Wipro BP080 Purchasing V1 0

EAPM
BP.080 TO BE PROCESS
RailTel Corporation of India Limited Purchasing
Author: Creation Date: Last Updated: Document Ref: Version:
Ajay Kummar Singh 12-Jan-2013 22-March-2013 RCIL-BP080-PO 1.0
Disclaimer:
This document is a confidential document between Wipro Ltd. and RailTel Corporation Of India Limited. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, photocopying, recording or otherwise, without the written permission of Wipro / RCIL. This document includes confidential information related to Wipro and RCIL and shall not be distributed to any persons other than those mentioned in the distribution list herein. All product names referenced herein are trademarks of their respective companies
BP.080 - Purchasing Process
Document Control
Change Record
4
Date 12-Jan-2013 22-Mar-2013
Author Ajay Singh Ajay Singh
Version 0.1 1.0
Change Reference Base Document Final Version
Reviewers
Name Prithwish Chatterjee Swarup Ghosal Chaudhary Position Wipro Project Manager Wipro Program Manager
Approver
Name Sh. Kamal Kant Kaushaik Sh. Kumar Bachchan Sh. A K Sablania Sh. Ashutosh Vasant Sh. Puran Singh Sh. Suresh Kumar Position Manager - Projects Sr. Manager - DNM GGM DNM GM - Projects GGM - Infrastructure GGM NTP Signature
Distribution
Copy No. 1 2 3 4 5 Name RailTel Project Parivartan Steering Committee RailTel Project Parivartan Core Working Group RailTel Project Parivartan Regional CWG Wipro Onsite Team Wipro Technical Team Location Gurgaon Gurgaon New Delhi/Mumbai/Secunderabad/Kolkata Gurgaon Gurgaon
Note to Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.
Company Confidential - For internal use only
Contents
Document Control ..................................................................................................................... ii Introduction ............................................................................................................................... 1 About this Document.......................................................................................................... 1 How this document is organized ........................................................................................ 2 Generic Assumptions .......................................................................................................... 3 Overall Project & Procurement Flow ......................................................................................... 4 PO 01 - On Line Purchase Indent Process .................................................................................. 6 PO 02 - Purchase Indent Process ............................................................................................... 9 PO 03 - Indent Preparation & Approval ................................................................................... 11 PO 04 - Overall Procurement Tender Process (Supply Item) ................................................... 13 PO 05 - Overall Project Tender Process (Works/Service/Item) ............................................... 17 PO 06 - Open/Global Tender Process Single Packet ............................................................. 21 PO 07 - Open/Global Tender Process Two Packet ................................................................ 24 PO 08 - Limited Tender Process ............................................................................................... 27 PO 09 - Single Tender Process ................................................................................................. 30 PO 10 - Dispensation of Tender Process for Material .............................................................. 33 PO 11 - Dispensation of Tender Process for Works Contract & Execution .............................. 35 PO 12 - Procurement Process for Material (Supply Item) ....................................................... 38 PO 13 - Procurement Process for Works Contract (Supply, Installation & Commissioning) ... 41 PO 14 - Procurement Process for Execution ............................................................................ 44 PO 15 - Procurement Process for AMC (Equipments, Sections, Miscellaneous) ..................... 47 PO 16 - Procurement Process for Inspection (Material, Works Contract & Execution) .......... 49 PO 17 - Imprest/Advance Procurement Process ..................................................................... 52 PO 18 - Bank Guarantee Process ............................................................................................. 54 PO 19 - Site Readiness Process-For Material and Service ........................................................ 56 PO 20 - Inspection Process....................................................................................................... 59 PO 21 - Standard Purchase Order Process ............................................................................... 62 PO 22- Rate Contract for Material (Supply Item) ..................................................................... 65 PO 23 - Rate Contract Releases of Material (Sub PO) .............................................................. 68 PO 24 - Rate Contract for Service & Works Contract ............................................................... 71 PO 25 - Rate Contract Releases of Service & Works Contract (Sub PO) .................................. 75 PO 26 - Advance Purchase Order ............................................................................................. 78 PO 27 - Advance Purchase Order Release (Sub PO) ................................................................ 80
PO 28 - Global Purchase Agreement........................................................................................ 83 PO 29 - Maintain Purchase Order Process (Variation/Enhancement in Quantities) ............... 86 PO 30 - RFI- Request for Information (Tender Process) ........................................................... 89 PO 31 - Request for Quotation and Quotations (Tender Process)........................................... 92 PO 32 - Supplier Registration (iSupplier Module) .................................................................... 96 PO 33 PO/LOA Acknowledgement (iSupplier Module) ......................................................... 98 PO 34 - ASN Creation and Online Submission (iSupplier Module) ......................................... 101 PO 35 - Contracting Process (Procurement Contract) ........................................................... 104 PO 36 - Contracting Amendment Process (Procurement Contract) ...................................... 107 PO 37 - Approved Supplier List (ASL) ..................................................................................... 110 PO 38 Spot Purchase Process.............................................................................................. 113 PO 39 Inspection Waiver Process ....................................................................................... 116 PO 40 Delivery Period/Date of Completion - Extension ..................................................... 119 Open and Closed Issues for this Deliverable .......................................................................... 121 Open Issues..................................................................................................................... 121 Closed Issues ................................................................................................................... 121
Introduction
About this Document
RAILTEL has appointed Wipro Limited to implement Oracle E-Business Suite. The implementation spans Financials and Supply Chain Management processes. This document describes the Procurement Process for RAILTEL. The project is divided into Five Stages viz. Plan, Analyse, Design, Develop and Go-Live. The Analyse Stage covers identifying the gaps in the As-Is processes and re-designing them in order to adopt leading processes as also to harness the capability of the chosen technology. This document contains the RAILTEL Procurement process flow that would be configured onto the Oracle E-Business Suite.
How this document is organized

This document forms deliverable of the operation analysis phase of the ERP implementation project for RailTel. The purpose of this document is to compile a comprehensive list of requirements against which to map Application features. The scenarios listed in the subsequent sections are reusable templates and are created once for each business process. Each of the following sections consists of the following sub sections: Assumptions Any assumptions that are specific to the process being detailed are recorded in this sub section. Process Scenario The Event initiates the corresponding process. Process Solution: 1. 2. Description 1. 2. Process Title & Description: The bold letters gives the process title followed by the detailed description of the process in normal font. Key Requirements from the above process Complete process flow Process Id #: process. Unique number for the sub-processes within the main
Requirement Fulfillment using ERP Approach 1. Solution Type & Description: Used to designate type of solution. The types mentioned here are Screen, Manual and System. The Screen refers to the type where the data is to be entered in the screen or can be viewed in the screen. Manual type is the manual way of doing the process whether the user would be performing the process in the system or otherwise. The System type of solution is referred to when the system performs the step through automation or sub-automation. The following keys can be used for the process in the system. i. S Standard ii. W - Workaround iii. C Extension/Customization 2. Navigation Path: The path to navigate to the relevant functionality in Applications. The following acronyms have been used for navigation type: i. (T) Tab ii. (B) Button iii. (CB) Check Box iv. (F) Field
3.
Impact analysis Process Improvements Quality & Customer Service
Leading Practices Note: The texts in grey shade are optional activities.
Generic Assumptions
Any additional information captured in ERP through external systems will be highly dependent on the external systems. Wipro will not be responsible for the functioning or the implementation of the external systems. Customizations identified in the requirement definition document will be developed subject to the scope defined in the approved project charter.
Overall Project & Procurement Flow
Railtel End to End Project Flow and Integration with other Modules
General Ledger
ERP
Manual
Payables
Note: The Business plan is conceptualized by the Railtel Directors Business Plan prepared by Railtel Team / Consultants Projects are created as per the Business plan decided.
Fixed Assets
Receivables
Business
START
Business Plan
General Ledger Budget Definition as per the Business Plan Transaction posted form other Modules
Finance
Invoicing related to Project in Payables
Asset Posting in Fixed Assets
Invoice to the Customer in Recievables
Sources of the Projects Railways Pink Book Railtel Law Book Others Marketing
Project Creation & Approval
Workplan Creation, Versioning and Progress Management
Project Budget Creation, Revision & Approval
Project Status Inquiry
Project Asset Creation & Transfer to FA
Projects
Note : The Approval related to the projects is further elaborated in the next flow. The Project Planning team will do the estimation and enter the budget in the system. The details estimate will be done and Indent / Requisitions will be raised with reference to the project. Detail processes related to the project are further elaborated in the document.
Project Closure
Procurement
Purchase Indent/ Creation & Approval
Tender Creation & Floating
Commercial & Technical Analysis
Purchase Orders/APO/ Rate Contracts
Inspection & Recieving
Transfer to Inventory/ Project Vice Versa
Marketing & Sales
Demand Note Creation & Customer Acceptance
Sales Order Booking
Contract Creation
Billing END
PO 01 - On Line Purchase Indent Process
On Line Purchase Indent Process
ERP
Manual
Email
Start
Log in to I Procurement Enter indent online using web forms and catalogs O&M activities
Projects (Railway/ RailTel/LMC etc)
Find Items
Add Items , Quantity Add and Items delivery & Quantity location detail
All Departments
Proceed to Check Out Others (General Admin etc.)
Edit Shopping Cart No Proceed to Check Out
Workflow based purchase indent approval Yes Procurement Process PO12
Submit Indent
Check Out
Review/Modify Indent
Supplier notified and deliver the goods
Record receipt in to the web
End
Finance
Finance Vetting
RAILTEL Process: On Line Purchase Indent Process
Business Function: RAILTEL Project
Date: 12-01-2013
Control Number: PO 01
Mapping Team: Wipro
Process Owner: RAILTEL Project Team
Process Number: PO 01
Description: This step explains the On Line Purchase Indent Process.
Event
Description: This process is triggered to raise the online purchase indent. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y
Procurement Procurement Procurement Procurement Procurement Procurement Procurement
POM_PO_PI_1 POM_PO_PI_1 POM_PO_PI_1 POM_PO_PI_1 POM_PO_PI_1 POM_PO_PI_1 POM_PO_PI_1
PO 01.01 PO 01.02 PO 01.03 PO 01.04 PO 01.05 PO 01.06 PO 01.07
On line Indent will be created using web forms and catalogs. Find Items online and add quantity and delivery details. Edit, modify and review indent online. Online Indent will be submitted. Purchase Indent will be approved as per defined approval hierarchy. After approval of Online Indent, Procurement process is initiated. Supplier notified and delivers the goods as required. Receipt detail will be recorded.
System System System System System System System
PO 02 - Purchase Indent Process

