Limited Tender
INDIAN ASSOCIATION FOR THE CULTIVATION OF SCIENCE
Jadavpur, Kolkata – 700032
Tender No.: IACS/ADM/01-2
dated 30.09.2011
Sealed tenders in two-parts Bid (techno-commercial bid and price
bid) system are invited from the short-listed venders qualified on
Evaluation of EOI (IACS/Adm/01 dated 22.06.11) submitted by
them. Tender Document for Office Computerization at IACS
may
also
be
downloaded
from
Institute
website
www.iacs.res.in/tender.
Registrar
================================
-1-
INDIAN ASSOCIATION FOR THE CULTIVATION OF SCIENCE
Kolkata – 700032
http://www.iacs.res.in
TENDER DOCUMENT
for
Enterprise Information System
1.
Preamble: Established on 29th July 1876 by a great visionary Dr. Mahendra Lal Sircar, Indian
Association for the Cultivation of Science (IACS) is the oldest Scientific Research Institute in the
whole of Asia. The celebrated Raman Effect discovered was discovered in this institute in 1928,
which culminated in Raman's receiving the Nobel Prize in 1930. IACS still to-date remains the
institute of India, which has fetched a Nobel Prize in Science.
IACS is an autonomous body nurtured by the Department of Science and Technology (DST),
Government of India. The DST and the Government of West Bengal are the principal fund-giving
agencies supporting research in IACS.
About 100 scientists, 300 employees and 400 students are now dedicatedly engaged in Research
activity or Support service, Administrative or Technical.
2.
Scope of work:
IACS requires an integrated, secured and centrally managed Enterprise Information System which
allows scope for future scalability and ensures to meet the managerial needs of a research institution.
The system should be web based and is to provide user-friendly reports and ergonomic user interface
to ensure maximum user efficiency. The preliminary focus is on the introduction of updated
computerised accounts and financial system. However, the total solution should have wide coverage
in computerising almost all the aspects of administrative, accounts, stores and related works
Total Implementation Period:
12 Months divided in 3 negotiable phases.
Expected Life time of the system: 5 years after implementation.
3.
Selection Process
The vendors must carefully go through the detail instructions (Pl See Appendices) and then offer
their techno-commercial bid and price bid separately. If required, some of the firms are to present
their proposed solution before an evaluation committee. The presentation would be part of technical
evaluation process.
Purchaser may also undertake oral clarifications with the bidders. The primary function of
clarifications in the evaluation process is to clarify ambiguities and uncertainties arising out of the
evaluation of the bid documents.
Price bids of the parties selected on the basis of techno-commercial bids will be opened for final
selection. The rest bids will be rejected.
Tender should be submitted in two bids system. Part – I (Technical Bid) of the tender should contain
technical details and commercial terms and conditions and Part – II (Price Bid) should indicate group-wise
price as mentioned in the Technical Bid. It is not binding on IACS to order for all groups/modules at a
time.
Submission of bids shall be deemed to have been done after careful study and examination of the tender document with full
understanding of its implications.
1)
Earnest Money Deposit (EMD)
:
2)
Last date and time for submission of tenders
:
Rs. 50,000/- (Rupees Fifty thousand) only
in form of DD drawn on a Nationalized/Scheduled Bank in favor
of “Indian Association for the Cultivation of Science” and
payable at Kolkata. No tender will be considered without the
above deposit. EMD unsuccessful bidders will be refunded after
the three months from the date of opening of Commercial Bids.
20 December 2011 by 02.00 p.m.
3)
Place of submission of Tenders
Date and time of opening of Technical Bids
:
:
Office of the Registrar, IACS, Jadavpur, Kolkata-700032
20 December 2011 at 03.00 p.m.
-2-
Note-1
:
Note-2
:
Note-3
:
Note-4
:
Note-5
:
The respondents must submit bids duly signed in their own letterheads. The bids are to be submitted in
Two-Bid pattern i.e. Technical Bid and Price Bid in two separate sealed covers distinctly marked
accordingly and both to be put inside another envelope, which should be sealed and super-scribed with
tender reference no., due date and time of opening.
The Price Bids of the bidders qualifying the technical bid will only be opened, the date of which will be
intimated to the short listed bidders at their email addresses. The rest bids will be rejected
At any time prior to the bid due date, IACS may, for any reason, whether at its own initiative or in
response to a clarification requested by a prospective bidder, modify the bidding documents. The
amendment(s) will be notified in the Institute website. Prospective bidders are advised to occasionally
