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BP.080 - Purchasing Process

Document Control

Change Record

4

Date Author Version Change Reference

12-Jan-2013 Ajay Singh 0.1 Base Document

22-Mar-2013 Ajay Singh 1.0 Final Version

Reviewers

Name Position

Prithwish Chatterjee Wipro Project Manager

Swarup Ghosal Chaudhary Wipro Program Manager

Approver

Name Position Signature

Sh. Kamal Kant Kaushaik Manager - Projects

Sh. Kumar Bachchan Sr. Manager - DNM

Sh. A K Sablania GGM DNM

Sh. Ashutosh Vasant GM - Projects

Sh. Puran Singh GGM - Infrastructure

Sh. Suresh Kumar GGM NTP

Distribution

Copy No. Name Location

1 RailTel Project Parivartan Steering Committee Gurgaon2 RailTel Project Parivartan Core Working Group Gurgaon3 RailTel Project Parivartan Regional CWG New Delhi/Mumbai/Secunderabad/Kolkata4 Wipro Onsite Team Gurgaon5 Wipro Technical Team Gurgaon

Note to Holders:

If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover

page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.


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Contents

Document Control ..................................................................................................................... ii

Introduction ...................................................................................................................... ......... 1

About this Document.......................................................................................................... 1How this document is organized ............................................. ........................................... 2Generic Assumptions .......................................................................................................... 3

Overall Project & Procurement Flow ......................................................... ................................ 4

PO 01 - On Line Purchase Indent Process .................................................................................. 6PO 02 - Purchase Indent Process ............................................................................................... 9

PO 03 - Indent Preparation & Approval ................................................................................... 11

PO 04 - Overall Procurement Tender Process (Supply Item) ................................................... 13

PO 05 - Overall Project Tender Process (Works/Service/Item) ............................................... 17

PO 06 - Open/Global Tender Process Single Packet ............................... .............................. 21

PO 07 - Open/Global Tender Process Two Packet ......................................................... ....... 24

PO 08 - Limited Tender Process ............................................................................................... 27

PO 09 - Single Tender Process ................................................................................................. 30

PO 10 - Dispensation of Tender Process for Material .............................................................. 33

PO 11 - Dispensation of Tender Process for Works Contract & Execution .............................. 35

PO 12 - Procurement Process for Material (Supply Item) ....................................................... 38

PO 13 - Procurement Process for Works Contract (Supply, Installation & Commissioning) ... 41

PO 14 - Procurement Process for Execution .......................................................... .................. 44

PO 15 - Procurement Process for AMC (Equipments, Sections, Miscellaneous) ..................... 47

PO 16 - Procurement Process for Inspection (Material, Works Contract & Execution) .......... 49

PO 17 - Imprest/Advance Procurement Process .............................................................. ....... 52

PO 18 - Bank Guarantee Process ............................................................................................. 54

PO 19 - Site Readiness Process-For Material and Service ........................................................ 56

PO 20 - Inspection Process....................................................................................................... 59

PO 21 - Standard Purchase Order Process ............................................................. .................. 62

PO 22- Rate Contract for Material (Supply Item) .............................................................. ....... 65

PO 23 - Rate Contract Releases of Material (Sub PO) .............................................................. 68

PO 24 - Rate Contract for Service & Works Contract ........................................................ ....... 71

PO 25 - Rate Contract Releases of Service & Works Contract (Sub PO) ................ .................. 75

PO 26 - Advance Purchase Order ............................................................... .............................. 78

PO 27 - Advance Purchase Order Release (Sub PO) ................................................................ 80


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PO 28 - Global Purchase Agreement........................................................................................ 83

PO 29 - Maintain Purchase Order Process (Variation/Enhancement in Quantities) ............... 86

PO 30 - RFI- Request for Information (Tender Process) ........................................................... 89

PO 31 - Request for Quotation and Quotations (Tender Process)........................................... 92

PO 32 - Supplier Registration (iSupplier Module) .................................................................... 96

PO 33 PO/LOA Acknowledgement (iSupplier Module) ......................................................... 98

PO 34 - ASN Creation and Online Submission (iSupplier Module) ......................................... 101

PO 35 - Contracting Process (Procurement Contract) ........................................... ................ 104

PO 36 - Contracting Amendment Process (Procurement Contract) ...................................... 107

PO 37 - Approved Supplier List (ASL) ..................................................................................... 110

PO 38 Spot Purchase Process .................................................................. ............................ 113

PO 39 Inspection Waiver Process ........................... ............................................................ 116

PO 40 Delivery Period/Date of Completion - Extension ................................................ ..... 119

Open and Closed Issues for this Deliverable .......................................................... ................ 121

Open Issues..................................................................................................................... 121Closed Issues ................................................................................................................... 121


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CompanyConfidential - For internal use only

Introduction

About this Document

RAILTEL has appointed Wipro Limited to implement Oracle E-Business Suite. The implementation spans

Financials and Supply Chain Management processes. This document describes the ProcurementProcess for RAILTEL.

The project is divided into Five Stages viz. Plan, Analyse, Design, Develop and Go-Live. The Analyse

Stage covers identifying the gaps in the As-Is processes and re-designing them in order to adopt

leading processes as also to harness the capability of the chosen technology.

This document contains the RAILTEL Procurement process flow that would be configured onto

the Oracle E-Business Suite.


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How this document is organized

This document forms deliverable of the operation analysis phase of the ERP

implementation project for RailTel. The purpose of this document is to compile a

comprehensive list of requirements against which to map Application features. The

scenarios listed in the subsequent sections are reusable templates and are created once

for each business process.

Each of the following sections consists of the following sub sections:

Assumptions

Any assumptions that are specific to the process being detailed are recorded in this

sub section.

Process Scenario

The Event initiates the corresponding process.

Process Solution:

1. Complete process flow2. Process Id #: Unique number for the sub-processes within the main

process.

Description

1. Process Title & Description: The bold letters gives the process titlefollowed by the detailed description of the process in normal font.

2. Key Requirements from the above process

Requirement Fulfillment using ERP Approach

1. Solution Type & Description: Used to designate type of solution. Thetypes mentioned here are Screen, Manual and System. The Screen refers

to the type where the data is to be entered in the screen or can be viewed

in the screen. Manual type is the manual way of doing the process whetherthe user would be performing the process in the system or otherwise. The

System type of solution is referred to when the system performs the step

through automation or sub-automation. The following keys can be used for

the process in the system.

i.S Standardii.W - Workaroundiii.C Extension/Customization

2. Navigation Path: The path to navigate to the relevant functionality inApplications. The following acronyms have been used for navigation type:

i.(T) Tabii.(B) Buttoniii.(CB) Check Boxiv.(F) Field

3. Impact analysisProcess Improvements

Quality & Customer Service


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Leading Practices

Note: The texts in grey shade are optional activities.

Generic Assumptions

Any additional information captured in ERP through external systems will be highly dependent

on the external systems. Wipro will not be responsible for the functioning or the

implementation of the external systems.

Customizations identified in the requirement definition document will be developed subject

to the scope defined in the approved project charter.


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Overall Project & Procurement Flow


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Railtel End to End Project Flow and Integration with other Modules

General Ledger Payables Fixed Assets Receivables

Finance

Projects

Procurement

Marketing&

Sales

Business

Business Plan

General Ledger

Budget Definition as per theBusiness Plan

Transaction posted form other

Modules

Sources of the Projects

Railways Pink Book

Railtel Law BookOthers Marketing

START

ProjectCreation &

Approval

Project Budget

Creation,Revision &

Approval

Workplan Creation,

Versioning andProgress

Management

Project StatusInquiry

Project AssetCreation &

Transfer to FA

Transfer toInventory/

ProjectVice Versa

Inspection &Recieving

PurchaseOrders/APO/Rate Contracts

Commercial &TechnicalAnalysis

TenderCreation &

Floating

PurchaseIndent/

Creation &Approval

Invoicing relatedto Project in

Payables

Asset Posting inFixed Assets

Invoice to theCustomer inRecievables

Note:The Business plan is conceptualized by the RailtelDirectorsBusiness Plan prepared by Railtel Team / ConsultantsProjects are created as per the Business plan decided.

Project Closure

END

Demand NoteCreation & Customer

Acceptance

Sales OrderBooking

Contract Creation Billing

Note :The Approval related to the projects is further elaborated in the next flow.The Project Planning team will do the estimation and enter the budget in thesystem.The details estimate will be done and Indent / Requisitions will be raised withreference to the project.Detail processes related to the project are further elaborated in the document.

ManualERP


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PO 01 - On Line Purchase Indent Process


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On Line Purchase Indent Process

AllDepartments

Log in to I ProcurementEnter indent online usingweb forms and catalogs

Find Items Add Items & Quantity

Edit Shopping Cart

Add Items , Quantityand delivery location

detail

Review/ModifyIndent

Submit Indent

Proceed to Check Out

Proceed to Check Out

Check OutWorkflow basedpurchase indent

approval

ProcurementProcessPO12

Suppliernotified anddeliver the

goods

Record receiptin to the web

End

ERP Manual Email

Start

No

Yes

Finance

FinanceVetting

O & Mactivities

Projects(Railway/

RailTel/LMCetc)

Others(General

Admin etc.)

RAILTEL Process: On Line Purchase Indent Process Business Function: RAILTEL Project Date: 12-01-2013


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Control Number: PO 01 Mapping Team: Wipro Process Owner: RAILTEL Project Team

Process Number: PO 01 Description: This step explains the On Line Purchase Indent Process.

Event Description: This process is triggered to raise the online purchase indent.

Source: RAILTEL Project Team/AS-IS Document

AS IS Process AS IS ID # Process ID # DescriptionMode

RequirementFulfillment using ERP

Approach (Y/N)

Procurement POM_PO_PI_1 PO 01.01 On line Indent will be created using web forms and catalogs. System Y

Procurement POM_PO_PI_1 PO 01.02 Find Items online and add quantity and delivery details. System Y

Procurement POM_PO_PI_1 PO 01.03 Edit, modify and review indent online. System Y

Procurement POM_PO_PI_1 PO 01.04 Online Indent will be submitted. System Y

Procurement POM_PO_PI_1 PO 01.05 Purchase Indent will be approved as per defined approval hierarchy. System Y

Procurement POM_PO_PI_1 PO 01.06 After approval of Online Indent, Procurement process is initiated. System Y

Procurement POM_PO_PI_1 PO 01.07 Supplier notified and delivers the goods as required. Receipt detail will be recorded. System Y


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PO 02 - Purchase Indent Process

Purchase Indent Process

AllDepartments

ERP Manual Email

Start

User to enter the

IndentHeader details

Enter the Linedetails Item code,

Qty, Need by date,Etc

Select theOrganization,

Location andSupplier(Optional)

Save the

Document andsubmit for

Approval

Purchase

IndentApproved

Automaticnotification to

Requestor

Yes

Approved Purchase

Indent becomes theinput for Purchase

Order to be created bythe Purchasing

department

ProcurementProcess

PO12

End

Capture the ChargeAccount, If any

consumablesitems(without Item Code)

No

Finance

Finance

Vetting

O & M

activities

Projects(Railway/RailTel/LMC

etc)

Others

(GeneralAdmin etc.)


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RAILTEL Process: Purchase Indent Process Business Function: RAILTEL Project Date: 12-01-2013


Process Number: PO 02 Description: This step explains the Purchase Indent Process.

Event Description: This process is triggered to raise the purchase indent.


AS IS Process AS IS ID # Process ID # Description

Mode

Requirement

Fulfillment using ERP

Approach (Y/N)

Procurement POM_PO_PI_1 PO 02.01 User will create the Indent by mentioning the PR headers details like the PR type ,

Description

System Y

Procurement POM_PO_PI_1 PO 02.02 Create Purchase Indent with information like item or description, quantity and

(Approx) purchase price. When item not available the user should choose

purchasing category and write a description.

System Y

Procurement POM_PO_PI_1 PO 02.03 Indent preparers should select the inventory organization name, location and

Supplier details (options).

System Y

Procurement POM_PO_PI_1 PO 02.04 Select the Charge Account Number in case of Expense or Consumables items. System Y

Procurement POM_PO_PI_1 PO 02.05 Generate a Purchase Indent with automatic document number. System Y

Procurement POM_PO_PI_1 PO 02.06 Submit the purchase Indent for approval through the delegation of authority. System Y

Procurement POM_PO_PI_1 PO 02.07 Requester will not be able to approve Indent. Indent approval will be a workflow

based process based on approval limits. Approved Purchase Indent is the input for

Purchase Order Creation.

System Y


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PO 03 - Indent Preparation & Approval

Indent Preparation & Approval

Project&Proc

urement

ERP Manual

Start

Indent/

Estimates

raised at

territory level

Submit for

approval &

Finance

Concurrence

Finance

Approval as

per SOP

Approval from

TM as per

SOP

Yes

More Info

MoreInfo

No

RO collates all Indent/

Estimates of territory level

and prepares consolidated

proposal

Or Indent/Estimate raised

at regional level

Yes

Finance

concurrence

as per SOP

Submit for

approval &

Finance

Concurrence

Approval from

RGM as per

SOP

Yes

More Info

No

More Info

CO collates all Indent/

Estimates of regional level

and prepares consolidated

proposal

Or Indent/Estimate raised

at corporate level

Yes

Submit for

approval &

Finance

Concurrence

Corporate

finance

concurrence

as per SOP

Approval from

MD/Director as

per SOP

End

Yes

More Info

oN

More Info

Tender

Process at

Territory Level

If applicable

PO04-PO05

Tender

Process at

Regional Level

PO04-PO05

Territory Level Regional Level Corporate Level

Tender Process

at Corporate

Level

PO04-PO05


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RAILTEL Process: Indent Preparation & Approval Business Function: RAILTEL Project Date: 12-01-2013


Process Number: PO 03 Description: This step explains the Indent preparation and approval.

Event Description: This process is triggered whenever an Indent is prepared and approved.



Mode

Requirement


Approach (Y/N)

Procurement POM_RP_EP_2 PO 03.01 Indent/Estimates are raised at territory level System Y

Procurement POM_RP_EP_2 PO 03.02 Indent is submitted for approval System Y

Procurement POM_RP_EP_2 PO 03.03 Approval is done as per SOP System Y

Procurement POM_RP_EP_2 PO 03.04 Final approval is done from TM as per SOP System Y

Procurement POM_RP_EP_2 PO 03.05 RO collates all indent/estimates of territory level and prepares consolidated

proposal then it is put up for approval

System Y

Procurement POM_RP_EP_2 PO 03.06 Approval from finance for concurrence is done as per SOP System Y

Procurement POM_RP_EP_2 PO 03.07 Final approval is done from RGM as per SOP System Y

Procurement POM_RP_EP_2 PO 03.08 CO collates all indent/estimates of regional level and prepares consolidated proposal

then it is put up for approval

System Y

Procurement POM_RP_EP_2 PO 03.09 Approval from finance for concurrence is done as per SOP System Y

Procurement POM_RP_EP_2 PO 03.10 Final approval is done from CMD/Director as per SOP System Y


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PO 04 - Overall Procurement Tender Process (Supply Item)


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Start

Procurement

Finance

Business Plan

Railways OFCSection Works

Other Railways

Project

Other CustomerProject

O&M Activities

Govt. Projects

Global Tender

Open Tender

Limited Tender

Special LimitedTender

Single Tender

Quotation

Tender DocumentFloated

Receive

response frombidder

Tender document

is opened bynominated TOC

Comparative sheet

and Briefing noteare prepared by

executive

B

C

Vetted

comparative sheetand Briefing note

put up to TC

TC prepares final

observation

Comparative sheet & final

minutes sent to TAA forapproval

Successful bidderdeposit various

documents like PBG,Security Deposit

EMD handed over

to finance

Comparative sheet &

Briefing note vettedby financeB C

Purchase Indent/Estimates raised at

Territory Level.(Project

budget will be revised if

indent estimate increases

more than project budget)

Purchase Indent/Estimates raised

at regional Level

RO collates all

requisitions fromterritories & Prepares

consolidatedproposal

CO collates allrequisitions from

regions & Preparesconsolidated

proposal

EMD Return tounsuccessful

bidder & EMD

returns tosuccessful bidder

or adjusted withInvoice

Purchase Order

Issued tosuccessful bidder.

Tender estimate

will be revised ifPO estimate

increases morethan tender

estimate.

Tender processing

officer isnominated

ProjectBudgeting

ProcessPRJ05

Tender cost Estimationprepared and Put up to

Finance for FinanceVetting & approval as per

SOP along with PACissued by Region/

Corporate and approvedby Director

A


Finance for FinanceVetting

A

Prebid meeting and

change/modificationTender document

accordingly

Acceptance from

Supplier

Supplier

RegistrationProcess

PO32

TC nomination asper SOP

Purchase Indent

raised at corporatelevel

Overall Procurement Tender Process ERP Manual Email

Discharge

Counter offer/LOI

Acceptance

NIT Published in

News Paper(Online)

Negotiation maydone with

supplier

Approved Supplier

List or Freshapproved supplier

list via approvalPO37

End

Non-Acceptance

NIT and Tender

Document

uploaded on

website

PR Process

RAILTEL Process: Overall Procurement Tender Process Business Function: RAILTEL Tender Date: 12-01-2013


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Process Number: PO 04 Description: This step explains the Overall Procurement Tender process for material.

Event Description: This process is triggered Whenever a Tender is created for material.



Mode

Requirement

Fulfillment using ERPApproach (Y/N)

Requirement

Generation

POM_TP_

RG_1

PO 04.1 Requirement for floating the tender is triggered from the various sources.

Business Plan (Long Term & Short Term)

Railway Project OFC section works

Other Railway Projects

Other Customer projects

O&M activities

Customer Lead

Government Project

Manual Y

Indent/Estimates POM_RP_

EP_2

PO 04.2 Purchase Indent/Estimates raised at territory and regional level

RO & CO collates all the indent and prepares consolidated proposal

Estimates and Tender document prepared and put up to finance for finance

vetting.

System Y

Tender Document POM_TP_

TD_2

PO 04.3 Tender Processing officer is nominated.

Tender are of various types, open tender, limited tender, special limited tender,

Global tender, single tender and quotation. Respective tender document is created.

System Y

Tender Document

Execution

POM_TP_

TE_3

PO 04.4 As per SOP and schedule of work, Tender process is followed and floated;

Simultaneously It is published in news paper and on RailTel website also.

As required tender is floated to selected supplier from approved supplier

list.

Prebid meeting is done and tender document is changed accordingly

Response is received from various vendors.

System Y


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Mode

Requirement


Approach (Y/N)

Tender document is opened by nominated TOC

Comparative sheet and Briefing note are prepared by executive

EMD is hand over to finance and Comparative sheet and briefing note are

vetted by finance.

TC nomination is done.

Vetted comparative sheet put up to TC and TC prepares the final

observation.

Comparative sheet and final minutes sent to competent authority approval.

Negotiation is done if required and Discharge can also be happen

Counter offer process is done for final price.

Purchase Order is issued to successful bidder and acknowledgment is

received.

Successful bidder deposit various document like PBG, Security deposit.

Simultaneously EMD is returned to unsuccessful bidder.


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PO 05 - Overall Project Tender Process (Works/Service/Item)


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Start

Project

Finance

Business Plan

Railways OFC

Section Works

Other Railways

Project

Other CustomerProject

O&M Activities

Govt. Projects

Global Tender

Open Tender

Limited Tender

Special LimitedTender

Single Tender

Quotation

Tender DocumentFloated

Receive

response frombidder

Tender document


Comparative sheet

and Briefing noteare prepared by

executive

B

C

Vettedcomparative sheet

and Briefing note

put up to TC

TC prepares finalobservation


minutes sent to TAA for

approval

Successful bidder

deposit variousdocuments like PBG,

Security Deposit

EMD handed over

to finance

Comparative sheet &Briefing note vetted

by financeB C


Territory Level.(Project

budget will be revised ifindent estimate

increases more thanproject budget)

Purchase Indent/

Estimates raised

at regional Level

RO collates all

requisitions from

territories & Preparesconsolidated

proposal

CO collates all

requisitions fromregions & Prepares

consolidated

proposal

EMD Return to

unsuccessfulbidder & EMD

returns to

successful bidderor adjusted with

Invoice

LOA Issued tosuccessful bidder.

Tender estimate

will be revised ifLOA estimate

increases more

than tenderestimate.

Tender processing

officer is

nominated

Project

BudgetingProcess

PRJ05

Tender cost Estimation

prepared and Put up to


SOP along with PAC

issued by Region/Corporate and approved

by Director

A


prepared and Put up to


A

Prebid meeting andchange/modification

Tender document

accordingly

Acceptance fromSupplier

Supplier

RegistrationProcess

PO32

TC nomination as

per SOP

Purchase Indentraised at corporate

level

Overall Project Tender Process ERP Manual Email

Discharge

Counter offer/LOI

Acceptance

NIT Published in

News Paper

(Online)

Negotiation may

done with

supplier

Approved Supplier

List or Freshapproved supplier

list via approval

PO37

End

Non-Acceptance

NIT and Tender

Document

uploaded on

website

PR Process

RAILTEL Process: Overall Project Tender Process Business Function: RAILTEL Tender Date: 12-01-2013


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Process Number: PO 05 Description: This step explains the Overall Project Tender process for Service and Work Contract.

Event Description: This process is triggered Whenever a Tender is created for service and works contract.



Mode

Requirement


Requirement

Generation

POM_TP_

RG_1

PO 05.1 Requirement for floating the tender is triggered from the various sources.

Business Plan (Long Term & Short Term)

Railway Project OFC section works

Other Railway Projects

Other Customer projects

O&M activities

Customer Lead

Government Project

Manual Y


EP_2




vetting.

System Y


TD_2

PO 05.3 Tender Processing officer is nominated.

Tender are of various types, open tender, limited tender, special limited tender,

Global tender, single tender and quotation. Respective tender document is created.

System Y

Tender Document

Execution

POM_TP_

TE_3




list.

Prebid meeting is done and tender document is changed accordingly




System Y


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Mode

Requirement


Approach (Y/N)


vetted by finance.



observation.




LOA is issued to successful bidder and acknowledgment is received.




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PO 06 - Open/Global Tender Process Single Packet

Start

Project&Procurement

Finance

Open/Global

Tender documentfloated

Receiveresponse from

bidder

Tender document


Comparative sheetand Briefing note

are prepared byexecutive

B

C

Vettedcomparative sheetand Briefing note

put up to TC




Successful bidder


Security Deposit

EMD handed over

to finance

Comparative sheet &



Territory Level.(Projectbudget will be revised if

indent estimate increasesmore than project

budget)


at regional Level

RO collates allrequisitions from

territories & Prepares

consolidated

proposal



proposal

EMD Return tounsuccessfulbidder & EMD



Purchase Order/LOAIssued to successful

bidder.

Tender estimate will berevised if LOA/PO

estimate increases morethan tender estimate.

Tender processingofficer is

nominated

ProjectBudgeting

ProcessPRJ05



SOP

A


Finance for Finance

Vetting

A


SupplierRegistration

ProcessPO32

End


Purchase Indent


Open/Global Tender Process Single Packet ERP Manual Email

Discharge

Counter offer/LOI

NIT Published inNews Paper

(Online)

Negotiation maydone withsupplier

AcceptanceNon-Acceptance

NIT and Tender

Document

uploaded on

website

PR Process


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RAILTEL Process: Open/Global Tender Process

Single Packet

Business Function: RAILTEL Tender Date: 12-01-2013


Process Number: PO 06 Description: This step explains the Open/Global Tender process for Single Packet.

Event Description: This process is triggered Whenever an Open Tender is created.



Mode

Requirement


Approach (Y/N)


EP_2




vetting.


TD_2

PO 06.2 Tender Processing officer is nominated for Open/Global Tender Single Packet. System Y

Tender Document

Execution

POM_TP_

TE_3






EMD is hand over to finance and Comparative sheet and briefing note arevetted by finance.



observation.




PO/LOA is issued to successful bidder and acknowledgment is received.


System Y


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PO 07 - Open/Global Tender Process Two Packet

Start

Project&Procurement

Finance

Open/Global

Tender documentfloated


bidder

Tenderdocument(Technical)


Briefing note are

prepared byexecutive

B

C

Vetted Briefingnote put up to TC

TC prepares final

observation

Final minutes sent to TAA for

approval

EMD handed over

to finance

Comparative sheet &




indent estimateincreases more than

project budget)


at regional Level


territories & Prepares

consolidated

proposal



proposal


nominated

ProjectBudgeting

ProcessPRJ05


Finance for FinanceVetting and approval as

per SOP

A


Finance for Finance

Vetting

A


Purchase Indent


Open/Global Tender Process Two Packet ERP Manual Email

NIT Published inNews Paper

(Online)

Prebid Meeting &Change/Modify

Tender document

Prebid queriesPublish on

Website

Price bid kept in

seal packet withexecutive along

with seal of RCIL

and sign. of TOCand all bidders

EMD and

Unopened Pricebid returns to

unsuccessfulbidders

Price TC openedby nominated

TOC

Notification to allsuccessful bidder

of Price bid

Comparative sheet

are prepared byexecutive

C

B

Vettedcomparative sheet

put up to TC




Successful bidder


Security Deposit

EMD Return to

unsuccessfulbidder & EMD



Purchase Order/LOA

Issued to successfulbidder.

Tender estimate will berevised if LOA/PO

estimate increases morethan tender estimate.



ProcessPO32

Discharge

Counter Offer/LOI

Negotiation may

done withsupplier

End

AcceptanceNon-Acceptance

NIT and Tender

Documentuploaded on

website

PR Process


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RAILTEL Process: Open/Global Tender Process Two

Packet



Process Number: PO 07 Description: This step explains the Open/Global Tender process for Two Packet.

Event Description: This process is triggered Whenever an Open Tender is created.



Mode

Requirement


Approach (Y/N)


EP_2




vetting.

Manual N


TD_2

PO 07.2 Tender Processing officer is nominated for Open/Global Tender Two Packet. System Y

Tender Document

Execution

POM_TP_

TE_3



Prebid meeting is done and tender document is changed /modified

accordingly. Prebid queries are published on website also.


Tender document (Technical) is opened by nominated TOCPrice bid kept in seal packet with executive along with seal of RCIL and sign.

of TOC and all bidders

Briefing note is prepared by executive.

EMD is hand over to finance and briefing note is vetted by finance.


Vetted Briefing note put up to TC and TC prepares the technical

observation.

Technical minutes sent to competent authority for approval.

EMD and unopened price bid returned to unsuccessful bidder

System Y


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Mode

Requirement


Approach (Y/N)

Price TC opened by nominated TOC

Notification is sent to all successful bidders of price bid for opening.


Comparative sheet and briefing note are vetted by finance.


observation.




PO/LOA is issued to successful bidder and acknowledgment is received.


Simultaneously EMD is returned to unsuccessful bidders.


31/125



PO 08 - Limited Tender Process

Start

Project&Procurement

Finance

Limited Tenderfloated to selected

vendor


bidder

Tender documentis opened by

nominated TOC

Comparative sheetand Briefing noteare prepared by

executive

B

C

Vetted


put up to TC


Comparative sheet & finalminutes sent to TAA for

approval



EMD handed over

to finance

Comparative sheet &


Purchase Indent/

Estimates raised at


indent estimateincreases more than

project budget)

Purchase Indent/

Estimates raisedat regional Level


territories & Preparesconsolidated

proposal

CO collates all

requisitions fromregions & Prepares

consolidated

proposal

EMD Return tounsuccessful

bidder & EMDreturns to

successful bidder


Purchase Order/LOA Issued to

successful bidder.Tender estimate willbe revised if LOA/

PO estimate

increases more thantender estimate.


nominated

ProjectBudgeting

ProcessPRJ05


prepared and Put up toFinance for Finance

Vetting & approval as per

SOP

A


Finance for Finance

Vetting

A


Supplier

RegistrationProcessPO32

End



level

Limited Tender ERP Manual Email

Discharge

Counter offer/LOI


supplier

ApprovedSupplier List

PO37

Fresh approvedsupplier list via

approval

Prebid Meeting &

Change/Modify

Tender document

Non-AcceptanceAcceptance

NIT and Tender

Documentuploaded on

website

PR Process


32/125



RAILTEL Process: Limited Tender Process Business Function: RAILTEL Tender Date: 12-01-2013


Process Number: PO 08 Description: This step explains the Limited Tender process.

Event Description: This process is triggered Whenever a Limited Tender is created.




Approach (Y/N)


EP_2




vetting.

System Y


TD_2

PO 08.2 Tender Processing officer is nominated and Limited tender is floated to selected

vendors.

System Y

Tender Document

Execution

POM_TP_

TE_3


Simultaneously It is published on RailTel website also.


list or fresh approved supplier list can be created before floating the tender

document.

Prebid meeting may be done and tender document is changed accordinglyif required.





vetted by finance.



observation.

System Y


33/125




Mode

Requirement


Approach (Y/N)








34/125



PO 09 - Single Tender Process

Start

Project&Procurement

Finance

Single Tenderfloated to single

vendor


bidder

Tender documentis opened by

nominated TOC

Comparative sheetand Briefing noteare prepared by

executive

B

C

Vetted


put up to TC


Comparative sheet & finalminutes sent to TAA for

approval



EMD handed overto finance

Comparative sheet &Briefing note vetted

by financeB C



indent estimate increasesmore than project

budget)

Purchase Indent/Estimates raisedat regional Level

RO collates all

requisitions fromterritories & Prepares

consolidated

proposal



proposal

EMD returns oradjusted with

Invoice

Purchase Order/LOA Issuedto successful bidder.

Tender estimate will berevised if LOA/PO estimateincreases more than tender

estimate.


nominated

ProjectBudgetingProcessPRJ05



SOP. Along with PACissued by region/

Corporate (with vetting)and approval by director/

Corporate

A



A



Process

PO32

End



level

Single Tender ERP Manual Email

Discharge

Counter offer/LOI


supplier

ApprovedSupplier List

PO37

Fresh approvedsupplier list via

approval

Non AcceptanceAcceptance


35/125



RAILTEL Process: Single Tender Process Business Function: RAILTEL Tender Date: 12-01-2013


Process Number: PO 09 Description: This step explains the Single Tender process.

Event Description: This process is triggered Whenever Single Tender is created.




Approach (Y/N)


EP_2




vetting, along and with PAC issued by region (with vetting) and approval by

director/corporate.

System Y


TD_2

PO 09.2 Tender Processing officer is nominated and Singe tender is floated to vendor. System Y

Tender Document

Execution

POM_TP_

TE_3

PO 09.3 As per SOP and schedule of work, Tender process is followed and floated.


list or fresh approved supplier list can be created before floating the tender

document.


Comparative sheet and Briefing note are prepared by executiveEMD is hand over to finance and Comparative sheet and briefing note are

vetted by finance.



observation.





System Y


36/125




Mode

Requirement


Approach (Y/N)




37/125



PO 10 - Dispensation of Tender Process for Material

Dispensation of Tender for Material

Territory/Region/

Corporate

Finance

Project&Procurement

Start

Executive

processes thedispensation of

Tender

RFQ will becreated for

quotation

Quotation are

called fromvarious vendors

(Minimum 3)PO31

Comparative

statement isprepared by the

executive andsent to finance

for vetting

Comparativesheet sent to

competentauthority

approval

Purchase

Order is issuedto successful

bidder

End

RFQProcess

PO31

Executive sends the

proposal PurchaseRequisition/Indent to

Manager (HQ/RO/CO)PO01-PO02

Purchase

Indent Process

PO01-PO02

ProcurementProcess

PO12

Successful bidder


Security Deposit(Optional)

A

AFinance

Vetting

ERP Manual Email


38/125



RAILTEL Process: Dispensation of Tender Process for

Material



Process Number: PO 10 Description: This step explains the Dispensation of Tender process for Material.

Event Description: This process is triggered Whenever Dispensation of Tender Process is done.



Mode

Requirement


Approach (Y/N)

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 10.1 Dispensation of tender is requested on urgent basis for extension of maintenance

activity or last mile. Executive processes the dispensation of tender process.

System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 10.2 RFQ document is created and sent to approve suppliers or Fresh Suppliers.

Quotations are called from various suppliers.

System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 10.3 Comparative statement is prepared and sends to finance for vetting then it is sent to

competent authority for approval.

System Y

Dispensation of

Tender/QuotationProcess

POM_TP

_DT_4

PO 10.4 Purchase Order is issued to successful bidder System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 10.5 Successful bidder deposits various documents like PBG, Security deposit. System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 10.6 Procurement process is initiated for further activity. System Y


39/125



PO 11 - Dispensation of Tender Process for Works Contract & Execution


40/125



Dispensation of Tender for Works Contract & Execution

Territory/Region/

Corporate

Finance

Pro

curement

Start

Executive

processes the

dispensation ofTender

RFQ will becreated for

quotation

Quotation are

called fromvarious vendors

(Minimum 3)

PO31

Comparative

statement is

prepared by theexecutive and sent to

finance for vetting

Comparative

sheet sent to

competentauthority

approval

LOA is issued

to successfulbidder

End

RFQProcess

PO31

Executive sends the

proposal Purchase

Requisition/Indent toManager (HQ/RO/CO)

PO01-PO02

PurchaseIndent Process

PO01-PO02

Procurement

ProcessPO13

Successful bidder

deposit various


(Optional)

A

AFinance

Vetting

ERP Manual Email

RAILTEL Process: Dispensation of Tender Process for Business Function: RAILTEL Tender Date: 12-01-2013


41/125



Service & Works Contract


Process Number: PO 11 Description: This step explains the Dispensation of Tender process for Service & Works Contract.

Event Description: This process is triggered Whenever Dispensation of Tender Process is done.



Mode

Requirement


Approach (Y/N)

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 11.1 Dispensation of tender is requested on urgent basis for extension of maintenance

activity or last mile. Executive processes the dispensation of tender process.

System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 11.2 RFQ document is created and sent to approve suppliers or Fresh Suppliers

Quotations are called from various suppliers.

System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 11.3 Comparative statement is prepared and sent to finance for vetting then it is sent to

competent authority for approval.

System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 11.4 LOA is issued to successful bidder System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 11.5 Successful bidder deposits various documents like PBG, Security deposit. System Y

Dispensation of

Tender/Quotation

Process

POM_TP

_DT_4

PO 11.6 Procurement process is initiated for further activity. System Y


42/125



PO 12 - Procurement Process for Material (Supply Item)

Standard

PurchaseOrder

APO/RC/SPO/SubAPO/Sub RC Sent

for Finance Vetting

Purchase

Order Issuedto Successful

bidder

Sub PO arereleased

against RC

Procurement

Finance

Supplier offer

RailTel forcarrying

inspection

Inspection from

nominated agencyeither from ASL orby RailTel officials

Confirmation of

Change ofconsignee if

any

Item delivered

at store

Warranty asper PO

conditions

Invoice Bills &

PaymentsAP02-AP04

RailTel Usesthe item to the

site or RailTeldeliver the item

to the site

Start

End

PurchaseOrder

DocumentCreated

Sub PO are

releasedagainst APO

Region wiseDistribution

Procurement Process for Supply Item

Standing Bank

GuaranteeSubmission

from Supplier

AdvancePurchase

Order

Rate Contract

PO will be amended

to change theconsignee detail withexecutive approval

Nomination ofinspection

authorizedagency

ApprovedSupplier List or

New SupplierPO37

Payment to

OutsideInspection

authority

ERP Manual Email

End

Receiving

ProcessINV02

Inspectionreport is

entered in tothe system

Acceptance &

BG submissionfrom Supplier

PO18

Inspection Outside

RailTel


43/125



RAILTEL Process: Procurement Process for Material Business Function: RAILTEL-Project Date: 12-01-2013


Process Number: PO 12 Description: This step explains the procurement process of Material.

Event Description: This process is triggered Whenever a purchase order is raised for material procurement.


AS ISProcess

AS IS ID # Process ID #Description Mode


Approach (Y/N)

Purchase

Order

Creation

POM_PO_PC_3 PO 12.1 Purchase Order is created as per the requirement in the tender with the

successful bidder.

System Y

Purchase

Order

POM_PP_PO_4 PO12.2 Purchase Order can be of multiple types like Standard PO, APO and

RC.

Purchase Order is issued to successful bidder after finance vetting.

Standing BG is submitted from supplier against APO and RC.

BG is submitted and accepted from supplier against Standard PO and

Sub-Pos against APO & RC.

System Y

Inspection POM_PO_IP_4 PO 12.3 Supplier offer RailTel for carrying Inspection.

Inspection can be from nominated agency either from ASL or by

RailTel officials.

If Inspection is from outside, nomination of inspection authorizedagency is done from ASL and Payment to inspection authority is made.

Inspection report is entered in to the system.

System Y

None None PO 12.4 PO will be amended to change the consignee detail with the executive

approval.

System Y

Receiving/D

elivery

POM_PO_RD_5 PO 12.5 Item is delivered at store

RailTel uses the item to the site or RailTel deliver the item to the site.

System Y

Inspection/F POM_RP_TS_4/P PO 12.6 Warranty will be applicable after delivery of Item as per PO condition. System Y


44/125



AS IS

Process

AS IS ID # Process ID #

Description Mode

Requirement


Approach (Y/N)

AT OM_PP_FT_5


45/125



PO 13 - Procurement Process for Works Contract (Supply, Installation & Commissioning)

LOA Sent for

FinanceVetting

LOA Issued toSuccessful

bidder

Project

Finance

Contract agreement

is prepared with

successful bidder

Contractoroffer RailTel

for carrying

inspection

Inspection fromnominated agency

either from ASL or

by RailTel officials

Confirmation ofchange in

consignee if

any

Service/Itemdelivered &

recorded

Item deliveredat site

Vendor doesI&C after site

readiness

SI Conducts

AT in co-

ordination with

RailTel

Executive

PAC released

after AT

FAC as per

LOA T&C EndWarranty as

per LOA T&C

Invoice Bills &

Payments

AP02-AP04

Start

LOADocument

Created

Region wise

Distribution

Contract

agreement is

sent for legal

vetting

Procurement Process for Works Contract

Nomination of

inspection

authorized

agency

Approved

Supplier

List

PO37

Payment to

Inspection

authority

End

LOA will be amendedto change the

consignee detail with

executive approval

Part PAC can

also be released

as per LOA T&C

Acceptance &

BGSubmission

from Supplier

PO18

ERP Manual Email

Inspection Outside

RailTel


46/125



RAILTEL Process: Procurement Process for Service &

Works Contract

Business Function: RAILTEL-Project Date: 12-01-2013


Process Number: PO 13 Description: This step explains the procurement process for service & Works Contract.

Event Description: This process is triggered Whenever a LOA is created for service and Works Contract.


AS IS Process AS IS ID # Process ID #

Description Mode

Requirement


Approach (Y/N)

LOA Creation POM_PO_P

C_3

PO 13.1 LOA document is created and region wise distribution can also be happen. System Y

LOA Creation POM_PP_P

O_4

PO 13.2 LOA is issued to successful bidder after finance vetting. System Y

None None PO 13.3 LOA is accepted and Bank Guarantee is submitted from supplier.

None POM_RP_TP

_5

PO 13.4 Contract agreement is prepared with successful bidder and it is sent for legal

vetting.

System Y

Inspection POM_PO_IP

_4

PO 13.5 Contractor offer RailTel for carrying Inspection

Inspection can be from nominated agency either from ASL or RailTel

officials. Fresh nomination of agency can also be done.

If inspection is from outside, nomination of inspection authorized agency isdone from ASL and Payment to inspection authority is made.

System Y

None None PO 13.6 Consignee detail can be changed by amending the consignee detail in LOA. LOA will

go for executive approval.

System Y

Receiving/Delivery POM_PO_R

D_5

PO 13.7 Service/Item is delivered to site/Store.

Vendor does I&C at site after site readiness.

System Y

Inspection/FAT POM_PP_FT PO 13.8 SI conducts AT in coordination with RailTel executive


47/125



AS IS Process AS IS ID # Process ID #

Description Mode

Requirement


Approach (Y/N)

_5/POM_RP

_TS_4

PAC is released after AT, Part PAC can also be released as per LOA terms &

condition

FAC will be issued after PAC release as per LOA terms & condition

Warranty will be applicable after delivery as per LOA terms & condition


48/125



PO 14 - Procurement Process for Execution


49/125



LOA Sent for

FinanceVetting


bidder

Project

Finance

Contract agreement

is prepared withsuccessful bidder

Work

Confirmation of

Service

delivered

Invoice Bills &

PaymentsAP02-AP04

Start

LOA

Document

Created


Contract agreement issent for legal vetting

Optional for Execution

works at RO

Procurement Process for Execution ERP Manual Email

PAC released

after AT

FAC as per

LOA condition End

Part PAC canalso be released

as per LOAcondition

Acceptance &

BG, SDSubmission

from Supplier

PO18

SI Conducts AT

in co-ordination

with RailTel

Executive

SI Conducts AT

in co-ordination

with RailTel

Executive

Stock

Transfer

from Store toProject Site

INV04

On-hand

quantity will

get updated

End

Indent for

Material

requirement atsites

PO01-PO02

Materialrequired at site

for other

activity

RAILTEL Process: Procurement Process for Execution Business Function: RAILTEL-Project Date: 12-01-2013


50/125




Process Number: PO 14 Description: This step explains the procurement process for Execution.

Event Description: This process is triggered Whenever LOA is raised for execution activity.


AS IS

Process


Description Mode

Requirement


LOA

Creation

POM_PO_

PC_3

PO 13.1 LOA document is created and region wise distribution can also be happen. System Y

LOA

Creation

POM_PP_

PO_4


None None PO 13.3 LOA is accepted and Bank Guarantee, Security Deposit is submitted from supplier.

None POM_RP_

TP_5


vetting.

System Y

Receiving/D

elivery

POM_PO_

RD_5

PO 13.5 Work Confirmation of Service is entered for service receiving. System Y

None None PO 13.6 In case of Material requirement like Duct, Cable at site an Indent will be

raised to issue the material from store to site.

Stock is transferred from store to site.

System Y

Inspection/F

AT

POM_PP_

FT_5/POM_RP_TS

_4

PO 13.7 SI conducts AT in coordination with RailTel executive

PAC is released after AT, Part PAC can also be released as per LOA terms &condition

FAC will be issued after PAC release as per LOA terms & condition

System Y


51/125



PO 15 - Procurement Process for AMC (Equipments, Sections, Miscellaneous)

LOA Sent forFinanceVetting


bidder for AMCWork

Project

Finance

Contract agreementis prepared with

successful bidder

Servicedelivered &recorded

Invoice Bills& PaymentsAP02-AP04

Start

LOADocumentCreated


Contractagreement issent for legal

vetting

Procurement Process for AMC Work (Equipment, Section)

WorkConfirmation of

Service

End

EmailManualERP

Acceptance &BG

Submissionfrom Supplier

PO18

WorkOrder

MNT04


52/125



RAILTEL Process: Procurement Process for AMC Business Function: RAILTEL-Project Date: 12-01-2013


Process Number: PO 15 Description: This step explains the procurement process for AMC work.

Event Description: This process is triggered Whenever LOA is raised for AMC work against Work Order and Purchase Indent.


AS IS

Process


Description Mode

Requirement


Approach (Y/N)

LOA

Creation

POM_PO_

PC_3

PO 13.1 LOA document is created and region wise distribution can also be happen for AMC

work.

System Y

LOA

Creation

POM_PP_

PO_4


None None PO 13.3 LOA is accepted and Bank Guarantee is submitted from supplier.

None POM_RP_

TP_5


vetting.

System Y

Receiving/D

elivery

POM_PO_

RD_5

PO 13.5 Work Confirmation of Service is entered for service receiving. System Y


53/125



PO 16 - Procurement Process for Inspection (Material, Works Contract & Execution)


54/125



Procurement Process for Inspection Charges

Procurement

Procurement

Fin

ance

Start

Service PO is created for

Inspection Charges with

Supplier Ship to and Bill to

details

Shipment

detail is

entered

Distribution detail is

entered for service

delivery/Inspection

work/Inspection

charges

Service details,

amount, need by

date and

promised date is

entered

Give Distribution

detail location wise

and delivery

schedule for item

delivery

Approve POPO

approved

No

Automaticnotification to

buyer

Yes

PO sent for

finance vetting

ServiceDelivered/Inspection

completed

Inspection reportis submitted to

Project Executive

End

Invoice Bill &

Payments to

supplier for

Inspection Work

AP02-AP04

ERP Manual Email

WorkConfirmationof Service

INV03

RAILTEL Process: Procurement Process for Inspection Business Function: RAILTEL-Project Date: 12-01-2013


55/125




Process Number: PO 16 Description: This step explains the procurement process for Inspection Charges.

Event Description: This process is triggered Whenever Payment for Inspection Charges is done.


AS ISProcess



Approach (Y/N)

None None PO 16.1 Service Purchase Order is created for Inspection charges with supplier details. System Y

None None PO 16.2 Service amount/quantity, service fulfillment date is entered. System Y

None None PO 16.3 Shipment detail is entered System Y

None None PO 16.4 Distribution detail location wise is entered for service delivery information System Y

None None PO 16.5 Service Purchase Order is submitted for approval for finance vetting System Y

None None PO 16.6 Automatic notification will be sent to buyer for confirmation of LOA approval. System Y

None None PO 16.7 Inspection report is submitted to project executive. Manual N


56/125



PO 17 - Imprest/Advance Procurement Process

Imprest/Advance Procurement Process

Procurem

ent

Operation&Maintenance

Finance

Start

ServicePurchase

Order sent forfinance vetting

Invoice Bill &Payments to

supplierAP02-AP04

ERP Manual Email

Unoreredreceipt of Item/Service detail

is created

Receipt of linedetail is

recorded

Item/Service,Quantity, UOM andreceiving locationfor receipt line is

specified

Generate newreceipt or add

unordered receiptlines to an

existing receipt

Projects&Procurement

Receipt headerinformation isentered and

transaction issubmitted

SearchUnorderedreceipts to

match

Select receiptlines to match

PurchaseOrder is

created tomatch the

receipt lines

Select PurchaseOrder documentnumber & Linedetails to match

SubmitUnordered

receipt line formatching

Receiving ofItem/Service is

done in thesystem

Final deliveryof Item/Service

End


57/125



RAILTEL Process: Imprest/Advance Procurement

Process

Business Function: RAILTEL-Project Date: 12-01-2013


Process Number: PO 17 Description: This step explains the Imprest/Advance Procurement Process.

Event Description: This process is triggered Whenever unordered receipt is made without valid Purchase Order.


AS IS

Process


Description Mode

Requirement


Approach (Y/N)

None None PO 17.1 Unordered receipt of Item/Service detail is created System Y

None None PO 17.2 Item/Service, Quantity, UOM and receiving location for receipt line is specified System Y

None None PO 17.3 Generate new receipt or add unordered receipt lines to an existing receipt System Y

None None PO 17.4 Receipt header information is entered and transaction is submitted System Y

None None PO 17.5 Purchase Order is created to match the receipt lines System Y

None None PO 17.6 Unordered receipt and receipt lines is searched to match with PO document number System Y

None None PO 17.7 Unordered receipt line is submitted for matching System Y

None None PO 17.8 Receiving of Item/Service is done in the system System Y

None None PO 17.9 Final delivery is created of Item/Service. System Y


58/125



PO 18 - Bank Guarantee Process

Bank Guarantee Process

Procurem

ent

Project&Procurement

Legal

PBG sent forlegal vetting

ERP Manual Email

Start

Purchase

Order

Letter of Award

Sub PO

against RateContract

Sub PO

againstAdvance

PurchaseOrder

Performance BankGuarantee will sent

to bank for

confirmation

Afterconfirmation,

sent for legal

vetting

After legalvetting

submitted to

finance forsafe custody

Standing BGwill be sent to

bank for

confirmation

Advance

PurchaseOrder

Rate Contract

Delivery/DOC period

extends

Extension of BankGuarantee date &

Performance BankGuarantee will sent to bank

for confirmation. System

alert will go to finance forbank guarantee date

extension

Yes

After Bank

Confirmation itis submitted to

finance for

safe custody

Supplier Bank Guarantee will

be released after PO/LOAfulfillment/Encashment in

case of default/termination

End

No


59/125


60/125



PO 19 - Site Readiness Process-For Material and Service


61/125



Site Readiness Process

Procurement

Project&Procurement

ERP Manual

Start

Notification will

be sent to

concern stores

for Space

check

Space

Available for

Material

PO/LOA

issued for

Material/Works

PO12-PO13

Procurement

process for

Material/Works

Execution

Executive will

check & show

drop down menu

for readiness of

activity

Activities can be like for I&C activity:

Fiber through & Terminated from BS to

BS

Power Supply-AC

Power Supply-DC, Battery, Chargers

Rack Installation

Space

Earthing etc.

Concern authority

will put suitable

remarks for

readiness/non

readiness

LOA for

work

execution

PO14

Pre-requisite

Activity

defined

Executive will

check & show

drop down

menu for

readiness of

activity

Activities can be like:

Proposed route Plan

Approval from Railways/other

authority along with offset boundary

lines

ROW permission

Duct Availability

OFC Availability etc..

Concern authority

will put suitable

remarks for

readiness/non

readiness

Yes

No (Authority will put suitable remarks)

Yes

No (Authority will put suitable

remarks)

End

End

RAILTEL Process: Installation & Commissioning and Business Function: RAILTEL-Project Date: 12-01-2013


62/125



Site Readiness Process


Process Number: PO 19 Description: This step explains the Installation & Commissioning/Site readiness activity.

Event Description: This process is triggered to fulfill pre-requisite activity before doing the Installation and Commissioning.


AS IS

Process


Description Mode

Requirement


Approach (Y/N)

None None PO 19.1 PO/LOA is issued for Material/Work/Execution process System Y

None None PO 19.2 Notification will be sent to concern stores for space check System Y

None None PO 19.3 Concern store checks the space availability of material System Y

None None PO 19.4 Executive will check and enter detail for readiness of activity for works System Y

None None PO 19.5 Various activities are required to check before I&C activities like:

Fiber through & Terminated from BS to BS

Power Supply AC

Power Supply DC, Battery, Chargers

Rack Installation etc..

System Y

None None PO 19.6 Concern authority will put suitable remarks for readiness/non-readiness System Y

None None PO 19.7 Pre-requisite activity will be defined for execution activity System Y

None None PO 19.8 Executive will check and enter detail for readiness of activity for execution System Y

None None PO 19.9 Various activities are required to check before execution:

Proposed Route Plan

Approval from railways authority along with offset boundary lines

Duct availability

OFC availability etc..boundary lines

Duct availability

OFC availability etc..

System Y

None None PO 19.10 Concern authority will put suitable remarks for readiness/non-readiness System Y


63/125



PO 20 - Inspection Process


64/125



Inspection Process

Procurement

Project&Procurement

ERP Manual

Start

Supplier/Contractor offer

RailTel for carryingInspection

Inspection

Inspection byRailTel official

Inspection report

is submitted toProject

Executives

Inspection

report isentered in to

the system

End

RailTel

Nomination ofInspection

authorized agencyeither by ASL or by

RailTel officials

Outside Agency

Outside agencysubmits the

Inspection reportto Project

Executives

Inspectionreport is

entered in tothe system

End

In case of FAT/AT outside India agreement in between RailTel and Supplier is mandate, without agreement (Formal) no official of RailTel can go outside of India

RAILTEL Process: Inspection Process Business Function: RAILTEL-Project Date: 12-01-2013


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Process Number: PO 20 Description: This step explains the Inspection Process.

Event Description: This process is triggered whenever Inspection is required.


AS ISProcess



Approach (Y/N)

None None PO 20.1 Supplier/Contractor offer RailTel for carrying Inspection System Y

None None PO 20.2 Inspection can be done by RailTel team or Outside agency System Y

None None PO 20.3 In case of RailTel team, Inspection is done by RailTel officials System Y

None None PO 20.4 Inspection report is submitted to Project executives System Y

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