Project Vision The HPPTCL proposes to implement ERP System across all its locations and functions for seamless exchange of information within HPPTCL. ” To ensure transparent, easy, efficient and accurate availability of information and facilitation of transactions”
Functional Requirements of the project Scope of the Project Financial Modules - Required
Financial Modules - Required
HRIS Modules - Required
General Ledger
Capital Assets
Human Resources
Purchase Order
Budget
Timekeeping
Accounts Payable
Central Cashiering
Payroll
Accounts Receivable and Cash Receipting
Reporting
Applicant Tracking System (we think it should be identified in addition to the HR module)
Project and Grant Accounting
The primary focus for this evaluation is to replace the Financials and HR, IS solutions with fully integrated modules that meet the specific requirements of the Power project. At the same time the plant would like to review module options offered by ERP providers to support the following functional areas. Other Modules - Consider
Business License Utility Billing
HPPTCL would consider standalone 3rd Party applications for these functions; however, the preference is for an integrated suite or open integration technology such as Web Services or prebuilt API’s to 3rd Party solutions.
Functional Landscape
Himachal Power corporation intends to cover the following business functions, processes and activities in the ERP project:
I. Generation Operation
1.
Generation planning – Includes periodic (e.g. weekly, fortnightly, monthly, quarterly and yearly generation plans), any modifications/ revisions to plans, mapping actual vs. projected, collation and analysis.
2.
Integration to proposed Generation Control Center system.
3.
Activities pertaining to daily generation scheduling, communication to various stakeholders, SLDC, recording of real time plant operations specifications
II. Environment and Safety
1.
Maintain requirement of environmental clearances for various operations and generate statutory reports on various environmental parameters.
2. Manage record of fire incidents and other accidents, their root causes and prevention mechanisms etc.
3. Manage safety processes, approval requirements and inspection details as per client requirements related to their Standard Operating Procedures and OHSAS 18001. III. Plant Maintenance
1.
Material and equipment information – Equipment classification, equipment details, BoM, BoQ, maintenance planning and scheduling etc
2. Maintenance works specification - Standardisation of works specification, classification of maintenance works, maintenance procedures etc IV. Quality management
Manage all Quality Management across business process cycle related aspects including those related to generation, maintenance, procurement, statutory compliances/ licenses/ certificates, internal quality control/ safety / audits etc. V. Fuel Management
Fuel planning and management – fuel planning including assessing the coal linkages, evaluating fuel supply gaps, aggregation of total fuel requirement, vendor management, database and MIS management, fuel quality and quantity availability and requirement assessment, Fuel Supply Agreements (FSA) management, contract management, fuel budgeting, fuel utilization tracking etc. VI. Procurement and Materials Management
1.
Preparation and revision of periodic (monthly, yearly etc.) procurement plan based on demand including scheduling, cost implications (based on past records), budget (i.e. Activity based budgeting)
2. 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.
3. Indenting including availability checking of material in store before indenting, raising of indent with past precedence of consumption and cost, if material is not available in store, monitor the status of indent etc.
4. Suggest mode for procurement of material (proprietary, Limited Tender Enquiry, open tender, etc.) and vendors for proprietary purchase or limited tender enquiry as per system defined rules.
5.
Electronic workflow based hierarchical approval of all documents including indents, Purchase Orders, RFP etc.
6. Ability to integrate with client s external (government) web-based e-procurement system. ’
7.
Management of vendor database based on various parameters from past PO and performance
VII. Finance and accounting
Budgeting including ◦ ◦ ◦
Capital and revenue budget preparation, consolidation and approval Budget control Budget variance reporting and analysis
Generating employee payroll for all categories, including
a. b. c. d. e. f. g.
Managing wages, PF related issues Handling of component of pay Computation of various elements including taxes Computation of pay based on various compensation rules Handling of deductions, loans and advances Allow salary to be split across different payment Handling of PF, gratuity rules
VIII. Human Resource Management
1.
Managing all transactions and data related to the entire lifecycle of employee management from recruitment to separation.
2. Organization Management: This module covers the corporate structure of the organization, categories of employees, administrative powers, designations of employees, departments, hierarchy, functions and roles.
