Manmul Sow 1703745987

Request for Proposal –Dairy Digitalization with ERP for Mandya District
Cooperative Milk Producers Societies’ Union Limited
Volume 2– Scope of Work for the System Integrator

RFP for MANDYA DAIRY-PROJECT SCOPE
Contents
1. Introduction ................................................................................................................................. 4
2. Terms and Legends used in this document ............................................................................. 4
3. Glossary of terms ......................................................................................................................... 4
Request for Proposal Datasheet ........................................................................................................ 5
Project Delivery and Procurement Guidelines to be followed ..................................................... 7
Project Initiation: ............................................................................................................................ 7
Key Components to be sourced by the System Integrator ....................................................... 8
Sourcing the proposed Dairy Enterprise Mobility Software Solutions .................................. 9
Guidelines for sourcing software licenses: .................................................................................. 9
Indicative Bill of Material (BOM) for Proposed Dairy solution ........................................... 10
Sourcing and setup of the cloud environment .......................................................................... 14
Additional responsibilities of SI/ Product company:............................................................... 16
Cloud Management Reporting Requirements: ........................................................................ 17
Deploying the solution stack in the cloud environment .......................................................... 17
Existing IT Infrastructure: .............................................................................................................. 18
Business Blueprint Document Finalization ............................................................................... 21
Application Design ........................................................................................................................ 21
Tasks to be delivered by the System Integrator: ..................................................................... 29
Understanding the business of MANMUL: .............................................................................. 30
Data migration on a pre-production environment: ................................................................. 33
Running business process of MANMUL in the pre-production environment: ................... 37
Integration and system testing .................................................................................................... 38
Configuration Vs. Customization: .................................................................................................. 39
Configuration: ............................................................................................................................... 39
Baseline configuration:................................................................................................................. 40
Baseline configuration testing: .................................................................................................... 40
Customization: ................................................................................................................................... 41
Customization by System Integrator: ........................................................................................ 41
Customization by the OEM: ....................................................................................................... 41
Development testing ...................................................................................................................... 42
Engagement of OEM consulting services: ................................................................................ 42
Training requirements ...................................................................................................................... 43
Page 2 of 120
Methodology: ................................................................................................................................. 43
Induction training ......................................................................................................................... 44
Summary of training programs:................................................................................................. 44
Change Management ........................................................................................................................ 46
UAT:................................................................................................................................................ 46
Declaration of “Go Live”:............................................................................................................ 48
Post Go-Live stabilization support: ................................................................................................ 48
System and solution documentation: ......................................................................................... 49
Certification from Product OEM.................................................................................................... 50
System performance guarantee ....................................................................................................... 50
System performance requirements ................................................................................................. 51
Performance criteria: ................................................................................................................... 51
Response time performance criteria .......................................................................................... 51
Concurrent Users support ........................................................................................................... 51
Integration with other IT systems: ................................................................................................. 52
Geographical Scope and Stakeholder Empowerment ................................................................. 52
Geographic Scope.......................................................................................................................... 53
The Stakeholder empowerment: ................................................................................................ 54
Module-wise Detailed Scope of work .............................................................................................. 57
Implementation Schedule, Deliverables and Payment Schedule ............................................ 107
Maintenance Support and Performance.......................................................................................................... 107
Service Level Agreement ..................................................................................................................................... 109
Annexure -1 Draft Service Level Agreement (SLA) ................................................................................ 110
Page 3 of 120
1. Introduction
In continuation of the previous volume, this document shall be hereafter referred to as Volume 2
of the bid document and comprise of the following sections:
A. Scope of Services
B. Scope of Work
C. The Project Implementation Schedule
2. Terms and Legends used in this document

Symbol/Terms Meaning
The desirable font to be used throughout this document is Times new
Font
roman with size as 11
Tender Management The agency responsible for executing the project and assists the union in
Consultants carrying out the process of tender management
Union The Union is the ultimate “owner” of the project.
Bidder Supplier of Software application development/software products
3. Glossary of terms
ThedefinitionsofvarioustermsthathavebeenusedinthisRFPareasfollows:
· “Request for Proposal (RFP)” means both Volumes and its annexure provided along
with this RFP or issued during the course of the selection of bidder.
· “Contract / Agreement / Contract Agreement / Master Service Agreement” means the
Agreement to be signed between the successful bidder and MANDYA Dairy including
all attachments, appendices incorporated by reference with any subsequent modifications
(if any) and related correspondences and clarifications.
· “Bidder” means any firm offering the solution(s), service(s) and /or materials as
required in the RFP. The word Bidder in the pre-award period shall be synonymous with
parties bidding against this RFP, and after award of the Contract shall mean the party
with whom the agreement is signed for rendering of services.
· “Proposal/Bid” means the Pre-Qualification, Technical and Commercial bids submitted for
this project against this RFP.
Page 4 of 120
Request for Proposal Datasheet
S.No Information Details

1. Name of the tender issuing The Managing Director,
Authority Mandya District Co-operative Milk Producers
Society’s Union Ltd (MANMUL)
Gejjalagere, Maddur Taluk,
Mandya Dist– 571428 Karnataka
Email: manmulpurchase@gmail.com /
hr.manmul1987@gmail.com
2. RFP reference No and Date GEM/2023/B/4400455, Dated 28.12.2023
3. GeM tender application fee As per GeM norms
4. Earnest Money Deposit
1200000.00
(EMD/BidSecurity)
5. Date of Bid document to be available
Date: 28.12.2023
on the website www.gem.gov.in
6. Last date and time for submission
Date: 08.01.2024
of queries for clarifications
7.a Date, time and venue of pre-bid
Date: 08.01.2024
conference
b Mandya Milk Union Gejjalagere Maddur Tq
venue of pre-bid conference
Manday dist. 571428
8. Release of response to pre-bid queries Date: 08.01.2024 at 05.00 PM
9. Last date, and time(deadline) and
venue for receipt t of proposals in As per Bid Document
response to RFP notice
10. Date,timeandvenueofopeningofTech
nicalProposalsreceivedinresponsetot As per Bid Document
heRFPnotice
11. Smt. Shruthi M.V
Contact person for queries Deputy Manager (MIS)
Mob: 9513888280
12. Addressee and address at which Mandya District Cooperative Milk Producers
proposal in response to RFP notice Societies’ Union Limited (MANMUL)
is to be submitted Gejjalagere, Maddur Taluk, Mandya District
Page 5 of 120
Pin - 571428
13. Two Stage bidding:
Prequalification & - Technical-Functional
Nature of Bid Process qualification
and
Financial Evaluation–Bid to RA
14. Bid Validity 6 months from the due date of Submission of
Bid
Tender document shall be downloaded from electronic tender portal link available at GeM
Portal. Aspiring bidders who have not registered in GeM should get registered/ enrolled
before participating. Interested bidders are advised to go through instructions provided in this
tender document (Instructions to Bidders)
Bidders are advised to visit the GeM for getting themselves updated for information on this
tender. All Corrigendum and addendum would be issued on the GeM portal in case changes
are required. Reply on pre-bid queries received by MANMUL shall be displayed on GeM
Portal. Bidders are advised to visit the GeM and update themselves. The Pre-Bid queries,
Corrigendum/addendum are the part of tender documents and Bidders are supposed to upload
the same, duly signed as per the guidelines given in the tender document.
Bidders are required to submit a bid fee as per the GeM norms.
Page 6 of 120
Project Delivery and Procurement Guidelines to be followed
This section outlines the details of services to be delivered by the System Integrator (SI) as part of the
Dairy Digitalization with ERP implementation at MANMUL. This is a composite contract for the
System Integrator and detailed scope of work has been divided into the following logical sequence
with details of standards to be maintained at each of the steps:
1. Project Initiation
2. Key components to be sourced
a. Sourcing proven Off-the-Shelf Dairy Digitalization with ERPs
b. Sourcing and set up of the Cloud Environment
c. Sourcing of a Payment Gateway Partner
3. Documentation & Application design
4. Resource Deployment
5. Configuration and Testing of the Solution
6. Customization and User Acceptance
7. Training and Test run in the preproduction environment
8. Go-Live
9. Handholding and Support
1. Project Initiation:
Within one month from the date of receipt of the Purchase Order from the MANMUL the SI shall
initiate the project. Project kick-off meeting will be scheduled to initiate the project activities.
Roles & Responsibilities of the SI Responsibilities of MANMUL
The SI is required to provide a project charter Project charter shall be reviewed and approved by
containing brief project description, approach and the Board of the MANMUL
methodology, milestones, project organization,
roles and responsibilities, project risks and Authorized signatory of the MANMUL (the
mitigation plans, dependencies etc. This shall be a Managing Director) shall execute the contract
legal document signed between the SI and the
MANMUL and should be prepared at the start of MANMUL shall initiate requisite infrastructure
the project and submitted to MANMUL for including creation and communication of the
approval/acceptance, for meeting the overall Project Governance Team, Project Leaders, Change
timeline of the project as contractually committed Managers, Recruitment of additional manpower, if
broadly on the lines of the Bid response. needed to ensure timely commencement of the
project etc.
The SI is also required to provide a detailed
Page 7 of 120
project plan, capturing all activities with resources

required, their roles and responsibilities and time
schedule of deliverables at the start of the project
and submit to MANMUL for approval. The
project Governance structure, periodicity of
progress monitoring, escalation matrix etc. will be
articulated in the Project Charter document.
The project plan should include a detailed plan

view for installing and implementing the DAIRY
solution covered under this RFP. The plan
submitted as a part of the Project Charter for
contractual signing shall be broadly on the same
lines submitted as part of RFP response, shall not
have variation compared to the Project plan as per
the formats given in the RFP.
The project charter in the form of legally

executable contract shall be signed by an
Authorized Signatory legally empowered to sign
contracts on behalf of the SI
Copy of the board resolution empowering the

contract signatory with attested by the Managing
Director / Company Secretary / Attorney shall be
submitted
2. Key Components to be sourced by the System Integrator
In order to digitize it is critical that a system integrator ideally is having presence in India
and ability to undertake the project on turn-key basis is involved. The following are the key
components to be sourced by the System Integrator:
i. An off-the-shelf proven cloud-based Dairy Digitalization with ERPs are identified and
sourced
ii. The solution is supported by a robust cloud infrastructure (illustrative list of facilities at
data center includes but not limited to compute, storage, production, pre-production
Page 8 of 120
environments, with in-built DR and nightly back-up mechanism further supported by

network and security monitoring tools etc.).
iii. A proven bank agnostic digital payments mechanism governed under RBI approved
processes that can handle the milk marketing business to manage receivables of the
Dairy efficiently.
It is expected that the prospective system integrator collate all the above three requirements
as a bundled offer to MANMUL. The chosen bidder and commercial terms finalized in this
procurement process would be made available to all the units /unions of MANMUL so that
their respective managements can take decision based on their business judgment.
Sourcing the proposed Dairy Enterprise Mobility Software Solutions

Subject to the terms of the contract the SI shall forth with procure various software licenses renewable
each year as needed.
a. The SI shall be responsible for installation of software, database, tools, and any other
component (together referred as the digital platform) required for making the Dairy value
chain solution successfully operational as per the requirements of MANMUL. The system
along with needed integrations would be configured to ensure seamless workflows across the
systems servicing the entire spectrum of the dairy value chain as agreed upon as per the scope
document
Sourcing cloud-architected Refer to guidelines on sourcing the solution

off-the-shelf Dairy And qualification criteria for dairy products
Sourcing Digitalization with ERPs under this RFP
Sourcing the services of the Refer to the guidelines on sourcing cloud
cloud System Integrator services along with deployment architecture
Guidelines for sourcing software licenses:
The SI shall source yearly renewable licenses of various software components of the Dairy
Digitalization with ERP along with other compatible solutions that meet the project objectives.
Bidders may note that comprehensiveness of the solution in meeting the functional requirements laid
down in Annexure -X carries higher weightage in the QCBS evaluation. The Bidder shall be
responsible to source requisite licenses for all the system and application software stack required
comprising of various compatible solutions integrated together. Not limiting to the list provided
hereunder SI shall be responsible for sourcing, installing, integrating and maintaining
Page 9 of 120
a. A suite of relevant dairy solutions

b. The Operating System,
c. Enterprise class Database Software,
d. Clustering and High Availability Software as applicable,
e. Compilers,
f. OS hardening and verification tool and
g. All other required software and or applications etc. with sufficient number of licenses.
MANMUL intends that SI shall procure as many categories of renewable licenses like Professional
user, Employee User, Payroll processing user, Field Staff, Distributor / Retailer, Farmer etc. as needed
to ensure not limitations for extending the software to achieve real-time transaction processing and
visibility of the transaction status to the relevant stakeholder.
Bidder shall include all relevant core dairy modules and other relevant add-on modules to digitize the
entire spectrum of the dairy value chain of the MANMUL as part of the proposed BOM to ensure that
all functional and technical requirements specified. The indicative BOM for the dairy digitization
project is as follows:
Indicative Bill of Material (BOM) for Proposed Dairy solution
Software OEM, Make Item Unit of Number of

Licenses and Model Description Measure Units
/Version
Core Dairy ERP
Extended Dairy
m-Commerce
module
Field Force /
Sales Force
Automation
Primary
Customer
Relationship
Management
(CRM)
Page 10 of 120
Details of other
sales
enablement
solutions
End Customer
(household)
Relationship
Management
Data
Warehousing
and analytics
Dairy Sales
specific AI and
ML solutions
Other usage
based
chargeable
components
with details of
billing
The Bidder shall supply the latest version of the offered product at the time of implementation.
A high-level break-up of users across multiple functions of the MANMUL are as follows:
Function Number of Users

Office of the Managing Director 3
Office and staff of other functional Directors / Joint Directors 10
HR and Establishment (including payroll, time office& compliance) 10
Employees Self-serve Module 500
Stores and Purchase 20
Milk Procurement BMCU users 600
Milk Chilling Centres 10
Milk Procurement and P&I services 50
Camp Office Users – AI /AH and extension services 200
Page 11 of 120
Village society secretaries (to view their business with attached BMCU) 3000
Farmers covered under AI and AH services 250000
Milk processing and products production 50
FGS Section 20
Marketing Department staff 100
Distributors / Retailers 1800
Finance and Accounts 30
Note: The above count is to given to let the bidder understand the nature of business. This information
cannot be assumed by bidders on the number of licenses to be purchased by MANMUL. No additional
license cost would be paid by MANMUL even if the number of users goes up in future.
Based on the above information MANMUL expects the SI to profile proposed users across relevant
user categories. The SI and the management of the Dairy union shall create a policy document to
define the user categories and their system privilege so that while making future business policies and
procedures the policy document can be handy to efficiently configure / reconfigure the system while
operational zing the new procedures. In addition, the SI is required to ensure that:
A. Licenses purchased by the MANMUL should not have any conflict when changes are made
for making on-going business changes.
B. All the licenses should be renewable at the option of MANMUL
C. SI should ensure that MANMUL should not require any additional licensing for the disaster
recovery/hot standby servers.
D. All the software licenses envisaged are required to be licensed in the name of MANMUL.
There should not be any further financial burden on the MANMUL (except paying for the
license renewal fee) if further development / customization needs to be done
E. The SI would be responsible for providing information pertaining to the software products for
which licenses are procured (including new features, functionality, releases, patches) during
the course of the implementation of the project at MANMUL and during AMC period.
F. The OEM of the products would be responsible for product information and updates as per
the contractual obligations under the license contracts to be signed with MANMUL.
G. The RDBMS / database shall be Enterprise edition and shall not have constraints on capability
related to any future customization/development proposed to be undertaken by MANMUL in
implementation of the digitization project. The solution database should be scalable to handle
growth in data sets identified for the defined business processes. The supplied RDBMS /
database shall be compatible with all software product and components of each of these
products to be supplied as part of the digitization project including any third-party software.
Page 12 of 120
H. The SI shall ensure that the proposed solution suite along with the associated software,
RDBMS / database, third party software etc. shall be able to meet the desired functional and
technical requirements as specified in this tender unless otherwise agreed.
I. The proposed DAIRY product and related software shall be latest stable releases. Beta version
of the software shall not be supplied.
J. The SI shall furnish the requirements and details of system software and details of the
supporting software like operating systems and a certificate from the OEM that the
environment from a certified data center is fit for the operation of the product
K. All the product licenses shall be transferable without any limitation within MANMUL
locations
L. MANMUL would have single agreement with SI for procurement, supply, installation and
maintenance of software. However, MANMUL shall sign all the requisite legal contracts with
OEM, as per the license policies of the respective OEMs.
M. Bidder shall consider all the other tools and technologies to be used / deployed for the
implementation of the project. All such products shall be in conformance to leading industry
practices, accepted industry standards and allow suitable modifications to changing business
conditions.
N. Bidder will include all such software costs in the bid price. MANMUL shall not be
responsible for any techno-commercial omissions, mistakes and Bidder will be asked to pay
for any such purchase required.
Besides the functional coverage and fitment of the solution, the following are the guidelines the SI
would comply in selecting the solutions:
i. The solution stack should be based on open architecture. The solution stack should be
Operating System, Database agnostic. The system should be deployable in any qualified
data centre as per the cloud infrastructure defined in further Section of the RFP
ii. The solutions should be vertically and horizontally scalable to handle increased load
without requiring redesign.
iii. The solution stack should be natively built based on 64 bit operating system and shall
support 64 bit CPU architectures or the above.
iv. The Integrated Solution carry strong audit trail.
v. Provide the ability to define an access category relating to groups of users (e.g., members
of a department or management class).
vi. System to provide reports to monitor assigned user access privileges at a granular
(transaction and functionality) level.
Page 13 of 120
vii. The interfaces should be user friendly and shall provide graphic user interface with web
access as the system will be used both at corporate and regional offices or field offices at
remote locations.
viii. There should be sufficient controls over edit features and should be further supported with
validation checks in the system. It should provide safeguard to prevent damage to data
from operator errors, simultaneous updating, and module unavailability or system failure.
The system should provide consistent screen and modules.
ix. It should provide on-line error reporting and use a menu-based system with facilities to
configure change in parameterized policies in carrying out operations like setting
acceptable FAT and SNF in milk, credit limits to revise credit policy etc.
x. The System should provide drill down facility to next level of details and so on.
xi. The system should be based on Single Unified data model and capable of capturing data,
already entered into the computer so as to ensure integrity of data.
xii. The system should be compliant to CERT-In, D/O Information Technology Guidelines
for Web/ Application / Network Security. It should provide log in, both by user and by
terminal. The System should provide the date and time of all transaction with details of
creation, read, update, delete or print. Access should be restricted at different levels of
data file, program, module, screen, record, field database table, row or column. Suitable
firewall against unauthorized uses, interceptions, misuses by outside parties shall be
provided.
Sourcing and setup of the cloud environment
Subject to the terms of the contract the SI shall forthwith procure the cloud-infrastructure as agreed
upon. While the ‘Go-Live’ infrastructure upgrade may be carried out at a later phase, initial
infrastructure needed up to ‘Go-live’ (development, pre-production and training instances) shall be
procured and software shall be setup to initiate the implementation as per the project timelines
mentioned in the Project Plan. Detailed activities in this phase are listed below:
The SI shall be responsible for sourcing and setup for the proposed solution in the cloud environment.
The SI shall be responsible for sizing the infrastructure needs, sourcing the services of a Cloud
System Integrator (CSP) and deployment of the solution in the cloud infrastructure. The scope of the
cloud infrastructure includes set up of the production environment, hot disaster recovery site,
preproduction, testing and training instances besides fortifying with additional nightly back-up.
The bidder is advised to refer to the Deployment Architecture pictorial before assessing the cloud
infrastructure needed. The SI in consultation with the OEM shall take up the responsibilities of
Page 14 of 120
sizing the infrastructure needs. Sourcing the services of a Cloud System Integrator (CSP) and
deployment of the solution in the cloud infrastructure shall be the responsibility of the SI
without any further financial burden on MANMUL. The bidders shall carefully consider and
provision:
A. Latest technologies in assessing CPU capacities, number of sockets and cores,
memory capacities and raid controllers etc. Only Enterprise editions of operating
systems shall be considered
B. Object storage services needed to run field level solutions will be factored in.
While doing so the SI shall carefully consider scalability, availability, security and
performance considering volume of operations
C. Newer technologies like server less computing, open table and file formats and
D. Business analytics that can empower stakeholders to make it easy to build ad-hoc
analysis, custom visualizations that can be built quickly any time and on any
device for timely decisions across the management layers
In doing so the SI shall ensure that the CSP offering shall satisfy the following conditions:
a. The data and storage for the applications should be hosted on the STQC audited and
MeiTY empaneled datacenters in India.
b. The CSP partner should be compliant to international certification standard such as ISO
27001, 27017, 27018, 20000:1, 27701, and 22301.
c. OEM of the product certify that the product can be hosted in the chosen CSP partner’s
environment and services can be offered on Pay-as-you-Use model without any further
financial implications on MANMUL’s units /unions
d. All these services should be present from the India datacenters of the CSP and all data
should remain in India as per MeitY guidelines.
e. A self-certified letter from the CSP their compute service can support auto-scalable,
redundant, dynamic computing capabilities of virtual machines
f. The OEM / SI should be able to offer a financially backed SLA of 99.99% for the
compute service from the CSP partner from the CSP partner’s Indian datacenters.
g. The OEM / SI shall self-certify that the infrastructure and compute services subscribed
by them have flexible compute mechanisms such as on-demand, reserved facilities that
can offer spot VMs with capability to BYOL (Bring your own license). This requires
that CSP should offer storage service for associated with VMs which should have
option to increase IOPS and throughput on a Live disk.
Page 15 of 120
h. Storage should provide scalability to increase the size of block storage without
provisioning a new disk and also increase the storage in increment of 1 GB as per
application requirement.
i. A self-certified letter from the CSP that they can offer geographical redundant object
storage with copies of data stored in minimum 3 different MeitY Empaneled physical
location shall be provided.
j. Security being paramount concerns for the customer, bidder has to ensure that they are
deploying all applications only in the MeitY empaneled and STQC audited CSP’s
locations. Services from multiple CSP’s can be considered by bidders
k. They should ensure that CSP has cloud native services for Anti-DDoS, Firewall with
IPS and IDS capability, WAF, ML based threat management service, and cloud
Security posture management.
l. The SI should ensure that they have support for encryption using customer provided or
CSP provided keys in a FIPS 140-2 Security Level 3 complaint KMS.
m. The CSP offer a self-certified letter that they can offer native managed database
services for MySQL, PostGreSQL, MSSQL, Oracle and Mariadb. The management of
these databases including the scaling, high availability, maintenance, SLA would be the
responsibility of the bidder duly supported by the product OEM / CSP.
n. The IT infrastructure management should be automated and OEM / CSP should also
provide option to create Read-Replicas of the databases to manage reads.
o. The SI / OEM should be able to place the database instances in multiple datacenter
(minimum 3 MeitY empaneled datacenters)
Additional responsibilities of SI/ Product company:
i. The SI / Product company shall be responsible for contracting Provisioning the

