maintenance Schedule to concerned Units (Unit Head, Division Heads, HO) regarding the revised Schedule for Capital Maintenance as per the discussions with SLDC
-
-
-
Ability to capture/view drawings, designs along with OEM information of specific equipment from Maintenance/P&C divisions
-
-
-
Ability to send notification to the Stores sub-division to ensure availability of necessary materials/ spares in advance for carrying out the maintenance work
-
-
-
Ability to consolidate activites/ work identified for Capital Maintenance and send notification to respective OEMs to carry out site visit to estimate scope of work
-
-
-
Ability to capture the scope of work and Budget Estimate as per the OEM recommendations
-
-
-
Ability to send information regarding scope of work and Budget Estimate to the concerned officials (Technical Wing-HO, Unit Head)
-
-
-
Ability to send notification to Finance Wing for approved Budget in relation to Capital Maintenance
-
-
-
Ability to issue Work Order/ Service Order to External Agency or OEM by the C&P Cell
-
-
-
Ability to update the Suggestion Register online for Maintenance Schedule on the day of commencement of Maintenance work
-
-
-
Ability to send the Message for Capital Maintenance Schedule to the Unit Head, Maintenance and P&C divisions, HO, and SLDC
-
-
-
Ability to issue Permit (LC PTW) to the Maintenance division/ personnel for carrying out necessary maintenance work
-
-
-
Ability to specify necessary isolations needed in a sequential manner for each equipment present in the Unit in order to ensure safety during maintenance work
-
-
-
Ability to initiate detailed requirement list for the materials needed in the Maintenance activity
-
-
-
Ability to raise requisition/send information to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to create the equipment master list which includes elements such as: power station, unit, main system, sub-system, sub-system identification, equipment number, equipment identification, equipment group, material code and linked with the store/material code, sub-assembly, equipment description and other acquisition details such as cost, manufacturer, model, etc
-
-
-
Ability to link the technical information/ documents (scanned or otherwise) to the corresponding sub-assemblies in the equipment master list which includes information such as design data-sheet, drawings, base line vibration signature, multimedia files, equipment spares list along with population, hierarchy diagrams, etc
-
-
-
Ability to send a Purchase Request to Procurement / Materials department if work needs purchase of material (This should be raised after viewing the availability of the material online)
-
-
-
Ability to upload the receipt of material required for work
-
-
-
Ability to track the inter-changeability of equipment/ parts
-
-
-
Ability to manage central repository of Operation and Maintenance documents/ manuals, master list of safety instructions / isolation requirements (generated along with the permit) etc. with easy search and retrieval.
-
-
-
Record all costs including wages, materials etc against a work order as per the Schedule of Rates
-
-
-
Ability to capture the progress/status of maintenance work performed by the AMC Service Provider for necessary Certification/billing
-
-
-
Ability to record work status via user defined variables (i.e. Stand by awaiting materials, partially closed, closed etc)
-
-
-
Ability to record details of work performed upon completion of maintenance work and send notification to Generation division for LC PTW cancellation
-
-
-
Ability to send notification to all concerned Units as well as HO and SLDC regarding work to be merged with/undertaken during Capital maintenance
-
-
-
Ability to update SFR for details of maintenance work performed and notify Maintenance/ P&C divisions and other concerned stakeholders
-
-
-
Ability to record/view details of work performed by AMC Service Provider for necessary Certification/ Billing
-
-
-
Ability to record and archive all executed work permits
-
-
-
Record the work that has been delayed may be due to unavailability of material or insufficient labour resources or lack of permit or any user definable fields
-
-
-
Ability to graphically depict and manipulate online schedules in the form of GANTT charts by multiple variables like period, time, work group , work order relationship etc.
-
-
-
Ability to generate the Capital Maintenance Schedule as per the SFR Report and work identified during breakdown/monthly/annual maintenance
-
-
-
Ability to generate Notification to the Stores sub-division to ensure availability of necessary materials/ spares in advance for carrying out the maintenance work
-
-
-
Ability to generate the Capitall Maintenance Schedule as per the OEM guidelines and Statutory requirements
-
-
-
Ability to create/generate the Message for Capital Maintenance Schedule to the Unit Head, Maintenance and P&C divisions, HO, and SLDC
-
-
-
Ability to generate LC Permit (PTW) to the concerned Maintenance division for carrying out necessary maintenance work
-
-
-
Ability to generate Stores Indent in case of material requirement for Maintenance work
-
-
-
Ability to generate Purchase Requisition in case of unavailability of particular equipment/spares required during maintenance activity
-
-
-
Ability to fulfill reporting requirements of Stores Return for the equipment damaged/returned back to stores
-
-
-
Ability to raise Requisition to the Central Stores/ Site Stores for issue of necessary tools and tackles (materials) needed to carry out the maintenance work
-
-
-
Ability to generate Status Report/ Progress Report for the work performed by the Maintenance team
-
-
-
Ability to generate the list of completed maintenance execution orders for the day / week / month / user-defined period
-
-
-
Ability to generate report on the equipment utilization history and statistics of performance
-
-
-
Ability to view the details or reasons for specific pending maintenance jobs as a report for user-defined period
-
-
-
Ability to calculate the cost of resources utilized for carrying out a particular job and generate it as a report
-
-
-
Ability to generate cost of maintenance Report for each equipment / group of equipment / types of equipment or user-defined sets
-
-
-
Provision for maintaining an online database of all previous Purchase Orders for equipment including the specifications and other details
-
-
-
Provision to create/modify the Annual Budget Estimate based on the past experience ( previous Purchase Order information from database) as well as by approximation of costs
-
-
-
Ability to raise notification to concerned officials for the initial assessment of Budget as per the Annual Budget Estimate
-
-
-
Ability to send information to the Finance Wing relating to the detailed Budget Plan/ Estimate
-
-
-
Ability to prepare the Budget Plan on a monthly basis and to hold the plan as a series of works tied to specific months
-
-
-
The recommended and approved work plan should be made in seamless integration with financial Budget function
-
-
-
Ability to support the online approvals of budgets, plans and work requests. The approval hierarchy will typically flow through the hierarchy of work type
-
-
-
Ability to generate Reports based on Annual Budget Estimate for maintenance activities
-
-
-
Ability to receive information regarding reservoir level from all Units at regular intervals (user-defined)
-
-
-
Ability to capture information relating to irrigation needs of different regions collected by the Water Resource Department
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Ability to view the Monthly/Annual Maintenance plan and capture essential information (such as Outage period of particular Units) needed to prepare the Generation Plan
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Provision for viewing the critical parameters which are monitored on a regular basis and which are requried for Generation Planning such as Rule Curve requirements for maintaining reservoir levels, Spilling information in case of abnormally high levels, equivalent power loss etc.
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Ability to generate reports based on Reservoir levels at different intervals as needed at Unit/ HO level
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Ability to generate Reports based on Irrigation needs of different regions during different times of the year
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Ability to generate Reports based on Spilling and Equivalent Power Loss
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Ability to capture information based on season wise water inflow to the reservoir
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Ability to send/receive information from GRIDCO regarding the schedule of generation which is done in coordination with thermal power plants
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Ability to monitor the irrigation needs based on season (Monsoon/ Kharif/ Rabi/ Summer)
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Ability to view the Working Table designed by the W.R Department at all levels- Units/ HO
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Ability to capture MoM of the Monthly Review Meeting conducted at the HO
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Ability to view information like Evaporation Loss Data, Water drawl from upstream etc.
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Ability to generate Reports based on Season-wise water inflow to reservoir of the Units
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Ability to generate the MoM based on the Monthly Review Meeting conducted at the HO
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Ability to generate Reports based on Evaporation Loss Data, water drawl from Upstream
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Appropriate access rights at multiple levels for data entry, audit, administration and audit trial, etc.
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Multiple books of accounts for various purposes:
a. Indian financial reporting, Companies Act
b. Cost Audit Report Rules , cost accounting record rules and Cost Accounting Standards
c. Indian tax laws
d. Applicable Electricity regulations for State (for filing the generation tariff petition)
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Fixed Asset Register (addition, augmentation, withdrawal, retirement, disposal) as per IND AS requirement
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Multiple Depreciation schedules (as per various statutory requirements, as depreciation as per companies act,2013, depreciation as per regulatory requirements and depreciation as per income tax act)
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Ability to manage accounts both on accrual and cash basis.
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System should be able to record the transactions on cash basis or accrual basis as per the user defined rules
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Write Offs,Write backs, Deferments, Amortizations to be charged as determined by the User
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Facilitate preparation and control of ARR (Annual Revenue Requirement)
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Ability to maintain Loan Accounts, Interest calculations, repayment schedules
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Ability to maintain data required for statutory compliances (as Revised Sch. VI, Indirect Tax compliances, TDS, Income Tax, etc.)
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Ability to carry out Inter unit reconciliation
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Ability to carry out Bank Reconciliation
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Ability to carry out Store Reconciliation
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Manage Database for:
- Vendors
- Customers
- Employees
with details of Creation history, present status etc.
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Manage database for PF ,Gratuity, Pension and rehabilitation Accounting and History
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Ability to have proper system of checks and balances in the system, clearly defined Maker checker relationships with detailed hierarchy (e.g., 2 / 4 levels) to meet Delegation of Power or Business Requirements
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Structure the General Ledger code block as Company/Entity, Project Account, Cost centre, Activity,etc.(Please specify each of these segments together with their length and order within the code block.)
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Ability to provide facility to define and relate the logical grouping structure and numbering convention for generation of Account Code
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Maintain the account numbering scheme. The scheme can use alpha characters, numeric characters, or both.
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Maintain Cost Centers, Profit Centers, and Activities. Data maintained includes Name, Description, Valid account ranges for posting (also to corelate to divisions)
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Maintain individual accounts. Data maintained includes Name / Description, Classification (Assets, Liabilities, Income, Expense, or Statistical), Status (Active or Inactive), Analysis code(s) (These codes are used to group accounts)
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Control creation of new account/modifications made to COA with proper control & authorization and without extensive program or system change
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Import/export facility for Chart of Accounts (COA) creation
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Prohibition of account use based on the user profile
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Ability to transfer account from one office to another in case of change of area
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Option to have centralized maintenance of chart of account and addition and deletion to the chart
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Ability to have parent-child hierarchy in chart of account values.
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Prohibit of new transactions from posting to GL accounts that have been de-activated
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Capture short as well as long description of accounts
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Ability to immediately put across the electronic notification to relevant users after creation or change in Codes
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Accrual based accounting – Record the liability / receivable transaction, as also the payment / receipt transaction.
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Ability to provide the facility to have multiple, independent general ledgers/ schedules
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Ability to allow information to be consolidated within and across general ledgers for reporting purposes
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Ability for each General Ledger (GL) to be capable of supporting and be fully integrated with all modules
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Ability of each sub-ledger to relate to a separate control account in the general ledger. Ability to create and alter sub-ledgers
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Ability to open Memorandum Accounts
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Ability of automatic posting (Postings to sub-ledgers should result in automatic postings to the control accounts in the general ledger)
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Ability to provide access to operate the books of accounts of the previous year parallel with the current year until the previous year books are closed by the appropriate authority
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Ability to maintain the following master data records to store control information on how postings done into the general ledger account: -
- Name of the account
- Description
- Type of account (e.g.Asset/Liability and Income/Expenditure)
- Tax Rates and classification (TDS, GST, Govt. Cess etc. if any) along with occurance date
- Level of transaction details to be maintained within the GL Account
- Alternative account number to store existing GL account (easier for user to search new account code)
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Ability to:
- Automatically renumber account codes.
- Closed accounts - block/ mark for deletion.
- Add accounts.
- Delete accounts.
- Change description of accounts.
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Provide facility for mass creation of GL accounts that includes:
- Copying entire chart using another chart of accounts as reference.
- Copying single account.
- Copying multiple accounts
- Performing data transfer of GL account master data from legacy system
- Allowing deletion of inactive accounts or accounts with no outstanding balance.
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Ability to retrieve an account master record via account alias
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Ability to Assign an activity status to accounts (e.g. - active/inactive)
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Ability to provide audit trail to log the creation, amendments and deletion of each GL account code.
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Maintain General Ledger calendar. For each fiscal year/Calendar year/part thereof, define the start and end dates of each accounting period and the status of the accounting period.
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Ability to control users to access past period for adjustments (e.g. to reopen a period that has been closed).
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Closure of financial books:
- Periodic closing of books (through Memo JVs) without passing entries in main books - Automatic closing and opening entries on closing of books
- Entries pertaining to a period to be passed in next period (for closing purposes only) I.e. allows back dated entries in Memo books
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Provisional entries (Multiple memorandum books) for periodic closing of books:
- Transfer of balances from one set of books to a parallel set of books as required by user
- These entries should not impact the financial books if desired by user
- Back-dated entries can be made in the memo book maintained for periodic closing
- Pass Correction Entries
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Auto-reconciliation between different books and MIS Reports
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Impact on cost centers and profit centers of entries in Memorandum books
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Option to make entries without sub-ledger in the memo books
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Ability to setup an adjustment period.
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Allow preliminary month-end, quarter closing and year-end closing, which support journal entries allowed after preliminary closing, Journal entries not allowed after final closing
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Track postings to the adjustment period separately.
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Ability to process the Prior year transactions for the previous accounting period posted in the current period
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Ability to support the provisional entries (Performa JVs)
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Ability to ensure that all necessary postings from various other modules are posted to the ledger before starting the closing run
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Ability to automatically carry forward balances at the end of the year to the balance sheet and reset all profit and loss account
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Ability to prepare schedules/sub-ledgers with details
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Ability to provide for Accounting estimates as per accounting standards as applicable to the company and company policies
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Ability to effect rectification entries before, during or after Auditor's observation
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Ability to :
- Consolidate at multi levels
- Consolidate actual and budget at balance sheet, profit/ loss account, cash flow statement, expenses and revenue account levels, Trial Balance Level
- Automate generation of elimination transactions
- Automatic generation of inter Office/ Department balances
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Facility to change consolidation logic from time to time
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Maintain multiple currencies.
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Several exchange rate types can be defined. For example spot, weighted average.
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Maintain exchange rates between each currency used in the system.
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Exchange rates can be loaded electronically, should have ability to interface exchange rates from 3rd party portals. Mandatory rate can also be recorded at transaction level.
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Compute the unrealized gain/loss on foreign currency transactions at user-defined frequencies.
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Each journal contains a journal type, indicating the source of the journal (e.g. from accounts payable, accounts receivable, general ledger, fixed assets, material management). User defined journal types for data imported from legacy / custom systems.
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In addition to the journal type, an analysis code can be attached to the journal to further describe its purpose.
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Ability to search account code, account name, account number and description or responsible area during posting of documents
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Ability to assign unique number to journal entry
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Ability to restrict access to certain accounts by user-defined groups.
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Ability to control journal posting function by user-defined authorization
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Ability to provide facility to:
- Allow storing (park) incomplete documents without carrying out extensive entry checks.
- Specify templates to capture details of recurring transactions (e.g.: - fixed prepayments and accruals)
- Allow amendment or deletion to recurring transactions prior to posting
- Perform the posting automatically according to user-defined specification
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Define Journal approval hierarchy w.r.t various levels, financials, approval authority etc.
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Allow modification of the Journal approval work flow
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Facility to add, delete, modify the journals under proper authorizations
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Avoid duplication of entries
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All journals are effective-dated, allowing posting to any open accounting period ( Including Prior and Future periods)
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When business transactions occur between companies, the associated journals automatically debit or credit the appropriate inter-company clearing accounts.
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Maintain Reversing Journals; these journals automatically reverse in the following accounting period. E.g. provision entries.
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Maintain Recurring Journals; recurring or standing journals are used to record business transactions that are repeated regularly. The code block values and the amounts do not change.
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Maintain Template Journals; these journals have the account details and amounts need to be filled.
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Accrual journals, which automatically reverse themselves in the following accounting period.
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Ability to produce the following financial reports across multiple levels (e.g. whole organization, reporting units such as Plant, departments etc) and for a user-defined period (for the month, year to date), but should not limited to:
- Profit and loss account
- Analysis of Profit and Loss account
- Analysis of operating expenses
- Balance sheet
- Analysis of Balance Sheet
- Earning Per Share and Diluted Earnings per share
- Trial Balance
- Cash flow and Funds flow statement
- Notes to the financial accounts (account breakdowns)
- Any other user-defined report
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Ability to split schedules into multiple sub schedules
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Ability to produce user defined TDS, CENVAT, GST, Income Tax etc. statutory Reports
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Ability to compare actual data to budgeted data and/ or budgeted data to actual data in:
- Annually,
- Half yearly
- Quarterly, and
- Monthly
- For any user-defined period
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Ability to automatically carry forward closing balances of a particular financial year to opening balance of the current year, with user defined control and authorization
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Ability to create multiple versions of financial statement report and ability to customize reports as required by the user
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Ability to generate comparative statements for various periods as defined by the user
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Ability to support computation of various financial ratios as defined by users and ability to compare the same with the previous year and year to date
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Ability to calculate the difference between actuals and ARR approved by OERC for truing up
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Ability to circulate the details required from various users across the organization from ERP/Non-ERP databases for the purpose of accounts closing/auditing and also ability to receive information in response to the said circular and automatically generate accounting entries and MIS
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Ability to maintain Contingent Liability and Contingent Assets register
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Transaction listing:
-By Account
-By Date
-By Voucher Number
-By Voucher series
-By User
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Allow for generating financial statements at the following levels:
-For Corporate Office
-Across Plants
-Across cost centers – eg. Across departments
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Should provide for generating financial statements as per various statutory Requirements
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Ability to comply with all tax related statutory requirements in force in India and applicable to the company and the system should be upgraded with the latest tax laws on a regular basis
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Ability to generate all statutory reports applicable to the company as per prevailing laws
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Ability to comply with all future statutory requirements including IFRS, INDAS,GST, etc. as and when it is applicable
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Ability to adhere to the changes in the Statute / Company Policies
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Ability to generate exceptional reports like wrong A/c code ,a/c head or any wrong payment etc
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Ability to generate Age-wise Analysis of debtors, liabilities, Creditors, Advances, etc
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Ability to allow prior period adjustments, with proper control & authorization
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Enter Debit / Credit notes against specific invoice(s) to adjust vendor liability
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Age vendor outstanding balance i.e. balance due to / from vendors
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Generate vendor account statement to be sent to the vendors
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Integration with General Ledger
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Ability to drill down from an account balance to specific transaction, whether invoice, debit memo or payment and generate reports.
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Integration/Interface with Pay roll, Direct & Indirect Tax modules, Stores Accounting etc.
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Import journals from non-ERP Applications
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Schedule journal import to run as and when required.
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Provision to set rules to check correctness of journals before import.
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Facility to make or prevent changes to journals imported from non-ERP systems/ ERP sub ledgers
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Ability to print reports on inter unit transfers based on bank account/period/value,etc.
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Total collections into bank vs Total confirmations from bank
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Total Transfers to HO account by bank account number and transaction
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Cheques deposited Vs Cheques credited into bank
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Dishonored checks by bank account number and identifying issuer of cheque
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Total cheques issued Vs Bank debits by bank account number
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Un-reconciled statement
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Generation of customer outstanding statement on a consolidated basis across units/ regions or only with respect to individual unit/location
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Support customer ledger on gross basis (showing all debit and credit entries) and net basis (only outstanding or unadjusted debit or credit entries)
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Ability to prevent direct accounting entries being passed in Customer ledger control account (i.e. entries only to be routed thru sub-ledger)
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Support generate ageing analysis (less than / more than six months etc) required for balance sheet presentation and the late payment surcharge mechanism should be properly built as per the terms of the PPA/regulator. Provide the sensitivity analysis on the Surcharge component and derive the scenarios
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Multiple addresses against each vendor
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Ability to allow for specified fields in the master data to be made mandatory or optional entry.
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Debarring parties with effective date, with facilities to re-activate.
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Limit maintenance / access to vendor master to specific users (With approval for creation, edit, and deletion of vendor)
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System control on similar vendor definition
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Ability to generate vendor payment history report
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Ability to generate reports on any retentions/ deductions made from invoices.
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Forecast expected date of payment to vendors based on payment terms (linked to PO raised, expected date of delivery, receipt of invoice etc) both at unit level and at CO level for a user defined period
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Periodic forecast of receipts and payments across the unit/ Organization.
