QUESTIONS AND ANSWER FOR REQUEST FOR PROPOSAL:ENTERPRISE RESOURCE PLANNING (ERP) PROJECT
RFP NO: SPAD/RFP/027/12/2013
AS AT 23 JANUARY 2014
Note:
i.
This questions are unedited (verbatim)
ii.
The clarification session has been closed, no further questions will be entertained.
iii.
The RFP closing date will be on 12 noon, 27 January 2014
NO.
QUESTIONS
S.P.A.D. RESPONSE
How many of Prasarana staff will be involved in the following and
what are their role in this project and skillset:
a. SAP technical Project (2 months)
b. SAP AMS (1 year)
SPAD and Prasarana are 2 (Two) different
organizations, hence will not be collaborating in
this Project.
2.
How many persons will be involved in knowledge transfer?
The knowledge transfer will only be among the
Project Team members and Key users,
approximately 20 employees.
3.
What are the current documentations available for SAP BASIS and
Netweaver (in scope for AMS)?
At present we do not have any SAP solutions
installed in SPAD environment.
4.
What are the other systems interfaced to SAP? Please provide brief
on each interfaced system?
At present we do not have any SAP solutions
installed in SPAD environment.
5.
What is current hardware configuration? Any plan for upgrade
current system patch level, kernal level, spam level of each system?
At present SPAD prefers to use VMware virtual
servers and its network is being managed by GiTN.
1.
23 January 2014
SPAD has not decided on any ERP products yet
(whether it’s SAP or others). It will be based on
the tender evaluation outcome.
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Tenderer must propose a complete infra setup
based on the requirement stated in the technical
compliance table (appendix T5).
6.
What are the modules currently in use and good if can provide total
number of users?
Please refer to the technical compliance table
(appendix T5)
7.
Do you have an architecture diagram or system landscape diagram?
Please refer to Appendix A included at the end of
this FAQ.
8.
Can we get the OS/DB details of all the systems?
Please refer to the tender’s appendix. Any
integration or connection to the DB must use open
standard industry protocol.
9.
Kindly provide some ideas about the amount of data size for the
data migration requirement.
Most of the data are in Excel files. At present,
SPAD still uses manual files for its daily operation.
10.
Regarding the training of new ERP system, would you opt for train
the trainer approach?
Please propose your best option that would best
suit our requirement.
11.
Any room to discuss and prolong the project implementation time
line if been awarded?
Any discussions in regards to the changes to the
project implementation will be done once the
tender is awarded and it will be upon
management’s approval.
12.
There are 3,475 line items in the compliance document, indeed
needs more time to run through and fill up the answers. We would
like to request for an extension.
Does SPAD have any other company, subsidiary etc which are
separate legal entities? If yes, these companies should be
considered as part of the implementation?
There will be no extension to the RFP submission
date.
Number of Users for below:
a. iProcurement (for local/remote users to submit Purchase
Requisitions only).
a. 50 users for Purchase Requisition
13.
14.
23 January 2014
We do have 1, SPADPro Berhad where HR will do
the payroll part, & maybe small procurement &
admin. We have 15 State Offices throughout
Malaysia and they are considered as part of the
implementation.
b. 1000 staff to submit claims and advances.
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b. Claims & Advances: What is the number of staff that will be
submitting claims and advances?
15.
Volume of data (GL, Suppliers/Vendors, Customers, Employees,
All data since the establishment of SPAD in 2011.
Projects, Stock, Assets, etc.) for data migration, and how many
years historical data need to be migrated to the new system?
16.
Disaster Recovery: vendor to quote for DR server. Is it an option or
part of the tender?
17.
Appendix 6 and 8 are blank. No information is provided. Is the page Appendix 6 and 8 are included in the RFP
left blank intentionally?
addendum.
18.
Staff Advances: who is the main owner of the module? Finance or HR will be the main owner – ie creation of staff IDs
HR?
etc.
19.
ROAMBI: Will SPAD continue to use the ROAMBI or the new BI Yes.
analytics modules to be proposed will replace ROAMBI?
Business Intelligence module is not in-scope in this
phase.
20.
Common Requirements
1.1.16 The system shall be accessed using web-based client for
users and administrators, and support dashboard reporting
on mobile device.
ENC: Can you describe the type of mobile device that users are
going to use? What is the mobile type or model? Is there any
other function that need to be accessed through mobile
device other than dashboard reporting?