Purchase Indent Process
ERP Manual Email
Start User to enter the Indent Header details Enter the Line details Item code, Qty, Need by date, Etc Select the Organization, Location and Supplier(Optional) Capture the Charge Account, If any consumables items(without Item Code)
O&M activities
All Departments
Projects (Railway/ RailTel/LMC etc)
Others (General Admin etc.)
Save the Document and submit for Approval
Purchase Indent Approved
Yes
Automatic notification to Requestor
End
No Approved Purchase Indent becomes the input for Purchase Order to be created by the Purchasing department Procurement Process PO12
Finance
Finance Vetting
RAILTEL Process: Purchase Indent Process Control Number: PO 02
Business Function: RAILTEL Project Mapping Team: Wipro
Date: 12-01-2013 Process Owner: RAILTEL Project Team
Description: This step explains the Purchase Indent Process.
Event
Description: This process is triggered to raise the purchase indent. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y
Procurement Procurement
POM_PO_PI_1 POM_PO_PI_1
PO 02.01 PO 02.02
User will create the Indent by mentioning the PR headers details like the PR type , Description Create Purchase Indent with information like item or description, quantity and (Approx) purchase price. When item not available the user should choose purchasing category and write a description. Indent preparers should select the inventory organization name, location and Supplier details (options). Select the Charge Account Number in case of Expense or Consumables items. Generate a Purchase Indent with automatic document number. Submit the purchase Indent for approval through the delegation of authority. Requester will not be able to approve Indent. Indent approval will be a workflow based process based on approval limits. Approved Purchase Indent is the input for Purchase Order Creation.
System System
Procurement
POM_PO_PI_1
PO 02.03
System
Procurement Procurement Procurement Procurement
POM_PO_PI_1 POM_PO_PI_1 POM_PO_PI_1 POM_PO_PI_1
PO 02.04 PO 02.05 PO 02.06 PO 02.07
System System System System
Y Y Y Y
PO 03 - Indent Preparation & Approval

Indent Preparation & Approval
ERP Manual
Territory Level
Start
Regional Level
Corporate Level
Project & Procurement
Indent/ Estimates raised at territory level
Submit for approval & Finance Concurrence
RO collates all Indent/ Estimates of territory level and prepares consolidated proposal Or Indent/Estimate raised at regional level
CO collates all Indent/ Estimates of regional level and prepares consolidated proposal Or Indent/Estimate raised at corporate level
More Info
No
Yes
Yes
More Info
More Info
Finance
More Info Tender Process at Territory Level If applicable PO04-PO05 Tender Process at Regional Level PO04-PO05
More Info
oN
No
Approval as per SOP Yes Approval from TM as per SOP Finance concurrence as per SOP Yes Approval from RGM as per SOP Corporate finance concurrence as per SOP Yes More Info Approval from MD/Director as per SOP Tender Process at Corporate Level PO04-PO05 End
RAILTEL Process: Indent Preparation & Approval Control Number: PO 03
Description: This step explains the Indent preparation and approval.
Event
Description: This process is triggered whenever an Indent is prepared and approved. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y Y Y Y
Procurement Procurement Procurement Procurement Procurement Procurement Procurement Procurement Procurement Procurement
POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2 POM_RP_EP_2
PO 03.01 PO 03.02 PO 03.03 PO 03.04 PO 03.05 PO 03.06 PO 03.07 PO 03.08 PO 03.09 PO 03.10
Indent/Estimates are raised at territory level Indent is submitted for approval Approval is done as per SOP Final approval is done from TM as per SOP RO collates all indent/estimates of territory level and prepares consolidated proposal then it is put up for approval Approval from finance for concurrence is done as per SOP Final approval is done from RGM as per SOP CO collates all indent/estimates of regional level and prepares consolidated proposal then it is put up for approval Approval from finance for concurrence is done as per SOP Final approval is done from CMD/Director as per SOP
System System System System System System System System System System
PO 04 - Overall Procurement Tender Process (Supply Item)
Overall Procurement Tender Process

Start Project Budgeting Process PRJ05 Tender processing officer is nominated
ERP
Manual
Email B
Business Plan
Global Tender
NIT Published in News Paper (Online)
Approved Supplier List or Fresh approved supplier list via approval PO37
Tender Document Floated Railways OFC Section Works Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget) RO collates all requisitions from territories & Prepares consolidated proposal Open Tender NIT and Tender Document uploaded on website PR Process Limited Tender CO collates all requisitions from regions & Prepares consolidated proposal Special Limited Tender Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP along with PAC issued by Region/ Corporate and approved by Director
Prebid meeting and change/modification Tender document accordingly
Receive response from bidder
Tender document is opened by nominated TOC
Comparative sheet and Briefing note are prepared by executive
TC nomination as per SOP
Vetted comparative sheet and Briefing note put up to TC
Other Railways Project
Procurement
Purchase Indent/ Estimates raised at regional Level Other Customer Project
Discharge
Purchase Indent raised at corporate level O&M Activities
TC prepares final observation Single Tender
Comparative sheet & final minutes sent to TAA for approval
Purchase Order Issued to successful bidder. Tender estimate will be revised if PO estimate increases more than tender estimate.
Acceptance from Supplier
Successful bidder deposit various documents like PBG, Security Deposit
EMD Return to unsuccessful bidder & EMD returns to successful bidder or adjusted with Invoice
A Govt. Projects
Quotation Non-Acceptance
Negotiation may done with supplier Acceptance
Supplier Registration Process PO32
End
Counter offer/LOI
Finance
EMD handed over to finance
Comparative sheet & Briefing note vetted by finance
Tender cost Estimation prepared and Put up to Finance for Finance Vetting
RAILTEL Process: Overall Procurement Tender Process
Business Function: RAILTEL Tender
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Overall Procurement Tender process for material.
Event
Description: This process is triggered Whenever a Tender is created for material. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y
Requirement Generation
POM_TP_ RG_1
PO 04.1
Indent/Estimates
POM_RP_ EP_2
PO 04.2
Tender Document
POM_TP_ TD_2
PO 04.3
Requirement for floating the tender is triggered from the various sources. Business Plan (Long Term & Short Term) Railway Project OFC section works Other Railway Projects Other Customer projects O&M activities Customer Lead Government Project Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated. Tender are of various types, open tender, limited tender, special limited tender, Global tender, single tender and quotation. Respective tender document is created. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. As required tender is floated to selected supplier from approved supplier list. Prebid meeting is done and tender document is changed accordingly Response is received from various vendors.
Manual
System
System
Tender Document Execution
POM_TP_ TE_3
PO 04.4
System
AS IS Process
AS IS ID #
Process ID #
Description Mode Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. Purchase Order is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
Requirement Fulfillment using ERP Approach (Y/N)
PO 05 - Overall Project Tender Process (Works/Service/Item)
Overall Project Tender Process

Start Project Budgeting Process PRJ05 Tender processing officer is nominated
ERP
Manual
Email
Business Plan
Global Tender
Approved Supplier List or Fresh approved supplier list via approval PO37
Tender Document Floated Railways OFC Section Works Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget) RO collates all requisitions from territories & Prepares consolidated proposal Open Tender NIT and Tender Document uploaded on website PR Process Limited Tender CO collates all requisitions from regions & Prepares consolidated proposal Special Limited Tender Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP along with PAC issued by Region/ Corporate and approved by Director
Prebid meeting and change/modification Tender document accordingly
Other Railways Project Purchase Indent/ Estimates raised at regional Level Other Customer Project
Discharge
Project
Purchase Indent raised at corporate level O&M Activities
TC prepares final observation Single Tender
LOA Issued to successful bidder. Tender estimate will be revised if LOA estimate increases more than tender estimate.
A Quotation Govt. Projects Non-Acceptance
End
Counter offer/LOI
Finance
RAILTEL Process: Overall Project Tender Process
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Overall Project Tender process for Service and Work Contract.
Event
Description: This process is triggered Whenever a Tender is created for service and works contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Generation
POM_TP_ RG_1
PO 05.1
Indent/Estimates
POM_RP_ EP_2
PO 05.2
Tender Document
POM_TP_ TD_2 POM_TP_ TE_3
PO 05.3
PO 05.4
Requirement for floating the tender is triggered from the various sources. Business Plan (Long Term & Short Term) Railway Project OFC section works Other Railway Projects Other Customer projects O&M activities Customer Lead Government Project Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated. Tender are of various types, open tender, limited tender, special limited tender, Global tender, single tender and quotation. Respective tender document is created. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. As required tender is floated to selected supplier from approved supplier list. Prebid meeting is done and tender document is changed accordingly Response is received from various vendors. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive
Manual
System
System
System
AS IS Process
AS IS ID #
Process ID #
Description Mode EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
PO 06 - Open/Global Tender Process Single Packet

Open/Global Tender Process Single Packet
ERP Manual Email B
Start
Project Budgeting Process PRJ05 Tender processing officer is nominated RO collates all requisitions from territories & Prepares consolidated proposal
Open/Global Tender document floated
Purchase Indent/ Estimates raised at Territory Level.(Project budget will be revised if indent estimate increases more than project budget)
NIT and Tender Document uploaded on website PR Process
Purchase Indent/ Estimates raised at regional Level
CO collates all requisitions from regions & Prepares consolidated proposal
Discharge
Purchase Indent raised at corporate level
Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP
TC prepares final observation
Purchase Order/LOA Issued to successful bidder. Tender estimate will be revised if LOA/PO estimate increases more than tender estimate.
A Negotiation may done with supplier Non-Acceptance Acceptance Supplier Registration Process PO32
Counter offer/LOI
End
Finance
RAILTEL Process: Open/Global Tender Process Single Packet Control Number: PO 06
Business Function: RAILTEL Tender Mapping Team: Wipro
Description: This step explains the Open/Global Tender process for Single Packet.
Event
Description: This process is triggered Whenever an Open Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Indent/Estimates
POM_RP_ EP_2
PO 06.1
Tender Document Tender Document Execution
PO 06.2 PO 06.3
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated for Open/Global Tender Single Packet. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. Response is received from various vendors. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. PO/LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit.
System System
Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode Simultaneously EMD is returned to unsuccessful bidder.
PO 07 - Open/Global Tender Process Two Packet