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System should provide the details of the workflow for posting, verification, approval and authorization for payment for suppliers , contractors and other agencies.
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Ability of the system to compare the details of the bills with the delivery details recorded by the plant officials.
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For the revised bill received from the vendors, the system should facilitate the verification of the accuracy of the new bill, and link the same to the old bill, and identify the differential amount to be accounted for.
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Ability to prepare/report for a billing reconciliation vendor wise and identify the over/under charges
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Centralized Vendor master facilitating single vendor description and code across the organization and across Units
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Automatic Vendor Numbering
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Contact Number/Person of each Vendor Address
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Bank Account againts each vendor
-
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Vendor Classification such as Original Equipment Manufacturer (OEM) /dealer/Manufacturer/Trader
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Tax Details, GSTIN, PAN Number, TAN Number etc. required for ensuring compliance
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Default Currency for invoice/payment
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Ability to control the creation and change in Vendor master data according to OHPC rules & Policies.
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Merge / correlate vendor details (eg one vendor taking over another vendor). Enabling tracking change of status from a date
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Ability to track various Audit Comments and replies thereto with facilities to maintain additional relevant details and string search facility
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Ability to generate information & reports for CAG, Statutory, supplementary, tax & Internal audit, stock Audit,Physical Verification Audit,Cost Audit purpose by the respective departments
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Ability to compile all information and replies for the audit queries for submission to the auditors
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Ability to retrieve required information as per the provisions of statute
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Ability to maintain the ageing analysis of the pending audit paras
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Ability to generate alert messages for pending audit paras to the concerned departments/Offices
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Record bank guarantee details such as vendor name, project / department code, PO number, Bank Guarantee (BG) type, BG validity, BG receipt date, BG confirmation date etc. and link to payments.
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Compare BG details with list of approved Banks.
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Link PO / invoice approval to receipt / confirmation of bank guarantee and BG validity.
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System based monitoring of expiry date of open bank guarantee with automatic alerts reminding of expiry date in advance
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System generated hold on vendor invoices in case bank guarantee has expired
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Link bank guarantee to specific purchase orders, contracts or projects -Alert about refund of BG after completion of contractual obligations -Ability to encah BG in case of failure of contractual obligations
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Record collection of Deposits from vendors / service providers / customers with linkages with Notice Inviting Tender (NIT)/ Contract.
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Refund / adjustment of deposits with age-wise analysis.
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System generated reports/alerts on deposits not returned/adjusted
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Handle EMD (Earnest Money Deposits) in form of BGs, DD, Cheque ,TDR Pledged etc.
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Ability to integrate bank reconciliation system with the payment recording modules to eliminate any duplicate data entry
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Auto reconciliation of the bank statement transactions with the system transactions
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-
Ability to extract the BRS details as list of reconciled or non reconciled items
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-
Ability to enter bank statement details:-
-Manually
-by electronic means to match bank transaction information with receipts and payments in the system to produce an electronic bank reconcilation
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Ability to record bank statement transactions including:-
-Bank and other charges
-Interest received or paid
-Electronic Fund Transfers
-Periodic Payments
-Dishonored Cheques (incoming/outgoing)
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Ability to automatically generate postings into the general ledger for incoming cheques/ transfers as follows:-Bank transfers and cheques received/ banked in to generate the clearing entries
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-
Ability to print cheque deposit and bank transfer listing
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Ability to post incoming cheques individually or in batch
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Ability to provide function to overview cheque deposit processing status online
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Ability to:-
-Enable the matching of multiple receipts in the system with a single receipt transaction on the bank statement - record stop payment of cheques
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Ability to allow for short term planning from sources affecting the cash/bank position. This includes:-
-Bank Balances
-Maturing Deposits and Loans
-Notified incoming payments posted to the bank accounts
-Incoming payments (e.g Cheques) with a value date
-Outgoingcheques posted to the bank clearing account
-Post dated cheques
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Ability to:-
-Allow update of bank balance by bank accounts
-Group bank accounts in a logical hierarchy by the type of account
-Display bank accounts by group or in more details by bank accounts via drill down
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Age wise analysis of BRS items
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Integrate bank reconciliation system with the payment and collection recording modules to eliminate any duplicate data entry.
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Integrate bank reconciliation system with General Ledger to consider any bank related journal entries such as those for bank transfers etc
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Up-load bank statements into system in any format for any period.
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Ability to support automatic reconcile bank statement with payments, collections, adjustments etc recorded in the system based on the cheque number or such other reference no.
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Bank Master Maintenance – maintain list of approved banks
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Ability to print Cheques with preprinted Stationary
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Support alerts if cash payment being prepared/ authorized exceeds particular limit.
-
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-
Ability to maintain denomination wise control over cash balance
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-
Ability of the system to reflect daily cash position/Bank Position
-
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-
Ability of the system to create the multiple cash /Bank position templates and generate the report accordingly as per user defined period
-
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Ability to alert in case actual cash holding (either cash or bank balance) exceeds the user defined limit (any amount as defined by the user) to consider the funds for investments instead of keeping it idle
-
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-
Ability to enter invoices individually or in a batch
-
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Automatic alert for non compliance of PO terms (documents, price, delivery date other conditions of contract)
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-
Calculate taxes and duties with respect to effective date both prospectively & retrospectively.
-
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-
For medical Bills details of Medicine and the reason of illness (cardiac etc.) to re recorded, so that the management is aware of the Medical reasons for illness of the employee.
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Ability to create master data and link it to payment process (entitlement, calculation) for particular type of expenditure. For example: Hospital master data, medicine master data for medical advance and adjustment; city list for travel expenditure.
-
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Support multiple year rolling budget.
-
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Budget changes to be input by users to control updating to monitoring database after proper approval.
-
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-
Ability to Freeze budgets.
-
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-
Ability to check and balance the detailed-level budget and the summary-level budget
-
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-
Ability to navigate within the budget hierarchy (e.g. expand/ collapse structure, drill down for details)
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-
Ability to define tolerance limits either as a percentage or absolute value, depending on the amount exceed, automatically perform the following:
- Trigger warning to user
- Trigger warning to user and mail to budget owner
- Disallow posting
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Fund Requisition and release of fund should be done only for the transactions which are approved and requested for in the budget
-
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Linking of the payments should be available with the budget, to ensure that the payment do not exceed the budget. Provide alerts when payment exceed budget.
-
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-
Factor in PO commitments for checking funds (budget) available.
-
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-
Support registering and update of indented, committed or/and actual liability.
-
-
-
Ability to automatically check and highlight abnormal data i.e. actual exceed budget more than 10% or less than 10%
-
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-
Ability to view source of fund for each project in capital expenditure budget report
-
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-
Ability to create the following budgets:
-Revenue and Expenditure budget
-Financial Ratios/Forecasted Financial Ratios
-Capital Budget
-Activity Based Budget
-
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Support bottom-up (input at detail level) and top-down budgeting (budget at high level and then distributed to lower level)
-
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Ability to support periodic (mid-year) budget revision
-
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-
Control access to budgets for making modifications and inquiries
-
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Interfacing of budgets from Spreadsheets and other legacy systems
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Ability to provide Windows-based spreadsheets for budget preparation
-
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-
Ability to calculate and compare budget vs actual
-Amount variance
-Percentage variance
-
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-
Set-up budgetary control (provide warnings when actual exceed budget). Provision for Monthly/Quarterly Budget targets. Link Budget estimate with expenditure
-
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Facilitate preparation and control of budgets
-
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-
On line balances for determining funds (budget) availability
-
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Linking of payments should be available with the budget, to ensure that the payment do not exceed the budget.Provide alerts when payment exceed budget
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Ability to prepare Fund/ cash flow statements from revenue and capital budget.
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Ability to print the report and electronically route the reports to allow users to review reports
-
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Ability to provide exception reports for responsible areas (e.g Plant/Unit/Division)that exceeded budget details such as:
-Revenue/Expenditure (according to chart of accounts)
-Actual to date -Budget
-Variance (i.e amount in excess of budget)
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Ability to provide over/under budget reports
-
-
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Ability to generate budgeted financial statements for the accounting Units
-
-
-
Ability to generate variance analysis of Actual and Budget reports based on user defined paramenters such as time period, level of details, activities etc.
-
-
-
Capture and report costs against each dimension in the chart of account structure such as unit, department, location, product, project etc.
-
-
-
Ability to allocate cost in various levels, for example:
- Responsibility cost centre (Department/ Plants/ Projects)
- Activity Cost Centers
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Ability to handle process costing, standard costing, activity based costing etc.
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Ability to run iterative/non-iterative cost allocation processing in system
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Facility to pool costs and then allocate/ reallocate costs to other cost centers/ across organization based on predefined basis.
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Print various allocation schedules prior to the financial closing of the period.
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Support allocation schedules using a percentage distribution to compute the required allocation of overhead expenses to the various cost centers.
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Ability to process reimbursement of expenses such as ED, Water Cess and others
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Rerun cost allocations when the underlying data changes.
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Combine the costs for several input sources and allocate in one allocation source through parameters.
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Test an allocation procedure prior to scheduling it.
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Allocate common costs across departments/ units based on predefined base.
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Generate periodic cost sheets for each product, process & services.
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Facility to reconcile costing reports with financial reports.
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Facility to compare actual costs with standard costs and analyze variances.
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Ability to support comprehensive and flexible information system to analyze costs and expenses within organization, classification of expenses and must have provisions for grouping at various levels and various criteria
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Should provide exception reports by amount/event/employee/nature of expense/variance
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Support compliance with AS2 Cost Audit/ Cost Accounting related statutes, rules and standards (Cost Audit Report Rules, 2001)
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Create Cost Accounting Report in compliance with AS2 Cost Audit/ Cost Accounting related statutes, rules and standards
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To support variance analysis between budget and actual across various periods.
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Ability to serve user to follow all costs to their origin, even down to the document level
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Ability to monitor, analyze and evaluate reports on real time access
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Ability to compute Employee Cost as follows
-Salary of employees directly related to generation activity is considered as direct Salary & wages and allocated to respective cost centres. Salary & Wages of employees not directly related to generation is treated as indirect and treated as indirect Salary & wages of respective cost centres. Direct Salary & wages is to be apportioned on the basis of number of employee of respective cost centres.
- Indirect salary & wages is to be apportioned on the basis of direct salary & wages.
-Salary & wages of service cost centre is to be allocated directly to service cost centres.
-Salary & Wages (other than the above) is to be grouped under work overhead and subsequently apportioned to designated cost centres on the basis of total apportioned salary & wages.
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Ability to compute Utilities. Electricity Duty and Water Cess are treated as utilities.
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Ability to compute Repair & Maintenance as folloows :
-Identifiable cost to be allocated directly to the designated cost centers.
-If unidentified the cost to be apportioned on the basis asset value of the designated operation cost centre.
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Ability to make valuation of Consumable Stores & Spares as follows :
It is valued at weighted average method. While the identified ones are allocated directly to respective Cost Centers the common consumables are apportioned on the basis of allocated value.
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Ability to compute Insurance as follows:
Plant insurance expenses allocated to Cost Centers on the basis of value of Plant & Machinery in the respective Cost Centers, and Other Insurance charge grouped under Administrative Overhead.
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Ability to compute depriciation as follows:
Allocation to be done directly to each designated cost center
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Ability to compute Work overhead as follows :
Work overhead includes Salary & Wages of Support departments other than operation and service cost centers, Watch & Ward expenses, Vehicle Hire Charges and net of other expenses
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Ability to compute Administration Overhead as follows :
Administrative overhead includes Salary & Wages of Support departments, legal fees, Audit fees & Expenses, Consultancy fees & Expenses, Recruitment expenses, communication expenses, Printing & Stationery, Books & Periodicals and Training expenses less credit in respect of guest house recovery, Vehicle hire charges recovery, House rent recovery. Salary & wages are apportioned on the basis of allocated Salary & wages, Watch & ward expenses and other expenses.
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Ability to compute Interest & Financial Charges as follows :
Interest expenditure against all loans in normal course of business & Guarantee Commission treated as Interest & financial overhead and shown under cost of sales.
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Ability to compute Selling & Distribution Overhead as follows:
-It includes Advertisement / publicity expenses and Corporate office Expenses.
-It shall be apportioned to operation cost centers on the basis of quantity sold.
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Ability to compute Corporate office expenses separately as Corporate office expenses has been treated as Administrative overhead and charged to all the Units on the basis of Sales ratio of respective units.
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Ability to compute non-cost Income & non-cost Expenses as follows:
Non Cost Income
Other Misc. Receipts
Prior Year Income
Insurance claim receipts
Compensation for Loss of Energy
Sale of Scrap
Recovery from Penalties
Foreign currency Fluctuation gain
Share of corporate office Income
Receipt from RTI
Grant in AID, Etc
Non Cost Expenses
Prior Period Expenses
Prior period arrear salary payment
Loss on sale of Assets
Loss of Assets on Fire
Foreign currency Fluctuation Loss
Voluntary Separation Scheme, Etc.
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Ability to prepare cost sheet, profit reconciliation statement and treatment if different income & expenditure.
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Classificaiton of different expenditures under the following heads:
Repair & Maintenance
Depreciation
Production Overhead
Interest & Financial Charges
Insurance
Consumable Stores & Spares
Utility
Administration Overhead
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To generate product wise cost sheet for specific period with user defined allocation criteria. Ability to allow/disallow specific expense
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Ability to support accounting of collection received at location other than where invoice is raised.
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Support accounting of advance received from customers, with ability to track against respective order , reference no, transaction etc
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Ability to handle accounting of collection received from customers received in epayment
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Ability to adjust receipt with invoice and show net amount outstanding against particular receipt.
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Ability to calculate depreciation and maintain multiple depreciation schedules (as per various statutory requirements, as depreciation as per companies act, 1956, depreciation as per regulatory requirements and depreciation as per income tax act)
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Support change of useful life and effective rate of depreciation
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Run/ roll back depreciation multiple times
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Suspend depreciation on specific or categories of fixed assets for specified period of time
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Maintain depreciation data cost centre wise
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Forecast the depreciation and written down value for any user defined periods and parameters such as depreciation rate, life etc.
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Calculation of depreciation for defined period on existing asset as well as memorandum entries
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Ability to separately manage inventory of hazardous and other waste, their disposal/ sale as per government rules
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In case of House Building advances or any other interest bearing advances to be recovered from the employees, the system should stop recovery of Interest from the Loan account and recover the interest from the employee through interest account. Auto alerts in case of negative balance in Loan Accounts & Transfer of employees.
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Approval of certain category of invoices like those for hotel bill, car hire, newspaper and periodicals, tuition fees, electricity bills etc based on individual employee's entitlement and make recoveries and adjustments as per OHPC Rules/based on approvals
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Ability to process advances based on OHPC Rules (applicable rules for each type of claim). E.g., number of advances, age wise analysis of advances etc. & generate Reports
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Ability to generate advance for specific purpose and adjust against the payment. Ability to show advance in personal account and adjust expenses against the same. Alert to recover from salary in case advance remain unutised with interest as per rule of corporation.
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Ability to generate alert/notification for pending advances/availed advances
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Ability to generate checklist of items to be checked before approval based on type of payment/expense
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Purpose of Travel and the location of travel( in India or foreign) to be tracked and report based on purpose of travel can be taken (for eg: like employees travelling for training)
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Ability to raise travel requests in the system, recording the purpose of travel, approvals ,project details for travel, advances taken etc.
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Ability to capture/generate/define centralized definition of fixed asset categories, description, multiple depreciation rates, predefined residual values etc.as per user requirement
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Record fixed assets taken on lease, assets on other's property, asset under possession but owned by other party
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Centralized/ decentralized definition of location data structure
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Ability to maintain parent-child relationship across asset classes.
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Ability to support different applicable depreciation methods such as WDV, straight line etc.as per Income Tax Act and Electricity Act
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Different treatment of assets for accounting and taxation purposes, for instance, different categories/ classification, depreciation etc.
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Creation of separate reports for taxation and accounting purposes for assets.
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Maintain FA register locally at units with custodian-wise identification.
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Automatically consolidate FA Register at units into FA Register for the company
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Categorize assets based on multiple criteria like plant assets, moveable/ immovable etc.
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Ability to differentiate between new asset and value adjustment/ up gradation like capacity expansion.
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Record fixed assets with retrospective date placed in service in the past / future.
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Merge one asset into multiple fixed assets and vice versa into one fixed asset
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Generate Fixed Assets Schedule in accordance with the statutory requirement
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Function to treat impairment of assets as per accounting standard ,as per income tax act and companies act/elctricity act
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Retire entire or part of an existing fixed asset Keeping in mind the residual value, raising of invoice with GST & TCS
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Record salvage/ scrap value, sale proceeds, cost of removal etc. In case of sale to employees, recovery from salary or direct deposite as the case may be.
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Automatically calculate gain/loss on retirement
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Record mode of retirement e.g. sold, scrapped, donated etc Keeping in mind the residual value, raising of invoice with GST & TCS
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Ability to identify assets awaiting disposal
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Generate reports on fixed assets at specific location
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Record transfer of fixed assets from unit to unit, one location to another or from one employee to another etc
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Ability to capture insurance details against individual, class or group of assets as per OHPC policy. Provisions should be there to capture whether asset is insured, premium amount, date etc.
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Record multiple insurance policies details against individual fixed assets
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System generated reports/ alerts/ reminders to designated users about insurance premium payable
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Ability to account for impairment of assets as per accounting standards/IND AS. Also ability to record reason for retirement of assets.
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Ability to record the revaluation of asset or a group of fixed assets or all fixed assets belonging to a category or all fixed assets in the fixed assets register
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Reclassification to automatically update depreciation rates
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Reclassify individual fixed asset or a group of fixed assets
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Provision to record manufacturer's serial number and unique identification number & other related informations for the asset
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Provision for creation and recognition of record bar code number
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Provision to facilitate physical verification of fixed assets by printing fixed assets reports location-wise, employee-wise, category –wise Etc
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Ability to generate reports for monitoring of location wise/user wise disposal of Fixed Assets
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Provision to enter/ electronically upload fixed assets physical verification data for the system to list out or alert missing fixed assets or not at recorded location or not with recorded employee
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Centralized definition of content of the Fixed Asset Register to support
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Ability to generate reports as per statutory requirements
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Prevent units from entering/ updating data in any FA Register other than their own FA Register
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Provision to rectify errors in recording fixed assets in the same period or in previous periods by the concerned unit only
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Record number of units against each fixed assets e.g. chairs - 10 units
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Record reason for retirement
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Re-instate fixed assets incorrectly retired
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Option to assign each fixed asset to one or multiple custodians
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Record the physical location of each fixed asset
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Create accounting automatically for fixed assets addition, depreciation, recategorization, evaluation, retirement, transfers etc
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Automatically interface accounting entries to the GL module
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Facilitate drilldown facility from the GL to individual fixed asset transaction in the fixed asset module
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Ability to reflect the Goods in transit
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Manage the Store accounting for receipt, returns, dispatch of goods etc.
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Facilitate in preparation of Store Reconciliation of the stores Books with the Books of accounts and incorporate the adjustment entries at userdefined periods
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Ability to reflect the Store Balance Report category wise (moving/non moving/slow moving stock etc.)
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Ability to generate Consolidated Store-wise Reconciliation statement with GL of accounts.
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Ability of the function to provide complete processing of investment with details of the Investment tyoe, amount, period, expected return, Active/Closed etc.
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Functionality to manage both short term and long term Investments starting from calling for quotations
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Ability to maintain the history of investments and the terms of investment of different instruments in the past
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Ability to record for investments and return on investments in the books of accounts as per the Standards of accounting
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Ability to auto effect TDS and other statutory liabilities on Investments
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Ability to effect for the change in the terms of Investment after the investments are recorded, and compute and record the variation due to the change In investment terms. Ability to calculate quarter/year end accrued interest and TDS thereon and draw a reconcilliation statement with FD made with various bank.
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Ability to generate reports as cancelled Investment, Maturities by date, investment target wise. Ability to auto reverse accrued interest at the time of maturity with TDS effect.