Common Requirements
1.8.4 The system shall be able to facilitate immediate notification
of violation on highly restricted resources.
ENC: Can you explain what you mean by highly restricted
resources.
Common Requirements
1.8.5 The system shall be able to produce a variety of audit
reports giving details of sensitive transactions, including
21.
22.
23 January 2014
Yes, Disaster Recovery environment is in-scope.
The solution shall be able to be access by standard
mobile web browser.
The solution shall be able to prompt any
unauthorized access for eg function, failed login
and etc.
Yes, standard audit report shall be provided from
the system.
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date, time, User ID, old and new values for changes
Can you list the type of application data require auditing?
Will standard audit reports provided by the database be
sufficient?
Procurement
Material Master
3.2.1 The system should be integrated with Sistem Pengurusan
Aset (SPA)
ENC: Do SPA maintain Physical Asset/inventory Quantity?
Please note that there is no write up or description on the
current SPA functions in the tender document.
Material Master
3.2.12 The system shall be able to support different units of
measure by transaction (order quantity, goods issue
quantity, stock quantity, packing quantity, shipping
quantity, etc.)
ENC: What is the purpose of shipping quantity Unit of measure in
Procurement?
What types of stocks / materials do SPAD keep?
ENC:
23.
24.
25.
Material Master
3.2.15 The system shall allow partial data entry, review, view by
the authorised user (according to user access rights, e.g.:
finance department to fill financial data, purchasing
department to fill basic material data, project department
to fill MRP data, etc.)
ENC: Does MRP stand for Material Requirement Planning,
Marketing Requirement Planning etc.?
What kind of MRP Data can be entered?
Is there any Sale order business process or Manufacturing
business process?
Is there any business process related to MRP, which is
23 January 2014
Yes, SPA does maintain assets and inventory
listings.
Description on SPA is provided in Appendix 6 in RFP
addendum.
Shipping quantity is not relevant under the
Material Master system. For clarity, SPAD is not an
entity such as a manufacturing outfit where supply
chain management is critical in its purchasing
cycle.
SPAD does not purchase raw materials to be
developed into finished goods. Therefore stocks /
materials kept at SPAD are normally finished goods
such as corporate gifts, enforcement related
activities accessories, office equipment such as
printing toners and printing papers, etc.
Material Requirement Planning. Data such as
annual purchasing items and / or activities.
Not relevant again, it is important to note that
SPAD is not an entity such as a manufacturing
outfit where supply chain management is critical in
its purchasing cycle. As such, there is no business
process applicable for MRP towards SPAD.
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26.
27.
28.
29.
30.
normally used in a manufacturing environment.
Material Master
3.2.16 The system shall be able to require approval for changes to
material master based on defined approval process.
ENC: Is Approval required to create a new item?
Or any change for any item detail?
Vendor Management
Vendor Evaluation
3.3.1 The system shall be able to assist vendor evaluation
processes via workflow rules (routing through the vendor
evaluation process to the departments).
ENC: Is Vendor evaluation process done only via Approval
Hierarchy or via Vendor history?
Vendor Management
Vendor Evaluation
3.3.6 The system shall be able to maintain vendor assessment (job
knowledge, manning effectiveness, financial, sub-contractor
management,
network
savvy,
cultural
sensitivity,
commercial, responsiveness of the management, personnel
capability and customer support).
ENC: What is the purpose of job knowledge, manning
effectiveness,
network
savvy,
cultural
sensitivity,
commercial, and responsiveness of the management,
personnel capability and customer support?
Is there any current customer support system?
Who are SPAD's customers?
What kind of Customer information do SPAD maintain?
Purchase Requisition
3.4.1.8 The system shall support generation of PR based on MRP
planned orders or forecast orders.
ENC: Is there any Sales Order, MRP planning system or Forecast
order system/business process?
What are the parameters and source of MRP Planned orders
or forecast orders (e.g. Quanti2ty, Amount etc.)?
Purchase Requisition
3.4.1.15
The system shall allow automatic creation of PR from
23 January 2014
Yes. Changes to existing listing will also need
approval.
Approval Hierarchy and vendor evaluation process
must be done in accordance to Ministry of
Finance’s Procurement Guidelines SPP Bil.5/2007 :
Tatacara Perolehan Kerajaan Secara Tender in
Appendix 8 in RFP addendum.
For SPAD record.
