Request for Proposal for Implementation of ERP and Web ... · Volume I - System Integration Services and Solution Scope, IIT Bombay P a g e | 1 of56 Request for Proposal for Implementation

RFP: Volume I - System Integration Services and Solution Scope, IIT Bombay

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Request for Proposal for

Implementation of ERP and Web-based ERP- like Solutions

Volume I – System Integration Services and

Solution Scope

Indian Institute of Technology Bombay

Disclaimer: This document contains confidential information on Indian Institute of Technology

Bombay (IITB) which is provided for the sole purpose of permitting the bidder to make

a proposal. In consideration of receipt of this document, the bidder agrees to maintain

such information confidential and to not reproduce or otherwise disclose this

information to any person outside the group directly responsible for evaluation of its

contents, except that there is no obligation to maintain the confidentiality of any

information which was known to the bidder prior to receipt of such information from

IITB or becomes publicly known through no fault of bidder, from IITB or is received

without obligation of confidentiality from a third party owing no obligation of

confidentiality to IITB.


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Table of Contents

1. Introduction..............................................................................................................5

1.1 Purpose of this Document .....................................................................................5

1.2 Request for Proposal (RFP) Structure ...................................................................5

2. IITB Organization Structure and Functions ...............................................................6

2.1 Organization Structure ..........................................................................................6

2.2 Functional Structure ..............................................................................................7

3. Enterprise Resource Planning (ERP solution) ........................................................ 10

3.1 Objectives and Benefits ....................................................................................... 10

3.2 Strategic Considerations ..................................................................................... 10

3.3 Implementation Methodology .............................................................................. 11

4. Scope of Work ....................................................................................................... 13

4.1 General Scope .................................................................................................... 13

4.2 Functional Scope ................................................................................................ 13

4.3 Geographical Location ........................................................................................ 25

4.4 No of users ......................................................................................................... 25

4.5 Technical Scope ................................................................................................. 25

4.6 Scope of Services for Bidder ............................................................................... 27

5. Project Management.............................................................................................. 46

5.1 Proposed Project Plan ......................................................................................... 48

5.2 Project Deliverables ............................................................................................ 49

5.3 Governance Structure and Project team Requirements ....................................... 51

ANNEXURE I: BROAD FUNCTIONAL REQUIREMENT SPECIFICATION (SEPARATE

DOCUMENTS) ........................................................................................................... 54

ANNEXURE II: SCRIPTS FOR DEMONSTRATION BY BIDDER (SEPERATE

DOCUMENT) ............................................................................................................. 55

ANNEXURE III: INDICATIVE EXPECTATIONS AND PROCESS GAPS (SEPERATE

DOCUMENT) ............................................................................................................. 56


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1. Introduction IIT Bombay, set up by an Act of Parliament, was established in 1958, at Powai, a northern

suburb of Mumbai. Today, the Institute is recognized as one of the centers of academic

excellence in the country. Over the years, there has been dynamic progress at IIT Bombay in

all academic and research activities, and a parallel improvement in facilities and infrastructure,

to keep it on par with the best institutions in the world. Institutes in positions of excellence grow

with time. The ideas and ideals, on which such institutes are built, evolve and change with

national aspirations, national perspectives, and trends worldwide. IIT Bombay, too, is one such

institution.

1.1 Purpose of this Document

The objective of this document is to solicit proposals from the prospective bidders for

providing implementation services to implement the ERP. Abbreviation ‘ERP’ includes ERP

as well as web based ERP like products in the sequel.

1.2 Request for Proposal (RFP) Structure

Contents of this RFP have been documented as a set of two volumes explained below. Volume I: System Integration Services and Solution Scope

Volume I of RFP intends to highlight all the details with respect to functional and

technical requirements of the ERP solution along with the necessary scope of work

for implementing the solution that IITB deems necessary to share with the potential

bidders.

Volume II: Bidding Terms and Conditions

Volume II of RFP intends to mention all the information that may be required by the

potential bidders to understand the evaluation criteria, commercial terms, bid

process details, etc. to thereby participate in the bid process for implementation of

ERP and Web based ERP-like solutions at IITB.

This document is Volume I.


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2. IITB Organization Structure and Functions

2.1 Organization Structure

IIT Bombay is an autonomous institute, under aegis of Ministry of Human Resource

Development (MHRD), Government of India.

At the institutional level, IIT Bombay is governed by a Board of Governors with a

Chairman nominated by the Visitor (the President of India), the Director as a member and

the Registrar as secretary. Besides this, there are four persons having specialized

knowledge or practical experience in respect of education, engineering or science

nominated by the Council. Two professors are nominated by the Senate. Additionally,

one technologist or industrialist of repute is nominated by the Government of each of the

States of Maharashtra, Goa, and Dadra and Nagar Haveli.

For all academic matters, the Senate (Comprises all the professors of the institute and a

few nominated Members) is the authority having control and responsibility for the

maintenance of standards of instruction, education and examinations and all other allied

academic matters. The Senate is mainly constituted of all the professors of the Institute

and the Director is the Chairman.

*Detailed mapping of the organization will be provided during implementation phase.

High Level Organization Structure*

Council of IITs

Board of Governors

• Finance Committee • Senate • Building and Works Committee • Director

• Deputy Directors • Deans and Associate Deans

• Registrar, Deputy Registrars, Assistant Registrars • Librarian • HOD


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The key people in the execution of the Institute's activities are the Director and Deputy

Directors who are assisted by Dean (R&D), Dean (IPS), Dean (SA), Dean (AP), Dean

(ACR), Dean (IR), Dean (AA), Dean (FA) and the Heads of the Departments, Centers,

School and IDPs.

2.2 Functional Structure

Administration and Operation

Two Deputy Directors (Academic and Infrastructural Affairs, and Finance and External

Affairs) and eight Deans (Infrastructure Planning and Support, Research and

Development, Academic Programmes, Students Affairs, Alumni and Corporate Relations,

Faculty Affairs, Administrative Affairs and International Relations) assist the Director in his

executive roles.

The Registrar and senior officials in specific areas (Academic Affairs, Estate

Management, Materials Management, Finance and Accounts, Administration, Personnel

Training and Development, Placement, Publications and Public Relations, etc.) perform

administrative functions.

The Institute Advisory Council is a non-statutory body comprising eminent personalities

from business, industry and academia, which reviews and makes suggestions on long-

term policies and short-term goals.

Academic Office

The Academic Office of the Institute exists to facilitate, initiate and co-ordinate the

academic work of the Institute, particularly the teaching and assessment of students. It

acts as the repository of grades and academic records of all students, both past and

present. It provides administrative support to the Senate, which is the highest academic

body of the Institute.

The Head of the Academic Office is the Dean of Academic Programmes, who is a senior

professor of the Institute. The Dean is helped by a permanent administrative set-up

headed by a Deputy Registrar (Academic). Academic Office closely interacts with the

Dean of Student Affairs (DoSA), who looks after all non-academic issues of students.

The DoSA, as the ex-officio President of the Student Gymkhana, coordinates various

co-curricular activities of students.

Academics

IIT Bombay offers a wide variety of courses of study in engineering, pure sciences,

design, management and humanities with a primary focus on engineering. The institute

is a member of "Links to Asia by Organizing Traineeship and Student Exchange"

(LAOTSE), an international network of leading universities


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in Europe and Asia exchanging students and senior scholars.

The Institute conducts educational programmes leading to the degree of Bachelor of

Technology (BTech), Dual Degree (BTech and MTech in 5 years), Master of Science

(MSc), Master of Technology (MTech), Master of Design (MDes), Master of

Management (MMgmt), Master of Philosophy (MPhil) and Doctor of Philosophy (PhD).

Departments, centers, and schools

IIT Bombay has departments, multi-disciplinary centers, and schools of excellence.

List of departments in IIT Bombay are

Aerospace Engineering

Biosciences and Bioengineering

Chemical Engineering

Chemistry

Civil Engineering

Computer Science and Engineering

Earth Sciences

Electrical Engineering

Energy Science and Engineering

Humanities and Social Science

Industrial Design Centre

Mathematics

Mechanical Engineering

Metallurgical Engineering and Materials Science

Physics

Following multi-disciplinary centers are located in IIT Bombay.

Industrial Design Center (IDC)

Centre for Research in Nano-Technology and Sciences (CRNTS)

Centre for Aerospace Systems Design and Engineering (CASDE)

Centre for Distant Engineering Education Programme (C-DEEP)

Centre for Environmental Science and Engineering (CESE)

Centre of Studies in Resources Engineering (CSRE).

Centre for Technology Alternatives for Rural Areas (CTARA)

Centre for Formal Design and Verification of Software (CFDVS)

Sophisticated Analytical Instrument Facility (SAIF)

National Centre for Photovoltaic Research and Education (NCPRE)

Center for Urban Science and Engineering (CUSE)

In addition. IIT Bombay has following school.

Shailesh J Mehta School of Management (SJMSOM)

Further, IIT Bombay offers following inter-disciplinary programs.

Educational Technology

Industrial Engineering and Operations Research (IEOR)

Systems and Control Engineering

Climate Studies


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Development Activities

The Industrial Research and Consultancy Centre (IRCC) is responsible for fostering the

overall R&D growth of the institute by facilitating interactions with external agencies and

promoting and managing interactions between the institute and industries.

The institute undertakes R&D projects in various areas of specialization. They can

be broadly categorized as

Sponsored R&D Projects

Consultancy Projects

Sponsored Student Projects

Faculty members from IIT Bombay undertake industry sponsored research and

consultancy projects that are made available through the institute. These are funded by

various national agencies like the Department of Science and Technology, Department

of Electronics, Department of Space, Aeronautical Development Agency, Department of

Atomic Energy, and Oil & Natural Gas Commission (ONGC). The office of the Dean

(R&D) provides necessary liaison with industry and sponsoring agencies. The office

helps industry to identify faculty expertise and institutional facilities, and assists faculty in

identifying industry problems.


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3. Enterprise Resource Planning (ERP solution)

The complex institute environment at IITB necessitates standardized process flows, online

reporting, project monitoring and status updates, project planning and execution,

maintaining student life cycle, finance and accounting management, funds management

etc which IITB would like to implement as part of their ERP to meet their requirements.

Abbreviation ‘ERP’ includes ERP as well as web-based ERP-like products in the sequel.

3.1 Objectives and Benefits

IITB has decided to implement combinat ion of the best-in-breed ERP solution which suits all the Institute needs. IITB envisages the following benefits from implementing ERP across its functions / areas.

Common integrated system platform across different functions and processes

of IITB

Process standardization across the institute to bring-in unified approach

Monitor research activities and funds utilization

Monitoring and governance of the procurement processes

Mapping of assets and their life cycles

Analysis of budget and actual data

An ERP Solution to provide scalability options to accommodate the expected

growth plan

Data integrity across various IITB functions like departments, centers,

administrative units, finance and accounts, etc.

Facilitate paperless working and provide decision support mechanism

Automate management controls and approvals to reduce cycle time

Seamless integration of student information across the institute

Real time reporting on the performance of the individual operating departments

and a streamlined Management Information System

3.2 Strategic Considerations The strategic considerations for ERP solution at IITB are

Future expansion – The ERP solution will be used for automating all the functions

of IITB and is required to meet future expansions in terms of programmes,

departments, centers, scale of student intake capacity, etc.


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Integration – To protect the current investments in the stand-alone IT applications, IITB

intends to integrate them with the ERP solution. To ensure this, one of the key elements

of the solution strategy is to ensure having solution with open standards for integration of

different third party / legacy / in-house developed applications / solutions.

Proven Solution – Processes of IITB are moderately unique in the areas of finance,

human resource, payroll, project management, academics, etc. as compared to

general institute practices, but similar in some areas to the ones in public sector /

government sectors in India. Keeping this uniqueness and maturity of the processes in

mind, IITB will use ERP solutions which have been used implemented successfully in

the leading universities / education institutes / colleges around the world.

3.3 Implementation Methodology

The methodology to be deployed by the bidder to implement the ERP solution will

have different work elements and activities. All these activities and work elements

should coherently focus on achieving following key results.

i. Quality of the solution deployed

ii. User satisfaction while deploying and usage

iii. Successful implementation in terms of completeness and timely

accomplishment of the outcome

While there are different techniques and tools available as a part of the methodology,

followings are expected to be part of the implementation methodology to be adopted by

the bidder.

i. Workshops with different stake holders for capturing business

requirements, creating awareness of best practices, communicating the

changes, building consensus on process design, for signing off the

deliverables etc. These need to be organized at different intervals and in

different places throughout the duration of the project as demanded by

the context.

ii. Stakeholder consultations other than workshops, with those

stakeholders who will be identified by IITB, for the purpose of critical

inputs, review, suggestions, process description, etc.

iii. Review sessions with different stakeholders for signing off the

deliverables, walking through the deliverables for facilitating quick

understanding, etc.

iv. Reviews with experts from the ERP solution OEM.


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v. Internal review mechanisms of bidder for ensuring the quality of the

solution and the deliverables.

vi. Adoption of the review comments - effective mechanisms to adopt the

changes suggested.

vii. Documentation of proceedings – recording the developments,

discussions, deliverables, using standard methodology and native tools

available with the ERP solution.

viii. Work standards / practices for documentation, configuration, testing,

data migration, etc.

ix. Training different stakeholders on a continuous basis.


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4. Scope of Work Following are the key requirements across business processes at IITB. For details on each functions / area of IITB refer „ANNEXURE I: BROAD FUNCTIONAL REQUIREMENT SPECIFICATION (SEPARATE DOCUMENT)’.

4.1 General Scope

Following are the general features required in ERP application.

Web-based application hosted in the campus network

Secure web-based access (e.g., https instead of http)

Access with single sign-on

Supporting bio-metric, internet banking, and smart card inputs

Capability for continuous improvement and up-gradation

Configurability through web-interface and client interface

Provision for decision support mechanism

Facilitate paperless working

Workflow based process approval and archival mechanism

Digital signatures for selected high level functionaries

Comprehensive data and application security features

Adequate security provisions for preventing tampering of the software as well as

data

Archival of information and data

Provision to define and view rules and regulations of the Institute as per

applicable GOI / IITB norms

Provision for role based access rights

Provision of interactive validations of data entries

Provision for data item based access rights

Provision for reports generation as per requirements

Provision of Linguistic support (Hindi) wherever applicable

4.2 Functional Scope

IITB has decided to go in for a phased approach to implement the ERP solution

across the functional areas listed below.


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4.2.1 Indicative Business Coverage Scope

Sr.

No. Functional Area

Brief Description of Sub Modules / Sub

Functions

Required

in ERP ** Integration requirements

Annexure I –

FRS Reference

1 Finance and

Accounts

General

Accounts Receivable, Accounts

Payable, Student Fees and Billing,

Asset Accounting, Cash / Bank

Management, Funds Grants

Management, General Ledger,

Budgeting and Planning, Student

Accounts, etc.

Salary Unit

Drawing salary including allowances,

bonuses, etc. of employees of all

categories –regular, contract

,temporary / various advances and

settlements / reimbursement of

various allowances / retirements and

final payments/issue of annual Form

16 / Form 16A / calculation of Lien

contribution / payments to external

guests / examiners, etc. / pay fixation

and arrear payments

Retirement Benefits Unit

Pension

Payment of retirement benefits i.e.

gratuity, pension, family pension,

commuted value of pension / pension

revision and payment of arrears due

to revision in pay / monthly pension

disbursement of approx.. 1900

pensioners and family pensioners /

income tax calculation and issue of

Form 16 / preparing budget for

pensionary benefits

GPF / CPF

GPF, CPF subscriptions, advances,

withdrawals and payments.

Yes To be handled as part

of core ERP solution

IITB_FRS_

Accounts.xlsx

IITB_FRS_Inte

rnal Audit.xlsx


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NPS

Registration of employees / transfer

of NPS subscription to Specified

Financial Institutions subscribers

account / final payment of

accumulated fund through NSDL

Bank reconciliation / preparation of

final accounts / investment funds in

banks / budget preparation

Student Accounts Unit

Scholarship payments, contingency

payments for research scholars /

student fee collection/refund of fees /

student TA-DA advances and

settlements, NCC and student

gymkhana related expenditure /

independent student activities with

sponsored funding, etc.

Stores Accounts Unit

Local purchase through purchase

order / imports; payment through

telegraphic transfer and through

letter of credit, etc.

Hostel Accounts

Payment of Salary and pension

subsidy, uniform subsidy, medical

allowance / retirement benefits to

mess employees, purchases and

other expenditure / maintaining cash

book / investments, etc.

Works Accounts Unit

Payment for construction work bills /

maintenance and repair bills / power

supply and electrical maintenance

works / interior renovation /

decoration / design works / public


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health works, etc.

Security deposits, earnest money

deposits, material advances,

mobilization advances, etc. / monthly

remittances of income tax, work

contract tax, professional tax etc./

issue of Form No. 16A for income tax

and Form 402 for Work Contract Tax,

etc.

Final Accounts unit

Preparation of final account

statements as per uniform format

issued by MHRD.

Generate receipts and payments

report

Reconcile cash book ,bank and cash

balance as on 31st March every year

Incorporate from sundry creditor

registers of each unit of account

section towards provision as on 31st

March

Create Sundry Debtors register

Create Journal Entry register

Consolidate various statements of

accounts

Provide depreciation

Preparation of budget and revised

estimates

Remittances and Deposits


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LIC salary saving scheme, group

saving linked insurance, professional

tax payments, post office recurring

deposit payment, postal life

insurance payment, GIS retired

members remittance calculation,

remittance of TDS collected from

employees, quarterly e-filling of TDS,

etc.

HBA / Staff Welfare Fund

Advances and settlement against

HBA and Staff Welfare Fund, etc.

Post-Retirement Medical Scheme

(PRMS)

Commencement of PRMS

subscription / maintenance of PRMS

broadsheet / reimbursement for

treatment / statement of accounts /

investments.

GATE,JEE,JAM,GMAT

Maintaining All India Entrance

Examination Income and Expenditure

Imprests Account, Advances ,

Direct Purchases

Cash Imprests: Settlement and

recoupment / general advance and

settlement of advances –For direct

purchases without PO / direct

purchase: Payment to party –(Rate

contract vendors and other party

payments) / Inter departmental

transfers, etc.

2 Human

Resource

Management

and Payroll

Employee Service Book, Faculty

Affairs, Leave Travel Concession,

Payroll, Recruitment, Staff Training,

etc.



IITB_FRS_Hu

man

Resources.xls

x


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IITB_FRS_Fun

ds,Recruitmen

t,Leaves,Trave

l.xlsx

IITB_FRS_TA

DA Medical

and other

advances.xlsx

IITB_FRS_IRC

C.xlsx

3 Purchasing

and Inventory

Management

Material code creation, requisition,

purchase order, goods receipt,

issues, returns, scrap sales, end-to-

end E-procurement, etc.



IITB_FRS_Est

ate and

MMD.xlsx

4 Project

Management –

Research and

Development

(R&D)

and

Project

Management –

New

Construction*

Manage project payables, project

receivables, fund allocations, project

proposals, project code creation,

receipt of grants and funds,

honorarium advances and

settlements, investments, budgets,

project monitoring and tracking,

project profitability, financial

statements, etc.



IITB_FRS_IRC

C.xlsx

*Please note –

The FRS for

New

Construction is

not available

at this stage.

5 Estate

Management –

Town Planning

Maintain dimensions and coordinates

of available spaces, bookings and

room / quarter allocations, generate

various notices, recovery of

damages, record warranty details of

fixtures and fittings, rent roll recovery

(electricity, water, license charges),

quarter allocation, etc.



IITB_FRS_IPS

Estate

EMD.xlsx

IITB_FRS_IRC

C.xlsx

6 Asset

Maintenance

Material planning, manpower

planning, resources and tools

planning, preventive maintenance

schedules, generate maintenance



IITB_FRS_IPS

Estate

EMD.xlsx


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work orders, integration of estimates

with Schedule of Rates,

Measurement Book, etc.

7 Right to

Information

(RTI)

Generation of RTI application, Online

payment of RTI application fees,

assignment of applications to

concerned units / sections /

departments, etc., generate appeal

orders, document management, etc.

Yes Finance and Accounts

integration for RTI fees

Integration of IITB

portal along with

Document

Management Solution

(DMS) and other core

ERP areas

IITB_FRS_RTI

.xlsx

8 Legal / Board

of Governance

Secretariat

Repository of legal documents,

tracking of legal enquiry, recording

orders against the enquiry, etc

Yes Document

Management System

(DMS) integration with

other core ERP areas

IITB_FRS_Ad

ministration

Legal.xlsx

9 Academics

and Student

Life Cycle

Course administration, timetable

management, admissions,

registrations, scholarships,

examinations, course evaluation,

convocation, etc.



IITB_FRS_Aca

demics.xlsx

IITB_FRS_Trai

ning and

Placements.xl

sx

IITB_FRS_Gy

mkhana.xlsx

10 Alumni

Management

and Corporate

Relations

Maintaining alumni and corporate

directory, recording biographic data,

tracking alumni academic /

employment history, fund raising,

donations, scholarships, etc.



IITB_FRS_Alu

mni

Management.x

lsx

11 Campus

School

Student fees, School

administration, timetable

management, examination

management, etc.



IITB_FRS_Ca

mpus

School.xlsx

12 Administration

–

Advertisement

Services

Generate advertisement requisitions,

advertisement quotations, approval

of requisitions, generation of

purchase order, etc.



IITB_FRS_Ad

ministration

Miscellaneous.

xlsx

13 Administration

– Uniform *

Generate requirements based on

uniform policy, monitor distribution of

uniforms, track performance of



and / or 3rd

party

solution as

IITB_FRS_Ad

ministration

Miscellaneous.


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uniform service provider, etc. recommended by the

bidder

xlsx

14 Administration

– Postal *

Track and monitor all information

pertaining to inward and outward

dispatches, barcode for dispatch

tracking, etc.



and / or 3rd

party

solution as

recommended by the

bidder

IITB_FRS_Ad

ministration

Miscellaneous.

xlsx

15 Administration

- Vehicle Fleet

Management *

Generation of vehicle requisition,

approval for vehicle requisition, ability

to schedule vehicle and drivers ,

approval of vehicles by vehicle

department, track and reconcile

distribution of fuel cards, track

performance of vehicle service

provider, etc.



and/or 3rd

party

solution as

recommended by the

bidder

IITB_FRS_Ad

ministration

Miscellaneous.

xlsx

16 Hostel

Management *

Hostel facility information, room

allocation and availability

management, attendance and visitor

records, expense calculation, mess

bill calculation, collection of fees /

fines, etc.



and / or 3rd

party

solution as

recommended by the

bidder

IITB_FRS_Ho

stel

Management.x

lsx

17 Security

Management*

Maintain database for all residents

including non-entitled dependents,

casual laborers, domestic help,

hostel workers, etc.

Covers ID card generation, allocating

names to every room under

academic area, monitoring and

tracking of room keys issue and

return, etc.

Campus security covering online

visitor intimation requests, generation

of visitor / contract passes,

generation of scanned images, bar

code scanner for recording in and out

time, etc.

Asset security around generation of

gate passes for asset movement, etc.



and / or 3rd

party

solution as

recommended by the

bidder

IITB_FRS_Sec

urity.xlsx


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* Functional area which needs to be part of the ERP solution (preferably should be part of core ERP

solution or could also be addressed by 3rd party solution in integration with ERP – this has to be

provided by bidder.)

** ERP includes Core ERP; Web based ERP like solution in sequel, and any 3rd party solutions.

“N/A – Not Applicable”

18 Public Health

Office (PHO)*

Complaints handling, scheduled

maintenance monitoring and

tracking, feedback management,

status management, etc.



and / or 3rd

party

solution as

recommended by the

bidder

IITB_FRS_Pu

blic Health

Office.xlsx

19 Guest House

Management

Guest house facility information,

room allocation and availability

management, visitor records,

expense calculation, collection of

fees, etc.

No Finance and Accounts,

Procurement and

Inventory related

activities ,etc. will be

required as part of

integration needs

N/A

20 Central Library Book acquisition, classification of

various library medias, pamphlet

processing, queries, circulation and

reference except serial control,

bound volumes and housekeeping,

etc.

No Students fees, library

fees / penalties finance

integration,

procurement and

inventory related

integration, monitoring

and tracking issue and

return of books and

journals on student

portal, alerts/reminders

on deadline dates,

availability of

requested books, etc.

N/A

21 Hospital

Management *

and

Pathology

Lab *

Issuing of counter slips to patients,

giving appointments of visiting

experts, registering for a pathology

test, entering test results and printing

reports, etc.

Yes

Finance and Accounts,

Procurement and

Inventory related

activities etc. will be

required as part of

integration needs

To be handled as part


and / or 3rd

party

solution as

recommended by the

bidder

IITB_FRS_Ho

spital

Management.x

lsx


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Note:

The integration needs mentioned for Non ERP areas are at a very high level and the bidder needs to showcase / share their experience of working with similar higher education institutes and recommend the best fit solution for IITB keeping in mind the ease of usability, solution fitment, integration needs, etc.

The bidder has to ensure system driven approach for Non ERP related areas considering the following aspects. Inventory management Procurement Asset management System driven approval Data exchange (inbound / outbound interface between legacy / 3rd party

application and ERP application) Master data management between legacy / 3rd party application and ERP

application Financial transactions in the legacy application to be integrated with ERP

application Facility to export data to standard office suites and generate reports The bidder will be responsible for mapping the functionality of the areas mentioned under core ERP in full as well as integrating the legacy applications (mentioned below).

4.2.2 Illustrative Phased Approach

The ERP solution deployment at IITB is envisaged in two waves (Wave I and

Wave II) as indicated in the section below.

IITB would like to first automate the core back bone processes and functions as

part of Wave I. The solution will then be extended to the student lifecycle

management as part of Wave II.

The integration, data exchange and interfacing needs between existing IITB

applications, legacy applications, 3rd party applications and the proposed ERP

system needs to be considered by the bidder as part of their proposed approach

and methodology for ERP enablement.


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Finance HR Mgmt Payroll

Indent Creation

PO Process

Inventory Mgmt.

Project Mgmt.

Estate Mgmt.

Asset Maintain.

R.T.I (DMS)

Legal (DMS)

Security Mgmt

PHO Fleet Mgmt

Hostel Mgmt.

Admin Uniform/

Postal

Pathology

Guest House

Central Library

Wave 1

To be covered as part of core ERP / web based ERP solution

Entire process flow to be preferably covered as part of ERP/web based ERP solution or through integrated 3

rd party applications

These applications will be continued and only the integration / interface needs to be built with ERP/ web based ERP solution

Student Lifecycle Mgmt.

Alumni Mgmt

R.T.I (DMS)

Legal (DMS)

Wave 2

Hospital Mgmt.


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Phased roll-out strategy is recommended for implementation of ERP / web-based ERP-like solution at IITB wherein there will be no co-existence of 3rd party

or legacy applications for areas where ERP / web-based ERP-like solution will be implemented.

All Finance / Inventory Management / Procurement related activities across multiple applications will be handled using the core ERP as part of Wave I.

Note - Above phased approach is illustrative and the bidder can propose their recommended phasing approach, methodology, functions / modules coverage for phased implementation as part of the RFP response (as per prior experience).


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4.3 Geographical Location

Geographic location is IITB campus in Mumbai, Maharashtra.

4.4 No of users

The tentative employee strength at IITB is around 3,000 employees (including

permanent, contract staff, etc.).

The approximate student strength at IITB to be considered as 10,000

students.

4.4.1 Access and Authorizations

Well defined authorization matrix based on roles and responsibilities to be

built into the system considering following features.

Single sign-on for all system components Support central authentication Ability to define multi-level authority, permissions and flexibility based

on segment / departments

4.5 Technical Scope

The Non Functional requirements for the ERP solution are listed below.

4.5.1. General Application/Solution Requirements

i. The solution should support the following network types.

a. LAN and WAN

b. Leased Lines

c. ADSL Lines

d. Satellite Networks

e. MPLS based Networks

f. VPNs

ii. The solution should provide context based help facilities and also on-

line help at functions, screen and field level that can be tailored to

suit IITB‟s requirement.

iii. The solution should have comprehensive online help facility to

access system specific technical / functional areas.

iv. In case an upgrade has impact on the system installed in the

following areas, the impact shall be borne by the bidder.

a. Configured parameters

b. Newly customized programs


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c. Modified standard program source

d. Modifications required for integration with ERP

v. Upgrades should not affect the current version adversely.

vi. The solution should support data conversion tools.

vii. The solution should support e-mail integration.

viii. The solution should support imaging and archiving.

ix. The solution should support the upload and download of multiple

types of documents into the Document Management System that

include office documents, image files and engineering drawings.

x. All functionalities like data entry screens, various reports, batch

processing, integration, etc. should use a common unified application

platform suite to provide ease of management to avoid compatibility

issues.

4.5.2 System Administration and Maintenance

Bidder is required to undertake followings.

i. Formulation of all policies and procedures related to system

administration, database management, applications, archives,

network management and security, back up, etc.

ii. Prepare requisite system landscape and procedures for smoothly

implementing the ERP system.

iii. Bidder shall assist the IITB team to perform all authorization-related

activities (activity group, authorizations, profiles, etc.) till the ERP

system stabilizes.

iv. Assist IITB to manage the legacy data interfaces, print spools, batch

Jobs, printer configuration, etc.

v. Prepare a detailed system administration manual, data administration

manual, operational manual and user manual, which shall be used by

IITB employees to run the ERP system. This shall also include how

the various parameters shall be monitored / tuned in a live system.

vi. Finalize the archival policies for all the functional areas. All

necessary configurations shall be done and tested.

vii. Prepare requisite system configuration for disaster recovery

management and Fail Over system plan.


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viii. Round the clock support for trouble shooting in functional and

technical area.

ix. Archiving - application should provide a data archival utility as a part

of standard offerings and facility to search the archived data to create

reports.

x. Audit Trails - Application should provide this facility to trace against

user ID or activity or field level.

xi. Facility to update historical data into the system e.g. Service Book ,

employee history.

4.6 Scope of Services for Bidder

The scope of services for the bidder is as follows.

I. Procurement and Supply of software product/s licenses and associated

software solution components

II. Procurement and supply of database and operating systems

III. Hardware / Infrastructure estimation and sizing and assistance in

procurement

IV. ERP Implementation Services till Go-Live

a. Project Preparation

b. Design / Blueprint

c. Configuration / Customization / Development

d. Testing

e. Data Migration

f. Training and Change Management

g. Documentation

h. Cutover and Go-Live

V. Post Go-Live Stabilization Support

VI. Operations and Maintenance Support

4.6.1 Procurement and Supply of ERP and Web-based ERP-like product/s

licenses and associated software solution components

IITB desires to implement ERP solution that will cater to various classes

of users like transactional, management users, Self Service Users. The

offered ERP product shall meet all requirements as specified in the RFP.

Bidder will provide IITB with options of slab wise license policy / unlimited


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license policy / any other policy based on product/s proposed against the

RFP. Bidder will also supply any other related software / Third party

applications / accessories required to make the offered ERP solution

complete.

Bidder will take responsibility of following.

i. Procure and Supply user licenses for transaction, technical and

system administration for the offered ERP product/s. The bidder

shall quote the license fees of the ERP solution including the Web

based ERP like products in sequel and the third party solutions as

applicable at IITB.

ii. Supply tools, accessories and documentation. Tools and

accessories shall be part of the offered solution.

iii. Product documentation to include hard copies and soft copies (sets

of two numbers) to be supplied along with ERP product licenses

and associated software solution and shall include but not limited to

the following.

i. Technical manuals.

ii. Installation guides.

iii. User manuals.

iv. System administrator manuals.

v. Toolkit guides and Troubleshooting guides.

All documents mentioned above or any other standard documentation for

the product will be included in the cost of the license.

Please note that all the licenses of ERP and associated third party software

would be in the name of “Indian Institute of Technology Bombay”.

4.6.2 Procurement and Supply of Database and Operating Systems

Bidder shall take responsibility of followings.

i. Procure and Supply database and operating system for the offered

ERP product/s and recommended hardware components

respectively. The bidder shall quote the cost for the database and

server operating systems as applicable at IITB.

ii. Tools and accessories shall be part of the offered database and

server operating system.


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iii. Product documentation to include hard copies and soft copies ( as

per RFP Volume II – Bidding Terms and Conditions) to be supplied

along with database and server operating system and shall include

but not limited to the following.

i. Technical manuals.

ii. Installation guides.

iii. User manuals.

iv. System administrator manuals.

v. Toolkit guides and Troubleshooting guides.


the database and operating system components will be included in the

respective costs.

Please note that all the licenses for database and operating systems (if

applicable) would be in the name of “Indian Institute of Technology

Bombay”.

4.6.3 Hardware / Infrastructure Estimation and Sizing / Installation

The bidder shall identify and provide “Bill of material (BOM)” for

hardware/infrastructure and sizing requirement with specifications

(excluding networking and printers). The bidder shall provide power

planning recommendations of envisaged solution. Bidder shall identify

server requirements and specifications based on IITB‟s requirement for

performance, optimized power usage and scalability. Bidder shall

conduct necessary site visits for IT / non-IT infrastructure requirements,

Data Center (DC) in 3-Tier architecture requirements and Disaster

Recovery (DR / BCP) with near site locations.

Data centre and IT infrastructure components should be hosted

exclusively at IITB Campus (In-house).

The bidder also needs to suggest on staggered requirements of

hardware / network components as per the implementation plan with

required procurement lead time.

Hardware installation for all the components mentioned above shall be


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carried out by the bidder.

4.6.4 ERP Implementation Services till Go-Live

4.6.4.1 Project Preparation

Detailed project charter including the detailed project plan, indicating all

activities with resources required, their roles and responsibilities and time

schedule of deliverables should be prepared at the start of the project

including coordination of project implementation plan, approved by the

IITB team.

The project charter should also contain brief project description,

approach and methodology, milestones, project organization, project

risks and mitigation plans, dependencies etc.

The project charter should include a detailed program for installing and

implementing the ERP solution covered under this RFP. The program

shall be in the form of a bar chart/master network identifying key phases

in various stages of the project.

The bidder shall form a project team comprising the following key

positions:

i. Project Manager

ii. Technical Lead

iii. Functional Consultant Leads

iv. Industry expert / Subject Matter Expert

The bidder shall not change any member of the Project Team during the

course of the project. However, in the unlikely event of a change being

required, the procedure for replacement of the personnel can be detailed

by bidder in their response.

4.6.4.2 Business Design

The bidder shall perform a current business study and prepare a

Business Blueprint („As-is‟, „To-be‟ and `Gaps‟) report with required

process definition and flow diagrams, process enhancements and gap-

fitment analysis to map all business requirements of IITB in the ERP

solution as per the functional scope. Indicative expectations and gaps

have been presented under Annexure III for illustration. The bidder is


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expected to conduct workshops, give detailed presentations on the

Blueprint, which will include the gap analysis, way forward to fill the gap

and specific recommendations for adoption of new improved business

processes by IITB.

IITB will constitute a project governance structure with adequate

representation from all the stakeholders to review the recommendations

of the bidder and accord necessary approval for the Business Design

report and the new improved business processes to be adopted.

Business Design Objective, approach and methodology should ensure

the following four steps.

Simplification and Standardization of Processes: Processes

of all IITB functions / areas (Department, Centers, Academics,

Finance, Administration, etc.) need to be studied and simplified

into logical steps at first. All processes need to be depicted into

simple flow diagrams with clear linkages. This will help in

reviewing some of the old manual practices in view of the

integrated system scenario of the future. Bidder also needs to

explore the standardization of processes across all IITB functions

/ areas.

Elimination of Redundant and Non Value Adding Processes:

After simplifying the processes, all processes are to be reviewed

to eliminate the redundant steps and practices. Non availability of

information across the IITB functions / areas results in repetitive

and redundant activities in a manual work environment.

Value Addition: After eliminating the redundant processes,

reengineering of processes need to be done keeping in view the

standard available processes / practices in the proposed

enterprise solution software. The primary objective of this step is

to enhance functional efficiency and process performance. This is

the most important phase which will have a strong bearing on the

overall performance of the final solution.

Automation: After finalizing the „To-Be‟ process map, automation

through standard enterprise software should be done.

Configuring the „To-Be‟ processes in the system should be able


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to address all the defined requirements.

4.6.4.3 Configuration / Customization / Development

The bidder shall be responsible for installation of ERP software,

database, tools, and any other component (together referred as ERP

solution) required for making the ERP solution successfully operational

as per the requirements in RFP. The system is to be a single-instance;

centralized installation servicing the entire organization.

Based on the approved business blueprint, the bidder will undertake the

system configuration and customization. IITB intends to implement

standard ERP application/s functionalities and the leading practices

available in the offered solution, as far as practically possible. Bidder is

required to undertake customization that may be needed in line with the

changed, improved or specific business processes requirement prepared

during Business Design phase of the ERP implementation. Bidder shall

conduct a study of the IITB‟s technical and functional requirements with

process owners and then make required system design modifications

and implement the changes in order to achieve the desired functionality.

However the same must be tested, accepted and approved by IITB.

Bidder shall not expect or propose any additional charges for developing

/ enhancing / customizing / modifying or similar changes in following

objects.

a. Use of ERP application/s provided customer / user exits /

programming interface to achieve specific process requirements /

expectations.

b. Configuration / personalization of field selection and screen

layouts.

c. Any changes done to the standard programs of ERP, ERP add

on modules or third party applications to meet IITB requirements.

d. Definition and assignment of user defined statuses for various

objects.

e. Definition of authorization controls and assignment.

f. Configuration and customization of workflows.

g. Seamless integration across all ERP modules, ERP add-on


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components, etc.

h. Seamless integration of any third party / legacy application with

ERP modules and ERP add-on modules or applications

suggested by bidder, etc.

i. Standard reports and variants change to standard reports /

information systems to define and enable user specific variants.

j. Change to ERP standard forms to incorporate standard texts and

IITB logo.

k. Conversion programs developed for migrating master data and

open transaction data / cut over data including historical data

from existing applications for „Go-Live‟.

l. Custom development of reports, forms & print layouts,

enhancements, etc.

4.6.4.4 Testing

The bidder shall provide details of tests being carried out during the

implementation (e.g. including conference room pilots, unit tests, system

integration tests, stress tests and final user acceptance test). Details of

the testing strategy and approach should be provided in the response.

The bidder is responsible to identify and inform IITB regarding testing

requirements and impacts. The successful bidder shall work in a manner

to satisfy all the testing requirements and adhere to the testing strategy

outlined. The bidder must ensure deployment of necessary resources

and tools during the testing phases. The bidder shall take remedial action

based on outcome of the tests.

The bidder shall create the test strategy document that defines the

requirements and goals of ERP configuration, determine the tools and

methods used to check that the system responds correctly, determine

how and when the test will be performed and recommend how the

approval process should occur. The test strategy document shall guide

the project team through the implementation to ensure that planning and

conducting testing activities in the various phases of ERP implementation

are proper. Various testing phases are as follows.


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Base Line Testing

The purpose of baseline testing activities is to plan and conduct testing to

validate the baseline configuration. Baseline testing shall ensure that

Baseline configuration is valid, and shall support the business processes

defined in the Business blueprint report.

Baseline testing shall include

a) Unit testing: Testing of transactions and functions within modules and

b) Scenario testing: Testing of all business processes and scenarios

Baseline scope testing shall be carried out in following steps.

a. Define baseline test cases:.

The bidder shall develop the baseline test plan with scenarios

and test data to be used for testing based on the test

templates.

For simple transactions, testing (unit testing) shall be done

straightforward during configuration and the results shall be

recorded.

For transactions that are complex involving multiple screens,

functions and variations, the bidder shall document the test

cases and the test cases shall be tested with a business

process procedure. The bidder shall also maintain the test

cases with test conditions and any variations of the standard

transactions/case procedures.

The bidder shall use the test scenario template entering every

single step (transaction) with input and output data to

document process flows.

b. Create Baseline test plan.

Bidder shall organize and follow up the unit and scenario

testing at the module level during Baseline scope testing.

Bidder shall assign timeframes and resources for testing.

c. Test Baseline.

The bidder shall use the Baseline test plan and the test cases

to test Baseline configuration.

The bidder shall update the status including date of

completion in the Baseline worksheet.


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Development Testing

After development and customization / configuration of the ERP solution,

the bidder shall conduct tests to demonstrate the readiness of the system

which meets all the requirement specifications (functional and Non-

functional) as brought out in this RFP. This shall be in accordance with the

procedures detailed in approved business blueprint report.

On the basis of these tests, a report would be submitted by the bidder for

review and approval by IITB. The test results and response times should

be demonstrated by the bidder during all the testing phases (system

preparation, integration and stress and load testing) at IITB location in an

environment / infrastructure as mutually agreed upon.

The development testing shall cover testing of

Unit testing of customer-specific development

Conversions

Enhancements (User-exits / programming interface and other code

enhancements)

Reports

Development should not only be tested by the developer but also by the

process owner to make sure that the test results (output data) are correct,

and reflect the business processes defined in the business blueprint

report. After unit testing is completed, all customer-specific developments,

programs and forms etc. shall be included in the Final Integration Test

Integration and System Testing

Purpose of the integration test is to execute the integrated components,

including simulation of live operations, and analyze the results that are

important for the functional verification of the production system.

Integration testing shall be accomplished through the execution of

predefined business flows, or scenarios, that emulate how the system

will run the processes of IITB. These business flows, using migrated data

from the existing systems, shall be performed in a multifaceted

computing environment comprising of ERP products, third-party

software, system interfaces and various hardware and software


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components. The integration tests shall build the necessary level of

confidence that the solution is complete and will perform the business

processes of IITB.

Integration testing shall focus on cross-functional integration points, as

well as end-to-end business processes. The final integration test plan

shall start with the testing of the cross-functional integration points (touch

points) and end with the end-to-end testing of critical business processes

identified within the business blueprint report.

Integration testing shall be done in two iterations.

The first iteration (Integration test) shall concentrate on testing all

important business processes inside the ERP system / Web-

based ERP-like solution applications / third party applications,

starting with touch point scenarios and ending with end-to-end-

scenarios. It will be done by bidder's functional consultants. Unit

testing shall be carried out for customer specific developments

like user-exits / programming interface and transactions.

Authorizations and user roles would also be tested in the

Integration Test.

System Testing, as a second iteration, shall focus on the most

important cross-enterprise scenarios with touch points to external

components, including testing of conversions, interfaces, reports,

and the necessary authorizations. It will be conducted by IITB

users with the assistance of core team.

Integration and system tests need to be an evolutionary process

that is driven from the previous testing efforts. The test cases and

scenarios that were used for baseline need to be reviewed

collectively by IITB and bidder and enhanced for the integrated

and system tests. These selected cases will be combined to

represent a business process flow such as a project management

cycle or a material acquisition cycle, etc. Problems encountered

during these activities shall also need to be tested under an

integrated environment.


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Load and Stress Testing

Once the system integration testing of the configured and customized

solution has been conducted successfully, load, scalability and stress

testing would be conducted prior to commissioning and Go-Live. The

bidder should use suitable simulation tools in accordance with the

agreed test procedures keeping in view IITB‟s projected future load of

transactional users as mutually agreed with IITB. After successful testing

and its approval by IITB, the solution would then be considered as ready

for Migration and Go-Live.

System Acceptance Testing

The bidder will develop acceptance test procedures for IITB approval.

The purpose of this acceptance is to ensure conformance to the required

process operations, response times, and integrity of the software after

installation, and to eliminate any operational bugs. Acceptance has to

commence before data migration activities take place.

This will include

Fine tuning of the software, ensuring all required related software

components are installed.

All the acceptance tests should be carried out before Go-Live at site.

At the satisfactory conclusion of these acceptance tests, the

implementation of the software shall be considered complete for

migration and Go-live.

4.6.4.5 Data Migration

Data migration will include identification of data migration requirements,

collection and migration of user data, master data, open transactions,

documents and data from the legacy systems.

The key requirements for data migration are as follows.

Identify and assess data to be migrated

Specify forms / formats / templates / tools for data inputs and

upload

Data migrated will be rationalized, transformed and reconciled

All the legacy data will need to be migrated as per the

following requirement / list


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Opening and closing balances

All open transactions and historical data available for 10 years

in third party / legacy applications till „Go-Live‟

Archival data which will include documents such as

transactions or any other relevant document required for

pattern or trend analysis or statutory / legal requirements, etc.

o All employee records

o All asset records since the date of capitalization

o Identification and development of the data upload /

download programs or deployment of specific data

migration tools

Additional Requirements for Data Migration

The bidder shall be responsible for extraction of data from the legacy

applications / spreadsheets, mapping of such extracted data and

uploading of data into the proposed ERP solutions including

consistency checks.

The bidder shall formulate the “Data Migration Strategy Document”

which will also include quality assurance mechanism. This will be

reviewed and signed–off by IITB prior to commencement of data

migration.

The bidder shall convey to IITB in advance all the mandatory data

fields required for functioning of the proposed solution and which are

not available in the legacy systems / spreadsheets that are required

to be obtained by IITB.

The bidder shall develop data entry programs / applications or deploy

any data migration tools that may be required for the purpose of data

migration in order to capture data available with / obtained from IITB

in non– electronic format.

The bidder shall generate appropriate control reports before and after

migration to ensure accuracy and completeness of the data.

IITB and the bidder shall mutually conduct the acceptance testing and

verify the completeness and accuracy of the data migrated from the

legacy systems to the proposed solution.


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4.6.4.6 Training and Change Management

The bidder is required to train all staff identified as ERP core users to

enable them to effectively operate and perform the relevant services

using the software. The training content will have to be relevant to the

target trainees depending upon the role played by them in IITB.

Training Approach

A training need assessment for IITB ERP core team members as

well as for end users shall be conducted by the bidder, as a

component of process improvement and change management.

Training needs should be continuously refined and frequently

reconfirmed with the end user community as the project

progresses.

Training would be in the form of hands-on training on the ERP

solution. The bidder shall have to identify specific functional

trainers to provide classroom based hands-on training to the

identified users. Bidder shall also provide detailed training

manuals in paper and electronic media formats for each

functional area of ERP solution.

Following kinds of training needs are to be provided by the

bidder.

a. Initial ERP Product Training: Initial training shall be

provided to the ERP core team members. The training should

provide a comprehensive coverage of the ERP solution and

its functionalities. The training shall also highlight the unique

requirement of the proposed ERP solution.

b. ERP Core Functional User Training: Core team user

training shall provide a detailed training to ERP core team

members, so as to enable them to handle future maintenance

of the system and address functional queries, if any.

c. ERP End user Training: Functional training shall be provided

to all ERP users. This training shall focus on user specific

requirements and address the daily working and reporting

requirements in the ERP solution. A refresher training of all

the functions needs to be provided to update the knowledge


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of ERP solution users. The refresher course needs to be user

specific.

d. Technical Training: This training shall be given to the

technical team responsible for carrying out technical activities

related to the ERP system programming, maintenance /

administration of database and operating system, backups,

etc.

Training Matrix

The bidder shall mutually discuss and finalize the training plan to

impart training to different users at IITB as per their roles and

responsibilities. The proposed training schedules, duration,

content of training, etc. will be based on the final sign-off from

IITB.

4.6.4.7 Documentation

The bidder will provide detailed final system documentation for the

reference of IITB. The bidder shall provide ongoing relevant product

information for reference purposes and facilitating self-education for IITB

personnel.

Two sets of product documentation to include hard copies and soft

copies to be supplied and shall include following (but not limited).

Configuration document consisting of system setting and

parameters for each functional module

Standard operational procedure (SOP) manuals

Documents related to data structures / tables

On-line help manual

Technical manuals

Installation guides

System administration manuals

Toolkit guides and troubleshooting guides

User manuals including system instructions and use cases,

how to run a program to perform specific task in the system

with sample reports, screen formats, etc.

Program flow and descriptions


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Any other documentation required for usage of implemented

solution


the product to be submitted to IITB as applicable throughout the lifecycle

of the project.

4.6.4.8 Cutover and Go-Live

The scope of cutover shall cover all the core processes. The cutover

strategy needs to detail the sequence of activities, schedule for the

activities / tasks, data conversion and the data migrations of the

necessary balances and open items before Go-Live.

The key requirements of cut over plan are as follows.

It should detail the data migration strategy mentioning the

nature and volume of backlog transactions and the specified

forms / formats / templates to capture the data.

It should detail the strategy of handling data elements and

open items used for planning cut over before Go-Live.

It should describe the various pre-requisites and assumptions

used for each of the data elements before uploading in the

live system.

It should detail the various institute decisions to be taken

collaboratively by IITB management and bidder for finalizing

the cut over strategy.

Once “Certificate of system acceptance” is provided to bidder

by IITB, it will consider Go-Live date of the ERP solution. IITB

shall provide the certificate based on the following acceptance

criteria.

The bidder is required to undertake the following to review

“Go-Live” readiness.

Facilitate in setting up central help desk for any queries

Review the health and performance of the system till the

cutover of the system

Ensure resolution / documentation and closure of all open

issues raised during implementation


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Complete final configuration / integration, volume and stress

testing

Review switch over plan to production environment

i. Declaration of “Go Live” – the system will be declared “Go Live” when

the Go-Live tasks / activities are accomplished satisfactorily.

ii. The bidder shall provide user adoption support after implementation of

ERP solution. During the implementation period prior to “Go Live”, the

bidder would support IITB users in using the system.

Delay in Implementation and Associated Costs

Evaluation will be conducted for the reasons of delay in the project at

various stages of the project. In case of delay in project execution on

account of the bidder, the bidder will be subjected to appropriate penalty.

Penalty Calculations: The framework for penalties, as a result of not

meeting the implementation period is as follows.

The delay will be evaluated for each of the defined project stages.

If the overall delay is more than 2 months on account of

bidder, two (2) % of cost of implementation services will be

deducted.

If the overall delay is more than 6 months on account of the

bidder, five (5) % of cost of implementation services will be

deducted.

If the overall delay found more than 12 months on account of

the bidder, ten (10) % of cost of implementation services will

be deducted.

In addition to penalties stated above, IITB reserves right to

recover cost of investment for delay in implementation.

4.6.5 Post Go-Live Support

The bidder shall provide post Go-Live support, as part of the scope of the

project. The bidder shall continue deploying the technical and functional

consultants on-site after implementation and Go-Live till end of three years.

During the support period, the bidder shall help IITB users to correct any errors

encountered / committed while executing transactions, generating reports,

handholding for quarter closures or month closures. The bidder shall update

the user manuals and configuration manuals, if required.


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4.6.6 Operations and Maintenance Support

The bidder shall provide operations and maintenance support to IITB for a

period of four years post conclusion of Go-Live support.

Application Functional Support

The application functional support services contemplated herein shall be

provided for ERP solutions implemented by the bidder. The bidder shall render

on-site maintenance and support services to IITB including back-up and

restoring data services, periodic clean-up and archival.

The scope of the services is as below.

Enhancements and defect fixes. The bidder shall incorporate

technological changes, and provide enhancements as per the requests

made by IITB. The bidder shall also perform minor changes, bug fixes,

error resolutions and minor enhancements that are incidental to proper

and complete working of the application.

Routine functional changes. The bidder shall be responsible for user

and access management, creating new report formats, and configuration

of reports. The bidder shall provide user support in case of technical

difficulties in use of the software, answering procedural questions,

providing recovery and backup information, and any other requirement

that may be incidental/ancillary to the complete usage of the application.

The bidder shall perform user ID and group management services. The

bidder shall maintain access controls to protect and limit access to the

authorized end Users of the IITB.

The services shall include administrative support for user registration, creating

and maintaining user profiles, granting user access and authorization, providing

ongoing user password support, etc.

Following are the key service level requirements for the system, which need to

be ensured by the bidder during the operations and maintenance period.

Service Level Agreements

The response time (time within which the reported incident must be updated /

acknowledged by the support team post assignment) and resolution time (time


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within which the reported incident stands completely resolved and the erroneous

functionality becomes operational again) will be the basis for defining service

level agreements (SLA) for functional and technical support.

The performance of the support team shall be tracked on a monthly

basis for software only and on daily basis (8 Hours) for hardware as per

the SLA percentage detailed in the table above. In case of slip in SLA

percentage for any category of incidents, the bidder shall be subjected to

penalty as detailed below. In case of abysmally low performance of the

Priority Criteria Service Levels for Software

(In Business Hours)

Service Levels for Hardware (In Business Hours)

1 (High) Business

Showstopper

A critical function is not available

or very seriously impaired; the

impact on business in severe; a

large number of end users are

unable to perform their normal

work; and / or no readily available

alternative exists.

Response within

30 minutes

Restoration of

service / service

will be within 2

hours 95% of the

time

Response within

10 minutes

System downtime

for each reported

incident not to

exceed 5 % of

total available

hours

2 (Medium) A critical service is unavailable or

seriously impacted by a problem;

no realistic work around is

available and financial, customer-

related or safety related impacts

could occur.

Response with in

1 hour

Restoration of

service / service

will be within 8

hours

(One working day)

90% of the time

Response within

15 minutes

System downtime

for each reported

incident not to

exceed 10 % of

total available

hours

3 (Low) A non-critical service is

unavailable or impaired by a

problem. There is no direct

immediate impact on the business.

Work can continue with minor

disruptions or loss of efficiency.

Alternative ways of performing

normal work is available.

Response within 4

hours Restoration

of service / service

will be within 24

hours (Three

working days)

85% of the time

Response within

30 minutes

System downtime

for each reported

incident not to

exceed 15 % of

total available

hours


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support team in terms of meeting the defined SLAs, IITB at its own

discretion may consider termination of the support contract.

SLA Violations and Associated Penalties

A three-monthly performance evaluation will be conducted using the

three monthly reporting periods of that period.

Penalty Calculations: The framework for Penalties, as a result of not

meeting the Service Level Targets is as follows.

The performance will be measured for each of the defined service

level metric against the minimum / target service level

requirements and the violations will be calculated accordingly.

The number of violations in the reporting period for each level of

severity will be totaled and used for the calculation of penalties.

Penalties applicable for each of the high severity violations are

two (2) % of respective quarterly payments to the bidder.

Penalties applicable for each of the medium severity violations

are one (1)% of respective quarterly payments to the bidder.

Penalties applicable for each of the low severity violations is half

(0.5)% of respective quarterly payments to the bidder.

Penalties applicable for not meeting a high (H) critical

performance target in two consecutive quarter periods on same

criteria shall result in additional deduction of five (5) % of the

respective quarterly payment to the bidder. Penalty shall be

applicable separately for each such high critical activity.

Penalties applicable for not meeting a medium (M) critical

performance target in two consecutive quarter periods on same

criteria shall result in additional deduction of three (3) % of the

respective quarterly payment to the bidder. Penalty shall be

applicable separately for each such medium critical activity.

Penalties applicable for not meeting a low (L) critical performance

target in two consecutive quarter periods on same criteria shall

result in additional deduction of two (2) % of the respective

quarterly payment to the bidder. Penalty shall be applicable

separately for each such medium critical activity.


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5. Project Management

Other than the management of resources / deployment of experts and

management of timeline as explained in the next sections, the project

management will focus on work plan containing a detailed set of phases, work

packages, activities, and tasks preferably from the standard ERP solution

implementation roadmap.

Use of project management tool - The bidder will use the project management

tool to record the entire activities of the project including but not limited to:

i. The design documents with version control review comments

ii. The minutes of meetings

iii. System documentation

iv. Issue lists, resolutions

v. Training materials

vi. Management reporting

vii. Issue management

viii. Scope management

ix. Risk management

x. Work plan for ERP solution Implementation

The resource plan containing the resources assigned to the ERP solution

implementation should display the planned and actual number of workdays per

month, as well as the variance between the two.

The bidder has to propose an overall work plan to be created for the

implementation of the integrated ERP solution at IITB. A detailed work plan shall

be created for each milestone separately. Status reports shall be prepared on a

periodic basis to facilitate the timely implementation of the project. These shall

be discussed in weekly status meetings to ascertain the progress of the project

team.

Detailed work plans shall be created for all milestones based on a consistent

approach to implementing and tracking their progress against pre-determined

project milestones. The implementation shall follow a consistent approach,

inclusive of a comprehensive project management approach. Project status shall

be communicated on a weekly basis, based upon the standards suggested by

the bidder as Project management approach. The bidder is expected to present

in detail the approach to the following project management parameters but not

limited to:


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Road Map

The bidder shall provide complete road map for implementation of project by

component and module wise. The bidder may also suggest changes to the

schedule with justification wherever required. However, IITB shall reserve the

right to effect changes in the Project Plan submitted by the bidder.

Resource Plan

The resource plan will be prepared by the bidder based on the assessment of

the skills required during different phases of the project. The bidder is required

to staff the project so as to complete all the activities within the timelines

expected by IITB. Although the bidder is free to work out its own resource

loading and the skill deployment plan, IITB will use this to judge whether the

bidder is planning to staff the project to ensure timely completion of the project

or not. IITB will have the right to ask for changing the resource plan during the

project execution stage, if it finds that the project is either under staffed or over

staffed with inadequate skills (to ensure that inadequate skills are not substituted

by more people).

Management Reporting

A management reporting structure has to be proposed by the bidder and all

deliverables associated with the project shall be categorized and maintained in a

system environment (server) so that they are accessible to all the members of

the project team. The size, scope and strategic nature of the implementation

project, required executive level leadership and sponsorship, as well as an

organized and agreed-upon structure that supports the flow of information. This

structure shall assist in facilitating many of the process teams' daily activities as

well as project and sub-project level communications and knowledge co-

ordination activities.

Issue Management

An issue is a formally identified matter that may hinder progress on a project or

program and about which no agreement has yet been reached. Often it can be

difficult to determine which questions should be documented as issues and

which can be resolved directly without impeding the project flow. Those items

that require documentation, formal investigation and approval should be

managed as issues and this issue management methodology has to be

proposed by the bidder.


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Scope Management

Scope of the project will be managed through a formal scope change

management process. Project management is essential to ensure that changes

to the scope of the program do not adversely affect the program objectives.

Change management documentation of project scope and approval procedures

provide a visible decision-making process for the project and provide a clear

audit trail of scope changes and the corresponding cost benefit appraisal and

has to be proposed by the bidder in the Project Management Methodology.

Risk Management

An implementation project, like other projects, has some risks associated with it.

Identifying and managing the risks is very important to the critical success of the

project. During the detailed scoping exercise, the risks shall be identified and a

mechanism to identify and manage such risks shall be defined by the bidder.

Risk management is a continuous iterative process and shall be established

when the project begins and continuously performed until the project ends.

Risks shall be defined at the Project level. It will be the responsibility of IITB and

the bidder Project Management Team to address the project risks from

milestone-to-milestone and make sure the respective responsibilities are

managed.

5.1 Proposed Project Plan

The Time frame for wave wise Implementation is of 24 months with post go-live

support till the end of 3rd year. The bidder is expected to submit their project

plans and milestone as per the proposed time frame.

Sr.No Items M1 M2 M3 M4 M…

1 Procurement and supply of ERP Product

and other software

2 Hardware Procurement

3 Implementation Services

A Project Preparation

B Design / Blueprint document

C Configuration / Customization /

Development


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D Testing

E Data Migration

F Training

G Go-Live

4 Post Go-Live Stabilization

5 Operations and Maintenance Support

5.2 Project Deliverables The bidder shall submit a schedule for the below mentioned milestones and

deliverables (but not limited to) that would be delivered during the course of the

project plan. The proposed timeline of submission of the deliverable should also be

mentioned in „T+W‟ format wherein „T‟ shall specify the day of kick-off meeting and

„W‟ shall specify the number of weeks after the kick-off meeting when the deliverable

would be submitted. The bidder shall be bound with the proposed and finalized (after

discussion with IITB) project plan and timelines for submission of deliverables.

i. The table gives a set of high-level activities and corresponding deliverables

which will be in project scope.

ii. The bidder should use this list only as a guideline in terms of expected

deliverables. The bidder is required to furnish detailed information regarding

each deliverables of every step of activities proposed during and after the

implementation of the project.

Following are the list of key activities and deliverables (but not limited to) for the

project phases as a part of ERP implementation at IITB.

Activities Deliverables

1. Project preparation Project charter and Project plan

Initial Training on ERP and Modules functionality

2. Design / Blueprint

Detailed Project Plan for Design / Blueprint

As-Is report

To-Be report

GAP assessment report

Change management work shop for new process


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3. Hardware / Infrastructure

Estimation and sizing

Detail BOM with technical specifications and services

required with estimated expenditure. (IT infrastructure sizing

shall be certified by ERP OEM)

BCP / DR plan document, Backup strategy document,

Storage strategy document

Power Planning report

4. Configuration and

Customization Configuration documents for all process and modules

Customization-design, development and technical

documents

Customized Components:

o Reports

o Forms / Layouts

o Enhancements

o Workflow

o Interface

Roles and Authorization Matrix

5. Testing Testing Strategy document -Testing Plan, Test data and

results

Load testing report

System acceptance testing report

Baseline testing report

Development testing report

Integration testing report

Issue Log for all testing

6. Data Migration Data collection templates

Data migration strategy report

Data migration tools and conversions

7. Training and Change

Management

Training Plan with schedules and content

User Plan

Change management report


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Delivery of User Training as per the matrix

8. Cut-over and Go-live Cut-Over strategy and Go-live Plan

9. Post Go-live support Go-live support till the end of 3rd

year

10. Operation and

Maintenance support for four

Years

O&M support for Four (4) years

(After post Go- live support)

5.2.1 Deliverables Acceptance Criteria

The acceptance criteria shall be specified for all the project phases

proposed by the bidder. A list of standard deliverables (indicative)

for each phase is listed above. The formal acceptance of the phase

wise deliverables by IITB constitutes completion of the phase and

approval to launch the next phase. The bidder may invoice IITB for

payment for the completed phase as per agreed payment

milestones.

5.3 Governance Structure and Project team Requirements

5.3.1 IITB Project Team

IITB will constitute a project governance framework.

The bidder shall propose the governance structure which will be interacting

with the IITB along with the escalation matrix and time duration of the

response by the concerned personnel.

5.3.2 Bidder Project Team

The bidder shall propose a team that would be involved in the entire

project life cycle. The minimum expected experience, certifications and

other required details are mentioned below. IITB reserves rights to

interview and approve / reject the project team member(s) proposed for

implementation from time to time.

Project Manager Minimum twelve years of experience, including ERP Project Management

experience of minimum two Projects and implementation experience in

minimum three ERP implementation lifecycles which includes at least one

implementation experience in a University / Education Institute / College


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in India / worldwide.

Functional Integration Manager Minimum ten years of experience, including ERP Project Implementation

experience of minimum three Projects which includes at least one

implementation experience in a University / Education Institute / College

in India / worldwide. Should understand different modules of ERP and

effect of change in parameters in one module how the same will affect the

system. He / she should be in charge of all the integration issues during

implementation.

Change Management Lead Minimum ten years of professional experience including experience of

Conducting change management workshops, developing change

management strategy. The person should have led the change

management track in at least two ERP implementation lifecycles.

Functional Leads Minimum eight years of professional experience including Functional Lead

experience of minimum two ERP implementation projects, implementation

experience of minimum three ERP implementation lifecycles which includes

at least one India localization experience in the relevant modules. The

experience should also include minimum one ERP project implementation

in University / Education Institute / College in India / worldwide.

Functional Consultants Minimum three years of professional experience including two years of

experience in ERP implementation including minimum two ERP

implementation lifecycles which include at least one India localization

experience in the relevant modules. The experience should include a

minimum of one ERP project implementation in University / Education

Institute / College in India / worldwide.

Technical Leads

Minimum eight years of experience in the technical domain including

Technical Lead experience of minimum two ERP implementation projects,

implementation experience of minimum three ERP implementation cycle

experience.

Technical Consultants

Minimum three years of professional experience including two years of

experience in ERP technical domain including minimum two ERP


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implementation lifecycle experience on different modules, implementing

interfaces to legacy applications, report customization, system architecting

and Database management, etc.

Industry Subject Matter Expert (SME): Should have knowledge about University / Education Institute and

academics functions. ERP implementation experience will be preferred.

IT Infrastructure Lead Should have knowledge on server sizing, how to make specification of the

data-centre, planning for disaster recovery. He/ she should have experience

for at least two instance of developing specification of data centre including

LAN, WAN and storage system.

The proposed project team members should be on the payroll of the bidder

and should have been working with the bidder for more than six months.

The detailed resumes to be provided in the format mentioned in Volume-

II.ANNEXURE III Article 10. For Project manager, Leads and Industry SME

one plus one profile should be proposed. IITB has rights to reject, or change

any proposed bidder team member based on IITB evaluation during

contract finalization.


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ANNEXURE I: BROAD FUNCTIONAL REQUIREMENT SPECIFICATION (SEPARATE

DOCUMENTS)


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ANNEXURE II: SCRIPTS FOR DEMONSTRATION BY BIDDER

(SEPERATE DOCUMENT)


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ANNEXURE III: INDICATIVE EXPECTATIONS AND PROCESS GAPS (SEPERATE DOCUMENT)