Information technology division visakhapatnam port trust visakhapatnam

SECTION - III

SCOPE OF WORK/ERP SOLUTION

VPT desires an implementation of an ERP Solution, which has the ability to provide 24 X 7 on-line accesses to information to all the business process owners who will be defined as an ERP System user. The servers may be located at the Administrative Office in Visakhapatnam with network connectivity with all the work locations / office buildings. The existing campus network, which is covering all the buildings and work locations, shall be used for implementing this ERP. The Scope of work primarily consists of three main elements viz. providing ERP package and related software licenses, ERP customization / implementation services, and supplying requisite hardware. VPT appreciates that it may not be possible for all the bidders to offer all the three elements. In such a case, it is acceptable to VPT if suppliers of the ERP software license, requisite hardware and the System Integrator form a consortium to respond to this Tender, subject to complying with the mandatory requirements discussed in this document. Hence, any reference to bidder in this document, unless otherwise mentioned, is construed to mean one or more bidders acting in consortium to provide all the three elements of ERP project. Also the term bidder will include reference to the Consortium wherever required. In case of consortium bidding, the System Integrator will act as the leader and will be responsible for executing/getting executed all the jobs and responsibilities under this contract.

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  Preparation of detailed project plan based on the modules/components to be implemented and time bound action plan for the implementation of the entire project.
  
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  Provide detailed plan and methodology of integration/interfacing with other Systems in VPT as required by VPT.
  

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  Conduct detailed system architecture design and implement the same based on the business process and the performance levels desired from ERP solution as mentioned in Annexure # 3 & 4.
  
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  While achieving the performance levels all the technical requirements specification as per Appendix # 4 should be met.
  
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  Study the network architecture design and implementation at VPT; suggest changes to suit the performance levels of ERP.
  
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  Recommend other legacy system/network realignments or changes in system architecture if required, to seamlessly interface with ERP.
  
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  The sufficiency of Hardware sizing, Implementation of the features of the product to the best of the capabilities of the ERP Product, System integration tests, solution design etc., at the time of preparation of the Tender bid, during implementation and stabilization are to be audited/ validated by the Product Vendor to ensure the implementation of the best possible solution.
  

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  Supply of suitable ERP product/application along with database and other related software or tools. Please note that the port is having Oracle 10g database with 8 CPU licenses, out of these licenses, 6 CPU licenses can be shared for the ERP. The vendor after studying the existing licenses with VPT may quote the additional database licenses if required. If the vendor is supplying the additional Oracle database licenses, the supplied Oracle database must be latest version and the database must be for General purpose i.e., unrestricted use.
  

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  The existing hardware available with their support and other details are at Annexure#. The vendor is required to use the existing hardware where it is feasible, other than for production environment.
  
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  Detailed specifications of the hardware components along with necessary software’s to be provided which will be meeting the system performance levels and the technical requirements as per Annexure# 3 and Appendix# 4 respectively.
  
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  Supply & Installation of the hardware and other software as detailed above.
  
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  On supply and installation of hardware, if the system’s performance requirement are not met and any extra requirement of hardware components and/or software is required then the successful Bidder to supply and install at his own cost. This extra requirement of hardware and/or software shall have to put in place within four weeks from the date of notification by VPT.
  
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  The hardware architecture to be implemented is a High Availability Clustering architecture based upon Active-Active model of high scalability and performance as desired by VPT.
  

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  Conceptualization of the final solution, configuration, noninvasive customization of the product to meet the desired business goals/process improvements.
  
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  Preparing the testing strategy and test plan along with validating the Solution with test data (entire process of testing from unit testing to system integration testing and supporting the user acceptance testing),
  
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  Complete development, configuration and testing for the interfaces listed in Annexure # 6
  
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  Provide smooth transition plan and “GO-LIVE” stabilization of all ERP and related modules with real time data / transactions
  

- Cleansing and formatting of data extracted from the legacy systems;

-Uploading of these data to the new system;

- Creation of new/additional data mandatory in the new system.

- The bidder is expected to prepare and submit a high level Data Conversion Strategy Document during the process study stage of the project describing the broad data elements to be converted, source of the same, the target ERP module and the detailed form in which the same will be converted. The periodicity of historical data to be converted is for the preceding 7 years. The indicative volume of data to be converted is 250 GB. The vendor may quote for additional data conversion in multiples of 10 GB. The port shall provide all the data to be converted in soft copy form (MS Excel/TXT/Oracle dump file).

3.1.7 Conducting change management workshops and ERP training programs

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  Provide change management workshops to VPT’s users about the implemented solution. Total 400 users including port operations distributed among various functions.
  
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  Provide training to ERP Core team, users and others for the application/product implemented as required,
  

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  Providing post implementation support for six months after Go-Live for all components of the ERP solution.
  
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  Setting up support HELPDESK (for all components of the ERP Solution) at VPT location for it to be managed by VPT after the period of six months of post Go-Live support.
  

- The bidder has to plan for arranging a review with the ERP OEM at major milestones, the duration and the milestones which needs ERP OEM review shall be mutually discussed and finalized by the port. The ERP OEM review is for a minimum period of 25 man-days. The milestones at which OEM review is required shall be decided by VPT at appropriate stage.

The bidder will be responsible for implementation of the ERP Solution. The bidder will nominate Project Director / Program Manager, Project Manager (s) and module Leaders who will be responsible for managing the deliverables in their respective areas. The Bidder nominated Project Manager will be part of the Project Management team consisting of VPT and the Bidder.

The bidder shall develop a Project Management Plan indicating detailed implementation approach. The Project Management Plan will have components such as:

1. The Project Plan should have the following

i. The project breakup into logical phases and sub-phases;

ii. Activities making up the sub-phases and phases;

iii. Key milestones and deliverables along with their dates including those related to delivery and installation of hardware, and software;

iv. Start date and end date for each activity;

v. The dependencies among activities;

vi. Resources / consultants to be assigned to each activity;

vii. Resources expected from VPT for each activity in terms of involvement from core team and business team.

2. The Interface Strategy describing interface points between the ERP Solution and the legacy / new applications.

3. Data Conversion Strategy describing the data elements, which would need to be converted, and the process to be followed for the same.

4. Solution Design Strategy including the number of iterations of CRP (Conference Room Pilot), SIT (System Integration Test) and UAT (User Acceptance Test) expected.

5. Risk Management Strategy identifying, analyzing and evaluating the project risks and the process to be followed in mitigating those risks.

6. Training Strategy describing the proposed approach in providing training to the various categories of users.
The bidder will also be responsible to manage the delivery of every single deliverable and the activities that go in making the deliverables. On an aggregate basis, he will be responsible for successful completion of the ERP Project.
The tenderer shall include in his tender all items required for solution design, development, supply, installation, testing, commissioning, stabilization of ERP solution for demonstrating and establishing Performance Guarantee Parameters as required for scheduled completion and for fulfilling the functional and contractual requirement as a whole and the Tenderer’s responsibility shall be construed as included in his quoted PRICE SCHEDULE.
All the items of “ERP Solution” whether specifically mentioned or not in the Tender Specification but which are necessary for implementation of “ERP Solution” under the Contract and for proper, efficient, safe and stable operation and maintenance of the “ERP Solution” and/or for the fulfillment of the performance guarantees, shall be supplied or provided or executed by the successful Tenderer without any additional price implication and without any dilution of his liabilities and responsibilities under the Contract.
3.2.1.3 Project Reporting

The bidder should describe the proposed project reporting methodology. At minimum, the bidder will submit to VPT a written progress report every fortnight. The frequency can be increased during critical phases of the project. In addition, the bidder shall report on a continuous basis exceptions and issues that require immediate attention.

The successful bidder will be responsible for updating the Project Management & Steering Committee members in the respective meetings to be held at intervals not exceeding one month. The date and time of the meeting shall be decided mutually between the parties.

The successful bidder will be responsible for all interactions with the other entities such as the ERP product vendor, hardware vendor, and all other entities/products or services quoted by OEM or Suppliers. Apart from that the successful bidder is required to liaise with M/s. IBM India who is maintaining the active components including wireless network at VPT, M/s. ECIL who is maintaining the passive components of the network including the telephone exchanges and voice communication network, M/s. Silicon Business Systems who is maintaining the IBM servers, M/s. Microcare Computers who is maintaining the HP SAN and M/s. RAM Informatics who is maintaining the Applications.

Conceptualizing and developing the best-suited solution architecture will be the responsibility of the bidder. The bidder will be required to understand all the business processes which were supplied to him during the pre-bid meeting and come up with a list of processes, which would be covered by the ERP solution implementation. This list will be validated by the VPT, which may add new processes to the list.

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   The available documents on AS-IS Process Study, TO-BE Processes, Technical Requirement Specifications and Solution Architecture will be shared with the bidder as a startup material. The Bidder after going thru the process documentation supplied by VPT shall propose detail level process changes/improvements that would be facilitated / necessitated in an ERP environment;
   
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   Identify the workaround solutions / customizations / interfaces to be developed for those areas as stated in the response to the Functional Requirement Specifications as part of the ERP implementation.
   
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   Identify information requirements for each business process.
   
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   Identify data conversion elements for each business process.
   