We want the info on the customer support
provided for SPAD by vendors. Not by SPAD to
vendors.
For tenderer to propose on the Vendor information
that SPAD should maintain.
SPAD customers are the public and more
specifically the license applicants for land public
transport industry players. However the current
customer support system is being enhanced and
it’s covered under a separate open tender
exercise.
For tenderer to propose.
Example will be like purchase of stationeries
where SPAD want to buy it lump sum for one whole
year and not on monthly basis. Parameters will
cover both quantity and amount.
For tenderer to propose.
Approval required
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31.
32.
33.
34.
35.
36.
project managements, linking directly with the work
breakdown structure of the project.
ENC: Is there any approval required for automatic PR Creation
according to work breakdown structure of the project?
What parameters are there to create automatic PR?
Request for Quotation
3.4.2.1 The system shall be able to support different kind of
requisitions based on the amount of purchase.
ENC: How many requisition types are there currently?
Request for Quotation
3.4.2.9 The system shall be able to integrate the quotation prices
submitted by vendors between the backend system to the
eProcurement portal.
ENC: Do the eProcurement Portal having items (Material and
Services) information?
What kind of informations/data SPAD eProcurement Portal
have?
Is the portal existing currently or to be proposed as part of
the new system?
Purchase order
3.6.9 The system shall be able to generate PO number
automatically in multiple number ranges based on userdefined criteria
ENC: What are the types of user-defined criteria for PO Numbers?
Purchase order
3.6.11 The system shall support PO for inter-company purchases
(including automatic generation of relevant accounting
transactions)
ENC: How many companies are there as part of SPAD group?
Purchase order
3.6.32 The system shall be able to specify the delivery point of the
purchased items directly to subcontractor.
ENC: Who are the sub-Contractors for SPAD and what kind of
services are they providing?
Purchase order
3.6.41 The system shall support service entry for services as in
23 January 2014
according to amount in accordance to SPAD limit of
authority manual.
For tenderer to propose. Requisition process
currently adheres to Ministry of Finance’s
Procurement Guidelines.
e-Procurement portal is the system generated by
Commerce Dot Com Sdn Bhd for government
agencies and currently used by MoF.
SPAD currently has an e-Procurement system as a
software-as-a-service powered by TenderWizard
platform.
It would be highly desirable if
integration can be done with the proposed system.
Character inclusive number, alphabet and symbol.
Inter company in term of vendors. Not within SPAD.
Subcontractor here means SPAD regional office
locations or anywhere as designated by central
office in the PO.
Based on man-hour/man-day/man-month which
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entering the timesheet instead of performing goods receipt
Is the timesheet based on amount or other attributes?
Do timesheets have unit of measure for services?
Purchase order
3.6.42 The system shall support integration of the PO in the
backend to the eProcurement system
ENC:
What kind of data is eProcurement system keeping?
units will calculate amounts according to the
prescribed rate per unit.
Tendering for Works, Services and Consultancy
3.7.10 The system shall be able to log in all details of tender
document sales
ENC: What kind of data are tender document sales keeping?
Is it supplier sale item data?
Contract Management
3.8.9 The system shall be able to monitor & track the stage of
each contract from preparation to final. The process of
contract preparation including engineering specifications
preparation, contract & leg2al terms, approval process, BQ
definition etc
ENC: Is the approval process for final contract?
Contract Management
3.8.10 The system shall be able to convert tender document into
contract in system
ENC: What kind of tender documents are there?
Does the supplier enter data in online tender forms?
The contact information of the vendor/s that
bought tender documents open for bidding
exercise.
ENC:
37.
38.
39.
40.
Yes, integration is highly desirable. Data kept in
eProcurement are input in conducting sourcing
activities such as eBidding and eTender.
Correct. Tenderer to propose.
Correct. Tenderer to propose a system that could
extract or filter information from vendor’s bid (as
entered online) relevant to come out with a
standardised form of contract.
Tender documents ranges from Instructions to
Tenderer, Statement of Compliance, Technical
Requirement to Financial/ Commercial proposal.
Yes,
41.
Contract Management
3.8.16 The system shall be able to monitor contractor performance
based on data gathered such as:
a. the contract, terms of the contract and assessment of
each term
b. customer support and services
23 January 2014
This is not for SPAD customers. It’s for SPAD
vendors whose been awarded with contract on
certain works or services. SPAD want to monitor
their
performance
throughout
the
entire
contractual period.
