BP080 Po PDF

EAPM
BP.080 TO BE PROCESS
RailTel Corporation of India Limited
Purchasing
Author: Ajay Kummar Singh

Creation Date: 12-Jan-2013
Last Updated: 22-March-2013
Document Ref: RCIL-BP080-PO
Version: 1.0
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
BP.080 - Purchasing Process
Document Control
Change Record
4
Date Author Version Change Reference
12-Jan-2013 Ajay Singh 0.1 Base Document

22-Mar-2013 Ajay Singh 1.0 Final Version
Reviewers
Name Position
Prithwish Chatterjee Wipro Project Manager

Swarup Ghosal Chaudhary Wipro Program Manager
Approver
Name Position Signature
Sh. Kamal Kant Kaushaik Manager - Projects
Sh. Kumar Bachchan Sr. Manager - DNM
Sh. A K Sablania GGM DNM
Sh. Ashutosh Vasant GM - Projects
Sh. Puran Singh GGM - Infrastructure
Sh. Suresh Kumar GGM NTP
Distribution
Copy No. Name Location
1 RailTel Project Parivartan Steering Committee Gurgaon

2 RailTel Project Parivartan Core Working Group Gurgaon
3 RailTel Project Parivartan Regional CWG New Delhi/Mumbai/Secunderabad/Kolkata
4 Wipro Onsite Team Gurgaon
5 Wipro Technical Team 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.
Company Confidential - For internal use only

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.

How this document is organized

This document forms deliverable of the operation analysis phase of the ERP
implementation project for RailTel. The purpose of this document is to compile a
comprehensive list of requirements against which to map Application features. The
scenarios listed in the subsequent sections are reusable templates and are created once
for each business process.
Each of the following sections consists of the following sub sections:
Assumptions
Any assumptions that are specific to the process being detailed are recorded in this
sub section.
Process Scenario
The Event initiates the corresponding process.
Process Solution:
1. Complete process flow
2. Process Id #: Unique number for the sub-processes within the main
process.
Description
1. Process Title & Description: The bold letters gives the process title
followed by the detailed description of the process in normal font.
2. Key Requirements from the above process
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. Impact analysis
Process Improvements
Quality & Customer Service

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.

Overall Project & Procurement Flow

Railtel End to End Project Flow and Integration with other Modules ERP Manual
General Ledger Payables Fixed Assets Receivables

Business
Note:
START Business Plan 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.
General Ledger
Finance
Budget Definition as per the Invoice to the

Business Plan Invoicing related Customer in
Asset Posting in
Transaction posted form other to Project in Recievables
Fixed Assets
Modules Payables
Sources of the Projects Workplan Creation, Project Budget

Project Project Asset
Railways Pink Book Versioning and Creation, Project Status
Creation & Creation &
Railtel Law Book Progress Revision & Inquiry
Approval Transfer to FA
Others Marketing Management Approval
Projects
Note :
The Approval related to the projects is further elaborated in the next flow. Project Closure
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.
Procurement
Purchase Transfer to
Tender Commercial & Purchase
Indent/ Inspection & Inventory/
Creation & Technical Orders/APO/
Creation & Recieving Project
Floating Analysis Rate Contracts
Approval Vice Versa
Marketing &
Sales
Demand Note
Sales Order
Creation & Customer Contract Creation Billing
Booking
Acceptance
END

PO 01 - On Line Purchase Indent Process

On Line Purchase Indent Process ERP Manual Email
Start Log in to I Procurement

Enter indent online using
web forms and catalogs
O&M
activities
Add Items , Quantity

Projects Find Items Add
and Items
delivery
& Quantity
location
(Railway/ detail
RailTel/LMC
etc)
Proceed to Check Out
All Departments
Others
(General
Admin etc.) Edit Shopping Cart
No
Proceed to Check Out
Workflow based
Review/Modify
purchase indent Submit Indent Check Out
Indent
approval
Yes
Supplier
Procurement
notified and Record receipt
Process End
deliver the in to the web
PO12
goods
Finance
Finance
Vetting
RAILTEL Process: On Line Purchase Indent Process Business Function: RAILTEL Project Date: 12-01-2013

Control Number: PO 01 Mapping Team: Wipro Process Owner: RAILTEL Project Team
Process Number: PO 01 Description: This step explains the On Line Purchase Indent Process.
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 Requirement

Mode Fulfillment using ERP
Approach (Y/N)
Procurement POM_PO_PI_1 PO 01.01 On line Indent will be created using web forms and catalogs. System Y
Procurement POM_PO_PI_1 PO 01.02 Find Items online and add quantity and delivery details. System Y
Procurement POM_PO_PI_1 PO 01.03 Edit, modify and review indent online. System Y
Procurement POM_PO_PI_1 PO 01.04 Online Indent will be submitted. System Y
Procurement POM_PO_PI_1 PO 01.05 Purchase Indent will be approved as per defined approval hierarchy. System Y
Procurement POM_PO_PI_1 PO 01.06 After approval of Online Indent, Procurement process is initiated. System Y
Procurement POM_PO_PI_1 PO 01.07 Supplier notified and delivers the goods as required. Receipt detail will be recorded. System Y

PO 02 - Purchase Indent Process

Purchase Indent Process ERP Manual Email
Start
Enter the Line Select the Capture the Charge

User to enter the
O&M details Item code, Organization, Account, If any
Indent
activities Qty, Need by date, Location and consumables
Header details
Etc Supplier(Optional) items(without Item Code)
Projects
(Railway/
RailTel/LMC
etc)
All Departments
Save the
Purchase Automatic
Others Document and
Indent Yes notification to End
(General submit for
Approved Requestor
Admin etc.) Approval
No
Approved Purchase Procurement
Indent becomes the Process
input for Purchase PO12
Order to be created by
the Purchasing
department
Finance
Finance
Vetting

RAILTEL Process: Purchase Indent Process Business Function: RAILTEL Project Date: 12-01-2013
Process Number: PO 02 Description: This step explains the Purchase Indent Process.
Event Description: This process is triggered to raise the purchase indent.

Approach (Y/N)
Procurement POM_PO_PI_1 PO 02.01 User will create the Indent by mentioning the PR headers details like the PR type , System Y
Description
Procurement POM_PO_PI_1 PO 02.02 Create Purchase Indent with information like item or description, quantity and System Y
(Approx) purchase price. When item not available the user should choose
purchasing category and write a description.
Procurement POM_PO_PI_1 PO 02.03 Indent preparers should select the inventory organization name, location and System Y
Supplier details (options).
Procurement POM_PO_PI_1 PO 02.04 Select the Charge Account Number in case of Expense or Consumables items. System Y
Procurement POM_PO_PI_1 PO 02.05 Generate a Purchase Indent with automatic document number. System Y
Procurement POM_PO_PI_1 PO 02.06 Submit the purchase Indent for approval through the delegation of authority. System Y
Procurement POM_PO_PI_1 PO 02.07 Requester will not be able to approve Indent. Indent approval will be a workflow System Y
based process based on approval limits. Approved Purchase Indent is the input for
Purchase Order Creation.

PO 03 - Indent Preparation & Approval

Indent Preparation & Approval ERP Manual
Territory Level Regional Level Corporate Level
Start
Project & Procurement
Indent/ Submit for RO collates all Indent/ CO collates all Indent/

Estimates approval & Estimates of territory level Submit for Estimates of regional level Submit for
raised at Finance and prepares consolidated approval & and prepares consolidated approval &
territory level Concurrence proposal Finance proposal Finance
Or Indent/Estimate raised Concurrence Or Indent/Estimate raised Concurrence
at regional level at corporate level
More Info
No
No
Corporate
Yes Approval from Finance Yes Approval from Yes Approval from
Approval as oN finance
TM as per Yes concurrence RGM as per Yes MD/Director as
per SOP concurrence
SOP as per SOP SOP per SOP
More Info More Info as per SOP More Info
More Info More Info

Finance
Tender Tender Process

Tender at Corporate
Process at
Process at Level
Territory Level
Regional Level PO04-PO05
If applicable
PO04-PO05
PO04-PO05
End

RAILTEL Process: Indent Preparation & Approval Business Function: RAILTEL Project Date: 12-01-2013
Process Number: PO 03 Description: This step explains the Indent preparation and approval.
Event Description: This process is triggered whenever an Indent is prepared and approved.

Approach (Y/N)
Procurement POM_RP_EP_2 PO 03.01 Indent/Estimates are raised at territory level System Y

Procurement POM_RP_EP_2 PO 03.02 Indent is submitted for approval System Y
Procurement POM_RP_EP_2 PO 03.03 Approval is done as per SOP System Y
Procurement POM_RP_EP_2 PO 03.04 Final approval is done from TM as per SOP System Y
Procurement POM_RP_EP_2 PO 03.05 RO collates all indent/estimates of territory level and prepares consolidated System Y
proposal then it is put up for approval
Procurement POM_RP_EP_2 PO 03.06 Approval from finance for concurrence is done as per SOP System Y
Procurement POM_RP_EP_2 PO 03.07 Final approval is done from RGM as per SOP System Y
Procurement POM_RP_EP_2 PO 03.08 CO collates all indent/estimates of regional level and prepares consolidated proposal System Y
then it is put up for approval
Procurement POM_RP_EP_2 PO 03.09 Approval from finance for concurrence is done as per SOP System Y
Procurement POM_RP_EP_2 PO 03.10 Final approval is done from CMD/Director as per SOP System Y

PO 04 - Overall Procurement Tender Process (Supply Item)

