Академический Документы
Профессиональный Документы
Культура Документы
BP.080 TO BE PROCESS
RailTel Corporation of India Limited Purchasing
Disclaimer:
This document is a confidential document between Wipro Ltd. and RailTel Corporation Of India Limited. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, photocopying, recording or otherwise, without the written permission of Wipro / RCIL. This document includes confidential information related to Wipro and RCIL and shall not be distributed to any persons other than those mentioned in the distribution list herein. All product names referenced herein are trademarks of their respective companies
Document Control
Change Record
4
Reviewers
Name Prithwish Chatterjee Swarup Ghosal Chaudhary Position Wipro Project Manager Wipro Program Manager
Approver
Name Sh. Kamal Kant Kaushaik Sh. Kumar Bachchan Sh. A K Sablania Sh. Ashutosh Vasant Sh. Puran Singh Sh. Suresh Kumar Position Manager - Projects Sr. Manager - DNM GGM DNM GM - Projects GGM - Infrastructure GGM NTP Signature
Distribution
Copy No. 1 2 3 4 5 Name RailTel Project Parivartan Steering Committee RailTel Project Parivartan Core Working Group RailTel Project Parivartan Regional CWG Wipro Onsite Team Wipro Technical Team Location Gurgaon Gurgaon New Delhi/Mumbai/Secunderabad/Kolkata Gurgaon Gurgaon
Note to Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.
Contents
Document Control ..................................................................................................................... ii Introduction ............................................................................................................................... 1 About this Document.......................................................................................................... 1 How this document is organized ........................................................................................ 2 Generic Assumptions .......................................................................................................... 3 Overall Project & Procurement Flow ......................................................................................... 4 PO 01 - On Line Purchase Indent Process .................................................................................. 6 PO 02 - Purchase Indent Process ............................................................................................... 9 PO 03 - Indent Preparation & Approval ................................................................................... 11 PO 04 - Overall Procurement Tender Process (Supply Item) ................................................... 13 PO 05 - Overall Project Tender Process (Works/Service/Item) ............................................... 17 PO 06 - Open/Global Tender Process Single Packet ............................................................. 21 PO 07 - Open/Global Tender Process Two Packet ................................................................ 24 PO 08 - Limited Tender Process ............................................................................................... 27 PO 09 - Single Tender Process ................................................................................................. 30 PO 10 - Dispensation of Tender Process for Material .............................................................. 33 PO 11 - Dispensation of Tender Process for Works Contract & Execution .............................. 35 PO 12 - Procurement Process for Material (Supply Item) ....................................................... 38 PO 13 - Procurement Process for Works Contract (Supply, Installation & Commissioning) ... 41 PO 14 - Procurement Process for Execution ............................................................................ 44 PO 15 - Procurement Process for AMC (Equipments, Sections, Miscellaneous) ..................... 47 PO 16 - Procurement Process for Inspection (Material, Works Contract & Execution) .......... 49 PO 17 - Imprest/Advance Procurement Process ..................................................................... 52 PO 18 - Bank Guarantee Process ............................................................................................. 54 PO 19 - Site Readiness Process-For Material and Service ........................................................ 56 PO 20 - Inspection Process....................................................................................................... 59 PO 21 - Standard Purchase Order Process ............................................................................... 62 PO 22- Rate Contract for Material (Supply Item) ..................................................................... 65 PO 23 - Rate Contract Releases of Material (Sub PO) .............................................................. 68 PO 24 - Rate Contract for Service & Works Contract ............................................................... 71 PO 25 - Rate Contract Releases of Service & Works Contract (Sub PO) .................................. 75 PO 26 - Advance Purchase Order ............................................................................................. 78 PO 27 - Advance Purchase Order Release (Sub PO) ................................................................ 80
PO 28 - Global Purchase Agreement........................................................................................ 83 PO 29 - Maintain Purchase Order Process (Variation/Enhancement in Quantities) ............... 86 PO 30 - RFI- Request for Information (Tender Process) ........................................................... 89 PO 31 - Request for Quotation and Quotations (Tender Process)........................................... 92 PO 32 - Supplier Registration (iSupplier Module) .................................................................... 96 PO 33 PO/LOA Acknowledgement (iSupplier Module) ......................................................... 98 PO 34 - ASN Creation and Online Submission (iSupplier Module) ......................................... 101 PO 35 - Contracting Process (Procurement Contract) ........................................................... 104 PO 36 - Contracting Amendment Process (Procurement Contract) ...................................... 107 PO 37 - Approved Supplier List (ASL) ..................................................................................... 110 PO 38 Spot Purchase Process.............................................................................................. 113 PO 39 Inspection Waiver Process ....................................................................................... 116 PO 40 Delivery Period/Date of Completion - Extension ..................................................... 119 Open and Closed Issues for this Deliverable .......................................................................... 121 Open Issues..................................................................................................................... 121 Closed Issues ................................................................................................................... 121
Introduction
About this Document
RAILTEL has appointed Wipro Limited to implement Oracle E-Business Suite. The implementation spans Financials and Supply Chain Management processes. This document describes the Procurement Process for RAILTEL. The project is divided into Five Stages viz. Plan, Analyse, Design, Develop and Go-Live. The Analyse Stage covers identifying the gaps in the As-Is processes and re-designing them in order to adopt leading processes as also to harness the capability of the chosen technology. This document contains the RAILTEL Procurement process flow that would be configured onto the Oracle E-Business Suite.
Requirement Fulfillment using ERP Approach 1. Solution Type & Description: Used to designate type of solution. The types mentioned here are Screen, Manual and System. The Screen refers to the type where the data is to be entered in the screen or can be viewed in the screen. Manual type is the manual way of doing the process whether the user would be performing the process in the system or otherwise. The System type of solution is referred to when the system performs the step through automation or sub-automation. The following keys can be used for the process in the system. i. S Standard ii. W - Workaround iii. C Extension/Customization 2. Navigation Path: The path to navigate to the relevant functionality in Applications. The following acronyms have been used for navigation type: i. (T) Tab ii. (B) Button iii. (CB) Check Box iv. (F) Field
3.
Leading Practices Note: The texts in grey shade are optional activities.
Generic Assumptions
Any additional information captured in ERP through external systems will be highly dependent on the external systems. Wipro will not be responsible for the functioning or the implementation of the external systems. Customizations identified in the requirement definition document will be developed subject to the scope defined in the approved project charter.