visit the website for any amendment. www.iacs.res.in/tender
In the event of date being declared a closed holiday for purchaser’s office, the due date for submission
of bids and opening of technical bids will be the following working day at the appointed time.
For any further Technical clarification, the vendor may contact the ‘Registrar’ by email:
registrar@iacs.res.in
Director, IACS, Kolkata reserves the right to accept or reject any tender, and to annul the quoting process and reject
all quotations, at any time prior to the award of contract without assigning any reason whatsoever and without
thereby incurring any liability to the affected Company/Firm or Company/Firms on the grounds for the Purchaser’s
action.
Registrar
IACS, Jadavpur, Kolkata-700032
Phone: (033) 24733875
E-mail: registrar@iacs.res.in
-3-
Appendix- I
Instruction to the vendors and Terms and Conditions
The responding vendors should note that the preliminary features viz. Group I and V as briefed in
Appendix-II & III is to be completed within the Period of 24 weeks from the date of receipt of the
purchase order and the entire work is to be completed in all respects within 1 year from the date of receipt
of the purchase order. Time is the essence of contract and shall complete the work in all respects to the
satisfaction of the authority of the institute within the stipulated time, failing which the vendor shall be
bound to pay compensation at the rate of 1% (one percent) over the total tendered value of work for delay of
every week by way of liquidated damage.
The rates quoted shall be firm throughout the tenure of the contract (including extension of time,
if any granted) and will not be subjected to any fluctuations due to increase in cost of materials, rise
in labour wages or increase in taxes, duties etc. or due to any other reasons.
The successful bidder will be required to furnish a Performance Bank Guarantee for 10% of the ordered
value.
This tender shall be interpreted in accordance with laws of the Union of India and all disputes shall be
subject to Kolkata jurisdiction.
Payment Terms: Module wise/ functionality wise 100% of the Order Value, on completion, implementation
and acceptance of each module/functionality by IACS. AMC services will be paid quarterly against the
submission of satisfactory report by the official designated by Registrar, IACS. No advance will be paid in
any case.
The above payment terms would be strictly followed. Vendors are requested not to indicate their own
payment terms.
Payment will be made through e-payment mode after installation and configuration of Software on the
Desktop PC of the customer and on submission of duly signed installation report of the concerned IACS
officials. For ensuring e-payment, the service provider would complete all formalities in regard to payment
through E-mode.
The payment would be made after deducting applicable taxes. Firms/Companies must mention their
Permanent Account Number (PAN) while submitting their bid.
Before submitting the tender the bidder will be allowed to inspect the existing facilities at IACS and make a
thorough system analysis. For the purpose, they may discuss with the concerned officials. Registrar or any
official authorised by him may coordinate the process.
The vendor must detail the followings along with the technical bid which will be important for evaluating
the quality of the solution proposed:
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
x)
xi)
xii)
System design and information flow diagram proposed
Supply of hardware is not a part of this bid. However, the bidders must submit a fully compatible
hardware solution based on the proposed software solution offered in the bid with detailed specifications,
quantities and power requirements as a part of the Technical Bid. Based on their study they must specify
the h/w, s/w and network requirements (e.g. Servers, SAN, O.S., Database systems, NIC etc), to be
procured by IACS, with their market price. Open source solutions, if effective, are also accepted. Using
pirated version of the software and the operating system is strictly forbidden. The system should run on a
secure web-based protocol.
Time bar chart of the project. The project execution should conform to a well-defined and welldocumented schedule, listing every activity, its description and projected duration (in weeks). It is
vitally important to adhere to this schedule and it is preferred to customise a ready package successfully
implemented in reputed organisation or govt. funded institute rather than developing a new one.
Data validation features
Automatic Mailing/SMS to users
Data migration/entry Plan, Data Export/Import feature, Data Entry Forms with the offline/online option
Where no data in electronic format are available for a module, at least 10% data are to be fed without any
additional charge to test the functionality of the module. The data entry of the remaining part will be the