Open/Global Tender Process Two Packet
NIT Published in News Paper (Online) ERP Manual Email B
Start
Project Budgeting Process PRJ05 Tender processing officer is nominated RO collates all requisitions from territories & Prepares consolidated proposal
Prebid queries Publish on Website
Open/Global Tender document floated
Prebid Meeting & Change/Modify Tender document
Tender document(Technical) is opened by nominated TOC
Price bid kept in seal packet with executive along with seal of RCIL and sign. of TOC and all bidders
Briefing note are prepared by executive
Vetted Briefing note put up to TC
EMD and Unopened Price bid returns to unsuccessful bidders
Notification to all successful bidder of Price bid
B C
Final minutes sent to TAA for approval
Price TC opened by nominated TOC
Comparative sheet are prepared by executive
Vetted comparative sheet put up to TC
Tender cost Estimation prepared and Put up to Finance for Finance Vetting and approval as per SOP
Discharge
Non-Acceptance
Negotiation may done with supplier
Acceptance
Counter Offer/LOI End
Finance
RAILTEL Process: Open/Global Tender Process Two Packet Control Number: PO 07
Description: This step explains the Open/Global Tender process for Two Packet.
Event
Description: This process is triggered Whenever an Open Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) N
Indent/Estimates
POM_RP_ EP_2
PO 07.1
PO 07.2 PO 07.4
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated for Open/Global Tender Two Packet. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published in news paper and on RailTel website also. Prebid meeting is done and tender document is changed /modified accordingly. Prebid queries are published on website also. Response is received from various vendors. Tender document (Technical) is opened by nominated TOC Price bid kept in seal packet with executive along with seal of RCIL and sign. of TOC and all bidders Briefing note is prepared by executive. EMD is hand over to finance and briefing note is vetted by finance. TC nomination is done. Vetted Briefing note put up to TC and TC prepares the technical observation. Technical minutes sent to competent authority for approval. EMD and unopened price bid returned to unsuccessful bidder
Manual
System System
Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode Price TC opened by nominated TOC Notification is sent to all successful bidders of price bid for opening. Comparative sheet and Briefing note are prepared by executive Comparative sheet and briefing note are vetted by finance. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. PO/LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidders.
PO 08 - Limited Tender Process

Limited Tender
ERP Manual Email B Project Budgeting Process PRJ05 Tender processing officer is nominated RO collates all requisitions from territories & Prepares consolidated proposal Approved Supplier List PO37 Fresh approved supplier list via approval
Start
Limited Tender floated to selected vendor
Prebid Meeting & Change/Modify Tender document
Discharge
Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP
Purchase Order/ LOA Issued to successful bidder. Tender estimate will be revised if LOA/ PO estimate increases more than tender estimate.
Negotiation may done with supplier Non-Acceptance Acceptance
Counter offer/LOI
End
Finance
RAILTEL Process: Limited Tender Process Control Number: PO 08
Description: This step explains the Limited Tender process.
Event
Description: This process is triggered Whenever a Limited Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Indent/Estimates
POM_RP_ EP_2
PO 08.1
Tender Document
PO 08.2
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting. Tender Processing officer is nominated and Limited tender is floated to selected vendors. As per SOP and schedule of work, Tender process is followed and floated; Simultaneously It is published on RailTel website also. As required tender is floated to selected supplier from approved supplier list or fresh approved supplier list can be created before floating the tender document. Prebid meeting may be done and tender document is changed accordingly if required. Response is received from various vendors. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation.
System
System
PO 08.3
System
AS IS Process
AS IS ID #
Process ID #
Description Mode Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. LOA is issued to successful bidder and acknowledgment is received. Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
PO 09 - Single Tender Process

Single Tender
ERP Manual Email B Project Budgeting Process PRJ05 Tender processing officer is nominated RO collates all requisitions from territories & Prepares consolidated proposal C Approved Supplier List PO37 Fresh approved supplier list via approval
Start
Single Tender floated to single vendor
Discharge
Tender cost Estimation prepared and Put up to Finance for Finance Vetting & approval as per SOP. Along with PAC issued by region/ Corporate (with vetting) and approval by director/ Corporate
EMD returns or adjusted with Invoice
Non Acceptance
Counter offer/LOI
End
Finance
RAILTEL Process: Single Tender Process Control Number: PO 09
Description: This step explains the Single Tender process.
Event
Description: This process is triggered Whenever Single Tender is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Indent/Estimates
POM_RP_ EP_2
PO 09.1
PO 09.2 PO 09.3
Purchase Indent/Estimates raised at territory and regional level RO & CO collates all the indent and prepares consolidated proposal Estimates and Tender document prepared and put up to finance for finance vetting, along and with PAC issued by region (with vetting) and approval by director/corporate. Tender Processing officer is nominated and Singe tender is floated to vendor. As per SOP and schedule of work, Tender process is followed and floated. As required tender is floated to selected supplier from approved supplier list or fresh approved supplier list can be created before floating the tender document. Tender document is opened by nominated TOC Comparative sheet and Briefing note are prepared by executive EMD is hand over to finance and Comparative sheet and briefing note are vetted by finance. TC nomination is done. Vetted comparative sheet put up to TC and TC prepares the final observation. Comparative sheet and final minutes sent to competent authority approval. Negotiation is done if required and Discharge can also be happen Counter offer process is done for final price. LOA is issued to successful bidder and acknowledgment is received.
System
System System
Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode Successful bidder deposit various document like PBG, Security deposit. Simultaneously EMD is returned to unsuccessful bidder.
PO 10 - Dispensation of Tender Process for Material

Dispensation of Tender for Material
ERP Manual Email
Start
Executive processes the dispensation of Tender
RFQ will be created for quotation
RFQ Process PO31
Quotation are called from various vendors (Minimum 3) PO31
Comparative statement is prepared by the executive and sent to finance for vetting
Comparative sheet sent to competent authority approval
Purchase Indent Process PO01-PO02 Purchase Order is issued to successful bidder
Successful bidder deposit various documents like PBG, Security Deposit (Optional)
Procurement Process PO12
End
Finance
Finance Vetting
Territory/Region/ Corporate
Executive sends the proposal Purchase Requisition/Indent to Manager (HQ/RO/CO) PO01-PO02
RAILTEL Process: Dispensation of Tender Process for Material Control Number: PO 10
Description: This step explains the Dispensation of Tender process for Material.
Event
Description: This process is triggered Whenever Dispensation of Tender Process is done. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process
POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4
PO 10.1
Dispensation of tender is requested on urgent basis for extension of maintenance activity or last mile. Executive processes the dispensation of tender process. RFQ document is created and sent to approve suppliers or Fresh Suppliers. Quotations are called from various suppliers. Comparative statement is prepared and sends to finance for vetting then it is sent to competent authority for approval. Purchase Order is issued to successful bidder
System
PO 10.2
System
PO 10.3
System
PO 10.4
System
PO 10.5
Successful bidder deposits various documents like PBG, Security deposit.
System
PO 10.6
Procurement process is initiated for further activity.
System
PO 11 - Dispensation of Tender Process for Works Contract & Execution
Dispensation of Tender for Works Contract & Execution
ERP
Manual
Email
Start
Executive processes the dispensation of Tender
RFQ will be created for quotation
RFQ Process PO31
Procurement
Quotation are called from various vendors (Minimum 3) PO31
Comparative statement is prepared by the executive and sent to finance for vetting
Comparative sheet sent to competent authority approval
Purchase Indent Process PO01-PO02 LOA is issued to successful bidder
Successful bidder deposit various documents like PBG, Security Deposit (Optional)
Procurement Process PO13
End
Finance
Finance Vetting
Territory/Region/ Corporate
Executive sends the proposal Purchase Requisition/Indent to Manager (HQ/RO/CO) PO01-PO02
RAILTEL Process: Dispensation of Tender Process for
Date: 12-01-2013
Service & Works Contract Control Number: PO 11
Mapping Team: Wipro
Description: This step explains the Dispensation of Tender process for Service & Works Contract.
Event
Description: This process is triggered Whenever Dispensation of Tender Process is done. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #
Process ID #
Description Mode
Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process Dispensation of Tender/Quotation Process
POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4 POM_TP _DT_4
PO 11.1
Dispensation of tender is requested on urgent basis for extension of maintenance activity or last mile. Executive processes the dispensation of tender process. RFQ document is created and sent to approve suppliers or Fresh Suppliers Quotations are called from various suppliers. Comparative statement is prepared and sent to finance for vetting then it is sent to competent authority for approval. LOA is issued to successful bidder
System
PO 11.2
System
PO 11.3
System
PO 11.4
System
PO 11.5
Successful bidder deposits various documents like PBG, Security deposit.
System
PO 11.6
Procurement process is initiated for further activity.
System
PO 12 - Procurement Process for Material (Supply Item)

Procurement Process for Supply Item
Purchase Order Document Created ERP Manual Email
Standard Purchase Order
Purchase Order Issued to Successful bidder
Acceptance & BG submission from Supplier PO18
Supplier offer RailTel for carrying inspection
Inspection from nominated agency either from ASL or by RailTel officials