Overall Procurement Tender Process ERP Manual Email
Approved Supplier B
Start NIT Published in
List or Fresh
News Paper
Project approved supplier
Tender processing (Online)
Budgeting Global Tender list via approval
Business Plan officer is PO37
Process
nominated
PRJ05
Comparative sheet
Prebid meeting and Tender document Vetted
Tender Document Receive and Briefing note
change/modification is opened by TC nomination as comparative sheet
Floated response from are prepared by
Tender document nominated TOC per SOP and Briefing note
bidder executive
accordingly put up to TC
Railways OFC Purchase Indent/ RO collates all Open Tender
Section Works Estimates raised at requisitions from
Territory Level.(Project territories & Prepares
NIT and Tender
budget will be revised if consolidated
Document
indent estimate increases proposal
uploaded on C
more than project budget) website
PR Process
Other Railways Limited Tender
Project
CO collates all
requisitions from
Procurement
Purchase Indent/ regions & Prepares

Estimates raised Discharge
consolidated
at regional Level proposal
Special Limited
Other Customer Tender
Project
Purchase Order
Tender cost Estimation Issued to EMD Return to
prepared and Put up to Comparative sheet & final successful bidder. unsuccessful
Purchase Indent Successful bidder
Finance for Finance minutes sent to TAA for Tender estimate bidder & EMD
raised at corporate TC prepares final Acceptance from deposit various
Vetting & approval as per approval will be revised if returns to
level observation Supplier documents like PBG,
SOP along with PAC PO estimate successful bidder
Single Tender Security Deposit
issued by Region/ increases more or adjusted with
O&M Activities
Corporate and approved than tender Invoice
by Director estimate.
Supplier
Negotiation may Registration
A done with Process
Quotation
Govt. Projects supplier PO32
Non-Acceptance
Acceptance
End
Counter offer/LOI
Finance
Comparative sheet & Tender cost Estimation

EMD handed over
Briefing note vetted prepared and Put up to
B to finance C A
by finance Finance for Finance
Vetting
RAILTEL Process: Overall Procurement Tender Process Business Function: RAILTEL Tender Date: 12-01-2013

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.

Approach (Y/N)
Requirement POM_TP_ PO 04.1 Requirement for floating the tender is triggered from the various sources. Manual Y
Generation RG_1 Business Plan (Long Term & Short Term)
Railway Project OFC section works
Other Railway Projects
Other Customer projects
O&M activities
Customer Lead
Government Project
Indent/Estimates POM_RP_ PO 04.2 Purchase Indent/Estimates raised at territory and regional level System Y
EP_2 RO & CO collates all the indent and prepares consolidated proposal
Estimates and Tender document prepared and put up to finance for finance
vetting.
Tender Document POM_TP_ PO 04.3 Tender Processing officer is nominated. System Y
TD_2 Tender are of various types, open tender, limited tender, special limited tender,
Global tender, single tender and quotation. Respective tender document is created.
Tender Document POM_TP_ PO 04.4 As per SOP and schedule of work, Tender process is followed and floated; System Y
Execution TE_3 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.


Approach (Y/N)
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.

PO 05 - Overall Project Tender Process (Works/Service/Item)

Overall Project Tender Process ERP Manual Email
Start Approved Supplier B

NIT Published in
List or Fresh
News Paper
Project approved supplier
Tender processing (Online)
Budgeting Global Tender list via approval
Business Plan officer is PO37
Process
nominated
PRJ05
Comparative sheet
Prebid meeting and Tender document Vetted
Tender Document Receive and Briefing note
change/modification is opened by TC nomination as comparative sheet
Floated response from are prepared by
Tender document nominated TOC per SOP and Briefing note
bidder executive
Purchase Indent/ accordingly put up to TC
Railways OFC RO collates all Open Tender
Section Works Estimates raised at requisitions from
budget will be revised if NIT and Tender
consolidated
indent estimate Document
proposal
increases more than uploaded on C
project budget) website
PR Process
Other Railways Limited Tender
Project
CO collates all
requisitions from
consolidated
Project

Special Limited
Other Customer Tender
Project
LOA Issued to
Tender cost Estimation EMD Return to
successful bidder.
prepared and Put up to Comparative sheet & final unsuccessful
Purchase Indent Tender estimate Successful bidder
Finance for Finance minutes sent to TAA for bidder & EMD
raised at corporate TC prepares final will be revised if Acceptance from deposit various
Vetting & approval as per approval returns to
level observation LOA estimate Supplier documents like PBG,
SOP along with PAC successful bidder
Single Tender increases more Security Deposit
issued by Region/ or adjusted with
O&M Activities than tender
Corporate and approved Invoice
estimate.
by Director
Supplier
Negotiation may Registration
A done with Process
Quotation supplier PO32
Govt. Projects
Non-Acceptance
Acceptance
End
Counter offer/LOI
Finance

EMD handed over
B to finance C A
Vetting
RAILTEL Process: Overall Project Tender Process Business Function: RAILTEL Tender Date: 12-01-2013

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.

Approach (Y/N)
Requirement POM_TP_ PO 05.1 Requirement for floating the tender is triggered from the various sources. Manual Y
Generation RG_1 Business Plan (Long Term & Short Term)
Railway Project OFC section works
Other Railway Projects
Other Customer projects
O&M activities
Customer Lead
Government Project
vetting.
Tender Document POM_TP_ PO 05.3 Tender Processing officer is nominated. System Y
TD_2 Tender are of various types, open tender, limited tender, special limited tender,
Global tender, single tender and quotation. Respective tender document is created.
list.
Prebid meeting is done and tender document is changed accordingly


Approach (Y/N)
vetted by finance.
observation.
LOA is issued to successful bidder and acknowledgment is received.

PO 06 - Open/Global Tender Process Single Packet

Open/Global Tender Process Single Packet ERP Manual Email
B
NIT Published in
News Paper
Project (Online)
Budgeting
Start
Process
PRJ05
Comparative sheet
Open/Global Tender document Vetted
Tender processing Receive and Briefing note
Tender document is opened by TC nomination as comparative sheet
officer is response from are prepared by
floated nominated TOC per SOP and Briefing note
nominated bidder executive
Purchase Indent/ put up to TC
RO collates all
Estimates raised at requisitions from
budget will be revised if NIT and Tender
consolidated
indent estimate increases Document
proposal
more than project uploaded on C
budget) website
PR Process
CO collates all
requisitions from
consolidated
Purchase Order/LOA EMD Return to

Tender cost Estimation Comparative sheet & final Issued to successful unsuccessful
Purchase Indent prepared and Put up to Successful bidder
minutes sent to TAA for bidder. bidder & EMD
raised at corporate Finance for Finance TC prepares final Acceptance from deposit various
approval Tender estimate will be returns to
level Vetting & approval as per observation Supplier documents like PBG,
revised if LOA/PO successful bidder
SOP Security Deposit
estimate increases more or adjusted with
than tender estimate. Invoice
A
Negotiation may Supplier
done with Registration
supplier Process
Non-Acceptance PO32
Acceptance
End
Counter offer/LOI
Finance

EMD handed over
B to finance C A
Vetting

RAILTEL Process: Open/Global Tender Process Business Function: RAILTEL Tender Date: 12-01-2013
Single Packet
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.

Approach (Y/N)
Indent/Estimates POM_RP_ PO 06.1 Purchase Indent/Estimates raised at territory and regional level
vetting.
Tender Document POM_TP_ PO 06.2 Tender Processing officer is nominated for Open/Global Tender Single Packet. System Y
TD_2
vetted by finance.
observation.
PO/LOA is issued to successful bidder and acknowledgment is received.


Approach (Y/N)

PO 07 - Open/Global Tender Process Two Packet

Open/Global Tender Process Two Packet ERP Manual Email
B
NIT Published in Prebid queries
News Paper Publish on
Project (Online) Website
Budgeting
Start
Process
PRJ05
Tender Price bid kept in
Open/Global seal packet with Briefing note are
Tender processing Prebid Meeting & Receive document(Technical)
Tender document executive along prepared by TC nomination as Vetted Briefing
officer is Change/Modify response from is opened by
floated with seal of RCIL executive per SOP note put up to TC
nominated Tender document bidder nominated TOC
Purchase Indent/ and sign. of TOC
RO collates all
Estimates raised at and all bidders
requisitions from
budget will be revised if NIT and Tender EMD and
consolidated B
indent estimate Document Unopened Price Notification to all
proposal
increases more than uploaded on bid returns to successful bidder C
project budget) website unsuccessful of Price bid
PR Process bidders
CO collates all
requisitions from Final minutes sent to TAA for Comparative sheet
Purchase Indent/ regions & Prepares Price TC opened are prepared by Vetted
TC prepares final approval
Estimates raised consolidated by nominated executive comparative sheet
observation
at regional Level proposal TOC put up to TC
Tender cost Estimation Discharge C

Purchase Indent prepared and Put up to
raised at corporate Finance for Finance
level Vetting and approval as
per SOP
Purchase Order/LOA EMD Return to
Comparative sheet & final Issued to successful unsuccessful
Successful bidder
minutes sent to TAA for bidder. bidder & EMD
TC prepares final Acceptance from deposit various
approval Tender estimate will be returns to
A observation Supplier documents like PBG,
revised if LOA/PO successful bidder
Security Deposit
estimate increases more or adjusted with
than tender estimate. Invoice
Negotiation may
done with Supplier
Non-Acceptance supplier Registration
Acceptance Process
PO32
Counter Offer/LOI
End
Finance

EMD handed over
B to finance C A
Vetting

RAILTEL Process: Open/Global Tender Process Two Business Function: RAILTEL Tender Date: 12-01-2013
Packet
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.

Approach (Y/N)
Indent/Estimates POM_RP_ PO 07.1 Purchase Indent/Estimates raised at territory and regional level Manual N
vetting.
Tender Document POM_TP_ PO 07.2 Tender Processing officer is nominated for Open/Global Tender Two Packet. System Y
TD_2
Prebid meeting is done and tender document is changed /modified
accordingly. Prebid queries are published on website also.
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.
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


Approach (Y/N)
Price TC opened by nominated TOC

Notification is sent to all successful bidders of price bid for opening.
Comparative sheet and briefing note are vetted by finance.
observation.
PO/LOA is issued to successful bidder and acknowledgment is received.
Simultaneously EMD is returned to unsuccessful bidders.