responsibility of IACS.
Test Plan with Methodology
Detail Training Plan
Backup and restoration features
Security features including hierarchical label for data access and information flow, digital signature,
encrypted passwords for the user accounts
Advanced searching features with Powerful search engine with versatile querying and viewing options,
graphical views wherever possible
-4-
xiii)
xiv)
xv)
xvi)
xvii)
Easy to use (and comprehensive) printed and user manuals with online help features
Provision to add reports and queries
Event Log feature
Less paper office feature with on-line approval through specified info path
Warranty and Post-Warranty Maintenance Plan with Qualification of Resident Engineers, s/w developers
and Project Manager
The vendor will post at-least 2 Engineers in the 1st year and 1 engineer in the next 3 years to look after
the maintenance of the application after formal Go-Live. The vendor, in general, will respond to any
issue raised by the user within one working day of being notified by the authorized person. The bidder
should provide an escalation matrix for delay in implementation.
To note that the application will be operated by users in MS-windows based browsers
like latest versions of Internet Explorer, Mozilla, Google Chrome and Netscape over internet and intranet
Reporting
The Project Manager shall conduct monthly review meeting with the officials of the concerned department
and shall also submit the following reports to the officers identified for the project
Weekly Status Reports and Monthly Progress Reports , summarizing following
o
o
o
o
o
Results accomplished during the period
Cumulative deviations to date from schedule of progress on milestones
Corrective actions to be taken to return to planned schedule of progress
Proposed revisions to Planned Schedule
Any other issues and outstanding problems, and actions proposed in earlier discussions
Fees:
A) Charges for Customization/ Implementation/Training:
Serial
No.
Module/functionality
Name
Customization
charges
Basic cost Taxes
&
Levies,
if any
Implementation
costs
Basic cost Taxes
&
Levies,
if any
Training
Basic
cost
(in Rs.)
Total
Charges
Taxes
&
Levies,
if any
1.
2.
3.
4.
5.
* The Company/Firm should provide in-house training at three levels to i) system administrators ii) officials in
concerned sections and iii) mgeneral users
B) Charges for Comprehensive Maintenance of the System (to be quoted year wise)
(in Rs.)
Year
Service Offering
Total Charges
Basic cost
1st year
nil
Taxes & Levies, if any
N
nil
nil
2nd year
3rd year
4th year
The quoted offer must be detailed and itemized to include the cost of the basic product, module-wise break-up,
option for ordering a part of the system without disturbing the functionalities, customization charges &
implementation costs, charges for in house comprehensive training of system administrators and in house training
of concerned staff members by competent personnel so that the staff involved in its use are able to operate the
system without any assistance. charges for comprehensive maintenance for 3 years. The quote offer must also
include taxes separately.
-5-
The rates quoted above should be inclusive of all expenses including out of pocket expenses, travel, boarding
lodging etc. at the respective locations. If there are any other charges quoted separately the bid will not be
considered and may be disqualified.
Taxes and Levies are to be specified clearly in Rs. term.
If no taxes and levies are mentioned then the quote will be treated as all inclusive of taxes.
Period of validity of quotation: The quotation shall be valid for 90 (ninety) days from the date of opening
of quotation. In exceptional circumstances, prior to the expiry of the original quotation validity period,
IACS may request the Company/Firm for a specified extension of the period of quotation validity. The
request and the response thereto shall be made in writing and will be binding on both the parties.
Performance Guarantee (PG): The successful Bidder, at its own expense, shall submit a Performance
Guarantee within thirty days of the date of notice of the award of the Contract. A Performance Bank
Guarantee, payable on demand for an amount calculates at the rate of ten percent (10%) of the contract
value.
The Performance Bank Guarantee shall be valid for the entire duration of the Contract period plus three
months thereafter. Performance Bank Guarantee must be irrevocable and drawn on a
Nationalized/Scheduled Bank in favour of IACS, payable at Kolkata. The Performance Bank Guarantee
may be discharged/returned by IACS after the completion of the Contract upon being satisfied that
successful Bidder has successfully performed its obligations under the Contract. In the event the successful
Bidder being unable to perform its obligations under the Contract, during the Contract period, for