Infrastructure Requirements, Data Management, Operational Management, Cloud
Network Requirement, Cloud data center specifications, Cloud Storage Service
Requirements, Application Hosting Security, Cloud Hosting Security, Application
Performance Monitoring (APM), Backup Services, Database Support Service, and
Helpdesk Support from Cloud Service without any dependency / contracting from /by the
MANMUL’s IT /MIS department.
ii. The SI / Product company shall have prior experience in hosting and managing the
solutions from the CSP and should give a self-certification on the experience in handling
projects of the size specified in the tender document
Page 16 of 120
iii. The SI / Product company shall guarantee uptime of 99% at Data Centre and shall
execute a Service Level Agreement to this effect.
iv. The SI / Product company shall define and execute an efficient data backup plan to
ensure that the MANMUL is protected from possible data losses at the primary and DR
data center.
v. The SI / Product company shall be responsible for install, monitor and manage all the
services listed in the BOM. Besides their performance the SI / Product company shall be
responsible for ensuring security of applications and infrastructure from any threats and
vulnerabilities. The CSP shall address ongoing needs of security management including,
but not limited to, monitoring of various devices / tools such as firewall, intrusion
prevention/ detection, content filtering and blocking, virus protection, event logging &
correlation and vulnerability protection through implementation of proper patches and
rules.
vi. The final solution offered to the MANMUL should backed by a Network Operation
Centre (NOC) / Security Operation Centre (SOC) for the cloud platform in India. It
should have advanced operational support system which manages network configuration,
performance monitoring, security, SLA monitoring and network availability. The NOC /
SOC should be operational on 24 hours X 365 days basis and performance and network
reporting should be made available MANMUL periodically.
Cloud Management Reporting Requirements:
i. The SI shall provide service level management reports (as per the service levels agreed in
the Service Level Agreement between the MANMUL and the CSP)
ii. In case of any breach in the service level description of outages (including description of
root-cause and fix)
iii. Progress report to showcase that there is no incidence of unscheduled downtime beyond
1-hour within a month
iv. Helpdesk and analysis of ticket-wise resolution reports
v. Periodic monthly and quarterly reports demonstrate adherence to the SLAs signed
Deploying the solution stack in the cloud environment
The solutions recommended by the SI should adhere to the following technical features:
The deployment architecture has been depicted in the following diagram with further detailed
technical specifications:
Page 17 of 120
Existing IT Infrastructure:
Firm Software solutions being used (with version Remarks
details)
M/s Siri Samruddhi Software (Database Modules running:
1. Sales & Distribution Module
Technologies Software Oracle 11g)
2. Indent Mob application
with digital payment system
3. BMC
4. MilkBilling
5. Payroll
M/S Vinatage RMRD Software PTC Raw Milk Quantity &
Quality
Computers &
Service
SCADA .Net C# To control dairy processes
locally to monitor & gather
real time data.
Other Software’s like Tally, AutoCAD ,MS office are being used
Note: The current IT setup at MANMUL has been captured. However, Bidder is encouraged to
perform a due-diligence exercise during the bid process, by visiting the MIS Dept at the Dairy
premises to ensure that the existing IT infrastructure can be optimally utilized in transforming to the
new environment. Bidder may co-ordinate with Ms.Shruthi M. V Deputy Manager, MIS for getting
more details
Page 18 of 120
The envisaged outcome at this juncture of the project:
Phase Expected outcome KPIs to measure the outcome

Preparatory Acquisition of the cloud environment, Signed copy of the infrastructure
Phase acquisition of the identified software stack, committed with infrastructure
set up of the system in the cloud specific SLAs associated with the
environment plan subscribed from the data centre
is the expected outcome
Right to use software in the name of

MANMUL as per the licensing
policies of the vendor
3. Documentation & Application Design
Documentation
During the course of the project, the supplier/ SI shall submit a list of deliverables based on the
methodology they propose. The SI shall prepare the formats/templates for each of the
deliverables up front based up on industry standards and the same will be discussed with the
union prior to its use for deliverables.
The SI shall create and maintain all project documents that shall be passed on to the Union as
deliverables as per the agreed project timelines. The documents created by the SI will be
reviewed and approved by the designated reviewers of the Union
The SI shall maintain a log of the internal review of all the deliverables submitted. Soft copy of logs
shall be submitted to union on a monthly basis. The bidder shall handover all documentation related
to the ERP/MES system including software and database.
The bidder must ensure that complete documentation of the ERP /MES system is provided with
comprehensive user manuals. The following documents are the requirements:
a. List of services and Service Definitions
b. Updated/vetted FRS
c. HLD documents (High-Level Design Document)
d. Application architecture documents (only for ERP)
e. Data modeling documents.
Page 19 of 120
f. Logical and physical database design.

g. Data dictionary and data definitions.
h. LLD documents (low-level design document)
i. Application flows and logic.
j. GUI design (screen design, navigation, etc.). (only for ERP)
k. Quality Assurance Plan stating the planned actions.
l. Interface Control Document, documenting the interface characteristics of one or more systems
and any previously documented information together with any agreements between interface
owners.
m. Test Plan containing information on the software test environment to be used for independent
testing, the test cases to be performed, and the overall testing schedule. This includes
schedule, resources, tools, procedures, environment definition, test cases, and software test
results.
n. Operations Manual providing instructions for installing the application, trouble shooting,
message logs and FAQs (Frequently Asked Questions) in English
o. User Manual (online or downloadable content) providing detailed instructions in the form of a
narrative on how to use the application. In addition, it shall describe how to access, submit
input, and get the desired output from the application. A document consisting of inter module
links (dependency) & the data flow sequence in detail.
p. A data dictionary listing out all the data elements shall be prepared
q. Design of Real-time tools for monitoring e-Transaction volumes FOR ERP.
r. Detailed Project Plan
s. Communications Management Approach and Communication Plan listing all stakeholders in
the project, defining their roles and responsibilities. Steering committee meeting plan for
review and sign off
t. Change Management and Capacity Building Plans.
u. Training and Knowledge Transfer Plans
v. Risk Management and Mitigation Plan
w. Manpower Deployment Plan
x. Project Management Plan with Escalation matrix
y. Change Control Approach with plan
z. Training plan
aa. Module wise final source code.
NOTE:
The Bidder shall ensure that all the documentation including diagrams, policies, procedures, manuals,
configuration documents etc. are kept up to date and all such documentation is handed over to
Page 20 of 120
MANMUL
i. Before implementation: Bidder shall provide AS-IS Study, Mapping TO-BE Study, Gap
Analysis Document, System manual (High Level Design Document (HLDD),
Detailed/Functional Design Document (DDD)), Project planning with milestones &
deadlines.
ii. During implementation: Bidder shall provide manual for ERP system administration,
controlling, management, functional module wise manual. The document should have step by
step screenshot along with a description.
Business Blueprint Document Finalization

i. The SI should prepare a detailed document on the implementation of the ERP solution
with respect to configuration as per the industry best practices and requirements
(agreed between purchaser and supplier) of the milk union. The SI shall also prepare a
change/reference document based on changes or deviations from the base version of
the ERP solution with appropriate references to all the artifacts /documents provided.
ii. During this phase; the design, details of the workflow tasks, reports for both ERP and
MES shall be finalized along with the designated team of the union.
iii. The selected Bidder shall document the discussions, assessment of these requirements
and prepare an FRS report. The entire implementation posts the agreement of this
document will commence and any deviation from this document will be considered a
change and will follow the change management process without any exception.
Application Design
System Design and Architecture
i. The bidder shall prepare a comprehensive Systems Architecture and design
document for the ERP system after conducting a comprehensive analysis of the
requirement for ERP system. This design should include Solution Architecture,
Hardware Deployment Architecture, and Security Architecture etc. for the ERP
system.
ii. The Architecture document should give the complete architecture of the proposed
ERP system and should comprise of:
§ Application Functional architecture
§ Format of all input screens including data entry requirements
§ Format of all reports that would be generated by the ERP system
§ Access control mechanisms, data security and audit trails to ensure that
databases are not tampered with or modified by unauthorized users.
iii. Availability of complete audit trail of all transactions (for e.g. add, update and
Page 21 of 120
delete) using transaction log reports, so that errors in data, intentional or

otherwise, can be traced and reversed. Access Controls must be provided to
ensure that the databases are not tampered with or modified by the system
operators. Implementation of data security to allow for changes in technology and
business needs is required. Based on the requirement analysis conducted above,
the bidder must implement a comprehensive ERP system.
iv. Design and Implementation of the System Architecture: The bidder shall be
entirely responsible for the architecture of the system implemented to include all
features, functions, performance and security as described in this document
including sizing of the required hardware to run the application effectively &
efficiently. The SI should ensure that all possible and required improvements
have been clearly indicated in the subject document.
v. The ERP system design must be such as to require only Internet Browser
installation. The ERP system should be able to support all latest common
browsers (like Internet explorer, Mozilla, Chrome etc.), support and mobile
adaptive for mobile & tablet devices.
vi. The bidder shall consider industry best practices when they are finalizing all
design components including user interfaces, mode of data entry, storage and
retrieval, output reports, queries and the application design as a whole. User
suggestions and recommendations which are agreed with the technical team will
be incorporated in the solution design.
vii. The bidder shall provide detailed Plans for User Acceptance Tests (UAT) and
Performance Tests (PT) to MANMUL during implementation. The proposed
infrastructure including licenses fee if any should sustain atleast 2 years data from
the date of handholding. Any necessary changes to optimize performance of the
ERP system configuration within this 2 year should be discussed & agreed by the
SI/SP & purchaser will not pay any amount .Post this period(2 Years) will be
discussed and agreed with the purchaser and additional costs; if incurred, will be
borne by the purchaser.
viii. The bidder shall make necessary provisions for management reports, dashboards,
and business intelligence tools, SMS / Email gateway and in line with the
functional requirements of the blueprint design document.
ix. The bidder shall ensure that the proposed ERP system provides adequate
interfacing mechanisms (both at the application and data level) with a view to
integrate with other application & future applications of MANMUL. Such
interfaces shall follow industry standards such as Application Programming
Interface (API’s) and web services.
Page 22 of 120
x. The bidder shall plan the hardware configuration in line with contemporary
principles including security norms and ensure that it comprises various servers
including database, application, web servers etc. The same shall be provided by
the bidder in their proposal. The bidder shall also undertake the necessary
installation, configuration and commissioning of the hardware. The bidder also
train the producers of installation, configuration & commissioning of the
application to as competent person identified by the MANMUL. An user guide
consisting of procedures, installation, configuration & commissioning of
database, application & web server. It should be submitted to MANMUL
xi. The bidder shall consider stakeholder inputs when they are finalizing all
processes including user interfaces, mode of data entry, storage and retrieval,
output reports, queries and the application design as a whole. The bidder will
provide module wise wire frame design for UI finalization & data flows for
procedure finalization to the purchaser.
Interoperability Standards
Keeping in view the evolving needs of interoperability, especially the possibility that the
solution shall become the focal point of delivery of services, and may also involve cross-
functionality with the projects of other co-operative departments / businesses in future, the
solution should be built on Open Standards. The SI shall ensure that the application
developed is easily integrated with the existing applications.
Every care shall be taken to ensure that the code does not build a dependency on any
proprietary software, particularly, through the use of proprietary stored procedures’
belonging to a specific database product.
Scalability
One of the fundamental requirements of the proposed application is its scalability. The
architecture should be proven to be scalable (cater to increasing load of internal and external
users and their transactions) and capable of delivering high performance for at-least four
years from the date of deployment. In this context, it is required that the application and
deployment architecture should provide for Scale-Up and Scale out on the Application and
Web Servers, Database Servers and all other solution components. For pilot states, the
scalability is very important and this aspect should be thoroughly tested before union wide
rollout.
Page 23 of 120
Security
The systems implemented for project should be highly secure, considering that it is intended to
handle sensitive data relating to the citizens of the state. The overarching security considerations
are described below.
I. The security services used to protect the solution shall include: Identification,
Authentication, Access Control, Administration and Audit and support for
industry standard protocols.
II. The solution shall support advanced user authentication mechanisms including
digital certificates and biometric authentication.
III. Security design should provide for a well-designed identity management system,
security of physical and digital assets, data and network security, backup and
recovery and disaster recovery system.
IV. The solution should provide for maintaining an audit trail of all the transactions
Application Architecture
I. It has been proposed that the applications designed and developed for the
departments concerned must follow some best practice and industry standards. In
order to achieve the high level of stability and robustness of the application, the
system development life cycle must be carried out using the industry standard
best practices and adopting the security constraints for access and control rights.
II. The system should have the capability to record the activities/create the log of
activities happening within the system/application to avoid any kind of irregularities
within the system by any User/Application.
Test Plan
Once the FRS is approved and design is started, the SI shall prepare all necessary Test Plans
(including test cases), i.e., plans for Acceptance Testing. Test cases for Initial and Final User
Acceptance Testing shall be developed in collaboration with domain experts identified at the
union. Initial and Final User Acceptance Testing shall involve Test Case development and
System Testing, Functional testing of Application, Performance testing of the Application
including measurement of all Service Levels as mentioned in this RFP and finally SI shall
also carryout Load/ Stress testing. The SI will submit the test plans and test result reports to
the union for comprehensive verification and approval.
Payment and SMS Gateway

I. Provisioning of a payment gateway, SMS gateway and any other components required
to meet the functional and Quality-of-Service requirements of the RFP is also within
Page 24 of 120
the scope of work of the SI.

II. Payment Gateway should allow net banking and debit card payments through at least 2
banks besides payments through credit cards(VISA,MasterCard).
III. The SI should develop the software/ application which can use any preapproved
payment gateway/ SMS gateway through endusers configurable procedures. So that if
the switching of payment gateway SP is required, it can be done by the authorized
MANMUL user.
IV. Any applicable transaction charges for making electronic payments or using SMS
based services shall however be payable by the retailer/consumer and the union
respectively and need not be accounted for in the Total Contract value of this Project.
V. The contracts that the SI does with the Payment Gateway provider and SMS gateway
provider should be structured in a manner to allow the transaction charges to be paid
directly by the consumer/union. However, if the contract with payment gateway /SMS
gateway provider requires any transactional charges to be paid, the payment will be directly
borne by the union. The systems deployed by the SI should be able to provide logs of the
transactions done and charges paid. If the SMS /Payment gateway SP identified by the
MANMUL is charging lesser percentage of transactional charges then the SI should use or
configure the MANMUL identified SP.
Supply / Procurement of IT Infrastructure at Union

The union will provision for the Data Center premises for hosting the IT Infrastructure. The
Bidders are required to carefully assess the requirements of this RFP and size the
infrastructure accordingly. Bidders are free to propose any higher / additional infrastructure
that may be required as per their proposed solution to meet the project requirements, its
scope of work as listed in this RFP.
I. Bids /proposals which do not meet the minimum IT infrastructure specifications given in
this RFP will be summarily rejected. The minimum technical specifications for the IT
Infrastructure are provided in Bill of Material
II. TheBidderwillberesponsibleforsizingthehardwaretosupportthescalabilityand performance
requirements of the application. The Bidder shall ensure that the servers are sized
adequately and redundancy is built into the architecture required to meet the service
levels mentioned in the RFP.
III. Documentary proof of Licence purchase should be produced at the time of deployment of
infrastructure.
IV. The Bidder should provide requisite licenses for all the system software required for
servers including, but not limited to industry standard operating system, enterprise
class database software, application server software, webserver software, OS
Page 25 of 120
hardening, and all other required software with sufficient number of licenses.
V. The Bidder will be responsible for providing all the details of the Bill of
Material(BoM) and specifications of the IT Infrastructure proposed, licenses of the
system software, all other equipment proposed as part of its Technical Proposal. The
financial quote submitted by the Bidder should include costs for these.
Licenses
I. The system software licenses mentioned in the Bill of Materials shall be genuine,
perpetual, full use and should provide upgrades, patches, fixes, security patches and
updates directly from the OEM. All the licenses and support (updates, patches, bug
fixes, etc.) should be in the name of UNION.
II. The SI shall provide with a full use database license. All the licenses and
support(updates, patches, bug fixes, etc.) should be in the name of the union.
Information Security Management

Security of Application and the data contained therein is paramount for the success of this
Project. Hence, the selected Bidder should take adequate security measures to ensure
confidentiality, integrity and availability of the information.
4. Resource Deployment:
Within one month of signing the Project Charter, the SI should deploy a team specialized and
experienced in DAIRY solution implementation to ensure successful and timely completion of the
MANMUL DAIRY solution Implementation project. The key roles envisaged for the MANMUL
DAIRY solution Implementation project team are enumerated below, along with the minimum profile
requirements. The consulting fee as mentioned in the Annexure -X in the bidding documents for the
project team shall be deposited by the MANMUL into the escrow bank account and the Tri-partite
Escrow agreement between the Escrow Bank, the SI and the MANMUL.
Project Resources to be deployed:

S. No Particulars
1 Project Manager
Minimum Requirements:
(a) Educational qualification: B.E/B.Tech/CA/ICWA/MBA/MCA
(b) Experience:
Page 26 of 120
1. At least 10 years total experience including experience in implementation of large

ERPs
2. Involved in managing at least 2 successful full life cycle implementation(s) of
DAIRY in Dairy organizations.
2 Solution Architect
(a) Educational qualification: B.E/B.Tech/MCA
(b) Experience:
1. Involved in solution design, business blueprinting in similar assignments in the past.
2. At least 10 years total experience including 3 years of DAIRY implementation
experience.
2. Involved in at least 2 successful full life cycle implementation(s) of DAIRY
3 Technical Architect:
(b) Experience:
1. At least 10 years total experience including 2 years of cloud technology
implementations (technical) experience
2. Should have been involved in installation of Cloud and operating system, database
and configuration, system maintenance, installation of proposed supply chain systems
with a track record of at least 2 successful DAIRY/FMCG implementations.
3. Should have been involved in fit-gap analysis jointly with functional consultant –
solution architect and designs the cloud-based solutions to address the gaps.
4 Functional Lead / Domain Expert:
(a) Educational qualification:
Dairy Technologist / B.E/B.Tech/MBA/MCA / CA / ICWA with experience working
for the Food / Dairy businesses
(b) Experience:
1. At least 5 years total experience including 2 years of business experience in DAIRY
/Food Industry
2. Prior experience in dealing with ERP implementations would be advantageous
3. Demonstrated leadership and managerial skills, as well as hands on experience in
dealing withbusiness processes in the Food / Dairy Industry.
5 Technical Consultants:
Page 27 of 120

(b) Experience:
1. At least 5 years total experience including 3 years of ERP implementation experience
2. Should have been Full stack developer engaged in managing large Cloud based
system, their installation, configuration, customization and system support and
maintenance
3. Should have experience in fit-gap analysis jointly with functional consultant
4. Identifies gaps and designs the solution to address the gaps.
5. Performed data migration activities (data upload script preparation, data upload etc.).
6. Experience of working in DAIRY / FMCG ERP environment would be an added
advantage
6 Functional Consultant(s):
(a) Educational Qualification:
1. For Financial Control and related modules: CA or ICWA with at least 2 years of work
experience
2. For other Modules (Sales and Distribution, Human Resource Management, Material
Management etc): B.E/B.Tech/Bcom / MCom /MBA/MCA with at least 2 years of work
experience
3. For Milk Procurement / Dairy Production Modules: Food Technologist / Dairy
Technologist with work experience of at least 2 years
Experience of working in DAIRY / FMCG ERP environment would be an added
advantage
Requirements for the proposed project team

i. All personnel in the key roles as described above shall have been prescribed educational
qualifications as prescribed as per the role requirements specified above. The key resource
mentioned in the RFP are accountable for the delivery of the project and shall participate all the
project review meetings as agreed upon and scheduled.
ii. The Bidder is required to provide a phase-wise manpower deployment plan as part of the
response to this bid document.
iii. The Bidder is required to provide CVs of team members proposed to be deployed on the said
project as part of the response to this bid document. The prescribed format for providing the CVs
is enclosed in Bid Forms section of Volume 1 Professional Staff and Certification by the Firm.
iv. The final proposed team shall be approved by MANMUL before deployment.
v. MANMUL reserves the right to reject any member of the proposed project team during
Page 28 of 120
project execution based on the criteria defined above.

vi. The resource deployment plan shall be honoured by the SI for the agreed project roll-out period
and any further extension shall be on mutually agreed terms and conditions
vii. The SI shall position on-site consultants other than the key consultants mentioned in RFP who
are responsible for delivery as may be required to complete the work as per schedule. The on-site
consultants by the SI shall be for the implementation period
viii. MANMUL reserves the right to request for change of any member of the project team during the
execution of work phase vide a written notice for cases involving gross negligence and
misrepresentation.
ix. Onsite team members deployed shall be available at MANMUL on all working days (Monday to
Friday) during standard working hours (9:30 AM to 5:30 PM), however the SI has to ensure the
availability of one resource till 7:00 PM on all working days and if required, Saturday may be
counted as a working day.
x. Onsite team members shall follow MANMUL’s holiday calendar. The onsite team might need to
stay beyond standard working hours on working days or on Saturdays/Sundays/closed holidays in
exigencies without any additional charges to MANMUL.
xi. Onsite team members shall be required to record their attendance as per applicable policies and
procedures at MANMUL.
xii. The SI shall not change any of the key members of the Project Team during the course of the
project. However, in the unlikely event of a change being required, the SI shall inform
MANMUL at least one month in advance, along with submitting the curriculum vitae of an
equivalent (or higher) replacement resource, as specified in Annexure 14. MANMUL reserves
the right to consider suitability of the proposed resource before acceptance for deployment on the
DAIRY Implementation project. In addition, SI must provide details of knowledge transfer
carried out between the outgoing and incoming resource and must ensure at least two weeks
overlap for smooth transition..
Tasks to be delivered by the System Integrator:
The following components of work to be executed by a competent bidder in order to fulfill the
objectives of the proposed ERP
The selected Bidder is responsible for the day to day maintenance of the system for the entire
period of Contract.
a. Bidder shall generate innovative methods in the working of proposed ERP/MES system
in order to improve and make it more efficient, transparent and easy with an objective to
increase productivity and profitability of MANMUL
b. The bidder will supply all software, operating system along with the requisite licenses.
Page 29 of 120
c. All hardware and infrastructure set up to be handled by the union. All set up costs
including recurring fees and upgrades pertaining to ILL (internet leased lines), cloud,
server etc. shall be directly borne by the purchaser.
d. Installation of related hardware as per the BOM in volume 1, implementation,
deployment, commissioning, configuration and testing are in the scope of bidder. The
purchaser team needs to support all these activities as per the detailed roles and
responsibilities of each phase for both the purchaser and the supplier.
e. Overall monitoring and management of all IT and Non-IT infrastructure (related to this
bid only) deployed by the selected Bidder for the Project including Server Infrastructure
at union, system software, application, database, and all other services associated with
these facilities to ensure performance and availability requirements are met.
f. Perform system administration tasks such as managing the user access, creating and
managing users, taking backups etc.
g. Performance tuning of the system
h. Undertake end-to-end management of database on an on-going basis to facilitate smooth
functioning and optimum utilization including regular database backup and periodical
testing of backup data, conducting configuration review to tune database, maintaining the
necessary documentation and managing schemes to database schema, disk space, user
roles, and storage.
i. Undertake preventive maintenance (any maintenance activity that is required before the
occurrence of an incident with an attempt to prevent any incidents) and carry out the
necessary repairs and replacement of parts wherever needed to keep up the performance
levels
j. Undertake reactive maintenance (any corrective action, maintenance activity that is
required post the occurrence of an incident) that is intended to troubleshoot the system
with sufficient teams
k. Escalate and co-ordinate with its OEMs for problem resolution wherever required
l. The selected Bidder will be required to comply with various policies relating to
monitoring and management of infrastructure such as IS Policy, backup and archival
policy, system software update policy etc. of the union
Understanding the business of MANMUL:
Detailed task-wise scope and roles and responsibilities involved in mapping the business processes
MANMUL on the new digital platform are listed down in the following table:
migration to new digital platform is listed down in the following table:
Page 30 of 120
List of tasks Scope & Detailed task description Roles and Responsibilities
Understanding the Study of the overall organization The SI team will prepare an
Organization design and seeding the (definition) of organization chart and get sign-off
the organization on the digital from the MANMUL for configuration
platform of the structure in the new software
Sensitization of the Process charts / flow diagrams Processes and sub-processes in each
new business outlining broad processes and sub- of the line activities i.e., Milk
processes processes for each function mapped to procurement, Milk and Milk Products
the MANMUL’s business activities processing, FGS, Sales and
distribution, HR and Payroll, Finance
and Accounts shall be demonstrated in
the new software and sign-off of the
processes in the new platform shall be
obtained from the end-user
departments
Demonstration of Validation of checks and controls for The SI team will highlight the in-built
in-built controls processes controls, checks and balances in
executing business transactions using
the new system and sign-off on the
controls process will be obtained from
the MANMUL
Governance Roles and responsibilities, financial The SI team will study and document
Framework powers and approvals for processes governance structure at MANMUL,
financial transaction flow and
delegation of financial powers to be
configured in the system.
Codification Dairy value chain managed by the The SI team will list down all the
system MANMUL will have large number of areas that carry dependency on
stakeholders. Also, each stakeholder codification and sequence number
will have voluminous trade with the generation. Further areas that need
dairy. It is very important to approval from the statutory
understand the current practice of authorities, tokenization (for example
codification of parties, documents, Aadhaar tokenization) etc. along with
invoices, payments, deposits, compliance stipulation shall be
withdrawals. Each of the master documented. The new proposed
Page 31 of 120
entities need to be codified and system and need to continue the old
transactions need sequential codification system wherever the
numbering as reference to trace and codification is business sensitive shall
process. Understanding the current be documented.
practices at the MANMUL and their All the requirements on the
usage dependency is very critical. For codification shall be discussed and
example, milk retailer code, farmer sign-off from the customer shall be
code at the collection centre etc. are obtained
very critical and sometimes it may be
difficult to replace them. Similarly,
invoice sequence generation needs
integration with GST portal to obtain
the IRN number.
Integrations Digitization of the Dairy value chain The SI’s team will document
would need several integrations either integrations needed across the dairy
with some of the existing systems value chain in the context of
within the Dairy like equipment in the MANMUL. In document so SI’s team
quality control lab, SCADA systems would interact with the relevant
in the plant, temperature control vendors ascertain API feasibility and
systems of the cold rooms or external document the same. SI’s team would
systems like testing equipment at the explain the expected additional costs,
BMCUs, SMS gateways, banking if any (like cost of SMS) so the
systems etc. business benefits each of the
integrations are worked out by the
MANMUL before signing-off the
integrations document
Reporting Understanding the MIS and Reporting SI team and MANMUL end-users
requirements requirements would discuss and sign-off on the
i. Required report formats reporting expected from the new dairy
ii. Management dashboards for platform. SI should deploy a proper
various levels reporting tool. He also integrates the
deployed tool with the proposed ERP
and train sufficient number of
employees from each department to
generate various kind of required
reports. A comprehensive user
Page 32 of 120
manual/ training document on the

generation of customized reports
should be provided in the pdf format.
Based on the business understanding gained and the SI will undertake the system configuration to run
the business transactions in the new environment. After completion of configuration customization to
the product, SI shall carry out a trial run. If the need arises and the result is not up to the expectation
of MANMUL management, further reconfiguration will be done by the SI in order to close any gaps
left / customize the solution to ensure that the software platform meets the desired objectives.
Data migration on a pre-production environment:

Master Data preparation: Detailed task-wise scope and roles and responsibilities involved in the data
migration to new digital platform are listed down in the following table:
Scope & Detailed task list Description Roles and Responsibilities
Data Identification and The consultants shall identify the The SI’s business team is
Preparation master data needed as per the system expected carry rich
requirements and new codification functional knowledge of the
standards if any of the new digital dairy processes and expert
This includes identification platform. Besides adherence to the knowledge on the product
of masters data, opening data integrity standards the consultants with proven track record of
balances and policies and shall also consider data needed to meet managing projects on the
procedures of MANMUL in compliance with provisions of the platform especially in
managing their business. Income Tax Act and GST etc (like carrying out the migration
Current format of this data party KYC norms). Some of these new activity.
spread across various legacy age requirements may not be available The SI team shall advise the
systems in use, manual / in the legacy systems. Hence MANMUL on the data
semi-manual formats needs consultants shall ensure that this which has to be migrated to
to be analysed by the SI. critical data profiling process is carried digital platform.
out diligently.
This process involves
Data profiling will essentially be the thorough understanding of
first step of the data migration the seed data (minimum
MANMUL’s system in the needed data to run the
preproduction environment. proposed digital platform)
its content, structure, quality
Page 33 of 120
and integrity in the context

of running business
processes of the MANMUL.
The SI shall identify and

convey to MANMUL in
advance about all the
mandatory data
fields required for
functioning of the proposed
solution and which are not
available in
the legacy systems/manual
files that are required to be
obtained by MANMUL
Coverage The SI’s team shall carry out SI’s consultants are
migration of all data which may be responsible for the activity.
available at various offices and sites of The MANMUL shall
the MANMUL facilitate the study and
requisite interactions with
the concerned team
members at various
locations
Formats for collection of The SI shall develop data entry The SI shall provide the
data programs/ applications templates necessary formats. Since this
along with necessary guidelines that is a collaborative effort SI’s
may be required for the purpose of team shall conduct few
data migration in order to capture data interactive sessions with the
available with/ obtained from end-user departments to
MANMUL’s legacy systems or even obtain the data from them.
from the manual records in non-
electronic format. To the extent The SI’s consultants will
possible preparation of formats shall also conduct training to the
be in simpler tools like in Microsoft IT Team of MANMUL on
excel, word etc. to ease the data ‘Dos and Don’ts while
collection process to the user providing the master data
Page 34 of 120
departments of the MANMUL so that

the master data can be shared by them The requirements specified
easily. by the SI’s team will be
reviewed and signed-off by
the MANMUL team before
commencing the activity
Data extraction This exercise may require pulling data MANMUL facilitates
from operational and external data interactions with the existing
sources in order to prepare the source vendors, the SI will
data for the new digital platform coordinate with the existing
during the migration exercise. This IT system vendors to extract
step involves creation of data into the data from the existing legacy
format required by new system from systems / build scripts as
data which is currently stored in the may be required for data
electronic / non – electronic format. conversion and
transformation activities.
MANMUL shall issue
written communication to
the existing vendors in
facilitating this exercise
including placing a purchase
order for the work efforts
involved from the vendors
of the legacy systems.
Data Cleansing After the data profiling, mapping and Based on this, a checklist is
extraction are done, SI need to prepare prepared and handed over to
and provide guidelines to identify MANMUL for cleaning data
duplicate / abnormal fields in legacy especially duplicate masters,
database. incorrect masters definition,
incomplete masters’s
definition in the legacy
system, missing HSN codes
that enable tax compliances
etc. Data correctness /
integrity would be ensured
Page 35 of 120
by MANMUL while
providing the final data to
the SI. It shall be the
responsibility of the Union
to sign-off the final data that
can be ported to the new
digital platform
Data Mapping & Loading Once the data has been profiled and Conversion from the source
legacy data is extracted, an accurate format into the database
set of mapping specifications can be shall be responsibility of the
developed. The data shall be loaded SI
into the new platform The extracted and
transformed data will be
loaded by the SI to using
utilities or specific programs
developed for this purpose
(Data Load Scripts). This
shall be the exclusive
responsibility of the SI team
Quality assurance The following validations shall be The SI shall conduct the
mechanism (including carried out: acceptance testing and verify
testing, verification and sign- i. Number of master records the completeness and
off) created accuracy of the data
ii. Content and values uploaded migrated from the legacy
iii. Validation runs to ensure that systems to the proposed
there is no duplication of data solution
iv. No translation loss while The SI shall generate
migrating data from the legacy appropriate control reports
systems before and after migration to
ensure accuracy and
completeness of the data.
The SI is responsible for
testing and verifying the
accuracy of data which is
loaded to the new system
Page 36 of 120
MANMUL will validate and

verify and sign-off the final
data which is migrated to the
digital platform.
Running business process of MANMUL in the pre-production environment:

Once the base configurations and the master data is set the SI shall perform the following illustrative
list of activities listed below (but not limited to) to operationalize the business processes of the
MANMUL on the new platform
1. Agree upon the cut-off date for the setup of the system and functional module-wise test period
for which transactions would be run
2. Update the Opening balances for the agreed cut-off period from the legacy system.
3. Collect actual business transactions of the agreed period from the start of the cut-off period to
test the new environment
4. Run business transactions either through manual entry or through automated processing tools
to validate the results generated from the new digital platform including reconciling / tallying
the closing balances generated in the new environment
5. Indicative volumetric data to be processed to validate the business results:
S. No Business Area Volume of transactions to be processed
1. All sales transactions including Transactions for 1-month
daily retail sales of milk products as
well as the Institutional (wholesale)
B2B, B2G transactions
2. Milk Procurement Activities 4 billing cycles for all BMCU routes
3. Stores and other raw material Transactions for 1-month besides purchase
purchases process-wise 10 sample transactions
4. HR and Payroll processes Transactions for 3-months
5. Production Processes Transactions for 1-month
6. Finance and Accounts Transactions for 1-month
6. As the legacy systems may have limited data capture compared to the newer technologies
identify the data gaps and the plan to fill the new/additional data mandatory in new system.
7. Obtain provisional sign-off from the departmental users on the new business processes,
reports and results generated by the digital platform
Page 37 of 120
Integration and system testing
The purpose of the integration test is to execute the integrated components, including
simulation of live operations, and analyze the results that are important for the functional
verification of the production system.
Integration testing shall be accomplished through the execution of predefined business flows,
or scenarios, that emulate how the system will run the processes of MANMUL. These
business flows, using migrated data from various functional modules of the dairy platform.
The environment shall also be subjected multifaceted computing environment comprising of
the mobile compatible Dairy Digitalization with ERPs, third-party software / solutions,
system interfaces that are relevant for the Dairy operations. Illustrative list of such
integrations include testing equipment and weighing scale integrations, e-mail integrations,
banking integrations etc. The integration tests shall build the necessary level of confidence
that the solution is complete and will perform the business processes of MANMUL. So, the
SI shall:
a. Take cognizance of the fact that integration testing shall focus on cross-functional
integration points, as well as end-to-end business processes.
b. Build integration test plans cross functional integration points (touch points) and end
with the end-to-end testing of critical business processes identified within the business
scope document.
c. Integration testing shall be done in two iterations.
i. The first iteration (Integration test) shall concentrate on testing all important
business processes inside the dairy sub-system, starting with touch point
scenarios and ending with end-to-end-scenarios. It will be done by SI's
functional consultants.
ii. System Testing, as a second iteration, shall focus on the most important cross
Enterprise scenarios with touch points to external components, including
testing of conversions, interfaces, reports, and the necessary authorizations. It
will be conducted by MANMUL users with the assistance of core team.
iii. SI shall submit a report capturing the results of successful testing.
In the evolutionary process some of the scenarios may come up during the stabilization
period (when the actual usage of the software by end-users takes place) and problems
encountered during this phase also needs to be replicated and tested in the test environment
before the release is made into the production server.
Page 38 of 120
· The SI shall provide details of tests being carried out during the implementation (e.g.
including conference room pilots, unit tests, system integration tests, regression tests
and final user acceptance test) as part of the bid response. Details of the testing
strategy and approach should be provided in the response. The SI would be
responsible for identification of testing requirements and the associated impact as part
of the bid response.
· The SI shall work in a manner to satisfy all the testing requirements and adhere to the
testing strategy outlined. The SI must ensure deployment of necessary resources and
tools during the testing phases. The SI shall take remedial action based on outcome of
the tests.
· The SI shall create the test strategy document that defines the requirements and goals
of software configuration, determine the tools and methods used to check that the
system responds correctly, determine how and when the test will be performed and
recommend how the approval process should occur. The test strategy document shall
guide the project team through the implementation to ensure that planning and
conducting testing activities in the various phases of solution implementation are
proper. The various testing phases are as follows:
5. Configuration Vs. Customization:
The SI should follow disciplined approach for configuration and customization which should
not restrict MANMUL for any future upgrades to its DAIRY solution. Keeping this objective in
mind MANMUL intends to adopt standard Dairy solution functionalities and the leading practices
available in the offered solution, as far as practically possible.
Configuration:
System configuration:
The System Configuration shall include (but not limited to)
i. Definition of user profile for all functional areas

ii. Definition of Master / Transaction data structures
iii. Definition of parameters for system configuration for all application modules and reporting
tool(s)
iv. Standard reports for each function / module
Page 39 of 120
Baseline configuration:
The below list of items developed or changes to standard items shall be considered as
“Configuration” and not as “Customization”:
· Use of the Dairy platform provided features to achieve specific process
requirements/ expectations
· Configuration to use options available for field selection and screen layouts
· Definition and assignment of various pre-defined statuses for various
processes and objects
· Definition of authorization controls and assignment
· Configuration of standard workflows
· Seamless integration across all Dairy functional modules as well as critical
dairy integrations such as integrations with testing equipment etc. and other
add-on products/ components
· Reports developed in functional area using standard reporting tools
· Standard Dairy value chain reports
· Change to standard forms in the software to incorporate certain messages,
texts and to populate the MANMUL logo
· Conversion programs developed for migrating data for ‘Go-Live’ from
existing applications
· Integration to the Dairy platform using licensed Connectors
Baseline configuration testing:
The task of System and baseline configuration includes testing system to ensure the
following:
· The purpose of baseline scope testing activities is to plan and conduct testing to
validate the baseline configuration which support the business processes defined in
the Business blueprint document.
· Baseline scope testing shall include:
(a) Unit testing: Testing of transactions and functions within modules and
(b) Scenario testing: Testing of all business processes and scenarios.
· SI is required to submit a report capturing the baseline configuration testing results.
Page 40 of 120
6. Customization:
Any customization sought in the software needs to be limited to scope defined in the RFP. All custom
developments should be carried out in a controlled and planned manner with adherence to OEM
prescribed Coding Standards and Naming Conventions. SI should explore all options available in
Standard product to meet the requirements, demonstrate standard options to MANMUL. If
MANMUL concludes that no option meets the requirement and the requirement is critical for
business, SI will submit the case for custom development to the OEM. The following details should
be submitted to MANMUL:
· Business blueprint document.
· Complexity classification under Simple/ Medium/ High, with justification
· Any impact to standard functionality/ features and future upgrade
· Effort and time-line Estimation
· Impact to project time-lines/ deliverables
Customization by System Integrator:
SI is required to undertake customization only when the change is needed in line with the specific
business processes requirement demanded by the MANMUL in any phase of the solution
implementation. SI shall implement the changes as per the business blueprint and technical design
report in order to achieve the desired functionality. However, the same must be approved by the
OEM.
Customization by the OEM:
MANMUL reserves the right to seek customization to meet its unique requirements and validate the
design or findings suggested as custom development by the OEM. In case it is difficult to arrive at the
reasonableness of these requirements on customization by the OEM during the implementation, the
same shall be resolved through discussions. Either the SI or the OEM shall offer workaround if the
customization sought by the MANMUL cannot be accommodated. In case the issue is not settled, the
same shall be referred to the Steering Committee and the decision of the Steering Committee is final.
MANMUL reserves the right to get the Business blueprint and effort reviewed by an external
consultant. The SI shall ensure integration across modules, with existing software, and third party
software. It is expected that the SI shall refer any customization requirement to OEM to ensure that
good programming practices as part of customization and development activities, and leading
practices for implementation, both from DAIRY solution and industry perspective.
Page 41 of 120
Development testing
Further to baseline configuration and its revision to ensure desired results if there is an agreed need
for development and customization to the Dairy platform, the SI shall conduct tests to demonstrate the
readiness of the system which meets all the requirement specifications (functional and non-functional)
as brought out in the business blueprint document. This shall be in accordance with the procedures
detailed in approved business blueprint document. On the basis of these tests, a report would be
submitted by the System Integrator for review and approval by MANMUL. The test results and
response times should be demonstrated by the SI during all the testing phases (system preparation,
integration, stress and load testing) at each MANMUL location in an environment/infrastructure as
mutually agreed upon.
The development testing shall cover testing of:
a. Unit testing of customer-specific development
b. Conversions
c. Enhancements (customized components and other code enhancements)
d. Reports
Development should not only be tested by the developer but also by the process owner to make sure
that the test results (output data) are correct, and reflect the business processes defined in the Business
Technical Solution Design report. After unit testing is completed, all customer-specific programs and
forms shall be scheduled for the final integration test
Testing of MANMUL specific customization

iv. Unit testing shall be carried out for customer specific developments and
authorizations and user roles would also be tested in the Integration Test.
Engagement of OEM consulting services:
The SI should ensure that they in-build services of the OEM for performing continuous
quality check for implementation of the solutions by the SI’s consulting team. OEM should
perform system checks to ensure that core business processes and system interfaces are
optimized so that the Go-Live of implementation is achieved in the shortest possible period.
The SI shall also engage the OEM services to ensure the following:
· Support SI whenever needed in guiding them and lending required support during
the implementation especially with the technical issues pertaining to the
production environment, solutions deployed and optimal business processes and
related system configurations
Page 42 of 120
· Audit of detailed tasks executed by the SI at each phase of the project including
system continuous monitoring of the activities at the database, system
components level to ensure optimal deployment of the solution
· Activities needed to stabilize the system as quickly as possible and
· Issue resolution including the performance tuning and suggesting workarounds
wherever needed
7. Training requirements
Methodology:
The following methodologies must be followed by the SI to deliver trainings:
· Classroom training
· System walk-through
· Hand on practice sessions
· On the Job Training
· Group learning where in a particular task is given to a particular group of
people
· Train the Trainer
a. Evaluation parameters: Each training session would be evaluated by SI using the
participant feedback, based on the following high-level parameters:
· Training delivery effectiveness: based on content and presentation by
trainer(s)
· Theoretical knowledge assimilation by trainees
· Practical knowledge: Ability to perform guided/unguided exercises
b. Evaluation mechanism: Each training session must be evaluated basis the feedback
captured from target group by the SI as follows:
· Evaluations after classroom sessions to ascertain the level of assimilation by the group
and effectiveness of training.
· Evaluation after system-walk through
· Evaluation after a particular time of on-the-job training
· Group tasks to a number of members who have gone through the same training to
ascertain the level of understanding as a group
Page 43 of 120
Overall requirements for product specific training and transformation to be delivered and
supported by the SI during the implementation project at MANMUL are as below:
Induction training
This training program shall be conducted during the infrastructure creation and systems setup
stage and shall cover the following:
· Phase-wise change management requirements of project
· Organization transition to digital solutions
· End to end processes in Dairy value chain
Summary of training programs:
No Type of Training Target Audience Suggested Details: Location,

minimum Mode of Delivery,
number of Method of Delivery
sessions
Induction Executive Minimum 3 On site, delivered by
training Management, sessions SI, physical presence,
MANMUL Core classroom
Team
Dairy Digital Designated Module Minimum 3 On site; delivered by
Solutions-Module leads of MANMUL sessions SI, Physical presence;
Leads Team Class Room training
and System walk
through following the
hands on exercises
Dairy Digital Process Champion Min 3 On site; delivered by
Solutions-Process at each department sessions SI, Physical presence;
Leads level Class Room training
Milk Procurement and System walk
Purchase and Stores through following the
Production & Plant hands on exercises
Account meant for certification
Page 44 of 120
FGS on Process
HR Championship
Sales & Distribution (Train the Trainer)
Logistics
Finance and
Accounts
Mobile app training End Users Min 4 On site; delivered by
Milk Procurement sessions MANMUL Process
Purchase and Stores Champions (people
Production covered under Train
FGS the Trainer sessions
HR and certified),
Sales & Distribution supported by SI,
Logistics Physical presence;
Finance and Class Room training
Accounts and System walk
hands on exercises
Mobile App IT Core Team Min 4 On site; delivered by
Administrator SI, Physical presence;
Training Class Room training
and System walk
hands on exercises
The maximum batch size per training batch would be 30 users. In addition to the above, the
SI shall develop and deliver end-user manuals and videos for each functional area and keep it
available for all the users for their reference. SI will monitor the number of users trained and
assess need for refresher training, if needed and offer the same at no additional cost.
Page 45 of 120
Change Management
The SI would help set up required to set up Change Management helpdesk during the course
of the Project Implementation for answering routine queries pertaining to Dairy Digitalization
project and providing Change Management workshops, for MANMUL departmental users
and in-house IT managers of MANMUL.
· The Bidder’s response to this bid document must provide details of the Change
Management helpdesk, communication model and approach, and proposed team
composition.
· The team must be headed by a Change Management consultant / Training Manager,
as specified in team profile requirements in this RFP.
· SI shall focus on building awareness amongst MANMUL employees on benefits of
digitalization initiative and stages of implementation, changes (if any) to their current
roles and responsibilities, processes, changes in dashboard screens and its solution
addressing the employee’s concerns and apprehensions.
· The SI is required to conduct the Change Management Workshops for MANMUL
employees. The workshop content and material shall be designed with specific focus
on the requirements of various phases of the project.
UAT:
SI will assist in successful completion of User Acceptance Testing (UAT) on the completion
of the roll out for each phase and will submit a phase completion Report for each phase. The
UAT should be carried out by respective module end-users in presence of systems team & SI
people. The key inputs for the UAT process adherence by the supplier are outlined below:
The main objectives of UAT are to:

1. Ensure that the application has been developed as per the blueprint design document
signed off earlier.
2. Identify any defects or bugs that need to be fixed before deployment.
3. Confirm that the software is ready for deployment
Importance of UAT
UAT is a necessary step that must be fulfilled before handing over the application to the users
and avoid issues such as the consultants failing to understand the requirements of the end-
Page 46 of 120
users, or changes during the development phases that have not been adequately
communicated.
UAT is important because it helps demonstrate that the application is operating in a manner
as per the blueprint document signed off prior to the implementation stage.
After successful UAT the union shall run both existing ERP along with the newly developed
one for a period of minimum 3 months parallel. During this phase any if any shortfall is
identified in the new ERP should be bought to the notice of the bidder. He has to analyze the
same and raise a change request process if required.
8. Cut over and Go-Live

As the Dairy industry is a 24X7 processing unit hence it is very critical that the switchover
period from existing systems to new platform is as minimal as possible, as it will hamper
critical business operations of MANMUL. Hence ‘Go-live’ shall be planned functional
department-wise which will be integrated gradually.
The SI shall be responsible for listing out and detailing the sequence of activities, schedule
for the activities/tasks like data conversions, data migrations and setup of the necessary
balances well in advance to achieve smooth transition to Go-Live on the new platform:
i. The scope of cutover for each functional module shall cover all the business
processes within that sub-module to be implemented on the dairy platform.
ii. Only those module which are proven to be running successfully in the pre-
production environment shall be moved to the production environment
iii. The entire data set to be transferred to the new system should be ready in terms of
comprehensiveness, correctness, and accuracy. Sign-off from the respective
departmental heads shall be obtained
iv. In case MANMUL is not in a position to provide opening balances as on the date
of cut-off the SI shall ensure that they can set such balances at the earliest to ensure
business-as-usual
v. The transition shall clearly articulate the cut-off points and touch points with other
modules and strategy of managing transactions during the transition and plan of
action to integrate.
Page 47 of 120
The SI is required to undertake the following to review “Go Live” readiness:

i. Review by the OEM team for ‘Go-live’.
ii. Availability of reports to monitor the health, usage and performance of the system till
the stabilization of the system.
iii. Established process to monitor high availability of the system
iv. Established policy to report issues and tracking the life cycle of the issue including
root cause analysis for any incident
v. Communication to end-users on the modes of reporting issues and details of the
escalation matrix.
vi. Certificate from the business owners on the completeness and accuracy of the the
final configuration and balances
vii. Proof of load and stress testing, before switch over to production environment.
viii. Security audit by empanelled Cert-in certified auditors
Declaration of “Go Live”:

The system will be declared “Go Live” when the above tasks/activities are accomplished
satisfactorily. The date of issue of “Certificate of system acceptance” to SI by MANMUL
shall be considered as the ‘Go-Live date’ of the phase -2 of the project.
Post Go-Live stabilization support:

The post go-live stabilization support provided by the SI would cover the following:
i. The System Integrator shall provide post go-live stabilization support, as a part of this
project, by deploying the same technical & functional consultants at site for full three
months / one financial quarter after Go-Live, as were involved during the
implementation.
ii. The cost of this shall be borne by the System Integrator.
iii. During the Stabilization period the System Integrator would help MANMUL user to
correct any troubleshooting while doing transactions or generating reports.
iv. The System Integrator will update the user manuals and configuration manuals if
required.
v. Any required configuration and/or customization required during this phase would be
done by SI without any additional cost to MANMUL.
Page 48 of 120
vi. SI shall maintain sufficient team size to support seamless operations and maintain the
SLAs proposed in this tender document
9. Handholding
Post UAT completion, the supplier will assist the purchaser team in the handholding process.
During this phase, consultants from the supplier team will be assisting and supporting the
users to carry out their defined transactions for their respective modules. Hand-holding takes
various forms in terms of supporting live transactions or monitoring completed transactions
to review the process steps, if required.
The practice of hand-holding is done by:

a) Involving the users in their own development plans
b) Discussing with him or her the resources and the opportunities needed
c) Enabling the individuals understand the cross functional activities of other
departments
d) Constantly providing feedback for improved performance.
System and solution documentation:
The SI will provide detailed final system documentation for the reference of MANMUL. The
SI shall provide ongoing product information for reference purposes and facilitating self-
education videos for MANMUL personnel.
Two sets of hard copies of all documentations along with the soft version shall be supplied
by the SI and shall include but not limited to the following:
i. All solution components and associated third party software product related
documents
ii. Configuration document consisting of system setting and parameters for each
functional module
iii. Standard operational procedure (SOP) manuals
iv. Documents related to data structures/tables
v. On-line help manual
vi. Technical manuals
vii. Installation guides
viii. System administration and Operations & Maintenance manuals
ix. Toolkit guides and troubleshooting guides
Page 49 of 120
x. User manuals including system instructions and use cases, how to run a program
to perform specific task in the system with sample reports, screen formats etc.
xi. Program flow and descriptions
xii. Training manuals
xiii. Any other documentation required for usage of implemented solution by the SI
All documents mentioned above as well as any other documentation mentioned in section
Documentation & Application Design above will be supplied as part of this contract.
Certification from Product OEM
The successful bidder is required to obtain documents certified by Dairy digital platform
OEM for the following deliverables at no extra cost to MANMUL:
i. Technical Solution Design & System Architecture
ii. Deployed hardware specification including sizing in data centre
The Bidder is required to incorporate the above-mentioned services in its Project Plan as part
of bid response.
System performance guarantee
i. Performance guarantees shall be provided by the SI for the solution capabilities of

Dairy Digitalization with ERP and various sub-modules supplied and implemented.
ii. The SI is required to advise MANMUL on an appropriate systems environment
upgrade during post-implementation period of solution implementation.
iii. MANMUL reserves rights to get 3rd party audit at their own cost to evaluate whether
the SI is able to meet the agreed performance criteria such as response time,
concurrent users etc. are met during implementation, Go-Live, post Go-Live
stabilization period and post-implementation support period.
iv. MANMUL requires adherence to claims by the SI and the product OEM(s) about the
solution / product capabilities as well as high availability and reliability.
Page 50 of 120
System performance requirements

Performance criteria:
The SI would be required to perform monitoring tests to measure performance times during
peak load. The SI would seek assistance from Product OEM (s), as required, to provide
demonstration test conditions. The measured metrics shall be as follows:
Response time performance criteria
Measurement Response Time

End to End response time (end user to core
application and back) for LAN Users
Time for Report Generation:
• Simple Report < 5 sec (Simple)
• Medium Complexity report < 30 sec (Medium)
• High Complexity report < 1 min (High)
Concurrent Users support
Measurement Minimum concurrent users to be

supported
Support concurrent users for access to the Dairy 100
Platform
The SI would be responsible for ensuring that at the time of implementation the above requirements
are not compromised in case of change in the following parameters:
i. Number of geographical locations at which users can be supported subject to availability of
stable internet connectivity
ii. Total size of the record repository which can be supported, in Gigabytes or Terabytes, while
maintaining the performance metrics given above during the contract period.
iii. Number of total users which can be supported, while not impacting the performance under
normal operating conditions
These response times will be demonstrated by the SI during Stress and Load testing before Go-Live
and during Load Testing in an environment / infrastructure as mutually agreed along with external
consultant appointed MANMUL.
All efforts including data, personnel, software tools, scripts shall be the responsibility of SI.
MANMUL shall review and evaluate the validity of the test results.
Page 51 of 120
Integration with other IT systems:
The proposed dairy digital platform shall be the central backbone system for the dairy value chain
operations of the MANMUL and hence shall carry all the features comprehensively as listed down in
the RFP. However, there are several other IT applications / systems relevant in the business
environment of the MANMUL and such systems need be integrated with the proposed platform on a
consistent, on-line, real time or on a batch processing basis and to operate in an automated fashion
without manual intervention. SI is expected to propose DAIRY solution for easy integrations between
DAIRY and SCADA/ other applications to meet the requirements captured in this tender document.
The scope of external integration will be to:
· Required data to be absorbed / delivered to other IT applications shall be identified and listed
down by the SI and approved by MANMUL. Data shall be transferred through API
integrations into the new platform from such identified and approved external system(s).
Examples of such instances would include host to host integration with software embedded
into the milk testing equipment, GST integration etc.
· SI shall ensure that all interfaces are self-checking so that any exceptions or data validation
errors are reported automatically by the system.
· Ensure integration logs are maintained to confirm the success or otherwise of the interface,
complete with control totals.
· Wherever applicable SI is expected to support integration of proposed Enterprise applications
with Email system
· Ensure that all interfaces are self-checking so that any exceptions or data validation errors are
reported by the system.
· Ensure integration logs are maintained to confirm the success or otherwise of theinterface,
complete with control totals.
· As part of this RFP, SI is expected to support integration of proposed Enterpriseapplications
with Email system, Quality Equipment, Weighing Scales, SCADA Systems, Common
software at DCS and MANMUL Intranet and Website (as may be required).
Geographical Scope and Stakeholder Empowerment
This section deals with scope of work with reference to geographical areas to be covered and
each business operation-wise stakeholders to be empowered:
Mandya District Cooperative Milk Producers Societies Union Limited is aiming to set up a
robust foundation for creating digital dairy value chain. The current project aims to digitize
Page 52 of 120
the Dairy Value chain operations from collection of milk at the BMCU to selling of liquid
milk and milk products. Volume of transactions are very high and as on date dairy does not
have visibility of on the ground activities. MANMUL is intending to bring a common IT
platform for the benefit of all the operating offices of MANMUL though subscription to a
proven off-the-shelf cloud based Dairy Digitalization with ERP available on robust Data
Centre infrastructure. The following are some of the critical business objectives of the digital
initiative:
i. To empower all the stakeholders associated in business operations of MANMUL’s
own / traded products
ii. To replace majority existing manual processes with robust and efficient IT processes
iii. To benefit out of cost reduction through automation and integration with various sub-
systems as well as external systems like banking, taxation, communication gateways
etc. and create seamless processes and visibility of the dairy trade
iv. To achieve cashless dairy trade and comply with various statutory compliances
associated with the Dairy trade.
v. To further strengthen business relationship with retailers and transporters associated
with MANMUL’s dairy trade through financial inclusion programmes that can be
integrated with the digitization programme.
vi. To gain more insights into the geographic distribution and profile of MANMUL’s
distribution network
vii. To create a digital base to explore AI and ML tools specific to the dairy trade
Geographic Scope
The proposed solution is going to be offered to the following locations of MANMUL.
S. No Name of the Operating Office of MANMUL Key Operations

Governance of the Dairy
1 Office of the Board and the Managing Director Operations
2 Office of the GM, Production Production Operations
3 Office of the GM, P&I Procurement Operations
4 Camp Offices (07 Numbers) Extension Operations
Bulk Milk Chilling Units (BMCUs) and CCs (01 Milk Collection
5 Numbers) Locations
Page 53 of 120
Sales and Distribution

6 Office of the GM, Marketing Operations
Financial Control and
7 Office of the GM, Finance Compliance Operations
Human Resources and
Other Administrative
8 Office of the GM, Administration Activities
The Stakeholder empowerment:
In line with the pace at which the digital transformation is taking place in India there is need
for strengthening each of the stakeholders with technology to strengthen the marketing
infrastructure of MANMUL. Encouraged by the success witnessed in some of the operating
offices MANMUL is contemplating the following stakeholder empowerment on a common
platform. The intended digitization initiative is expected to significantly empower not only
the dairy employees but all the stakeholders engaged in trade.
S. No Stakeholder Empowerment through Mobile Technology

1. Distributor / Retailer a. Can place orders
b. Make Payments
c. Track Deliveries
d. Account statement with dairy at figure tips
e. Can raise tickets
2. Sales Teams a. Data available at figure tips
b. Can effectively deal with customers
c. Copy of the customer ledger available at figure
tips
d. Can sell products through promotions and offers
e. Can capture competitors’ data
3. Production Teams a. Can see demand real-time
b. Empowered with just-in-time production
4. Transporter a. Need not wait for route sheet printing
b. Need not collect demand for next day -job gets
Page 54 of 120
eased
c. Better control on crates delivered to each of the
distributors and retailers
d. No cash collection head-aches
5. Procurement Managers a. Real time visibility of the procurement at
BMCUs
b. Centralized procurement price setting
c. ‘What if’ scenario in Milk Price Chart
d. Real time visibility of the P&I activities
e. Milk Procurement Analytics for better business
decisions
f. Trend analysis to evaluate impact of key
management decisions time to time
6. BMCU Managers g. Realtime Milk Procurement Transactions
h. Inventory control at the BMCU
i. Realtime capture of the input service activities
j. Digitization of the BMCU cashflows
k. Access to information from the mobileapp
7. Society Secretaries l. Realtime visibility of milk acceptance and FAT,
SNF acknowledgement by the BMCU
m. Realtime visibility of the extension facilities
rendered
n. Access to Account statement from the
mobileapp
8. Veterinarians o. Mobile enablement of Veterinarians operations
p. Travel route planning
q. Photography capture of the field operations
r. Complete digitization of the travel diary
s. On-line claims for reimbursement
9. Production Manager t. Empowerment to plan production operations
based on the available inventory
u. Real-time visibility of floor operations
v. Real-time visibility of the FGS and procurement
Page 55 of 120
inventory
w. Access to historical trends for better production
planning
10. Inventory Managers x. Realtime visibility of inventory product-wise
y. Realtime visibility of inventory across stores
z. Integrated quality control
aa. Provision to record results of the physical stock
audit
bb. ABC analysis of materials for better inventory
control
11. Employees cc. Self-serve HR module to manage attendance,
leaves better
dd. Access to payslips
ee. Access to Organization employee directory
ff. Easier access /automation to loans and insurance
premiums etc
12. Security Teams gg. Improved access control
hh. Improved controls over inventory / crates etc.
ii. Improved control over manpower movements
13. Purchase Managers jj. Realtime visibility of the inventory / automated
lead time visibility for better purchase
management
kk. In-built controls to autogenerate the vendor
rating
ll. Access to historical prices for better
negotiations
mm. Access to financial ledgers of the
vendors for better relationship
nn. Faster release of payments to vendors
14. Finance Managers oo. Automated controls over Accounts Payables and
Receivables
pp. Integration with Banking Systems
qq. Automated update of receivables from the
Page 56 of 120
mobileapp
rr. Realtime visibility of the funds position
ss. Better control in complying with various tax
laws
tt. Automated accounting from the ERP
5. Management uu. Real-time visibility of transactions
vv. Brand image gets boosted
ww. Creates platform for the financial
inclusion of the distributors and retailers
xx. Digital payments to meet better compliance
stipulations of Income Tax Act
The proposed Dairy ERP is expected to integrate key business processes associated with
various departments of the Dairy and their respective operations associated with the ERP of
operating offices of MANMUL. In the existing manual / semi-automated environment
productive time of these departments is underutilized and inefficiencies emanating from
absence of real-time information flowing across the departments leads to revenue losses. The
digitization initiative is aimed at seamless integration of information flows available real-time
to boost the productive time of these team eventually leading to the revenue growth.
Module-wise Detailed Scope of work

The following scope of work for the project comprises of module-wise system features to be covered.
The details of each module are outlined below:
Below are the key business modules of the Dairy:

2.1.1.Finance and Accounting
2.1.2.Marketing
2.1.3.HRMS & Payroll
2.1.4.Purchase & Store
2.1.5.Procurement & Input
2.1.6.Milk Procurement
2.1.7.Production & Packaging
2.1.8.Engineering
2.1.9.Transportation
2.1.10. Daily P&I
Page 57 of 120
2.1.11. Quality Assurance

2.1.12. Security
2.1.13. FGS
2.1.14. MIS
2.1.15. Mobile App
Module-wise features to be enabled are listed below:
6.1.1. Finance and Accounting

Sl. No. Function / Processes / Activities
1 Payment to society/ union
1.1. Configure the system based on variable parameters
1.2. Create transactions for milk payments to Pourers Members/Societies based on Milk Collection Data
Ensure that payment processing for a cycle to be executed once (post processing for previous
1.3.
payment cycles)
Settle various earnings and deductions while calculating payment to Pourer Members/Societies in
every cycle:
1.4. - Milk payment for the cycle to be credited
- Deductions for the input services availed by Pourer Member
- Deduction for sale of Cattle Feed to Pourer on credit
Compile an entity wise payment summary sheet for all the payments due in that cycle. Payment
sheet should contain the following key details:
1.5. - Entity Code, entity Name, Dispatched (Fat, SNF, Quantity), Actual (Fat, SNF, Quantity)
- Pourer wise milk contribution detail along with Fat/SNF details and net payment due to
each pourer
1.6. Compile an entity wise non-payment summary sheet for the payments due in that cycle
1.7. Verification of payment details before sending details to bank for transaction.
1.8. Receive payment details from bank with a list of unsuccessful transactions
2 Return Payment to Pourer
Fetch a list of unsuccessful transactions from the bank report with account details and reason for
2.1.
payment failure
2.2. Compare the details of pourer as provided by bank and highlight discrepancies
2.3. Share an updated list of unresolved issues after removal of resolved discrepancies
2.4. Retain and furnish non-payments with all details
3 Payment to suppliers, contractors etc.
3.1. Save and display all invoices and expense claims under appropriate headers like Transportation,
Page 58 of 120
input services etc.

3.2. Configure mandatory documents required (to be specified) for processing payment
3.3. Ensure all support documents have been uploaded/attached before processing request
3.4. Verify the bills and the validity of attached documents before finalizing payment
3.5. Define threshold limit for making payments to vendors and expenses by crossed cheque
3.6. Alert in case repeated advance is raised against the same party / vendor / firm / supplier / employee
4 Budgeting
4.1. Initiate a budget forecast at the beginning of financial year on a pre-defined template
4.2. Capture region wise milk procurement forecast
4.3. Capture estimated expenses for operation
4.4. Review and approve a completed budget forecast template
4.5. Maintain top-down and bottom-up budgetary methods
4.6. Perform assessment between actual vs. budgeted procurement and expenditure
4.7. Present comparative assessment between projected and actual expenses for a chosen time period
5 Project Management Requirements
Maintain separate account for the funded activities. All activities under the funding will be posted in
5.1.
this account.
Generate the common order for project activities. System should bifurcate the bill and capture these
5.2. activities. All purchase for these activities should be posted to specific GL entries for the funded
activities
5.3. Make separate payment for the items purchased for activities funded under each project
5.4. Define activities under all projects (CAPEX / Revenue heads etc.)
Manage and record the details of the fund released by the Government / NDDB etc. for the
5.5.
predefined activities.
5.6. Allocate and monitor the budget assigned to the project created
Advance planning for materials/ services so as to reduce the stock shortage during the execution of
5.7.
the project
5.8. Generate completion certificate against the project based on documentary proof attached
5.9. Generate the funds utilization certificate
5.10. Generate the MIS reports
6 Milk Purchase Price
6.1. Prepare entity wise milk price chart based on solids (Fat % & SNF %)
6.2. Enter the changes in price chart as per details received
6.3. Review and approve the changes to price chart.
6.4. Save the price revisions in database
Page 59 of 120
7 Milk Purchase price incentive computation

7.1. Prepare Price Incentive Report at the end of every financial year
Share the Price Incentive Report with:
7.2. · various Business Heads for review/ finalization
· Accounts for processing and disbursement of payment
8 Financial Books of Accounts
8.1. Record details of the all the transactions
8.2. Define hierarchal level within the organization
8.3. Specify level of synchronization required for closing the financial periods
8.4. Raise the alert to complete all pending activities before closure
8.5. Modify (add / delete) new segments
Integrate G/L, accounts payable, accounts receivable with all the sub-ledgers and synchronize with
8.6.
the G/L in on-line, real-time manner
8.7. Allow addition / marked for deletion / modification to chart of accounts as per the requirement
Financial module to be integrated with all other modules for line and support functions thus
8.8.
ensuring that the operational and financial books always reflect the same results
8.9. Post adjustment entries in closed period with proper audit trail and authorization
Identify expenses as (capital and revenue) on a pre-defined logic, should get posted automatically
8.10.
once the program has been executed
8.11. Define budgets (capital and revenue) for accounting years and periods for each budget head
8.12. Maintain multiple budget versions and enable control and validations on latest version
Generate budget – based on past budget, past actual, estimates and combination of more than one
8.13.
budget
8.14. Define aggregate budget for the entire year spread over various periods
8.15. Generate report on budget overruns for each budget head location/ unit wise
Prepare allocation of expenses on predefined basis, product category/ Variant wise profit/ location
8.16. wise profit/ channel wise profit; monitoring of actual against budget-sales and expenses; capital
budge
8.17. Define rounding rules for currency at each G/L level or globally for all ledgers
Maintain the holiday calendar and define certain Ledger a/c -not to be modified or entered on any
8.18.
holiday
8.19. Generate financial statements for each Business Division defined
Define different rate of interest along with the calculation procedure for each G/L account
8.20.
independently
8.21. Define different tax rates along with the calculation base and logic
Page 60 of 120
8.22. Availability of various document types for financial transactions with numbering
8.23. Option to reset the numbering sequence for all documents per fiscal year.
8.24. Provide for profit centre business division/ unit wise P&L and balance sheet
8.25. Allow Cash and Accrual based accounting
8.26. Support budgetary control
8.27. Support asset / liability booking segments wise.
Support budget preparation SKU wise/ SKU group wise/department wise/ channel wise/ region
8.28.
wise/ location wise/ product category
8.29. Support accounting for security deposit and calculation of interest on security deposit amount
Support calculation of accrued interest on security deposit/loans/advances/other payables and
8.30.
receivables on monthly/ quarterly/ yearly basis.
8.31. Make provisions for expenses on open items at period closing
8.32. Reporting under relevant Accounting standards
Generate receipts and charges of all accounts in the general ledger in the monthly, quarterly, half-
8.33. yearly and annual statements during each year with opening and closing balance of cash and
cumulative figures for each ledger account
Support generation of monthly/quarterly/half-yearly and annual trail balance as consolidated report
8.34.
for the report and also for each unit of the organization
8.35. Capture profit report on consignment basis
8.36. Maintain different period for accounts and controlling purposes
8.37. Record quality mark up for sorted graded produce
Generate monthly/quarterly/half-yearly and annual manufacturing, trading, profit & loss account
8.38.
and balance sheet for the organization and also for each unit of the organization
Support accounting entries for accounts payable accounting, fixed asset accounting, accounts
8.39.
receivables accounting
Allow to maintain approval hierarchy and competent authority approval before the release of cash
8.40.
payment / receipt above the specified amount as per IT ACT
8.41. Stop double payments and have the check for double invoice
8.42. Create provisions for all open GR before making provisions for the period.
Generate automatic reversal entries on the first day of next period for provision entries created at the
8.43.
period end
9 Fixed Asset
Maintain details such as asset description, opening balance, depreciation retired /transfer,
9.1. revaluation, custodian (owner), closing balance acquisition cost, acquisition date manufacturer and
supplier, location, model number, warranty details
9.2. Support asset class/ asset group functionality
Page 61 of 120
Maintain purchase details like purchase order number, goods receipt details, invoice numbers, and
9.3.
all corresponding dates
9.4. Provide the facility to build hierarchies within the asset code-parent-child relationship
9.5. Generate asset tags to help in the process of physical verification process
9.6. Allow to maintain tag exception entry for physical verification of assets
9.7. Integrate with purchasing application to track capital purchases and inward goods against assets
9.8. Integrate with payable and general ledger for all payments for capital purchases
9.9. Creation of depreciation schedules and support simulation before final posting
9.10. Support depreciation calculation as per Income Tax Act and company / organization rates
9.11. Combine cumulative depreciation account with asset account to show assets at book value
Provide the Flexibility of conversion of revenue and work in progress (WIP)expenditure to capital
9.12.
expenditure including pre-commissioning expenses
9.13. Facility to reverse capitalized expenditures
Allow integration with maintenance application to keep track of work orders against assets and
9.14.
related expenditure
9.15. Facilitate inter-location, inter-cost centre or inter-company issues and transfers
9.16. Partial or full retirement of assets
9.17. Maintain asset insurance details
9.18. State the cost of an asset for insurance calculations
Include details of relevant insurance companies.
9.19.
Report to alert expiry/premium due date of insurance policies
9.20. Generate payment schedules for leased, hire purchased, rented assets and insurance payable
9.21. Handle lease (both finance and operating lease) and hire purchase accounting & payments
9.22. Report on depreciation postings on cost centre/ user basis
9.23. Maintain details of assets addition/ deletions less/ more than the defined time period
9.24. Project, simulate, calculate and post depreciation details
9.25. Provide for the effect retrospective change in depreciation rate and method
9.26. Facility to write-off an asset below a particular amount
9.27. Handle impairment of assets and its accounting treatment
9.28. Capital commitment data linked to Purchase Orders.
9.29. Record full and partial disposal of assets
9.30. Record accounting of profit/ sale of fixed assets as per IT Act/ revaluation
9.31. Maintain details of purchase order and job order
9.32. Show commitment item net of advance
9.33. Record capitalize an asset prior to the input of date
Page 62 of 120
9.34. Provide for calculation of replacement value

9.35. Reminder for next physical verification date and update actual physical verification date.
10 Accounts Receivables and Payables
10.1. Apply receipts against customer debits (against invoices)
Record various types of receipts- cash, bank and credit card (and refunds by the same mode of
10.2.
payment)
10.3. Record receipts from customers at any location and adjust at the customer’s AR location
Support advance receipts, normal AR receipts, bill wise adjustments, posting details of a particular
10.4.
receipt
10.5. Record bank receipts status as realized, unrealized or bounced
10.6. Reverse bounced or voided receipts and block further supply till collection of dues
10.7. Define different document series for different types of receipts
10.8. Manual or system-generated serial number for receipts
10.9. Document serial numbers differentiation for receipts deposited in different bank accounts
10.10. Enter the document number against which the note is raised
10.11. Define multiple document series
10.12. Generate note numbers automatically / manually
Generate credit/ debit notes to customers based on promotional schemes applicable (logic defined in
10.13.
the scheme master)
10.14. Generate credit notes based on sales returns and sales adjustment
10.15. Default currency from the customer group currencies
10.16. Define the account numbers into which the credit/debit note amount should be posted
Record of initial balances as backdated transactions (invoices, memos, receipts) through use of
10.17.
system parameters
10.18. Record of initial balances and other details with ageing
10.19. Support the facility to set up starting credit limit of customer
10.20. Record balances in customer’s transacting currencies
10.21. Define initial balances as a credit or debit entry
10.22. Generate report on year-to-date payments made
10.23. Provide details of discounts offered to customers
10.24. Generate report on debtors ageing for different parameters
10.25. Generate receivables report item wise and total quantity sold in quantity and value
Generate report on Cheques dishonoured and amount recovered from customers along with the
10.26.
reason code
10.27. Provide for customer ledger balances with quantity and value and a report on total money collected,
Page 63 of 120
outstanding statement.
10.28. Record advances received
10.29. Generate a report on sales commission payable
Maintain single ledger for customer where partner functions such as ship to party, bill to party are
10.30.
present.
10.31. Generate report on provision made for bad debts on year to date basis
10.32. Generate report on sales discrepancies / shortages reported
10.33. Provide for sales margin/ discounts customer wise as per prescribed guidelines
Provide for the facility to record bank guarantee or any other securities against customer master,
10.34.
alert before expiry, customer wise report
10.35. Automatic posting for sales accounting and invoice processing online
10.36. Maintaining credit limits in both period and value, stop processing of overdue invoices
10.37. Bill discounting of negotiable instruments
10.38. Having an intermediary account to post a single entry to main bank
10.39. Direct purchase or purchase order (PO) based invoice entry with payment schedules
10.40. Enter invoices for adhoc purchases, regular and service PO
Support associate PO-based invoices with corresponding transactions like Purchase order and / or
10.41.
goods receipt note (GRN)
10.42. Support debit/ credit note for any type of differences
10.43. Support different rates for different line items for the same PO.
10.44. Automatic generation of accounting entries for PO-based invoices from PO / GRN details
10.45. Provide reference and match PO-based invoices with the PO / GRN
10.46. Record details of the associated tax and miscellaneous charges
10.47. Specify if taxes / charges are to be calculated for each item in the invoice or the Whole invoice
10.48. Define payment schedules for invoices together with associated discounts and penalties
10.49. Indicate if discounts are based on individual invoice values or gross invoice value
10.50. Specify if payments are to be made to third parties in case of PO-based invoices.
10.51. View vendor addresses and modifying them in case of one-time vendors
10.52. Record asset related information from invoices relating to capital purchases
10.53. Additional details like vendor’s invoice number and date
10.54. Raise item-based credit and debit notes
10.55. Track over-invoicing, return of goods and increase in prices
Record advances against vendor with reference, multiple purchase orders or multiple proforma
10.56.
invoices
10.57. Regular and automatic adjustment of invoices / credit notes with pre-payments/ debit notes
Page 64 of 120
Processing of payment vouchers, bulk payment and payment across multiple bank accounts and
10.58.
authorization
10.59. Payment to vendors after adjusting prepayments and debit notes
10.60. Maintaining vendor as customer and its set off
10.61. Processing of transportation bills - per unit of product/ per km/per route/ per month (period)/ per trip
10.62. Report on transporter payments along with the quantity of milk carried and shortages reported
Single/ multiple Cheques printing for single and multiple line items of Bank Payment and multiple
10.63.
bank payments
Analytical, summary and standard reports that provide an accurate picture of the accounts payable
10.64.
including invoice, TDS, payment amount
10.65. Calculate payment due as per the terms and conditions
10.66. Workflow for streamlining work processes and alert for the approval, pending items for approval
10.67. Generate report on year-to-date payments made to the vendor
10.68. Capture information of shortages and accounting for recovering from the transporters
10.69. Support receipt of money from vendors (e.g. recoveries, advances etc.)
10.70. Transfer vendor balances from one vendor to another
10.71. Provide details of discounts offered by vendors
10.72. Generate report on discounts availed by the company
10.73. Vendor ageing
10.74. Various types of taxes- income tax service tax, sales tax, TDS etc.
10.75. Maintain for the period for which specific tax rate is applicable
10.76. Forms for claiming a lower rate of taxes up to a certain amount and period
10.77. Allow rounding up of taxes as per the guidelines
10.78. Allow rounding up of the amount for each line item
10.79. Generate purchase register for different parameters
10.80. Generate sales register
10.81. Annual / quarterly / monthly tax returns (reports) including service tax, IT, Sales Tax, etc.
10.82. TDS certificate report
10.83. Maintain TDS deducted and TDS payable reconciliation
10.84. Generate report on octroi paid - with period, amount, item rate
11 Cash Management
11.1. Generate bank vouchers (receipts and payments)
Cash book with daily cash balance and close cash book with denominations of currency notes for
11.2.
cash in hand.
11.3. Bank reconciliation statement and provide year end closing entries to be carried forward
Page 65 of 120
11.4. Record / generate cash receipts