PO 08 - Limited Tender Process

Limited Tender ERP Manual Email
B
Approved Fresh approved
Supplier List supplier list via
Project PO37 approval
Budgeting
Start
Process
PRJ05
Comparative sheet
Limited Tender Tender document Vetted
Tender processing Prebid Meeting & Receive and Briefing note
floated to selected is opened by TC nomination as comparative sheet
officer is Change/Modify response from are prepared by
vendor nominated TOC per SOP and Briefing note
nominated Tender document bidder executive
RO collates all
budget will be revised if consolidated NIT and Tender
indent estimate proposal Document
increases more than uploaded on C
project budget) website
PR Process
CO collates all
requisitions from
consolidated
Purchase Order/
EMD Return to
Tender cost Estimation LOA Issued to
Comparative sheet & final unsuccessful
Purchase Indent prepared and Put up to successful bidder. Successful bidder
minutes sent to TAA for bidder & EMD
raised at corporate Finance for Finance TC prepares final Tender estimate will Acceptance from deposit various
approval returns to
level Vetting & approval as per observation be revised if LOA/ Supplier documents like PBG,
successful bidder
SOP PO estimate Security Deposit
or adjusted with
increases more than
Invoice
tender estimate.
A Negotiation may
Supplier
done with
Registration
supplier
Process
Non-Acceptance PO32
Acceptance
End
Counter offer/LOI
Finance

EMD handed over
B to finance C A
Vetting

RAILTEL Process: Limited Tender Process Business Function: RAILTEL Tender Date: 12-01-2013
Process Number: PO 08 Description: This step explains the Limited Tender process.
Event Description: This process is triggered Whenever a Limited Tender is created.

Approach (Y/N)
vetting.
Tender Document POM_TP_ PO 08.2 Tender Processing officer is nominated and Limited tender is floated to selected System Y
TD_2 vendors.
Execution TE_3 Simultaneously It is published on RailTel website also.
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.
vetted by finance.
observation.


Approach (Y/N)


PO 09 - Single Tender Process

Single Tender ERP Manual Email
B
Approved Fresh approved
Supplier List supplier list via
Project PO37 approval
Budgeting
Start
Process
PRJ05
Comparative sheet
Single Tender Tender document Vetted
Tender processing Receive and Briefing note
floated to single is opened by TC nomination as comparative sheet
officer is response from are prepared by
vendor nominated TOC per SOP and Briefing note
nominated bidder executive
RO collates all
budget will be revised if consolidated
indent estimate increases proposal
more than project C
budget)
CO collates all
requisitions from
consolidated
Tender cost Estimation Purchase Order/LOA Issued

Comparative sheet & final to successful bidder. Successful bidder
Purchase Indent prepared and Put up to minutes sent to TAA for EMD returns or
raised at corporate Finance for Finance TC prepares final Tender estimate will be Acceptance from deposit various
approval adjusted with
level Vetting & approval as per observation revised if LOA/PO estimate Supplier documents like PBG,
Invoice
SOP. Along with PAC increases more than tender Security Deposit
issued by region/ estimate.
Corporate (with vetting)
and approval by director/
Corporate
Negotiation may Supplier
done with Registration
supplier Process
A Non Acceptance
Acceptance PO32
Counter offer/LOI End

Finance

EMD handed over
B to finance C A
Vetting

RAILTEL Process: Single Tender Process Business Function: RAILTEL Tender Date: 12-01-2013
Process Number: PO 09 Description: This step explains the Single Tender process.
Event Description: This process is triggered Whenever Single Tender is created.

Approach (Y/N)
vetting, along and with PAC issued by region (with vetting) and approval by
director/corporate.
Tender Document POM_TP_ PO 09.2 Tender Processing officer is nominated and Singe tender is floated to vendor. System Y
TD_2
Tender Document POM_TP_ PO 09.3 As per SOP and schedule of work, Tender process is followed and floated. System Y
Execution TE_3 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.
vetted by finance.
observation.


Approach (Y/N)


PO 10 - Dispensation of Tender Process for Material

Dispensation of Tender for Material ERP Manual Email
Comparative
Comparative
Quotation are statement is
Executive RFQ will be sheet sent to
RFQ called from prepared by the
processes the created for competent

Start Process various vendors executive and
dispensation of quotation authority
PO31 (Minimum 3) sent to finance
Tender approval
PO31 for vetting
Purchase
Indent Process
PO01-PO02
Successful bidder
Purchase
deposit various Procurement
Order is issued
documents like PBG, Process End
to successful
Security Deposit PO12
bidder
(Optional)
Finance
Finance
A
Vetting
Territory/Region/
Corporate
Executive sends the

proposal Purchase
Requisition/Indent to
Manager (HQ/RO/CO)
PO01-PO02

RAILTEL Process: Dispensation of Tender Process for Business Function: RAILTEL Tender Date: 12-01-2013
Material
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.

Approach (Y/N)
Dispensation of POM_TP PO 10.1 Dispensation of tender is requested on urgent basis for extension of maintenance System Y
Tender/Quotation _DT_4 activity or last mile. Executive processes the dispensation of tender process.
Process
Dispensation of POM_TP PO 10.2 RFQ document is created and sent to approve suppliers or Fresh Suppliers. System Y
Tender/Quotation _DT_4 Quotations are called from various suppliers.
Process
Dispensation of POM_TP PO 10.3 Comparative statement is prepared and sends to finance for vetting then it is sent to System Y
Tender/Quotation _DT_4 competent authority for approval.
Process
Dispensation of POM_TP PO 10.4 Purchase Order is issued to successful bidder System Y
Tender/Quotation _DT_4
Process
Dispensation of POM_TP PO 10.5 Successful bidder deposits various documents like PBG, Security deposit. System Y
Process
Dispensation of POM_TP PO 10.6 Procurement process is initiated for further activity. System Y
Process

PO 11 - Dispensation of Tender Process for Works Contract & Execution

Dispensation of Tender for Works Contract & Execution ERP Manual Email
Comparative
statement is Comparative
Quotation are
Executive RFQ will be prepared by the sheet sent to
RFQ called from
processes the created for executive and sent to competent
Start Process various vendors
dispensation of quotation finance for vetting authority
PO31 (Minimum 3)
Tender approval
PO31
Procurement
Purchase
Indent Process
PO01-PO02
Successful bidder
LOA is issued deposit various Procurement
to successful documents like PBG, Process End
bidder Security Deposit PO13
(Optional)
Finance
Finance
A
Vetting
Territory/Region/
Corporate
Executive sends the

proposal Purchase
Requisition/Indent to
Manager (HQ/RO/CO)
PO01-PO02
RAILTEL Process: Dispensation of Tender Process for Business Function: RAILTEL Tender Date: 12-01-2013

Service & Works Contract

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.

Approach (Y/N)
Dispensation of POM_TP PO 11.1 Dispensation of tender is requested on urgent basis for extension of maintenance System Y
Tender/Quotation _DT_4 activity or last mile. Executive processes the dispensation of tender process.
Process
Dispensation of POM_TP PO 11.2 RFQ document is created and sent to approve suppliers or Fresh Suppliers System Y
Tender/Quotation _DT_4 Quotations are called from various suppliers.
Process
Dispensation of POM_TP PO 11.3 Comparative statement is prepared and sent to finance for vetting then it is sent to System Y
Tender/Quotation _DT_4 competent authority for approval.
Process
Dispensation of POM_TP PO 11.4 LOA is issued to successful bidder System Y
Process
Dispensation of POM_TP PO 11.5 Successful bidder deposits various documents like PBG, Security deposit. System Y
Process
Dispensation of POM_TP PO 11.6 Procurement process is initiated for further activity. System Y
Process

PO 12 - Procurement Process for Material (Supply Item)

Procurement Process for Supply Item ERP Manual Email
Purchase
Order Standard Purchase Acceptance & Supplier offer Inspection from Confirmation of PO will be amended Inspection
Document Purchase Order Issued BG submission RailTel for nominated agency Change of to change the report is Item delivered
Created Order to Successful from Supplier carrying either from ASL or consignee if consignee detail with entered in to at store
bidder PO18 inspection by RailTel officials any executive approval the system
RailTel
Start Advance
Purchase RailTel Uses
Approved Nomination of the item to the
Order Sub PO are
Supplier List or inspection site or RailTel
released Inspection Outside
New Supplier authorized deliver the item
Standing Bank against APO
PO37 agency to the site
Guarantee
Procurement
Submission
from Supplier Sub PO are
Rate Contract released Warranty as
Payment to per PO
against RC Outside conditions
Inspection
authority
Receiving
Region wise Process
Distribution End INV02
End
APO/RC/SPO/Sub
Finance
APO/Sub RC Sent Invoice Bills &

for Finance Vetting Payments
AP02-AP04

RAILTEL Process: Procurement Process for Material Business Function: RAILTEL-Project Date: 12-01-2013
Process Number: PO 12 Description: This step explains the procurement process of Material.
Event Description: This process is triggered Whenever a purchase order is raised for material procurement.
AS IS AS IS ID # Process ID # Requirement
Process Description Mode Fulfillment using ERP
Approach (Y/N)
Purchase POM_PO_PC_3 PO 12.1 Purchase Order is created as per the requirement in the tender with the System Y
Order successful bidder.
Creation
Purchase POM_PP_PO_4 PO12.2 Purchase Order can be of multiple types like Standard PO, APO and System Y
Order 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.
Inspection POM_PO_IP_4 PO 12.3 Supplier offer RailTel for carrying Inspection. System Y
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.
None None PO 12.4 PO will be amended to change the consignee detail with the executive System Y
approval.
Receiving/D POM_PO_RD_5 PO 12.5 Item is delivered at store System Y

elivery RailTel uses the item to the site or RailTel deliver the item to the site.
Inspection/F POM_RP_TS_4/P PO 12.6 Warranty will be applicable after delivery of Item as per PO condition. System Y