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42.
43.
44.
c. quality of deliverables (on time delivery, quantity
delivered as schedule and variation orders)
d. project price and payment
e. project progress – completion of schedule activities
f. specialty – equipment, facilities, local/ Malaysian
content, local/ Bumiputra participation ( note: monitoring
requirements vary by type of contract)
ENC: Who are the customers and what kind of customer support
and services are there?
Variation Order
For tenderer to propose.
3.8.17.2
The system shall be able to generate the Employer's
Representative Instruction (S.P.A.D. as a client instruction)
to variation order using predefined format / template.
Format has various information such as contract sum,
remaining value, value of VO, details of VO calculations etc
ENC: What kind of information are required for “details of VO
calculations”?
Variation Order
For tenderer to propose.
23.8.17.5
The system shall be able to detect impact of the
variation order to project status, time and cost. (integrate
the VO process into the WBS / project management)
ENC: Please give example of the VO process into the WBS/
project management?
How many ledgers do SPAD have?
As per standard accounting requirement.
46.
Staff loan is referring to the Bank Loan taken by staff or does SPAD
Both
provides the loan to the staff?
Treasury: how critical is this module for SPAD, and what are the Collections & placements. Daily transactions. The
volume of the transactions
Collections are handled by another system that will
integrate with the Financial Systems.
47.
Treasury: is it handled by the specific dept (e.g. Treasury Dept) or Treasury Unit resides under Finance.
external fund manager (e.g. banker)?
48.
Lease Management: Is SPAD the customer for the leasing or SPAD Customer for the leasing i.e : Notebook, PC, motor
provides leasing to customer. Is this requirement for leased assets
45.
23 January 2014
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only?
49.
Licenses required:
a. For Purchasing there are only 26 users. Does this include
approver for Purchase Requisition and Purchase Order? Are
they the same person approving both types?
b. Who is the process owner for creating and maintaining
suppliers/vendors? Is the process owner included the
licences required for Finance and/or Purchasing?
c. Who is the process owner for creating and maintaining
customers? Is the process owner included the licences
required for Finance?
d. Who is the process owner for creating and maintaining
Stocks/Materials? Is the process owner included the
licences required for Finance and/or Purchasing?
e. How about user licenses for Contract and Tender. Are they
part of the 26 purchasing users?
f. Do you allow branch to create journals? If yes, how many
users are there? Are they part of the 15 finance users?
g. Treasury: how many users to have the access to this
module/function?
h. Lease Management: how many users to have the access to
this module/function?
i. Project Costing: how many users to have the access to this
module?
vehicle, equipment etc for internal use
a. Yes, 26 users include approver for Purchase
Requisition and Purchase Order. They are not
the same person.
b. Personnel in the Procurement Department will
be the process owner in the creation and
maintenance
of
suppliers/vendors.
Accordingly, licenses to the process owner will
be required and should be included for
Purchasing and Finance.
c. Personnel in the Finance Department will be
the process owner in the creation and
maintenance of customers.
Accordingly,
licenses to the process owner will be required
and should be included for Purchasing and
Finance.
d. Personnel in the Admin Department will be the
process owner
in the creation and
maintenance
of
stocks/materials.
Accordingly, licenses to the process owner will
be required and should be included for
Purchasing and Admin.
e. Yes
f. Yes (Plan)
g. 1-3 users
h. 1-3 users
i. 5-10 users
50.
Fixed Assets: Should vendor quote for the barcode scanner and Yes
printer as part of the tender?
23 January 2014
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51.
SPA: Will SPAD continue to use SPA or the new financial system Continue to use SPA, integrate with FA module.
(Fixed Assets module) will replace SPA? If SPA remains, the bar
coding and labelling, and what other functions will be done in?
52.
Payables: Do SPAD allow suppliers/vendors to register directly using Yes. Please propose best solution.
the new system?
53.
Receivables: Does SPAD allow customers to register and view their Yes. Please propose best solution.
transactions directly using the new system?
54.
Receivables: Who are the customers from SPAD point of view in the Customers from SIKAP (this will only integrate),
financial system? Is it the same customers they have in SIKAP other debtors & staff debtors.
system? Trade debtors? Other debtors?
55.
Receivables: Why do SPAD monitor the credit limit of the customer? Not relevant.
Do you receive any sales order from customer? Can SPAD explain
further on the process?