11.5. Generate bank book for each bank account
11.6. Maintain Cheques lots account wise in the system
11.7. Error message when cash in hand account goes negative
11.8. Maintain credit balance in current account
11.9. Display funds position and displays a message when the bank balance crosses the threshold limit
11.10. Generate cash flow statement on real-time
11.11. Maintain bank overdraft limit
Report on opening balance, security deposit amount received, settled and amount of interest paid /
11.12.
accrued; calculation of interest on security deposit for specified period at given rate
11.13. Calculate notional interest
11.14. Report on accrued interest / interest payable on loans taken
11.15. Report on interest accrued on FDRs and other investments
11.16. Alert on the due date for repayment of the loan given/ taken.
11.17. Calculate interest on loan at predefined rate for predefined period.
11.18. Statement of loan/ advance showing opening, addition, recovery, closing, interest etc.
11.19. Use same tax code with different rates over different validity periods
12 Cost Centres
12.1. Define cost centres / units according to areas of responsibility
Define cost units as an analytical entity for which costs need to be collected. For example, a product
12.2.
line, a customer, a product line meant for a customer and so on.
12.3. Maintain cost element for profit & loss general accounts to capture expense cost
12.4. Multiple hierarchical structures for cost centres / units for cost aggregation and analysis
Different hierarchical structures with cost centres / units and record structure IDs to be used for
12.5.
reports
12.6. Handle handling loss and recoveries for a period and year to date
Support dual unit of measurement (UoM)
12.7.
• Conversion from one UoM to another
Support budgets – budgets listing (parameters, cost centre / unit, cost centre / unit cost element,
12.8.
product, product cost budget and flexible budget)
12.9. Calculate location wise profit
12.10. Actual Vs. budgeted profit for a segment, category, channel, location, unit etc.
12.11. Generate Business Review Meeting (BRM) reports
12.12. WIP reporting
12.13. Carry out closing stock valuation
Page 66 of 120
12.14. Profit per segment/unit

12.15. Item wise whole sale price per item
Provide for ratio analysis such as return on capital employed, debt- equity ratio, current ratio, liquid
12.16.
ratio, debt service coverage ratio, stock turnover, debtor’s turnover etc.
12.17. Sensitivity analysis, 'what -if' analysis and simulations
13 Invoicing and Payment – Sales Management
Generate the invoice/challan on the following payment options:
13.1. • Credit based
• Advance payment
13.2. Define the payment option (advance/credit) for the particular customer (retailer / CI)
Generate invoices with respect to deliveries or sales order against the party.
13.3. Calculate the appropriate tax applicable with reference to the schedule, commodity code etc. defined
in the system (to be developed)
13.4. Generate daily invoice against the milk supplied to the retailers
13.5. Generate multiple invoices for a sales order
13.6. Input various rules for approval of invoices release
13.7. Capture invoices where ever the sales proceeds are collected in cash
13.8. Send invoices automatically/manually by email/other mediums
13.9. Block invoices against any particular customer with explanation
13.10. Generate single invoice from multiple sales orders
13.11. Maintain/handle invoices batch wise
Generate different types of invoices (E.g.: Taluka wise invoice to be submitted to concerned
13.12.
authorities in MANMUL with regard to relevant schemes)
Support a revision in tax rates or interest rates with retrospective effect and trigger corresponding
13.13.
accounting entries
13.14. Generate list of retailers where advance payment is confirmed
13.15. Record of the security deposit against the retailer / CI / customer
13.16. Track of the number of crates delivered to the particular customer
13.17. Enter the advance payment detail in the system
13.18. Email the day end account details report
13.19. Generate dues for transporter for a particular period
13.20. Deductions, if any in cases of cheque dishonouring, pilferage / low quality milk / leakage.
13.21. Capture status of payment received and the amount due for each customer
13.22. Generate due refund statement route wise/customer (retailer / CI) wise
13.23. Capture details running account information - Balance/dues/commission of the partners.
Page 67 of 120
13.24. Generate alert via SMS/emails in specific conditions defined in the system
13.25. Monitor milk cash sales and party-wise advance payments
13.26. Monitor the cash collection for stop supply of milk
13.27. Generate the daily sales report as per the sales across different categories
13.28. Maintain the security deposit and the credit limit for the retailers
13.29. Generate party wise balance report (daily) against the transactions made by Retailers
13.30. Maintain retailer/institution-wise accounts and monitor the payment received
13.31. Reconcile accounts in cases of return or replacement of milk/milk products
Reconcile payments received across different channels –merchant gateway available on app/portal,
13.32.
bank, cheque, DD, cash etc.
13.33. Record renewal fees during renewal of registration
13.34. Reconcile balance amount against settlement of security deposit during cancellation of registration
13.35. Capture recovery of non-return of items and recovery of such items from security deposit
13.36. Capture and analyse expenditure analysis for utilities Retailer booth-wise
6.1.2. Marketing and FGS

1 Registration Process
Facilitate new customers’ registration in the portal for purchase of new milk cards online (Register,
1.1. upload supporting documents, track approval status, generation of consumer no., apply for milk
cards for type of milk, etc.)
1.2. Validate duplicate registration of consumer
Capture details of Retailer. Following details needs to be captured:
•Name
•Pan No
•Date of Birth
•Address
•Registered Mobile No
1.3. •Bank Account No
•IFSC Code
•Aadhar No
•Father Name
•Wife Name
•Nominee Details
•Statutory requirement
Page 68 of 120
•Date of joining
•Agreement date
•Agreement expiry date
•BG/FDR expiry date
•Termination date
• Tin no/GST
•BBMP ward-wise
•Latitude/Longitude (establishment of retailer)
1.4. Update/modify Retailer details
Assign unique code to the new Retailer including milk parlour hotels, Franchise Outlets, Cash&
1.5.
Carry, Margin sharing (MANMUL’s agents), TCD (own transportation retailers)
1.6. Retrieve Retailer details based on a region
1.7. Capture security deposits for Retailer
Map assets present with Retailer including Cold chain Bottle coolers, Freezers, coolers, Glow sign
1.8.
boards, LED boards etc.
Capture performance details of Retailer. Following information needs to be captured:
1.9. •Complaints received against
•Cheques dishonoured
1.10. Renew agreement with retailer and update the same against retailer codes
1.11. Maintain performance history of Retailer
1.12. Grade Retailer based on a various priority
1.13. Block a Retailer for further processing of any transaction
1.14. Take approvals from concerned authorities
1.15. Maintain dues against retailer
2 Indent Management
Capture the indent details for milk and milk products (when received online) or by manually
entering into the system when the order is received over the phone, email etc. Following details
2.1.
needs to be captured: Date and location of delivery, Purchase order number, Materials code with
description and quantity, Sanctioning and Supply Order
2.2. Create indent by uploading the indent details from sources like excel file, notepad etc.
2.3. The agency to place the indent through internet portal/ other gateways
update/modify the indent (by authorized personnel defined in the system)
•Manually
2.4.
• Capturing the details from the internet portal / other communication gateways
• Capturing the details from the excel file
Page 69 of 120
2.5. View date-wise special indents

2.6. Define the cut-off time up to which the order can be modified in the system
2.7. Retrieve the indent for a particular region/distributor/Sales Agent
2.8. Check stock level at plant and compare with the order being placed
2.9. Modify the indent (manually or system-based) based on the stock availability in the plant
2.10. Check vehicle capacity at dairy dock and compare with the order being placed
2.11. Modify the indent (manually or system-based) based on the vehicle/distribution capacity
2.12. Perform credit check and check the security deposit at the time of creation of the sales order
2.13. Generate cumulative indent list from Retailers
2.14. Consolidate indent (zone wise/ party wise) and plan for distribution
2.15. Print and e-mail the indent
2.16. Set multiple approval levels for indent for particular distributor/Sales Agent
2.17. Approve or reject an indent processing and maintain reason for rejection
2.18. Block stock of specific order with reason
2.19. Block/release blocked indents with explanation
2.20. Tag status for indents like awaiting approval, approved, rejected etc.
Notify and consider free goods/promotion schemes/discounts while creating the indent and also edit
2.21.
existing indent
Maintain pricing details/rates received by MANMUL. incorporate various tax rates and excise
2.22. requirements, discounts, schemes, surcharges etc.
During pricing as defined in the price master (and the logic defined in the system)
2.23. Maintain pricing history Retailer wise
Generate intelligent reports of patterns of indents received region-wise, type of milk/milk products
2.24.
wise etc.
2.25. Track retailers’ milk purchase patterns
2.26. Maintain retailer profile in the system
Total indents to be viewed by Marketing Control room to prepare their production targets to be
2.27.
executed by Production team
Maintain the advance received from the party for the supply of milk for special order (marriage,
2.28.
events etc.)
2.29. Adjust the milk supplied against the payment received for special indent
Generate route schedule for packing stations taking into considerations various factors such as: dock
2.30. capacity, time study analysis result for the respective station, priority routes, distances to be covered
etc.
2.31. Update route schedules to ensure route optimization
Page 70 of 120
3 Distribution Management
3.1. Distribution Management – Transporter Details
Record transporter details. Following details needs to be recorded (indicative)
•Vehicle Number
•Transporter name
•Contract details
•Previous Experience,
•Per Kilometre rate
•Route sequence/addition/deletion of routes
•Change in vehicle/vehicle branding
•Driver details (name, mobile no, DL)
3.1.1.
• Vehicle tracking and capture of distance run
•Rates
•Security Deposit
•Bank Guarantee
•Bank details (name, period, amount, BG /FDR)
•Contract period (from-to) including effective date and extension period
•Diesel hike/less rates
•Additional/Less KM rates
•Miscellaneous fines
Capture multiple rates for transporters
•Multiple location and type of route
•Cash handling charges
•Toll charges
•Adjustment due to spillage
•Adjustment in bill quantity
•Discrepancy and dishonouring
3.1.2. •Tub loss
•Milk loss
•Diesel rate
•Malpractices / theft
•Route reorganize/Addition/deletion point
•Route Inspector’s name with Kilometre verification details
•Permanent /Temporary route
•Milk and milk products short supply
Page 71 of 120
•Crate shortage
•Route schedule time
3.1.3. Carry out route distance measure to manage transporter contracts
3.1.4. Check vehicle availability as per the route schedule
3.1.5. Identify vehicle for plying according to the route schedule
3.1.6. Modify tanker routes (with proper workflow defined in system) with explanation
Capture dispatch details of transporter. Following details needs to be captured:
•Dispatch date and time
•Route to be followed
3.1.7.
•Vehicle Capacity
•Material quantities
•Scheduled arrival time
Capture transporter arrival details. Following details needs to be captured:
3.1.8. • Arrival time at the customer location
• Material quantities delivered
3.1.9. Capture the insurance details of the dispatched material
3.1.10. Track insurance claims till date
Capture tanker pre-loading weight, post loading weight and after deliveries weight. and generate
3.1.11.
dispatch challan.
3.1.12. Renew transporter contract’s expiry date
3.1.13. Impose penalty on transporter for any kind of pilferage or manipulation with explanation in system
3.2. Distribution Management – Stock/Delivery details
3.2.1. Capture weight and volume of stocks
3.2.2. Check for stock availability at plant and view the inventory levels at the zones etc.
3.2.3. Generate order delivery from multiple plants/ multiple storage locations in a plant
3.2.4. Create delivery quantities from sales order
3.2.5. Track delivery status
The retailer to send the acknowledgement of the receipt of the material/SKU via SMS/telephone or
3.2.6.
through app/portal.
Calculate the commission to the sales channels based on the definitions in the system and prepare
3.2.7.
the invoices accordingly
3.2.8. Record and track retailer/customer complaints
3.2.9. Capture details of return/ reject material from the retailer/customers
3.2.10. Prioritize deliveries based on material requirement
3.2.11. Perform aging analysis of stocks and customers
Page 72 of 120
3.2.12. Track material transfer from production units to further retailers

3.2.13. Maintain reason code for tracking modification in delivery location
3.2.14. Generate space utilization report of storage space compared to space utilized and do a cost analysis
3.2.15. Assign personnel to different route and different shift
3.2.16. Generate pooled indent for each route
Generate route schedule for packing stations taking into considerations various factors such as
3.2.17.
vehicle capacity, priority routes, distances to be covered etc.
3.2.18. Track crates of milk/milk products
3.2.19. Capture loss/gain on daily transactions
3.2.20. Capture quality check to different levels during deliveries
3.2.21. Stock position at retailer site to be made available online
Details of production vs. indented quantity to retailer on weekly, monthly and yearly basis to be
3.2.22.
made available online
3.2.23. Provide route-wise loading schedule
3.2.24. Monitor deviations in dispatch time vs. schedule and quantity vs. indent to be made available online
Provide online information relating to route-wise, date-wise dispatch Vs received crates on monthly
3.2.25.
basis
3.2.26. Provide cumulative periodic crate count and transporter-wise cumulative statement.
3.2.27. Define the crates reorder level at item level, location level, company level.
3.2.28. Monitor crate in transit.
3.2.29. Shelf life analysis product-wise and batch-wise to be made available online
Provision for details of production vs. indented quantity to retailer on weekly, monthly and yearly
3.2.30.
basis to be made available online
3.2.31. Provision for online dispatch schedule to be made available in the system
Integrate the payment received through bank (NEFT, mobile banking etc.), POS/CDM at
3.2.32.
MANMUL office
3.2.33. Support multi-level as well as multi-site planning and organizing.
3.2.34. Support the flexible organization of multiple sites.
3.2.35. Generate indent for other products produced by other dairies.
3.2.36. Update stock accounts for each category of finished goods (MANMUL and MANMUL)
3.2.37. Capture return goods details and reason for return. update stock on removing the return goods.
3.2.38. Integrate with other modules for view of route sheet, transporter details etc.
3.2.39. Capture dispatched goods details (Good quantity, Category, etc.) against provided indent
3.2.40. Generate report on day wise/product wise quantity dispatch details.
3.2.41. Update the stock account of good quality return products.
Page 73 of 120
3.2.42. Acknowledge the product quantity dispatched at FGS section

4 Promotional offers/awareness activities
4.1. Show advertisements/promotional offers on mobile app/portal
4.2. Create discounts and schemes for promotions and make plans accordingly
4.3. Link educational activities/awareness campaigns with regions/zones
4.4. Identify products to be marketed for promotional activities
4.5. Connect to Pricing section about discounts to be made in accordance to promotional activities
Link expenses pertaining to branding activities to reconcile revenue for MANMUL by the finance
4.6.
section
Identify customer segments to be targeted for promotional activities – specific schools, market areas
4.7.
etc.
4.8. Identify products to be marketed for promotional activities
4.9. Identify stores wherein cold chain facilities have been established
4.10. Identify retailers who may be given benefits of health insurance/group insurance
4.11. Maintain and update the health card post issuance and usage by retailer
4.12. Renew the insurance policies for identified retailers on an annual basis
Discontinue the insurance policies for identified retailers on an annual basis cancellation of
4.13.
registration
Generate reports of count of t-shirts, caps, banners etc. to be ordered for promotional activities
4.14.
based on certain pre-select parameters
Identify retailers/customers who can be made eligible for milk card and loyalty points on conditions
4.15.
of pre-payment
4.16. Record milk card sales
4.17. Add points on milk card against transactions made by retailers
4.18. Manage loyalty points on milk card in terms of usage, exchange benefits etc.
4.19. Track purchases made on milk card loyalty points
4.20. Record the sales of milk cards customer wise, depot wise, zone wise in the system
4.21. Customers to make payments online for renewal of milk cards
4.22. Consolidate the sale of milk cards through online portal
4.23. Update the indents based on the milk card renewals and new card sales
4.24. Modify the type of milk card sales as per requests received from consumers
4.25. Generate reports based on the milk curd sales region-wise, depot wise etc.
Page 74 of 120
6.1.3. HRMS
1 Employee Details
Store and maintain employee personal data such as ID, addresses, names, phone numbers,
1.1.
emergency contact information, and email addresses.
1.2. Maintain an employee’s education qualification, certifications, degrees and any endorsements.
1.3. Manage pay fixation, leave sanction, increments, periodic leave surrender
Maintain previous employment details like name of the organization, position held (designation),
1.4.
start/end dates, reason for leaving, last salary drawn etc.
Maintain names and contact details of spouse, children, parents, dependants, nominees under
1.5.
different schemes, etc.
Maintain employee's gender, date of birth, blood group, citizenship, marital status, religion, caste
1.6.
etc.
1.7. Update employee's recent photograph and other details
1.8. Maintain details of assets and liabilities of employees periodically
1.9 Capture and maintain the details of employee's health problems
Maintain the languages known with details of speak, read and write separately. Clear indication for
1.10.
the mother tongue
Maintain the details of spouse and relatives in the service of the organization including name,
1.11.
personnel number, unit where working, designation with provision for updation of records
Maintain details of the dependents including relationship, their month & year of birth, studying in
1.12.
school/college, monthly income/pension amount
1.13. Maintain date of joining, date of confirmation in each grade/post
Maintain details of promotion from one grade / scale / discipline to another including any
1.14.
reappointment through internal selections
1.15. Change employee status
1.16. Maintain data about type of employment, like 'Permanent', 'Contract', etc.
1.17. Maintain employee data with regards to claims, etc.
1.18. Maintain employee data with respect to Gratuity, etc. and the nominations for the same.
1.19. Enter and maintain details of the office assets given to the employee
Maintain the insurance (EDLI, GSLIS) related details for each employee, like insurance number,
1.20.
nominee details, amount etc.
1.21. Enter the details of full and final settlement during the exit of an employee
1.22. Enter whether a person exiting from the company is 'Eligible for Rehiring'
1.23. Enter details of resignation, like date of resignation, release date, etc.
1.24. Enter the details of Exit interview, 'No dues' clearance
Page 75 of 120
2 Performance Appraisals
2.1. Support maintenance of history of performance appraisals with final rating for each employee
Track and record the full range of employee, management, or third party generated appeals and
2.2.
grievances
Maintain history of trainings attended (prior to joining & after joining) like name of the course,
2.3.
name of the Institution, month & year of training, duration of the course in days/weeks etc.
Maintain the awards for which nominated / received by the employee including the name of the
2.4. award, year of award, in which discipline/field and date of receipt of award and special status/
privilege, if any, to be given to him for the award
3 Employee Transfers
Transfer history of the employee including the current & new location, nature of transfer (self-
3.1. initiated / company initiated), date of joining and date of relieving at different locations, number of
times cancelled but kept in abeyance etc.
Maintain present place of posting including name of the department, cost centre, present
3.2.
designation, grade etc.
Carry out postings / transfers of employees upon their promotions, on completion of normal tenure
3.3.
etc.
Maintain transfer records of specialist cadre transfer (like IT, security etc.), identification of
3.4. vacancies and issue of transfer orders based on the recommendations received from the respective
specialist departments and approval of the competent authority is obtained
3.5. Maintain Audit trial of all changes made to sensitive information
4 Recruitment
4.1. Receive, download and showcase of status of candidates from web-based form.
Generate a unique employee code and an appointment letter once all the essential details for the new
4.2.
employee
5 Miscellaneous activities
Send reminders to concerned people in HR for taking action on: birthdays and anniversaries of
5.1.
employees, confirmation of employees, etc.
5.2. Link quarter allotment with employee’s payroll details and make necessary deductions/additions
Provide reports of employees based on the categorisation of Length of Service, Age, Qualification,
5.3.
Designation, type of employment, etc.
5.4. Create position profiles and competency matrix
5.5. Route the submitted form automatically to the concerned reporting manager
5.6. Preclude duplicate data entry of employee information already residing within the system
5.7. Maintain Audit trial of all changes made to sensitive information
5.8. Record the compensation amount paid to employee / employee dependants in case of employee
Page 76 of 120
death.
6 Personal Development
6.1. Upload the details of the training needs onto the system
Upload the training plan and budget onto the system with the following details:
• Schedule of the training modules / programmes
6.2. • Observer for each of the training programmes
• Approximate cost for the training programmes
• Names of employees expected to attend the respective trainings
Upload training cost for each session and automatically update the remaining training budget after
6.3.
each training session
6.4. Upload training material onto the system
6.5. Enter the attendance and training feedback for each session
6.6. Update the training plan in case of any modifications
Enter the training details such as number of training hours, type of training, etc. for each of the
6.7.
employees as and when they attend a training programme
6.8. Enter the period after which the post training analysis is to be organised
Send reminder to HR for conducting the post training analysis for the employee in line with the
6.9.
period entered
6.10. Enter training evaluation scores for the employees
6.11. Store minimum score/ Feedback required by the employee for closing the training gap
6.12. Automatically close the training gap if the evaluation score is above the threshold
Capture training needs automatically from Performance appraisal module and the Competency
6.13.
mapping module
6.14. Shortlist participants for various training courses based on skill requirements
6.15. Maintain external certifications obtained by employee
6.16. Produce individual and departmental training reports
7 Time Management
7.1. Attendance of MANMUL employees and contractual employee
System at field level (BMC / CC) should have the provision to integrate and record attendance of
7.2. the regular employees and contractual employees from Biometric or GSM / mobile based
attendance tracking system
7.3. Apply, maintain and view employee leave details
Store the rules of the leave policy, (for e.g. the employee's eligibility for number of privileged leave,
7.4.
casual leaves, etc.), leave approver for each employee, etc.
7.5. Automatically calculate the leave balance and reverse when the leave application is cancelled
Page 77 of 120
Link the attendance and leave system such that leave details are automatically updated in the
7.6.
attendance system
7.7. Automatically route the leave application to the concerned approver
7.8. Mention the reason for leave, rejecting a leave application
7.9. Cancel the leave application when the approval is pending
7.10. Capture data from the employee access system
7.11. Upload attendance data of employees onto the system
8 Organization Management
8.1. Provide restricted access to different classes of employee master data
8.2. Upload and maintain the Job Description for the employee
Access information of the employees at various levels - to go from organization level to sub levels
8.3.
like Unit level, department level and employee level
Indicate details of each position, whether vacant or occupied and name of the person occupying the
8.4.
position currently
8.5. Add or remove positions in the organization
8.6. Provide documentation needed to complete the recruitment process
9 Employee Self Service
Employees to view pre-defined data themselves e.g. Bank details, marital status, nomination etc.
9.1. and leave balance, leave status, salary details, liabilities, declare IT returns, property returns,
property lease details, medical & Entertainment etc.
Bill payment system which would also include reimbursements- submission, tracking, and approval
9.2.
on claims, for receiving of physical proof/bills
Remind the employee through self-service/e-mail/SMS regarding modification or requirement of
9.3.
additional data
Provide links to the important items hosted in various in-house websites/intranet e.g. important
9.4.
circulars/ instructions/ policy documents etc.
9.5. Apply for leave (with appropriate documents to be submitted online), bill payments, loans, advances
etc. for employees and approval to be managed through proper workflow defined in the system
Apply for leave cancellation and submit joining report after submitting scanned copy of the fitness
9.6.
certificate in case of medical leave
9.7. Forms to be submitted online for reimbursement towards bills, expenses incurred etc.
9.8. Compiling on-line appraisal/ performance report, review and approve
9.9. Send the employee confirmation after changes are made online
9.10. Allow the manager to provide access to staff performance review information
9.11. Generate employee performance history, appraisal forms, performance plan templates and employee
Page 78 of 120
performance plans
9.12. Raise request for quarter allotment basis the designation
Provide access to staff training information and Enable managers to review staff training history and
9.13.
approve training enrolments
9.14. Accommodate multiple levels of review and approval
Provide immediate updates to the core HR/payroll database when data changes complete the
9.15.
workflow cycle
9.16. Provide an audit trail
Allow managers to view their direct reports as well as drill down to lower levels under their area of
9.17.
responsibility
10 Administration
10.1. Capture the particulars of all the vehicles owned by the company
Maintain the entry of outgoing letters/through courier / postal and inward letters disbursement to
10.2.
departments
10.3. Record the employee's telephone bills and recover cost from salary
Details of employee's company car travel for personal purpose and recover the cost from the
10.4.
monthly salary
6.1.4. Payroll
1.1. Calculate salaries based on the rules of the Dairy
Provision for capturing statutory deductions like Provident Fund, ESI, Professional Tax, Income
1.2.
Tax and others be tracked for per employee and necessary documentation requirements
Accommodate changes and effect payments when the pay structure changes. The changes may
1.3.
result in payment with retrospective effect and payment of arrears
Make changes in salary rate due to increments (types of increment – Annual increment, special
increment, time bound increment etc.), promotions, and fixations (on promotion and on pay revision
1.4.
by Govt.) etc. System should provide an impact analysis tool for analysis of impact of revision of
any / all components like pay, allowances, deductions etc.
Preparation of fund requisition to be sent to head office Accounts section in cases of salary
1.5.
disbursement and other allowances on a monthly basis
1.6. Calculate bonus for employees
1.7. Suspend salary processing of identified employees
1.8. Include perquisites details (fields to vary based on employee grade, eligibility etc.)
1.9. Integrate with other HRD modules and Finance and Accounting modules
1.10. Maintain audit trails for all activities
Page 79 of 120
1.11. Record Leave/Absent and push the data when processing payroll of the monthly salary
Forward the overtime schedule to the competent authority for approval if the amount of overtime is
1.12.
over a defined percentage of the basic salary
1.13. Compute the final settlement claim of the employees
Change of location of employee in case of transfer, with proper impact in the books of accounts
1.14. made to record the salary, balance of loans, recovery status to the new location from the date of
transfer
1.15. Adjust calculations for mid-pay period salary, advanced salary, and employment actions
Record fields as class, category, direct/indirect, operative/non-operative, technical/nontechnical,
1.16. unit on which the employee is working or common staff or corporate office staff, Cost centre (like
division) etc.
1.17. Deduct loan instalments & separately track deductions, loan, balance etc.
1.18. Provide investment criteria & rules
1.19. Capture TDS amount and generate Form 16A and Form 24Q, TDS challan& return
Hold salary for various disciplinary reasons viz., till the submission of proof of declared/ actual
1.20.
investments
1.21. Track advances and net of advances against claims submitted
1.22. Support payment of incentives/ additional allowances to employees and add it to the gross income
Capture the retirement benefits including gratuity, leave encashment, pension, pension
1.23.
commutation, etc.
Post the amount of salary paid for each element of pay for an employee, based on the relevant GL
1.24. account code and employee cost centre information to General Ledger. Financial postings include:
Element, Amount, GL Account, and Cost Centre.
1.25. Capture exit management records viz., questionnaire etc.
1.26. No Dues certificate / Accounting in payroll for terminated employees
Encashment of TA/DA, Medical bills, Leave, Tours and travel and also on retirement along with
1.27.
capture of tax adjustments as per the company's policy
1.28. Configure and manage the admissible amount in case of medical / travel reimbursements
1.29. Process reimbursements of medical bills
1.30. Provision to recover in next pay check and provision to withhold salary of employees
Perform “What-if” calculation of pay and benefits for terminated employee based upon certain
1.31.
calculation parameters like last drawn salary, termination date etc.
Generate pay slip with following detail: Taxable and non-taxable components in separate columns.
1.32. Display Tax till date, Tax Recovered, Projected etc that are being provided and Loan balances and
no. of instalments deducted or left
1.33. Provide exceptional report available from the system, (month – on – month) highlighting the change
Page 80 of 120
in any of the information in the employee master including the salary change, change in allowances,
change in employee details, other modules (leave, separation, disciplinary etc.) or any other
financial or non-financial information, which needs to be verified and approved by the competent
authority
6.1.5. Purchase & Store and Engineering