Approach (Y/N)
AT OM_PP_FT_5

PO 13 - Procurement Process for Works Contract (Supply, Installation & Commissioning)

Procurement Process for Works Contract ERP Manual Email
Acceptance &
LOA Contract agreement Contractor Inspection from Confirmation of LOA will be amended
LOA Issued to BG Service/Item Vendor does
Document is prepared with offer RailTel nominated agency change in to change the
Start Successful Submission delivered & I&C after site
Created successful bidder for carrying either from ASL or consignee if consignee detail with
bidder from Supplier recorded readiness
inspection by RailTel officials any executive approval
PO18
RailTel
Region wise
Distribution Approved Nomination of Item delivered
Supplier inspection at site
Inspection Outside
List authorized
PO37 agency
Payment to
Project
Inspection End
authority
SI Conducts
Part PAC can
AT in co- PAC released
also be released
ordination with after AT
as per LOA T&C
RailTel
Executive
FAC as per
Warranty as
LOA T&C End
per LOA T&C
LOA Sent for Contract Invoice Bills &

Finance
Finance agreement is Payments

Vetting sent for legal AP02-AP04
vetting

RAILTEL Process: Procurement Process for Service & Business Function: RAILTEL-Project Date: 12-01-2013
Works Contract
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.
AS IS Process AS IS ID # Process ID # Requirement

Description Mode Fulfillment using ERP
Approach (Y/N)
LOA Creation POM_PO_P PO 13.1 LOA document is created and region wise distribution can also be happen. System Y
C_3
LOA Creation POM_PP_P PO 13.2 LOA is issued to successful bidder after finance vetting. System Y
O_4
None None PO 13.3 LOA is accepted and Bank Guarantee is submitted from supplier.
None POM_RP_TP PO 13.4 Contract agreement is prepared with successful bidder and it is sent for legal System Y
_5 vetting.
Inspection POM_PO_IP PO 13.5 Contractor offer RailTel for carrying Inspection System Y
_4 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.
None None PO 13.6 Consignee detail can be changed by amending the consignee detail in LOA. LOA will System Y
go for executive approval.
Receiving/Delivery POM_PO_R PO 13.7 Service/Item is delivered to site/Store. System Y
D_5 Vendor does I&C at site after site readiness.
Inspection/FAT POM_PP_FT PO 13.8 SI conducts AT in coordination with RailTel executive

AS IS Process AS IS ID # Process ID # Requirement

Description Mode Fulfillment using ERP
Approach (Y/N)
_5/POM_RP PAC is released after AT, Part PAC can also be released as per LOA terms &
_TS_4 condition
FAC will be issued after PAC release as per LOA terms & condition
Warranty will be applicable after delivery as per LOA terms & condition

PO 14 - Procurement Process for Execution

Procurement Process for Execution ERP Manual Email
Acceptance &
LOA Contract agreement Work SI Conducts AT
LOA Issued to BG, SD
Document is prepared with Confirmation of in co-ordination
Start Successful Submission
Created successful bidder Service with RailTel
bidder from Supplier
delivered Executive
PO18
Indent for Stock

Region wise Material Transfer
Distribution requirement at from Store to
sites Project Site
PO01-PO02 INV04 Part PAC can
PAC released also be released
after AT as per LOA
Material condition
On-hand
required at site quantity will
for other
Project
get updated
activity
FAC as per
LOA condition End
End
LOA Sent for Contract agreement is

Invoice Bills &
Finance
Finance sent for legal vetting

Payments
Vetting Optional for Execution
AP02-AP04
works at RO
RAILTEL Process: Procurement Process for Execution Business Function: RAILTEL-Project Date: 12-01-2013

Process Number: PO 14 Description: This step explains the procurement process for Execution.
Event Description: This process is triggered Whenever LOA is raised for execution activity.
Approach (Y/N)
LOA POM_PO_ PO 13.1 LOA document is created and region wise distribution can also be happen. System Y
Creation PC_3
LOA POM_PP_ PO 13.2 LOA is issued to successful bidder after finance vetting. System Y
Creation PO_4
None None PO 13.3 LOA is accepted and Bank Guarantee, Security Deposit is submitted from supplier.
None POM_RP_ PO 13.4 Contract agreement is prepared with successful bidder and it is sent for legal System Y
TP_5 vetting.
Receiving/D POM_PO_ PO 13.5 Work Confirmation of Service is entered for service receiving. System Y
elivery RD_5
None None PO 13.6 In case of Material requirement like Duct, Cable at site an Indent will be System Y
raised to issue the material from store to site.
Stock is transferred from store to site.
Inspection/F POM_PP_ PO 13.7 SI conducts AT in coordination with RailTel executive System Y
AT FT_5/PO PAC is released after AT, Part PAC can also be released as per LOA terms &
M_RP_TS condition
_4 FAC will be issued after PAC release as per LOA terms & condition

PO 15 - Procurement Process for AMC (Equipments, Sections, Miscellaneous)

Procurement Process for AMC Work (Equipment, Section) ERP Manual Email
Acceptance &
LOA LOA Issued to Contract agreement
BG Service Work
Document Successful is prepared with
Start Submission delivered & Confirmation of
Created bidder for AMC successful bidder
from Supplier recorded Service
Work
PO18
Work End
Region wise
Order
Distribution
MNT04
Project
LOA Sent for Contract

Finance
Finance agreement is Invoice Bills

Vetting sent for legal & Payments
vetting AP02-AP04

RAILTEL Process: Procurement Process for AMC Business Function: RAILTEL-Project Date: 12-01-2013
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.
Approach (Y/N)
LOA POM_PO_ PO 13.1 LOA document is created and region wise distribution can also be happen for AMC System Y
Creation PC_3 work.
LOA POM_PP_ PO 13.2 LOA is issued to successful bidder after finance vetting. System Y
Creation PO_4
None None PO 13.3 LOA is accepted and Bank Guarantee is submitted from supplier.
None POM_RP_ PO 13.4 Contract agreement is prepared with successful bidder and it is sent for legal System Y
TP_5 vetting.
Receiving/D POM_PO_ PO 13.5 Work Confirmation of Service is entered for service receiving. System Y
elivery RD_5

PO 16 - Procurement Process for Inspection (Material, Works Contract & Execution)

Procurement Process for Inspection Charges ERP Manual Email
Service PO is created for Service details, Give Distribution Distribution detail is

Inspection Charges with amount, need by Shipment detail location wise entered for service
Start Supplier Ship to and Bill to date and detail is and delivery delivery/Inspection
details promised date is entered schedule for item work/Inspection
entered delivery charges
Procurement
Procurement
No
Work Service
Inspection report Automatic
Confirmation Delivered/ PO
is submitted to notification to Yes Approve PO
of Service Inspection approved
Project Executive buyer
INV03 completed
End
Invoice Bill &

Payments to PO sent for
supplier for finance vetting
Inspection Work
AP02-AP04
Finance
RAILTEL Process: Procurement Process for Inspection Business Function: RAILTEL-Project Date: 12-01-2013

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.
Approach (Y/N)
None None PO 16.1 Service Purchase Order is created for Inspection charges with supplier details. System Y
None None PO 16.2 Service amount/quantity, service fulfillment date is entered. System Y
None None PO 16.3 Shipment detail is entered System Y
None None PO 16.4 Distribution detail location wise is entered for service delivery information System Y
None None PO 16.5 Service Purchase Order is submitted for approval for finance vetting System Y
None None PO 16.6 Automatic notification will be sent to buyer for confirmation of LOA approval. System Y
None None PO 16.7 Inspection report is submitted to project executive. Manual N

PO 17 - Imprest/Advance Procurement Process

Imprest/Advance Procurement Process ERP Manual Email
Unorered
receipt of Item/
Service detail
is created
& Maintenance
Item/Service, Generate new Receipt header

Receipt of line Quantity, UOM and receipt or add information is
Start detail is receiving location unordered receipt entered and
recorded for receipt line is lines to an transaction is
Procurement
specified existing receipt submitted

Operation
Receiving of
Item/Service is Final delivery
End
done in the of Item/Service
system
Projects & Procurement
Purchase
Search Select Purchase Submit
Order is
Unordered Select receipt Order document Unordered
created to
receipts to lines to match number & Line receipt line for
match the
match details to match matching
receipt lines
Finance
Service
Invoice Bill &
Purchase
Payments to
Order sent for
supplier
finance vetting
AP02-AP04

RAILTEL Process: Imprest/Advance Procurement Business Function: RAILTEL-Project Date: 12-01-2013

Process
Process Number: PO 17 Description: This step explains the Imprest/Advance Procurement Process.
Event Description: This process is triggered Whenever unordered receipt is made without valid Purchase Order.
Approach (Y/N)
None None PO 17.1 Unordered receipt of Item/Service detail is created System Y

None None PO 17.2 Item/Service, Quantity, UOM and receiving location for receipt line is specified System Y
None None PO 17.3 Generate new receipt or add unordered receipt lines to an existing receipt System Y
None None PO 17.4 Receipt header information is entered and transaction is submitted System Y
None None PO 17.5 Purchase Order is created to match the receipt lines System Y
None None PO 17.6 Unordered receipt and receipt lines is searched to match with PO document number System Y
None None PO 17.7 Unordered receipt line is submitted for matching System Y
None None PO 17.8 Receiving of Item/Service is done in the system System Y
None None PO 17.9 Final delivery is created of Item/Service. System Y