Railtel End to End Project Flow and Integration with other Modules
General Ledger
ERP
Manual
Payables
Note: The Business plan is conceptualized by the Railtel Directors Business Plan prepared by Railtel Team / Consultants Projects are created as per the Business plan decided.
Fixed Assets
Receivables
Business
START
Business Plan
General Ledger Budget Definition as per the Business Plan Transaction posted form other Modules
Finance
Sources of the Projects Railways Pink Book Railtel Law Book Others Marketing
Projects
Note : The Approval related to the projects is further elaborated in the next flow. The Project Planning team will do the estimation and enter the budget in the system. The details estimate will be done and Indent / Requisitions will be raised with reference to the project. Detail processes related to the project are further elaborated in the document.
Project Closure
Procurement
Contract Creation
Billing END
ERP
Manual
Start
Log in to I Procurement Enter indent online using web forms and catalogs O&M activities
Find Items
Add Items , Quantity Add and Items delivery & Quantity location detail
All Departments
Submit Indent
Check Out
Review/Modify Indent
End
Finance
Finance Vetting
Date: 12-01-2013
Control Number: PO 01
Process Number: PO 01
Event
Description: This process is triggered to raise the online purchase indent. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
On line Indent will be created using web forms and catalogs. Find Items online and add quantity and delivery details. Edit, modify and review indent online. Online Indent will be submitted. Purchase Indent will be approved as per defined approval hierarchy. After approval of Online Indent, Procurement process is initiated. Supplier notified and delivers the goods as required. Receipt detail will be recorded.
Start User to enter the Indent Header details Enter the Line details Item code, Qty, Need by date, Etc Select the Organization, Location and Supplier(Optional) Capture the Charge Account, If any consumables items(without Item Code)
O&M activities
All Departments
Yes
End
No Approved Purchase Indent becomes the input for Purchase Order to be created by the Purchasing department Procurement Process PO12
Finance
Finance Vetting
Process Number: PO 02
Event
Description: This process is triggered to raise the purchase indent. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Procurement Procurement
POM_PO_PI_1 POM_PO_PI_1
PO 02.01 PO 02.02
User will create the Indent by mentioning the PR headers details like the PR type , Description Create Purchase Indent with information like item or description, quantity and (Approx) purchase price. When item not available the user should choose purchasing category and write a description. Indent preparers should select the inventory organization name, location and Supplier details (options). Select the Charge Account Number in case of Expense or Consumables items. Generate a Purchase Indent with automatic document number. Submit the purchase Indent for approval through the delegation of authority. Requester will not be able to approve Indent. Indent approval will be a workflow based process based on approval limits. Approved Purchase Indent is the input for Purchase Order Creation.
System System
Procurement
POM_PO_PI_1
PO 02.03
System
Y Y Y Y
Territory Level
Start
Regional Level
Corporate Level
RO collates all Indent/ Estimates of territory level and prepares consolidated proposal Or Indent/Estimate raised at regional level
CO collates all Indent/ Estimates of regional level and prepares consolidated proposal Or Indent/Estimate raised at corporate level
More Info
No
Yes
Yes
More Info
More Info
Finance
More Info Tender Process at Territory Level If applicable PO04-PO05 Tender Process at Regional Level PO04-PO05
More Info
oN
No
Approval as per SOP Yes Approval from TM as per SOP Finance concurrence as per SOP Yes Approval from RGM as per SOP Corporate finance concurrence as per SOP Yes More Info Approval from MD/Director as per SOP Tender Process at Corporate Level PO04-PO05 End
Process Number: PO 03
Event
Description: This process is triggered whenever an Indent is prepared and approved. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Procurement Procurement Procurement Procurement Procurement Procurement Procurement Procurement Procurement Procurement
POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2
PO 03.01 PO 03.02 PO 03.03 PO 03.04 PO 03.05 PO 03.06 PO 03.07 PO 03.08 PO 03.09 PO 03.10
Indent/Estimates are raised at territory level Indent is submitted for approval Approval is done as per SOP Final approval is done from TM as per SOP RO collates all indent/estimates of territory level and prepares consolidated proposal then it is put up for approval Approval from finance for concurrence is done as per SOP Final approval is done from RGM as per SOP CO collates all indent/estimates of regional level and prepares consolidated proposal then it is put up for approval Approval from finance for concurrence is done as per SOP Final approval is done from CMD/Director as per SOP
System System System System System System System System System System
ERP
Manual
Email B
Business Plan
Global Tender
Approved Supplier List or Fresh approved supplier list via approval PO37
Tender Document Floated Railways OFC Section Works Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget) RO collates all requisitions from territories & Prepares consolidated proposal Open Tender NIT and Tender Document uploaded on website PR Process Limited Tender CO collates all requisitions from regions & Prepares consolidated proposal Special Limited Tender Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP along with PAC issued by Region/ Corporate and approved by Director
Procurement
Discharge
Purchase Order Issued to successful bidder. Tender estimate will be revised if PO estimate increases more than tender estimate.
EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice
A Govt. Projects
Quotation Non-Acceptance
End
Counter offer/LOI
Finance
Tender cost Estimation prepared and Put up to Finance for Finance Vetting
Date: 12-01-2013
Control Number: PO 04
Process Number: PO 04
Description: This step explains the Overall Procurement Tender process for material.
Event
Description: This process is triggered Whenever a Tender is created for material. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Generation
POM_TP_ RG_1
PO 04.1
Indent/Estimates
POM_RP_ EP_2
PO 04.2
Tender Document
POM_TP_ TD_2
PO 04.3
Requirement for floating the tender is triggered from the various sources. Business Plan (Long Term & Short Term) Railway Project OFC section works Other Railway Projects Other Customer projects O&M activities Customer Lead Government Project Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated. Tender are of various types, open tender, limited tender, special limited tender, Global tender, single tender and quotation. Respective tender document is created. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. As required tender is floated to selected supplier from approved supplier list. Prebid meeting is done and tender document is changed accordingly Response is received from various vendors.
Manual
System
System
POM_TP_ TE_3
PO 04.4
System
AS IS Process
AS IS ID #
Process ID #
Description Mode Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. Purchase Order is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
ERP
Manual
Business Plan
Global Tender
Approved Supplier List or Fresh approved supplier list via approval PO37
Tender Document Floated Railways OFC Section Works Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget) RO collates all requisitions from territories & Prepares consolidated proposal Open Tender NIT and Tender Document uploaded on website PR Process Limited Tender CO collates all requisitions from regions & Prepares consolidated proposal Special Limited Tender Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP along with PAC issued by Region/ Corporate and approved by Director
Other Railways Project Purchase Indent/ Estimates raised at regional Level Other Customer Project
Discharge
Project
LOA Issued to successful bidder. Tender estimate will be revised if LOA estimate increases more than tender estimate.
EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice
End
Counter offer/LOI
Finance
Tender cost Estimation prepared and Put up to Finance for Finance Vetting
Date: 12-01-2013
Control Number: PO 05
Process Number: PO 05
Description: This step explains the Overall Project Tender process for Service and Work Contract.
Event
Description: This process is triggered Whenever a Tender is created for service and works contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Generation
POM_TP_ RG_1
PO 05.1
Indent/Estimates
POM_RP_ EP_2
PO 05.2
Tender Document
PO 05.3
PO 05.4
Requirement for floating the tender is triggered from the various sources. Business Plan (Long Term & Short Term) Railway Project OFC section works Other Railway Projects Other Customer projects O&M activities Customer Lead Government Project Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated. Tender are of various types, open tender, limited tender, special limited tender, Global tender, single tender and quotation. Respective tender document is created. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. As required tender is floated to selected supplier from approved supplier list. Prebid meeting is done and tender document is changed accordingly Response is received from various vendors. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive
Manual
System
System
System
AS IS Process
AS IS ID #
Process ID #
Description Mode EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
Start
Project Budgeting Process PRJ05 Tender processing officer is nominated RO collates all requisitions from territories & Prepares consolidated proposal
Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget)
Discharge
Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP
Purchase Order/LOA Issued to successful bidder. Tender estimate will be revised if LOA/PO estimate increases more than tender estimate.
EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice
A Negotiation may done with supplier Non-Acceptance Acceptance Supplier Registration Process PO32
Counter offer/LOI
End
Finance
Tender cost Estimation prepared and Put up to Finance for Finance Vetting
Process Number: PO 06
Description: This step explains the Open/Global Tender process for Single Packet.
Event
Description: This process is triggered Whenever an Open Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Indent/Estimates
POM_RP_ EP_2
PO 06.1
PO 06.2 PO 06.3
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated for Open/Global Tender Single Packet. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. Response is received from various vendors. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. PO/LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit.
System System
Y Y
AS IS Process
AS IS ID #
Process ID #
Start
Project Budgeting Process PRJ05 Tender processing officer is nominated RO collates all requisitions from territories & Prepares consolidated proposal
Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget)
Price bid kept in seal packet with executive along with seal of RCIL and sign. of TOC and all bidders
B C
Tender cost Estimation prepared and Put up to Finance for Finance Vetting and approval as per SOP
Discharge
Purchase Order/LOA Issued to successful bidder. Tender estimate will be revised if LOA/PO estimate increases more than tender estimate.
EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice
Non-Acceptance
Acceptance
Finance
Tender cost Estimation prepared and Put up to Finance for Finance Vetting
Process Number: PO 07
Description: This step explains the Open/Global Tender process for Two Packet.
Event
Description: This process is triggered Whenever an Open Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Indent/Estimates
POM_RP_ EP_2
PO 07.1
PO 07.2 PO 07.4
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated for Open/Global Tender Two Packet. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. Prebid meeting is done and tender document is changed /modified accordingly. Prebid queries are published on website also. Response is received from various vendors. Tender document (Technical) is opened by nominated TOC Price bid kept in seal packet with executive along with seal of RCIL and sign. of TOC and all bidders Briefing note is prepared by executive. EMD is hand over to finance and briefing note is vetted by finance. TC nomination is done. Vetted Briefing note put up to TC and TC prepares the technical observation. Technical minutes sent to competent authority for approval. EMD and unopened price bid returned to unsuccessful bidder
Manual
System System
Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode Price TC opened by nominated TOC Notification is sent to all successful bidders of price bid for opening. Comparative sheet and Briefing note are prepared by executive Comparative sheet and briefing note are vetted by finance. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. PO/LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidders.
Start
Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget)
Discharge
Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP
Purchase Order/ LOA Issued to successful bidder. Tender estimate will be revised if LOA/ PO estimate increases more than tender estimate.
EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice
Counter offer/LOI
End
Finance
Tender cost Estimation prepared and Put up to Finance for Finance Vetting
Process Number: PO 08
Event
Description: This process is triggered Whenever a Limited Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Indent/Estimates
POM_RP_ EP_2
PO 08.1
Tender Document
PO 08.2
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated and Limited tender is floated to selected vendors. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published on RailTel website also. As required tender is floated to selected supplier from approved supplier list or fresh approved supplier list can be created before floating the tender document. Prebid meeting may be done and tender document is changed accordingly if required. Response is received from various vendors. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation.
System
System
PO 08.3
System
AS IS Process
AS IS ID #
Process ID #
Description Mode Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
Start
Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget)
Discharge
Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP. Along with PAC issued by region/ Corporate (with vetting) and approval by director/ Corporate
Purchase Order/LOA Issued to successful bidder. Tender estimate will be revised if LOA/PO estimate increases more than tender estimate.
Non Acceptance
Counter offer/LOI
End
Finance
Tender cost Estimation prepared and Put up to Finance for Finance Vetting
Process Number: PO 09
Event
Description: This process is triggered Whenever Single Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Indent/Estimates
POM_RP_ EP_2
PO 09.1
PO 09.2 PO 09.3
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting, along and with PAC issued by region (with vetting) and approval by director/corporate. Tender Processing officer is nominated and Singe tender is floated to vendor. As per SOP and schedule of work, Tender process is followed and floated. As required tender is floated to selected supplier from approved supplier list or fresh approved supplier list can be created before floating the tender document. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. LOA is issued to successful bidder and acknowledgment is received.
System
System System
Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
Start
Comparative statement is prepared by the executive and sent to finance for vetting
Successful bidder deposit various documents like PBG, Security Deposit (Optional)
End
Finance
Finance Vetting
Territory/Region/ Corporate
Process Number: PO 10
Description: This step explains the Dispensation of Tender process for Material.