RailTel
Confirmation of Change of consignee if any
PO will be amended to change the consignee detail with executive approval
Inspection report is entered in to the system
Item delivered at store
Start
Advance Purchase Order Standing Bank Guarantee Submission from Supplier Rate Contract
Sub PO are released against APO
Inspection
Outside
Approved Supplier List or New Supplier PO37
Nomination of inspection authorized agency
RailTel Uses the item to the site or RailTel deliver the item to the site
Procurement
Sub PO are released against RC
Payment to Outside Inspection authority
Warranty as per PO conditions
Region wise Distribution
End
Receiving Process INV02
End
Finance
APO/RC/SPO/Sub APO/Sub RC Sent for Finance Vetting
Invoice Bills & Payments AP02-AP04
RAILTEL Process: Procurement Process for Material Control Number: PO 12
Business Function: RAILTEL-Project Mapping Team: Wipro
Description: This step explains the procurement process of Material.
Event
Description: This process is triggered Whenever a purchase order is raised for material procurement. Source: RAILTEL Project Team/AS-IS Document
AS IS Process Purchase Order Creation Purchase Order
AS IS ID #
Process ID # Description Mode

System
POM_PO_PC_3
PO 12.1
Purchase Order is created as per the requirement in the tender with the successful bidder. Purchase Order can be of multiple types like Standard PO, APO and RC. Purchase Order is issued to successful bidder after finance vetting. Standing BG is submitted from supplier against APO and RC. BG is submitted and accepted from supplier against Standard PO and Sub-Pos against APO & RC. Supplier offer RailTel for carrying Inspection. Inspection can be from nominated agency either from ASL or by RailTel officials. If Inspection is from outside, nomination of inspection authorized agency is done from ASL and Payment to inspection authority is made. Inspection report is entered in to the system. PO will be amended to change the consignee detail with the executive approval.
POM_PP_PO_4
PO12.2
System
Inspection
POM_PO_IP_4
PO 12.3
System
None
None
PO 12.4
System
Receiving/D elivery Inspection/F
POM_PO_RD_5 POM_RP_TS_4/P
PO 12.5 PO 12.6
Item is delivered at store RailTel uses the item to the site or RailTel deliver the item to the site. Warranty will be applicable after delivery of Item as per PO condition.
System System
Y Y
AS IS Process AT
AS IS ID #
OM_PP_FT_5
PO 13 - Procurement Process for Works Contract (Supply, Installation & Commissioning)

Procurement Process for Works Contract
LOA Document Created Acceptance & BG Submission from Supplier PO18 ERP Manual Email
Start
LOA Issued to Successful bidder
Contract agreement is prepared with successful bidder
Contractor offer RailTel for carrying inspection
Inspection from nominated agency either from ASL or by RailTel officials

RailTel
Confirmation of change in consignee if any
LOA will be amended to change the consignee detail with executive approval
Service/Item delivered & recorded
Vendor does I&C after site readiness
Region wise Distribution Inspection

Outside
Approved Supplier List PO37
Nomination of inspection authorized agency
Item delivered at site
Project
Payment to Inspection authority
End
SI Conducts AT in coordination with RailTel Executive
PAC released after AT
Part PAC can also be released as per LOA T&C
FAC as per LOA T&C
Warranty as per LOA T&C
End
Finance
LOA Sent for Finance Vetting
Contract agreement is sent for legal vetting
RAILTEL Process: Procurement Process for Service & Works Contract Control Number: PO 13
Description: This step explains the procurement process for service & Works Contract.
Event
Description: This process is triggered Whenever a LOA is created for service and Works Contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID #

System
LOA Creation LOA Creation None None Inspection
POM_PO_P C_3 POM_PP_P O_4 None POM_RP_TP _5 POM_PO_IP _4
PO 13.1 PO 13.2 PO 13.3 PO 13.4 PO 13.5
LOA document is created and region wise distribution can also be happen. LOA is issued to successful bidder after finance vetting. LOA is accepted and Bank Guarantee is submitted from supplier. Contract agreement is prepared with successful bidder and it is sent for legal vetting. Contractor offer RailTel for carrying Inspection Inspection can be from nominated agency either from ASL or RailTel officials. Fresh nomination of agency can also be done. If inspection is from outside, nomination of inspection authorized agency is done from ASL and Payment to inspection authority is made. Consignee detail can be changed by amending the consignee detail in LOA. LOA will go for executive approval. Service/Item is delivered to site/Store. Vendor does I&C at site after site readiness.
System
System System
Y Y
None Receiving/Delivery
None POM_PO_R D_5
PO 13.6 PO 13.7
System System
Y Y
Inspection/FAT
POM_PP_FT
PO 13.8
SI conducts AT in coordination with RailTel executive
AS IS Process
AS IS ID #
_5/POM_RP _TS_4
PAC is released after AT, Part PAC can also be released as per LOA terms & condition FAC will be issued after PAC release as per LOA terms & condition Warranty will be applicable after delivery as per LOA terms & condition
PO 14 - Procurement Process for Execution
Procurement Process for Execution

LOA Document Created Acceptance & BG, SD Submission from Supplier PO18
ERP
Manual
Email
Start
LOA Issued to Successful bidder
Work Confirmation of Service delivered
SI Conducts AT in co-ordination with RailTel Executive
Indent for Material requirement at sites PO01-PO02
Stock Transfer from Store to Project Site INV04
PAC released after AT
Project
Material required at site for other activity
On-hand quantity will get updated
Part PAC can also be released as per LOA condition
FAC as per LOA condition End
End
RAILTEL Process: Procurement Process for Execution
Finance
Contract agreement is sent for legal vetting Optional for Execution works at RO
Business Function: RAILTEL-Project
Date: 12-01-2013
Mapping Team: Wipro
Process Number: PO 14 Event
Description: This step explains the procurement process for Execution. Description: This process is triggered Whenever LOA is raised for execution activity. Source: RAILTEL Project Team/AS-IS Document
AS IS Process LOA Creation LOA Creation None None Receiving/D elivery None
AS IS ID #

System
POM_PO_ PC_3 POM_PP_ PO_4 None POM_RP_ TP_5 POM_PO_ RD_5 None
PO 13.1 PO 13.2 PO 13.3 PO 13.4 PO 13.5 PO 13.6
LOA document is created and region wise distribution can also be happen. LOA is issued to successful bidder after finance vetting. LOA is accepted and Bank Guarantee, Security Deposit is submitted from supplier. Contract agreement is prepared with successful bidder and it is sent for legal vetting. Work Confirmation of Service is entered for service receiving. In case of Material requirement like Duct, Cable at site an Indent will be raised to issue the material from store to site. Stock is transferred from store to site. SI conducts AT in coordination with RailTel executive PAC is released after AT, Part PAC can also be released as per LOA terms & condition FAC will be issued after PAC release as per LOA terms & condition
System
System System System
Y Y Y
Inspection/F AT
POM_PP_ FT_5/PO M_RP_TS _4
PO 13.7
System
PO 15 - Procurement Process for AMC (Equipments, Sections, Miscellaneous)

Procurement Process for AMC Work (Equipment, Section)
LOA Document Created LOA Issued to Successful bidder for AMC Work Acceptance & BG Submission from Supplier PO18 ERP Manual Email
Start
Service delivered & recorded
Work Confirmation of Service
Work Order MNT04
End
Project
Finance
Contract agreement is sent for legal vetting
RAILTEL Process: Procurement Process for AMC Control Number: PO 15
Description: This step explains the procurement process for AMC work.
Event
Description: This process is triggered Whenever LOA is raised for AMC work against Work Order and Purchase Indent. Source: RAILTEL Project Team/AS-IS Document
AS IS Process LOA Creation LOA Creation None None Receiving/D elivery
AS IS ID #

System
POM_PO_ PC_3 POM_PP_ PO_4 None POM_RP_ TP_5 POM_PO_ RD_5
PO 13.1 PO 13.2 PO 13.3 PO 13.4 PO 13.5
LOA document is created and region wise distribution can also be happen for AMC work. LOA is issued to successful bidder after finance vetting. LOA is accepted and Bank Guarantee is submitted from supplier. Contract agreement is prepared with successful bidder and it is sent for legal vetting. Work Confirmation of Service is entered for service receiving.
System
System System
Y Y
PO 16 - Procurement Process for Inspection (Material, Works Contract & Execution)
Procurement Process for Inspection Charges
ERP
Manual
Email
Start
Service PO is created for Inspection Charges with Supplier Ship to and Bill to details
Procurement Procurement
Service details, amount, need by date and promised date is entered
Shipment detail is entered
Give Distribution detail location wise and delivery schedule for item delivery
Distribution detail is entered for service delivery/Inspection work/Inspection charges
No Work Confirmation of Service INV03 Service Delivered/ Inspection completed
Inspection report is submitted to Project Executive
Automatic notification to buyer
Yes
PO approved
Approve PO
End
Invoice Bill & Payments to supplier for Inspection Work AP02-AP04
PO sent for finance vetting
RAILTEL Process: Procurement Process for Inspection
Finance
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the procurement process for Inspection Charges.
Event
Description: This process is triggered Whenever Payment for Inspection Charges is done. Source: RAILTEL Project Team/AS-IS Document
AS IS Process None None None None None None None
AS IS ID #

System System System System System System Manual
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y N
None None None None None None None
PO 16.1 PO 16.2 PO 16.3 PO 16.4 PO 16.5 PO 16.6 PO 16.7
Service Purchase Order is created for Inspection charges with supplier details. Service amount/quantity, service fulfillment date is entered. Shipment detail is entered Distribution detail location wise is entered for service delivery information Service Purchase Order is submitted for approval for finance vetting Automatic notification will be sent to buyer for confirmation of LOA approval. Inspection report is submitted to project executive.
PO 17 - Imprest/Advance Procurement Process

Imprest/Advance Procurement Process
Unorered receipt of Item/ Service detail is created ERP Manual Email
Procurement Operation & Maintenance
Start
Receipt of line detail is recorded
Item/Service, Quantity, UOM and receiving location for receipt line is specified
Generate new receipt or add unordered receipt lines to an existing receipt
Receipt header information is entered and transaction is submitted
Receiving of Item/Service is done in the system
Final delivery of Item/Service
End
Projects & Procurement
Purchase Order is created to match the receipt lines
Search Unordered receipts to match
Select receipt lines to match
Select Purchase Order document number & Line details to match
Submit Unordered receipt line for matching
Finance
Service Purchase Order sent for finance vetting
Invoice Bill & Payments to supplier AP02-AP04
RAILTEL Process: Imprest/Advance Procurement Process Control Number: PO 17
Description: This step explains the Imprest/Advance Procurement Process.
Event
Description: This process is triggered Whenever unordered receipt is made without valid Purchase Order. Source: RAILTEL Project Team/AS-IS Document
AS IS Process None None None None None None None None None
AS IS ID #