3. Policies and procedures, Service rules, maintaining service book, Employee self-service: This
4.
5.
module covers storing of all the HPPTCL policies and complete employee details in terms of employee name, dependents name, address, service history, promotion history, disciplinary history, training history, payroll related information etc. Training and Development: This module covers the training related processes of the company; training need assessment, training budget, training calendar, nominations, feedback, cost analysis, training expenditure etc. and maintenance of database with respect to training attendance, internal trainings conducted etc. Recruitment, Manpower planning: This module covers the recruitment process performed by HPPTCL (internal and external), the procedures of storing selection lists, generating merit lists, formation of interview panel, seniority lists etc. as per regulations. It also covers the procedures of manpower planning by calculating vacancies based on the differences in sanctioned and existing strength.
6. Promotion, Regularization / Probation, Appraisal process: This module covers the Performance appraisal process (KPIs, targets, ratings etc.), Promotion process (seniority lists, mandatory exams etc.) and Regularization or probation process (appraisal process conducted) as per company provisions.
7.
Disciplinary cases: This module covers the process of managing disciplinary cases in the organization as per the provisions; it is proposed that the complete workflow from reporting of a misconduct to issuing a show cause notice or initiating a disciplinary enquiry and award of punishment shall be carried out in the system.
8. Changes in Employment status: This module covers the various processes of changes in employment status such as all modes of separation (VRS, CRS, Resignation, Technical Resignation, Retirement and Death), transfers and deputation as per company provisions.
9. Leave and Attendance: This module covers the processes of managing leaves and attendance in the system; configuring the types of leaves, eligibility, reconciliation in case of sanctioned but not availed leaves etc. are few of the sub processes identified.
10. Grievance redressal and Industrial relations: This module covers the process of managing all types of grievances in the company by designing a format for the same and devising suitable workflow approvals.
11. Legal: This module covers the process of managing all types of legal processes (cases) in the company by designing a format for the same and devising suitable workflow approvals.
12. Miscellaneous: This module covers the miscellaneous processes in HPGGCL; Managing Receipt / Dispatch, Travel management, Managing Medical process, Managing House allotment, Managing Corporate Social Responsibility, Managing RTI and other queries, Management of LTC and Managing issue of NoC.
13. E-Exit: This module covers the full and final settlement processes during separation of an employee from the company such as checking of any outstanding balances, generation of leave certificate etc. as per company provisions.
14. Employee Services, including a. b. c. d. e.
Leave Management Requests for travel advances / tickets/ guest house/ vehicle Travel/ medical/ LTC etc. expense Claim Employee loans and advances Performance Appraisal and competency view
IX. File tracking, Document & Workflow Management
The bidder must ensure that the proposed ERP solution covers the document and workflow management systems. The document and workflow management system must have the following five basic components:
1.
Creating documents (memo/ file/ Daak/ reference documents etc.) in the system
2. Methods for storing and archiving documents 3. Indexing and retrieval tools to locate documents X. Project Management
1.
Ability to interface with HPPTCL s other modules like Finance and Accounting, HR Management, Procurement and Materials Management, and Assets / Plant Maintenance ‟
2. Ability to support all sub-processes of Project Planning and Execution, including Initiation, Cost Estimation, Scheduling, Initiation, Execution, Monitoring, Project Accounting
3. Ability to manage costs, allocate manpower, define timelines of activities and dependencies, approvals required etc.
4. Ability to break projects into activities, sub-activities indicating milestones with commonly used methods such as PERT and CPM.
5.
Ability to monitor estimates versus actual time for completion of each activity/ task, payments vis-à-vis milestones, use of resources etc.
6. Ability to link all financial and operational transactions related to a project to the project. XI. System Administration
1.
User role maintenance
2. Approval maintenance / delegate and bypass apprval 3. User creation XII. Others
In order to support the functions described above, the ERP Solution should also cover the following:
1.
Custom reports across functions aggregating information for various levels of management
2. Standard reports 3. Generate custom printouts based on ERP transactions 4. Dashboard for Senior Management 5.
Workflow Management
6. Business Intelligence 7.
Web portal
8. Integration with various existing and proposed systems of HPPTCL such as GCC, website, e-procurement portal etc.