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Ability to support 4 way matching (matching with Purchase Order (PO),IR, Order quantity received, order quantity accepted and Supplier Invoices) in the system for bill processing
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Ability to capture details from tendering, procurement to payment as Cross reference options to enable drilling down for information for any query, audit or review
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Ability of tracking invoice received but not processed/paid
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Enter required vendor invoice details for matching at material receipt / payment level (e.g., 2-way, 3-way matching etc.)
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Ability to generate invoices automatically based on predefined criteria (e.g., Power Purchase Agreement)
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Interface invoice data from other ERP/ non-ERP applications or from vendors
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Ability to allow Price Variation adjustments at the time of invoice processing/payment
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View and match invoice to PO, Receipt in the system and online acceptance of material by user eliminating need for physical PO / GRN and User Certificate
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Ability to define check list for parameters from PO while invoice processing/matching and automatic alert for non compliance of PO terms (documents, price, delivery date other conditions of contract)
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Automatically place hold on invoices not matched to PO for specific vendors
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Automatic accounting for invoices based on POs/ GRN after final approval by linking to A/c master
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Default tax details from vendor master
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Calculate GST/ deduct TDS / statutory taxes, Royalty,advance etc. automatically both prospectively and retrospectively.
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Ability to calculate other recoveries from the vendor while processing invoice
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Generate TDS certificate and various statutory forms & returns quaterly/yearly linking with TRACES. Calculate Monthly/Periodic TDS to be deposited to Government, excluding adjustment entries
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Calculate monthly/ periodic TDS to be deposited to government, excluding adjustment entries.
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Maintain exchange rates centrally, with payment in centralized / decentralized way.
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Manage Year End / Accounting period end GL date to the respective accounting period only.
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Calculate pay-by date from invoice date or material receipt date as specified in the PO
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Automatically apply contract wise rates of tax / freight / handling charges across multiple invoice lines.
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Place invoices on hold and prevent further action like payment etc at different stages. Generate alert for such event.
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Workflow enabled invoice approval hierarchy based on user approval limits, item etc in line with defined approving authority limits.
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Approve invoices individually or in a batch.
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Automatic calculation of discount as per contractual payment terms
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Recording project invoices with details of project code, activity, task etc
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Allocate single invoice expense line to multiple GL account
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Calculate liquidated damages based on delivery period
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Facility to store scanned / digitized soft copy of all related documents along with the Running Account Bills
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System generated reports/ alerts in case an invoice has remained unapproved beyond specified time frame.
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System generated reports/ alerts in case the time interval between receiving an invoice and making payment against it exceeds specified time frame.
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System generated reports/ alerts where material has been received against a PO and payment is pending through Bank.
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Indicate vendor balances on different accounts before making any payment. Ability to adjust against different balance before making any payment.
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Ability to define check list for parameters from PO while invoice matching/processing.
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Ability to reflect / update inventory value after final bill processing/payment (e.g., change in tax, correction in amount etc)
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Ability to track LC with respect to Imports as well as Domestic purchase
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Maintain LC details such as country of origin, currency, bank name and address, supplier / customer name, Swift Code of the Supplier bank, amount, date, validity, type (usanceetc), receipt date, reference of purchase/sales order, negotiation etc
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ability to capture amendments to LC
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Ability to control that value of Performa Invoice is within value of LC
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Ability to generate alerts/ reports to highlight cases where LC is required as per terms and conditions of purchase/sales order
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Ability to generate status report including pricing reports
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Ability to send system generated auto-mail to customers/vendors/external parties who are available/configured on the ERP system on various transactions. For external parties who are not in the system, email will be sent through OHPC mail server.
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Ability to print LC in Bank format
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Ability to track bank wise, supplier wise LC and status report
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Ability to link with purchase module and payment module to trigger instruction to bank
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Receive duly approved request for advances for all offices of OHPC:
- temporary Advances,
- advances to the vendor (Material, mobilization advances)
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Employee advances (tour advance, salary advance, TA Advance.Festival Advance, LTC Advance Medical Advance), Rotating advance/Imprest
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Ability to process the advance request:
- check for approval received
- compute the advances allowed as per the approval order, terms and conditions of the contract,
- opening Advance Balance
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Ability to define the advances in reference to:
- PO (vendor advances),
- employee (for employee advances),
- office (temporary advances),Imprest Advance
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Maintain Advance Details like, Date of Advance, Balance, Adjustment etc.
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Ability to reflect the advances paid while actual invoice processing of the respective parties and user defined controls to apply advances against actual invoices.
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Ability to derive the advance ageing report
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Ability to generate Employee wise loan wise information
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Ability to apply Statutory dues at the time of advance payment, and adjustment of the same with original invoices a sand when required
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Ability to capture loan details from agreement in the loand & deposit mast but not limited to - Loan Number,
- Lender details
-Agreement date (If any)/Effective date
-Funded under scheme
-Loan Tenure, Moratorium Period
-Loan amount, reset clause (required in case of loan receipt in tranches having single repayment)
-Installment amount
-Interest rate, reset clause (in case of floating interest rate) , tenure of interest
-Loan type
-Loan source( Government or Private)
-Short term/long term loan
-Security details (BG, hypothecation, escrow, charge creation etc.)
-Other loan details and conditions
-Floating charge on assets
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Record payment due date for each type of borrowing/investment
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Ability to provide function for handling the complete loan process including processing of loan from quotations;evaluation of loan terms & conditions from diferrent sources for e.g. calculation of repayment schedule, Installments due, Interest calculation, payment of installment and interest, liability calculation and posting into books and reversal and vice versa etc.
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Ability to provide for consolidating various borrowings/ Investments by parties, source, scheme, etc. to facilitate tracking the overall exposure
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Ability to manage the details of loan as per user defined parameters (eg: Sourcing of loan, Scheme of loan, disbursement of loan)
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Ability to manage running status of loans and other details in multiple currency (like loan in dollars and INR both) however, the posting shall be as per the user defined currency only
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In case of foreign loans, ability to auto effect the exchange fluctuation as per Ind AS with proper authorization and controls
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Ability to derive the Loan Disbursement Schedule for calculation of Borrowing cost as per Ind AS
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Ability to record Asset hypothecation details in the system and provide for reports of Asset Hypothecation classifying assets as secured and unsecured
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Ability to auto effect TDS and other statutory liabilities on Loan payments and Interest payments if applicable
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Ability to provide for Order Wise Disbursement wise Loan Schedule for the period as defined by the user, Scheme wise, funding agency wise loan statement or reports any other loan details as per the user defined requirements.
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Ability to generate alerts for Interest and Loan repayment due for payment
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Ability to print repayment schedule of any loans(including future years)
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Facility of auto calculating rebate/penalty on interest of the loans as per terms of loan
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Facility for handling accrual of interest entries at the year end.
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Facility to generate overdue position of principal and interest as well as confirmation of loan balance as on a particular date
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Ability to provide for Cash flows for periods as defined by the user and at various levels
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Ability to access the Working Capital requirements as per the user defined parameters
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Ability to generate alerts near completion of loan repayment
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Ability to generate comparatives with previous years for loan and interest as per defined parameters
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Ability to manage various types of Borrowings/Investments/Equity (as below, but not limited to):
- Loans,
- Foreign Currency Loans
- State Loans /Equity
- Cash Credit/OD
- Fund Based Limits
- Non Fund Based Limits (LC, BG, etc)
- Debentures
- Bonds
- Equity
- Fixed Deposits, etc
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Manage Restructuring of loan, short closure of loans, Government loans in the form of Equity
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Ability to effect conversion of loan to equity, interest to equity etc. if any applicable to the company issued by the government (FRP)
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Ability to change the terms of loan after the loan is created in the system:
(i) Ability to define loan details received from State Government / Central Government / Funding Agencies/ Any other third party
(ii) Ability to define multiple disbursements schedule of one loan
(iii) Ability to treat each disbursement as separate loan component with terms & conditions and consolidate all disbursements under one loan
(iv) Ability to link any project / asset with disbursement component or loan (e.g., parent-child relationship)
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Ability to capture investment in subsidiaries , JVs and Associate companies separately in form of advances, loans, equities, inter corporate loans or in any other form including the terms either from the executed agreement or MoM.
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Ability to capture investment in subsidiaries , JVs and Associate companies for user defined terms.
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Ability to provide an electronic platform for units to record inter-unit transactions, with provision to view scanned documents
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Automatic alerts/reminders in inter-unit accounting recipient unit that an entry pertaining to the unit has been made
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Ability to provide for electronic acceptance or rejection of inter-unit accounting by the recipient unit with provision for comments
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Ability to generate a report of pending, responded and unresponded Inter Unit Transfers (IUTs)
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Ability to automatically create relevant accounting entries at both units on acceptance of the inter-unit accounting by the recipient unit
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Ability to generate Consolidated Unit-wise {unit to unit &unit to corporate office) Reconciliation statement
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System generated reports/ alerts on employee and vendor payables. Some of the example are:
-Invoices selected for payment by Period, bank, payment method -List of vendors with vendor master details
-List of approved invoices
-List of cheques printed by cheque number and date
-Invoices under retention
-List of inactive vendors
-Cheques which are overdue
-List of cancelled and void cheques
-Advance paid report, age wise analysis of advance paid ledger -Vendoe aging Report
- Number of Invoices and Vendors processed within a payment run-Report of vendor account balance
-List of unpaid Invoices -Report of open invocies
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Ability to provide access to projected cash requirement information based on selected items or any defined criteria
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Pay each invoice individually or multiple invoices together for same vendor and manage outstanding balances accordingly by linking payment to invoices.
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Link every payment to invoice(s) and manage outstanding balances accordingly.
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Show alert for predefined vendors/POs/WOs before payment.
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Ability to have third party payment (Bank attachment cases, Power of attorney cases)
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System based payment approval hierarchy based on amount, vendor category in line with Delegation of Power
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Ability to appropriate/ adjust advance payments against multiple contracts/ invoices
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Ability to process advance and link to specific PO to ensure only invoice matched to that PO can be settled with the advance
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Schedule payments on different dates, Alert on statutory payments on different dates
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To support payment for emergency/ petty purchases/ Spot Purchase against approved Note sheet without following the formal ordering route.
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Ability to handle e-payments to vendors. Capture details like Transaction ID, Bank Details etc.
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Ability to have Start and stop dates for deductions.
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Ability to allow for deductions to be stopped after the particular amount has been recovered
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Deduction/Payment in case of Deputation employees from OHPC and vice versa.
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Ability to generate reports for Deputation Employees in OHPC for amount to be recovered from external offices
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Ability to generate reports for Deputation Employees of OHPC in other offices for amount to be paid for the Deputation employees
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Ability to maintain/tag employees on deputation in the list of employees of OHPC
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Ability to apply, continue or stop various deductions based on employee status changes
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Ability to generate reports for Deputation Employees of OHPC in other offices for amount to be paid for the Deputation employees
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Ability to process for leave salary and pension after payable processing and tracking
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Ability to integrate with the leave module, promotion module, disciplinary module, separation module, time management, loans and advances & other deductions for calculation of salary
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Ability to provide for online ad-hoc calculation of employees pay slip / salary amount
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Ability to perform on-line calculation of pay and benefits for terminated employee based upon termination date
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Ability to display the status of the Payroll calculations
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Ability to run Payroll multiple times before finalization to ensure accurate pay computation & also to calculate the differentials compared to previous month.
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Ability to post the amount of salary paid for each element of pay for an employee, based on the relevant GL account code and employee cost centre information to General Ledger. Financial postings include: Element, Amount, GL Account, Cost Centre,segregated into administrative and operational point of view in case of units
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Ability to Post salary payment advice including multiple payment methods such as bank, cash and cheque to General Ledger
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Ability to generate pay slip with following detail: Taxable and non-taxable components in separate columns, Tax till date, Calculated, Recovered, Projected, Loan balances and no. of installments deducted / left.
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Support pay fixation during recruitment / promotion
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Provision for TDS calculations (if any) & tracking of TDS payable to the government &All other statutory dues payment.
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Support effect of Dearness allowance on payroll
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Ability to allow the maintenance of slab-wise details for statutory elements like Income Tax as well as user defined elements
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Ability to automatically update Payroll database for changes in employee record without interfering with payroll processing (e.g. Promotions)
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Ability to allow provision to suspend Payroll runs or control final settlement processing on a case to case basis
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Ability to have a provision to process Arrear and backdated Payment calculations
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Provision to recover advances in subsequent pay periods with a single transaction
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Ability to maintain earnings history information (i.e., a record of all pay of all activity) for each employee for a user-specified period of time
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Ability to calculate HRA Rebate as per the prevailing Income Tax Law/Rules and other ellgible deducton as per I. tax act also
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Ability to handle tax exemptions as per the prevailing Income Tax Law/Rules
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Ability to automatically recover salary advances and other deductions also.
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Ability to require approval before a specific payment is made to an employee
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Ability to calculate arrears in case promotion is made with retrospective effect
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Ability to support salary fitment on promotion. The fitment made should automatically reflect in payroll
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Ability to record details of loans, advances (all kinds - medical, TA etc), recovery w.r.t all employees and also the particular "head" wise as per the rules of the company
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Ability to process cases of ex gratia payment of a particular employee by competent authority
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Ability to Define tax rules to determine employees tax liability as per changes in statutory legislation for actual tax liability of employee
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Ability to capture employee asset details such as various land holdings, investments in shares, any bank deposits and various sources of income
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Ability to provide investment declaration form in electronic format. The employee will be required to fill and submit the form electronically so as to automatically updating salary record and tax calculation by the system
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Ability to ensure support for major statutory reports / certificates of taxes in the user defined format
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Ability to generate reports based on dynamic query by selection of defined parameters of class, wing, etc
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Ability to integrate with the time and leave module etc. all other HR Modules
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Ability to configure the payroll of all types employees as per the provisions of the company
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Leave/Absent record to be maintained in the system and auto effect of the same in the payroll run of the monthly salary.
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In case of change of location of employee/transfer, proper impact in the books of accounts should be made to record the salary, balance of loans, recovery status to the new location from the date of transfer. Proper integration with Transfer module
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Ability to automatically adjust calculations for mid-pay period salary, advance salary
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Ability to export the payroll to an excel sheet/pdf and data as per required format for bank requirements or any other purpose
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Ability to evaluate different scenarios for change in pay-roll structures
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Ability to provide an impact analysis tool for analysis of impact of revision of any / all components like pay, allowances, deductions etc. (eg. Variation in salary component/employee wise for user defined period)
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Exceptional reporting for month-on-month variation (financial non-financial)
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Provide customizable ‘workflow’ for all internal processes & approvals associated with the payroll system
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The system should be able to process payroll on the following frequencies; Daily, Weekly, Semi-monthly, Monthly, On-demand (i.e., terminations, vacation advance, court order, ratification)
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Creation of single employee master and integration with all the company codes
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There should be a field in the master to reflect the company code to the department to which an employee is associated
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Record fields as class, category, direct/indirect, operative/non operative, technical/non-technical, unit on which the employee is working or common staff or corporate office staff (BOD etc), Cost centre (like division) etc.
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Provision to allocate cost of employee based on his/her associated department/unit
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TDS, PF or any other such returns should be available online. TDS to be computed proportionately for each month as per the requirements of the system. All complainces and other statutory requirements related to employees and its integration with Trust Module
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Maintain information of the salary bank account of each employee
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Ability to define various insurance schemes with premium and integrate with applicable schemes
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Ability to allow for the computation of the following elements: Fixed Pay elements applicable to all employees Like Basic, Special Allowance, Conveyance Allowance etc. Computation of both Fixed and Variable components of the Gross Salary for Units and different Class of employees
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Ability to allow the setup of multiple payrolls with different payroll administrators &combining payroll (clearly def. semi variable, static and variable payments) (for eg. Directors, re-employed staff, employees on duputation (in or out)).
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Ability to allow restriction of administrative functions to a few select payroll users
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Ability to have a data upload facility to upload payroll data
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Provision to calculate reduction in salary based on attendance policy; linking it directly with Biometric
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Ability to generate Form 16
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Ability to generate TDS challan& return etc as per the provisions of the company
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Ability to allow calculation of onetime payment of allowance based on user defind criteria such as percentage, number of days etc.
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System should facilitate the change in the PF Component as per the defined rules
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Ability to define start and end date for allowances / deduction
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Ability to allow Back dated calculations
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Ability to allow a final settlement report for each separated employee
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Ability to prepare the Computation Sheet and checklist at the time of separation (for eg. at the time of Retirement preparation of the Calculation sheet for Retirement Order and verify the checklist for leave adjusted or not, advances, loans cleared or not, etc.)
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Reminders/ Notification to the employee for change or requirement of any additional data through mails/ SMS/ self service etc.
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Ability to have the provision to run separate bonus/ incentive
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Ability to handle unlimited pay account codes and drawing banks
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Ability to support multiple banks per employee according to their preference for different types of transactions.
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Auto Linkage with Punishments i.e. suspension should result in non-payment of subsistence allowance (Integrate with Disciplinary cases & Legal for input)
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Ability to compute the payment to be made to the employee after the suspension period is over (there should be a field to record the privileges/ deductions to the employee 50%, 75% etc. which varies on a case to case basis)
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There should be exception report available from the system, (month – on – month) highlighting the change in any of the information in the employee master including the salary change, change in allowances, change in employee details, other modules (leave, separation, disciplinary etc.) or any other financial or non financial information, which needs to be verified and approved by the competent authority.
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The Payroll process shall be done after approval of the exception report
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Ability to notify (flag) Competent authority for any outstanding balances when employee is separated
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Ability to record an employee's selection of benefit (eg. Pension or commutation of pension), retirement and deduction options
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Ability to forward the overtime schedule to the competent authority for approval if the amount of overtime is over a defined percentage of the basic salary (Integrate with Time Management Module)
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Ability to assign work calendar (scheduled work days, scheduled holidays, etc.) to one or more employee groups and integrate with the payroll processing for extra wages or compensatary off
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Ability to default standard holiday data, as well as user-defined holiday data
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Ability to create and maintain work calendars over user-defined years
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Ability to process salary payment based on attendance. Statutory and voluntary deductions
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Ability to update salary details on promotion
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Ability to upload documents related to calculation, payment and release of retirement benefits (Integrate with separation module)
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Ability to integrate with leave, disciplinary cases module for calculation of retirement benefits
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Ability to update records in cases where all formalities w.r.t separation and payment of benefits are completed / pending and in that case send reminders / notifications stating the reasons for the same
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Support for release of benefits for a particular employee wherein all the formalities have been completed
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Ability to integrate with Promotion module, leave, disciplinary cases module in case of salary payments, allowances etc
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Support for preparation of fund requisition to be sent to HQ Accounts section in cases of salary disbursement and other allowances as per requirement
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Ability to introduce changes in pay structure (Change in pay commission / adoption of a different pay structure)
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Ability to generate Employee-wise recovery position, recovery list and outstanding balances list - month-wise or as user defined
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Approval limits for expense reimbursement should be configured based upon the hierarchy limits
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Ability for payment of medical reimbursement, allowances, recovery etc.
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Ability to scan and upload related documents in case of applying for loans/ advances/ reimbursements by the employee
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Ability for provision of any loan component to be adjusted against the employee salary
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Ability to support payment any user defined allowances
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Ability to support recovery of all types of loans with reports like recoveries made, overdue list etc.
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Ability to support calculation of incremental arrears with consequent tax adjustments
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Ability to support payment of salary arrears with tax adjustments. Also support payment of arrears calculated in user defined installments or in lump sum
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Ability to define loans and its various characteristics such as periodicity, interest rate, ceilings details etc.
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Ability to attach loan sanctioning rules to every loan type (eg. Interest bearing loans as vehicle advance, computer advance, marriage advance, HB Advance, etc. and non – interest bearing advances as wheat advances, festival advance, TA Advance, medical advance etc.
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Ability to allow payroll to deduct the amount due from an employee (in case of loans/advances etc.)
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Ability to capture details of loans/advances/reimbursements covering sanction process.
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Ability to change and modify the calculations by the competent authority w.r.t loans / advances / reimbursements applied by the employee
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Ability to notify the particular employee the admissible amount in case of medical / travel reimbursements
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Accommodate Separate formats and change in formats for TA/DA, Medical bills etc to be submitted by the employee in the system itself.
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Ability to notify the particular employee whether the loans / advances have been sanctioned / rejected
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Auto Computation of Interest on the advances which are not settled as per the user defined rules (for eg. Medical or TA pending for submission of bills etc.) and account for the Interest due to be recovered from the employee.