System System System System System System System System System
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y Y Y
None None None None None None None None None
PO 17.1 PO 17.2 PO 17.3 PO 17.4 PO 17.5 PO 17.6 PO 17.7 PO 17.8 PO 17.9
Unordered receipt of Item/Service detail is created Item/Service, Quantity, UOM and receiving location for receipt line is specified Generate new receipt or add unordered receipt lines to an existing receipt Receipt header information is entered and transaction is submitted Purchase Order is created to match the receipt lines Unordered receipt and receipt lines is searched to match with PO document number Unordered receipt line is submitted for matching Receiving of Item/Service is done in the system Final delivery is created of Item/Service.
PO 18 - Bank Guarantee Process

Bank Guarantee Process
ERP Manual Email
Purchase Order Extension of Bank Guarantee date & Performance Bank Guarantee will sent to bank Yes for confirmation. System alert will go to finance for bank guarantee date extension
Start
Letter of Award
Procurement Project & Procurement
Performance Bank Guarantee will sent to bank for confirmation
After confirmation, sent for legal vetting
After legal vetting submitted to finance for safe custody
Delivery/ DOC period extends
Sub PO against Rate Contract No Sub PO against Advance Purchase Order
Supplier Bank Guarantee will be released after PO/LOA fulfillment/Encashment in case of default/termination
After Bank Confirmation it is submitted to finance for safe custody
Advance Purchase Order
End Standing BG will be sent to bank for confirmation
Rate Contract
Legal
PBG sent for legal vetting
RAILTEL Process: Bank Guarantee Submission Process Control Number: PO 18
Description: This step explains the Bank Guarantee Process.
Event
Description: This process is triggered to track the Bank Guarantee and Extension activity. Source: RAILTEL Project Team/AS-IS Document
AS IS Process None None None None None None None None None
AS IS ID #

System System System System System System System System System
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y Y Y
None None None None None None None None None
PO 18.1 PO 18.2 PO 18.3 PO 18.4 PO 18.5 PO 18.6 PO 18.7 PO 18.8 PO 18.9
Performance Bank Guarantee is required for PO, LOA, Sub RC and Sub APO. Standing Bank Guarantee is required for APO and RC PBG and Standing BG is sent to bank for confirmation After confirmation PBG is sent for legal vetting After legal vetting, PBG is submitted to finance for safe custody If delivery period of service Purchase Order or LOA get extends then extension of bank guarantee date & PBG will be sent to bank for confirmation After Bank confirmation, it is submitted to finance for safe custody Supplier bank guarantee will be released after PO/LOA fulfillment If delivery does not get extend, Supplier BG will be released after PO/LOA fulfillment.
PO 19 - Site Readiness Process-For Material and Service
Site Readiness Process
ERP
Manual
No (Authority will put suitable remarks)
Procurement
PO/LOA issued for Material/Works PO12-PO13
Notification will be sent to concern stores for Space check
Space Available for Material
Yes
Executive will check & show drop down menu for readiness of activity
Activities can be like for I&C activity: Fiber through & Terminated from BS to BS Power Supply-AC Power Supply-DC, Battery, Chargers Rack Installation Space Earthing etc.
Concern authority will put suitable remarks for readiness/non readiness
End Start Procurement process for Material/Works Execution
LOA for work execution PO14
Pre-requisite Activity defined
Yes
Executive will check & show drop down menu for readiness of activity
Activities can be like: Proposed route Plan Approval from Railways/other authority along with offset boundary lines ROW permission Duct Availability OFC Availability etc..
Concern authority will put suitable remarks for readiness/non readiness
No (Authority will put suitable remarks)
End
RAILTEL Process: Installation & Commissioning and
Date: 12-01-2013
Site Readiness Process Control Number: PO 19
Mapping Team: Wipro
Description: This step explains the Installation & Commissioning/Site readiness activity.
Event
Description: This process is triggered to fulfill pre-requisite activity before doing the Installation and Commissioning. Source: RAILTEL Project Team/AS-IS Document
AS IS Process None None None None None
AS IS ID #

System System System System System
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y
None None None None None
PO 19.1 PO 19.2 PO 19.3 PO 19.4 PO 19.5
None None None None
None None None None
PO 19.6 PO 19.7 PO 19.8 PO 19.9
None
None
PO 19.10
PO/LOA is issued for Material/Work/Execution process Notification will be sent to concern stores for space check Concern store checks the space availability of material Executive will check and enter detail for readiness of activity for works Various activities are required to check before I&C activities like: Fiber through & Terminated from BS to BS Power Supply AC Power Supply DC, Battery, Chargers Rack Installation etc.. Concern authority will put suitable remarks for readiness/non-readiness Pre-requisite activity will be defined for execution activity Executive will check and enter detail for readiness of activity for execution Various activities are required to check before execution: Proposed Route Plan Approval from railways authority along with offset boundary lines Duct availability OFC availability etc..boundary lines Duct availability OFC availability etc.. Concern authority will put suitable remarks for readiness/non-readiness
Y Y Y Y
System
PO 20 - Inspection Process
Inspection Process
ERP
Manual
Inspection by RailTel official
Procurement
Inspection report is submitted to Project Executives
End
RailTel
Start
Supplier/ Contractor offer RailTel for carrying Inspection
Inspection
Outside Agency
Nomination of Inspection authorized agency either by ASL or by RailTel officials
Outside agency submits the Inspection report to Project Executives
End
In case of FAT/AT outside India agreement in between RailTel and Supplier is mandate, without agreement (Formal) no official of RailTel can go outside of India
RAILTEL Process: Inspection Process
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Inspection Process.
Event
Description: This process is triggered whenever Inspection is required. Source: RAILTEL Project Team/AS-IS Document
AS IS Process None None None None None None None None
AS IS ID #

System System System System System System System System
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y Y
None None None None None None None None
PO 20.1 PO 20.2 PO 20.3 PO 20.4 PO 20.5 PO 20.5 PO 20.5 PO 20.5
Supplier/Contractor offer RailTel for carrying Inspection Inspection can be done by RailTel team or Outside agency In case of RailTel team, Inspection is done by RailTel officials Inspection report is submitted to Project executives Inspection report is entered in to the system In case of Outside agency, nomination of Inspection authorized agency is done either by ASL, or by RailTel officials Outside agency submits the inspection report to project executive Inspection report is entered in to the system
PO 21 - Standard Purchase Order Process
Standard Purchase Order
ERP
Manual
Email
Start
Identify the standard items that are not frequently used for creating the standard purchase order
Create standard purchase order with Supplier, Ship to and Bill to details
Give Item details, quantity, need by date and promised date
Enter shipment details for item shipment
Give Distribution detail location wise and delivery schedule for item delivery
Project & Purchasing
Purchase Indent PO01-PO02 End
No
Yes
Purchase Order approved
Approve Purchase Order
Finance
Finance Vetting
RAILTEL Process: Standard Purchase Order
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Standard Purchase Order Process
Event
Description: This process is triggered to raise the standard purchase order. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None None
Process ID #
Description Mode
PO 21.01 PO 21.02 PO 21.03 PO 21.04 PO 21.05 PO 21.06 PO 21.07
Identify the standard items that are not frequently used for creating the standard purchase order. Create standard purchase order with details like Supplier information, Ship to and Bill to shipment and delivery. Give item details, quantity, need by date and promise date. Enter shipment information for item shipment. Give distribution detail location wise for item delivery at various location Charge account related information will be automatically generated Approve the purchase order and purchase order approval will be a workflow based process based on approval limits. Automatic notification will be sent to the buyer after document approval.
PO 22- Rate Contract for Material (Supply Item)