whatsoever reason, the Performance Bank Guarantee would be encashed by IACS.
Earnest money deposit shall be liable to be forfeited if the successful bidder withdraw the tender after
opening. Similarly if one fails to commence or complete the work after issue of award letter, the earnest
money will also be forfeited.
Termination
Termination for Default: If the bidder fails to carry out the award / work order in terms of this document
within the stipulated period or any extension thereof, as may be allowed by IACS, without any valid reasons
acceptable to IACS, IACS may terminate the contract after giving one month notice, and the decision of
IACS on the matter shall be final and binding on the bidder. Upon termination of the contract, IACS shall
be at liberty to get the work done at the risk and expense of the bidder through any other agency.
Termination for Insolvency: IACS can terminate the contract if the bidder becomes bankrupt and/or losses
the desired state of insolvency with a notice of 15 days. IACS, in such cases of termination, will not be
responsible for any loss or financial damage to the service provider resulted due to the termination. The
IACS will also, in such cases have the right to recover any pending dues by invoking the performance bank
guarantee or any such instrument available with IACS.
The "Go-Live" means that the software is ready in all respect (designing, development, testing &
implementation, data entry documentation and can now is used by all the end users together as has been
envisaged in the initial detailed Software Requirement Specifications document) for all the departments of
the state.
It may be noted that the offer should be elaborate, clear and explicit. Ambiguous write-ups will not be
entertained and may be cancelled by the evaluation committee.
a)
The bidders shall provide detailed specifications of their offered system.
b)
The bidder shall clearly mention the period of warranty of their system. The bidders shall
also submit list of customers in India with satisfactory performance certificate.
c)
No subcontracting will be allowed for installation, customization or maintenance during
the period of warranty and/or AMC.
d)
Cost of all items, viz. –
i)
basic product,
ii)
module-wise breakup,
iii)
customization charges & implementation,
iv)
comprehensive maintenance for 3 years,
v)
training of system administrators,
vi)
training of staff members,
vii) Taxes.
-6-
e)
IACS will not provide any accommodation or transportation to the Engineers or
representatives of the successful bidder for installation, commissioning, customization,
maintenance and training of the staff members of IACS. The bidder should make these
arrangements, if required, of their own.
f)
IACS will not be responsible for delayed or late tenders submitted or sent by post, courier
etc. and for tenders not dropped in the tender box kept for the purpose.
g)
The rate offered in the tender must be valid for a minimum period of ninety days from the
date of opening of the tender.
h)
The bidder’s conditions printed on the tender or otherwise sent along with the tender shall
not be binding on IACS.
i)
All disputes are subject to exclusive jurisdiction of competent court and forum in Kolkata
only.
j)
IACS reserves the right to accept any tender in full or in part or to reject the lowest or any
or all tenders without assigning any reason.
k)
The responsibility of the bidders shall be not only to ensure supply, customization and
implementation in full of the order within the stipulated period from the date of receipts of
purchase order, but also to ensure satisfactory functioning of the installed system and its
proper maintenance for the above periods.
Training/Hand holding: The users of the system need to be trained in house by competent personnel for
the minimum required duration so that operators of the Institute can perform the operation involved in the
new system. Few users identified by IACS will be provided training on system administration.
User Manuals: The company/firm must hand over the user manuals etc. to the user after successful
implementation of the system. The manual must be comprehensive and contain all the workflow of all the
functions and in both hard copy and soft copy.
Defect Liability Clause: In case of any defects are detected in the system it should be
replaced/compensated for by the bidder free of cost and without any charge. The downtime of the software
should not exceed one working day. In case the downtime exceeds one working day, the awardees of the
contract should suitably compensate the Institute by extending the period of the warranty /AMC without
any additional charge.
Memorandum of Understanding: The selected bidder must enter into a MOU with IACS which shall
cover all the above aspects.
-7-
Appendix- II
Essentials for Office Computerization at IACS
The solution to be provided should encompass complete integration of the broad areas of:

Finance and Accounts Management System
Payroll Processing system, Pension Processing System, GPF, Superannuation,
Computerised Attendance System, Medical Reimbursement, I Tax etc.




Employee Information System
Project Information Management System
Stores and Purchase
System Administration
Salient Points to Note:
1.
Payroll: For employees, there are several deductions (PF, Insurance premium, income tax, loan
repayment etc).
Monthly Pay/Pension Slip, Yearly PF Savings Statement, Statement to Banks,
Bank Reconciliation Statement
2.
Purchase:
Several in-built checklists may be provided before issuing the order e.g. fund availability under the
head concerned and whether RBI and Government purchase procedures, as applicable, are
followed.
Foreign: Multiple currencies are involved. Also at the time of placing apart from FOB value some
additional amount may be set aside for customs duty, freight, insurance, bank charges etc.
3.
Administrative Expenses:
The expenditure of IACS may be divided (apart from salary) the following
LTC, medical re-imbursement, Approved travel for official purpose
Civil, electrical, maintenance
4.
Provident Fund & Superannuation
In order to protect the PF of individual employees and its statutory interest, IACS invests a portion
on approved Government/ Bank deposits. It is necessary to calculate the interest earned and the
interest paid to the employee. Every year 15-20 employees retire from service at IACS. To pay
their retirement dues (gratuity, leave encashment, pension commutation) IACS keeps a
superannuation fund and invests it properly. It is necessary to estimate the fund required for
retirement benefits at the beginning of the year so that there is no short fall.
5. Research Expenditure of both IACS and Externally Funding Agencies may be divided under
following heads
a) Equipment
b) Consumables, chemicals, spares, AMC, registration & DA for attending meetings
c) Travel: TA
d) Start-up grant
IACS allots every scientist (about 100 in total) a fixed amount under these heads, while External
funding agencies allot a fixed amount under these heads. Check point must be there to ensure
expenditure under no head exceeds allotted grant.
7. Income Tax
TDS needs to be transferred to ITO immediately, Quarterly report to Tax payers with future plan of
deduction, Form 16 to payers. I. Tax-Employee, I. Tax-Party, Sales Tax
-8-
Appendix- III
Main Features of Office Computerization at IACS
Indicative, Not Exhaustive
Group-I: Finance and Accounts Management System:
The basic functionality should include:
a) Budgets
i)
Setting up Project
ii)
Receipt Heads Entry
iii)
Payment Heads Entry
iv)
Advance Heads Entry
v)
Receipt Budgets
vi)
Payment Budgets
vii)
Budget Re-appropriation
viii)
Allocation of Fund Department wise and individual faculty wise and
control of control
ix)
Absorption of Budget according to Commitment Booking, Direct
Payment, Advance Payment.
b) Advices
i)
ii)
Bank Debit Advice
Bank Credit Advice
c) Receipt Entries
i)
Challan Entry
ii)
Cash Remittance
iii)
Cheque Realization
iv)
Commitment Approval
v)
Journal Advice
vi)
Payment Transfer
vii)
Receipt Transfer
- Receipt under receipt head
- Receipt under payment head
- Receipt as refund of advance
d) Indent Processing (input by individual department)
i)
Commitment Noting
recurring
ii)
LC Application
iii)
Commitment Closing
iv)
Commitment Approval
v)
Commitment Transfer
vi)
Re-appropriation Ledger
vii)
Absorption of Budget against commitment
Indent Booking
- Recurring/Non- Department
- Group/Schedule
- A/c. Head
- Sub-Head
e) Bill Registration (input by individual department)
i)
Bill Entry
ii)
Payment Bills – (i) direct payment, (ii) against indent, (iii) advance
payment
iii)
Adjustment Bills – (i) part adjustment, (ii) part refund, (iii) full
adjustment
iv)
Contingency Bill (input by Departments)
v)
Telephone Bills vi)
Newspaper Bills
vii)
Medical Reimbursement Claims
viii)
Tax Remittance
-9-
ix)
x)
xi)
f) Taxation:
i)
ii)
iii)
iv)
v)
Adjustment Voucher
Construction Bill (civil & electrical) – right from tendering & bill
payment including generation of MB
Renovation Bills (civil & electrical) – right from tendering to bill
payment including generation of MB
Income Tax – Salary – (Form 16)
Income Tax – Pension – (Form 16)
Income Tax – Party – (Form 16A)
Sales Tax – Declaration & Return
Provision for Service Tax
g) Claims Processing
i)
Cash/Advance Processing
ii)
Medical Claims Process
iii)
General Claims Process
iv)
TA/DA/LTC Bills
v)
Employee Claims
vi)
Telephone Claims
vii)
PF Bills
viii)
Payment under Suspense/Debit Head under Salary
h) Recoveries
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
P.F. – PF Ledger
I. Tax - Register
P.Tax - Register
TA/DA/LTC Advance - Register
Co-operative - Register
HBA - Register
HBA Interest - Register
Bank Loans (HBA, Personal Loan, etc. – Register
Recovery of dues under payment head/advance head
The system should be able to generate individual IT/PT/HBA/HBA
(Interest) recovery statements.
i)
j)
Vouchers
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
Adjustment Vouchers
Party Cheques
Bank Cheques
Employee Cheques
Salary Cheques
Scholarship Cheques
Cheque Cancellation
Cheque Reconciliation
Cheque Dispatch
Cash Entries
i)
Personnel Claims
ii)
Cash Disbursement
iii)
Cash Balance
- 10 -
k) Web Based Module
i)
Commitment Entry
ii)
Commitment Monitoring
iii)
Cash Advance
iv)
Cash Advance Tracking
v)
Bill Entry
- Direct Bill
- Bill against Commitment
- Bill against Advance
vi)
Bill Tracking
vii)
Expenditure Status
- Department wise
- Investigator wise
viii)
Online Help
ix)
E-mail alert
l)
Bank Interface & Cheque Printing
i)
ii)
Interface with Canara Bank & SBI
Cheque Printing
m) Interfaces
i)
Purchase Section Interface
- Online Commitment Updation
- Indent number exchange
- Online Debit head, Fund Availability
ii)
Central Store Interface
- SDN Transfer
- Online Debit head, Fund availability
iii)
Estate Office Interface
- Work order Entry
- Work order Tracking
- EMD Advice
- Running Bill Entry – MB entry, if possible
n) Interfacing Application with F&A Server Database
i)
Bill, Claim, Commitment Interface
ii)
Updating SDN to the Main database
iii)
Updating Indent details to the Main database
iv)
Remittance against Advance
v)
Transfer of Amount across Accounts
vi)
Budget Book Preparation
vii)
Online Cheque Printing
viii)
Online Help
ix)
TA, LTC Payment Entry
x)
Telephone Reimbursement
xi)
Works as per the Annexure
xii)
Ex-Officio Login Module
xiii)
Connected Schedules and Reports
xiv)
Misc. reimbursement
o)
Taxi Billing
- 11 -
p)
Annual
i)
ii)
iii)
iv)
v)
Maintenance Contract
Name of Instrument
Name of Company/Agency
Period
Amount
Records of service
q)
Budget Book
The system should also have a maintenance screen that serves the following purposes:
 Rectification of wrong entries.
 Maintenance of the database by regular backup and restoration, if
required.
 Restoration of entries to a previous stage of processing.
Payroll Processing System (PPS):
Functionalities to be included:

Employee Pay Details

Employee Search

Payroll Master

Provident Fund Master

Income Tax Master

P. Tax Master

Pensioners Bill Processing

Pensioners Bill Master

Pensioners Bill Processing

Payroll Processing Modules
Some of the important modules included in Payroll Processing System should be as follows:





Regular Employee Salary Processing
Temporary Employee Salary Processing
Pension Processing
PF Processing
TDS Processing
Payroll Reports
Some of the major reports in payroll System should be as under:

Pay Slip

Payroll Details

Pay Details Check List

Salary List

Tax Deduction Reports
- 12 -
Group-II: Employee Information System:
a)
New Employee Registration and Employee Verification (generation of EService Book)
i) Category of Employees- Faculty/Technical Staff/Adm. Staff/Contingent Staff/
Temporary Staff/Students
ii) Appointment Details
iii) Career Details
iv) Dependent Details
v) Previous Employment Details
vi) Employee Personal Details
viii) Employee entered and verified by Caseworker
ix) Verification by Supervisor
x) Verification by Administrator
b)
Service Registry
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
c)
Employee Status
Service Records
•
Promotion History
•
Dependent Details
Seniority Step up List
Dependent Details
Change Personnel Details
Career Details
Records of Immovable Property
Educational Details
Increment
i)
ii)
iii)
iv)
v)
vi)
vii)
Process Current Month Increment
• Employee wise processing
• Group processing
Process Status
• Month wise information
• Status for different levels of process
Finalized Increments
• List of increments after administrator approval
• Further formalities like sending mails etc..
Pending Increments
• List of employees whose increment is pending
• Provision for processing
Revert Increment
• Increment list of lower level of processing
• Provision for reverting for correction if any
Withheld List
• List of employees whose increments are with held
• Provision for sending letters and mails
Salary posting
• Provision for posting of salary to F & A for drawing salary
- 13 -
viii) Reports
• Department wise increment details for selected month
• Designation wise increment details for selected month
• Individual pay scale Report
e) Leave Record Management
The Leave management module should have option for all the employees to apply view,
cancel and modify the leave request. A common interface need to be provided for the
employee to view data related to leave, payroll, attendant and other relevant details. There
should be an interface to enter leave details directly by the department, incase someone
don't have the infrastructure to apply leave online.
Other functions
i)
ii)
iii)
iv)
Leave Crediting automatic both for EL and HPL
Leave Request
Leave process
Leave availed
•
Earned Leave
•
HPL / Commuted Leave
• Study Leave
• Extra Ordinary Leave
• Maternity Leave / Paternity Leave
• Other kind of Leave
Leave balance entry
Leave balance edit – Modification of leave balance
Visit Abroad Details
Vacation statements
Holiday list Entry
v)
vi)
vii)
viii)
ix)
The system should be able to generate individual annual leave statement.
f)
Promotion
i)
Selection of Eligible candidates for promotion (different criteria for different
category)
ii)
ACR Reports for the Employees
iii)
ACR Entry
iv)
ACR Modification
v)
ACR Information
vi)
Pay scale Fixation
vii)
Based on The Evaluation Pay scale Fixation, Increments etc are Updated
viii)
Promotion
ix)
Promotion in the case of designation change are updated
g)
Funds and Concessions
i)
ii)
iii)
iv)
v)
Home Travel Concession
Leave Travel Concession
Mutual Benefit Fund
Loans/Advances
•
House Building Advances
•
Car/Motor Cycle/Cycle Advances
•
Computer Advances
•
Festival Advances
GPF/CPF Advances
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h)
Others
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
Division Hierarchy
Maintenance of Division Master Information
Seniority List
Department Hierarchy
Maintenance of Departments Master Information
Designation Hierarchy
Maintenance of Designation Master Information
Pay scale Info
Maintenance of Pay scale Master Information
Group-III: Project Management System
a)
Details about PI and Project
i)
Name of the finding agency
ii)
PI, co PI – Bio-data including DOB, discipline, address etc
iii)
Sanction date and No.
iv)
Date of Start, Completion, Extension deatails
v)
Discipline of project
vi)
Summary of technical details
b)
Funds
i)
ii)
Total budget
Break up under
 Staff
 Details of staff
 Salary
 Equipment
 Contingency
 Overhead
Appropriation/Re-appropriation
Progressive Balance
iii)
iv)
c)
Equipment
i)
ii)
iii)
iv)
v)
vi)
vii)
d)
Name of the equipment
Cost
Make/Model/Supplier
Year of purchase
Warranty
Additions
Remarks
Consumables
i)
Cost
ii)
Date of purchase
iii)
Remarks
e)
i)
ii)
Contingency
Date
Amount
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f)
Travel grants
i)
Place of visit
ii)
Date
iii)
Name
g)
Progress of work
i)
ii)
iii)
iv)
Annual Progress Report
Summary of Results
Publication
Final Technical Report
Group-IV: Stores and Purchase (requisition & process- Department and employee wise)
a)
Purchase including foreign purchase
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
x)
xi)
xii)
b)
Asset management
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
ix)
x)
xi)
xii)
c)
Indent
check for stores availability
confirm funding
send request for quotation (RFQ)
prepare comparative statement
obtain sanctions, if necessary
make commitment
place order
receive items – (Stock entry & performance certificate)
prepare bill
make payment – (in case of foreign purchase entry in cash book on the date of
payment – only in case of bank)
clear commitment.
receive material indents
Create stores receipt voucher (or goods received note) / Abstract assets
registrar
update AAR under the appropriate P_5/project head
connect with E flow
receive material and bill or invoice
receive stores demand note
prepare inspection report
issue stores
update inventory records in personal inventory register (PIR) and asset
ledger (AAR), location of assets
transfer inventory between PIRs
undertake physical stock verification . . ..
return of obsolete items, disposal of scrap / gifting of surplus items
Inventory Management
i)
ii)
iii)
Stock in store /valuation/ division /area wise issue under chemicals/
glassware/ stationary/ computer consumables/ electrical items
Stock of chemicals/glassware in area/ division
Valuation/ status of fresh issue/consumption (weekly)
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iv)
Receipts, issues and payments for special and standard gases including
cylinder holding details and rentals.
The system should include –















Preparation of material master for all stores inventory
Fixing order level
Economic order quantity for replenishment
Lead time for procurement
Provide online stock availability status, issue materials against issue slips
Bin cards and priced stores ledger
Prepare project debits
Integrating with the project accounting as relevant
Prepare transfer entry statement for accounts
Update asset records in stores
Accounts as per transfer
Disposal sale
Condemnation
Gift
Removal from asset register.
Group-V: System Administration
The module is to be designed by the vendor on account of central monitoring and
administering the total system.
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