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Ability to establish deduction limits for each deduction based on various applicable parameters
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Ability to make deductions effective: In the current period, In any pay period or periods selected, In any user-defined frequency selected, Between user-defined start and stop dates, Until an user defined limit is reached
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Ability to reverse deduction to be included in next pay check if incorrectly recovered, withheld or requested by the employee - Option with user
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Ability to determine deduction amounts by: Fixed amount, percentage (%) or user defined amount etc
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Allow for integration with Financial Accounting procedures
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Ability to integrate with the ESS, time and leave module etc. all other HR Modules
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Audit trails for all system activities
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Support for transactions in multiple currencies and cross currencies
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Facilitate computation of the final settlement claim of the employees
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Ability to have a full and Final settlement process in place (Integrate with E Exit)
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Ability to conduct full and final settlement of employee during Exit
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Ability to generate monthly pension payroll for OHPC pensioners for transfer by Bank.
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Generation of monthly pension statement for export to OHPC website/ portal.
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Ability to release reminders to all departments in case of separation for NDC
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Integrate with disciplinary cases module for calculation of benefits in case of separation
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Support for allowances, reimbursements, loans etc.
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Ability to support encashment of Leave, Tours and travel and also on retirement with consequent tax adjustments as per the company's policy
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Travel request window in the system, recording the purpose of travel, project details for travel, advances takes etc.
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The system should allow for the creation of user defined components of Pay like Recurring and Adhoc Allowances, Recurring and Adhoc Deductions, User Defined Allowances & Deductions
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In case of House Building advances or any other interest bearing advances to be recovered from the employees, the system should stop recovery of Interest from the Loan account and recover the interest from the employee through interest account. Auto alerts in case of negative balance in Loan Accounts.
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Ability to generate monthly pension payroll for OHPC pensioners for transfer by Bank.
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Generation of monthly pension statement for export to OHPC website/ portal.
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Ability to generate Last Pay Certificate from the System based on appropriate authorisation
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In case the administrative approvals/finance approvals are delayed beyond a certain period of the retirement due date, the notifications should be send to the respective authorities.
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Ability to facilitate the finance approval for sanctioning of the order/payment (PPO/GPO) after Calculation of Gratuity, pension, Commutation of Pension and Leave Encashment based of Rules and regulations of OHPC to be done automatically
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Order for the Retirement Benefits to be prepared based on the Final Calculations.
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Provisions based on actuarial valuations should be done
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Ability to provide information for actuarial valuation of the employees for determination of contributions to be made by the company
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Ability of the system to compute the amount to be transferred to the Trust as Pension, Gratuity, Commutation of Pension and Leave Encashment Contribution. (auto computation as per Actuarial report)
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Ability to reflect the status of applications (to the employees/ concerned offices) (pending at what level, rejected, additional information required to be submitted, processed, pending for payment etc.)
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Maintain the records of the Employee Retirement Benefits as perAccounting Standard
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The amounts for payment need to be requested to the Pension Trust. Hence the system should be able to reflect the position of cash for processing of the terminal Benefits application
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Ability to record Receipt of funds for disbursement of Pension, Gratuity Leave encashment and Commutation of Pension from Pension Trust
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Trigger to pay only when the fund requisition are received from the Pension Trust/PF Trust/Gratuity Trust/Rehabilitation Trust
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The company pays the amount of pension to the pensioners as per the Pension Order, the Documents once transferred to the Bank, should auto stop the payment to be made to the pensioners from the company.
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Any change/revision in the exiting PPO/GPO the same shall be effected with proper approvals
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Ability to meet all Internal Audit related processes/reporting requirements of OHPC
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Ability to support the requirements of Tax Audit/Statutory Audit and facilitate the preparation of various statements and annexure required therein
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Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements
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Ability to provide necessary information to populate predefined Balanced Score Cards for monitoring of Key Performance Indicators
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Ability to meet all MYT/ARR/Tariff/APR related processes/reporting requirements of OHPC
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Ability to Compute Additional Capitalization of each Power Station including Corporate Office for a FY from Audited A/C
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Ability to Compute Decapitalization from the Audited Account for the FY
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Ability to Compute Project Cost (Historic/Up Valued Cost + Additional Capitalization- Decapitalization) for Tariff for each Power Station including Corporate Office
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Ability to Compute RoE (Return on Equity) on New Addition (after 01.04.1996) as per Tariff Norm of OERC
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Ability to Compute Power Station wise Actual Loan liability of State Govt./Financial Institution/OHPC own investment (Normative Loan)
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Ability to Compute Interest on outstanding Loans for the FY for each Power Station
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Ability to Compute Principal Loan Repayment for the FY for each Power Station
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Ability to Compute user defined % (e.g., 2.57%) of the Project Cost (Historic/upvalued + Additional Capitalization- Decapitalization)
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Ability to Compute Depreciation which is higher in comparison between different methods of calculation for Tariff
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Ability to Compute O & M expenses of different Power Stations including Corporate Office as per OERC Tariff Norm. (Pensions, 7th Pay revision & other liabilities are to be included in O & M expenses as and when required)
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Ability to Compute IoWC (Interest on Working Capital) for the FY as per OERC Norms.
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Ability to Compute ARR (Annual Revenue Requirement) and Tariff (in Two Part) of each Power Station for the FY
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Ability to Compute Truing Up of each Component of OERC approved ARR & Tariff with the audited expenditure of every FY for filing of Truing Up petition before OERC
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Ability to Compute Levilised Tariff for RM & U projects along the Pay Back Period, IRR (Internal Rate of Return)
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Ability to Prepare monthly 2- part Bill and Revised Bill also for each Power Station to be raised to GRIDCO
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Ability to Prepare monthly water cess & ED Bill of each Power Station
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Ability to Prepare the Annual Reconciliation Statement for Energy Charge Bill, Capacity Charge Bill, Water Cess & ED Bills of each Power Station
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Ability to Prepare monthly CSPDCL Bills and APGENCO Bills and Annual Reconciliation Statements at the year end.
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Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements
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Ability to provide necessary information to populate predefined Balanced Score Cards for monitoring of Key Performance Indicators
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Ability to meet all MYT/ARR/Tariff/APR related processes/reporting requirements of OHPC
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Ability to meet all Internal Audit related processes/reporting requirements of OHPC
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Ability to support the requirements of Tax Audit/Statutory Audit and facilitate the preparation of various statements and annexure required therein
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Ability to generate the confirmation mail of the closing balances of the parties (Receivables/payables) at the year end.
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Report of the Pending Balance Confirmations of the parties as on a particular date and auto generate the reminder mails.
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Standard/Statutory Reports
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Provide exception report for adjustment entries made in the current period for prior periods.
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Provide multi-dimensional user reports, e.g. by business unit, cost centre, and other user defined criteria.
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Enquire on the master data.
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On-line commitment/expenditure Position Enquiry.
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Drill down of management accounting report items (e.g., staff cost, overheads, etc.) to details.
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Supports lakh/crore format
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Notes to balance sheet can be created
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Support data selection based on user requirements, e.g. Current period, Last Period, Same period last year, etc.
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Ability to export the reports to office automation products.
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Internal Reporting - Audit Trails, Transaction Listings. Changes to all master data are recorded by date, time, and user and can be reported by date range.
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Listings of GL journals are available by various selection criteria such as account, type, date, and user.
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Ability to record other income such as Scrap Sales, Sale of tender document, electricity charges recovery, House Rent Recovery, DPS and any other items
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Ability to support accounting of reimbursement/discount/rebate on Other income
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Ability to record multiple type of sales and income source e.g., (a) Income from sale of energy and (b) Income from other sources
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On line accounting of sales on generation of invoice based on LR date, updating customer ledger and date of meter reading.
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Ability to Record Energy Sales, Surcharge and other parameters
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Ability to support accounting of Rebate/Discount on sales based PPA or other applicable regulations
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Ability to account for receipt of cheque/DD, track whether dishonored or not
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Record all types of Sales (Open market Sales/PPA) etc for Power Sales and Other Sales as Scrap Salesetc.
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Create a mechanism to Record Energy Sales, Surcharge, etc.
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Ability to support accounting of discount on sales and generation of credit notes, forwarding letters and various status reports.
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Handling debit notes on customers for interest on overdue payments etc.
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Sales include:
- Sale of Power and Late payment surcharge,
- Scrap Sales,
- Sale of Tender Forms, etc.
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Ability to record and extract conditions of Scrap Selling agreement if any
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Ability to record receipts and account for Scrap Sales
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Ability to compute profit/loss on sale of Scrap and posting of the same in the General ledger
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To support various types of discount such for both on invoice and off-invoice and calculation there-of such as flat discounts, volume based discount, MOU or PPA based discount or Rebates etc.
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Handling debit notes on customers for interest on overdue payments etc.
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Ability to prevent creation of duplicate customer master records
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Support availability of customer balance on real time basis (i.e. any date not necessarily being month end date)
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Ability to display break up of customer balance against each sales order/ invoice
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Ability to integrate with following modules at on-line basis in order to monitor and analyze reporting, but should not limited to:
- General Ledger
- Accounts Receivable
- Accounts Payable
- Asset Accounting
- Material Management
- Inventory - Order and Project Accounting System
- Budget Controlling
- Payroll Accounting
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Ability to upload data from external system, for example, Excel spreadsheet, Access, etc. into application system
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Ability to download information to PC Compatible spreadsheet (e.g. Excel), word, PDF for user analysis
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Ability to print various reports as required by users and management
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Provide flexible Report Writer with the following minimum features:
- Specify the format and layout of reports
- Summarize and total the information to be reported
- Select records to be included in the report
- Select details from each record to be included
- Perform arithmetic calculation on the information selected or totals
- Ability to add narrative comments to reports
- Ability to show financial data in thousands, millions etc. without creating rounding problem
- Store the report format for later use
- Produce reports in graphical form for presentation purposes.
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Ability to generate customized reports as per user Requirement
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Statement of Revenue
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Statement of Costs
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Consolidated Cash Flow Statement
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Trial Balance of general ledger accounts
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Transaction/Journal and account listings
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Cost Centre Reports
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Activity Reports
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Budget Variance Reports
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Maintain Balances and Accumulated Balances for the Period to Date (PTD), Quarter to Date (QTD), Year to Date (YTD).
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Balance Sheet(Both Stand alone and Consolidated)
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Profit and Loss Statement
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Management Information System (MIS), Management Dashboards, KPIs and user defined reports, and as per various statutory and user-defined reports
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Provide multi-dimensional user reports, e.g. by business unit, cost centre, and other user defined criteria.
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Provide exception report for adjustment entries made in the current period for prior periods.
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Ability to generate report on insurance claims (e.g., employee) as per business requirements
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Support GST reconciliation etc.
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Generate monthly/ annual returns
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In case of Import - Custom, Stamp Duty, CIF Charges, Transit Insurance, Packing and Forwarding Charges, Indian Freight, Port Clearance Charges , Haulage, Siding etc by linking it with dispatch of material
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Alert for payment of Custom dues.
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Ability to raise inter-unit GST transfer invoices
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Manage Wealth Tax record, TCS, WCT, Labor Cess on Civil Works, Income Tax computation, MAT Calculations, Deferred tax liability all other future additional tax if any applicable
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Auto Computation of Taxes, Foreign Exchange Variation, Price Variation and effect of the same in accounts with proper approvals of the competent authority.
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TCS collected from the party need to be deposited to the Government. Ability to manage the TCS details on deduction as per the statutory requirements (as Item, Tan number, Settlement Date, payment authority)
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Ability to derive the tax detail report (with information in the format as required for return filling)
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The system should be able to handle:
TDS accumulation
Multiple vendors in one invoice
Multiple tax line items in one invoice
TDS deducted by customers
Deduction, remittance and certificate issue for multiple TAN
Integrated challan update and account clearing
Periodic returns for sections 194C, 194D, 194I, 194J etc.
TDS Surcharge
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Ability to facilitate tax declaration at the beginning of the Financial Year (FY)
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Ability to accommodate final submission of investment proof/declaration
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Ability to change /accommodate income tax structure as per applicable rule in case of change in slab or tax rate
-
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Processing of gratuity sanction order
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Requisition to LIC/Corporation for payment of Gratuity
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Payment of Gratuity on receipt from LIC either through pension account or through the unit.
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Reconciliation of receipts from LIC / Corporation with the payments made during any user defined period.
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Annual accounts of the Trust
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Manage the Bank of Trust, Bank reconciliation;gratuitants Reconciliation
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Records of meetings of the Trustees from time to time.
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Ability to maintain Separate Set of Books of Accounts for the operations of Pension Trust catering to the following activities of the trust:
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Processing of Pension Papers
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Sanction of pension as per OCS Pension Rules
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Issue of PPO
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(A) Monthly disbursements of Pension through Bank
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(B) Comparative statements are made monthly & yearly for Terminal benefits disbursed through Pension Trust:
• Investments, if any are done through tenders as per the Trust rules.
• Annual accounts of the Trust
• Manage the Bank of Trust, Bank reconciliation; Pensioner Reconciliation
• Records of meetings of the Trustees from time to time
• Audit entries of the Trust Audit.
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The system should capture different Employee Categories ( Permanent, Deputation, Work Charge Employees)
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The system should capture the following (Organization Details, Employment details etc), , Leave Salary contribution in case employee is on deputation, etc)
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The system should Capture Nomination Information like:
Nominee Details
Percentage
Relationship
Guardian Information for minors
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Ability to have proper checks and balances in the system to ensure the processing of applications as per the Pension Trust rules
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Ability to monthly disburse Pension for approved applications
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Ability to provide comparative statements on monthly & yearly basis for Terminal benefits disbursed through Pension Trust,
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Requisitions received by Trust,
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increase/decrease in monthly requisition of respective companies and recording reasons thereof (calculation of percentage increase/ decrease)
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Ability to comply with all statutory compliances applicable to the Pension Trust as per Laws and regulations in India
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Ability to comply with any future requirements for change in laws and regulations, change in reporting requirements for the Trust Functions
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Maintain Statutory Registers as Members Register, Investment Register, Cash Book, Annuity register, PPF register etc.
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Ability to generate Statutory reports of :
Pension Disbursed
Trial Balance
Income and Expenditure Reports
Balance Sheet
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Ability to auto record provision for Terminal Benefits as per the Actuary report
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Facilitate information to be recorded in the system to generate reports for the preparation of Schedule for final accounts as perapplicable AS
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Reports by:
- Unit
- category of pensioners etc
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Ability to manage and account for Corporate Social Responsibility related events, projects, donations etc.
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Ability to maintain Separate Set of Books of Accounts for the operations of EPF Trust catering to the following activities of the trust:
(A) Investment of the surplus amount of subscription received from the company over payment made to the subscriber during the year towards part final withdrawal, final payment and loan following the applicable guidelines of MOL/MOL.
(B) Receipt of monthly PF subscription and PF loan refund amount via cheque/RTGS
(C) Disbursement of Fund to the company for payment of PF loan to the subscribers based on the monthly requisition for allotment of fund raised by the companies
(D) Declaration of rate of interest on PF amount of subscriber.
(E) Issue of the Annual PF Account slips to the PF subscriber, the Detail should be published on the Website.
(F)Record details of the of the subscriber (Opening Balance, Monthly subscription for current year, Loan/ Part final taken by the subscriber during the year)
(G) Managing the Banks and Bank reconciliations of all the banks
(H) Reconciliation of Subscriber Accounts
(I) Records of meetings of the Trustees from time to time.
(J) Audit entries of the Trust Audit.
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The system should capture different Employee Categories ( Permanent, Deputation, Pensionable, Non-Pensionable, Differential pension,Proportionate pension)
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The system should capture the following (Organization Details, Employment details, PF Record etc)
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The system should Capture Nomination Information like:
Nominee Details
Percentage
Relationship
Guardian Information for minors
-which can be changed with proper approvals of the competent authority
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Ability to provide dynamic management of PF Structure
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Ability to Process the :
• Part Final/Final Payment against PF for Employees;
• Loan Application;
• Disbursement of Fund to the company for payment of PF loan to the subscribers
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Ability to have proper checks and balances in the system to ensure the processing of applications as per the PF Rules
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Ability to reflect the status of applications (to the employees/ concerned offices) (pending at what level, rejected, additional information required to be submitted, processed, pending for payment etc.)
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Ability to incorporate multi approval levels.
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Ability to facilitate auto calculations(eligible amount, eligible reason for sanction, for scrutiny of each case of Part Final and Loan Applications)
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Ability to calculate Final Payment of PF on Retirement and Death/dismissal
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Ability to inbuilt the checks and balances for processing of applications for Part final/final/loan applications.
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Ability to generate Statutory reports of :
- PF Statement
- Trial Balance
- Income and Expenditure Reports
- Balance Sheet
- Interest Reports -
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Reports by: - Unit
- category of employee etc
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Employee and Employer Contribution
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Ability to maintain individual PF accounts and generate individual account slip for every financial year
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Standard Application of PF withdrawls of various types
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Maintain Statutory Registers of the Trust Operations as Members Register, Investment Register, Loan Sanction Register, Cash Book, Subscription register,Accountslip Register,Subscriber's Ledger etc.
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Ability to comply with all statutory compliances applicable to the PF Trust as per Laws and regulations in India
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Ability to comply with any future requirements for change in laws and regulations, change in reporting requirements for the Trust Functions
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Ability to apply for loans or advances or part payment (in case of GPF) by the employee
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Based on above, ability to identify projects for each year, for each UNIT
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Ability to store details of Board/ Board Committee/ CMD/ Director approval
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Ability to support the following sub processes of Project Planning: initiation, cost estimation, scheduling. Also, provision to consider Prelimenary cost estimation, tentative scheduling, Scope (information or inputs) for RLA study/assessment
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Ability to highlight total plan budgets based on approved capital budget for the year
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Ability to provide comparision between planned estimated, bids received (bid amount) and actual expenditure
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Ability to generate proposals for new projects / schemes for approval by relevant authority
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Ability to identify projects to be executed each year based on total plan budgets and budgetary constraints (communicating with finance department and follow an iterative process to prioritize works)
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Ability to generate report on prioritised list of schemes to be undertaken based on cost benefit analysis and budgetary constraints
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Ability to generate Preliminary and Detailed Project report for new projects / schemes for approval by relevant authority
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Ability to prepare and record DPR covering Identification of scope (Renovation/ Modernization/ Uprating), Preparation of cost estimate, Techno-commercial estimate, Levelised tariff
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Ability to approve the DPR for the R&M activity as per the DOP
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Maintain approvals by OERC for the R&M activity
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Ability to allow updation of standard rates periodically
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Ability to take user input for creation of Bill of Materials (BOM) and Bill of Quantities (BOQ)
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Ability to estimate costs based on standard rates and BOM / BOQ
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Ability to revise cost estimates, if required, during execution by appropriate authority
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Ability to generate report on BOM/ BOQ
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Ability to create and revise (including splitting, stretching & crashing of activities) pre-award schedule, Timeline for finalization of specifications, NIT preparation and publication, Bid evaluation timelines, Approval from appropriate authority, Contract award date, etc.
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Ability to generate technical / financial specifications for projects and to analyze and evaluate the bids received
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Enabling what-if modeling scenarios
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Ability to approve the specifications according to the DOP from various departments
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Ability to record details of all correspondence made with the vendor against query.