Rate Contract for Material
ERP Manual Email
Start
Identify the items that are frequently needed from the same supplier for creating the RC
Agree the amount with the supplier. This amount should get deducted whenever the RC is released
Give the item details for which the RC is needed
Minimum Release, Quantity agreed, Note to supplier
Purchase Indent Process PO01-PO02
No
Procurement
PO Agreement Approved ? Yes
Save the Document, the document No generates automatically and Submit for Approval
Enter terms and conditions
End
Automatic notification to Buyer
Sub PO/ RC Release PO23
Finance
Finance Vetting
RAILTEL Process: Rate Contract Process for Material Control Number: PO 22
Description: This step explains the Rate Contract Process for Material
Event
Description: This process is triggered to create the rate contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 22.01
If a department frequently needs supplies or services from the same supplier, Procurement may establish a blanket purchase order. Blanket purchase orders are established for varying periods, and allow the department to order directly from the supplier. The blanket purchase order contains ordering and billing instructions, a price agreement, and a description of the goods or services that can be ordered. Header Level Information. - Select Blanket Agreement from LOV. - Select Supplier Name and Site. - Select Ship To and Bill To Locations - Enter Total Agreed Amount of Agreement (Optional). Buyer will select the Appropriate line type as below : - Goods : Inventory Item or Expensed Item In case of goods quantity field will not be activated only unit price can be entered where as in case of service both quantity and unit price cant be entered. Terms and condition can be entered like Payment terms, Shipment details and Control dates. Generate Blanket Purchase Agreement with automatic document number. Blanket Agreements are sent for approval according to pre-defined approval
System
None
None
PO 22.02
System
None None None
None None None
PO 22.03 PO 22.04 PO 22.05
Y Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode hierarchies that are set up within Oracle Purchasing. Once the Blanket Agreement is approved Blanket releases can be prepared against Blanket Agreement. Automatic notification will sent to Buyer after approved the document.
None
None
PO 22.06
System
PO 23 - Rate Contract Releases of Material (Sub PO)
Rate Contract Release of Material (Sub PO)
ERP
Manual
Email
Start
Create a RC release if any item is required from the supplier for which RC is already created
Query the Approved PR from Auto create Pool
Enter the Blanket release number in the release Header
Enter the details like the qty that needs to be released, Promised date and Shipment details
Procurement
NO Rate Contract PO22 End Automatic notification to Buyer PO Agreement Approved ? Save the Document, the document No generates automatically and Submit for Approval
Yes
Receiving Process INV02-INV03
Finance
Finance Vetting
RAILTEL Process: Rate Contract Release of Material
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Rate Contract Release of Material.
Event
Description: This process is triggered Whenever release is done against the Rate Contract of Materail. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 23.01
None
None
PO 23.02
Blanket release creation is equivalent to creating a standard Purchase Order. A release can be created from the PR directly against the BPA. Select the Approved PR number from Auto Create pool and select the Create type as Automatic or Manual Select Blanket Agreement number from List. Select the Line number. Enter quantity, Promised date , Etc On Blanket Release shipment information can needs to be entered. Blanket Release is sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. Automatic notification will sent to Buyer after approved the document.
System
System
None None None
None None None
PO 23.03 PO 23.04 PO 23.05
Y Y Y
PO 24 - Rate Contract for Service & Works Contract
Rate Contract for Work Execution
ERP
Manual
Email
Start
Identify the Work Execution/ Service for which Rate Contract is created
Agree the amount with the supplier. This amount should get deducted whenever the RC is released
Give the Service details for which the RC is needed
Minimum Release, amount agreed, Note to supplier
No
PO Agreement Approved ? Yes
Project
Enter terms and conditions
End
Automatic notification to Buyer
Sub RC Release PO25
Finance
Finance Vetting
RAILTEL Process: Rate Contract Process for Service &
Date: 12-01-2013
Works Contract Control Number: PO 24
Mapping Team: Wipro
Description: This step explains the Rate Contract Process for Service & Works Contract.
Event
Description: This process is triggered to create the rate contract for service and Works Contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 24.01
If a department frequently needs supplies or services from the same supplier, Procurement may establish a blanket purchase order. Blanket purchase orders are established for varying periods, and allow the department to order directly from the supplier. The blanket purchase order contains ordering and billing instructions, a price agreement, and a description of the goods or services that can be ordered. Header Level Information. - Select Blanket Agreement from LOV. - Select Supplier Name and Site. - Select Ship To and Bill To Locations - Enter Total Agreed Amount of Agreement (Optional). Buyer will select the Appropriate line type as below : - Goods : Inventory Item or Expensed Item In case of goods quantity field will not be activated only unit price can be entered where as in case of service both quantity and unit price cant be entered. Terms and condition can be entered like Payment terms, Shipment details and Control dates. Generate Blanket Purchase Agreement with automatic document number. Blanket Agreements are sent for approval according to pre-defined approval
System
None
None
PO 24.02
System
None None None
None None None
PO 24.03 PO 24.04 PO 24.05
Y Y Y
AS IS Process
AS IS ID #
Process ID #
Description Mode hierarchies that are set up within Oracle Purchasing. Once the Blanket Agreement is approved Blanket releases can be prepared against Blanket Agreement. Automatic notification will sent to Buyer after approved the document.
None
None
PO 24.06
System
PO 25 - Rate Contract Releases of Service & Works Contract (Sub PO)
Rate Contract Release for Work Execution
ERP
Manual
Email
Start
Create a RC release if service is required from the supplier for which RC is already created
Query the Approved PR from Auto create Pool
Enter the RC release number in the release Header
Enter the details like the amount/Quantity that needs to be released, Promised date and Shipment details
Project
Rate Contract for Works Contract PO24
NO End Automatic notification to Buyer PO Agreement Approved ?
Yes
Finance
Finance Vetting
RAILTEL Process: Rate Contract Release of Service &
Date: 12-01-2013
Works Contract Control Number: PO 25
Mapping Team: Wipro
Description: This step explains the Rate Contract Release of Service & Works Contract.
Event
Description: This process is triggered Whenever release is done against the Rate Contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 25.01
None
None
PO 25.02
Blanket release creation is equivalent to creating a standard Purchase Order. A release can be created from the PR directly against the BPA. Select the Approved PR number from Auto Create pool and select the Create type as Automatic or Manual Select Blanket Agreement number from List. Select the Line number. Enter quantity, Promised date , Etc On Blanket Release shipment information can needs to be entered. Blanket Release is sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. Automatic notification will sent to Buyer after approved the document.
System
System
None None None
None None None
PO 25.03 PO 25.04 PO 25.05
Y Y Y
PO 26 - Advance Purchase Order

Advance Purchase Order
ERP Manual Email
Start
Identify the items that are required for long term from the same supplier for creating the advance purchase order
Agree the amount and price with the supplier. This amount and quantity get deducted whenever advance purchase is released
Give the item/service details for which the advance purchase is needed
Minimum release , quantity agreed note to supplier can be entered
End
Sub PO/Advance Purchase Order PO27
Finance
ON Yes Advance Purchase Order approved Save the document, the document number generates automatically and submit for approval Enter terms & conditions and tentative delivery schedules Finance Vetting
RAILTEL Process: Advance Purchase Order Control Number: PO 26
Description: This step explains the Advance Purchase Order.
Event
Description: This process is triggered Whenever Advance Purchase Order is created. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y Y
Identify the items that are required for long term from the same supplier for creating the planned purchase order Agree the amount and price with the supplier. This amount and quantity get deducted whenever release is done against the purchase order. Give item/service details for which the planned purchase order is needed Minimum release, quantity agreed, note to supplier can be entered Enter terms & conditions and tentative delivery schedules is fixed Save the document and document number generates automatically Planned Purchase order is sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. Automatic notification is sent to buyer after approval of document
System System System System System System System System
PO 27 - Advance Purchase Order Release (Sub PO)
Advance Purchase Order Release
ERP
Manual
Email
Start
Create a schedule release, if any item is required from the supplier for which the advance purchase order is already created
Query the approved PR from auto create pool
Enter schedule release number in release header
Enter details like quantity needs to be released, promise date and shipment details
End
Finance
RAILTEL Process: Advance Purchase Order Release
ON Yes Schedule release approved Save the document, the document number generates automatically and submit for approval Finance Vetting
Advance Purchase Order PO26
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the release process of Advance Purchase Order.
Event
Description: This process is triggered Whenever release is done. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y
None None None None None
PO 27.01 PO 27.02 PO 27.03 PO 27.04 PO 27.05
Create a schedule release for which the planned purchase order is already created. Query the approved PR from Autocreate pool Enter schedule release number in release header and quantity detail that needs to be released Save the document number and document number generates automatically Automatic notification will sent to Buyer after approved the document.
System System System System System
PO 28 - Global Purchase Agreement
Global Purchase Agreement
ERP
Manual
Email
Start
Set up Supplier & Supplier Sites for operating units
Site name should be same in all OU for global agreements
Create Blanket agreement & check global box in header
Enable multiple operating units for global blanket agreement
Approve global blanket agreement
End
Yes
Approve standard purchase order
Create standard purchase order in operating unit by taking the reference of global purchase agreement
No
Finance
Finance Vetting
RAILTEL Process: Global Purchase Agreement
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Global Purchase Agreement Process.
Event
Description: This process is triggered to raise the global purchase agreement. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y
None None None None None None
PO 28.01 PO 28.02 PO 28.03 PO 28.04 PO 28.05 PO 28.06
Setup and Supplier and supplier site for all operating units, Supplier site name should be same in all operating units for global agreements. Create blanket agreement and check global box in header for global agreements Enable multiple operating units for global blanket agreement and approve the GPA. Now, create the standard purchase order in another operating unit by taking the reference of global agreement Check global agreement in owning organization, it is updated with order quantity from another operating unit. Automatic notification will be sent to the buyer after document approval
System System System System System System
PO 29 - Maintain Purchase Order Process (Variation/Enhancement in Quantities)
Maintain Purchase Order Process
ERP
Manual
Email
Start
Open the Purchase order
Type Of changes Modity
Control Actions Select the Control options like cancel, close, hold, Etc
System applies Specific controls on PO
Procurement Process PO12-PO13
Modify the portion of the PO like Variation in PO Quantity, Tolerances, Dates, Etc.
No Approved PO ?
PO Approval Process
End
Yes
System generates the revision number and requires Re-Approval
Finance
Finance Vetting
RAILTEL Process: Maintain Purchase Order Process
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the maintenance of Purchase Documents.
Event
Description: This process is triggered Whenever purchasing document is maintained. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
PO 29.01 PO 29.02 PO 29.03 PO 29.04 PO 29.05 PO 29.06 PO 29.07
Open the Purchase orders for modify the details Make the Changes like quantity, Terms and conditions, Etc and save the document. System generates the Revision number for the Purchase order and status will be changed automatically as Requires Re-Approval for Approved PO POs are sent for approval according to pre-defined approval hierarchies that are set up within Oracle Purchasing. In case of any cancellation of PO, Hold, etc Cancellation of PR Save the Document, so system applies specific controls on the Document
PO 30 - RFI- Request for Information (Tender Process)
RFI Process
Yes Purchase Indent PO01-PO02 Does Rate Contract Exists?
ERP
Manual
End
Start
No
Search for new Suppliers from database, market research, referrals, Web search
Is Supplier Registered?
Yes
Define the Rating parameter for RFI
Prepare the RFI template
No
Procurement
Supplier Registration PO32
End
Float the final RFI to all the suppliers mentioning the submission timelines
Yes
Supplier Selected?
Supplier visit & audit done
Yes
Supplier facility visit & audit required?
No
Short list suppliers for RFQ/RFP, Reverse Auction, Negotiation
End
No Comparative rating of the suppliers based on RFI responses
End
Supplier rejected
Answer to Queries
Supplier
Update and Submit the RFI as per the timelines
Supplier Queries
RFI received along with the predefined timelines
RAILTEL Process: RFI (Request for Information)
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the process of creating the RFI.
Event
Description: This process is triggered as and when organization wants information from suppliers Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
PO 30.01 PO 30.02 PO 30.03 PO 30.04 PO 30.05 PO 30.06 PO 30.07
After the PR is created, a RFI is created by the sourcing to get information from the suppliers Create a template for send RFI to the supplier Enter Business Terms and conditions for RFI Enter Item Defaults for the RFI Select Response Controls for the RFI like opening the RFI immediately, suppliers can see other suppliers notes etc Review and Submit the RFI RFI is received by the suppliers. Suppliers need to update and submit the RFI. Short listing of the suppliers is done for RFQ/ RFP/Reverse Auction/ Negotiation after audit
PO 31 - Request for Quotation and Quotations (Tender Process)
RFQ/RFP Process
ERP
Manual
Approve the RFQ?
Legal
No
Receive and review the legal terms and condition of RFQ
Yes
Start
RFI Process PO30
Off line or RFQ method to be followed
RFQ
Prepare the RFQ comprising legal and commercial terms and condition
Forward the legal terms and conditions to legal department for review
Float the Final RFQ to the shortlisted supplier mentioning submission timelines
Offline Quote analysis and Negotiation PO31
Procurement
Offline
End oN Any Correction? Review and Validate Response Yes Response Received Auto alerts to supplier/Remind the supplier , follow up with supplier Yes Answer the queries Submit the updated RFQ as per timelines Supplier Queries Receive the RFQ along with predefined submission timelines
Follow offline/ Online Negotiation
Comparative analysis and shortlist the supplier for negotiation
No
Online
Reverse Auction Process
End
Supplier
Supplier informed about the error incurred
Quote Analysis and Negotiation
ERP
Manual
RFI Process PO30 End Start Call the shortlisted supplier for negotiations RFQ Process PO31 Contract Creation Process Yes Ask Final quotes & cost breakup sheet from supplier Receive & Compile cost breakups Call supplier for final negotiation & discussion
Procurement
Is Supplier selected? No Rejection reason mentioned
End
Supplier
Submit the final cost breakups
RAILTEL Process: Request for Quotation and Quotations Control Number: PO 31
Description: This step explains the process of creating the RFQ and Quotations.
Event
Description: This process is triggered as and when organization wants to float the request for quotations and get Quotations from suppliers Source: RAILTEL Project Team/AS-IS Document AS IS ID # None Process ID # Description Mode PO 31.01 RFI/ RFQ can be created in two ways: one through sourcing and one manual (email). In the system, buyer can directly enter the RFQ Header information or it can be created from Indent using Auto create functionality. Buyer should be able to input the required information like terms and conditions, payment terms, Supplier note (If any), Shipment details Assign the Supplier list to communicate to vendors about the new item details. RFQ numbering will be automatic. Change the RFQ status as ACTIVE and send the communications to suppliers Quotation can be converted from RFQ information Based on the Best bid, Enter the Price details, Terms and conditions in Quotation Approve a single/Entire quotation line from the list System Requirement Fulfillment using ERP Approach (Y/N) Y
AS IS Process
None
None
None
PO 31.02
System
PO 31.03 PO 31.04 PO 31.05 PO 31.06 PO 31.06 PO 31.07
System System System System System System
Y Y Y Y Y Y
PO 32 - Supplier Registration (iSupplier Module)