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   Identify the legacy systems that may be retained. If the bidder suggest retaining legacy systems, a clear value proposition must be provided that proves to VPT why a suitable ERP customization or COTS software would not be beneficial to VPT. This is applicable in case of Non-standard ERP modules such as Port Operations, and other applications as mentioned at section 3.3.9. VPT is interested in having the ERP solution with minimum customization inside the ERP product and quicker deployment timeframe.
   

The business processes which VPT expects the bidder to study (but is not limited to) has been listed as Annexure # 2

This exercise will enable the Project Team of the bidder to get first hand understanding of VPT business processes. It would also help them understand the specific role played by each module/system and identify systems which would be replaced / interfaced / retained post ERP implementation. The bidder will also assess whether any systems, which partially support a business process with considerable manual intervention, can be automated. Interacting directly with the representative process owners would enable the bidder’s Project Team to see the system in operation, collect sample transactions / reports and get a better understanding of the business process, which would be a key input to his solution.

The list of processes prepared by the VPT will be discussed with the bidder and respective process owners to ensure complete coverage of processes for ERP implementation. The coverage of processes in ERP will thus be jointly agreed. If a particular process cannot be covered completely or to the satisfaction of the process owners, the bidder will suggest alternative solutions keeping in mind the local constraints. Such suggestions will be in formally discussed and agreed with VPT.

The bidder must ensure that the functionalities already available in certain critical areas are also available in the ERP environment. While it is understandable that certain processes / sub-processes may not be covered in the ERP either due to the processes being very specific to VPT or otherwise, the bidder must suggest suitable workaround solutions, process changes, legacy system interfaces or extensions to the ERP to cover the same. If legacy system interfaces are suggested, VPT requires suitable justification for retaining existing legacy system. VPT is interested in migrating to COTS software or any other alternatives suggested by the bidder for the modules which were mentioned in section 3.3.9 provided the solution offered is cost effective and requires less timeframe for implementation.

The ERP solution implemented must be easily scalable, both in terms of number of users as well as in terms of the new modules from the same ERP suite which VPT may decide to implement in the future.

The bidder shall arrive at the business blue print containing all the above details and shall submit the same for approval of VPT. The approved business blue print shall be the basis for the solution design.

System architecture descriptions provided in this Technical Requirement for the system are for guidance only. The Successful bidder shall be entirely responsible for the architecture of the System implemented to satisfy all features, functions and performance of the System. The details of the technical requirements are given in the Appendix# 4. The following section specifies the technical requirements for the System.

a. The System architecture should be based on open industry standards and protocols.

b. The system will be centrally deployed and globally accessed. Access should not be restricted locally.

c. The system shall be designed to be scalable and extensible.

d. All the different modules of ERP application should work as single application with single sign-on.

e. The bidder shall base offer solution based on COTS application/development for the Port Operations Software (including Railway Operations) module.

a. The application design should be 3-tier service based architecture for production environment.

b. All application components should have a browser based user interface with common look and feel and user friendliness with good looking graphical interface.

c. Client applications should be compatible with all browsers, preferably Internet Explorer, Mozilla Firefox and Google Chrome.

d. All production application must have disaster recovery plan, The D.R. site will be at Hyderabad. The DR site may be planned after six months of Go-Live. The Bidder may quote for DR as an optional item, which shall not be taken into account for evaluation.

e. All systems must take into account appropriate security, performance, efficiency and maintainability issues.

a. Data will be owned, shared, controlled and protected as a corporate asset.

b. Shared data will have consistent formats and definitions and be independent of applications.

c. Data should only be accessed through an application to create, update and delete.

a. The architecture should be designed for extensibility and scalability.

b. The system must be designed in such a way as to support load balancing of the application, presentation and data layers of the system. The servers to be connected in load balancing architecture.

c. The solution should be compatible in printing reports with generally available printers like Dot Matrix, Laser, Inkjet and line printers.

a. Integration services should address requirements of integration for application to application and data integration.

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  The hardware and the related software to be supplied
  
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  The process to be followed in installation of the hardware and the related software;
  
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  The process to be followed in maintenance and upgrade of the hardware and the related software;
  
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  Process suggested for performance measurement during the period of performance guarantee;
  
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  Warranty support contracts for maintenance & support after the end of performance guarantee; and
  
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  Post warranty support contracts for maintenance & support.
  

The term “Data Conversion" has a wider connotation in the context of ERP implementation than the dictionary definition. It is defined to include four separate but related elements, as depicted in the diagram below:

a. Extraction of existing data from the legacy systems;

b. Cleansing and formatting of data extracted from the legacy systems;

c. Uploading of these data to the new system;

d. Creation of new/additional data mandatory in the new system.