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Ability to extend date for tender submission if at least 3 tenders not received before deadline
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Ability to record the details of tender/bid opening (technical & price bids separately)
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Ability to evaluate qualification of bidder in technical bid, in two part tender, and call for price bid submission or opening of price bid
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Ability for manual entry or capture rates, duties, taxes (such as basic customs duty, service tax, entry tax, CVD, income tax, educational cess, R&D Cess , etc) as applicable in India
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Ability to make comparative statement and rank the offers received based on defined parameters after loading of various costs to determine landed price of material
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Ability to call vendor for negotiation if required
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Ability for create pre-award schedule (timeline for finalization of specs, NIT, bid evaluation timelines, contract)
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Ability to revise the pre-award schedule including splitting, stretching and crashing of activities
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Ability to generate customized LoA/ PO
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Project Initiation - Communicating to members
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Ability to create project profile - Name, type, capacity, mode of funding, project cost center, location, beneficiaries, major milestones, technical details, financial details, etc.,
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Indexation and categorization of proposals for new projects / schemes
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Ability to record project cost estimates, during project setup
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Change in individual task completion dates, should reflect in overall project milestone dates
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Project Planning steps should cover user defined work-flow with the ability to modify and approve the work-flow
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Ability to define project related check-list / steps and issue alert for deviation/non-compliance
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Ability to assign project owner, project manager, accountable person and key stakeholders
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Ability to balance resource usage in a given timeframe, to ensure optimal usage
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Import/Export to industry standard project management software applications such as Primavera/Project Scheduler/MS Projects etc.,
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Ability to create project wise and department wise budgets for various projects/sub modules
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Ability to allocate costs across activities
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Submission control mechanism to set deadlines to receive budget requests
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Ability to track changes made to the budgets, after budget approvals
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Ability to setup a billing plan, that allows the release of payments upon achieving set milestones
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Comprehensive project database to capture the data pertaining to all aspects of projects
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Resource tracking across projects
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Provision of Timesheets to facilitate time booking by project personnel
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Record the costs for each major project or a set of activities under investigation;
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Provide an analysis of resources used on a project compared to the estimates for different categories, i.e., money, time, materials, overheads etc.;
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Maintain the records for the duration of the project;
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Provide management reports.
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Ability to reflect inflation in project costs
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Ability to highlight and correct errors, if detected in project management with proper notifications and authorization controls
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Full data on any project must be kept throughout the life of a project and must be able to be printed out and/or reviewed on screen at any time.
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Secure creation of project codes
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Ability to support alpha-numeric characters for project codes - no limit in length
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Support for auto-generation and manual-generation of project codes, and preserve uniqueness in project codes
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Enable OHPC to achieve organization-wide compliance and greater efficiencies in project delivery by capturing and deploying best practices and continually improving processes.
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Enable project managers to gain insight into the performance of overall projects / schemes by identifying relevant project trends and problem areas using powerful analysis tools.
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System should enable online project management process by enabling team members to easily manage, track, and report on their project activities through familiar tools, like the Web.
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Ability to incorporate security measures, to limit changes by project owners to only their respective projects and simulations
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Time use data will be keyed directly into the Project Accounting System;
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Ability to record Direct purchasing of goods and services (purchase orders; goods received notes etc for goods and services which do not pass through the stores system) through the Purchasing system
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Assets created through works under project cost control must be identified on completion for entry to the asset register.
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Capitalization of Projects (Capital Work in Progress). From projects to Assets Management.
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Possible to link Purchase Order number of contracts (with contractors) with the project number
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Integration with the Materials Management module to trigger material requirement based on Reorder level, availability of material for a project and project progress
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Ability to create unique project code (for indexing & categorizing) and profile - Name, location, mode of funding, technical details, financial details, etc.
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Ability to define project related check-list / steps and issue alert for deviation/non-compliance
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Ability to assign project owner / manager and other accountable persons
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Ability to incorporate security measures, to limit changes by project owner / manager to only their respective projects
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Ability to index, record, capture and track every single document (file) associated with the project in Project Control Folder
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Ability to generate report on the current status of new proposals
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Ability to generate report on cost estimates for particular projects / scheme
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Ability to generate report on revised cost estimates during execution
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Ability to define resource (including manpower) allocation in a given timeframe, to ensure optimal usage
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Ability to integrate with industry standard project management software applications such as Primavera / Project Scheduler / MS Projects etc. for developing detailed Project Execution Plan
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Ability to define a project with work breakdown structure, key milestones
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Ability to define milestones with categorizations like HOLD point, CHECK point, etc., required actions at the milestones, and authority responsible for action
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Ability to restrict/allow progress based on completion of required actions at HOLD point, CHECK point, etc.
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Ability to link between projects, activities and tasks
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Ability to schedule payments against key milestones
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Ability to change individual task completion dates, which would reflect changes in overall project milestone dates
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Ability to generate report on key project milestones and scheduled payments
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Ability to manage the following sub-processes of Project Management: execution, monitoring, project accounting
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Ability to monitor all projects consolidated, individual projects and individual tasks
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Ability to carry out resource tracking across projects
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Ability to develop what-if model scenarios to understand the impact of trade-offs and evaluate strategies to mitigate risk projects/schemes
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Ability to store baseline and revised plans
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Ability to capture all the project management activities for the entire cycle of construction projects i.e. from the point of proposal of a new project to final testing & commissioning of the project in a single location
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Ability to maintain a comprehensive project database to capture the data pertaining to all aspects of projects
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Ability to display project activities in Gantt charts, pie charts, histograms, tables, etc. illustrating ‘actual’ to ‘originally planned’ projects progress in-terms of schedule and cost
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Ability to reflect inflation in project costs
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Ability to categorize and generate report on cost incurred in all projects in a particular year
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Ability to meet process/reporting requirements of approved documents like SOP, Maintenance Schedule, Safety Manual, TSPP, Procurement Policy & Procedures, Budget Policy & Procedures, Standard project reporting formats
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Ability to provide necessary information to populate predefined Balanced Score Cards for monitoring of Key Performance Indicators for Planning, Engineering and Project function
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Project Management Tools for developing project plan
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Ability to revise project plans
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Ability to tie-up all documents related to a project in project control folder
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Planning Support - Ability to create planning support repository which will consist of documents related to standard templates of resources, risk & effective mitigation strategies, learning from other projects, other historical data etc.,
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Ability to create and link projects, sub projects, activities and tasks
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Support for attachments such as drawings, specs, instructions etc., in formats such as PDF, CAD, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF, GIF, JPEG, GIS output /reports etc.,
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Ability to track the status of every item in the Bill of Material (BOM), resource list
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Capture documentation related to execution of various projects (existing & old) for retrospective analysis in future.
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Ability to support attachments such as drawings, specifications, instructions etc., in formats such as PDF, CAD, DXF, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF, GIF, JPEG, GIS output /reports etc.
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Ability to record vendor drawings & design documents, user manuals with all dates of submission, approval/ rejection, etc.
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Ability to track every drawing submissions, inspection calls, etc. in the project and trace who is the current owner of the file / document, for how long and why
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Ability to store Master drawing list, Field quality plan, L1 schedule (milestones & payments), Bill of Material (BOM) in a database
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Storage and retrieval of technical / financial qualifications of all suppliers and contractors and their past performance history
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Ability to store vendor details like contact, material supplied, rates, past performance etc
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Ability to register information on inspection calls (date of invitation and carrying out)
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Ability to record the status of every item in the BOM (order & delivery status)
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Ability to integrate with Procurement system to view real time information on status of delivery of materials related to greenfield / brownfield construction projects
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Ability to support web based recording of project monitoring formats submitted by vendors in the monthly meeting
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Ability to store inspection reports of FAT
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Ability to waive off some inspections before supply of material
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Ability to issue MDCC for supply of material
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Ability to send request to F&A for isssue of waybill
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Ability to issue MRC on inspection of material
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Ability to record vendor deliverables inspection and results
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Ability to record and track quality deviations
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Ability to reconcile quality check against quality plans/checklists
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Ability to track deliverables against individual vendors, leading to respective contract closure
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Ability to generate, record and manage contract closure certificates
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Ability to track completion of each module/activity, leading to the overall commissioning of project
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Ability to monitor each activity/task in the project
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Ability to monitor variations from schedules and send alerts
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Ability to generate alerts for slippages at all levels (post and anticipatory)
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Ability to generate alerts for delay in starting/completion major activities/milestones
-
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Ability to generate Gantt charts, histograms, tables, charts etc.,
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Ability to monitor project, resource wise, timeline wise, department wise and funding agency wise
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Ability to monitor estimates versus actual : money amounts, services, labour, time span, vehicles used, plants used,material etc.,
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Ability to monitor all projects consolidated, individual projects and individual tasks
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Capture all the project management activities for the entire cycle of construction projects i.e. from the point of proposal of a new project to final testing & commissioning of the project.
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Ability to track every document in the project - to trace with who is the current owner of the file/document, for how long and why
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Provide a central tracking system that enables project teams to record, assign, & resolve issues and capture related risks pertaining to project.
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Store baseline and revised plans
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Reports to funding agencies, management
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Ability to display project total, accumulated costs in terms of actual, revenue, capitalization costs, future commitments etc.,
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Ability to record and monitor data on accidents during the project execution project and resources linked to each vendor
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Ability to maintain project percentage completed status (financial as well as physical) - based on work to date.
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Ability to track changes, with reasons
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Ability to establish security measures to ensure that the personnel are allowed to review/edit projects they are involved with.
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Ability to print and view project reports at summary level and detailed level at activity and project level
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Drill down facility and Ad-hoc reports, with filter, sort, query, charts etc.,
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Ability to integrate seamlessly with other OHPC organization structure/hierarchy and individual project structures
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Ability to generate report on estimated time based expenditure on each project / scheme
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Ability to generate report on critical paths in projects
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Ability to break projects into activities, sub-activities indicating milestones with commonly used methods such as PERT and CPM
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Ability to record the status of civil construction and erection
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Ability to record and track quality deviations
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Ability to record financial progress status with detailed break-up
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Ability to record physical progress status with detailed break-up
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Ability to record all communications with local administration authorities
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Ability to record status of progress on other services to be provided by vendor
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Ability to record completion of each activity, leading to the overall commissioning of project
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Ability to track deliverables against individual vendors / sub-vendors
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Ability to define contract closing related check-list / steps and issue alert for deviation / non-compliance
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Ability to setup a billing plan, that allows the release of payments upon achieving set milestones
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Ability to generate alert on 'warranty' expiration
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Ability to record and track quantity deviations and store requisition for such variations after approval from competent authority
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Ability to record details of excess materials not utilized in the project and sent to stores after commissioning
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Ability to record insurance details like premium payment, claims made if any
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Ability to create note on "Time Extension" approval with LD or without LD
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Ability to calculate Liquidated Damage based on user defined parameters
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Ability to generate status report on each activity at any particular time
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Ability to generate status report on:- Each project, Each vendor & sub-vendor, Projects started/ scheduled to end (as per LoA) in particular financial year
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Ability to give project owners / managers & project teams web-based access to real-time business-critical project data to make timely informed decisions
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Ability to have a central tracking system that enables project teams to record, assign, & resolve issues and capture related risks pertaining to project
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Ability to monitor estimates versus actual: - Time for completion of each activity/ task, Payments vis-à-vis milestones, Use of resources, etc.
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Ability to monitor project, resource wise, timeline wise, department wise and funding agency wise
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Ability to monitor actual project expenditure vis-à-vis LoA cost
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Ability to record delay in activities attributed to externalities (Legal cases etc.)
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Ability to record and monitor data on accidents during project execution
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Ability to display current total and accumulated costs in terms of actual, capitalized, future commitments etc.
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Ability to generate alerts for delay in starting / completion major activities / milestones (post and anticipatory)
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Ability to generate report on project percentage completed status (financial as well as physical) based on work to date
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Ability to generate reports on current accumulated cost of a project vis-à-vis estimated cost
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Ability to generate cash flow reports on monthly, quarterly, yearly basis or as defined by user
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Ability to generate report on budgeted cost of a project (against each unique code) vis-à-vis actual cost on a quarterly basis for capital budget monitoring
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Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements
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Ability to reconcile quality check against manufacturing quality plans and field quality plans
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Ability to define pre-commissioning check-list / steps and issue alert for deviation/non-compliance
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Ability to define project based key performance indicators to identify risks, under performing projects and monitor project status
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Ability to record of results of safety audit
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Ability to highlight and correct errors, if detected in project management with proper notifications and authorization controls
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Ability to regularly update the status of project progress along with deviations
-
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Ability to reconcile quality check against manufacturing quality plans and field quality plans
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-
Ability to define pre-commissioning check-list / steps and issue alert for deviation/non-compliance
-
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Ability to define project based key performance indicators to identify risks, under performing projects and monitor project status
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Ability to record of results of safety audit
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Ability to highlight and correct errors, if detected in project management with proper notifications and authorization controls
-
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Ability to regularly update the status of project progress along with deviations
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Ability to record commissioning status
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Ability to record delay in commissioning as per scheduled target date as per LOA
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Ability to record actual completion date
-
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Ability to create and record punchlist before commissioning of packages
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Ability to record conformance/non-conformace of activities mentioned in punchlist
-
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Ability to support web based recording of Contract Closing formats
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Ability to record status of clearance given by Electrical inspector, PTCC
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Ability to issue and store handover certificate
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Ability of generate alert on non-compliance to contract closing process (submission of drawings, documents and other requirements)
-
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Ability to generate Contract Closing Certificate
-
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Ability to provide security measures, to ensure that the project closure is done by authorized personnel only
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Prevent further transaction processing/transfers against finalized jobs/projects
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Ability to notify all appropriate personnel, that a project is closed
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Ability to provide security measures, to ensure that the project closure is done by authorized personnel only
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Ability to generate alerts for delay in payments
-
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Ability to generate alerts for delay in payments
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Ability to record financial implication due to time overrun
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Ability to record information on payment terms, milestones, etc.
-
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Ability to store / record invoice from vendors
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Ability to record information of physical progress against unique project codes
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Ability to review completeness / correctness of invoice with respect to payment terms, value, approved variations (price/quantity) if any, payment terms, value, approved variations (price/quantity) if any, progress certification etc. and certify completion of milestone
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Ability to approve invoice and send information to F&A for payments (hierarchy based approval)
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Ability to integrate with Financial Management system to view real time information on status of payments against unique project codes and invoice nos
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Ability to maintain payment records for the duration of the project against unique project codes
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Ability to transfer final costs to general ledger only on project completion certification.
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Ability to index project cost codes to relevant general ledger account.
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Ability to prevent processing of further transactions against completed projects
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Ability to record acceptance/ rejection/ partial acceptance of the service provided
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Ability to monitor release of payment against satisfactory completion of activities
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Ability to evaluate the contractor performance based on pre-defined parameters like time overrun, cost overrun change in specifications, etc and record them and provide feedback to the procurement and indentor department
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Ability to inform the Accounts department regarding completion of contract and release of payment and EMD/ PBG, etc
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Ability to support the following sub processes of Project Planning: initiation, cost estimation, scheduling
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Ability to provide planning & engineering support being a repository of documents & data like: Information on upcoming generation capacities, Government & regulatory information, land utilization plan, technical specifications, risk & effective mitigation strategies, previous project information, land information, etc
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Ability to support attachments such as drawings, specifications, instructions etc., in formats such as PDF, CAD, DXF, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF, GIF, JPEG, GIS output /reports etc.
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Ability to issue circular for getting capital works inputs from concerned officers
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Ability consolidate all inputs of capital works
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Ability to highlight total plan budgets based on approved capital budget for the year
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Ability to identify projects to be executed each year based on total plan budgets and budgetary constraints (communicating with finance department and follow an iterative process to prioritize works)
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Ability to generate report on prioritised list of schemes to be undertaken based on cost benefit analysis and budgetary constraints
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Ability to allow updation of existing databases
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maintain a database for possible resources in physical copies detailing the resource type, feasibility, location, cost etc
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Ability to record preliminary studies for various projects centrally
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Ability to store details of Board/ Board Committee/ CMD/ Director approval
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Ability to allow hierarchy based approval at pre-defined stages of new projects/schemes
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Ability to send notification to concerned accountable persons
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Ability to generate proposals for new projects / schemes for approval by relevant authority
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Ability to allow hierarchy based approval for notes initiated
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Ability to create a statement of BGs held and issue notice/alert before expiration
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Ability to prepare and calculate project financial analysis such as IRR, DSCR, Cost of Generation, EBITD etc.
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Ability to generate Preliminary and Detailed Project report for new projects / schemes for approval by relevant authority
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Ability to prepare and record DPR covering Technical efficiency test, Cost benefit analysis, Techno-economic evaluation
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Ability to store details of Regulatory approval, statutory clearances, forest clearance, clearance from aviation authority, etc. Land acquisition process (approvals required, action taken, status, reasons for delay, way forward, etc.)
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Ability to generate approval certificates
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Ability to generate report on status of clearances for each project
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Ability to generate report on status of land acquisition with reasons for delay
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Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements
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Ability to maintain STC clearances in a central database
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Ability to allow updation of standard rates periodically
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Ability to take user input for creation of Bill of Materials (BOM) and Bill of Quantities (BOQ)
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Ability to estimate costs based on standard rates and BOM / BOQ
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Ability to revise cost estimates, if required, during execution by appropriate authority
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Ability to generate report on BOM/ BOQ
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Ability to create and revise (including splitting, stretching & crashing of activities) pre-award schedule, Timeline for finalization of specifications, NIT preparation and publication, Bid evaluation timelines, Approval from appropriate authority, Contract award date, etc.
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Ability to generate customized LoA/ PO
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Ability to record Direct purchasing of goods and services (purchase orders; goods received notes etc for goods and services which do not pass through the stores system) through the Purchasing system
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Ability to receive work orders from Procurement management module
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Ability to prepare PPA based on previous formats
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Ability to create unique project code (for indexing & categorizing) and profile - Name, location, type (substation/ line), capacity, mode of funding, technical details, financial details, etc.
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Ability to define project related check-list / steps and issue alert for deviation/non-compliance
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Ability to assign project owner / manager and other accountable persons
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Ability to incorporate security measures, to limit changes by project owner / manager to only their respective projects
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Ability to index, record, capture and track every single document (file) associated with the project in Project Control Folder
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Ability to generate report on the current status of new proposals
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Ability to generate report on cost estimates for particular projects / scheme
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Ability to generate report on revised cost estimates during execution
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Ability to define resource (including manpower) allocation in a given timeframe, to ensure optimal usage
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Ability to integrate with industry standard project management software applications such as Primavera / Project Scheduler / MS Projects etc. for developing detailed Project Execution Plan
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Ability to define a project with work breakdown structure, key milestones
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Ability to define milestones with categorizations like HOLD point, CHECK point, etc., required actions at the milestones, and authority responsible for action
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Ability to restrict/allow progress based on completion of required actions at HOLD point, CHECK point, etc.
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Ability to link between projects, activities and tasks
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Ability to schedule payments against key milestones
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Ability to change individual task completion dates, which would reflect changes in overall project milestone dates
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Ability to generate report on key project milestones and scheduled payments
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Ability to manage the following sub-processes of Project Management: execution, monitoring, project accounting
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Ability to monitor all projects consolidated, individual projects and individual tasks
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Ability to carry out resource tracking across projects
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Ability to develop what-if model scenarios to understand the impact of trade-offs and evaluate strategies to mitigate risk projects/schemes
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Ability to store baseline and revised plans
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Ability to capture all the project management activities for the entire cycle of construction projects i.e. from the point of proposal of a new project to final testing & commissioning of the project in a single location
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Ability to maintain a comprehensive project database to capture the data pertaining to all aspects of projects
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Ability to display project activities in Gantt charts, pie charts, histograms, tables, etc. illustrating ‘actual’ to ‘originally planned’ projects progress in-terms of schedule and cost
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Ability to reflect inflation in project costs
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Ability to categorize and generate report on cost incurred in all projects in a particular year
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Ability to meet process/reporting requirements of approved documents like SOP, Maintenance Schedule, Safety Manual, TSPP, Procurement Policy & Procedures, Budget Policy & Procedures, Standard project reporting formats
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Ability to provide necessary information to populate predefined Balanced Score Cards for monitoring of Key Performance Indicators for Planning, Engineering and Project function
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Ability to record vendor drawings & design documents, user manuals with all dates of submission, approval/ rejection, etc.