1 Indent/ Purchase Requisition (PR)
Raise indent and configure access for to authorize personnel based on organization chart and access
1.1.
control matrix. The indent
Raise purchase indent by user for AMC/ material required under AMC and it would be processed by
1.2.
user
1.3. Raise purchase indent by user for works and service request and it would be processed by user
1.4. Generate a unique indent number.
Run reports like: past purchase PO, last 3 years consumption, estimated value of current purchase,
1.5. estimated delivery date, type of purchase, nature of item (proprietary, general), where used details,
total budget allocated to the dept. etc.
1.6. Capture reason of purchase/indent when stock available
1.7. Raise alerts when items reach the re-order level and generate indents automatically
1.8. Suggest vendors while raising the draft indent (based on supplier rating)
1.9. Forward the indent to the respective approving authority through a defined workflow for clearances
Evaluate the indent online and reject / suggest modification / approve indent with detailed
1.10.
comments / notes
1.11. Attach scanned documents for approval
1.12. Prioritize Purchase Requisitions/Indent on material requirement
1.13. Create internal indent by a unit/dept./etc. on another unit/dept.
Rework and resubmit the indent for approval after necessary modifications
1.14.
Track the requirements from different departments and consolidate for indenting
Allocate funds against an indent online from department budget and deduct the budget after the
1.15.
purchase has been made
Track indent status at every approval stage
1.16.
Choose the mode and type of tendering with code
1.17. Trace the indent to the indenter, department etc. with the audit trail with regard to date
1.18. Freeze indent, post which further modification are restricted
Track the requirements from different department level and consolidate for indenting. The same has
1.19.
to be monitored for issue to the dept. Provision must be there for authorizing issues beyond
Page 81 of 120
projected level.
1.20. Define the items having a matching part and if they are to be procured in set / from same source
1.21. Define job duration and execution period in cases of services/work indents
1.22. Request for creation of tenders in case of job orders/services
1.23. Choose the mode and type of tendering with justification code
1.24. Auto transmit tender to the purchase department
1.25. Give justification of indent quantity
1.26. Identify existence of rate contracts at the indenting stage and link it accordingly with the indent
1.27. Group items under AMC/Non-AMC
1.28. Create a purchase requisition / Indent from an existing requisition
1.29. Display stock availability during indent creation
2 Vendor Registration
Web-based/Mobile Based registration page to capture details of vendors like name, address,
2.1. scanned documents, product code, contact person name(s)etc.
Validation of vendor registration using tax registration number
Capture details of vendors manually as well and facilitate consolidation based on pre-defined
2.2.
criteria to take further approvals for inclusion into the approved vendor list.
2.3. Accept and refund payment as registration fees online, wherever
2.4. Attach documents on-line for verification.
2.5. Generation of provisional/permanent registration letter.
2.6. Update the purchase order details with vendor like goods, contract value etc.
3 Vendor Master
Capture vendor details along with their agents/ dealers, HO, works units, bankers, sister concerns,
3.1.
zonal offices, etc. with respect to the item/materials
3.2. Authorize modification of vendor details by authorized individuals
Evaluate vendors (vendor rating) based on Quality, Cost, Delivery, Service and any other user
3.3.
defined parameter
3.4. Segregate vendors as approved, preferred, partner
3.5. Link vendors to items for sourcing by group/sub-group.
Store vendor information with regards to: supplier, contractor, sub-contractor, transporter,
3.6.
approved/ registered, blacklisted/active/not active, dormant, under trial, etc.
3.7. Generate unique vendor code
3.8. Track manufacturer / dealer / stockiest / agent etc. with provision for accepting multi role vendors
3.9. Verify existence of rate contracts at indenting stage and to display alerts for sourcing decisions
3.10. Filter vendor according to the region, items etc.
Page 82 of 120
3.11. Track changes made to the vendor master data

Generate renewal letters / reminders for registration and if no response is received facilitate de-
3.12.
registration of the vendor
3.13. Maintain vendor hierarchy
3.14. Record details of all correspondence made with the vendor against enquiry.
3.15. Block vendors/mark vendors to be removed/deleted
3.16. Send notifications for vendor delivery schedule
3.17. Prevent transactions from blocked/removed vendors
3.18. Allow vendors request for addition/deletion/up gradations of items.
3.19. Vendors to inform about new offers on products
Receive on-line (web enabled) requests from vendors with respect to change in
3.20.
status/address/contacts and grievances and send intimation to concerned authority for validation
Auto generate provisional code for new supplier submitting bid for global tender (without requiring
3.21.
registration process - only temporary code creation)
3.22. Sister Unit vendor details visibility and Portfolio of vendors to be submitting and stored in master
4 Request for Quotation
Recommend purchase plan and quantity based on past consumption pattern, specific consumption
4.1.
norms, existing stock, pipeline stock, estimated requirement and lead time involved
Collect requirements from various departments and procure strategically for common and similar
4.2.
items
4.3. Shortlist vendors from vendor master on the basis of criteria for issue of RFQ
4.4. Track budget allocation and the utilization against the same
4.5. Capture vendor quotations for material requisitioned against the RFQ
4.6. Create an RFQ from approved indents
4.7. Merge/demerge indents
4.8. Create one RFQ for multiple indents with indent reference.
Make and send modifications /clarifications on the bids to the respective bidders and record the final
4.9.
technical recommendation
4.10. Provide functionality to perform bid/quotation evaluations
4.11. Input and incorporate the user defined evaluation methodology for vendor selection
4.12. The vendor to provide quotation/tender information online
4.13. Automatically release the RFQ to the vendors
Provide functionality for quotation management and evaluation. Create cost comparison statements
4.14.
highlighting prices, lead times of delivery, credit terms, other terms and conditions
4.15. Close the RFQ process at a predefined date and restrict further changes/processing of quotations.
Page 83 of 120
4.16. Issue RFQ for part quantity (when part quantity has been already ordered).
Track the RFQ in the system in terms of RFQ release, offers receipt, regrets, queries/interaction
4.17.
with vendor as well with indenter and clarification received there on, etc.
Authorize control/handling of RFQ(s) as per buyer group/purchase officer wise/indenter wise/item
class wise etc.
4.18.
Quotation management and evaluation. create cost comparison statements highlighting prices, lead
times of delivery, credit terms, other terms and conditions
4.19. Record and track proof of RFQ dispatch/receipt at destination details/SPEED POST/FAX
4.20. Receive offers/bids into the system.
4.21. Capture bid details.
Make comparative statement and rank the offers received based on defined parameters
4.22.
Track budget allocation and the utilization against the same
4.23. Rank offers considering matching items, item wise, and small value items
Evaluate the offers with comments placed on the respective offers' evaluation / approval flow
4.24.
(comments from indenter, vendors etc.)
4.25. Extend the tender opening date even after the tender submission date has passed.
4.26. Record the details of tender/bid opening
4.27. Record the details of forwarding of offers to technical department and tracking the replies
4.28. Track and generate automatic alerts and reminders for technical recommendations
Make and send modifications /clarifications on the bids to the respective bidders and recording the
4.29.
final technical recommendation
5 Tender
5.1. Upload list of requirements with Specifications by user
5.2. Purchase section to verify the tender requirement and give feedback
5.3. Upload technical and financial score with vendor finalization
5.4. Seek necessary approval for vendor finalization and upload details to issue purchase order
6 Purchase Order
6.1. Check for budget allocation when generating a Purchase order / Purchase Proposal Abstract
Send the offers for concurrence / approval to the respective authorities as per the Delegation of
6.2. Power and based on the type of procurement
(capital/revenue)
6.3. Prepare a Purchase proposal based on the recommendation made by evaluators
6.4. Revise proposal after negotiation with the vendors
Capture the following details in PO: Date and location of delivery, PR/Indent number, Material
6.5. Code with description and quantity, agreed upon rates including breakup of taxes, payment terms,
other terms and conditions etc.
Page 84 of 120
Give provisional ranking to commercially and technically acceptable offers separately and give final
6.6.
ranking for price bid opening
6.7. Create special purchase order in case of emergency breakdown etc. with predefined approvals.
6.11. Follow up for delivery by sending reminders to vendor
Support centralized and decentralized purchasing scenarios and configure approval limits according
6.12.
to the purchase policies
Amend Purchase Order with user's approval / financial concurrence and approval of Competent
6.13.
Authority and to keep track of all past amendments.
6.14. Generate multiple Purchase Orders (A/T) against one RFQ to multiple vendors and vice-versa.
6.15. Create a Purchase Order with staggered delivery schedule item wise
6.16. Release schedules against a Purchase order for staggered delivery
6.17. Capture pre-defined Tolerances on Quantity ordered and received
6.18. Generate Annual Rate Contracts for various scenarios (quantity, rate etc.)
6.19. Revise the rate contract as per the rate revisions for specified products.
6.20. View rate charts for various gods purchased.
6.21. Generate purchase orders with quantity but no delivery schedule (contracts)
6.22. View status of PO's and track the open PO's
Create PO tracking sheet capturing following information: Identification of any deviations from
6.23. SLA, Turnaround time from the time of raising of requisition and receipt of materials; delay by
vendor in the delivery of material, GRNs raise against a particular PO
6.24. Compare offered rates with estimates and/or last PO rate and report variances
6.25. Generate release orders against an open/rate contract PO as and when material is required.
6.26. Capture procurement
Capture entire asset procurement cycle: asset requirement plan, Quotations, PR's, PO's, Asset
6.27.
receipt, deployment, capitalization, transferring, disposal etc.
6.28. Capture cash purchase process
Query on Purchase order history by vendor, item code, PO number, MI No (material indent no),
6.29.
Delivery date etc.
Generate automatic reminders to vendors for delivery on time, quality complains, hard copy of offer
6.30.
return if not open, vendor rating, document discrepancy etc.
6.31. Track payment / refund /Recovery status against PO
Track Bank Guarantee against advance, PBG against PO in terms of value, receipt and validity and
6.32.
raise alerts.
6.33. Link up performance related data along with payment
6.34. Refer PO for the creation of Good receipt
6.35. Update the inventory account automatically depending upon the Goods receipt
Page 85 of 120
6.36. Amend / cancel /restore a Purchase Order

7 Contract Management
Maintain contract related manuals, guidelines, policies, delegation of powers, etc., for centralized
7.1.
access to all
7.2. Update above information along with version control
7.3. Capture contract start and finish dates
Track the history of previous tenders such as budget, number of tenders issued, number of contracts
7.4.
awarded, work effort etc.
7.5. Maintain the qualifying criteria in a parameterized form
7.6. Maintain versions and reason codes for tracking modification
7.7. Maintain the standard templates for the creation of tenders
7.8. Support different types of tendering: Open, Limited, Single
7.9. Configure workflow for review and approval of the type of tendering to be followed
7.10. Number the tender document
7.11. Populate the tender details from the information maintained in purchase requisition.
Modify unit of measure as per predefined parameters. maintain the conversion rates for unit of
7.12.
measure
7.13. Maintain the version control for tenders in case of amendment to the tenders
Circulate the amended tender with version number to all the eligible applicants in case of
7.14.
amendments.
7.15. Maintain reason code for amendments in the tender
7.16. Map the payment terms to the deliverables / procurement schedule in the tender.
7.17. Define the components, with respect to which, prices have to be quoted.
Generate the cost estimates for the tender based on the cost details maintained for the individual
7.18.
items and activities as mentioned in the purchase requisition / indent.
7.19. Maintain standard templates for Letter of Award and Letter of Intent
Support amendments in contract terms during execution based on change requests submitted by the
7.20.
contractors and evaluation of the same by the respective committees.
7.21. Define and configure the work flow for approval of amendments to the contract terms
7.22. Generate order after amendments are made to contract
Document each external/ internal correspondence against a contract for issue handling and progress
7.23.
review
Capture annual contracts with predetermined taxes/with quantity discounts but no predetermined
7.24.
rates/ rates or quantity discount revised after a predefined period
7.25. Capture contract expiry dates
7.26. Impose penalty if the project/job completion is exceeding the due dates through claims management
Page 86 of 120
functionality
7.27. Monitor contractor performance
Convert the EMD to security deposit for the contractor whom the work is awarded and refund of
7.28. EMD to the unsuccessful bidders. refund the security deposit after the successful completion of the
job with adjustments, if any.
7.29. Renew the contracts.
7.30. Accelerate the purchasing process by collaborating with approved suppliers/contractors online
7.31. Integrate the purchasing function with finance in order to process the payments
7.32. Update the status of certified bills pending for payment
7.33. Track contract value, service delivered and payment against the budget.
7.34. Monitor the delivery schedules and tracking delays.
8 Asset Management – Item Master
Group all Assets and their spare parts based on parameters like Electronics, General,
8.1.
SOCIETY/BMC/CC consumables
8.2. Map all assets at MANMUL and related offices and issue assets from stores to users and vice versa
8.3. Assign unique category code to each category
8.4. Assign item name in each category
8.5. Assign model, make, characteristic etc. to each item
8.6. Assign unique item code as defined by Union/CC using barcodes/RFID tags/manual numbering
8.7. Feature to link each item to all types of vendors in vendor master
8.8. Attach Purchase Lead Time to each item
8.9. Define the sales price for materials to be sold at camp office.
8.10. Attach rate contract as applicable
8.11. Attach Technical Write up, end user certificate for imported items
8.12. Capture excise tariff number / customs tariff number to the items
8.13. Capture inspection type - Receipt/ Pre-dispatch/ Third party/ Joint/ sample/ performance Inspection
8.14. Give assets code to all products and materials as per the goods, stores, users etc.
8.15. Associate AMC/Insurance associated with products.
8.16. Link each item of an indent to equipment/ assembly/ component of a department
8.17. Track non-moving and obsolete items.
9 Material Indent and Return Indent
9.1. Create an indent for materials to be issued from stores by all users of Organization
9.2. Get approvals from relevant authority as per the organization Hierarchy
9.3. Issue the goods and update the stock with details of user in asset master
9.4. Generate alert if the stock goes below the minimum order value
Page 87 of 120
9.5. Generate return material indent in case of unserviceable goods

9.6. Categories materials into buyback or auction category
9.7. Take approvals from competent authority as per definition in system
9.8. Generate contact supplier or potential supplier for buyback/Auction option
9.9. Compare tenders received from supplier and take approvals
9.10. Create supply order and update details in vendor master
10 Material Receipts
10.1. Verify the goods received for specification as per purchase requisition
10.2. Generate of material received receipt
10.3. Notify quality management to carry out inspection for goods received
10.4. Update quality check status reports in the system or keep it pending.
Update the stock in system as per the asset code and quality check report. manually update the
10.5.
opening stock on quality check or in case of material returns
Reject goods in quality and modify the stock level. Also, update quality status as not as per required
10.6.
specification and also provision to modify payments with penalty.
11 Services Master
11.1. Classify services as per their areas
11.2. Identify whether a service is covered under Annual Maintenance Contract or not
11.3. Generate unique service code for services done
11.4. Assign name corresponding to service code
11.5. Assign vendors to a service
11.6. Insert description of the service
11.7. Check existence of rate contract
11.8. Attach service entry sheet along with each service code
12 Stock Control
12.1. Define certain category of items based on the item characteristics
12.2. Define the critical stock (items and level)
12.3. Keep the record of the critical stock and raise alerts when the stock has reached the defined level.
12.4. Raise indents along with details for items
Capture shelf life and re-order level details for items and automatically raise indents if inventory
12.5.
falls below re-order level
12.6. The past years consumption details and patterns to be made available
Maintain various review period policies like 6/12/18 months are maintained depending upon the
12.7.
lead time and rate of consumption
12.8. Read asset tag every time during transfer and record the transfer details
Page 88 of 120
13 Asset Tracking & Maintenance

Carry out Lifecycle Management of Assets by using the unique Item ID assigned to it by system.
Key information to be captured are:
(a) Utility Consumption and Asset usage
13.1.
Analyse inventory in terms of 'items reached re-order / safety level' and 'critical' items
(b) Maintenance down time analysis
(c) Mean Time Between Failure information
13.2. Record the asset performance details (for all the assets at SOCIETY, BMC, CC level)
Generate the comparison report of the Asset performance with respect to the defined benchmarks
13.3.
for performance evaluation.
13.5. Raise maintenance service request at SOCIETY & CC level by using central system
Maintenance Service Request can also be raised by sending an SMS to the defined phone number.
13.6. There should be a provision in the system to read the details in the SMS and create a service request
(SR).
13.7. Send the acknowledgement SMS/email to the requester.
13.8. Update the Service request status to the requester via SMS or email
13.9. Assign the service request to designated personnel
13.10. Track the status of a service request in the system until closure
13.11. Maintain Asset write offs
14 Asset Verification
Schedule category wise / location wise verification of all assets and generate periodic reminders for
14.1.
the same
Upload details of physical verification like working state of the asset and mention of any
14.2.
damaged/lost asset
14.3. Comparison of entered data against benchmarks in the system to decide the working state of asset
Define benchmarks against which verification parameters are to be compared and criticality for
14.4.
assets decided
Generate asset verification report from the compiled data. Reports should be made available in the
14.5.
central system
15 Budget
15.1. Define various types of budget like revenue, capital etc.
15.2. Define and gather requirements under revenue as Consumption and Procurement budget
Gather requirements from various works department as consumption budget and consolidate the
15.3.
same for department cost centre wise
15.4. Send the requested budget for approval and then to Finance
15.5. Gather requirement for under capital budget
Page 89 of 120
15.6. Inventory Management

Analyze the consumption pattern, present stock and pipeline quantity, estimated sales (finished
15.7.
goods), production plan, etc. to plan for inventory
15.8. Record the inspection schedule and results of shelf life items and alert.
15.9. Record shelf life of all samples, chemicals and other perishable goods.
15.10. Record name of supplier, batch number, procurement date, expiry date for samples
Perform various kinds of inventory analysis like ABC analysis, XYZ analysis, Fast/Slow/Non-
15.11.
moving analysis, consumption analysis etc.
Post stock adjustment transactions (positive and negative adjustments) to adjust quantity and / or
15.12.
value after approval.
Analyze inventory in terms of 'items reached re-order / safety level' and 'critical' items and generate
15.13.
appropriate alerts to respective stakeholders
15.14. Analyze age-wise and location-wise inventory, class code wise, area code wise, store/sub store wise
Maintain and run the Stores Ledger detailing the opening and closing stock, receipts, issues, price
15.15.
and quantity
15.16. Do Stock Verification based on the defined method and periodicity.
Create and maintain item master with detailed control flags viz: critical to quality, critical to
15.17. production, proprietary, insurance, hazardous, shelf life, area wise qty of installation, similar items,
alternate items, rate contract, surplus, obsolete, scrap etc.
15.18. Value inventory on various methods like average, weighted average, current, etc.
15.19. Analyze raise in inventory based on quantity escalation, value escalation
15.20. Track sub-store inventory
6.1.6. Procurement & Input and Daily P&I