Event
Description: This process is triggered Whenever Dispensation of Tender Process is done. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process
POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4
PO 10.1
Dispensation of tender is requested on urgent basis for extension of maintenance activity or last mile. Executive processes the dispensation of tender process. RFQ document is created and sent to approve suppliers or Fresh Suppliers. Quotations are called from various suppliers. Comparative statement is prepared and sends to finance for vetting then it is sent to competent authority for approval. Purchase Order is issued to successful bidder
System
PO 10.2
System
PO 10.3
System
PO 10.4
System
PO 10.5
System
PO 10.6
System
ERP
Manual
Start
Procurement
Comparative statement is prepared by the executive and sent to finance for vetting
Successful bidder deposit various documents like PBG, Security Deposit (Optional)
End
Finance
Finance Vetting
Territory/Region/ Corporate
Date: 12-01-2013
Process Number: PO 11
Description: This step explains the Dispensation of Tender process for Service & Works Contract.
Event
Description: This process is triggered Whenever Dispensation of Tender Process is done. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process
POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4
PO 11.1
Dispensation of tender is requested on urgent basis for extension of maintenance activity or last mile. Executive processes the dispensation of tender process. RFQ document is created and sent to approve suppliers or Fresh Suppliers Quotations are called from various suppliers. Comparative statement is prepared and sent to finance for vetting then it is sent to competent authority for approval. LOA is issued to successful bidder
System
PO 11.2
System
PO 11.3
System
PO 11.4
System
PO 11.5
System
PO 11.6
System
Start
Advance Purchase Order Standing Bank Guarantee Submission from Supplier Rate Contract
Inspection
Outside
RailTel Uses the item to the site or RailTel deliver the item to the site
Procurement
End
End
Finance
Process Number: PO 12
Event
Description: This process is triggered Whenever a purchase order is raised for material procurement. Source: RAILTEL Project Team/AS-IS Document
AS IS ID #
POM_PO_PC_3
PO 12.1
Purchase Order is created as per the requirement in the tender with the successful bidder. Purchase Order can be of multiple types like Standard PO, APO and RC. Purchase Order is issued to successful bidder after finance vetting. Standing BG is submitted from supplier against APO and RC. BG is submitted and accepted from supplier against Standard PO and Sub-Pos against APO & RC. Supplier offer RailTel for carrying Inspection. Inspection can be from nominated agency either from ASL or by RailTel officials. If Inspection is from outside, nomination of inspection authorized agency is done from ASL and Payment to inspection authority is made. Inspection report is entered in to the system. PO will be amended to change the consignee detail with the executive approval.
POM_PP_PO_4
PO12.2
System
Inspection
POM_PO_IP_4
PO 12.3
System
None
None
PO 12.4
System
POM_PO_RD_5 POM_RP_TS_4/P
PO 12.5 PO 12.6
Item is delivered at store RailTel uses the item to the site or RailTel deliver the item to the site. Warranty will be applicable after delivery of Item as per PO condition.
System System
Y Y
AS IS Process AT
AS IS ID #
OM_PP_FT_5
Start
LOA will be amended to change the consignee detail with executive approval
Project
End
End
Finance
RAILTEL Process: Procurement Process for Service & Works Contract Control Number: PO 13
Process Number: PO 13
Description: This step explains the procurement process for service & Works Contract.
Event
Description: This process is triggered Whenever a LOA is created for service and Works Contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
LOA document is created and region wise distribution can also be happen. LOA is issued to successful bidder after finance vetting. LOA is accepted and Bank Guarantee is submitted from supplier. Contract agreement is prepared with successful bidder and it is sent for legal vetting. Contractor offer RailTel for carrying Inspection Inspection can be from nominated agency either from ASL or RailTel officials. Fresh nomination of agency can also be done. If inspection is from outside, nomination of inspection authorized agency is done from ASL and Payment to inspection authority is made. Consignee detail can be changed by amending the consignee detail in LOA. LOA will go for executive approval. Service/Item is delivered to site/Store. Vendor does I&C at site after site readiness.
System
System System
Y Y
None Receiving/Delivery
PO 13.6 PO 13.7
System System
Y Y
Inspection/FAT
POM_PP_FT
PO 13.8
AS IS Process
AS IS ID #
_5/POM_RP _TS_4
PAC is released after AT, Part PAC can also be released as per LOA terms & condition FAC will be issued after PAC release as per LOA terms & condition Warranty will be applicable after delivery as per LOA terms & condition
ERP
Manual
Start
Project
End
Finance
Contract agreement is sent for legal vetting Optional for Execution works at RO
Date: 12-01-2013
Control Number: PO 14
Description: This step explains the procurement process for Execution. Description: This process is triggered Whenever LOA is raised for execution activity. Source: RAILTEL Project Team/AS-IS Document
AS IS Process LOA Creation LOA Creation None None Receiving/D elivery None
AS IS ID #
POM_PO_ PC_3 POM_PP_ PO_4 None POM_RP_ TP_5 POM_PO_ RD_5 None
LOA document is created and region wise distribution can also be happen. LOA is issued to successful bidder after finance vetting. LOA is accepted and Bank Guarantee, Security Deposit is submitted from supplier. Contract agreement is prepared with successful bidder and it is sent for legal vetting. Work Confirmation of Service is entered for service receiving. In case of Material requirement like Duct, Cable at site an Indent will be raised to issue the material from store to site. Stock is transferred from store to site. SI conducts AT in coordination with RailTel executive PAC is released after AT, Part PAC can also be released as per LOA terms & condition FAC will be issued after PAC release as per LOA terms & condition
System
Y Y Y
Inspection/F AT
PO 13.7
System
Start
End
Project
Finance
Process Number: PO 15
Description: This step explains the procurement process for AMC work.
Event
Description: This process is triggered Whenever LOA is raised for AMC work against Work Order and Purchase Indent. Source: RAILTEL Project Team/AS-IS Document
AS IS ID #
LOA document is created and region wise distribution can also be happen for AMC work. LOA is issued to successful bidder after finance vetting. LOA is accepted and Bank Guarantee is submitted from supplier. Contract agreement is prepared with successful bidder and it is sent for legal vetting. Work Confirmation of Service is entered for service receiving.
System
System System
Y Y
ERP
Manual
Start
Service PO is created for Inspection Charges with Supplier Ship to and Bill to details
Procurement Procurement
Give Distribution detail location wise and delivery schedule for item delivery
Yes
PO approved
Approve PO
End
Finance
Date: 12-01-2013
Control Number: PO 16
Process Number: PO 16
Description: This step explains the procurement process for Inspection Charges.
Event
Description: This process is triggered Whenever Payment for Inspection Charges is done. Source: RAILTEL Project Team/AS-IS Document
AS IS ID #
Service Purchase Order is created for Inspection charges with supplier details. Service amount/quantity, service fulfillment date is entered. Shipment detail is entered Distribution detail location wise is entered for service delivery information Service Purchase Order is submitted for approval for finance vetting Automatic notification will be sent to buyer for confirmation of LOA approval. Inspection report is submitted to project executive.
Start
Item/Service, Quantity, UOM and receiving location for receipt line is specified
End
Finance
Process Number: PO 17
Event
Description: This process is triggered Whenever unordered receipt is made without valid Purchase Order. Source: RAILTEL Project Team/AS-IS Document
AS IS Process None None None None None None None None None
AS IS ID #
Unordered receipt of Item/Service detail is created Item/Service, Quantity, UOM and receiving location for receipt line is specified Generate new receipt or add unordered receipt lines to an existing receipt Receipt header information is entered and transaction is submitted Purchase Order is created to match the receipt lines Unordered receipt and receipt lines is searched to match with PO document number Unordered receipt line is submitted for matching Receiving of Item/Service is done in the system Final delivery is created of Item/Service.
Purchase Order Extension of Bank Guarantee date & Performance Bank Guarantee will sent to bank Yes for confirmation. System alert will go to finance for bank guarantee date extension
Start
Letter of Award
Supplier Bank Guarantee will be released after PO/LOA fulfillment/Encashment in case of default/termination
Rate Contract
Legal
Process Number: PO 18
Event
Description: This process is triggered to track the Bank Guarantee and Extension activity. Source: RAILTEL Project Team/AS-IS Document
AS IS Process None None None None None None None None None
AS IS ID #
Performance Bank Guarantee is required for PO, LOA, Sub RC and Sub APO. Standing Bank Guarantee is required for APO and RC PBG and Standing BG is sent to bank for confirmation After confirmation PBG is sent for legal vetting After legal vetting, PBG is submitted to finance for safe custody If delivery period of service Purchase Order or LOA get extends then extension of bank guarantee date & PBG will be sent to bank for confirmation After Bank confirmation, it is submitted to finance for safe custody Supplier bank guarantee will be released after PO/LOA fulfillment If delivery does not get extend, Supplier BG will be released after PO/LOA fulfillment.
ERP
Manual
Procurement
Yes
Executive will check & show drop down menu for readiness of activity
Activities can be like for I&C activity: Fiber through & Terminated from BS to BS Power Supply-AC Power Supply-DC, Battery, Chargers Rack Installation Space Earthing etc.
Yes
Executive will check & show drop down menu for readiness of activity
Activities can be like: Proposed route Plan Approval from Railways/other authority along with offset boundary lines ROW permission Duct Availability OFC Availability etc..
End
Date: 12-01-2013
Process Number: PO 19
Description: This step explains the Installation & Commissioning/Site readiness activity.
Event
Description: This process is triggered to fulfill pre-requisite activity before doing the Installation and Commissioning. Source: RAILTEL Project Team/AS-IS Document
AS IS ID #
None
None
PO 19.10
PO/LOA is issued for Material/Work/Execution process Notification will be sent to concern stores for space check Concern store checks the space availability of material Executive will check and enter detail for readiness of activity for works Various activities are required to check before I&C activities like: Fiber through & Terminated from BS to BS Power Supply AC Power Supply DC, Battery, Chargers Rack Installation etc.. Concern authority will put suitable remarks for readiness/non-readiness Pre-requisite activity will be defined for execution activity Executive will check and enter detail for readiness of activity for execution Various activities are required to check before execution: Proposed Route Plan Approval from railways authority along with offset boundary lines Duct availability OFC availability etc..boundary lines Duct availability OFC availability etc.. Concern authority will put suitable remarks for readiness/non-readiness
Y Y Y Y
System
PO 20 - Inspection Process
Inspection Process
ERP
Manual
Procurement
End
RailTel
Start
Inspection
Outside Agency
End
In case of FAT/AT outside India agreement in between RailTel and Supplier is mandate, without agreement (Formal) no official of RailTel can go outside of India
Date: 12-01-2013
Control Number: PO 20
Process Number: PO 20
Event
Description: This process is triggered whenever Inspection is required. Source: RAILTEL Project Team/AS-IS Document
AS IS ID #
Supplier/Contractor offer RailTel for carrying Inspection Inspection can be done by RailTel team or Outside agency In case of RailTel team, Inspection is done by RailTel officials Inspection report is submitted to Project executives Inspection report is entered in to the system In case of Outside agency, nomination of Inspection authorized agency is done either by ASL, or by RailTel officials Outside agency submits the inspection report to project executive Inspection report is entered in to the system
ERP
Manual
Start
Identify the standard items that are not frequently used for creating the standard purchase order
Create standard purchase order with Supplier, Ship to and Bill to details
Give Distribution detail location wise and delivery schedule for item delivery
No
Yes
Finance
Finance Vetting
Date: 12-01-2013
Control Number: PO 21
Process Number: PO 21
Event
Description: This process is triggered to raise the standard purchase order. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Identify the standard items that are not frequently used for creating the standard purchase order. Create standard purchase order with details like Supplier information, Ship to and Bill to shipment and delivery. Give item details, quantity, need by date and promise date. Enter shipment information for item shipment. Give distribution detail location wise for item delivery at various location Charge account related information will be automatically generated Approve the purchase order and purchase order approval will be a workflow based process based on approval limits. Automatic notification will be sent to the buyer after document approval.
Start
Identify the items that are frequently needed from the same supplier for creating the RC
Agree the amount with the supplier. This amount should get deducted whenever the RC is released
No
Procurement
Save the Document, the document No generates automatically and Submit for Approval
End
Finance
Finance Vetting
Process Number: PO 22
Description: This step explains the Rate Contract Process for Material
Event
Description: This process is triggered to create the rate contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 22.01
If a department frequently needs supplies or services from the same supplier, Procurement may establish a blanket purchase order. Blanket purchase orders are established for varying periods, and allow the department to order directly from the supplier. The blanket purchase order contains ordering and billing instructions, a price agreement, and a description of the goods or services that can be ordered. Header Level Information. - Select Blanket Agreement from LOV. - Select Supplier Name and Site. - Select Ship To and Bill To Locations - Enter Total Agreed Amount of Agreement (Optional). Buyer will select the Appropriate line type as below : - Goods : Inventory Item or Expensed Item In case of goods quantity field will not be activated only unit price can be entered where as in case of service both quantity and unit price cant be entered. Terms and condition can be entered like Payment terms, Shipment details and Control dates. Generate Blanket Purchase Agreement with automatic document number. Blanket Agreements are sent for approval according to pre-defined approval
System
None
None
PO 22.02
System
Y Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode hierarchies that are set up within Oracle Purchasing. Once the Blanket Agreement is approved Blanket releases can be prepared against Blanket Agreement. Automatic notification will sent to Buyer after approved the document.
None
None
PO 22.06
System
ERP
Manual
Start
Create a RC release if any item is required from the supplier for which RC is already created
Enter the details like the qty that needs to be released, Promised date and Shipment details
Procurement
NO Rate Contract PO22 End Automatic notification to Buyer PO Agreement Approved ? Save the Document, the document No generates automatically and Submit for Approval
Yes
Finance
Finance Vetting
Date: 12-01-2013
Control Number: PO 23
Process Number: PO 23
Event
Description: This process is triggered Whenever release is done against the Rate Contract of Materail. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 23.01
None
None
PO 23.02
Blanket release creation is equivalent to creating a standard Purchase Order. A release can be created from the PR directly against the BPA. Select the Approved PR number from Auto Create pool and select the Create type as Automatic or Manual Select Blanket Agreement number from List. Select the Line number. Enter quantity, Promised date , Etc On Blanket Release shipment information can needs to be entered. Blanket Release is sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. Automatic notification will sent to Buyer after approved the document.
System
System
Y Y Y
ERP
Manual
Start
Identify the Work Execution/ Service for which Rate Contract is created
Agree the amount with the supplier. This amount should get deducted whenever the RC is released
No
Project
Save the Document, the document No generates automatically and Submit for Approval
End
Finance
Finance Vetting
Date: 12-01-2013
Process Number: PO 24
Description: This step explains the Rate Contract Process for Service & Works Contract.
Event
Description: This process is triggered to create the rate contract for service and Works Contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 24.01
If a department frequently needs supplies or services from the same supplier, Procurement may establish a blanket purchase order. Blanket purchase orders are established for varying periods, and allow the department to order directly from the supplier. The blanket purchase order contains ordering and billing instructions, a price agreement, and a description of the goods or services that can be ordered. Header Level Information. - Select Blanket Agreement from LOV. - Select Supplier Name and Site. - Select Ship To and Bill To Locations - Enter Total Agreed Amount of Agreement (Optional). Buyer will select the Appropriate line type as below : - Goods : Inventory Item or Expensed Item In case of goods quantity field will not be activated only unit price can be entered where as in case of service both quantity and unit price cant be entered. Terms and condition can be entered like Payment terms, Shipment details and Control dates. Generate Blanket Purchase Agreement with automatic document number. Blanket Agreements are sent for approval according to pre-defined approval
System
None
None
PO 24.02
System
Y Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode hierarchies that are set up within Oracle Purchasing. Once the Blanket Agreement is approved Blanket releases can be prepared against Blanket Agreement. Automatic notification will sent to Buyer after approved the document.
None
None
PO 24.06
System
ERP
Manual
Start
Create a RC release if service is required from the supplier for which RC is already created
Enter the details like the amount/Quantity that needs to be released, Promised date and Shipment details
Project
Yes
Save the Document, the document No generates automatically and Submit for Approval
Finance
Finance Vetting
Date: 12-01-2013
Process Number: PO 25
Description: This step explains the Rate Contract Release of Service & Works Contract.
Event
Description: This process is triggered Whenever release is done against the Rate Contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 25.01
None
None
PO 25.02
Blanket release creation is equivalent to creating a standard Purchase Order. A release can be created from the PR directly against the BPA. Select the Approved PR number from Auto Create pool and select the Create type as Automatic or Manual Select Blanket Agreement number from List. Select the Line number. Enter quantity, Promised date , Etc On Blanket Release shipment information can needs to be entered. Blanket Release is sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. Automatic notification will sent to Buyer after approved the document.
System
System
Y Y Y
Start
Identify the items that are required for long term from the same supplier for creating the advance purchase order
Agree the amount and price with the supplier. This amount and quantity get deducted whenever advance purchase is released
Give the item/service details for which the advance purchase is needed
End
Finance
ON Yes Advance Purchase Order approved Save the document, the document number generates automatically and submit for approval Enter terms & conditions and tentative delivery schedules Finance Vetting
Process Number: PO 26
Event
Description: This process is triggered Whenever Advance Purchase Order is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Identify the items that are required for long term from the same supplier for creating the planned purchase order Agree the amount and price with the supplier. This amount and quantity get deducted whenever release is done against the purchase order. Give item/service details for which the planned purchase order is needed Minimum release, quantity agreed, note to supplier can be entered Enter terms & conditions and tentative delivery schedules is fixed Save the document and document number generates automatically Planned Purchase order is sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. Automatic notification is sent to buyer after approval of document
ERP
Manual
Start
Create a schedule release, if any item is required from the supplier for which the advance purchase order is already created
Enter details like quantity needs to be released, promise date and shipment details
End
Finance
ON Yes Schedule release approved Save the document, the document number generates automatically and submit for approval Finance Vetting
Date: 12-01-2013
Control Number: PO 27
Process Number: PO 27
Description: This step explains the release process of Advance Purchase Order.
Event
Description: This process is triggered Whenever release is done. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Create a schedule release for which the planned purchase order is already created. Query the approved PR from Autocreate pool Enter schedule release number in release header and quantity detail that needs to be released Save the document number and document number generates automatically Automatic notification will sent to Buyer after approved the document.
ERP
Manual
Start
End
Yes
Create standard purchase order in operating unit by taking the reference of global purchase agreement
No
Finance
Finance Vetting
Date: 12-01-2013
Control Number: PO 28
Process Number: PO 28
Event
Description: This process is triggered to raise the global purchase agreement. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Setup and Supplier and supplier site for all operating units, Supplier site name should be same in all operating units for global agreements. Create blanket agreement and check global box in header for global agreements Enable multiple operating units for global blanket agreement and approve the GPA. Now, create the standard purchase order in another operating unit by taking the reference of global agreement Check global agreement in owning organization, it is updated with order quantity from another operating unit. Automatic notification will be sent to the buyer after document approval
ERP
Manual
Start
Control Actions Select the Control options like cancel, close, hold, Etc
Modify the portion of the PO like Variation in PO Quantity, Tolerances, Dates, Etc.
No Approved PO ?
PO Approval Process
End
Yes
Finance
Finance Vetting
Date: 12-01-2013
Control Number: PO 29
Process Number: PO 29
Event
Description: This process is triggered Whenever purchasing document is maintained. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Open the Purchase orders for modify the details Make the Changes like quantity, Terms and conditions, Etc and save the document. System generates the Revision number for the Purchase order and status will be changed automatically as Requires Re-Approval for Approved PO POs are sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. In case of any cancellation of PO, Hold, etc Cancellation of PR Save the Document, so system applies specific controls on the Document
RFI Process
Procurement Process PO12-PO13
Yes Purchase Indent PO01-PO02 Does Rate Contract Exists?
ERP
Manual
End
Start
No
Search for new Suppliers from database, market research, referrals, Web search
Is Supplier Registered?
Yes
No
Procurement
End
Float the final RFI to all the suppliers mentioning the submission timelines
Yes
Supplier Selected?
Yes
No
End
End
Supplier rejected
Answer to Queries
Supplier
Supplier Queries
Date: 12-01-2013
Control Number: PO 30
Process Number: PO 30
Event
Description: This process is triggered as and when organization wants information from suppliers Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
After the PR is created, a RFI is created by the sourcing to get information from the suppliers Create a template for send RFI to the supplier Enter Business Terms and conditions for RFI Enter Item Defaults for the RFI Select Response Controls for the RFI like opening the RFI immediately, suppliers can see other suppliers notes etc Review and Submit the RFI RFI is received by the suppliers. Suppliers need to update and submit the RFI. Short listing of the suppliers is done for RFQ/ RFP/Reverse Auction/ Negotiation after audit
RFQ/RFP Process
ERP
Manual
Legal
No
Yes
Start
RFQ
Prepare the RFQ comprising legal and commercial terms and condition
Forward the legal terms and conditions to legal department for review
Float the Final RFQ to the shortlisted supplier mentioning submission timelines
Procurement
Offline
End oN Any Correction? Review and Validate Response Yes Response Received Auto alerts to supplier/Remind the supplier , follow up with supplier Yes Answer the queries Submit the updated RFQ as per timelines Supplier Queries Receive the RFQ along with predefined submission timelines
No
Online
End
Supplier
ERP
Manual
RFI Process PO30 End Start Call the shortlisted supplier for negotiations RFQ Process PO31 Contract Creation Process Yes Ask Final quotes & cost breakup sheet from supplier Receive & Compile cost breakups Call supplier for final negotiation & discussion
Procurement
End
Supplier
Process Number: PO 31
Description: This step explains the process of creating the RFQ and Quotations.
Event
Description: This process is triggered as and when organization wants to float the request for quotations and get Quotations from suppliers Source: RAILTEL Project Team/AS-IS Document AS IS ID # None Process ID # Description Mode PO 31.01 RFI/ RFQ can be created in two ways: one through sourcing and one manual (email). In the system, buyer can directly enter the RFQ Header information or it can be created from Indent using Auto create functionality. Buyer should be able to input the required information like terms and conditions, payment terms, Supplier note (If any), Shipment details Assign the Supplier list to communicate to vendors about the new item details. RFQ numbering will be automatic. Change the RFQ status as ACTIVE and send the communications to suppliers Quotation can be converted from RFQ information Based on the Best bid, Enter the Price details, Terms and conditions in Quotation Approve a single/Entire quotation line from the list System Requirement Fulfillment using ERP Approach (Y/N) Y
AS IS Process
None
None
None
PO 31.02
System
Y Y Y Y Y Y
Start
Supplier
End
No Reverse Auction Process Issue login id & Password for future transaction Online Template received for evaluation
Yes
Is supplier acceptable
Procurement
End
User
Process Number: PO 32
Event
Description: This process is triggered to define the supplier in the system. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Supplier Registration can be done manually or through isupplier portal. For manual process, suppliers need to be registered manually in the application. To register through isupplier portal, go to the web based portal and open the registration template Fill in the details of the supplier to be registered Issue the login details to the Supplier if acceptable by the Purchasing department else notify the supplier
ERP
Manual
User
PR Returned to User
Yes
A
Is PR Required to be Amended
No
PO Amended
Receipt of Amended PR
Procurement
Start
Supplier
Change Requested
Acceptance Received
End
Accepted
Acceptance Communicated
Rejected
End
Date: 12-01-2013
Control Number: PO 33
Process Number: PO 33
Event
Description: This process is triggered Whenever PO is acknowledged. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Approved PO with Acceptance required flag set as Yes goes to supplier for acceptance Supplier gets a notification for acceptance for a PO Supplier can accept the PO/ reject the PO or request changes If acceptance is not provided by the supplier, PO needs to be cancelled. If acceptance is given by the supplier, the PO is ready for further processing. If change is requested by the supplier, the PR/ PO needs to be amended accordingly
ERP
Manual
End
Procurement
Start
No
Start
Submit ASN
Payment Tracking
Supplier
End
Submit Invoice
Date: 12-01-2013
Control Number: PO 34
Process Number: PO 34
Description: This step explains the advance shipment notification number and online submission process.