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Ability to track every drawing submissions, inspection calls, etc. in the project and trace who is the current owner of the file / document, for how long and why
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Ability to store Master drawing list, Field quality plan, L1 schedule (milestones & payments), Bill of Material (BOM) in a database
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Ability to maintain database of vendors and standard rates including labour rates
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Ability to store vendor details like contact, material supplied, rates, past performance etc
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Ability to register information on inspection calls (date of invitation and carrying out)
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Ability to record the status of every item in the BOM (order & delivery status)
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Ability to integrate with Procurement system to view real time information on status of delivery of materials related to greenfield / brownfield construction projects
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Ability to support web based recording of project monitoring formats submitted by vendors in the monthly meeting
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Ability to store inspection reports of FAT
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Ability to waive off some inspections before supply of material
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Ability to issue MDCC for supply of material
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Ability to send request to F&A for isssue of waybill
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Ability to issue MRC on inspection of material
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Ability to generate report on estimated time based expenditure on each project / scheme
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Ability to generate report on critical paths in projects
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Ability to break projects into activities, sub-activities indicating milestones with commonly used methods such as PERT and CPM
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Ability to record the status of civil construction and erection
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Ability to record and track quality deviations
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Ability to reconcile quality check against manufacturing quality plans and field quality plans
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Ability to record financial progress status with detailed break-up
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Ability to record physical progress status with detailed break-up
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Ability to record all communications with local administration authorities
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Ability to record status of progress on other services to be provided by vendor
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Ability to record completion of each activity, leading to the overall commissioning of project
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Ability to track deliverables against individual vendors / sub-vendors
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Ability to define contract closing related check-list / steps and issue alert for deviation / non-compliance
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Ability to setup a billing plan, that allows the release of payments upon achieving set milestones
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Ability to generate alert on 'warranty' expiration
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Ability to create note on 'warranty' extension
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Ability to record and track quantity deviations and store requisition for such variations after approval from competent authority
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Ability to record details of excess materials not utilized in the project and sent to stores after commissioning
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Ability to record insurance details like premium payment, claims made if any
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Ability to create note on "Time Extension" approval with LD or without LD
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Ability to calculate Liquidated Damage based on user defined parameters
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Ability to generate status report on each activity at any particular time
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Ability to generate status report on:- Each project, Each vendor & sub-vendor, Projects started/ scheduled to end (as per LoA) in particular financial year
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Ability to give project owners / managers & project teams web-based access to real-time business-critical project data to make timely informed decisions
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Ability to have a central tracking system that enables project teams to record, assign, & resolve issues and capture related risks pertaining to project
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Ability to monitor estimates versus actual: - Time for completion of each activity/ task, Payments vis-à-vis milestones, Use of resources, etc.
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Ability to monitor project, resource wise, timeline wise, department wise and funding agency wise
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Ability to monitor actual project expenditure vis-à-vis LoA cost
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Ability to record delay in activities attributed to externalities (Legal cases etc.)
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Ability to record and monitor data on accidents during project execution
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Ability to display current total and accumulated costs in terms of actual, capitalized, future commitments etc.
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Ability to generate alerts for delay in starting / completion major activities / milestones (post and anticipatory)
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Ability to generate report on project percentage completed status (financial as well as physical) based on work to date
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Ability to generate reports on current accumulated cost of a project vis-à-vis estimated cost
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Ability to generate cash flow reports on monthly, quarterly, yearly basis or as defined by user
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Ability to generate report on budgeted cost of a project (against each unique code) vis-à-vis actual cost on a quarterly basis for capital budget monitoring
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Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements
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Ability to define pre-commissioning check-list / steps and issue alert for deviation/non-compliance
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Ability to define project based key performance indicators to identify risks, under performing projects and monitor project status
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Ability to record of results of safety audit
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Ability to highlight and correct errors, if detected in project management with proper notifications and authorization controls
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Ability to regularly update the status of project progress along with deviations
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Ability to record commissioning status
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Ability to record delay in commissioning as per scheduled target date as per LOA
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Ability to record actual completion date
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Ability to create and record punchlist before commissioning of packages
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Ability to record conformance/non-conformace of activities mentioned in punchlist
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Ability to support web based recording of Contract Closing formats
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Ability to record status of clearance given by Electrical inspector, PTCC
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Ability to issue and store handover certificate
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Ability of generate alert on non-compliance to contract closing process (submission of drawings, documents and other requirements)
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Ability to generate Contract Closing Certificate
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Ability to provide security measures, to ensure that the project closure is done by authorized personnel only
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Ability to generate alerts for delay in payments
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Ability to record financial implication due to time overrun
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Ability to record information on payment terms, milestones, etc.
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Ability to store / record invoice from vendors
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Ability to record information of physical progress against unique project codes
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Ability to review completeness / correctness of invoice with respect to payment terms, value, approved variations (price/quantity) if any, payment terms, value, approved variations (price/quantity) if any, progress certification etc. and certify completion of milestone
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Ability to approve invoice and send information to F&A for payments (hierarchy based approval)
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Ability to integrate with Financial Management system to view real time information on status of payments against unique project codes and invoice nos
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Ability to maintain payment records for the duration of the project against unique project codes
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Ability to transfer final costs to general ledger only on project completion certification.
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Ability to index project cost codes to relevant general ledger account.
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Ability to prevent processing of further transactions against completed projects
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Ability to check availability of required material in OHPC store(s), and raise requisition for issue of material if available by the indentor
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Ability to manage rate contracts for material and order directly from vendor if deficient in store
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Ability to raise indent for multiple items through user-defined, rule based (e.g. Delegation of Power/ type of material), hierarchical approval, define timelines for approval, and alert/ notify/ message the next officer/department to take necessary action.
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Ability to recommend procurement plan and quantity based parameters like past consumption pattern, specific consumption norms (raw materials), existing stock, pipeline stock, estimated requirement and lead times involved.
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Ability to track status of documents (indent/ tender/ PO etc.) by user dept/ cost centre/ buyer group/person, approval stage (raising to Financial concurrence, approval, release of NIT/ Enquiry, receipt of offers, placement of order, LC status, material in transit, receipt at stores, inspection, stock charging & payment) etc.
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Ability to generate a unique indent application number: item subgroup, department, indentor-wise etc.
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Ability to capture following details in an indent – last Purchase Order (PO) number and date, last 3 years consumption, last purchase cost, Current inventory status, Pending orders, estimated delivery date, description and number of items required, nature of item (proprietary, general), type of purchase required (e-procurement, Limited Tender Enquiry, Rate Contract, Proprietary purchase, Open tender), total budget allocated to the dept and the available to date budget, name of indenter, department etc.
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Ability to define quantity tolerance (threshold) on indented item
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Ability to specify vendor(s) while raising the indent for proprietary purchase or Limited Tender Enquiry
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Ability to specify whether indented items are proprietary and link to proprietary certificate with justification.
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Ability to create internal indent by a unit/dept etc. on another unit/dept.
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Ability for online budget monitoring and display of budget status during indent stage and accordingly display alerts/ messages on exceeding the specified budget limit.
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Ability to record and print technical write up (for imports) against procured items required for customs clearance at ports.
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Ability to track and generate reports on items critical to operations, critical to quality, having limited shelf-life etc for adequate stock level and automatically raise alarm/ notification for indenting
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Ability to add to indent remarks/description, Special instruction on Packing requirement, inspection requirement, sample submission (free/chargeable), legal transit needs, delivery scheduling, test certificate requirement, Pre-dispatch inspection needs, etc. and track these in tender/ PO stage.
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Ability to suggest the mode of tendering - single part/ two part, limited/ open/ single/ Spot Quotation, SQCN (Short Quotation Call Notice) etc. based on OHPC Purchase Regulations and other rules
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Ability to collate requirements from various units and enable centralized procurement for common and similar items
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Ability to prepare an estimate based on standard cost data, last purchase and latest applicable taxes and duties (ED, Cess, entry Tax, etc), transport cost, GST etc.
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Ability to prepare multiple Purchase Requisitions of different items for approval
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Ability to amend purchase proposal as per query of Approving authority
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Ability to breakdown works into activities for the purpose of scope of work before raising of indent
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Ability to create a schedule of rates (SOR) for various services as well as items that would be used for cost estimation
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Ability to create a proposal/estimate with details of list of service items, Bill of Quantity, estimated rates, cost centre and total cost
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Ability to make detailed estimates for Civil, Mechanical, Electrical works, etc
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Ability to create a service requisition/ RfP from an existing requisition
-
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Ability to select the list of contractors during the proposal stage
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Ability to raise request to finance and accounts department for increasing the budget allocation to the requisitioning department and online hierarchical approval.
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Ability to capture vendor details along with their agents/ dealers, HO, works units, bankers, sister concerns, zonal offices, PAN number, Service tax no., Bank account number, link to item/materials supplied, category – supplier/ contractor/ subcontractor/ transporter etc, status – approved/ registered/ blacklisted/ active/ not active/ dormant/ under trial etc.
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Ability to evaluate vendors based on Quality, Cost, Delivery, Service and any other user defined parameter on the basis of contract performance with OHPC
-
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-
Ability to generate Vendor analysis reports for spend analysis, performance in terms of on-time, in-full delivery, rejections, etc.
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Ability to generate custom vendor registration certificate indicating eligible item groups.
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Ability to generate renewal letters/ reminders for registration and if no response is received facilitate de-registration of the vendor.
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Ability to seek approval for any modification in specifications, criteria, terms & conditions and additions of new vendors etc.
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Ability to forward indent to approving authority for vetting and issue of NIT as per Delegation of Power
-
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Ability to create an NIT (RfQ, RfP, Enquiry) from approved indents as per user-defined/ standard terms and conditions/ document templates
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Ability to generate multiple NITs/ RFQ/ RfP etc. against one indent
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Ability to cancel enquiry and refloat new changed enquiry.
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Ability to send enquiry document(s) to designated/ specified vendors through email.
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Ability to record details of all correspondence made with the vendor against query.
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Ability to extend date for tender submission as per DoP guidelines not received before deadline
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Ability to record the details of tender/bid opening (technical & price bids separately)
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Ability to evaluate qualification of bidder in technical bid, in two part tender, and call for price bid submission or opening of price bid
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Ability for manual entry or capture all existing and future rates, duties, taxes (such as basic customs duty, service tax, entry tax, CVD, income tax, educational cess, R&D Cess , etc) as applicable in India
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-
Ability to make comparative statement and rank the offers received based on defined parameters after loading of various costs to determine landed price of material
-
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-
Ability to call vendor for negotiation if required
-
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Ability to create LOI and send to the vendor and tracking it till conversion to PO
-
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Ability to create or issue multiple POs as per requirement
-
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Ability to amend Purchase Order with user's approval/ financial/ account concurrence and approval of Competent Authority and to keep track of all past amendments.
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Ability to provide for various/special terms and conditions etc. in the Purchase order
-
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Ability to track Budget code for each PO
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Ability to provide for ship-to-address, bill-to-address, invoice sent-to-address in the PO
-
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Ability to capture payment terms in distinct parametric form e.g. full/part/advance, mode of payment, etc./address to release the payment
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Ability to intimate Accounts department if pre-payment or payment through bank is the criteria for release of goods by vendor
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Ability to capture inspection requirements, acceptance criteria, etc. in PO
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Ability to alert user dept after receipt of pre-inspection request from vendor
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Ability to generate Purchase order without a quotation/ offer (spot purchase)
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Ability to generate PO with a unique number
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Ability to generate purchase orders with quantity but no delivery schedule eg. Part, full, staggered, etc
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Ability to generate purchase orders/ release order against an open PO (in case of staggered delivery) as and when material is required by the user department.
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Ability to run query on Purchase order history by vendor, location wise, item code, PO number, indent no.
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Ability to modify CenVat, VAT, GST and other statutory components
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Ability to track payment/ refund status against a PO
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Ability to track Bank Guarantee against advance, PBG and EMD against PO in terms of value, receipt and validity and raise alerts whenever required
-
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-
Ability to track and amend Letter/Line of Credit (Local and foreign LC)
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Ability to amend/ cancel a Purchase Order, item wise/price/price basis/Terms & condition
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Ability to specify packing, shipping, scheduling instruction against item for PO ( if desired unit wise packing may be asked for)
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Ability to capture standard documents of latest version like Standard Terms and Conditions of Indigenous/Import procurement, Performance Bank Guarantee (PBG) , Bankers List, EMD, etc
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Ability to capture payment terms like LC, revolving LC, part payments, advance along PO, advance by readiness of material by Bank Guarantee, Demand Draft, LC or any combination.
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Ability to generate LC terms as per the requirement of supplier ( individual statements are to be edited)
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Ability to capture the freight details (sea freight/Air freight against each consignment, transporter lead time etc.)
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Ability to identify and track the import purchase order unit wise/ product wise
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Ability to track LC amendments and Payments released against a PO
-
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-
Ability to track completion of material delivery at store
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-
-
Ability to seek review of material from user department for closure of PO as per OHPC guidelines
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Ability to inform accounts department for release of Bank guarantee/EMD/PBG against closed PO
-
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-
Ability to generate documents for resolving LC discrepancy.
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Ability to generate necessary documents for return of imports if rejected/ sent for repair.
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-
-
Ability to capture Terms and Conditions information for each contract proposal or Work Order.
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-
-
Ability to compare the current offer with previous offers on another Work Order
-
-
-
Ability to generate a work order from the proposal and the offer chosen as per OHPC guidelines
-
-
-
Ability to generate unique Work order number
-
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-
Ability to specify staggered job completion pattern
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Ability to generate automatic alerts/ reminders when a contract is about to expire or requires renewal
-
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Ability to revise BoQ and value of work order, if required, during the execution of the work order
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-
Ability to monitor the work order execution with respect to time and cost budgeted vs. the time and cost left
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-
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GUI should have graphical representation, online help features
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Home Page should have search option with different parameters like event reference no., date, status, event keyword etc.
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Centralized registration/de-registration of Service Providers/bidders/ contractors (Authenticated with Digital Signature Certificate)
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Bidders should have a facility to register themselves in the procurement information portal with their information on competency, geography of operations, availability, etc.
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Bidders should have a facility to upload scanned copies of credentials (i.e., incorporation certificate, trade licenses, tax clearance certificates, etc.).
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The solution should be capable to receive the payment via e-payment as well as offline mode. Hence, both the payment options should be available. In case of offline payment, the Service Provider should be able to submit the payment details of DD/Pay Order etc.
The solution should be capable to integrate with payment gateway.
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Online forms should be available to prepare IFBs, RFPs, requests for quotations, etc., including for framework agreements. It should be possible to verify, update, save as a draft, and schedule a date to publish—or publish immediately—or receive authorization to publish.
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An online form should be available for amendments. Amendments should be published together with the original invitation.
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It should be possible to attach PDF files of bidding documents or amendment documents.
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Should have provision to process different types of tenders such as General Tenders, Rate Contracts, single/multiple envelope bidding, open tenders, limited tenders, Expression of Interest, National / International Competitive bidding, Goods, Services, Turnkey (Goods & services) etc.
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Ability to float tender notices in PDF, Doc or other preferred formats
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Tender notices should be visible to vendors (registered or public depending upon requirement) only after required approvals
-
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System should allow archieval and retrieval of tenders
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Ability to cancel any tender by the Purchaser
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Ability to categorize tenders as New, Live, archieved, Cancelled etc
-
-
-
Ability to define parameter driven tenders as per OHPC requirements such as with or without tender cost, EMD, pre-bid meeting, pre-qualification, technical bid etc.
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Should have inbuilt check to ensure that incomplete bids in any manner is not accepted. Required alerts and notifications should be provided to the vendor in this regard.
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Provision should be available to withdraw the bid by vendors as per applicable conditions defined by OHPC (e.g., vendor can withdraw the bid before bid submission date and time)
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Provision to define maximum size of single file upload
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Ability to download tender documents with or without cost
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Ability to record details of vendors downloading tender documents
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It should be possible to upload corrigendum and correlate them to the main Tender.
Corrigendum should be maintained chronologically.
Corrigendum should be made visible to vendors as per OHPC policy (registered vendors, public etc.)
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Ability to post any number of questions by vendors. It should be possible to upload pre-bid queries within the timeline prescribed.
Ability to mask the name of vendors who have raised the questions and should be visible only to OHPC.
Ability to upload of replies to pre-bid queries.
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Ability to submit bids along with attachments online. Ability to define Bid modification & withdrawal option Tender Ability to restrict Bid opening links getting activated before due date and time.
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Ability define following provisions:
In case of multi envelope Tender, unless the first phase (envelope) is completed, the second phase (envelope) should not get opened and so on.
As each stage of e-Procurement gets completed the comparative chart of vendors should get auto generated.
Rejected vendors should not qualify for next round automatically.
System should have the facility to export data to spread sheets.
System should have a provision that OHPC can see the name of vendors who are present online at the time of online Tender Opening event.
System to support co-signing facility i.e. the remarks can be given by 2 or more officers and the same can be by each of the digitally signed officers with their respective Digital
Certificate.
OHPC should have an option to select a bidder based on individual line item of requirement or on the basis of overall cost of items.
Tender Opening links should not get activated before due date and time.
System should support online Tender Opening where Service Providers can participate online from their respective offices
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Ability to carry out bid evaluation as per the terms & conditions defined in the Bid such as Pre-qualification, QCBS, L1 etc.
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Ability to generate reports in PDF, Doc, spreadsheet etc.
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Ability to generate reports as per OHPC requirements such as Event-wise bid history, vendor-wise, Product-wise, date-wise, time- wise reports.
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Ability to maintain and generate reports related to adequate audit trail including log reports for all the activities, transactions and any changes in configuration, information/ data changes, updates etc.
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Ability to define workflow based activities across the life-cycle of the process as per OHPC requirements
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Ability to define applicable process, rules as per IT Act, STQC requirement or any other requirement as per OHPC policy.
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Ability to amend proposals and get on-line approvals for amendments
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Ability to raise Purchase Requisition(PR) and restrict access for certain materials to authorized personnel only
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Ability to generate a unique PR number : plant, requestor wise
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Ability to display following details when PR is raised based on the historical data: past purchase PO, last 2 years consumption, estimated value of purchase, estimated delivery date, type of purchase, nature of item ( supply, manufacturer, proprietary, general), where used details, total budget allocated to the plant/ unit/ office and the available to date budget, basis of estimate, indenter, plant/ unit/ office, short Indent Description, etc (ability to link any excise tariff heading with material code in the PR)
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Ability to choose the suggestive vendors while raising the PR for supply of items
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Ability to create internal PR by a plant/ unit/ office etc. on another plant/ unit/ office
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Ability to rework and resubmit the PR for approval after necessary modifications
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Ability to allocate funds against a PR online
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Ability to trace the PR to the indenter, plant/ unit/ office, etc. with the audit trail with regard to data
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Ability to track on indents raised per user plant/ unit/ office/ cost centre , buyer group/ person
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Ability for online budget monitoring and display of budget status during indent stage and accordingly display alerts/ messages on exceeding the budget.
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Ability to prepare an estimate based on standard cost data, past purchase and price index and latest applicable taxes and duties ( ED, Cess, entry Tax, etc), transport cost ,Storage and Handling charges (for procurement from Area stores)etc giving landed cost.
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Ability to identify existence of rate contracts at the indenting stage and link it accordingly
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Ability to view stock position all the time before raising of indent
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Ability to collect requirements from various sites and procure strategically by one unit(in rotation) or by the Area Stores, for common and similar items
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Ability to create a service requisition/ proposal from an existing requisition
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Ability to select the list of contractors/consultants during the proposal stage
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Ability to create the proposal at the unit or co level
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Ability to attach scanned documents (approved note sheets, design, drawing, etc.)
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Ability to evaluate the indent online and reject/ suggest modification/ approve with comments/ notes by approving authority, and resubmit for approval by initiator after necessary modifications
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Ability to forward the PR to the respective approving authority through a defined workflow
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Ability to evaluate the PR online and reject/ suggest modification/ approve PR with detailed comments/ notes.
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Ability to direct the PR to the relevant approving/ concurring authority as per the material type ( Capital/ Revenue) and Delegation of Power
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Ability to convert indent to a final stage by indentor, for taking final print and forwarding for processing AND after this further modifications by indentor is restricted.
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Ability to build in an approval hierarchy for raising an indent, vendor creation, item creation, scrapping of items etc.
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Call back option for indent form before approval should be given to precedent processing section.
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Ability to evaluate vendors based on Quality, Cost, Delivery, Service and any other user defined parameter
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Ability to create a proposal/Estimate with details of list of service items, Bill of Quantity, estimated rates, cost centre and total cost
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Ability to make detailed estimates for Civil works
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Ability to revise estimates, if required, during the execution of the work order
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Ability to create a schedule of rates for various service items that would be used for all cost estimation for service procurement
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Ability to prepare the estimate based on the guidelines laid down in the OHPC Accounts Manual, OPWD code and Works Department, Govt Of Odisha
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Ability to integrate with government’s web based e-procurement system.
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Ability to approve NIT on-line by Competent Authority as per Procurement Regulations and Delegation of Power
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Ability to access information on past purchase details, current inventory status, pending orders, etc required to evaluate a PR
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Ability to attach scanned docs [design documents, photographs, pictures etc]
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Ability to choose the mode of tendering - single part/ two part, limited/ open/ single/ Spot Quotation, etc. based on procurement rules (e.g., defining the cost limit for each tender type) and other organization defined rules from time to time
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Ability to capture vendor details along with their agents/ dealers, HO, works units, bankers, sister concerns, zonal offices, etc. with respect to the item/materials
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Ability to authorize modification of vendor details.
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Ability to link vendors to items for sourcing
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Ability to add/ delete new vendors to the listed Vendor list
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Ability to store vendor information with regards to : supplier, contractor, subcontractor, transporter, approved/ registered, blacklisted/active/not active, dormant, under trial, etc.
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Ability to enlist vendors/contractors and classify them. E.g. Contractors for electrical works, mechanical works, suppliers for spares, etc. or Supply items (e.g. X arms, insulators) , manufactured items (transformers etc)
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Ability to generate Vendor analysis reports for spend analysis, performance in terms of on-time in-full delivery, rejections, etc.
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Ability to generate vendor registration certificate indicating eligible item groups.
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Ability to generate renewal letters/ reminders for registration and if no response is received facilitate de-registration of the vendor.
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Ability to generate reports on Active/ Inactive vendors, vendor performance, etc.
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Ability to record details of all correspondence made with the vendor against enquiry.
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Ability to recommend procurement plan and quantity based on past consumption pattern, specific consumption norms (raw materials), existing stock, pipeline stock, estimated requirement and lead times involved.
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Ability to create an NIT ( RFQ, Enquiry) from approved indents
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Ability to generate multiple NITs (RFQ) against one indent
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Ability to cancel enquiry and refloat the same enquiry with provision for adding new vendor or change in specification by adding vendors and generate a new enquiry and send it to the vendors.
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Ability to track the NIT in the system in terms of NIT release, offers receipt, regrets, queries/interaction with vendor as well with indentor and clarification received there on, etc.
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Ability to select vendors for NIT release/addition and deletion of vendor
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Ability to approve NIT on-line
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Ability to maintain records of NIT and version in the Information & Public Relations department
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Ability to select the creators while uploading the NIT on the e-tendering portal
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Ability to record the details of tender/bid opening (technical & price bids separately).
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Ability to make comparative statement and rank the offers received based on defined parameters
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Ability to prepare a Purchase proposal based on the recommendation made by TCC
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Ability to revise proposal after negotiation with the vendors
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Ability to provide a facility to the indenter for adding any remarks/description, Special instruction on Packing requirement , inspection requirement, sample submission (free/chargeable), legal transit needs, delivery scheduling, Penalty clause, test certificate requirement, Pre-dispatch inspection needs, etc. and track them
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Ability to specify sample ( type, quantity, free/charged ) requirement
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Ability to track and control tracking of EMD till it is released by Finance.(Either BG, Draft, Cash)
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Ability to create LOI and send to the vendor and tracking it for conversion to PO
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Ability to amend Purchase Order with user's approval/ financial concurrence and approval of Competent Authority and to keep track of all past amendments.
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Ability to track Budget code/ Inventory code for each PO
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Ability to track POs for each budget code / Inventory Code
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Ability to provide for taxes, duties, insurance and any other charges as defined by the user for various/individual items in the Purchase order
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Ability to provide for various terms and conditions etc. in the Purchase order
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Ability to capture payment terms in distinct parametric form e.g. full/part/advance (in absolute or % term), mode of payment, name & address to release the payment etc.
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Ability to capture inspection requirements, acceptance criteria, etc. in PO
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Ability to generate Purchase order without a quotation/ offer ( emergency PO/ RC/ Repeat Order)
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Ability to generate PO with a unique number
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Ability to generate purchase orders/ release order against an open PO (in case of staggered delivery) as and when material is required by the user.
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Ability to define workflow for accepting material after PO is issued.
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Ability to define rules such as delivery time and penal charges for each item
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Ability to handle delayed deliveries and calculate the relevant Liquidated Damages
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Ability to extend delivery time
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Ability to query on Purchase order history by vendor, item code, PO number, indent no.
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Ability to track Taxes and other statutory components in the order value
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Ability to track payment/ refund status against PO
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Ability to track Bank Guarantee against advance, PBG and EMD against PO in terms of value, receipt and validity and raise alerts whenever required
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Ability to track and amend LC.
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Ability to amend/ cancel a Purchase Order, item wise/price/price basis/Terms & condition
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Ability to specify packing, shipping, scheduling instruction against item for PO ( if desired unit wise packing may be asked for)
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Ability to capture standard documents of latest version like Standard Terms and Conditions of Indigenous procurement, PBG , Bankers List, EMD, etc
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Ability to capture payment terms like LC, revolving LC, part payments, advance along PO, advance by readiness of material or by TT or by , through LC, or any combination,
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Ability to capture the freight details (Land/ Air freight against each consignment, transporter lead time etc.)
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Ability to identify the purchase order unit wise/ product wise
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Ability to generate LC terms as per the requirement of supplier ( individual statements are to be edited)
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Ability to track LC amendments and Payments released against a PO
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Ability to generate documents for resolving LC discrepancy.
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Ability to capture Terms and Conditions information for each contract proposal or Work Order.
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Ability to define retention rate / amount for each work order and it should be linked to finance account payable module to ensure retention amount is deducted while making payments or retention amount is released against Performance Bank Guarantee.
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Ability to generate triggers for payments based on defined deliverables / milestones achieved
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Ability to generate a work order from the proposal and the offer chosen
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Ability to compare the current offer with previous offers on another similar Work Orders
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Ability to generate unique Work order number
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Ability to specify staggered job completion and payment pattern
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Ability to generate automatic alerts/ reminders when a contract is about to be expired or requires renewal
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Ability to generate a work schedule for various activities along with service item number, description, completion date, status updation, etc.
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Ability to monitor the work order execution Online with respect to time and cost budgeted vs the time and cost left
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Ability to record acceptance/ rejection/ partial acceptance of the service provided
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Ability to evaluate the contractor performance based on pre-defined parameters, record and provide feedback
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Ability to amend work order and get on-line approvals for amendments
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Ability to collect requirements from various sites and procure strategically by one unit(in rotation) or by the Area Stores, for common and similar items
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Ability to track Budget code/ Inventory code for each PO and vice versa
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Ability to integrate bar-code system and ability to read information through bar-code reader or print details through bar-code printer
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Ability to provide for taxes, duties, insurance and any other charges as defined by the user for various/individual items in the Purchase order
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Ability to define workflow for accepting material after PO is issued.
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Ability to define rules such as delivery time and penal charges for each item
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Ability to handle delayed deliveries and calculate the relevant Liquidated Damages
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Ability to extend delivery time
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Ability to specify packing, shipping, scheduling instruction against item for PO ( if desired unit wise packing may be asked for)
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Ability to generate Gate Pass on the basis of advance delivery notice from the vendors and attach scanned documents.
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Ability to receive goods in part/ full by air/ road/ courier/ hand delivery/ bank/ post, etc.
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Ability to receive goods without P.O. or without proper documents and subsequent adjustment/regularization
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Ability to record the Daily Receipts in the system Goods Inward Register against PO ref.
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Ability to generate Goods Entry Receipt on receipt of goods at the specified delivery point.
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Ability of receiving free samples/ free supplies/ replacement of component and tracking its usage against a PO.
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Ability to raise alert in case the supply does not meet the requirements or relate/recover from invoices against future receipts against other orders of the same vendor
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Ability to close transaction on excess/shortage/damaged/rejected after receipt of material or on payment
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Ability to generate Inspection report to send to inspection authority for approval
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Ability to track the material receipts with regards to rejections, excess, shortage and damage
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Ability to record acceptance/ rejection/ partial acceptance of the materials received
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Ability to record partial delivery and follow-up till closure when only part quantity delivered
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Ability to process payment of only delivered goods if the remaining items are not delivered by the cut-off date
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Ability to capture inspection requirements, acceptance criteria, etc. in PO
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Ability to record damaged condition of consignment on receiving at Store
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Ability to notify user department about arrival of goods and requesting inspection
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Ability to generate inspection report and record the inspection results and forward the same to purchaser/ user department
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Ability to direct goods for inspection/ site testing (if required) as per the PO terms
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Ability to generate Material Rejection Note for rejected items with reasons/comments to send to supplier
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Ability to claim insurance for damaged goods
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Ability to notify more than one inspection authorities for inspection of received goods
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Ability to capture the freight details (Land/ Air freight against each consignment, transporter lead time etc.)
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Ability to generate Goods Receipt Note (GRN) after inspection and acceptance by the User.
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Ability to process vendor invoices for payment ( attach scanned invoice copy )
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Ability to make Accounting entries automatically(as per books policy) on receipts, issues, adjustments, returns, etc
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Ability to record issue of goods as capital or revenue expenditure as defined by OHPC
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Ability to capture Total Price, Total Transport, Total Handling charges, Total VAT, Total Insurance and Total others in GRN
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Ability to view stock position all the time before raising of indent
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Call back option for indent form before approval should be given to precedent processing section.
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Ability to provide for Lead time alerts at every stage after generation of indents
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Ability to support valuation of material on various methods (such as LIFO, FIFO, Weighted Average etc.) during receipts and issues
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Ability to process material indent by individual unit or consolidated quantity (unit wise, item wise)
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Ability to issue goods by authorized personnel to the requesting department upon approval
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Ability to track expiry details of shelf life items
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Ability to issue material using standard techniques like LIFO, FIFO etc
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Ability to record periodic inventory analysis e.g ABC analysis
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Ability to generate necessary documents for return of materials if rejected/ sent for repair.
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Ability to track ,and accounting return of goods
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Ability to generate a Store reconciliation document at the end of the month (Raw materials/consumable/spares) to account for the consumption in the month
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Ability to track and monitor stock at various units. Ability to consider inventory value at zero cost or at a cost decided by the management (custom defined) - e.g., for commissioning spares.
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Ability to reconcile on the basis of Store Name and SIV No.
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Ability to define material as scrap or obsolete
-
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Ability to capture/ upload minutes and Survey Report of Scrap Disposal Committee meeting
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Ability to define offset value for scrap / disposal of material
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Ability to evaluate proposals / bids received during disposal process
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Ability to track scrap material across the units with certain reason codes and attach description
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Ability to highlight material obsolescence/ surplus to the respective Division
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Ability to analyze the original value of inventory and the value realized out of scrap sale and report the difference to appropriate authority
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Ability to evaluate the proposals for write-off of the materials
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Ability to take into account statutory compliances at the time of sale as to Taxation and Duties, Environmental Requirement including reversal of duty benefits taken if any as per law.
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Ability to reconcile scrap material as per books and physical stock verification and its valuation
-
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Ability to link accounts with sale of scrap and generate invoice incorporating applicable taxes and duties.
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Ability to support and track inter-unit transfer of material
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Ability to deliver part consignment at one unit and allow to take the rest out and deliver at other unit as per PO/ Receipt.
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Ability to assist in generating road permit from Road Transport Authority (e.g., waybill)
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Ability to generate list of pending Road Receipt/Goods Received for goods clearance
-
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Ability to generate list of payments for demurrage or wharfage transporter wise
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Ability to generate report on payment of freight charges transporter wise
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Ability to document item details in Bin card and subsequent updation
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Ability to maintain details of bin card ( OHPC approved formats) etc
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Ability to raise bill for payment with workflow based approval hierarchy for evaluation of payment
-
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Ability to track issue of failed items for repair and record vendor details
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Ability to receive item post repair from vendor
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Generate reports on fast moving, slow moving, non moving& dead items (FSND analysis), ABC analysis, SDE analysis, VDE (vital, desirable, essential) analysis, ageing analysis, etc
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Ability to analyse future demand forecasts/trends based on historical data such as consumption, warranty period and generate reports
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Ability to generate monthly and Yearly stock position (e.g as on 31st March) with value
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Ability to record item details under warranty and non warranty period
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Ability to track guarantee/ warranty period of item and intimate about the expiry before a defined timeline
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Ability to raise alert to procurement and stores department when materials reach reorder point or safety stock level depending on consumption pattern
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Ability to estimate lead time for delivery for individual items for stock replenishment
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Ability to estimate order quantity and delivery schedule for individual or multiple items, which can be converted automatically into purchase requisitions (intimation to the concerned authority to prepare requisition and send to competent authority for approval)
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Ability to classify the items into stock/non-stock, proprietary/ non-proprietary items, etc.
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Ability to restrict material issue to indentor or to other department/location upon approval from initial indentor
-
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Ability to display updated store inventory status based on goods issued and available inventory at the store
-
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Ability to record details of goods issued against approved release order on an item wise basis
-
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Ability to capture bio-metric signature of person collecting material and verify (as per requirement)
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-
Ability to support valuation of material on various methods during receipts and issues
-
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-
Ability to support and track inter-unit/station transfer of material
-
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-
Ability to track and monitor stock at various departments/units
-
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-
Ability to issue goods by authorized personnel/indenting dept to the requesting department upon approval
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-
Ability to generate Store Issue Voucher and forward it to Accounts for booking cost against user dept.
-
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-
Ability to calculate the total life span of a given item post installation/ commissioning/ capitalization
-
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-
Ability to modify quantity and value or specification of the identified scrap item in the inspection report
-
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-
Ability to record the observations of the Scrap Disposal Committee on the condition and expected sale price of the materials identified for disposal
-
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Ability to upload the delivery orders issued under e-auction process
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Ability to record auction results for scrap disposal including buyer information and material disposal details
-
-
-
Ability to maintain requirement of environmental clearances required for various equipment and operations
-
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-
Ability to record laws/sections/references of variuos requirements related to environment and safety pertaining to OHPC
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Ability to generate statutory reports in custom formats on environmental parameters
-
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Ability to record fire incidents and accidents, their categories, their evaluation/ root cause etc, remedy etc.
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Ability to manage safety related assets and equipment like fire extinguishers, fire tenders, hydrants, personal protective suits/ equipmentsetc, their allocation to employees/ physical location, minimum quantity required etc.
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Ability to record and manage schedule, process/ checklist and results of mock drills.
-
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-
Ability to record safety guidelines and processes for reference.
-
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Maintain employee data related to pre-entry and annual medical check up, list of occupational diseases etc.
-
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Maintain record of licenses for explosives, factory, storage of liquid fuel etc.
-
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Maintain details of Safety Committee, its meetings and other statutory government compliances and reports.
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Checklist and report preparation of safety inspections of site/ asset/ plant etc.
-
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Maintain record of required/ available/ valid safety audit, testing, certifications (by third party) against each equipment/ asset e.g. pressure vessels, lifting tools, tackles etc.
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Generate notification/ alert / report when tasks such as renewal of license/ audit/ refilling of extinguishers is due.
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Ability to manage, schedule and maintain record of employee safety trainings.
-
-
-
Ability to record fire incidents and accidents, their categories, their evaluation/ root cause etc, remedy etc.
-
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-
Ability to record and manage safety process as per OHSAS 18001 standard as applicable to OHPC context.
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-
-
Ability to record name of person, department, time and place and details of an incident
-
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Ability to record name of person, department, time and place and details of an incident and cause in investigation report
-
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-
Ability to record supplier contact details, materials supplied, selection criteria and performance rating
-
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-
Ability to record non-conformance & preventive/corrective actions
-
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-
Ability to record customer complaints in the prescribed format
-
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-
Ability to record customer feedback in the prescribed format
-
-
-
Ability to record document review version and changes made
-
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-
Ability to maintain supplier appraisal form based on prescribed format
-
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-
Ability to maintain targets achieved for IMS in the financial year
-
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-
Ability to record revision date, origin of document and issuance of all IMS documents
-
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-
Abiltiy to maintain the list of all the records
-
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-
Abiltiy to maintain the list of all the formats
-
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Ability to record environmental aspect register for recording of unit level activities
-
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Ability to record risk assessment formats for recording unit level activities
-
-
-
Ability to support web/ network based scanning (scanning in bi-tonal, gray-scale and color images); simplex and duplex scanning using simplex and duplex scanners and can import both image and electronic documents
-
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Ability to support facility to scan multiple pages into batches for auto/manual processing
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Ability to support for scanning different pages of a document at different dpi resolutions.
-
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Ability to support function such as Delete, re-scan and insert pages into document before committing to disk
-
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Ability to provide scanning interface with a GUI based template definition module
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Ability to support for Template definition for document capture through scanning that contains General information, Data class and fields, Folder, and Document information
-
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Ability to support wide variety of scanners from low-speed (individual desktop units) to high-speed production scanners; flat-bed and page feed scanners etc
-
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-
Ability to support for standard Image Operations such as rotate, invert, zoom-in/ zoom-out, zoom percentage etc.
-
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Ability to provide facility for simplified export of scanned batches into DMS with Auto folder/Subfolder creation document filing & indexing on user defined fields
-
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Ability to capture information and generate extensive reports & Audit trail like Report on total records scanned along with associated indexes, Records exported or not exported to DMS etc
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Ability to support function for document capture through Print and Email redirection.
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Ability to define Users and Groups relation in the system
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Ability to grant users and groups access permissions on Folders, documents and User defined Indexes
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Ability to provide multiple levels of access rights (Delete/Edit/View/None)
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Ability to support for system privileges for creating, deleting users, Creating indexes, Workflow definition etc.
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Ability to support facility of secured notes sharing
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Ability to provide secure login and passwords for each user, solution should support digital signature (if required)
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Ability to provide support for Password encryption
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Ability to perform audit-trails at user and folder levels
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Ability to support for encryption of documents at storage level
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Ability to support for digital signature
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Ability to support for Web based administration through any standard Browsers
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Ability to support definition of Users and Groups for the system
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Ability to provide option of granting rights to access, modify or delete documents and Folders
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Ability to support complete Document life cycle management for managing online, offline documents and for document archival
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Ability to provide facility of generating Audit-trails at various levels such as user, folder etc
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Support for taking complete and incremental backups
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Administrator should have purge options on audit trails
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Admin should have rights for selective audit trails
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Ability to provide function fo document Repository for managing information
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Ability to organize documents into Cabinets, Folders and subfolders for classification of information and hierarchical storage management
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Ability to support an organizational hierarchy that can be mapped to customer file, subsection, document, and page.
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Ability to supports transparent user access to multiple, distributed document repositories across LANs and WANs.
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Ability to support multiple indexes for different types of documents
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Ability to support for indexing the documents or folders on user defined and system defined parameters
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Ability to support function regarding association of documents and folders with user‑defined indexes for easy search and retrieval
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Ability to support function filing & indexing of documents for quick retrieval
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Ability to support facility to add keywords with documents to act as quick reference for the documents
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Ability to support functionality for defining user-defined indexes or fields that could be associated to any document across the Cabinet.
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Ability to support Auto indexing using CSV import from other applications
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Ability to support function of Version control for tracking document revisions
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Ability to support function for image and electronic document versions, version comments
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Ability to support function to Check-In and Checkout support for collaborative working on documents
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Ability to support function to linking of documents for cross-referencing related documents
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Ability to support function for setting event based alarms and time based reminders
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Ability to support function regarding searching single document or document repository based on user-defined criteria (index attributes or full-text); File Search - File Type, File Number, Priority, File short text, Created by, Created on, Planned close Date and Read from Archive
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Ability to support function regarding searching for documents or folders on document or folder profile information such as name, created, modified or accessed times, keywords, owner etc; Document Search (Within the File) - Document number and Keyword
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Ability to support function regarding searching for documents/Folders using user-defined indexes like Customer name, address, Company name, Telephone no. etc
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Support for Boolean and complex logical searches like "AND", "OR" etc
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Ability to provide facility to save search queries and results
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Ability to provide facility for combined search for documents/folders using profile and Indexed search
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Ability to provide facility for rapid search and retrieval on multiple very large document repositories
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Ability to support a list of matching documents (repository search), listed by relevancy
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Ability to support function for annotations like highlighting, marking text, underlining, pointing arrows, putting sticky notes on documents and support for text and image stamps
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Ability to support function for creating, viewing, printing, deletion and other manipulation of “sticky notes”, colored notes etc on documents, pages and folders without altering content of documents, including “read-only” documents and images
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Ability to support all standard image operations such as rotate, invert, brightness/contrast etc
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Ability to support function of zoom-in and zoom-out, zoom percentage & Zoom lens to zoom in on a part of image
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Ability to support function to traverse to next page/previous page or specific page for viewing multi page documents
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Ability to support function for securing annotations for selective users
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Ability to support function for taking print outs with or without annotations
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Ability to support function for Thumbnails view
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Ability to support rule free routing and tracking of documents, messages
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Ability to support collaborative working on documents in a secure environment through work-items
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Ability to support for Rule and Role based routing of Work items
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Ability to support function to create Ad-hoc or predefined routes for automatic document routing on sequential / parallel routes.