1 Creation of New Society – At main dairy Level
Resister the society with its additional details, Provision to capture the details of pourer for Member
Application Process at Main dairy. Following detail needs to be captured:
(Note: Digitization of the society operations is out of scope for the Dairy ERP Project)
•Application Form Number
•Date of Application
1.1.
•Application/Society Code
•Name Daughter/Wife/Son of
•Sex
•Age
•Address
Page 90 of 120
•Phone number
• PAN number
•Bank details (Bank name and branch, A/c number)
•Deduction Amount
•AI Center/BMC/BMC cluster details, Cluster of society associated etc.
•Government Scheme coverage like STPE, NLRM
•DCS Staff details working for society
•Distance from Chilling Center/BMC should be captured.
•LRPs Local resource person working for each society - details (name, society, scheme, etc.)
1.2. Check for the required for compliance for registering society in database of MANMUL
Modify the transactional details of societies like Local sales, Population of Cattles and milk
1.3.
producers, P&L details etc.
1.4. Request for new society registration and approval by competent authority
1.5. Check for compliance requirements (district, block, village, hamlet, area of operation etc.)
1.6. Update the master data on approval of registering new society
1.7. Update the status of society as defunct/active or delete it with competent approvals and comments
2 Creation of New route – Camp Office/ Chilling Centre and Main Dairy
Create/modify the route plan accordingly and assign transporter to the newly registered society for
2.1.
collection of milk as per defined sequence. If possible, route plan should be mapped on GIS Map
2.2. Monitor active/inactive societies and change the milk collection route accordingly
2.3. Optimize the milk collection routes based on the procurement patterns
2.4. Send the route map on email to transporter
2.5. Send notification to chilling centre for the route map.
3 Order Tracking
Feed orders for various input services including cattle feed, cattle feed, feed Supplements, Mineral
3.1. Mixture, seeds, Medicines, AI straws etc. at camp office under respective society. Liquid nitrogen
from Camp office and other institutions.
3.2. Track order status for items related to cattle feed, semen straws etc.
Capture the order directly into the software system or work in offline mode and then upload that
3.3.
into the central database.
Interact with the central system to download relevant forms for capturing details for required input
3.4.
services
Temporarily store inputs obtained on prescribed forms locally before compiling and uploading the
3.5.
data to central server
3.6. Updating the order status after receiving of order
Page 91 of 120
Capture order details like Item name and quantity against a SOCIETY for Cattle Feed,
3.7.
Supplements, Mineral Mixture, seeds, Medicines, AI straws
Maintain credit limit for input services being provided to the societies. System should alert when the
3.8.
order value goes above the credit limit else the credit limit to be accepted as the order value
3.9. Track sale and distribution of items
3.10. Automated flow into finance for amount to be deducted from milk bill with society details
4 Managing Orders at HO
4.1. Consolidate orders received from all camp office into a PO.
Send PO to feed manufacturer along with quantity and expected delivery details SOCIETY wise
4.2.
location
4.3. Enable user to view created invoices
Supply cattle feed to society. Payment details to be integrated and notification to be sent to Finance
4.4.
department for milk bill deduction.
Allow Finance department to verify the purchase details of cattle feed for unions before confirming
4.5.
order, subject to receipt of payment
Record details of SOCIETY wise acknowledgement receipts of feed delivery submitted by
4.6.
manufacturer and initiate payment once all receipts have been submitted
4.7. Deduct the money from member society milk bill
4.8. Track sale and distribution of additional items added to the master list in the future
4.9. Track inventory including frozen semen dose, liquid nitrogen, AI containers etc. society wise
4.10. Track activities of each AI technician
4.11. Include additional items in the master list of sales items along with item code
4.12. Track sale and distribution of additional items added to the master list in the future
5 Manage Veterinary Services
5.1. Plan for roster and route for Mobile veterinary route, Health camps, Vaccinations for week/month.
5.2. Have database of doctors and volunteers registered with camp office
5.3. Assign vehicle, doctor to an MVR, health camp etc.
5.4. View the route assigned and raise request for required medicines
5.5. Stores to issue the medicine for the route/concerned doctor and update the stock of stores
Update the cases in system and associate with tag number of cattle for MVR/Emergency/Health
5.6.
camp etc.
5.7. View the history record for tag number
5.8. View the route when the it is started and show the contact information of doctors
5.9. Contact concerned doctor when on trip through SMS or email
5.10. View the route and edit at P&I in charge level
Page 92 of 120
6 Artificial Insemination (AI)

6.1. Capture order details like type and quantity SOCIETY for AI requirement as ordered
6.2. Allocate semen straw as per indent to society/camp office/institutes
6.3. Issue the semen straw/Liquid nitrogen to AI worker
6.4. Have database of AI worker registered with society/village/cluster.
Additional cattle details to be entered for cattle enrolled with MANMUL as per tag number for this
service:
- Date of Artificial Insemination
- Breed of bull whose semen is used (Bull number)
6.5. - Pregnancy diagnosis date
- Pregnancy confirmation (Yes/No)
- Date of calving
- Calf born
- Associated AI worker
Calculate incentive of AI worker as per the details of AI and send details to finance for payment to
6.6.
AI worker
6.7. Track sale and distribution of items
7 Trainings at MANMUL
Create training a calendar in systems with associated trainer, course, venue, training under scheme
7.1.
covered etc.
7.2. Send notification to various camp office for trainings to be conducted and send nomination
7.3. Send alerts and details of trainings to trainer within MANMUL
7.4. Mark attendance of attendees in trainings and give feedback
Compile list of trainings conducted under various schemes and calculate training fees as per
7.5.
predefined rules
8 Manage request of Society at Camp office
Raise request for sale of fodder seeds, insurance claim or reimbursement of equipment per society
8.1.
by camp office
Submit relevant documents for insurance claim of cattle with tag associated with cattle at society
8.2.
level
8.3. Download documents and send request to third party and update the status of claim
Submit request for reimbursement of equipment including milking machine, cow shed, rubber mat
8.4.
etc.
8.5. Submit relevant documents for claim including invoice, specifications of product etc. society level
8.6. Calculate subsidy on equipment and check compliance as per pre-defined criteria in system
Page 93 of 120
8.7. Send notification to finance for subsidy to be reimbursed in the society account
8.8. Submit request for sale of seeds fodder to MANMUL with mark status of quality clearance
8.9. Update the status of quantity of fodder seeds sold per society
8.10. Send notification to finance for sale of fodder amount to be added in milk bill of society
9 Milk Scheme
Upload the details of milk provided per society from each MPCS and process GOK incentive and
9.1.
incentives for MPCS staff from MANMUL / GOK
9.2. Verify the amount of milk in application from milk procurement at chilling centre / BMC
9.3. Crosscheck for any mismatch for respective camp office
9.4. Bill for MANMUL with all the details of procurement done
9.5. Updates in system for payment status as per external notification
10 Sale of goods at Camp Office
10.1. Make sales price of items for sale at camp office via token or milk bill deduction
10.2. Mark status as sold for goods sold with details like mode of sale, (Token or milk bill receipt)
10.3. Send details to finance for milk bill deductions
10.4. Recommend DCS materials and advance and grants to societies
11 Other system functionality
11.1. Collect SOCIETY wise data and compile reports to be viewed at HO
11.2. Handle new services under input services in future and track its order and material supply
11.3. Add/edit a master list of services based on defined workflow
Design and generate forms for capturing details corresponding to specific input services which is
11.4.
send to head office by camp office
Synchronize data with the central system along with the fetch reports generated from the transmitted
11.5.
data for each service
Temporarily store inputs obtained on prescribed forms locally before compiling and uploading the
11.6.
data to central server
Maintain records for Bulk Milk Coolers / Society with organization details and materials issued to
11.7.
them
Have detailed register for BMC / Chilling Center / extension offices for details, infrastructure issued
11.8.
etc.
6.1.7. Milk Procurement

1 Milk Procurement
1.1. Capture the time of arrival of inward transporter at CC/BMC
Page 94 of 120
Input the dispatch details of each society connected to the respective CC/BMC along the respective
1.2.
routes
Capture quantity from the electronic weighing scale and to automatically convert quantity in kg to
1.3.
quantity in litres
Capture milk/butter/cream collection details at CC/BMC. Following details (indicative) should be
captured directly from the Milk testing equipment:
•Date
• Shift (AM/PM)
• Time
• Society Code
1.4. • Type of Milk
• Fat%
• CLR
• SNF%
• Quantity
• Value
• OB of milk procured and dispatched
Record the details of rejected milk at CC/BMC. Following details need to be captured
• Society code
1.5. • Sample number
• Reason of rejection
• COB/Butter/Cream
Integrate the following milk testing equipment with the system:
Milk Analyser
1.6.
Milk Tester
Milk Data Processing Unit
Verify and reconcile with the quality & quantity of milk dispatched at society and milk received at
1.7.
CC/BMC and provide alerts in case of discrepancies based on threshold limits set in the system
Calculate the recoveries from the milk bill prepared w.r.t any input services such as cattle feed, AI
1.8.
straws, veterinary services, fodder, loans and advances to the member
1.9. Calculate incentives for society based on various parameters
1.10. Maintain financial books of accounts at the BMCU level and maintain milk stock ledger
Schedule and maintain records for CIP cleaning, quality checking of milk tankers and any other
1.11. quality tests as per statutory compliance
The system at CC/BMC to capture all testing details and store the data
Page 95 of 120
1.12. Generate monthly procurement route plan for milk collection at the society
Automatically update the price chart from the central system and update the milk price in the
1.13.
society
Transmit the data from the system at CC/BMC to the central server if required on the real time or in
1.14.
batches mode or when network link is established.
1.15. Synchronize as per the defined periodicity; define rules and frequency of synchronization.
2 Milk collection and testing
2.1. Capture the time of arrival of inward transporter at BMC/CC
Capture milk collection details at BMC/CC per Society and milk type wise directly from the Milk
testing equipment or there should be provision to enter data manually. Following details should be
captured:
2.2. •Society code
•Total Quantity of Milk Collected
•Fat%
•SNF%
Download Milk quality data of society from the central system and reconcile it with that of actual
2.3.
(A) measurement at CC
2.4. Alert in case there is a quality details difference
Record the details of rejected milk, milk sourage / curd details. Following details need to be
captured
•Society/BMC code
•Shift (Morning/Evening)
•Number of routes
•Number of Society/BMC
2.5. •Can number
•Quantity of milk
•Reason of rejection
•Quantity, Fat%, SNF %
•Action taken (Returned/Disposed)
•Total quantity and value of the sold milk
•Responsibility for spoilage (society/Contractor/CC)
Capture milk test results. The details captured should include Temp F/C, Taste/Flavour, COB,
2.6. Alcohol, Acidity, Milk Quantity, Fat%, SNF%, Rosalic Neutraliser, MBRT and any other tests as
required as per statutory norms
Send the exception SMS in case quality test confirms milk adulteration to the Phone number defined
2.7.
in the system
Page 96 of 120
Prepare the BMC/CC variation report as per the defined frequency. Provision to define the
frequency to generate the report. Following details need to be captured:
•BMC/CC Opening Stock
2.8. •Stock of Milk received at BMC/CC from the inward transporter (Quantity, Fat and SNF)
•Stock of actual milk collected at BMC/CC (Quantity, Fat and SNF)
•Variation between SOCIETY and BMC/CC collection
•Dispatch able Quantity
Capture all data in the software system either in online of offline mode and then upload remotely the
2.9.
above captured data into the server
2.10. Notify/messages society on the milk quality and milk quantity received for the day
3 Milk dispatch by Outward Transporter
Identify and upload from the system the details of milk dispatch (i.e. the quantity of milk, assigned
3.1. by the respective Dairy, to be dispatched by the
BMC/CC to the particular dairy)
Receive the SMS on the defined phone number specifying the quantity of milk, assigned by the
3.2.
respective Dairy, to be dispatched by the BMC/CC to the particular plant
3.3. Capture the time of arrival of outward transporter and tanker number
3.4. Capture quality test results for the milk to be dispatched and generate quality report.
Capture the tanker milk dispatch details and prepare the tanker dispatch note at BMC/CC with the
following details:
•Tanker number
•Tanker dispatch challan number
•Tanker arrival date and time
•Dispatch date and time
3.5.
•Seal number
•Tare weight
•Gross weight
•Dispatch Location
• Milk details by capturing directly through the milk testing equipment or entering data manually:
Quantity, Fat, SNF, Temperature, Acidity, MBRT, Alcohol and COB
3.6. Capture data into the software system in online or offline mode and upload
4 Data Transfer from BMC/CC
The system at BMC/CC should be able to work online or offline and connect with the central
4.1.
system at Main Dairy
Transmit the data from the system at BMC / CC to the central server. The data should be transmitted
4.2.
on the real time basis and in batches as well.
Page 97 of 120
4.3. Operate in online as well as offline mode.

Synchronize with the central server as per the defined periodicity. System should have the provision
4.4.
to define the rules and the frequency of the synchronization.
4.5. Download/upload the data to/from the external storage devices such as Pen-drive, smartcard etc.
5 Registration (SOCIETY/BMC/CC) at Main Dairy Level
5.1. Register the BMC and CC by assigning a unique code
5.2. Map BMCs to a particular CC
Register the SOCIETY by assigning a unique code and store the relevant information regarding the
5.3.
SOCIETY.
5.4. Map the SOCIETY to a registered BMC or CC
5.5. Define the payment detail and cycle for particular Pourer
6 Milk Movement
Intimate BMC/CC, the location and quantity where the milk has to be dispatched by sending the
6.1.
SMS on the defined phone number
6.2. Access/download the reports generated by the MIS dept.
Notify the assigned authority in case the calibrations are not performed as per the defined
6.3.
schedule/rule
7 Data Transfer
The software system at CC/BMC Level should be able to work in online or offline mode and upload
7.1.
data to the central server
Synchronize with the central server as per the defined periodicity. System should have the provision
7.2.
to define the rules and the frequency of the synchronization.
8 Defining organization hierarchy
8.1. Define the business and administrative hierarchy like head office, BMC, CC, society
Access the data at user level for various business hierarchy based on roles like administrator,
8.2.
creator, viewer or no access
9 Price Chart and Price Update
9.1. Prepare/modify milk price chart for milk procurement with SNF/Fat and associated price.
9.2. Prepare the price change intimation sheet by inputting the revised price
Price update to happen through workflow defined in system. Provision for relevant business head to
9.3.
approve the price change
9.4. Upload the revised price chart to be replicated in the system at SOCIETY level
10 Tagging Cans
10.1. Capture and update unique codification of assets codes at the time of purchase
11 Data Management
11.1. The software system at HO/Main Dairy should be able to work in online mode with central server
Page 98 of 120
11.2. Modify the route plan for dispatching milk from BMC/CC.
11.3. Store and backup all transactional data at central server at regular interval
Monitor status of data synchronization from off-site locations such as SOCIETY/BMC/CC etc. with
11.4.
the central server as per the defined periodicity.
11.5. Monitor any data synchronization error and reconcile those.
12 Functionality at Chilling Centre
12.1. Data upload of the milk collection data using mobile based technology like GPRS/GSM
12.2. Milk collection data through direct interface with the milk analyser equipment
Upload and download the following data to/from the central server:
- Members data with unique code from whom milk can be collected
12.3.
- Milk price details
- Transporter details
6.1.8. Production & Packaging

1 Production Planning
1.1. Support the flexible organization of multiple production units
1.2. Support multi-level as well as multi-site planning and organizing
1.3. Maintain master production schedule in the system with milk sent for conversion and dates
Material requirement planning with provision for milk taken for re-processing in case of leakage or
1.4.
any other issue
Define the quantity of all outputs including co-products, by-products, wastes recycle and
1.5. reprocessing of quality deficient products along with provision to define user defined formulas for
scaling up the quantities of the input ingredients and output quantities
1.6. Define products with varying active ingredients and their percentage.
1.7. Batch scheduling feature in the system
1.8. Capacity Requirement planning feature required for manufacture of various products
Maintain accurate scheduling criteria with definition of set-up, clean up and changeover times with
1.9.
usage/utilization analyses
1.10. Lot and location control facility to be made available
1.11. Create receipt for quality control lab and production department online
1.12. Carry quality control test of each production batch
1.13. Carry out aggregate material balancing.
Page 99 of 120
6.1.9. Quality Assurance

1 Dairy Value Chain
1.1. Capture the test results of the milk collected at BMC, CC (from societies) and Main Dairy
1.2. Capture the calibration details of the instruments at BMC and CC
1.3. Generate the alerts, as per the defined frequency, to perform the calibration of instruments
Extract the details of rejected milk. Following details need to be captured
1.4. •Quantity of milk
•Reason of rejection
Quality performance data Society - wise, BMC - wise and CC - wise, cluster wise,
1.5.
extension officer wise, Deputy Manager wise etc.
1.6. Quality performance data of Inward and outward tankers and view stocks at stores
Exception SMS in case quality test confirms milk adulteration/ deviation in milk quality
1.7.
beyond threshold limits defined in system to the phone number defined in the system
2 Input Services
Capture quality checks on the material received based on pre-defined quality parameters
2.1. for different types of materials e.g. fodder, A.I other milk products, packaging materials and
other purchase materials
2.2. Monitor the quality parameters for the items in stock
2.3. Generate periodic quality report supplier wise, LPR evaluation and vendor evaluation
3 Production
Define the quantity of all outputs including co-products, by-products, wastes recycle and
3.1. reprocessing of quality deficient products along with provision to define user defined
formulas for scaling up the quantities of the input ingredients and output quantities
3.2. Define products with varying active ingredients and their percentage.
Extract/download from the system the quality test reports of the finished goods (shift wise/
3.3.
batch wise)
3.4. Carry quality control test online
Carry out aggregate material balancing:
Note: Different milk / conserved commodities contents (FAT & SNF) is received from
3.5.
different unions/sources and required to consolidate the FAT & SNF on an overall basis in
order to plan product/commodities to be manufacturing.
4 Purchase
Evaluate vendors (vendor rating) based on Quality, Cost, Delivery, Service and any other
4.1.
user defined parameter
4.2. Generate automatic reminders to vendors for delivery on quality complains.
Page 100 of 120

4.3. Extract/download quality control data of the purchased items (including consumables)
5 FSSAI Compliance
Capture the specification checklist on prescribed Sanitary and Hygienic conditions, Quality
5.1. and Safety Measures compliance as specified in Vth schedule of Milk & Milk Product
Amendment Regulations -1992
Capture the specification checklist of Prevention of Food Adulteration Rules, as prescribed
5.2.
in Prevention of Food Adulteration Act, 1954
5.3. Categorize the various compliances into predefined groups
5.4. Update the status of individual compliances
5.5. Track and manage the status of prescribed conditions and measures compliance checklist
Assign and periodically notify the individual departments to comply to prescribed conditions
5.6.
and measures
5.7. Identify the departments not complying to the prescribed conditions and measures
5.8. Notify the department and capture reason for non-compliance
5.9. Set up tier structure for escalations up to senior level in case of non-compliance
Track and maintain history of changes made to the compliance status of individual
5.10.
specifications by the departments
5.11. Generate audit report depending on the compliant figures
6.1.10. Security& Transportation

1 Functionalities of Security Management
1.1. Provide access to authorized security personnel - viewing controls based on their role
2 Visitor Management
Access the employee master and select employee name, employee ID, designation, section or
2.1.
department, employee contact etc.
2.2. Create visitor entry request
2.3. View and edit generated visitor requests
2.4. Enter visitor name, contact number, organisation name, time of entry, time of exit, etc.
2.5. Select the purpose of visit such as meeting, special indent, general query, etc.
2.6. Select visitor type such as apprentice, intern, student, consultant, others, etc.
2.7. Integrate with external webcam and capture visitor’s photo
2.8. Print visitor pass
2.9. Delete visitor records
2.10. Search record based on visitor details
Page 101 of 120

2.11. Sort records based on date, time etc.

3 Verification of Inward Movement
Enter the gate pass number to view details of non-perishable goods and check if they are marked
3.1.
returnable
Access the milk tanker master to enter/select tanker number to view the challan and vehicle
3.2.
movement pass generated for the tanker
Select the type of inward movement such as milk tanker, dispatch truck, return of non-perishable
3.3.
goods, return of empty crates, exchange of damaged goods, others etc.
Access the dispatch truck master to enter/select truck number to view the scheduled time of entry to
3.4.
dairy, count of crates loaded to the truck.
Enter the time of entry, count of inspected crates, count of damaged crates, remarks for crate
3.5.
damage, etc.
3.6. Search records based on milk tanker / dispatch truck / gate pass / challan number
4 Verification of Outward Movement
4.1. Access the route sheet master to enter/select route number to view the details of the consignment
Access the milk tanker master to enter/select tanker number to view the challan and vehicle
4.2.
movement pass generated for the tanker
Select the type of outward movement such as milk tanker, dispatch truck, non-perishable goods,
4.3.
special indent, exchange of damaged goods, random inspection, others etc.
Access the dispatch truck master to enter/select truck number to view the details of the consignment
4.4.
loaded to the truck.
4.5. Enter the time of exit, remarks for random inspection, etc.
4.6. Search records based on milk tanker / dispatch truck / gate pass / challan number
5 Vehicle Management
Access to employee vehicle master to enter/select the parking sticker number to view details such as
5.1.
employee name, employee ID, vehicle type, vehicle number
5.2. Acknowledge attendance for the employee vehicle for the current day
5.3. Capture time of entry and time of exit
5.4. Link the employee vehicle attendance details to employee conveyance allowance
Access the hired car master to enter/select sticker number to view the details such as vendor name,
5.5.
vehicle number, driver name, name of the officer the car is allocated etc.
5.6. Enter the starting kilometer reading and closing kilometer reading for the day
5.7. Enter the time of entry and time of exit of the hired car
5.8. Search records based on vehicle number/sticker number/employee name/vendor name etc.
Page 102 of 120


6 Reporting of Employee Indiscipline
Access to employee master to enter/select employee name or employee ID to details such as
6.1.
reporting officer, designation, section etc.
Create indiscipline report with details such as employee name, details of in-disciplinary action etc.
6.2.
and submit to HR
6.3. Search records based on employee name, date etc.
6.4. Sort records based on date, employee name etc.
7 Reports
7.1. Generate and print report based on select date range
7.2. Generate reports based on type of visitor (apprentice, intern, student, consultant, others, etc.)
7.3. Export reports to excel, word, pdf etc.
Generate reports based on type of inward movement (milk tanker, dispatch truck, return of non-
7.4.
perishable goods, return of empty crates, exchange of damaged goods, others etc.)
Generate reports based on type of outward movement (milk tanker, dispatch truck, non-perishable
7.5.
goods, special indent, exchange of damaged goods, random inspection, others etc.)
6.1.11. SRM
1.1. Contact and communication management;
1.2. Invoices and requisitions;
1.3. Order histories;
1.4. Scheduling;
1.5. Performance analytics;
1.6. Procurement intelligence, including supplier risk management;
1.7. Sourcing;
1.8. Supplier data management, including validating supplier requests;
1.9. Supplier performance management;
1.10. Contract management;
1.11. Catalogue management;
1.12. Operational procurement, such as processing purchase orders; and
6.1.12. CRM
1 Distributor – Retailer Network
Page 103 of 120