Event
Description: This process is triggered Whenever ASN is communicated to the buyer. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Supplier can track the PO pending status through isupplier portal Supplier can create / amend ASN Supplier can open the online invoice form to create and submit invoice
Contracting Process
ERP
Manual
Legal Department
Start
End
Approved
No Inputs to Standard Contract Template Standard Terms & Condition Submit online for legal approval Negotiate the terms with the suppliers Quote Analysis & Negotiation PO31 Create draft contract from standard contract template End
Procurement
Start
Contract
Purchasing Process PO12-PO13 Yes Receive alerts on important due dates Update Contract in Contract Repository
End
Supplier
Give Inputs online/manually on the terms to be discussed No Receive draft contract online or manually for review Contract Terms acceptable Give acceptance on line , Sign-off the contract
Yes
Date: 12-01-2013
Control Number: PO 35
Process Number: PO 35
Event
Description: This process is triggered Whenever contract is done with the supplier. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 35.01
None
None
PO 35.02
None
None
PO 35.03
None
None
PO 35.04
Oracle Procurement Contracts enables to define a standard set of templates to easily default contract terms for contracts authored by your organization. Create templates that include both clauses and deliverables. Sections are headings under contract clauses are organized. The headings provide structure and organization to a printed contract document. Define sections that can be used in authoring templates and contracts. A standard clause is the text that describes the legal or business language used to author a contract. Clauses are drafted based on both business and statutory requirements. Setting up Contract types - When users create Repository contracts in Oracle Contracts, they must select and assign one of the user-defined contract types, such as Non-Disclosure Agreement and Partnership Agreement, to the contract. Similarly setup risks and contract roles also in the contracts set up Create drafts from standard contract templates and get it approved. Give inputs on the terms to be discussed to the supplier Once getting the signoff from the supplier, contracts can be updated in the contracts library
System
System
System
System
Y Y Y
ERP
Manual
Legal Department
Approved
No
Procurement
End
Start
Supplier
Start
Request for revision in existing contract Give Inputs online/ manually on the terms to be discussed
No
Yes
Date: 12-01-2013
Control Number: PO 36
Process Number: PO 36
Event
Description: This process is triggered to amend the procurement contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
Query the template that needs to be revised. Change the terms and conditions in the approved template. Submit the revised contract for approval Give inputs on the terms to be discussed to the supplier Once getting the signoff from the supplier, contracts can be updated in the contracts library
ERP
Manual
Start
No
Float the RFQ and get Quotations for the item from the suppliers
Yes
Select the Supplier Name and Site that can be associated with the item based on the quotation
End
Each Department will maintain its own ASL, but the main custodian with all the details will be with finance of CO and Region in case of Execution
Date: 12-01-2013
Control Number: PO 37
Process Number: PO 37
Event
Description: This process is triggered Whenever supplier is approved for procurement of specific item. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 37.01
Approved Supplier Lists in Oracle is the term used to describe a list of items and commodities that have approved sources from a list of suppliers. Enter the Item code which wants to associate with Approved Supplier list Enter the Supplier name and Site details based on the quotation Create the Link between supplier and Item and update the status Approved Update the Blanket Agreement number to default the price details in Delivery releases and save the document
System
Y Y Y
ERP
Manual A
Start
Item Available
No
Yes
Yes No Item will be utilized from Stores, If it is above minimum threshold limit only No Committee nominated by authority, Minimum 2 members are required for committee, one will be from finance
Procurement
PO approved
Yes
Yes No Item is received as per Item type asset/Expense Purchase Order raised to higher authority as per their annual celling limit PO12
A Invoice will be adjusted against the Prepayment for Purchased Item AP02
Finance
End
Supplier
Prepayment
Finance Vetting
Date: 12-01-2013
Control Number: PO 38
Process Number: PO 38
Event
Description: This process is triggered Whenever Spot purchase is done by committee. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None None None None None
Process ID #
Description Mode
None None None None None None None None None None
PO 38.01 PO 38.02 PO 38.03 PO 38.04 PO 38.05 PO 38.06 PO 38.07 PO 38.08 PO 38.09 PO 38.10
As per on-hand availability of Item, Indent will be raised. Authority will be defined as a Supplier in the system Annual ceiling of authority will be defined as a prepayment in the payables Minimum two committee member is nominated by authority, one will be from finance. Committee will confirm available prepayment in the payables before doing the survey in the market. Survey report will be submitted to authority by committee members PO will be raised to authority of total invoice bill Item is received as per item type asset/expense PO Invoice will be adjusted against the prepayment Payment will deduct from total prepayment.
System System System System System System System System System System
ERP
Manual
Start
Procurement
End
Finance
Date: 12-01-2013
Control Number: PO 39
Process Number: PO 39
Event
Description: This process is triggered whenever waiver is given for Inspection. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
TAA decides inspection waiver of some equipment in case of urgency Inspection authority can be RailTel or Outside agency. Supplier is advised to ask for waiver certificate from RailTel authority Case Put up to TAA for waiver Department issues waiver certificate to region as well as supplier Material is received without certificate System will generate waiver certificate document Invoice, Bill and Payment is done accordingly.
PO approved
Yes
Material
End
Procurement
Start
Service Date of Commissioning Extension LOA will be amended, System will check actual position from iSupplier LD will be applicable or Not decided at the time of LOA amendment Bank Guarantee date extension
LOA approved
Yes
End
Finance
Process Number: PO 40
Event
Description: This process is triggered whenever Delivery Period/Date of Completion is extended. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None None None None None None None None None None
Process ID #
Description Mode
None None None None None None None None None None None None None None None
PO 40.01 PO 40.02 PO 40.03 PO 40.04 PO 40.05 PO 40.06 PO 40.07 PO 40.08 PO 40.09 PO 40.10 PO 40.11 PO 40.12 PO 40.13 PO 40.14 PO 40.15
Delivery Period of material is extended and reason for extension is entered PO will be amended and it goes for approval, System will check actual position from iSupplier Delivery Period will be extended LD will be applicable or not decided at the time of PO amendment Bank Guarantee date will also be extended System alert will go to finance for bank guarantee date extension Receiving of material is done on new delivery date DOC of services is extended and reason for extension is entered LOA will be amended and it goes for approval, System will check actual position from iSupplier DOC period will be extended LD will be applicable or not decided at the time of LOA amendment Bank Guarantee date will also be extended System alert will go to finance for bank guarantee date extension Receiving of service is done on new delivery date Invoice, Bill and Payment is done accordingly.
System System System System System System System System System System System System System System System
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date
POM_PP_BP_1 POM_PP_ES_2 POM_PP_TP_3 POM_PP_PO_4 POM_PP_FT_5 POM_RP_RG_1 POM_RP_EP_2 POM_RP_MU_3 POM_RP_TD_4 POM_RP_TP_5 POM_RP_SH_5 POM_TP_VI_6 POM_RP_RC_7 POM_RP_TP_3 POM_RP_TS_4 POM_PO_PI_1 POM_PO_TD_2 POM_PO_PC_3 POM_PO_IP_4 POM_PO_RD_5 POM_TP_RG_1 POM_TP_TD_2 POM_TP_TE_3 POM_TP_DT_4 POM_TP_VI_5
Project Module Project Module Purchasing Module Purchasing Module Purchasing & O&M Project Module Project Module Project Module Purchasing Module Purchasing Module Project Module Finance Module Finance Module Purchasing Module O&M Module Purchasing Module Purchasing Module Purchasing Module Purchasing Module Purchasing Module Project Module Purchasing Module Purchasing Module Purchasing Module Finance Module