PO 18 - Bank Guarantee Process

Bank Guarantee Process ERP Manual Email
Purchase
Order
Extension of Bank
Guarantee date &
After legal
Start Performance Bank After Performance Bank
Letter of Award vetting Delivery/
Guarantee will sent confirmation, Guarantee will sent to bank
submitted to DOC period Yes
Project & ProcurementProcurement
to bank for sent for legal for confirmation. System

finance for extends
confirmation vetting alert will go to finance for
safe custody
bank guarantee date
Sub PO extension
against Rate
Contract
No
Sub PO
against
Advance After Bank
Supplier Bank Guarantee will
Purchase Confirmation it
be released after PO/LOA
Order is submitted to
fulfillment/Encashment in
finance for
case of default/termination
safe custody
Advance
Purchase End
Order
Standing BG
will be sent to
bank for
confirmation
Rate Contract
Legal
PBG sent for

legal vetting

RAILTEL Process: Bank Guarantee Submission Process Business Function: RAILTEL-Project Date: 12-01-2013
Process Number: PO 18 Description: This step explains the Bank Guarantee Process.
Event Description: This process is triggered to track the Bank Guarantee and Extension activity.
Approach (Y/N)
None None PO 18.1 Performance Bank Guarantee is required for PO, LOA, Sub RC and Sub APO. System Y
None None PO 18.2 Standing Bank Guarantee is required for APO and RC System Y
None None PO 18.3 PBG and Standing BG is sent to bank for confirmation System Y
None None PO 18.4 After confirmation PBG is sent for legal vetting System Y
None None PO 18.5 After legal vetting, PBG is submitted to finance for safe custody System Y
None None PO 18.6 If delivery period of service Purchase Order or LOA get extends then extension of System Y
bank guarantee date & PBG will be sent to bank for confirmation
None None PO 18.7 After Bank confirmation, it is submitted to finance for safe custody System Y
None None PO 18.8 Supplier bank guarantee will be released after PO/LOA fulfillment System Y
None None PO 18.9 If delivery does not get extend, Supplier BG will be released after PO/LOA System Y
fulfillment.

PO 19 - Site Readiness Process-For Material and Service

Site Readiness Process ERP Manual
No (Authority will put suitable remarks)

Activities can be like for I&C activity:
Fiber through & Terminated from BS to
Notification will Executive will BS Concern authority
PO/LOA
Procurement
be sent to Space check & show Power Supply-AC will put suitable
issued for
concern stores Available for Yes drop down menu Power Supply-DC, Battery, Chargers remarks for
Material/Works
for Space Material for readiness of Rack Installation readiness/non
PO12-PO13
check activity Space readiness
Earthing etc.
End
Procurement
process for
Start
Material/Works
Execution
Activities can be like:

Proposed route Plan
Executive will
Approval from Railways/other Concern authority
LOA for check & show
Pre-requisite authority along with offset boundary will put suitable
work drop down
Activity Yes lines remarks for
execution menu for
defined ROW permission readiness/non
PO14 readiness of
Duct Availability readiness
activity
OFC Availability etc..
No (Authority will put suitable

remarks)
End
RAILTEL Process: Installation & Commissioning and Business Function: RAILTEL-Project Date: 12-01-2013

Site Readiness Process

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.
Approach (Y/N)
None None PO 19.1 PO/LOA is issued for Material/Work/Execution process System Y

None None PO 19.2 Notification will be sent to concern stores for space check System Y
None None PO 19.3 Concern store checks the space availability of material System Y
None None PO 19.4 Executive will check and enter detail for readiness of activity for works System Y
None None PO 19.5 Various activities are required to check before I&C activities like: System Y
Fiber through & Terminated from BS to BS
Power Supply AC
Power Supply DC, Battery, Chargers
Rack Installation etc..
None None PO 19.6 Concern authority will put suitable remarks for readiness/non-readiness System Y
None None PO 19.7 Pre-requisite activity will be defined for execution activity System Y
None None PO 19.8 Executive will check and enter detail for readiness of activity for execution System Y
None None PO 19.9 Various activities are required to check before execution: System Y
Proposed Route Plan
Approval from railways authority along with offset boundary lines
Duct availability
OFC availability etc..boundary lines
Duct availability
OFC availability etc..
None None PO 19.10 Concern authority will put suitable remarks for readiness/non-readiness System Y

PO 20 - Inspection Process

Inspection Process ERP Manual
Inspection report Inspection

Inspection by is submitted to report is
End
RailTel official Project entered in to
Executives the system
Procurement
RailTel
Supplier/
Contractor offer
Start Inspection
RailTel for carrying
Inspection
Outside Agency
Nomination of Outside agency

Inspection
Inspection submits the
report is
authorized agency Inspection report End
entered in to
either by ASL or by to Project
the system
RailTel officials Executives
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
RAILTEL Process: Inspection Process Business Function: RAILTEL-Project Date: 12-01-2013

Process Number: PO 20 Description: This step explains the Inspection Process.
Event Description: This process is triggered whenever Inspection is required.
Approach (Y/N)
None None PO 20.1 Supplier/Contractor offer RailTel for carrying Inspection System Y
None None PO 20.2 Inspection can be done by RailTel team or Outside agency System Y
None None PO 20.3 In case of RailTel team, Inspection is done by RailTel officials System Y
None None PO 20.4 Inspection report is submitted to Project executives System Y
None None PO 20.5 Inspection report is entered in to the system System Y
None None PO 20.5 In case of Outside agency, nomination of Inspection authorized agency is done System Y
either by ASL, or by RailTel officials
None None PO 20.5 Outside agency submits the inspection report to project executive System Y
None None PO 20.5 Inspection report is entered in to the system System Y

PO 21 - Standard Purchase Order Process

Standard Purchase Order ERP Manual Email
Identify the standard Create standard Give Item Give Distribution

items that are not purchase order with details, quantity, Enter shipment detail location wise
Start frequently used for Supplier, Ship to and need by date details for item and delivery
creating the standard Bill to details and promised shipment schedule for item
purchase order date delivery
Project & Purchasing
Purchase No
Indent
PO01-PO02
Automatic Purchase Approve

End notification to Yes Order Purchase
buyer approved Order
Receiving
Process
INV02
Finance
Finance
Vetting
RAILTEL Process: Standard Purchase Order Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 21 Description: This step explains the Standard Purchase Order Process
Event Description: This process is triggered to raise the standard purchase order.
AS IS Process AS IS ID Process ID # Description Requirement

# Mode Fulfillment using ERP
Approach (Y/N)
None None PO 21.01 Identify the standard items that are not frequently used for creating the standard System Y
purchase order.
None None PO 21.02 Create standard purchase order with details like Supplier information, Ship to and System Y
Bill to shipment and delivery.
None None PO 21.03 Give item details, quantity, need by date and promise date. System Y
None None PO 21.04 Enter shipment information for item shipment. System Y
None None PO 21.05 Give distribution detail location wise for item delivery at various location System Y
None None PO 21.06 Charge account related information will be automatically generated System Y
None None PO 21.07 Approve the purchase order and purchase order approval will be a workflow based System Y
process based on approval limits. Automatic notification will be sent to the buyer
after document approval.

PO 22- Rate Contract for Material (Supply Item)

Rate Contract for Material ERP Manual Email
Identify the items Agree the amount with the

that are frequently supplier. This amount Give the item Minimum Release,
Start needed from the should get deducted details for which Quantity agreed,
same supplier for whenever the RC is the RC is needed Note to supplier
creating the RC released
Purchase
Indent Save the Document,
Process the document No
PO01-PO02 No PO Agreement Enter terms and
generates
Approved ? automatically and conditions
Procurement
Submit for Approval

Yes
Automatic
End notification to
Buyer
Sub PO/
RC
Release
PO23
Finance
Finance
Vetting

RAILTEL Process: Rate Contract Process for Material Business Function: RAILTEL Project Date: 12-01-2013
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.

Approach (Y/N)
None None PO 22.01 If a department frequently needs supplies or services from the same supplier, System Y
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).
None None PO 22.02 Buyer will select the Appropriate line type as below : System Y
- 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.
None None PO 22.03 Terms and condition can be entered like Payment terms, Shipment details and System Y
Control dates.
None None PO 22.04 Generate Blanket Purchase Agreement with automatic document number. System Y
None None PO 22.05 Blanket Agreements are sent for approval according to pre-defined approval System Y


Approach (Y/N)
hierarchies that are set up within Oracle Purchasing. Once the Blanket Agreement is
approved Blanket releases can be prepared against Blanket Agreement.
None None PO 22.06 Automatic notification will sent to Buyer after approved the document. System Y

PO 23 - Rate Contract Releases of Material (Sub PO)

Rate Contract Release of Material (Sub PO) ERP Manual Email
Create a RC release if Enter the details like the

any item is required from Query the Enter the Blanket qty that needs to be
Start Approved PR from release number in released, Promised date
the supplier for which RC
is already created Auto create Pool the release Header and Shipment details
Procurement
NO
Rate Save the Document, the
Automatic PO Agreement document No generates
Contract End notification to
PO22 Approved ? automatically and Submit
Buyer Yes for Approval
Receiving
Process
INV02-INV03
Finance
Finance
Vetting
RAILTEL Process: Rate Contract Release of Material Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 23 Description: This step explains the Rate Contract Release of Material.
Event Description: This process is triggered Whenever release is done against the Rate Contract of Materail.

Approach (Y/N)
None None PO 23.01 Blanket release creation is equivalent to creating a standard Purchase Order. System Y
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
None None PO 23.02 Select Blanket Agreement number from List. Select the Line number. Enter quantity, System Y
Promised date , Etc
None None PO 23.03 On Blanket Release shipment information can needs to be entered. System Y
None None PO 23.04 Blanket Release is sent for approval according to pre-defined approval hierarchies System Y
that are set up within Oracle Purchasing.