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Ability to support for sequential routes
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Ability to route Work-items to users inboxes for their action i.e. task assignment for each user
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Ability to facilitate attaching documents and folders in work items
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Ability to support facility to act upon, forward, return or complete Work-items
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Ability to support function for referring Work-items to other users outside the pre-defined route
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Ability to support function for diversion of Work-items to other users for delegating or substituting Time–based/ Event-based reminders
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Ability to support function for provision of putting shared and secured notes for collaborative working on Work items
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Ability to support function for printing of the note sheet/ File for reference
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Ability to support function for searching, reporting and monitoring of work process and status
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Ability to support function for electronic approval process integrated with workflow capabilities
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Ability to support function of associating a note-sheet with the file enabling users to comment and review.
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Ability to support function for Priority based document flow. i.e. user should be able to flag in a visible way the urgent documents
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Ability to support function of Audit trails on separate actions and between specific date/times
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Ability to provide an audit trail for viewing certain restricted documents DMS product support very granular access and security restrictions, including the creation of groups of users with specific document manipulation rights (add documents, delete, view, print, etc.) to designated types of documents (index field) groups of documents (index field) and specific individual documents
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Ability to support function to assign various document editing and viewing options to users (e.g., document add, modify, delete and view functions)
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Ability to track each Work item through track-sheet which records all user actions
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Ability to support function for search on workflow progress through status searches, searches on user-defined indexes, full-text search
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Ability to support function for searches on Work items date and time
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Ability to support function for Reporting facilities: daily, weekly or monthly reports on completed, incomplete Work items to identify slack and improve efficiency. Should be able to track and log the changes made by users in the document
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Ability to support function for escalation facility so that when action is pending with a user beyond a reasonable period, the matter should be automatically escalated
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Ability to support function for:
a. Easy to print by page or by document object
b. Support remote print/fax services
c. Support common SMTP-based mail systems
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Ability to support integration with OCR/OMR systems for eliminating manual data entry
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Ability to support separate document repository consisting of centralized index database
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Ability to support document scanning from browser and client
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Ability to support facility for image viewer to view [image type’s jpg, gif, tiff, bmp etc.]
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Ability to support for separate image server for storing actual images if required
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Ability to support millions of documents at Central level without affecting performance and should be scalable
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Ability to support ability to scale up from smaller deployments to high volume deployment
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Abilit to support popular network protocols LDAP/AAA authentication and single sign-on support
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Ability to support SSL/HTTPS for secure transmission
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Ability to provide Unicode support for Indian regional languages [Hindi support mandatory]
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Ability to provide platform independent and should be based on open standards
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Ability to support functions based on open standards and have API support for data import & export
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Ability to be part of the proposed ERP solution and can seamlessly talk to all major business processes like Planning, Inventory, Procurement, Projects, Asset Management, Maintenance, other workflows etc
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Ability to support function for unique file numbering with defined key fields which can be changed for every file template and Unique File Numbering
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Ability to support funciton for attachment upload into file, Document versioning within a file and Numbered documents within file
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Ability to support function for graphical view of file status and the level where the file is located
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Ability to support function for attaching the Incoming post (Daak) to a file and Attach the file to a file
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Ability to attach a purchase order (PO) from proposed ERP
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Ability to support function for association of predefined sequential / parallel workflow to the file
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Ability to assign a substitute for a period when approver is not available
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Ability to support function for Noting records approvers observation, review, approval and feedback
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Ability to support function for Note summary to view all notings together
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Ability to support function for attaching the Incoming post to a file
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Ability to support function for posting comments (Noting) in the incoming post and track
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Ability to support function for Graphical representation of the Status and location of the Incoming post
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Ability to support function for Integrated correspondence inbox for external emails and internal correspondence. (User can receive the internal and external mails and Sent Item, store all the mails (correspondence) sent, subject, message content, receipts (can be internal and external) and attachments)
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Ability to support function for File In Tray - All, Unread, Overdue, Send To Assistant and From Assistant
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Ability to support function for File In Tray - Draft, Cabinet and Substitution
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Ability to support function for Daak Search - Daak number, Letter Date, Received Date , created by and Keyword
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The system shall have a facility to add correspondences (DAKs) in electronic format from local computer drive.
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The system shall provide a facility to view correspondences (DAKs) such as RHS and LHS contents as per OHPC requirements.
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The system shall have a facility to add a Note with a correspondences (DAKs). Using the tablets and mobile users should be able to access the Files and DAKs
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The system shall have a facility to save the correspondences (DAKs) in an existing file.
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The system shall have a facility to route the correspondences (DAKs) using workflow feature of a system.
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The system shall support ad-hoc routing of a document
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The system shall have a facility to prepare response and attach with the correspondences (DAKs) workflow
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The system shall provide an interface to track & search the status of a correspondences (DAKs) in a workflow
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The system shall have a facility to send the reminders.
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The system shall have a facility to generate various reports w.r.t. correspondences (DAKs) workflow such as pending with users, pending since, elapsed time, initiated by, completed by etc
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The system shall have a facility to track a department where a correspondence (DAKs) is pending.
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The system shall provide a advanced search interface for tracing & searching a correspondence (DAKs) based on dates, subject, pending with, completed by, pending since etc
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The system shall have a feature to recall a correspondence (DAKs) from other user. The system should be built using the Business Process Management framework.
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The system should have facility to put the completed DAK in a new or an existing file.
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The system should facilitate creation of a new electronic file in the system.
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The system shall have a facility to create both main as well as part file.
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File creation shall take at least File Number and File Subject as an input.
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The system shall have a facility to save the file in the desired location folder.
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The system shall also generate a Barcode number on successful creation of a file. This barcode can be pasted on a physical file for tracking, in case physical file is also used.
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The system shall have facility to print barcode number of file at any point of time.
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The system shall have facility to add documents in the File.
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The system shall provide facility to view all letters/documents at the right hand side (RHS) of the folder with note-sheet on left hand side
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The system shall provide facility to users to append their notes, which shall be automatically stamped with user name, date and time
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The system shall provide facility to secure notes in File View
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The system shall have basic functionalities such as bold, alignment, font, color etc.
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The system shall have a facility to create/open a new electronic subject file.
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The system should have a index table of all created files
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The system should have a provision to define searching attributes for each type of special file
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The system should have a separate searching interface for each type of special file
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The system shall provide facility to users to link the notes to any document, file and previous notes, so that corresponding objects can be directly opened from the note view
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The system shall provide facility to users to append notes in the same paragraph
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The system shall provide security on notes so that Noting/comments once written, signed and forwarded shall not be amendable by any user including originator, however if a new note has not been written, the user shall be able to modify the latest note, which he is writing.
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The system shall provide facility to take print out of the noting for filing in paper folder as record
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The system shall provide facility to open multiple documents simultaneously.
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The system shall have a facility to create a paper profile of a document in the file, in case document is not available in electronic form.
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Using workflow feature of a system, user shall be able to route the file.
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The system shall provide a feature to recall a File from other user
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The system shall provide an interface to search the status of a file in a workflow.
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The system shall provide a facility to track a department where a File is pending.
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The system shall support the case file management
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File view shall provide facility to view all documents inside file, Noting / commenting, Edit file properties
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The System shall provide facility to link cross-related documents like Application form and reply sent etc.
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The system should be able to automatically set a deadline and priority for the resolution of complaints based on the type of grievance as per the departmental policy.
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The system should have capability to delegate responsibilities to an alternate user in the absence of the assigned user.
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The system should allow the user who reviews the complaint to assign the task of redressing the grievance to another defined user from a list, and optionally also assign a criticality level.
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The system should have capability to automatically escalate the complaint to higher authorities on passing of the deadline for the RTI request.
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The system should have the capability to define the workflow for RTI Application, First Appeal and Second Appeal etc.
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The system should have the capability to assign the RTI request to concerned department.
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The system should have capability to set an extended deadline for pending grievances/RTI requests based on inputs received from higher authorities.
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The system should have the capability to define & generate the RTI Response/Grievance Response Letter in a format from the system itself.
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Should be able to create Court file including various court details such as Case no, Case Type, Date of Filing, Case details, Court Order details, Hearing date, Order date etc.
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Should be able to Track court dates, hearing dates etc.
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Should be able to provide alerts for the upcoming hearings.
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Should be able to Cross-reference all dates for one case, one client, one attorney, a group, or the entire office.
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Should have the capability to generate the Case Diary having complete details and history of the cases.
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Should be able to provide a mechanism for analysis of work flow, case status, and types of cases opened and closed
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Should be able to maintain an audit trail of entries and changes.
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Should be able to capture note sheet with the court case files.
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The system should have capability to allow the personnel to assign selected query to the department staff from a list and different query to different users.
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The system should have capability to alert the department officials through email, dashboard alerts, and automated SMS messages with reminders on deadlines for query response before the due date.
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The system should have capability to record/update/close the status of Legislative Question. Should be able to maintain an audit trail.
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The system should have capability to reopen a query which was inappropriately addressed and closed.
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System should be able to present the data analytics in graphical format such as Bar graphs, pie charts, line graphs etc based on user requirements.
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The system should have the capability to define & generate the Questionnaire Response Letter in a format from the system itself.
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Should have a well-defined capture module for support of document processing, validation, index building, and image enhancements.
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Should be able to support the capture of digital records of at least the following formats:
· Emails and attachments
. Office Suite such as Word, Spreadsheet, presentation etc.
· OCR documents
· Images - .tiff, jpeg, gif, PDF etc.
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Solution shall support Bulk Import of image and electronic documents
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Should have capability of automatic segregation of documents/records based on Barcode, Blank page, Fixed page and auto Form recognition
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System should be as per the overall ERP solution architecture
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The System shall support categorization of documents in folders-subfolders just like windows interface. There should not be any limit on the number of folder and levels of sub folder. The system shall support multiple databases as part of the overall ERP solution
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The System shall provide facility to link cross-related documents like Application form and Field report, Grievance and reply sent etc.
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The system shall provide search facility to in the same interface, so that users are able to search the documents to be linked
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The system shall support versioning of documents with facility to write version comments
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The system shall allow Locking of documents for editing and importing it back into the system through check-in/Check-out features
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System should support configuration of verification processes for different business types. It should be able to handle multi-user environment for processing files related to different business types. While processing a file, all the data and images for each transaction should be displayed to processing users and processing users should be allowed to accept, reject or send the files for review as per OHPC requirements
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The Image applet shall support comprehensive annotation features like highlighting, marking text, underlining putting sticky notes on documents, and support for text and image stamps etc.
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The system shall support automatic stamping of annotations with user name, date and time of putting annotations.
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The system shall provide facility for securing annotations for selective users.
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The system shall store annotations as separate file and at no time, the original image shall be changed. The system shall provide facility of taking print outs with or without annotations
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The System shall provide facility to index folders, files and documents on user-defined indexes like department, ministry, file number, year etc.
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The system shall facilitate manual and automatic indexing using OCR functionality or from other applications
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The System shall support Automatic full text indexing for Text search.
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The system shall provide extensive search facility to retrieve documents or Folders/Files
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The system shall support saving of search queries and search results
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The system shall support search for documents or folders on document or folder on profile information such as name, created, modified or accessed times, keywords, owner etc.
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The Document management system shall support definition of Users, Groups and Roles relation, access rights in the system
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The system shall provide LDAP support for integrating with directory services and shall support single sign on
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The system shall support Extensive Audit-trails at document, Folder and for highest levels for each action done by particular user with user name, date and time
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The System shall support integration with database-based authentication.
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The system shall support integration with PKI infrastructure as well as bio-metric solution for enhanced security.
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The system shall support web-based administration module for the complete management of system.
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The Admin module shall support Users/Groups/Role definition and granting Access Rights to them and set password expiries
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The Admin module shall provide easy to use interface for Index structure definition that can be used by different users.
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The Admin module shall provide interface for purging old audit trail and do selective logging i.e. select the system or application features for, which the audit trails have to be generated.
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The Admin module shall provide facility to take complete and incremental backups and shall be able to integrate with third party backup solutions.
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The System shall support extensive Reports and audit trails and shall also provide data points and facility to design new reports
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The system shall support Extensive Audit-trails at user, Folder and Cabinet levels
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The application shall log all the actions done by individual users with user name, date and time and the administrator shall be able to generate detailed audit logs and history of the process instance.
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The system should have the capability to set automatic reminders and alarms to concerned users.
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Should be integrated with the complete ERP solution to meet OHPC requirements along with single sign-on
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Solution should include Records Management component to comply with regulatory and legal policies for long-term archival of content.
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Solution should manage lifecycle of documents through record retention, storage, retrieval and destruction policies.
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Solution should support managing and tracking of physical location of documents
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Solution should have facility to export / import electronic record with metadata in XML format
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Solution should provide the configurable capability of record classification as per the record keeping structure (File Plan) of department.
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Solution should have a provision to define physical location of record management facility
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Solution should have a facility to define disposition schedule / policies for record
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Solution should provide the capability for only authorized individuals to view, create, edit, and delete disposition schedule components of record categories. The complete schedules would be as per the organizational policies.
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Solution should have a provision to move & track a record among users within office/across locations
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When record is moved out of the facility, system should have a capability to capture the transport / courier detail
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Solution should provide report on the Records in the selected file plan component such as such as number of records present, number of record folder, Record creation date, etc
• Report on activities of the selected user
• Report on the Request/Return activities
• Report on overdue items
• Report on items borrowed
• Reports on records, whose retention period are getting over in specified time
• Reports on disposition schedule
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Ability to define workflow based rules for file routing, processing etc. as per OHPC requirements
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The workflow management system shall support Inbuilt Graphical workflow designer for modeling complex Business Processes using drag and drop facilities.
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The Process designer shall provide intuitive interface for designing complex rules and conditions for workflow routing.
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The interface shall be easy to use so that Process owners can change the business process as and when required without any programming knowledge.
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The system shall enable process designers to design multiple sub-processes. This includes mapping of the existing process instance to the newly created process instance as per mapping defined in the route.
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The workflow management system development environment shall provide easy navigation to choose sub-processes as required to be invoked from within a process.
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Facility to copy and paste work stages along with all its properties.
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Facility to define documents viewed and to be attached at individual stages.
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The Process designer shall support multiple Introduction stages for introducing different document types from different acquisition sources
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Facility to define multiple archive stages for archive selected documents and indexes in underlying Document management system at any stage of workflow process.
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The system shall provide facility to define hold stages so that a particular instance or the workflow can be kept on hold for specified interval on the basis of pre-defined condition. The system shall also provide facility to define conditions for resuming the instance from hold stage.
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The system shall allow process designers to design properties for each work stage like default document view, form view or Exception view etc.
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The system shall allow users to define entry-level settings like Increase of priority or sending an email trigger on the basis of pre-defined conditions or setting up particular variable or property etc.
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The workflow management system shall support the definition of roles and allow many-to-many relationships between users and roles to be defined.
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Support for creating adhoc tasks at runtime and assigning to users
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The system shall provide inbuilt facility to design Custom forms that can be attached at one or more stages of workflow.
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The Form designer interface shall support facility to define text boxes, Combo boxes, radio buttons, Drop down etc.
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The system shall provide facility to define variables in the process or in external database tables, which can be linked to fields defined in the form for efficient data entry.
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The system shall provide facility to define zones at forms and images, so that relevant part of the image is highlighted for Image assisted data entry.
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The system shall support field level calculations at form level
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Facility to use scripts for defining field level validations
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The system shall provide facility to define exceptions at individual stages, which shall dynamically change the route on execution.
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The system shall facility to give rights to raise and clear exceptions at different stages of the process with user comments.
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The system should have inbuilt Rule Engine for defining rules.
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Facility to raise triggers on the basis of exceptions.
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Facility to raise automatic exceptions on the basis of pre defined conditions.
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The system shall track all the exceptions raised in the course of process and shall maintain history of that with user name, date, time and comments.
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The system shall clearly differentiate process instances with and without exception
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The system shall provide facility to define custom triggers like Emails, Word template or launching executable etc. on predefined conditions
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The system shall provide facility to define custom templates for the triggers with static and dynamic data.
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The system shall provide facility to generate event based triggers for automatically sending mails/ fax, generating responses, invoking data form for data entry, communicating from external systems.
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The workflow management system shall have email notification to user when the user is not logged on to the workflow management system. Upon receiving the email, the user shall be able to click on the URL in the email to automatically launch the Workflow management system and present the user with the task to act on.
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The workflow management system shall be able to keep track of the workitem status, the date/time the jobs are started and ended, the creation and archival date of the documents.
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The workflow management system shall provide graphical and tabular tools to view progress of each individual process
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System shall provide a facility to configure dashboard for individuals for e.g. dashboard for director, dashboard for secretary, dash board for Additional director etc
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No customization should be required to create dashboard, User should be able to configure dashboard without any coding.
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There should not be any limit on the number of reports that can be created
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User shall be able to drill down in a report for specific information analysis
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The workflow management system shall support the generation of statistical and management reports like:
• Number of pending files
• Time taken to complete each task
• Process History Report
• User Performance Report
• Average Process Time Report
• Participant Report
• Participant Processing Time Report
• Process Definition Summary Report
• Exception Details Report
• Expired Workitem Report
• Diversion Report
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The workflow management system shall support the generation of performance comparison reports.
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The workflow management system shall support users drill down from a higher level view of business processes to lower level details.
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The workflow management system shall support statistical reports like Total turnaround time and delay report for complete process or specific work stages
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The workflow management system shall support definition of new customized reports based on exposed data points.
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The workflow management system shall also provide dashboard interface for online reporting of various processes. The interface shall give a flexibility to toggle between graphical and tabular view and tile different windows in the same interface
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The system should include administration module to configure the user, groups, queue related to a process. The system should allow user to set their display settings according to the individual preferences and company policies. Users can customize their themes, resize components, and configure single /multi-column views. It should have navigation container to display the list of all component instances associated with the view of a user.
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The system should have the capability to constitute the committee with its members and convener details.
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The system should have the capability to capture various details of the committee such as term of reference, tenure, committee members etc.
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The system should have the capability to define the role of the each committee members.
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The system should have the capability to define the committee members from the internal departments as well as external users along with required details.
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The system should have the capability to define the message template for sending the notification to respective committee members.
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The system should have the capability to create and saving the templates for different type of notification messages.
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The system should have the capability to define the approval process for committee constituted.
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The system should have the capability of User Inbox where committee members/approvers can view the pending request for approval.
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The system should have the capability to attach the required documents with various committees constituted.
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The system should have the capability to circulate the Office Memoranda with the respective committee members/stake holders having details about the committee.
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The system should have the capability to define the meeting details such as Agenda, date, time, venue, priority etc along with the required documents.
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The system should have the capability to link the members with meeting from the list of pre approved committees.
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The system should have the capability to define the approval workflow for Meeting scheduled.
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The system should have the capability to define the Meeting invitation templates for sending the notifications to all the committee members.
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The system should provide the calendar view having details about the meeting schedule on weekly/monthly basis.
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The system should provide the capability to submit the response about their availability for the meeting scheduled.
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The system should have the capability wherein convener can define the deadline of submitting the response of member’s availability.
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The system should have the capability to capture the Minutes of Meeting.
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The system should have the capability to assign the actionable to the respective committee members.
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The system should provide the capability to define the deadlines of submitting the response for defined actionable.
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The system should provide the capability to designing the template for circulating the Minutes of Meeting (MOM).
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The system should provide the capability to send the MOM notification through email.
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The system should provide the capability to track the actionable assigned to the respective committee members. The system should be built using the Business Process Management framework.
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