Request for Proposal for Implementation of ERP and Webbased ERP- like Solutions

Transcription

1 Request for Proposal for Implementation of ERP and Webbased ERP- like Solutions Corrigendum to Volume I System Integration Services and Solution Scope Indian Institute of Technology Bombay NOTE: The contents of this corrigendum document highlights the changes which have been made to the certain sections / sub sections of Volume I - System Integration Services and Solution Scope document as released on 17 th October The bidders are requested to submit their technical bid referring to the Volume I - System Integration Services and Solution Scope document in conjunction with the relevant changes as highlighted in this corrigendum document 4.6 Scope of Services for Bidder P a g e 1 o f10

2 The scope of services for the bidder is as follows: III. Estimation, Sizing, Procurement and Installation of Hardware Hardware / Infrastructure Estimation and Sizing / Installation The bidder shall identify and provide Bill of material (BOM) for hardware/infrastructure and sizing requirement with specifications (excluding networking and printers) as part of technical bid submission. The bidder shall provide power planning recommendations of envisaged solution. Bidder shall identify server requirements and specifications based on IITB s requirement for performance, optimized power usage and scalability. Bidder shall conduct necessary site visits for IT / non-it infrastructure requirements, Data Center (DC) in 3-Tier architecture requirements and Disaster Recovery (DR / BCP) with near site locations. The bidder also needs to suggest on staggered requirements of hardware / network components as per the implementation plan with required procurement lead time. The BOM and the associated documents submitted by the bidder shall be vetted by IITB and any suggestions/recommendations in relation to same shall be taken into consideration by the bidder. In addition to the above the bidder shall also be responsible for procurement, installation, maintenance and support of the hardware and its associated components. Data centre and IT infrastructure components will be hosted exclusively at IITB Campus (In-house). P a g e 2 o f10

3 4.6.4 ERP Implementation Services till Go-Live Business Design The bidder shall perform a current business study and prepare a Business Blueprint ( As-is, To-be and `Gaps ) report with required process definition and flow diagrams, process enhancements and gapfitment analysis to map all business requirements of IITB in the ERP solution as per the functional scope. Indicative expectations and gaps have been presented under Annexure III for illustration. The bidder is expected to conduct workshops, give detailed presentations on the Blueprint, which will include the gap analysis, way forward to fill the gap and specific recommendations for adoption of new improved business processes by IITB. IITB will constitute a project governance structure with adequate representation from all the stakeholders to review the recommendations of the bidder and accord necessary approval for the Business Design report and the new improved business processes to be adopted. Business Design Objective, approach and methodology should ensure the following four steps. Simplification and Standardization of Processes: Processes of all IITB functions / areas (Department, Centers, Academics, Finance, Administration, etc.) need to be studied and simplified into logical steps at first. All processes need to be depicted into simple flow diagrams with clear linkages. This will help in reviewing some of the old manual practices in view of the integrated system scenario of the future. Bidder also needs to explore the standardization of processes across all IITB functions / areas. Elimination of Redundant and Non Value Adding Processes: After simplifying the processes, all processes are to be reviewed to eliminate the redundant steps and practices. Non availability of information across the IITB functions / areas results in repetitive and redundant activities in a manual work environment. Value Addition: After eliminating the redundant processes, P a g e 3 o f10

4 reengineering of processes need to be done keeping in view the standard available processes / practices in the proposed enterprise solution software. The primary objective of this step is to enhance functional efficiency and process performance. This is the most important phase which will have a strong bearing on the overall performance of the final solution. Automation: After finalizing the To-Be process map, automation through standard enterprise software should be done. Configuring the To-Be processes in the system should be able to address all the defined requirements. The bidder shall consider the following efforts as part of commercial bid: Any change in Business Blueprint design at any stage after sign off involving upto 5 competent man days of efforts for each such change Configuration / Customization / Development The bidder shall be responsible for installation of ERP software, database, tools, and any other component (together referred as ERP solution) required for making the ERP solution successfully operational as per the requirements in RFP. The system is to be a single-instance; centralized installation servicing the entire organization. Based on the approved business blueprint, the bidder will undertake the system configuration and customization. IITB intends to implement standard ERP application/s functionalities and the leading practices available in the offered solution, as far as practically possible. Bidder is required to undertake customization that may be needed in line with the changed, improved or specific business processes requirement prepared during Business Design phase of the ERP implementation. Bidder shall conduct a study of the IITB s technical and functional requirements with process owners and then make required system design modifications and implement the changes in order to achieve the desired functionality. However the same must be tested, accepted and approved by IITB. Bidder shall not expect or propose any additional charges for developing / enhancing / customizing / modifying or similar changes in following P a g e 4 o f10

5 objects. a. Use of ERP application/s provided customer / user exits / programming interface to achieve specific process requirements / expectations. b. Configuration / personalization of field selection and screen layouts. c. Any changes done to the standard programs of ERP, ERP add on modules or third party applications to meet IITB requirements. d. Definition and assignment of user defined statuses for various objects. e. Definition of authorization controls and assignment. f. Configuration and customization of workflows. g. Seamless integration across all ERP modules, ERP add-on components, etc. h. Seamless integration of any third party / legacy application with ERP modules and ERP add-on modules or applications suggested by bidder, etc. i. Standard reports and variants change to standard reports / information systems to define and enable user specific variants. j. Change to ERP standard forms to incorporate standard texts and IITB logo. k. Conversion programs developed for migrating master data and open transaction data / cut over data including historical data from existing applications for Go-Live. l. Custom development of reports, forms & print layouts, enhancements, etc. The bidder shall consider the following efforts as part of commercial bid: Any change in Functional Design document relating to interfaces,modifications,custom developments, enhancements or similar changes including personalizations at any stage after signing off the Functional Design documents involving upto 5 competent man days of efforts for each such change. P a g e 5 o f10