PO 24 - Rate Contract for Service & Works Contract

Rate Contract for Work Execution ERP Manual Email
Agree the amount with the

Identify the Work Minimum Release,
supplier. This amount Give the Service
Execution/ Service amount agreed,
Start should get deducted details for which
for which Rate Note to supplier
whenever the RC is the RC is needed
Contract is created
released
Purchase Indent
Process Save the Document,
PO01-PO02 No the document No
PO Agreement Enter terms and
generates
Approved ? conditions
automatically and
Submit for Approval
Project
Yes
Automatic
End notification to
Buyer
Sub RC
Release
PO25
Finance
Finance
Vetting
RAILTEL Process: Rate Contract Process for Service & Business Function: RAILTEL Project Date: 12-01-2013

Works Contract
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.

Approach (Y/N)
None None PO 24.01 If a department frequently needs supplies or services from the same supplier, System Y
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).
None None PO 24.02 Buyer will select the Appropriate line type as below : System Y
- 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.
None None PO 24.03 Terms and condition can be entered like Payment terms, Shipment details and System Y
Control dates.
None None PO 24.04 Generate Blanket Purchase Agreement with automatic document number. System Y
None None PO 24.05 Blanket Agreements are sent for approval according to pre-defined approval System Y


Approach (Y/N)
hierarchies that are set up within Oracle Purchasing. Once the Blanket Agreement is
approved Blanket releases can be prepared against Blanket Agreement.

PO 25 - Rate Contract Releases of Service & Works Contract (Sub PO)

Rate Contract Release for Work Execution ERP Manual Email
Enter the details like the

Create a RC release if
Query the Enter the RC amount/Quantity that
service is required from
Start Approved PR from release number in needs to be released,
the supplier for which RC
Auto create Pool the release Header Promised date and
is already created
Shipment details
Project
NO Save the Document,

Rate Contract
for Works Automatic the document No
PO Agreement
Contract End notification to generates
Approved ?
PO24 Buyer Yes automatically and
Submit for Approval
Receiving
Process
INV03
Finance
Finance
Vetting
RAILTEL Process: Rate Contract Release of Service & Business Function: RAILTEL Project Date: 12-01-2013

Works Contract
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.

Approach (Y/N)
None None PO 25.01 Blanket release creation is equivalent to creating a standard Purchase Order. System Y
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
None None PO 25.02 Select Blanket Agreement number from List. Select the Line number. Enter quantity, System Y
Promised date , Etc
None None PO 25.03 On Blanket Release shipment information can needs to be entered. System Y
None None PO 25.04 Blanket Release is sent for approval according to pre-defined approval hierarchies System Y
that are set up within Oracle Purchasing.

PO 26 - Advance Purchase Order

Advance Purchase Order ERP Manual Email
Agree the amount

Identify the items
and price with the
that are required for Minimum release ,
supplier. This Give the item/service details
long term from the quantity agreed note
Start amount and quantity for which the advance
same supplier for to supplier can be
get deducted purchase is needed
creating the advance entered
whenever advance
purchase order
purchase is released
Purchase
Indent Process ON
PO01-PO02
Advance Save the document, the Enter terms &

Automatic
Purchase document number conditions and
End notification to Yes
Order generates automatically tentative delivery
buyer
approved and submit for approval schedules
Sub PO/Advance
Purchase Order
PO27
Finance
Finance
Vetting

RAILTEL Process: Advance Purchase Order Business Function: RAILTEL Project Date: 12-01-2013
Process Number: PO 26 Description: This step explains the Advance Purchase Order.
Event Description: This process is triggered Whenever Advance Purchase Order is created.

Approach (Y/N)
None None PO 26.01 Identify the items that are required for long term from the same supplier for System Y
creating the planned purchase order
None None PO 26.02 Agree the amount and price with the supplier. This amount and quantity get System Y
deducted whenever release is done against the purchase order.
None None PO 26.03 Give item/service details for which the planned purchase order is needed System Y
None None PO 26.04 Minimum release, quantity agreed, note to supplier can be entered System Y
None None PO 26.05 Enter terms & conditions and tentative delivery schedules is fixed System Y
None None PO 26.06 Save the document and document number generates automatically System Y
None None PO 26.07 Planned Purchase order is sent for approval according to pre-defined approval System Y
hierarchies that are set up within Oracle Purchasing.
None None PO 26.08 Automatic notification is sent to buyer after approval of document System Y

PO 27 - Advance Purchase Order Release (Sub PO)

Advance Purchase Order Release ERP Manual Email
Create a schedule
release, if any item is
Enter details like
required from the Query the approved
Enter schedule release quantity needs to be
Start supplier for which the PR from auto create
number in release header released, promise date
advance purchase pool
and shipment details
order is already
created
Advance
Purchase
Order ON
PO26
Save the document, the

Automatic Schedule
document number
End notification to Yes release
generates automatically
buyer approved
and submit for approval
Receiving
Process
INV02-INV03
Finance
Finance
Vetting
RAILTEL Process: Advance Purchase Order Release Business Function: RAILTEL Project Date: 12-01-2013

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.

Approach (Y/N)
None None PO 27.01 Create a schedule release for which the planned purchase order is already created. System Y
None None PO 27.02 Query the approved PR from Autocreate pool System Y
None None PO 27.03 Enter schedule release number in release header and quantity detail that needs to System Y
be released
None None PO 27.04 Save the document number and document number generates automatically System Y

PO 28 - Global Purchase Agreement

Global Purchase Agreement ERP Manual Email
Site name should Create Blanket

Set up Supplier & Enable multiple operating
be same in all OU agreement & check Approve global blanket
Start Supplier Sites for units for global blanket
for global global box in header agreement
operating units agreement
agreements
Create standard purchase

Approve order in operating unit by
Automatic
standard taking the reference of global
End notification to Yes
purchase purchase agreement
buyer
order
Receiving
Process
INV02-INV03 No
Finance
Finance
Vetting
RAILTEL Process: Global Purchase Agreement Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 28 Description: This step explains the Global Purchase Agreement Process.
Event Description: This process is triggered to raise the global purchase agreement.

Approach (Y/N)
None None PO 28.01 Setup and Supplier and supplier site for all operating units, Supplier site name System Y
should be same in all operating units for global agreements.
None None PO 28.02 Create blanket agreement and check global box in header for global agreements System Y
None None PO 28.03 Enable multiple operating units for global blanket agreement and approve the GPA. System Y
None None PO 28.04 Now, create the standard purchase order in another operating unit by taking the System Y
reference of global agreement
None None PO 28.05 Check global agreement in owning organization, it is updated with order quantity System Y
from another operating unit.
None None PO 28.06 Automatic notification will be sent to the buyer after document approval System Y

PO 29 - Maintain Purchase Order Process (Variation/Enhancement in Quantities)

Maintain Purchase Order Process ERP Manual Email
Control Actions Select the Control System applies

Open the Type Of
Start options like cancel, Specific controls
Purchase order changes
close, hold, Etc on PO
Modity
Modify the portion of

Procurement the PO like Variation in No
Process PO Approval
PO Quantity, Approved PO ? End
PO12-PO13 Process
Tolerances, Dates,
Etc.
Yes
System generates the

revision number and
requires Re-Approval
Finance
Finance
Vetting
RAILTEL Process: Maintain Purchase Order Process Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 29 Description: This step explains the maintenance of Purchase Documents.
Event Description: This process is triggered Whenever purchasing document is maintained.

Approach (Y/N)
None None PO 29.01 Open the Purchase orders for modify the details System Y
None None PO 29.02 Make the Changes like quantity, Terms and conditions, Etc and save the document. System Y
None None PO 29.03 System generates the Revision number for the Purchase order and status will be System Y
changed automatically as Requires Re-Approval for Approved PO
None None PO 29.04 POs are sent for approval according to pre-defined approval hierarchies that are set System Y
up within Oracle Purchasing.
None None PO 29.05 In case of any cancellation of PO, Hold, etc System Y
None None PO 29.06 Cancellation of PR System Y
None None PO 29.07 Save the Document, so system applies specific controls on the Document System Y

PO 30 - RFI- Request for Information (Tender Process)

RFI Process ERP Manual
Procurement
Process End
PO12-PO13
Yes
Search for new
Suppliers from Define the
Purchase Does Rate
database, Is Supplier Rating Prepare the RFI
Start Indent Contract No Yes
market research, Registered? parameter for template
PO01-PO02 Exists?
referrals, Web RFI
search
No
Float the final
RFI to all the
Supplier suppliers
Procurement
Registration End mentioning the

PO32 submission
timelines
Yes
Short list
Supplier suppliers for
Supplier Supplier visit & facility visit & RFQ/RFP,
Yes No End
Selected? audit done audit Reverse
required? Auction,
Negotiation
No
Comparative rating
End Supplier rejected of the suppliers
Answer to
based on RFI Queries
responses
Supplier
Update and RFI received

Submit the RFI along with the
Supplier Queries
as per the predefined
timelines timelines
RAILTEL Process: RFI (Request for Information) Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 30 Description: This step explains the process of creating the RFI.
Event Description: This process is triggered as and when organization wants information from suppliers

Approach (Y/N)
None None PO 30.01 After the PR is created, a RFI is created by the sourcing to get information from the System Y
suppliers
None None PO 30.02 Create a template for send RFI to the supplier System Y
None None PO 30.03 Enter Business Terms and conditions for RFI System Y
None None PO 30.04 Enter Item Defaults for the RFI System Y
None None PO 30.05 Select Response Controls for the RFI like opening the RFI immediately, suppliers can System Y
see other suppliers notes etc
None None PO 30.06 Review and Submit the RFI System Y
None None PO 30.07 RFI is received by the suppliers. Suppliers need to update and submit the RFI. Short System Y
listing of the suppliers is done for RFQ/ RFP/Reverse Auction/ Negotiation after audit

PO 31 - Request for Quotation and Quotations (Tender Process)