Supplier Registration Process
ERP Manual
Start
Supplier
Go to Web based Portal
Open the Supplier Registration Template
Fill & Submit details in Template
Intimate Supplier for disqualification
End
No Reverse Auction Process Issue login id & Password for future transaction Online Template received for evaluation
Yes
Is supplier acceptable
Procurement
End
RFQ Process PO31
If Required buyer will forward the profile to user for inputs
User
Inputs on Supplier based on the profile
RAILTEL Process: Supplier Registration Module Control Number: PO 32
Description: This step explains the Supplier Registration Process.
Event
Description: This process is triggered to define the supplier in the system. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y
None None None None
PO 32.01 PO 32.02 PO 32.03 PO 32.04
Supplier Registration can be done manually or through isupplier portal. For manual process, suppliers need to be registered manually in the application. To register through isupplier portal, go to the web based portal and open the registration template Fill in the details of the supplier to be registered Issue the login details to the Supplier if acceptable by the Purchasing department else notify the supplier
PO 33 PO/LOA Acknowledgement (iSupplier Module)
PO/LOA Acknowledgement Process
ERP
Manual
User
PR Returned to User
PR Amended against change requested by Supplier
PR Approval as per DOA
Yes
A
Is PR Required to be Amended
No
PO Amended
Receipt of Amended PR
Procurement
Start

A
Approved PO received online, fax, email, etc.
Supplier
PO Accepted or Change Requested or Rejected
Change Requested
Request received online, Fax, Email etc.
Acceptance Received
End
Accepted
Acceptance Communicated
Rejected
PO Cancellation Process/Maintain Purchase Order PO29
End
RAILTEL Process: PO Acknowledgement
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the PO Acknowledgement Process.
Event
Description: This process is triggered Whenever PO is acknowledged. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
None None None None
PO 33.01 PO 33.02 PO 33.03 PO 33.04
Approved PO with Acceptance required flag set as Yes goes to supplier for acceptance Supplier gets a notification for acceptance for a PO Supplier can accept the PO/ reject the PO or request changes If acceptance is not provided by the supplier, PO needs to be cancelled. If acceptance is given by the supplier, the PO is ready for further processing. If change is requested by the supplier, the PR/ PO needs to be amended accordingly
PO 34 - ASN Creation and Online Submission (iSupplier Module)
ASN Creation & Online Submission
ERP
Manual
End
Material Receipt/ Receiving Process INV02-INV03 Yes
Procurement
Start
PO Acknowledgement Process PO33
Review Pending PO status of the Supplier
Check ASN as per PO terms
Payment Process AP04
No
Intimate Supplier for Correction in ASN
Start
Login Web bases Online Portal
Track the Pending PO status
Create/Amend Advance Shipment Notice (ASN) against the PO
Submit ASN
Payment Tracking
Supplier
End
Open Online Invoice form
Create Invoice against the PO
Submit Invoice
RAILTEL Process: ASN Creation and Online Submission
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the advance shipment notification number and online submission process.
Event
Description: This process is triggered Whenever ASN is communicated to the buyer. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y
None None None
PO 34.01 PO 34.02 PO 34.03
Supplier can track the PO pending status through isupplier portal Supplier can create / amend ASN Supplier can open the online invoice form to create and submit invoice
PO 35 - Contracting Process (Procurement Contract)
Contracting Process
ERP
Manual
Legal Department
Start
Create Section & Clauses
Standard Terms & Condition Library
Standard Contract Templates
Approve Standard Contract Template
End
Approved
No Inputs to Standard Contract Template Standard Terms & Condition Submit online for legal approval Negotiate the terms with the suppliers Quote Analysis & Negotiation PO31 Create draft contract from standard contract template End
Monitor Contract deliverables
Procurement
Start
Supplier Selection Process RFI/RFQ PO30
Contract
Purchasing Process PO12-PO13 Yes Receive alerts on important due dates Update Contract in Contract Repository
Submit online/ manually to supplier for approval
End
Supplier
Give Inputs online/manually on the terms to be discussed No Receive draft contract online or manually for review Contract Terms acceptable Give acceptance on line , Sign-off the contract
Yes
RAILTEL Process: Contracting Process
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Procurement contracts.
Event
Description: This process is triggered Whenever contract is done with the supplier. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 35.01
None
None
PO 35.02
None
None
PO 35.03
None
None
PO 35.04
None None None
None None None
PO 35.05 PO 35.06 PO 35.07
Oracle Procurement Contracts enables to define a standard set of templates to easily default contract terms for contracts authored by your organization. Create templates that include both clauses and deliverables. Sections are headings under contract clauses are organized. The headings provide structure and organization to a printed contract document. Define sections that can be used in authoring templates and contracts. A standard clause is the text that describes the legal or business language used to author a contract. Clauses are drafted based on both business and statutory requirements. Setting up Contract types - When users create Repository contracts in Oracle Contracts, they must select and assign one of the user-defined contract types, such as Non-Disclosure Agreement and Partnership Agreement, to the contract. Similarly setup risks and contract roles also in the contracts set up Create drafts from standard contract templates and get it approved. Give inputs on the terms to be discussed to the supplier Once getting the signoff from the supplier, contracts can be updated in the contracts library
System
System
System
System
Y Y Y
PO 36 - Contracting Amendment Process (Procurement Contract)
Contract Amendment Process
ERP
Manual
Legal Department
Approved
No
Procurement
Negotiate the terms with the supplier
End
Start
Need to revise an existing contract
Change the terms & condition in the existing contract
Create revised draft contract
Submit on line for legal approval
Submit online/ manually to supplier for approval
Update contract in contract repository with revision record
Supplier
Start
Request for revision in existing contract Give Inputs online/ manually on the terms to be discussed
Receive draft contract on line or manually for review
No
Contract terms acceptable
Yes
Give acceptance online, Sign-off the contract
RAILTEL Process: Contracting Amendment Process
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Contract Amendment Process.
Event
Description: This process is triggered to amend the procurement contract. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
Process ID #
Description Mode
None None None None
PO 36.01 PO 36.02 PO 36.03 PO 36.04
Query the template that needs to be revised. Change the terms and conditions in the approved template. Submit the revised contract for approval Give inputs on the terms to be discussed to the supplier Once getting the signoff from the supplier, contracts can be updated in the contracts library
PO 37 - Approved Supplier List (ASL)
Approved Supplier List
ERP
Manual
Single/Limited Tender PO08-PO09
Start
Dispensation of Tender PO10-PO11
Identify the item for which ASL needs to be created
Quotation from supplier exists for the item
No
Float the RFQ and get Quotations for the item from the suppliers
Supplier Creation Process
RFQ Process PO31
Yes
Select the Supplier Name and Site that can be associated with the item based on the quotation
Assign the Status to the supplier and Item
Assign the Source document name , Number and Save
End
Each Department will maintain its own ASL, but the main custodian with all the details will be with finance of CO and Region in case of Execution
RAILTEL Process: Approved Supplier List
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Approved Supplier List Process.
Event
Description: This process is triggered Whenever supplier is approved for procurement of specific item. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None
Process ID #
Description Mode
None
PO 37.01
None None None
None None None
PO 37.02 PO 37.03 PO 37.04
Approved Supplier Lists in Oracle is the term used to describe a list of items and commodities that have approved sources from a list of suppliers. Enter the Item code which wants to associate with Approved Supplier list Enter the Supplier name and Site details based on the quotation Create the Link between supplier and Item and update the status Approved Update the Blanket Agreement number to default the price details in Delivery releases and save the document
System
Y Y Y
PO 38 Spot Purchase Process
Spot Purchase Process
ERP
Manual A
Email
Start
Check On hand availability of Item before raising the Indnet
Item Available
No
Indent raised by executive of concerned department
Indent approved by concerned DGM/ AGM/GM/Directors
Yes
Authority will be defined as a Supplier in the System
Annual celling limit will be defined as Prepayment amount in the Payables
Yes No Item will be utilized from Stores, If it is above minimum threshold limit only No Committee nominated by authority, Minimum 2 members are required for committee, one will be from finance
Procurement
PO approved
Purchase Order raised to current authority limit PO12
Yes
Total Item cost falls under current authority limit
Survey report will be submitted to authority by committee
Nominated Committee will do the survey in to the market
Committee will confirm available prepayment amount in the system
Yes No Item is received as per Item type asset/Expense Purchase Order raised to higher authority as per their annual celling limit PO12
A Invoice will be adjusted against the Prepayment for Purchased Item AP02
Payment & Amount will be deducted from total Prepayment AP04
Finance
End
Supplier
Prepayment
Finance Vetting
RAILTEL Process: Spot Purchase Process
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Spot Purchase Process.
Event
Description: This process is triggered Whenever Spot purchase is done by committee. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None None None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y Y Y Y
None None None None None None None None None None
PO 38.01 PO 38.02 PO 38.03 PO 38.04 PO 38.05 PO 38.06 PO 38.07 PO 38.08 PO 38.09 PO 38.10
As per on-hand availability of Item, Indent will be raised. Authority will be defined as a Supplier in the system Annual ceiling of authority will be defined as a prepayment in the payables Minimum two committee member is nominated by authority, one will be from finance. Committee will confirm available prepayment in the payables before doing the survey in the market. Survey report will be submitted to authority by committee members PO will be raised to authority of total invoice bill Item is received as per item type asset/expense PO Invoice will be adjusted against the prepayment Payment will deduct from total prepayment.
System System System System System System System System System System
PO 39 Inspection Waiver Process
Inspection Waiver Process
ERP
Manual
Start
TAA decide Inspection waiver of some equipment in case of Urgency
Inspection authority RailTel/Outside Agency
Supplier is advised to ask for waiver certificate from RailTel authority
Department issue waiver certificate to region as well as supplier
Case Put up to TAA for approver
Material is received without Inspection certificate
Procurement
System will generate waiver certificate document
End
Finance
Invoice Bill and Payments AP02 AP04
RAILTEL Process: Inspection Waiver Process
Date: 12-01-2013
Mapping Team: Wipro
Description: This step explains the Inspection Waiver Process.
Event
Description: This process is triggered whenever waiver is given for Inspection. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) N N N N N N N N
TAA decides inspection waiver of some equipment in case of urgency Inspection authority can be RailTel or Outside agency. Supplier is advised to ask for waiver certificate from RailTel authority Case Put up to TAA for waiver Department issues waiver certificate to region as well as supplier Material is received without certificate System will generate waiver certificate document Invoice, Bill and Payment is done accordingly.
Manual Manual Manual Manual Manual Manual Manual Manual
PO 40 Delivery Period/Date of Completion - Extension