6 Testing Integration and System Testing Purpose of the integration test is to execute the integrated components, including simulation of live operations, and analyze the results that are important for the functional verification of the production system. Integration testing shall be accomplished through the execution of predefined business flows, or scenarios, that emulate how the system will run the processes of IITB. These business flows, using migrated data from the existing systems, shall be performed in a multifaceted computing environment comprising of ERP products, third-party software, system interfaces and various hardware and software components. The integration tests shall build the necessary level of confidence that the solution is complete and will perform the business processes of IITB. Integration testing shall focus on cross-functional integration points, as well as end-to-end business processes. The final integration test plan shall start with the testing of the cross-functional integration points (touch points) and end with the end-to-end testing of critical business processes identified within the business blueprint report. Integration testing shall be done in two iterations. The first iteration (Integration test) shall concentrate on testing all important business processes inside the ERP system / Webbased ERP-like solution applications / third party applications, starting with touch point scenarios and ending with end-to-endscenarios. It will be done by bidder's functional consultants. Unit testing shall be carried out for customer specific developments like user-exits / programming interface and transactions. Authorizations and user roles would also be tested in the Integration Test. System Testing, as a second iteration, shall focus on the most important cross-enterprise scenarios with touch points to external components, including testing of conversions, interfaces, reports, and the necessary authorizations. It will be conducted by IITB P a g e 6 o f10

7 users with the assistance of core team. Integration and system tests need to be an evolutionary process that is driven from the previous testing efforts. The test cases and scenarios that were used for baseline need to be reviewed collectively by IITB and bidder and enhanced for the integrated and system tests. These selected cases will be combined to represent a business process flow such as a project management cycle or a material acquisition cycle, etc. Problems encountered during these activities shall also need to be tested under an integrated environment. The bidder shall consider the following efforts as part of commercial bid: Any change required as result of Integration and system tests by IITB users in relation to form, feel, look, color etc. for successfully tested test scenarios involving upto 5 competent man days of efforts for each such change Data Migration Data migration will include identification of data migration requirements, collection and migration of user data, master data, open transactions, documents and data from the legacy systems. Bidder shall have the prime responsibility for the entire data migration exercise including extraction, transformation and loading of the data in the proposed ERP system Bidder shall be responsible for migrating Master data, Open transactions and old historical data which is available in the electronic format. In addition to this, bidder shall also be responsible for migration of open transaction data from the manual registers (which would be maximum 5% of overall electronic data). IITB shall assist the bidder team during the extraction of relevant data. Transformation of such data in ERP format and loading the same in the ERP shall be entirely bidder's P a g e 7 o f10

8 responsibility Quantum/volume of the data shall be provided by IITB to the technically qualified bidders The key requirements for data migration are as follows. Identify and assess data to be migrated Specify forms / formats / templates / tools for data inputs and upload Data migrated will be rationalized, transformed and reconciled All the legacy data will need to be migrated as per the following requirement / list Opening and closing balances All open transactions and historical data available in third party / legacy applications till Go-Live Archival data which will include documents such as transactions or any other relevant document required for pattern or trend analysis or statutory / legal requirements, etc. o All employee records o All asset records since the date of capitalization o Any other master data records o Identification and development of the data upload / download programs or deployment of specific data migration tools Additional Requirements for Data Migration The bidder shall be responsible for extraction of data from the legacy applications / spreadsheets, mapping of such extracted data and uploading of data into the proposed ERP solutions including consistency checks. The bidder shall formulate the Data Migration Strategy Document which will also include quality assurance mechanism. This will be reviewed and signed off by IITB prior to commencement of data migration. The bidder shall convey to IITB in advance all the mandatory data fields required for functioning of the proposed solution and which are P a g e 8 o f10

9 not available in the legacy systems / spreadsheets that are required to be obtained by IITB. The bidder shall develop data entry programs / applications or deploy any data migration tools that may be required for the purpose of data migration in order to capture data available with / obtained from IITB in non electronic format. The bidder shall generate appropriate control reports before and after migration to ensure accuracy and completeness of the data. IITB and the bidder shall mutually conduct the acceptance testing and verify the completeness and accuracy of the data migrated from the legacy systems to the proposed solution Cutover and Go-Live i. Declaration of Go Live the system will be declared Go Live when the Go-Live tasks / activities are accomplished satisfactorily. IITB expects to Go-Live with all processes/functionalities as highlighted in the wave wise plan in the scope of work section of this RFP. Bidder has to ensure successful three (3) month closing from the date of Go Live (as proposed for wave 1 and wave 2) for successful certification of Go-Live by IITB Post Go-Live Support The bidder shall provide post Go-Live support, as part of the scope of the project. The bidder shall continue deploying the technical and functional consultants on-site after implementation and Go-Live till end of three years. During the support period, the bidder shall help IITB users to correct any errors encountered / committed while executing transactions, generating reports, handholding for quarter closures or month closures. The bidder shall update the user manuals and configuration manuals, if required. P a g e 9 o f10

10 The bidder shall consider the following efforts as part of commercial bid: Any change required in relation to form, feel, look, color etc in the designed solution at any stage post going live involving upto 3 competent man days of efforts for each such change. P a g e 10 o f10