RFQ/RFP Process ERP Manual
Approve the
RFQ?
Legal
Receive and
review the legal Yes
No
terms and
condition of RFQ
Float the Final

Prepare the RFQ Forward the legal
RFQ to the
Off line or RFQ comprising legal terms and
RFI Process shortlisted supplier
Start method to be RFQ and commercial conditions to legal
PO30 mentioning
followed terms and department for
submission
condition review
timelines
Offline
Quote
analysis and
Offline End
Procurement
Negotiation oN
PO31
Comparative Auto alerts to

Follow offline/ analysis and supplier/Remind
Any Review and Response
Online shortlist the No Yes the supplier ,
Correction? Validate Response Received
Negotiation supplier for follow up with
negotiation supplier
Online
Answer the
Reverse Auction queries
End Yes
Process
Supplier
Receive the RFQ

Supplier informed Submit the along with
about the error updated RFQ as Supplier Queries predefined
incurred per timelines submission
timelines

Quote Analysis and Negotiation ERP Manual
RFI
Process
PO30
End
Call the
Start shortlisted
supplier for
negotiations
Contract
RFQ Creation
Procurement
Process Process
PO31
Yes
Ask Final Call supplier

Receive &
quotes & cost for final Is Supplier
Compile cost
breakup sheet negotiation & selected?
breakups
from supplier discussion
No
Rejection
reason
mentioned
End
Submit the
Supplier
final cost
breakups

RAILTEL Process: Request for Quotation and Business Function: RAILTEL Project Date: 12-01-2013
Quotations
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

Approach (Y/N)
None None PO 31.01 RFI/ RFQ can be created in two ways: one through sourcing and one manual (email). System Y
In the system, buyer can directly enter the RFQ Header information or it can be
created from Indent using Auto create functionality.
None None PO 31.02 Buyer should be able to input the required information like terms and conditions, System Y
payment terms, Supplier note (If any), Shipment details
None None PO 31.03 Assign the Supplier list to communicate to vendors about the new item details. System Y
None None PO 31.04 RFQ numbering will be automatic. System Y
None None PO 31.05 Change the RFQ status as ACTIVE and send the communications to suppliers System Y
None None PO 31.06 Quotation can be converted from RFQ information System Y
None None PO 31.06 Based on the Best bid, Enter the Price details, Terms and conditions in Quotation System Y
None None PO 31.07 Approve a single/Entire quotation line from the list System Y

PO 32 - Supplier Registration (iSupplier Module)

Supplier Registration Process ERP Manual
Open the Supplier

Go to Web Fill & Submit
Start Registration
based Portal details in Template
Supplier
Template
Intimate Supplier
End
for disqualification
No
Issue login id &

Reverse Online Template
Password for Is supplier
Auction Yes received for
future acceptable
Process evaluation
transaction
Procurement
If Required buyer
RFQ
will forward the
End Process
profile to user for
PO31
inputs
Inputs on
Supplier based
on the profile
User

RAILTEL Process: Supplier Registration Module Business Function: RAILTEL Project Date: 12-01-2013
Process Number: PO 32 Description: This step explains the Supplier Registration Process.
Event Description: This process is triggered to define the supplier in the system.

Approach (Y/N)
None None PO 32.01 Supplier Registration can be done manually or through isupplier portal. For manual System Y
process, suppliers need to be registered manually in the application.
None None PO 32.02 To register through isupplier portal, go to the web based portal and open the System Y
registration template
None None PO 32.03 Fill in the details of the supplier to be registered System Y
None None PO 32.04 Issue the login details to the Supplier if acceptable by the Purchasing department System Y
else notify the supplier

PO 33 PO/LOA Acknowledgement (iSupplier Module)

PO/LOA Acknowledgement Process ERP Manual
PR Amended
PR Returned against change PR Approval
User
to User requested by as per DOA

Supplier
Yes
Is PR Required Receipt of
No PO Amended
to be Amended Amended PR
Procurement
Procurement
Start Process
PO12-PO13
A
Request
received Acceptance
End
online, Fax, Received
Email etc.
Change Requested
Approved PO
received
online, fax,
email, etc.
Supplier
PO Accepted or
Acceptance
Change Requested Accepted
or Rejected
Communicated
PO Cancellation
Process/Maintain
Rejected End
Purchase Order
PO29
RAILTEL Process: PO Acknowledgement Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 33 Description: This step explains the PO Acknowledgement Process.
Event Description: This process is triggered Whenever PO is acknowledged.

Approach (Y/N)
None None PO 33.01 Approved PO with Acceptance required flag set as Yes goes to supplier for System Y
acceptance
None None PO 33.02 Supplier gets a notification for acceptance for a PO System Y
None None PO 33.03 Supplier can accept the PO/ reject the PO or request changes System Y
None None PO 33.04 If acceptance is not provided by the supplier, PO needs to be cancelled. If System Y
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

PO 34 - ASN Creation and Online Submission (iSupplier Module)

ASN Creation & Online Submission ERP Manual
Material Receipt/
End Receiving Process
INV02-INV03
Yes
Procurement
PO Review
Payment
Acknowledgement Pending PO Check ASN as
Start Process
Process status of the per PO terms
AP04
PO33 Supplier
No
Intimate
Supplier for
Correction in
ASN
Create/Amend
Login Web Track the Advance
Payment
Start bases Online Pending PO Shipment Submit ASN
Tracking
Portal status Notice (ASN)
against the PO
Supplier
End
Open Online Create Invoice

Submit Invoice
Invoice form against the PO
RAILTEL Process: ASN Creation and Online Submission Business Function: RAILTEL Project Date: 12-01-2013

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.

Approach (Y/N)
None None PO 34.01 Supplier can track the PO pending status through isupplier portal System Y
None None PO 34.02 Supplier can create / amend ASN System Y
None None PO 34.03 Supplier can open the online invoice form to create and submit invoice System Y

PO 35 - Contracting Process (Procurement Contract)

Contracting Process
Legal Department ERP Manual
Approve
Standard Terms Standard
Create Section Standard
Start & Condition Contract End Approved
& Clauses Contract
Library Templates
Template
No
Inputs to End
Standard Submit online for
Contract legal approval
Template
Standard Terms Negotiate the

Monitor Contract
& Condition terms with the
deliverables
suppliers
Procurement
Create draft
Quote
Supplier Selection contract from
Analysis & Contract
Start Process RFI/RFQ standard
Negotiation
PO30 contract
PO31
template
Purchasing
Process
PO12-PO13
Submit online/
manually to
Yes
supplier for
approval
Receive alerts Update Contract
End on important due in Contract
dates Repository
Give Inputs
online/manually
on the terms to
Supplier
be discussed
No
Receive draft
Contract Give acceptance
contract online
Terms Yes on line , Sign-off
or manually for
acceptable the contract
review
RAILTEL Process: Contracting Process Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 35 Description: This step explains the Procurement contracts.
Event Description: This process is triggered Whenever contract is done with the supplier.

Approach (Y/N)
None None PO 35.01 Oracle Procurement Contracts enables to define a standard set of templates to System Y
easily default contract terms for contracts authored by your organization. Create
templates that include both clauses and deliverables.
None None PO 35.02 Sections are headings under contract clauses are organized. The headings provide System Y
structure and organization to a printed contract document. Define sections that can
be used in authoring templates and contracts.
None None PO 35.03 A standard clause is the text that describes the legal or business language used to System Y
author a contract. Clauses are drafted based on both business and statutory
requirements.
None None PO 35.04 Setting up Contract types - When users create Repository contracts in Oracle System Y
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
None None PO 35.05 Create drafts from standard contract templates and get it approved. System Y
None None PO 35.06 Give inputs on the terms to be discussed to the supplier System Y
None None PO 35.07 Once getting the signoff from the supplier, contracts can be updated in the contracts System Y
library

PO 36 - Contracting Amendment Process (Procurement Contract)

Contract Amendment Process

Legal Department ERP Manual
Approved
No
Negotiate the
terms with the
supplier
Procurement
End
Change the Update

Submit online/
Need to revise terms & Submit on line contract in
Create revised manually to
Start an existing condition in the for legal contract
draft contract supplier for
contract existing approval repository with
approval
contract revision record
Receive draft
Request for contract on line
revision in or manually for
Start
Supplier
existing review
contract
Give Inputs
Give
online/
Contract terms acceptance
manually on No Yes
acceptable online, Sign-off
the terms to be
the contract
discussed
RAILTEL Process: Contracting Amendment Process Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 36 Description: This step explains the Contract Amendment Process.
Event Description: This process is triggered to amend the procurement contract.

Approach (Y/N)
None None PO 36.01 Query the template that needs to be revised. Change the terms and conditions in System Y
the approved template.
None None PO 36.02 Submit the revised contract for approval System Y
None None PO 36.03 Give inputs on the terms to be discussed to the supplier System Y
None None PO 36.04 Once getting the signoff from the supplier, contracts can be updated in the contracts System Y
library

PO 37 - Approved Supplier List (ASL)

Approved Supplier List ERP Manual
Single/Limited
Tender
PO08-PO09
Float the RFQ and

Dispensation Identify the item for Quotation from
get Quotations for
Start of Tender which ASL needs supplier exists No the item from the
PO10-PO11 to be created for the item
suppliers
Supplier
Creation
Process RFQ Process Yes
PO31
Select the Supplier

Name and Site that
Assign the Status Assign the Source
can be associated
to the supplier and document name ,
with the item
Item Number and Save
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
RAILTEL Process: Approved Supplier List Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 37 Description: This step explains the Approved Supplier List Process.
Event Description: This process is triggered Whenever supplier is approved for procurement of specific item.