Delivery Period/Date of Completion - Extension
ERP Manual
Material Delivery Period Extension
Reason for Extension
PO will be amended, System will check actual position from iSupplier No
PO approved
Yes
Delivery Period will be extended
LD will be applicable or Not decided at the time of PO amendment
Bank Guarantee date extension
Material
End
Receiving of Material on new delivery date
System alert will go to finance for bank guarantee date extension
Procurement
Start
Delivery date extension of DP/DOC
Material/ Service Extension
Service Date of Commissioning Extension LOA will be amended, System will check actual position from iSupplier LD will be applicable or Not decided at the time of LOA amendment Bank Guarantee date extension
Reason for Extension
LOA approved
Yes
DOC will be extended
End
Work confirmation of Service on new delivery date
System alert will go to finance for bank guarantee date extension
Finance
Invoice Bill & Payments AP02 AP04
RAILTEL Process: Delivery Period/Date of Completion - Extension Control Number: PO 40
Description: This step explains the Delivery Period/Date of Completion - Extension
Event
Description: This process is triggered whenever Delivery Period/Date of Completion is extended. Source: RAILTEL Project Team/AS-IS Document
AS IS Process
AS IS ID # None None None None None None None None None None None None None None None
Process ID #
Description Mode
Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
None None None None None None None None None None None None None None None
PO 40.01 PO 40.02 PO 40.03 PO 40.04 PO 40.05 PO 40.06 PO 40.07 PO 40.08 PO 40.09 PO 40.10 PO 40.11 PO 40.12 PO 40.13 PO 40.14 PO 40.15
Delivery Period of material is extended and reason for extension is entered PO will be amended and it goes for approval, System will check actual position from iSupplier Delivery Period will be extended LD will be applicable or not decided at the time of PO amendment Bank Guarantee date will also be extended System alert will go to finance for bank guarantee date extension Receiving of material is done on new delivery date DOC of services is extended and reason for extension is entered LOA will be amended and it goes for approval, System will check actual position from iSupplier DOC period will be extended LD will be applicable or not decided at the time of LOA amendment Bank Guarantee date will also be extended System alert will go to finance for bank guarantee date extension Receiving of service is done on new delivery date Invoice, Bill and Payment is done accordingly.
System System System System System System System System System System System System System System System
Open and Closed Issues for this Deliverable

Open Issues
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date
POM_PP_BP_1 POM_PP_ES_2 POM_PP_TP_3 POM_PP_PO_4 POM_PP_FT_5 POM_RP_RG_1 POM_RP_EP_2 POM_RP_MU_3 POM_RP_TD_4 POM_RP_TP_5 POM_RP_SH_5 POM_TP_VI_6 POM_RP_RC_7 POM_RP_TP_3 POM_RP_TS_4 POM_PO_PI_1 POM_PO_TD_2 POM_PO_PC_3 POM_PO_IP_4 POM_PO_RD_5 POM_TP_RG_1 POM_TP_TD_2 POM_TP_TE_3 POM_TP_DT_4 POM_TP_VI_5
Project Module Project Module Purchasing Module Purchasing Module Purchasing & O&M Project Module Project Module Project Module Purchasing Module Purchasing Module Project Module Finance Module Finance Module Purchasing Module O&M Module Purchasing Module Purchasing Module Purchasing Module Purchasing Module Purchasing Module Project Module Purchasing Module Purchasing Module Purchasing Module Finance Module

Wipro BP080 Purchasing V1 0

Diunggah oleh

Informasi Dokumen

Deskripsi Asli:

Hak Cipta

Format Tersedia

Bagikan dokumen Ini

Bagikan atau Tanam Dokumen

Opsi Berbagi

Apakah menurut Anda dokumen ini bermanfaat?

Apakah konten ini tidak pantas?

Hak Cipta:

Format Tersedia

Wipro BP080 Purchasing V1 0

Diunggah oleh

Hak Cipta:

Format Tersedia

EAPM

Author: Creation Date: Last Updated: Document Ref: Version:

Ajay Kummar Singh 12-Jan-2013 22-March-2013 RCIL-BP080-PO 1.0

BP.080 - Purchasing Process

Date 12-Jan-2013 22-Mar-2013

Author Ajay Singh Ajay Singh

Version 0.1 1.0

Change Reference Base Document Final Version

Company Confidential - For internal use only

BP.080 - Purchasing Process

Company Confidential - For internal use only

BP.080 - Purchasing Process

Company Confidential - For internal use only

BP.080 - Purchasing Process

Company Confidential - For internal use only

BP.080 - Purchasing Process

How this document is organized

Impact analysis Process Improvements Quality & Customer Service

Company Confidential - For internal use only

BP.080 - Purchasing Process

Company Confidential - For internal use only

BP.080 - Purchasing Process

Overall Project & Procurement Flow

Company Confidential - For internal use only

BP.080 - Purchasing Process

Invoicing related to Project in Payables

Asset Posting in Fixed Assets

Invoice to the Customer in Recievables

Project Creation & Approval

Workplan Creation, Versioning and Progress Management

Project Budget Creation, Revision & Approval

Project Status Inquiry

Project Asset Creation & Transfer to FA

Purchase Indent/ Creation & Approval

Tender Creation & Floating

Commercial & Technical Analysis

Purchase Orders/APO/ Rate Contracts

Inspection & Recieving

Transfer to Inventory/ Project Vice Versa

Marketing & Sales

Demand Note Creation & Customer Acceptance

Sales Order Booking

Company Confidential - For internal use only

BP.080 - Purchasing Process

PO 01 - On Line Purchase Indent Process

Company Confidential - For internal use only

BP.080 - Purchasing Process

On Line Purchase Indent Process

Projects (Railway/ RailTel/LMC etc)

Proceed to Check Out Others (General Admin etc.)

Edit Shopping Cart No Proceed to Check Out

Workflow based purchase indent approval Yes Procurement Process PO12

Supplier notified and deliver the goods

Record receipt in to the web

RAILTEL Process: On Line Purchase Indent Process

Business Function: RAILTEL Project

Company Confidential - For internal use only

BP.080 - Purchasing Process

Mapping Team: Wipro

Process Owner: RAILTEL Project Team

Description: This step explains the On Line Purchase Indent Process.

Requirement Fulfillment using ERP Approach (Y/N) Y Y Y Y Y Y Y

Procurement Procurement Procurement Procurement Procurement Procurement Procurement