56.
57.
58.
Receivables: How is the discount calculated? As per line item or as
Not relevant.
per payment term of the invoice?
General Requirement
Must have bahasa option, It’s mandatory (SAGA
2.1.11.2
The system shall have the ability to display data entry requirement)
screen in multi-language (English and Bahasa Malaysia).
ENC: Are there certain screens and reports that should be
displayed in Bahasa, or all sceens and reports must have
Bahasa option?
Is Bahasa option mandatory or optional?
General Requirement
It is referring to PO/PR.
2.20.1.1
The system shall be automatically integrated with the
following modules (but not limited to):
b. Order Entry
ENC: Do SPAD need order management/Order entry module to be
installed?
Normally Order Management is required in a sales
23 January 2014
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59.
environment. Do SPAD have any sales functions, or this order
means the purchase order/ purchase requisition, instead of
Sales Orders?
General Ledger
2.3.1.1 The system shall provide for interface/ integration with the
following modules (but not limited to):
j. Budget & Vote Control.
ENC: Do SPAD receive Grants from the government or other
institutions?
Do you require Grants accounting module?
Can SPAD please explain in detail on the use of the Vote
Book.
Yes, SPAD receive grants from government and
some other funds from other government agencies
for some other projects.
Please advise us whether we need or not the Grant
accounting module.
Vote Book - to record and monitor expenditure in
the public sector. The information on these books
is subject to auditing to ensure that budgets are
well-controlled and coincide with Financial
Regulations.
• Ensure no extra-budgetary spending
• Highlight unnecessary expenditure out of the
ordinary
• Show the balance available so the organization
can keep on top of their finances
• Ensure that sufficient funds are available for
future payments
60.
61.
62.
General Ledger
By calendar
2.3.3.6 The system shall enable daily closure of account.
ENC: Is the GL Book required for daily closure by calendar or just
by reporting to show the balances as at certain dates.
Cash Management
Daily closure
2.4.6.2 The system shall enable daily closure of account.
ENC: Is the Cash Book required for daily closure or just by
reporting to show the balances as at certain dates.
Receivables
One example is SIKAP, for collection.
2.6.3.3 The system shall support for third party billing.
23 January 2014
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63.
64.
65.
66.
67.
68.
69.
ENC: Please give examples of Third Party billing.
Receivables
2.6.4.6 The system shall be able to support dishonoured cheque
processing.
ENC: What is SPAD's expectation on the system towards the
dishonoured cheque processing? Can you explain further.
Budget
2.9.1.3k.
Track and reconcile contract claims with budget
allocation and budget balance.
ENC: Need further explanation on how is the process flow.
Cost Centre Accounting
2.11.2.1
The system shall be able to create Statistical Key
Figures in the system, e.g. headcount, no of telephone
units, conference rooms, no of photocopy machines
ENC: How currently do cost centres maintain the statistical
figures for the above requirement.
Do they have a report for the statistical analysis?
Loans Master File
2.18.2.1
e. Guarantor
ENC: How many guarantors may exist per loan?
How many loans are there still outstanding at any one point
of time?
Loans Processing
2.18.4.15
The system shall facilitate loan/advance status
tracking, for example master file created, disbursed, active,
suspended, dormant, closed, etc.
ENC: Is this an audit trail for loan, or a report or inquiry screen
required for this?
Loans Processing
2.18.4.19
The system shall have the ability to purge settled
loan/advances accounts with zero balance exceeding user
defined period.
ENC: What is the frequency for purging settled loan/advances?
Stock Control Maintenance
2.20.2.10
The system shall be able to perform calculation on
stock turnover period.
23 January 2014
Can track and identify any bounced cheque. This is
when we do auto bank reconciliation, where it
should trigger abnormalies.
Actual against budgeted for monitoring
Currently being done manually using Microsoft
excel/word.
Not relevant (as for now)
All
Staff Loans – based on HCD policies
Staff Advances – to settle within 7 days after event
Entry screen and shown in the report
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ENC:
70.
Do you require the form in the entry screen for the specific
calculation or can the calculations be shown in the report.
Stock Control Maintenance
Not relevant
2.20.3.8:
The system shall allow the inclusion completed houses
as stock for sales.
ENC: Please explain details of the process, what does mean by
‘completed houses’?
Do SPAD also sell houses?
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23 January 2014
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Appendix A
23 January 2014
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