Approach (Y/N)
None None PO 37.01 Approved Supplier Lists in Oracle is the term used to describe a list of items and System Y
commodities that have approved sources from a list of suppliers.
Enter the Item code which wants to associate with Approved Supplier list
None None PO 37.02 Enter the Supplier name and Site details based on the quotation System Y
None None PO 37.03 Create the Link between supplier and Item and update the status Approved System Y
None None PO 37.04 Update the Blanket Agreement number to default the price details in Delivery System Y
releases and save the document

PO 38 Spot Purchase Process

Spot Purchase Process ERP Manual Email
A
B C
Annual celling limit

Check On hand Indent raised by Authority will be
Indent approved by will be defined as
availability of Item executive of defined as a
Start Item Available No concerned DGM/ Yes Prepayment
before raising the concerned Supplier in the
AGM/GM/Directors amount in the
Indnet department System
Payables
Yes
No
Item will be utilized
from Stores, If it is
above minimum
Procurement
threshold limit only

No
Committee
nominated by
Purchase Committee will
Total Item cost Survey report will Nominated authority, Minimum
Order raised confirm available
PO falls under be submitted to Committee will do 2 members are
D to current Yes prepayment
approved current authority authority by the survey in to the required for
authority limit amount in the
limit committee market committee, one
PO12 system
will be from
Yes finance
No
Item is received as
per Item type Purchase Order
asset/Expense raised to higher
authority as per their
annual celling limit
PO12
Invoice will be
Payment &
adjusted
Finance
Amount will
against the
be deducted
Prepayment End Supplier B Prepayment C Finance Vetting
from total
for Purchased
Prepayment
Item
AP04
AP02
RAILTEL Process: Spot Purchase Process Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 38 Description: This step explains the Spot Purchase Process.
Event Description: This process is triggered Whenever Spot purchase is done by committee.

Approach (Y/N)
None None PO 38.01 As per on-hand availability of Item, Indent will be raised. System Y
None None PO 38.02 Authority will be defined as a Supplier in the system System Y
None None PO 38.03 Annual ceiling of authority will be defined as a prepayment in the payables System Y
None None PO 38.04 Minimum two committee member is nominated by authority, one will be from System Y
finance.
None None PO 38.05 Committee will confirm available prepayment in the payables before doing the System Y
survey in the market.
None None PO 38.06 Survey report will be submitted to authority by committee members System Y
None None PO 38.07 PO will be raised to authority of total invoice bill System Y
None None PO 38.08 Item is received as per item type asset/expense System Y
None None PO 38.09 PO Invoice will be adjusted against the prepayment System Y
None None PO 38.10 Payment will deduct from total prepayment. System Y

PO 39 Inspection Waiver Process

Inspection Waiver Process ERP Manual
TAA decide Inspection Supplier is advised Department issue Material is

Case Put up to
Inspection waiver of authority to ask for waiver waiver certificate to received without
Start TAA for
some equipment in RailTel/Outside certificate from region as well as Inspection
approver
case of Urgency Agency RailTel authority supplier certificate
System will
generate waiver
Procurement
certificate
document
End
Finance
Invoice Bill and

Payments
AP02 AP04
RAILTEL Process: Inspection Waiver Process Business Function: RAILTEL Project Date: 12-01-2013

Process Number: PO 39 Description: This step explains the Inspection Waiver Process.
Event Description: This process is triggered whenever waiver is given for Inspection.

Approach (Y/N)
None None PO 39.01 TAA decides inspection waiver of some equipment in case of urgency Manual N
None None PO 39.02 Inspection authority can be RailTel or Outside agency. Manual N
None None PO 39.03 Supplier is advised to ask for waiver certificate from RailTel authority Manual N
None None PO 39.04 Case Put up to TAA for waiver Manual N
None None PO 39.05 Department issues waiver certificate to region as well as supplier Manual N
None None PO 39.06 Material is received without certificate Manual N
None None PO 39.07 System will generate waiver certificate document Manual N
None None PO 39.08 Invoice, Bill and Payment is done accordingly. Manual N

PO 40 Delivery Period/Date of Completion - Extension

Delivery Period/Date of Completion - Extension ERP Manual
PO will be LD will be
Bank
Material amended, System Delivery Period applicable or
Reason for PO Guarantee
Delivery Period will check actual Yes will be Not decided at
Extension approved date extension
Extension position from extended the time of PO
iSupplier amendment
No System alert
Material Receiving of will go to
Material on finance for
End
new delivery bank
date guarantee date
extension
Procurement
Delivery date Material/

Start extension of Service
DP/DOC Extension
Service
LOA will be
LD will be
amended,
Date of applicable or Bank
Reason for System will LOA DOC will be
Commissioning Yes Not decided at Guarantee
Extension check actual approved extended
Extension the time of LOA date extension
position from
amendment
iSupplier
Work System alert will

confirmation of go to finance for
End
Service on new bank guarantee
delivery date date extension
Finance
Invoice Bill &

Payments
AP02 AP04

RAILTEL Process: Delivery Period/Date of Completion Business Function: RAILTEL Project Date: 12-01-2013
- Extension
Process Number: PO 40 Description: This step explains the Delivery Period/Date of Completion - Extension
Event Description: This process is triggered whenever Delivery Period/Date of Completion is extended.

Approach (Y/N)
None None PO 40.01 Delivery Period of material is extended and reason for extension is entered System Y
None None PO 40.02 PO will be amended and it goes for approval, System will check actual position from System Y
iSupplier
None None PO 40.03 Delivery Period will be extended System Y
None None PO 40.04 LD will be applicable or not decided at the time of PO amendment System Y
None None PO 40.05 Bank Guarantee date will also be extended System Y
None None PO 40.06 System alert will go to finance for bank guarantee date extension System Y
None None PO 40.07 Receiving of material is done on new delivery date System Y
None None PO 40.08 DOC of services is extended and reason for extension is entered System Y
None None PO 40.09 LOA will be amended and it goes for approval, System will check actual position System Y
from iSupplier
None None PO 40.10 DOC period will be extended System Y
None None PO 40.11 LD will be applicable or not decided at the time of LOA amendment System Y
None None PO 40.12 Bank Guarantee date will also be extended System Y
None None PO 40.13 System alert will go to finance for bank guarantee date extension System Y
None None PO 40.14 Receiving of service is done on new delivery date System Y
None None PO 40.15 Invoice, Bill and Payment is done accordingly. System Y

Open and Closed Issues for this Deliverable
Open Issues
ID Issue Resolution Responsibility Target Date Impact Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date
POM_PP_BP_1 Project Module

POM_PP_ES_2 Project Module
POM_PP_TP_3 Purchasing Module
POM_PP_PO_4 Purchasing Module
POM_PP_FT_5 Purchasing & O&M
POM_RP_RG_1 Project Module
POM_RP_EP_2 Project Module
POM_RP_MU_3 Project Module
POM_RP_TD_4 Purchasing Module
POM_RP_TP_5 Purchasing Module
POM_RP_SH_5 Project Module
POM_TP_VI_6 Finance Module
POM_RP_RC_7 Finance Module
POM_RP_TP_3 Purchasing Module
POM_RP_TS_4 O&M Module
POM_PO_PI_1 Purchasing Module
POM_PO_TD_2 Purchasing Module
POM_PO_PC_3 Purchasing Module
POM_PO_IP_4 Purchasing Module
POM_PO_RD_5 Purchasing Module
POM_TP_RG_1 Project Module
POM_TP_TD_2 Purchasing Module
POM_TP_TE_3 Purchasing Module
POM_TP_DT_4 Purchasing Module
POM_TP_VI_5 Finance Module

BP080 Po PDF

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EAPM

Author: Ajay Kummar Singh

Date Author Version Change Reference

12-Jan-2013 Ajay Singh 0.1 Base Document

Prithwish Chatterjee Wipro Project Manager

Name Position Signature

Sh. Kamal Kant Kaushaik Manager - Projects

Sh. Kumar Bachchan Sr. Manager - DNM

Sh. A K Sablania GGM DNM

Sh. Ashutosh Vasant GM - Projects

Sh. Puran Singh GGM - Infrastructure

Sh. Suresh Kumar GGM NTP

Copy No. Name Location

1 RailTel Project Parivartan Steering Committee Gurgaon

Company Confidential - For internal use only

Document Control ..................................................................................................................... ii

Company Confidential - For internal use only

PO 28 - Global Purchase Agreement........................................................................................ 83

Company Confidential - For internal use only

About this Document

Company Confidential - For internal use only

How this document is organized

Requirement Fulfillment using ERP Approach

Company Confidential - For internal use only

Note: The texts in grey shade are optional activities.

Company Confidential - For internal use only

Overall Project & Procurement Flow

Company Confidential - For internal use only

General Ledger Payables Fixed Assets Receivables

Budget Definition as per the Invoice to the

Sources of the Projects Workplan Creation, Project Budget

Company Confidential - For internal use only

PO 01 - On Line Purchase Indent Process

Company Confidential - For internal use only

On Line Purchase Indent Process ERP Manual Email

Start Log in to I Procurement

Add Items , Quantity

Company Confidential - For internal use only

Source: RAILTEL Project Team/AS-IS Document

AS IS Process AS IS ID # Process ID # Description Requirement

Company Confidential - For internal use only

PO 02 - Purchase Indent Process

Enter the Line Select the Capture the Charge

Company Confidential - For internal use only

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 Requirement

Company Confidential - For internal use only

PO 03 - Indent Preparation & Approval

Territory Level Regional Level Corporate Level

Indent/ Submit for RO collates all Indent/ CO collates all Indent/

More Info More Info

Tender Tender Process

Company Confidential - For internal use only

Source: RAILTEL Project Team/AS-IS Document

AS IS Process AS IS ID # Process ID # Description Requirement

Procurement POM_RP_EP_2 PO 03.01 Indent/Estimates are raised at territory level System Y

Company Confidential - For internal use only

PO 04 - Overall Procurement Tender Process (Supply Item)

Company Confidential - For internal use only

Overall Procurement Tender Process ERP Manual Email

Purchase Indent/ regions & Prepares