1.1. Geographical Zones

1.2. Customer History
1.3. Distributor / Retailer Logins
1.4. Inventory Levels
2 From Order Placed to Order Dispatched
2.1. Order Placement - through mobile input, calls/ mailsforquick placing of orders
2.2. Order Approval- Get a check of the available stock before each order is finally approved.
2.3. Order Processing -This shows only the orders that are to be processed and dispatched post approval.
2.4. Order Dispatching- Once the order is dispatched, everyone gets notified of the same. No gaps here.
3 Rate Cards for Distributors (Price List)
4 Scheme Management
4.1. State Wise Scheme
4.2. Employee Wise Scheme
4.3. Party and Distributor Wise Scheme
4.4. Product Wise Multiple Scheme
4.5. Combo Product Scheme
4.6. Discount Wise
4.7. Bulk Order Scheme
5 Stock and Sales
5.1. Daily
5.2. Monthly
5.3. Yearly
6 Complaint & Feedback System, Grievance Redressal
6.1. Feedback/Complaint Gets converted
6.2. Tickets get auto attached to relevant order
Register Customer complaint/grievance and feature to track if the complaint is through phone
6.3.
access, email, online form, capturing details from hard copy
Capture complaints/grievance details. Following details needs to be captured:
Customer Name
6.4. Consumer Number
Date of complaint/grievance
Type of complaint/grievance
Status of complaint/grievance
6.5. Generate unique complaint/grievance number/ticket ID
6.6. Track and manage complaints/grievances
Page 104 of 120

6.7. Categorize complaint/grievance into predefined groups

6.8. Assign and notify receipt of complaint/grievance to concerned department. notify via email/SMS
6.9. Update Customer record with the complaint/grievance resolution, if needed
Generate the reports such as: complaint redressal reports; list of unattended complaints; repetitive
6.10 faults; complaints attended after specified time; complaint redressal time Vs. specified time; report
for penalty deduction after specified time
6.11 Maintain FAQs
6.12 Monitor complaint status
Perform full and partial search by all available fields like type, source or status of
6.13
complaint/grievance
6.14 Track history of changes to Retailer/Customer record
7 Customer Engagement activities
7.1. Central access point for all Retailer interactions and relationships.
7.2. Comprehensive and easily accessible on-line help facilities to the users.
Multiple communication devices such as Web, handheld computing and enable user access
7.3.
customer data anytime, anywhere.
7.4. Should be deployable on portals, mobile app and offline clients.
Must allow easy access to data, functionality and provide an easy user experience to help to enhance
7.5.
productivity.
7.6. Track the progress of a complaint from open till closure.
7.7. Workflow engine or work-routing capabilities.
The solution should provide a calendar management and scheduling engine for supporting service
7.8.
activities.
Accounting and authorization logs of the users accessing the application and provide Audit Trail
7.9. facility to track the service representative’s activities on cases logged. Should be able to track
Response Time for handling Customer calls / queries
Identity management of the representatives logging in the system; also, with stringent measures to
7.10.
ensure that customer information is secure and not compromised
7.11. Enforcing role-based access to various users/ user groups
7.12. Create dashboards reflecting key operational metrics for service representatives
7.13. Integrate with other modules proposed as part of the entire solution
Page 105 of 120

The following activities are categorized as enablers and are functional requirements for
implementation of the solution.
6.1.13. Portal Requirement
1 Retailer Access
1.1. Retailer details
1.2. Place the indent
1.3. Update/modify the indent
1.4. Print/email the indent
1.5. Send the acknowledgement of the receipt of the milk / milk products through app / portal
1.6. Track delivery status and details
2 Access of Marketing Department
2.1. Access the portal through login using the unique username and password
2.2. View details on the applicant for retailer ship as per the uploaded details
View and connect to various departments like Sales and Dispatch and ensure real-time
2.3.
communication on MANMUL's operations
3 BMC Member Access
Login using the username and password assigned and view / submit milk quality and quantity
3.1.
details
3.2. Key BMC Cluster-wise details
4 RMRD
Data upload of the milk collection data into the central server automatically using mobile based
4.1
technology like GPRS/GSM
6.1.14. Mobile App Requirement

1 Indenting
2 Dispatch
3 Security
4 BMC-milk collection
5 HRMS-self-service requests
Page 106 of 120

Implementation Schedule, Deliverables and Payment Schedule
The contract envisages implementation of the software in 12 months and post roll-out support for a
period of 10 months which comprises of the following phases:
· Month 1 to Month 18: Software Roll-out

· Month 18 to Month 22: GO LIVE
· Month 22 : HANDHOLDING
Note: If SI completes the entire implementation before the schedule time, payment will be released as
per the completion of phases in Volume-1.
Payment milestones in Volume-1 will be applicable for the Implementation process and
Annual Maintenance contract.
Maintenance Support and Performance
As part of the Maintenance service, the successful bidder shall provide support for the
software, hardware, and other infrastructure provided as part of this TENDER. SI shall
provide three year of comprehensive subscription based AMC that includes:
• Warranty support
• Annual Technical Support (ATS)
• Handholding Services
• Operations and maintenance services for the server and related
infrastructure for the application and Disaster Recovery Infrastructure.
• Central Helpdesk.
• Software maintenance and support services.
• Application functional support services
Performance is key requirement for the project and the agency shall review the performance
of the deployed solution against certain key parameters defined in SLA. Such parameters
include request-response time, work-flow processing time, concurrent sessions supported by
the system etc, Disaster Recovery drill etc. The performance review also includes
verification of scalability provisioned in the solution for catering to the project requirements.
Page 107 of 120

SLA Reporting System

The selected Bidder will assist the PMU in measuring the proposed SLA parameters.
System Uptime &Performance

The System Integrator will ensure that Average Application Availability is at least 99% from
the infrastructure set up by them on turnkey basis. This does not include planned
unavailability approved by the MANMUL in advance. The System Integrator will ensure
adequate response time for data entry and report generation. In the event of failure of
maintaining the stipulated uptime, the System Integratorwill be penalized as per the detailed
SLA.
Help Desk Support & Trouble Ticket Management System
Dairy industry works in three shifts as milk and milk products are fast moving products and
are highly perishable in nature. Hence The Help Desk support will provide 24X7. The System
Integrator should adhere to the severity levels and minimum response time of different type
of services as proposed by the Management of MANMUL. The System Integrate or must
resolve the logged issues as per the SLA agreement.
The selected Bidder as part of provisioning support for Department users will setup a help desk.
The selected Bidder will undertake the following:
a. Provide Help Desk services to track and route requests for service and to
assist department users in answering questions and resolving problems related
to the IT Infrastructure
b. Become the central collection point for contact and control of the problem,
change, and service management processes (This includes both incident
management and service request management)
c. Shall provide a first level of support for application and technical support at
the departments across the union where the software, hardware, and other
infrastructure will be rolled out.
d. Tickets will be categorized as level1, level 2 and level 3 based on their
complexity.
e. Ticket mapping and allocation: According to the severity, the ticket should be
given the priority level. Also, it should map the ticket to the appropriate
Page 108 of 120

personnel for the resolution. Based on the ease of resolution, the exact
charges associated in the resolution of these tickets will need to be defined by
the supplier.
2 Updating the status: Update the status of ticket.
3 It should be able to log and escalate user interactions and requests.
4 It should have an updateable knowledge base for technical analysis and further help
end-users to search solutions for previously solved issues.
Historical report indicating number of calls, time to resolve, status etc. For aspecified period of
time.
5 Problem should be attended based on the level of complexity:
Level 1: 4 Hour
Level 2: 8 Hour
Level 3: 24 Hour
If the time taken to resolve the issue within the prescribed time, then such delay
tickets will attract a penalty.
6 No separate TA/DA will be given.
Service Level Agreement

A draft Service Level Agreement has been provided in Annexure below:
Page 109 of 120

Annexure -1 Draft Service Level Agreement (SLA)
This Deed of Service Level Agreement is entered into by and between on ------------------
(Date) at -----------------------(Place).
M/s. Mandya District Cooperative Milk Producers Societies’ Union Ltd having registered
under ----------------------------------- Act, 19XX and having its registered office at ---------------
--------------------------------- represented by ----------------------------------------------, Director, -
------------------------------------------------ Hereinafter called as MANMUL which expression
shall includes its successors, nominees and assignees of ONE PART
And
Messrs. ------------------------------------(selected SI) having its registered office at ----------------
------------------------------------------- represented by its Authorized Signatories, Mr.--------------
---------------- and Mr. -----------------------------, respectively (Hereinafter collectively called as
‘System Integrator’) which expression shall include its successors and assigns of the OTHER
PART
Whereas the MANMUL is in need of a Software solution along with requisite hardware
infrastructure & Support of DAIRY DIGITALIZATION WITH ERP solutions and System
Integrator has been selected through -------------------(type of selection) process. The
MANMUL and System Integrator reduce the contract into writing the System Integrator shall
design, develop and implement Cloud-based DAIRY DIGITALIZATION WITH ERP to
cater to the business needs of the MANMUL’s along with requisite hardware like servers and
network (except end-user systems with internet connection) and maintain the Application for
a period of ---------------(No.) year. The MANMUL and the System Integrator agreed for
SaaS subscription costs of the same under the following terms and conditions:
2
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS
Statement of Intent:
The aim of this agreement is to provide a basis for close co-operation between the MANMUL
and System Integrator for support services to be provided bySystem Integrator to MANMUL,
thereby ensuring a timely and efficient support service is available to MANMUL’s end users.
The objectives of this agreement are detailed in the clause below.
This agreement is intended to reduce into writing the responsibilities of each of the parties to
ensure fulfilling their responsibilities and generating an environment conducive to the
Page 110 of 120

achievement and SaaS subscription costs of targeted service levels.
Objectives of the Agreement

a. To create an environment which is conducive to a co-operative relationship
between System Integrator and MANMUL to ensure the effective support of
end users
b. To acknowledge the fact that the success of the IT system is based on the
mutual co-operation and to document the responsibilities of all parties taking
part in the Agreement
c. To ensure that MANMUL achieves high quality of service for end users with
full support of the System Integrator.
d. To define the commencement of the agreement, its initial term and the
provision for reviews
e. To define in detail the service to be delivered by System Integrator and the

level of service which can be expected by MANMUL, thereby reducing the
risk of misunderstandings
f. To institute a formal system of objective service level monitoring ensuring that

reviews of the agreement are based on factual data
g. To provide a common understanding of service requirements/capabilities and of

the principles involved in the measurement of service levels
h. To provide for parties to the SLA (Service Level Agreement) a single, easily
referenced document which caters for all objectives as listed above
Period of Agreement
This agreement will commence with effect from -------------------(effective from date) and will
continue for a period of 36 months
Page 111 of 120

Review Procedure
This agreement will be reviewed during last month of the contract period or on mutually
agreed date, by MANMUL and System Integrator. The review will cover services provided,
service levels and procedures. Changes to this agreement must be approved by both parties.
Representatives
MANMUL and System Integrator nominate the following representatives responsible for the
monitoring and SaaS subscription costs of the service agreement:
From System Integrator side:

Sri -------------------- (From the Selected SI)
Designation: ----------------------
From MANMUL side:

Sri-------------------------
Designation: Director, ------------------(Authorized signatory from MANMUL side)
Service Level Monitoring
The success of service level agreement depends fundamentally on the ability to measure
performance comprehensively and accurately so that credible and reliable information can be
provided to customers and support areas on the service provided.
Service factors must be meaningful, measurable and monitored constantly. Actual levels of
service are to be compared with agreed target levels on a regular basis by both MANMUL
and System Integrator. In the event of a discrepancy between actual and targeted service
levels both MANMUL and System Integrator are expected to identify and resolve the
reason(s) for any discrepancies in close co-operation.
Service level monitoring will be performed by the MANMUL. Reports will be produced as
and when required and forwarded to the System Integrator contact.
Service level monitoring and reporting is performed on response times for faults, as specified
as at Clause 7 of this agreement.
Service Level Definition:

Level 1 Defects- The failure to fix has an immediate impact on the -----------------------
(MANMUL name) ability to service its offices, inability to perform critical back-office
functions or a direct impact on the organization.
Level 2 Defects- The failure to fix has an impact on the ----------------------------------

ability to service its offices that while not immediate, can cause service to degrade if not
resolved within reasonable time frames.
Level 3 Defects- The failure to fix has no direct impact on the ---------------------------
Page 112 of 120

ability to serve its officers, or perform critical back-office functions.
The severity of the individual defects will be mutually determined by the MANMUL and
System Integrator. The below tables gives details on the Service Levels the System
Integrator should maintain:
Service Level Description Measurement

Application Support · 95% of the Level 1 defects shall be resolved within 4
Performance hours from the time of reporting full details.
· Severity of Violation: High
· This service level will be monitored.
Performance Measurement
<95% &>=90% 1
<90% &>=85% 2
<85% 3
<95% &>=90% 1
<90% &>=85% 2
<85% 3
<95% &>=90% 1
<90% &>=85% 2
<85% 3
Scope of Support Services

Elements of goods/services of Scope
Page 113 of 120

SaaS subscription costs

System Administration Patch SaaS subscription costs / Upgrades to
Operating System
Hot Fixes
Database Administration Database Performance Tuning, Patch and
Upgrade management
Periodical back-up (Daily, Weekly and
Monthly)
Application Administration 24/7/365 Monitoring, High Availability,
Load balancing, Patch SaaS subscription
costs / Upgrades to application and Hot
Fixes
The comprehensive SaaS subscription costs covers costs of database, application,

operating system, 3rd Party integrations, 24/7 support, periodical database backups etc.
The System Integrator shall meet all the report requirements of different layers of
management from time to time with reference to the module customized as part of the
application.
SaaS subscription costs charges

a) The MANMUL’s units / unions shall agree for SaaS subscription costs charges plus
applicable taxes (in words) towards usage of the cloud-based DAIRY
DIGITALIZATION WITH ERP, customized by the System Integrator and shall be
paid as per the agreed terms and conditions
b) The above amount inclusive of all applicable statutory taxes on the SaaS subscription
costs Charges shall be compensated to the System Integrator.
Obligations of System Integrator

a. The System Integrator agrees to extend training to the users in operating the
application and shall provide required training manuals on free of cost where
necessary.
Page 114 of 120

b. The System Integrator shall train the System Personnel identified by the
MANMUL in user creation, setting User Policies and SaaS subscription costs.
c. The System Integrator shall maintain the applications customized without any
interruption.
d. The System Integrator shall provide necessary infrastructural support for hosting
the Application and for its disaster recovery at times of exigency so as to ensure
the applications are run without any downtime.
Obligations of the MANMUL

a) The MANMUL after extensive testing of the software, shall accept the software
processes. Upon acceptance, results of the computer processes including arithmetic
calculations, financial results, legal compliance etc. shall be the sole responsibility of
the MANMUL. The System Integrator shall not be made responsible for results
generated by the accepted computer processes.
b) The MANMUL units / union agree to the SaaS fee proposed by the successful bidder.
Any additional cost such as manpower to be deployed, reimbursement of lodging,
boarding and travel expenses to System Integrator and all the additional costs shall be
as per the separate contract entered by the SI with the units /unions of MANMUL.
c) The MANMUL’s units /unions shall be responsible to provide necessary end-user

computer desktops, printers, internet connectivity, and power backups etc., to run the
application at their end.
d) The MANMUL’s units /unions shall procure necessary computer consumables to

print the reports generated as part of Application and shall procure necessary end-user
Operating System Software, Anti-virus software etc.
e) The MANMUL shall provide necessary training facilities for the System Integrator to
train end-users at their cost for capacity building of users on the Application.
f) The MANMUL shall log complaints as per the stipulated procedures so as to have
track of the complaints enabling to review the SLA performance from time to time.
g) The MANMUL shall inform modifications / changes as regards business transactions

/ processes that warrant changes to the code, if any, to the System Integrator with
sufficient prior notice to enable them to make necessary modifications / changes etc.
Page 115 of 120

The MANMUL shall be responsible for testing the end-results before acceptance of
such code changes.
h) The ----------------------------- shall pay the cost of any change needed to software as
mutually agreed upon based on customization agreement with System Integrator and
based on the number of man months of effort, in respect of additional functionality
required during the contract period. The rate per Man month would be as negotiated
and finalized.
Change Request
a) The System Integrator shall make suitable modifications and cater to the changing
business needs with reference to the applications as and when needed to support
business operations of the MANMUL. The efforts will be jointly estimated both by
the MANMUL & System Integrator in terms of number of man months effort and the
cost is arrived @ agreed upon for each man month and the MANMUL shall pay for
the effort to the System Integrator.
b) The System Integrator agreed to develop requisite APIs to enable the applications for
data inter-change between Third Party Applications for smooth functioning of the
business processes of the MANMUL.
c) The MANMUL agreed to provide necessary documents / changes required to meet the
changed business scenario to the System Integrator
Violations and associated penalties:
Penalty calculations: The frameworks for penalties, as a result of not meeting the
Service Level Targets are as follows:
i) The performance will be measured for each of the defined service level metric
against the minimum / target service level requirements and the violations will
be calculated accordingly.
ii) The number of violations in the reporting period for each level of severity will
be totaled and used for the calculation of penalties.
iii) Penalties applicable for each issue of the high severity violations are Rs.--------
----- shall be deductible from respective monthly payment to the Software
System Integrator.
Page 116 of 120

iv) Penalties applicable for each issue of the medium severity violations are Rs----
---- deductible from respective monthly payment to the Software System
Integrator.
v) Penalties applicable for each issue of the low severity violations are Rs----------
- deductible from respective monthly payment to the Software System
Integrator
vi) However, the management of -------------------------- at their discretion on

imposing penalties keeping the past performance of the System Integrator.
Termination
The System Integrator shall adhere to the Service Levels enunciated above. In the event
of the System Integrator failing to address repeatedly for two consecutive review months
where accumulated unresolved measurement points exceed 50 then the ----------------------
------- shall have the right to terminate the contract.
This agreement does not confer any right to the System Integrator as regards to the
assignment of the Applications development for MANMUL business. The MANMUL
reserves absolute rights whatsoever on data managed by the System Integrator and
System Integrator is bound to handover complete database without any reservations to the
MANMUL. Confidentiality of the data shall be maintained by the System Integrator as
per the Clause 16 of the SLA.
Remedies for breaches:
In the event of any defective performance by the System Integrator or failure to furnish
agreed level of service, the System Integrator will make reasonable efforts to restore
service to make good operating condition on urgent basis.
Indemnity
In case, any special, indirect, incidental, consequential damages and any such resultant action
in consequence of these events takes place, the exemplary/ punitive/recoveries, as per the
provisions of the contract or under any applicable law, the parties shall make themselves
liable for such indemnification as arise out of the contractual obligation
Force majeure:
Except in respect of payment of liabilities, neither party shall be liable for any failure or
delay in performance under this agreement due to reasons beyond reasonable control,
including act of war, acts of God, earthquake, flood, embargo, sabotage, government acts
or failure of internet, provided the delayed party give the other party prompt notice of the
reasons for such cause.
Page 117 of 120

CONFIDENIALITY AND NON-DISCLOSURE

The business data and the terms of this Agreement are confidential and parties agree not
to disclose it to any third party. Any confidential information pertaining to the MANMUL
shall not be duplicated, used, or disclosed in whole or in part for any purpose other than
for the purpose of this Service Level Agreement, without the specific written permission
of an authorized representative of that party.
However, the restriction imposed in this clause does not apply to any disclosure of
information which is:
a) Required by law to be communicated to a person who is authorized by
law to receive that information, however with the approval of the
MANMUL.
b) The restriction imposed by this clause is in force for a period of 5 years

after the expiration / termination of this Service Level Agreement.
GOOD-FAITH
Both the Parties shall act in good faith without negligence in performing all the acts
specified herein and shall not work directly or indirectly, in a manner prejudicial to the
interest of the other Part.
RELATIONSHIP OF PARTIES
The relationship between the parties is limited to the purpose of this Agreement as
principal to principal and it is not to be construed as a partnership or as principal and
agent or as trustee and fiduciary or any other special relationship.
AMENDMENT
This Agreement can only be amended, varied, released or discharged by written
agreement of the parties.
SEVERABILITY
If any of the provision in this Agreement is void or unenforceable that provision will be
severed and the rest of the Agreement will remain in full force and effect.
WAIVER
No waiver of any breach of any provisions of this Agreement shall be constituted a
waiver of any prior, concurrent of subsequent breach of the same of any other provisions
hereof, and no waiver shall be effective unless made in writing and signed by an
authorized representative of the waiving party.
GOVERNING LAW AND JURISDICTION
This Agreement and all claims arising out of this Agreement shall be governed by and
will be construed according to the laws from time to time in force in India and the parties
Page 118 of 120

may submit to the authority of the Courts having jurisdiction in Bangalore.

NOTICE
a) Any notice issued under this Agreement must be in writing;
b) Any notice issued under this Agreement must be either sent by
facsimile, email, post or delivered by hand;
c) Any notice issued under this Agreement must be addressed to either
of the parties on the following address:
d) A notice sent by mail or delivered by hand is effective upon receipt.
e) A notice sent by facsimile or email is effective upon the receipt,
confirmation or successful transmission to the recipient unless it is
transmitted after the closure of normal business hours, or on a
Saturday, Sunday or public holiday, in which case it is effective on
the opening of business on the next business day at the intended place
of the receipt.
f) For the MANMUL:
The Managing Director, ---------------------------------------
g) For System Integrator: ----------------------------------
ENTIRE AGREEMENT
This Agreement constitutes the entire, final and concluded agreement between the parties.
It replaces, if any previous arrangements, correspondence, tenders, representations,
proposals, understandings and communications whether oral or in writing.
IN WITNESS WHEREOF the Parties hereto have put their hands on the day, month and year
first hereinabove written in the manner hereinafter appearing.
Signed and Delivered by within named
By the hand of Sri----------------------------------------, Authorized Representative
Signed and Delivered by within named
By the hand of Mr. ---------------------------------
Page 119 of 120

Authorized Representatives of
M/s. -----------------------(Name of the selected SI)
By the hand of Mr. ---------------------------------

Authorized Representatives of
M/s. -------------------
Page 120 of 120

Manmul Sow 1703745987

Uploaded by

Copyright:

Available Formats

Manmul Sow 1703745987

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Manmul Sow 1703745987

Uploaded by

Copyright:

Available Formats

Request for Proposal –Dairy Digitalization with ERP for Mandya District

Cooperative Milk Producers Societies’ Union Limited

Volume 2– Scope of Work for the System Integrator

2. Terms and Legends used in this document

Request for Proposal Datasheet

S.No Information Details

Project Delivery and Procurement Guidelines to be followed

project plan, capturing all activities with resources

The project plan should include a detailed plan

The project charter in the form of legally

Copy of the board resolution empowering the

2. Key Components to be sourced by the System Integrator

environments, with in-built DR and nightly back-up mechanism further supported by

Sourcing the proposed Dairy Enterprise Mobility Software Solutions

Sourcing cloud-architected Refer to guidelines on sourcing the solution

Guidelines for sourcing software licenses:

a. A suite of relevant dairy solutions

Indicative Bill of Material (BOM) for Proposed Dairy solution

Software OEM, Make Item Unit of Number of

Function Number of Users

Sourcing and setup of the cloud environment

Additional responsibilities of SI/ Product company:

i. The SI / Product company shall be responsible for contracting Provisioning the

Cloud Management Reporting Requirements:

Deploying the solution stack in the cloud environment

The envisaged outcome at this juncture of the project:

Phase Expected outcome KPIs to measure the outcome

Right to use software in the name of

3. Documentation & Application Design

f. Logical and physical database design.

Business Blueprint Document Finalization

delete) using transaction log reports, so that errors in data, intentional or

Payment and SMS Gateway

the scope of work of the SI.

Supply / Procurement of IT Infrastructure at Union

Information Security Management

Project Resources to be deployed:

1. At least 10 years total experience including experience in implementation of large

(a) Educational qualification: B.E/B.Tech/MCA

Requirements for the proposed project team

project execution based on the criteria defined above.

Tasks to be delivered by the System Integrator:

Understanding the business of MANMUL:

manual/ training document on the

Data migration on a pre-production environment:

and integrity in the context

The SI shall identify and

departments of the MANMUL so that

MANMUL will validate and

Running business process of MANMUL in the pre-production environment:

Integration and system testing

5. Configuration Vs. Customization:

The System Configuration shall include (but not limited to)

i. Definition of user profile for all functional areas

Baseline configuration testing:

Customization by System Integrator:

Customization by the OEM:

Testing of MANMUL specific customization

Engagement of OEM consulting services: