Frs & Fm Of Erp.pdf

ANNEXURES & APPENDICES APPENDIX VIII:

Functionality Requirement Specifications (FRS) FOR COAL INDIA LIMITED & ITS SUBSIDIARIES

Index

Sl No

Function

Page no

1

Finance and Accounts Management Function

154

2

Human Resource Management (HRM) including Employee Self Service (ESS) and Payroll function

182

3

Procurement, Inventory Management, Contract Management including Civil Contract and Exploration contracts

194

4

Sales and Marketing Function

220

5

Production Monitoring and Planning function

241

6

Project Management Function

254

7

Asset Management, Plant Maintenance and Operation (E&M, Excavation, Washery, E&T & System)

259

8

Hospital Management System

351

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ANNEXURES & APPENDICES Functional Requirement Specifications for Finance and Accounts Management List of processes Process No.

Process Name

01

Payroll Processing and Posting

02

Employee Loans & Advances

03

Employee’s Claims and Reimbursements

04

Bill Payments

05

Statutory Deductions

06

Handling & Tracking of LC's

07

Earnest Money Deposit (EMD) / Bank Guarantees

08

Financial Concurrence

09

Period End Closing – GL

10

Internal Audit/ Government Audit

11

Funds Requisition & Transfer – Corporate Cash

12

Funds Requisition & Transfer – Apex Cash

13

Cheque Management – Payments

14

Cash Payments

15

Pension Trust – CIL Executive Defined Contribution Pension Scheme, 2007 (EDCPS)

16

Contributory Post Retirement Medicare Scheme for Executives (CPRMSE)

17

Contributory Post Retirement Medicare Scheme for Non-Executives (CPRMS-NE)

18

Modality of Gratuity Funding (With LIC)

19

Leave Encashment Funding

20

Coal Mines Provident Fund (CMPF) and Pension Department

21

Investments

22

Domestic Borrowings – Loans

23

Foreign Currency Borrowing & Monitoring of Claims

24

Miscellaneous Receipts

25

Period End Closing

26

Capitalization of Assets

27

Depreciation

28

Cost Accounting & Reporting

29

Capital & Revenue Budget

30

Sales Accounting

31

Purchase & Stores Accounting

Any other: 32

Project Costing

33

GST compliance

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ANNEXURES & APPENDICES

Process F-01: Pay Roll Processing and Posting Objective Presently Pay Roll processing of all employees of CIL HQ are made centrally at CIL HQ through CoalNet System and for subsidiaries at respective subsidiaries only. Description Pay Roll Processing: 1. CIL follows a pattern of paying monthly salary in advance for the month. Attendance for the month is being adjusted in the next following month. 2. Cut-off date for sending the attendance along with Overtime hours (in case of non-executives) is on or before 20th of each month. 3. The attendance is duly signed by the departmental Nodal executive are being sent to Personnel department for their verification and vetting. 4. Duly vetted attendance sheets are being sent to Systems department for giving their input in the Coal Net system and for subsidiaries. Attendance is to be directly captured in the ERP system on daily basis by the respective departments/ biometric attendance system and the same data is to be used for salary purpose. 5. After giving the input in the system, the draft sheet is being sent to Finance department for their checking. 6. After checking by Finance department this is being sent to Systems department for giving input and printing of the Pay slip. 7. The attendance of RSOs are being sent directly to Systems department for Pay Roll processing. After giving input of the data received, Systems department sends the same to the respective RSOs for their verification and payment. 8. In case of employee transferred within CIL HQ from one department to other, then the department code is changed in the beginning of the next month. 9. a) In case of transfer from Subsidiaries to CIL HQ, respective Subsidiary company will issue Last Pay Certificate. If the LPC is received within 20thof the month, based on the attendance received from the respective subsidiary, the pay slip is being prepared at CIL HQ for the month. b) Similarly, in case of transfer out to Subsidiaries, the salary for the month is being paid by CIL HQ and the LPC is issued within 10th of the next month. 10. In case of new joining of executive/non-executive, Finance and System department follow the instructions of Personnel department only and act for inclusion in the system on receipt of original documents of joining of the new entrant from the personnel department. Deduction of Advances: 

Input sheet for deduction towards advances/expenses are also shown in the Pay slip sheet. The advances as taken and the EMI is fixed, such data are being captured by the Systems department However, whenever there is an advance taken in the current month, necessary input is being given to the Systems department, on receiving the information from Finance for deduction in the same month or to fix EMI input, as are approved by the competent authority. Pay Scale Structure:

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ANNEXURES & APPENDICES 

Input for Pay Scale Structure are already embedded in the system for executives, nonexecutives and Daily-Rated, normal increment @ 3% or up to the limit of highest Pay scale is included in the system. After the highest limit of pay scale is reached no increment is given in the year.

Stagnation Increment: 

As per present stagnation increment policy, executives will get one stagnation increment after two years of stagnation in the highest pay scale structure.

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In case of non-executives, after 8 years of stagnation, one Service Linked upgradation (SLU) is granted, i.e., one increment is given. Attendance Bonus: 

Attendance Bonus is being paid to non-executive employees on quarterly basis and are included in the monthly pay slip.

 Leave encashment: EL, TA bills, Medical Bills, Advance & adjustment. Medical Allowance: 

Medical allowance is also being paid to non-executive employees which is being prepared in a separate sheet and is paid at quarterly intervals. (Not applicable in subsidiaries) LTC/LLTC: 

Executives and non-executives both are entitled for LTC/ LLTC. However, in case of LLTC, executives are entitled to encash it. Sanction order, for availing LTC/LLTC are being issued by Personnel department. Both executives/non-executives may take advance before the journey for LTC/LLTC. After availing LTC/LLTC, the executive/non-executive submits their claim, deducting the advance taken (if any) to the finance department along with required documents. Finance department processes the bill for payment based on CIL rules and payment is being received through monthly salary slip or reimbursed separately. Deduction and payment to the Third Party: 

Deductions for PF, Pension, Income-tax, Professional Tax, Co-operative, LIC, Club fees are made from the pay slip and the payments to the third party i.e. authorities of Provident Fund, Pension, LIC are being made within due dates of each respective authorities, by the Finance Department. The report for the aforesaid deductions are being generated through system and the payment to third parties are being made as per system generated format. For subsidiaries: 

Deductions: Electricity, school bus, telephone charges, relief fund, security money for Management Trainees etc.  Special Deduction: Dusshera, local Festivals & Mandir.  Periodical statutory returns as required under various Act will be required to be prepared by the Systems Department based on format given input. Deletion of employee’s name in case of retirement/ retrenchment/ resignation/ death: 

As soon as name of the concerned employee is received from Personnel department to Finance as well as Systems department, Finance deletes his/her name from the employees’ list and the same is sent to Systems department for deletion. System generated deletion list should be sent to Personnel department.

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ANNEXURES & APPENDICES 

Name of employees retired or separated should be kept in “off role” section and payment made after separation should be recorded against that employee name (in CMPDI) Reports Generated 1. Checklist 2. Final Pay Sheet indicating balance of leave, deductions, accumulated pay and deductions, etc. 3. Various Deductions Statements 4. Individual Pay Slips 5. Formal Reports for payment to Third parties 6. Form 16, TDS certificates. 7. Project wise, employee wise, group wise, cost center wise report on salaries. 8. Statement for PF returns as per form VV 9. Tax statement for filling Tax returns. 10. Bank Statement in the form suitable for Bank for bulk credit of salary. Any Other 1. Comparative checklist showing current month & earlier month figure identifying heads under which there are changes. 2. Projection of head-wise impact on hike in salary including impact on Gratuity and Leave Encashment provision at the time of new joining of an employee. 3. Project wise, employee group wise, cost centre wise report on salaries. 4. Project Wise - Employee group wise, Cost center wise report on salaries showing separately Basic Pay, VDA, FDA & Perquisites. 5. Calculation of Arrears in case of pay revision, revision of Basic salary, revision of DA etc. with retrospective effect. 6. Performance Related Pay (PRP) calculation, Annual Bonus/PLRS. Payment of Retirement Benefits 

Retirement benefits viz gratuity, CMPF, Pension etc. are paid to the employees who have retired or separated from the service of the company.  Claim for payment of gratuity, CMPF, Pension is received from the establishment section of Personnel department  Claim of gratuity is processed in the Finance department as per rule and pay order is prepared. Approved pay order is sent to cash section for payment.  Claim of CMPF and Pension is processed and forwarded to the CMPF authorities for further processing.  Any claim of advance or loan against CMPF deposit is also processed in similar way. Reports Generated 1. Employee wise advance Report and the recovery thereof till last month. 2. Total Advance Report along with accrued Process F-02: Employee Loans and Advances Description Employee’s Advances: The following advances are paid to employees: 1. House Building Advances

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ANNEXURES & APPENDICES 2. Medical Advances 3. LTC/LLTC Advances 4. Tour Advances 5. Transfer TA advances 6. Imprest Advances 7. Computer Advances 8. Other Advances 9. Salary Advance 10. Vehicle Loan Payment of Advances: 

Processing of all the above loans and advances, shall be initiated from Employee Self Service module of HR Function. Employee shall make the application for loan and the data shall be captured in HR. The loan application shall be processed in HR as per the applicable rules and to be sanctioned by HR. A loan master record for the employee is created by HR. HR shall print the release order for payment with intimation (hard copy) to finance and the concerned employee. On receiving the release order, Finance department pay the amount to the employee’s account. Repayment of Advances: TA/LTC/LLTC: 

Repayment of advances in case of employees advance LTC/LLTC, Imprest Advance, Tour Advance, Transfer TA advance are adjusted from the final bill. Employees are to deposit the final bill for advance taken forthwith but within a month from the date of advance.



If the employee does not submit their bill for their aforesaid advance within a month (unless approval of the competent authority), the advance will be deducted from the salary of the following month and this procedure should be system generated. House Building Advance: 

In case of House Building Advance which is given to the employees for the purpose of purchase and construction of the house/land, after sanction of the competent authority, the advance is being paid at one go/ instalment as per the competent approval. The employee data has been captured in the system department indicating the EMI to be recovered and the interest are also specified.



As per the present system of CIL, the principal amount is being deducted first through EMI and the interest accrued are being deducted through EMI after the principal is recovered. This will also be dealt through Employee Self Service Module of HR function. Other Advances:  All other advances are adjusted/ balance paid based on claim but submitted by employee. Reports Generated 1. Employee wise advance Report and the recovery thereof till last month. 2. Total Advance Report along with accrued interest thereon for the purpose of accounting. Process F-03: Employee’s Claims and Reimbursements Description 1. All bills from different departments are received by Finance department through Bill Tracking system only. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 2.

Employee submits his/her claim/reimbursement of expenses made along with the competent approval. After the receipt of the bill along with the competent approval, along with other documents, the validity of the claim as per entitlement/admissibility of the CIL rules is vouched by Finance department. After processing the claim, the passed amount is sent to Cash department for payment to their bank account through NEFT/RTGS mode or paid through salary. In case of claim, the settled amount is less than the advance payment, if any, the employee deposit the balance amount along with bill otherwise the balance amount is being deducted from the salary of next month. In case of rejection of the claim, the reason for rejection will be communicated to the concerned employee through mail. Reports Generated 1. Acceptance or rejection report for claims and reimbursements. 2. Exception report for amount reimbursed exceeding a particular amount. 3. Details of amount paid under various categories for a specific employee. 4. Details of amount paid to various employees under a specific claim head. Process F-04: Bill Payments Description 1. CIL makes commercial bill payments, for store bills, bills for vendor and contractors, bills for consultancy services, imprest reimbursement maintained by CIL or other subsidiaries, drilling bills for work done on behalf of Ministry of Coal for promotional and non CIL blocks, R&D project disbursement on behalf of CIL, S&T project disbursement on behalf of ministry of coal, telephone bill, electricity bills and other agencies, sponsorship/CSR payment etc.. 2. Advance/Part Payment, Mobilization Advance and other advances including advances to employees for Company work. 3. Each bill is received by Finance department from the concerned department through Bill Tracking system. 4. Generation of unique ID which is being followed since receipt of the bill in Finance department for payment of the bill. In case of return of the bill, concerned Finance official indicates the reason for return and giving input in the bill passing register in the same bill processing ID. 5. Deduction/deposit for TDS,TCS,GST payment are also made and is being shown in the separate account code. 6. For each deduction, a separate report is prepared indicating individual entries and names. Consolidated format which is being used for payment and reconciliation and accounting purpose. Reports Generated 1. Clone of Bill passing register showing vendor name, order reference, pay order no. and pay order date. 2. Status of pending bill/s tracking through Bill Tracking System. 3. Statutory deduction statement, auto generation of statutory payment schedule. 4. Generation of liability statement. Process F-05: Statutory Deductions/levies Description 

Statutory deductions/levies cover the following:

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ANNEXURES & APPENDICES 1. 2. 3. 4. 5. 6. 7. 8.

Tax Deducted at Source (TDS) TDS under GST Tax Collected at Source (TCS) GST –CGST, SGST, UTGST, IGST and GST Compensation Cess Professional tax Customs Duty Local taxes: Water Cess, Environment Protection Cess, etc. Electricity Duty and Pollution Cess



The Taxes are calculated and deducted/ levied by the Finance Department as per the applicable rules after checking the relevant certificates, returns etc. Reports Generated 1. Tax certificates for the service vendors and contractors. 2. Tax returns: Quarterly/ Annual through e-filing. 3. Details of Advance Tax and Dividend Tax paid during the year. 4. Tax, Duty and other sums debited to Profit& Loss A/c in earlier years and not paid/outstanding as at the end of the year. 5. Details of Expenditure under Voluntary Retirement Scheme u/s 35DDA of Income Tax Act, 1961. 6. Details of Payments made to Contractors and Work Contract Tax deducted. 7. Details of purchases made within the state and outside the State for the purpose of GST Act. 8. Statutory deduction statement, auto generation of statutory payment schedule. 9. Generation of liability statement. Process F-06: Handling & Tracking of LC’s Objective: To keep track of all the Letters of Credit (LC) generated and payments made. Description LC Process is applicable for both the processes domestic LCs & Foreign LCs and covers the following: 1. Generation of LC request 2. Establishment of LC 3. Monitoring of LC 4. Monitoring of LC limits. 5. Amendment of LC 6. Negotiation of documents LC proposals are generated only against work-orders/Purchase orders in which LC payment mode is mentioned. The value of LC should be linked to the payment terms for the items for which LC is to be opened. LC amount should not exceed the amount payable through LC for each item of PO. The list of documents required for LC for each type of payment is available in the PO/Work Order. At the time of final approval, the Finance department will check the LC limit available for the particular bank. After approval it is forwarded to bank for opening of LC. After receipt of LC from bank the LC no. & date is updated. Total LC limit bank wise as obtained from consortium, LC limits transferred to different branches of the bank, utilized LC limit & balance Limit to be monitored through system.

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ANNEXURES & APPENDICES Negotiation of Documents: Bank on receipt of documents (or clearance from CIL, as the case may be) will debit bank account and handover the documents to CIL. After acceptance, LC limit shall be released and the accounting entry is done. In case of discrepancies in the documents, the discrepancy note received from the bank is noted. After getting required approval Finance will intimate Bank to release document despite the discrepancies with the approval of competent authority. Reports Generated 1. Report on all the LC with reference to order number and amount. 2. LC for which complete payment has already been made indicating stages of payment. 3. LC s which are in pipeline for payment. 4. Quarterly Commitment Statement against LCs, in US $ as well as in INR. 5. Month wise Liquidated Damages (LD) deduction statement, if any, against LC payment. Process F-07: Earnest Money Deposit (EMD)/Bank Guarantee Description 1. Bank guarantees are received for:  Bid Security against a tender  Initial advance/ interim advance/Mobilization advance against a Contract  Contract performance guarantee (CPG) against a Contract/PO  Other BGs 2. CIL is following e-procurement mode for purchase of stores and equipment. Reverse auction mode is also being followed for procurement for a value of Rs.1.00 crores and above. 3. Bidders submit the EMD amount through the e-payment mode to AXIS Bank Payment gateway 4. Return of EMD: After the process of e-tendering is over, bidder is selected for placing his order. EMDs are forthwith returned to the unsuccessful bidders automatically through AXIS Bank payment gateway. EMD for the successful bidder gets transferred to CIL Account maintained at SBI. On receipt of Bank Guarantee (BG) and after verification of the same, EMD amount is refunded to the successful bidder, unless order specifies otherwise. 5. Bank Guarantee:  In terms of order, successful bidder has to submit BG issued from a scheduled bank for the specific amount. The BG may be INR or in foreign currency based on the terms of order.  On receipt of the BG, Bank confirmation will be recorded. 6. Return of BG: BG kept are under the custody of Associated Finance of concerned department on successful completion of the contract and on receipt of instructions from Materials Management department / concerned department, Finance department sends back the original BG to the issuing branch with a copy to the concerned department. Reports Generated 1. BG’s received but not confirmed from issuing Bank as well as Nodal Branch. 2. BG’s expiry date status with age wise analysis of BG expiring within 1 month, 2 month & 3 months.

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ANNEXURES & APPENDICES 3. List of expired BG’s– Project wise/department wise/ package wise/ bank wise/ party wise& age wise. 4. Status of EMD (Party wise and tender wise) should be available in the system. 5. Alert to come to the User regarding BG no., amount, Party, Bank name before seven (7) days of expiry of BG. 6. Statement of EMD forfeiture. Process F-08: Financial Concurrence Description The basic steps involved in the process of financial concurrence are: 1. Verification of the approved Indent/contractual job for the items. 2. To verify whether the technical specifications have been approved by the HOD of the Technical department 3. To verify the concurrence of the Indent by Finance department at the indenting stage. 4. To verify whether the tendering has been done as per different manual which are in operation at CIL. 5. To scrutinize the discussion in the tender committee meetings and their final recommendation including price justification and financial calculations. 6. After satisfying all the parameters, finance department concurs the proposal and is being forwarded to the competent authority for approval. 7. In case finance observes certain queries/discrepancies, the case is being returned back to the department, who are processing the procurement. Reports Generated 1. Periodic report, of the order placed indicating item, value of the procurement, budget reference no. and balance available budget under his head. 2. Periodical Report for proposals pending for approval. 3. Online view through ERP of the proposal process through stages. Process F-09: Period End Closing – GL Description 1. Period end activities are broadly classified into ▪ Month end closing activities ▪ Year-end closing activities 2. Year-end activities pertaining to GL consist of: ▪ Open new posting period and close previous posting period ▪ Balance carry forward ▪ Open new fiscal year The details are as below:  Interest Calculation on Contractors/Subsidiaries/etc. Loans & Advances 1. Interest on mobilization advance paid to contractors shall be calculated as per the terms of the agreement. 2. Interest on surplus funds parked by subsidiary companies with CIL shall be calculated in each quarter at the average interest rate CIL is earning from its fixed deposits and investments in Mutual Funds and ICDs. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. For other interest like house building, Conveyance etc., calculation shall be made as per the terms of agreement. 

Pre-paid/Accrued Expenses of Insurance/Rent, etc. As per the policy of the company, prepaid expenses are accounted where the expenses exceed Rs. 10, 000.



Contingent liability Contingent liability forms part of Notes to the Balance Sheet. Contingent liabilities are recorded as noted items. As and when contingent liability arises, it is to be recorded w.r.t to the concerned vendor. At period end, a report is prepared showing party wise contingent liabilities. Interest is calculated on the amount outstanding. After calculating the interest, user posts an additional item for the amount of interest to update the balances of Contingent liability.

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Adjustment of provision against expenses on account of retirement benefits On the basis of actuary valuation of retirement benefits, an accounting entry shall be done. Accrual/Deferral document is recorded on the basis of Provision made during last year proportionately distributed in the current year.

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Open and close posting periods- Month End Activity

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Carry Forward of Balances– Year End Activity This process involves carrying forward account balances into the new fiscal year. The balance to be carried forward is shown in the account balance display. The balances on the balance sheet accounts are simply carried forward into the new fiscal year. Profit and loss accounts are carried forward to retained earnings accounts. The balances of the profit and loss accounts are set to 0.

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Open New Fiscal Year – Year End Activity The new fiscal year is automatically opened when the first posting is made in the new fiscal year. It is not necessary to close the old fiscal year before posting data in the new one. Reports Generated 1. Report showing Contingent Liabilities Opening Balance, additions/deletions (if any) and Closing Balance at the end of year. 2. Report showing provisions on retirement benefits Opening Balance, additions, utilization and Closing Balance at the end of year. The report should be available Business Area wise. Any Other 1. Ledger should show balance against each transaction so minimum and maximum balance can be easily identified. Process F-10: Internal Audit/ Govt. Audit Description 

Internal Audit: In CIL, Chartered Accountant/Cost Accountants firm is engaged for the purpose of Internal Audit. The scope and coverage of Internal Audit, time frame for start of audit, submission of report, submission of replies is set by the departmental heads at the start of the year. Internal Audit Reports are sent by Subsidiary Companies to Internal Audit Department for scrutiny and further remedial measures. The Internal Audit Dept., CIL do the second level review of the Internal Audit Report submitted by Subsidiaries and sent communications for necessary corrective measures of the same.

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ANNEXURES & APPENDICES Internal Audit department /CIL also conduct audit in specified area in Subsidiaries and submit their report to CIL and Subsidiary’s management for remedial measures. 

Government Audit: Govt. Audit is being done by Govt. Auditors. No specific time frame is set for Govt. Audit. Govt. Auditors would intimate the program of Propriety Audit to the Internal Audit Department who communicates the same to concerned departments. The Inspection Report is forwarded by the Govt. Auditors to the Corporate Internal Audit Department who sends the same to the concerned departments and receives replies from them. The project submits the replies to the Internal Audit Department after taking approval of the Competent Authority. Govt. Auditors can also make factual statements when more clarifications/ details are required  Action Taken Reports: CIL will record all audit queries and action taken reports for all queries raised by internal and Government audit, and report will be generated for the same.

Process F-11: Funds Requisition & Transfer – Corporate Cash(Not Applicable for Subsidiaries) Description  1. 2. CIL

In CIL, payments are made from two depts.: Corporate-Cash Apex-Cash Corporate-Cash deals with payment to and receipts from subsidiaries, for/on behalf of subsidiaries through transactions effected in Material Management division & Clearing and Forwarding department, Ministry of Coal (MOC), Fund Management through treasury operation. CIL Apex-Cash deals with all receipts and payments related to the expenditure of CIL Apex office namely employees and vendors. Activities of Corporate Cash 1. Funds paid and received to/from Subsidiaries, Ministry of Coal, NEC. 2. Placement /Maturity of funds in Fixed Deposits, ICDs, Mutual Fund houses. 3. EMD received/refund from/to bidders through portals of specific bank. 4. Payments made against LCs and other various transactions in relation to MM Department 5. Foreign Currency Loan repayment on behalf of Subsidiaries. 6. Submitting projections of Coal India Consolidated to consortium bankers/Credit Rating Agencies. 7. Fund transfer from one bank to another within the empaneled/Consortium Banks. 8. Operation of Consortium Credit facilities with banks. 9. Submission of monthly/quarterly/annual report to Consortium Banks. 10. Issuance of bank guarantee and confirmation of Bank Guarantee from Issuing/Nodal Branch. 11. Avail of Long term and Short term loans from Banks/FIs and availing of credit facilities from consortium banks. Procedure Followed The funds would be received from Subsidiaries, MOC and Banks daily. Funds received from various sources will be accounted for in Fund section. Expenditure towards operational and capital commitment would be received from various other Depts. All the above requisitions for expenditure would be received in the fund section through duly approved vouchers. Fund requisition would be received from MOC and Subsidiaries which will be approved by competent authority before E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES payments. Vouchers will be prepared for such fund transfer in Corporate-Cash section. Based on uniform deposit policy, surplus fund placed in deposit with Banks, Mutual Fund Houses and Primary Dealers (ICDs). Daily Fund Statement (DFS) is prepared in the prescribed format which includes: 1. Details of opening balances as per the bank book (bank wise). 2. Details of funds received from various sources as per the DFS format. 3. Details of the fund received/paid on date, month wise and total cumulated receipts till date in the current financial year. 4. Details of the bank account where the funds are received and the total fund required. 5. Details of Head wise expenditure (operational and capital commitments). 6. Details of Deposits with Banks, MFs and ICDs. 7. Closing Balance of Banks (bank wise). All the information in regard to receipt amount would be received from originating point/bank. Each day the fund section would collate the information and DFS would be generated. Payment are made through E-Payments (FT/NEFT) mode. Master data of all beneficiaries are uploaded in the bank server in a specific format. In case, paying and receiving bank accounts are different, payments are made using RBI server and fund is transferred through NEFT. In this case, an E-payment file is generated in the prescribed format and the payment is uploaded at the paying bank’s server for execution of the payments in favour of beneficiaries. Thereafter, Section receives report for transaction report mentioning success/failure of payment. In case failure report is received, the reasons are investigated and this is being re-sent. Reports Generated 1. Funds Transfer Statement. 2. Daily Fund Statement (DFS) reflecting all the banking entry passed during the day/week/month/quarter/year. Each entry of cash flow statement will be connected with general ledger. 3. Subsidiary wise daily/monthly/quarterly/yearly funds statement (on cumulative basis). 4. Expenditure wise daily/monthly/quarterly/yearly fund transfer statement (on cumulative basis). 5. Comparative statement for fund requisition and fund transfer on daily/weekly/monthly/quarterly basis-head wise (on cumulative basis). 6. Letters to banks in case of fund transfer by RTGS/DD/Cheque. 7. Statement of transactions with opening and closing balance of Bank-Bank wise closing balance with transactions daily/monthly/Quarterly/Annual. 8. List of all payments made through E-payment method. 9. List of master data of beneficiaries. 10. Bank wise Bank Reconciliation Statement. 11. All vouchers for transactions effected in the Corporate-Cash section. 12. Money Receipt should be generated 13. Debit/Credit advice. Process F-12: Funds Requisition & Transfer – Apex Cash Description 

Employee submits duly approved claims along with required bills/invoices & other supporting documents to the nodal official of the department. Consolidated claim bills are being sent to Finance Department through Bill Tracking System. Finance Department prepares a cash payment

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ANNEXURES & APPENDICES voucher (CPV) after verifying the claim submitted by the employee. This CPV would be a base document for payments. On the basis of the CPV, actual payment is made by the cash officer and the relevant accounting document is posted. For all direct receipts, the Cash/ Bank section should directly give necessary credit entry to the concerned department / persons.  1. 2. 3. 4.

Further, fund requisition assessment would be made by the cash officer considering the following: Vendor payments in connection with Apex Office. RSO remittances (including Delhi and Bengaluru office). Payments such as CMPF, Taxes and other Statutory Payments. Payments related to employee deductions.

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All payments are made through FT/NEFT.

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Master data of all beneficiaries that includes employees and vendors are uploaded in the bank server. A file system is required for uploading beneficiary data in the bank server. In case, paying and receiving bank accounts are different, payments are made using RBI server and fund is transferred through NEFT. In this case, an E-payment file is generated in the prescribed format and the payment is uploaded at the paying bank’s server for execution of the payments in favor of beneficiaries. Thereafter, Section receives report for transaction report mentioning success/failure of payment. Reports Generated 1. List of master data of beneficiaries. 2. List of all payments made through E-payment method. 3. Bank Reconciliation. 4. Fund requisition statement. Process F-13: Cheque Management – Payments Description: 

Manual Cheque Payment: All payments are being done through FT/NEFT mode. However, the Apex-Cash and CorporateCash, make payments through Cheque as an exception only. The sections receive information of the invoice document along with valid supporting documents. The Cash section would post a bank payment clearing document which would clear the open line item of the vendor/ liability and make the payment through selected bank. The cash section would then make payments for all posted cash payment vouchers. If any cheque is cancelled/ destroyed during printing, the cheque would be made void and a fresh cheque would be printed for the same bank payment document. For all cheques which are void, they would be manually re-printed and would be allotted the next applicable sequential cheque number. Cheque Register containing cheques details along with cheques printed would be forwarded to authorized signatories for signatures. The authorized signatories would sign on the cheque as well as on the cheque register. The concerned person would necessarily confirm the actual bank balance to ensure that all requested balance transfers, receipts, etc. have been effected physically as per bank book before releasing the signed cheques for dispatch.

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Automatic Cheque Payments: The concerned departments (like Bonds, PDS, and Loan group) who need to make scheduled payments would generate a payment proposal run (PPR) for all the payments due and would select the vendor open items based on various selection criterions applicable for payments. A payment proposal number would be generated. This would contain a list of all proposed

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ANNEXURES & APPENDICES payments mentioning all vendors and payment details. The concerned department would submit their payment proposal along with all supporting documents, etc. to the concerned section. If any cheque(s) is/are cancelled/ destroyed during printing, the cheques cancelled/ destroyed would be made void and would be re-printed by the user for the same payment document. A copy of payments made through PPR containing cheques details along with cheques printed would be forwarded to authorized signatories for signatures. The authorized signatories would put their signature not only on the cheques but also the hard copy of the PPR payment list. The concerned person would necessarily confirm the actual bank balance to ensure that all requested balance transfers, receipts, etc. have been effected physically as per bank book before releasing the signed cheques for dispatch. 

Stop Payment / Request for Cancellation of Cheques: In case, if the request is received to stop payment or cancellation of cheque from concerned (i.e. originating) department, the cash section would deface or cancel the cheque manually. A new cheque number would be updated to the payment document whose cheque is made void. Intimation would be sent by the user in cash section to the originating section with all necessary cheque details.

Reports Generated 1. List of all payments /cheques printed bank wise via the cheque register. 2. List of all cheques made void from cheque register. 3. Schedule of Stale cheques. Process F-14: Cash Payments Description In CIL normally no cash payment is being done. Cash payments are made by exception only. The Process involved are as follows: Employee submits his claim/ advance request. The same is processed and a payment advice would be forwarded to Finance Department In case of staff advance/ Imprest, the processing would be done in Finance Department. The Finance document entry so created and forwarded to cash section would mention if the payment is to be released in cash. For cash payment, the approval of the competent authority is required. Cash section in-charge would initiate a transaction in cash journal payments. On verification of the payee by the cashier, the payment would be released. In case, the payee and employee are different, the cashier would record the identity of the payee in the cash journal document. On payment of cash, the cashier would post the document in cash journal and issues a cash payment receipt. He would receive the signatures of the payee on the cash payment receipt and affix revenue stamp, if applicable. Physical cash balance along with the balance of revenue stamps is tallied with the cash journal at the end of the day. If cashier at the end of the day finds that cash balance lying in cash box is exceeding the cash insured limits, the excess cash would be deposited in bank. The cashier would prepare and post the cash journal payment document in cash journal to that effect. Reports Generated

1. A summary/ list of all cash payments made by the Cash section indicating the particulars of expenditure.

2. Imprest Cash Book on daily basis, showing opening balance, receipts, payments and closing balance.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Process F-15: Pension Trust: CIL Executives Defined Contribution Pension Scheme 2007 (EDCPS) Objective To decide the pension trust amount and to monitor it. It is envisaged that a centralized Trust would be formed to monitor and get options from employees through system in regard to pension annuity for submission to concerned department Description The O.M. No. CIL/C-5A(vi)/005/35/1210 dated 02/07th May 2009 on revision of pay of Board Level and below Board level executives of CIL and its subsidiary companies w.e.f. 01.01.2007 provides for the creation of a separate Pension Fund or Trust. Every year, the company would contribute an amount equivalent to 9.84% (3% plus 6.84%) of Basic pay and DA to the Trust so created. Pension trust would receive the contribution data every month from payroll department and transfer the fund to Trust on every 1st of the next month. Amount so received would be invested within ten (10) days of receipt of the fund with an approved investment company for purchase of annuity for members of the trust after retirement. At the time of separation of an employee from CIL, Trust would forward the claims to the concerned Investment company. Members shall opt for type of annuity which will be stored in the system. Reports Generated 1. Report on the receivable and payable position from and to CIL respectively. 2. Types of Annuity as opted by members. 3. Claims forms for settlement with the Investment Company. 4. Periodical growth of funds invested with the Investment Company. Process F-16: Contributory Post Retirement Medicare Executive Scheme (CPRMSE) Description  The Contributory Post Retirement Medicare Scheme for Executives (CPRMSE) aims to provide medical cover to executives after their retirement as per the Scheme. Executives who retired before 1.1.2007 become members with payment of registration fee. Executives who have retired after 1.1.2007, a percentage (Currently 4%) of Basic plus DA are contributed for the scheme. Registration are being done at personnel dept. of CIL and its subsidiaries. 

The O.M. No. CIL/C-5A(vi)/005/35/1210 dated 02/07th May 2009 on revision of pay of Board Level and below Board level executives of CIL and its subsidiary companies w.e.f. 01.01.2007 provides for the creation of a separate Fund or Trust for superannuation Medical Benefits. Every year, the company would contribute an amount equivalent to 4% of Basic pay and DA to the Trust for such medical benefits.



Presently, a sum of Rs. 25 lakhs are allotted for the executive and his/her spouse, and Rs. 12.50 lakhs are allotted in case of a single beneficiary. This amount is other than five critical diseases mentioned in the Scheme. There are three kinds of benefits provided under the Scheme: 1. Half yearly payment after receiving life certificate in December-Jan and July. 2. Hospitalization and OPD payments against a specific limit. 3. Unlimited hospitalization and OPD for five specified diseases. 

Liabilities in the Accounts are booked on the basis of Actuarial valuation and E-payment will be made through Trust for CIL and its Subsidiaries centrally.

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ANNEXURES & APPENDICES Reports Generated 1. Beneficiary upload in Bank. 2. Mapping upload in Bank. 3. Payment List on the basis of life certificates received. 4. Report of unpaid amount as per information received from members and subsidiaries. 5. Actuarial data as per format. 6. Member wise, year wise, benefit wise, hospital wise ledger showing payment details of executive and spouse along with the balance available. 7. Each Pay order will show the spent amount (cumulative) and remaining balance at the credit of the said member. Process F-17: Contributory Post Retirement Medicare Scheme for Non-Executives (CPRMS-NE) Description The Contributory Post Retirement Medicare Scheme for Non- Executives (CPRMS-NE) aims to provide medical cover to non-executives after their retirement as per the Scheme. Reports Generated:

1. 2. 3. 4.

Beneficiary details upload in Bank Account Mapping of beneficiary upload in Bank Actuarial data as per format Member wise, year wise ledger showing payment details of executive and spouse on individual basis.

5. Each Pay order will specify the spent amount (cumulative). Process F-18: Modality of Gratuity Funding (with LIC) Description Every year actuarial valuation is being done for the Gratuity liability on the basis of each employee’s salary structure and profile. CIL Gratuity trust would send a request to the CIL HR department for providing the data in the required format. The employee salary data and profile would be received from the HR department in the form of a report and provided to the designated person for valuation. On receiving the valuation, the difference of the amount as per the actuarial valuation and the corpus on the concerned date would be receivable from CIL. Gratuity Trust would raise a demand for the amount receivable from CIL. When the demand is received by CIL (Corporate) from the Gratuity Trust, CIL would pass an accounting entry for the amount receivable from Trust. On separation of an employee, the gratuity payable would be calculated by HR. The payments of gratuity would be made by respective departments & Cash section through their local bank accounts. HR department on calculating the gratuity payable and posting the accounting entry would generate a report and send it to the Gratuity Trust for its accounting. Reports 1. Gratuity paid during the month. 2. Report as per format of LIC for claim. Process F-19: Leave Encashment Funding Description Every quarter, actuarial valuation is done to determine the Leave Encashment liability on the basis of each employee’s salary structure and leave profile for all units of CIL standalone i.e., for CIL(HQs), NEC, RSO and New Delhi. CIL HR department shall provide data in the required format to the E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES designated person for valuation. On receiving the valuation, the difference of the amount as per the actuarial valuation and the corpus on the concerned date would be either payable or receivable to/from Insurance Companies. CIL would pass an accounting entry for the transactions. Every Month, statement of Leave Encashment of the employees retiring as well as existing shall be received from pay roll section which will be forwarded to the Insurance Companies for the purpose of reimbursement. Every quarter, on the basis of Actuarial valuation, decision will be made for withdrawal/investment. All necessary accounting entries shall be passed by the designated officer. Reports Generated 1. Report on the receivable and payable position from and to CIL (includes NEC, RSO and New Delhi) respectively. Monthly/quarterly/annually report should be generated linking the actuarial report and Investment. 2. Unit wise report should be available in the system. Process F-20: Coal Mines Provident Fund (CMPF) and Pension Department Description 

Coal India Ltd deposits all CMPF and Pension contribution deducted from monthly salary to Coal Mines Provident Fund Office (CMPFO). CMPFO is an independent entity under the control of Ministry of Coal, Govt. Of India.



The employee master would contain all employee details like Employee name, Address, Gender, Marital Status, Date of joining, Date of birth of the member and date of birth of spouse, proposed date of retirement, Nominee name(s), Share of nomination, Nominee’s address and date of birth of nominee(s). Reporting system should be linked to CIL HR Dept.



There would be different PF deductions from the monthly salary of the employee namely Employer’s Contribution (PF and Family pension), Employee’s Contribution (PF and Family Pension), Additional Increment, 2% Pension Contribution, Additional Increment and Voluntary Contribution.



Employees transfer in and out of Coal India Ltd to other subsidiaries and further to Areas. This necessitates the need to record their period of service in each place of posting, duration of posting, reckonable months, contribution to PF and Family Pension, Additional Increment, 2% Pension Contribution, Additional Increment and PF Voluntary Contribution. Monthly deposit of contribution with Coal Mines Provident Fund Office (CMPFO): 

The monthly contributions would be recovered from the employee from the salary of each month and remitted to the Coal Mines Provident Fund Office (CMPFO) by 10th of next month. PF amount (Employers and employee’s contribution as well as Employee Voluntary contribution) which are deducted in the last month from the retiring employee is paid to the employees on the date of retirement without depositing to CMPFO. The CMPF deposit statement (CDS) in form PS-5 is required to be prepared for depositing with CMPFO after considering the PF contributions paid to the retiring employees and Administrative charges. Pension contributions are to be deposited with CMPFO. CMPF department of CIL makes payment of CMPF contribution deducted from leave encashment of retiring employees without sending it to CMPFO. Separation of Employees:  1. 2. 3. 4.

The reasons for separation could be either of the following: Retirement/ Superannuation Death Resignation Termination

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 5. Voluntary Retirement 

When an employee separates from CIL, his PF amount becomes payable on demand, i.e., claim forms for PF and Pension payment are required to be deposited with CMPFO for payment of PF as well as pension. The date of separation would have to be updated in the employee master. Final Settlement: 

CMPFO provides settlement cheques towards CMPF and also Pension Payment Order for the retired employees. Reports Generated

1. 2. 3. 4. 5.

Monthly Contribution Statement for employees. Final claim forms during a particular period. PF and Pension related contributions received from all previous postings. VV Statement to be submitted to CMPFO on monthly/annual basis. List of transfer-in and transfer-out employees for submitting to CMPFO, Form HH-B&C respectively and new joinees in Form HH-A on periodic basis.

6. Pension calculation Statement. Process F-21: Investments Objective The objective is to facilitate optimum investment of short term surplus funds in accordance with Govt. guidelines and investment policy of the company. All Investments are done by CIL Treasurycash section. Description 

Investment portfolios may be in Fixed Deposits(FDs), Mutual Funds, ICDs, Bonds, Treasury Bills, GOI Securities, etc. based on the tenure and requirement of fund in near future. After identifying the surpluses for investments, approvals are obtained for prevailing card rate from banks through CIL web-based portal within specified date and time. Consortium Banks would be selected according to the approved deposit policy laid down by the company. After due approval process, communication would be sent to the Banks.



Similarly, for investment in mutual fund, placement and redemption will be done according to the approved policy of the company.



For investment in ICD, rates would be obtained from primary dealers and placement would be made according to the approved policy of the Company. It is imperative to verify rates of mutual fund and limits of investment available with the mutual fund houses before placement of ICD.



At the end of the term, the investment maturity amount along with the due interest income would be accounted for by Treasury-cash Section. Once investments like FDs, MFs, ICDs, GOI Sec and TR Bills are matured, the same would be available for a rollover, if required. If the investment is rolled over, the new end term and rollover amount have to be mentioned.



On actual receipt of money from the bank / financial institution, a Bank Receipt Voucher will be prepared by Fund section. At every quarter/year end closing, Interest accruals and reversals would be calculated as per the terms of each investment and the weighted average gross yield is to be calculated at each quarter end for sending debit advice on account of interest on surplus fund parked with the company by the subsidiaries.



In case of any provision for disputed interest, entries regarding claim for short interest will be recorded on a case to case basis.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

Fixed Deposits

1. TDS period wise and institution wise must be reported on each FD/ICD Quarterly, Yearly and at the time of maturity or in case of premature encashment.

2.

TDS calculation to be done on the basis of factors (TDS deduction time schedule) filled at the time of opening of particular FD in ledger.

3. 4.

All placement of FDs/ICDs should be routed through bank account. Close monitoring of pattern of interest earned – with graphical representation. Mutual Fund Investment



CIL invests in daily dividend option. Dividend would be obtained from MF Houses along with NAV. Register should be available reflecting opening balance, redemption and closing Balance in Units and in Rupee value with and without dividend received. Register should be prepared fund house wise and day wise. All vouchers would be prepared after each transaction to be reflected in ledger and bank book.



Detailed Statement of redemption reflecting redeemed principal and dividend received is required in units and Rupee value.



Decision making tool in form of auto calculator is required for evaluating various investment options. Reports Generated 1. Daily: • Fund Report – Treasury • Investment Portfolios wise and date wise with maturity details • Investment Register 2. Weekly: • Weighted Average Return (WAR) on Investments – FD ICD MF • Maturities & Interest Receipt Schedule 3. Monthly/Quarterly/Yearly: • WAR (Investment - wise) • Flow of Investments (Increase/Decrease) • Investment / TDS • Income Earned • Bonds Redemption Schedules • FDs/MFs/ICDs maturity/redemption schedule Any other: 1. System to automatically generate letter for fund transfer to banks/MF houses/ICDs for investment as well as investment instruction to institution in the prescribed format. 2. Assets under management of Mutual Fund Houses at the end of each month/year would be available in the system for Coal India and the Subsidiary Companies. 3. Net worth of Banks and CAR would be maintained in the system.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 4. Information regarding deposits and yields of all investments made by CIL and subsidiaries would be available in the system which would be consolidated for MIS purposes at the end of each month/quarter/year. 5. Selection of Banker for placement of FDs/ Statement for premature encashment considering penal interest of banks 6. TDS certificate reconciliation with AS-26 and TDS booked in accounts. Process F-22: Domestic Borrowing - Loans Objective The objective is to maintain all domestic borrowings made by CIL and calculation of interest taking into consideration the terms of each loan separately. There should be proper bifurcation of loan e.g. Cash Credit Loan, Term Loan, Loan against Securities (in this case FD), etc. Coal India is having limits within and outside consortium. All statutory requirements of banks namely submission of stock statement, CMA data etc. is to be generated through the system. There must be check list and system alerts for each submission. Each unique loan (taken from an organization / natural person / group of persons) would be recorded. Loans may be of following types

Secured Loans against consortium limits– Banks

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Unsecured Loans – Banks (Term Loans)

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Unsecured Loans - Insurance Companies (Term Loans)

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Unsecured Loans – Others

 Unsecured Loans – from Government of India On getting a domestic loan sanctioned from the Bank / FI with due approval of Competent Authority, a record will be made for the sanctioned amount. This would help in tracking the credit limit sanctioned by the bank. Further, the drawl shall not exceed the sanctioned amount. Once the loan amount disbursed by the Bank / FI, the Treasury-Cash department would create necessary accounting entries for loan transaction. All loan details like- portfolio, purpose of loan, currency, loan amount, interest terms, loan repayment schedule, debt servicing schedule, loan disbursement schedule would be entered at the time of creation of the loan transaction. If there is any clause regarding prepayment of loan, that must be recorded with terms and conditions. Every transaction would maintain a cash flow as per the structure of the loan. The prepayment/settlement process would be made with appropriate approval. Repayment schedule should be available in the system. On the interest due date, the interest payable would be transferred to the vendor sub ledger account through an accounting entry with appropriate tax deductions. In case of charges, the following would be entered at the time of the transactions as other flows: • Upfront Fees • Pre-payment Penalty • Commitment Charges Any modifications / changes required in the transaction after its end term would be made separately by the concerned user. Updating of any further loan principal increase / decrease / loan expense / additional interest related to the borrowing transaction (other than those mentioned at the time of creation of the transaction) are manually entered as a new flow in the existing transaction. Report Generated 1. Drawls and Repayments for Domestic Borrowings

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 2. 3. 4. 5.

Weighted Average Rate of Interest on Domestic Borrowings Details of Borrowings from Banks & Institutions Details of Debt Servicing-opening and closing balance of loan Loan wise Interest Payment Statement-Interest accrued and due, interest accrued but not due, penal interest.

Process F-23: Foreign Currency Borrowing & Monitoring of Claims Objective: The objective is to maintain all foreign currency borrowings of CIL along with interest taking into consideration the terms of each loan separately. Description 

Foreign Currency Loan would be taken for the purpose of capital requirement/commitment of Subsidiary Companies. Each unique Foreign Currency (FC) loan would be created separately. The bank details of the correspondent bank would also be maintained along with the bank details of the organization.



On getting foreign currency loan sanctioned from the Bank / FI, identification number is created for the sanctioned credit line in the relevant FC. This would help in tracking the utilization of the loan from the total credit line sanctioned. This would be settled by the concerned authority for execution of the foreign currency loan borrowing transaction.

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Once the amount borrowed from the Bank / FI is disbursed, the corporate loan department would enter a bank receipt transaction. The international finance department would create a loan / bond borrowing transaction under the relevant portfolio for the amount borrowed. All loan details like - portfolio, currency, master agreement, identification number, loan amount, interest terms, debt servicing schedule, would be entered at the time of creation of the loan transaction. Every transaction would maintain a cash flow as per the approved structure of the loan. A security account will also be created for the information of the depository with the security account number. Concerned authorities in the corporate loan department would settle the loan transaction after its creation. The settlement process would then release the transaction for posting.

 1. 2. 3. 4. 5. 6. 7. 8.

The charges to be captured at the loan transaction level are identified as below: Management Fees Arranger’s Fees Commitment Fees Legal Expenses Guarantee Commission Insurance Premium Exposure Premium Other FC Loan Charges



In case the actual payment is in a different currency than that of the loan currency, the same would be taken care by entering the relevant exchange rate for the payment currency on the concerned payment date. After the above entry on the interest due date, the interest payable would be transferred to the vendor sub ledger account through an accounting entry with

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES appropriate tax deductions. Updation of any further loan principal increase / decrease / loan expense / additional interest related to the borrowing transaction (other than those mentioned at the time of creation of the transaction) are manually entered as a new flow in the existing transaction. At every period ends, the principal and accrued interest portions of all FC loans would be revalued at the current prevailing exchange rate and would be posted. Withholding Tax / GST on charges / charges on loan are calculated separately. Reports Generated 1. Future interest expense and borrowing repayment reports. 2. Reporting of actual transactions of External Commercial Borrowings (ECB) under Foreign Exchange Management Act, 1999. 3. Loan utilization status – Equipment, Machinery spares, Escalation. 4. Loan utilization status – Progressive utilization, % Cumulative utilization. 5. Interest repayment schedule. 6. Exchange rate variation on different loans as allocated to projects. 7. Foreign Exchange rate Exposure for the period. 8. Date wise Debt and Interest service statement. 9. Weighted Average Rate of Interest on Foreign Borrowings. 10. Letters to be written to banks for foreign debt servicing. 11. Reporting of Govt. Guarantee for foreign currency loan to Ministry of Coal in prescribed format. 12. Debit/Credit Advise for Subsidiary Companies. Process F-24: Miscellaneous Receipts Description • Guest House / Holiday Home Receipts: CIL takes the Holiday Home advances through A/c payee cheque only. No cash is taken for the purpose. Finance Department issues receipts and based on such receipts Administration department issues a letter to the employee concern and to the Hotel authority. The process of Guest house receipts involve receipt of money deposited by the Guest, its deposit in the bank and timely accounting thereof. The money received is entered in the register and cash receipt is given to the guest. The cash receipt is serially numbered. The cash so collected is deposited with Cash/ Bank section duly forwarded by Administration department on daily or weekly basis. In some cases, cash is deposited directly with the bank in CIL. account and money receipt is forwarded to F&A department Finance department prepares the regularizing Bank Receipt Voucher (BRV). In case Guest house is maintained by external agency i.e. Contractor, it deposits the cheque of equivalent amount from its own bank account to the cash & bank section as forwarded by Administration department. • Sale of Tender Forms: After the introduction of E-procurement method of procurement, Coal India does not take any sum for the sale of tender forms. • Other Receipts: 1. Claims Received from Railways/Insurance. 2. Financial Benefit from opening Dividend Disbursement Account from appointed Bank. 3. From Sale of scrap.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 4. Subsidy from Government. 5. Grants from Government. 6. Cancellation of forward contract/derivative transactions. Process F-25: Period End Closing Objective: To perform the period end closing. Description Existing System: Presently separate accounts are prepared by the following units: 

CIL(HQ) units Marketing division (CMO) includes ten number of Regional Sales Offices of CIL. New Delhi office North Eastern Coalfields (NEC) CIL HQ prepares a standalone for transactions of CIL HQ, NEC, New Delhi office and RSO. Audited Accounts of all subsidiaries are consolidated at CIL HQ and consolidated accounts for the period is prepared.

 Separate Accounts are done by Subsidiaries.  At CIL consolidation of all accounts from subsidiaries along with CIL (HQ) are done to arrive at consolidated accounts for CIL. Process Involved: Initiating the Financial period by providing opening and closing date. At the beginning of the year, closing balances of Balance Sheet items are transferred to opening entries. 1. Marketing Division: Till 1st October, 2015 the transactions of marketing division had been generated through the offline version of CoalNet system which subsequently got merged w.e.f. 1st October, 2015 with online system of Coal India for payments made from marketing division, Kolkata. 2. Regional Sales Offices: Presently at the end of the month, copies of cash book are sent to marketing division for offline data entry of the transactions for preparation of the trial balance. The trial balances of the RSOs generated from offline system are consolidated, and the consolidated trial of RSOs are merged with main trial of Coal India unit through Excel and thereafter Balance Sheet and statement of Profit & Loss of Coal India (including CMO) is prepared. 3. New Delhi office: Prepares its trial balance in tally and the Balance Sheet and statement of P&L are consolidated at CIL(HQ) through Excel. 4. North Eastern Coalfields: In North Eastern Coalfields trial balance is prepared through FACT system and the Balance Sheet and Statement of P&L are merged with CIL through Excel. 5. CIL Standalone Consolidation: Presently CIL standalone accounts is prepared by consolidating the accounts of Coal India unit including marketing division, NEC, New Delhi office in Excel sheet.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Process F-26: Capitalisation of Asset Description  1. 2. 3.

4.

Office equipment, Furniture & Fixtures, Laptop and Desktops, IT equipment and Telephone equipment. Once the purchases is effected and the materials are received after inspection and installation, the value is capitalised based on the value shown in the Purchase Order. The value is capitalised and entered in the Fixed Asset Register. In case the Laptop or mobiles are taken for respective employee the value of which will be shown in the Capital Asset Register indicating the name of the employee under whose custody the equipment is. In case of transfer of office equipment from one department to other department, the Asset register reflects the transfer.

Process F-27: Depreciation Description The depreciation is calculated by taking monthly basis. The depreciation rate is taken from Schedule II of Companies Act, 2013. The capital stores, leased asset to the extent 95% of the gross value, 5% of the remaining value shown as a residual value of asset till this is surveyed off or written off and in some cases as per technically assessed useful life Process F-28: Cost Accounting & Reporting Objective 1. To be the one-point source for generation of all types of cost & financial analysis reports. 2. To facilitate proper ascertainment of activity wise costs, their monitoring and control. 3. Monitor & control costs of Revenue Centres and reduce costs of Service Centres through Budgets or otherwise. 4. To prepare standard and exceptional MIS thereon. Description 1. Preparation of Cost Sheet & Cost Audit Cost Sheet is the primary tool for ascertainment of cost of a Revenue Centre. Cost Sheet is primarily prepared at unit level and consolidated at Area, Subsidiary and CIL level and reported to management. Separate cost sheets are prepared for raw coal, washery and other coal products to ascertain product wise profitability. Uniform Cost Accounting Policy & procedures is adopted across CIL & its subsidiaries and Cost Audit is done at unit level. For Subsidiaries (a) Preparation of Cost Sheet at colliery/Unit 1. Cost sheet is prepared at each colliery unit. 2. For this physical data viz Production, Dispatch, OBR, Man shift etc. is collected from the statistics dept. 3. Cost incurred at colliery level is collected from cash book, bills, inventory consumption report, grade wise production and dispatch data, Power consumption report, Coal stock report etc. These reports are collected from the respective departments. (b) Preparation of Cost Sheet at Area Incorporating Colliery/Unit Cost sheet Cost sheet from all colliery is collected at area for compilation and further modification. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Some costs which incur at Area level and not reflected in the colliery cost sheet Is incorporated in Area by allocating in different collieries. Colliery wise summary is prepared separately for UG, OC and Hired units and an Overall Area as a whole cost report is also prepared (c) Preparation of Cost Sheet at H.Q incorporating all Area and Service Unit Colliery wise cost sheet is uploaded by the Areas in coal net system along with various Annexures. All Area’s cost sheet is compiles in coal net system to generate company’s cost Report. 2. Budgetary Control Control over expenditure in CIL is exercised through Revenue Budget (RB). Revenue Budget is prepared at Area level and communicated to Subsidiary HQ for consolidation. The RB prepared by subsidiaries is then consolidated and discussed at CIL HQ level. Post vetting by CIL, the RB is presented for approval in respective subsidiaries' Board Meetings through Audit Committee. CIL HQ prepares CIL Standalone Budget and it is approved by CIL Board through Audit Committee. Corporate/Project Planning department is responsible for preparation and communication of Capital Budget to Finance Department. Based on the budget, certification of Budget Concurrence is given for Capital expenditure proposals. Details of Capital expenditure is reported to Subsidiary/CIL in prescribed formats for reporting to management and various authorities. 3. Financial forecasting for MoU, Annual Plan & Annual Action Plan Projection of company's financial performance for MoU exercise is handled by the C&B Section. This involves coordinating closely with Corporate Planning department for negotiations with DPE & MoC and finalizing targets and evaluation criteria for the next year. After the end of the year, audit of MoU targets vis-a-vis achievements is done and evaluation of achievements is assessed by DPE and ratings are awarded. Similarly, financial projections (I&EBR statement) for Annual Plan & Annual Action Plan are also prepared. 4. Assistance in preparation of Accounts & Annual Report Actuarial valuation of employee benefits on quarterly basis. This involves communication of proforma from CIL to Subsidiaries for submission of data, ensuring flow of subsidiaries' data with Actuary, communication of valuation and certificates prepared by Actuary. Appointment of Actuary is handled by C&B section. Quarterly analysis of financial performance is also done. 5. RTI, MoC, Parliamentary Questions and other works Reply to finance related RTI, MoC and Parliamentary Questions and other works assigned by management is also handled. Reports Generated 1. Monthly Mine-wise Detailed/Abridged Mine-wise Cost Sheet (Raw Coal)- Provisional & Confirmed. 2. Monthly Detailed/Abridged Washery-wise Cost Sheet (Washed Coal)- Provisional & Confirmed. 3. Monthly Cost Sheet for Bina Deshaling Plant, Moonidih CPP, Dankuni Coal Complex, Hard Coke, Soft Coke & other products as may be necessary. 4. Product/Service wise Profitability statement. 5. Profit Reconciliation - Cost Profit & Financial Profit. 6. Value Addition & Distribution of Earnings. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 7. 8. 9. 10.

Report on Financial Performance & Position and Ratio Analysis. Related Party Transactions (Proposed to be included as per Policy of CIL). Indirect Taxes Reconciliation Statement. Quantitative Information in terms of Installed/Available Capacity, Actual Production, Capacity utilization, Stock addition/decrease, Sales & OB Removal. 11. Details of Raw Materials/utilities & industry specific expenses (Diesel, Power, Explosives, etc.) consumed & their comparison with targets & previous month/quarter/year. 12. Quarterly Analysis of Actuarial Valuation of employee benefits. 13. NIT for Appointment of Cost Auditor & Actuary. 14. Financial Forecasting for Preparation of Revenue Budget, MoU, Annual Plan & Annual Action Plan. 15. Capital Expenditure reporting. 16. Budget Concurrence for Revenue, Capex proposals & payments under Master Action Plan. 17. Reporting & Reconciliation of payments for acquisition of Coal Bearing Areas. 18. Monthly/Annually Cost Centre Wise/Unit wise Detailed/Abridged Cost Sheet (P&D, EXPLORATION & ENVIRONMENT UNIT) Provisional & Confirmed Process F-29: Capital & Revenue Budget Capital Budgets Objective 1. For new Projects: (a) To prepare broad activity planning for approval of new projects (b) To estimate in the scheduled budget formats in summarized form for current year & next financial year. 2. For existing mining & non mining projects: (a) To review the activities regarding (i) physical progress (ii) actual expenditure incurred (iii) activity to be performed in the current year & the cost thereof (iv) original budget amount & the balance left out (v) whether the original approved amount has been overrun. (b) After reviewing, a revised estimate for the current year & budget estimate (BE) for the next financial year are for each activity to be carried out in case of cost overrun. Description 1. (a) Budgets of unit level are prepared at the unit office. The same are sent to the Area office who compiles the budget on colliery wise summary for the Area & submit the same to the HQ (b) Budgets prepared by the project office are also sent to the HQ 2. Subsidiary company, HQ after receipt of the budget proposal should compile overall budget proposal for the subsidiary as above. Revenue Budgets Objective 1. Revenue budget is prepared for operation of the budgetary control system for revenue accounts. Revenue budgets cover (a) production program (b) manpower (c) working results of mine (d) washery & coke plant (e) overburden removal (f) financial ratios etc. 2. The chart of accounts for expenses & income should have cost codes against respective financial codes. For budget preparation, all revenue heads pertaining to budget should bear the relevant cost code as provided in the chart of accounts. The actual against these income & expense will

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES be available from the trial balance under the financial accounts heads & thereafter the same will further be compiled under corresponding cost accounts heads for cost finance reconciliation. Description Preparation of revenue budget is to be made based on the following: 1. General policy of production planning & distribution of coal during the ensuing budget year 2. General policy regarding coal consumption pattern of major consumers such as like steel, power, cement, railways etc. 3. Project wise & Area wise production forecast by the Areas on the basis of reserves & capacity created. 4. Colliery wise production plan is worked out at the Area level. 5. Volume of transportation requirement to be assessed depending upon the quantity of coal, sand & other stores are to be transported. 6. Requirement of electricity, explosives, timber, POL, spares, etc. is to be estimated. 7. Problems relating to the cost structure of the following major items of the expenditure are to be considered: (a) Salary & wages (b) Stores & spares (c) Overburden removal cost (d) Depreciation (e) Interest (f) Workshop for maintenance (g) Administrative & other expenses like repair & maintenance, security expense, welfare expense, TA & other miscellaneous expenses. Reports Generated 1. To get the cost sheet of Units, Areas & Company as a whole. 2. To get the cost Finance Reconciliation statement. 3. Head wise variance analysis statement for control measure. 4. To get the balance of the capital expenditure statement on periodic basis. 5. To get the statement of cost overrun. Process F-30: Sales Accounting Objective: Objective of the sales accounting is to see that claims against dispatch are submitted to consumers on time and proper reconciliation of the claims is done on regular basis. Description: 1. Preparation and submission of sale bill for dispatch from rail or road mode 2. Preparation and submission of debit note for coal transferred to washery 3. Processing of refund to consumers against advance deposit. 4. Reconciliation of balance between Area & H.Q and H.Q with Power Houses. 5. Maintenance of Debtors account. 6. Accounting of sales data. 7. Processing of payments to railways, and for sampling & quality control etc. 8. Issue of credit/ Debit note to consumers. Reports :

1. Bill Register on daily, monthly and annual basis 2. Deposit from customer ledger E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Sundry debtors ledger 4. Generation of Sale Bill in PDF format and mailed to consumers. 5. Age wise break up of debtors and & advance to customers. Process F-31: Purchase & Store Accounting Objective: Objective of purchase and stores accounting is to ensure that purchase proposals are financially vetted On time, materials purchased are accounted for properly and payments made to the suppliers. Description: 1. Financial vetting, Budget Certification and Financial concurrence of Purchase proposals. 2. Processing and payment of Purchase Bills. Processing and payment of Advance to suppliers. 3. Payment of statutory deductions from the bills 4. Making statement of invoices for Input Tax Credit. 5. Issue & collection of statutory forms 6. Scrape sale Accounting 7. Calculation of store consumption 8. Maintenance of sundry creditor, Advance to suppliers, EMD, Security Deposit ledger 9. Collection of Bank Guarantee & it’s verification Reports: 1. Store Ledger (with both price and quantities and its reconciliation) 2. Consumption Report & Store Inventory report 3. Non Moving List 4. Tax Invoice against transfer of store from central store to Area/Colliery Store/Site Process F-32: Project Costing (CMPDI) Objective 1. Preparation of feasibility reports to CIL& its subsidiaries and other companies like MOIL, SAIL etc. 2. Financial Analysis of the project based on different parameters. 3. Preparation of feasibility reports for Washery projects and bid evaluation in the case of tender. Description 1. Project reports are prepared based on the input data received from the mine planners and respective subsidiary companies. 2. The PR is prepared based on the Capital Budgeting tools like IRR, NPV, and Payback period. 3. Preparation of sensitivity analysis and financial analysis of the project for proper investment decision making. Reports Prepared 1. Preparation of Cost sheet & IRR for Project reports. 2. Preparation of sensitivity analysis. 3. Analysis of data for proper decision making. F-33 GST Compliance E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 1. Generation of data/report for compliance of GST provisions. 2. Preparation of GST invoice, Advance receipt voucher, payment voucher, self invoice for payment under RCM (Reverse Charge Mechanism) and any other voucher/document.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Functional Requirements Specifications (FRS) for Human Resource Management including Employee Self Service and payroll List of processes Process No. 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22

Process Name Manpower Planning Process Recruitment Process Joining Process Deputation Process Advisor Engagement Process Promotion Process Fixation of Pay Process Transfer Process Payroll Process Personnel Development & Training Process Time Management Process Employee Suggestion Process Continuous Improvement Process Benefit Management Process Retirement Benefit Management Process Employee Life Cycle Process HR Metrics & Analytics Process Reward & Recognition Process Tracking Job Profile Event Management Resignation Process Administrative Services

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES PROCESS 01: Manpower Planning Process Objective: 

To plan the manpower requirements for the Mines & Establishments to facilitate the recruitment process on yearly basis.



To eliminate the gap between the Sanctioned Strength vs Actual Strength

 To conduct perspective Manpower requirement plan (For 5 years, 10 years, etc) Description: Planning is concerned with coordinating, motivating and controlling of the various activities within the organization. Manager has to reasonably predict future events and plan out the activities. Manager has to guess the future business and to take timely and correct decisions in respect of company objectives, policies and cost performances. The plans need to be supported by all the members of the organization. Report generated: 1. Manpower requirement report along with Month wise Increase and Decrease report 2. List of positions/ jobs lying vacant grade-wise, cadre wise. 3. Manpower Ratios (e.g. Surface to UG, Executive to Non-Executive, Grade wise ratio, Discipline wise ratio, demographic ratio, Attrition ratio, etc.) 4. Superannuation profile 5. Age profile of various categories 6. Inter unit/ project Comparison report of Manpower with reference to production/ technology profile. 7. Ratio of Strategic Manpower 8. Biodata Report of all the Employees 9. Pyramid distribution of Manpower and extent of deviation 10. Report of manpower on about area wise/ HQ wise/ RI wise manpower 11. Area wise manpower showing existing and propose manpower. 12. Unit wise/area wise existing and propose manpower. 13. Grade/category wise manpower existing and propose manpower. 14. Designation wise manpower existing and propose manpower. 15. Designation/grade wise/category wise manpower existing and propose manpower consolidated and area wise unit wise with posting wise. 16. Generation of query in respect of designation, grade area wise, unit wise posting wise etc. in respect of existing and propose manpower. 17. SC/ST/OBC/Minority/Physically handicapped percentage in various grades, cadres, designations 18. Report on number and percentage executives/non- executives in group A, B, C and D 19. Report on state –wise manpower of executives and nonexecutives 20. Report on gender based manpower of executives and nonexecutives 21. Report on number of executives resigned in a particular period

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

PROCESS 02: Recruitment Process Objective: 

To search the right resources and hire them based on the guidelines prescribed by CIL.



Complete the process from raising a requisition for requirement of manpower to generation of offer letter Description: Recruitment is the identification of the need for work to be completed and the assessment of how many people will be required to do that work, followed by advertising this fact. 1. System should have online facility/link to check the documents of deceased employee in case of compassionate employment 2. Provision of check –lists for different modes of employment to facilitate applicant to complete formalities 3. Explanation of brief procedure of employment and age- assessment norms as per NCWA should be incorporated Reports Generated: 1. Report of Employees recruited year wise, Institution wise, discipline wise, mode wise & category wise & Scheme wise. 2. Report of attrition year wise, Institution wise, discipline wise, mode wise & category wise. 3. Cycle time for each recruitment cycle 4. Ratio of appointment letter issued versus joining 5. Average time taken for joining on issuance of appointment letter. 6. Backlog vacancies of SC/ST. 7. No. of vacancies in different categories for recruitment in view of Reservation Policies of Govt. 8. Report on number employees recruited through direct, land looser, compassionate employment mode. PROCESS 03: Joining Process Objective: 

To facilitate the joining process of a new employee including taking care of all the information required by the organization Description: Joining process will include all the formalities to be completed, the day when a selected candidate comes to join the organization. This will include filling up all the necessary forms to be used for joining. This may also include some kind of medical examination clearance. The process of inducting the new employee in the organization also falls under the joining process. This will help the new employee settle in his/her role so that he/she can be productive as the earliest. Report generated: 1. Joining details of an employee 2. To generate final joining status on reporting at subsidiary 3. All the relevant details of a new employee 4. List of employees joining date wise, position wise etc. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 5. Number of appointment issued versus no. of joining. 6. Total employees whom induction training imparted

PROCESS 04: Deputation Process Objective: 

To capture details of the employees who has either gone out on deputation or has come on deputation.

 To manage payroll of all such employees including social security components like PF etc. Description: Deputation is one important activity which takes place at various public sector undertaking / central government offices / state government offices in India. The employee of one organization is sent to another organization for a fixed tenure on deputation which can be referred as Deputation out. Similarly, an employee can also come on deputation from an external organization which can be referred as Deputation in. During both these activities some processes are to be followed to manage the business and to ensure that both the employees (deputation in / deputation out) does not lose any benefit they might have been eligible during their employment otherwise. Report generated: 1. List of officers on deputation 2. Details like Leave salary contribution, Pension, PF, Leave details, Superannuation benefit, etc., of employees on deputation PROCESS 05: Advisor Engagement Process Objective: 

To capture details of the employees who have come as Advisors.

 To manage payroll of all such employees. Description: Engagement of Advisors is one important activity which takes place at various public sector undertaking/ central government offices/ state government offices in India. During the appointment of advisors, some processes are to be followed to manage the business and to ensure that the advisor does not lose any benefit on such appointment. Report generated: 1. List of officers engaged as Advisors in different disciplines. 2. Details of specific contributions made by the Advisors. PROCESS 06: Promotion Process Objective: 

To manage promotions taking care of all the roster requirements.



Maintaining the seniority list of all the employees for the purpose.

 To manage the promotion process including DPC and their necessary approvals. Description:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Promotion is a process wherein an employee is promoted to the next level. It is primarily based on vacancy availability as per manpower budget and requirement thereof. A cadre scheme is used for conducting promotions. The cadre scheme provides eligibility conditions, qualifications, period of service and other requirements of eligibility of promotions. The employees are identified, their respective biodata is prepared, seniority generated and sent to the DPC (Departmental Promotion Committee) for their clearance. Once cleared by the DPC, the employee is promoted to the new level after approval of the Cadre controlling Authority subject to vigilance, departmental and safety clearance etc. Seniority of the employee in the existing grade plays a vital role in ranking the employee for his promotion to the next level. Reservations are given as per Presidential directive. There are merit based promotions as well as seniority based promotions. Report generated: 1. Company wise /Grade wise/ Discipline wise Global Seniority List 2. DPC Data sheet 3. Statistics of year wise and discipline wise promotions 4. Stagnation Report 5. Performance Appraisal Report. 6. Vigilance Clearance Report. 7. Report on number of employees who could not be promoted for want of clearance/ biodata particulars. 8. Report of number of RTI queries and replies given on the matter of promotions. 9. Report on number of employees granted SLI/SLP in event of stagnation. PROCESS 07: Fixation of Pay Process Objective: Objective is to implement pay fixation of the employees on recruitment, promotion, punishment, annual increments and fixation of pay on pay revision to their payroll master records on time taking care of all the rules and regulations of the organization. Description: The fixation process takes care of giving benefit to employees by giving fixation of pay on recruitment, regularisation and promotions. Similarly, re fixation of pay is to be effected in case of any punishment awarded to an employee. The fixation process also takes care re fixation of pay on pay revisions and removal of pay anomaly. Reports Generated: 1. Pay increase due to promotions in a year 2. Cycle time for the implementation of pay fixation 3. Generation of pay fixation sheet and its inclusion in personal data of employee 4. Pay increase due to increment in a year. PROCESS 08: Transfer Process Objective: Objective is to manage the transfer & posting process of the organization. Description:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Transfer process is the process under which an employee is transferred either within the location or outside the location based on certain official requirements. This process has to be executed as and when required and necessary details must be captured in the employee records. At times, a transfer can have an impact on the employee’s salary or leave quotas. Transfer can also call for changes in the work timings. All such details must be captured and the future payments / deductions must happen on the new / applicable rules and regulations. Report generated: 1. History of employee transfers since recruitment. 2. List of transfer orders 3. List of transfer dues in normal transfers and in sensitive posts 4. Ratio of transfers ordered issued versus effected, transfers due versus issued. 5. Average time spent at one location by an employee 6. Cause wise transfers like Request transfers, mutual transfers, administrative transfers, sensitive transfers, VIP references, promotion transfers, on health ground, working spouse, hometown, children education, etc. 7. Number of transfer orders cancelled/ retained. PROCESS 09: Payroll Objective: 

To maintain, processing and payment of the salaries to the employees including claims / reimbursements. Description: The payroll process would include the administration of the financial record of employees' salaries, wages, PLRS, bonuses, net pay, and deductions. The payroll management takes care of all the requirements relating to accounting and management of employees’ Payroll. The separation process takes care of managing all the formalities of the organization when an employee is leaving the organization either through resignation or through retirement. Report generated: 1. Pay slip for all the employees 2. Deduction schedules 3. CMPF & Pension statements 4. Income Tax/ Professional Tax statements 5. Employee cost details and ratios 6. Over Time and charge allowance statements 7. Paid Man shifts, Leave wages, absenteeism. PROCESS 10: Personnel Development and Training Process Objective: The main objectives of Training & development processes are: 1. To align entire value chain of Training & development activities with the business requirements. 2. To give wide exposure of Training & development opportunities to the executives & wage board employees. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. To create a culture of continuous learning across the organization. 4. To evaluate, on periodic basis, the effectiveness and relevance of Training & development activities. 5. To ensure a strong Training & development team to drive training and development across the organization. Description: Human Resources Development is a combination of Training and Education that ensures the continual improvement and growth of both the individual and the organization. Human Resources Development is the medium that drives the process between training and learning in a broadly fostering environment. Human Resources Development is the structure that allows for individual development, potentially satisfying the individual’s or the organization’s goals. Reports Generated: 1. Employees who need actual training on the basis of the TNA done by system and the areas on which they require training 2. Annual Training Plan 3. Training Calendar 4. On boarding plan 5. Effectiveness of the Training programmes. 6. Effect of Training & development programmes in the retention of the Executives 7. Completed hours of training by employees 8. Status report on completion of statutory vocational trainings including refresher trainings. 9. Statutory reports on vocational training 10. Training Hours per employee 11. Training cost 12. Training Evaluation 13. Training Analysis based on faculty, institution, etc., 14. Training Hostel Report. 15. Training Inventory Details 16. Centralized Training Data of all centres. 17. Number of employees who pursued certificate courses in a year PROCESS 11: Time Management Process Objective: 

To manage the leave details of the employees



To manage the leave quota



To work in association with payroll department for any payment (over time, leave encashment, night shift allowance, etc.) or deduction (LWP, etc.,) for the employees. Description: Attendance management is the act of managing attendance or presence in a work setting to minimize loss due to employee downtime. Attendance control has traditionally been approached using time clocks, timesheets, and time tracking software, but attendance management goes beyond this to provide a working environment which maximizes and motivates employee attendance. Reports Generated: 1. Report on Authorized/ Unauthorized Absenteeism with percentage E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 2. 3. 4. 5. 6. 7. 8. 9.

Overstaying beyond sanctioned leave Leave Record Leave Man days Average In & Out Time Average Stay Time Overtime Report & Overtime Wages LPC (if it can be generated in this module) Report of employees with highest attendance and least attendance

PROCESS 12: Employee Suggestion Process Objective: To promote a supportive climate to stimulate creativity and innovation among all employees and to provide a platform for the acceptance, evaluation and rewarding of the innovative ideas of employees. This process also aims at unleashing the latent creativity in every individual, thereby fostering a sense of fulfillment and a feeling of involvement in the growth of the organization. Description: The process is to accept suggestions from employees and evaluate its worthiness through different committees and to reward and implement the accepted suggestions. Report generated: 1. Number of suggestions received item wise 2. Number of suggestions accepted for implementation 3. Number of employees rewarded 4. Savings out of implementation of suggestions 5. Number of suggestions regretted by the Management 6. Details of Functional Area wise Suggestions 7. Number of suggestions per employee 8. Yearly report on key suggestions by employees which benefits company the most PROCESS 13: Continuous Improvement Process Objective: The objective is to promote continuous improvement by facilitating, monitoring & evaluating the functioning of employee groups in the company. Description: A number of Quality circles and Knowledge communities and other employee groups are in operation and under development stages in the Company which are improving the Business processes continuously by addressing operational problems. They are being monitored and facilitated centrally through an institutional mechanism. Report generated: 1. Number of projects completed by the groups 2. Number of live projects. 3. Details & statistics of the vetted Projects transferred to the Knowledge domain 4. Number of documents created. 5. Report on success stories of QC’s in improving the systems and work culture of organization.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

PROCESS 14: Benefit Management Process Objective: The key objective is to provide a platform for employees of the Company to manage various benefits, as per their eligibility. Description: All Employees of the Company are eligible to get their reimbursements of the Travelling & Dearness Allowances, Medical expenses, LTC/ LLTC, Leave encashment, Advances for purchasing laptops, vehicle, furniture, house building and other miscellaneous expenses, other allowances admissible under NCWA, etc., as per their eligibility. Report generated: 1. Area/ company/ HQ wise Statistics of total expenses incurred under each claim 2. Status Report of pending bills 3. Major ailments among employees and trend 4. Medical Expenses on different heads like referral, internal, OPD, etc., 5. Report on outstanding advances of the employees PROCESS 15: Retirement Benefit Management Process Objective: The key objective is to provide a platform for Retiring/ Retired Employees of the Company to avail their various retirement benefits, as per their eligibility. Description: All Retired/ Retiring, expired, removed, medically unfit, VRS, SFVRS, etc employees of the Company are eligible to get Gratuity, CMPF, CMPS, CPRMSE, Superannuation benefit, leave encashment, etc., as per their eligibility. They are also entitled for the travelling allowance and household sifting on retirement. CPRMSE is a scheme operated by the company to provide medical care to the executives, post retirement and CPRMSNE is for non-executive cadre employees. The coverage under the scheme is extended to the retired employee and the spouse. Under the scheme, the employees are given medical coverage to the extent of Rs.25 lakhs in case of executives and Rs. 5 lakhs in case of non-executives during their lifetime. However, in case of chronic disease like heart, paralysis, cancer etc., the coverage is unlimited. The executives are also granted Rs. 15000 per year for domiciliary treatment. The employees will be provided with smart card for enabling them to receive cashless treatment from empaneled hospitals. Complete scheme including the proposed plan of smart cards will be integrated in the ERP system. Report generated: 1. Area/ company/ HQ wise Statistics of total expenses incurred under each claim 2. Status Report of pending bills 3. Retirement List – Name-wise list of employees under different unit/areas who are due to retire in forthcoming months (at least 6 months or 1 year in advance). 4. Report regarding exits due to Superannuation, dismissal, VRS, medically unfit and deaths for monitoring status of claims. 5. Monthly/Yearly ‘VV’ Statements and Yearly ‘YY’ Statement 6. System should create a database of retired employees and their nominees.

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ANNEXURES & APPENDICES PROCESS 16: Employee Life Cycle Process Objective: The key objective is to provide a platform for managing various changes in the employee profile and employee services. Description: The employees have the privilege to make changes on the employee data submitted at the time of joining due to subsequent changes in their profile like acquiring additional qualifications, changes in the family profile, changes in the nominations, address, etc. Similarly, employees are required No objection certificates for matters such as acquiring passports, visiting foreign countries, experience certificates, sponsorships, etc., All these are dealt under the common service conditions applicable to them. Report generated: 1. Employees visited foreign country every year 2. Property returns filed 3. Additional qualifications acquired every year 4. Statistics of No. of employees resigned/ retired PROCESS 17: HR Metrics & Analytics Process Objective: The key objective is to understand the impact of HR interventions and to improve the efficiency of HR processes for higher employee engagement and development. Description: Policy cell division is required to generate various statistical data from different HR processes. The subsidiaries and Board are to be appraised from time to time. The effect of various processes, the improvement areas in the system for taking remedial measures. Similarly, benchmarking of HR policies are to be done to keep the policies robust to take on future challenges. These are possible only through databased reports of different variables. Report generated: 1. Different Statistical Reports 2. HRM MIS Reports PROCESS 18: Reward and Recognition Process Objective: All employees like to be recognized and appreciated for the work they do for their employer. Employee recognition programs provide an opportunity to recognize and thank staff and executive for their contributions, dedication, and commitment to the CIL community. Description: Recognition is most effective when it takes place on a regular basis and in a variety of different ways. It is also important that recognition activities be aligned with the culture various departments of CIL. An employee recognition program provides managers and supervisors different opportunities for acknowledging Executives, staff members, peers, and colleagues. As per Policy of CIL. Report generated:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 1. 2. 3. 4.

Different Statistical Reports. Best Employees of the year Report. Appreciation reports. Publication of Rewards in Online/ Web portal.

PROCESS 19: Tracking Job Profile Objective: 1. To know Job Profile of each and every Employee. 2. To identify gaps in availability of such manpower vs Skill/ Experience Description: CIL to have job descriptions for all unique positions in Executive & Non-Executive cadre which will have the unique positions, duties and responsibilities, qualifications and other competencies required for effective functioning by the job holder. Report generated: 1. Person wise Job Profile Report. 2. Requirement of People with Job Specification. PROCESS 20: Event Management Objective: 1. To organize Inter Area Sports & Cultural events as per Sports Calendar. 2. To organize Inter Company Sports & Cultural events as per CIL Sports Calendar. 3. Other Sports & Cultural promotion activities. 4. Yoga Camps and other official events & celebrations.

Description: Every year Company is organizing Inter Area & Inter Company Sports & Cultural events as per the sports calendar. Besides these, every company is also organizing various events like, CIL Foundation Day, Intercompany Sports, etc., Report generated: 1. Budget utilization. 2. Inventory monitoring of sports materials. 3. Schedule of events. PROCESS 21: RESIGNATION PROCESS Objective: To ensure Exit from Company is managed and compliant with the provisions of relevant Rules and workplace agreement. Description: Understanding why employees leave can help an employer in several ways. While a certain degree of turnover is healthy for an organization, if underlying problems can be identified and corrected, turnover problems can be reduced. The information obtained from exit interviews can: • Identify reasons for and trends in turnover • Identify areas requiring change • Identify training and E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES development needs for employees and managers • Assess the effectiveness of recruitment and induction practices • Evaluate the success of HR policies and procedures • Assist in the determination of new strategies, e.g. work-life balance. Report generated: 1. Exit Reports. 2. All exit questionnaires will be recorded onto the HR Information system and a bi-annual report produced to the Director of HR also highlighting any specific issues which may have arisen along with action taken in this respect. Any ad hoc reports can also be provided. A mechanism should also be in place whereby recommendations are made for change and policies and procedures are reviewed in light of the information gleaned from the exit questionnaires. 3. Generation of Service Certificate on Acceptance of Resignation. PROCESS 22: Administrative Services Objective: 

To manage requests of Hotel Bookings, Air/Train Tickets, Guest House Booking, Holiday Home Booking, Vehicle Booking, etc. in respect of executives who are on tour/official visits.



To manage requests of bookings/ cancellations related to Venue Management like Conference Halls, Auditoriums, Function Halls, etc.

 To manage requests for House Allotment Description: 

The module is to facilitate managing of requests for various administrative services such as booking/ cancelling of Hotels, Air/ Train Tickets, Vehicle, etc., for official tour. It should also facilitate managing the requests for booking/ cancelling of Company Guest House, Holiday Homes, Conference Halls, Auditoriums, Function Halls, and other facilities for official meetings and events. The module would also facilitate requests for allotment of housing facilities.

Reports generated: 1. Area/ company/ Hq wise Statistics of total expenses under Hotel Bookings, Ticket Bookings 2. Quarter Occupancy Report 3. Real-time dashboard providing current status of Venue Bookings like conference halls, meeting halls, auditoriums, function halls, etc

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Functional Requirements Specifications (FRS) for Procurement, Inventory Management, Contract Management including Civil Contract and Exploration contracts List of processes Process No.

Process Name

MM MM1

Material requirement planning

MM2

Procurement of materials

MM3

Stores management

MM4

Survey off of scraps and disposal

MM5

Vendor Registration and Vendor Rating

Contract Management for all contracts CMC1

Scrutiny of estimates prepared by Project / Area / Washery/ RI for transportation of coal, sand, magnetite, Removal of OB, detailed coal exploration, civil works etc.

CMC2

Process for award of contract through e-tendering/ Reverse Auction System (Government e-procurement site)

CMC3

Process for deviation of contract from that of originally awarded

CMC4

Process for foreclosure/closure of contract

CMC5

Process for termination of contract

CMC6

Preparation of Schedule of Rates (SOR) for Hiring of equipment for removal of overburden, extraction of coal, transportation and loading and sand

CMC7

Revision of Schedule of Rates for transportation of coal, OB, sand etc.

CMC8

Registration of contractors under (ESM Agencies & Societies of PAPs) for transportation works

CMC9

Preparation and submission of different Reports

CMC10

Monitoring performance of contracts awarded by CMC / Exploration Department

CMC11

Process for obtaining advance & carrying out adjustments against approved Imprest Money

CMC12

Pre-contract Integrity Pact, appointment and payment to Independent External Monitors

CMC13

Response to RTI, Parliamentary Questions, VIP Reference

CMC14

Refund of Earnest Money Deposit (EMD)

CMC15

Encashment of Bank Guarantee (BG) (as per requirement)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES CMC16

Processing and dealing with legal matters

CMC17

Preparation and submission of Manpower Budget

CMC18

Preparation and submission of Revenue and Capital Budget

CMC19

Preparation of Schedule of Rate for picking

CMC20

Revision of Schedule of Rate for picking

CMC21

Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM Company from one Area to another Area & Change of membership of PAPs

CMC22

Supervision of work, recording of measurement in MB and processing of payment

CMC23

Process of entering into agreement with contractor

CMC24

Process for approval of time and progress chart by CMD, proposal initiated by Area, processed through CMC Department

CMC25

Deposition and Refund of Security Deposit (Initial Security Deposit, Retention Money, Additional Performance Security) as per conditions of contract

Civil Contracts CVL1

Process (identification to approval) of Activity Lists for (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities

CVL2

Process for approval of Budget for Activity Lists (i), (ii), (iii), (iv) & (v) above

Process MM1: Materials Requirement Planning. Objective: To assess the requirement of materials for making procurement. Description: CIL, for carrying out its operation in house, requires equipment, spare parts and consumable items for running the machines / drilling equipment’s & Other Mining activities. The requirement of materials is assessed in the following instruments for initiating procurement action: 01. Material Budget – Material Budget(MB) is prepared for assessing the requirement of revenue items like spare parts and consumables items like POL, OTR tyres, Drill bits, Wire Ropes etc. and Capital Stores such as Conveyor Belts. It is prepared annually, class wise taking into consideration last three years’ consumption, safety stock required, stock in hand and quantities due on order and due against last MB. The MBs are prepared to cover the materials for the ensuing financial year. 02. Indents for Revenue Items – Indents for revenue items are procured after the preparation and approval there of Indents are raised even against already approved MBs for procurement of materials for the next 3 to 6 months for emergent requirement. Further, indents can also be prepared for the requirement even if the materials are not covered in the MBs. While preparing the indents, past consumption pattern as well as stock of other stores, quantities in pipeline (due in order) are taken into consideration.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 03. Indents for Capital Items – Indents for capital items are prepared for equipment based on the requirement against approved Capital Budget in the project report or as replacement of the existing machines on being declared survey off. 04. Indent for local purchases – These types of indents are prepared for those items which are very urgently required and there is delay in procurement in the normal procurement process. 05. Indent against Scheme All the above indents are normally initiated by the concerned user, examined, financially concurred and approved as per DOP Reports 1. Generate MB/Indents for requirement for a given period 2. Item wise consumption for the specific period 3. Item wise last purchase price 4. Stock in hand item wise 5. Class wise number of MBs/Indents prepared in a given period. 6. Quantity covered by purchase orders 7. Item wise quantity in pipe line viz due for placement of order against approved indent/MB and due for supply against purchase order 8. Evaluation of estimated value of the Indent based on LPP, Taxes & duties and price escalation. Process MM2: Procurement of Material Objective: To create purchase order master of materials being procured Description: Against the instruments for initiating the procurement as stated above in Process-I, procurement of materials is undertaken as per the policies and procedures of the company. For initiating procurement, the MBs/Indents are required to be approved by the competent authority as per the delegation of powers of the company and financially concurred. Procurement of materials is initiated after registering the instrument such as MB and Indent in the Purchase Section of MM Division. A unique control number against each such MB/Indent received in the Section is assigned to keep track of procurement actions. Procurement of materials is done under any of the following methods: 1. International Competitive Bidding: - - International competitive bidding otherwise known as global tenders are normally done in respect of procurement of very high capacity equipment for use in open cast and underground mines and those items of required quality ordinarily not available indigenously. Payments for supply against global tenders are done by way of letter of credit opened in the name of the beneficiary as per the contract in case of foreign bidder. For indigenous bidders (in case authorized Indian agent /dealer/distributor is quoting as a matter of policy), Equipment payment may be made to foreign principal by LOC and payment for spares & consumables may be made in Indian Rupee. 2. Domestic Competitive Bidding: Domestic competitive bidding alternatively known as domestic open tenders is normally done for procurement of small capacity equipment, spares and consumables. Payments for supplies against domestic advertised tenders are paid in Indian rupees as stipulated in the purchase order after receipt and acceptance of the materials at site. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Limited Tenders: Limited tenders are issued when the procurements to be made from O.E.M./O.P.M./O.E.S./O.M. as per company policy or requirement is of small value and there are known proven sources for the item. These limited tenders are also published in Website as done in case of global and domestic open tenders and any bidder who fulfills such eligibility criteria and proneness can also participate in the limited tender whether his name appears in the list or not. Payment terms for supply against limited tenders are also same as the domestic open tenders. 4. Single Tender: Single tender method is followed where procurement is to be made on proprietary basis from O.E.M. or procurement is to be made from single source on quality/technical considerations. 5. Repeat Order: At times a repeat order is issued against existing purchase order due to urgency for 25% of the original Purchase quantity. 6. Local Purchases: Local purchase of materials is done when the requirement is urgent. It is done by way of collecting quotations from the locally existing firms or by way of committee purchases where a committee is deputed to the local market to finalize the purchase or by way of issuing short term quotation on the local notice boards. 7. Committee Purchases : Committee purchases are resorted to for procurement of items which require fulfillment of subjective assessment like feel and finish such as guest house items or to meet emergent situations such as equipment under breakdown or where safety of people/property is concerned in case of natural calamities/accidents etc. 8. Depot Agreement and Rate Contract: For requirement of spare parts for a particular make and machine is done with the concerned OEM/OPM/OES/OM or their authorized Indian dealer/distributor who establishes a depot in the vicinity of Mining Areas to ensure uninterrupted supply of required spares. Purchase Orders are placed under depot agreement against materials budget and indents for revenue items. Similarly rate contracts are also concluded with the original equipment manufacturers/OPM/OES/OM or their authorized Indian dealer/distributor for supply of spare parts on proprietary basis/technical & quality consideration. Rate contracts are also concluded for supply of consumables items like bolts and nuts by way of domestic open tenders. Payment terms against rate contracts are 100% payment after receipt and acceptance of materials. 9. DGS&D Rate Contracts: Many a time, orders are also placed against DGS&D Rate Contracts. However, payment terms against such orders are also 100% after receipt and acceptance of materials at site. 10. Operation/Adoption of Rate Contract of one subsidiary of CIL by other subsidiary to meet their urgent requirement. Purchase Orders are to be created in the system for all the types of procurement given as above. Reports 1. List of MBs/Indents not covered by tenders or other procurement actions 2. List of tenders not covered by purchase orders in a given period. 3. Type of tenders issued (Nos & Value) in a given period 4. List purchase orders placed against each category of procurement methods in a given period 5. Summary of procurement value against each category of procurement methods in a given period 6. List of MBs/Indents covered by Purchase Orders

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 7.

List of orders placed on MSE firms in a given period indicating whether owned by Others/SC/ST persons. 8. Automatic Performance evaluation of vendors based on delivery performance & technical performance etc. as set by the management 9. List of orders placed on NSIC/Ancillary firms in a given period of time 10. List of orders placed on Foreign vendors/Domestic vendors for the same items during a period of time 11. Procurement value separately for Capital and Revenue head 12. Generation of query based on any requirement. Additional Points from MM BCCL’s end Procurement Subsystem: 1. Indent registration document 2. Mixed competitive Bidding Reports on Procurement Subsystem: 1. Area wise analysis of Material received 2. Ack. of PO copies received 3. Age wise pending Indent list 4. Area wise & age wise pending POs 5. Area wise periodic purchase statement 6. Purchase order deletion reports. 7. Monthly Purchase order details 8. Quarterly Purchase order details having value more than Rs 5 Crore 9. Details of Purchase orders having Pre-contract Integrity Pact 10. Link to Purchase orders of Other subsidiaries 11. Monthly Details of Tender issued under heads like Open Tender, Limited Tender, Single Tender etc. 12. Track Ancillary firms item wise. Queries on Purchase Orders 1. Vendor profile of a given PO 2. List of pending POs 3. Consignment & inspection details of a PO 4. No of POs & total value in a given period 5. No of POs & total value for a given supplier. 6. No of POs & total value for a given Material 7. Pending POs Value “>” Given Value 8. List of closing POs 9. Pending POs for a given material code 10. Part wise pending POs 11. Details of overdue POs 12. PO wise rejected item status Queries on Vendor 1. List of material supplied by a Vendor 2. Item wise vendor 3. Part wise vendor 4. Vendor wise item 5. Vendor code v/s vendor address E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 6. Vendor name v/s vendor code 7. Vendor wise pending POs Process MM 3: Stores Management Objective: To capture all store activities like Receipts, issues, inventory/ stock in hand, materials pending against Purchase Order(s)/indent(s)/MBs. Store Budget allocated for procurement of P&M items, Spares & Consumables etc. Description: Subsidiary Companies of Coal India have three tier stores set up; 1. Central Stores : Each Subsidiary company/CMPDI has one or more Central Stores under the administrative control of Subsidiary Hqrs. Materials ordered by Coal India or Subsidiary Hqrs are received and accounted for in the Central Stores for distribution to the Areas. 2. Regional Stores: Each Area/RI has one Regional Stores under the administrative control of the Area/ RI. Materials ordered by Coal India, Subsidiary Hqrs, RI and Area are received and accounted for in the Regional Stores for issue to the Projects/Camp. 3. Project/Colliery/ Camp Store: Each project has project store which works as a charged – off stores for keeping account of materials received from Regional Stores. It is administratively controlled by the Camp/Project authorities. 4. Shop Floor Stock: Not yet consumed spares and consumables be entered into system for exact consumption and inventory. To be done at Unit level. Functional processes of Central and Regional Stores are as under; a) Receipt Section: The materials ordered are first received in the Section along with invoices /Challans and other documents as may be specified in the Purchase Order and pre-dispatch inspection note if stipulated in the Purchase Order. The details are entered in the ‘Consignment Register’ and the materials are placed for inspection by the designated officials. If the material are accepted by the inspecting official as to quality and quantity, and the documentation is complete, entries are made in the ‘Day Book’ and as a replica thereof, a ‘Receipt Voucher’ is prepared and authenticated by the official responsible for. Thereafter, materials are shifted to the ISSUE SECTION for stock by endorsing a copy of the ‘Receipt Voucher’. Copies of the Receipt Voucher are also sent to Finance along with other documents & invoice for audit and payment. In case documentation is incomplete, correspondence with the firm is carried out and after compliance, rest of the process is carried out. If the materials are rejected by the inspecting officials, firm is advised to replace and take back the rejected materials. Apart from the receipt against purchase orders, materials are also received from both Central Stores and Regional Stores of other Areas/RI. Such receipt are documented through ‘Depot Transfer Voucher’ (DTV). The transaction under DTV are not put through inspection phase but are sent to ‘Issue Section’ after making entries in the ‘Consignment Register; and ‘Day Book’. A copy of the DTV is also sent to Finance. There may be instances that the materials once issued may be returned after being found surplus in the Project. Such transactions are governed through ‘Stock Return Voucher’ (SRV) and are routed to Issue Section through Receipt Section. Copies of SRV are sent to Finance. In some subsidiaries following sub-processes exist for receipt subsystem: 1. Direct consignment receipt document 2. Work shop manufactured material E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. 4. 5. 6.

Local purchase document Unused item return from unit Loan return item Retrospective pricing & adjustments in stock valuation & consumption value accordingly subject to approval by authorized office. b) Issue Section : Issue Section maintains stock and issue of materials to the Projects against ‘ Issue Voucher’. Once the duly authenticated ‘Issue Voucher’ is presented, materials covered therein, are issued and a ‘Gate Pass’ to that effect is generated. One copy of the ‘Issue Voucher’ is returned to the Project/RI along with ‘Gate Pass’. Copies of the voucher are also sent to Finance for charging cost. Apart from issue to the projects within the Area, materials are also issued to other Areas under ‘DTV’. Transactions under DTV are effected through ‘Gate Pass’ copies of DTV are also sent to Finance. c) MIS Section : MIS Section deals with inventory analysis and processing of MBs and Indents and codification. Analysis of inventory is carried out on the basic methods such as ABC/XYZ, VED, SDE, FSN. MBs and Indents initiated by the concerned user, are processed further by furnishing consumption pattern, stock on hand and quantities in pipe line (qty. due on order & uncovered by orders against previous/last MB). Further, codification of materials as per the prescribed scheme is also carried out. In addition, following sub-processes exist in some subsidiaries 1. Issues made to project/contractor/workshop 2. Issues made for stores Internal Consumption 3. Materials issued to other Subsidiary 4. Material/ Part wise consumption details for last 5 years 5. Inter unit equipment transfer 6. Release orders for identified critical & high value items by HQ for issue from Central Stores to Areas etc on Depot Transfer on the following basis a) On the basis of Approved MB/ Indent for the items b) On exception basis in view of urgency of the requirements. Reports: 1. Class wise new code generated 2. Number of consignments pending for inspections 3. Consignments pending for acceptance after inspection 4. Item wise stock, last three years consumption and quantities due for supply against Purchase Orders 5. Details of materials received against global tenders. 6. Details of materials received against domestic open tenders 7. Details of materials received against limited tenders 8. Details of materials received against single tenders 9. Details of materials received against Depot Agreements and Rate Contracts separately 10. Details of materials received against local purchases/Committee Purchases 11. Overdue Purchase Orders 12. Firm wise list of consignment rejections 13. Firm wise list of replacements 14. Project wise goods issue details in a given period E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 15. 16. 17. 18. 19. 20. 21. 22. 23. 24.

25.

26.

27.

28.

Goods issue details under DTV Goods receipt details under DTV Goods receipt details under Return Store Voucher Item wise requirement for re-order Class wise inventory report Class wise obsolete and non-moving items Analysis of inventory and consumption under ABC/XYZ, VED, FSN and SDE formats Inventory of Indigenous and Imported Goods (Class-wise & Generic Group-wise) is desirable. In some cases same item is procured through both indigenous and imported sources. Detail of materials due against various Purchase Orders duly linked with material codes. Following inventory reports a. HML analysis (High- Medium –Low) b. Store wise stock status for “ CX” items c. Store wise stock status for obsolete items d. Store wise stock status for nonmoving items beyond a given period (say 3/5 years) e. Equipment wise consumption of spare parts f. Re Order level Analysis g. Safety stock level analysis h. Below minimum level statement for given items i. Above maximum level statement for given items j. Lead time analysis k. Statement of materials received during financial year but not issued or partially issued. l. Items availability status throughout COALINDIA Limited Central stores and Regional stores. Following Receipt related reports Short/ Damaged/Defective supply Excess material receipt reports Depot transfer report Periodic receipt from vendor Unit wise issue return report Following reports about issues: a. Periodic issue statement b. Area wise consumption of critical items c. Stock exception report d. Consumption of materials/ Spares for a given period (up to 5 years) Queries about materials/ parts a. Status of a given material (covered or uncovered) b. Pending indent for a given material c. Material/Part wise current stock status d. Item /Part no wise location e. Material code wise rejected item status f. Material code v/s material name g. Material name v/s material code h. Material code for a given part no Miscellaneous Queries a. List of units consuming more materials than quota in a given period

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES b. List of Indents for a given status c. Status of a given Indent d. Difference between actual & projected items e. Material /Part wise pending DRRs/SRVs for inspection f. Part wise rejected Item status g. Material/Part wise Transaction during a given period. Process MM 4: Survey off of scraps & Disposal Objective: To create survey and disposal master for disposal of scrap materials and surveyed off equipment. Description: In Coal India and its subsidiaries, the equipment which completed it’s rated life as prescribed by the Company and the scrap materials generated during working, are disposed off through a method of e-auction. Equipment : All the equipment while being inducted into operation is identified by a sl no. in reference to Asset Register. After completion of it’s rated life an instrument called ‘Survey Report’(SR) is initiated by the concerned user with twin purposes of obtaining replacement and for disposal of the equipment. The SR after scrutiny by a Standing Committee, is finally approved by the competent authority. Scrap Materials : The scrap materials generated during operations are usually collected to a central place called ‘Scrap Yard’ and arranged in convenient lots of homogenous materials say ‘Mild Steel’, ‘Cast Steel’, 'Non-ferrous metals', 'Hazardous Wastes such as Burnt Oil, Batteries‘, 'e-Waste', ‘Cables’, ‘Belting’ etc., SRs are prepared lot & class of scrap wise and are approved by the competent authority after scrutiny by the Standing Committee. The SRs after approval, are forwarded to the Survey and Disposal Section of the HQ MM Department. The Section allots a control no against each lot/survey report and disposal action is initiated by specifying unit of measure, location for disposal normally by weight or by nos. as may be considered appropriate. Disposal is carried out by an e-auction service provider such as MSTC. The disposal decision is normally based on ‘Reserve Value’ and the number of auction attempts made to secure disposal as per company policy. The auction is carried out for disposal on ‘as is where is’ basis. After disposal the service provider intimates the successful highest bidder and a Sale Release Order is issued after deposition of the bid amount by the bidder. Thereafter, the bidder is allowed lifting of the lot within a stipulated period. Extensions to delivery periods are also given after deposition of ground rent as per the rules of the Company. Reports : 1. Survey reports registered during a given period 2. Survey reports pending disposal 3. Disposals pending realization of sale value 4. Survey report wise basic value and taxes collected in a given period 5. Disposal history of particular survey report / lot 6. Time taken to effect disposal of particular class 7. Class wise Sales realization 8. Reserve Value vs. Disposal Value

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 9. 10. 11. 12. 13. 14. 15.

Details of refunds made on account of quantity not available Customer performance evaluation - time taken between allotment & lifting. Report on e-waste disposal Firm wise Sales realization Quarterly sales realization Authorization letters issued but disposed-off materials not lifted by the Vendor GST/tax/penalty collected/refunds report

Process MM 5: Vendor Registration and Vendor rating : Objective: In order to have dependable sources for supply of materials of right quality and at right time, vendors will be registered after ascertaining certain basic facilities available with them. The performance of these vendors are also measured from time to time and ratings will be allotted to them.

Description: An online application may be obtained from the interested vendors, against an advertisement issued by CIL/Subsidiary Companies. These applications will be scrutinized by a Committee, formed for this purpose as per the laid down procedure of Purchase manual. On verification of the submitted eligibility documents, and upon meeting the requisite criteria, they will be allotted System generated Registration Number after due approval. The registration will be valid for a specified period. ERP should have provision for uploading the eligibility documents of the Registered Vendor. Time to time performance of this vendor will be evaluated as per laid down process of Purchase manual and rating will be recorded in the ERP. The penal action taken against any of the Vendor should also be recorded in the ERP, so that the procuring entity will get informed about the status of any vendor as far as banning is concerned. Reports : 1. Reports of all registered vendors. 2. Item Class-wise list of all registered vendors 3. Subsidiary-wise list of registered vendors. 4. Banning details of the Vendor, if any 5. Statutory documents of the registered vendors. 6. Performance wise list of vendors. 7. Any Other reports

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Process CMC1: Scrutiny of estimates prepared by Project/Area/Washery for transportation of coal, sand, OB removal magnetite, outsourcing of detailed coal exploration and civil works Objective: To Scrutiny of estimates prepared by Project/Area/Washery/ RIs/CMC for transportation of coal, sand, OB removal magnetite, outsourcing of detailed coal exploration and civil works etc. by deploying Surface Miner, loading of coal into tippers/trucks for road dispatch to meet the demand of its consumers and its internal requirements. DESCRIPTION: Detailed process for production subsidiaries is given below: 1. Receipt of Proposal cum estimates prepared/forwarded by the Project/Area /Civil Authority (a) CMC in respect of Transportation and Loading works. (b) Technical committee under Operation Department in respect of Hiring of equipment for removal of OB and, extraction of coal works. The proposal is then vetted by P&P dept. It is then sent to estimate committee for checking and finalizing the estimate. 2. Estimate prepared by Area Authority is checked in respect of several points. Some of these are as follows: (a) Lead slab as per lead certificate/ Justification for requirement of works. (b) Availability of coal/ availability of land for construction works. (c) Whether other contracts are running or not between the same sources and destination (d) Calculation of estimates as per prevailing SOR/last awarded rates. (e) Availability of departmental tippers and pay loaders / equipment for removal OB, extraction of coal. (f) Dispatch program of the Area (g) Budget provision, provision in action plan etc. (h) Quantity of coal/OB as per the target (i) Quantity of OB (lead wise drilling/without drilling) after taking the departmental capacity (j) Whether the site is as per approved PR site (k) Status of the land for hindrances (l) Vetting of OB quantity by CMPDIL-RI. (m) Route Plan, detailed drawing and dumping location details. (n) Standard Checklist for estimate preparation. (o) Financial Payoff & Budget Provisions. 3. If estimate as prepared by Project/Area Authority is found to be satisfactory, then it is forwarded for approval of Competent Authority. 4. If not found satisfactory, then it is sent back to Project/ Area for further clarifications and after receipt of clarification sought in respect of the proposal, steps 1-3 are repeated. 5. After approval of Competent Authority, tendering is done as per prevailing norms and guidelines. Process for CMPDI: CMPDI is primarily engaged in detailed Coal Exploration including Geological Report Preparation of both CIL and Non-CIL Coal Blocks. For operational reasons, CMPDI engages some outside agencies by inviting tenders for the required work as per description put forward by the concern RIs.The requirement of works to be carried out are assessed and scrutinized in the form of proposal prepared by respective RIs for initiating tendering process. Estimates of above proposal are normally prepared by HQ based through a dully constituted committee based on Last Awarded Rates (LARs) of recently concluded/awarded tender/block located in the same coalfield/RIs, wherever possible or E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES adjacent coalfield/RIs. Scrutiny of the estimates prepared by Exploration Division of Hq is done by Finance Division STEPS INVOLVED IN THE PROCESS ARE THE FOLLOWING: 1. Receipt of estimates prepared/forwarded by the Area Authority. Scrutiny of proposal submitted by RIs for outsourcing of detailed coal exploration 2. Estimates of above proposal are normally prepared by HQ through a dully constituted committee based on Last Awarded Rates (LARs) of recently concluded/awarded tender/block located in the same coalfield/RIs, wherever 3. If estimate as prepared by Hq is found to be satisfactory, then it is forwarded for approval of Competent Authority. 4. After approval of Competent Authority, tendering is done as per prevailing norms and guidelines. Authority to carry out the required work is done by Exploration Division. PROCESS INPUT: 1. Estimate as prepared by Area Authority/ Exploration Division of CMPDI HQ. PROCESS OUTPUT: 1. Estimate as approved by Competent Authority. PROCESS RULE: 1. Prevailing DoP 2. Various circulars, guidelines, orders, Manuals etc. issued by CVC and Company. Report: 1. List of estimates approved by competent authority in a given period 2. Archives Process CMC2: Process for award of contract through e-tendering/ Tendering-cum-Reverse Auction Objective: To award work of the specified quality within the specified time at the most competitive prices in a fair, just and transparent manner. DESCRIPTION: CIL Subsidiaries award large contracts for removal of OB, extraction, transportation, loading of coal and OB etc. and produces its major share of coal (90-95%) from opencast mines by means of extraction, processing of tenders for award of contract is done by Contract Management Cell / Different Area HQ, other units of HQ through e-tendering portal. During the process of tendering, documents submitted by each bidder along with several correspondences made with each of them needs to be kept till the completion of contract and thereafter, for any further references or queries or complaints. A unique control number against each estimate received at CMC, is assigned to keep track of tendering processes. Tendering is done under any of the following methods:1. International Competitive Bidding 2. Domestic Competitive Bidding 3. Discount Bidding 4. Limited Tenders

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES The Revised Procurement Process: The CIL has adopted a new procurement process with effect from 22nd January 2016. In this process the documents of lowest bidder will be scrutinized first. If he/she meets eligibility criteria as laid down in the tender document the work will be awarded to lowest bidder. If lowest bidder does not fulfill all the eligibility criteria as per tender document, the document submitted by next lowest bidder will be scrutinized and work will be awarded if he/she fulfills eligibility criteria. If he/she does not fulfill all the eligibility criteria, the above process will be repeated till the work is awarded or numbers of bidders are exhausted. The Reverse Auction Process (RAP): Currently, RAP for hiring of HEMM works is applicable in tenders with estimated value more than Rs. 1.00 crore invited from CIL HQ, Subsidiary HQ and NEC. Online Payment of EMD: The bidder can make the payment of online through net banking and NEFT/RTGS. STEPS INVOLVED IN THE PROCESS: 1. Preparation of Tender Document and Notice Inviting Tender (NIT) 2. Publishing of NIT/Tender Document 3. Online Bid submission during period as stipulated in NIT (on e-tendering portal) 4. Bid Opening (on e-tendering portal) 5. Start and completion of Reverse Auction (on e-tendering portal) 6. Confirmation of issuance of Bank Guarantee (if EMD is submitted in the form of BG) 7. Clarification, if any, sought from lowest bidder (on e-tendering portal) 8. Verification of experience certificate as submitted by the lowest bidder during the period for submission of bid. 9. If all the eligibility criteria as laid down in the NIT/Tender Document are fulfilled by the lowest bidder, then Tender Committee recommends the award of work to the lowest bidder 10. If lowest bidder does not fulfill the criteria laid down in the NIT/Tender Document, then steps 7-9 are repeated in respect of next lowest bidder (as per Reverse Auction) 11. After 9, recommendation of Tender Committee is forwarded to Director (Technical), for approval of DT if within DOP of DT to sign the TCR as Chairmen of Tender Committee (as case may be) and if beyond DOP of DT then for kind perusal and forwarding to Higher Authority through D(F)), If applicable as per prevailing DOP) 12. From Director (Technical), it is again forwarded to Director (Finance) for financial vetting of the recommendation of award of work 13. From Director (Finance), it is sent to the office of Chairman-cum-Managing Director, Subsidiary for obtaining approval, from where it is again sent to GM(CMC) 14. At CMC Department, Agenda Note is prepared for placing the matter before Subsidiary Board during its meeting. 15. After preparation of Agenda Note and it being signed by Director (Technical), it is sent to Company Secretary, Subsidiary for placing the same before Subsidiary Board in its meeting. 16. If Subsidiary Board resolves to award the work during its meeting, Letter of Award (LOA) is issued in the name of bidder, whose name has been recommended by the Tender Committee for award of work. 17. Complete Tender File along with LOA and other relevant documents is sent to Area concerned, for further signing of agreement & Pre-contract Integrity Pact, issuance of Work Order in the name of bidder, execution of work by the bidder as description and Terms & Conditions put in the Tender Document/NIT etc. 18. For tenders invited from Area the TCR shall be approved by Area GM/competent authority as per DOP.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 19. In case of civil engineering works, the works are awarded from area /units of HQ/CED HQ with the approval of GM(Area)/HOD of HQ units/Directors/CMD/Board of Directors, the LOA, Work Order, Agreement are executed from the respective units of approval. PROCESS INPUT: 1. Documents as submitted by the bidder during the bid (from e-tendering portal) 2. Communications/ correspondences as made with the bidder (from e-tendering portal) 3. Confirmation of issuance of Bank Guarantee 4. Verification of experience certificate as submitted by the lowest bidder during the period for submission of bid 5. Values quoted by bidders during Reverse Auction (from e-tendering portal) PROCESS OUTPUT: 1. Tender Committee Recommendation (TCR) 2. Comparative Statement (of both – Part-I and Part-II) 3. Board Resolution 4. LOA PROCESS RULE: 1. Provisions laid down in the Tender Document 2. Various circulars, guidelines, orders, manuals etc. issued by CVC and Company. Reports: 1. Online tender evaluation report 2. The Refund/settlement of EMD Tender wise Report 3. Type of tenders issued (Nos & Value) in a given period 4. Time taken in issuance of AOC from the beginning of the tender process 5. List of AOC placed against tenders in a given period 6. Performance evaluation of contractors Process CMC3: Process for deviation of contract from that of originally awarded Objective: To accommodate the unavoidable deviation during executions of work DESCRIPTION: During the execution of awarded work sometimes such uncertainty occurs due to which it becomes impossible to execute the work exactly awarded. As such it becomes difficult to continue the work without deviations of a few or all items of Bill of Quantity (BOQ) of work from the originally awarded work as per the provision of tender document. To continue the work under such situations, it is required to be approved by Competent Authority as per DOP. A proposal will be initiated by the concerned area/department with earlier provision in tender document and proposed deviation with required correspondences. The competent authority accords the approval if satisfied that it is difficult to continue the work without deviations in best interest of the company. PROCESS INPUT: 1. Proposal file for deviation estimate PROCESS OUTPUT: 1. Examined proposal file for deviation estimate as per PROCESS RULE as mentioned below. PROCESS RULE: 1. Provisions of NIT/Tender Document. 2. Prevailing DoP.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Various circulars, guidelines, orders, manuals etc. issued by CVC and Company. Reports: 1. Generate list of deviations along with reasons for deviation in the contracts for a given period 2. Archive should be maintained for previous deviations Process CMC4: Process for foreclosure/closure of contract Objective: To finalize Process for foreclosure/closure of contract DESCRIPTION: Foreclosure of the contract: During the execution of awarded work in respective Areas/ for detailed coal exploration in respective coal block, sometimes such uncertainty occurs due to which it becomes impossible to execute the work as it is awarded. As such it becomes inevitable to continue the work by deviating some or all elements of work from the originally awarded work. But, if the uncertainty is such that no scope is left for deviation of estimate from originally awarded work even, then only option left is to foreclose the contract. Closure of the contract: After completion of the awarded contract, it is required to logically close the contract so that final dues can be settled with the contractor. PROCESS FLOW: Process flow at CMC/Exploration/Civil Department in respect of foreclosures and closures is similar to that of deviation estimate. The difference between the two appears only after the finalization of complete process (process at CMC/Exploration/ civil is a part of this process). The difference is that foreclosure/closure of the contract stops the execution of work (Foreclosure: before scheduled completion; Closure: after scheduled completion) whereas deviation of contract from that of originally awarded work does not. PROCESS INPUT: Proposal file for foreclosure/closure along with justification /Revised Estimate along with the hindrance register/payment/work history PROCESS OUTPUT: Examined proposal file for foreclosure/closure /revised estimate as per PROCESS RULE as mentioned below. PROCESS RULE: 1. Provisions of NIT/Tender Document. 2. Prevailing DoP. 3. Various circulars, guidelines, orders, Manuals etc. issued by CVC and Company. Reports: 1. Generate list of foreclosure of contract with reason for foreclosure for a given period 2. Generate list of closure of contract for a given period Archive should be maintained for previous foreclosure/closure of contracts Process CMC5: Process for termination of contract Objective: To terminate the contract wherever necessary as per the provision of contract DESCRIPTION: Despite the similarity with foreclosures and closures of the contract in the sense that both result in stoppage of work, the termination is different in the sense that it is processed due to fault on the part of the contractor. PROCESS FLOW:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Proposal initiated & recommended by EIC and forwarded to at CMC/Exploration/Civil department in respect of termination of contract is similar to that of foreclosures, closures and deviation estimate. Despite the similarity with foreclosures and closures of the contract in the sense that both result in stoppage of work in the patch under reference, the two are different in the sense that termination is processed due to fault on the part of the contractor. PROCESS INPUT: 1. Proposal file for foreclosure/closure/Termination along with the correspondences with the Contractor/other agencies for the period of work forwarded by the Project authority. PROCESS OUTPUT: 1. Examined proposal file for termination as per PROCESS RULE as mentioned below. PROCESS RULE: 1. Provisions of NIT/Tender Document. 2. Prevailing DoP 3. Various circulars, guidelines, orders, Manuals etc. issued by CVC and Company. Reports: 1. Generate list of terminated contracts with reason for the termination in a given period 2. Archive should be maintained for previous terminated contracts, with reasons. Process CMC6: Preparation of Schedule of Rates (SOR) for Hiring of equipment for removal of overburden, extraction of coal, transportation and loading and sand, and civil works. Objective: To prepare of reasonable Schedule of Rates (SOR) in a scientific manner DESCRIPTION: The subsidiary companies are in the process of preparation of Schedule of Rates (SOR) and some have already prepared the SOR for Hiring of equipment for removal of overburden, extraction of coal, transportation, and loading keeping in view percentage increase/decrease in proposed SOR over the previous SOR for specified period. The subsidiaries will prepare the SOR after taking consideration all factors including geological and mining conditions. The SOR so prepared will be helpful in determining a realistic estimated value for a tender. The help of CMPDI will be taken by the subsidiaries in preparation of SOR if felt necessary. Various inputs are required for preparation of SOR. PROCESS RULE: 1. As approved by the company. Reports: 1. Generate current SOR 2. Archive for previous SORs. Process CMC7: Revision of Schedule of Rates (SOR) for transportation of coal/OB and sand Objective: To revise schedule of Rates (SOR) for transportation of coal/OB sand etc. DESCRIPTION: As rate of HSD and VDA change, so does the cost of transportation of coal, sand, OB etc. per unit (ton or cum). So it becomes necessary to revise the SOR as per prevailing rate of HSD and VDA and other inputs as applicable. PROCESS INPUT: 1. Prevailing HSD rates 2. Prevailing VDA as circulated by CIL. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Prevailing rate of other inputs as applicable PROCESS OUTPUT: Revised SOR for transportation as prevailing HSD rate and VDA and other inputs as applicable PROCESS RULE: As approved by the company /standard practices Process CMC 8: Registration of contractors (ESM Agencies & PAPs) under SOR for transportation works Objective: To register contractors (ESM Agencies & PAPs) under SOR for transportation works DESCRIPTION: To carry out transportation of coal and sand under SOR, contractors need to be registered. For this purpose, a registration process is followed. Process flow is shown below. PROCESS FLOW: Registration for ESM: a) Request to DGR for sponsoring a Company b) DGR suggest Company and sends for feasibility study in the field c) After submission of feasibility study report to DGR by the ESM Company, DGR recommends the ESM Company to be enrolled in the Subsidiary. d) LOI issued to the ESM Company by Subsidiary HQ Registration for PAPs: a) Registered Company Request to Area for sponsoring. b) Area sends the proposal after scrutiny to HQ c) Scrutiny at Subsidiary HQ. d) Approval of registration by CMD e) Communication to Area regarding the registration f) LOI issued to the PAPs by Area Registration fee and cost of documents as submitted by the Agency, is to be deposited in the account of Subsidiary and is non-refundable. If the application of agency the rejected, the same is communicated to the Agency. Validity of Registration of Agency under SOR is 1 (one) year. Agency is also communicated regarding expiry of the registration. PROCESS INPUT: 2. Documents as per existing rule submitted by the Agency. 3. Verification of certificate (at later stage of process) 4. Clarification sought from the Area/L & R Dept, if any (at later stage of process) PROCESS OUTPUT: 1. Registration of ESM/PAPs in the Company 2. Comparative statement of the documents submitted by the agency. 3. Letter to Agency regarding acceptance or rejection of the application submitted by it. PROCESS RULE: 1. As approved by the company. Process CMC9: Preparation and submission of different Reports Objective: Production Subsidiary: Preparation and submission of different Reports.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES CMPDI: Preparation and submission of Geological Reports prepared by party(s) who have been awarded the work for detailed coal exploration through Tender-cum-Reverse Auction System. DESCRIPTION: Several reports are required by various authorities at various levels in the Company. Such reports may be weekly, monthly, quarterly, bi-annual, yearly etc. For this purpose, there is input of data from various sources including all the Areas of the company, which are compiled together and sent to the concerned authorities. Some of the reports are as under: 1. Tender Status Report (weekly) – sent to CGM (Co-ordn.) with copies forwarded to TS to CMD, TS to D(T) OP, TS to D(T) P&P, TS to D(P) 2. Tender Status Report (monthly) – sent to CGM (Co-ordn.) with copies forwarded to TS to CMD, TS to D(T) OP, TS to D(T) P&P, TS to D(P) 3. LOA Report (monthly) – sent to GM (System) 4. LOA Report (monthly) – sent to CVO, Subsidiary 5. Integrity Pact Report (monthly) – sent to Nodal Officer, Integrity Pact, Subsidiary 6. DO Letter (monthly) – sent to TS to CMD 7. EMD Refund Report (monthly) – sent to CGM (System) 8. Quarterly Progress Report– sent to GM (Vigilance) 9. Annual/Director’s Report – sent to Company Secretary, Subsidiary 10. ESM & Civil Contracts Report – sent to GM (Production), CIL 11. Report of persons posted at sensitive posts – sent to GM (Vigilance) 12. Manpower Report 13. Area wise % work execution by civilian/ESM/PAP agencies of total Company 14. Area wise & Agencies wise ESM fleet strength 15. Area wise registered PAPs 16. RI wise Report For above purpose, data from various sources are collected and compiled together as per specified format for each report respectively. The reports so compiled are then sent to respective authorities for further needful. PROCESS INPUT: 1. Data obtained from various sources for respective reports PROCESS OUTPUT: 1. Reports as per specified format for respective reports PROCESS RULE: 1. As per specified format. Process CMC10: Monitoring performance of contracts awarded by CMC/Exploration/ Civil Objective: Production Subsidiary: To monitor performance of contracts awarded by CMC/Civil CMPDI: Monitoring of performance of contracts awarded for detailed coal exploration through Tender-cumReverse Auction System by Exploration Division DESCRIPTION: Data are to be furnished by Area in the specified format. These data are then looked into/examined for any abnormality. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES PROCESS INPUT: 1. Data obtained from Area PROCESS OUTPUT: 1. Examination of report for abnormality 2. Compilation of report for submission to Competent Authority. PROCESS RULE: 1. As per specified format Process CMC11: Process for obtaining advance & carrying out adjustments against approved imprest Money Objective: Obtaining of advances & carrying out adjustments against approved imprest Money

DESCRIPTION: Imprest money is required to carry out the regular expenses of the office. This process comprises of two parts: (a) Obtaining advance against approved imprest amount (b) Adjustments/ equipment of expenses against sanctioned advance. PROCESS INPUT: 1. Proposal for sanction of advance against approved imprest amount 2. Compilation of bills raised against respective expenditure 3. Final adjustment proposal at the end of each financial year PROCESS OUTPUT: 1. Sanction of advance 2. Adjustment/ recoupment of expenditure against sanctioned advance 3. Final adjustment proposal at the end of each financial year PROCESS RULE: 1. As per prevailing guideline of the Company. Process CMC12: Pre-contract Integrity Pact, appointment and payment to Independent External Monitors Objective: To implement the Pre-contract Integrity Pact through a panel of IEMs appointed by organization DESCRIPTION: CIL: The appointed IEMs are eminent personalities of high integrity and reputation. The Commission would approve the names of IEMs out of the panel of names, initiated by the organization concerned, in association/consultation with the CVO. The normal term of appointment for an IEM would be 3 years, and would be subject to renewal by CIL after approval of CVC. Remuneration payable to the IEMs is equivalent to that admissible to an Independent Director in the organization. Currently, as approved by Coal India Board, the IEMs will get Rs. 2, 000.00 for being named in the panel for each tender, Rs. 20, 000.00 for attending the structured meeting where general related things besides complaints, if any, etc. could be discussed and Rs. 15, 000.00 for each reference made and dealt by them against which they give a recommendation to management. Subsidiary: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES For each tender/contract, Independent External Monitors are appointed if the tendered value is more than amount specified in manual. For each tender so appointed, IEMs get Rs. 2, 000/-. In case of any dispute arising in respect of any tender, they get an amount of Rs. 15, 000/- per hearing in that case. Processing for such payments is initiated from CMC/CED/Exploration. PROCESS INPUT: 1. No. of tenders floated 2. Amount payable for each tender 3. No. of hearings/proceedings held against representations/complaints received 4. Amount payable for each hearing so held PROCESS OUTPUT: 1. Total amount payable to each IEM 2. Proposal for such payment Reports: 1. The list of IEMs appointed by the organization in a given period 2. The list of payments made to an IEM in his tenure as IEM of the organization. 3. The list of facilities provided to an IEM in a given period. Process CMC14: Deposition and Refund of Earnest Money (EMD) Objective: To check the seriousness of bidders participating in tenders PROCESS INPUT: 1. List of unsuccessful bidders after completion of tender 2. Information regarding submission of Performance Security by the lowest bidder in the office of concerned Area General Manager. PROCESS OUTPUT: 1. Return of EMD to unsuccessful bidders. Reports: 1. The Refund/Settlement of Earnest Money Tender wise Report Process CMC15: The forfeiture of EMD/Performance security as per conditions of bid/contract (as and when required) Objective: To protect the interest of the organization from the failings on the part of contractor PROCESS INPUT: 1. Information regarding non submission of Performance Security 2. Information regarding expiry of validity of BG submitted as EMD 3. Letter to bidder regarding extension of validity of BG submitted as EMD as per requirement 4. Information regarding non-extension of BG submitted as EMD/performance security by concerned 5. Failure to sign the agreement PROCESS OUTPUT: 1. Notice of encashment which is sent to concerned bank along with the original BG as received at CMC Department for encashment if bidder has submitted BG. 2. EMD/Performance security will be forfeited if cash is already with department. Reports: 1. Report on deposit/refund of security deposit tender wise E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Process CMC16: Processing and dealing with legal matters Objective: To deal with legal matters DESCRIPTION: Legal vetting is required to be obtained in certain cases which require the matted to be clarified legally before making progress in certain work. For this purpose, proposal is initiated at CMC Department to obtain legal vetting in respect of matter concerned. Also, at many points of time, court cases, suits are filed by different parties at various courts in respect of various tenders/contracts. As such, it becomes necessary to consult legal department and, take up and deal with the matter accordingly. For such opinions also communication/correspondence is done with the legal department. PROCESS INPUT: 1. Matter regarding which legal vetting is required to be obtained 2. Information regarding suits/cases, filed at various courts received at Exploration/CMC Department. PROCESS OUTPUT: 1. Proposal to obtain legal vetting in respect of the matter concerned to be sent to HOD (Legal). 2. Letter/proposal to be sent to HOD (Legal) to obtain opinion in respect of the respective cases/suits filed at various courts Process CMC17: Processing and submission of Manpower Budget Objective: To Process and submission of Manpower Budget DESCRIPTION: At the start of each financial year, manpower budget is required to be prepared and submitted to Dy. General Manager (IE), O&M/ Manpower. Manpower budget is prepared keeping in mind the current manpower of the department and proposed requirement of manpower. PROCESS INPUT: 1. Communication regarding submission of manpower budget for the financial year under consideration received from Dy. General Manager (IE), O&M/ Manpower 2. Requirement of manpower at CMC department. 3. Present Manpower of CMC Department. PROCESS OUTPUT: 1. Manpower Budget Process CMC18: Processing and submission of Revenue and Capital Budget Objective: To Process and submission of Revenue and Capital Budget DESCRIPTION: At the beginning of each financial year capital and Revenue budgets, liability statements/ spill over statements are required to be prepared and submitted to HOD (Fin.) Pay by the department based on the proposed works of capital and revenue nature and balance works of previous year to be taken up in the respective financial year. A provision for miscellaneous fund is also kept for meeting emergent/contingencies during the financial year. HOD (Fin.) after approval of competent authority communicates the fund allocated to the department. Till the approval is communicated about 25%

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES of revenue budgeted amount of previous financial year is kept for carrying out the works of revenue nature. Manpower budget is prepared for expenses at Department under various heads. PROCESS INPUT: 1. Communication regarding submission of revenue budget for the financial year under consideration received from HOD (Fin.) Pay 2. Requirement of revenue budget at CMC department. 3. Previous revenue budget of CMC Department. PROCESS OUTPUT: 1. Revenue Budget, capital budget, liability statements/ spill over statements. Report: 1. Capital and Revenue budget of current financial year. 2. The Capital and Revenue utilized in the last year. 3. Archive should be maintained for previous capital and revenue budgets Process CMC19: Preparation of Schedule of Rate for picking Objective: To finalize the Preparation of Schedule of Rate for picking DESCRIPTION: Picking of shale/stone/other extraneous material is done to supply good quality of coal to consumers. For this purpose workers are deployed at various coal dumps. Whenever there is change in the minimum wages as circulated by CIL or that of Government of state, revised rate for picking is required to be calculated and approved by Competent Authority. PROCESS INPUT: 1. Communication regarding Change in minimum wages as circulated by CIL and that of State Government PROCESS OUTPUT: 1. New picking rate Process CMC20: Revision of Schedule of Rate for picking Objective: To Revise of Schedule of Rate for picking DESCRIPTION: Picking of shale/stone/other extraneous material is done to supply good quality of coal to consumers. For this purpose workers are deployed at various coal dumps. Whenever there is change in the minimum wages as circulated by CIL or that of Government of state, new rate for picking is required to be calculated and approved by Competent Authority. PROCESS INPUT: 1. Communication regarding Variation in DA wages as circulated by CIL PROCESS OUTPUT: 1. Revised picking rate Process CMC21: Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM Company from one Area to another Area & Change of membership of PAPs Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES To Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM Company from one Area to another Area & Change of membership of PAPs DESCRIPTION: Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM Company from one Area to another Area & Change of membership of PAPs to enhance the transportation capacity of certain project and fulfill the Area wise requirement for exigencies. Whenever there is any requirement of additional fleet or to maintain the desired fleet strength the proposals are initiated from the concerned Areas and approved by Competent Authority. Whenever there is any change in the status of PAP member in a society or member is no more alive, the request is generated from the PAPS and approved by Competent Authority. PROCESS INPUT: For PAPs 1. Documents as per existing rule submitted by the Agency. 2. Verification of certificate (at later stage of process) 3. Clarification sought from the Area/L & R Dept, if any (at later stage of process) For ESM 1. Proposal initiated from the Area. 2. Scrutiny at HQ 3. Approval by the Competent Authority 4. Communication to DGR 5. Approval from DGR 6. Communication to Area. PROCESS OUTPUT: 1. Enhancement of ESM fleet or extension of time period 2. Change of membership of PAPs. 3. Diversion of fleet from One Area to other Area. PROCESS RULE: 1. As approved by the company. Process CMC22: Supervision of work, recording of measurement in MB and processing of payment. Objective: To make payment to contractor after execution of desired works Description: The payments to the contractor will be made as per the conditions of contract. Payment of final bill will be made on completion of the contract. Reports: 1. Generate list of MB for works for a given period. 2. Generate list of payments made to the contractor in a given period. Archive should be maintained for bills, MB etc. Process CMC23: Process of entering into agreement with contractor Objective: To formally enter into agreement with the successful bidder Description: A formal agreement will be executed on a non-judicial stamp paper of appropriate value as mentioned in work order. Reports:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES List of agreement entered by organization in connection with contract management works in a given period of time. Process CMC 24: Process for approval of time and progress chart by CMD, proposal initiated by Area, processed through CMC/Exploration/Civil Department Objective: To finalize the time and progress chart of contract PROCESS FLOW: 1. Receipt of proposal along with the mutually agreed time and progress chart (work schedule). 2. Scrutiny of proposal in line with the provisions of Tender Document and other prevailing circulars/guidelines/manuals etc. 3. If not found satisfactory, it is sent back to Area for further clarifications and after receipt of clarification sought in respect of the proposal, steps 1-2 are repeated. 4. Proposal is then sent for concerned authority for further processing 5. After approval of Competent Authority, file is sent to concerned area authority for further processing. PROCESS INPUT: 1. Proposal as prepared by Area Authority along with the mutually agreed time and progress chart (work schedule). PROCESS OUTPUT: 1. Mutually agreed time and progress chart (work schedule) as approved by Competent Authority. PROCESS RULE: 1. Prevailing DoP. 2. Provisions of Tender Document Process CMC 25: Deposition and Refund of Security Deposit (Initial Security Deposit, Retention Money, Additional Performance Security) as per conditions of contract Objective: To deposit /Refund of Security Deposit by contractor to prevent failing on the part of contractor. DESCRIPTION: On award of the Work, the contractor has to deposit the Initial Security deposit after adjusting the EMD already deposited. Further, 5% retention money is deposited from the each running bill processed for payment of bill. The 10% Security deposit so accrued shall be refunded to the contractor after successful completion of the work. 5% Performance Security is to be released after successful completion of the work and balance 5% security money is to be released after defect liability period. Proposal is initiated by the executing authority indicating successful completion of work and recommendation for release of Security deposit. PROCESS INPUT: 1. Information of details of Security deposited by the bidder. 2. Deduction of 5% from each RA 3. Proposal for release of the Security deposit PROCESS OUTPUT: 1. Approval of proposal for release of the Security deposit. 2. Convey the approval of release in form of Pay Order or Return of BG to the Finance Department or the custodian of BG

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Process CVL1 :Process (identification to approval) of Activity Lists for (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities Objective: Identification of Activity Lists required to be approved for (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities DESCRIPTION: Subsidiary carries out different types Works and Services activities related to (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities to meet the demand for production as well as welfare of its employees. These works are executed by engaging some outside agencies by inviting tenders for the required work as per description put forward by the Area as well as Head Quarter Authority for town administration works. The requirement of works to be carried out is assessed and a list of these works is prepared under head of (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities by Area as well as Head Quarter Authority for town administration works for initiating estimation process. Scrutiny of the Activities prepared by Area as well as Head Quarter Authority for town administration works to carry out the required work is done at area level or at Head Quarter level depending upon the nature of activity and the activities are thus approved by either area General Manager or Head Quarters level depending upon the nature of activity and DOP. STEPS INVOLVED IN THE PROCESS: 1. Identification of the activities based on PR of the area or requirement of the area either in the form of Production or Welfare of the employees by the Area as well as Head Quarter Authority for town administration works. 2. Listing of the activities, head wise, and approximate Estimated cost involved in the activities 3. If Activity List as prepared by Area as well as Head Quarter Authority for town administration works is found to be satisfactory and essentially required, then it is forwarded for approval of Competent Authority as per DOP. 4. If not found satisfactory, then it is sent back to Area as well as Head Quarter Authority for town administration works for further clarifications and after receipt of clarification sought in respect of the proposal, steps 1-3 are repeated. 5. After approval of Competent Authority, the approved activity list are circulated to the concerned area or Head Quarter for preparation of detailed estimates PROCESS INPUT: 1. Activity List as prepared by Area as well as Head Quarter Authority for town administration works. PROCESS OUTPUT: 1. Activity List as approved by Competent Authority. PROCESS RULE: 1. PR provisions 2. Requirement of the Activity 3. Prevailing DoP.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Process CVL2: Process for approval of Budget of Activity Lists for (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities Objective: To finalize the Process for approval of Budget of Activity Lists for (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities STEPS INVOLVED IN THE PROCESS: 1. Requirement of the Budget, head wise are prepared at the Area as well as Head Quarter Authority for town administration works. 2. Compiled budget requirement are forwarded to Head Quarter for approval as per DOP. 3. If Fund requirement as prepared by Area as well as Head Quarter Authority for town administration works is found to be satisfactory and essentially required, then it is forwarded for approval of Competent Authority as per DOP. 4. If not found satisfactory, then it is sent back to Area as well as Head Quarter Authority for town administration works for further clarifications as per need of the activity and after receipt of clarification sought in respect of the proposal, steps 1-3 are repeated. 5. After approval of Competent Authority, the approved activity list with budget allocation are circulated to the concerned area or Head Quarter for preparation of detailed estimates PROCESS INPUT: 1. Budget requirement of the Activities as prepared by Area as well as Head Quarter Authority for town administration works. PROCESS OUTPUT: 1. Approved Budget Allocation Activity wise as approved by Competent Authority. PROCESS RULE: 1. PR provisions 2. Requirement of the Activity 3. Prevailing DoP.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

FUNCTIONAL REQUIREMENT SPECIFICATION FOR SALES AND MARKETING List of processes Process No.

Process Name

01

Demand assessment and formulation of Plans - annual, monthly and daily

02

Logistic Planning

03

Process of Linkage Application/enrolment of new customers

04

Issuance of LOA

05

Fuel Supply Agreements

06

E-auction of coal

07

Web Portal for State Nominated Agency (SNA) for distribution of coal to SME sector consumers

08

Bridge linkage

09

Short-term dispatch on ‘best effort’ basis

10

Order-booking, Loading, delivery and invoicing

11

Quality Management & Customer Relationship management

12

MIS / Statistics

13

Associate Finance

14

Cost Plus Mines: Billing and Reports (This is one off case for WCL)

15

Business Development Activities (CMPDI Hqs and RIs)

PROCESS01: Demand assessment and formulation of Plans --annual, monthly and daily Objective:  To prepare plan documents pertaining to demand and supply and other marketing issues. Description: CIL level planning: Plan related to Marketing Division is sent to Corporate Planning Division of CIL 1. Perspective sectoral demand is projected by Niti Ayog / Ministry of Coal. 2. Based on such perspective demand scenario long-term production projection is made by Corporate Planning Division of CIL. Such long-term production projections are factored into annual production and supply plan on the basis of the inputs from the Subsidiaries.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Taking the consumer-wise Fuel Supply Agreement commitment into consideration, Subsidiary-wise annual production plan is translated in to sector-wise and transport modewise supply plan. 4. Based on the dispatch schedule agreed in FSA, Annual supply plan is factored into monthly dispatch plan. 5. Monthly dispatch/supply plan is communicated to coal companies. Subsidiaries formulate daily dispatch schedules on the basis of availability of coal, consumers’ lifting programme and availability of evacuation logistics to achieve the monthly supply plan. Subsidiary level planning: 1. Based on the production plan of the Company and stock availability, plan related to Marketing Division is sent to Project & Planning Department of the Subsidiary S&M Division of CIL 2. Taking the consumer-wise Fuel Supply Agreement commitment, Spot E-Auction projection, Forward E-Auction projection and any other dispatch commitment annual production plan is translated in to sector-wise and transport mode-wise, Area-wise supply plan of Coal, and Coal Products wherever applicable. 3. Based on the dispatch schedule agreed in FSA, e-auction and other schemes, Annual supply plan is factored into monthly dispatch plan. 4. Monthly dispatch/supply plan is communicated to CIL, Subsidiaries formulate daily dispatch schedules on the basis of availability of coal, consumers’ lifting programme and availability of evacuation logistics to achieve the monthly supply plan. Reports generated as a part of Corporate Annual Plan& Annual Action Plan: a) Month, Subsidiary /Sector/Mode –wise raw coal off take plan b) Month, Subsidiary /Sector/Mode –wise coal and coal product dispatch plan c) Month-wise Railway Zone-wise Subsidiary-wise rake loading plan d) Month-wise, grade-wise, colliery-wise offtake plan with sub-total of Grade and Areas e) Subsidiary-wise Stock liquidation plan PROCESS 02: Logistics Planning Objective: To assess capacity available for different modes of evacuation, mapping consumers’ locations and formulate Subsidiary Wise/area-wise mode-wise coal evacuation logistics plan Activities involved: 1. Inputs received from coal India/Coal companies in respect of mode-wise dispatch plan 2. Logistics plan is formulated for captive modes of transportation 3. Annual Rail-Coal Interface conducted with the Zonal Railways to formulate month-wise, company-wise rail movement plan 4. Mapping consumer preference on grade, source/loading point and mode of dispatch. Taking these inputs in consideration formulation of area-wise, mode-wise coal evacuation logistic plan 5. Heap ID to be added as a new field for coal storage and despatch PROCESS 03: Process of Linkage Application/ enrolment of new customers Objective: To link a consumer for coal supply with the coal company Activities involved CIL: a) Sequence of Activities involved as of now:  Consumer applies for coal linkage at MOC

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Application is forwarded by Ministry to respective nodal ministry for verification, scrutiny and genuineness of the applicant's requirement.  In the meeting of Standing Linkage Committee (SLC) headed by Additional Secretary (coal) and attended by representatives from various nodal Ministries and coal companies deliberate on issues related with LOA/FSA/Coal supplies to existing consumers and any new applications.  The SLC evaluate and authorize /recommend for issuance of LOA as well as modifications in policies.  The SLC recommendation is sent to CIL  Source from which LOAs to be issued is deliberated in the meeting of Committee of LOA (CLOA) consisting of GM (S&M) of CIL and all subsidiaries  The proposal of CLOA is discussed and finally approved in the CMDs’ meet. Subsidiaries are accordingly advised to issue LOAs.  Consumers are required to provide commitment guarantee in the form of bank Guarantee (BG) within stipulated time period before issuance of LOA.  LOA is issued to the consumer with schedule for achieving milestone b) Sequence of activities involved in case of linkage auction (Recently being introduced and presently limited to non-regulated sectors):  Coal Companies identify sector-wise FSAs getting expired and the quantity involved  Coal Companies projects the incremental availability  Subsidiary-wise quantity available for issuance of fresh linkages is assessed  Based on the inputs of the subsidiaries, decision is taken at CIL on subsidiary-wise, sectorwise, source-wise, grade-wise, mode-wise quantity to be offered for linkage auction  Auction is conducted by the service provider  List of Successful bidders are communicated to the coal companies by the service provider  Coal Companies invite successful bidders for signing FSA Subsidiary:            

Identification of source-wise, grade-wise commitment vis-a-vis availability of coal and indicating the same to CIL. Source from which LOAs to be issued is deliberated in the meeting of Committee of LOA (CLOA) consisting of GM (S&M) of CIL and all subsidiaries The proposal of CLOA is discussed and finally approved in the CMDs’ meet. Subsidiaries are accordingly advised to issue LOAs. Administrative approval is then taken at subsidiary level. Consumer is required to apply / request for issuance of LOA to the concerned subsidiaries. Notice for submission of CG is issued to customer as per guidelines. An approval for issuance of LOA is required from the subsidiary Management. Consumers are required to provide Commitment Guarantee in the form of Bank Guarantee (BG)/ Security in lieu of BG within stipulated time period before issuance of LOA. Value of the CG is decided as per CIL guidelines. Bank Guarantee (BG) is required to be verified from the Bank. After verification of BG (Bank Guarantee) LOA is issued as per the quantity and grades as communicated by CIL to the consumer with schedule for achieving Milestones. After achievement of Milestones, FSA for the supply of coal is executed. In case of non-achievement of milestones, Subsidiaries inform CIL milestone achievement status along with their recommendation for onward submission of the same to MOC/SLC

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES (LT). Based on the decision of the appropriate authority at MOC further course of action is decided including forfeiture of BG. PROCESS 04: Issuance of LOA Description:     

LOA issued to the consumer with milestone schedule. Status of milestones for LOA is reported by consumer with required document. The verification of expiry date of the document is important. Milestones are scrutinized by LOA sub-committee and each milestone wise observation on shortcomings is given as per date of reporting. Observations on shortcomings in achieving the milestones are communicated to consumer and any slippage is dealt with imposition of penalty. Coal companies maintain the record of all the documents submitted by Consumer in support of completion Of milestones of LoA and scrutinize at its level.

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Coal companies also communicate the latest status of LOA to Ministry of Coal through Coal India as and when required or for SLC (L T) meeting.  Any shortcomings or non-compliance of milestone timelines are reported to consumer with notice to complete the required formalities.  Information on any deduction in BG or notices for submission of additional BG is also given to LOA consumer as and when his claims for completion of milestones are scrutinized.  Once all milestones are completed, the consumer will be eligible for FSA.  Any discrepancy in completion of LOA milestones in respect of Power Utilities are referred to SLC(LT) and their decision is considered as guideline. Report generated:  Status of LOAs PROCESS 05: Fuel Supply Agreements Objective: 

To execute and monitor Fuel supply Agreements with o Power Utilities including SEBs and IPPs – involving multiple models o Non Power Consumers falling under Steel/Sponge/Cement/CPP/Paper and other sectors -- involving multiple models o State Nominated Agencies  At CIL Level Model Fuel supply Agreements for each consuming segment are developed and periodic modifications are brought in as and when necessary. Subsidiary Company do Signing of FSA as per model prescribed by CIL. Description: CIL:     

Based on the Policy guidelines issued by Ministry of Coal model Fuel supply agreements are evolved stipulating all conditions and provisions which are mutually agreeable. Separate conditions apply for separate Model Agreements depending upon the class of consumer and applicable policy. Such Models after legal vetting are placed for approval by the CIL Board FSAs are entered into by the coal companies with the consumers on the applicable approved Model agreement for supply of coal. Sometimes it becomes necessary to review certain provisions of the Model Agreement due to change in policy or for ease of operation.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Changes/modification in the model agreement are approved by the competent authority before being implemented Subsidiary:   

Consumer is required to apply / request for execution of FSA Documents as prescribed by CIL are to be submitted before execution of FSA. An approval for execution of FSA is required from the Subsidiary Management in the model FSA approved by CIL Board.  Consumers are required to provide Security Deposit as per the model FSA of different sector consumers in the form of bank Guarantee (BG)/ Security in lieu of BG within stipulated time period before execution of FSA. The BG submitted for issuance of LoA is converted to SD and surplus/shortfall if any, is either returned or taken from the consumers.  Bank Guarantee (BG) is required to be verified from the Bank.  After verification of BG (Bank Guarantee) FSAs are entered as per the quantity and grades as communicated by CIL / MOC/ SLC with the consumers on the applicable approved Model agreement for supply of coal.  After execution of FSA with any consumer, the same will be informed to different Sections of Sales and Marketing, Finance & Quality Control department for supply of coal, realization of Payment and other formalities as stipulated in the FSA.  Changes/modification in the model agreement as approved by the competent authority at CIL and as informed by CIL from time to time are informed to the concerned consumers for modification of FSA in form of side agreement.  Side agreement against the FSA is executed, where ever applicable.  After execution of Side Agreement the same will be informed to all other sections of Sales and Marketing Department for supply of coal.  Documents relating to End use of coal are submitted by the Non-Power FSA consumers except Govt. sector on monthly and yearly basis which is verified by the committee.  In case of Power FSA, IPPs are required to send affidavit at the end of the year giving the account of power generated against coal received through FSA and supplied to DISCOM through long-term PPA.  Monthly allocation of Coal by road is issued for valid FSA holders / MoU as per their MSQ / ACQ considering offer given by Areas. For Power Utilities entering FSA through LOA route            

Verification of LOA milestones for Power Plants Conversion of 10% Commitment Guarantee (CG) to 6% Security Deposit (SD) Verification of Power Purchase Agreements and other prerequisite papers submitted by the Power Utilities/IPPs Determination of the Annual Contracted Quantity based on LOA quantity proportional to long term PPA furnished by the Power plants Monitoring of Condition Precedents Recording First Delivery Date Commencement of coal supply under Build up period Recording date of Commissioning/COD Commencement of Regular coal supply Monitoring level of dispatch and reporting Billing and realization Quality control - Third Party Sampling

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Adjustment of payment through Debit/Credit notes based on the results of Third party sampling  Annual monitoring of coal supply to determine the Level of Delivery(LD)/Level of Lifting (LL)  Computing Compensation / Incentive based on the performance of LD/LL For non-power consumers    

Verification of LOA milestones Conversion of 10% Commitment Guarantee (CG) to 6% Security Deposit (SD) Verification of other prerequisite papers to be submitted by the Purchaser Determination of the Annual Contracted Quantity based on LOA quantity and normative requirement of the plant  Monitoring of Condition Precedents  Recording First Delivery Date  Commencement of coal supply under Build up period  Commencement of Regular coal supply on commissioning of the plant  Billing and realization  Quality control  Adjustment of payment through Debit/Credit notes based on the results sampling wherever applicable  Annual monitoring of coal supply to determine the Level of Delivery(LD)/Level of Lifting (LL)  Computing Compensation / Incentive based on the performance of LD/LL . Note1: Policy change in respect of linkage for non-power sector is being implemented. Aspirant consumers of non-power sector (other than PSU) will have to bid in the linkage auction. Successful bids will be converted into FSA for supply of coal. Note2: Linkage auction for power sector consumers other than PSUs having PPA is being implemented under the new coal allocation policy 'Shakti'. Successful bids will be converted into FSA for supply of coal. Note3: Flexi-utilization of coal is being implemented under which SEBs have the option to change linakage quantities of their own power plants within a particular subsidiary, keeping the total linkage quantity same. A provision should be made to update the linkage quantity under this scheme. PROCESS 06: E-auction of coal Objective: E-auction of coal and MIS: E-auction is conducted by the subsidiary coal companies through designated service providers. Different types of e-Auctions Viz Spot e-Auction, Forward eAuction, Special & Exclusive e-Auction etc are conducted as per Terms & Conditions. At CIL level apart from making policy decision MIS is maintained. Description of the process is as under: Description: CIL: 1. Offer is sent from Subsidiary HQ to the Service Provider 2. Service Provider conducts e-auction and sends the report to Subsidiary HQ along with the details of successful bidders [including details of Earnest Money Deposit (EMD)] 3. Service Provider also sends the report to CIL HQ, Kolkata Subsidiary: 1. Based on monthly production, stock and loadability Colliery wise, grade wise, size wise, seam wise, sector wise, month wise offer is sent from different areas to designated sales E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES office of the Subsidiary Offer is compiled from suitable sources & put up for competent approval 2. Approved Source-wise seam-wise grade-wise Mode-wise size-wise Offer with applicable Notified & Floor Price is sent from Subsidiary HQ to the Service Provider 3. Offer is notified in Subsidiary company website, Service providers website, Notice Board & circulated to all concerned 4. Service Provider conducts e-auction and sends the report to Subsidiary HQ along with the details of successful bidders & transfer the EMD value of corresponding successful Bidders [including details of Earnest Money Deposit (EMD)] 5. Service Provider also sends the report to CIL HQ, Kolkata 6. On receipt of payment, Subsidiary HQ issues Delivery Order (DO) to successful bidders 7. A consensus source-wise dispatch schedule is decided 8. Indents of rakes (in case of rail dispatch) is made by coal companies as per dispatch schedule and on placement of rakes by Railways loading is completed by the subsidiary and on weighment requisite Delivery Note is issued by coal company and Railway Receipt is issued by Weigh Bridge clerk of Railways. to load coal from the Source / Siding 9. Based on the RR/D Note invoices are raised. 10. In case of road dispatch, the buyer places truck at the Road Sales Centres /Weigh Bridge of the designated dispatch point and on loading based on weighment record, Road Challan and invoice is issued from the Weigh Bridge. 11. After loading coal, dispatch centres /sidings send the details of loading / dispatch to Subsidiary HQ through Area Office. Reports generated (from the perspective of CIL HQ, Kolkata): 

Current: Subsidiary-wise, Mode-wise, Grade-wise, Sector-wise offered quantity, booked/allocated/lifted quantity, notified price/value, reserve price/value and booking price/value have to be compiled manually by using excel  Expected: Subsidiary-wise, Mode-wise, Grade-wise, Sector-wise offered quantity, booked/allocated quantity, dispatch quantity, coal value paid (showing all components of the price/value paid), notified price/value, reserve price/value and booking price/value should be query-based  Online status for value paid pending order against each Sale order after transaction for the day. Any other: The present and suggested Data Flow Charts are given on the next page. PROCESS 07: Web Portal for State Nominated Agency (SNA) for distribution of coal to SME sector consumers Objective: Coal distribution to SME sector consumers, whose annual coal requirement is less than 10000 tonnes is done through SNA. SNA are appointed by State Government. FSA is signed between SNA and coal company. Description: Web Portal named 'CAMS' has been developed by NIC to monitor coal dispatch through SNA. It provides login based access to CIL, Coal Companies, State Government, SNA and end consumers. Data is being updated by CIL, coal companies and SNA as per their role. This portal needs to be integrated with proposed ERP, where in some of the required data may be fetched from the ERP system like details of FSA signed and coal lifted by SNA. However, some of the data capture which is not being made part of ERP will be entered directly in the 'CAMS' like Earmarked Coal Quantity, details of officials of State, Coal companies, SNA and coal sold to end consumers and will be integrated with ERP from thereon. PROCESS 08: Bridge linkage (in the process of implementation)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Objective: The policy of ‘Bridge Linkage’ has recently been introduced by the Government, wherein supply of coal would be on ‘best effort’ basis for a period of three years from the date of allotment of mines to the state and central public sector undertakings both in regulated and non-regulated sectors to avoid any projects being stranded for want of coal. So far, only power projects have been recommended ‘Bridge Linkage’. Description: 

As envisaged in policy, the source of supply is identified in the tri-partite meetings between CIL/Coal Companies, Utilities and Railways.  Based on the grade of coal available from the identified sources, Coal Controller’s Organization decided the quantity of coal required by the project  CIL finalizes the supply matrix based on the recommendation of CCO  The matrix gets ratification in the CLOA, and the matrix is communicated to Subsidiaries for implementation  CIL formulates the MoU to be applicable uniformly across coal companies  Coal Companies invite the utilities for entering into MoU and start supplying coal after completing commercial formalities. PROCESS 09: Short-term dispatch on ‘best effort’ basis Objective: In certain cases, where there has been no formal commitment exists for regular supply of coal, Government/CIL by special dispensation recommends release of coal on short-term basis through ‘best effort’ MoU. Conditions for such supplies vary from source to source on the basis of the given demand and/or logistics and other conditions. Description: 

Based on the Policy guidelines issued by Ministry of Coal, CIL formulates the conditions, including price structure, for short-term supply through MOU and communicates the same to the concerned coal companies  Separate conditions apply for separate MoU depending upon the class of consumer and applicable policy.  MoUs are entered into by the coal companies with the consumers on the applicable formats for supply of coal.  Information regarding MoU will also be circulated to other sections of S&M department for supply of coal.  Information regarding entering of MoU for short term basis will also be informed to all subsidiary companies.  Sometimes it becomes necessary to review certain provisions of the MoU due to change in policy or for ease of operation.  Changes/modification in the MoU are approved by the competent authority before being implemented  These changes will be informed/ communicated to the concerned consumer for modification of MoU  After modification of MoU the same may be informed to all sections of S&M Department of supply of coal. PROCESS 10: Order-booking, Loading, delivery and invoicing Objective: 

To book order, scheduling dispatch programme, arranging availability of requisite quantity of product at dispatch point, monitoring logistics, loading and invoicing. Generation of Sale Orders (Road Sales), Receiving of application regarding E-auction and linkage Consignee

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Description: These activities are dealt by coal companies. On fulfilling the payment terms, order is booked by the coal companies in line with the provisions of FSA regarding quarterly supply schedule. In case of supply under ‘best effort’ MoU, the supply schedule is mutually prepared by the coal companies and the consumers and the order is booked on fulfilling the agreed payment terms by the consumer. In case of e-auction the supply schedule is given by the coal companies on fulfilling the payment terms by the customers. For dispatch of coking coal to steel plants monthly supply schedule is prepared based on which subsidiaries book order. Coal is sold on FOR dispatch point basis. Therefore, the responsibility for arrangement of railway wagon/trucks/other modes of transport is on the customers. However, in case of Rail movement, by convention the following sequence of activity is followed for loading and dispatch: a) Consumers submit programme to online system of Railways b) The programs are Consented/Rejected by coal companies on the basis of the terms of dispatch under FSA/MOU/E-auction etc. (Sequence of activities under e-Auction: Receiving of bid-sheet regarding successful bidders from service provider, displaying notice as per terms & conditions of the scheme for accepting payment in the form of BG/DD/RTGS for Financial Coverage(F/C), verifying of BG and obtaining confirmation from issuing bank and encashing bank, vetting of programs in respect of F/C from associate finance, endorsement of consented programme submitted by the bidders on line maintaining seniority list provided in the bid-sheet, sanction of programme by Railway Board, display of notice for accepting payment in the form of DD/RTGS from bidders who submits F/C in the form of BG, submitting offer to Railways, allotment by Railways, supply of rake by Railways, loading by subsidiary, issue of F-Note/D-Note by loading sidings, issue of RR by Railways, generation of bill as per RR and bid-sheet, adjustment of advance against bill, forfeiture of EMD in case of defaulter as per scheme) c) Programs are sanctioned by Railway Board. Details like, month-wise, Railway division-wise, coalfield-wise, siding-wise sector-wise no. of rakes submitted by consumer, consented by coal company and sanctioned by Railway with respective date should be captured through suitable connectivity with FOIS system. d) Companies place indents siding-wise, consumer-wise, sector-wise on a cluster of sidings (cluster means a group of sidings under a specific coal field of Railway) to on line system of Railway, where specific siding can be mentioned as an optional field (earlier concept was siding-wise) for allotment of rake by Railway on a particular siding out of cluster of sidings. e) Transportation of coal is done to siding from different sources /collieries via feeder breaker and sidings wise, colliery wise, grade wise, feeder breaker wise transportation details is maintained along with available stock of siding. colliery wise, grade wise, feeder breaker wise, siding wise position of crushed coal (sizing report) and its sector wise, consumer wise dispatch is maintained. f) On placement of rakes for the consumer’s destination in the siding, rakes are loaded, weighed at Weigh Bridge and Railway Receipts are issued by Staffs deployed by Railways at the Weigh Bridge/ Railway TMS. Delivery Note and invoice are raised on the basis of the RR. RRs are issued on the basis of Forwarding Notes (Grade wise and source wise share in a specific rake) along with annexure issued by the respective colliery/ siding. Number of Railway Receipts (RR) should be equal to the number of Forwarding Notes. Bills /invoice are raised on the basis of the RR and Delivery Note/ Forwarding Note along with Annexure (details of source, product, wagon no etc) In case of un-weighed rakes, due to any reason whatsoever, the Railways on the basis of carrying capacity issue RRs.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Number of boxes supplied in a rake and no. of boxes loaded should be mentioned for determining damage boxes, if any. g) Data, such as supply time & date, loading completion time& date, drawn out time & date and free loading time are also maintained which is used for calculation of demurrage, if any, incurred in a rake. (Demurrage = Loading completion time – supply time – free loading time). Option should be available to mention A/c of demurrage (Colliery or Railway) h) Details of wagon wise, rake wise, colliery wise, grade wise over loading and under loading is maintained as per details of RR. i) Receiving and sending daily official communication, letters, reports etc. j) Receiving day to day reports from different Railway division regarding offer, allotment, supply, loading completion, drawn out, destination, demurrages (A/C railway or colliery) etc. k) Bills raised by Railways for demurrages, ART, Siding Charge, staff cost, interest & maintenance, Loco hiring charge (Washery), shunting charges, wherever applicable, damage & deficiency and other outstanding railway dues and payments. l) Demand registration is done by the buyers by placing Booking Orders and depositing the coal value for their entitled quantity against FSA / e-Auction quantity. m) Coal is demanded by the FSA Consumers as per their monthly scheduled quantity and E-Auction buyer as per booked quantity n) As per the availability of coal in the colliery, coal is supplied to the consumer after deposition of coal value o) Once the subsidiary receives the booked order and coal value from the buyer, the DO (Delivery Order) and colliery challan is issued to the buyer after verification of the necessary documents. p) On the basis of the delivery order coal is delivered by the colliery from the allotted siding/colliery. q) After receiving the DO and colliery challan, the buyer placed the trucks in the respective colliery where coal was allotted to them. r) Once the coal is lifted by the buyer, the colliery issued Road Challan, Tax invoice is issued by Finance Dept and the same was handed over by a sales and marketing department to the buyers. s) In case of Buyers by Road mode the buyers themselves arrange for placement of vehicles at the respective colliery where coal is supplied to them. t) In case of Buyers by Rail mode an indent is placed to the railways for supply of rake. After Placement of the rake, it is loaded manually or mechanically. u) Once the rakes are loaded, it is weighed on the Rail weigh bridge and the WB operator hands over the weighment sheet to GM, Concerned Agents, ASM, Coal Depot and Railway Authorities. On receipt of the weighment Sheet, railway goods clerk issues the Railway receipt (RR) and hands over the RR to Sales Dept and the same is delivered to the buyer. v) Sales department prepares the Railway challan on the basis of RR and weighment sheet and the same is handed over to Finance for preparation of Tax Invoice. w) Invoices are raised and settlement of dues are made on the basis of the following :Coal value deposit receipts. Road Challans Tax Invoice Credit Notes Refund Reconciliation In case of Road mode for linkage, activities are:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES a) b) c) d) e)

Notification of offer quantity for the month for linkage Receipt of application along with coal value from consumers. Sale order is generated as per coal value deposited by consumer Printed sale order (scroll) is sent to concerned area Buyers are required to collect sale order and arrange placement of trucks as per dispatch schedule at the designated dispatch points. Delivery Note and invoices are prepared on the basis of the weighment records. In case of road modes for e-auction, activities are: f) Notification of offer quantity for e-auction g) Uploading of bid sheet (with details of winner with all details like colliery, quantity, bid price etc. which is sent by service provider) in server h) Uploading of EMD details of winner sent by service provider in server i) Generation of application number against each individual winner after receiving the application j) Sale order generation process is started after verification of coal value deposited by consumer k) Printed sale order(scroll) is sent to concerned area l) Buyers are required to collect sale order and arrange placement of trucks as per dispatch schedule at the designated dispatch points. Delivery Note and invoices are prepared on the basis of the weighment records. In case of other modes of transportation buyers are required to arrange placement of trucks/ rakes (MGR), operation of belt etc. as per agreed dispatch schedule at the designated dispatch points. Delivery Note and invoices are prepared on the basis of the weigh records.

PROCESS 11: Quality Management & Customer Relationship Management – i) Compilation of data / information in respect of Coal Seams. Objective: To evaluate overall characteristics of seams of the different subsidiaries coal companies and monitor performance of different production/dispatch units. Description: Monitoring, processing for and declaration of Annual Grades for all seams and loading points by the subsidiaries, opening permission, re-opening permission, finalization of grade of steam/slack/ROM. Report generated: 1. Annual grade declaration colliery-wise, seam-wise, loading point-wise. 2. Periodic quality reports of stocks 3. Reports on variation of grades of actual dispatch with respect to declared grade. 4. Reports on variation of grades with respect to last year. ii) Monitoring, compilation & reconciliation of the joint/third party sampling results relating to Coal Quality Objective: CIL: Monitoring and Implementation of assigned targets (conformity with declared grade and specified coal size) in respect of coal quality and coal quantity E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Subsidiary: Monitoring, compilation and periodical reconciliation of sampling results required for the purpose of issuance of credit/debit notes to all eligible consumers. Description: To monitor performance of different subsidiary companies, areas/collieries/sidings in respect to quality and quantity of coal dispatch to different consumers in conjunction with the declared grades & targets therefor. To achieve the same, the division liaisons with subsidiary companies. Report generated: On monthly basis 1. Sizing report - consumer-wise, loading point-wise 2. Weighment report - consumer-wise, loading point-wise 3. Internal sampling report for raw coal to washeries. 4. Joint sampling/third party sampling results – consumer-wise, consignment-wise, mine-wise 5. Grade conformation report – consumer-wise III) Formulation of clauses of Contracts in regard to Quality. Objective: To ensure proper and lawful representation of company’s interest in the contract. Description: Depending upon policy directions from MOC/ management; various clauses relating to qualitative issues are conceived for incorporation in Fuel Supply Agreement or any other agreement related to Quality management. iv) Technical assistance in Coal sampling, preparation & analysis. Objective: Technical Assistance & clarification is provided to areas of subsidiary coal company in respect of coal sampling, preparation and coal analysis to subvert complications. Description: Numerous kinds of situation arise while carrying out coal sampling, preparation and analysis of coal. QC department endeavors to provide best possible assistance in the matter. 1. Enabling international best practices towards assessment of coal quality, 2. Technical support in line with BIS for taking most realistic representative sample of the consignment, 3. Technical support for real time measurement of the quality parameters of coal by up gradation of the sampling and analysis process through utilization of on-line analyzer, automatic sampler (AMS), etc. v) Formulation of Tri-partite MoU Documents and monitoring Third Party Sampling activities of CIMFR at Loading ends: Objective: To formulate sector-specific consensus MoU models for third party sampling activities of CIMFR, accommodating the view of all stakeholders and monitoring the implementation at the subsidiaries Description: 1. Organizing meetings of stakeholders, explaining policy guidelines of the Government and CIL and recording their views 2. Evaluating the existing system, infrastructure available at the coal companies, FSA provisions and others issues 3. Formulating sector-specific model MoUs, negotiating with stakeholders to arrive at the consensus. 4. Communicating the model to coal companies for tri-partite signing of MoU by Coal Company, Customer and CIMFR 5. Monitoring status of implementation of third party sampling E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES vi)

Monitoring of Infrastructural facilities relating to assessment of Coal Quality and Technical support for automation of sampling & analysis equipment. Objective: To monitor & develop the infrastructural facilities for easy & quick coal sampling, preparation of laboratory samples and analysis. Description: A) Sampling & laboratory Infrastructure:- i) Monitoring status of operative AutoMechanical samplers, ii) Monitoring & procurement of sample preparation equipment at different loading points, iii) Monitoring & procurement of analysis equipment like Bomb-Calorimeter, Humidity Chamber, etc. at different laboratories. iv) monitoring status of NABL accreditation of various laboratories, AMC of Bomb Calorimeters Report generated: Monthly Report of availability of 1) Sampling equipment area-wise, loading point-wise. 2) Sample preparation equipment area-wise, loading point-wise, 3) Analysis equipment like Bomb-Calorimeter, Humidity Chamber, etc. area-wise, laboratory-wise, 4) Status of NABL accreditation of various laboratories vii) Weighment of the coal supplied in different modes by electronic Weigh Bridges Objective: To measure the accurate weight of coal loaded in the carrier of the customer Description: 1. Stamping of all weigh-bridges by weights and measures at regular specified intervals. 2. Regular maintenance of the weigh bridges 3. Installation of the stand by weigh bridges if such provision is already not there. 4. Calibration of Rail weigh-bridges by Railway test wagons at least once in a year in presence of customers. viii) Customer Satisfaction. Objective: Achieve total Consumer satisfaction. Description: 1. Customer register, their grievance/ complaint/ suggestion through complaint letter/e-mail to GM (QC), of the coal company/ CIL HQ. 2. A forum of Consumers Council (Regional Council at subsidiaries and Apex council at Coal India) also deals with consumer grievance/suggestion. Subsidiaries/ CIL organize Consumers Meet for registering grievance/suggestion. 3. Complaints/grievance/suggestion are forwarded to concerned areas for taking appropriate corrective steps/sending inputs in respect of suggestions of the consumers. 4. Action taken are being informed to consumers. 5. Policy decisions are being formulated on the basis of the inputs of the subsidiaries for customer satisfaction. 6. To redress the grievances related to quality of coal supplied to different consumers. 7. Consumers can register their complaints through the Public Grievance Portal (PG Portal) of CIL. 8. Complaints are referred to the respective coal companies Report generated: 1. Monthly report on consumer complaints lodged, resolved, unresolved & ATR.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 2. Quality control reports- Source wise, mode wise, grade wise, consumer wise, sector wise, grade variation, weighment, sizing, rake wise, bill wise etc. 3. Quarterly Report on number of Consumer Council Meetings held at Subsidiary level & HQ level. ix) Quality of coal dispatch and redressal of grievance. Objective: To ensure the quality of coal dispatch and redressal of grievance Description: Standard Operating Procedure as prescribed in the MOU document for Tripartite Signature amongst Coal Company, IPP/Utility and CIMFR is to be followed for sampling and analysis of coal for quality assurance. Currently any issue of the consumers are solved as per the Terms and Condition of FSA and E-Auctions. Periodic Consumers' Meets are organized for receiving input in respect of quality and service and actions are taken for customer satisfaction. Online Complaints/grievance/suggestion received from CIL are resolved by taking appropriate corrective steps and the resolution is reported online for on ward communication to the consumer. Report Generated: 1. Daily, Monthly, Annual dispatch reports 2. LOA/FSA status report 3. E-auction booking, bidding and dispatch report Quality control reports- grade wise, grade variation, weighment, sizing. PROCESS 12: MIS / Statistics Objective: To prepare routine and need based reports Description: 

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Daily Reports: Consisting of  Wagon Loading: Field wise, Siding-wise, Area- wise, Source/colliery-wise, Sector wise, consumer-wise, product-wise (raw coal/washery products/cost plus coal- wherever applicable)  Sector wise dispatch of coal: Power, Steel, Cement, Fertilizer, Others  Mode wise dispatch of coal: Rail, Road, MGR, Belt/Rope  Coal Stock position  Source-wise Grade-wise dispatch of coal  Consumer-wise & product-wise (raw coal / washery products/Cost plus coal) dispatch with bifurcation of mode of dispatch and % materialization. Monthly Reports: Consisting of –  Performance Highlights for the month and progressive  Field-wise, Area wise, Siding-wise, Source/colliery-wise - Performance Highlights for the month and progressive  Source wise Grade wise offtake for the month and progressive  Consumer wise, Grade wise offtake for the month and progressive  Mode wise offtake for the month and progressive  State wise, Sector wise Grade wise offtake for the month and progressive  Wagon loading for the month and progressive average  Power house wise - coal company wise dispatches

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES      

Steel plant wise dispatches Sector wise wagon loading E-auction lifting details – Sector wise, source wise, party wise etc. Publication of monthly reports of S&M Division E-auction allocation details – coal company wise Colliery wise, grade-wise stock liquidation report with sub-total of Area and coal company as a whole.  Annual Report of Sales & Marketing : Consisting of –  Performance highlights for the year  Quarterly offtake and loading figures  Coal company wise- sector wise dispatches  Colliery wise - sector wise dispatches  Mode wise dispatches of coal and coal products  Company wise grade wise dispatches  Status of state agencies  Cement plant/ Other Sector wise dispatches  Power house wise – coal company wise dispatches  State wise Consumer-wise grade-wise lifting of coal  Country wise export  Field wise rail traffic  Colliery-wise, grade-wise stock liquidation report with sub-total of Area and coal company as a whole. Note: Daily reports vis-à-vis its monthly and yearly progressive should be available along with last year’s performance for comparison. 



Director’s Report (parts concerning Sales & Marketing) Materials prepared and sent to MIS section of S&M division, S&M division of CIL, annually for the preparation of the Director’s report:  Company-wise target vis-à-vis actual off-take for the present year and the previous year along with reasons.  Sector wise dispatch of coal & coal products – Data pertaining to dispatch to the following sectors like Power, Steel, Cement, Fertilizer & Others are provided for the current year and previous year.  Dispatches of coal and coal products by various modes – Dispatch data pertaining to modes like Rail, Road, MGR & Other modes are provided for the present year and previous year.  Wagon Loading – Wagon loading data for the current year and previous year along with reasons are provided.  Consumer satisfaction – This topic consists of information provided by the quality control section of S&M division  Status of implementation of different provisions under New Coal Distribution Policy (NCDP) – Gist of recent developments in matters pertaining to Fuel Supply Agreements, issuance of LOAs, Distribution of coal via state nominated agencies and e-auction, etc are briefly included in this report from the facts and figures received from the respective sections Annual Report of Ministry of Coal (parts concerning sales & marketing)

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ANNEXURES & APPENDICES Materials prepared and sent from MIS section of S&M division of CIL, annually for the preparation of the Annual Report of Ministry of Coal:  Coal Dispatch – data pertaining to raw coal dispatch from CIL for the current year as well as previous year.  Sector wise Raw Coal Dispatch to sectors like steel, power utility, power captive, cement, fertilizer & others.  Important modes of transport of coal and coal product in CIL are Railways, Road, Merry-Go-Round Systems (MGR), Conveyor Belts and the Multi Modal Rail-cum-Sea Route. The share of these modes of transport in the total movement of coal and coal product during the present year is provided in the report in percentage terms.  Status of implementation of different provisions under New Coal Distribution Policy (NCDP) – Gist of recent developments in matters pertaining to Fuel Supply Agreements, issuance of LOAs, Distribution of coal via state nominated agencies are mentioned in a separate section of the report.  E-auction: Details of spot e-auction and forward e-auction are provided in tabular form for the current year and few preceding years. In a separate table company wise spot e-auction figures are also provided.  Information pertaining to import of coal is next provided based on facts and figures provided by the concerned section.  Some financial figures related to basic customs duty and countervailing duty are provided which are obtained from the finance section.  On the matters related to the functioning of the coal consumer council, the exact date when the meetings were held, members present etc. are briefly discussed in a separate section of the report. The above mentioned figures related to the offtake and dispatch is mainly provided till the end of the 3rd quarter on provisional basis. Along with this, the estimated figures for the fourth quarter are also provided. In another section of the report, information pertaining to the annual coal demand, the budgetary estimates and the actual coal supply are mentioned after obtaining those figures from the concerned section. 

Annual Report of Production Division of CIL (parts concerning sales & marketing)  Company-wise target vis-à-vis actual off-take for the present year and the previous year along with reasons  Sector-wise breakup of off-take for the current year against target and last year’s actual  Overall production and dispatch of washed coal & middlings during the year current year and previous year.  Company wise - mode wise dispatch of raw coal and coal products for the current year and previous year is provided in the report.  Sector wise – mode wise dispatch of raw coal as well as coal and coal product is mentioned vividly in a table format.  Wagon Loading – Wagon loading data for the current year and previous year are provided.  Sector wise loading and railway zone wise loading for the current year and previous year is also provided.  Subsidiary wise - sector wise dispatch of different types of coal are maintained elaborately in table format for power, steel and cement sectors.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 





Information pertaining to stock of prime coal, medium coal, blendable coal and imported coal, at the steel plant end are mentioned after obtaining the data from the concerned section. Information related to billing, realization and coal sale dues are provided in the report after obtaining the facts and figures from the finance section of the S&M div. of CIL. Performance of CIL on quality front - This topic consists of information provided by the quality control section of S&M division of CIL.

Report Generated:       

Daily Reports : Monthly Reports: Annual Report of Sales &Marketing : Director’s Report (parts concerning sales & marketing) Annual Report of Ministry of Coal (parts concerning sales & marketing) Annual Report of Production Division of CIL (parts concerning sales & marketing) Reports related to RTI query, online grievance and parliament question within stipulated time  Display of updated Sales related information in Websites PROCESS 13: Associate Finance a) Coal Sale Billing Objective:  To get access to each and every information related to coal sale bill which in totality gives a summary report on actual and average basis. Description: CIL: Average selling price of coal for different sectors, consumers are required in frequent intervals. Information like sizing charges, Surface Transport Charges(STC), Incentive, etc. subsidiary-wise and consumer-wise are required for decision making. Subsidiary: In case of rail dispatch bills generated on the basis of quantity mentioned in the RR for each rake. In case of road dispatch truck-wise challan cum invoice is issued from Weigh Bridge. The invoices in respect of performance incentive/compensation is also to be raised. In case of issuance of debit/credit notes the relevant information relating to original invoice is captured. Report generated: CIL: There is no standard format of any report, but the information are very important and required for decision making and for reply to various authorities including auditors. Subsidiary: Customized report as per requirement Bills/invoices must be available to customer with all supporting enclosures on real time basis as and when required b) Statutory Dues Objective:

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ANNEXURES & APPENDICES 

To get access to advances/dues to be paid to Central/State Govt. on account of duties and levies on coal.



To get access to all data related to statutory taxes and levies, central and/or states on or before the schedule date payable to respective authorities. Description: Statutory duties like Royalty, Compensation Cess, GST, TCS etc. are levied on sale of coal. These amounts are collected from customers on actual basis and are deposited to the State/Central Govt. this will generate report on Subsidiary-wise and state-wise breakup of all the statutory levies recovered from customers on sale of coal and paid to the Govt. Authorities. The information generated would be the accrued, advances and dues on account of statutory dues in respect to Govt. authorities state-wise and centrally. Report generated: Following reports are generated: Subsidiary-wise and state-wise breakup of each component on monthly, quarterly and annual basis Total amount paid to the exchequer (advance) Total amount payable to the exchequer (accrued) Total amount to be paid to the exchequer (dues) TCS collection report for defined period and TCS Exemption report, TCS not applicable report GST reports, entry tax report, ‘C’ Form tagging bill to bill report and other state-specific statutory tax/levy report Excise report International Coal Report Objective:

1. 2. 3. 4. 5. 6. c) 

To get access to information on prices of coal internationally vis-à-vis domestically. Description: Landed Cost of Imported Coal (CIF + duties and levies) from various countries for different grades vis-à-vis the Ex-Colliery price of Domestic coal (CIL) (Basic price + duties and levies) of equivalent grade are worked out to facilitate comparison and analysis of coal pricing. Report generated: Report is generated on monthly basis. d) Price of coal Objective:



Data on price of coal and cost to consumer. Description: Historical/Archived as well as current notified prices of coal, washed coal and coal products are maintained in excel. The report is generated after applying all the charges, duties, levies etc. Consumer wise cost to consumer is worked out manually by adding average freight rate. Report generated: 1. Prices of coal on specific date 2. Cost to consumer 3. Prices of all other income components and under loading rate calculation. 4. Washed coal as per MOU. 5. Mechanism for Washery products prices decision on the basis as per raw coal feed to washery and their yield.

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ANNEXURES & APPENDICES 6. Other products i.e hard coke –as per subsidiary price notification. 7. E- auction pricing report and premium over and above notified price on grade wise basis. e) Coal Pricing Model Objective: At a particular price the revenue position of the company subsidiary-wise and its comparison with the existing one. Description: The proposed revenue to the subsidiary companies and CIL as whole are worked out on the basis of proposed prices and the projected/target production. These are then compared with the existing revenue to the companies worked out on the basis of existing prices and the projected/target production. The difference of the two is the additional revenue (in % and absolute value) due to any revision of prices. Report generated: The revenue position of the company subsidiary-wise and its comparison with the existing one. f) Price Sensitivity Analysis Report. Objective: 

Price Sensitivity Analysis Description: Price Sensitivity Analysis (PSA) determines a range of acceptable prices and an optimal price point based on an analysis of price. Price sensitivity can be defined as the degree to which consumers’ behaviors are affected by the price of the product or service. The impact on consumers is generated during revision of notified prices of coal. Report generated: Report generated on requirement basis g) Coal Sale Dues Objective:  To get access to each and every information related to coal sale gross billing, realization and other adjustments made to arrive at Coal Sale Dues Report which in totality gives a report period-wise, consumer-wise and sector-wise.  Provision for bill to bill adjustment by tagging the realization  Other information which are required includes break up of dues into disputed and undisputed, Aging analysis of party-wise debtors (example dues lying from 0-2 months, 2-6 months, 6 months – 1 year, 1 year to 2 years, 2 years to 3 years, 3years to 5 years, 5years to 10 years and 10years and above) and Reason-wise Analysis of debtors.  Maintenance of database detailing claims raised by consumers and status not being part of accounts till finalized (for example – compensation claim raised by consumers for short supply).  Other information required on case to case basis such as party-wise, period-wise, Debit/ Credit Note issued on account of grade slippage, Stones, Quantity, shortage etc, Supplementary Bills, Incentive Bills, compensation (in case of short lifting) etc are also required in addition to the above information.  Average collection period of debtors.  Grade wise report on periodical basis both for credit and cash customers.  Age wise distribution of advance from customers in case of cash sale. Description: Opening Debtors (+) Gross Billing (–) Gross Realization (+/-) Adjustments = Closing Debtors It may be noted that Adjustments include credit notes, debit notes, supplementary bills raised etc. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Report generated: The report is used in conjunction with Coal Sale Gross Billing, Coal Sale Gross Realization and Other Adjustments to arrive at Coal Sale Dues Figure. The various reports generated are: Periodic Consumer-wise Subsidiary-wise Coal Sale Billing, Realization and Dues Report Age-wise Analysis of Dues depicting the aging of Receivables Reason-wise Analysis of Dues depicting the reasons for Outstanding Dues Currently following reports are prepared as required: Periodic Credit Notes issued on account of Grade Slippage, Stones, quantity etc. Supplementary Bills raised on account of different heads etc. Periodic Debit notes issued on account of Grade Up gradation etc. Others: Washery/inter area transfer: Washery/inter area coal transfer system in case of road /rail conveyor belt. Inter area sales accounting system. Quality deduction and report relating to that. Report on various parameter related to washery transfer/inter area. Interlinking of Weigh Bridges so that alternative Weigh Bridge can be used in the event of breakdown of designated Weigh Bridge. This would ensure billing from the Weigh Bridge. h) Personal claims and Outsider/contractors bill  The extended part of the main Finance of CIL in respect to the work related to above mentioned caption may be considered for implementation in S&M div. PROCESS 14: Cost Plus Mines : Billing and Reports (This is one off case for WCL) Description: IN WCL eleven (11) cost plus mines are in operation, of which pricing of eight (8) are linked to index based and three (3) are linked to Mark-up basis. All cost plus mines are dedicated to specific customer. Billing of markup basis mines, consider desired basic rate that is derived from notified rate plus certain percentage. Billing of index based mines consider basic price that is derived from various price index that is updated bi-annually. Also for some mines, billing is made in 2 phases, namely proforma (90%) and final bill (10%). Provision for DR Note and CR Note required. Reports: 

Generation of period wise, mine wise, customer wise quantity billed under different cost plus agreement.

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Statement showing periodical additional revenue generated from cost plus sources.



Generation of debit note / credit note in case of grade upgradation / down gradation for issue debit note / credit note.



Generation of debit note / credit note in case of periodical upward / down ward revision of cost plus price.

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In two cost plus mine there is a provision for price discount clause. It is applicable where lifted quantity exceeds ACQ and for the purpose of calculation of price discount ACQ is considered for the operating year.

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ANNEXURES & APPENDICES 

Generation (calculation) of statement showing compensation claim receivable / payable in case short lifting by the customer / short delivery by the seller



Mine wise, customer wise cost plus quantity and other cost elements.

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Mine wise, customer wise Debit/ Credit note details.

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Mine wise, customer wise comparison of cost plus quantity and basic value etc

Process 15: BUSINESS DEVELOPMENT ACTIVITIES (CMPDI HQ and RIs) Objective: Increasing efficiency and employing best practices in business processes used to market, sell and deliver CMPDI’s services to customers Description: CMPDI provides consultancy services to CIL and its subsidiaries and Non-CIL clients in the fields of exploration, mine planning and design services, environmental engineering, infrastructure engineering and other fields. The following activities/ sub-processes are being carried out for selling and delivery of CMPDI’s services to customers: i) Enquiry and Quotation (Offer) Management  Customer enquiry received directly through letters or emails or gathered through published tenders  Sending the enquiries received to the identified Lead division for Job Resolution  On receipt of the Resource requirement(EDs/ material cost, other costs including subcontracting, travel etc.), time schedule, input data, terms and conditions etc. from the lead division, the filled up record is sent to Finance for costing  After costing, the same is sent to the competent authority for approval  After competent approval, offer is sent to the client which includes scope of services, time schedule, consultancy fee to be charged, taxes, payment terms (milestone based), general input data required, and other terms and conditions, validity of offer etc. ii) Contract Finalisation and Change Request Management  Correspondence/ meetings/ negotiations with client in consultation with the lead division or Finance, as the case may be, if required.  Issue amendments to quotations/ offers, if required  Finalization of contracts / acceptance of LOIs / Work Orders after vetting by lead division, if required  Preparation and signing of Agreement, if required  Allotting unique Job No. to each assignment  Accepting amendments to LOIs / Work Orders iii) Billing and Invoice Management (with Finance)  Advice Finance Division for creation of invoice (for Non-CIL clients only) on receipt of intimation from the lead division regarding completion / achievement of any milestone activity as per Payment Terms. Milestone based billing (on intimation by Lead division) and Periodic billing (based on engineering days consumption) is done by Finance for jobs of CIL.

iv)



Send the invoice to the client for payment along-with Deliverables, if any, as per the contract/ Work order



Realization of Advance or payments due by the client Closure of contract

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ANNEXURES & APPENDICES 

Send the final invoice including adjustments, if any, to the client for payment alongwith deliverables, as per the contract/ work order.



After the completion of the jobs, the HOD of the Lead Department arranges to obtain the Job Completion Certificate as an evidence of having completed the job satisfactorily. Reports generated  Monthly reports on:  Offers/ EoI submitted  Jobs obtained  Jobs completed  Ongoing jobs  Delayed jobs

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ANNEXURES & APPENDICES

Functional Requirements Specifications (FRS) for Production and Planning function List of processes Process No.

Process Name

01

Preparation of Annual Plan Document

02

Preparation of Annual Action Plan Document

03

Capital Budgeting

04

System Capacity Utilization

05

Production Monitoring – Production Report & Area-wise / Mine wise Production Report

06

Production Monitoring - Daily Production and Washery Report

07

Production Monitoring – Mine-wise/Grade-wise Coal Production and Minewise/Grade-wise/Stock-wise /Heap-wise Dispatch & Closing Stock

08

Production Monitoring - Monthly Report

09

Production Monitoring - Annual Report

10

Explosives Requirement, Allocation, Indenting & Supply

11

Explosives and Accessories Performance Monitoring (Random Test)

12

Mine Surveying Services including reconciliation (For CMPDI)

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ANNEXURES & APPENDICES Process 01: Preparation of Annual Plan Document Objective For Production Subsidiary: Preparation of Subsidiaries' physical and financial targets i.e. Budget estimate for the next financial year and revised estimate of current year For CMPDI - Preparation of CIL, Non-CIL Promotional Consultancy-wise, Subsidiary-wise, physical and financial targets i.e. Physical Budget estimate for the next financial year and Revised estimate of current year for departmental resources, MECL-MoU, DGMs and open tendering. Description 1) Ministry of Coal, every year in the month of September advises CIL to start preparation of Annual Plan proposals i.e. Budget estimate for the next financial year and Revised estimate of current year 2) Corporate Planning Department, CIL convenes a meeting with Subsidiaries for preliminary discussion on key physical and financial targets like Coal Production (UG & OC), Offtake, Overburden Removal, Productivity (Output per Man-shift), Drilling Production, Capital Expenditure and advise Subsidiaries to prepare draft proposal on the basis of above key targets. 3) The Draft Proposal contains following formats: Sector wise Coal offtake, Mode wise coal offtake, Coal production (UG & OC), Group wise/ Mine wise production, Field wise production, Grade wise production, Coking coal availability, Coking and non-Coking coal washery production, Productivity, System Capacity Utilization, Manpower, Welfare measures, CAPEX, IEBR, Detailed and Promotional drilling, Geological resources, Royalty payment etc For CMPDI: The Draft Proposal of Exploration Division contains following formats CIL-Non CIL-Promotional-Consultancy-wise, Subsidiary-wise for departmental resources, MECL-MoU, DGMs and open tendering, Geological resources etc 4) Subsidiaries prepare Draft Annual Plan proposal and submit to CIL in the month of December. 5) The compiled Annual Plan proposals from all the subsidiaries are then placed before CMDs Meet for deliberation and finalization. 6) Any modification if suggested by CMDs are incorporated 7) Modified Annual Plan proposal are sent to MoC after obtaining approval of Competent Authority of CIL. 8) MoC convenes a meeting in the month of January/ February with representatives of Subsidiaries and CIL for internal discussion on Annual Plan proposal 9) MoC further deliberates the matter with Niti Aayog for firming up targets. All India Coal demand is assessed at CIL level with the help of information from MoC, Niti Aayog and CCO. 10) The firmed targets for key physical and financial parameters are communicated to CIL in the month of February by MoC to prepare final document of Annual Plan. 11) Subsidiaries prepare their respective final Annual Plan document and submit to CIL for compilation. After compilation and necessary approval of Competent Authority of CIL the Final Annual Plan document is sent to MoC for publication.

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ANNEXURES & APPENDICES The above information is compiled at MoC and a write up is prepared on allocation of fund for drilling in Promotional & Non-CIL blocks through Central Sector Schemes, on previous current and next financial year. After compilation and necessary approval of Competent Authority of CIL the Final Annual Plan document is sent to MoC for publication. Reports Generated Annual Plan document of CIL/Subsidiary Company/ CMPDI. Process - 02: Annual Action Plan document Objective For Production Subsidiary: This encompasses Area-wise, Unit-wise, month-wise physical and financial targets for the next financial year as well as Unit wise General Information, including Expenditure & Mile stones, Details of Forestry Clearances, Environmental Clearances required etc. based on Annual Plan proposal. It is the base document for operation of units during the financial year. For CMPDI: This encompasses breakup of Annual Plan drilling: RI-wise, Camp-wise, Agency-wise, month-wise physical targets for the next financial year as well Block-wise General Information, Mile stones, Details of Forestry Clearances required. Description 1. After firming up of targets on key physical and financial parameters at MoC and subsequent receipt of communication from MoC, CIL advises subsidiary to prepare month wise targets on production, sector wise and mode wise offtake, coal stock, OB removal, drilling production: For CMPDI - Camp-wise/RI-wise/Agency-wise Geological Report preparation, Capital expenditure, Productivity, System capacity utilization. CIL also provides a guideline to subsidiaries to prepare the month wise targets. 2. Subsidiaries submit AAP to CIL, with approval of respective Chairman cum MD. 3. The AAP of all subsidiaries is compiled at CIL to make a composite Document. 4. Upon approval of AAP document of CIL from Competent Authority of CIL the same is submitted to MoC. 5. Annual Action Plan with respect of Ministry of Coal is compiled and a composite Document is prepared by MoC incorporating information from coal PSUs. Reports Generated Annual Action Plan of Production CIL/Subsidiary Company / CMPDI. Process 03:

Capital Budget

Objective To prepare subsidiary wise capital budget for the current financial year for monitoring purpose with projections for the next financial year. Description 1. Overall subsidiary wise capital expenditures are firmed up during the internal meeting on Annual Plan at MoC. 2. Subsidiaries are advised by CIL to prepare mine-wise capital expenditure encompassing expenditure on mining and non-mining projects exploration etc. they are also advised to prepare Head wise capital expenditure.

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ANNEXURES & APPENDICES 3.

Units/Projects/Areas are advised by Subsidiary company to prepare Mine wise capital expenditure encompassing expenditure on mining and non-mining projects, exploration etc. they are also advised to prepare Head wise capital expenditure. 4. In line with Ongoing PR provisions /schemes each area/mine/project submits its capital budget requirement for initiation of proposals under the above capital heads. 5. All the proposals, which are submitted to Subsidiary HQ, are clubbed together and deliberated during the meetings with area management and corporate management. 6. The overall capital budget of the Subsidiary for each financial year is sanctioned as per approved annual plan. There after the approved capital budget is communicated to all the areas concerned for effective utilization of capital budget. 7. Upon receipt of information from Subsidiaries Capital budgeting of CIL is prepared and placed for approval of competent authority of CIL. 8. The expenditure vs Budget is monitored. Reports Generated – 1. Capital Budget of CIL/Subsidiary 2. At the end of every month, Head wise capital expenditure of the company 3. At the end of every month, phase wise capital expenditure against project. 4. At the end of every month, head wise & phase wise capital expenditure of all projects(Mining & Non Mining) 5. Re-appropriation Status monitoring. 6. Trigger Alarm setting for non-utilization of item-wise capital budget. Process 04: System Capacity Utilization Objective To prepare System Capacity Utilization of Subsidiary companies, drilling capacity of CMPDI, replacement/addition of rigs and its monitoring Description 1. Month wise Collection of production figure from subsidiary & CIL production department. 2. Mine wise/subsidiary wise mine capacity from CMPDIL in the beginning of year. 3. The System Capacity of the working mines is assessed by CMPDI& Camp-wise/ RI-wise drilling capacity of CMPDIL for every Financial Year, (Capacity as on 1st April of Fin. Year) based upon the population of equipment, their capacity, method of mining and constraints. 4. Month wise Collection of drilling production & GR preparation figure from Camps/RIs of CMPDI and outsourced agencies. 5. Excavation Department calculates the departmental capacity based on the population of the departmental equipment, their capacity, their status, whether working, survey off or grounded in case of open cast equipment. The same is being done by the E&M Dept in respect to underground equipment. 6. Production Department at Subsidiary HQ, collects data of Month wise production figures and other operational statistics from Units and Areas of Subsidiary Company 7. Calculation of System Capacity Utilization on daily basis, monthly basis & Annual basis based on capacity and production/Drilling figures. System to calculate capacity utilization based on the Production and Drilling figures 8. Annual Capacity Utilization Report is compiled for the subsidiary and is reflected in Annual Report of Subsidiary.

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ANNEXURES & APPENDICES 9. Circulation of capacity Utilization report of CIL to concerned department & FDs of CIL 10. Sending of Annual Capacity Utilization Report to Company Secretary for publishing it in Annual Report of CIL Reports Generated Daily, Monthly, Annual Report for Mine wise, Area wise, Subsidiary wise System Capacity utilization against CMPDI assessed capacity as well as Departmental capacity assessed by Excavation/E&M Departments &Month wise RI wise drilling machine Capacity utilization Process 05: -Production Monitoring – Quick Production Report & Area-wise Production Report Objective: To prepare Production Reports- Unit wise, Area wise and for the Subsidiary as a whole & Camp wise/ RI wise/Outsourced Agency-wise drilling Production Reports (for CMPDI) Description: Unit wise, Area wise figures of Previous Day’s Coal Production (On-date & Progressive) (UG, OC Deptt., OC Hired, Total OC, Total Coal), OB Removal & OB re-handling (OB Deptt, OB Hired, Total OB), dispatch/ Offtake, Coal Transport to Sidings, Coal Crushing and Stock at Siding, Rake Supply & Loading including demurrage (Railway Division wise & Sector wise) is compiled in various formats. Details: 1. Unit-wise, Shift-wise Coal Production for: a. Conventional coal–Departmental(excluding Surface- Miner) and Contractual b. Surface Miner Coal-Departmental (Machine wise), and Contractual (Contract wise) 2. Unit-wise, Shift-wise OB Removal for: a. Departmental (Machine wise)-Dragline, Shovel-Dumper combination, Surface Miner reject. b. Contractual (Out-Sourcing), Surface Miner reject(Contract-wise) 3. OB re-handling a. Departmental-Dragline-wise, Shovel-Dumper combination 4. Daily entry of grade wise production, and grade wise Coal stock at pithead and siding separately. 5. Loss of production in quantity with reasons in given format for coal and OB. 6. Specific reasons, mine-wise for less coal production, OBR and dispatch. 7. Transportation to different destinations. a. From face to stock, CHP, different sidings etc. b. From CHP to sidings etc. c. From stock to sidings etc. d. Inter colliery transfer of coal 8. Rainfall Data- Mine -wise 9. Rake loading details- siding wise with timing. 10. Liquidation from Stock 11. Daily Drilling Production Report Report generated: Quick Production Report (Shift-wise/Date-wise Report/Transportation Report/ Progressive Report for- unit/Area/Field/Subsidiary) & Daily Drilling Production Report Camp wise/RI wise/Outsourced Agency-wise (for CMPDI)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES PROCESS 06: Production Monitoring - Daily Production and Washery Report Objective: To prepare Daily Production and Washery Report Description: Unit wise, on date &Progressive Figures of Previous Day's Coal Production (UG, OC Deptt., OC Hired, Total OC, Total Coal), OB Removal (OB Deptt., OB Hired, Total OB), Dispatch/Offtake and on date and Progressive of Coking (Met and Non-Met) and Non Coking Coal Production, Washery-wise Coal Production, Dispatch, Rake Loading and Rain fall data are received from all Areas by 10:30 noon and compiled in the respective format. i. Unit-wise, Shift-wise Coal Production for: a) Conventional coal– Departmental (excluding Surface- Miner) and Contractual b) Surface Miner Coal- Departmental (Machine wise), and Contractual (Contract wise) ii. Unit-wise, Shift-wise OB Removal for: a) Departmental (Machine wise)-Dragline, Shovel-Dumper combination, Surface Miner reject. b) Contractual (Out-Sourcing), Surface Miner reject(Contract-wise) iii. OB re-handling a) Departmental-Dragline-wise, Shovel-Dumper combination iv. Daily entry of grade wise production, and grade wise Coal stock at pithead and siding separately. v. Loss of production in quantity with reasons in given format for coal and OB. vi. Specific reasons, mine-wise for less coal production, OBR and Dispatch. vii. Transportation to different destinations. a) From face to stock, CHP, different sidings etc. b) From CHP to sidings etc. c) From stock to sidings etc. d) Inter colliery transfer of coal viii. Rainfall Data- Mine -wise ix. Rake loading details- siding wise with timing. x. Liquidation from Stock xi. Coal Exposure(Total and Extractable) xii. Technology-wise Explosive Consumption: a) OC Minesi. Total Explosive In Kg (Coal & OBR), Bulk/ Large diameter ii. Nonel (mtrs.), D-fuse (mtrs), Cast booster (Kg)/ emulsion, CED (nos.), electronic detonator, MS connector, Cord relay. b) UG mines: i. Explosive-wise Qty.(Kg) ii. Carrick Delay Detonators (nos.) xiii. Man-shift – a. OC mine- OC, Surface, Total b. UG mine- UG, Surface, Total c. Total man-shift NB: (i) Daily Report at subsidiary Hqrs.to be prepared by around 12.00 PM Report generated: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 1. Detailed daily Production (and Washery) Report at HQ 2. Units to generate the following reports: (i) Shift-wise reports as below1A [Shift-wise production report (UG)], 1B [Shift-wise production report (OC, OB) Dept.], 1C [Shift-wise production report (OC-OB) Outsourced patch], 1D [Shift-wise production report (OC-Coal) Dept.], 1E [Shift-wise production report (OC-Coal) Outsourced], 1F [Shift Report – Washery Raw Coal received] 1G [Shift Report –Washery] 1H [Shift Report – Coal transport & Dispatch] (ii) Daily Report: 2A [Daily production report (UG)], 2B [Daily production report (OC-OB) Dept.], 2C [Daily production report (OC-OB) outsourced patch], 2D [Daily production report (OC-Coal) Deptt.], 2E [Daily production report (OC-Coal) Outsourced], 2F [Daily report – Washery raw coal received] 2G [Daily production report – Washery] forma 2H [Daily report- Coal Transport & Dispatch] (iii) Daily Report: 3A(Daily Production Report-Colliery/Washery to Area], (iv) Monthly Report– 4A (Monthly Production Report- Colliery/Washery to Area] 4A(i) [Monthly Transport & Dispatch Report] Areas Reports: (i) Daily Report- 3B(Daily Production Report-Area to HQ) (ii) Reconciliation on monthly performance (iii) Monthly Report4B (Monthly Production Report - area to HQ] 4B (i) (Monthly transport & dispatch report) Subsidiary reports: (i) Daily Report- 3C (Daily Production Report -HQ to CIL HQ) (ii) Comprehensive Daily Production & Dispatch REPORT PROCESS 07: a) Production Monitoring – Mine-wise/Grade-wise Coal Production and Mine-wise/Gradewise/Stock-wise /Heap-wise Dispatch & Closing Stock Objective:  To prepare Mine-wise, Heap-wise, Grade-wise Closing Stock Description: Capturing Heap-wise, grade-wise, closing stock data of each mine. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Report generated: 1. Mine-wise, Heap-wise & Grade-wise Stock Report (b) Production Monitoring – Mine-wise, Grade-wise Coal Production and Mine-wise/Gradewise/Stock-wise /Heap-wise Dispatch & Closing Stock Objective: To prepare Mine-wise Grade-wise Coal Production & Mine-wise/Grade-wise/Stock-wise/Heap-wise Dispatch & Closing Stock Description: Capturing Grade-wise data of each mine of Subsidiary – Quality Management Report generated: Mine-wise & Grade-wise Coal Production, Mine-wise/Heap-wise/Grade-wise/Stock-wise Dispatch & Closing Stock PROCESS 08: Production Monitoring - Monthly Report Objective: To prepare Monthly Report Description: After completion of one month, Firm Report (Monthly), is reconciled with actual survey measurement received from different Areas. The Monthly Performance Report of the Subsidiary is compiled by aggregating the report of Areas. CMPDI-After completion of one month, Monthly (performance) Report from RIs by 1st to 3rd of each month for the preceding month is received. Monthly report/ Cumulative for year Performance Report is being prepared which contains (Monthly & Yearly Progr.)    





Highlights Synopsis Production Underground Production (Method wise) o Depillaring o Development o Other method (High wall mining) Underground Production (Type wise) o Manual o LHD o SDL o Continuous miner o Longwall Opencast Production (Machine wise) o Shovel/Dumper o Dragline



Dispatch and Stock of Coal, H/Coke, Washed Coal, Middlings



Subsidiary-wise, State-wise, Field-wise Production



Grade-wise Production and Dispatch of Coal & Hard Coke

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES     

Company-wise/Grade-wise Production, Total Dispatch, Off-take & Stock Group-wise & State-wise Production, Total Dispatch, Off-take & Stock Coal-field-wise State-wise Production, Total Dispatch, Off-take & Stock District-wise State-wise Production, Total Dispatch, Off-take & Stock Area-wise Technology -wise Production



Coal Production and Offtake by Departmental and Hired Method

                                 

Area-wise Total Coal Prime Coal, Medium Coal, Other Coking and Non Coking Coal and washery Performance Reason-wise Loss of Production of Coal and Washed Coal. Technique-wise production of Coal and OBR Area-wise Production and Off-take Month-wise Production and Off-take and OBR Surface Miner Production Coking &Non-coking Coal Production Washery-wise Production, Dispatch and Stock .M.S. Statement Area-wise OC Coal and O.B.R Monthly Manpower Report Area-wise Man Power Report Monthly Industrial Relation report Consumer-wise Dispatch by Rail and other than Rail Consumer-wise Raw Coal and Washed Coal Supply to Steel Plants. Area-wise Performance Area-wise Progressive Performance Grade-wise Performance Grade-wise Progressive Performance Colliery-wise Underground Coal Production Colliery-wise Metallurgical Coal Production Colliery-wise Off-take HEMM Coal and OBR and Coal Transport from face OBR re-handling Colliery-wise SDL & LHD Production Performance of Subsidiary Colliery-wise Productivity Colliery-wise Capacity Utilization (Total) Hard Coke Production, Dispatch, Stock Colliery-wise Grade-wise Production Colliery-wise Grade-wise Stock Colliery-wise Opencast coal (HEMM, Departmental & Transfer from face) Colliery-wise O.B.R. (HEMM, departmental & re-handling) Mine-wise Grade-wise Production & Stock Technology-wise Explosive Consumption: a) OC Minesi. Total Explosive In Kg (Coal& OBR), bulk/ large diameter ii. PF of overall Coal & OBR

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES iii. Nonel (mtrs.), D-fuse (mtrs), Cast booster (Kg)/ emulsion, CED (nos.), electronic detonator, MS connector, Cord relay. b) UG mines: i. Explosive-wise Qty.(Kg) ii. Carrick Delay Detonators (nos.) Man-shift – i. OC mine- OC, Surface, Total ii. UG mine- UG, Surface, Total iii. Total Man-shift Manpower: Executive, Monthly rated, daily rated OC - HEMM Performance – Availability & Utilization of Dragline, Excavator/Shovel, Dumper, Dozer, Grader, SM w.r.t CMPDI norm. Report generated: a. Monthly Report(Subsidiary to CIL)- Quick Report, Annexure 1, Form-4C (Monthly Report- Hq to CIL), b. Other reports as required from time to time. c. Monthly Drilling Production Report Camp-wise/RI wise/Outsourced Agency-wise (CMPDI) NB: - Report in Form 1(A, B, C, D, E, F, G), 2(A, B, C, D, E, F, G), 3(A, B, C) to Form 4 (A, B, C) are to be generated as per new code for uniform system of maintenance, control and verification of coal stock in all mines of CIL, L.No. 2030 Dt. 19/10/2011 of GM (Prod), CIL. Any other: NIL PROCESS 09: Production Monitoring - Annual Report Objective: To prepare Annual Report Description: For CMPDI - After completion of one year, annual report is being prepared which contains blocks taken up by different agencies, drilling achievement, GR preparation, additional resource proved/estimated, Productivity achieved, etc For Production Subsidiary: After completion of one year, annual report is being prepared which contains the following: a. Underground Production (Method-wise) i. Depillaring ii. Development iii. Other method (High wall mining) b. Underground Production (Type wise) i. Manual ii. LHD iii. SDL iv. Continuous miner v. Longwall c. Opencast Production-Coal Machine wise i. Shovel/Dumper E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ii. Dragline OB removal- Machine wise d. Area wise/Grade-wise/state wise coal production, e. Area wise/Grade-wise coal offtake, f. Area wise/Grade-wise coal Dispatch, g. Area wise/Grade-wise raw coal stock, h. Field wise/state wise coal production, i. Mine-wise coal production, j. OBR, k. Composite production, l. OMS, m. Stock, n. OC coal production & OB removal (Deptt & Hired), o. Consumption of explosive & accessories, p. Month wise coal offtake, q. Month wise coal Dispatch, r. Washery wise raw coal feed, washed & Power coal production & Dispatch, s. Washery wise power coal production & Dispatch, t. Mine-wise/Grade-wise production. Technology-wise Explosive Consumption: a) OC Minesi. Total Explosive In Kg (Coal& OBR), bulk/ large diameter ii. PF of overall Coal & OBR iii. Nonel (mtrs.), D-fuse (mtrs), Cast booster (Kg)/ emulsion, CED (nos.), electronic detonator, MS connector, Cord relay. b) UG mines: i. Explosive-wise Qty.(Kg) ii. Carrick Delay Detonators (nos.) Man-shift – i. OC mine- OC, Surface, Total ii. UG mine- UG, Surface, Total iii. Total Man-shift Manpower: Executive, Monthly rated, daily rated, Contractual Report generated: 1. Annual Report(Annual Performance Report) a. Subsidiary to CIL and to Areas - Directors' Report b. Subsidiary to CIL-Annual Report c. Subsidiary to CCO -Report-Provisional & Final d. Annual Report (Director’s Report) - CMPDI PROCESS 10: Explosives – Requirement, Allocation, Indenting & Supply Objective: To monitor explosive Allocation, Supply & performance of all the suppliers. Description:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Monthly requirement of Explosives & Accessories is given by Areas to HQ latest by 3 rd week of preceding month. ii. Based on the requirement, Monthly allocation for each Area is fixed by HQ during last week of preceding month. The monthly allocation is for patch-wise/OCP-wise for OC mines and Area-wise for UG mines. iii. Within the allocated quantities, each unit/magazine raises indent as per their requirement as and when needed. iv. The respective supplier supplies the indented quantity of explosives and accessories to the unit/mine for use. v. Areas are required to indent & use explosives within the allocated quantities. However, if additional explosives or accessories are required beyond the allocated quantity or if a particular supplier fails to supply the allocated quantity, additional allocation is provided by HQ on requirement by Areas for use. Report generated: i. Area-wise supply of explosives & accessories vis-à-vis allocation/requirement. ii. Mine-wise explosive performance report by Areas containing Blasted, un-blasted & total production, explosives & accessories consumed and achieved powder factor. iii. Monthly technology-wise explosives performance report. i.

PROCESS11: Explosive and accessories performance monitoring (Random Test) Objective: To monitor explosive and accessories performance of all the suppliers centrally through the ERP system. Description: The consignee subsidiary company shall conduct random test of the explosives and accessories in every quarter supplied by a supplier through CMPDIL. The limits of technical parameters for random test are mentioned in the Rate Contract (RC) for conducting random tests. The Sample shall be treated as ‘FAIL’ in random test if it does not meet the criterion specified under “acceptable limits” specified in RC. Information about random test will be recorded at each subsidiary for each supplier and a centralized report will be available for CIL. Report generated: 1. Preparation of Budget and allocation of explosives` 2. Random Test Report for evaluation purpose of the subsequent tender. PROCESS12: Mine Surveying Services including reconciliation (for CMPDI): SubProcess No.

Description

1

Month End Mine Survey Measurements

2

Processing data collected in the mine

3

Calculation for in-situ OB removed (Departmental & Outsourced separately)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES SubProcess No.

Description

4

Calculation for in-situ Coal extracted (Departmental & Outsourced separately)

5

Month End Coal Stock Measurement, working out Quantity and maintenance of Stock Plans

6

Periodical OBR measurement/check measurement for outsourced/departmental OB separately by outside agency viz CMPDIL. Generating Reconciliation Reports after receiving measurement report from CMPDIL for submission to Area & HQ.

7

Conducting Quarterly Coal Stock Measurements in the Mines under the Area and submission of reports to HQ

8

Verification of Coal/OB measurement records at the end of each quarter.

9

Production Reconciliation within 15 days from the end of each quarter.

10

Conducting Half Yearly Coal Stock Measurements in all the Mines/ washeries of Subsidiary and submission of reports to CIL HQ.

11

Conducting CIL’s Annual Coal Stock Measurement in all the Mines/ washeries of Subsidiary and submission of reports to CIL HQ.

12

Quarterly Check Survey (Triangulation, levelling & checking of BMs wrt National Grid

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Functional Requirement Specification for Project Management List of processes Process No.

Process Name

01

Project Scheduling, Execution & Monitoring

02

Project Completion (Completion of Project)

03

Monitoring of CMPDIL Projects

PROCESS 01: Project Scheduling, Execution & Monitoring Objective:  To implement all the activities of Project Report in a timely manner with the corresponding capital provided. Description: Status of various crucial activities such as 1. Land acquisition & possession 2. Rehabilitation & Resettlement 3. Forestry Clearance 4. Environmental clearance 5. Evacuation Infrastructure 6. Procurement of P&M 7. Other activities such as civil construction, Mine Development etc. 8. Grade Declaration 9. Other statutory compliances including Form-I. Details of Activities for monitoring: 1. (a) Land acquisition & possession under CBA Act i. Approval to be obtained from CMD or Subsidiary Board for acquisition of land under CBA (A&D) Act 1957 or LA Act, as the case may be. ii. Notification u/s 4 (1) iii. Authentication of land Schedule. iv. Notification u/s 7 (1) v. Wide publication in local newspapers about the notification u/s 7 (1) vi. Obtaining of NOC u/s 8 (2) from Coal Controller of India vii. Notification u/s 9 (1) viii. Notification u/s 11(1) ix. Making of compensation pay roll and obtaining of approval of MOC x. Notice to person interested u/s 12 for taking possession of their land xi. Disbursement of payment of compensation xii. Possession of land 1 (b) Land acquisition & possession under RFCTLARR Act (2013): i. Submission of Application under LA Act ii. Notification and Conducting Social Impact Assessment (SIA), preparation of SMP, and Appraisal of SIA expert group. iii. Preliminary Notification u/s 11 under LA Act iv. Preparation review and approval of R&R Scheme u/s 16, 17, 18 E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES v. vi.

Declaration & publication of R &R Plan u/s 19 under LA Act. Invitation and compensation and R&R Payment through notice to each rayat u/s 21 under LA Act vii. LA award by commissioner viii. Actual Compensation payment and construction of infrastructures at resettlement sites. ix. Possession of land to be offered by commissioner to requiring body. 1 c) Land acquisition in Direct Purchase mode: i. Assessment of land and preparation of land schedule and moving proposal by mine/ project with required plans and other documents ii. Verification of the proposal by Area Land cell Committee in respect of requirement, and justification criteria. iii. Examination of the same at Headquarter level. iv. Approval to be obtained from CMD if employment is not involved and or Subsidiary Board for acquisition when employment is involved. v. Verification of ownership records regarding plots vi. Obtain budget concurrence for purchase. vii. Purchase land through sale deed. 1d) Transfer from Govt. i. Approval from Competent Authority for acquisition ii. Application is submitted by concerned General Manager to State Govt. along with required documents and plans. iii. Processing of proposal by District Land acquisition authority and approval by State Govt. iv. Issue of Demand note by State Govt. v. Payment made by area authority after obtaining BC from Head Quarter vi. Issue of Order and handing over possession by State Govt. 2. Rehabilitation & Resettlement: a) Assess & identify the No. of Project Affected Family (PAF) & Project Affected persons (PAP’s). b) Identifying entitlement for employment of PAPs& PAF’s for rehabilitation. d) Requirement of plots for resettlement of PAFs & development of Resettlement sites. f) Allotment of plots. g) Offer of employment. h) Physical possession of land. 3. a) b) c) d) e) f) g) h) i) j) k)

Forestry Clearance Stage I Clearance Preparation & authentication of land schedule. Demarcation of land & Pillar Posting DGPS Survey Tree Enumeration Issue of NoC by Collector (FRA) Identification of Compensatory Afforestation area Submission of application Registration No & date Forward application to MoEFCC FAC Meeting conducted Stage I Clearance (letter No & date)

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ANNEXURES & APPENDICES Stage II Clearance a) Compliance of stipulations of Stage-I b) Payment of NPV c) Payment of compensatory afforestation d) Preparation of Wild Life Management Plan e) Preparation of various other schemes f) Payment w.r.t. Wild Life scheme & other schemes g) Forward compliance to RCCF h) Forward compliance to Addl. PCCF(Nodal Officer) i) Forward compliance to PCCF j) Forward Compliance to E&F State Govt. k) Forward compliance to MoEFCC, Govt. of India l) Stage-II Clearance (Letter No & Date) m) Handing over of Forest Land by the Forest Deptt to Project proponent. 4. Environmental clearance a) Preparation & authentication of land schedule. b) Preparation & approval of Mining Plan. c) Form-I submission. d) TOR Approval e) Draft EMP preparation f) Public Hearing Completion g) Final EMP Submission h) EAC Meeting i) Final Approval 5. Evacuation Infrastructure a) Construction of CHP/SILO/RLS b) Construction of Rly Siding c) Construction of Coal Transport Road d) Construction of Belt Conveyor system 6. Procurement of P&M a) Indenting b) NIT c) Work Order d) Project Registration to avail concession for imported Equipment e) Supply & Commissioning 7. Other activities such as civil construction, Mine Development etc. a) Indenting b) NIT c) Work Order d) Supply & Commissioning (FOR OUTSOURCING OPTION)     

(v) will be omitted. (vi a) will be omitted. The process from NIT to Award of work would be done by CMC. LOA would be issued by CMC Deptt Draft agreement by CMC Agreement BETWEEN Director (T) & MDO/ Consortium Partners

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 8. Grade Declaration a) Sample collection b) Analysis and Result declaration c) Submission of Report to CCO d) Declaration of grade by CCO 9. Other statutory compliances including Form-I a) Preparation of Form0I by Colliery authority b) Information to DGMS- Chief Inspector, the Regional Inspector etc. c) District Administration - District Magistrate d) CCO 10. Any other activity if applicable: Reports Generated i. Progress Report of Project Implementation ii. Master Control Network (MCN) iii. Status Report of all the above activities iv. Status Note of all Individual Projects v. Exception Reports vi. Project Milestones Report vii. Provision to record project progress information and generating weekly/ monthly project reports incorporating MoSPI, MoEF and CC, MoC, CIL and State Govt. requirement viii. Should be able to generate query based reports. PROCESS 02: Completion of Project Objective:  Timely completion of all major activities and closure of Project as per approved DPR. Description:  Achievement of 80% of production capacity  Commissioning of all major facilities and initial mine development works.  90% of Capital Expenditure  Other such parameters applicable for non-mining Projects as per agreement. Report generated: 1. Project Completion Report Process 03: Monitoring of CMPDIL Projects Objectives: Timely completion of work of Exploration, Planning and design, unscheduled jobs and other jobs related to Environment, Production and HEMM & payments. Description: 1. Approval of Annual plan of CMPDI Jobs for Subsidiary: “work schedule” in the beginning of the financial year which lists the work likely to be undertaken by CMPDI during the financial year. It needs to be approved by the Subsidiary Board after vetting by the relevant HODs 2. Exploration works different coalfields E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Planning and design Jobs – Preparation of Project Repots & EPR, Schemes, NDT of CHP structures& HEMMs, Electrical & diesel Benchmarking jobs NIT Preparation of CHP & W/S Stores etc., Mine Capacity assessment etc 4. Environment related Jobs : Preparation of EMP & Form –I, baseline data Generation for EMPs, Environmental statements of all Subsidiary Projects, Environmental Monitoring for all running mines, Ground Water Quality Monitoring, Ground water Level Monitoring, Mine closure Monitoring 5. Production related jobs: Departmental OBR Measurement Jobs, Measurement of Outsourcing patches, determination of Normative Powder Factor fixation, Random Sampling and testing of Explosives and accessories etc, 6. Repairing of HEMM electronics Cards of Different HEMMs of Projects Reports: (1) Work progress report covering Annual Action Program of CMPDIL, additional jobs, monitoring of progress against Annual Action Program and work orders for addition job. (2) Bill payment report referring work order and date, approved EDs, EDs consumed, balance EDs with previous bills raised / accepted and payments done.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Functional Requirements Specifications (FRS) for Asset & Plant Maintenance and operation (For E&M, EXCAVATION, WASHERY, E&T & SYSTEM functions) List of processes Process No.

Process Name

E&M CIL HQ ANPM CIL ENM 01

Preparation of monthly performance of underground machinery (SDL,LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.)

ANPM CIL ENM 02

Preparation of monthly Underground mechanized production (equipment wise)

ANPM CIL ENM 03

Preparation of Monthly specific diesel consumption for selected 76 nos. OC mines

ANPM CIL ENM 04

Status of monthly underground mechanization report

ANPM CIL ENM 05

Monthly status of Feeder wise Demand, Interruptions and Availability of power supply of the subsidiaries

ANPM CIL ENM 06

Overview of Energy Conservation of CIL for which the subject matter is dealt in a co-ordination meeting held at CIL HQ annually

ANPM CIL ENM 07

Preparation and monitoring of status of crushing of coal of subsidiaries of CIL for the supply of -100 mm size coal to power sectors through 1. Crusher / Feeder Breaker 2. Surface Miner

ANPM CIL ENM 08

Preparation and review of status of Coal Handling Plant (CHP) on monthly basis.

SUBSIDIARY ANPM SUB ENM 01

Monthly performance of underground machinery (SDL,LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.)

ANPM SUB ENM 02

Monitoring Power consumption and reliability

ANPM SUB ENM 03

Monitoring Electric Energy Conservation

ANPM SUB ENM 04

Compliance monitoring of -100 mm size coal

ANPM SUB ENM 05

Monitoring of Weigh Bridges by preparing availability reports

ANPM SUB ENM 06

Monitoring and review of status of construction and other turnkey jobs like commissioning of CHP, Major substations, Effluent treatment plant, water supply system etc.

ANPM SUB ENM 07

Centralized Procurement of Plant & Machinery items (other than HEMM)

ANPM SUB ENM 08

Centralized Procurement of Revenue items against Material Budgets

ANPM SUB ENM 09

Release of Performance Bank Guarantee based on Warranty Performance

ANPM SUB ENM 10

Reporting of DGMS Violations and compliances

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SUB ENM 11

Distribution of centralized store items to areas

ANPM SUB ENM 12

Coordination with areas, equipment suppliers, AMC holders, power supply agencies

ANPM SUB ENM 13

Monitoring of award of centralized Annual Maintenance Contracts at Subsidiary Headquarters.

ANPM SUB ENM 14

Survey off of equipment

ANPM SUB ENM 15

Survey off of Vehicles

ANPM SUB ENM 16

Hiring of vehicles

ANPM SUB ENM 17

Monitoring of MSME procurement

ANPM SUB ENM 18

Reporting of Power Generation from solar power plants

ANPM SUB ENM 19

Preventive (Time Based) Maintenance

Sub Processes 19.1

Preventive Maintenance Job Planning

19.2

Resource Arrangement

19.3

Job Execution

19.4

Information Recording and Report generation

ANPM SUB ENM 20

Breakdown Maintenance

Sub Processes 20.1

Breakdown Assessment

20.2

Resource Planning and Arrangement

20.3

Breakdown Liquidation

20.4

Breakdown Job Detail Recording and Report Generation

ANPM SUB ENM 21

Condition Based Maintenance

Sub Processes 21.1

Equipment inspection

21.2

Condition Based Job Planning

21.3

Resource Arrangement and Shutdown Planning

21.4

Condition Based Job Execution

21.5

Post Execution Activities

ANPM SUB ENM 22

Capital Repair Maintenance

ANPM SUB ENM 23

Spares Management

Sub Processes 23.1

Requirement Planning

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 23.2

Procurement

ANPM SUB ENM 24

Maintenance through Job Contract

ANPM SUB ENM 25

Equipment History Management

ANPM SUB ENM 26

Maintenance Budgeting

ANPM SUB ENM 27

Work Safety Planning and Execution

ANPM SUB ENM 28

Equipment Calibration

Sub Processes 28.1

Calibration Planning

28.2

Calibration Execution

28.3

Certification and Documentation

ANPM SUB ENM 29

Document and Drawing Maintenance

ANPM SUB ENM 30

Monitoring of Daily status of Feeder wise Demand, Interruptions and Availability of power

ANPM SUB ENM 31

Maintenance through Job Contract

EXCAVATION CIL HQ ANPM CIL EXCV 01

Centralized Procurement of High Capacity HEMM

ANPM CIL EXCV 02

Centralized Procurement of OTR Tyres

ANPM CIL EXCV 03

Depot Agreement

ANPM CIL EXCV 04

Coordination with the subsidiary Companies and OEM

ANPM CIL EXCV 05

MIS

SUBSIDIARY ANPM SUB EXCV 01

Centralized Procurement of HEMM and workshop P&M items

ANPM SUB EXCV 02

Procurement of Centralized spares/consumables (including tyres) against MB

ANPM SUB EXCV 03

Procurement of Sub-assemblies / spares of HEMM against indents beyond DOP of Area

ANPM SUB EXCV 04

Conclusion of Depot Agreement and RC

ANPM SUB EXCV 05

Co-ordination with CWS/Area/Projects/different OEMs

ANPM SUB EXCV 06

Management Information System (MIS)

ANPM SUB EXCV 07

Preparation of annual action plan for procurement of HEMM (Shopping List)

ANPM SUB EXCV 08

Mine Capacity Assessment and Capacity utilization assessment

ANPM SUB EXCV 09

Action plan for mismatch of Transport Capacity and Digging Capacity

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SUB EXCV 10

Procurement of Centralized spares/consumables against MB

ANPM SUB EXCV 11

Survey off and Grounding of HEMM

ANPM SUB EXCV 12

BER of major sub-assemblies like Engine, Transmission etc.

ANPM SUB EXCV 13

Recon Exchange Scheme

ANPM SUB EXCV 14

Performance Monitoring of major sub-assemblies and consumables

ANPM SUB EXCV 15

Performance monitoring of Equipment procured under MARC

AREA ANPM AREA EXCV 01

Processing the Indent of HEMM and P&M items

ANPM AREA EXCV 02

Co-ordination for Mine Capacity Assessment and Capacity utilization assessment for onward submission to CMPDI

ANPM AREA EXCV 03

MB for Centralized spares of HEMM

ANPM AREA EXCV 04

MB for decentralized spares of HEMM

ANPM AREA EXCV 05

Procurement of HEMM spares against Depot agreement / Rate Contract

ANPM AREA EXCV 06

Processing of Indents for procurement of HEMM spares through HQr beyond DOP of Area GM

ANPM AREA EXCV 07

Procurement of HEMM spares against area tender

ANPM AREA EXCV 08

Repair of failed components / system of HEMM

ANPM AREA EXCV 09

Processing Survey off and Grounding of HEMM

ANPM AREA EXCV 10

Management Information System (MIS)

ANPM AREA EXCV 11

Co-ordination with HQ/ CWS/ Projects/different OEMs

ANPM AREA EXCV 12

Inspection of materials at Stores

ANPM AREA EXCV 13

Preventive (Time Based) Maintenance

Sub Processes 13.1

Preventive Maintenance Job Planning

13.2

Resource Arrangement

13.3

Information Recording and Report generation

ANPM AREA EXCV 14

Breakdown Maintenance- Breakdown Job Detail Recording and Report Generation

ANPM AREA EXCV 15

Condition Based Maintenance

Sub Processes 15.1

Condition Based Job Planning

15.2

Resource Arrangement and Shutdown Planning

ANPM AREA EXCV 16

Capital Repair Maintenance

ANPM AREA EXCV 17

Spares Management

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sub Processes 17.1

Requirement Planning

17.2

Procurement

ANPM AREA EXCV 18

Maintenance through Job Contract

ANPM AREA EXCV 19

Equipment History Management

ANPM AREA EXCV 20

Maintenance Budgeting

ANPM AREA EXCV 21

Work Safety Planning and Execution

ANPM AREA EXCV 22

Repair of failed components/System of HEMM not under GM’s DOP

PROJECT ANPM PRJ EXCV 01

Maintenance of all HEMM

ANPM PRJ EXCV 02

Initiation the Indent of HEMM and P&M items

ANPM PRJ EXCV 03

Data for Mine Capacity Assessment and Capacity utilization assessment for onward submission to CMPDI

ANPM PRJ EXCV 04

Indent / MB for HEMM spares

ANPM PRJ EXCV 05

Emergency Purchase of HEMM spares of very low value in nature

ANPM PRJ EXCV 06

Repair of failed components / system of HEMM within Project DOP

ANPM PRJ EXCV 07

Processing Survey off and Grounding of HEMM

ANPM PRJ EXCV 08

Management Information System (MIS)

ANPM PRJ EXCV 09

Co-ordination with HQ/ CWS/ Area/different OEMs

ANPM PRJ EXCV 10

Preventive (Time Based) Maintenance

Sub Processes 10.1

Preventive Maintenance Job Planning

10.2

Resource Arrangement

10.3

Job Execution

10.4

Information Recording and Report generation

ANPM PRJ EXCV 11

Breakdown Maintenance

Sub Processes 11.1

Breakdown Assessment

11.2

Resource Planning and Arrangement

11.3

Breakdown Liquidation

11.4

Breakdown Job Detail Recording and Report Generation

ANPM PRJ EXCV 12

Condition Based Maintenance

Sub Processes -

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 12.1

Equipment inspection

12.2

Condition Based Job Planning

12.3

Resource Arrangement and Shutdown Planning

12.4

Condition Based Job Execution

12.5

Post Execution Activities

ANPM PRJ EXCV 13

Capital Repair Maintenance

ANPM PRJ EXCV 14

Spares Management

Sub Processes 14.1

Requirement Planning

14.2

Procurement

ANPM PRJ EXCV 15

Maintenance through Job Contract

ANPM PRJ EXCV 16

Equipment History Management

ANPM PRJ EXCV 17

Maintenance Budgeting

ANPM PRJ EXCV 18

Work Safety Planning and Execution

ANPM PRJ EXCV 19

Emergency Purchase of HEMM spares of very low value in nature.

CENTRAL WORKSHOP ANPM CWS EXCV 01

Repair of HEMM major sub-assemblies

ANPM CWS EXCV 02

Rebuilding of Boom, bucket etc.

ANPM CWS EXCV 03

Processing the Indent of P&M items

ANPM CWS EXCV 04

Procurement of HEMM spares against Depot agreement / Rate Contract

ANPM CWS EXCV 05

Processing of Indents for procurement of HEMM spares through HQr beyond DOP of Area GM

ANPM CWS EXCV 06

Procurement of HEMM spares against area tender

ANPM CWS EXCV 07

Recon Exchange of HEMM major sub-assemblies

ANPM CWS EXCV 08

Processing Survey off and Grounding of P&M stores

ANPM CWS EXCV 09

Management Information System (MIS)

ANPM CWS EXCV 10

Co-ordination with HQr/ CWS/ Projects/different OEMs

ANPM CWS EXCV 11

Inspection of materials at Stores

ANPM CWS EXCV 12

Preventive (Time Based) Maintenance

Sub Processes 12.1

Preventive Maintenance Job Planning

12.2

Resource Arrangement

12.3

Job Execution

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 12.4

Information Recording and Report generation

ANPM CWS EXCV 13

Breakdown Maintenance

Sub Processes 13.1

Breakdown Assessment

13.2

Resource Planning and Arrangement

13.3

Breakdown Liquidation

13.4

Breakdown Job Detail Recording and Report Generation

ANPM CWS EXCV 14

Condition Based Maintenance

Sub Processes 14.1

Equipment inspection

14.2

Condition Based Job Planning

14.3

Resource Arrangement and Shutdown Planning

14.4

Condition Based Job Execution

14.5

Post Execution Activities

ANPM CWS EXCV 15

Capital Repair Maintenance

ANPM CWS EXCV 16

Spares Management

Sub Processes 16.1

Requirement Planning

16.2

Procurement

ANPM CWS EXCV 17

Maintenance through Job Contract

ANPM CWS EXCV 18

Equipment History Management

ANPM CWS EXCV 19

Maintenance Budgeting

ANPM CWS EXCV 20

Work Safety Planning and Execution

WASHERY CIL HQ ANPM CIL WSH 01

Overall performance of the existing and operational washeries of CILSubsidiary wise/ Washery wise

ANPM CIL WSH 02

Activity Timeline in specific format for washeries being set up (to be updated weekly) – Subsidiary wise/Washery wise

SUBSIDIARY ANPM SUB WSH 01

Preparation of Annual Plan Document

ANPM SUB WSH 02

Preparation of Annual Action Plan Document

ANPM SUB WSH 03

Production Monitoring - Daily Production and Washery Report

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SUB WSH 04

Production Monitoring - Monthly Report and Annual Report

ANPM SUB WSH 05

Perennial Jobs of Washeries

ANPM SUB WSH 06

Preventive (Time Based) Maintenance Sub Processes -

6.1

Preventive Maintenance Job Planning

6.2

Resource Arrangement

6.3

Job Execution

6.4

Information Recording and Report generation

ANPM SUB WSH 07

Breakdown Maintenance Sub Processes -

7.1

Breakdown Assessment

7.2

Resource Planning and Arrangement

7.3

Breakdown Repair

7.4

Breakdown Job Detail Recording and Report Generation

ANPM SUB WSH 08

Spares Management Sub Processes -

8.1

Requirement Planning

8.2

Procurement/Collection, Inventory & Issue

ANPM SUB WSH 09

Maintenance Budgeting

ELECTRONICS AND TELE-COMMUNICATION (E&T) ANPM SUB ENT 01

Mobile connection management

ANPM SUB ENT 02

Centralized Procurement of P&M items

ANPM SUB ENT 03

Centralized Procurement of Revenue items against Material Budgets

ANPM SUB ENT 04

Authorization of centralized store items to areas

ANPM SUB ENT 05

Coordination with areas, equipment suppliers, AMC holders, ISPs

ANPM SUB ENT 06

Centralized award of Annual Maintenance Contracts

ANPM SUB ENT 07

Survey off of equipment

ANPM SUB ENT 08

Management/Monitoring of E&T Assets

ANPM SUB ENT 09

Management of outsourcing contracts

ANPM SUB ENT 10

Management of service request

SYSTEM ANPM SYS F 01

System Asset & Logistics Management

ANPM SYS F 02

System consumables & stationery Inventory Management

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SYS F 03

Monitoring of Turnkey Projects

ANPM SYS F 04

Procurement of Centralized items

ANPM SYS F 05

Procurement of Centralized Revenue items

ANPM SYS F 06

Authorization of centralized store items to departments against material budgets

ANPM SYS F 07

Coordination with Departments, equipment suppliers, SI/AMC holders, ISPs

ANPM SYS F 08

Centralized award of annual maintenance contract

ANPM SYS F 09

Survey off of equipment

ANPM CIL ENM 01 PROCESS: Preparation of monthly performance of underground machinery (SDL,LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) Objective:  Production of coal in underground mines are done mainly by Side Discharge Loaders (SDLs) and Load Haul Dumpers (LHDs). Approximately more than 650 Nos. of SDLs, 350 Nos. of LHDs, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. are presently working in different underground mines of the subsidiaries of CIL. CMPDI has prepared the norms for calculating the % availability and % utilization of these machines. Subsidiary wise productivities have also been benchmarked by CMPDI. Objective of preparation of this monthly report is to prepare and monitor the performances of SDLs, LHDs, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. of subsidiaries in terms of their productivity, % availability and % utilization and compare those data with the benchmark as per CMPDI Norms. Description: This process consists of the following steps: Collection of data of from the subsidiaries and compilation of the data – Collection of equipment-wise data for numbers of machines on roll, average productivity (production in Ton per day), % availability and % utilization from the subsidiaries on monthly basis. 

Compilation of the data – Compilation the data received from the subsidiaries in a specific format (FORMAT-A). Subsidiary wise specified data for productivity, % availability and % utilization as per CMPDI Norms are also tabulated.



Comparing the data with the norms of CMPDI– Compare the productivity, % availability and % utilization of the equipment with the benchmarked data prepared by CMPDI.



Comparing the data with previous year’s data Compare the productivity, % availability and % utilization of the equipment with the similar data of previous year prepared by CMPDI. To find equipment-wise and subsidiary-wise growth of productivity.



Submission of the report for agenda of monthly CMS’s meet-

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Produce the compiled and compared data in tabulated form for the agenda of monthly CMD’s meet. Reports generated: Monthly Report as per Format PROCESS : ANPM CIL ENM 02 Process: Preparation of monthly Underground mechanized production (equipment wise) Objective:  To prepare and compare subsidiary wise and equipment wise performances of underground coal producing machineries, contribution percentage and compare those data with previous year. Description: This process consists of the following steps: 

Collection of data of from the subsidiaries – Collection of equipment-wise data for numbers of machines on roll, actual monthly & progressive productions and progressive productivity of each type of equipment from the subsidiaries on monthly basis. Collection of subsidiary wise monthly underground production from daily production report of CIL.



Compilation of the data – Compilation of the data received from the subsidiaries in a specific format (FORMAT-B). Compilation of similar data for same month of previous year. Compilation of the production data of last day of the month received from daily production report of CIL.



Comparing of the data – Compare the subsidiary wise and equipment wise productivity and the mechanisation % of underground production for the as well as same month of previous year.



Submission of the report for agenda of monthly CMS’s meetProduce the compiled and compared data in tabulated form for the agenda of monthly CMD’s meet. Reports generated: Monthly Report as per Format ANPM CIL ENM 03 PROCESS: Preparation of Monthly specific diesel consumption for selected Open Cast mines Objective:  Diesel is used in different HEMM and other equipment of open cast mines. CMPDI has identified some open cast mines of different subsidiaries (presently 76 mines) where they have recommended diesel consumption per cubic meter of production (both OB and Coal) termed as Specific Diesel Consumption (SDC). Mine wise detailed study on the existing mining conditions and equipment deployed is done by CMPDI to benchmark the SDC. Mine wise production, diesel consumption, actual SDC and diesel costs are collected from the subsidiaries. Objective of preparation of this monthly report is to prepare, compare and monitor the SDC and Diesel Cost per Cubic Meter for those selected mines and compare those data with the benchmark as per CMPDI Norms. Description: This process consists of the following steps:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Collection of data of from the subsidiaries – Collection of mine-wise data for actual production (both Coal & OB), total diesel consumption and unit cost of production against diesel consumption from the subsidiaries on monthly basis as well as progressive year basis.



Compilation of the data – Compilation of the data received from the subsidiaries in a specific format (FORMAT-C) for each specified mines. Compilation of SDC as benchmarked by CMPDI. Calculation of % deviation (progressive) compared to CMPDI benchmark and deviation from CMPDI benchmarking in absolute Rs. per Cubic Meters for the respective month.



Comparing of the data – Comparing the monthly SDC & progressive SDC with CMPDI benchmark and % deviation (progressive) compared to CMPDI benchmark and deviation from CMPDI benchmarking in absolute Rs. per Cubic Meters for each mine.



Submission of the report for agenda of monthly CMS’s meetTo produce the compiled and compared data in tabulated form for the agenda of monthly CMD’s meet. Reports generated: Monthly Report as per Format ANPM CIL ENM 04 PROCESS: Preparation of monthly Status of Underground Mechanization Objective:  To prepare a consolidated statement of mechanisation of underground mines by indicating subsidiary wise information of number of mechanized, semi-mechanized & manual mines, population of coal producing equipment / technologies like SDL, LHD, Continuous Miners, PSLW & other Mass production Technologies, population of other major underground equipment like Man Riding systems, UDMs etc. and status of implementation of proposed mechanisation. Description: This process consists of the following steps: 

Collection of reports from the subsidiaries – Collection of reports of mechanized, semi-mechanized & manual mines, , population of coal producing equipment / technologies like SDL, LHD, Continuous Miners, PSLW, Man Riding systems, UDMs & other Mass production Technologies and development of implementation of measures on mechanizations. Reports on mines identified for mechanisation and corresponding target details are also collected from subsidiaries.



Compilation of the data – Compilation of the data received from the subsidiaries in a specific format (FORMAT-D). Compilation of similar information of previous month.



Comparing the advancement of major mechanisation activities – Comparing the monthly development / advancement of activities related to mechanisation and detailing corresponding targets.



Submission of the report to higher authorities on monthly basis To produce the compiled report to the higher authorities for their information.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Reports generated: Monthly Report as per Format ANPM CIL ENM 05 PROCESS: Monthly status of Feeder wise Demand, Interruptions and Availability of power of the subsidiaries Objective:  To prepare feeder wise monthly status of power supply from Power Supply Agencies against their feeder wise Contract Demand. To prepare power interruption reports in terms of duration & numbers and calculate the availability. This report is prepared to monitor the availability of power supplied to different mines of the subsidiaries. Description: This process consists of the following steps: 

Collection of Feeder wise Contract Demand with the Supply Agencies – To collect feeder wise contract demand with the Power Supply Agencies.



Collection of power interruption report of previous day – To collect date wise and feeder wise total no. power interruptions, corresponding duration.



Calculation of Feeder wise Availability – To calculate the feeder wise availability from the data of contract demand, no. interruptions, and duration of interruptions.



Preparation of Monthly Power Reports – To prepare feeder wise Power Demand and Availability Report of each subsidiaries. Reports generated:  Daily availability report of Power  Monthly interruption and availability of power ANPM CIL ENM 06 PROCESS: Overview of Energy Conservation of CIL for which the subject matter is dealt in a coordination meeting held at CIL HQ annually Objective:  To prepare and monitor the specific energy consumption for both Electricity & Diesel of all subsidiaries, comparison of the consumption with previous year and current year’s target and fixing the target for next year. To prepare detailed report of energy conservation measures taken by the subsidiaries and fixing the target for implementation of the measures for energy conservation for next year. Description: This process broadly consists of the following steps: 

Collection of month wise reports of diesel & electricity consumption – To collect month wise data of actual consumption of diesel and electricity for UG production, OC Coal production and OC OB production as well as cost of electricity and diesel against those consumption.



Compilation of data / reports –

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES To compile the received data month wise in the specific format. To collect and compile the similar data of previous year. 

Comparing the data with the target and previous year – To compare the generated data with the data of same month of previous year and target of current year. Fixing the next year’s target of energy consumption.



Compilation of 12 month’s data – To compile 12 month’s data received from subsidiaries to find out yearly progressive specific energy consumption. To compare those data with previous year as well as last year’s target in the annual energy conservation meeting.



Energy conservation measures To discuss the reasons for variation of actual energy consumption, if any, among the authorized representatives of subsidiaries in the annual energy conservation meeting and fixing of the target of energy conservations for next year along with the steps / measures to be taken by the subsidiaries to minimize specific energy consumptions. Reports generated: FORMAT-I : for Diesel consumption FORMAT-J : for Electricity consumption ANPM CIL ENM 07 PROCESS: Preparation and monitoring of status of crushing of coal of subsidiaries of CIL for the supply of -100 mm size coal to power sectors through Crusher / Feeder Breaker and Surface Miner. Objective:  Supply of crushed coal (- 100 mm size) to power sectors is to be achieved by 100 %. CIL is in the process of availability of coal crushing facilities in all the CHPs to reach the target of dispatch of 100% crushed coal to power sectors. Objective is to prepare and monitor the status of coal crushing of all the subsidiaries for the supply of -100 mm size coal to power sectors . Description: This process consists of the following steps: 

Collection of reports from the subsidiaries – To collect reports of dispatch of crushed coal (-100mm size) supplied to the power sectors and total dispatch on monthly basis as well as yearly progressive basis from the subsidiaries.



Compilation of the data – Compilation of the data received from the subsidiaries in a specific format. Compilation of similar information of previous month.



Comparing of the advancement – Comparing the monthly development and find out the percentage of coal (-100mm size) dispatched to power sectors.



Submission of the report to higher authorities on monthly basis To produce the compiled report to the higher authorities for their information. Reports generated: Monthly, Quarterly and Annual Report as per Format

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM CIL ENM 08 PROCESS: Preparation and review of status of Coal Handling Plant (CHP) on monthly basis. Document and Drawing Maintenance Objective:  To prepare and overview of CHP status, action taken for advancement of increasing CHP capacity, amount of coal crushed etc. Description: This process consists of the following steps: 

Collection of reports from the subsidiaries – To collect reports of details of CHP, number of mines connected to the CHP, type of CHP, type of loading system, Capacity, amount of coal handled, size of coal dispatched and details of modification, if any, to increase the capacity and construction of new CHP. Reports are collected on monthly basis from the subsidiaries.



Compilation of the data – Compilation of the data received from the subsidiaries in a specific format. Compilation of similar information of previous month.



Comparing of the advancement – Comparing the monthly and progressive data with previous months.



Submission of the report to higher authorities on monthly basis To produce the compiled report to the higher authorities for their information. Reports generated: Monthly, Quarterly and Annual Report as per Format Functional Requirement Specification (FRS) for E&M Department function at Subsidiary Level ANPM SUB ENM 01: PROCESS: Monthly performance of underground machinery (SDL,LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) Objective:  Objective of preparation of this monthly report is to prepare and monitor the performances of SDLs, LHDs, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. of mines in terms of their productivity, % availability and % utilization and compare those data with the benchmark as per CMPDI Norms. Description: This process consists of the following steps: 

Collection of data of from the mines and compilation of the data– Collection of equipment-wise data for numbers of machines on roll, average productivity (production in Ton per day), % availability and % utilization from the mines on monthly basis.



Compilation of the data – Compilation the data received from the mines in a specific format. Minewise specified data for productivity, % availability and % utilization as per CMPDI Norms are tabulated.



Comparing the data with the norms of CMPDI– Compare the productivity, % availability and % utilization of the equipment with the benchmarked data prepared by CMPDI.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Comparing the data with previous year’s data Compare the productivity, % availability and % utilization of the equipment with the similar data of previous year.

 

To find equipment-wise and mine-wise growth of productivity. Submission of the report for agenda of monthly CMD’s meet, GM Coordination meeting /monthly reports Produce the compiled and compared data in tabulated form for the agenda of monthly CMD meet/ GM Coordination meet/ CIL. Reports: Monthly, quarterly and annual as per format ANPM SUB ENM 02 PROCESS: Monitoring Power consumption/ reliability Objective:  Monitoring of power consumption of mines/ units consisting of contract demand, maximum demand, power factor, power consumption, Coal and OB production, specific power consumption for coal and composite production and average cost per unit on monthly and progressive basis, power system failure data, incentive earned on maintaining high average power factor, penalty, if, any being levied for low power factor, incentive/ rebate on prompt payment to supply agencies, penalty on maximum demand exceeding contract demand comparison with positions of previous month/ year data and reasons thereof. Description: This process broadly consists of the following steps: 

Collection of the data Month wise collection of data for power consumption of mines/ units consisting of Name of Supply agencies, Name of Feeders, Contract demand, Maximum demand, Power factor, Power consumption, Coal and OB production, specific power consumption for coal, Monthly power bill, Composite production and average cost per unit on monthly and progressive basis, Number & duration of power failure data, Incentive earned on maintaining high average power factor, Penalty, if any, being levied for low power factor, Incentive/ rebate on prompt payment to supply agencies, Maximum demand exceeding contract demand at area / HQ level



Compilation of data / reports – To compile the entered data and reports in the specific formats. To collect and compile the similar data for same month of previous year.



Preparation of comparative statementTo prepare month wise power demand, consumption, specific consumption, cost per unit and compare the data with previous year in the form of tabular and graphical representation.



Preparation of monthly and progressive extraction – To prepare monthly and progressive power consumption data and justifications thereof. Reports: Monthly, quarterly and Annual as per format ANPM SUB ENM 03 PROCESS: Monitoring Electric Energy Conservation Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To prepare and monitor the specific energy consumption for all mines, comparison of the consumption with previous year and current year’s target and fixing the target for next year. To prepare detailed report of energy conservation measures taken by the Mines and fixing the target for implementation of the measures for energy conservation for next year. Description: This process broadly consists of the following steps: 

Collection of month wise reports of electricity consumption – To collect month wise data of actual consumption of electricity for UG production, OC, Coal production and OC OB production as well as cost of electricity against those consumption.

  

Entry of electric energy bench marking and auditing and its recommendations Entry of all energy conservation activities including the cost and saving Compilation of data / reports – To compile the data month wise in the specific format. To collect and compile the similar data of previous year.



Comparing the data with the target and previous year – To compare the generated data with the data of same month of previous year and target of current year. Fixing the next year’s target of energy consumption.



Compilation of 12 month’s data – To compile 12 month’s data received from mines to find out yearly progressive specific energy consumption. To compare those data with previous year as well as target



Energy conservation measures To find the reasons for variation of actual energy consumption, if any and fixing of the target of energy conservations for next year along with the steps / measures to be taken by the mines to minimize specific energy consumptions. Reports generation: Monthly and Annual as per format ANPM SUB ENM 04 PROCESS: Compliance monitoring of -100 mm size coal to power sectors. Objective:  Supply of crushed coal (-100 mm size) to power sectors is to be achieved by 100 %. Objective is to prepare a report indicating %age of (-100mm size) coal supplied to power sector w.r.t. total coal supplied to them. Description: This process consists of the following steps: 

Collection of reports from the mines– To collect reports of dispatch of crushed coal (-100mm size) supplied to the power sectors and total dispatch on monthly basis as well as yearly progressive basis from the dispatch points.



Compilation of the data – Compilation of the data received from the mines in a specific format. Compilation of similar information of previous month.



Comparing of the advancement – To find the percentage of sized coal (-100 mm) dispatched to power sectors with respect to total dispatch of coal to power sectors.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Submission of the report to higher authorities on monthly basis To produce the compiled report to the higher authorities for their information. Report generation: Monthly and Annual as per format ANPM SUB ENM 05 PROCESS: Monitoring of Weigh Bridges Objective:  To prepare a report indicating Weigh Bridge wise availability, failures, downtime and rectification measures on daily basis Description: This process consists of the following steps: 

Collection of data of from the mines– Collection of Weigh Bridge -wise data for availability, failures, downtime and rectification measures on daily basis.



Compilation of the data – Compilation of the data received from the mines in a specific format.



Comparing of the data– Compare the mine wise and Weigh Bridge wise availability with the requires availability as per AMC



Submission of the report for higher officials Produce the compiled and compared data in tabulated form on monthly basis Reports generation: As per format ANPM SUB ENM 06 PROCESS: Monitoring and review of turnkey jobs on continuous basis. Objective:  To monitor and review the execution of turnkey contracts awarded from HQs for construction of CHP/ SILO, Substation and other turnkey jobs on continuous basis Description: This process consists of the following steps: 

Entry of contract details including contracted schedule of progress by HQs  Entry of progress of construction by the field executives from mines/ units – To make regular entry of construction activities and the hindrances being encountered in the construction / execution of turnkey contracts awarded from HQs for construction of CHP/ SILO, Substation and other turnkey jobs by the Engineer in charge of the work. Reports are collected on regular basis from the areas/ units 

Compilation of the data – Compilation of the data received from the mines/ units in a specific format.



Comparing of the progress – Comparing the monthly and progressive data with the completion schedule as per the contract awarded.



Submission of the report to higher authorities on monthly basis – To produce the compiled report to the higher authorities for their information. Reports generation: Monthly, quarterly and annual as per format

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SUB ENM 07 PROCESS: Centralized Procurement of Plant and Machinery items (Other than HEMM) Objective:  To ensure availability of equipment as per schedule and to have the updated status of equipment indented. Description: This process consists of the following steps: 

Entry of indent raised by the indenting units



Checking of justifications of requirement like against Survey-off / modification / scheme / approved PR of the unit etc.



Recommendation of the indents for approval and financial concurrence.



Compiling the requirement received over a period of time and initiating procurement action as per a schedule.



Preparing draft technical specification, eligibility criteria and technical parameter sheet and forward the same to MM department.



Technical vetting of the NIT after compiling the technical specification and commercial T&C made by MM department.



Technical evaluation of the bids after tendering by Material Management department



Recommendation for obtaining the shortfall documents, if any, of the bids to MM department.



Conclusive technical scrutiny of the bids after obtaining shortfall documents arranged by MM department.



Participation in preparing the TCR conducted by MM Department.



Updating of order placed by MM Department.



Updating of supply status

 Updating of commissioning status Report: On need basis as per format ANPM SUB ENM 08 PROCESS: Centralized Procurement of Revenue items against Material Budget Objective:  Streamlining of procurement of centralized items and to have the updated status of centralized store items required. Description: This process consists of the following steps: 

Communication to areas for submission of requirement of different centralized items as per the schedule.



Collection of Material Budgets from the areas as per specific format



Compilation of materials in different categories after receiving indent / material budget of different areas



Recommendation of compiled budget for stores vetting and approval

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Preparing draft technical specification and technical parameter sheet and forwarded same to mm department.



Technical vetting of the NIT after compiling the technical specification and commercial T&C made by MM department.



Technical evaluation of the bids after tendering by Material Management department



Recommendation for obtaining the shortfall documents, if any, of the bids to MM department.



Conclusive technical scrutiny of the bids after obtaining shortfall documents arranged by MM department.



Participation in preparing the TCR conducted by MM Department.



Updating of order placed by MM Department.



Updating of supply status

 Allotment of materials to Areas Report Generation: On need basis as per format ANPM SUB ENM 09 PROCESS: Release of Performance Bank Guarantee based on warranty performance Objective:  Timely release of Performance Bank Guarantee Description: This process consists of the following steps: 

Entry of issue of equipment / stores with date at the user end



Entry of commissioning date at the user end



Entry of failures, downtime, losses, after sales service data etc. at the user end



Performance status of the equipment / stores during warranty period for deciding release of PBG.



Submission of performance report to MM Department. and Finance Department for release of PBG Report Generation: On need basis as per format ANPM SUB ENM 10 PROCESS: Reporting of DGMS Violations and compliances Objective:  To have an overview of safety violations for timely corrective actions Description: This process consists of the following steps: 

Entry of all reported DGMS violations received by the mines



Entry of action initiated for rectification



Compliance status



Compilation of the data on monthly basis for identifying the status

 Submission of the report to higher authorities on need basis Report Generation: On need basis as per format

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SUB ENM 11 PROCESS: DISTRIBUTION OF CENTRALIZED STORE ITEMS TO AREAS AGAINST MATERIAL BUDGETS Objective:  Streamlining of issue of centralized stores items from HQs and to have an updated status Description: This process consists of the following steps: 

Entry of approved MB provision for each centralized item



To collect the Requisition from areas for release of items



Release of materials from company HQs and entry of release orders



Entry of issue details by areas



Entry of mine wise/ unit wise usage



Compilation of the data received from the area with MB provision on monthly basis for identifying the status of issue of material- vis-a-vis MB provision

 Submission of the data to higher authorities on need basis Report Generation: On need basis as per format ANPM SUB ENM 12 PROCESS: Coordination with areas, equipment suppliers, AMC holders, Power Supply agencies, DGMS, CMPDIL Objective:  Timely action on critical issues Description: This process consists of the following jobs: 

To communicate with the areas for following issues for their resolution a) Delay in delivery status of equipment and spares as reported by areas b) Service support related deficiency as reported by areas c) Warranty replacement of spares, subassemblies as reported by areas 

To check Maintenance of records for survey off and grounding of equipment as reported by areas  Identification of obsolete equipment  Follow up on urgency of the spares, services etc. of the areas up at company level  Follow up with power supply agencies for reliable power supply, power supply augmentation, diversion of power supply lines, excess billing, bill correction etc. Reports generation: On need basis ANPM SUB ENM 13 PROCESS: Monitoring of award of centralized Annual Maintenance Contracts at Subsidiary Headquarters Objective:  Streamlining of Annual Maintenance Contracts Description: This process consists of the following steps: 

Entry of all Annual Maintenance contracts finalized centrally

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Entry of commencement date of AMC by the users



Entry of performance of execution of the contract by AMC holders



Taking corrective action for below par performance



Taking timely action for finalization of fresh contract.



Compilation of the data for renewal of AMCs

 Submission of the report to higher authorities on need basis Report Generation: On need basis as per format enclosed. ANPM SUB ENM 14 PROCESS: SURVEY OFF OF EQUIPMENT Objective:  Streamlining the survey off process of P&M items Description: This process consists of the following steps: 

Entry of all Survey off proposals processed by the areas



Entry of survey-off recommendations sent for approval



Entry of approval of survey off proposal



Entry of communication of the approval to the respective areas



Entry of indent for replacement purpose



Status of receipt of replacement equipment

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Entry of grounding of surveyed off equipment

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Entry of deposit of surveyed equipment at stores

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Entry of disposal of survey off equipment



Compilation of the data

 Submission of the report to higher authorities on need basis Report Generation: List of surveyed off equipment with replacement and disposal status as per format ANPM SUB ENM 15 PROCESS: SURVEY OFF AND DEREGISTRATION OF VEHICLES Objective: Streamlining the survey off process of vehicles Description: This process consists of the following steps: 

Entry of all Survey of proposals for vehicles processed by the areas



Entry of survey-off recommendations sent for approval



Entry of approval of survey of proposal



Entry of communication of the approval to the respective areas



Entry of replacement status like hiring mode / departmental mode.



Entry of de-registration of surveyed of vehicles

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Entry of deposit of surveyed vehicles at stores



Entry of disposal of survey of vehicles

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Compilation of the data

 Submission of the report to higher authorities on need basis Report Generation: List of surveyed off with deregistration, replacement and disposal status ANPM SUB ENM 16 PROCESS: HIRING OF VEHICLES Objective:  Streamlining the hiring process of vehicles Description: This process consists of the following steps: 

Entry of all hiring proposals processed by the areas with type of vehicle and deployment, nature of requirement, that is replacement indicating registration particulars of surveyed off vehicles, PR provision, Functional Directors approval reference etc.



Entry of approval of hiring proposals



Entry of contract awarded with period of hiring, operating parameters, vehicle registration etc.



Entry of deployment status of hired vehicle



Entry of extension of contract, change of vehicle etc.



Entry of fresh proposal for renewal of contract.



Compilation of the data

 Submission of the report to higher authorities on need basis Report Generation: On need basis as per format enclosed. ANPM SUB ENM 17 PROCESS: MONITORING OF MSME (Micro, small and medium enterprise) PROCUREMENT. Objective:  To have an overview of MSME format Description: This process consists of the following steps: 

Entry of all orders placed on MSME / Ancillary firms with value on regular basis by areas/ units



Compilation of the data on monthly/ quarterly basis



Comparison of the data with target and previous quarters / years data

 Submission of the report to higher authorities in prescribed format. Report Generation: Quarterly and annual as per format ANPM SUB ENM 18 PROCESS: Reporting of power generation in solar power plants Objective:  To prepare daily power generation and captive use of Solar power plant already installed and commissioned and status of proposed solar power plant Description: This process consists of the following steps:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES     

To collect power generation from solar power plants of previous day To collect captive use of power produced from solar power plant of previous day To collect the REC benefit Entry of data on daily basis To collect monthly advancement status for installation / commissioning of proposed solar power plant  Preparation of Generation Reports – To prepare separate reports on power generation, captive use and REC benefits from solar power plant on daily basis and to obtain the progressive status on monthly and annual basis Report Generation: Power Generation, captive use and REC benefit and advancement of new plants as per format enclosed. ANPM SUB ENM 19 PROCESS: Preventive (Time Based) Maintenance Objective:  To plan & execute maintenance of an equipment on a time-based schedule to achieve zero breakdowns Description: This process consists of the following steps: 

Preventive Maintenance Job Planning – generation of daily job schedule based on assigned frequency, pending jobs inclusion, job requisitions from other sections / agencies, job prioritization.  Resource Arrangement – arrangement of various resources like manpower, tools, tackles, spares, centralized agency support requisition.  Job Execution – job allocation, shutdown arrangement, giving work instructions, safety instructions and standard maintenance practices, job execution and completion, shutdown clearance and equipment handover for testing / trial run.  Information Recording and Report generation – recording job compliance in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points and miscellaneous MIS report generation. Reports generated: Equipment wise Preventive Maintenance Data SUB-PROCESSES: 19.1 Preventive Maintenance Job Planning Objective:  To generate a prioritized planned job list for preventive maintenance process Description 

Get time based maintenance schedule (including pending jobs list).



Incorporate action plan generated from root cause analysis done for earlier breakdowns.



Include job requisitions from other sections / agencies.

 Compile and prioritize above jobs. Reports generated: Jobs done and pending SUB-PROCESSES: 19.2 Resource Arrangement E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Objective:  To identify and arrange resources required for execution of prioritized preventive maintenance job list Description: 

Identify and arrange tools / tackles / spares required for job execution.



Give requisition for support required from centralized maintenance / service agencies and confirm availability. Reports generated: Spare part / consumable requirement. SUB-PROCESSES: 19.3 Job Execution Objective:  To allocate and execute planned jobs as per standard maintenance practices with due diligence to safety and other statutory norms Description:  Arrange shutdown of equipment if required.  Allot jobs and provide work instructions, safety instructions  Issue required tools, tackles and spares.  Execute planned jobs as per standard maintenance practices.  Upon completion of jobs do testing / take trial of equipment wherever possible.  Clear shutdown and give intimation to concerned agencies / authorities. Reports generated: Equipment wise job execution data SUB-PROCESSES: 19.4 Information Recording and Report generation: Objective:  To compile, record and distribute all information generated during preventive maintenance process in required formats Description: 

Entry of job compliance details in logbooks / equipment history register / PC system.



Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system



Generate MIS reports as and when required from PC system

 Distribution and use of reports as and when required. Reports generated: Equipment wise progressive data on preventive Maintenance ANPM SUB ENM 20 PROCESS: Breakdown Maintenance Objective:  To liquidate equipment breakdowns in shortest possible time and to revive the equipment /system at the earliest Description: This process consists of the following steps: 

Breakdown Assessment – receive breakdown information, inform concerned authorities, inspect equipment to ascertain the cause / extent of damage, list jobs to be carried out.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Resource Arrangement – assess resources requirement and their availability. Urgent requisition for help of centralized agencies is placed if required. If breakdown cannot be liquidated with in-house resources then outsourcing is done as per company procedure.  Breakdown Liquidation – take work permit, execution of listed jobs as per safety / other statutory norms, clearing of work permit, equipment testing / trial and go ahead for operation.  Breakdown Job Recording and Report generation – recording breakdown liquidation details (critical failures, delay / downtime, jobs done / carried over to next shift, resources utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping points and necessary MIS report generation. Reports generated: Equipment wise breakdown data & downtime SUB-PROCESSES: 20.1 Breakdown Assessment Objective:  To make a list of jobs to be executed for breakdown liquidation Description: 

Upon receiving breakdown report take feedback of shop operations to ascertain generation requirements.  Inform concerned authorities / higher-ups.  Inspect equipment to assess extent of damage and cause also if possible.  Check and refer to equipment breakdown history for similarity with earlier break downs, if available.  Make a list of jobs to be carried out for breakdown liquidation. Reports generated: Breakdown reports along with inspection report SUB-PROCESSES: 20.2 Resource Planning and Arrangement Objective:  To generate resource requirements and check for in-house availability Description: 

If available place urgent requisitions for help required from centralized service / maintenance agencies.



If resources are not available in-house then proceed for out-sourcing as per prevalent company procedure. Reports generated: Data of jobs to be outsourced SUB-PROCESSES 20.3 Breakdown Liquidation Objective:  To execute listed jobs for breakdown liquidation in shortest and most effective way possible Description: 

Take work permit for equipment.



Carry out listed jobs with due diligence to work instructions, safety norms and statutory norms.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Clear work permit upon completion of listed jobs.



Do equipment testing / trial.



If successful give go-ahead for operation.

Reports generated: Re commissioning report SUB-PROCESSES: 20.4 Breakdown Job Detail Recording and Report Generation Objective:  To compile, record and distribute all information / data generated during breakdown maintenance process in required formats Description: 

Entry of job execution details in logbooks / equipment history register / PC system



Record generated housekeeping jobs, test results in specified files / registers / logbooks / PC system



Generate MIS reports as and when required from PC system/ specified registers / logbooks.

 Distribution / use of reports as and when required by company policy. Reports generated: Equipment wise breakdown details and downtime data ANPM SUB ENM 21 PROCESS: Condition Based Maintenance Objective:  To improve availability of critical equipment of the plant and increase plant personnel safety Description: Condition based maintenance consists of the following steps: 

Equipment Inspection – by the shop maintenance and by mechanical technical maintenance, informing shop operations and concerned agencies about inspection report and refer equipment history if available. This inspection can be done both on-line and off-line.  Condition Based Job Planning – job generation, compilation and prioritization based on equipment inspection report, place shutdown requisition to shop operations and confirm availability.  Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares required and their availability centralized agency support requisition and apply for equipment shutdown and confirm availability.  Condition Based Job Execution – job allocation, shutdown arrangement, giving work instructions, safety instructions and standard maintenance practices, job execution and completion, shutdown clearance and equipment testing / trial run.  Post Execution Activities – recording job details, test results in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points, miscellaneous MIS / report generation and distribution, and generated job tagging to preventive maintenance / condition based maintenance / capital repair / campaign repair / outsourcing. Reports generated: Condition Based Maintenance data E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES SUB-PROCESSES: 21.1 Equipment inspection Objective:  To assess equipment condition based on inspection Description: 

Get inspection schedule from departmental source.



Incorporate checkpoints generated from root cause analysis report of earlier breakdowns and any reports received from other agencies / sections.

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Carry out inspection as per above list. Requisition help of mechanical/ technical maintenance group if required.

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Classify checkpoints as non-reportable / reportable / critical and generate inspection report.

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Inform shop operations and other concerned agencies about inspection report.



In addition to the above, mechanical maintenance department carries out time based inspection of identified critical equipment. Reports generated: Inspection reports SUB-PROCESSES: 21.2 Condition Based Job Planning Objective:  To generate a prioritized planned job list for condition based maintenance process Description: 

Generate jobs based on reportable / critical parameters of the inspection report.



Incorporate recommendations of mechanical maintenance e.g. lubrication oil change etc.

 Prioritize job list. Reports generated: Jobs done and pending SUB-PROCESSES: 21.3 Resource Arrangement and Shutdown Planning Objective:  To identify and arrange resources required for successful execution of prioritized condition based job list Description: 

Identify and arrange tools / tackles / spares and other resources required for job execution. If not available in-house proceed for outsourcing.



Give requisition for support required from centralized maintenance / service agencies (including mechanical maintenance) and confirm availability.



Place requisition for equipment shutdown at desired time to shop operations and confirm availability. Reports generated: List of spares and consumable SUB-PROCESS: 21.4 Condition Based Job Execution

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Description: 

Arrange shutdown / take work permit of equipment.



Allot jobs and provide work instructions, safety instructions.



Issue required tools, tackles and spares.



Execute planned jobs as per standard maintenance practices.



Upon completion of jobs do testing / take trial of equipment.

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Confirm whether equipment condition parameters (like speed, vibration, temperature, pressure etc.) are in limit Reports generated: Equipment wise job execution data SUB-PROCESS: 21.5 Post Execution Activities Objective:  To compile, record and distribute all information generated during condition based maintenance process in required formats Description:  

Entry of job details, test results in logbooks / equipment history register / PC system Record generated jobs, pending jobs and housekeeping jobs in specified file / register / logbook / PC system.  Generate MIS reports as and when required from PC system.  Tag generated jobs to other maintenance processes as required.  Distribution and use of reports as and when required. Reports generated: Equipment wise progressive data on Condition Based Maintenance ANPM SUB ENM 22 PROCESS: Capital Repair Maintenance Objective:  To systematically plan and execute repair and maintenance of equipment / systems through an intensive, scheduled micro-planned program and thereby increase long-term availability of the equipment / systems as per requirement Description: 

Planning – A detailed schedule of capital repair program for major equipment of all the departments are drawn well in advance each year. Considering the condition of equipment, cycle of operation, availability of equipment & such allied factors, the annual schedule of capital repairs of equipment are projected by individual department along with resource requirement plan / procurement plan.



Execution and Compliance – Capital repair execution normally starts as per scheduling / protocol after shop shutdown. The chief coordinator monitors the compliance and gives decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS reports are generated and distributed as per requirement. Reports generated: Major overhauling program of equipment ANPM SUB ENM 23 PROCESS: Spares Management Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To procure spares of right quantity, right quality & at right time from right source at right price Description: This process broadly consists of the following steps: 

Requirement planning for stores and spares



Indenting and sending requirements to centralized agencies for procurement / manufacture / reconditioning (In-house / External)

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Collection / Receipt, storage and issue

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Upkeep of all records pertaining to the process

Reports generated: List of spares required for major overhauling. SUB-PROCESS: 23.1 Requirement Planning Objective:  To accurately forecast annual requirement of stores and spares and initiate procurement action as and when required Description: 

Compile annual requirement on the basis of maintenance plan, past consumption, stock and dues in.

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Prepare make item list, buy item list, and reconditioning item list.

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Move proposal for cataloguing of initial items if required.

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Give requisition for drawing prints to DD and collect when ready.

 Raise note sheet for emergency procurement by cash purchase route as per procedure. Reports generated: List of spares indented and status updation. SUB-PROCESS: 23.2 Procurement Objective:  Collect / Receive stores and spares items and issue them as per maintenance job requirements  Update all records for ready reference Description: 

Based on delivery information received (from central stores) raise Stores Issue Voucher for collection of stores and spares.



Get approval from designated authority.

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Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue Voucher register, indent register etc. Reports generated: Material receipt and issue status ANPM SUB ENM 24 PROCESS: Maintenance through Job Contract Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES To off-load repair and maintenance jobs which cannot be executed through internal resources within required time frame – while ensuring quality of maintenance for special jobs and taking care of manpower. Description: 

All planned / emergency jobs, which cannot be done with internal resources, are identified and proposal with detailed scope of work, schedule of work and cost estimate is moved by user.



The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to Contract Department for further processing.



Tendering Cell handles the screening, tendering, technical evaluation of offers (along with user department). The recommended offer is then sent to Finance department for financial concurrence. Final approval is then obtained from competent authority as per delegation of power. Work Order placement is done by Contract Department as per the accepted terms and conditions along with rates and scope of work.



On the basis of the work order the contract is executed by the party under the supervision of executing authority and as per laid down terms and conditions. In case of deviation / failure of contract the Contracts Department is informed for further necessary action (Penalizing of defaulting contractor, finalizing of alternative agency as per company procedure and laid down terms and conditions).



On successful completion of the awarded contract the contractor submits the bill to the executing authority for approval. The executing authority sends the bill to Finance after completion of all necessary formalities. Reports generated: list of outsourced jobs and contract award / execution status ANPM SUB ENM 25 PROCESS: Equipment History Management Objective:  To make available all information about equipment which can be used as a master reference for all maintenance requirements Description: 





Equipment data records & history records are maintained to keep a close track of the equipment, right down from the date of purchase and installation. The equipment itself, over a period of use, shows a pattern of its own behavior also. All these information’s& the behavior patterns are recorded in equipment data record book. These records assist the shop maintenance to organize inspection, preventive maintenance, forecast & plan for spares accordingly. The shop maintenance takes the help of history in assessing the equipment health which will indicate when & where to start the action for replacement of equipment parts or the whole equipment itself. It consists of the following: 1. The equipment classification up to part level 2. Job catalogue 3. Job planning, forecasting & feedback 4. Defect & history 5. Pending job 6. Delay & downtime

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 7. Condition based monitoring system 8. Management information system (MIS) Reports generated: Equipment history sheet. ANPM SUB ENM 26 PROCESS: Maintenance Budgeting Objective:  To plan annual maintenance expenditure Description: 

The budget process starts with a formal notice sent by cost control department to all departments for preparation of the draft budget for onward transmission to finance department for final approval.



Budget is prepared based on requirement of stores & spares, power & fuel, repair & maintenance and miscellaneous administrative expenses planned for the next financial year. This forecast is based on the expenditure incurred in the previous year.

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This proposed budget in the prescribed format then sent to cost control department after approval of H.O.D. Cost control compiles all proposals, takes approval of competent authority and give feed back to the user departments.



Once the budgets are approved, departments are authorised to organise the sanctioned activities and expenditure within this budget. Reports generated: Purchase Repair Budget and its utilization status ANPM SUB ENM 27 PROCESS: Work Safety Planning and Execution Objective:  To minimize risk to employees, contractors, assets & work environment, to improve business performance by minimizing losses due to accidents, to comply with legal requirements and to fulfil social & moral obligations Description Safety is an important factor in industry and it is the responsibility of management to ensure it. A non-existent or even an inferior safety system will invariably lead to accidents, which are totally undesirable and unwarranted. Proper attention to safety is extremely important, both for the employer and the employees. The process involves:          

Advising employees on use of safety norms Periodic inspection of sites for hazard identification, risk assessment Maintain records of such inspection and insist corrective actions Investigation of injury on work and corrective actions Organize safety exhibitions, campaigns and awareness programs Associating and assisting in conducting Safety audits in the shops Keeping a watch on the safety aspects of contractors jobs Safety induction training to contractor supervisors and issue of height pass etc. Follow up and review of safety performance Follow up of employees health check up program

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SUB ENM 28 PROCESS: Equipment Calibration Objective:  To carry out calibration, certification and maintain traceability of all identified equipment as per plan / requirement and to contribute towards meeting the quality objective of the organization Description: 

Planning – equipment requiring calibration are identified, schedule for calibration prepared as per the plan, standards followed.



Execution – Calibration of equipment / instruments are carried out either at site for which shut down of the said equipment is required or at designated laboratory for instruments which are portable. Primary calibration of calibrating equipment, instruments are done by external, approved and government-authorized agencies.



Certification and Documentation – Calibration results are documented, certificate is issued and traceability details of master calibrator or calibrating instruments are maintained. Reports generated: Stamping/ calibration status of Road and rail Weigh Bridges, Belt weighers etc. SUB-PROCESS: 28.1 Calibration Planning Objective:  To generate a calibration plan for the day / month / year Description: 

Get calibration schedule from calibration register.

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Inform concerned department for on-site equipment calibration / Send portable equipment with job requisition for calibration to labs of centralized agencies.

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Take approval of competent authority for equipment calibration by outside agencies.

 Confirm availability of equipment shutdown, if required, for on-site calibration need. Reports generated: Stamping schedule SUB-PROCESS: 28.2 Calibration Execution Objective:  To get accurately calibrated equipment / tools / instruments (primary and secondary) as per procedures, standards and plan. Description: 

For on-site execution arrange equipment shutdown if required.



Centralized agency executes calibration in co-ordination with shop maintenance as per calibration procedures, standards.

 Affix tag on equipment after successful calibration. Reports generated : Stamping/ calibration reports of Road and rail Weigh Bridges, Belt weighers etc. SUB-PROCESS: 28.3 Certification and Documentation Objective: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To record and maintain calibration certification, traceability, documentation of all data related to the calibration process Description: 

Issue calibration certificate and keep it for record..



Record and document calibration details e.g. done by, date done, results, next due date, compliance, reason for delay etc. in master register / logbook.



Maintain and update documentation of calibration procedures, checks and tolerances as per standards followed.

Reports generated: CALIBERATION DATA ANPM SUB ENM 29 PROCESS: Document and Drawing Maintenance Objective:  To archive all drawings and technical documents, to modify the existing drawings and to develop new drawings as per requirement of user department Description: 

Drawings and documents are acquired broadly in two ways i.e. as built drawings & documents supplied by outside vendors during commissioning of equipment and internally developed either by the user or Design department.

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User departments send a requisition stating their requirement and drawings are reprinted, modified or developed by design department. After finalization of drawings numbering of the same is done as per the existing system.



For drawings prepared in CAD route, a soft copy is stored in CD. For documents like tender specifications one copy is kept in scheme file and one in archive. Reports generated: Activity wise drawing to be arranged through CMPDIL on need basis. ANPM SUB ENM 30 PROCESS: Monitoring of Daily status of Feeder wise Demand, Interruptions and Availability of Power Objective:  To monitor the availability of power against the contract demand of the feeders. To prepare power interruption reports in terms of duration & numbers and calculate the availability. This report is prepared to monitor the availability of power supplied to different mines. Description: This process consists of the following steps: 

Collection of Feeder wise Contract Demand with the Supply Agencies – To collect feeder wise contract demand with the Power Supply Agencies.



Collection of power interruption report of previous day – To collect daily feeder wise total no. power interruptions, corresponding duration occurred on previous day and reasons thereof separately.

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Calculation of Feeder wise Availability – To calculate the feeder wise availability from the data of contract demand, no. interruptions, and duration of interruptions.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Preparation of Daily Power Reports Status – To prepare feeder wise Power Demand and Availability Report of each subsidiaries. Reports generated:  Daily availability report of Power  Daily interruption and availability of power ANPM SUB ENM 31 PROCESS: Maintenance through Job Contract Objective:  To off-load repair and maintenance jobs which cannot be executed through internal resources within required time frame – while ensuring quality of maintenance for special jobs and taking care of manpower. Description: 

All planned / emergency jobs, which cannot be done with internal resources, are identified and proposal with detailed scope of work, schedule of work and cost estimate is moved by user.



The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to Contract Department for further processing.



Tendering Cell handles the screening, tendering, technical evaluation of offers (along with user department). The recommended offer is then sent to Finance department for financial concurrence. Final approval is then obtained from competent authority as per delegation of power. Work Order placement is done by Contract Department as per the accepted terms and conditions along with rates and scope of work.



On the basis of the work order the contract is executed by the party under the supervision of executing authority and as per laid down terms and conditions. In case of deviation / failure of contract the Contracts Department is informed for further necessary action (Penalizing of defaulting contractor, finalizing of alternative agency as per company procedure and laid down terms and conditions).



On successful completion of the awarded contract the contractor submits the bill to the executing authority for approval. The executing authority sends the bill to Finance after completion of all necessary formalities. Reports generated: list of outsourced jobs and contract award / execution status Functional Requirement Specification (FRS) for Excavation Department function at CIL HQ ANPM CIL EXCV 01 PROCESS: Centralized Procurement of High Capacity HEMM Description: This process consists of the following steps: 

After receiving indent for procurement of high capacity HEMM from subsidiary company, confirmation from other subsidiary companies is taken so that all the indents may be clubbed for consideration.



Scrutiny of technical specifications of the requirement with available product of HEMM manufacturers, market survey etc.

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If the product is proven as per proven-ness criteria of approved standard NIT, then procurement is done as per normal process, else procurement is done through trial tender.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Moreover, if sufficient number of bidders do not participate / are not available in any tender process, trial tender is done along with normal tender to develop a new source.



Preparing draft technical specification and technical parameter sheet and forwarding it to the MM department.



After compiling the technical specification and commercial terms the MM department, calls for a Pre NIT meeting along with major manufacturers for deliberation and finalization of technical and commercial parameter



After finalization of technical specification and commercial terms, if case of any deviation from the standard NIT, approval is sought from competent authority for deviation, accordingly approval is obtained from competent authority and sent to MM department.

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After finalization of technical and commercial terms, approval is taken for floating of tenders.

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Pre-bid meeting is called after floating of tenders to clarify issues raised by bidders as per NIT clause

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After opening of bids, Material Management department, sends the same for technical evaluation

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After initial technical scrutiny, a list of shortfall documents if any, is prepared and forwarded to MM department for seeking clarification from the bidder.

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After receipt of clarification from the bidders through MM department, conclusive technical scrutiny is done and forwarded to MM department for placement in tender committee meeting. Members of technical department participate in the meeting



After approval of tenders, the technical Specification of draft purchase order is prepared for placement of final purchase order.

 Clarification sought by bidders on technical issues is given by technical department. ANPM CIL EXCV 02 PROCESS: Centralized Procurement of OTR Tyres Description: This process consists of the following steps: 

Requirement of OTR tyres for dumpers of capacity 85Tons and above is sought from subsidiaries.



After receiving indent/material budget of tyres from subsidiaries through MM department, confirmation from rest of the subsidiaries is taken for clubbed procurement action.

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Size wise segregation of tyres is done for tendering and procurement through Memorandum between CIL and BEML

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If the product is proven as per proven-ness criteria of approved standard NIT, then procurement is done as per normal procurement process, otherwise procurement is done through trial tender.



Moreover, if sufficient number of bidders do not participate / are not available in any tender process, trial tender is done along with normal tender to develop a new source.



Preparing draft technical specification and technical parameter sheet and forwarding it to the MM department.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

After compiling the technical specification and commercial terms, the MM department calls for a Pre NIT meeting along with major manufacturers for deliberation and finalization of technical and commercial parameter



After finalization of technical specification and commercial terms, if case of any deviation from the standard NIT, approval is sought from competent authority for deviation, accordingly approval is obtained from competent authority and sent to MM department.



After finalization of technical and commercial terms, approval is taken for floating of tenders.



Pre-bid meeting is called after floating of tenders to clarify issues raised by bidders as per NIT clause



After opening of bids, Material Management department, sends the same for technical evaluation



After initial technical scrutiny, a list of shortfall documents if any, is prepared and forwarded to MM department for seeking clarification from the bidder.



After receipt of clarification from the bidders through MM department, conclusive technical scrutiny is done and forwarded to MM department for placement in tender committee meeting. Members of technical department participate in the meeting



After approval of tenders, the technical Specification of draft purchase order is prepared for placement of final purchase order.

 Clarification sought by bidders on technical issues is given by technical department. ANPM CIL EXCV 03 PROCESS: Depot Agreement Description: This process consists of the following steps: 

OEM wise collection of 3 years transaction pattern of spare parts from subsidiary companies.



Compilation of the collected list into fast moving and slow moving category and forwarding them to MM department for further action.



Formation of Tender Committee for price justification and negotiation with OEM.



Approval of recommendation from board.



After approval of Depot Agreement, a draft Depot Agreement is prepared for proccessing of final Depot Agreement ANPM CIL EXCV 04 PROCESS: Coordination with the subsidiary companies and OEM Description: This process consists of the following jobs: 

To communicate with subsidiary companies for follow up with M/s BEML and M/s HEC on issues mentioned below and their resolution A. Delay in delivery of equipment and spares reported by subsidiary companies B. Service support related deficiency reported by subsidiary companies C. Warranty replacement of spares / subassemblies in case of conflicts, reported by subsidiary companies

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Maintenance of records of survey off and grounding of HEMM reported by subsidiary companies.



Identification of obsolete equipment.



Performance monitoring of high capacity HEMM procured under MARC.



Preparation of standard NIT for uniform procurement policy for spares and HEMM.



Follow up of on urgent spares / services etc. on behalf of subsidiary companies.



Conducting Pre-dispatch inspection of HEMM in and around Bangalore and Kolkata on behalf of subsidiary companies ANPM CIL EXCV 05 PROCESS: Management Information System Description: This process consists of the following jobs 1. Compilation of HEMM performance received from subsidiary companies for placement in monthly CMD’s meet. 2. Submission of population of high capacity HEMM for onward forwarding to ministry of Coal. 3. Preparation of Quarterly performance report of HEMM. 4. Report on mismatch between excavating and transport capacity of identified mines as indicated by CMPDI. 5. Based on inputs of Corporate Planning Division annual projections of HEMM available and ultilization hours is made. Functional Requirement Specification (FRS) for Excavation Department function at Subsidiary Level ANPM SUB EXCV 01 PROCESS: Centralized Procurement of HEMM and Workshop P&M items Description: This process consists of the following steps: 

Indents received from different areas are compiled and processed for approval. The proposal is first sent to Corporate Planning department.



After examination and vetting by the Corporate Planning department, the proposal is forwarded to Finance department.



After clearance of the Finance department, the proposal is sent for competent approval, Director (Tech) P&P , Director (Fin) and finally to CMD of the subsidiary.



Upon competent approval, the file is sent to Finance Department for Financial diary.



The approved and concurred file is then forwarded to MM department along with a sanction letter.



Thereafter, MM department initiates a fresh purchase file against the approved and concurred proposal. Detail like TPS, PBG, delivery schedule, warranty terms and inspection clause etc. are furnished to MM department in that particular purchase file.



In case of new item, pre NIT bid is organized by the MM department, else normal tendering process is resorted to by the MM department.



After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.



Documents are examined with the eligibility & provenness criteria, technical specifications as per NIT terms .

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Technical members also participate as a member of Tender committee for various deliberations at different levels of tendering. ANPM SUB EXCV 02 PROCESS: Procurement of Centralized spares/Consumables (including tyres) against MB Objective: 

Centralized procurement of spares / consumables is undertaken to optimize the quantity of each item to be procured and to standardise the tendering process of each area to have cost economy in such purchases. Description: This process consists of the following jobs 

Letters are sent to all areas for submission of Annual Material Budget for procurement of centralized spares / consumables like OTR tyre, undercarriage assembly of Dozers, Drills and Excavators. HEMM Battery, Cutting Edge and End Bits of Dozers and Graders, Drill Rod, Drill Bit, Wire Rope, Trailing Cable, Tooth Point and Track Pad etc.



MBs received from different areas are compiled and processed along with TPS (Technical Parameter Sheet) for approval. The proposal is first sent to MM department for vetting.



After examination and vetting by the MM department, the proposal is forwarded to Finance department.



Upon clearance of the Finance department, the case file is sent for competent approval, Dir (Tech) P&P.



After competent approval, the proposal is sent to Finance Department for Financial diary.



The approved and concurred file is then forwarded to MM department along with a sanction letter.



Thereafter, MM department initiates a fresh purchase file against the approved and concurred proposal. Detail like TPS, PBG, delivery schedule, warranty terms and inspection clause etc. are furnished to MM department in that particular purchase file.



In case of new item, pre NIT bid is organized by the MM department, else normal tendering process is resorted to by the MM department.



After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.



Documents are examined with the eligibility & provenness criteria, technical specifications as per NIT terms .



Technical members also participate as a member of Tender committee for various deliberations at different levels of tendering. ANPM SUB EXCV 03 PROCESS: Centralized procurement of Sub-assemblies/spares of HEMM against indents beyond DOP of Area Objective: 

To process centralized procurement of such item with a view to have cost economy and with item wise uniform price. Description: This process consists of the following jobs

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Indent received from the areas is first scrutinized. If same items are indented by different areas or if the spares indented are for same equipment, all these proposals are clubbed and processed along with TPS (Technical Parameter Sheet) for approval.



On receipt of file, competent authority normally endorses the case file to Finance department for examination.



After clearance from Finance department, the case file is sent for competent approval, Director (Tech) P&P.



After competent approval, the case file is sent to Finance Department for Finance diary.



The approved and concurred file is then forwarded to MM department along with a sanction letter.



Thereafter, MM department initiates a fresh purchase file against the approved and concurred proposal. Detail like TPS, PBG, delivery schedule, warranty terms and inspection clause etc. are furnished to MM department in that particular purchase file.



In case of new item, pre NIT bid is organized by the MM department, else normal tendering process is resorted to by the MM department.



After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.



Documents are examined with the eligibility & proven-ness criteria, technical specifications as per NIT terms .



Technical members also participate as a member of Tender committee for various deliberations at different levels of tendering. ANPM SUB EXCV 04 PROCESS: Conclusion of Depot Agreement and RC. Objective: 

To conclude Depot agreement and Rate Contract with OEM / OPM for optimizing and standardizing supply of spares for timely maintenance & repair of HEMM. Description: This process consists of the following steps: 

OEM wise collection of last 3 years transaction pattern of spare parts from areas.



Compilation of the list into fast moving and slow moving category in case of Depot Agreement and forwarding them to MM department for further action. In case of fresh rate contract, the list of spares, off-take value, TPS are processed for approval and concurrence prior to sending to MM department.



Technical members participate in the process of tendering as a member of Tender Committee in deliberations at different levels of tendering. ANPM SUB EXCV 05 PROCESS: Co-ordination with CWS/Area/Projects/different OEMs. Description: This process consists of the following jobs 

Monthly Co-ordination meeting with CWS / Area /Project officials to discuss various issues related to HEMM more so for repair activities in case of equipment breakdown for more than one/three months. Monitoring performance of overhauled Engines, Transmissions and other major sub-assemblies, help required from HQr etc.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Periodic meeting with all major OEM’s for resolving issues like pending orders, settlement of warranty claims, technical matters and implementation of DGMS safety requirements in HEMM. ANPM SUB EXCV 06 PROCESS: Management Information System (MIS). Description: This process consists of the following jobs 

Compilation of HEMM performance data from all Projects/Units.



Preparing monthly performance report of HEMM and submission to CIL and subsidiary authorities.



Daily and Monthly report of capacity utilization.

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Monthly report of HEMM breakdown for more than three months.

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Quarterly performance report of HEMM.

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Monthly report of major HEMM population.

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Report on excavating and transport capacity mismatch to CIL and Subsidiary management.

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Action taken report as per minutes of GMs’ Co-ordination meeting chaired by CMD.

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Monthly report on POL & Specific diesel consumption against bench mark and burnt oil recovery report to CIL.

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Monthly report of issues to be taken up with BEML and HEC in respect of warranty, pending supply of items etc, submission of the report to CIL.

 Reply to Audit query/ Parliament question/ Ministry/RTI etc. ANPM SUB EXCV 07 PROCESS: Preparation of Annual Action Plan for Procurement of HEMM (Shopping List) Description: This process consists of the following steps: 

Annual action for five years for procurement of various HEMM is prepared, this is intimated to CIL.



The list of five year action plan is analyzed, accordingly plan for the current year is prepared in view of additional requirement against PR provision; replacement against survey off and/or additional requirement against scheme.



The list is maintained for capital budget provisioning, purchase follow up and appraisal to higher management. ANPM SUB EXCV 08 PROCESS: Mine Capacity Assessment & Capacity Utilization Assessment Description: This process consists of the following steps: 

Project wise Mine Capacity assessment format of CMPDI is sent to all concerned Projects for providing requsite information / data.



The requisite information as per the format from every area, is examined and information / data of all working projects is submitted to CMPDI, Ranchi.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Subsequently, CMPDI Ranchi holds subsidiary wise discussion to finalize Annual Mine capacity .



The Mine capacity, so assessed by CMPDI is communicated to all projects / area as well as to Company Management.

 The Mine capacity utilization is assessed periodically and finally at the end of the year. Reports Generated: Nil ANPM SUB EXCV 09 PROCESS: Action plan for mismatch of Transport Capacity & Digging Capacity Description: This process consists of the following jobs: 

Mine wise details of HEMM (Transport & Excavating equipment) is collected considering HEMM on roll, HEMM surveyed off but not grounded.



Total Excavating and Transport capacity of the Mine is calculated as per equipment capacity calculation provided by CMPDI.



The difference in Excavating capacity and Transporting capacity, so calculated, is termed as mismatch.



The mismatch calculation happens to be a helping tool to the management for considering transfer of the equipment for their gainful utilization. ANPM SUB EXCV 10 PROCESS: Release of centralized items from Central Stores to Projects. Description: This process consists of the following jobs 

Requisition letter received from Project for release of items from Central Stores is submitted to the concerned dealing officer. The requisition letter should be accompanied by the performance report of the item.



The requisition is scrutinized based on the item’s previous performance, consumption and stock position in designated stores.

 A release order is issued upon taking the decision to release the item after due diligence. Aspiration: 

Should have the capacity to project current mismatch & predict capacity mismatch of HEMM. ANPM SUB EXCV 11 PROCESS: Survey off and Grounding of HEMM Objective: 

To process HEMM survey off as per CIL norms and grounding of old unreliable equipment after competent approval. Description: This process consists of the following jobs 

Processing survey off proposals received from Projects / Areas for HEMM that have completed their life in hours and years (as per extant CIL norms).

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

After scrutiny of survey off proposals (substantiated by technical report and techno economic analysis) with the criteria of survey off norms of CIL, the same is processed for competent approval.



In case of HEMM that have not completed its life in terms of hours and/or years, but are not operational, the survey off proposal is termed as Pre-mature survey off and is processed for approval.



The normal survey off proposal is routed through GM (F), D (T), D (F), CMD and finally the board of the subsidiary.

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Financial Diary no. is obtained after competent approval of survey off proposal.

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After competent approval and financial diary, an office order is issued for declaring the HEMM survey off.

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Subsequently, after receipt of replacement against survey off, grounding proposal of the surveyed off equipment received from the area/Project is processed for competent approval.

 After grounding, the equipment is deposited in the Stores for disposal. ANPM SUB EXCV 12 PROCESS: BER of major sub-assemblies like Engine, Transmission etc. Objective: 

To declare BER (Beyond Economical Repair) of old unreliable sub-assemblies like Engine, Transmission etc., so that their replacement can be procured to keep the equipment reliable. Description: This process consists of the following jobs 

A committee is constituted at CWS for assessing the health and condition of failed engine/transmission/sub-assembly.



If estimated repair cost of the engine/transmission/sub-assembly is found uneconomic (more than 50-60% of its replacement cost), the failed engine/transmission/subassembly qualifies for BER category. The proposal is duly forwarded by GM, CWS along with the committee report.



The BER proposal received from CWS is processed for competent approval.



The BER proposal is routed through GM (F), D (T), D (F) for approval of CMD and the board. After competent approval and financial diary, an office order is issued for declaring BER of the sub-assembly.



After approval of BER, the survey off and disposal action of the sub-assembly is taken up at the area level. ANPM SUB EXCV 13 PROCESS: Recon Exchange Scheme of major sub-assemblies. Objective: 

To process Recon Exchange scheme for ensuring quality complete overhauling of major subassemblies like engine, transmission etc. Description:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Recon Exchange Scheme is a system under which certain kinds of failed engine, transmission or any other major sub-assemblies of HEMM are exchanged with repaired / overhauled subassembly with defined warranty. Description: This process consists of the following jobs 

The major sub-assembly of HEMM is first identified for Recon Exchange scheme by the project.



A joint inspection is carried out with the respective OEM. In case of engine, the core assembly should be rotating for such acceptance.

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The proposal is processed considering aspect of cost economics of such repair. The proposal is sent for competent approval.

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On receipt of proposal, D(T) normally endorses the case file to Finance department for examination.

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After clearance from Finance department, the case file is sent for competent approval of Director (Tech) P&P and/or to D (F)/CMD/Board as per extent of DOP. The case after competent approval, is sent to Finance Department for concurrence.



After competent approval and concurrence, the case file is forwarded to respective CWS for placement of order on respective OEM for Recon Exchange. Reports Generated: 9 reports as per subscribed format ANPM SUB EXCV 14 PROCESS: Performance Monitoring of major sub-assemblies and consumables. Description: This process consists of the following jobs 

Compilation of input reports of major subassemblies like Engine, Transmission etc. and consumables like drill bit, wire rope, OTR tyres, Trailing cable etc. received from Projects



Supplier wise performance monitoring of above items is carried out for settlement of PBG. ANPM SUB EXCV 15 PROCESS: Performance monitoring of Equipment procured under MARC. Description: This process consists of the following jobs 

Monthly compilation of performance, production and payment details etc of MARC equipment.

 Periodic meetings with MARC holders. Functional Requirement Specification (FRS) for Excavation Department function at Area Level ANPM AREA EXCV 01 PROCESS: Processing Indent of HEMM and P&M items Description: This process consists of the following steps:  

Collection of indents from projects/units. Checking of Inventory status, LPP, Due on Order, Consumption pattern from Stores records.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Indent received from project is forwarded to subsidiary HQr after vetting of Area finance and Area GM. ANPM AREA EXCV 02 PROCESS: Co-ordination for Mine Capacity Assessment & Capacity Utilization Assessment Description: This process consists of the following steps: 

Project wise Mine Capacity information received from CMPDI/HQr is sent to Projects for providing Mine specific information/data.



After receiving Mine capacity information/data in prescribed format from the Project/Mine it is forwarded to HQr for onward submission to CMPDI, Ranchi.

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The Mine capacity, assessed/finalized by CMPDI is communicated to project for performance monitoring.

 The Mine capacity utilization is examined periodically and finally at the end of the year. ANPM AREA EXCV 03 PROCESS: MB for Centralized spares/Consumables of HEMM Description: This process consists of the following jobs 

MB for procurement of centralized spares / consumables like OTR tyre, Undercarriage assembly of Dozer, Drill and Excavator, HEMM Battery, Cutting Edge and End Bits of Dozer and Grader, Drill Rod, Drill Bit, Wire Rope, Trailing Cable, Tooth Point and Track Pad etc. are prepared and sent to Depot officer for Stores vetting.



After Stores vetting, the MB is sent for vetting of AFM and Area GM and subsequently forwarded to subsidiary HQ ANPM AREA EXCV 04 PROCESS: MB for De-centralized spares/consumables of HEMM Description: This process consists of the following jobs 

MBs received from Project are processed for approval. The file is first sent to MM department for vetting with the perspective of inventory management.



After examination and vetting by the MM department, the file is forwarded to Finance department.

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After examination of Finance department, the file is sent for approval of Area GM.

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Upon approval, the file is sent to Finance Department for Financial concurrence & diary.

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The concurred file is forwarded to MM department along with a sanction letter.



Thereafter, MM department processes the requirement for procurement.



After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.



Documents are examined with the eligibility & proven-ness criteria, technical specifications as per NIT terms .



Technical members also participate as a member of Tender committee for various deliberations at different levels of tendering.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM AREA EXCV 05 PROCESS: Procurement of HEMM spares against Depot Agreement / Rate Contract Description: This process consists of the following jobs 

Requirement is received from Project/Unit for HEMM spares.



The proposal is sent to stores for vetting and then for financial scrutiny prior to approval of Area GM.



Approved and concurred proposal is sent to MM department along with a sanction letter.



MM department places the requisite supply order against Depot Agreement/ Rate Contract.

 Order is placed by the DDO as per terms and conditions of DA/RC and as per DOP. ANPM AREA EXCV 06 PROCESS: Processing of Indents for procurement of HEMM spares through HQr beyond DOP of area GM Description: This process consists of the following jobs 

Indents of HEMM spares received from the Project / Units with stores vetting.



The indent is examined and processed for vetting of AFM and Area GM.



After vetting of AFM and area GM, the indent is forwarded to HQr for procurement action. ANPM AREA EXCV 07 PROCESS: Procurement of HEMM spares against indent. Description: This process consists of the following jobs 

The requirement is received from Project/Units for HEMM spares after stores vetting.



The proposal is sent for financial scrutiny prior to approval of Area GM.



Approved and concurred proposal is forwarded to MM department along with a sanction letter



After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.



Documents are examined with the eligibility & proven-ness criteria, technical specifications as per NIT terms .



Technical members also participate as a member of Tender committee for various deliberations at different levels of tendering. ANPM AREA EXCV 08 PROCESS: Repair of failed components / subassembly. Description: This process consists of the following jobs: PURCHASED REPAIRS  

Proposal for repair is received from Project along with the estimate and N/A certificate from CWS. The proposal is processed and forwarded for financial scrutiny, followed by approval of Area GM.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES   

After approval, the proposal is sent to finance department for concurrence & diary. A tender is then floated by the Excavation department. Tenders are generally concluded as per procedure laid down in Contract Management Manual / Civil Engineering Manual.  The Area may enter into Rate Contract / Annual Maintenance Contract for carrying out repetitive nature of repair works. ANPM AREA EXCV 09 PROCESS: Survey off and Grounding of HEMM Objective: 

To process survey off and grounding of HEMM as per CIL norms. Description: This process consists of the following jobs 

On completion of rated life of equipment in terms of hours and years both proposal for survey off is submitted by the Project / Area to subsidiary HQ



Upon receipt of replacement against survey off, grounding proposal of the surveyed off HEMM is submitted by the area/Project for competent approval of CMD.

 After approval of grounding proposal, the HEMM is deposited in the Stores for disposal. ANPM AREA EXCV 10 PROCESS: Management Information System (MIS). Description: This process consists of the following jobs 

To compile & forward HEMM performance data received from Project to subsidiary HQr.



To process Daily production report.



Status of HEMM breakdown for more than one / three months.

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Monthly POL, Specific diesel consumption against bench mark and burnt oil recovery report to subsidiary HQ.

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Reporting on status of issues to be taken up with BEML, HEC and other OEM’s in respect of warranty, non-supply of items etc. to be sent to subsidiary HQ.

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Monthly report in regard to statement of spares, lubricants and purchase repairs cost of HEMM to subsidiary HQ.

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Detail of annual off-take value of HEMM spares to subsidiary HQr for Depot agreement / Rate contract.

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Performance report of major sub-assemblies of HEMM like Engine, Transmission etc and consumables like Drill bit, wire rope, trailing cable, OTR tyre etc for submission to Subsidiary HQ

 Reply to Audit query/ RTI etc. ANPM AREA EXCV 11 PROCESS: Co-ordination with HQr/CWS/ Project/different OEMs. Description: This process consists of the following jobs 

Regular follow up with subsidiary HQr for supply of spares and other help required.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Regular follow up with CWS for repair of major sub-assemblies like Engine and Transmission etc.



Regular discussion with Project for pending problem redressal.



Periodic meeting with all major OEM for issues like pending orders / warranty claims, technical up gradation and implementation of DGMS safety requirements in HEMM. ANPM AREA EXCV 12 PROCESS: Inspection of Materials at Stores. Description: This process consists of the following jobs 

All new materials are inspected before acceptance at stores.

 Inspection is carried out as per technical specifications mentioned in the supply order. ANPM AREA EXCV 13 PROCESS: Preventive (Time Based) Maintenance Objective:  To plan & execute maintenance of an equipment as per OEM recommended schedules to achieve zero breakdown. Description: This process consists of the following steps: 

Preventive Maintenance Job Planning – generation of daily job schedule based on assigned frequency, pending jobs inclusion, job requisitions from other sections / agencies, job prioritization.  Resource Arrangement – arrangement of various resources like manpower, tools, tackles, spares, centralized agency support requisition.  Information Recording and Report generation – recording job compliance in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points and miscellaneous MIS. Reports generated: Equipment wise Preventive Maintenance Data SUB-PROCESSES: 13.1 Preventive Maintenance Job Planning Objective:  To generate a prioritized planned job list for preventive maintenance process. Description 

Get time based maintenance schedule (including pending jobs list).



Incorporate action plan generated from root cause analysis done for earlier breakdowns.



Include job requisitions from other sections / agencies.

 Compile and prioritize above jobs. Reports generated: Jobs done and pending SUB-PROCESSES: 13.2 Resource Arrangement Objective:  To identify and arrange resources required for execution of prioritized preventive maintenance job list E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Description: 

Identify and arrange tools / tackles / spares required for job execution.



Give requisition for support required from centralized maintenance / service agencies and confirm availability. Reports generated: Spare parts / consumable requirement. SUB-PROCESSES: 13.3 Information Recording and Report generation: Objective:  To compile, record and distribute all information generated during preventive maintenance process in required formats Description: 

Entry of job compliance details in logbooks / equipment history register / PC system.



Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system



Generate MIS reports as and when required.

 Distribution and use of reports as and when required. Reports generated: Equipment wise progressive data on preventive Maintenance ANPM AREA EXCV 14 PROCESS: Breakdown Maintenance- Breakdown Job Detail Recording and Report Generation Objective:  To compile, record and distribute all information / data generated during breakdown maintenance process in required formats Description: 

Entry of job execution details in logbooks / equipment history register.



Record generated housekeeping jobs, test results in specified files / registers / logbooks.



Generate MIS reports as and when required from specified registers / logbooks.

 Distribution / use of reports as and when required. Reports generated: Equipment wise breakdown details and downtime data ANPM AREA EXCV 15 PROCESS: Condition Based Maintenance Objective:  To improve availability of critical HEMM. Description: Condition based maintenance consists of the following steps: 

Condition Based Job Planning – job generation, compilation and prioritising based on inspection report, place shutdown requisition to shop operations and confirm availability.  Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares required and their availability centralized agency support requisition and apply for equipment shutdown and confirm availability. Reports generated: Condition Based Maintenance data SUB-PROCESSES:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 15.1 Condition Based Job Planning Objective:  To generate a prioritized planned job list for condition based maintenance process. Description: 

Generate jobs based on reportable / critical parameters of the inspection report.



Incorporate recommendations of mechanical maintenance e.g. lubrication oil change etc.

 Prioritize job list. Reports generated: Jobs done and pending SUB-PROCESSES: 15.2 Resource Arrangement and Shutdown Planning Objective:  To identify and arrange resources required for successful execution of prioritized condition based job list Description: 

Identify and arrange tools / tackles / spares and other resources required for job execution. If not available in-house proceed for outsourcing.



Give requisition for support required from centralized maintenance / service agencies (including mechanical maintenance) and confirm availability.



Place requisition for equipment shutdown at desired time to shop operations and confirm availability.

Reports generated: List of spares and consumable ANPM AREA EXCV 16 PROCESS: Capital Repair Maintenance Objective:  To systematically plan and execute repair and maintenance of equipment / systems through an intensive, scheduled micro-planned program and thereby increase long-term reliability / availability of the equipment / systems as per requirement Description: 

Planning – A detailed schedule of capital repair program for major equipment of all the departments are drawn well in advance each year. Considering the condition of equipment, cycle of operation, availability of equipment & such allied factors, the annual schedule of capital repairs of equipment are projected by individual department along with resource requirement plan / procurement plan.



Execution and Compliance – Capital repair execution normally starts as per schedule after shop shutdown. The chief coordinator monitors the compliance and gives decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS reports are generated and distributed as per requirement. Reports generated: Major overhauling program of equipment

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM AREA EXCV 17 PROCESS: Spares Management Objective:  To procure spares of right quantity, right quality & at right time from right source at right price Description: This process broadly consists of the following steps: 

Requirement planning for stores and spares



Indenting and sending requirements to centralized agencies for procurement / manufacture / reconditioning (In-house / External) Reports generated: List of spares required for major overhauling. SUB-PROCESS: 17.1 Requirement Planning Objective:  To accurately forecast annual requirement of stores and spares and initiate procurement action as and when required Description: 

Compile annual requirement on the basis of maintenance plan, past consumption, stock and due on order.



Prepare make item list, buy item list, and reconditioning item list.



Move proposal for cataloguing of initial items if required.



Give requisition for drawing prints to DD and collect when ready.



Raise note sheet for emergency procurement by cash purchase route as per procedure.

Reports generated: List of spares indented and status updating. SUB-PROCESS: 17.2 Procurement Objective:  Collect / Receive stores and spares and issue them as per maintenance job requirements  Update all records for ready reference Description: 

Based on delivery information received (from central stores) raise Stores Issue Voucher for collection of stores and spares.



Get approval from designated authority.



Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue Voucher register, indent register etc. Reports generated: Material receipt and issue status ANPM AREA EXCV 18 PROCESS: Maintenance through Job Contract Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To off-load repair and maintenance jobs which cannot be executed through internal resources within required time frame – while ensuring quality of maintenance for special jobs and taking care of manpower. Description: 

All planned / emergency jobs, which cannot be done with internal resources, are identified and proposal with detailed scope of work, schedule of work and cost estimate is moved by user.



The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to Contract Department for further processing.



Tendering Cell handles the screening, tendering, technical evaluation of offers (along with user department). The recommended offer is then sent to Finance department for financial concurrence. Final approval is then obtained from competent authority as per delegation of power. Work Order placement is done by Contract Department as per the accepted terms and conditions along with rates and scope of work.



On the basis of the work order the contract is executed by the party under the supervision of executing authority and as per laid down terms and conditions. In case of deviation / failure of contract the Contracts Department is informed for further necessary action (Penalizing of defaulting contractor, finalizing of alternative agency as per company procedure and laid down terms and conditions).



On successful completion of the awarded contract the contractor submits the bill to the executing authority for approval. The executing authority sends the bill to Finance after completion of all necessary formalities. Reports generated: list of outsourced jobs and contract award / execution status ANPM AREA EXCV 19 PROCESS: Equipment History Management Objective:  To make available all information about equipment which can be used as a master reference for all maintenance requirements Description: 





Equipment data records & history records are maintained to keep a close track of the equipment, right down from the date of purchase and installation. The equipment itself, over a period of use, shows a pattern of its own behavior also. This information & the behavior patterns are recorded in equipment data record book. These records assist the shop maintenance to organize inspection, preventive maintenance, forecast & plan for spares accordingly. Shop maintenance personnel take help of this history in assessing equipment health which will indicate when & where to start the action for replacement of equipment parts or the whole equipment itself. It consists of the following: 1. The equipment classification up to part level 2. Job catalogue 3. Job planning, forecasting & feedback 4. Defect & history 5. Pending job 6. Delay & downtime 7. Condition based monitoring system

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 8. Management information system (MIS) Reports generated: Equipment history sheet. ANPM AREA EXCV 20 PROCESS: Maintenance Budgeting Objective:  To plan annual maintenance expenditure Description: 

The budget process starts with a formal notice sent to all departments for preparation of the draft budget for onward transmission to finance department for final approval.



Budget is prepared based on requirement of stores & spares, power & fuel, repair & maintenance and miscellaneous administrative expenses planned for the next financial year. This forecast is based on the expenditure incurred in the previous year.



This proposed budget in the prescribed format then sent to finance department after approval of H.O.D.



Once the budget is approved, departments are authorised to organise the sanctioned activities and expenditure within this budget. Reports generated: Purchase Repair Budget and its utilization status ANPM AREA EXCV 21 PROCESS: Work Safety Planning and Execution Objective:  To minimize risk to employees, contractors, assets & work environment, to improve business performance by minimizing losses due to accidents, to comply with legal requirements and to fulfil social & moral obligations Description Safety is an important factor in industry. A compromised safety system may lead undesirable consequences. Proper attention to safety is extremely important for all stake holders. The process involves:  Training employees on implementing of safety norms.  Periodic inspection of sites for hazard identification, risk assessment.  Maintain records of such inspection and insist corrective actions.  Investigation of injury on work and corrective actions.  Organize safety exhibitions, campaigns and awareness program.  Associating and assisting in conducting Safety audits in the shops.  Keeping a watch on the safety aspects of contractors jobs.  Safety induction training to contractor supervisors and issue of height pass etc.  Follow up and review of safety performance.  Follow up of employees health check up program. ANPM AREA EXCV 22 PROCESS: Repair of failed components/System of HEMM not under GM’s DOP Description:

• The proposal for Administrative approval for repair of failed parts / subassemblies of HEMM is received from Area which are not under Area GM’s DOP. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES • After scrutiny the file is sent to D(T)-OP / D(T)-PP through associate finance for competent approval.

• After administrative approval the file sent back to area. • After Joint Inspection and repair estimate from OEM/Tendering process for non OEM, the file will be sent back to HQ for final approval.

• • • •

HQ will assess the technical and commercial viability. Final Approval will be taken from D(T)-OP / D(T)-PP through associate finance as per DOP. If the file is not under DOP of D(T)-OP / D(T)-PP the file may go up to CMD/Board through D(F).

After administrative approval the file sent back to area for Budget Certification and placement of work order. Functional Requirement Specification (FRS) for Excavation Department function at Project Level ANPM PRJ EXCV 01 PROCESS: Maintenance of all HEMMs Description: This process consists of the following steps: 

Machine is first thoroughly washed brought to the maintenance bay.



Maintenance is carried out at OEM recommended intervals as per check list (prepared based on OEM recommendations & site experience),



Spares and consumables required for maintenance are drawn from the stores and the maintenance is carried out as per OEM recommendations.

 Break down maintenance is carried out for repairing the breakdown equipment. ANPM PRJ EXCV 02 PROCESS: Processing Indent of HEMM and P&M items Description: This process consists of the following steps: Indent is initiated from project and forwarded to area for onward submission to HQ ANPM PRJ EXCV 03 PROCESS: Data for Mine Capacity Assessment & Capacity Utilization Assessment Description: This process consists of the following steps: 

Desired Information/Data as per mine capacity format is filled up by Project and forwarded to subsidiary HQr through area for onward submission to CMPDI, Ranchi. ANPM PRJ EXCV 04 PROCESS: Indent/MB for HEMM Spares Description: This process consists of the following jobs 

Indent / MB for procurement of HEMM spares are prepared and sent for stores vetting.



After stores vetting, these are submitted to Project Officer for onward transmission to Area. ANPM PRJ EXCV 05

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES PROCESS: Emergency purchase of HEMM Spares of very low value in nature Description: This process consists of the following job 

A proposal for emergency procurement along with quotations from at least three local vendors are collected.



Comparative statement of the offers is made.



L-1 firm is recommended for placement of order. The proposal is sent to finance department for scrutiny and vetting.



After vetting of finance department, the proposal is sent to the Project Officer for approval.

 After approval of the proposal, order is placed on the L-1 firm. ANPM PRJ EXCV 06 PROCESS: Repair of failed components / system of HEMM within Project DOP Description: This process consists of the following jobs 

The requirement is received from concerned section of the project for such repair



The proposal is sent to finance scrutiny before approval of Project Officer (PO).



After approval of PO, the proposal is sent to finance department for concurrence.



After approval and concurrence, tender is floated by the Excavation department.



Bids received are examined. The tender committee recommends for placement of order on a particular bidder.

 Order is placed after approval of TCR by the PO. ANPM PRJ EXCV 07 PROCESS: Survey off and Grounding of HEMM Objective:  To process survey off and grounding of HEMM that have completed their rated life. Description: This process consists of the following jobs 

On completion of rated life of equipment in terms of hours and years both, survey off proposal is initiated by the Project / Area to subsidiary HQ.



Subsequently, after receipt of replacement against survey off, grounding proposal of the surveyed off equipment, is submitted by the area/Project for competent approval of CMD.



After approval of grounding proposal, the equipment is deposited in the Stores for disposal. ANPM PRJ EXCV 08 PROCESS: Management Information System (MIS). Description: This process consists of the following jobs 

To maintain Log Book of each and every HEMM. The log book contains all details of HEMM like equipment sl. No., date of its commissioning, detail of all major

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES subassemblies like engine, transmission, tyres, motor, pump etc, working detail of HEMM shift wise, list of spares and consumables used. A monthly abstract of detail of POL, spares, consumables, working parameters etc is also maintained by the end of each calendar month. 

To maintain record of all work carried out by available human resources.



To maintain a record of all resources used for fulfilling various works.



To send HEMM performance data received to Area for onward transmission to subsidiary HQ



Daily production report.

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Monthly report of HEMM breakdown for more than three months.



Monthly POL, Specific diesel consumption against bench mark and burnt oil recovery report to area for onward transmission to Subsidiary HQr.



Status of issues to be taken up with BEML, HEC and other OEM’s with respect to warranty, delayed supply of items etc to be sent to subsidiary HQr.



Monthly report in regard to statement of spares, lubricants and repair cost of HEMM to area for onward transmission to subsidiary HQ.



Detail of annual off-take value of HEMM spares to subsidiary HQr for Depot agreement / Rate contract.



Performance report of major sub-assemblies of HEMM like Engine, Transmission etc. and consumables like Drill bit, wire rope, trailing cable, OTR tyre etc. for submission to area for onward transmission to subsidiary HQ.

 Reply to Audit query/ RTI etc. ANPM PRJ EXCV 09 PROCESS: Co-ordination with HQr/CWS/ Area/different OEMs. Description: This process consists of the following jobs 

Regular follow up with Area/ HQr for supply of spares and other help required.



Regular follow up with CWS for repair of major sub-assemblies like Engine and Transmission etc.

 Regular follow up with OEMs for supply of spares and pending warranty claims. ANPM PRJ EXCV 10 PROCESS: Preventive (Time Based) Maintenance Objective:  To plan & execute maintenance of an equipment on a time-based schedule to achieve zero breakdowns Description: This process consists of the following steps:  

Preventive Maintenance Job Planning – generation of daily job schedule based on assigned frequency, pending jobs inclusion, job requisitions from other sections / agencies, job prioritization. Resource Arrangement – arrangement of various resources like manpower, tools, tackles, spares, centralized agency support requisition.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Job Execution – job allocation, shutdown arrangement, giving work instructions, safety instructions and standard maintenance practices, job execution and completion, shutdown clearance and equipment handover for testing / trial run.  Information Recording and Report generation – recording job compliance in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points and miscellaneous MIS report generation. Reports generated: Equipment wise Preventive Maintenance Data SUB-PROCESSES: 10.1 Preventive Maintenance Job Planning Objective:  To generate a prioritized planned job list for preventive maintenance process Description 

Get time based maintenance schedule (including pending jobs list).



Incorporate action plan generated from root cause analysis done for earlier breakdowns.



Include job requisitions from other sections / agencies.

 Compile and prioritize above jobs. Reports generated: Jobs done and pending SUB-PROCESSES: 10.2 Resource Arrangement Objective:  To identify and arrange resources required for execution of prioritized preventive maintenance job list Description: 

Identify and arrange tools / tackles / spares required for job execution.



Give requisition for support required from centralized maintenance / service agencies and confirm availability. Reports generated: Spare part / consumable requirement. SUB-PROCESSES: 10.3 Job Execution Objective:  To allocate and execute planned jobs as per standard maintenance practices with due diligence to safety and other statutory norms Description: 

Arrange shutdown of equipment if required.



Allot jobs and provide work instructions, safety instructions



Issue required tools, tackles and spares.



Execute planned jobs as per standard maintenance practices.



Upon completion of jobs do testing / take trial of equipment wherever possible.

 Clear shutdown and give intimation to concerned agencies / authorities. Reports generated: Equipment wise job execution data SUB-PROCESSES: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 10.4 Information Recording and Report generation: Objective:  To compile, record and distribute all information generated during preventive maintenance process in required formats Description: 

Entry of job compliance details in logbooks / equipment history register.



Record pending jobs and housekeeping jobs in specified file / register / logbook.



Generate MIS reports as and when required.

 Distribution and use of reports as and when required. Reports generated: Equipment wise progressive data on preventive Maintenance ANPM PRJ EXCV 11 PROCESS: Breakdown Maintenance Objective:  To liquidate equipment breakdowns in shortest possible time and to revive the equipment /system at the earliest Description: This process consists of the following steps: 

Breakdown Assessment – receive breakdown information, inform concerned authorities, inspect equipment to ascertain the cause / extent, list jobs to be carried out.  Resource Arrangement – assess resources requirement and their availability. Urgent requisition for help of centralized agencies is placed if required. If breakdown cannot be liquidated with in-house resources then outsourcing is done as per company procedure.  Breakdown Liquidation – take work permit, execution of listed jobs as per safety / other statutory norms, clearing of work permit, equipment testing / trial and go ahead for operation.  Breakdown Job Recording and Report generation – recording breakdown liquidation details (critical failures, delay / downtime, jobs done / carried over to next shift, resources utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping points and necessary MIS report generation. Reports generated: Equipment wise breakdown data & downtime SUB-PROCESSES: 11.1 Breakdown Assessment Objective:  To make a list of jobs to be executed for breakdown liquidation Description: 

Upon receiving breakdown report take feedback of shop operations to ascertain generation requirements.  Inform concerned authorities / higher-ups.  Inspect equipment to assess extent of damage and cause also if possible.  Check and refer to equipment breakdown history for similarity with earlier break downs, if available.  Make a list of jobs to be carried out for breakdown liquidation. Reports generated: Breakdown reports along with inspection report E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES SUB-PROCESSES: 11.2 Resource Planning and Arrangement Objective:  To generate resource requirements and check for in-house availability Description: 

If available place urgent requisitions for help required from centralized service / maintenance agencies.



If resources are not available in-house then proceed for out-sourcing as per prevalent company procedure. Reports generated: Data of jobs to be outsourced SUB-PROCESSES 11.3 Breakdown Liquidation Objective:  To execute listed jobs for breakdown liquidation in shortest and most effective way possible Description: 

Take work permit for equipment.



Carry out listed jobs with due diligence & safety norms and statutory norms.

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Clear work permit upon completion of listed jobs.

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Do equipment testing / trial.

 If successful give go-ahead for operation. Reports generated: Re commissioning report SUB-PROCESSES: 11.4 Breakdown Job Detail Recording and Report Generation Objective:  To compile, record and distribute all information / data generated during breakdown maintenance process in required formats Description: 

Entry of job execution details in logbooks / equipment history register / PC system



Record generated housekeeping jobs, test results in specified files / registers / logbooks / PC system

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Generate MIS reports as and when required from PC system/ specified registers / logbooks.

 Distribution / use of reports as and when required by company policy. Reports generated: Equipment wise breakdown details and downtime data ANPM PRJ EXCV 12 PROCESS: Condition Based Maintenance Objective:  To improve availability of critical equipment of the plant and increase plant personnel safety Description: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Condition based maintenance consists of the following steps: 

Equipment Inspection – by the shop maintenance and by mechanical technical maintenance, informing shop operations and concerned agencies about inspection report and refer equipment history if available. This inspection can be done both on-line and off-line.  Condition Based Job Planning – job generation, compilation and prioritization based on equipment inspection report, place shutdown requisition to shop operations and confirm availability.  Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares required and their availability centralized agency support requisition and apply for equipment shutdown and confirm availability.  Condition Based Job Execution – job allocation, shutdown arrangement, giving work instructions, safety instructions and standard maintenance practices, job execution and completion, shutdown clearance and equipment testing / trial run.  Post Execution Activities – recording job details, test results in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points, miscellaneous MIS / report generation and distribution, and generated job tagging to preventive maintenance / condition based maintenance / capital repair / campaign repair / outsourcing. Reports generated: Condition Based Maintenance data SUB-PROCESSES: 12.1 Equipment inspection Objective:  To assess equipment condition based on inspection Description: 

Get inspection schedule from departmental source.



Incorporate checkpoints generated from root cause analysis report of earlier breakdowns and any reports received from other agencies / sections.



Carry out inspection as per above list. Requisition help of mechanical/ technical maintenance group if required.



Classify checkpoints as non-reportable / reportable / critical and generate inspection report.



Inform shop operations and other concerned agencies about inspection report.



In addition to the above, mechanical maintenance department carries out time based inspection of identified critical equipment. Reports generated: Inspection reports SUB-PROCESSES: 12.2 Condition Based Job Planning Objective:  To generate a prioritized planned job list for condition based maintenance process Description: 

Generate jobs based on reportable / critical parameters of the inspection report.



Incorporate recommendations of mechanical maintenance e.g. lubrication oil change etc.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  Prioritize job list. Reports generated: Jobs done and pending SUB-PROCESSES: 12.3 Resource Arrangement and Shutdown Planning Objective:  To identify and arrange resources required for successful execution of prioritized condition based job list Description: 

Identify and arrange tools / tackles / spares and other resources required for job execution. If not available in-house proceed for outsourcing.



Give requisition for support required from centralized maintenance / service agencies (including mechanical maintenance) and confirm availability.



Place requisition for equipment shutdown at desired time to shop operations and confirm availability. Reports generated: List of spares and consumable SUB-PROCESS: 12.4 Condition Based Job Execution Description: 

Arrange shutdown / take work permit of equipment.



Allot jobs and provide work instructions, safety instructions.



Issue required tools, tackles and spares.



Execute planned jobs as per standard maintenance practices.



Upon completion of jobs do testing / take trial of equipment.



Confirm whether equipment condition parameters (like speed, vibration, temperature, pressure etc.) are in limit Reports generated: Equipment wise job execution data SUB-PROCESS: 12.5 Post Execution Activities Objective:  To compile, record and distribute all information generated during condition based maintenance process in required formats Description:  

Entry of job details, test results in logbooks / equipment history register / PC system Record generated jobs, pending jobs and housekeeping jobs in specified file / register / logbook / PC system.  Generate MIS reports as and when required from PC system.  Tag generated jobs to other maintenance processes as required.  Distribution and use of reports as and when required. Reports generated: Equipment wise progressive data on Condition Based Maintenance ANPM PRJ EXCV 13 PROCESS: Capital Repair Maintenance Objective: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To systematically plan and execute repair and maintenance of equipment / systems through an intensive, scheduled micro-planned program and thereby increase long-term availability of the equipment / systems as per requirement Description: 

Planning – A detailed schedule of capital repair program for major equipment of all the departments are drawn well in advance each year. Considering the condition of equipment, cycle of operation, availability of equipment & such allied factors, the annual schedule of capital repairs of equipment are projected by individual department along with resource requirement plan / procurement plan.



Execution and Compliance – Capital repair execution normally starts as per scheduling / protocol after shop shutdown. The chief coordinator monitors the compliance and gives decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS reports are generated and distributed as per requirement. Reports generated: Major overhauling program of equipment ANPM PRJ EXCV 14 PROCESS: Spares Management Objective:  To procure spares of right quantity, right quality & at right time from right source at right price Description: This process broadly consists of the following steps: 

Requirement planning for stores and spares



Indenting and sending requirements to centralized agencies for procurement / manufacture / reconditioning (In-house / External)



Collection / Receipt, storage and issue



Upkeep of all records pertaining to the process

Reports generated: List of spares required for major overhauling. SUB-PROCESS: 14.1 Requirement Planning Objective:  To accurately forecast annual requirement of stores and spares and initiate procurement action as and when required Description: 

Compile annual requirement on the basis of maintenance plan, past consumption, stock and dues in.



Prepare make item list, buy item list, and reconditioning item list.

 Move proposal for cataloguing of initial items if required. 9. Give requisition for drawing prints to DD and collect when ready.  Raise note sheet for emergency procurement by cash purchase route as per procedure. Reports generated: List of spares indented and status updation.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES SUB-PROCESS: 14.2 Procurement Objective:  Collect / Receive stores and spares items and issue them as per maintenance job requirements  Update all records for ready reference Description: 

Based on delivery information received (from central stores) raise Stores Issue Voucher for collection of stores and spares.



Get approval from designated authority.



Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue Voucher register, indent register etc. Reports generated: Material receipt and issue status ANPM PRJ EXCV 15 PROCESS: Maintenance through Job Contract Objective:  To off-load repair and maintenance jobs which cannot be executed through internal resources within required time frame – while ensuring quality of maintenance for special jobs and taking care of manpower. Description: 

All planned / emergency jobs, which cannot be done with internal resources, are identified and proposal with detailed scope of work, schedule of work and cost estimate is moved by user.



The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to Contract Department for further processing.



Tendering Cell handles the screening, tendering, technical evaluation of offers (along with user department). The recommended offer is then sent to Finance department for financial concurrence. Final approval is then obtained from competent authority as per delegation of power. Work Order placement is done by Contract Department as per the accepted terms and conditions along with rates and scope of work.



On the basis of the work order the contract is executed by the party under the supervision of executing authority and as per laid down terms and conditions. In case of deviation / failure of contract the Contracts Department is informed for further necessary action (Penalizing of defaulting contractor, finalizing of alternative agency as per company procedure and laid down terms and conditions).



On successful completion of the awarded contract the contractor submits the bill to the executing authority for approval. The executing authority sends the bill to Finance after completion of all necessary formalities. Reports generated: list of outsourced jobs and contract award / execution status ANPM PRJ EXCV 16 PROCESS: Equipment History Management Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To make available all information about equipment which can be used as a master reference for all maintenance requirements Description: 

Equipment data records & history records are maintained to keep a close track of the equipment, right down from the date of purchase and installation. The equipment itself, over a period of use, shows a pattern of its own behavior also. All these information’s& the behavior patterns are recorded in equipment data record book.  These records assist the shop maintenance to organize inspection, preventive maintenance, forecast & plan for spares accordingly. The shop maintenance takes the help of history in assessing the equipment health which will indicate when & where to start the action for replacement of equipment parts or the whole equipment itself.  It consists of the following: 10. The equipment classification up to part level 11. Job catalogue 12. Job planning, forecasting & feedback 13. Defect & history 14. Pending job 15. Delay & downtime 16. Condition based monitoring system 17. Management information system (MIS) Reports generated: Equipment history sheet. ANPM PRJ EXCV 17 PROCESS: Maintenance Budgeting Objective:  To plan annual maintenance expenditure Description: 

The budget process starts with a formal notice sent by cost control department to all departments for preparation of the draft budget for onward transmission to finance department for final approval.



Budget is prepared based on requirement of stores & spares, power & fuel, repair & maintenance and miscellaneous administrative expenses planned for the next financial year. This forecast is based on the expenditure incurred in the previous year.



This proposed budget in the prescribed format then sent to cost control department after approval of H.O.D. Cost control compiles all proposals, takes approval of competent authority and give feed back to the user departments.



Once the budgets are approved, departments are authorised to organise the sanctioned activities and expenditure within this budget. Reports generated: Purchase Repair Budget and its utilization status ANPM PRJ EXCV 18 PROCESS: Work Safety Planning and Execution Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To minimize risk to employees, contractors, assets & work environment, to improve business performance by minimizing losses due to accidents, to comply with legal requirements and to fulfil social & moral obligations Description Safety is an important factor in industry and it is the responsibility of management to ensure it. A non-existent or even an inferior safety system will invariably lead to accidents, which are totally undesirable and unwarranted. Proper attention to safety is extremely important, both for the employer and the employees. The process involves:  Advising employees on use of safety norms  Periodic inspection of sites for hazard identification, risk assessment  Maintain records of such inspection and insist corrective actions  Investigation of injury on work and corrective actions  Organize safety exhibitions, campaigns and awareness programs  Associating and assisting in conducting Safety audits in the shops  Keeping a watch on the safety aspects of contractors jobs  Safety induction training to contractor supervisors and issue of height pass etc  Follow up and review of safety performance  Follow up of employees health check up programs ANPM PRJ EXCV 19 PROCESS: Emergency purchase of HEMM Spares of very low value in nature Description: This process consists of the following jobs 

Quotations from at least three known vendors are collected.



Comparative chart of the offered prices is made.



L-1 firm is recommended for placement of order. The proposal is sent to finance department for scrutiny and vetting.



After vetting of finance department, the proposal is sent to the Project Officer for approval.

 After approval of the proposal, order is placed on the L-1 firm. Reports generated: Purchase Repair Budget and its utilization status Functional Requirement Specification (FRS) for Excavation Department function at Central Workshop Level ANPM CWS EXCV 01 PROCESS: Repair of HEMM major sub-assemblies Objective: 

All engine, transmission, motor, Generators and all major sub-assemblies of any HEMM need to be overhauled after certain working hours due to wear and tear. Further, life of a subassembly may be lesser than equipment life as a whole. Thus, complete overhauling of these major sub-assemblies are required as per need to run the equipment smoothly and for optimal performance.  It may be necessary to carry out repair / overhauling of major subassemblies before their rated life is achieved due to their premature failure. Description: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES This process consists of the following steps:    

Failed engine, transmission, motor, generators etc are received from the Projects for repair The failed sub-assemblies are examined first. If the same is repairable and not BER, a job card is prepared for that particular repair. Materials are issued as per requirement and the mandatory items are always replaced in any repair.  The repair is carried out as per OEM recommendation.  After repair, the job is tested as per OEM recommendation.  After successful repair and testing, the job is placed for dispatch to the Project. ANPM CWS EXCV 02 PROCESS: Rebuilding of Boom, Bucket etc. Objective: 

Infra structural facility is available for quality welding job. As such, if any such requirement pertains to any Project, the help is extended from CWS for carrying out necessary rebuilding job. Description: This process consists of the following steps:  Failed component is received from the Projects for rebuilding.  The failed sub-assemblies are examined first.  If the same is repairable within limit, a job card is prepared for that particular repair.  Desired welding rods are issued as per requirement.  The welding job is carried out as per recommended standard practice.  After successful rebuilding job, the job is placed for dispatch to the Project. ANPM CWS EXCV 03 PROCESS: Processing Indent of P&M items Description: This process consists of the following steps: 

Indent is prepared by CWS for such requirement covered either in PR or against scheme.



The same is forwarded for vetting of Area finance and GM CWS.



After vetting of AFM and GM CWS, the indent is forwarded to HQr for approval and procurement. ANPM CWS EXCV 04 PROCESS: Procurement of HEMM spares against Depot Agreement / Rate Contract Description: This process consists of the following jobs 

The requirement is raised from different shops for HEMM spares.



The proposal is sent to stores vetting and finance vetting before approval of GM CWS.



Approved and concurred proposal is forwarded to MM department along with a sanction letter.



SO (MM) prepare TCR for placement of order against depot agreement/ rate contract.



Order is placed by the DDO as per terms and conditions of DA/RC.

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ANNEXURES & APPENDICES ANPM CWS EXCV 05 PROCESS: Processing of Indents for procurement of HEMM spares through HQr beyond DOP of GM CWS Description: This process consists of the following jobs 

Indents of HEMM spares are raised from the different shops.



The indent is forwarded for stores vetting, vetting of AFM and GM CWS.



After vetting of AFM and area GM, the indent is forwarded to HQr for approval and procurement action. ANPM CWS EXCV 06 PROCESS: Procurement of HEMM spares against CWS tender. Description: This process consists of the following jobs 

The requirement is raised by the different shops for HEMM spares after stores vetting.



The proposal is sent for finance vetting before approval of GM CWS.



Approved and concurred proposal is forwarded to MM department along with a sanction letter



After tender is floated and bid is opened, NSIC documents are examined for waiver of EMD, if applicable.



The confirmatory document against eligibility, Proven-ness criteria and technical specification of NIT of L-1 bidder is examined.



The technical member also participates in the process of tendering, as a member of Tender committee for various deliberations at different levels of tendering. ANPM CWS EXCV 07 PROCESS: Recon Exchange of HEMM major sub-assemblies Description: This process consists of the following jobs:  

Annual requirement of repair of HEMM major sub-assembly is received from Project. If such repair may not be carried out at that time due to lack of spares or infra structure facility, the same is considered for carrying out under Recon Exchange Scheme.  Recon Estimate is obtained from the respective OEM.  The Recon proposal is processed and forwarded for finance vetting and vetting of GM CWS.  After vetting of AFM and GM CWS, the proposal is sent to HQ for obtaining approval.  HQ process the case and sanction is communicated to GM CWS after competent approval and concurrence.  After receiving HQ approval and concurrence, work order is placed by CWS for repair of the major sub-assembly against Recon Exchange Scheme. ANPM CWS EXCV 08 PROCESS: Survey off and Grounding of HEMM Objective: 

To process survey off and grounding of old unreliable P&M items that have completed their rated life.

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ANNEXURES & APPENDICES Description: This process consists of the following jobs 

On completion of rated life of P&M items in terms of years, as per practice and considering machine position in respect of its reliability, survey off proposal is submitted by the CWS to HQ



Subsequently, after receipt of replacement against survey off, grounding proposal of the surveyed off equipment, is submitted by the CWS for competent approval.



After approval of grounding proposal, the P&M item is deposited in the Stores for disposal. ANPM CWS EXCV 09 PROCESS: Management Information System (MIS). Description: This process consists of the following jobs 

To send monthly report to HQr indicating repair of engine, transmission etc.



Detail of annual off-take value of HEMM spares to HQr for Depot agreement / Rate contract.

 Reply to Audit query/ RTI etc. ANPM CWS EXCV 10 PROCESS: Co-ordination with HQr/Area/ Project/different OEMs Description: This process consists of the following jobs 

Regular follow up with HQr for supply of spares and other help required and for appraisal regarding repair activities of different components.



Regular interaction with Area/Project for sorting out the problems.



Periodic meeting with all major OEM for issues like pending orders / warranty claims, technical up gradation and implementation of DGMS safety requirements in HEMM. ANPM CWS EXCV 11 PROCESS: Inspection of Materials at Stores. Description: This process consists of the following jobs 

All the new materials are inspected before acceptance at stores.

 Inspection is carried out as per technical specifications mentioned in the supply order. ANPM CWS EXCV 12 PROCESS: Preventive (Time Based) Maintenance Objective:  To plan & execute maintenance of an equipment on a time-based schedule to achieve zero breakdowns Description: This process consists of the following steps:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Preventive Maintenance Job Planning – generation of daily job schedule based on assigned frequency, pending jobs inclusion, job requisitions from other sections / agencies, job prioritization.  Resource Arrangement – arrangement of various resources like manpower, tools, tackles, spares, centralized agency support requisition.  Job Execution – job allocation, shutdown arrangement, giving work instructions, safety instructions and standard maintenance practices, job execution and completion, shutdown clearance and equipment handover for testing / trial run.  Information Recording and Report generation – recording job compliance in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points and miscellaneous MIS report generation. Reports generated: Equipment wise Preventive Maintenance Data SUB-PROCESSES: 12.1 Preventive Maintenance Job Planning Objective:  To generate a prioritized planned job list for preventive maintenance process Description 

Get time based maintenance schedule (including pending jobs list).



Incorporate action plan generated from root cause analysis done for earlier breakdowns.



Include job requisitions from other sections / agencies.

 Compile and prioritize above jobs. Reports generated: Jobs done and pending SUB-PROCESSES: 12.2 Resource Arrangement Objective:  To identify and arrange resources required for execution of prioritized preventive maintenance job list Description: 

Identify and arrange tools / tackles / spares required for job execution.



Give requisition for support required from centralized maintenance / service agencies and confirm availability. Reports generated: Spare part / consumable requirement. SUB-PROCESSES: 12.3 Job Execution Objective:  To allocate and execute planned jobs as per standard maintenance practices with due diligence to safety and other statutory norms Description: 

Arrange shutdown of equipment if required.



Allot jobs and provide work instructions, safety instructions



Issue required tools, tackles and spares.



Execute planned jobs as per standard maintenance practices.

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ANNEXURES & APPENDICES 

Upon completion of jobs do testing / take trial of equipment wherever possible.

 Clear shutdown and give intimation to concerned agencies / authorities. Reports generated: Equipment wise job execution data SUB-PROCESSES: 12.4 Information Recording and Report generation: Objective:  To compile, record and distribute all information generated during preventive maintenance process in required formats Description: 

Entry of job compliance details in logbooks / equipment history register / PC system.



Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system



Generate MIS reports as and when required from PC system

 Distribution and use of reports as and when required. Reports generated: Equipment wise progressive data on preventive Maintenance ANPM CWS EXCV 13 PROCESS: Breakdown Maintenance Objective:  To liquidate equipment breakdowns in shortest possible time and to revive the equipment /system at the earliest Description: This process consists of the following steps: 

Breakdown Assessment – receive breakdown information, inform concerned authorities, inspect equipment to ascertain the cause / extent of damage, list jobs to be carried out.  Resource Arrangement – assess resources requirement and their availability. Urgent requisition for help of centralized agencies is placed if required. If breakdown cannot be liquidated with in-house resources then outsourcing is done as per company procedure.  Breakdown Liquidation – take work permit, execution of listed jobs as per safety / other statutory norms, clearing of work permit, equipment testing / trial and go ahead for operation.  Breakdown Job Recording and Report generation – recording breakdown liquidation details (critical failures, delay / downtime, jobs done / carried over to next shift, resources utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping points and necessary MIS report generation. Reports generated: Equipment-wise breakdown data & downtime SUB-PROCESSES: 13.1 Breakdown Assessment Objective:  To make a list of jobs to be executed for breakdown liquidation Description:   

Upon receiving breakdown report take feedback of shop operations to ascertain generation requirements. Inform concerned authorities / higher-ups. Inspect equipment to assess extent of damage and cause also if possible.

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ANNEXURES & APPENDICES 

Check and refer to equipment breakdown history for similarity with earlier break downs, if available.  Make a list of jobs to be carried out for breakdown liquidation. Reports generated: Breakdown reports along with inspection report SUB-PROCESSES: 13.2 Resource Planning and Arrangement Objective:  To generate resource requirements and check for in-house availability Description: 

If available place urgent requisitions for help required from centralized service / maintenance agencies.



If resources are not available in-house then proceed for out-sourcing as per prevalent company procedure. Reports generated: Data of jobs to be outsourced SUB-PROCESSES 13.3 Breakdown Liquidation Objective:  To execute listed jobs for breakdown liquidation in shortest and most effective way possible Description: 

Take work permit for equipment.



Carry out listed jobs with due diligence to work instructions, safety norms and statutory norms.



Clear work permit upon completion of listed jobs.



Do equipment testing / trial.



If successful give go-ahead for operation.

Reports generated: Re commissioning report SUB-PROCESSES: 13.4 Breakdown Job Detail Recording and Report Generation Objective:  To compile, record and distribute all information / data generated during breakdown maintenance process in required formats Description: 

Entry of job execution details in logbooks / equipment history register / PC system



Record generated housekeeping jobs, test results in specified files / registers / logbooks / PC system



Generate MIS reports as and when required from PC system/ specified registers / logbooks.

 Distribution / use of reports as and when required by company policy. Reports generated: Equipment wise breakdown details and downtime data

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ANNEXURES & APPENDICES ANPM CWS EXCV 14 PROCESS: Condition Based Maintenance Objective:  To improve availability of critical equipment of the plant and increase plant personnel safety Description: Condition based maintenance consists of the following steps: 

Equipment Inspection – by the shop maintenance and by mechanical technical maintenance, informing shop operations and concerned agencies about inspection report and refer equipment history if available. This inspection can be done both on-line and off-line.  Condition Based Job Planning – job generation, compilation and prioritization based on equipment inspection report, place shutdown requisition to shop operations and confirm availability.  Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares required and their availability centralized agency support requisition and apply for equipment shutdown and confirm availability.  Condition Based Job Execution – job allocation, shutdown arrangement, giving work instructions, safety instructions and standard maintenance practices, job execution and completion, shutdown clearance and equipment testing / trial run.  Post Execution Activities – recording job details, test results in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points, miscellaneous MIS / report generation and distribution, and generated job tagging to preventive maintenance / condition based maintenance / capital repair / campaign repair / outsourcing. Reports generated: Condition Based Maintenance data SUB-PROCESSES: 14.1 Equipment inspection Objective:  To assess equipment condition based on inspection Description: 

Get inspection schedule from departmental source.



Incorporate checkpoints generated from root cause analysis report of earlier breakdowns and any reports received from other agencies / sections.



Carry out inspection as per above list. Requisition help of mechanical/ technical maintenance group if required.



Classify checkpoints as non-reportable / reportable / critical and generate inspection report.



Inform shop operations and other concerned agencies about inspection report.



In addition to the above, mechanical maintenance department carries out time based inspection of identified critical equipment. Reports generated: Inspection reports SUB-PROCESSES: 14.2 Condition Based Job Planning E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Objective:  To generate a prioritized planned job list for condition based maintenance process Description: 

Generate jobs based on reportable / critical parameters of the inspection report.



Incorporate recommendations of mechanical maintenance e.g. lubrication oil change etc.

 Prioritize job list. Reports generated: Jobs done and pending SUB-PROCESSES: 14.3 Resource Arrangement and Shutdown Planning Objective:  To identify and arrange resources required for successful execution of prioritized condition based job list Description: 

Identify and arrange tools / tackles / spares and other resources required for job execution. If not available in-house proceed for outsourcing.



Give requisition for support required from centralized maintenance / service agencies (including mechanical maintenance) and confirm availability.



Place requisition for equipment shutdown at desired time to shop operations and confirm availability. Reports generated: List of spares and consumable SUB-PROCESS: 14.4 Condition Based Job Execution Description: 

Arrange shutdown / take work permit of equipment.



Allot jobs and provide work instructions, safety instructions.



Issue required tools, tackles and spares.



Execute planned jobs as per standard maintenance practices.



Upon completion of jobs do testing / take trial of equipment.



Confirm whether equipment condition parameters (like speed, vibration, temperature, pressure etc.) are in limit Reports generated: Equipment wise job execution data SUB-PROCESS: 14.5 Post Execution Activities Objective:  To compile, record and distribute all information generated during condition based maintenance process in required formats Description:  

Entry of job details, test results in logbooks / equipment history register / PC system Record generated jobs, pending jobs and housekeeping jobs in specified file / register / logbook / PC system.

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ANNEXURES & APPENDICES  Generate MIS reports as and when required from PC system.  Tag generated jobs to other maintenance processes as required.  Distribution and use of reports as and when required. Reports generated: Equipment wise progressive data on Condition Based Maintenance ANPM CWS EXCV 15 PROCESS: Capital Repair Maintenance Objective:  To systematically plan and execute repair and maintenance of equipment / systems through an intensive, scheduled micro-planned program and thereby increase long-term availability of the equipment / systems as per requirement Description: 

Planning – A detailed schedule of capital repair program for major equipment of all the departments are drawn well in advance each year. Considering the condition of equipment, cycle of operation, availability of equipment & such allied factors, the annual schedule of capital repairs of equipment are projected by individual department along with resource requirement plan / procurement plan.



Execution and Compliance – Capital repair execution normally starts as per scheduling / protocol after shop shutdown. The chief coordinator monitors the compliance and gives decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS reports are generated and distributed as per requirement. Reports generated: Major overhauling program of equipment ANPM CWS EXCV 16 PROCESS: Spares Management Objective:  To procure spares of right quantity, right quality & at right time from right source at right price Description: This process broadly consists of the following steps: 

Requirement planning for stores and spares



Indenting and sending requirements to centralized agencies for procurement / manufacture / reconditioning (In-house / External)



Collection / Receipt, storage and issue



Upkeep of all records pertaining to the process

Reports generated: List of spares required for major overhauling. SUB-PROCESS: 16.1 Requirement Planning Objective:  To accurately forecast annual requirement of stores and spares and initiate procurement action as and when required Description: 18. Compile annual requirement on the basis of maintenance plan, past consumption, stock and dues in. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 19. Prepare make item list, buy item list, and reconditioning item list. 20. Move proposal for cataloguing of initial items if required. 21. Give requisition for drawing prints to DD and collect when ready.  Raise note sheet for emergency procurement by cash purchase route as per procedure. Reports generated: List of spares indented and status updating. SUB-PROCESS: 16.2 Procurement Objective:  Collect / Receive stores and spares items and issue them as per maintenance job requirements  Update all records for ready reference Description: 

Based on delivery information received (from central stores) raise Stores Issue Voucher for collection of stores and spares.



Get approval from designated authority.



Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue Voucher register, indent register etc. Reports generated: Material receipt and issue status ANPM CWS EXCV 17 PROCESS: Maintenance through Job Contract Objective:  To off-load repair and maintenance jobs which cannot be executed through internal resources within required time frame – while ensuring quality of maintenance for special jobs and taking care of manpower. Description: 

All planned / emergency jobs, which cannot be done with internal resources, are identified and proposal with detailed scope of work, schedule of work and cost estimate is moved by user.



The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to Contract Department for further processing.



Tendering Cell handles the screening, tendering, technical evaluation of offers (along with user department). The recommended offer is then sent to Finance department for financial concurrence. Final approval is then obtained from competent authority as per delegation of power. Work Order placement is done by Contract Department as per the accepted terms and conditions along with rates and scope of work.



On the basis of the work order the contract is executed by the party under the supervision of executing authority and as per laid down terms and conditions. In case of deviation / failure of contract the Contracts Department is informed for further necessary action (Penalizing of defaulting contractor, finalizing of alternative agency as per company procedure and laid down terms and conditions).

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ANNEXURES & APPENDICES 

On successful completion of the awarded contract the contractor submits the bill to the executing authority for approval. The executing authority sends the bill to Finance after completion of all necessary formalities. Reports generated: list of outsourced jobs and contract award / execution status ANPM CWS EXCV 18 PROCESS: Equipment History Management Objective:  To make available all information about equipment which can be used as a master reference for all maintenance requirements Description: 

Equipment data records & history records are maintained to keep a close track of the equipment, right down from the date of purchase and installation. The equipment itself, over a period of use, shows a pattern of its own behavior also. All these information’s& the behavior patterns are recorded in equipment data record book.  These records assist the shop maintenance to organize inspection, preventive maintenance, forecast & plan for spares accordingly. The shop maintenance takes the help of history in assessing the equipment health which will indicate when & where to start the action for replacement of equipment parts or the whole equipment itself.  It consists of the following: 1. The equipment classification up to part level 2. Job catalogue 3. Job planning, forecasting & feedback 4. Defect & history 5. Pending job 6. Delay & downtime 7. Condition based monitoring system 8. Management information system (MIS) Reports generated: Equipment history sheet. ANPM CWS EXCV 19 PROCESS: Maintenance Budgeting Objective:  To plan annual maintenance expenditure Description: 

The budget process starts with a formal notice sent by cost control department to all departments for preparation of the draft budget for onward transmission to finance department for final approval.



Budget is prepared based on requirement of stores & spares, power & fuel, repair & maintenance and miscellaneous administrative expenses planned for the next financial year. This forecast is based on the expenditure incurred in the previous year.



This proposed budget in the prescribed format then sent to cost control department after approval of H.O.D. Cost control compiles all proposals, takes approval of competent authority and give feed back to the user departments.

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ANNEXURES & APPENDICES 

Once the budgets are approved, departments are authorised to organise the sanctioned activities and expenditure within this budget. Reports generated: Purchase Repair Budget and its utilization status ANPM CWS EXCV 20 PROCESS: Work Safety Planning and Execution Objective:  To minimize risk to employees, contractors, assets & work environment, to improve business performance by minimizing losses due to accidents, to comply with legal requirements and to fulfil social & moral obligations Description Safety is an important factor in the industry. A compromised safety system may lead to undesirable consequences. Proper attention to safety is extremely important for all stake holders. The process involves:          

Training employees on implementing of safety norms. Periodic inspection of sites for hazard identification, risk assessment. Maintain records of such inspection and insist corrective actions. Investigation of injury on work and corrective actions. Organize safety exhibitions, campaigns and awareness program. Associating and assisting in conducting Safety audits in the shops. Keeping a watch on the safety aspects of contractors jobs. Safety induction training to contractor supervisors and issue of height pass etc. Follow up and review of safety performance. Follow up of employees health check up program.

Functional Requirement Specification (FRS) for Washery Department function at CIL HQ ANPM CIL WSH 01 PROCESS: Overall performance of the existing and operational washeries of CIL-Subsidiary wise/Washery Wise Objective: To monitor the Overall performance of the existing and operational washeries of CIL and furnish scheduled reports as well as query based reports as and when required. Description: This process consists of the following jobs 1. Generation of Detailed Performance Reports (month-wise, progressive month-wise and year-wise) in relation to Target Feed, Clean Coal, Dispatch and ash vis-à-vis actuals along with Reject generation and Yield and Capacity Utilization with reasons for unusual activity or low production levels, if any 2. Summarised Performance Report generation at Year-end showing key performance indicators in absolute and percentage terms with reasons for unusual activity or low production levels if any 3. Yearly reports of operational details including total Raw Coal Feed and average ash, Clean Coal & Power Coal (in case of Coking Coal Washeries), Total reject produced & dispatched, total consumption of Magnetite, Frother& Flocculent – if applicable, washing Cost (Rs./T) of Raw Coal feed, Profit/Loss in washeries -Absolute (Rs. in Crores) & Profit/Loss (Rs./T of raw coal feed) and in percentage with reasons for unusually high consumption if any. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Reports: a) Detailed Performance Reports (month-wise, progressive month-wise and year-wise) b) Summarised Performance Report at Year-end showing key performance indicators c) Annual Report on operational details ANPM CIL WSH 02 PROCESS: Activity Timeline in specific format for washeries being set up (to be updated weekly) – Subsidiary wise / Washery wise Objective: To monitor the progress of new Washery projects that are being set up, in the form of an activity Timeline with time schedules of specific activities and milestones marked out. Description: This process consists of the following jobs 1. Based on information/inputs received from subsidiaries at regular intervals, preferably weekly, in respect of status and progress of the activities 2. Preparation of all other status/progress Reports will be based on this Timeline status schedule. Report: Washery Set Up Status Report of required fields in rows or columns Washery wise, as well as subsidiary wise. Also query based reports Functional Requirement Specification (FRS) for Washery Department function at Subsidiary Level ANPM SUB WSH 01 PROCESS: - Preparation of Annual Plan Document Objective Preparation of Washery wise Physical Targets i.e Budget estimate for the next financial year and Revised Estimate of current year. Description: This process consists of the following jobs: 1) As advised by HQ in the month of Sept to start preparation of Annual Plan proposals i.e. Budget estimate for the next financial year and revised estimate of current year, Annual Plan is prepared. 2) The Draft Proposal contains following formats : Raw Coal Feed, Production – Washed Coal, Washed Coal (Power) (for Coking Coal) and Yield % of Washed Coal. 3) Annual Plan thus submitted is forwarded to HQ for onward communication to CIL with other data of subsidiary Reports Generated Annual Plan document of Washeries in operation ANPM SUB WSH 02 PROCESS: Annual Action Plan document Objective This encompasses month wise physical targets for the next financial year Description This process consists of the following job:

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ANNEXURES & APPENDICES After confirmation of firming up of physical targets by HQ, Washery wise, month wise production target is prepared and submitted to HQ. Reports Generated Annual Action Plan of Washeries ANPM SUB WSH 03 PROCESS: Production Monitoring - Daily Production and Washery Report Objective: To prepare Daily Production and Washery Report vis-à-vis Growth% w.r.t Last Year and Achievement % w.r.t to Target. Description: This process consists of the following jobs: Figures of Previous Day's Operation of Washeries       

Raw Coal Receipt Details – By Rail & By Road Raw Coal Feed Production - Washed Coal, Washed Coal (Power) Dispatch – Washed Coal, Washed Coal (Power) and other Products – By Rail/ Road Powder Magnetite receipt at Washeries Break –up of breakdown hours. Details of placement of Raw Coal Rakes at sidings for loading Raw coal to be supplied to Washeries  Offer and requirement of Railway Rakes for dispatch of Washed Coal, Washed Coal (Power) etc.  Report regarding operation of Departmental Tippers.  Closing Stock of Raw Coal, Washed Coal and Washed Coal (Power) Report generated: Daily Production Report of all the Washeries ANPM SUB WSH 04 PROCESS: Production Monitoring - Monthly Report and Annual Report Objective: To prepare Monthly Report (month wise and month wise progressive) and Annual Report vis-à-vis Growth % w.r.t Last Year and Achievement % w.r.t to Target. Description: After completion of one month, monthly report is being prepared which contains the following: a. Target vis-à-vis actuals for Raw Coal Feed and Production of different products, Yield % and Capacity Utilization. b. Dispatch of different Washery products – Mode wise and Consumer wise c. Figures related to Magnetite – Receipt, consumption and closing balance d. Quality of Raw Coal Received e. Quality and Quantity of Washed Coal Dispatched vis a vis MoU. f. Details of Raw Coal received at different Washeries – Area wise and Colliery wise and Grade wise. g. Details of Grade slippage incorporating Report from Quality Control Department. h. Stock position of Raw Coal and Various products of Washeries i. Washery Break-down analysis report.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES j. Raw Coal analysis report from Washeries k. Washing Cost (Rs/T) of Raw Coal feed, Profit/Loss in Washeries -Absolute (Rs in Crores) & Profit/Loss (Rs/T of raw coal feed). Report generated:  Detailed Performance Reports (month-wise, progressive month-wise and year-wise)  Summarised Performance Report at Year-end showing key performance indicators  Annual Report on operational details  ANPM SUB WSH 05 PROCESS: Perennial Jobs of Washeries Objective: Furnishing Washery wise information regarding perennial jobs at Washeries and notify/ issue ALERT in advance where some action has to be taken. Description: This process consists of the following jobs: 

AMC of Rail and Road Weigh Bridges



Calibration of Road Weigh Bridges



Stamping and Testing of CI test weights.



Maintenance of Marshalling Yard



Stability test of plant Building and ITS certification



Testing and certification of tools, tackles, lifting machinery



Testing of Pressure vessel



Safety Audit



Refilling of fire extinguisher

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Renewal of Factory License

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Consent to operate

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Renewal of disposal of hazardous waste

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Payment of Water Cess

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Stamping of Road Weigh Bridge, HSD diesel Pump, weighing machine



Electrical inspection fees



Road Tax, Rout Tax, Insurance, Pollution, Permit,

 Fitness Certificate of Pay loader/ trucks Reports: Database of all the perennial jobs along with their time period and deadline. ANPM SUB WSH 06 PROCESS : Preventive (Time Based) Maintenance of Washery equipment Objective:  To plan & execute maintenance of an equipment/assembly/sub-assembly on a time-based schedule to achieve zero breakdowns in washery shifts. Description: This process consists of the following steps: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Preventive Maintenance Job Planning – Generation of daily job schedule based on assigned frequency, pending jobs inclusion, job requisitions from other sections / agencies, job prioritization.  Resource Arrangement – Arrangement of various resources like manpower, tools, tackles, spares, centralized agency support requisition.  Job Execution – Job allocation, shutdown arrangement, giving work instructions, safety instructions and standard maintenance practices, job execution and completion, shutdown clearance and equipment handover for testing / trial run.  Information Recording and Report generation – Recording job compliance in logbooks / other registers and files, earmarking pending jobs, logbook entry, housekeeping points and miscellaneous MIS report generation. Reports generated: 1. Equipment wise Preventive Maintenance Data (Section-wise if possible) SUB-PROCESSES: 6.1 Preventive Maintenance Job Planning Objective: To generate a prioritized planned job list for preventive maintenance process Description  Get time based maintenance schedule (including pending jobs list).  Incorporate action plan generated from root cause analysis done for earlier breakdowns.  Include job requisitions from other sections / agencies.  Compile and prioritize above jobs. Reports generated: 1. Jobs completed and pending SUB-PROCESSES: 6.2 Resource Arrangement Objective: To identify and arrange resources required for execution of normal scheduled and prioritized preventive maintenance job list Description: 

Identify and arrange tools / tackles / spares required for job execution.



Give requisition for support required from centralized maintenance / service agencies and confirm availability. Reports generated: 1. Spare parts / Consumables requirement SUB-PROCESSES: 6.3 Job Execution Objective: To allocate and execute planned jobs as per standard maintenance practices with due diligence to safety and other statutory norms Description: 

Arrange shutdown of equipment if required.



Allot jobs and provide work instructions & safety instructions



Issue required tools, tackles and spares.



Execute planned jobs as per standard maintenance practices.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

Upon completion of jobs do testing / take trial of equipment wherever possible.

 Clear shutdown and give intimation to concerned agencies / authorities. Reports generated: 1. Equipment wise job execution data SUB-PROCESSES: 6.4 Information Recording and Report generation: Objective: To compile record and distribute all information generated during preventive maintenance process in required formats Description: 

Entry of job compliance details in logbooks / equipment history register / PC system.



Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system



Generate MIS reports as and when required from PC system

 Distribution and use of reports as and when required. Reports generated: 1. Equipment wise, Washery wise progressive data on preventive Maintenance ANPM SUB WSH 07 Process :Breakdown Maintenance Objective: To repair equipment breakdowns in shortest possible time and to revive the equipment /system at the earliest Description: This process consists of the following steps: 1. Breakdown Assessment – receive breakdown information, inform concerned authorities, inspect equipment to ascertain the cause / extent of damage, list jobs to be carried out. 2. Resource Arrangement – assess resources requirement and their availability. Urgent requisition for spares is placed if required. If breakdown cannot be liquidated with inhouse resources, then outsourcing is done as per company procedure. 3. Breakdown Repair– Place request for Breakdown repair time and on the scheduled time, execution of listed jobs as per safety / other statutory norms and go ahead for operation. 4. Breakdown Job Recording and Report generation – recording breakdown repair details (critical failures, delay / downtime, jobs done / carried over to next shift, resources utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping points and necessary MIS report generation. Reports generated: 1. Equipment wise breakdown data & downtime SUB-PROCESSES: 7.1 Breakdown Assessment Objective: To make a list of jobs to be executed for breakdown liquidation Description:  

Upon receiving breakdown report take feedback of shop operations to ascertain requirements. Inform concerned authorities / higher-ups.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  

Inspect equipment to assess extent of damage and cause also if possible. Check and refer to equipment breakdown history for similarity with earlier break downs, if available.  Make a list of jobs to be carried out for breakdown liquidation. Reports generated: 1. Breakdown reports along with inspection report SUB-PROCESSES: 7.2 Resource Planning and Arrangement Objective: To generate resource requirements and check for in-house availability Description: 

If available place urgent requisitions for help required from centralized service / maintenance agencies.



If resources are not available in-house then proceed for out-sourcing as per prevalent company procedure. Reports generated: 1. Data of jobs to be outsourced SUB-PROCESSES 7.3 Breakdown Repair Objective: To execute listed jobs for breakdown repair in shortest and most effective way possible Description: 

Carry out listed jobs with due diligence to work instructions, safety norms and statutory norms.



Do equipment testing / trial.

 If successful give go-ahead for operation. Reports generated: 1. Breakdown Repair and successful re-starting report SUB-PROCESSES: 7.4 Breakdown Job Detail Recording and Report Generation Objective: To compile, record and distribute all information / data generated during breakdown maintenance process in required formats Description: 

Entry of job execution details in logbooks / equipment history register / PC system



Generate MIS reports as and when required from PC system/ specified registers / logbooks. Reports generated: 1. Equipment wise breakdown details and downtime data (Section wise) ANPM SUB WSH 08 Process : Spares Management Objective: To procure spares of right quantity & quality at right time from right source at right price Description:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES This process broadly consists of the following steps: 

Requirement planning for stores and spares



Indenting and sending requirements to centralized agencies for procurement / manufacture / reconditioning (In-house / External)



Collection / Receipt, storage and issue

 Upkeep of all records pertaining to the process Reports generated: 1. Section wise status of indents 2. Section wise status of purchase orders 3. Consumption pattern of any given item 4. Complaint sheet for defective material 5. Group wise/shop wise spare consumption list 6. Centrally procured items list Shop/Section wise inventory position on real time basis SUB-PROCESS: 8.1 Requirement Planning Objective: To accurately forecast annual requirement of stores and spares and initiate procurement action as and when required Description: 2. Compile annual requirement on the basis of maintenance plan, past consumption, stock and dues in. 3. Prepare make item list, buy item list, and reconditioning item list. 4. Move proposal for cataloguing of initial items if required. 5. Raise note sheet for emergency procurement by cash purchase route as per procedure. Reports generated: 1. List of spares indented and status update. SUB-PROCESS: 8.2 Procurement/Collection, Inventory & Issue Objective:  Collect / Receive stores and spares items and issue them as per maintenance job requirements  Update all records for ready reference Description: 

Based on delivery information received (from central stores) raise Stores Issue Voucher for collection of stores and spares.



Get approval from designated authority.



Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue Voucher register, indent register etc. Reports generated: Material receipt and issue status ANPM SUB WSH 09 Process : Maintenance Budgeting Objective: To plan annual maintenance expenditure E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Description: 1. The budget process starts with a formal notice sent by Budget department to all departments for preparation of the draft budget for onward transmission to finance department for final approval. 2. Budget is prepared based on requirement of stores & spares, repair & maintenance and miscellaneous administrative expenses planned for the next financial year. This forecast is based on the maintenance expenditure incurred in the previous year. 3. This proposed budget in the prescribed format then sent to cost control department after approval of competent authority. Cost controls compile all proposals, take approval of competent authority and give feed back to the user department. 4. Once the budgets are approved, departments are authorised to organise the sanctioned activities and expenditure within this budget. Reports generated: 1. Department wise allocated budget 2. Provision for printing of budget proposal. 3. Department wise approved budget vs. actual utilization Functional Requirement Specification (FRS) for E&T Department function at CIL and Subsidiary Level ANPM SUB ENT 01 PROCESS: To manage Mobile connection/ Landline connection / Data cards to employees Objective:  To manage mobile connections/ landline connections/ data cards to employees Description: This process consists of the following steps:   

Collection of Applications from eligible employees duly authenticated by the Area Personnel Department/ HOD (E&T) Procurement and distribution of the SIMs Billing Process Bills received from the service provider are checked and sent to Finance for payment



Seeding of the employee wise bill in the system : Entering the employee wise bill data in the system from the soft copy provide by the service providers and recovery from salary if the bill exceeds the certain preset limit as per his/her rank. Reports generation: Monthly report of deductions made employee wise ANPM SUB ENT 02 PROCESS: Centralized Procurement of P & M items Objective:  To ensure availability of equipment as per schedule and to have the updated status of equipment indented. Description: This process consists of the following steps: 

Entry of indent by the indenting units

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 

After receiving one indent of any P & M from any mine, the same is processed for approval and financial concurrence.



Compiling the requirement received over a period of time and initiating procurement action as per a schedule.



Preparing draft technical specification and technical parameter sheet and forwarded same to mm department.



After compiling the technical specification and commercial matter, MM department. will sent the case for technical vetting of the NIT.



After opening of the bids, Material Management department, will send the same for technical evaluation



After initial technical scrutiny, the shortfall documents, if any, of the bids is being prepared and forwarded to MM department. for recycling of documents from the bidder.



After receipt of recycled documents from the bidders through mm department., conclusive technical scrutiny is done and forwarded to mm department for placement in tender committee meeting. Members of technical department will participate in TC meeting



After approval of tenders, order will be prepared for placement of final purchase order

 Updation of Supply status Report Generation: Nil ANPM SUB ENT 03 PROCESS: Centralized Procurement of Revenue items against Material Budget Objective:  Streamlining of procurement of centralized items and to have the updated status of centralized store items required. Description: This process consists of the following steps: 

Communication to areas for submission of requirement of different centralized items as per the schedule.



Submission of Material Budgets by the areas



After receiving indent/material budget of different areas, the same will be processed for stores vetting, approval and budget



Preparing draft technical specification and technical parameter sheet and forwarded same to mm department



After compiling the technical specification and commercial matter, MM department. will sent the case for technical vetting of the NIT.



After opening of the bids, Material Management department, will send the same for technical evaluation



After initial technical scrutiny, the shortfall documents, if any, of the bids is being prepared and forwarded to MM department for recycling of documents from the bidder.



After receipt of recycled documents from the bidders through mm department., conclusive technical scrutiny is done and forwarded to mm department for placement in

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES tender committee meeting. Members of technical department will participate in TC meeting 

After approval of tenders, order will be prepared for placement of final purchase order

 Updation of Supply status Report Generation: Nil ANPM SUB ENT 04 PROCESS: Authorization of centralized store items to areas Objective:  Streamlining of issue of centralized stores items from HQs and to have an updated status Description: This process consists of the following steps: 

Entry of approved MB provision for each centralized item



Requisition from areas for release of items



Release of materials from company HQs and entry of release orders



Entry of issue details by areas



Entry of mine wise/ unit wise usage



Compilation of the data received from the area with MB provision on monthly basis for identifying the status of issue of material- vis – a vis MB provision

 Submission of the data to higher authorities on need basis ANPM SUB ENT 05 PROCESS: Coordination with areas, equipment suppliers, AMC holders, ISPs, Objective:  Timely action on critical issues Description: This process consists of the following jobs: 1. To communicate with the areas for following issues for their resolution a) Delay in delivery status of equipment and spares as reported by areas b. Service support related deficiency as reported by areas c) Warranty replacement of spares, subassemblies as reported by areas 2. Maintenance of records for survey off and grounding of equipment as reported by areas companies 3. Identification of obsolete equipment 4. Follow up on urgency of the spares, services etc. of the areas up at company level 5. Follow up with ISPs for reliable connectivity, excess billing, bill correction etc. 6. Follow up with ISPs for service issues Reports generation: Nil ANPM SUB ENT 06 PROCESS: Centralized award of annual maintenance contract Objective:  Streamlining of Annual Maintenance Contracts

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Description: This process consists of the following steps: 

Entry of all Annual Maintenance contracts finalized centrally



Entry of commencement date of AMC by the users



Entry of performance of execution of the contract by AMC holders



Taking corrective action for below par performance



Taking timely action for finalization of fresh contract.



Compilation of the data for renewal of AMCs

 Submission of the report to higher authorities on need basis Report Generation: Nil ANPM SUB ENT 07 PROCESS: Survey off of equipment Objective:  Streamlining the survey off process of equipment Description: This process consists of the following steps: 

Entry of all Survey off proposals processed by the areas



Entry of approval of survey off proposal



Entry of indent for replacement purpose



Status of receipt of replacement equipment



Entry of grounding of surveyed off equipment



Entry of deposit of surveyed off equipment at stores



Entry of disposal of survey off equipment



Compilation of the data

 Submission of the report to higher authorities on need basis Report Generation: List of surveyed off equipment with replacement and disposal status ANPM SUB ENT 08 PROCESS: Management/monitoring of E&T Assets Objective:  Streamlining the management E&T Assets Description: This process consists of the following steps: 

Record keeping of all the technical and historical data of the assets



Equipment breakdown/ repair history



Compilation of the data

 Submission of the report to higher authorities on need basis Report Generation: Historical data

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SUB ENT 09 PROCESS: Management/monitoring outsourcing contracts Objective:  Streamlining the management outsourcing contracts Description: This process consists of the following steps: 

Estimate preparation and approval



Tendering and award of work



Post award management like monitoring of work progress



Bill payment and release of security deposits etc.



Management of contractual employee benefits like re-imbursement of CMPF etc.

 Keeping record of contractual employees Report Generation: Historical data ANPM SUB ENT 10 Process : Service request management Objective:  Streamlining the management services related requests Description: This process consists of the following steps: 

Lodging of the service request by the user e.g. Broadband /landline failure etc.



Forwarding service request to concerned service provider



Monitoring and follow of the request lodged

 Closing of the service request Report Generation: Historical data Functional Requirement Specification (FRS) for System Infrastructure ANPM SYS F 01 Process: System Asset & Logistics Management Objective:  To manage effectively the hardware & networking resources etc. maintained by system department and ensure immediate redressal of breakdowns and also to ensure optimum system availability. Description: This process consists of the following steps: 1. Total no. of computer hardware such as Servers, Storage PCs, Printers & Scanners etc. 2. Location wise details of such hardware items. 3. Purchase order & AMC details of such hardware items. 4. The breakdown details of such hardware items. 5. Total No. of networking equipment under system department jurisdiction. 6. Location wise details of such networking items. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 7. 8. 9. 10. 11. 12. 13.

Purchase order & AMC details of such networking items. The breakdown details of such networking items. Total No. of various UPS under system department jurisdiction. Location wise details of various UPS. Purchase order & AMC details of various UPS’. The breakdown details of various UPS. Locational history details of all assets. (eg. Change of ownership/user/department/area/unit etc.) Reports to be generated 1. Periodical System availability Report. (System wise/S.I wise/Location wise) 2. Location wise Daily Breakdown Status Report 3. Location wise system asset details Report 4. Survey off Report 5. Advance alert report for completion of rental period. 6. System Asset location history (as a system asset changes locations in its life time) 7. System breakdown history 8. Calculation of bill deduction statements depending on AMC terms & conditions. 9. Auto generated SMS alerts on system breakdown to the vendors/Service Integrators as well as to the concerned system executives at HQ. 10. Any ad hoc report ANPM SYS F 02 Process: System consumables & stationery Inventory Management Objective:  To manage effectively the system consumables such as printer cartridges & stationery etc. used at HQ Description: This process consists of the following steps: 

Creating & maintaining a database of : 1. Inventory of computer consumables & stationery etc. 2. Location (Unit/Area/Department.) wise details of such items. 3. Purchase order details of such items. 4. Receipt & issue details of such items 5. Rate Contract Details Reports to be generated 1. Periodical stock Report item wise at HQ & Area Level. 2. Safety Stock & Re-order level report of such items 3. Location (Unit/Area/Department.) wise consumption report 4. Location (Unit/Area/Department.) wise Receipt report of such items 5. Location (Unit/Area/Department.) wise Purchase Order Report 6. Rate Contract wise off-take details Report 7. Any ad hoc report ANPM SYS F 03 Process: Monitoring of Turnkey Projects Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  To monitor turnkey projects such as MPLS services, CAMPUS LAN, OITDS & VTS for processing bills. Description: This process consists of the following steps: 1. Capturing uptime details for MPLS services 2. Capturing uptime details for Weigh Bridge connectivity 3. Capturing uptime details for LAN at various locations 4. Capturing uptime details for OITDS (Operator Independent Truck Dispatch System) 5. Capturing uptime details for VTS (GPRS based Vehicle Tracking System along with CCTV and IP Cameras at Weigh Bridges) Reports to be generated 1. Uptime Report for MPLS services 2. Uptime Report for Weigh Bridge connectivity 3. Uptime Report for LAN at various locations 4. Uptime Report for OITDS (Operator Independent Truck Dispatch System) 5. Uptime Report for VTS (GPRS based Vehicle Tracking System along with CCTV and IP Cameras at Weigh Bridges) 6. Any ad hoc report ANPM SYS F 04 Process: Procurement of Centralized items Objective:  To ensure availability of equipment as per schedule and to have the updated status of equipment indented. Description: This process consists of the following steps: 

Entry of indent by the indenting units (departments.)



After receiving the indents of an item from units, the same is compiled and processed for approval and financial concurrence.



Preparing draft technical specification and technical parameter sheet and forwarded same to mm department for tendering.



After preparation of the NIT, MM department. Sends the case for technical vetting by Systems Department.



After opening of the bids, Material Management department, will send the same for technical evaluation



After initial technical scrutiny, the shortfall documents, if any, of the bids is being prepared and forwarded to MM department for recycling of documents from the bidder.



After receipt of recycled documents from the bidders through mm department. Conclusive technical scrutiny is done and forwarded to mm department for placement in tender committee meeting. Members of technical department will participate in TC meeting



After approval of tenders, order will be prepared for placement of final purchase order



Updating of Supply status

 Inspection and acceptance of the items prior to their distribution/ issue Report Generation: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SYS F 05 Process: Procurement of Centralized Revenue items Objective:  Streamlining of procurement of centralized items and to have the updated status of centralized store items required. Description: This process consists of the following steps: 

Communication to departments/Areas/Units for submission of requirement of different centralized items as per the schedule.



Submission of Material Budgets by the departments/Areas



After receiving indent/material budget of different departments/Areas/Units, the same will be processed for stores vetting, approval and budget



Preparing draft technical specification and technical parameter sheet and forwarded same to mm department



After compiling the technical specification and commercial matter, MM department. will sent the case for technical vetting of the NIT.



After opening of the bids, Material Management department, will send the same for technical evaluation



After initial technical scrutiny, the shortfall documents, if any, of the bids is being prepared and forwarded to MM department for recycling of documents from the bidder.



After receipt of recycled documents from the bidders through mm department., conclusive technical scrutiny is done and forwarded to mm department for placement in tender committee meeting. Members of technical department will participate in TC meeting



After approval of tenders, order will be prepared for placement of final purchase order

 Updation of Supply status Report generation : ANPM SYS F 06 Process: Authorization of centralized store items to departments against material budgets Objective:  Streamlining of issue of centralized stores items from concerned department at HQ and to have an updated status Description: This process consists of the following steps: 

Entry of approved Material Budget provision for each centralized item



Requisition from departments/Areas/units for release of items



Release of materials from concerned department at HQ and entry of release orders



Entry of issue details by departments/Area/units



Entry of department/Area/Unit wise usage



Compilation of the data received from the department/Area/Unit with MB provision on monthly basis for identifying the status of issue of material- vis – a vis MB provision

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES ANPM SYS F 07 Process: Coordination with Departments, equipment suppliers, SI/AMC holders, ISPs Objective:  Timely action on critical issues Description: This process consists of the following jobs: 

To communicate with the areas for following issues for their resolution a) Delay in delivery status of equipment and spares as reported by departments b. Service support related deficiency as reported by departments c) Warranty replacement of spares as reported by departments  Maintenance of records for survey off of equipment as reported by departments  Identification of obsolete equipment  Follow up on urgency of the spares, services etc.  Follow up with SI/ISPs for reliable connectivity.  Follow up with SI/ISPs for service issues ANPM SYS F 08 Process: Centralized award of annual maintenance contract Objective:  Streamlining of Annual Maintenance Contracts Description: This process consists of the following steps: 

Entry of all Annual Maintenance contracts finalized centrally



Entry of commencement date of AMC by the users



Entry of performance of execution of the contract by AMC/SI holders



Taking corrective action for below par performance



Taking timely action for finalization of fresh contract.

 Compilation of the data for renewal of AMCs ANPM SYS F 09 Process: Survey off of equipment Objective:  Streamlining the survey off process of equipment Description: This process consists of the following steps: 

Entry of all Survey off proposals processed by the concerned department/Area/unit



Entry of approval of survey off proposal



Entry of indent for replacement purpose



Status of receipt of replacement equipment



Entry of grounding of surveyed off equipment



Entry of deposit of surveyed equipment at stores



Entry of disposal of survey off equipment

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES  Compilation of the data for onward submission. Report Generation: 1) List of surveyed off equipment with replacement and disposal status 2) List of equipment going to complete its sanctioned/rated life as per CIL guidelines.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES FUNCTIONAL REQUIREMENT SPECIFICATIONS OF HOSPITAL MANAGEMENT SYSTEM List of processes Process No.

Process Name

01

Patient Registration

02

Out-patient Department (OPD)

03

In-patient Department (IPD)

04

Sick-Fit Certificate

05

Pathology

06

Pharmacy

07

Radiology

08

Medical Store

09

Scheduling Doctors/ Nurses

10

Periodical Medical Examination (PME)

11

Operation Theatre (OT) Scheduling

12

Patient Billing

13

Telemedicine

14

Electronic Medical Record Keeping

15

Insurance Management

16

Picture Archiving and Communication System (PACS)

PROCESS 01: Patient Registration SUB PROCESS 01 (i): Self-Registration by Patient Objective:  Self-registration by an employee and his/her dependents. Description: 1. When patient visits hospital he/she can register himself/herself by swiping his/her smart card in reception kiosks. 2. He/ She can select OPD type (i.e. Medicine, ENT etc.) on the basis of his/ her symptoms and subsequently select doctor to be consulted. 3. Then an OPD slip is generated by kiosk and queue number is assigned. Information required on Screen to carry out the functions: 1. List of OPD clinics 2. Days & Timing of OPD clinics

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Name of doctor(s) available for OPD service Responsible Person Employee OR Dependents Reports: a. OPD clinic wise doctor wise summary report b. Any other related report as required SUB PROCESS 01 (ii): Assisted Registration Objective: 1. If the patient/attendants are not able to select the appropriate OPD or if the patient is illiterate, then assistance will be provided by Reception/ registration desk. 2. Retired Executives, Retired wage-board employees, Contractual workers, Employees of Approved schools and poor patients under CSR will also utilize assisted registration Description: When a patient is not able to use self-service kiosks, he/she can approach the reception/ registration desk for assisted issue of OPD registration slip by input of unique id number. Retired executive, if received treatment in company hospital/dispensary, he will be billed and 40% of the billed amount will be deducted from the balance available entitlement. Information required on Screen to carry out the functions: 1. List of OPD clinics 2. Days & Timing of OPD clinics 3. Name of doctor(s) available for OPD service Responsible Person Registration clerk Reports: a. OPD clinic wise doctor wise summary report b. Any other related report as required SUB PROCESS01 (iii): Paid Registration Objective: All non-entitled (NE) patients, employees of different companies associated with CIL or its subsidiaries (like BEML, MPEB, CISF, CMPF etc.) will utilise Cash Counter for registration. Description: 1. If a non-entitled patient wants to visit OPD doctor, he needs to deposit consultation fee at Cash Counter and get registered for the OPD service. 2. For patients from other organization (having agreement with CIL or its subsidiaries) need not deposit OPD consultation fee. It will be directly billed to the company concerned. Information required on Screen to carry out the functions: 1. List of OPD clinics 2. Days & Timing of OPD clinics 3. Name of doctor(s) available for OPD service 4. List of organization have agreement for treatment of their employees and their dependents Responsible Person Registration clerk at cash-counter.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Reports: a. OPD clinic wise doctor wise summary report b. Any other related report as required PROCESS02: Out-patient Department (OPD) SUB PROCESS 02 (i): OPD Doctor’s Treatment & Advice Objective:  OPD doctor will investigate and diagnose the patient on basis of symptoms. Then doctor will specify the treatment required and advise certain precautions as needed. Description: There will be a display board in waiting room outside each OPD, which will display queue no. of waiting patients. As soon as the OPD doctor completes diagnosis of ongoing patient, the next queue number gets highlighted so that the patient is aware of his/her turn. For examination purpose, OPD doctor will carry out the following functions: i. Recording patient’s symptoms: Doctor will use Laptop/thin client for recording patient’s symptoms through selection. Additional notes may also be recorded using Laptop / Thin client. ii. Examination and Diagnosis: Doctor records all vital parameters including allergy during examination and select disease from the list populated on the system through his touch screen/ thin client. Information required on Screen to carry out the functions: 1. List of ICD, 2. List of medical symptoms corresponding to a disease, 3. List of Vital parameters corresponding to a disease. 4. List of medicines corresponding to diseases. 5. Stock availability of medicines. 6. Prompts in case of stock out. 7. Drug formulary and drug interaction alerts w.r.t selected medicines Responsible Person OPD doctor SUB PROCESS02 (ii): Lab test requisition Objective:  OPD doctor can redirect patient for various tests (Pathology, Radiology, ECG, ECHO etc.) as well as other OPD/IPD/Other Hospital Description: 1. On basis of patient’s examination, OPD doctor can refer the patient for various test through his laptop/ touch screen thin client. 2. Concerned department will receive alert on the basis of doctor’s referral. Information required on Screen to carry out the functions: 1. List of tests corresponding to disease Responsible Person OPD doctor

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

SUB PROCESS02 (iii): IPD referral Objective:  On basis of examination and/or investigation, OPD doctor can refer a patient to get admitted in ward. Description: 1. OPD doctor assigns ward to patient. He will be able to see bed availability and demand bed for the patient. 2. Approval process for bed allotment will be initiated by OPD doctor. 3. HOD will approve the admission in consultation with Matron in-charge of the ward. 4. On approval patient visits corresponding ward and gets admitted. Information required on Screen to carry out the functions: Ward wise bed availability with speciality Responsible Person OPD doctor SUB PROCESS02 (iv): Medicine Distribution & OPD Summary Printing Objective: 1. For patients entitled to get free medicines 2. As soon as the corresponding OPD doctor prescribes medicine, it will be automatically indented to the pharmacy against patient’s name. So when patient visits pharmacy, he will get his/her medicine against his OPD registration slip. In case some medicine is not in stock, the pharmacist will give NA certificate on printout of OPD Summary Description: 1. OPD doctor prescribes medicine to the patient through laptop / thin client. 2. Pharmacist at medicine distribution counter will receive alert on basis of doctor’s prescription. 3. OPD prescription will be generated. 4. If required NA certificate will be given on printout of OPD Summary. Information required on Screen to carry out the functions: 1. Required information to identify patient. 2. List of medicines prescribed. 3. Stock availability of medicines. 4. Prompts in case of stock out. 5. Print option for printing OPD summary Responsible Person Pharmacist at Medicine Distribution counters SUB PROCESS02 (v): Casualty Entitled Patients Objective: 1. Casualty (Emergency) department caters to emergency patients who may fall under the following categories: A) Entitled Patients. B) Non-entitled Patients. 2. Further the cases may be categorized as Normal or Medico-legal. Both will have separate approval procedure. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

Description: 1. Seriously ill patients visit Casualty department. 2. Other patients during non-OPD hours also visit casualty department. 3. Based on roster shifts, a doctor along with paramedical staff will be there to cater urgent needs of patient. 4. Casualty doctor may record symptoms, diagnose, treat and give advice to the patient or may refer that patient to another OPD or to get admitted to in-doors 5. In case of non-entitled and medico-legal cases, a separate workflow is followed. Information required on Screen to carry out the functions: 1. Hospital directory 2. Contact details of other Civil/PSU hospitals 3. Stock availability of medicines 4. Bed availability in wards Responsible Person Casualty doctor/ Paramedical staff SUB PROCESS 02 (vi): Casualty Non-Entitled Patients Objective: 1. Non-entitled patients can also visit the hospital along with/ without NCL employee in emergency condition. 2. Further the cases may be categorized as Normal or Medico-legal. Both will have separate approval procedure. Description: 1. When a non-entitled patient visits emergency, His registration for casualty is required. During OPD hours his registration will be done at Cash counter of OPD and beyond OPD hours at Casualty Department. Seriously ill non-entitled patients can report to casualty in OPD hours. 2. Treating doctor initiates general process of Non-entitled case. 3. Treating doctor recommends that case to CMS in form of alert incase patient failed to deposit money. 4. If the non-entitled patient comes along with a NCL employee, a consent form is required to be signed by the NCL employee for admission to ward and details of employee concerned will be captured in the system 5. With approval of Treating doctor or CMS(if required), the case gets registered. Information required on Screen to carry out the functions: 1. Casualty registration detail 2. Hospital directory 3. Contact details of other Civil/PSU hospitals 4. Stock availability of medicines 5. Bed availability in all wards Responsible Person Treating Doctor E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

SUB PROCESS 02 (vii): Casualty Medico-legal Cases Objective: 1. A medico-legal case is a case of unnatural injury/ illness where the attending doctor, after eliciting history and examining the patient, thinks that some investigation by law enforcement agencies is essential to establish and fix responsibility for the case in accordance with the law of the land. 2. This may be either entitled or non-entitled patient 3. A separate serial number has to be generated for medico-legal cases Description: 1. A doctor can receive a medico-legal case in any of the three ways – a) A case is brought by the police for examination and reporting. b) The person in question was already attended to by a doctor and a medico-legal case was registered in the previous hospital, and the person is now referred for expert management/ advice. c) In the other instances, after history taking and thorough examination, if the doctor feels that the circumstances/ findings of the case are such that registration of the case as an unnatural injury/ illness is warranted, he/she will register that case in the medico-legal register and inform Police. Information required on Screen to carry out the functions: Cases that are to be treated as medico-legal Responsible Person Treating Doctor Reports: All necessary reports PROCESS 03: In-patient Department (IPD) SUB PROCESS 03 (i): Nursing Desk Objective: There will be a nursing desk in each ward inside the hospital which will cater to all the needs of IPD patients. Description: Nursing desk will have diversified workflow in accordance to needs: a) Receiving of Patient to wards and allocating beds. b) Vital parameter record updation c) Updating doses completion status, Lab test requisition d) Drug requisition from ward store e) Duty roster preparation for nurses by Matron I/C Indoor Information required on Screen to carry out the functions: 1. Bed status 2. Vital parameter record (Pulse, Temp., BP and/or any other specific features) 3. Doses chart for every patient 4. Pharmacy stock status E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Responsible Person Chief Matron/ Nurse

SUB PROCESS 03(ii): Bed Status and Allocation Objective: Admission requisition can come from OPD doctor or casualty doctor or from other ward. Description:

1. Ward requisition alert comes from OPD doctor or casualty doctor or from other ward. 2. Patient will visit corresponding ward’s nursing desk with registration done at casualty. 3. Nurse will assign bed to the patient. Information required on Screen to carry out the functions: Bed availability Responsible Person Chief Matron/ Nurse SUB PROCESS 03(iii): IPD Doctor’s Examination and Advice Objective:

1. Doctors will visit wards for periodical check-up of ward’s patient for monitoring the progress of patient’s health.

2. 3. 4. 5.

Vital parameters will be available as recorded by nursing staff. Results of Lab Tests will be available along with X-rays, ECG etc. Doctor’s will enter recommendations on TAB/hand held device. He should be able to refer to another ward, operation theatre or consultation of other doctors.

6. The availability of these facilities will be visible and workflow may be initiated from the ward. Description:

1. Doctors visit corresponding ward according to roster. 2. During each visit case sheet of that patient is updated. 3. Doctor may prefer lab test, other investigations or may advice certain prescription to the patient.

4. After doctor’s visit, the above details are required to be filled by nurses in nursing desk. 5. The workflow of referral may be initiated on doctor’s advice. Information required on Screen to carry out the functions:

1. 2. 3. 4.

List of admitted patients, Ward wise availability of beds OT day-wise schedule

Availability of Stock of medicines/ equipment/ linen etc. Responsible Person Doctor on Round E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES SUB PROCESS 03(iv): Medical Consumable and Drugs Requisition Objective: Nursing staff can send requisition for drugs and consumables to pharmacy and store for the patients admitted in the wards Description:

1. Medicine can be requested from pharmacy through nursing desk by ward I/C matron/nurse. 2. Nursing desk will receive an alert, as soon as medicines are ready for dispatch. 3. After acknowledgement from nursing desk, the quantity is deducted from online inventory. Information required on Screen to carry out the functions: Stock availability in ward Responsible Person Nurse/ Ward Nurse In-charge/ Matron In Charge SUB PROCESS 03(v): Patient Parameters Monitoring Objective: Through nursing desk, each patient’s parameters can be monitored, and in case parameters are abnormal, it is reported to concerned doctor. Description:

1. Each patient’s parameters are monitored through nursing desk by the shift nurse. 2. In case of any abnormalities, it is alerted in nurse terminal and later communicated to concerned doctor. Information required on Screen to carry out the functions: Bed wise patient’s vital parameters Responsible Person Nurse SUB PROCESS 03(vi): Lab test requisition and status. Objective: During ward visit, doctor can refer patient for lab test. Through nursing desk, lab test status can also be fetched. Description:

1. On basis of patient’s examination during ward visit, doctor can refer patient admitted for lab test.

2. Lab test requisition is generated at nursing desk. 3. Pathology will receive alert on basis of doctor’s referral. 4. In case any specific lab test facility(ies) is/are not available in that hospital, it may be referred to outside lab(s) after obtaining approval of CMS. Information required on Screen to carry out the functions: List of Lab tests corresponding to disease provisionally diagnosed Responsible Person Nurse SUB PROCESS 03(vii): Duty roster- Nurses Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES There will be a roster for nurses, by which nurses will be assigned shifts for monitoring the progress of patient’s health. Description:

1. On the basis of wards and bed allocation, nurse’s duty roster is prepared by chief matron, which will be approved by in-charge as appointed.

2. Nurses visit ward according to roster shifts. 3. During each such visit, case sheet history of that patient is updated. Information required on Screen to carry out the functions:

1. List of Nurses 2. Ward details Responsible Person Chief Matron SUB PROCESS 03(viii): Discharge and referral Objective:

1. During periodical checkup in ward by doctor, if doctor finds patient in better condition, then the patient may be advised for discharge. 2. During periodical checkup in wards, if the doctor feels that the patient should be transferred to any other specialty hospital, then referral process is initiated by the treating doctor in consultation with HOD. 3. Approval of the medical board constituted by company is required for referral. Description:

1. Doctor may advise patient for discharge during periodical check-up in ward. 2. In case of referral, a referral order/latter in pre-defined format is given to the patient. Information required on Screen to carry out the functions:

1. List of admitted patients in the ward 2. Status of patient as advised by doctor. Responsible Person 1. Ward In-charge doctor 2. CMS for referral of entitled patients/ Treating doctor PROCESS 04: Sick-Fit certificate SUB PROCESS 04(i): Sick Certification for Employee Objective: When a NCL employee visits company hospital and the consulting doctor advises him rest due to health reasons for a specific period, he will report to Project doctor for sick Description: 1. On basis of patient health issues, doctor may advise to give sick certificate to the patient mentioning the number of days of rest. 2. This requisition will be reflected in hospital/dispensary of concern project. Information required on Screen to carry out the functions:

1. List of medical symptoms corresponding to disease. 2. List of Vital parameters needed to be checked corresponding to disease.. Responsible Person E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES OPD doctor SUB PROCESS 04(ii): Private Sick Certification Objective:

1. When a NCL employee brings a certificate issued by a non-company medical practitioner beyond a specified period, it may be required to be verified as follows: a) Up to 15 days project doctor. b) Up to 90 days HOD of project medical establishment. c) Above 90 days medical board of company. Description: 1. Patient comes with private medical certificate to a company doctor, duly referred by his controlling officer or/and Area Medical Officer of concern unit. 2. Company doctor verifies the medical certificate, based on the medical condition of the reporting employee to ascertain if the employee is fit to resume duty. 3. Fitness certificate will be issued by company doctor after observing laid down norms. 4. On the basis of this fitness certificate, controlling officer may allow the employee to resume duty. Information required on Screen to carry out the functions: 1. Doctor ID 2. Patient ID 3. Name of private hospital, Doctor’s name, Date of certificate, Serial no. of certificate. Period of rest advised. Whether sick certificate was issued and deposited prior to the fit certificate? Verification date, Issue of fitness certificate, Diagnosis by the Private Medical Practitioner. Responsible Person Company Doctor SUB PROCESS 04(iii): Fitness certificate by Company doctor Objective: After taking rest as advised by doctor, patient revisit the hospital for check up. Description: 1. On basis of check-up, doctor may provide fitness certificate to the patient. 2. Finally, the Fitness certificate is issued to the patient by the hospital/dispensary of concerned project. Information required on Screen to carry out the functions: Patient history Responsible Person OPD doctor

PROCESS 05: Pathology SUB PROCESS 05(i): Lab Test Registration for OPD Patients Objective: 1. The laboratory module starts with the receipt of online requests for tests advised by doctors. 2. Laboratory personnel can also generate requests. This facilitates investigations for referral patients. 3. Tests are grouped under various sections and sample types (specimens). E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Description: 1. Based on the request, dashboard notifies the patient of his turn. Patient would enter the lab as per his turn and give sample to the lab technician/ authorised official who would generate a sample number for tracking, reporting etc. 2. The patient is notified about time and date of collection of investigation reports. Results can be based on the sample type. 3. Results can be entered for either one or multiple tests. If the test result requires approval, the supervisor has to approve the result. 4. Test results are also available to concerned doctors. 5. Test reports can be made confidential if required Information required on Screen to carry out the functions: Prescribed Lab Tests Responsible Person Lab technician/ authorized official SUB PROCESS 05(ii): Sampling and Bar-coding of Test Samples. Objective: When a patient visits concerned lab to offer his sample, the sample is bar-coded. Description: 1. The laboratory module starts with the receipt of online requests from doctors or Patient may visit concerned lab with lab slip. 2. Lab attendant takes test sample from patient. 3. The sample is bar-coded. 4. Pathologist manually checks the test reading. 5. Then the test reading is entered in the system Information required on Screen to carry out the functions: Lab test alerts Responsible Person Lab technician/ authorized official SUB PROCESS 05(iii): Acquisition of data from DICOM compliant equipment Objective: If the sample is to be tested through DICOM compliant equipment, then the application should acquire data from that equipment. Description: 1. The sample is tested through DICOM compliant equipment. 2. Application takes test result from the equipment and updates the test report automatically. 3. That test report is verified by the concerned doctors. Information required on Screen to carry out the functions: Test result from DICOM Responsible Person Pathologist SUB PROCESS 05(iv): Entry of Investigation reports- Bar code linking Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Whenever the testing equipment is not DICOM compliant, the test result is manually entered by concerned person and approved by the pathologist and later mapped to the patient report through bar code. Description: 1. The sample is tested through non-DICOM compliant equipment. 2. The test result is manually entered by concerned person into the system. 3. Supervisor/ Pathologist approve the test report. Information required on Screen to carry out the functions: 1. Patient ID 2. Lab Test Responsible Person Pathologist Aspirations: Automated system of test result updation by introduction of intermediate H/w or S/w SUB PROCESS 05(v): Issue of test report to ward/ OPD doctors/ Patient Objective: Sample is tested and test report is generated and dispatched to corresponding wards and OPDs. Description: 1. Bar-coded samples are tested. 2. Test report is forwarded to Pathology H.O.D/Pathologist for approval. 3. After approval it can be accessed by corresponding wards and OPDs Information required on Screen to carry out the functions: List of bar-coded samples with patient ID. Responsible Person Pathologist SUB PROCESS 05(vi): Lab Test through Non-entitled Lab Objective: Some lab tests which are not carried out within the hospital are referred to outside Labs Description: Proposal is initiated by the treating doctor and after getting approval of competent authority, pathologist will issue order for tests to be done in outside lab Information required on Screen to carry out the functions: List of approved outside labs. . Responsible Person Pathologist

PROCESS 06: Pharmacy SUB PROCESS 06(i): Medicine packaging in advance Objective:

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ANNEXURES & APPENDICES Pharmacy will pack medicine in accordance to the list of medicine prescribed by OPD doctor to a patient. Description: When medicine alert comes from doctor, Dispensary Pharmacist starts packaging the medicines for individual patients. After medicine packing is complete, the status is updated by pharmacist Information required on Screen to carry out the functions: Medicine alert from OPD/ IPD doctors Responsible Person Dispensary Pharmacist SUB PROCESS 06(ii): Distribution of medicine against Patient card/ ID Objective: 1. Patient visits dispensary to take his pack of medicines. 2. The packed medicine is given to him after checking patient’s smart card. Description: 1. Patient visits dispensary to take his pack of medicines. 2. The packed medicine is given to him after checking patient’s smart card. 3. The delivery status is updated accordingly Information required on Screen to carry out the functions: Medicine alert from OPD/ IPD doctors Responsible Person Dispensary Pharmacist

PROCESS 07: Radiology SUB PROCESS 07(i): Test Registration Objective: 1. The Radiology module caters to services such as x-ray, ultra sound, CT scan, MRI, Mammography etc. The system stores all the result details of various tests and makes a report based on the test results. 2. The Radiology module starts with the receipt of online requests from doctors. . Description: 1. At the registration counter of Radiology Department, Patient should get registered for the test and get appointment date. 2. On scheduled date patient should report for the test. Information required on Screen to carry out the functions: Prescribed Radiology Tests Responsible Person Person at Radiology Registration and Patient SUB PROCESS 07(ii): Entry of investigation report by radiologist Objective:

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Whenever the equipment is not DICOM compliant, the test result needs to be manually entered by concerned technician and is approved by the radiologist. . Description: Radiologist checks the test reading. Then the test reading is entered in the system. Information required on Screen to carry out the functions: Patient ID Prescribed Radiology Tests Responsible Person Radiologist SUB PROCESS 07(iii): Test report issued to ward/ OPD doctors/ Patient Objective: 1. Test report is generated and made online for use at corresponding wards and OPDs. 2. Patients can also collect test report from radiology department. Description: Test report and images can be accessed by corresponding wards and OPDs. Patient can also collect test report and films (if any) from Radiology department.. Information required on Screen to carry out the functions: Patient ID Responsible Person OPD Doctor/ Ward/ Patient

PROCESS 08: Medical Store SUB PROCESS 08(i): Purchase of medicines and consumables from imprest fund Objective: Sometimes hospitals procure medicine and other consumables from imprest fund and it may be issued to the concerned units. Generation of supply order. Description: 1. Based on medicines’ arrival, medical store updates the status. 2. Ward can check the status of Local medicine through web or kiosk. 3. Based on status wards can collect medicine from dispensary. Information required on Screen to carry out the functions: 1. List of Medicine/consumables gone for LP 2. Quantity required Responsible Person Medical store personnel SUB PROCESS 08(ii): Bulk Local Purchase (LP) of medicine Objective: 1. Bulk LP is done by MM department in case of non-availability of stock-receipt from Central Medical Store from CMO/CMS LP fund 2. CMS is empowered to register bulk local purchase E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES 3. Receipt of medicine is updated by Central Medical store on the system Description: Purchasing is done as per laid down norms of the company. Information required on Screen to carry out the functions: List of all medicine Responsible Person Medical store personnel SUB PROCESS 08(iii): Medical Store Inventory Management Objective: 1. To meet all statutory requirements of a medical store 2. Receipts & Issues to Patients/ Wards/ Dispensary 3. Medical Store may receive drug requisition alert from Dispensary/ Wards/ Doctors. 4. Alert for drugs having less self-life 5. List of fast and slow moving items Description: 1. Medical Store inventory is reflected in the system. 2. Medical store may receive requisition of medicines from Pharmacy/ Wards/ Doctors. 3. Based on requisitions, medicines are dispatched to different wards and dispensary and the online inventory status are updated accordingly. 4. Alert for medicine to be expired after a system defined period Information required on Screen to carry out the functions: 1. Medicine ID 2. Quantity required 3. Ward No./ Pharmacy Responsible Person Medical store personnel SUB PROCESS 08(iv): Annual Medicines indent Objective: Annual indent of medicine is prepared on basis of requisition from different departments within the hospital. Description: 1. Requisition of medicine comes from different departments. 2. All the requisitions are consolidated and annual indent is prepared. 3. Then the annual indent is forwarded to CMS office. Information required on Screen to carry out the functions: Drug requisition from different departments/hospitals/dispensaries. Responsible Person Doctors, Pharmacists and Concerned Medical store personnel

PROCESS 09: Scheduling Doctors/ Nurses SUB PROCESS 09(i): Nurses roster bookings

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ANNEXURES & APPENDICES Objective: There will be a roster for nurses; nurses will be assigned OPD/ wards on shift basis. Description: 1. On basis of wards/ OPD and bed allocation, nurse’s duty roster is prepared by chief matron, which will be approved by the in-charge so appointment. 2. Duty nurses will give proper medicine to patients in ward. Information required on Screen to carry out the functions: 1. List of Nurses 2. Ward details 3. OPD requirements (if any) Responsible Person Chief Matron SUB PROCESS 09(ii): Preparation of OPD schedule (Including Casualty) Objective: HOD of each specialized OPD prepares a schedule of OPD doctors/ services based on the availability, skills and competence. Description: Based on the sanctioned leaves, OPD schedule chart for doctor/ services is prepared by HOD of each respective unit. Information required on Screen to carry out the functions: 1. List of Doctors 2. Doctors availability status Responsible Person HOD of respective OPD. SUB PROCESS 09(iii): Doctors ward assignment Objective: Doctors are assigned to particular wards for periodical checkup of ward’s patient. Description: 1. Doctor’s duty roster is prepared by CMS. The wards and bed are allocated to the doctors. 2. Doctor’s duty roaster for Casualty and ICU 3. Doctors visit corresponding ward according to roster. 4. During each visit patient history is updated. Information required on Screen to carry out the functions: 1. List of Doctors 2. Doctors availability status 3. Ward details Responsible Person CMS/Authorized doctor

PROCESS 10: Periodical/Initial Medical Examination (PME/IME)

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ANNEXURES & APPENDICES SUB PROCESS 10(i): Registration for PME/IME of candidates Objective: Schedule is prepared for PME on periodic basis of the candidates. Description: Candidate visits hospital with a memo. Appointment with doctor for PME/IME is scheduled Information required on Screen to carry out the functions: Doctors Availability Responsible Person Candidate (Patient) SUB PROCESS 10(ii): PME/IME of Candidates as per schedule Objective: Doctor I/C Occupational Health Unit investigate the patient as per schedule and according to category of medical examination. Description: There will be a dashboard in waiting room outside Occupational Health Unit of OPD, which will display the turn of each candidate as per schedule. For examination purpose, doctor carries out the following functions: i. Recording patient’s symptoms ii. Diagnosis iii. Treatment iv. Advice Information required on Screen to carry out the functions: 1. List of symptoms with respect to diseases. 2. List of Vital parameters needed to be checked with respect to diseases. 3. List of treatments Responsible Person: OPD Doctor/ PME In charge

PROCESS 11: Operation Theatre (OT) Scheduling SUB PROCESS 11(i): Operation Theatre (OT) requisition from OPD/ IPD/ Casualty Objective: Doctor schedules operation for his patient on allotted days. Description: 1. Operation requisition can come from OPD/ IPD doctor/casualty. 2. It comes as an alert in the terminal at OT. Information required on Screen to carry out the functions: 1. Availability of OT 2. Doctor ID 3. Patient ID Responsible Person Doctor SUB PROCESS 11(ii): Scheduling on the basis of nature of Operation E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Objective: On basis of requisition from IPD doctors/ casualty and nature of operation, OT schedule is prepared. Day and time is fixed for particular type of operations in week days.. Description: 1. On basis of requisition from IPD doctors/ casualty and nature of operation, OT schedule is prepared. 2. Day and time is fixed for particular type of operations in week days. Information required on Screen to carry out the functions: OT requisitions Nature/ type of Operation Responsible Person OT In-charge SUB PROCESS 11(iii): Emergency request from casualty/ ward Objective: Emergency Operation requisition can come from casualty/ ward. Description: 1. On basis of emergency operation requisition from wards/ casualty, OT in-charge makes immediate arrangements. 2. Existing schedule is modified for emergency operation. Information required on Screen to carry out the functions: Emergency Operation Requisition Responsible Person OT In-charge

PROCESS 12: Billing for Non-entitled patients Objective: Non-entitled patients are charged for any services provided by the hospital.

Description: 1. Each and every services of a Non-entitled patient is accounted. If a Non-entitled patient wants to visit OPD doctor, he registers and pays in advance for the doctor’s consultation. 2. If a Non-entitled patient got admitted in a ward, then his/her bills should be cleared before discharge Information required on Screen to carry out the functions: 1. List of Non-entitled patients 2. Amount as per service Responsible Person OT In-charge PROCESS 13: Telemedicine

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES System should be able to support provision of Telemedicine at remote areas deploying the services of specialists in the referral hospitals. System should have following capabilities: 

Ability to register the patients



Ability to manage Patient Referrals



Ability for appointment and queuing



Ability for Electronic Medical Record of the patients



Ability for Video Conferencing



Ability for Chat Services



Ability for integration with medical devices for temperature, sputum examination, pulse measurement, BP measurement, Foetal Heartrate monitor, ECG, Digital Stethoscope, Blood Glucose and SPO2



Ability for Peripheral Smear management



Ability for tele-transmission of CT scan, Histopathology, X-rays, telephtomology



Ability to integrate with SMS gateway

PROCESS 14: Electronic Medical record keeping System should have the following capabilities for Electronic Medical Record Keeping of all patients: 

The system should have provision to capture Patient assessment (Chief complaints, HOPI, Past History, Social History, Family History, On Examination ROS, Current Medications)etc.



The system should have the provision to upload and view scanned previous patient records/prescriptions supporting different file formats like doc/pdf/image.



The system should have provision to view referral notes(Internal/ second opinion)



The system should have provision to provide advice on the medications, Investigation required(Laboratory and Radiology), Cross-Consults-CPOE.



The system should have provision to capture doctor signature



The system should have the provision to share patient EMR during cross-consult/Internal referral



The system should have provision to capture and display the integrated medical device data



The system should have provision to generate prescription/Case sheet/Report



The system should have provision to view radiology images

PROCESS 15: Insurance Claim Processing CIL Hospitals treat some external patients who are covered by various insurance companies who reimburse their expenses subject to eligibility.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Proposed system should be able to manage eligibility verification, manage claims(Claims Request Submission/Receive Response/Respond to Query) and generate required MIS reports.

PROCESS 16: Picture Archiving and Communication System (PACS) Proposed system should have following functionality for integration with PACS 

Ability to tag the images against the patient ID and visit no.



The system should provision to search criteria in the work list like patient name, age, examination day, time, modality, etc



PACS clients (Diagnostic Workstation) should have access to a uniform and complete patient list with all study information, independent of the current storage location.



Ability to capture images from various medical imaging instruments, including Ultrasound (US), Magnetic Resonance (MR), Positron Emission Tomography (PET), Computed Tomography (CT), Endoscopy (ES), Mammograms (MG), Digital Radiography (DR), Computed Radiography (CR) Ophthalmology, Cath lab, Nuclear medicine etc.



The user friendly viewer software with the image manipulation tools makes the user to do various kinds of measurements and manipulation on the DICOM images



Ability to prepare reports and to support user defined templates for quick reporting



Ability for MIS Reporting: PACS application should provide statistics about the total numbers of patients, examinations, series and images.



Ability to calculate TAT (Min, Max, Avg etc.) for different types of radiology areas.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES

APPENDIX IX: Functionality Matrix (FM) CONTENTS of FUNCTIONALITY MATRIX FOR COAL INDIA LIMITED & ITS SUBSIDIARIES (ACTUAL SHEET TO BE DOWNLOADED FROM THE PORTAL) Index Sl No

Function

1

Finance and Accounts Management Function

372

2

421

4

Human Resource Management (HRM), Employee Self Service (ESS) and Payroll function Procurement, Inventory Management, Contract Management including Civil Contract and Exploration contracts Sales and Marketing Function

5

Production Monitoring and Planning function

495

6

Project Management Function

497

7

Asset Management, Plant Maintenance and Operation (E&M, Excavation, Washery, E&T & System)

505

8

Hospital Management System

546

3

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Page no

445 479

ANNEXURES & APPENDICES Functionality Matrix (FM) for Finance and Accounts Management Function SN

Requirement Description Financial Management

1.

Financial Management Process consists of the following core processes - General Ledger - Accounts Receivable - Accounts Payable - Cash Management - Budgeting/ Analysis - Costing and Financial Control - Fixed Asset Accounting - Bank Guarantees / EMDs General Ledger/ Schedule Manage Ledger Relationships

2.

Ability to provide the facility to have multiple general ledgers

3.

Ability to allow information to be consolidated within general ledger for (month end) reporting purposes

4.

Ability for each General Ledger (GL) to be capable of supporting and be fully integrated with revenue, purchase, inventory and management accounting ledgers and cashbook/ Bankbook/Journal Entry.

5.

Ability of each sub-ledger to relate to a separate control account in the general ledger.

6.

Ability to open Memorandum Accounts for recording non-financial information - noted items

7.

Ability of automatic posting (Postings to sub-ledgers should result in automatic postings to the control accounts in the general ledger).

8.

Manage Calendar Periods/Financial year

9.

Define calendar/Financial year based on organizations accounting and reporting requirements

10.

Facility to open multiple accounting periods i.e. open the next accounting period before closing the current accounting period

11.

Ability to close an accounting period to prevent any entries in that period

12.

Ability to control users to access past period for adjustments (e.g. to reopen a period that has been closed).

13.

Manage Chart of Accounts

14.

Flexibility to accommodate current chart of accounts structure and organization structure

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Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

15.

Option to have centralized or de-centralized account maintenance of chart of account value

16. Addition /deletion of any account code should be restricted to certain users 17.

Capture short as well as long description of accounts

18.

Ability to manage Multiple foreign currency transactions

19.

Manage GL Account Enquiry

20.

Ability to display GL account balance in multiple views as follows: Responsibility (e.g.- Cost center, division/departmental reporting)

21.

Ability to hold balances for multiple ledger types such as: - Actual - Budgeted

22.

Ability to allow enquiry by - account codes and names - wild search - specific range of period, year and month

23.

Capability of the system to display: - account activity including opening balance, movement for the period, closing balance and year to date balance - breakdown of balances by drilling down to source document - GL account master data

24.

Manage GL Master Data

25.

Ability to maintain the following master data records to store control information on how postings done into the general ledger account: - Name of the account - Description & Location - Type of account (e.g. revenue/asset) - Tax posting - Reconciliation account in nature (e.g. Debtors' Control account) - Level of transaction details to be maintained within the GL Account - Automatic posting to prevent manual posting to accounts (e.g.: Accounts Receivable, Account Payable)

26.

Ability to create GL master data in respective account groups

27.

Ability under restricted authority to - Copy accounts between entities. - Automatically renumber account codes. - Closed accounts - block/ mark for deletion. - Add accounts.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description - Delete accounts. - Change description of accounts.

28.

Provide facility for mass creation of GL accounts that includes: - Copying entire chart using another chart of accounts as reference. - Copying single account. - Copying multiple accounts - Performing data transfer using program for G/L account master data from legacy system - Allowing deletion of inactive accounts or accounts with no outstanding balance.

29.

Ability to provide audit trail to log the creation, amendments and deletion of each GL account code.

30.

Ability to control creations, amendments and deletion of GL Master data by user-defined authorization.

31.

Manage GL Transaction Posting

32.

Ability to enter journal entries manually or interface journals from non - ERP applications, either individually or in batch. The information contained in a journal should include the following sub- levels: - Header Level anticipated transactions are for voucher series, transaction reference and accounting period. - Line level transactions will include account code, debit/credit amounts account assignment and text

33.

Ability to search account code, account name or responsible area during posting of documents

34.

Ability to provide facility of Look up accounts number and descriptions during journal entry

35.

Ability to electronically route journal for approval to an authorized user before posting to the general ledger. If rejected, the journal should be automatically routed back to the originator for correction.

36.

Ability to assign unique number to journal entry

37.

Ability of the system to support the following types of journal - Accrual journals, which automatically reverse themselves in the following accounting period. - Skeleton journals where the bulk of information is pre-coded, only the date and amount to be to be entered. "- Recurring journals which are similar to skeleton journals but with the values pre-entered, though capable of modification"

38.

Ability to control journal posting function by user-defined authorization

39.

Ability to provide function to reverse documentation-individual or

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description in mass, after posting by reference document number

40.

Ability to post to a future and prior period by authorized users

41.

Ability to suspend and resume, at a later time, entry of journal that are incomplete or imbalance

42.

Ability to prevent posting to control accounts of subsidiary ledger

43.

Ability to update on-line with real time update

44.

Ability to provide facility to: - Allow storing (park) incomplete documents without carrying out extensive entry checks. - Specify templates to capture details of recurring transactions (e.g.: fixed prepayments and accruals) - Allow amendment or deletion to recurring transactions prior to posting - Perform the posting automatically according to user-defined specification

45.

Ability to allow for multiple accounting entries (debits and/ or credits) for each transaction type

46.

Ability to provide running total of debit/credit amount

47.

Ability to perform batch processing as follows: - Update by batch mode while other users are still active in the system - Provide exception report for batch update - Post through overnight batch - Provide information on batch status (e.g.:- posted, processing, error) - Automatically assign document or batch number after journals are posted - Provide a journal edit listing on screen and printed.

48.

Ability to request for authorization of transaction exceeding maximum or transaction limits by user-defined authority

49.

Ability to complete that all necessary postings from various other modules are posted to the ledger before starting the closing run

50.

Ability to automatically generate the provisions for materials/services received but invoice not received

51.

Ability to automatically carry forward balances at the end of the year to the balance sheet and reset all profit and loss account

52.

Ability to prevent inactive accounts from appearing on reports and financial statements

53.

Ability to integrate with payroll

54.

Manage Inter-office transactions

55.

Ability to provide an electronic platform for units to record inter-

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description unit transactions, with provision to view scanned documents

56.

Ability to automatically create relevant accounting entries at both units of the inter-unit accounting automatically

57.

Manage Accounting Year-end Closing

58.

Ability to perform month-end (soft closing) and year-end closing.

59.

Ability at the period end to: - Post accruals - Reclassify credit and debit balances for reporting purposes

60.

Ability to automatically update the closing balance of the previous period and opening balance of the current period with prior period

61.

Ability to open a new financial year

62.

Ability to automatically net off the expense and revenue accounts closing balances to retained earnings account and carry the same to the following accounting year

63.

Ability to process the following types of transactions: - Current period transactions in the current period - Prior year transactions for the previous accounting period posted in the current period

64.

Manage Year-end Reporting

65.

Ability to produce the following financial reports in multiple levels (e.g. whole organization, reporting units such as division) and for a user-defined period (for the month, Quarter, year to date), but should not limited to: - Profit and loss account - Analysis of Profit and Loss account - Analysis of operating expenses - Balance sheet - Analysis of Balance Sheet - Trial Balance - Cash flow and Funds flow statement - Notes to the financial accounts (schedules to accounts)

66.

Provide flexible Report Writer with the following minimum features: - Specify the format and layout of reports - Summarize and total the information to be reported - Select records to be included in the report - Select details from each record to be included - Perform arithmetic calculation on the information selected or totals - Ability to add narrative comments to reports - Ability to show financial data in thousands, Lacs, millions, Crores etc. without creating rounding problem - Store the report format for later use

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description - Produce reports in graphical form for presentation purposes.

67.

Ability to produce user defined reports, forms and returns for TDS, TCS, Royalty, GST (and any other statutory taxes, if any)

68.

Ability to compare actual data to budgeted data and/ or budgeted data to actual data in: - annually, semi-annually, quarterly, and monthly

69.

Ability to export reports to standard PC applications (e.g. Excel spreadsheet, .txt/.csv format)

70.

Ability to automatically carry forward closing balances of a particular financial year to opening balance of the current year, with user defined control and authorization

71.

Ability to create multiple versions of financial statement report and ability to customize reports as required by the user

72.

Ability to generate comparative statements for various periods as defined by the user

73.

Ability to print various reports as required by users and management like those related to fixed assets, inventories, debtors/ receivables, creditors/ payables, advances, investments etc

74.

Ability to track Government Audit Comments and replies thereto with facilities to maintain additional relevant details

75.

Transaction listing -By Account -By Date -By Voucher Number -By Voucher series -By User

76.

Allow for generating financial statements at the following levels -For Corporate Units -Across divisions/circle/zone office/ regional office -Across departments -Across cost centers

77.

Should provide for generating financial statements as per Schedule VI requirements - B/S, P/L, Schedules, Sub Schedules

78.

Ability to comply with all tax related statutory requirements in force in India and applicable to the company and the system should be upgraded with the latest tax laws on a regular basis before the amendments to tax laws come into force Accounts Receivable Manage Integration with General Ledger

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

79.

Ability to interface accounts receivables with the billing system and generate customer wise receivables details

80.

Ability to fully integrate account receivables to the general ledger and the cash book

81.

Ability to restrict access to master record to unauthorized changes from being made Manage Receivable Processing

82.

Flexibility to record receivable data: - From other systems - Manually (direct record by the user)

83.

Ability to generate consolidated report on total receivables at any point of time

84.

Ability to automatically link receivables posting to the general ledger by on-line/batch processing

85.

Ability to record outstanding receivables considering payment terms, inter- bank transfers, selling of tender forms, advertisements, litigation damages, etc. Manage Incoming Payments

86.

Ability to record payments received through various modes - Cash, cheque, bank draft, etc. - Bank transfer - Offset with other expense or GL account - Adjustment with BG, LC etc

87.

Ability to record receipts from external agencies in forms such as but not limited to - Excel Sheet - CSV - Text Files

88.

Ability to generate reports on customer wise receivables, collections, outstanding, aging, product grade wise and unit wise etc..

89.

Ability to account for and manage aging of receivables

90.

Ability to display incoming payment details and produce incoming payment reports on demand from the system - By customer category - By method of payment - By location - By collection date

91.

Ability to reverse payment posting from the general ledger automatically Manage dishonored Cheque Processing

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

92.

Ability to manage:- Post adjustment into the customer account. e.g.: - reverse the original payment transaction to reinstate the original debt - import dishonored cheque details in an electronic media supplied by the bank

93.

Ability to capture reasons for dishonour of a cheque and maintain customer's payment default history

94.

Ability to charge penalty to the customer account based on userdefined conditions

95.

Ability to reverse payment posting from the general ledger automatically Manage Collateral Deposit/Bank Guarantee

96.

Ability to record both cash and non-cash deposits (e.g.: - bank guarantee, government bonds)

97.

Ability to post refund transaction automatically to general ledger Accounts Payable Manage Vendor Master Data

98.

Ability to capture the following information, but should not be limited to :- Vendor account number, vendor type (SME/ non-SME; etc), vendor name, address/ multiple locations, fax, telephone, email, contact person, payment terms, payment methods, payment charges to be recovered, vendor bank details, paying bank details, GSTN, PAN/ TAN number, payment location and payment lead time, vendor rating

99.

Flexibility to provide account numbers : - Automatically - Manually upon creation of a new vendor account

100. Ability to control the creation and change of vendor master data according to user security status 101. Ability to allow for specified fields in the master data to be made mandatory or optional entry 102. Ability to perform a outstanding amount check on the account balance based on user defined specification before account is marked for deletion 103. Ability to restrict access to master record to unauthorized changes from being made 104. Ability to set default values when posting items to the account. e.g.: - the term of the payment specified in the vendor master data are defaulted in during document entry

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

105. Ability to block from posting or at vendor master level and trigger warning if posting is made 106. Ability to print vendor master data and select by new account, vendor account, status 107. Ability to provide setting up of "infrequent vendors" account for processing transactions for rarely used vendors so as to obviate the need to set up individual master file records - One time vendors 108. Ability to provide a list of the blacklisted vendors so that they are debarred for any future transactions Manage Payable Processing 109. Flexible to record payable :- Automatically record payable entry from other system such as procurement module - Manually (direct record by the user) 110. Ability to provide audit trail for source of invoice 111. Ability of the system to provide processing of following payables - Against purchase order/ contract only - Against purchase order/ contract only with a goods receipt note/ service receipt note 112. Ability to capture the following information, but should not be limited to:- Vendor code, Internal transaction reference, vendor transaction reference, transaction date, due date for payment calculated by the system from the payment terms, posting period, transaction value, order value to which the invoice relates, narrative for purchase ledger entry and multiple tax codes, multiple tax values, TDS, Input Tax Credit-GST details, State/Outside state purchase - General ledger account code, ledger narrative, value, debit credit indicator and analysis code 113. Ability to provide manual entry for non-material related expenses 114. Ability to provide facility for entering invoices for prepaid expenses and apportion the amount between prepaid accounts on periodic basis 115. Ability to provide facility for entering invoices pertaining to prior periods 116. Ability to produce payable reports on demand within the system (but should not be limited to):- By invoice date - By vendor type - By region/ division 117. Ability to trigger a warning if invoice amount exceeds balance of operating expenditure budget E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

118. Ability to block posting if invoice amount exceeds balance of capital expenditure budget 119. Ability to park document before posting in order to verify the correctness and completeness of data 120. Ability to create debit and credit memos into vendor account 121. Ability to reference multiple invoices in single debit/ credit memos 122. Ability to post retention money/ security deposit/ keep back, EMD etc. into vendor account 123. Ability to perform:- Refund retention to the vendor and post the refund to the vendor account - offset retention paid up against the balance outstanding of vendor account 124. Ability to refund to the vendor using various payment methods such as:- Cheque - Bank Transfer 125. Ability to provide functions to block for payment 126. Ability to manage direct payment to vendors by 3rd parties like lenders and posting related accounting entries 127. Ability to manage book adjustments, LC, BG adjustments while making vendor payment 128. Ability to comply with all TDS, other statutory taxes related requirements 129. Ability to provide report on due dates of statutory requirements like tax payments/ return filings etc. 130. Ability to make advance payments to vendors, including against pro-forma invoice 131. Ability to monitor BG for vendors and generate relevant reports Manage Payment Processing 132. Ability to make payment via methods such as :- Cheque - manual and pre-printed - Bank transfers - Foreign currency 133. Ability to specify a minimum and a maximum amount for a single payment in order to identify the payment method to be selected by the payment program 134. Ability to over -write minimum and maximum value range and specify another payment method during the payment run 135. Ability to generate recurring payment document E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

136. Ability to capture the recurring payment information:- Name of the vendor - Invoice number - Recurring number - Accounting information - Start and end payment date - Frequency of payment indicator to identify the frequency of the recurring payment (e.g.:- monthly, quarterly, biannually, annually) 137. Ability to allow recurring payment to be deleted or edited within its period of payment 138. Ability to make payment in foreign currency:- Specify the bank account to which the payment is made from - Specify whether it is possible to use the payment method to pay in foreign currency - Specify particular currencies per payment 139. Ability to make payment for invoices automatically using userdefinable rules such as :- By oldest invoice - By specific invoice 140. Ability to match single payment with multiple invoices 141. Ability to make partial payments 142. Ability to print the vendor name on cheque for payment of miscellaneous invoice, where vendor records have not been created - one time vendors 143. Ability to change payment methods or banks, payee, block items or cancel payment blocks 144. Ability to display changes made and by whom in the system transactions and documents 145. Ability to allow invoices to be released for payment prior to due date as per user defined authorization 146. Ability to display or print exception listing. The exception listing should contain blocked items and all outstanding items which the payment program did not propose for payment (items that could not be settled despite being due) 147. Ability to :- Carry out payment using the proposal list that has been approved -Create the payment documents and prepare data for printing the forms, payment advice notes, payment summaries or creating files 148. Ability to print cheque online and perform the following functions:- Define void reasons (used during test print, page overflow and other user-defined reasons such as printed incorrectly, unusable) - Determine the next free cheque number and store the allocation

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description of payment document number to cheque number

149. Ability to provide facility to print and reprint payment voucher together with cheque. 150. The payment voucher should include vendor invoice number, cheque number, addresses and other user-defined information 151. Ability to provide feature to cancel payments and cheques 152. Ability to provide access to payment cancellation information based on user defined selection criteria and print report on cancelled cheques 153. Ability to provide full audit trails for cancelled cheques and payment vouchers 154. Ability to automatically clear items based on user criteria after payment has been made:- By account - By document number 155. Ability to post payments for update to the Vendor Account 156. Ability to automatically post to general ledger:- Cash discounts received - Gains or losses from underpayment or overpayment - TDS/ TCS/Input Tax Credit/GST - Bank Charges - Gains or losses from exchange rate differences 157. Ability to provide the facility to offset balances of vendor accounts in AP with balance of customer accounts in AR (for vendors who are also customers) 158. Ability to provide access to projected cash requirement information based on selected items to notify head office of funds required to be transferred to the paying account 159. Ability to print TDS certificates and print Input Tax Credit Register and TDS report compliant with regulations, and in file- formats which support e-filing 160. Ability to prepare pay-orders and approval of pay-orders based on defined authority level. 161. Ability to produce pay-orders in line with bill track id containing details like track-id, order-no, date, Budget ref no. 162. Ability to verify and restrict as per terms of contract while passing the bill. 163. Ability to prepare bill passing register showing vendors name, order detail, amount passed etc 164. Ability to show status of pending bills through bill track system Manage Document Posting E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

165. Ability to post transactions such as debit and credit memos into vendor account 166. Ability to identify the transaction via document number series or document type 167. Ability to provide facility for:- Automatic numbering of documents - Allow for multiple document series 168. Ability to update to the vendor accounts with the following transactions:- Transfer from one vendor account to another - Miscellaneous debit/credit memo for adjustment 169. Ability to automatically update the corresponding account codes in the general ledger after posting to the individual vendor account in the sub ledger 170. Ability to provide for automatic integration with cash book, general ledger, bank ledger, purchasing, Material management system, TDS account, expense accounts 171. Ability of the system to support multi-location payments. Payments through multiple subdivisions, divisions, zones/regional office and circles 172. Ability to credit all payments first to the bank Clearing Account. Post confirmation from the bank the same should be updated to the books 173. Ability of the system to maintain cumulative register of cheques and to generate the cheque register print immediately after printing the cheque Manage Vendor Account Enquiry 174. Ability to view the account balances:- In summary(opening balance, transaction per posting period and closing balances) - By line items (drill down from summary) - Drill down to document detail (e.g. purchase requisition, purchase order, invoice) 175. Ability to perform various display functions within a vendor account such as search, sort, display additional details(e.g. vendor master information), total, view by currency, obtain total purchase per posting period etc. 176. Ability to display cheque payment information on-screen based on cheque number or payment document number. The information includes:- Details of cheque recipient - Details of the cheque issuer

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description - Corresponding payment and invoice documents

177. Ability to provide online enquiry capability to vendor information via user defined selection and sorting criteria (e.g. all vendors that are on hold) Manage Accounts Payable Reporting 178. Ability to: - select reports - edit reports (create/change/display) - export reports to a different systems - download data to spreadsheets (e.g. Excel) - generate reports one at a time, multiple reports at a time, ad hoc and regular reports together - generate reports at on-line basis - generate reports in background - generate reports via batch - allow creation of user-defined reports without need for technical skills - perform calculations (e.g. totaling, percentage) - schedule for specific dates, the generation of these evaluations on a regular basis - restrict report selection based on security of database, organization structure 179. Ability to produce the following payable reports, but should not be restricted to: - Invoices selected for payment by period, bank, payment method - List of approved invoices - List of cheques printed by cheque number and date - List of vendors with vendor master details - AP Liabilities Listing (Goods and non-goods) - Invoices under retention - List of inactive vendors - Outstanding Cheques which are overdue - List of cancelled and void cheques - Details of unpaid invoices (payment proposal exception listing) - List of realized and unrealized gains/ losses - Number of invoices and vendors processed within a payment run - Vendor aging report 180. Ability to produce vendor payment history including: - Payment by vendor - Payment by period for the current and prior year - Total paid by year - Total cumulative payments; - Date, amount and cheque number last paid. - Payment by Work Order No.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

181. Ability to electronically route the reports to allow users to review reports 182. Ability to provide facility to present report in graphs within the system Cash Management General Function 183. Ability to monitor payment cash flows of future liabilities Manage Cash Book 184. Ability of the cash book to receive automatic postings from the accounts payable and accounts receivables together with manual postings of other payments and receipts 185. Ability to maintain multiple cash books under each division for each office under a division 186. Ability to have integration with General Ledger. Posting will update specified general ledger accounts and general ledger cash book balances 187. Ability to provide daily balances from the Cash Book Manage Bank Reconciliation 188. Ability to integrate bank reconciliation system with the payment and collection recording modules to eliminate any duplicate data entry 189. Ability to enter bank statement details:- manually - by electronic means to match bank transaction information with receipts and payments in the system to produce an electronic bank reconciliation 190. Ability to record bank statement transactions including:- bank and other charges - interest received or paid - electronic fund transfers - periodic payments - dishonored cheques (incoming/ outgoing) 191. Ability to print cheque deposit and bank transfer listing 192. Ability to post incoming cheques individually or in batch 193. Ability to enable the matching of multiple receipts in the system with a single receipt transaction on the bank statement 194. Ability to allow for short term planning from sources affecting the cash position. This includes:- Bank balances - Notified incoming payments posted to the bank accounts - Incoming payments (e.g. cheques) with a value date E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description - Outgoing cheques posted to the bank clearing account - Post-dated cheques

195. Ability to:- Allow update of bank balance by bank accounts - Group bank accounts in a logical hierarchy by the type of account - Display bank accounts by group or in more details by bank accounts via drill down 196. The system should be able to reverse items outstanding for more than six months upon approval and through posting 197. Cheque register The system should maintain records of all cheques: -Deposited into the collection accounts on a daily basis -Paid to all payees Cash Management for Collection Accounts 198. Ability to transfer funds from collection bank account to head office bank account. Flexibility to: - Create bank correspondence - Post payment advice to the sending and receiving bank account - Post automatically to the General Ledger Cash Management for Payment Accounts 199. Ability to forecast cash outflow based on:- Liabilities from account payable and borrowings, payroll due within a user specified period 200. Ability to provide function to create, change and delete payment advice from sending bank (e.g. main) account to the receiving (e.g. payment) bank accounts 201. Ability to provide function to create bank correspondence and/or print cheque 202. Ability to post payment advice to the respective bank account 203. Ability to post automatically to the respective bank accounts in the general ledger 204. Ability to generate entries for collection charges payable to external agencies 205. Ability to identify and account for stale cheques Manage Cash Flow Forecast and Information Systems 206. Ability to produce forecast cash flow statement for at least 12months with the following minimum details: - Opening balance - Cash outflows - Cash inflows

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

207. Ability to provide drill down capabilities to view details of outflows and inflows. Manage Cash Management/Treasury Reporting 208. Cheques deposited Vs Cheques credited into bank 209. Dishonored checks by bank account number and identifying issuer of cheque 210. Total cheques issued Vs Bank debits by bank account number 211. Un-reconciled statement Budgeting/Analysis Manage Budget Preparation 212. Ability to create the following budgets but not limited to: - Revenue budget - Operating Expenditure budget - Capital Expenditure budget 213. Ability to import/export budget details from / to external systems electronically (e.g. Spreadsheet -Excel) 214. Ability to check and balance the detailed-level budget and the summary -level budget. 215. Ability to navigate within the budget hierarchy (e.g. expand/collapse structure, drill down for details). 216. Ability to calculate and compare budget vs. actual in: - Amount variance - Percentage variance 217. Ability to retain user-specified versions of the budgets upon subsequent reviews. 218. Flexibility to: Maintain the original budget version and the revised budget version Update the original budget by - Increasing the budget amounts - Reducing the budget amounts - Transferring budget amounts. e.g. transfer budget from division to other division within same circle. Manage Revenue/ Operating expenditure budget 219. Ability to define revenue / operating expenditure budget hierarchy for responsibility areas within the organization to facilitate control and monitoring. 220. Ability to classify revenue and expenditure items by means of a hierarchy. For example, personnel costs may consist of salary, wages, overtime, bonus etc.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

221. Ability to provide edit functions to create, insert, copy, and delete a responsible area or revenue / expenditure item within the hierarchy. 222. Ability to identify revenue and expenditure as controllable and uncontrollable for budget control purposes. 223. Ability to: - Disallow posting into a GL account prior to budget approval - Allow posting into a GL account only after approval of budget 224. Ability to revalue budget by percentage and by fixed amount 225. Ability to provide formula (user-defined) for planning/ budgeting at the lowest level 226. Ability to update budgets on-line, either individually or in mass. 227. Ability to generate monthly/ quarterly/ half yearly revenue/operating expenditure budget 228. Ability to record budgets at all levels of the chart of accounts (all views of account number up to lowest level of the accounts and all levels of organization). 229. Ability to allow input budget data at detail level with automatic rollup to summary level by using aggregation of account (i.e. revenue and expenditure items) Manage Capital Expenditure Budget 230. Ability to support both project/ non-project Capital expenditure budget 231. Ability to define a budget hierarchy for Project/ Sub-project to facilitate control and monitoring. 232. Ability to: - Disallow posting into a GL account prior to approval of budget - Allow posting into a GL account only after approval of budget 233. Ability to provide control function for budget exceed 234. Ability to determine the budgeting start year and the number of years in the future for which budgeting is allowed. 235. Ability to carry forward budget outstanding from projects to the following fiscal year 236. Ability to carry forward commitment amount from projects to the following fiscal year 237. Ability to provide the option to reflect changes to amounts in a new budget version or without indicating budget as a new version (i.e. overwrite original budget). 238. Depreciation budget should be based on existing assets and budgeted capital expenditure E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

239. Ability to provide comparative report between actual and any version of the budget Manage Budget Control 240. Ability to commit budget, after posting purchase requisition in purchasing system 241. Ability to transfer budget between cost centre/ projects, according to the authorization level defined by users 242. Ability to provide annual approval budget report 243. Ability to integrate with the following modules at on-line basis, but should not limited to; - Payroll Accounting: usage budget when post salary, bonus and wages etc. transactions - Account Payable: usage budget when post expenses transactions via AP - General Ledger: usage budget when post expenses transactions via GL - Inventory Management: usage budget when issue to cost centre/project 244. Ability to generate document number separately when create/change budget 245. Ability to perform automatic budget availability checks during transaction posting 246. Ability to define tolerance limits either as a percentage or absolute value, depending on the amount exceed, automatically perform the following: - Trigger warning to user - Trigger warning to user and mail to budget owner - Disallow posting Manage Budgeting Reporting 247. Ability to download budget information to spreadsheet (e.g. Excel) for user analysis 248. Ability to spread budget over the financial periods based on: - Even spread - Seasonal spread - Fixed spread - Variable spread - Manual allocation (i.e. to enter budget figure to specific month) 249. Ability to provide the flexibility to inquire budget information on responsibility area by user- defined parameters (e.g., time period, level of detail, activity, etc.). For example, variance calculations on month to month, year to year, year-to-date actual of specified balance sheet or profit/ loss items (for a particular year) against

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description relevant budgeted values

250. Ability to generate variance analysis (Actual/ Budget) reports by user- defined parameters (e.g., time period, level of detail, activity, etc.). Ability to print the report and electronically route the reports to allow users to review reports. 251. Ability to provide exception reports for responsible areas (e.g. division, zones) that exceeded budget with details such as: - Revenue/ expenditure (according to chart of accounts) - Actual to date - Budget - Variance (i.e. amount in excess of budget) 252. Ability to provide over/under budget reports 253. Ability to check fund availability real-time basis (for capital budget) Costing and Financial Control Manage Cost Allocation - General Functions 254. Ability to integrate with the following modules at on-line basis in order to monitor and analyze reporting, but should not limited to: - General Ledger - Accounts Payable - Asset Accounting - Material Management - Inventory Management - Order and Project Accounting System - Budget Controlling - Payroll Accounting 255. Cost Centre Accounting- System should be able to address organization structure hierarchy creation 256. Ability to upload data from external system, for example, Excel spreadsheet, Access, etc. into application system 257. Ability to download information to spreadsheet (e.g. Excel) for user analysis Manage Costing Allocations 258. Ability to allocate cost in various levels, for example: - Responsibility cost centre (Department/ Division/ Projects) - Service category/group - Customer group - Activity 259. Provide facility to process allocations with ability to amend details prior to allocations 260. Provide facility to reverse allocations

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

261. Ability to simulate allocation method to check the correctness before update run 262. Ability to run iterative/non-iterative cost allocation processing in system 263. Provide facility for mass allocations posted/ reversed 264. Ability to monitor and print allocation report before closing account 265. Ability to support multiple cycles of allocating overheads and iterative allocation cycles for the same 266. It should be possible to have multiple basis for allocation of the overhead and allow to skip some P&L items from allocations 267. Ability to provide the variance based on change in the method for allocation and allow user defined allocation mechanisms Manage Costing Analysis 268. Ability to support cost center accounting as per cost center hierarchy 269. Ability to define organization structure in hierarchy at various level 270. Ability to support comprehensive and flexible information system to analyze costs and expenses within organization and must have provisions for grouping at various levels 271. Ability to analyze costs and expenses on-line, and trace them right back to the original document 272. Ability to analyze costs and expense separately by responsibility area in account code level, account group level and Functional entity level 273. Ability to display and call up details of allocation method via system 274. Ability to provide comparisons across periods and automatically analyze variance Manage Order and Project Management - General Functions 275. Ability to define the details of the project on-line, but should not limited to: - Project type - Project ID, Project name - Sub project ID, Sub project name - Project responsible person - Budget - Start date, finish date - Resource required for the work that is carried out internally in a project 276. Ability to integrate with the following modules at on-line basis in order to monitor and analyze reporting, but should not limited to: - General Ledger E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description -

Accounts Payable Asset Accounting Material Management Inventory Management Budget Controlling Payroll Accounting

277. Ability to download information to spreadsheet (e.g. Excel) for user analysis. 278. Ability to trace cost/ expense by sub-project. 279. Ability to post wages/ OT/ other benefit from human resource module to project system based on man-hour rate 280. After project finished, ability to settle costs and expenses occurred in project to fixed asset, WIP or expenses by percentage, pro-rate or actual amount 281. Ability to automatically link to record fixed asset in asset accounting module 282. After closing project, ability to prohibit to post transactions from other module to this project 283. Ability to post revenue to sub-project 284. Ability to commit budget, when posted purchase requisition from purchasing module Manage Order and Project Management - Enquiry/ Reporting 285. Ability to provide flexible and comprehensive information system that assist to monitor and control project easier 286. Ability to monitor budget/commitment/actual reports by monthly, quarterly and yearly on real time basis 287. Ability to monitor cumulative budget/ commitment/ actual reports 288. Ability to monitor project progress by viewing % of completion 289. Ability to check the history data from system, but should not limited to: - Start and Finish date - Resources usage - User who change budget - Project Status - User who close project 290. Ability to create own reports to meet specific information needs 291. Ability to view all information in the project immediately after entering data via other integrated modules and can run the reports in the background 292. Ability to view on-line reports in graphic and Gantt chart

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

293. Ability to download reports to Excel spreadsheet, Microsoft word etc for user analysis Manage Profit Center Accounting – General Functions 294. Ability to transfer actual data from the following module, but should not limited to; - Financial Accounting - Material Management - Inventory management - Asset Management - Cost Management - Cash Management 295. Ability to reconcile data with General Ledger Accounting 296. Ability to support allocation by transfer prices between responsibility areas or independent operation units of corporate group (in selective cases) 297. Ability to carry balances forward by profit center Manage Profit Center Accounting – Planning 298. Ability to transfer plan data on line from other application such as order and project system accounting, profitability analysis 299. Ability to upload planning details from external systems electronically (e.g. by way of EXCEL spreadsheets) to system 300. Ability to support formula (user-defined) planning 301. Ability to serve user to copy existing data to create a new plan 302. Ability to revalue plan (addition/ deduction) by percentage 303. Ability to provide function to support multiple currencies plan Manage Profit Center Accounting – Enquiry/ Reporting 304. Ability to provide flexible on line analysis report 305. Ability to monitor income statement (internal controlling purpose)by profit center 306. Ability to easy define user own reports to meet specific requirements 307. Ability to provide drilldown reporting 308. Ability to represent reports by hierarchy or graphical 309. Ability to download reports to Excel spreadsheet for user analysis Fixed Asset Accounting Manage Fixed Asset Master Data maintenance 310. Centralized definition of fixed assets categories, description, multiple depreciation rates, predefined residual values etc.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

311. Centralized definition of content of Fixed Asset Register 312. Ability to maintain parent child relationship across assets classes 313. Ability to maintain the following information in the fixed asset master, but should not be limited to: - Asset ID number - Group asset number - General information (e.g. description, make/model, quantity, acquisition date, owner unit, and using unit) - Posting information (e.g. capitalization date and amount, asset expiry date) - General ledger account assignment -Accumulated depreciation -Depreciation -Gain/ loss on disposal - Revaluation/Impairment - Information on the origin of the asset (vendor information e.g. serial number) - Purchasing information (e.g. vendor number, purchase order number, receiving number) - Physical inventory data - Budgeting data (e.g. budget number) - Insurance data - Depreciation data - asset useful lives, useful date, residual value, depreciation method - Asset location - Asset class/subclass - Asset type 314. Examples of information required to be maintained within the Fixed Asset system are as follows: - Responsible unit (e.g. division/circle) - Physical location of asset - Usage (e.g. building - staff quarters, power station) - Quantity - Unit of measurement - Description/ additional information (e.g. land title number, capital project number) - Source of funding (e.g. capital contribution, own funds) - Acquisition method (e.g. purchasing,) 315. Ability to perform: - Master record creation -Automatic posting from Material Management System, Asset Database and other relevant system such as Vehicle Database - Master record changes -Deactivate master record (this should be automatic upon retirement of asset) E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description -Delete master record, provided that there is no posting was made to it (subject to authorizations) -Block asset (to block further cost posting into the asset) -Change to location/ reporting unit -Change in assignment of asset to asset class -Change in asset useful lives

316. Provide audit trail for creation, amendments, transfer and deletion for all assets 317. Ability to import legacy fixed assets register into the system Manage Fixed Assets (FA) Register 318. Ability to maintain FA register 319. Ability to record fixed assets as either capitalized or work-inprogress 320. Ability to define fixed assets at different levels such as: - Group asset (main and components) e.g. Land & Building - Asset class/subclass (Group asset belongs to an asset class as per user defined norms) e.g. factory land - Asset type (e.g. tangible and intangible) - Balance sheet (asset class is assigned to GL account code. This forms the balance sheet item) 321. Ability to decide the asset categorization at the time of order placement/contract finalization 322. Ability to maintain parent - child asset relationships 323. Ability to differentiate between new asset and value adjustment/up gradation to existing capacity 324. Ability to merge multiple fixed assets into one fixed asset (maintaining history) 325. Provision to rectify errors in recording fixed assets in the same period or in previous periods 326. Ability to record number of units against each fixed assets e.g.chairs - 10 units 327. Ability to generate Fixed Assets schedule in accordance with the Statutory requirements 328. Ability to generate Fixed Assets schedule in accordance with the Companies Act 329. Ability to generate Fixed Assets schedule in accordance with the Income Tax Act 330. Ability to generate Fixed Assets schedule in accordance with the regulatory requirements 331. Ability to update Fixed Asset Register upon capitalization of asset

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description Manage Addition of Fixed Assets

332. Ability to automatically or manually allocate a unique asset number upon creation of the asset master record 333. Allow for asset additions and capital improvements including: - acquisition and capital improvement costs and dates - maintenance costs and dates - original and extended useful life - mass additions 334. Ability to capture expenditure under "Capital Works In Progress(CWIP)", till completion/commissioning of Asset 335. Ability to transfer from CWIP to respective Asset Account on completion of work 336. Ability to capitalize asset via: Integration with Accounts Payable - Post the asset acquisition and the corresponding vendor liability in one transaction Integration with Purchasing/ Inventory - Upon receipt of asset (with value), before invoice receipt 337. Ability to capitalize an addition or enhancement to an existing fixed asset in the current fiscal year 338. Ability to process a credit memo, which reduces the acquisition and production costs of an asset 339. Ability to maintain component-wise break-up of the capitalized value of the asset like original cost, installation cost, allocated amount of indirect expenditure, etc. 340. Ability to update the acquisition transactions automatically to the respective account codes in the General Ledger Manage Transfer/ Splitting of Fixed Assets 341. Ability to: - Move an asset, resulting in the need to change asset master data that cannot be otherwise changed (e.g. the asset class, main asset) - Split up an asset or move part of an asset (transfer between asset groups, sub asset group) - Transfer material from the inventory (current assets) to a fixed asset (for example, for a replacement part) 342. Ability to capture information such as: - Date of transfer - Previous department, main or sub-asset group - Cost, accumulated depreciation and net book values transferred Manage Fixed Asset Disposal/ Retirement 343. Ability to identify "assets not in use/ awaiting disposal//Surveyed Off Assets " based on user-defined criteria (e.g. asset class, location). The listing should contain the following information, but E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description should not be limited to: - General master data - location, description, make/ model, acquisition date - Asset history - Asset values (book value)

344. Ability to perform the following within the Fixed Asset system: - Perform complete/ partial retirement - Provide simple method of retiring low value assets - Perform mass retirement - Capture cost of retirement (e.g. removal cost) 345. Ability to make provisions against losses on retirement of assets in respect of Assets waiting for disposal 346. Ability to automatically calculate the gain or loss on disposal/retirement 347. Ability to capture disposal information such as: - Date of retirement - Cost, accumulated depreciation and net book values written off - Sales proceeds - Gain/ loss on disposal - Reasons for retirement - Mode of retirement e.g. sold, scrapped, donated etc. 348. Ability to post automatically or manually to the respective account codes in the General Ledger: - Gain or loss on disposal; - Sales proceeds; - Capitalization cost; and - Accumulated depreciation - Depreciation 349. Ability to automatically determine the corresponding depreciation charge for the partial disposal, based on one of the following entries: - Amount of the acquisition costs being retired - Percentage rate - Quantity 350. Ability to manually amend the partial disposal amount calculated by the system and then recalculate the corresponding depreciation for posting to the General Ledger 351. Ability to post to issue invoice in the Account Receivable 352. Ability to reinstate fixed assets incorrectly retired Manage Depreciation of Fixed Assets 353. Ability to support different methods of depreciating an asset, such as - SLM E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description - WDV - As per Regulatory Requirement - User-defined rate tables - Sum of digit - Unit of use - Useful life

354. Support change of useful life and effective rate of depreciation 355. Support change in method of deprecation and rates of depreciation for a specific fixed asset or group of fixed assets during the life of the asset(s) 356. Ability to maintain multiple depreciation rates vis-à-vis the periods to which they apply and ability to calculate depreciation with retrospective effect wherever required 357. Ability to automatically post to the corresponding accumulated depreciation and depreciation expense accounts in the General Ledger 358. Ability to provide at least daily and monthly basis of calculating depreciation 359. Ability to provide for recalculations of depreciation expense on assets revalued e.g. Depreciation = (revaluation amount remaining/ new estimated life) 360. Manage Insurance of Fixed Assets 361. Record all insurance related details against fixed assets 362. Record multiple insurance policy details against individual fixed assets 363. Manage Revaluation of Fixed Assets 364. Ability to capture the following information: - Revaluation amount - Revaluation date - Revaluation method - Valuer's reference - Computation of revaluation surplus/ deficit and diminution 365. Ability to keep the original asset cost details separated from the revaluated amounts and a history of revaluation for each asset over time 366. Ability to automatically post revaluation transaction to update relevant accounts in the General Ledger (allowance for revaluation (surplus/deficit), allowance for diminution) 367. Ability to manage and account for impairment of asset 368. Manage Physical Inventory of Fixed asset 369. Ability to print asset listing for physical count based on userE-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description definable criteria

370. The following information should be generated for each asset: - By owner unit - By using unit - By location - By asset class / asset category - By Date - By Retirement date - With asset ID - With asset Class - With asset description - With location - With quantity - With value 371. Ability to capture physical count/ physical verification manually 372. Ability to process the results of the inventory manually or automatically by: - Making comparison with information in the database - Retiring the asset if asset is confirmed missing - Change location if asset has changed location - Enter the inventory date in the assets counted and assets identified as missing 373. Ability to capture the following information for all types of adjustments such as: - Date of adjustment - Cost, accumulated depreciation and net book values adjusted - Adjustment reference document (if any) and authorization 374. Ability to manually or automatically adjust the acquisition cost and corresponding depreciation for the missing assets to the General Ledger upon update of Fixed Asset system with authorization from competent authority 375. Ability to record the physical location of each fixed assets 376. Ability to provide for automatic integration with General Ledger, Accounts Payable, Accounts Receivable, Project Management and Budget, including the following capability: - Automatic interfacing of accounting entries to the G/L module; - Drill-back capability to Account Payable (e.g. Invoice, Purchase Order etc) 377. Manage FA Reporting and Enquiry 378. Ability to display asset description at individual asset level, summarized levels (e.g. asset class, asset group, by balance sheet) and by particular asset (e.g. asset number) 379. Ability to provide drill-down from asset descriptive details to: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description - Balances - Depreciation - GL account code

380. Ability to provide asset information via screen and print report, but should not be limited to: - By date, year (e.g. by year of capitalization, year of disposal) - By type of transaction (e.g. acquisitions, transferred, retirement, written-off, etc.) - By asset location - for small assets which are portable - By owner unit or using unit (e.g. department, divisions) - By asset class (main asset group, sub group, asset number) - By user-specified rules 381. Ability to produce reports for various reporting, flexible report writing tools and on-line enquiry facilities for (but should not limited) to the following: - Financial reporting (e.g. audit and taxation) as per applicable statutory requirements - Management reporting - Examples of standard reports are listed, but should not be limited to, as follows: - Assets at gross separately from accumulated depreciation - for period and year-to-date - Asset master at summary and detail level - Asset additions - Asset retirements - Asset valuation - gross asset values, accumulated depreciation and NBV - Assets by acquisition method (e.g. purchasing, donation) - Depreciation expense using flexible user selection criteria - Depreciation forecast - GL posting summary - Assets not found at location - Asset found at location other than that assigned in the asset record 382. Ability to provide ad hoc listings via screen and/or print listings based on user defined specifications such as (but not limited to): - Select and sort by asset category - Select and sort by asset class - Select or exclude fully depreciated assets - Select or exclude retired assets - Select by GL account codes - Select by business units - Select by asset status - Select by asset location - Select by asset life within asset book

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

383. Ability to provide reports that can analyze asset information: - By time period (e.g. year) - By company, asset type, department and location. - By movement (such as addition, transfer or disposal) by account, current month or year-to-date activity 384. Provide for complete asset history, for example: - depreciation, depletion and amortization current period, year-todate, accumulated - net book value and residual value for finance, tax and regulatory requirement - remaining life - history transactions with line-item - repair and maintenance tracking - acquisition and retirement date 385. Generate reports on fixed assets at specific location Bank Guarantees and EMDs Monitoring General Function - Bank Guarantees 386. Record bank guarantee details such as vendor name, PO number, BG type, BG validity, BG receipt date, BG confirmation date etc. and link to payments 387. Link PO / invoice approval to receipt / confirmation of bank guarantee and BG validity 388. System based monitoring of expiry date of open bank guarantee with automatic alerts reminding of expiry date 389. Link bank guarantee to specific purchase orders/ work order, contracts or projects 390. Ability to generate notice for confirmation/extension/encashment of the BG 391. Ability to retire BG 392. Ability to identify where the BG is lying 393. Generate alerts based on triggers for revalidating /amendment / release of Bank Guarantees and automatic e-mail to the concerned (bank /party) 394. Ability to provide all the details of the BGs including purpose for which received, the base document against which BG received, value, tender/PO details, party name and address, issuing as well as Nodal bank details including address, issuing date, expiry dates, projects, etc 395. Ability to provide report regarding the BGs received and sent for confirmation and for which confirmation has not received which should be bank wise, project wise, vendor wise.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

396. Ability to track the status of the BG received at all stages, i.e., received, verified, confirmed, amendments, invocation, return, etc. 397. Ability to indicate the date as well as amount one month before the BG is expired, so that concerned department as well as Finance can take an advance action General Function - Earnest Money Deposits 398. Record collection of Deposits from vendors / service providers / customers with linkages with NIT / Contract 399. Refund / adjustment of deposits with age-wise analysis 400. System generated alerts on deposits not returned / adjusted 401. Ability to provide details of EMD for a particular bid- vendor wise, vendor-bid wise. 402. Ability to show all transactions relating to receipt of EMD i.e., receipt, return, forfeiture and conversion into Security Deposit should be automated through system. 403. Ability to provide statement for EMD forfeiture. Reporting Requirements 404. Ability to generate report on Capital Expenditure 405. Ability to generate report on Revenue Expenditure on O&M 406. Ability to generate report on Outstanding Dues to Central Govt. undertakings & Others Reporting Requirements for Annual Financial Statement (Previous Year - Actual, Current Year - Budgeted and Ensuring Year Estimates) 407. Ability to generate a summary of companies budget as per parameters defined in the company's Annual Financial Statement(AFS) 408. Ability to generate report on Estimates of O&M Expenses 409. Ability to generate report on Estimates of Establishment & Administration charges 410. Ability to generate report on Loans and Advances to Employees 411. Ability to generate report on Capital and Revenue Receipts/Expenditure Reporting Requirements for Revenue Monitoring 412. Ability to generate age analysis report on Receivables 413. Ability to generate age analysis report on Sundry Debtors 414. Ability to generate report on revenue realized and remitted into banks

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

415. Ability to generate report on amount transferred by various bank to main account of the company Payroll Management 416. Allow for tight integration with Financial Accounting systems. 417. Ability to centralize the entire payroll process 418. Audit trails for all system activities. 419. Support alert features about scheduled dates like receipt of payments. 420. Support for transactions in multiple currencies and cross currencies 421. Provide customizable ‘workflow’ for all internal processes & approvals associated with the payroll system 422. Provision for TDS calculations (if any) & tracking of TDS payable to the Government 423. There should be a single employee master and it should be integrated with all the company codes 424. There should be a field in the master to reflect the company code/ cost center to which an employee is associated. 425. Provision to allocate cost of employee based on his/her associated cost centers 426. TDS, PF or any other such returns should be available online 427. Maintain information of the salary bank account. 428. Ability to allow for the creation of user defined components of Pay like Recurring and Ad hoc Allowances, Recurring and Ad hoc Deductions, User Defined Allowances & Deductions 429. Ability to define various insurance schemes with premium and group insurance data generation. 430. Ability to allow for the computation of the following elements : Fixed Pay elements applicable to all employees Like Basic, PF, Special Allowance, Conveyance Allowance etc., 431. Ability to allow the setup of multiple payrolls with different payroll administrators& combining payroll (with clear segregation between semi variable, static and variable payments) 432. Ability to allow restriction of administrative functions to a few select payroll users 433. Ability to have a data upload facility to upload historical payroll data 434. Ability to allow the maintenance of slab wise details for statutory elements like Income Tax as well as user defined elements

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

435. Provision to calculate reduction in salary based on attendance policy 436. Ability to allow the following calculation of onetime payment of allowance and / or deduction: Incentive, arrear, ex-gratia, uniform, lease / conveyance maintenance, Foundation day, etc, By Amount: enter amount to be deducted or payable, by Days: enter number of Days for system to compute the amount based on Basic Pay or gross Pay and/or any other component of Pay, By Percentage: enter percentage for system to compute the amount based on basic pay or gross pay and/or any other component of pay 437. Allow for input of start and end date for recurring payment / deduction (both specific, and general) 438. Ability to automatically update Payroll database for changes in employee record without interfering with payroll processing (e.g. Promotions in the middle of month) 439. Ability to allow Back dated calculations 440. Ability to have a full and Final settlement process in place 441. Ability to allow a final settlement report for each terminated employee 442. Ability to allow provision to suspend Payroll runs or control final settlement processing on a case to case basis as well as group basis (on case to case basis) 443. Ability to have the provision to run separate bonus/ incentive runs 444. Ability to provide the Ability to handle unlimited pay account codes and drawing banks 445. Ability to have a provision to process Arrear and backdated Payment calculations 446. Provision to recover advances in subsequent pay periods with a single transaction 447. Ability to maintain earnings history information (i.e., a record of all pay of all activity) for each employee for a user-specified period of time. 448. Ability to support multiple banks or savings institutions 449. Linkage with Punishments, i.e., suspension should result in subsistence allowance (Integrate with IR & Legal for input) 450. Ability to calculate HRA Rebate 451. Ability to handle tax exemptions as per the Income Tax Rules 452. Ability to handle Gratuity Calculations 453. Ability to handle Provident fund rules like Calculate and deduct E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description contributions according to the respective Statutory Acts/ Company policy etc, Maintain individual GPF accounts and generate individual account slip for every financial year

454. Ability to conduct full and final settlement of employee during Exit. 455. Ability to notify (flag) individuals of any outstanding balances when employee is terminated 456. Ability to record an employee's selection of benefit, retirement and deduction options. 457. Ability to automatically recover salary advances. 458. Ability to define multiple payment methods (Bank Transfer/Cheque Payment) 459. Ability to require approval before a specific payment is made to an employee. 460. Ability to forward the overtime schedule to the top management for approval if the amount of overtime is over a defined percentage of the basic salary 461. Ability to maintain a salary range for each job family or job class/career band. 462. Ability to automatically adjust calculations for mid-pay period salary, advanced salary, and employment actions. 463. Ability to convert the payroll to an excel or other software formats 464. Ability to assign work calendar (scheduled work days, scheduled holidays, etc) to one or more employee groups. 465. Ability to default standard holiday data, as well as user-defined holiday data. 466. Ability to create and maintain work calendars over user-defined years. 467. Ability to provide input to Finance & Accounts Module for salary payment based on attendance. Statutory and voluntary deductions 468. Ability to calculate arrears in case promotion is made with retrospective effect. 469. Ability to support salary fitment on promotion. The fitment made should automatically reflect in payroll. 470. Ability to update salary details on promotion, Succession Planning 471. Ability to define all payroll elements under defined payroll heads 472. Ability to keep salary details password protected for individuals 473. Ability to generate checklist for all deductions 474. Ability to print pay slip for distribution 475. Ability to show details regarding balance of leave, deductions, E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description accumulated pay

476. Ability to print deduction statement for deposition to outside agencies 477. Ability to print Tax deduction certificates viz Form-16 478. Ability to compare checklist across month to identify areas of changes 479. Ability to prepare detail arrear slip in case of change in salary 480. Ability to stop salary for reasons and necessary accounting thereof 481. Ability to prepare project wise-cost centre wise-employee group wise reports 482. Ability to show projections of head wise impact on hike in salary including impact on Gratuity and Leave Encashment at the time of any new joining Support for allowances, reimbursements, loans etc. 483. Ability to Support encashment of Leave, tours and travel and also on retirement with consequent tax adjustments 484. Ability to Release of festival advance and other advances (user defined) against salary. 485. Ability to Employee-- wise recovery position, recovery list and outstanding balances list – month wise or as user defined 486. Ability for Payment of medical reimbursement, allowances, recovery and taxation(if any) thereon 487. Ability to Support Recovery of club/ union contributions 488. Ability for Provision of Housing loan or any other loan component to be adjusted against the employee salary 489. Ability to Support payment of educational allowance, transfer allowances and any other user defined allowances. 490. Ability to Support recovery of all other types of loans with reports like recoveries made, overdue list etc. 491. Ability to Support calculation of incremental arrears with consequent tax adjustments 492. Ability to Support payment of salary arrears as per the industry level settlements with tax adjustments. Also support payment of arrears calculated in user defined instalments or in lump sum 493. Ability to define loans and its various characteristics such as periodicity, interest rate, ceilings details etc. 494. Ability to attach loan sanctioning rules to every loan type. 495. Ability to allow payroll to deduct the amount due from an employee (in case of loans/advances etc)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

496. Ability to sanction advances as per directives from sanctioning authority 497. Ability to bifurcate all types of advances. 498. Ability to recover advances from salary of following month unless approved otherwise 499. Ability to determine EMI automatically in case of long term loans 500. Ability to produce detail statement regarding position of advancesinterest calculations thereof. Deductions 501. Ability to establish deduction limits for each deduction based on various parameters like: Employee; Job Classification, Company, Benefit plan, Salary 502. Ability to make deductions effective: In the current period, In any pay period or periods selected. In any user-defined frequency selected, Between user-defined start and stop dates, Until an user defined limit is reached 503. Ability to have Start and stop dates for deductions should be maintained: On the Employee Master file, On employee level 504. Ability to reverse deduction to be included in next pay check if incorrectly withheld / Option with user 505. Ability to determine deduction amounts by: Amount of earnings, Percent of earnings, Number of hours 506. Ability to prioritize deductions: Using the deduction code, Using a separate priority number 507. Ability to be prompted by system when employee status changes to leave to determine how deductions will be paid while on leave 508. Ability to apply or stop various deductions based on employee status changes(e.g., Leave Of Absence, term) 509. Ability to produce relevant certificates, reports and returns as per the applicable rules 510. Ability to link deductions with payroll for TDS on salary and Professional tax. 511. Ability to generate Challan forms and Returns relating to all state Taxes 512. Ability to Compute all deductions 513. Ability to prepare Tax certificates for the service vendors and contractors 514. Ability to prepare Tax returns: Quarterly/ Annual through e-filing

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

515. Ability to show details of Advance Tax and Dividend Tax paid during the year 516. Ability to show Tax, Duty and other sums debited to Profit& Loss A/c in earlier years and not paid/outstanding as at the end of the year. 517. Ability to link copy of challans with each payment of tax for recovery of the same at the time of assessment and generation of reports monthly/quarterly/annually. Employees claims and reimbursements 518. Ability to track personal claims by the employee 519. Ability to communicate employee regarding final settlement of his dues or about rejections, if any 520. Ability to verify entitlement of employee and family members while passing the bill for personal claims 521. Ability to generate Exception report for amount reimbursed exceeding a particular amount. 522. Ability to generate details of amount paid under various categories for a specific employee and to various employees under a specific claim head. Pay-slip Run 523. Ability to Provide for online ad-hoc calculation of employees pay slip amount 524. Ability to Perform on-line calculation of pay and benefits for terminated employee based upon termination date 525. Ability to evaluate different scenarios for change in pay-roll structures. 526. Ability to provide an impact analysis tool for analysis of impact of revision of any /all components like pay, allowances, deductions etc. 527. Ability to display the status of the Payroll calculations 528. Ability to run Payroll multiple times before finalization to ensure accurate pay computation 529. Ability to Post the amount of salary paid for each element of pay for an employee, based on the relevant GL account code and employee cost centre information to General Ledger. Financial postings include: Element, Amount, GL Account, Cost Centre 530. Ability to Post salary payment advice including multiple payment methods such as bank, cash and cheque to General Ledger 531. Ability to issue third party checks 532. Ability to generate pay slip with following detail:- Taxable and non E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description taxable components in separate columns, Tax till date, Calculated, Recovered, Projected, Loan balances and no. of instalments deducted / left, Provident fund opening balance, interest till date, closing balance etc. Investment of Gratuity Management

533. Ability to perform gratuity calculation, provision & accounting employee-wise as per user defined rules 534. Ability to perform forfeiture of Gratuity in case of dismissals etc. 535. Ability to generate gratuity payment cheques 536. Ability to maintain nominee details and payment to nominee in case of death of an employee 537. Ability to generate all types of reports/registers related to Gratuity management Handling and Tracking of LC’s 538. Ability to take care of LC related reports regarding status of LC proposals and validity 539. Ability to show utilization amount of LCs on any date. 540. Ability to generate report on all the LC with reference to order number and amount. 541. Ability to generate report on LC for which complete payment has already been made indicating stages of payment. 542. Ability to generate report on LC which are in pipeline for payment. 543. Ability to generate Quarterly Commitment Statement against LCs, in US $ as well as in INR. 544. Ability to generate month wise Liquidated Damages (LD) deduction statement, if any, against LC payment. 545. Ability to exercise control on concurrence based on Delegation Of Power. 546. Ability to produce Periodical Report for proposals pending for approval 547. Ability to provide movement of proposal process through stages. Period End Closing 548. Ability to provide automatic calculation of interest for both receivables/payables in terms of agreement /order and its posting 549. Ability to balance ledger on each transaction so that maximum and minimum balance can be easily defined 550. Ability to perform period end closing activities like balance carry forward, open new fiscal year, etc. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description Internal Audit/GOVT Audit

551. Ability to provide access to the transaction trails of the Company for verifications of checks and balances of the system. 552. Ability to restore all reports of Internal Audit for future reference 553. Ability to provide for all action taken reports of CIL and its Subsidiaries to be available in the system, for guidance of all subsidiaries about the process. 554. Ability to facilitate e-audit. 555. Ability to generate summary of all Audit Queries for CIL and its Subsidiaries. 556. Ability to provide exceptions report /.Action taken report Fund requisition and fund Transfer 557. Ability to Produce Daily Fund Statement(DFS) 558. Ability to produce all receipt and payment vouchers for Corporate Transactions. 559. Ability to produce Bank Reconciliation Statement. 560. Ability to provide master details of beneficiaries 561. Ability to produce list of Successful payments with Bank transaction-ids 562. Ability to produce Subsidiary wise daily/monthly/quarterly/yearly funds statement (on cumulative basis). 563. Ability to provide cash Flow statement on regular basis. 564. Ability to produce expenditure wise daily/monthly/quarterly/yearly fund transfer statement (on cumulative basis). 565. Ability to produce letters to banks in case of fund transfer by RTGS/DD/Cheque. 566. Ability to produce Money Receipts 567. Ability to produce Fund Transfer Statement at regular intervals. 568. Ability to produce Fund requisition statement Cheque Management 569. Ability to Provide Bank balance on each transaction. 570. Ability to Provide Bank Book. 571. Ability to generate list of all payments /cheques register printed bank wise. 572. Ability to generate list of all cancelled cheques. 573. Ability to generate list of Stale cheques. 574. Ability to make provision for manual cheque payment via printed

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description cheques.

575. Ability to automate cheque printing, if needed. Cash Payments 576. Ability to Provide cash balance on each transaction. 577. Ability to Provide cash Book. Ability to view Imprest Cash Book status on daily basis. Pension trust for CIL executives-Defined contribution Pension scheme 578. Ability to provide Master Data for retired as well as on roll executives maintained for the purpose of pension Trust. 579. Ability of a member to see the corpus along with its annual accretion. 580. Ability to produce report on the receivable and payable position from and to CIL, respectively. 581. Ability to show types of annuity as opted by members. 582. Ability to generate claims forms for settlement with the Investment Company. 583. Ability to account for periodical growth of funds invested with the Investment company. Contributory Post Retirement Medicare for Executive/Nonexecutive scheme (CPRMSE) 584. Ability to provide master data for members of the scheme 585. Ability to maintain updated status of members 586. Ability to accept Life certificate through electronic mode. 587. Ability to compile data for actuarial valuation. 588. Ability to provide interactive system for updating members profile 589. Ability to provide calculation of domiciliary amount based on updated profile. 590. Ability to calculate Contribution for registration at the time of joining, considering the contribution requirement as per scheme. 591. Ability to provide details of empaneled hospitals, CGHS rates, MAR Rates and exemption certificates of Income Tax. 592. Ability to record all medical payments against limit and available balance thereon. 593. Ability to provide in each payment order available corpus and cumulative amount already received. 594. Ability to provide report of unpaid amount as per information received from members and subsidiaries.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

595. Ability to provide Member wise, year wise, benefit wise, hospital wise ledger showing payment details of executive and spouse along with the balance available. 596. Updated report on amount of deduction (4%) made from salary for calculation of Actuarial valuation & demand. Modality Of Gratuity Funding (Through LIC) 597. Ability to indicate the amount payable/receivable from LIC 598. Ability to provide number of employees retired and gratuity paid to each. 599. Ability to provide actuarial valuation vis-à-vis incremental funding required. 600. Ability to prepare Report as per format of LIC claim. Leave Encashment Funding 601. Ability to provide Actuarial valuation vis-à-vis incremental funding required. 602. Ability to provide Fund used for leave encashment during any particular period. 603. Ability to prepare report on receivable and payable position from and to CIL (includes NEC, RSO and New Delhi) respectively on monthly/quarterly/annually basis. 604. Ability to link the Receivable & Payables Position Report with the actuarial report and Investment, and it should be unit wise. Coal Miners Provident Fund(CMPF) and Pension Department 605. Ability to maintain all records for contribution of employer and employee towards CMPF, Pension and voluntary contribution. 606. Ability to provide Master records of members including Nominee details, i.e., Nominee Name, relationship, nominee's share, Date of Birth, address, contact details, and ability to modify these details as per nomination change request. 607. Ability to maintain records regarding detail of payment to CMPF 608. Ability to provide last pay certificate in case of transfer employee which should contain detail of all PF and pension contribution along with reckonable month from all the last postings. 609. Ability to produce monthly contribution statement for employees 610. Ability to produce Final Claim form during a particular period 611. Ability to produce VV statement 612. Ability to provide List of transfer-in and transfer-out employees for submitting to CMPFO, Form HH-B&C respectively and new joiners in Form HH-A on periodic basis.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

613. Ability to produce pension calculation statement. 614. Ability to provide PF Returns and other statutory forms. 615. Ability to generate various information as required by the statutory authority from time to time regarding awarding contract to the contractors with job details, payroll information, compliance to statutory authority in respect of contractors' employees, etc. 616. Ability to have multiple pension schemes so that company's Pension scheme available in public sector can be incorporated. 617. Ability to intimate the employees three months before their retirement about their PF subscription, PF Loan, Gratuity and Pension claim forms etc. 618. Ability to maintain nominee details to facilitate pension processing 619. Ability to support pension disbursement 620. Ability to calculate family pension and payment 621. Ability to support all related accounting procedures including generation of vouchers and related reports 622. Ability to perform Income tax calculation and deduction for pension payment as per Government guidelines 623. Ability to process the voluntary retirement application as per approval from IR & Legal department 624. Ability to generate various MIS reports w.r.t. pension/family pension 625. Ability to generate all MIS reports as per requirements of Board of Trustees/ Management. 626. Ability to generate all bank correspondence, death intimation to bank, etc. 627. Ability to generate all standardized communication to pensioners, would-be pensioners, family pensioners, etc. 628. Ability to generate reports of all pending cases w.r.t. death in service Investments 629. Ability to calculate interest on FDs, dividend calculation on MFs Investment, accrual calculation, cash flow generation, etc. 630. Ability to provide historical data, cash flow and yield / return on individual investments and Avg. return on all and each category of Investments. 631. Ability to provide an online status of the interest incomes and maturity forecast to the investment department for effective decision making of investments.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

632. Ability to provide centralized maintenance of all Bank details like name, correspondence addresses & types, bank & card details, authorizations, notes, blocking, etc. 633. Ability to produce Fund Report – Treasury 634. Ability to generate investment register containing every detail portfolio wise on daily basis. 635. Ability to generate Weighted Average Return (WAR) on Investments – FD ICD MF on weekly basis. 636. Ability to generate Maturities & Interest Receipt Schedule 637. Ability to show flow of Investments (Increase/Decrease) on monthly basis. 638. Ability to provide TDS reports 639. Ability to generate reports like • Income Earned schedule• Bonds Redemption Schedules • FDs/MFs/ICDs maturity/redemption schedule on monthly basis. 640. Ability to provide Assets Under Management of Mutual Fund Houses, at the end of each month/year 641. Ability to maintain records regarding Net worth of Banks and CAR 642. Ability to provide Information regarding deposits and yields of all investments made by CIL and subsidiaries would be available in the system which would be consolidated for MIS purposes at the end of each month/quarter/year. 643. Ability to provide Selection of Banker for placement of FDs/ Statement for premature encashment considering penal interest of banks Domestic Borrowing - Loans 644. Ability to provide interest calculation, allocation of loans and interest, future cash flows etc.to be calculated automatically. Reducing balance method will be considered for interest calculation of cash credit facility considering daily product of balance and reference rate of interest. 645. Ability to provide Online status of domestic loans in terms of the amount disbursed, facility utilized, interest paid, interest due, repayment schedule, etc. 646. Ability to provide Drawls and Repayments for Domestic Borrowings 647. Ability to provide Weighted Average Rate of Interest on Domestic Borrowings 648. Ability to provide Details of Borrowings from Banks & Institutions 649. Ability to provide details of Debt Servicing-opening and closing balance of loan E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

650. Ability to provide loan wise interest payment Statement-Interest accrued and due, interest accrued but not due, penal interest. Foreign Currency Borrowing and monitoring of claims 651. Ability to maintain all foreign currency borrowings made by the CIL and calculate interest taking into consideration the terms of each loan separately. 652. Ability to show undrawn amount against the sanctioned loan and the expenses paid / payable in respect of the loan. 653. Ability to calculate the amount of TDS (withholding tax). The accounting entry for TDS deposit must take place simultaneously at each interest payment date. 654. Ability to generate quarterly return for TDS to be deposited with Income Tax authorities. 655. Ability to take care of calculation of GST to be payable to foreign consultants/ arrangers/ bankers along with suitable alerts. 656. Ability to generate Monthly/annual returns for GST to be filed with the department. 657. Ability to make the accounting entries for drawl as well as repayment of FC loan for and on behalf of Subsidiary Companies. 658. Ability to provide future interest expense and borrowing repayment reports. 659. Ability to provide reports of actual transactions of External Commercial Borrowings (ECB) under Foreign Exchange Management Act, 1999. 660. Ability to provide loan utilization status – Equipment, Machinery spares, Escalation. 661. Ability to generate Loan utilization status – Progressive utilization, % Cumulative utilization. 662. Ability to provide interest repayment schedule. 663. Ability to provide exchange rate variation on different loans as allocated to projects. 664. Ability to provide foreign exchange rate exposure for the period. 665. Ability to provide date wise debt and interest service statement. 666. Ability to provide weighted average rate of interest on foreign borrowings. 667. Ability to provide letters to be written to banks for foreign debt servicing. 668. Ability to provide reporting of Govt. Guarantee for foreign currency loan to Ministry of Coal in prescribed format.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

669. Ability to issue Debit/Credit advise for subsidiary companies. 670. Ability for master creation for each FC loan including but not limited to: -Identification No. -Amount -Interest -Payment Terms -Due dates for payment of interest -Loan closure -Undrawn Amount 671. Ability to record Foreign curreny exchange rates for all payments. 672. Ability to add at period ends, principal and accrued interest, which will be revalued at current prevailing rates and posted to Vendor sub-ledger account. 673. Ability to record necessary transaction details regarding variation in exchange rates and conversion of payment amount/interest amount. 674. Ability to generate reports individually for each loan and also for each loan category collectively. For Subsidiaries Sales Accounting 675. Ability to produce and submit sales bill for dispatch in rail and road mode 676. Ability to prepare and submit for coal transferred to Washery. 677. Ability to process refund to customers against advance deposit. 678. Ability to reconcile balance between Area & HQ and HQ with Power Houses. 679. Ability to maintain Debtors account. 680. Ability to account for Sales Data 681. Ability to process payments for railways and for sampling and quality control etc. 682. Ability to issue Debit/Credit notes to customer. Cost Accounting & Reporting 683. Ability to generate Cost Ledger 684. Ability to integrate Cost data & Financial reports through mapping Cost & Financial codes 685. Ability to prepare project wise cost-estimate based on input parameters. Financial Reporting

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

686. Ability to generate Grade wise / unit wise valuation report of Coal/Coal Products 687. Ability to generate Tax Invoice against transfer of store from central store to Area/Colliery Store/Site Financial Control 688. Ability to generate Budget Certification Number and Financial Concurrence Number 689. OBR Accounting 690. Ability to generate Sales billing Reports and Refund Statement Report 691. Ability to generate Quality deduction reports Sales Accounting 692. Ability to prepare sale bill for dispatch from rail and road mode 693. Ability to prepare and submit for coal transferred to washery. 694. Ability of processing refund to customers. 695. Ability to reconcile balance between Area and HQ with Power Houses 696. Ability to maintain debtors account. 697. Ability to Account for Sales Data. 698. Ability to process payment to Railways and for sampling and quality control etc. 699. Ability to issue Debit Credit notes to customers. 700. Ability to produce grade wise, state wise, customer wise sales statement/Report separately for FSA, MOU, E-auction customers. 701. Ability produce report on Unit grade wise premium on e-auction. 702. Ability to produce Unit wise Grade wise deduction made by customers. 703. Ability to create Unit wise provision for Debtors. 704. Ability to produce Unit wise statement /report on Duties and Taxes Billed. 705. Ability to produce Unit wise /Area wise Debtor Debtors balance and reconciliation 706. Ability to produce bills Area wise and customer wise. 707. Ability to produce bill wise deduction statement 708. Ability to produce statement for deposits from customers 709. Ability to produce Customers Ledger

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

710. Ability to produce Unit wise detail for of any component of sales viz. Taxes, Duties, Charges, Recoveries etc. Ability to prepare Age wise break up of debtors and & advance to customers. Ability to prepare Bill Register on daily, monthly and annual basis. Purchase and Store Accounting 711. Ability to Financially vet Budget Certification and Financial concurrence of purchase proposals 712. Ability to process and payment of purchase bills. 713. Ability to process Advance payment to suppliers 714. Ability to make statement of Invoice for Input Tax Credit 715. Ability to account for Scrap sales. 716. Ability to account for Stores consumption 717. Ability to maintain Sundry creditors, advance to suppliers EMD, security deposit ledger. 718. Ability to keep account of bank guarantee and its verification. 719. Ability to integrate SRV with Purchase Orders and BC FC and further with bill processing 720. Ability to account for items of stores in Central, regional as well as colliery stores 721. Ability to connect store issue with machine log book in each case. 722. Ability to produce consumption report and stores ledger 723. Ability to account for non-moving and obsolete items 724. Ability to generate Store ledger with both price and Numeric and its reconciliation 725. Ability to generate Store consumption report & Store Inventory report 726. Ability to generate Tax Invoice against transfer of store from central store to Area/Colliery Store/Site 727. Ability to make statutory deductions from the bills. 728. Ability to issue and collect statutory forms. Project Costing(CMPDI) 729. Ability to prepare Project Report based on data received from mine planners and respective subsidiaries. 730. Ability to prepare Project Report base on Capital Budget tools like IRR, NPV and Pay Back Period.. 731. Ability to prepare sensitivity analysis and financial analysis of the project for proper investment decision making. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES SN

Requirement Description

732. Ability to ascertain working hours and R&M costs of different machineries 733. Ability to Identify data from other reliable sources for Inputs relating to PR preparation. GST Compliances Ability to generate all reports and invoices required for compliance of GST.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Functionality Matrix (FM) for Human Resource Management (HRM), Employee Self Service (ESS) and Payroll function Sl. No.

Requirement Description Organization Structure

1.

Ability to define organization hierarchy, organization structure

2.

Ability to generate tree structure giving details of all role holders and reporting employees (defining reporting and reviewing relationship)

3.

Ability to define various categories of employees across class I, II, III & IV (list of existing employees on the basis of Exec/Non Exec) on any date or cross section of time along with a list of officers and staff who will retire within a specified period

4.

Ability to define various categories of employees across class I, II, III & IV

5.

Ability to define name of functions, sub-functions and positions (should be able to take into account the existing manning norms for CIL.

6.

Ability to maintain reporting structure (hierarchy of positions)

7.

Ability to support integration of positions with manpower planning to understand staffing requirements

8.

Ability to create new roles, functions & positions

9.

Ability to maintain change in designations due to promotions, Selection, regularization, Placement transfers (Integrate with Promotion Module, Transfer Module)

10.

Ability to assign company code and then segregate them into cost centre or profit center

11.

Ability to define multiple organizational structures (positions) and multiple reporting relationships and integrate with the respective employee data

12.

Ability to restrict making changes in the Organization structure to authorized persons only

13.

Ability to seek confirmation after every change made in the structure, changes to be made permanent only on authentication by the controller of the authorized person.

14.

Ability to change/restore/rollback changes to a previous(given) date and report inconsistencies

15.

Ability to define administrative powers for organizational units positionwise

16.

Ability to tightly integrate administrative power definitions to work flows and approvals

17.

Ability to provide reports of total organization hierarchy, organization structure of corporate office and plants

18.

Ability to provide reports on list of vacant positions

19.

Ability to provide reports on reporting relationships (Functional,

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ANNEXURES & APPENDICES Sl. No.

Requirement Description administrative) in a department.

20.

Facility to calculate the cost implications of adding a new Function/Position

21.

Ability to generate reports on categories of employees across class I, II, III & IV (list of existing employees on the basis of Exec/Non Exec wise on any date or cross section of time along with a list of officers and staff who will retire within a specified period)

22.

Ability to clearly define the hierarchy of Delegation of Power in the organization

23.

Ability to issue orders advising to take additional charge. Employee Master (Employee Service Book)

24.

Ability to store and maintain employee personal data such as employee no., name, addresses (Permanent address for home LTC), phone numbers, emergency contact information and email addresses, Bank Account Details, PAN, Passport details, Aadhar No, etc.

25.

Ability to maintain employee's gender, date of birth, blood group, citizenship, marital status, religion, caste, State of domicile, etc.

26.

Ability to maintain an employee’s education with name of institute, certifications, degrees and any endorsements (Professional Membership)certificates of extra –curricular activities such as sports, cultural, knowledge of other languages, special achievements if any

27.

Ability to maintain previous employment details like name of the organization, position held (designation), start/end dates, reason for leaving, last salary drawn, references etc.

28.

Ability to maintain names, date of birth and contact details of spouse, children, dependents, parents, dependents, nominees under different schemes along with family photo, etc.

29.

Ability to maintain employee's recruitment category like physically handicapped/ sportsperson /ex-servicemen / specialist / SC / ST / OBC / compassionate grounds/Others

30.

Mode of selection of candidates i.e. CAMPUS OR OPEN EXAM or DEPUTATION.

31.

Ability to update employee's recent photograph and photograph with dependent and nominees.

32.

Ability to maintain employee's medical details after joining and a periodic medical examination details and health data.

33.

Ability to maintain employee's health problems, medical history and capture the details (integrate with payroll for reimbursement amount and health problem details, including low medical category)

34.

Ability to capture expenses on medical ground and track medical expenses under different categories and heads.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description

35.

Ability to integrate with smart card Application

36.

Ability to track health details and generate health profile and various health matrices.

37.

Ability to store caste certification verification & police verification report and detailed status of QUALIFICATION VERIFICATION

38.

Ability to issue NOC for obtaining passport/visa /study abroad or for outside employment etc., including intimation for appearing in UPSC and other exams

39.

Ability to maintain the languages known with details of speak, read and writes separately. Clear indication for the mother tongue

40.

Ability to maintain the details of spouse and relatives in the service of the organization including name, personnel number, unit where working, designation with provision for automatic updating of records of the relative as and when it is updated for him by his controlling establishment

41.

Ability to integrate Organization management with employee master

42.

Ability to maintain details of present designation, salary details, reporting hierarchy.

43.

Ability to maintain history of trainings attended (prior to joining & after joining) like name of the course, name of the Institution, month & year of training, duration of the course in days/weeks etc.(integrate with T&D)

44.

Ability to maintain the awards for which nominated / received by the employee including the name of the award, year of award, in which discipline/field and date of receipt of award and special status/ privilege, if any, to be given to him for the award

45.

Ability to maintain deemed date, date of joining, probation period, date of confirmation in each grade/post and also status of closure of training and probation in present grade

46.

Ability to maintain details of promotion from one grade / scale / discipline to another including any appointment through internal selections

47.

Ability to maintain full transfer history of the employee including the current & new location, nature of transfer (self-initiated / company initiated/VIP reference/mutual transfer etc.), date of joining and date of relieving at different locations, number of times cancelled but kept in abeyance etc.

48.

Ability to maintain present place of posting including name of the department, cost centre, present designation, grade etc.

49.

Ability to maintain history of disciplinary actions taken / initiated against the employee including date of charge, nature of charge, amount of financial loss to organization, date of punishment, nature of punishment, Period of punishment, amount of financial loss to organization, etc. This

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description must include Vigilance/criminal proceedings.

50.

Ability to maintain details of suspended employees (reasons of suspension, time duration of suspension, restricted privileges, date and details of order of suspension revocation, subsistence allowance status, etc.)

51.

Ability to maintain and generate resignation data(including bond money recovered and deposited or any other dues/notice pay paid or not)

52.

Ability to change employee job status (Trainee, Probationer, reappointed, reinstated, extended probation, regular, deputation, suspended, absconding (FIR) & Exit, resigned, VRS, Terminated)

53.

Ability to date and time stamp all changes in the database enabling data availability on 'as on date/time' basis

54.

Ability to update the data through work flow on real time and online basis with maker checker concept implemented

55.

Flexibility of additionally capturing any information relating to employee at a later date.

56.

Ability to link employee data with the position based standard responsibility

57.

Ability to maintain concurrent jobs for employees with additional responsibilities/special duties in addition to regular responsibilities (Internal/External)

58.

Ability to link employees with the membership with various Committees (permanent or temporary) and membership of any professional organization, associations and Trade Unions.

59.

Ability to update only authenticated data reflected in the employee master on prompt

60.

Ability to maintain employee data with regards to claims, etc

61.

Ability to maintain and view employee leave details, LTC/ LLTC details, conveyance reimbursement, HRA, other allowances, etc.,

62.

Ability to maintain employee data with respect to PF, Gratuity, etc. and the nominations for the same

63.

Ability to create organizational chart of all positions and reporting relationships.

64.

Ability to provide restricted access to different classes of employee master data

65.

Ability to maintain the group insurance related details for each employee, like insurance number, nominee details, amount etc.

66.

Ability to maintain Audit trail of all changes made to sensitive information

67.

Ability to maintain performance appraisal rating of last all years and

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description promotion details

68.

Updating of all information in Employee Master data since recruitment (such as personal details, addresses, transfers, deputation, change of location (Integrate with Transfers/ Deputation Module)

69.

Ability to maintain service files documents in scanned form including Date of Birth, domicile, Bonds, if any, executed, disciplinary cases details, photograph etc

70.

Ability to track the physical location of the service file by recording the file number and place where it is kept

71.

Ability to scan important document and summary of employee personnel for all existing employees and retired employees (period of retention to be specified later)

72.

Ability to process House Building Loan, conveyance advance, furniture advance, laptops, educational loans and advances under other schemes. (Registration of laptop on online portal.)

73.

Ability to process departmental House Building Loan (For Class-IV employees)for land purchase, house/flat purchase, construction of residential house, addition/alteration of constructed house and repair of house

74.

Ability to issue Release Orders to release the loan money by the respective accounting unit against sanction order.

75.

Ability to provide details of lien against employees

76.

Ability to provide details of employees applying for employment to outside organization as per the service rules with number of times applying outside in a particular year.

77.

Ability to provide details of employees applying for higher education

78.

Ability to submit and declare of assets by employees and family members as required under Company rules and statutory provision.

79.

Ability to process cases for according permission to acquiring or disposal of movable and immovable property by way of purchase or sale

80.

Ability to provide all information related to House Building Loan for the employee

81.

Ability to record whether an employee is an office bearer of a recognized union or association with details thereof.

82.

Ability to provide reports of employees based on blood group, length of Service, Age, Qualification, experience, department, salary bands etc.

83.

Ability to provide reports to HR on employees personal, educational &professional details not updated in the system.

84.

Ability to provide reports on all employee details as per department, class/cadre wise, location in specified period.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description

85.

Ability to provide reports on employee counts retired, resigned, suspended, dismissed or left, per department, class/cadre-wise, superannuating in a specified period

86.

Ability to provide reports on status of details of disciplinary proceedings, time, progress, status and generate departmental and safety clearance periodically.

87.

Ability to provide reports on personnel released from one place and not joined other office

88.

Ability to define seniority norms and generate and publish seniority list of discipline, grades and categories cadre-wise.

89.

Ability of system to provide information of all types of loans /advances and recovery details whenever employee applies for fresh loan under any head.

90.

Ability to delete the name of dependent /give alerts in case of marriage /employment /age bar defined in rules House Building Loan (HBL), Conveyance advance, Furniture advance etc.

91.

Ability for 2nd Charge Mortgage permission is accorded in case of obtaining H.B. Loan from outside agency like Banks/NBFCs in addition to departmental H.B. Loan

92.

Ability to process charges of interest and other terms and conditions of tie up arrangements with scheduled banks

93.

Ability to process formal permission in case the employees do not avail of department H.B. Loan but intend to avail housing loan from outside agencies

94.

Ability for reconveyance of Registered mortgaged property through Registered Reconveyance Deed by the Office on complete repayment of H.B. Loans of the employees as per verification of HBL recovery statements and final calculation by the Accounts Wing of the Establishment.

95.

Ability for reconveyance of Equitable Mortgage as per verification of HBL recovery statements & final calculation by the Establishment Corporate under the Corporate Establishment Department

96.

Ability to process waiver of HBA Insurance for the deceased employees with concurrence of the competent authorities.

97.

Ability to penalize for non-utilization or delay in utilization of HBL, conveyance, laptop & Mobile, furniture and other loans and advances.

98.

Ability to generate reports on monthly/quarterly /half yearly and yearly statements covering sector wise activities of HBA and other loans and advance and retrieve relevant data of loaners of recoveries made and outstanding amount if any linking the same with appropriate financial model

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

99.

Ability to auto generate NDC or else for grant of HBL, recommendation of sanction for HBL, permission for purchase and sale of properties, conveyance and reconveyance of mortgage deeds & auto generate service certificate

100.

Ability to provide reports on all information regarding HBA and other loans and advances (including recovery stats)

101.

Ability to process, validate and communicate sanction of HBA and other loans and advances. Employee Self Service (ESS) Employee Details

102.

Facilitate employee to apply for changes in permanent & correspondence addresses, details of family members, emergency contact details, contact details, office location, nomination for various schemes like PF / Pension/ Gratuity, etc.(Request for change) (Authorization given to a particular level - to be maintained as paper document also)

103.

Ability to add /update bank information for expense reimbursement, PAN no, Aadhar no, passport details, driving license no. etc

104.

Ability to allow employee to update online through ESS the noncritical personal data (such as weight, height, etc.)

105.

Ability to provide address proof letter to employer for various purposes

106.

Facilitate employee to apply for information regarding acquiring additional qualifications

107.

Integrate ESS with Employee Master

108.

Ability to remind the employee through self- service/e-mail/SMS regarding modification or requirement of additional data

109.

Ability to remind the employee through self-service/e-mail regarding modification or requirement of additional data

110.

Ability to send the employee confirmations after changes are made online. Ability to interface biometric machines for real time data capture of attendance Attendance & Leave Management

111.

Ability to mark attendance and fill time sheets (manually in field, automated, biometric etc.)

112.

Ability to interface biometric attendance machines for real time data capture of attendance

113.

Ability to view list of weekly offs, holidays in an year (Integrate with Time Management Module)

114.

Ability to apply for leave under the appropriate category and state the

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description reasons for it

115.

Ability to apply for NOC for abroad tour, including study etc.

116.

Ability to Check the status of leave request

117.

Ability to approve/cancel/modify leave requests by employees

118.

Ability to view accrued leave balances.

119.

Ability to approve or cancel leaves of subordinates

120.

Ability to intimate the controlling officer when an employee goes on unauthorized absence / returns back from unauthorized absence/ extends leave/ reports in the middle of the sanctioned leave period (along with appropriate reduction in sanction)

121.

Ability to provide reports to subordinates & HR in ESS on attendance & leave details.

122.

Ability to provide reports to HR and HoD on employees presently on leave in the department.

123.

Ability to provide the Manager consolidated status of present/absent employees working under him/her.

124.

Ability to provide report on attendance details & leave quota/balances

125.

Ability to provide reports on number of employees for whom leave has not been approved/declined/modified

126.

Ability to provide reports on the frequency of leave taken by employees, habit of overstaying beyond sanction leave etc.

127.

Ability to provide reports on late coming and early going by employees

128.

Ability to define the leave rules, limitations of leave accumulation, entitlement of leaves, limitation on frequency of leave, Procedure for extension of leave and modification of leave, etc.

129.

Ability to generate various report on leave like number of EL/HPL/HPL Commuted/AL/SL availed for a period of time

130.

Ability to sanction and generate report on child Care Leave and Maternity leave for Executive & Non-Executive. Employee-Exit (Full and Final Settlement) for retirement/resignation

131.

Ability to request for VRS (integrate with Employee Master for status of disciplinary proceedings and loans/ other outstanding dues if any)

132.

Facilitate employee to fill exit interview form (for resignation)

133.

Ability to apply for NOC (No Objection Certificate)/clearance from various departments at the time of Exit through E-Exit process

134.

Ability to view clearance request approved/rejected by department and the reason for the same. Employee Status Change Transfers (Deputation/Job Rotation)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

135.

Ability to automate Transfer process.

136.

Ability to record Transfer Policy (define all functionality)

137.

Ability to prepare Transfer list (integrate with Recruitment Module for Vacancy List) based on the defined criteria – e.g. employees who completed 5/ 3 years in one location/department/designation wise/cadre etc. (integrate with Payroll module)

138.

Ability to find out transfer orders that cannot be complied with

139.

Ability to generate transfer orders

140.

Ability to record the transfer orders cancelled, approved or deferred

141.

Ability to request transfers by employees (subject to minimum eligibility criteria specified in transfer policy) and approve/reject transfer requests of employees (Integrate with ESS Module)

142.

Ability to process NOC, obtain clearance from other departments/sections and issue the same

143.

Ability to capture details of officers on deputation to outside agencies/or deputation to distribution or transmission business

144.

Ability to generate lists of transfer requests/recommendations received to be reviewed by the competent authority for deciding on transfers with/without promotions. The office may also transfer an employee without any request/recommendation as per the Transfer Policy (integrate with employee master)

145.

Ability to integrate with list of workmen exempted from transfer for being medically incapacitated, being office bearers of recognized unions and association

146.

Ability to integrate with compensation and benefit module

147.

Ability to update new designation, change of cadre/class, salary details etc. in Transfer Database

148.

Ability to generate reports on count of employees transferred in a specified period.

149.

Ability to generate reports on total pending, approved/rejected cases of transfer with details

150.

Ability to generate report for employees in difficult area/terrain beyond a specified time

151.

Ability to generate reports on status of officers/staff whether released or not released or whether joined/not joined (along with dates) as per transfers/promotion orders as on particular date or cross section of time is available readily from this system

152.

Ability to define sensitive posts and identify employees posted in sensitive post with a period of such posting.

153.

Ability to generate list of employees due for transfer under sensitive post

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

transfer provision. Promotion 154.

Ability to implement Company’s Career path for various cadres, streams, grades and scales

155.

Ability to define rules for promotion eligibility in terms of tenure, seniority, residual service, performance, achievements, disciplinary actions, low medical category, etc.

156.

Ability to enforce relaxations in eligibility norms to reserved category candidates, allocating certain percentage of vacancies for these categories as per rules.

157.

Ability to define grade advancements within a channel (seniority/Merit/time based)

158.

Ability to carry out the entire promotion process through work flows including on- line preparation/printing of Performance Appraisal Forms/ Booklet recording of Recommending Authorities Comments/generation of scores/status regarding pending vigilance cases/departmental cases.

159.

Ability to process cases suitable or unsuitable for promotion as well as pending cases if any based on performance, in interview and other parameters

160.

Ability to generate single page bio-data report for each employee due for promotion (promotion calendar to be made user definable)

161.

Ability to allow promotion only on reporting at new place in case of officer getting transferred on promotion and generate periodical detailed report on non- reporting

162.

Ability to upload Promotion List and print Promotion Letters of candidates found suitable for promotion (Integrate with Recruitment Module for Vacancy List and Integrate with PMS Module for annual performance appraisal ratings)

163.

Ability to arrive at the surplus and vacant positions

164.

Ability to record request for transfer through employee self-service and indicate appropriately at the time of transfer exercise. Record of such request wherever acceded to be maintained.(Integrate with ESS)

165.

Ability to record interview ratings of employee shortlisted for promotion

166.

Ability to approve promotion list by appropriate ordering/approving authority(Integrate with ESS Module)

167.

Ability to enforce deferred dates of promotions to punishment imposed

168.

Ability to update new designation, change of cadre/class, salary details etc. in Promotion Database (Integrate with OM & Employee Master Data Module)

169.

Ability to generate Promotion Orders

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description

170.

Ability to record the promotion orders cancelled, approved or deferred

171.

Ability to give input to Payroll Administrator to update salary details on promotion as per the Promotion Database (Integrate with Payroll Module)

172.

Ability to draw a competency matrix in the system and define the competencies/skills/roles/responsibilities required at each level/position for the purpose of promotion. (included in Competency Management also)

173.

Ability to intimate the outcome of various stages of promotion (interview, first shortlist etc.) to the employees through ESS Module

174.

Ability to redefine the promotion process on change of policy

175.

Ability to record transfer option of an employee at the time of promotion and generate reports for the management for making transfers on promotion (Integrate with Transfer Module)

176.

Ability to maintain complete history of employee transfers since recruitment (Integrate with ESS, Employee Master)

177.

Ability to generate a list of eligible candidates for promotion of different grades and streams in consideration of period spent under suspension, extra ordinary leave without pay etc

178.

Ability to generate list of pending cases with requirement of particulars

179.

Ability to provide reports on total employees promoted during specific period, category wise, unit wise, designation wise (all details)

180.

Ability to generate reports on status of officers/staff whether released or not released or whether joined/not joined (along with dates) as per transfers/promotion orders as on particular date or cross section of time is available readily from this system

181.

Ability to generate seniority list of all officers and staff (with particulars like DOB, DOJ, qualifications, date of present & previous promotion) on any date/time

182.

Ability to provide reports on employees not selected for promotion or cases deferred or pending or dropped with reasons

183.

Ability to fix pay on promotion.

184.

Ability to maintain roster register for each grade/discipline.

185.

Ability to compute vacancies as per roster for SC/ ST/ OBC/ PWD

186.

Ability to generate master data as per DPC specification against the vacancies based on the cut-off date.(linking with employee master and PMS Module)

187.

Ability to carry out the entire promotion process through on-line preparation/generation of DPC recommendation list, status regarding pending vigilance/departmental/safety cases/general of interview list,

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description capturing interview marks and computation of financial merit list.

188.

Ability to keep the cases coming under sealed cover as confidential and enable dealing them as per the process.

189.

Ability to facilitate joining on promotion and determination of deemed date.

190.

Ability to process cases of employees forego promotions and cancellation of orders. Training & Development (T&D)

191.

Provision to define training – short-term, long-term, trainable and nontrainable training needs and Provision to capture ad-hoc courses offered by various entities.

192.

Grading training institutions by the training dept. professionals based on employee performance post training

193.

Ability to capture Training Policy and customize process to update/edit the policy

194.

Ability to issue letter of permission for undergoing higher studies

195.

Ability to issue orders granting higher studies without pay

196.

Ability to issue permission for acting as examiner/faculty member/guest lecturer in different technical/management institutes

197.

Ability to capture Training needs of employees met/not met during the quarter/year

198.

Ability to formulate and update annual Training Calendar with list of Training Programs, Batch size, target group etc.

199.

Ability to provide input to Finance & Accounts Module for payment to Trainers/Institutes

200.

Ability to update list of Trainers/Institutes for various training programs.

201.

Ability to record participant's attendance in training programs and employees nominated but did not attend a training program

202.

Ability to notify HoD/employees about the nomination for training program

203.

Ability to define and print training nomination letters to be sent to employees for invitation

204.

Ability to customize training feedback form, effectiveness form and training nomination letters

205.

Ability to define training feedback & effectiveness form

206.

Ability to seek nomination from employees/HoD for training programs not included in Training Calendar

207.

Ability to capture Training facilities available within the organization

208.

Ability to book training rooms by departments for specific training

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description programs

209.

Ability to capture course content of all training programs along with list of Target group, batch size

210.

Ability to maintain topic/subject wise database of internal & external faculty, number and details of courses conducted by them quarterly, halfyearly, yearly and cumulative

211.

Ability to maintain training budget (for each category of training) - cost of training– actual expenses. Link the TA/DA/Hotel expenses payment records to find out total cost of training. The TA bill passing system should be linked to the Training system to ensure feedbacks

212.

Ability to select cost centers while raising approval requests for nomination to external training programs.

213.

Ability to monitor Planned Training against actual training conducted based on user defined parameters such as number of trainings, budget, participants etc.

214.

Ability to compute hours of training completed by an employee during the period of his training cycle and identify training requirement based on training hours.

215.

Ability to capture key learnings from each training program and keep it in a reservoir of key learnings.

216.

Ability to maintain database of experts including their contact details on specific fields within the company and to access them through ESS to get expert views by employee.

217.

Ability to facilitate experts to provide their views on the quarries.

218.

Ability to maintain database of certified Mentors and facilitate appointment of Mentor to Mentees.

219.

Ability to develop IDP jointly by the Mentors and Mentees with the schedule of activities.

220.

Ability to maintain a Mentoring activity law.

221.

Ability to facilitate feedback by Mentors and Mentees half yearly and yearly.

222.

Ability to integrate with e-learning system.

223.

Ability to maintain the inventory of technical skills sets and facilitate the employees to map them against the technical skills on different proficiency levels.

224.

Ability A to facilitate validation of the technical skills sets by expertise.

225.

Ability to plan the induction and on-boarding plan for fresher.

226.

Ability to monitor the progress of on-boarding program as per schedule and facilitate appraisal of performance of trainees.

227.

Ability to maintain of inventory of learning projects and facilitate trainees

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description to choose learning projects during their training period.

228.

Ability to facilitate submission of project works and their assessment.

229.

Ability to facilitate training closure examination and appraisal of training performance and confirmation of training closure.

230.

Ability to issue training closure orders and the results of training closure examination.

231.

Ability to identify delegate for conferences /seminars/ workshops (national and international), special and advanced training programs based on pre-determined criteria. Compensation & Benefits

232.

Ability to maintain the compensation and benefits policies of the organization

233.

Ability to perform Income Tax calculation

234.

Ability to calculate compensation and benefit details (Pay Slip) of each employees

235.

Ability to issue orders granting Band Pay: PB-5 under SSLS scheme

236.

Ability to issue orders granting annual increments

237.

Ability to approve loans and advances of employees (by appropriate authority)

238.

Ability to Check Loan Balances (Integrate with Payroll Module)

239.

Ability to handle making online application for sanction of LTC/LLTC and other entitlements through ESS and approval through workflow

240.

Ability to process application for medical advance, LTC /LLTC reimbursements

241.

Ability to approve general claims and expenses through the system

242.

Ability to track loan requests made by employees and send reminders, Feedback& Grievances

243.

Ability to track and record all compensation payment made towards accident related cases under Workmen Compensation Act of 1923

244.

Ability to show details on all aspects, place of accident (office), cause, report on how the accident happened, witnesses, name of investigation officer, and other officers involved in the process at the field, investigation details and determination of compensation amount

245.

Ability to provide report on past salary slips & income tax statements

246.

Ability to provide report on expense requests approved/claimed/rejected/paid

247.

Ability to provide report on month-wise/year-wise accident compensation sanctioned and all details related to it

248.

Ability to provide report on month-wise insurance premium payment

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

receipt 249.

Ability to provide statement to employees showing deductions under CMPF/Pension on an annually basis.

250.

Ability to provide statement to employees on the superannuation pension fund accumulation to their credit on annual basis.

251.

Ability to compute PLRS/PRP as per entitlement.

252.

Ability to process HRA claims and approval process. Staffing Manpower Planning

253.

Capability to automate manpower requirement/planning based on competencies, skills, experience, qualification and other criteria

254.

Capability to make provisions for direct employment/ promotion/ recruitment to specialist categories/part time or contractual employees

255.

Capability to project cadre wise/grade-wise/ designation wise/ unit wise/ area wise/ category wise, etc. manpower requirements for a specified period based on data relating to new coming units/resignations/dismissals/future retirement/ Age profile, etc.

256.

Capability to analyse the unit-wise, cadre wise, grade wise resources available and required and do a gap analysis with specific time frame.

257.

Facility to create new posts or modify existing posts through proper approval

258.

Capability to issue alerts before any position falling vacant due to retirement/term of temporary or contractual employee getting over

259.

Capability to generate a consolidated manpower plan (Institutionwise/Unit-wise)for approval through work-flow

260.

Capability to identify critical posts (by function)

261.

Capability to integrate with the recruitment/promotion module for filling up of vacancies

262.

Capability to define deployment norms of manpower for unit/ establishment/ functions.

263.

Ability to define position grade mapping for deployment of manpower.

264.

Ability to maintain role profile for all designations and continuous updation.

265.

Capability to generate retirement notices six month in advance of all employees superannuating from service. Recruitment Selection Hiring

266.

Ability to integrate output of the Manpower planning into input for

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description recruitment/selection

267.

Ability to issue order on completion of probation period

268.

Facility to maintain checklist for verification and acknowledgement of various aspects related to joining viz., medical reports, testimonials, other relevant certificates, etc.

269.

Should allow for maintaining a checklist of details to be mentioned in each employee's personnel file

270.

Ability to facilitate filling of all forms and uploading of documents at the time of joining.

271.

Ability to generate Unique Identification No. (UID) for each employee.

272.

Ability to generate posting orders

273.

Ability to facilitate in providing feedback by the new joiners on their joining experience.

274.

Facility to generate reports on vacancies or positions following vacant

275.

Facility to calculate bi-furcation of vacancy as per GOI/Company norms

276.

Scheduling and planning the mode of recruitment

277.

Facility to generate documents for Competent Authority approval

278.

Facility to generate advertisements/notifications and web uploading

279.

Facility to capture all the fields in the application form and generate reports/data

280.

Facility to upload documents by applicants

281.

Facility for online payment of application fee

282.

Facility to scrutinize the applications on the basis of eligibility norms

283.

Ability to integrate performance appraisal reports and VC/DC clearances in case of departmental candidates

284.

Facility to generate shortlisted/rejected candidates

285.

Facility to inform candidates whose applications are rejected

286.

Facility to generate admit card for the shortlisted candidates

287.

Facility to intimate shortlisted candidates by SMS/e-mail

288.

Facility to download admit card by the candidates

289.

Facility to conduct online written exam

290.

Facility to shortlist of successful candidates in UR/OBC/SC/ST/PWD categories

291.

Facility to pool the number of candidates for the interview

292.

Facility to communicate candidates successful in written examination

293.

Facility to schedule the interview

294.

Ability to generate interview call letters and to facilitate download

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

295.

Facility to constitute interview committee and necessary communication

296.

Facility to generate interview score card template

297.

Facility to prepare final merit list category-wise, discipline-wise

298.

Facility to generate documents for Competent Authority approval of merit panel and for appointments

299.

Facility to integrate vacancy position with merit panel category-wise, discipline-wise

300.

Facility to issue appointment as per vacancy category-wise and sending e-mail.

301.

Facility to send offer of appointment to all concerned officials

302.

Facility to obtain consent and acceptance of the terms and conditions of offer of appointment

303.

Facility to provide a login portal for candidates willing to join

304.

Facility to upload all the required relevant documents by candidates through login portal

305.

Facility to schedule initial medical examination and induction

306.

Facility to generate medical reports and communication to the concerned

307.

Facility to generate posting order and communication to all concerned

308.

Facility to generate joining status

309.

To facilitate to issue offer of appointment against non-reporting/nonjoining

310.

Facility to generate and communicate cancellation of offer of appointment in case of non-joining/non-reporting

311.

To generate the report of candidates completing 1 year of training Confirmation

312.

Facility to change employment status from probation to confirmed/not confirmed after one year from the date of joining

313.

Facility to integrate with the PMR of the employee on probation

314.

Facility to attach scanned copy of the vigilance clearance certificate after one year of the employee's joining

315.

Facility to attach service continuity certificate for checking unauthorized attendance of the employee on probation

316.

Facility to attach scanned copy of the police verification certificate and medical fitness certificate of the employee hired on probation

317.

Facility to generate report on year wise manpower profile of CIL

318.

Facility to generate report on total manpower strength (Category wise, designation wise in different subsidiaries and CIL (for each month)

319.

Facility to generate report on Education and Age profile employees

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

320.

Facility to generate reports on the details of contractual employees in CIL

321.

Facility to generate report on the number of employees confirmed per quarter/year.

322.

Facility to identify critical posts which were difficult to fill in the last quarter/year

323.

Facility to generate reports on the Superannuation details

324.

Facility to generate reports on the Separation details (category wise) Administration Travel Management

325.

Ability to automate the process of Travel Request

326.

Ability to define Travel Request (Rail/Air/Road) Forms

327.

Ability to define & select calendar and time schedules for travel planning

328.

Ability to define Country/state/city for travel planning

329.

Ability to select type of Travel (Local/Domestic/International Travel)

330.

Ability to select mode of travel (Rail/Air/Road)

331.

Ability to recommend type of Train, Flight

332.

Ability to add number, name, age, department, function of travelers

333.

Ability to raise Travel Requisition for Local/Domestic/International Travel

334.

Ability to select the cost center while raising travel requests

335.

Ability to define approving authority and reviewing authority for checking/approving/declining travel requests

336.

Ability to select approving & reviewing authority for approval of travel requests

337.

Ability to provide any additional comments before submitting the travel request (lowest fare /berth preference)

338.

Ability to approve/decline/modify travel request of employees by approving authority (Link with ESS)

339.

Ability to check status of approval/decline of travel requests

340.

Ability to resubmit travel requests if declined

341.

Ability to notify Travel Desk of approved travel requests submitted

342.

Ability to raise request for cancellation of travel tickets or booking of Taxis for Local/Domestic Travel

343.

Ability to create request for booking of taxis for Local/domestic Travel

344.

Ability to approve/cancel/modify requests for taxi bookings

345.

Ability to create, change, display, review and release travel advances

346.

Generation of reminder letters if tours and travel final bill is not

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

submitted within the prescribed time 347.

Ability to provide expenditure reports for separate cost centres

348.

Ability to provide reports on number of employees for whom travel request has been proved/declines/modified

349.

Ability to provide reports on all past travel requests with details on travel advance cleared/per-diem/allowances claimed E-Payment

350.

Ability to raise request for expenses such as medical reimbursement/travel reimbursement/stationery/local conveyance etc Conference Room/Seminar Hall/Auditorium Booking

351.

Ability to automate booking of conference room, seminar halls and auditorium

352.

Ability to raise requests for conference room/seminar hall/auditorium booking based on availability

353.

Ability to cancel/modify conference room/seminar hall/auditorium booking

354.

Ability to approve/decline booking of the same

355.

Ability to add/delete list of conference rooms

356.

Ability to show availability of Conference rooms/Seminar halls/Auditorium booking

357.

Ability to show availability of conference rooms/seminar halls/auditorium on a specific date, time and by the concerned employee/department and purpose

358.

Ability to integrate with finance to generate bill for providing conference room/seminar hall/auditorium on rent Holiday Homes/Guest House Room Booking

359.

Ability to automate Guest House booking

360.

Ability to raise requests for booking of rooms

361.

Ability to add/delete list of rooms

362.

Ability to show availability of Guest Houses/rooms on a specific date, time and by the concerned employee/department and purpose

363.

Ability to raise requests to cancel/modify room bookings

364.

Ability to approve/decline request for room bookings

365.

Ability to add approving authority for approval for room booking

366.

Ability to add list of cost centers

367.

Ability to add cost center while raising room bookings

368.

Ability to extend request for room booking on an existing booking

369.

Ability to approve/decline request for extension of room bookings on

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description existing booking

370.

Ability to raise requests for guest house booking for guests & other field employees

371.

Ability to view status of requests for guest house booking for guests & other field employees

372.

Ability to approve requests for guest house booking for guests & other field employees by administrator

373.

Ability to provide reports on total rooms booked/available for booking

374.

Ability to provide cost-center/department wise reports on total costs of room bookings per month/quarter/year Civil Maintenance Control of Building and Assets, Lifts, Vehicles, printers, computers, furnisher, stores

375.

Ability to maintain database and show details of all departmental quarters I.Bs and House-rent matters and information such as year, details of employee occupants, house rent collected etc

376.

Ability to maintain database and show information related to rooms, furniture, allotment of space in Head Office and database related to canteen outsourcing

377.

Ability to maintain details and show matters related to retention of quarters and other allied jobs with respect to employees

378.

Ability to maintain database and show details on different administrative matters including Accommodation/House Rent/ Taxes/Land matters, Vehicle/excess fuel consumption, Telephone/Leased Line etc.

379.

Ability to maintain and show all details in database on purchase of stationeries and equipment and vendors

380.

Ability to maintain all details and show database on engagement of Security personnel.

381.

Ability to maintain all details and show database on receiving and dispatching all letters/Circulars etc. of different Offices to outside offices through Central Receipt & Dispatch Section

382.

Ability to maintain and show all details on procurement of Computer &peripherals

383.

Ability to maintain and show all details on procurement of Printed Articles and pre-printed computer stationary

384.

Ability to maintain and show all details on procurement of stationary items and purchase through petty cash & Courier Service

385.

Ability to maintain and show all details on procurement of Air & Railway tickets

386.

Ability to maintain and show all details on repair & maintenance of telephone lines & exchange at Head Office

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

387.

Ability to maintain and show all details on bill processing, correspondences and other allied work related to P&T lines of telephone at all the locations of CIL

388.

Ability to maintain and show all details on repair & maintenance of vehicles all the locations of CIL

389.

Ability to maintain and show all details on Operation of Telephone Hub

390.

Ability to maintain and show all details on all matters related to supervision of official properties of CIL

391.

Ability to provide reports on all departmental quarters and House-rent matters and information such as year, details of employee occupants, house rent collected etc

392.

Ability to provide reports on rooms, furniture, allotment of space in head office and database related to canteen outsourcing

393.

Ability to provide reports on retention of quarters and other allied jobs with respect to employees (executives & Non-Executives)

394.

Ability to provide reports on different administrative matters including Accommodation/House Rent/ Taxes/Land matters, Vehicle/excess fuel consumption, Telephone/Leased Line/Cash Machine etc.

395.

Ability to provide reports on purchase of stationeries and equipment and vendors

396.

Ability to provide reports on engagement Security personnel.

397.

Ability to provide reports on maintenance of vehicles in offices

398.

Ability to provide reports on maintenance of electrical equipment in offices

399.

Ability to provide reports on maintenance of sweeping & cleaning works in offices

400.

Ability to provide reports on maintenance of central Stationery Store

401.

Ability to maintain equipment and their processing capacity at Press

402.

Ability to raise requisition of documents to be printed by Press, flow of approval and final communication to press and the individual raising the request

403.

Ability to maintain Database of the activities undertaken by the press and assess capacity utilisation. Adviser appointment

404.

Ability to define key areas for appointment of Advisers and defining profile of Advisers.

405.

Defining selection criteria for appointment of Advisers and evaluation criteria.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

406.

Ability to process Advisers appointment proposals.

407.

Facility to generate Advisers appointment letter including terms and condition of appointment, leave allowed, compensation, salary etc.

408.

Ability to provide system alert regarding closure of advisory period at least 3 months in advance before closure

409.

Ability to compute pay and allowances of advisers and generate pay slips every month.

410.

Ability to record pay roll information and develop reports

411.

Ability to facilitate assessment of contribution of advisers in terms of process improved/tasks/projects accomplished, expertise imparted, document created, knowledge added, best practice developed, teams developed etc.

412.

Ability to determine maximum no. of advisers in each subsidiary. Employee suggestion

413.

Ability to process employee ideas / suggestions and acknowledge receipt of suggestions.

414.

Ability to facilitate evaluation of suggestions through committees on predetermined criteria and recommend for approval.

415.

Ability to screen suggestions based on pre-determined parameters and sent SMS to the employees regarding status of their suggestions.

416.

Ability to send messages and alerts on the accepted suggestions.

417.

Ability to keep a reservoir of accepted suggestions with all details and graphics and operational videos.

418.

Ability to generate reports on item-wise suggestions received, accepted suggestions for implementation, no. of employees rewarded, no. of suggestions regretted, no. of suggestions per employee and functional area wise suggestions.

419.

Ability to facilitate registration of quality circles, KM communities and other group with their name, logo, objectives and functional details.

420.

Ability to maintain activity log of groups.

421.

Ability to facilitate information sharing amongst group members.

422.

Ability to maintain a reservoir of accomplish the projects by the groups with a facility for searching the projects through subjects or key words.

423.

Ability to main a database of approved experts with their contact IDs and facility to locate them and read their contributions.

424.

Ability to access the experts to put questions to them and to receive their feedback.

425.

Ability to maintain a reservoir of best practices in the company with their details and to access them by the employees and to put their comments.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description

Standard/ Custom/ Third Party

426.

Ability to upload corporate magazines and corporate information for the view of all employees.

427.

Ability to upload various information on corporate events like reward recognition program, corporate celebrations etc. with detail and photographs.

428.

Ability to maintain a domain for publishing the high flyers names and their achievements and the awards given to them by the company. Retired employees information system

429.

Ability to main database of employee master of all retired employees.

430.

Ability to process claims under PRMS and settle the claims.

431.

Ability to maintain list of empaneled hospitals and facilitate cashless treatment under PRMS.

432.

Ability to integrate with smartcard system for ex-employees and their spouse under PRMS.

433.

Ability to main the health details of ex-employees based on PRMS data and dynamically update.

434.

Ability to maintain account of Superannuation Benefit Fund of employees. Payroll

435.

Ability to compute wages and salary as per the pay policy of the company.

436.

Ability to compute overtime wages, PRP, Bonus and other monetary rewards as per the pay policy and update.

437.

Ability to make various deductions, statutory and other.

438.

Ability to compute leave salary, leave encashment, arrears for existing employees as well as retired employees.

439.

Ability to define tax pools and determine tax liabilities as per changes by the GOI and local statutory legislations.

440.

Ability to generate certificates taxes like Form 16 and Form 24 and other tax statements.

441.

Ability to define exemptions and rebates as per Income Tax rules.

442.

Ability to facilitate submission of investment declaration in electronic format.

443.

Ability to compute subsistence allowance for employees on suspension.

444.

Ability to revise pay fixation on various events such as promotions, disciplinary actions, stagnation, SLU, annual increment, pay revision etc.

445.

Ability to compute progressive data on deductions, liabilities etc.

446.

Ability to generate pay slips, deduction statement, absentees statement, man-days, overtime, leave wages etc.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES Sl. No.

Requirement Description

447.

Ability to generate pay slips, deduction statement, absentee statement, man-days, overtime, leave wages etc. Ability of auto e-mailing salary info to employees.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Functionality Matrix (FM) for Procurement, Inventory Management, Contract Management including Civil Contract and Exploration contracts Sl. No.

Requirement Description Inventory Management Material Records Management (Material Master)

1.

Ability to record and maintain item master list with four alternate part no/ availability of material number/code/part code as primary identifier for various material types including spares and consumables - Provision should also be made for core words of the description as secondary identifier

2.

Ability to suggest material code automatically for item entry to item master as well as support manual entry

3.

Ability to support alphanumeric material codes

4.

Ability to get information for different attributes of the codification scheme for items, vendor, purchase orders etc

5.

Ability to capture detailed material information including the categories of data to support core material management transactions like goods receipt, goods issue etc (1) basic data like Material No, Item Description, definition of status i.e. unrestricted use / restricted use or under quality inspection / project stock, origin, type, conversion factors, ownership details etc (2) inventory management data i.e. material history, MIRP data, good receipt time, maximum stock level, reorder level, safety stock level, ABC classification, inventory location, etc. (3) purchasing data i.e. purchase rule, tax/duties rule, ordering batch size etc (4)costing data i.e. standard price, moving average price etc

6.

Ability to take care of all cost items like GST, transport cost and others in calculation of material price in the store and thus linking of a particular material to all costs of payment

7.

Ability to support item groups or categorization of material into material groups, type and location etc

8.

Ability to handle tax variations in calculation of material pricing

9.

Ability to conduct material valuation according to a) accounting norms; as well as b) regulatory norms

10.

Ability to support approval workflow and automatically trigger material data authorization upon material data entry

11.

Ability to track changes made to material record with details of changes made, changing entity and approver of change

12.

Ability to reject material record and update material record status

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description with reasons

13.

Ability to record whether material is active or inactive or obsolete or scrap

14.

Ability to assign authority to declare materials as re-usable/recycleable/ scrap material based on the Delegation of Power

15.

Ability to link material to vendor / supplier details

16.

Ability to display partial or full material master information to users across functional areas and restrict display of all information based on user roles/display authorization levels

17.

Ability to support multiple Units of Measure (UoM) for an item along with conversion factors

18.

Ability to create catalogues for different material types, spares and miscellaneous items

19.

Each item should have provision to be linked with its approved technical drawing and equipment with their manufacturer's drawing and manual - Provision for uploading Photographs of item and area of usage

20.

Ability to classify inventory under capital items, consumables, OEM spares and disposables

21.

Ability to generate detailed item wise/ group wise/ class wise/ equipment wise report of material information

22.

Ability to generate report on revaluation of materials and display valuation history

23.

Ability to generate report on material performance e.g. material history report, supplier blacklist report, damage during warranty period

24.

Ability to generate material reports for separate material type, material group, location etc

25.

Ability to generate Status of a given material (covered or uncovered)

26.

Ability to generate Pending indent for a given material

27.

Ability to generate Material/Part wise current stock status

28.

Ability to generate Item /Part no wise location

29.

Ability to generate Material code wise rejected item status

30.

Ability to generate Material code vs. material name

31.

Ability to generate Material name vs. material code

32.

Ability to generate Material code for a given part no Manage Inventory

33.

Ability to record multiple physical store locations, capturing individual store physical stock details - Provision for alert if the item

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description is lying unused in any store for a predefined period

34.

Ability to support multiple status of inventory across all storage locations for individual items including the following: - Available for Issue / unrestricted use - In Transfer / under inspection - Blocked - Restricted Use - Under Repair - Special Project Stock - Reserved Stock

35.

Ability to track material movement for each store including: - Receipts - Issues - Inter Store Transfers - Transfer to Scrapped Stock - Transfer to Obsolete Stock - Returns - Depot transfer to other subsidiaries

36.

Ability to track and monitor stock at various store locations like Central Stores and Regional/ Colliery stores.

37.

Ability to track material movement for identification of slow & nonmoving stocks and ability to generate alerts over a periodic basis

38.

Ability to plan for inventory based on consumption pattern, present stock, procurement lead times, projected requirements, due on order & indent/MB etc

39.

Ability to perform various kinds of inventory analysis like ABC analysis, Fast/Slow/Non-moving analysis, Min-Max analysis, monthly consumption etc.

40.

Ability to analyze inventory in terms of 'items reached re-order/ safety level' and 'critical' items and generate appropriate alerts when inventory reaches predefined re-order points

41.

Ability to store shelf life details for items and display alerts when items reach end of life (user defined) and remains un-used.

42.

Ability to store material movement history in each store and for each item

43.

Ability to assign a service level to an inventory item e.g. 100% for critical items and this will be linked to re-order levels

44.

Ability to schedule stocktaking as per predefined business rules e.g. A Level Items will be counted once every month and freeze inventory for stocktaking

45.

Ability to support in stock replenishment for all stock items based on parameters like re-order point, safety stock level, consumptions patterns etc. The system should estimate ordering quantity and delivering schedule which can be converted automatically into

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description purchase requisitions

46.

Ability to trigger stock replenishment for all stock items on the basis of various parameters like reorder level, safety stock level, maximum stock level, lead time of material, material consumption

47.

Ability to estimate suggested ordering quantity and delivering schedule for individual items for stock replenishment

48.

Ability to generate purchase requisitions based on re-orders automatically for items based on predefined system configurations

49.

Ability to support inventory valuation methods like FIFO/Weighted Average, Standard and Actual Cost

50.

Ability to revalue inventory, with tracking to revert back / to get original value, if required.

51.

Ability to estimate ordering cost and EOQ for individual items

52.

Ability for Vendor rating as per the formula given

53.

Ability to support all approvals with digital signature of the approver

54.

Ability to generate item wise stock status reports on current inventory status based on goods receipt, goods issue and stock balances on a daily/weekly basis & also stock status on past date/ period

55.

Ability to consolidate and generate report on item wise total inventory levels for all stores

56.

Ability to generate stock-out reports

57.

Ability to generate report on inventory analysis e.g. material consumption pattern across stores/ abnormal consumption etc. (based on given formula)

58.

Ability to generate report on availability of inventory during requisitioned and actual service level for items

59.

Ability to segregate indigenous goods and imported goods. In some case same item is of Indigenous as well as Imported Origins.

60.

Ability to generate reports on HML analysis

61.

Ability to generate reports on Store wise stock status for “CX” items

62.

Ability to generate reports on Store wise stock status for non-moving items beyond a given period (say 3 & 5 years, as may be needed)

63.

Ability to generate reports on Equipment wise consumption of spare parts

64.

Ability to generate to Reorder level Analysis

65.

Ability to generate to Safety stock level analysis

66.

Ability to generate Below minimum level statement for given items

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

67.

Ability to generate Above maximum level statement for given items

68.

Ability to generate Lead time analysis

69.

Statement of materials received during financial year but not issued or partially issued.

70.

Items availability status throughout COAL INDIA Limited Central stores and Regional stores. Material Requirements Planning (MIRP)

71.

Ability to modify and delete MIRP list manually

72.

Ability to action the MIRP results listings automatically if required

73.

Ability to allocate an item to a specific MIRP controller

74.

Ability to generate alerts when planned order dates has passed but no action has been taken Goods Receipt

75.

Ability to record receipt of inventory items received from vendors/suppliers and generate Goods Receipt Note including record of place/location of receipt and goods details (unit, weight, specifications etc) - Ability to send alert to inspecting authority and user about receipt of material

76.

Ability to record receipt of commercial documents received with goods like excise invoice duplicate for transport copy etc along with goods

77.

Ability to record receipt of technical documents like quality certification report received along with goods.

78.

Ability to support three-way matching of quantity of Goods Receipt Note(MIR) with Purchase Order (PO), Quality Inspection Report (QC) and Delivery Instruction

79.

Ability to record partial delivery of items and track different lots of supply from suppliers for the same PO

80.

Ability for adjustment of Goods Received against PI / Advance Payment

81.

Ability to automatically trigger evaluation of goods receipt and initiate payment process

82.

Ability to raise bill for payment with workflow based approval hierarchy for evaluation of payment

83.

Ability to record information about security deposit and PBG

84.

Ability to record receipt of goods and track inter store transfers

85.

Ability to record Retrospective pricing & adjustments in stock valuation & consumption value accordingly subject to approval by authorized office.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

86.

Ability to record Direct consignment receipt document

87.

Ability to record Work shop manufactured material

88.

Ability to record Local purchase document

89.

Ability to record Unused item return from unit

90.

Ability to record Loan return item

91.

Ability to receive goods without P.O. or without proper documents provisionally and subsequent adjustment/ regularization (With restricted authority)

92.

Ability to display updated inventory status after goods receipt for individual items, item groups and across stores

93.

Ability to record receipt of inventory items like Central items / Local items purchased at different levels of hierarchy.

94.

Ability to generate intimation notice to purchasing authority and vendor

95.

Ability to generate report on all Stores Receipt created over a period i.e. weekly\monthly for a storage location

96.

Ability to generate inventory status report based on quantity and/or price/ value of goods received over a time, showing opening balance, goods received, goods issued, closing balance at an item level and at an aggregate level on a periodic basis i.e. daily, weekly and monthly status report.

97.

Ability to generate separate report of inventory for MARC/WARRANTY/ BUY BACK ITEMS

98.

Ability to generate report for all Stores Receipt and bill payments against individual PO

99.

Ability to generate report on Work shop manufactured material

100. Ability to generate report of items received against Work Order routed through Stores 101. Ability to generate report on Local purchase 102. Ability to generate report on Unused item return from unit 103. Ability to generate report on Loan return item 104. Ability to generate report on Retrospective pricing & adjustments in stock valuation & consumption value accordingly subject to approval by authorized office 105. Ability to generate reports on Short/ Damaged/Defective supply 106. Ability to generate reports on Excess material receipt 107. Ability to generate reports on Depot transfer 108. Ability to generate reports on Periodic receipt from vendor 109. Ability to generate reports on Unit wise issue return E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description Goods Issue

110. Ability to generate material issue request/material requisition (MIR), manually and also automatically based on maintenance work orders, for material including spares and miscellaneous items. The requisition record should have a reservation number, date of reservation, requestor name, approver name, stock location, material part number, quantity required, issue type, delivery address, accounting and costing information etc 111. Ability to block the requisitioned quantity in the system. 112. Ability to modify material issue requests (MIR) based on approver update 113. Ability to track changes made to MIRs and display reservation history 114. Ability to delete MIRs automatically based on cancellations in work orders, capital works project etc and record reasons for cancellation 115. Availability of configurable approval workflow for MIR approval 116. Ability to display material issue requests awaiting approval 117. Availability of material control functionality to check against MIR, available inventory and approval status for issue of goods 118. Ability to issue goods and generate goods issue slip 119. Ability to keep check on material issue depending on submission of timely utilization certificate of previous materials from end users (in totality or in parts) 120. Ability to generate Gate Pass for material movement based on Goods Issue note 121. Ability to modify goods issue information details e.g. quantity, material number if required and track modification history 122. Ability to record and track inter-store transfer of materials 123. Ability to record issue of goods without reference document or store requisition e.g. goods issue during emergency without MIR 124. Ability to generate record on goods issued against approved MIRs on an item wise and generate exceptions on a periodic basis 125. Ability to generate report on aggregated goods issued for a particular item over a periodic basis i.e. weekly/monthly 126. Ability to generate stock overview report showing goods received, goods issued and inventory status for all items in a store 127. Ability to generate stock consumption statistics based on goods issue for the items over time 128. Ability to indicate the fill rate of individual item, group of items 129. Ability to record Issues made to project/contractor/workshop

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

130. Ability to record Issues made for stores Internal Consumption 131. Ability to record Materials issued to other Subsidiary 132. Ability to generate Material/ Part wise consumption details for last 5 years 133. Ability to record Inter unit equipment transfer 134. Ability to generate Release orders for identified critical & high value items by HQ for issue from Central Stores to Areas etc on Depot Transfer on the following basis c) On the basis of Approved MB/ Indent for the items d) On exception basis in view of urgency of the requirements 135. Ability to generate report on Periodic issue 136. Ability to generate report on Area wise consumption of critical items 137. Ability to generate report on Stock exception 138. Ability to generate report on Consumption of materials/ Spares for a given period (up to 5 years) Inter-Store Transfer 139. Ability to support transfer of stock between stores irrespective of the accounting units and maintain proper record for the same 140. Ability to generate material requisition (MIR) based on order for inter-store transfer from the material requesting store to the material issuing store along with accounting entries automatically. 141. Ability to modify material issue request (MIR) based on approver update 142. Ability to issue goods and generate Material Document (MD) for inter-store transfer 143. Ability to post material transfer and update inventory status and accounts of issuing store 144. Ability to generate Delivery Challan and Gate Pass based on Goods Issue note for inter-store transfer 145. Ability to record receipt of goods at receiving store and generate Goods Receipt note 146. Ability to display updated inventory status after goods receipt in receiving store 147. Ability to generate report on item wise inter-store transfer consolidated across stores 148. Ability to generate report on all items received and issued for interstore transfer for a storage location on a periodic basis - with a provision to reconcile with receiving store receipt E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

149. Ability to report on trends of regular item shortages in a store resulting in inter-store transfers 150. Ability to generate List of units consuming more materials than quota in a given period 151. Ability to generate List of Indents for a given status 152. Ability to generate Status of a given Indent 153. Ability to generate Difference between actual & projected items 154. Ability to generate Material /Part wise pending DRRs/MIRVs for inspection 155. Ability to generate Part wise rejected Item status 156. Ability to generate Material/Part wise Transaction during a given period Store Return 157. Ability to record receipt of goods at receiving store and generate Goods Receipt note with separate code for used and damaged material 158. Ability to display updated inventory status after goods receipt in receiving store for used/damaged material 159. Ability to generate report on materials returned to a store over a periodic basis e.g. weekly, bi-weekly - with a provision to reconcile with receiving store receipt Verifying Utilization of Materials 160. Ability to track and monitor the use of goods in execution of work against Maintenance/ Erection/ Execution Order 161. Ability to track and monitor the particulars of use of goods i.e. date/ period, location, name of work etc. 162. Ability to record the results of verification by the concerned officer 163. Ability to generate report showing the particulars of use of goods like date/ period, location, name of work, maintenance/ erection/ execution order etc 164. Ability to generate report showing locations, name of work, date of verification, name of verifier and findings of the verification Material Disposal 165. Ability to record and support workflow for material disposal of scrap items returned to the store from the field operations and the materials declared scrap at store. 166. Ability to generate alert to initiate material disposal workflow with the scrap goods report completion as the trigger 167. Ability to record category wise scrap material

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

168. Ability to generate material list for auction/sale based on material disposal report – with ability to fix the lot size to be created manually, so that as soon as the lot reaches the quantity, SOR is prepared 169. Ability to record auction/ sale result for scrap disposal including buyer information and material disposal details 170. Ability to generate delivery /sale order of scrap/survey off 171. Availability of workflow to support configurable payment norms for scrap disposal and generate goods issue based on buyer compliance to payment norms 172. Ability to generate Sale Release Order(SRO) after checking against payment information 173. Ability to generate accounting adjustments on a consolidated basis at division level for all the disposals generated for that period 174. Ability to generate report on scrap items available in a storage location over a periodic basis e.g. weekly, bi-weekly 175. Ability to generate exception report for goods disposal process i.e. goods which are not being disposed on time, auctions not as held planned 176. Ability to generate report on auction results and record auction sale information 177. Ability to compile periodic report of scrap goods returned to the stores (bi-weekly) 178. Ability to generate firm wise sale realization 179. Ability to generate quarterly sales realization 180. Ability to generate list of sale/delivery order against which authorization letter issued but materials yet to be lifted Physical Inventory Verification 181. Ability to support periodic physical stock verification process, update and modify inventory status in system and modify material master information based on stock verification. 182. Ability to schedule physical stock verification in the system. 183. Ability to freeze inventory in the system for physical stock verification 184. Ability to generate location wise, item master list for physical stock verification 185. Ability to generate Physical Inventory Document for Storage location having detail information like Item No., Material Code, Material description, Storage Location etc. and blank space to capture results of stock verification

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

186. Ability to record the results of stock count in the system and record stock verification details 187. Ability to analyze stock count i.e. compare system stored inventory with physical count and generate exception report / List of Inventory Differences 188. Ability to record recount of the stock items which are at variance in the system prior to correcting system values 189. Ability to record possible reason for variance in the system and record root-cause analysis 190. Ability to support approval workflow for stock count results and variance, and support authorization hierarchy based on value of discrepancy, type of items etc for approval of variances 191. Ability to generate stock verification report showing details of materials counted, Difference of quantity & amount, reasons for difference, date of posting the count and document reference of the difference in amount. 192. Ability to generate report on discrepancy for inventory items counted 193. Ability to generate trend for variance items 194. Ability to generate exception report for those items not counted in a storage location 195. Ability to generate stock status as on some previous date (for example, this case arise when physical verification is done on some future date but stock status is needed on some previous date) Procurement & Contracts Management Procurement Vendor Records Management 196. Availability of centralized vendor master records facilitating single vendor description and code across the organization - vendor master creation at the time of receipt of offer 197. Ability to record vendor records including alternate / short name for vendor, Contact person for each vendor address, vendors bank account information 198. Ability to record and maintain vendor details 199. Ability to record TDS details, PAN number and Tax details required for ensuring compliance with Indian Tax laws considering both direct & Indirect taxes, Default currency for invoice/payment 200. Ability to record vendor specific information relating to an item/ vendor relationship. The details should include vendor name, address, payment terms, price & quantity, free form comments, delivery information, item no. & description, discounts, vendor E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description performance, after sales service performance and other text information etc

201. Ability to support multiple addresses against each vendor - with a provision for branch offices, warehouses 202. Ability to support automatic vendor numbering 203. Ability to define different vendor types (including MSE status) e.g. domestic vendors, international vendors 204. Ability to modify vendor records e.g. bank account information and support authorization of changes made 205. Ability to support vendor classification (multiple parameters required to meet reporting, preferential treatment like waiver of EMD etc. payment prioritization and other needs) e.g. stationary suppliers, electrical suppliers, service suppliers etc 206. Ability to classify vendors with regards to: supplier, contractor, sub-contractor, Consultant, transporter, approved/ registered, blacklisted/active/not active, dormant, under trial, etc. 207. Ability to display vendors based on vendor grouping/ classification 208. Ability to block vendors from being used due to a specific reason e.g. vendor bankruptcy, vendor reliability with effective date along with facilities to re-activate the vendor. 209. Ability to record vendor transactions history including purchasing history, payment history, penalty deduction records etc 210. Ability to record evaluation of vendor credentials to qualify vendors as preferred vendors for specific items 211. Ability to restrict creation of purchase orders for items, only amongst its preferred vendors 212. Ability to verify existence of vendor rate contracts and depot agreements at indenting stage 213. Ability to evaluate vendors based on multiple parameters like quality of material, quantity of material and adherence to delivery, schedule, prices quoted by the vendor and other user defined parameters 214. Availability of vendor rating system based on configurable user defined weightages on multiple parameters 215. Ability to restrict maintenance / access / modification to vendor master record to specific users 216. Ability to merge / correlate vendor details (e.g. one vendor taking over another vendor). Enabling tracking change of status from a date - ability for grouping of multiple locations of a single vendor (e.g. BEML Singrauli, BEML Nagpur and so on....) E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

217. Ability to pay each invoice individually or multiple invoices together for same vendor and manage outstanding balances accordingly by linking payment to invoices. 218. Ability to link every payment to invoice(s) and manage outstanding balances for individual vendors 219. Ability to prioritize payments based on pre-defined criteria e.g. due date, vendor category etc 220

Ability to support third party payment options (Bank attachment cases, Power of attorney cases) and third party inspection charges

220. Ability to support predefined approval hierarchy and authorization workflow for payment to vendors based on amount, vendor category 221. Ability to appropriate / adjust advance payments against multiple contracts/invoices 222. Ability to display and analyze period-to-date, quarter-to-date, yearto-date vendor balances 223. Ability to block payments to vendors 224. Ability to integrate with finance functions e.g. accounts payable, general ledger 225. Ability to generate periodic report on vendor alterations to vendor master 226. Ability to generate vendor account statement to be sent to the vendors 227. Ability to generate report on individual vendor performance and produce vendor delivery report on instances of rejected materials, missed delivery, incorrect location, incomplete delivery, returns due to damage, over supply etc, average no. of delay, and other user defined criteria 228. Ability to generate Vendor analysis reports for spend analysis, performance in terms of on-time in-full delivery, rejections (during inspection and while receiving at stores), etc. 229. Ability to generate reports by outstanding orders, orders shipped but not received, overdue outstanding orders, orders not fulfilled on time etc. 230. Ability to do vendor evaluation based on quality, price, delivery and other parameters. 231. Ability to generate report on goods returned to vendor that shows the items returned to supplier by Location, Vendor, PO, Category, Product Code, Reasons for return, Value of Goods return etc 232. Ability to generate vendor outstanding balance report i.e. balance due to / from vendors 233. Ability to generate list of material supplied by a vendor E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

234. Ability to generate item wise vendor 235. Ability to generate part no wise vendor 236. Ability to generate vendor wise item 237. Ability to generate vendor code Vs Vendor Address 238. Ability to generate vendor name Vs Vendor Code 239. Ability to generate list of vendor wise pending Purchase orders 240. Ability to generate item-wise / firm-wise total value for incorporation prior to Award of Work in e-tendering process Procurement Planning 241. Ability to support annual procurement planning and budgeting 242. Ability to generate registration no of indent/M.B 243. Ability to optimize individual requirements coming from divisions/ projects before generating procurement plan 244. Ability to have separate categorization based on normal indents/emergent/breakdown equipment indents 245. Ability to have population of equipment, their age & its status like surveyed off or not etc in case of spares RFQ/ Tendering 246. Ability to generate Request for proposals (RFP)/ NIT 247. Ability to generate RFQ/NIT/Tendering of different modes like Domestic Competitive Bidding, Limited tender, Single Tender, Mixed Bidding etc 248. Ability to generate documents for repeat order, adoption of rate contract of other subsidiary, & tender for Local Purchase, committee Purchase and purchase through negotiation without tendering 249. Ability to create RFQ/ NIT/ tender manually or automatically through authorized requisitions 250. Ability to create RFQ/NIT/tender document including terms and conditions, item, with quantity and shipment schedules etc 251. Ability to track and maintain repository of tender related transactions details such as number of tenders received, initial price offered by vendors, negotiated price (multiple) and final price etc 252. Ability to select vendors either manually or automatically based on vendor criteria for limited tenders 253. Ability to display the stock of the indented items in other regional / central / unit stores 254. Ability to support approval hierarchy for RFQ for authorization and release 255. Ability to hold a RFQ awaiting authorization and generate alert of E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description RFQ awaiting approval

256. Ability to modify RFQ and resubmit for approval 257. Ability to track and record all changes / amendments made to an RFQ and maintain change history 258. Ability to track and record the status of an RFQ e.g. not approved, approved 259. Ability to record item wise specifications which will be part of tenders 260. Ability to build a bank of technical specifications for items 261. Ability to modify item wise specifications and support authorization levels for approval of modifications 262. Ability to send notifications to the registered and selected vendors for the RFQ once the tenders are floated and send the tender document (fax/e-mail) and also enable web-access to the tender documents. 263. Ability to include user defined weighing factors in RFQ evaluations 264. Ability to attached scanned documents for vendors responses 265. Ability to take out comparative statement based on defined format 266. Ability to analyze historical data of tenders 267. Ability to initiate, process & finalize & record service contracts with vendors 268. Ability to generate report on a RFQ/ tender showing history of all changes 269. Ability to generate consolidated report showing RFQ status e.g. awaiting approval, approved for all RFQs created over a time period 270. Ability to generate report to track RFQ progress 271. Ability to generate report on all RFQ closed over a period of time for a division / department 272. Ability to generate reports by user defined criteria e.g. RFQ number, vendor, item no, originator department etc. 273. Ability to generate reports on RFQ evaluation results 274. Ability to generate report on variance analysis of Budget vs. Actual for procurement through tendering 275. Ability to generate details of material received against indigenous source/imported source as may be the case under mixed bidding process Purchase Requisition 276. Ability to display budget available before creating purchase requisition E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

277. Ability to keep provision to redefine a budget by an authorized user for generating PO during emergency times 278. Ability to display lead time for a material by material number/ material group before creating purchase requisition 279. Ability to create purchase requisition / indent for various types of purchases e.g. stock materials, non-stock materials, services, assets, contract labour etc. 280. Ability to create indent taking into account year wise consumption of last three years, last purchase price/Budgeted rate, stock, Dues in (covered or uncovered as the case may be) safety stock & consumption during lead time 281. Ability to support approval hierarchy for authorization and release of purchase requisitions electronically 282. Ability to provide purchasing rights of routine items to end users of the items along with hierarchy based spending limit 283. Ability to record user defined instructions/ requisition details as part of the purchase requisition 284. Ability to assign unique purchase requisition number and restrict creation of duplicate purchase requisitions through in-built checks etc 285. Ability to track the authorization status and generate alerts based on purchase requisitions awaiting approval 286. Ability to configure requisitions based on predefined criteria e.g. value, department, type of purchase etc 287. Ability to modify purchase requisitions and resubmit for approval 288. Ability to cancel purchase requisition and automatically return commit budget 289. Ability to track and record the status of a requisition e.g. not approved, approved 290. Availability of search functionality of previous purchase requisitions 291. Ability to link the purchase requisition to a valid project or cost center 292. Ability to configure the release procedure for purchase requisitions based on type of line item e.g. as part of standard item list, requiring specialized documents and approvals etc 293. Ability to track changes of purchase requisitions and generate audit trail history 294. Ability to generate report of the purchase requisitions created over a periodic basis for the department / division 295. Ability to generate report on status of purchase requisitions

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

296. Ability to generate report on purchase requisitions based on user defined criteria e.g. requisition number, status, date, material number, description, originator etc 297. Ability to generate exception report on purchase requisitions rejected, not approved cancelled etc Purchase Order Management 298. Ability to create purchase order (PO) directly or with reference to an RFQ, a contract, purchase requisition, or another purchase order. 299. Ability to create PO automatically based on preconfigured conditions in the application 300. Ability to have the following as part of the PO: - Assign purchase order number both automatically and manually - requisition originators name and details as applicable - item details with document attachment options to enable viewing item details - text fields for user defined special instructions -standard clauses of the agreement with PBG format/ integrity pact etc. if applicable. 301. Ability to capture payment terms in distinct parametric form e.g. full/part/advance, mode of payment, etc./address to release the payment 302. Ability to capture inspection requirements, acceptance criteria, etc. in PO 303. Ability to record standard documents of latest version like Standard Terms and Conditions of Indigenous/Import procurement, PBG, Bankers List, EMD, BG for Advance etc 304. Ability to support approval hierarchy for PO authorization based upon preconfigured criteria 305. Ability to track the authorization status and generate alerts based on PO awaiting approval 306. Ability to modify the PO and resubmit for approval 307. Ability to consolidate multiple purchase requisitions into single PO for the same vendor 308. Ability to create multiple PO s from single requisitions for different vendors 309. Ability to split PO between vendors based on user defined parameters 310. Ability to distribute the costs for individual items in a PO to multiple accounts based on user defined distribution proportion to be charged to 'valid' accounts or project codes 311. Ability to display budget available for the purchase and generate E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description alert if no budget is available or PO value exceeds budget during PO creation

312. Ability to get the preferred vendor list for the items selected in the PO 313. Ability to refer to previously existing contracts with the selected vendors while creating PO 314. Ability to generate notification on request for vendor acknowledgement for a PO 315. Ability to record PO acknowledgement against the PO from vendors in the system 316. Ability to capture Purchase Order receipt/ Acceptance and Planned delivery date given by the vendor in the system. 317. Ability to follow up on the vendor for delivery 318. Ability to amend Purchase Order with user's approval/ financial concurrence and approval of Competent Authority and to keep track of all past amendments. 319. Ability to attach documents and specifications to PO 320. Ability to enable three/ four way matching of PO, Goods Receipt, Quality Inspection Report and Invoice generated in the system 321. Ability to generate notifications to vendors based on overdue PO 322. Ability to handle price variation clauses in the PO 323. Ability to provide for taxes and duties for various/individual items in the Purchase order - including changes in GST & other taxes within the original delivery period 324. Ability to record specific terms of trade or payment in a PO e.g. Payment Terms and Due Dates etc. 325. Ability to maintain data repository for new and modified terms of contract after vetting from legal and other concerned departments 326. Ability to record vendor discounts in the PO details 327. Ability to search and display previously created PO by vendor, item code, PO number, indent no. 328. Ability to generate alerts for PO about to become due to the originators 329. Ability to track PO due dates and produce generate report to originators on overdue POs 330. Ability to PO creation based on standard templates for regular purchase items 331. Ability to follow-up on the vendor for order delivery 332. Ability to display transactions history against the PO

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

333. Ability to create PO for field purchases 334. Ability to generate different versions of orders in case of amendments and full history recording 335. Ability to generate report on purchase order history for an item 336. Ability to generate report on change history for a particular PO 337. Ability to generate reports on PO by user defined criteria e.g. PO numbers, Vendors, Material numbers, originator, divisions 338. Ability to generate report on POs due or overdue 339. Ability to generate report on PO outstanding payment history 340. Ability to generate report PO status 341. Ability to generate report on user defined exceptions on PO e.g. delivery exceptions, payment exceptions etc. 342. Ability to serve Risk Purchase notice on vendors Purchase Order Receipts 343. Ability to generate purchase order (PO) receipts in the system 344. Ability to generate and record consignment receipts. The consignment receipts need to have the following (but not limited to): - item serial numbers, item batch numbers etc - item wise quality inspection criteria 345. Ability to change Item Bin Location at the time of movement in the Issue Sheds. 346. Ability to generate Area wise analysis of material received 347. Ability to generate Acknowledgement of purchase order copy received. 348. Ability to generate Area wise pending Purchase Orders 349. Ability to generate Periodic Purchase Orders statement 350. Ability to generate Purchase Order deletion report 351. Ability to generate monthly Purchase Orders details 352. Ability to generate quarterly Purchase Orders details > 5 crores 353. Ability to generate Purchase Orders details having integrity pact 354. Ability to link Purchase Orders of other subsidiaries 355. Ability to generate type of tenders on different head like open tender etc. 356. Ability to generate Item wise Ancillary Unit details 357. Ability to generate vendor profile for a given purchase order 358. Ability to generate consignment & inspection details of Purchase orders

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

359. Ability to generate nos of purchase order and its total value in a given period 360. Ability to generate nos of purchase order and its total value for a given supplier 361. Ability to generate nos of purchase orders and its total value for a given Material. 362. Ability to generate pending purchase order value > given value 363. Ability to generate list of closing P.O (Purchase Order) 364. Ability to generate list of pending P.O. for a given Material Code 365. Ability to generate list of pending P.O. for a given Part no. 366. Ability to generate list of overdue P.O. 367. Ability to generate list P.O. wise rejected items list 368. Ability to support contracts both manually or automatically based on RFQ results and authorizations 369. Availability of contract templates for regular items based on previous contracts for efficient contract creation 370. Ability to integrate contract creation with other functionality like RFQ/tendering Vendor Management and PO management 371. Ability to define delivery schedule containing precise information on the delivery e.g. quantity, dates as part of the contract 372. Ability to support approval workflow for contract management with authorization hierarchy for approval and release of contract based on predefined user criteria 373. Ability to generate alerts for contracts requiring approval to authorized users 374. Ability to request for authorization in the next hierarchy if there is no response on the approval request by preset time horizon 375. Ability to record and display the status of the contract i.e. awaiting approval, approved or rejected 376. Ability to reject the contract during authorization, record the reason for rejection and return to the originator through the workflow 377. Ability to incorporate type of vendor –Proprietorship, partnership, JV/Consortium, Company etc. 378. Ability to assign vendors to the contract either manually or based on RFQ results 379. Ability to modify the contract and resubmit for approval 380. Ability to record contract related information like: -Name of Work -Tender id: E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description - Contract Number - Contract Type - Terms and Conditions of the Agreement - Expiry Date - Contract Value - Related Information/ Supporting documents

381. Ability to record all changes to the contract and track contract history 382. Ability to record vendor performance like timely milestone achievement, dispute from user department etc 383. Ability to attach documents e.g. specifications for contracts 384. Ability to generate alerts for contracts nearing expiry to trigger renewal process 385. Ability to check the contract value with procurement budget for the department 386. Ability to request for vendor acknowledgement of the contract after sharing the contract with the vendor 387. Ability to record vendor acknowledgements to the contract 388. Ability to track the contracts which have not been acknowledged 389. Ability to track contract performance bank guarantees based on vendor, contract, and PO 390. Ability to create necessary documents for opening Letter of Credit 391. Ability to generate alerts based on expiry of bank guarantees 392. Ability to generate extension letters by correlating the terms and conditions of the contract with the progress of work/contract 393. Ability to generate report on all changes made to a contract 394. Ability to generate report on contract status - approved, awaiting approval, expired etc. 395. Ability to generate report on user defined criteria i.e. contract number, vendor, originator, authorizer, item etc 396. Ability to generate reports for contracts that are nearing expiry 397. Ability to generate report on vendor performance on contracted terms 398. Ability to view historical transactions for a contract 399. Ability to generate report on expected receiving date, payment date - item wise for a given time horizon e.g. monthly, quarterly, annual basis 400. Ability to generate consolidated report of contracted values per vendor over a time horizon

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

401. Ability to generate unique control number for the estimate proposed. 402. Ability to assess and scrutinize the proposed estimate. For this an envelope should be created on the online platform and scanned copy of all the relevant documents are to be uploaded into that envelope. 403. Availability of checklist (checkboxes) for initiating authority to prepare the file 404. Ability to integrate with production and dispatch program of concerned Area/unit/colliery 405. Ability to Generate and maintain Tender Master record 406. Ability to allot unique control number for specific tender and provide link with that particular estimate. 407. Ability to provide reminder (alert in the form of SMS, mail etc.) against all the contract related timelines and also against the compliances of the same. 408. Ability to generate and maintain record of all blacklisted/debarred/delisted/defaulted contractors and details of the instances in which they have been blacklisted/ debarred/ delisted/defaulted with a provision of timely reminder (alert in the form of SMS, mail etc.) of lifting of such penal actions against such contractors. 409. Ability to generate and maintain records of all documents related to a particular tender with a provision of filtering/searching/sorting the data/document – tender-wise, Contractor-wise, date-wise, Areawise, and colliery-wise. 410. Ability to record contractor specific information relating to a work/contractor relationship. The detail should include contractor name, address, contact details (name, mobile no., e-mail ID), LOA, work schedule, site hand over details, payment terms as per approved work schedule and concerned Tender document, work execution information against approved work schedule, scope of work awarded, performance security/security deposit submitted/deducted in respect of a particular work awarded E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description indicating the particulars of concerned work awarded, details of bills raised each month, manpower deployed each month, consumption of electricity, HSD, etc., details of land associated with the working of the patch, performance related data i.e. hindrances, stoppage etc.

411. Ability to support multiple working patches in different Areas against each contractor 412. Ability to define different vendors types e.g. domestic vendors, international vendors, SOR Registered contractors 413. Ability to modify contractor records, e.g. bank account information, working details as per deviation estimates approved and support authorization of changes made 414. Ability to generate a LOA against all types of tenders viz. global tender, domestic open tender and discount bidding etc. 415. Ability to generate unique control number for each deviation estimate proposal and provide link for earlier approved estimate and award of work. 416. Ability to generate unique control no. for deviation estimate mapped with the concerned Tender unique control number. 417. Ability to retrieve all the documents of the respective tender while scrutinizing the proposed deviation estimate in respect of the said tender. 418. Ability to assess all the relevant documents and scrutinize the deviation estimate proposed along with it. Also to create an envelope on the online platform and scanned copy of all the relevant documents uploaded into that envelope. 419. Ability to provide Checklist (checkboxes) so that, initiating authority prepares the file accordingly and ensure that all the stipulations are complied. 420. Ability to be linked to production and dispatch program of concerned Area/unit/colliery/patch vis-à-vis approved work schedule and also to the data indicating availability of coal, source and destinations etc. and to help concerned examining authority to check whether the proposal is in order or not. 421. Ability to generate unique control number for each foreclosure/closure proposed and provide link for earlier approved estimate and award of work, deviation (If any). 422. Ability to generate unique control no. for foreclosure/closure mapped with the concerned Tender unique control number and deviation estimate unique control number, if any. and provide link for earlier approved estimate and award of work, deviation (If any) 423. Ability to retrieve all the documents of the respective tender as well E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description as deviation estimate, if any, while scrutinizing the proposed foreclosure/closure in respect of the said tender and provide link for earlier approved estimate and award of work, deviation (If any)

424. Ability to assess all the relevant documents and scrutinize the foreclosure/closure proposal along with it. Also to create an envelope on the online platform and scanned copy of all the relevant documents to be uploaded into that envelope. 425. Ability to be linked to production and dispatch program of concerned Area/unit/colliery/patch vis-à-vis approved work schedule and also to the data indicating availability of coal, source and destinations etc. and to help concerned examining authority to check whether the proposal is in order or not. 426. Ability to generate unique control number for each termination proposed. 427. Ability to unique control no. for termination mapped with the concerned Tender unique control number and deviation estimate unique control number, if any. 428. Ability to retrieve all the documents of the respective tender as well as deviation estimate, if any, while scrutinizing the proposed termination in respect of the said tender. 429. Ability to assess all the relevant documents and scrutinize the termination proposal along with it. Also to create an envelope on the online platform and scanned copy of all the relevant documents to be uploaded into that envelope. 430. Ability to provide Checklist (checkboxes) so that, initiating authority prepares the file accordingly and ensures that all the stipulations are complied. 431. Ability to be linked to production and dispatch program of concerned Area/unit/colliery/patch vis-à-vis approved work schedule and also to the data indicating availability of coal, source and destinations etc. and to help concerned examining authority to check whether the proposal is in order or not. 432. Ability to block vendors from being used due to a specific reason e.g. vendor bankruptcy, vendor reliability with effective date along with facilities to re-activate the vendor. 433. Ability to generate in-built program for Preparation of Schedule of Rates (SOR) for transportation/removal of coal, sand etc. when values of inputs are entered. 434. Ability to generate unique control number for each Schedule of Rates (SOR) for transportation of coal and sand/ civil contract etc. 435. Ability to archive for previously generated SOR.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

436. Ability for automatic wide circulation of new SOR through ERP Platform, throughout Subsidiary. 437. Ability to block registered SOR contractors from being used due to a specific reason e.g. vendor bankruptcy, vendor reliability with effective date along with facilities to re-activate the vendor. 438. Ability to generate in-built program for revision of SOR when values of prevailing SOR, VDA etc. are entered. 439. Ability to generate unique control number for each revised SOR generated. 440. Ability to archive for previously generated revised SOR. 441. Ability for automatic wide circulation of revised SOR through ERP Platform, throughout Subsidiary. 442. Ability to generate a unique control number for each application submitted for registration under SOR after entering the same (along with the documents) in ERP platform. 443. Ability to archive documents submitted by each agency so that the same can be retrieved when required. 444. Ability for automatic generation of Comparative statement through ERP platform. 445. Ability to generate final report of complete process. 446. Ability to Generate letter (of acceptance or rejection or expiry or registration) in the name of the Agency. If the letter of rejection is generated, the same should list the documents/eligibility criteria in respect of which the application of the Agency has been rejected. 447. Ability to generate reports/documents: a) Tender Status Report (weekly) b) Tender Status Report (monthly) c) LOA Report (monthly) d) Integrity Pact Report (monthly) e) DO Letter (monthly) f) EMD Refund Report (monthly) g) Quarterly Progress Report h) Annual/Director’s Report i) ESM & Civil Contracts Report j) Report of persons posted at sensitive posts k) Manpower Report l) Any other report as per requirement. 448. Ability to generate report on individual vendor performance and

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description produce contractor service/working report on instances of work stoppages, work delayed, poor performance against approved work schedule, working beyond approved location/boundary recording reasons therein, raising incorrect bills and other user defined criteria, hindrance records etc.

449. Ability to generate report/sort/filter related to working colliery-wise, area-wise, contractor-wise, Subsidiary Board-wise 450. Ability to highlight any observation of any abnormality while examining report. 451. Ability to upload scanned copy of all the bills with the proposal. 452. Ability to archive all the previous bills and every such proposals and also for retrieving the same as and when required. 453. Ability to generate calculation and its monitoring for payment of Independent External Monitors (IEM) in respect of 5. No. of tenders floated 6. Amount payable for each tender 7. No. of hearings/proceedings held against representations/complaints received 8. Amount payable for each hearing so held 9. Total amount paid to IEM in a given period against tender/hearing/complaints etc. 454. Ability for storing digitized records available at the office for Response to RTI, Parliamentary Questions, VIP reference, etc. 455. Ability to generate a unique control no. for refund of Earnest money Deposit (EMD). 456. Ability for mapping with the respective tender with a unique control number for refund of Earnest money Deposit (EMD). 457. Ability to generate a unique control no. for forfeiture of EMD/Performance security as and when required for the following: 6. Information regarding non submission of Performance Security 7. Failure to sign agreement 8. Failure on the part of contractor during execution 9. Information regarding expiry of validity of BG submitted as EMD 10. Letter to bidder regarding extension of validity of BG submitted as EMD as per requirement 11. Information regarding non-extension of BG submitted as EMD by concerned 458. Ability for mapping with the respective tender with a unique control number for encashment of Bank Guarantee.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

459. Ability to generate a unique control no. for processing and dealing legal matters for the following: 3. Matter regarding which legal vetting is required to be obtained 4. Information regarding suits/cases, filed at various courts received at CMC Department. 460. Ability for mapping with the respective tender with a unique control number for legal matters. 461. Ability to retrieve all the document related to tender/contract to deal with legal matter. 462. Ability to generate a unique control no. for processing and submission of manpower budget for the following: 4. Communication regarding submission of manpower budget for the financial year under consideration received from Dy. General Manager (IE), O&M/ Manpower 5. Requirement of manpower at CMC department. 6. Present Manpower of CMC Department 463. Ability to Archive for previous manpower budgets and respective communication made. 464. Ability to generate a unique control no. for processing and submission of revenue budget for the following: 4. Communication regarding submission of revenue and capital budget for the financial year under consideration received from HOD (Fin.) Pay 5. Requirement of revenue and capital budget at CMC department. 6. Previous revenue and capital budget of CMC Department 465. Ability to archive for previous revenue & capital budgets and respective communication made. 466. Ability to generate a unique control no. for preparation and revision of SOR for Picking for the following: 2. Communication regarding Variation in DA wages as circulated by CIL 3. Communication regarding Change in minimum wages as circulated by CIL and that of State Government 467. Ability to Archive for previous picking rates as approved and respective communications made. 468. Ability for Sorting, searching, filtering of documents on the ERP interface for all documents, reports.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description Job Contract for Maintenance

469. Ability to generate registration number for approved proposal 470. Ability to prepare comparative statement of offer received from bidder. 471. Ability to raise work order 472. Provision for vendor registration and vendor management 473. Provision for raising amendment (extension of contract, deviation in work order qty., repeat work order, fore closure, RP action) in case of necessity 474. Provision to give go ahead permission to contractor for gate pass 475. Ability to display the registered vendor on screen - category wise 476. Provision to lodge complaint against the incompetent contractors / non-performing contractors 477. Ability to generate the following reports/documents 1. Department wise list of approved contract proposals in a financial year 2. Contract proposal 3. Scope of work 4. Schedule of work 5. Screening sheet 6. Detail estimate sheet 7. Non-availability / Criticality certificate 8. Notice Inviting Tender 9. Tender form 10. Tender return form 11. Work Order 12. List of contract proposals raised - responsibility code wise for a date range 13. Status of department wise list of pending cases 478. Civil Contracts Process (Identification to Approval) of Activity List 479. Ability to generate unique control number for each activity under sub head of Capital, Revenue, Monsoon preparation, Mine Development Works & Special Activity List 480. Ability to shortlist the activity subhead wise and value of work wise. 481. Ability to shortlist the proposed activity area/project wise. 482. Ability to short list the activity approved year wise. Process for Approval of Budget of the activity list 483. Ability to link the budget sanctioned with the approved activity list, E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description activity wise & head wise

484. Shortlisting of the approved activity with sanctioned budget project wise. 485. Ability to generate the activity approved with budget sanctioned project wise & year wise. Scrutiny of Estimates 486. Ability to prepare estimate at the area/project level. 487. Ability to check estimates at Subsidiary, HQ level as well as Project level based on the value of the work and DOP of the Subsidiary. 488. Ability to verify that the estimate has been prepared based on desired SOR, Circulated rate of the company or market-analyzed rate etc. 489. In case the estimate is not in line with the approved circulated rate or DMIR rate, the check shall be made and vetting of the item & rate shall be done by GM(C)/HOD. 490. Ability to link the items of the estimate with the supporting documents enclosed with the estimate to verifying the estimate details. 491. Ability to process the estimate for approval of tender. 492. Ability to receive the approved estimate from competent authority. 493. Ability to obtain financial concurrence in estimate. 494. Ability to issue sanction order against each proposal. 495. Ability to link with the unique no of the approved activity list Process for Award of Contract through e-tendering 496. Ability to define the Estimate in works category. 497. Ability to define the Estimate in service category. 498. Ability to define the Estimate in CMIR works category. 499. Ability to define the Estimate in Percentage Rate category. 500. Ability to define the Estimate in Item Rate category. 501. Ability to define the Estimate in Mixed form of Percentage & Item Rate category. 502. Ability to define the Estimate in Turnkey category. 503. Ability to prepare Terms and Conditions. Integration with e-Procurement Portal 504. Ability to integrate with the e-tendering platform of CIL 505. Ability to link the prepared estimate with the BOQ template of the eTendering Portal 506. Ability to prepare comparative statement. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

507. Ability to locate International Competitive Bidding 508. Ability to locate Domestic Competitive Bidding 509. Ability to locate Discount Bidding 510. Ability to prepare agenda note by civil department. 511. Ability to segregate the recommendation of the TC to the Competent Authority on the basis of awarded rate in line with the DOP of the Company i.e. Director, CMD or Board 512. Ability for sanction of final budget certification and Financial Concurrence. 513. Ability to prepare Award of Work. 514. Ability to Complete Tender File along with LOA and other relevant documents. 515. Preparation of data base for all the agreement executed so that the same can be filtered in future based on different criteria. 516. Preparation of the data base for submission of EMD deposited by the participated bidders. 517. Ability to generate record of all the EMD refunded to all the unsuccessful bidders. 518. Ability to generate record for submission of the security deposited & EMD against by all the successful bidders. 519. Ability to sort out the data of refunded EMD, deposited EMD, deposited security deposit, contractor wise, tender wise, project wise etc. 520. Ability to link with the unique no of the approved activity list Deviation of Contract 521. Ability for scrutiny of proposal files in compliance of terms and conditions of NIT. 522. Ability for scrutiny of proposal file in compliance of circulars and orders of company, CVC etc. issued from time to time. 523. Ability for obtain technical scrutiny of proposal file. 524. Ability to send file to concerned Authority for further needful action. 525. Ability to link with the unique no of the approved activity list Foreclosure/closure of contract 526. Ability for scrutiny of proposal file in compliance of terms and conditions of NIT. 527. Ability for scrutiny of proposal file in compliance of circulars and orders of company, CVC etc. issued from time to time.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

528. Ability to send file to concerned Authority for further needful action. 529. Ability to examine proposal file for foreclosure/closure as per PROCESS RULE. 530. Ability to link with the unique no of the approved activity list Termination of contract 531. Ability for scrutiny of proposal file in compliance of terms and conditions of NIT. 532. Ability for scrutiny of proposal file in compliance of circulars and orders of company, CVC etc. issued from time to time. 533. Ability for obtain technical scrutiny of proposal file. 534. Ability to obtain reasons for termination of contract. 535. Ability to obtain ways/modes of recovery of dues/penalties if any etc. 536. Ability to send file to concerned Authority for further needful action. 537. Ability to examine proposal file for termination as per PROCESS RULE. 538. Ability to link with the unique no of the approved activity list Preparation of SOR 539. Ability to prepare estimates for various civil, CMIR works based on different schedules like CPWD SOR, PWD SOR, Company SOR, CMPDI guidelines etc. 540. Ability to prepare analyzed rate on both present market rate of basic materials, minimum wages as per government circular etc. Registration of contractors 541. Ability to obtain application for registration under SOR from agency. 542. Ability to obtain scrutiny of documents submitted by the agency. 543. Ability to obtain scrutiny results along with documents. 544. Ability to make comparative statement of the documents. 545. Ability to forward letter to agency regarding acceptance or rejection of the application submitted by them. Preparation and submission of different Reports 546. Ability to make Tender status report (weekly). 547. Ability to make Tender status report (monthly). 548. Ability to make LOA report (weekly). 549. Ability to make LOA report (monthly). 550. Ability to make Integrity Pact report (monthly). 551. Ability to send generated reports to concern authorities/officials

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

552. Ability to link with the unique no of the approved activity list 553. Report of the Manpower of the Civil Engineering Dept. posted at Project Level & HQ level. Monitoring performance of contracts 554. Ability to obtain data from area as per specified format. 555. Ability to examined data so obtained for any abnormality as compared to awarded contract. 556. Ability to prepare examination report for such abnormality. Imprest Money 557. Ability to generate module for Imprest money with a provision for initiating such proposals online. 558. Ability to make proposal for obtaining advance against approved imprest amount. 559. Ability to make adjustments of expenses against sanctioned advance. 560. Ability to make final adjustment proposal at the end of each financial year. Payment to IEM 561. Ability to make proposal for such payment to each IEM for each tender. 562. Ability to make proposal for such payment to each IEM for each hearing. 563. Ability to send to nodal office, integrity pact, Subsidiary for further payment. 564. Ability to link with all the contracts awarded valuing estimated value more than threshold limit. 565. Ability to link with all the no of hearings/proceeding against representation/ complaints Response to RTI, Parliamentary Questions VIP Reference 566. Ability to reply RTI Application, Parliamentary Question, VIP Reference received at this office with the available records. 567. Ability to send the reply to the concerned Authority. Refund of EMD 568. Ability to declare the L1 bidder in the tender and to list all the unsuccessful bidders. 569. Ability to send letter to DGM (Fin.), Subsidiary for return of BGs of unsuccessful bidders. 570. Ability to receive BGs at department and sent to respective

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description unsuccessful bidders. Encashment of Bank Guarantee

571. Ability to receive information regarding non submission of Performance Security. 572. Ability to receive information regarding non extension of BG submitted as EMD by concerned bidder. 573. Ability to receive information regarding expiry of validity of BG submitted as EMD. 574. Ability to send letter to GM (Fin.), Subsidiary for return of BGs of such bidder. 575. Ability to receive BGs at department and sent to concerned bank along with notice of encashment. Processing and dealing with legal matters 576. Ability to list matters regarding which legal vetting is required. 577. Ability to send proposal to HOD (Legal) for legal vetting. 578. Ability to send letter/proposal to HOD (Legal) to obtain opinion in respect of the cases filed at various courts received at department. Processing and submission of Manpower Budget 579. Ability to prepare Manpower Budget considering the requirement of manpower at dept. and present manpower of dept. 580. Ability to send prepared manpower budget to Dy. General Manager (IE), O&M/ Manpower at the start of each financial year. Processing and submission of Revenue Budget 581. Ability to prepare Revenue Budget considering the requirement of Revenue Budget under various heads at dept. and previous Revenue Budget of dept. 582. Ability to send prepared revenue budget to HOD (Fin.) Cost, Budget & Concurrence.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Functionality Matrix (FM) for Sales and Marketing S No

Requirements

1 Ability to have access to statistical (archival) data to identify seasonal ups and downs of demand profiles of different sectors. 2 Ability of profiling lean and peak capacity utilization of different modes of transports 3 Ability to have access Government data available in public domain and other secondary data for perspective plan for demand 4 Ability to formulate long-term demand, supply and logistics plan 5 Ability to assess subsidiary-wise annual FSA commitment of different sectors 6 Ability to assess subsidiary-wise mode-wise logistics capacity available 7 Ability to assess the subsidiary-wise production plan 8 Ability to prepare different targets for different fields/parameters based on AAP at various level of performance. 9 Ability to prepare and communicate annual dispatch plan to subsidiaries 10 Ability of identification and assessment of bottlenecks in logistics infrastructure on real time basis for onward appraisal and taking instant corrective actions 11 Ability of periodic review of performance with the plan for corrective measures 12 Ability to assess subsidiary-wise availability of coal in different time horizon 13 Ability to provide data to Standing Linkage Committee for recommendation of issuance of letter of assurance for power utilities/IPPs 14 Ability to assess source of supply and normative coal requirement for power sector 15 Ability to decide the coal company for issuance of LOA 16 Ability to monitor status of achieving milestone by the promoter 17 Ability to forecast/provide Subsidiary-wise, source-wise, grade-wise, size-wise, mode-wise, sector-wise availability of coal for linkage auction for regulated/non-regulated sector 18 Ability to compile the source-wise, grade-wise, size-wise, mode-wise and sector-wise quantity offered by subsidiaries. 19 Ability to schedule subsidiary-wise, sector-wise and lot-wise auction and provide the compiled data to service provider for conducting auction 20 Ability to view and analyse the bidding process for linkage auction 21 Ability to allocate subsidiary-wise linkages for non-regulated sectors on the basis of the results of linkage auction E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements

22 Ability to develop sector-wise model Fuel supply agreements based on the Policy guidelines of the Government 23 Ability to compile stakeholders’ input on the ease of operating FSA 24 Ability to modify the FSA as per changed market scenario and changes in Government policy 25 Ability to monitor status of subsidiary-wise sector-wise operational FSAs and FSAs in pipeline 26 Ability to compile subsidiary-wise, source-wise, mode-wise, grade-wise, sector-wise quantity of coal to be offered for sale through e-auction 27 Ability to plan and schedule various types of auction 28 Ability to provide the schedule of auction to the service providers with all particulars. 29 Ability to view and analyse the bid sheet with all details 30 Ability to assess state-wise, subsidiary-wise requirement of coal 31 Ability to register state wise requirement through State Nominated Agencies by the small and medium sector industries 32 Ability to allocate earmarked subsidiary-wise quantity to the State Governments for small and medium sector industries for each State/UTs. Register state wise requirement by the small and medium sector industries through State Nominated Agencies 33 Ability to allocate as per recommendation of the respective State Government the subsidiary-wise quantity to State Nominated Agencies for signing FSA by the Subsidiary 34 Ability to monitor status of FSA and dispatch to the nominated agencies through interactive web portal (already exists) 35 Ability to monitor operation of State Nominated Agency through interactive web portal 36 Ability to compile data/information in respect of subsidiary-wise coal seam 37 Ability to monitor assigned targets related to coal quality 38 Formulation of contract documents in respect of appointing third party agencies for sampling and analysis of coal quality 39 Ability to provide technical assistance in coal sampling, preparation and analysis 40 Ability to monitor available infrastructure for assessment of quality and technical support 41 Ability to have access to online information of analysis results on real time basis 42 Ability to prepare reports on quality aspects

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements

43 Ability to monitor subsidiary-wise, month-wise grade-wise conformity of dispatch in percentage against total dispatch 44 Ability to have access and compile report on consumer-wise status of sized coal supply 45 Ability to prepare monthly reports on availability and deployment of sampling and analysis infrastructure 46 Ability to prepare monthly reports on company-wise, dispatch point-wise availability of loading infrastructure 47 Ability to monitor Weigh Bridge operation and prepare monthly report on company-wise Weigh Bridge status, 48 Ability to prepare report on company-wise, month-wise weighment status indicating dispatch of weighed and un-weighed quantity. 49 Ability to prepare company-wise monthly report on idle loading, idle freight and over loading on account of Rail Dispatch 50 Ability to use online grievance registration & tracking mechanism. 51 Ability to coordinate with subsidiary/work centre to monitor the responses sent/responses in pipeline 52 Ability to view monthly report on consumer complaint resolved & unresolved 53 Ability to view Quarterly Report on number of Consumer Council Meetings held at Subsidiary level & HQ level. 54 Ability to organize customers’ meet and compile action taken reports 55 Ability to monitor subsidiary-wise siding-wise transportation of coal 56 Ability to monitor siding-wise consumer-wise indent, allotment, loading and left-behind of rakes 57 Ability to monitor daily siding-wise rake loading time 58 Ability to monitor daily siding-wise rake idling time 59 Ability to monitor siding-wise, sector-wise status of arrears in rake supply 60 Ability to monitor consumer-wise dispatch performance against FSA 61 Ability to monitor consumer-wise mode-wise (other than rail) dispatch 62 Ability to monitor mine-wise stock 63 Ability to maintain a complete database of consumers, to be updated on real time basis by subsidiaries, consisting of all possible details such as: address of consumer, FSA details, sector; mode of dispatch with details, grade, size of coal supplied; product details (washed coal, Slurry, rejects etc), and all other relevant details pertaining to a consumer. 64 Ability to have access to a query based report generation system for generation of daily, monthly, half-yearly & annual reports including statutory reports. 65 Ability to monitor subsidiary-wise, consumer-wise receivable E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements

66 Ability to monitor and generate MIS report subsidiary-wise, grade-wise, sector-wise average basic price realized in different time period 67 Ability to monitor and generate MIS report of subsidiary-wise, grade-wise realization on the account of each element of additional charges over basic price 68 Ability to monitor and generate MIS report of subsidiary-wise, grade-wise realization on the account of each element of government duties and taxes 69 Ability to forecast subsidiary-wise grade-wise sales realization for different time horizon on projected dispatch 70 Ability to have access to: Subsidiary-wise, grade-wise, consumer-wise, statewise, mode of sale wise (FSA, MOU, E-auction) and price component-wise billing details including actual grade and quantity. 71

Ability to get access to advances/dues to be paid to Central/State Govt. on account of duties and levies on coal

72 Ability to generate reports on real time basis containing dues statement to be linked with the coal quantity dispatched/produced on which the duties are payable 73 Ability to generate reports on real time basis containing Subsidiary-wise reconciliation of amount recovered from customers and paid to the Govt. authorities. 74 Ability to develop data base of historical and current price and ocean freight trends of imported coal 75 Ability to develop data base of railway freight and transportation charges 76 Ability to generate reports on Landed Cost of Imported Coal (CIF + duties and levies) from various countries for different grades vis-à-vis the Ex-Colliery price of Domestic coal (CIL) (Basic price + duties and levies) of equivalent grade 77 Ability to compare and analyse domestic coal pricing against landed cost of import coal based on various inputs at consumption points located in different distance 78 Ability to monitor and analyse price trend for alternative fuels and prepare report on its likely effect of coal pricing. 79 Ability to coordinate with consumers (mainly concerned SEBs), State govt. and coal companies. 80 Ability to facilitate coal companies in reconciliation of coal sale dues - current and old, with SEBs vis-s-vis current/pending dispatches or issues. 81 Ability to manage/monitor coal bill submission, realisation and quarterly issuance of Form-C 82 Ability to develop database of consumers, coal users and mapping coal requirement of different consuming sectors in the command area 83 Ability to develop database on coal price in the Mandies (markets) in the E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements command area

84 Ability to develop database on different source of coal/alternative fuel supply, price and quality LOA/FSA Management 85 Ability to manage all matters related to FSA, LOA and MOUs. 86 Ability to monitor the MoUs with reference to achievement of Milestones as per prescribed schedule. 87 Ability to maintain/monitor commitment guarantee provided by customers before issuance of LOA. 88 Ability to complete commercial requirements required for issuance of LOA 89 Ability to Issue LOA(s) with schedule for achieving milestone as advised by CIL and maintaining the same. 90 Ability to maintain/update the status of milestones for LOA as reported by consumer along with submission of required documents. 91 Ability to coordinate with LOA sub-committee which scrutinizes the achievement of Milestones and records observations on shortcomings pertaining to each milestone. 92 Ability to inform consumers any shortcomings or non-compliance of milestone timelines with a notice to complete the required formalities in the given time 93 Ability to scrutinize records of all the documents submitted by the consumer in support of completion of milestones of LoA. 94 Ability to maintain the records submitted by the consumers pertaining to LOA 95 Ability to generate reports for monitoring status of LOA 96 Ability to verify LOA milestones 97 Ability to refer any discrepancy in completion of LOA mile stones in respect of Power Utilities/ Consumers other than power utilities to appropriate authority 98 Ability to convert LOAs to FSA and to execute FSA 99 Ability to convert Commitment Guarantee (CG) to Security Deposit (SD) 100 Ability to verify long-term PPA documents (in case of power) and update effective Annual Contracted Quantity accordingly 101 Ability to Process one-time release of coal to Power Utilities for trial run, carpeting etc. as per provisions of FSAs/MoUs extant guidelines. 102 Ability to monitor condition precedents 103 Ability to record First Delivery Date, commencement of coal supply under Build up period, recording date of Commissioning/COD, recording date of commencement of Regular coal supply and all other important parameters as may be identified time to time based on the extant policy guidelines. 104 Ability to execute FSA modifications on account of PPA/Additional PPA/change in provisions in model FSA. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements

105 Ability to inspect/verify with respect to all FSAs (new and existing) in terms of directives of MOC/CIL from time to time. 106 Ability to deal with Tapering/Bridge linkage/Linkage Auction cases. 107 Ability to deal with cases pertaining to change of name/ownership, regd. Address of the FSA consumers. 108 Ability to compile information/ reports in respect of SLC (LT) or any other decision making bodies as per requirement for monitoring/decision making/presentation at various fora. 109 Ability to generate and maintain details regarding various in house committees like LOA committee/physical verification etc. for better coordination & smooth functioning for the department. 110 Ability to monitor all FSA holders with reference to level of lifting, level of delivery, encashment of Commitment Guarantee etc. 111 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to FSA’s. 112 Ability to deal with applications of FSA consumers who want to lift their monthly scheduled quantity (MSQ) in part or full through a mode that is different from the one mentioned in their FSA with prior intimation and approval by competent authority. 113 Ability to terminate FSA’s in accordance with provisions of FSA such as Level of Lifting below the desired levels or in accordance with guidelines received from CIL/MoC, if any. 114 Ability to execute FSA with the successful bidders in the linkage auction. 115 Ability to maintain stipulated documents for verification, as and when required. 116 Ability to issue show cause notices to faulty FSA consumers before termination of FSA. 117 Ability to access/examine reply of faulty FSA consumers 118 Ability to shift /transfer quantity from one FSA to other as per clauses of FSA Planning Management 119 Ability to provide inputs to CIL HQ for formulation of Annual Action Plan (Offtake) 120 Ability to formulate Month-wise, Mode-wise and Sector-wise Targets for all Areas in order to achieve AAP Targets. 121 Ability to make perspective plan in medium/long term time horizon in respect of sectoral and mode wise dispatch 122 Ability to decide the scheme-wise (under FSA, spot e-Auction, Forward eAuction, Exclusive e-Auction for Non Power Sector, Special Forward e-Auction for Power Producers, “As-is-where-is Basis” for Power Sector, “As-is-where-is Basis” for Non-power Sector etc.) quantity that can be offered through

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements various modes based upon the target and Area’s offer/input(s).

123 Ability to forecast sector-wise, grade-wise, size-wise, mode-wise source of availability of coal for linkage auction. 124 Ability to offer source-wise, sector-wise, grade-wise, size-wise, mode-wise coal for linkage auction. 125 Ability to monitor the achievement vis-à-vis off-take target for the entire subsidiary and initiate actions as required. 126 Ability to access the reasons in shortfall in offtake and revise the internal area wise offtake plan accordingly Rail Operation Management 127 Ability to integrate with FOIS (Freight Operations Information Systems) of Railways. (Where consumers submit programme, for submitting consented rake programmes on the basis of the terms of dispatch under FSA/MOU/Eauction or special/short term schemes) either through subsidiary HO or desk/nodal offices. 128 Ability to execute all matters related to Rail Movement i.e. Placement of Daily Siding wise consumer wise indent to concerned zonal Railways for placement of wagons through subsidiary HO or desk/nodal offices and monitoring of wagon supply, loading and dispatch of rakes.. 129 Ability to monitor information pertaining to stocks, heaps at various collieries, details pertaining to Contracts for transportation of coal from collieries to Sidings, stocks at Sidings thereby enabling better decision making while placing siding wise indent in FOIS. 130 Ability to monitor daily transportation of coal to siding/washery and record reasons for short fall if any. 131 Ability to monitor wagon supply, loading and dispatch of rakes as per indent and issuance of F-note/D-note and annexures. 132 Ability to overview demurrage, weighment, under loading, over loading, short supply, damage box supply of wagons, etc. 133 Ability to monitor & generate consumer-wise, siding-wise reports on real time basis against consented program, indent allotment with supply, loading, drawn-out and demurrage time and status of arrear rakes. 134 Ability to monitor dispatches through other modes such as Merry Go Round (MGR), Own Wagon, Belt, Rope, coking coal to steel plants based on the monthly supply schedule, wherever applicable. 135 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to Rail Operations. 136 Ability to monitor outstanding dues of consumers 137 Ability to manage payments to railways like demurrage/ART charges etc. 138 Ability to monitor status of current/upcoming sidings

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements Road Delivery Management

139 Ability to decide source-wise quantities available for booking by FSA/eAuction consumers through offers received from Area Sales Offices. 140 Ability to prepare sector-wise and scheme wise allocation and issue Notices to consumers to book their entitled quantity/MSQ through Road Mode and all other related activities. 141 Ability to accept booking applications received from customers as per their entitlement against respective FSA’s/ MoU’s along with relevant documents 142 Ability to issue Delivery Orders to the extent of coal value deposited and as per terms and conditions of the Notices floated in this regard and that of respective FSA/MoU. 143 Ability to schedule monthly program and ensure sufficient value paid pending orders at various collieries. 144 Ability to assess stock, current load, etc., for release of coal through “As is where is”, “Best effort basis” or any such schemes as per the demand. 145 Ability to get approval of the competent authority and notify such schemes 146 Ability to accept & process application as per the terms of the scheme 147 Ability to receive and process payments against such schemes 148 Ability to issue Delivery Orders to the extent of coal value deposited and as per terms and conditions of the Notices floated in this regard. 149 Ability to monitor dispatches through these schemes on real time basis 150 Ability to generate detailed reports – consumer-wise, area-wise, mode-wise, grade-wise, etc 151 Ability to process refund for non-supply, excess balance, short supply, etc., as per the payment terms of the scheme. 152 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to Road Booking Management. 153 Ability to deal with all matters related to release of coal through own washeries and/or through private washeries to power and/or non-power consumers (as applicable). 154 Ability to monitor value paid pending orders on real time basis 155 Ability to monitor dispatch performance in respect of loading programme and record reasons for short fall if any. E-Auction Management 156 Ability to assess area-wise availability of coal for various schemes of e-Auction such as Spot e-Auction, Forward e-Auction, Special Forward e-Auction for Power / Non power Sector and Exclusive e-Auction for Non-Power Sector Consumers. 157 Ability to coordinate with Area Sales Offices for receipt of offers based upon which Notices pertaining to source-wise quantities available for booking by E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements consumers/buyers are floated.

158 Ability to view details pertaining to Agreements between CIL and Service providers and enter/maintain the information required at Subsidiary level as per the T&C of the agreements. 159 Ability to float the Notices on Subsidiary’s website for information of all concerned along with intimation to respective service provider(s) for conducting the said e-Auction and corrigendum(if any) 160 Ability to coordinate with Service Providers and ensuring timely pre e-Auction, post e-Auction activities based upon T&C of the said scheme. 161 Ability to communicate details in respect of Rail Mode bookings to Rail Movement section for further process. 162 Ability to check applications received from successful bidders (hard copy or through an e-portal) as per their entitlement against successful bids in eAuction pertaining to Road mode. 163 Ability to ensure issuance of delivery orders against applications found correct in all respects after due verification in a timely manner and also prioritize issuance of Delivery Orders considering the value paid pending order balance at various collieries. 164 Ability to monitor value paid un-lifted quantities and coordinating with Areas for sufficient on-hand orders for dispatches as per target. 165 Ability to initiate the process of forfeiture of EMD in case of short booking by the e-Auction consumers/buyers in accordance with terms and conditions of the said scheme. 166 Ability to make refund automatically to consumers towards closure of sale order. 167 Ability to accept and process bills received from Service providers for conducting e-Auctions. 168 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to e-Auction. Management Information Systems 169 Ability to access all the captured data under S&M. 170 Ability to generate detail/summarized reports on routine basis (daily, monthly, half yearly or Annual) or need based reports for rail loading (unit: box & rakes) 171 Ability to generate detail/summarized reports on routine basis (daily, monthly, half yearly or Annual) or need based reports – (in quantitative terms) 172 Ability to compile & forward the reports to all concerned levels for viewing. 173 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to matters related to Management Information Systems. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements Associate Finance Management

174 Ability to deal with all matters related to Accounts, Coal Value Deposition, EMD, BG/SD, Financial Coverage, Refunds, Components of Pricing/Taxation, Billing, realization, reconciliation etc. related to S&M Dept. through Subsidiary HO or desk office. 175 Ability to coordinate with Subsidiary’s Bankers in order to scrutinize/verify BG’s and updating of the same in the system and also to invoke the BG’s, as and when required in accordance with terms and conditions of FSA’s, various e-Auction schemes/extant guidelines. 176 Ability to monitor Financial coverage of road booking applications, scrutiny, issuance of MR/CR (Money Receipt/Credit Receipt) 177 Ability to enter/update details related to Pricing components for road bookings with regards to FSA/e-Auction in co-ordination with Area Finance Officials. 178 Ability to coordinate with Subsidiary’s Bankers to get the details of coal value deposition by various buyers fed in the prevailing system. 179 Ability to certify & link the coal value received with respective application and generation of money receipts. 180 Ability to pass credit to respective areas after issuance of MR’s and Delivery Orders on the basis of bills, debit notes and debtors ledger. 181 Ability to reconcile customer ledger incorporating grade bonus/slippage, weighment and other details for issuance of debit/credit note and adjustment of account 182 Ability to refund excess money in coordination with Area Sales Manager & Area Finance Managers. 183 Ability to examine and do financial vetting of matters related to S&M Dept. 184 Ability to process Service Providers’ Bills for conducting various e-Auctions in accordance with Agreements between CIL and Service providers after processing by S&M and forwarded for payment by Associate Finance after verification. 185 Ability to monitor and pay advances/dues collected as a part of coal value from customers on account of duties and levies on coal, applicable to whole of subsidiary and which are to be paid to Central/State Govt. e.g. GST, IT etc., by subsidiary or area level as applicable. 186 Ability to maintain centralized customer ledger and monitoring of outstanding dues and refundable amount 187 Ability to monitor and maintain various tax related concession forms in this regard such as Form 27 C etc. 188 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to matters related to Associate Finance.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements Commercial Management

189 Ability to generate/monitor Sales Realization Report and coordination with State Gencos for settlement of outstanding dues and claims. 190 Ability to monitor level of dispatches for computation and realization of compensation/Incentive based on the performance of Level of Delivery/Level of Lifting. 191 Ability to adjust payment through Debit/Credit notes based on the results of Third party sampling. 192 Ability to deal with matters related to Performance Incentive Bills, Penal Bills and Compensation claims. 193 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to matters related to Commercial section. Administration and Legal Management 194 Ability to Monitor and Coordinate in respect of all legal matters related to S&M Department. 195 Ability to deal with matters related to RTI, Parliamentary matters, Audit, Rajbhasha and HRD. 196 Ability to handle customer grievances (received through an e-portal) through monitoring the redressal in a timely manner in coordination with the section/Area concerned with real time online status updates. Subsidiary HQ Level Quality Dept. 197 Ability to publish/up-load “Annual Grade Declaration” as per the process in vogue for information of all concerned and also update them in the system i.e. grades of various coal seams and of sidings of the subsidiary. 198 Ability to modify such grade declaration(s) within the year as per provisions/ existing guidelines. 199 Ability to handle Customer grievances in respect of quality (received through an e-portal) and their redressal in a timely manner by coordination with the section/Area concerned. 200 Ability to notify the action taken to the customer and CIL for closing the grievance. 201 Ability to monitor sampling & analysis of coal being dispatched to Power Houses/PUs and/or other consumers/buyers in accordance with various guidelines, provisions of FSA and/or terms and conditions of various e-Auction schemes. 202 Ability to deal with matters pertaining to quality which are specific to different consumer sectors as per provisions of FSA’s/extant guidelines. 203 Ability to monitor details in respect of sampling equipment availability, Sample preparation equipment availability, analysis equipment availability like Bomb-Calorimeter, Humidity Chamber, etc. at various laboratories at Area level, status of their NABL accreditation and infrastructure facility related to E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements coal sampling at sidings.

204 Ability to extract information/ enter replies as required in legal matters, RTI, Parliament Questions pertaining to matters related to Quality. Area Level Area Sales Management 205 Ability to provide inputs in respect of formulation of Annual Action Plan (Offtake) for the entire area which takes the production plan and existing stock levels into cognizance. 206 Ability to decide the month-wise quantity that can be offered through various modes after taking into account the offtake target; actual production; stock levels; offtake achieved during the year; infrastructure for dispatch such as Pay loaders, Bunkers, Crushers, Feeder Breakers SILO’s, Sidings, Loading Points, Weigh Bridges etc. and details pertaining to contracts for movement/internal transportation of coal from collieries to loading points/sidings/own washeries. 207 Ability to authorize/ issue permission letter after due verification of documents accepted from customer’s representatives such as Customer’s copy of DO, Authorization letter/Affidavit etc. 208 Ability to monitor information regarding placement of rakes, destination details, consumer details and coordinate with siding in charges for smooth loading through rail mode. 209 Ability to monitor the achievement vis-à-vis offtake target for the entire Area and initiate actions as required. 210 Ability to record data in detail & generate reports regarding loading & dispatch 211 Ability to extract information/ enter replies as required in customer grievances, legal matters, RTI, Parliament Questions pertaining to matters related to Area Sales level. Sales Associate – Finance Management 212 Ability to deal with all matters pertaining to the finance related to S&M Department at Area Level. 213 Ability to monitor and update price components specific to the Area if any such as local taxes etc. 214 Ability to monitor and pay advances/dues collected as a part of coal value from customers on account of duties and levies on coal, applicable to that particular Area and which are to be paid to Central/State Govt. 215 Ability to monitor and maintain various tax related concession forms in this regard such as those related to Entry Tax, C-Form etc. 216 Ability to raise Performance Incentive Bills, Interest Bills etc. as per provisions of FSA’s/extant guidelines. 217 Ability to monitor the credit/financial coverage of various customers and raise E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements bills against the lifted quantity through subsidiary HQ/ Desk office

218 Ability to coordinate with Area Sales Manager in order to restrict the quantity or raise supplementary bills in case of revision of prices, taxes which generally occur infrequently but occurs with immediate effect i.e. with effect from forthcoming midnight or is charged with retrospective effect. 219 Ability to process Area-wise refunds/ issue credit notes to the customer if an excess amount is deposited by the customer or in case of quantity not being lifted after due forfeiture of EMD, wherever applicable and in consultation with the Subsidiary Level Sales Associate. 220 Ability to extract information/ enter replies as required in customer grievances, legal matters, RTI, Parliament Questions pertaining to matters related to Sales Associate –Finance Area level. Area Quality Management 221 Ability to monitor quality of coal so as to conform to the quality standards i.e. declared grade and specified coal size to various customers. 222 Ability to monitor real time measurement of the quality parameters of coal through utilization of on-line analyzer, automatic sampler (AMS), etc., wherever available. 223 Ability to Monitor Sampling & laboratory Infrastructure: - operative AutoMechanical samplers, sample preparation equipment at different loading points, analysis equipment like Bomb-Calorimeter, Humidity Chamber, etc. 224 Ability to maintain records of coal analysis being done at Area Lab and ensure dispatch of sized coal to the consumers. 225 Ability to record details in respect of collection, sample preparation and analysis at various laboratories at Area level and third sample which is kept as referee sample in case of any dispute. 226 Ability to monitor quality of coal at pit head stock, heap, mines/sidings by ensuring regular check samples. 227 Ability to maintain & monitor records pertaining to third party sampling, wherever applicable and the analysis report as prepared by third party sampler on the basis of which the commercial billing is done in case of power houses as per the existing guidelines and provisions of FSA’s. 228 Ability to extract information/ enter replies as required in customer grievances, legal matters, RTI, Parliament Questions pertaining to matters related to Quality Area level. Project/Colliery Level Road Mode Dispatch Management 229 Ability to prepare the weekly or bi-weekly loading programme based on order booking, coal availability and loading infrastructure position 230 Ability to maintain/monitor the loading infrastructure details such as Pay loaders, Loading Points, Weigh Bridges etc. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements

231 Ability to generate & issue the Entry Token cum Loading Slips for a particular day (One for each truck) to the authorised representatives with relevant details. 232 Ability to receive, record & monitor details of the respective entry token cum loading slip in respect of all the trucks in the mine premises, tare weighed at designated weigh bridge, loaded at designated loading point, and gross weighed at the same weigh bridge. 233 Ability to ensure issuance of Truck-wise Invoice-cum-Challan and Transit Pass to the designated truck at the time of gross weighment 234 Ability to provide access to state authorities (wherever applicable) through a module for generation of Transit Pass (as per the requirement of the State Government) from the system itself and hence ensuring uniformity across states after deliberations with respective state authorities 235 Ability to integrate with the existing portals of state govt./others, where ever available and also have provisions for hard copy Transit passes in others, as per the prevailing system. 236 Ability to integrate with the existing Weigh Bridge software (provided by various third parties responsible for Weigh Bridge maintenance) for generation of Invoice-cum-Challan 237 Ability to monitor the lifting details in the system Siding Management 238 Ability to monitor the loading infrastructure details e.g. dozers, pay loaders available, present Stock at Siding and its characteristics, Coal transported to the sidings etc. 239 Ability to record & monitor transport of coal to the siding in detail- trips, quantity, grade, source, etc. 240 Ability to have prior access to information pertaining to date-wise rake allotted to siding, placement of rakes, destination details, consumer details, outstanding rakes, etc. 241 Ability to record information pertaining to supply of rakes in the system such as placement time; number of supplied boxes; wagon numbers along with carrying capacity and type; details in respect of sick boxes, if any & generation of memo in respect of sick boxes for informing railways. 242 Ability to integrate with rail Weigh Bridges/Weigh Bridge software thereby enabling recording of loading/weighment related details such as loading time, wagon-wise weights(net/gross) etc. 243 Ability to coordinate with Railways providing information such as Completion of loading time to the Railway Station Master in the prescribed format; with the Railway Goods Clerk for generation of Railway Receipt(RR) based on the weighment sheet. 244 Ability to generate Forwarding note/Delivery note on the basis of weighment and Invoice on the basis of the RR. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements

245 Ability to monitor loading times against prescribed time for loading at that siding, demurrages, under loading, over loading as per extant rules/guidelines/provisions of FSA’s. 246 Ability to record demurrage details –accountal, time & charges 247 Ability to record penal quantity & charges – overloading, under-loading etc. 248 Ability to record siding stock, heap on real time basis. 249 Ability to schedule dispatch at designated dispatch points through Inhouse washeries, Road Mode for dispatch through private washeries, , dedicated Merry Go Round Systems, Own Wagons, belt, rope etc. 250 Ability to generate Delivery Note, Invoices on the basis of the weigh records as per entitlement and financial coverage in accordance with provisions of FSA/MoU/extant guidelines. 251 Ability to monitor dispatch performance in respect of loading programme and record reasons for short fall if any. Desk Office Sales 252 Ability to integrate with FOIS (Freight Operations Information Systemswherever rail programming is undertaken by the Desk Office) and perform functions such as according consent to customers’ programme for rail movement after due validation of entitlement and financial coverage and processing amendments in the sanctioned programme, if required. 253 Ability to monitor the Security Deposit and Financial Coverage. of each customer. 254 Ability to notify respective consumers regarding extension/amendment required in Bank Guarantee(s), if any, say because of change in Coal Price etc. by the desk office or subsidiary HQ. 255 Ability to access information required to communicate/correspond or for Coordination meeting with Railways. 256 Ability to monitor information pertaining to allocation of coking coal for correspondence/ coordination meeting with officials of SAIL, Other Steel Plants and Railways. 257 Ability to extract information/ enter replies as required in customer grievances, legal matters, RTI, Parliament Questions pertaining to matters related to Desk Offices (Sales). Associate Finance 258 Ability to maintain & monitor different kind of Bank Guarantees (submitted against Security Deposit, Financial Coverage Bank Guarantee or Commitment Guarantee), other combinations of Financial Coverage such as IRLC, cash deposit etc. in accordance with the provisions of FSA’s, eAuction schemes or the extant guidelines. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES S No

Requirements

259 Ability to view/monitor bills (regular as well as supplementary) and ensure their timely disbursement to respective consumers. or banks (in case of IRLC) 260 Ability to perform FSA wise and customer wise reconciliation of bills with the payments received. 261 Ability to issue credit notes on account of grade slippage or/and stone assessment as per relevant clauses of FSA after due approval by competent authority on the bills raised. 262 Ability to monitor and maintain various tax related concession forms such as C Form, Form 27 C etc. 263 Ability to monitor and maintain details regarding old outstanding dues, disputed dues and their realisation. 264 Ability to extract information/ enter replies as required in customer grievances, legal matters, RTI, Parliament Questions pertaining to matters related to Desk Offices (Associate Finance). 265 Ability to prepare quotations, prepare contract and incorporate changes as required for CMPDI offers to its customers. 266 Billing and invoicing of consultancy jobs performed by CMPDI, and closure of contracts

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Functionality Matrix (FM) for Production and Planning function Sl. Requirement Description No. Production 1

Ability to prepare & generate mine-wise physical targets for coal & OB (Annual Plan, Budget Estimate for next year & Revised Estimate for current year)

2

Ability to prepare & generate mine-wise & month-wise physical targets for coal & OB (Annual Action Plan, Budget Estimate & Revised Estimate)

3

Ability to prepare mine-wise & head-wise Capital Expenditure estimates and its re-appropriation

4

Ability to prepare mine-wise, area-wise System Capacity Utilisation Report on daily, monthly & yearly basis

5

Ability to prepare on-date and Progressive Production & Washery Report of Coal, Overburden Removal & Offtake under heads: Coal Production -(UG, OC Deptt., OC Hired, Total OC, Total Coal), OB Removal - (OB Deptt., OB Hired, Total OB), Dispatch/Offtake, on-date & Progressive of Coking (Met, Non-Met), Non Coking Coal Production, Washery-wise Coal Production, Dispatch, Rain fall, Rake Loading etc. vis-à-vis target based on previous day’s figures.

6

Ability to prepare Mine-wise & Area-wise on date and Progressive Comprehensive Production & Washery Report of Coal, Overburden Removal & Offtake under heads: Coal Production- (UG, OC Deptt., OC Hired, Total OC, Total Coal), OB Removal - (OB Deptt., OB Hired, Total OB), OB Re-handling (Deptt., Hired & Total), Dispatch/Offtake. Ability to prepare Mine-wise & Area-wise On-date & Progressive production of Coking (Met, Non-Met), Non Coking Coal Production, Washery-wise Coal Production, Dispatch, Rain fall, Rake Loading.

7

Ability to prepare on date and progressive requirement, allocation, indenting &Delivery of Explosives and accessories -Area-wise.

8

Ability to prepare on date and progressive Mine wise Grade wise Closing Stock for any specific date

9

Ability to prepare Explosive performance (Random Test) report on quarterly basis

10

Ability to inform whenever shortage of coal stock detected is more than 5%

11

Ability to prepare quarterly Form H (details of grade-wise production, offtake and stock) giving statement of grade-wise production, dispatch and stock

12

Ability to prepare on date and progressive Delivery of Explosives and accessories Subsidiary-wise.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. Requirement Description No. 13

Ability to prepare statutory PESO reports on storage and consumption of explosives

14

Ability to prepare Explosive performance (Powder Factor &Detonator Factor) report on monthly basis

15

Ability to send monthly report on new mines opened &min es closed/ abandoned/discontinued

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Functionality Matrix (FM) for Project Management function Sl. No.

Requirement Description Project Management Project Planning

1.

Project Initiation - Communication within organization

2.

Project Management Tools for developing project plan

3.

Ability to revise project plans

4.

Ability to suggest financing plan at the project planning stage itself based upon extant corporate policies/govt. directives

5.

Ability to tie-up all documents related to a project (including documents related to required statutory clearances and compliances) in project control folder

6.

Ability to classify type of projects- turnkey/ modular at project planning stage itself

7.

Planning Support - Ability to create planning support repository which will consist of documents related to standard templates of resources, risk & effective mitigation strategies, learning from other projects, other historical data etc.,

8.

Ability to identify regulatory risks & probable mitigation strategies

9.

Ability to maintain a database stating technological options available in the market with financial cost involved

10.

Ability to create project profile - Name, type, capacity, mode of funding, project cost center, location, beneficiaries, major milestones, technical details, financial details, etc.,

11.

Ability to record project cost estimates, during project setup

12.

A suitable mechanism to index and categorize various proposals for new projects / schemes. This is needed to keep track of the stage at which a new proposal is presently or to get a view of all the proposed projects or any one of the projects or cumulative

13.

Ability to highlight total plan budgets, based on notional plans

14.

Based on above, ability to identify projects for each year, for each subsidiary/area

15.

Maintain vendors database and standard rates with reference to their previous performance

16.

Ability to create and link projects, sub projects, activities and tasks

17.

Project planning to include schedule for material requirement

18.

Ability to create a ad-hoc project, where a work break down structure is not required

19.

Change in individual task completion dates, should reflect in overall project milestone dates

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ANNEXURES & APPENDICES Sl. No.

Requirement Description

20.

Project Planning steps should cover user defined work-flow with the ability to modify and approve the work-flow with approval of competent authority as per relevant DOP

21.

Ability to define project related check-list / steps and issue alert for deviation/non-compliance

22.

Ability to assign project owner, project manager, accountable person and key stakeholders

23.

List of new projects initiated and their current position

24.

List of new projects awaiting for approval at different stages Project Scheduling

25.

Ability for create pre-award schedule (timeline for finalization of specs, NIT, bid evaluation timelines, contract)

26.

Ability to revise the pre-award schedule including splitting, stretching and crashing of activities

27.

Ability to prepare project implementation schedule based on the benefit score

28.

Support for attachments such as drawings, specs, instructions etc., in formats such as PDF, CAD, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF, GIF, JPEG, GIS output /reports etc.,

29.

Ability to balance resource usage in a given timeframe, to ensure optimal usage

30.

Import/Export to industry standard project management software applications such as Primavera/Project Scheduler/MS Projects etc.,

31.

Ability to create project wise and department wise budgets for various projects/sub modules

32.

Ability to define milestones with categorizations like HOLD point, CHECK point, etc., required actions at the milestones, and authority responsible for action

33.

Ability to restrict/allow progress based on completion of required actions at HOLD point, CHECK point, etc.

34.

Ability to link between projects, activities and tasks

35.

Ability to schedule payments against key milestones

36.

Status of projects awaited for order

37.

Ability to generate report on key project milestones and scheduled payments

38.

Ability to generate report on estimated time based expenditure on each project / scheme

39.

Ability to generate report on critical paths in projects

40.

Ability to generate reports confirming to technical, operational,

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ANNEXURES & APPENDICES Sl. No.

Requirement Description regulatory, statutory and other business requirements Project Execution

41.

Ability to break projects into activities, sub-activities indicating milestones with commonly used methods like PERT, CPM

42.

Ability to change milestones pre and post facto

43.

Ability to track the status of every item in the BOM, resource list

44.

Ability to record vendor deliverables inspection and results

45.

Ability to issue compliance certificate, post quality assurance

46.

Ability to reconcile quality check against quality plans/checklists

47.

Ability to maintain online quality assurance during project execution

48.

Ability to record and track quality deviations

49.

Ability to update physical and financial progress

50.

Ability to track completion of each module/activity, leading to the overall commissioning of project

51.

Enable CIL/Subsidiary Companies Management to achieve organizationwide compliance and greater efficiencies in project delivery by capturing and deploying best practices and continually improving processes

52.

Enable project managers to gain insight into the performance of overall projects / schemes by identifying relevant project trends and problem areas using powerful analysis tools.

53.

System should enable online project management process by enabling team members to easily manage, track, and report on their project activities through familiar tools, like the Web.

54.

Ability to incorporate security measures, to limit changes by project owners to only their respective projects and simulations

55.

Ability to track changes, with reasons, time and moderator

56.

Ability to track deliverables against individual vendors, leading to respective contract closure

57.

Ability to record and manage contract closure certificates (Contract Closure Certificates to be generated manually)

58.

Ability to record and track Bank Guarantee information

59.

Ability to generate alert on Bank Guarantee expiration

60.

Ability to generate note on Bank Guarantee extension/encashment/return

61.

Ability to setup a billing plan, that allows the release of payments upon achieving set milestones

62.

Submission control mechanism to set deadlines to receive budget requests

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

63.

Ability to track changes made to the budgets, after budget approvals

64.

Ability to record manpower deployment by contractors

65.

Store baseline and revised plans

66.

Report on activity-wise material consumption

67.

Report on quality and quantity deviation

68.

Report on status of the contracts Project Monitoring

69.

Ability to monitor each activity/task in the project

70.

Ability to monitor variations from schedules and send alerts

71.

Ability to generate alerts for slippages at all levels (post and anticipatory)

72.

Ability to generate alerts for delay in payments

73.

Ability to generate alerts for delay in starting/completion major activities/milestones

74.

Ability to generate alert for initiating notification to regulators on certain issues

75.

Ability to record delay in activities attributed to externalities (Legal cases etc.)

76.

Ability to raise alerts for requirements for liaison with local authorities to solve out some external issues

77.

Ability to check adherence to material availability with provision of alert generation in case of deviation

78.

Ability to monitor project, resource wise, timeline wise, deliverable wise, department wise and funding agency wise

79.

Ability to monitor estimates versus actual and calculate variance : money amounts, services, labor, time span, vehicles used, plants used, material etc.,

80.

Ability to monitor all projects consolidated, individual projects and individual tasks

81.

Ability to monitor Project-wise, Head-wise, activity-wise display of allocated Capital Budget and its expenditure as per the desired templates.

82.

Ability to give alerts if certification exceeds allocation. Alerts if expenditure exceeds allocation. Carry forward/liability statement.

83.

Ability for display a monthly report highlighting the critical / delayed activities which need urgent attention.

84.

Ability to carry out resource tracking across projects

85.

Capture all the project management activities for the entire cycle of Mining/Non mining projects i.e. from the point of proposal of a new project to final testing & commissioning of the project and also of

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description buildup period of the Project i.e. from start of coal production to achievement of rated capacity/ completion of Project

86.

Ability to track every document in the project - to trace with who is the current owner of the file/document, for how long and why

87.

Provide a central tracking system that enables project teams to record, assign, & resolve issues and capture related risks pertaining to project.

88.

Ability to incorporate feedback from random inspection teams from corporate for major projects

89.

Ability to record and monitor data on accidents during the project execution project and resources linked to each vendor

90.

Ability to support NPV (Net Present Value) and SVA (Shareholder Value Added) analysis, IRR for projects and subprojects

91.

Ability to maintain project percentage completed status (financial as well as physical) - based on work to date.

92.

Progress reports to funding agencies, management, regulatory bodies and others as per requirement

93.

Slippage reports for all major milestones

94.

Drill down facility and Ad-hoc reports, with filter, sort, query, charts etc.,

95.

Ability to display project activities in Gantt charts, pie charts, histograms, tables, etc. illustrating ‘actual’ to ‘originally planned’ projects progress interms of schedule and cost Project Accounting

96.

Record the costs for each major project or a set of activities under investigation; cost for each major milestone

97.

Provide an analysis of resources used on a project compared to the estimates for different categories, i.e., money, time, materials, overheads etc with cost implications for all

98.

Maintain all the cost records for the duration of the project;

99.

Ability to reflect inflation in project costs

100.

Ability to record information on payment terms, milestones, etc.

101.

Ability to store / record invoice from vendors

102.

Secure creation of project codes

103.

Ability to support alpha-numeric characters for project codes

104.

Support for auto-generation and manual-generation of project codes, and preserve uniqueness in project codes

105.

Ability to review completeness / correctness of invoice and certify completion of milestone

106.

Ability to approve invoice and send information to Finance Deptt. for payments (hierarchy based approval)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description

107.

Ability to integrate with Financial Management system to view real time information on status of payments against unique project codes and invoice number

108.

Ability to maintain payment records for the duration of the project against unique project codes

109.

Ability to transfer data from Capital Work in Progress to completed capital works

110.

Ability to transfer data relating to completed capital works to the Fixed Assets system.

111.

Ability to conduct project wise cash flow analysis.

112.

Cash flows to be monthly, quarterly, yearly and user defined as well

113.

Ability to incorporate interim cash flow from a partially commissioned project to calculate its final IRR of the total project

114.

Ability to establish security measures to ensure that the personnel are allowed to review/edit projects they are involved with ensuring proper authority and access control

115.

Ability to notify all appropriate personnel regarding project closure

116.

Ability to integrate with Standard accounting journals for areas such as interest capitalization and overheads, transportation, etc

117.

Ability to provide security measures, to ensure that the project closure is done by authorized personnel only

118.

Ability to generate reports confirming to technical, operational, regulatory, statutory and other business requirements

119.

Ability to generate reports on current accumulated cost of a project vis-àvis estimated cost

120.

Provide up to date cost reports to management - project wise, activity wise as well as meeting customized requirements Integration with other Programs

121.

The system will use data captured by the Stores, finance, Payroll and Purchasing systems and pass the information to the General Ledger;

122.

Data relating to completed capital works will be transferred to the Fixed Assets system.

123.

Integration with Stores control for stock items used

124.

Ability to record Direct purchasing of goods and services (purchase orders; goods received notes etc for goods and services which do not pass through the stores system) through the Purchasing system

125.

Ability to integrate with Standard accounting journals for areas such as interest capitalization and overheads etc into the General Ledger

126.

Final costs transfer to general ledger only on project completion certification.

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ANNEXURES & APPENDICES Sl. No.

Requirement Description

127.

Ability to link with revenue accounting on completion of the project

128.

Index project cost codes to relevant general ledger account.

129.

General Ledger accounts to be updated directly from the project accounting system as an associated function.

130.

Assets created through works under project cost control must be identified on completion for entry to the asset register.

131.

All data must be identified to its correct financial year and month in that financial year so that any queries over the accuracy of charging resources to the project can be properly investigated. Consolidated data for each year is not adequate.

132.

View all the reports related to inventory management in respect of construction and O&M materials for financial accounting purposes from System with appropriate security.

133.

Capitalization of Projects (Capital Work in Progress). From projects to Assets Management.

134.

Possible to link Purchase Order number of contracts (with contractors) with the project number

135.

Integration with the Materials Management module to ensure material availability in site based on current stock and requirement of the project General Requirements

136.

Ability to capture documentation related to execution of various projects (running & completed) for retrospective analysis in future.

137.

Ability to provide Comprehensive project database to capture the data pertaining to all aspects of projects

138.

Ability to provide Resource tracking across projects

139.

Ability to generate technical / financial specifications for projects.

140.

Ability to capture Full data on any project must be kept throughout the life of a project and must be able to be printed out and/or reviewed on screen at any time.

141.

Ability to generate Gantt charts, histograms, tables, charts etc.

142.

Ability to send SMS alerts to concerned officials at defined milestones for actions to be taken (e.g. payments) and deviations from schedules

143.

Ability to produce query based reports. i.e., Land required in a subsidiary, consolidated project-wise EC status, Issues pertaining to projects pending with a particular state Govt. or any particular Ministry etc.

144.

Ability to generate status report of billing of CMPDI for Exploration works, Planning and design Jobs – Preparation of Project Reports & EPR, Schemes, NDT of CHP structures& HEMMs, Electrical &Diesel Benchmarking jobs, NIT Preparation of CHP & W/S Stores etc., Mine

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ANNEXURES & APPENDICES Sl. No.

Requirement Description Capacity assessment of NCL etc. Environment related Jobs : Preparation of EMP & Form –I, baseline data Generation for EMPs, Environmental statements of all NCL Projects, Environmental Monitoring for all running mines, Ground Water Quality Monitoring, Ground water Level Monitoring, Mine closure Monitoring.

145.

Preparation and approval of annual work schedule of CMPDI for budget approval which would also form reference for jobs to be taken up by / entrusted to CMPDI THROUGHOUT THE YEAR.

146.

Ability to generate status report of billing of CMPDI for Production related jobs: Departmental OBR Measurement Jobs, Measurement of Outsourcing patches, determination of Normative Powder Factor fixation, Random Sampling and testing of Explosives and accessories etc,

147.

Ability to generate status report of billing of CMPDI for Work progress report covering Annual Action Programme of CMPDIL, additional jobs, monitoring of progress against Annual Action Programme and work orders for addition job.

148.

Ability to generate status report of billing of CMPDI for Bill payment report referring work order and date, approved EDs, EDs consumed, balance EDs with previous bills raised / accepted and payments done.

149.

Ability of the system to capture the business partners such as prospective customers, customers, subcontractors/ outsourcing agency, MOU partners, etc.

150.

Ability of system to maintain customer master with specific details such as Customer Name, customer number, PAN details, Multiple shipping addresses, Multiple Paying Authority addresses, GST Registration (GST, TIN and local registration) number etc.

151.

Ability to store price master for various components along with back up documents/ quotations, if any

152.

Ability to create and store costing templates based on the type of service

153.

Provision in the system to define the services as groups based on the type / related activities. Ability to create Unique id for a service and a group id.

154.

Ability of the system to add components / sub components and define logic for calculation of pricing at each level including the overall price to be quoted

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES Functionality Matrix (FM) for Asset Management, Plant Maintenance and Operation (E&M, Excavation, Washery, E&T & System) Sl. No.

Requirement Description Preparation of monthly performance of underground machinery (SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) report

1.

Ability to generate equipment-wise data for numbers of machines (SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) on roll

2.

Ability to prepare maintenance log for each machine

3.

Ability to generate total coal production per day by SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. separately

4.

Ability to generate average productivity [production in Ton Per Day (TPD) per SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. ]

5.

Ability to provide information regarding average % availability of SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. separately

6.

Ability to provide information regarding average % utilization of SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. separately

7.

Ability to provide information regarding productivity, % availability and % utilization as per CMPDI Norms for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.

8.

Ability to provide information regarding progressive productivity, % availability and % utilization for current year for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.

9.

Ability to provide information regarding productivity, % availability and % utilization of the equipment of same month of previous year for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.

10.

Ability to provide information regarding progressive productivity, % availability and % utilization of the equipment till same month of previous year for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.

11.

Ability to provide Comparison of the productivity, % availability and % utilization of the equipment with the benchmarked data prepared by CMPDI for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.

12.

Ability to provide comparison with the productivity, % availability and % utilization of the equipment with the similar data of previous year for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.

13.

Ability to provide subsidiary wise revised norms of productivity, % availability and % utilization from CMPDI for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.

14.

Ability to provide Justification from subsidiaries on abnormal deviation of productivity, % availability and % utilization of the equipment, if any,

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ANNEXURES & APPENDICES Sl. No.

Requirement Description for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. Preparation of monthly Underground mechanized production (equipment wise) report

15.

Ability to generate data for numbers of machines (SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) on roll

16.

Ability to generate data for numbers of machines (SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) working

17.

Ability to generate total coal production for the month per each type of machines separately

18.

Ability to generate progressive coal production per each type of machines separately

19.

Ability to generate monthly average productivity [production in Ton Per Day (TPD) of each type of underground machines ]

20.

Ability to generate monthly progressive productivity of each type of underground machines

21.

Ability to generate monthly total underground production

22.

Ability to generate total progressive underground production

23.

Ability to generate total progressive underground production till the end of the month of previous year Preparation of Monthly Specific Diesel Consumption of selected Open Cast Mines

24.

Ability to provide mine-wise data for actual production of Coal during the month (in CuM) [ for specified OC mines ]

25.

Ability to provide mine-wise data for actual production of OB during the month (in CuM) [ for specified OC mines ]

26.

Ability to provide mine-wise data for actual quantity of OB produced by Dragline (in CuM) during the month [ for specified OC mines ]

27.

Ability to provide mine-wise data for actual quantity of OB re-handled (in CuM) during the month[ for specified OC mines ]

28.

Ability to provide mine-wise data for actual consumption of Diesel consumed in a month [ for specified OC mines ]

29.

Ability to provide mine-wise data for unit cost of production against diesel consumption of Diesel in a month [ for specified OC mines ]

30.

Ability to provide mine-wise data for unit cost of production against diesel consumption for the progressive year [ for specified OC mines ]

31.

Ability to give information regarding mine-wise Specific Diesel Consumption, SDC (diesel consumption in Lt. per CuM of Coal and OB production including re-handling of OB and excluding OB handled by Dragline) as benchmarked by CMPDI [ for specified OC mines ]

32.

Ability to give information regarding mine-wise actual Specific Diesel

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description Consumption (SDC) in a month [ for specified OC mines ]

33.

Ability to give information regarding actual mine-wise Specific Diesel Consumption (SDC) in the same month of previous year [ for specified OC mines ]

34.

Ability to give information regarding % deviation of actual progressive Specific Diesel Consumption (SDC) in the month compared to CMPDI Benchmark for each mine [ for specified OC mines ]

35.

Ability to give information regarding % deviation from CMPDI Benchmarking in absolute Rs. per CuM for each mine [ for specified OC mines ] Preparation of monthly Status of Underground Mechanization

36.

Ability to provide the numbers of Mechanized, Semi-mechanized and Manual underground mines

37.

Ability to provide the population of coal producing equipment / technologies like SDL, LHD, Continuous Miner, PSLW, Short Wall, High Wall, Man Riding, UDM and other Mass Production Technology Monthly status of Feeder wise Demand, Interruptions and Availability of power supply of the subsidiaries

38.

Ability to provide the information regarding feeder-wise name of power distributing agencies

39.

Ability to provide the information regarding feeder-wise Contract Demand of power

40.

Ability to provide information regarding feeder-wise power interruptions, corresponding duration of interruptions and reasons there-off on Daily basis

41.

Ability to provide information regarding feeder-wise availability of power on Daily basis Overview of Energy Conservation of CIL for which the subject matter is dealt in a co-ordination meeting held at CIL HQ annually

42.

Ability to provide month wise actual consumption of diesel

43.

Ability to provide month wise actual cost of diesel consumed

44.

Ability to provide month wise actual consumption of electricity

45.

Ability to provide month wise actual cost of electricity consumed

46.

Ability to provide month-wise data for actual production of Coal during (in CuM) in underground mines

47.

Ability to provide month-wise data for actual production of Coal during (in CuM) in opencast mines

48.

Ability to provide month-wise data for actual production of OB during (in CuM)

49.

Ability to provide month-wise data for actual quantity of OB re-handled

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description by Dragline (in CuM)

50.

Ability to provide month-wise data for actual quantity of OB re-handled (in CuM) by other equipment

51.

Ability to provide progressive data for Specific Power Consumption (KWH per CuM)

52.

Ability to provide progressive data for Specific Diesel Consumption (Lt. per CuM)

53.

Ability to provide data for actual quantity of coal production in underground mine & opencast mines, OB production, power consumption, diesel consumption, cost of power & diesel consumed in the same month of previous year

54.

Ability to provide information regarding the steps / measures taken to minimize specific energy consumption

55.

Ability to provide information regarding achievement on the steps / measures taken to minimize specific energy consumption

56.

Ability to provide the data for specific energy consumption target as agreed in the yearly meeting of energy conservation

57.

Ability to provide information on the reason for not achieving the specific energy target, if applicable Preparation and monitoring of status of crushing of coal of subsidiaries of CIL for the supply of -100 mm size coal to power sectors through Crusher/Feeder Breaker and Surface Miner

58.

Ability to provide month-wise data for dispatch of crushed coal (-100mm size) supplied to the power sectors through Crusher/Feeder Breaker and Surface Miner

59.

Ability to provide progressive data for dispatch of crushed coal (-100mm size) supplied to the power sectors through Crusher/Feeder Breaker and Surface Miner

60.

Ability to provide month-wise data for total dispatch of crushed coal (100mm size) supplied to the power sectors through Crusher/Feeder Breaker and Surface Miner

61.

Ability to provide progressive data for progressive dispatch of crushed coal (-100mm size) supplied to the power sectors through Crusher/Feeder Breaker and Surface Miner

62.

Ability to provide month-wise data for total dispatch of coal

63.

Ability to provide progressive data for progressive dispatch of coal Preparation and review of status of Coal Handling Plant (CHP) on monthly basis

64.

Ability to provide the information regarding the Name Type & Capacity of CHP, Name of mines connected to that CHP and crushing capacity of the CHP

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

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ANNEXURES & APPENDICES Sl. No.

Requirement Description

65.

Ability to provide month-wise quantity of coal handled by each CHP

66.

Ability to provide month-wise quantity of coal crushed by each CHP

67.

Ability to provide the information regarding the modification required / planned for each CHP

68.

Ability to provide the information regarding the progressed of modification for each CHP

69.

Ability to provide the information regarding the construction of new CHP and progress of construction there-off Equipment availability / utilization status

70.

Ability to generate mine wise data for numbers of machines on roll

71.

Ability to generate mine wise data for number of machines available for use including total status.

72.

Ability to generate mine wise data for numbers of machines working including total status.

73.

Ability to generate total coal production (coal handled) for the month per each type of machines separately including total status.

74.

Ability to generate mine wise progressive coal production (coal handled) per each type of machines separately including total status.

75.

Ability to generate monthly percentage availability status of each type of machine including total status.

76.

Ability to generate progressive percentage availability status of each type of machine including total status.

77.

Ability to generate monthly percentage utilization status of each type of machines including total status.

78.

Ability to generate progressive percentage utilization status of each type of machine including total status. Monitoring power consumption/ reliability

79.

Ability to generate point of supply wise and total monthly unit consumption including total status

80.

Ability to generate point of supply wise and total progressive unit consumption including total status

81.

Ability to generate point of supply wise and total monthly power bill including total status

82.

Ability to generate point of supply wise and total progressive power bill including total status

83.

Ability to generate point of supply wise and total maximum demand on monthly basis

84.

Ability to generate point of supply wise average monthly power factor

85.

Ability to generate point of supply wise contract demand on monthly

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description basis

86.

Ability to generate point of supply wise and total demand charges on monthly basis

87.

Ability to provide mine wise month-wise data of power consumption in KWH including total status.

88.

Ability to provide mine wise month-wise data for actual production of Coal during (in CuM) in underground mines.

89.

Ability to provide mine wise month-wise data for actual production of Coal during (in CuM) in opencast mines.

90.

Ability to provide mine wise month-wise data for actual production of OB during (in CuM).

91.

Ability to generate point of supply wise and mine wise monthly specific power consumption in KWH/Te (coal).

92.

Ability to generate point of supply wise and mine wise progressive specific power consumption in KWH/Te.(coal).

93.

Ability to generate point of supply wise and mine wise monthly composite specific power consumption in KWH/Cum. (coal + OB).

94.

Ability to generate point of supply wise and mine wise progressive composite specific power consumption in KWH/Cum. (coal + OB).

95.

Ability to generate point of supply wise and mine wise monthly cost per unit in (Rs./KWH).

96.

Ability to generate point of supply wise and mine wise progressive cost per unit in (Rs./KWH).

97.

Ability to generate point of supply wise monthly power factor incentive (Rs.).

98.

Ability to generate point of supply wise progressive power factor incentive (Rs.).

99.

Ability to generate point of supply wise monthly power factor penalty (Rs.).

100.

Ability to generate point of supply wise progressive power factor penalty (Rs.).

101.

Ability to generate point of supply wise monthly penalty for maximum demand exceeding contract demand (Rs.).

102.

Ability to generate point of supply wise progressive penalty for maximum demand exceeding contract demand (Rs).

103.

Ability to generate point of supply wise monthly rebate for prompt payment of bill (Rs.).

104.

Ability to generate point of supply wise progressive rebate for prompt payment of bill (Rs.)

105.

Ability to generate point of supply wise monthly penalty other than PF

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description and demand (Rs.)

106.

Ability to generate point of supply wise progressive penalty other than PF and demand (Rs.)

107.

Ability to generate power system failure duration on daily basis

108.

Ability to generate power system failure duration on monthly basis

109.

Ability to generate power system failure duration on progressive basis. Monitoring electric energy conservation

110.

Ability to provide month wise actual consumption of electricity

111.

Ability to provide month wise actual cost of electricity consumed

112.

Ability to provide month-wise, mine wise data for actual production of Coal (in CuM) in underground mines including total status

113.

Ability to provide month-wise, mine wise data for actual production of Coal (in CuM) in opencast mines including total status

114.

Ability to provide mine wise, month-wise data for actual production of OB (in CuM) including total status

115.

Ability to provide mine wise, month wise progressive data for Specific Power Consumption (KWH per CuM) including total

116.

Ability to provide data for actual quantity of coal production in underground mine & opencast mines, OB production, power consumption, cost of power in the same month of previous year including total status

117.

Ability to provide mine wise information regarding the steps / measures taken to minimize specific energy consumption including total status

118.

Ability to provide information regarding mine wise achievement on the steps / measures taken to minimize specific energy consumption including total status

119.

Ability to provide the data for specific energy consumption target as agreed in the yearly meeting of energy conservation

120.

Ability to provide information on the reason for not achieving the specific energy target, if applicable Compliance monitoring of dispatch of (-) 100 mm size coal to power sectors through Crusher/Feeder Breaker (CHP) and Surface Miner

121.

Ability to provide monthly CHP-wise data for dispatch of crushed coal (100mm size) including total

122.

Ability to provide progressive CHP-wise data for dispatch of crushed coal (-100mm size) including total status

123.

Ability to provide month-wise data for total dispatch of crushed coal (100mm size) through CHP. including total status

124.

Ability to provide progressive data for total dispatch of crushed coal (-

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description 100mm size) through CHP. including total status

125.

Ability to provide month-wise CHP-wise capacity for crushing of coal to 100 mm size. including total status

126.

Ability to provide month wise percentage utilization of CHP capacity including total status

127.

Ability to provide progressive percentage utilization of CHP capacity including total status

128.

Ability to provide comparative data on CHP wise monthly coal crushed for the current year and previous year including total status.

129.

Ability to provide comparative data on CHP wise progressive coal crushed for the current year and previous year including total status.

130.

Ability to provide comparative data on percentage utilization of CHP for the current year and previous year including total status

131.

Ability to provide the information regarding the Name Type & Capacity of CHP, Name of mines connected to that CHP and crushing capacity of the CHP

132.

Ability to provide the information regarding the modification required / planned for each CHP

133.

Ability to provide the information regarding the progress of modification for each CHP

134.

Ability to provide the down time of each CHP on progressive basis.

135.

Ability to provide the available hours of each CHP on progressive basis.

136.

Ability to provide the working hours of each CHP on progressive basis

137.

Ability to provide the percentage availability of each CHP on progressive basis. Monitoring of Weigh Bridges

138.

Ability to provide breakdown alert of individual Weigh Bridges on live basis.

139.

Ability to provide Weigh Bridge wise down time on daily and progressive basis.

140.

Ability to provide Weigh Bridge wise duration of breakdown.

141.

Ability to provide Weigh Bridge wise data on the nature of breakdown.

142.

Ability to provide Weigh Bridge wise percentage availability.

143.

Ability to provide commencing and end date of maintenance contract of each Weigh Bridge.

144.

Ability to provide Weigh Bridge wise data on failure due to lightning and other natural calamities.

145.

Ability to provide Weigh Bridge wise data on failure due to lightning and other natural calamities.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

146.

Ability to provide Weigh Bridge wise data on spare parts replaced covered under AMC

147.

Ability to provide Weigh Bridge wise data on spare parts replaced not covered under AMC and its financial value

148.

Ability to provide the Weigh Bridge wise performance of the AMC holders.

149.

Ability to provide location of individual Weigh Bridge.

150.

Ability to provide the make and type of individual Weigh Bridges.

151.

Ability to provide usage pattern of individual Weigh Bridges, that is, internal weighment or road sale weighment

152.

Ability to provide Weigh Bridge wise initial date of commissioning and data on any reinstallation and re commissioning Monitoring and review of turnkey jobs on continuous basis

153.

Ability to provide the list of turnkey contracts awarded

154.

Ability to provide the work order reference, contract value, commencement date as per contract and completion period as per contract of each turnkey job.

155.

Ability to provide the scheduled date of commencement of execution of contract of each turnkey job.

156.

Ability to provide site handover data of each turnkey job.

157.

Ability to provide the actual date of commencement of job.

158.

Ability to provide the percentage progress of each turnkey job at any given point of time.

159.

Ability to provide the hindrances in respect of each turnkey job on continuous basis.

160.

Ability to provide the comparative progress of execution of the job with respect to the contract schedule.

161.

Ability to provide the list of time extensions granted with period of extensions and reason for granting extensions.

162.

Ability to provide the completion date of turnkey contracts.

163.

Ability to provide the status of bank guarantee against each turnkey job indicating validity period, renewal date, renewal particulars and discharge particulars. Centralized Procurement of P & M items

164.

Ability to provide the list of indents for P&M items initiated by each mine/unit during a financial year including the date of initiation, item indented, quantity, expected date of requirement of the indented item, nature of requirement, that is, against PR, additional against scheme, replacement against surveyed off equipment, indent value etc.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

165.

Ability to provide a unique identification number for each indent processed.

166.

Ability to provide equipment wise list of indents for capital items under process during any point of mine indicating mine wise, area wise break up.

167.

Ability to provide the approval and financial concurrence status of each indent processed indicating item, quantity, value, date of approval, date of financial concurrence along with mine wise and area wise break up.

168.

Ability to provide the date of forwarding each indent to purchase department for procurement action along with approved Technical parameter sheet, delivery schedule, guarantee terms, inspection requirement and definition of higher specification

169.

Ability to provide the date of completion of technical scrutiny of each procurement case

170.

Ability to provide the procurement status of each indent at any given point of time.

171.

Ability to provide the budget allocation details of each indent at any given point of time.

172.

Ability to provide the order placement status against individual indent at any given point of time.

173.

Ability to provide the mine wise break up of item and quantity against each order placed indicating the unique indent identification reference

174.

Ability to provide the supply status against individual indent.

175.

Ability to provide the issue status against individual indent.

176.

Ability to provide the commissioning of the equipment against each indent. Centralized Procurement of Revenue items

177.

Ability to provide the list material budgets for centralized items initiated by each Area during a financial year indicating item, quantity and value

178.

Ability to provide item wise list of material budgets under process indicating Area wise and total quantity, Area wise and total value.

179.

Ability to provide the approval and financial concurrence date of each material budget.

180.

Ability to provide the item wise quantity and value approval against each material budget with area wise break up and total Subsidiary.

181.

Ability to provide the date of forwarding each Material Budget to purchase department for procurement action along with approved Technical parameter sheet, delivery schedule, guarantee terms, inspection requirement and definition of higher specification.

182.

Ability to provide the procurement status of each material budget at any

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description given point of time.

183.

Ability to provide the date of completion of technical scrutiny of each procurement case

184.

Ability to provide the budget allocation details of each Material Budget

185.

Ability to provide the order placement status against individual material budget at any given point of time.

186.

Ability to provide the area wise, item wise order quantity against individual material budget including total

187.

Ability to provide the supply status against individual material budget indicating the supply order wise item wise quantity.

188.

Ability to provide the issue status against individual material budget indicating the area wise quantity Release of Performance Bank Guarantee based on warranty performance

189.

Ability to provide the date of supply of each item at the consignee store for which PBG is applicable.

190.

Ability to provide the validity period of bank guarantee against each supply of item at the consignee store for which PBG is applicable indicating the purchase order reference

191.

Ability to provide the mine wise issue particulars of each items from the consignee stores indicating the date and quantity.

192.

Ability to provide the date of commissioning of each item.

193.

Ability to provide the failures/down time of each item during the warranty period.

194.

Ability to provide the remedial action taken by the equipment/store supplier to rectify warranty failures.

195.

Ability to provide the losses if any incurred due to failure of equipment/stores.

196.

Ability to provide the overall performance of the item during the warranty period.

197.

Ability to provide the status of clearance accorded to Purchase Department. for release of bank guarantee.

198.

Ability to provide the list of outstanding cases of PBG pending at any point of time for performance report along with outstanding claims

199.

Ability to provide the list of outstanding cases of PBG for which clearances is not given citing reason for non-clearance and period of extension recommended.

200.

Ability to provide the validity and extension status of PBG submitted against each order.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description DGMS Violations and compliances

201.

Ability to provide the mine wise list of safety violation pointed out by DGMS indicating the date of reporting the violation, details of safety violation and the compliance period stipulated.

202.

Ability to provide the action taken for removal of each of the safety violation.

203.

Ability to provide the compliance status of safety violation indicating the date of reporting of the violation, date of removal of violation and the action taken for compliance.

204.

Ability to list the safety violations of repeated nature

205.

Ability to provide the mine wise list of outstanding safety violations at any given point of time indicating the reason for non- compliance. DISTRIBUTION OF CENTRALIZED STORE ITEMS TO AREAS AGAINST MATERIAL BUDGETS

206.

Ability to provide the Area wise, item wise approved quantity of centralized items covered in material budget.

207.

Ability to provide the Area wise, item wise order quantity of centralized items covered in material budget.

208.

Ability to provide the Area wise, item wise supply quantity of centralized items covered in material budget.

209.

Ability to generate requisition by areas for release of centralized items covered in material budget.

210.

Ability to provide the Area wise, item wise list of requisition received from release of centralized items covered in material budget

211.

Ability to generate orders for release of centralized items covered in material budget.

212.

Ability to provide the Area wise, item wise progressive release quantity of centralized items covered in material budget during an year including total status

213.

Ability to provide the Area wise, item wise progressive issue quantity of centralized items covered in material budget in an year including total status

214.

Ability to provide the mine wise, unit wise breakup of material issued during a year.

215.

Ability to provide the progressive status of Area wise, item wise quantity released at any given point of time during an year and its comparative status with the approved MB provision.

216.

Any user defined report. Coordination with areas, equipment suppliers, AMC holders, power supply agencies, DGMS, CMPDIL

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

217.

Ability to provide the data pertaining to the delay in supply of equipment and stores recorded by the mines along with the action taken.

218.

Ability to provide the data pertaining to service support demanded by the user along with the action taken and compliances

219.

Ability to provide the data pertaining to warranty replacement of spares/ sub-assemblies reported by the mines along with the action taken and compliances

220.

Ability to provide the list of obsolete equipment identified by the Mines.

221.

Ability to provide the mine wise list of surveyed off and grounded equipment including total status.

222.

Ability to provide the list of follow up actions required to be taken up with the power supply agencies for power supply augmentation, diversion of power supply lines, wrong billing, for improving the reliability etc. being recorded by the mines from time to time and the action taken for each and compliances

223.

Ability to provide the list of help sought by mines/ units for supply of stores/ equipment, repair of equipment, additional budget allocation, assistance required from HQs for resolving issues along with action taken and compliance status

224.

Ability to provide the list of follow up action required to be taken up with DGMS for fresh approval/ renewal of approval based on the data input of Mines along with action taken and compliances

225.

Ability to provide the list of follow up actions required with CMPDI for technical consultancy related activities, pre-dispatch inspection, NDT test etc. along with action taken and compliances thereof

226.

Any user defined report. CENTRALIZED AWARD OF ANNUAL MAINTENANCE CONTRACT

227.

Ability to provide the list the Annual maintenance contract awarded, indicating the item covered, period of contract and value of contract.

228.

Ability to provide the commencement date of each maintenance contract.

229.

Ability to provide the performance of execution of contract on continuous basis by each user indicating outstanding failures, penalties recommended, outstanding claims etc.

230.

Ability to provide the corrective actions taken for below par performance.

231.

Ability to provide the list of spares used by the AMC holder on progressive basis during the tenure of the contract indicating quantity of each item

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

232.

Ability to provide the list of chargeable spares used by the AMC holder on progressive basis during the tenure of the contract indicating value

233.

Ability to provide the extensions granted for any AMC.

234.

Ability to provide the overall performance against each AMC by each user area

235.

Ability to provide the concluding date for AMC for initiating advance action for tendering for fresh contract.

236.

Ability to provide the validity period of PBG against each AMC

237.

Ability to provide the data on extension of PBG, discharge of PBG, withholding of PBG and realization of PBG amount

238.

Any user defined report. SURVEY OFF OF EQUIPMENT

239.

Ability to provide the list of survey off proposals initiated by the mines/units indicating equipment details and quantity

240.

Ability to provide a unique identification number for each survey off report initiated

241.

Ability to provide the status of approval of survey off proposals including the item details, quantity, approval date and sanction order reference.

242.

Ability to provide the list of premature survey off proposals processed along with reason for premature survey off and status of approval

243.

Ability to provide the mine wise and equipment wise list of equipment surveyed off including total status

244.

Ability to provide the final survey off report preparation status for grounding of equipment.

245.

Ability to provide the status of grounding of surveyed off equipment and the date of grounding and date of deposit of the grounded equipment at stores.

246.

Ability to provide the status of pending cases of grounding of surveyed off equipment

247.

Ability to provide the status of processing of indent for replacement equipment.

248.

Ability to provide the status of procurement of replacement equipment.

249.

Ability to provide the status of receipt of replacement equipment.

250.

Ability to provide the status of disposal of surveyed off equipment.

251.

Any user defined report. SURVEY OFF AND DEREGISTRATION OF VEHICLES

252.

Ability to provide the list of survey off proposals of vehicles initiated by the mines/units indicating the type of vehicle and RTO registration number including total

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

253.

Ability to provide a unique identification number for each survey off report of vehicle initiated

254.

Ability to provide the status of approval of survey off proposals of vehicles including the type of vehicle, RTO registration number, approval date and sanction order reference.

255.

Ability to provide the list of premature survey off proposals of vehicles processed along with reason for premature survey off and status of approval

256.

Ability to provide the mine wise and equipment wise list of vehicles surveyed off with type of vehicle, RTO registration reference including total

257.

Ability to provide the final survey off report preparation status for grounding of equipment.

258.

Ability to provide the status of grounding of surveyed off vehicles.

259.

Ability to provide the status of processing of indent for replacement vehicle

260.

Ability to provide the status of replacement vehicle provided against the surveyed off vehicles indicating hiring mode/ Departmental mode.

261.

Ability to provide the list of replacement vehicle procured indicating the registration particulars of surveyed off vehicles.

262.

Ability to provide the area wise status of de-registration of all surveyed off vehicles including total.

263.

Ability to provide the area wise status of pending de-registration cases of surveyed off vehicles including total.

264.

Ability to provide the status of deposit of surveyed off and de-registered vehicles at stores.

265.

Ability to provide the area wise status of disposal of surveyed off vehicles including the total.

266.

Any user defined report. HIRING OF VEHICLES

267.

Ability to provide the list of hiring proposals of vehicles initiated by the mines/units.

268.

Ability to provide the area wise nature of deployment of hired vehicles, i.e. those against PR provision, replacement, additional beyond PR provision including total

269.

Ability to provide the type of vehicle hired and the duration of hiring, area wise and total.

270.

Ability to provide the approval status of hiring proposals including the approving authority, area wise and total

271.

Ability to provide the contract finalization details of hired vehicles

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description including work order reference, work order value, hiring duration, type of vehicle both mine wise/ area wise and total.

272.

Ability to provide the list of hired vehicles deployed at any given point of time indicating the type of vehicle both area wise and total.

273.

Ability to provide the utilization details of the hired vehicles mine wise and area wise including total.

274.

Ability to provide the list of extension of period of hiring granted including its duration, number of extension granted and reason for extension both area wise and total.

275.

Ability to provide area wise and total list of hired vehicles deployed to outside agencies such as state government, DGMS etc including contract reference, type of vehicle, contract duration, contract value

276.

Ability to provide the period of hiring against each contract.

277.

Ability to provide the area wise status of tender (at any point of time)for each hiring case initiated

278.

Ability to provide the data on initiation of proposals for fresh contract.

279.

Any user defined report. MONITORING OF MSME PROCUREMENT

280.

Ability to provide data on category wise SSI/MSE/MSME/Ancillary order details indicating inside/outside Odisha breakup, both area wise and total.

281.

Ability to provide data on quarterly basis and annual basis on purchase and repair done through Ancillary/MSME firms, both area wise and total

282.

Ability to provide data on item wise and Area wise purchase and repair done through Ancillary/ MSME firms indicating the quarterly breakup on within Odisha and outside Odisha.

283.

Ability to provide data on quarterly and annual data on item wise purchase and repair done through Ancillary/MSME firm both area wise and total

284.

Ability to provide data on firm wise purchase and repair done through Ancillary/MSME firms.

285.

Ability to provide data on purchase/repair done through Ancillary firms.

286.

Ability to provide data on quarterly and annual data on item wise purchase and repair done through Ancillary/MSME firms inside Odisha.

287.

Ability to provide data on item wise purchase and repair done through Ancillary/MSME firms.

288.

Ability to provide the annual target set for purchase and repair through MSME firms

289.

Ability to provide data on purchase and repair done through Ancillary firms against the capacity.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

290.

Ability to provide annual data on purchase and repair done through Ancillary/MSME firms against the annual target set. Power generation status of 2 MWP solar power plant

291.

Ability to provide monthly data on total energy generation from solar plant in KWH.

292.

Ability to provide monthly data on self- consumption from the solar plant in KWH.

293.

Ability to provide monthly data on energy exported to the WESCO grid in KWH

294.

Ability to provide monthly data on percentage of energy export to WESCO grid.

295.

Ability to provide monthly data on capacity utilization factor. Preventive (Time Based) Maintenance

296.

Ability to provide equipment wise preventive maintenance requirement. Preventive Maintenance Job Planning

297.

Ability to provide equipment wise preventive maintenance schedule. Resource Arrangement

298.

Ability to provide equipment wise spare parts/consumable requirement for preventive maintenance. Job Execution

299.

Ability to provide equipment wise preventive maintenance execution data. Information Recording and Report generation

300.

Ability to provide equipment wise progressive data on preventive maintenance in the form of log book. Breakdown Maintenance

301.

Ability to provide equipment wise breakdown details and down time. Breakdown Assessment

302.

Ability to provide alert on breakdown of equipment.

303.

Ability to provide report on breakdown of equipment. Resource Planning and Arrangement

304.

Ability to provide the spare parts and consumable requirements for breakdown repairs.

305.

Ability to provide the list of spares to be arranged through outsourcing. Breakdown Liquidation

306.

Ability to provide the list of equipment wise breakdown jobs and the

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description down time.

307.

Ability to provide the progressive list of equipment wise breakdown and down time.

308.

Ability to provide equipment re-commissioning reports against breakdowns. Breakdown Job Detail Recording and Report Generation

309.

Ability to provide data on equipment breakdown, down time and progressive data on breakdown and down time. Condition Based Maintenance

310.

Ability to provide data on condition based maintenance requirement. Equipment inspection

311.

Ability to provide equipment wise inspection schedule.

312.

Ability to provide equipment wise inspection reports. Condition Based Job Planning

313.

Ability to provide equipment wise job requirement. Resource Arrangement and Shutdown Planning

314.

Ability to provide equipment wise spare parts/consumable requirement for condition based maintenance. Condition Based Job Execution

315.

Ability to provide equipment wise condition maintenance execution data. Post Execution Activities

316.

Ability to provide equipment wise progressive data on condition based maintenance in the form of log book. Capital Repair Maintenance

317.

Ability to provide major repair/over hauling program of equipment.

318.

Ability to provide major repair/overhauling executed on individual equipment.

319.

Ability to provide re commissioning on individual equipment Spares Management

320.

Ability to provide equipment wise requirement of spares and stores for indenting and procurement process.

321.

Ability to provide mine/unit wise, item wise requirement of spares and stores for indenting and procurement process. Requirement Planning

322.

Ability to provide equipment wise/ mine wise / area wise and item wise annual requirement of stores and spares based on maintenance

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description plan/past consumption, stock and due on order.

323.

Ability to provide item wise stocks and net quantity of spares required to be procured. Procurement

324.

Ability to provide area wise / item wise indent status of stores and spare items indented.

325.

Ability to provide area wise / item wise procurement and order status of stores and spare items indented.

326.

Ability to provide item wise receipt of stores and spare part items indented.

327.

Ability to provide mine wise item wise spares and stores issued from stores. Maintenance through Job Contract

328.

Ability to provide project wise and area wise list of maintenance job to be done through contract process.

329.

Ability to provide project wise and area wise list of proposals/estimate processed and scrutinized for job contracts.

330.

Ability to provide project wise and area wise status on tenders for contractual jobs

331.

Ability to provide project wise and area wise status on work order placement.

332.

Ability to provide area-wise and project- wise status on contract execution.

333.

Ability to provide the completion details of job contract.

334.

Ability to provide the annual progressive list of jobs executed through job contract indicating work order reference, job executed and work order value on financial year basis. Equipment History Management

335.

Ability to provide equipment history sheet right from date of purchase, installation and commissioning till grounding.

336.

Ability to provide equipment wise progressive list of breakdown, down time, major repairs/modifications and re-commissioning Maintenance Budgeting

337.

Ability to provide the mine wise and are wise annual requirement of fund for stores and spares, power and fuel, repair and maintenance and miscellaneous expenses for the purpose of preparation of maintenance budget.

338.

Ability to provide the utilization status of maintenance budget on progressive basis.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

339.

Ability to provide the slippages in execution of jobs covered in approved maintenance budget. Work Safety Planning and Execution

340.

Ability to data on provide periodic inspection report for hazard identification and risk management.

341.

Ability to provide data on investigation reports on injury and corrective action taken.

342.

Ability to provide reports on conducting safety audits.

343.

Ability to provide reports on safety aspects of contractor’s job.

344.

Ability to provide data induction training to contractor supervisor.

345.

Ability to provide data on employee’s health checkup program. Job Contract/Repair for Maintenance

346.

Ability to generate registration number for approved proposal

347.

Ability to prepare tender documents for tendering purpose

348.

Ability to capture offered tender and preparation of comparative statement

349.

Ability to raise work order

350.

Provision for vendor registration and vendor management

351.

Provision for raising amendment (extension of contract, deviation in work order quantity, repeat work order, fore closure, RP action) in case of necessity

352.

Provision to give go ahead permission to contractor for gate pass

353.

Ability to display the registered vendor on screen - category wise

354.

Provision to lodge complaint against the incompetent contractors / nonperforming contractors

355.

Ability to generate the following reports/documents  List of approved contract proposals in a financial year  Contract proposal  Scope of work  Schedule of work  Detail estimate sheet  Non-availability / Criticality certificate  Notice Inviting Tender  Technical evaluation of Bids  Work Order  Status of pending cases

356.

Ability to generate monthly performance data % Availability and % Utilization of all major equipment all the areas as well as company level.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

357.

Ability to get other existing reports as well as different user defined i.e. Quarterly / Annual reports a. Dig Transport capacity mismatch status report. b. Exception Report for performance % Availability and % Utilization, etc.

358.

Ability to generate monthly report in respect of population of all major equipment of all the areas as well as company level.

359.

Ability to generate monthly report in respect of equipment B/d for more than 01 month / 03 months all the areas as well as company level.

360.

Ability to generate monthly / quarterly / annual report in respect of HEMM capacity utilization at the areas as well as company level. Preventive (Time-Based) Maintenance

361.

Ability to incorporate OEM recommended / user defined preventive maintenance jobs

362.

Ability to assign / suggest / change frequency for preventive maintenance jobs as per user requirement, equipment history and operation duty cycle

363.

Ability to generate time based job schedule – daily, weekly, fortnightly, monthly, quarterly, half yearly, yearly / user defined

364.

Ability to incorporate pending jobs in the schedule

365.

Ability to do job prioritization / user defined.

366.

Ability to provide information regarding resource requirement (man power, tools, tackles, stores & spares) for preventive maintenance of a particular equipment

367.

Ability to plan shut down for preventive maintenance of an equipment

368.

Ability to provide job wise Standard maintenance procedure for equipment along with job list

369.

Ability to capture / display details of job compliance feedback / Ability to generate work orders

370.

Ability to display list of equipment earmarked for time-based jobs on any given day should be present

371.

Ability to capture spares consumed in preventive maintenance job execution and linking it with material module / user defined report

372.

Ability to link accident / damage occurred during job execution

373.

Ability to generate following reports 1. Preventive maintenance job schedule 2. Work and safety instructions 3. Standard maintenance practices 4. Agency wise list of jobs allocated

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description 5. Job compliance report 6. Pending jobs list 7. Job requisitions for any specified agency Breakdown Maintenance

374.

Provision for breakdown reporting from equipment user

375.

Ability to classify breakdowns as critical / non critical based on predefined classification by user and initiate broadcast of this information to specified people (via SMS, internet)

376.

Ability to plan for tentative spares, manpower, tools, tackles, external support requirement for jobs to be carried out / user defined

377.

Ability to provide statutory norms, safety instructions, work instructions and protocol formats for any given job

378.

Ability to generate and tag jobs for preventive / condition based / capital repair / campaign repair / job contract processes

379.

Ability to do root cause / remedial analysis of breakdowns

380.

Ability to provide equipment breakdown history up to part level i.e. breakdown occurrence and liquidation date and time, repair time, plant down time, cost of breakdown repair + plant down time, resources consumed in breakdown liquidation (man-hours, spares)

381.

Ability to provide equipment breakdown job progress / compliance and pending jobs for next working shift / group

382.

Ability to accept / display equipment breakdown assessment details i.e. extent of damage, probable cause of breakdown, list of jobs to be executed for breakdown liquidation

383.

Ability to generate work orders / job requisitions for centralized maintenance support agencies

384.

Ability to provide equipment replacement / retirement forecasts

385.

Ability to provide references of procurement sources of sister plants

386.

Ability to generate the following reports – 1. Breakdown compliance report 2. Breakdown analysis report 3. Mean Time to Repair 4. Mean Time Between Failure 5. Critical Equipment breakdown analysis 6. Root cause analysis report 7. Equipment wise delay and down time report. 8. Delay wise, down time wise, occurrence wise list of equipment 9. Cause code wise, Part code wise delay & down time report 10. Comparison report on down time, occurrence, MTBF, MTTR for two given dates

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description 11. Downtime Cost report 12. Repair Cost report Condition Based Maintenance

387.

Ability to provide date wise inspection schedule of equipment

388.

Ability to capture inspection feedback data

389.

Ability to prioritize the job depending on the condition

390.

Ability to generate job list based on condition of equipment

391.

Ability to do automatic job scheduling based on condition of equipment and test results

392.

Ability to have provision for placing shutdown requisition to operation and get confirmation

393.

Ability to give information regarding resource requirement

394.

Ability to give information regarding help require from centralized agencies

395.

Ability to give job list work group wise along with work instructions

396.

Ability to capture job compliance feedback

397.

Ability to have provision for getting protocol for shutdown of an equipment

398.

Ability to have provision for taking shut down for maintenance and giving clearance of shutdown

399.

Ability to have provision for recording housekeeping jobs after shutdown clearance

400.

Ability to get history of conditions of equipment’s.

401.

Ability to have provision for giving oil analysis feedback.

402.

Ability to calculate maintenance cost of equipment (man-hours / mandays, spare parts, consumables, tools, testing and other infrastructure utilities). Equipment Calibration

403.

Ability to identify equipment to be calibrated and assign their frequency based on guidelines

404.

Ability to prepare schedule of calibration for equipment

405.

Ability to generate alert for all concerned agency responsible for calibration before due date of calibration

406.

Ability to provide information on resources required and their availability for calibration

407.

Ability to plan shut down of equipment for calibration

408.

Ability to reschedule calibration automatically based on shut down availability

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

409.

Ability to accept calibration result and produce calibration certificate in required format

410.

Ability to update database after entering compliance feedback

411.

Ability to provide history of calibration of all equipment

412.

Ability to plan calibration of equipment required to be calibrated by outside authorized party

413.

Ability to generate alert for overdue cases

414.

Ability to display calibration frequency & next due date

415.

Ability to display the calibration procedure to be adopted for each of the listed equipment

416.

Ability to generate following reports 1. Calibration calendar for the year. 2. Calibration work sheet. 3. Calibration certificates. 4. List of equipment for which calibration due date is over with reason thereof. 5. Fulfillment of actual calibration against plan. 6. List of equipment for which on-site calibration is required 7. List of equipment which can be calibrated at laboratory end Capital Repair Maintenance

417.

Provide facilities for entering the annual schedule of capital repairs of equipment by individual department

418.

Ability to prepare capital repair schedule

419.

Ability to project equipment wise job list & resources required for the capital repair

420.

Ability to generate the list of stores and spares required for capital repair

421.

Ability to indicate availability of stores and spares required for capital repair

422.

Ability to prepare bar chart for capital showing the details of activities, time schedule and duration

423.

Ability to display the agencies involved in the last capital repair – activity wise / job wise

424.

Ability to reschedule capital repair program as per given instructions

425.

Ability to calculate cost involved in capital repair

426.

Ability to provide history of capital repairs – jobs undertaken, start and end times, spares and stores consumption, bottlenecks faced, manpower involved job wise, contract job history – equipment wise, parties involved, work order numbers, execution details, payment details

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

427.

Ability to generate following reports 1. Capital Repair Plan 2. Capital Repair schedules 3. Procurement Plan 4. Shop wise job list 5. PERT / CPM, Bar Chart 6. List of resources used 7. Job Orders 8. Compliance Report 9. Centralized maintenance job list 10. Centralized services job list 11. Non-compliance reports 12. History of jobs done

428.

Ability to plan and initiate procurement of stores and spares as per given requirement and previous item wise lead time history

429.

Ability to initiate job contract proposals as per given list and schedule

430.

Ability to assist in optimization of capital repair execution time and cost

431.

Provision for addition / modification / prioritization of capital repair jobs list by authorized user

432.

Ability to generate activity sequences for capital repair jobs

433.

Ability to distribute responsibilities to concern agencies & persons

434.

Ability to summarize capital repair job after completion Equipment AMR

435.

Ability to initiate proposal by departments

436.

Ability to have provision for preparation of basic report

437.

Ability to provide facilities for putting financial concurrence and approval by Competent authority as per DOP

438.

Ability to evaluate the tender (prepare comparative statement)

439.

Provision for putting approval of competent authority

440.

Provision for placement of order

441.

Provision for giving day to day progress of jobs

442.

Ability to provide equipment maintenance cost and breakdown cost data to justify the requirement for replacement

443.

Ability to provide history of AMR cases handled earlier which will help in making new proposal

444.

Ability to provide equipment technical specification

445.

Ability to forecast equipment retirement plan

446.

Ability to generate the following reports

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description Safety apparatus check report 1. Department wise list of AMR schemes over a time period. 2. Status of AMR schemes at any point of time. 3. AMR proposal checklists, annexure 4. Preliminary scrutiny report 5. Basic report 6. Special Audit, Technical Audit reports Spares Management

447.

Ability to generate requirement list of stores & spares based on maintenance plan as well as past history and future projections

448.

Ability to generate repair maintenance job list including reconditioning

449.

Provision for initial cataloguing of any new spares

450.

Ability to raise departmental indent for stores & spares (including make items)

451.

Able to provide estimation details for any item

452.

Ability to provide updated vendor list

453.

Ability to track material till consumption

454.

Ability to provide correct stock and dues-in position of an item

455.

Ability to display drawing of any item as & when required

456.

Ability to display the name of departments which have drawn any particular item in any date range

457.

Provision for raising SIV/SRN through system

458.

Provision to lodge complaints against defective material

459.

Provision for paper less indenting system

460.

Ability to generate following reports: 1. Department/section wise status of departmental indents 2. Department/section wise status of final indents 3. Department/section wise status of purchase orders 4. Consumption pattern of any given item 5. Department wise failure report with action taken 6. Complaint sheet for defective material 7. Group wise/shop wise spare consumption list 8. Centrally procured items list 9. Shop wise stock position for any spares 10. Shop/department wise inventory position on real time basis Maintenance Through Job Contract

461.

Ability to capture list of contract jobs for a financial year and facilitate approval from competent authority

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

462.

Provision for raising contract proposal through system

463.

Ability to take on line approval from concerned competent authority before forwarding to contract department

464.

Ability to take on line approval of screening committee members

465.

Ability to capture progress of work from user end

466.

Provision to process contract bill through system from user end

467.

Ability to select vendors automatically based on the category of job for LTE purpose

468.

Ability to display the status of a proposal

469.

Ability to display the job list category wise for a responsibility code for a financial year

470.

Ability to display the budget position of a section / department (responsibility code wise)

471.

Ability to provide information on updated procedures/practices Maintenance Budgeting

472.

Ability to provide all required information (past consumption, previous year’s budget etc) for preparation of annual budget

473.

Provision to raise budget proposal through system from user end

474.

Ability to capture online approval of competent authority

475.

Ability to display department wise approved yearly budget

476.

Ability to display status of approved versus actual utilization of budget at any time section wise/group wise

477.

Ability to generate following reports 1. Department wise allocated budget 2. Provision for printing of budget proposal. 3. Department wise approved budget vs. actual utilization 4. Section wise/group wise/case wise detail expenses incurred for a specified time period Equipment History Maintenance

478.

Ability to capture detailed specification of equipment

479.

Ability to generate equipment breakdown history

480.

Provision for equipment codification

481.

Ability to capture equipment classification up to part level

482.

Provision for job cataloguing

483.

Provision for job planning, forecasting and feedback system

484.

Ability to generate equipment defect list

485.

Ability to capture delay and down time of an equipment

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

486.

Ability to capture equipment OEM manuals

487.

Ability to update equipment cost

488.

Ability to keep history of maintenance cost

489.

Ability to display equipment history since inception

490.

Ability to forecast equipment replacement plan based on history

491.

Ability to calculate cost of equipment delay/down time

492.

Ability to generate the following reports: 1. Discipline wise list of equipment 2. Equipment wise job catalogue 3. Standard Maintenance Practices 4. Work instructions 5. Safety instructions 6. Modifications done in equipment. 7. Details of major faults in equipment 8. Details of all jobs done on any equipment from any given date. 9. Shop wise defect list for a date range. 10. Equipment break down history for a date range. 11. Shop / equipment wise Delay & downtime history for date. Range 12. Cost / working hour (life cycle cost) Document and Drawing Maintenance / Reports

493.

Ability to store and display drawings, technical documents, OEM manuals, equipment nameplate details and specifications

494.

Ability to assist in design, development & modification of drawing

495.

Ability to generate monthly report of POL (Specific Diesel Consumption) for bench marked projects and burnt oil recovery report

496.

Ability to generate report of issues to be taken up with BEML and HEC in respect of pending warranty issues, non-supply of spares etc

497.

Ability to generate report in regard to monthly cost of repair, spares of HEMMs equipment wise Commercial operation of Washery

498.

Ability to have access to Production Plan of Coking and Non-Coking Coal: Area wise, Colliery wise, Grade Wise, on-date and Month wise.

499.

The system must be able to identify availability of Raw Coal (Coking / Non-Coking) Area wise, Colliery wise, Grade Wise and Month wise which may be either based on Area/Colliery in the vicinity of Washery or based on the linkage set by the Washeries.

500.

Ability to have access to statistical (archival) data to identify performance trend of Washeries for future planning.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

501.

Ability to generate the following as a part of Annual Plan: Production Plan of Washeries: Washery wise, Month wise, Quarter wise and Product wise (i.e. Washed Coal, Washed Coal (Power), Slurry, Reject (Process) and Reject (HPR). Best Possible / Optimum Raw Coal Linkage to Washeries Area wise, Colliery wise, Grade Wise and Month wise.

502.

Ability to prepare On Date Performance Report of Washeries based on previous day’s figures.

503.

Ability to prepare on date and Progressive Washery Performance Report.

504.

Ability to prepare comparative washery performance report of current month w.r.t Last Year same month and w.r.t to previous Month for the same Year.

505.

Ability to prepare on date and progressive Closing Stock of Raw Coal and Washery Products.

506.

Ability of periodic review of performance with the plan for corrective measures.

507.

Ability to prepare Washery Break-down analysis report.

508.

Ability to generate report on Quality of Raw Coal received at Washeries – As per analyzed Grade and as per Declared Grade and Grade Slippage thereof & As per Ash Percentage & Moisture Percentage.

509.

Ability to generate report on Quality and Quality of Washed coal produced from Washeries –As per Ash Percentage & Moisture Percentage & Slippage thereof.

510.

Ability to generate washery wise and total monthly/progressive specific power consumption (in KWH/Te.) and Water Consumption

511.

Ability to generate washery wise monthly as well as progressive penalty for maximum demand exceeding contract demand (Rs.) including total for Subsidiary

512.

Ability to provide the work order reference, contract value, commencement date as per contract and completion period as per contract of for each washery job.

513.

Ability to generate Magnetite Report as regards Receipt, Consumption and Closing Stock at different Washeries.

514.

Ability to have access to information pertaining to placement of Raw Coal Rakes for Washeries at Sidings.

515.

Ability to make offer to Subsidiary HQ for Railway Rakes for evacuation of Washery Products & show the status of allotment/supply of Railway Rakes to different Washeries.

516.

Ability to generate Break-Even Point of Washeries in terms throughput capacity of the Washeries.

517.

Ability to furnish washery wise information regarding perennial jobs at

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description Washeries and able to notify/ issue ALERT in advance where some action is required to be taken. Spares Management

518.

Ability to generate requirement list of stores & spares based on maintenance plan as well as past history

519.

Provision for initial cataloguing of any new spares

520.

Ability to raise departmental/composite indent for stores & spares

521.

Ability to track material till consumption

522.

Ability to provide correct stock and dues-in position of individual item, multiple items as per need & all items

523.

Provision for paper less indenting system

524.

Ability to generate following reports: 7. Section wise status of indents 8. Section wise status of purchase orders 9. Consumption pattern of any given item 10. Complaint sheet for defective material 11. Group wise/shop wise spare consumption list 12. Centrally procured items list 13. Shop/Section wise inventory position on real time basis Maintenance Budgeting

525.

Ability to provide all required information (past consumption, previous years’ budget etc.) for preparation of annual budget

526.

Provision to raise budget proposal through system from user end

527.

Ability to capture online approval of competent authority

528.

Ability to display section wise and composite approved yearly budget

529.

Ability to display status of approved versus actual utilization of budget at any time section wise/composite

530.

Ability to generate following reports 1. Department wise allocated budget 2. Provision for printing of budget proposal. 3. Department wise approved budget vs. actual utilization Monitoring and review of turnkey jobs on continuous basis

544.

Ability to provide the list of turnkey contracts awarded

545.

Ability to provide the work order reference, contract value, commencement date as per contract and completion period as per contract of each turnkey job.

546.

Ability to provide the scheduled date of commencement of execution of contract of each turnkey job.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

547.

Ability to provide site handover data of each turnkey job.

548.

Ability to provide the actual date of commencement of job.

549.

Ability to provide the percentage progress of each turnkey job at any given point of time.

550.

Ability to provide the hindrances in respect of each turnkey job on continuous basis.

551.

Ability to provide the comparative progress of execution of the job with respect to the contract schedule.

552.

Ability to provide the list of time extensions granted with period of extensions and reason for granting extensions.

553.

Ability to provide the completion date of turnkey contracts.

554.

Ability to provide the status of bank guarantee against each turnkey job indicating validity period, renewal date, renewal particulars and discharge particulars.

555.

Ability to generate service requests with unique SR no. for concerned department as well as Service provider.

556.

Ability to maintain Log books of Service requests.

557.

Ability to alert on closure of service request after successful resolution.

558.

Ability to capture uptime of LAN and its associated devices.

559.

Ability to generate reports during a specified time period.

560.

Ability to generate SMS alerts in case of LAN breakdown to designated users. Preparation and monitoring of status of various IT related system installed at HQ / Area / Project / Mine level

561.

Ability to fill down time hours & other required info. with system description installed at HQ. / Area / Project / Mine level

562.

Ability of compiling data with different combination

563.

Ability to compare data with previous entries

564.

Ability to generate report for Bill processing

565.

Ability to forward report to higher authority for Information purpose

566.

Ability to put remarks and send it back to the concerned Nodal Officer Mobile Connection Management

567.

Ability to apply for CUG SIM for eligible employees from Area / HQ in Standard format

568.

Ability to compile CUG applications & start process for obtaining SIMs from service provider

569.

Ability to notify applicant regarding status of their application

570.

Ability to process bill after receiving the same from service provider as

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description per format suggested by Finance department.

571.

Ability to close CUG account of individual in case of transfer / retirement

572.

Ability to generate No-dues certificate Service request management

573.

Ability to create master data of all service provider with their email / contact details for E&T department.

574.

Ability to generate service request from Area / HQ by users

575.

Ability to forward generated service request to Service provider

576.

Ability to maintain log book of service request

577.

Ability to close complain / Service request after receiving confirmation from service provider

578.

Ability to generate reports of all data Management / Monitoring of E&T Assets

579.

Ability to create record of Assets

580.

Ability to enter history of assets

581.

Ability to provide report consisting of history of assets

582.

Ability to enter equipment breakbown/repair history

583.

Ability to forward report to higher authorities Survey Off of Equipment

584.

Ability to create list of equipment with its standard rated life as per CIL guidelines

585.

Ability to generate notification for equipment going to complete its rated life

586.

Ability to initiate proposal of survey off

587.

Ability to raise indent to replace the surveyed off equipment

588.

Ability to generate list of surveyed off equipment

589.

Ability to forward report to Higher Authority Authorization for release of Centralized store items to Areas against Material Budget

590.

Ability to generate Material budget provision for centralized items

591.

Ability to generate requisition form Areas for release of material

592.

Ability to release the materials & entry of release orders with remarks

593.

Ability to generate report Area wise / Mine wise / unit wise for the material released

594.

Ability to generate report of balanced material

595.

Ability to forward report to higher authority for information

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description Award of annual maintenance contract

596.

Ability to initiate proposal for processing annual maintenance contract

597.

Ability to enter validity of the AMC period

598.

Ability to generate prior intimation for its renewal or entering into fresh contract

599.

Ability to Entry of approval of survey off proposal

600.

Ability to Entry of grounding of surveyed off equipment

601.

Ability to Entry of deposit of surveyed off equipment at stores

602.

Ability to Entry of disposal of survey off equipment Purchase repair work for E&T

603.

Ability to generate estimate

604.

Ability to forward it to Finance department. for scrutiny

605.

Ability to forward it for budget provision & subsequent approval by competent authority

606.

Ability to generate tender document broadly following eligibility & turnover criteria of Civil Engineering manual / CMC manual (depending on the nature of work)

607.

Ability to scrutinize the offer received

608.

Ability to issue work order as per standard format Procurement of E&T related system/ equipment or hiring of rental services

609.

Ability to collect system requirement from Area / HQ / as per directive of CIL

610.

Ability to forward the Expression of Interest (EOI) to PRO, if the system is proposed for implementation first time in the company

611.

Ability to raise indent /estimate

612.

Ability to call Pre-NIT meeting through MM / CMC department. if required

613.

Ability to search previously Purchased order for product proven-ness

614.

Ability to form eligibility / Proven-ness criteria /Technical specification & forward it to MM / CMC department. for tendering if the product is proven

615.

Ability to modify / customize the eligibility & proven-ness criteria as per system requirement if the product is not proven

616.

Ability to forward the modified / customized eligibility / Proven-ness criteria for competent authority approval

617.

Ability to forward it to MM / CMC department. for tendering

618.

Ability to reply question raised in the Pre-Bid meeting

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

619.

Ability to scrutinize the technical part of tender forwarded by MM / CMC department. after opening tender

620.

Ability to raise clarification / requirement of shortfall document after technical scrutiny by E&T department. For MM / CMC department.

621.

Ability to forward the final technical scrutiny to MM/CMC department for finalization of tender after receiving clarification / shortfall document from bidder through MM/CMC department..

622.

Ability to reply any complaint on technical points System Asset Database

623.

Ability to create list for rental hardware with their location, type, capacity, Specifications etc. (Servers, PCs, Printers, UPSs, Network Switch, Storage etc.)

624.

Ability to create list for Purchased (owned) hardware with their location, type, capacity, Specifications etc. (Servers, PCs, Printers, UPSs, Network Switch, Storage etc.)

625.

Ability to create list for Purchased software with their installation detail indicating type of software, license detail, installed location, installed hardware, validity etc.

626.

Ability to create list of hardware (both rental & owned) under AMC, indicating their period (start & end) along with service provider’s details.

627.

Ability to relate hardware, software & AMC with respective Purchase order.

628.

Ability to provide monthly availability report for different hardware/ software as per the clause given in respective AMC or purchase order.

629.

Ability to provide monthly availability report, System wise, vendor wise & location wise.

630.

Ability to provide Location wise system asset details Report.

631.

Ability to provide Advance alert report for completion of rental period (from the date of starting).

632.

Ability to provide Breakdown history Report for any custom defined period: System wise, vendor wise & location wise.

633.

Ability to provide System Asset location history (as a system asset changes locations in its life time), separately for rental & owned items.

634.

Ability to Calculate deduction amount and respective statements depending on AMC terms & conditions.

635.

Ability to generate report for Bill processing

636.

Any user defined report Consumables & Stationery

637.

Ability to create list of computer consumables (papers, printer cartridges/ inks, pre-printed stationary, passive network items etc.)

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

638.

Ability to link purchase order with each type of consumables, keeping track of their date of supply, value etc.

639.

Ability to create receipt & issue detail of computer consumables.

640.

Ability to generate rate contract supply details.

641.

Ability to provide periodical stock Report item wise Location (unit/Area/department) wise

642.

Ability to provide Safety stock report of consumables (item wise) with advance alert.

643.

Ability to generate Re-order level report of such items.

644.

Ability to generate item wise consumption report : Location (unit/Area/department) wise

645.

Ability to generate Location (unit/Area/department) wise consumption report of consumables for MB

646.

Ability to generate Rate Contract wise off-take details report Centralized Procurement of P & M items

647.

Ability to provide the list of indents for P&M items initiated by each Location(unit/Area/department)) during a financial year including the date of initiation, item indented, quantity, expected date of requirement of the indented item, nature of requirement, that is, against PR, additional against scheme, replacement against surveyed off equipment, indent value etc.

648.

Ability to provide a unique identification number for each processed indent.

649.

Ability to provide equipment wise list of indents for capital items under process during any point of time indicating Location (unit/Area/department) wise breakup.

650.

Ability to provide the approval and financial concurrence status of each indent processed indicating item, quantity, value, date of approval, date of financial concurrence along with Location (unit/Area/department) wise breakup.

651.

Ability to provide the date of forwarding each indent to MM/purchase department for procurement action along with approved Technical parameter sheet, delivery schedule, guarantee terms, inspection requirement and definition of higher specification

652.

Ability to provide the date of completion of technical scrutiny of each procurement case

653.

Ability to provide the procurement status of each indent at any given point of time.

654.

Ability to provide the budget allocation details of each indent at any given point of time.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

655.

Ability to provide the order placement status against individual indent at any given point of time.

656.

Ability to provide the Location(unit/Area/department) wise break up of item and quantity against each order placed indicating the unique indent identification reference

657.

Ability to provide the supply status against individual indent.

658.

Ability to provide the issue status against individual indent.

659.

Ability to provide the commissioning of the equipment against each indent.

660.

Ability to specify technical specifications and technical parameter sheet against the tender.

661.

Ability to enter inspection details, acceptance status and work completion status against the placed work order. Centralized Procurement of Revenue items

662.

Ability to provide the list material budgets for centralized items initiated by each Location/Sub location during a financial year indicating item, quantity and value

663.

Ability to provide item wise list of material budgets under process indicating Location wise Quantity and value

664.

Ability to provide the approval and financial concurrence date of each material budget.

665.

Ability to provide the item wise quantity and value approval against each material budget with Location(unit/Area/department) wise break up and for entire CIL.

666.

Ability to provide the date of forwarding each Material Budget to purchase department for procurement action along with approved Technical parameter sheet, delivery schedule, guarantee terms, inspection requirement and definition of higher specification.

667.

Ability to provide the procurement status of each material budget at any given point of time.

668.

Ability to provide the date of completion of technical scrutiny of each procurement case

669.

Ability to provide the budget allocation details of each Material Budget

670.

Ability to provide the order placement status against individual material budget at any given point of time.

671.

Ability to provide the Location(unit/Area/department) wise, item wise order quantity against individual material budget including total for CIL

672.

Ability to provide the supply status against individual material budget indicating the supply order wise item wise quantity.

673.

Ability to provide the issue status against individual material budget

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description indicating the Location(unit/Area/department) wise quantity

674.

Any user defined report. Release of Performance Bank Guarantee based on warranty performance

675.

Ability to provide the date of supply of each item at the consignee store for which PBG is applicable.

676.

Ability to provide the validity period of bank guarantee against each supply of item at the consignee store for which PBG is applicable indicating the purchase order reference

677.

Ability to provide the Location (unit/Area/department) wise issue particulars of each items from the consignee stores indicating the date and quantity.

678.

Ability to provide the date of commissioning of each item.

679.

Ability to provide the failures/down time of each item during the warranty period.

680.

Ability to provide the remedial action taken by the equipment/store supplier to rectify warranty failures.

681.

Ability to provide the losses if any incurred due to failure of equipment/stores.

682.

Ability to provide the overall performance of the item during the warranty period.

683.

Ability to provide the status of clearance accorded to MM/Purchase Department. for release of bank guarantee.

684.

Ability to provide the list of outstanding cases of PBG pending at any point of time for performance report along with outstanding claims

685.

Ability to provide the list of outstanding cases of PBG for which clearances is not given citing reason for non-clearance and period of extension recommended.

686.

Ability to provide the validity and extension status of PBG submitted against each order.

687.

Any user defined report. CENTRALIZED AWARD OF ANNUAL MAINTENANCE CONTRACT

688.

Ability to provide the list the Annual maintenance contract awarded, indicating the item covered, period of contract and value of contract.

689.

Ability to provide the commencement date of each maintenance contract.

690.

Ability to provide the performance of execution of contract on continuous basis by user concerned indicating outstanding failures, penalties recommended, outstanding claims etc.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description

691.

Ability to provide the corrective actions taken for below par performance.

692.

Ability to provide the list of spares used by the AMC holder on progressive basis during the tenure of the contract indicating quantity of each item

693.

Ability to provide the list of chargeable spares used by the AMC holder on progressive basis during the tenure of the contract indicating value

694.

Ability to provide the extensions granted for any AMC.

695.

Ability to provide the overall performance against each AMC by each user Location(unit/Area/department)

696.

Ability to provide the concluding date for AMC for initiating advance action for tendering for fresh contract.

697.

Ability to provide the validity period of PBG against each AMC

698.

Ability to provide the data on extension of PBG, discharge of PBG, withholding of PBG and realization of PBG amount

699.

Any user defined report. SURVEY OFF OF EQUIPMENT

700.

Ability to create list of equipment with its standard rated life as per CIL guidelines

701.

Ability to generate notification for equipment going to complete its rated life

702.

Ability to provide the list of survey off proposals initiated by the Location(unit/Area/department) indicating equipment details and quantity

703.

Ability to provide a unique identification number for each survey off report initiated

704.

Ability to provide the status of approval of survey off proposals including the item details, quantity, approval date and sanction order reference.

705.

Ability to provide the list of premature survey off proposals processed along with reason for premature survey off and status of approval

706.

Ability to provide the mine wise and equipment wise list of equipment surveyed off including total status for CIL

707.

Ability to provide the final survey off report preparation status for grounding of equipment.

708.

Ability to provide the status of grounding of surveyed off equipment and the date of grounding and date of deposit of the grounded equipment at stores.

709.

Ability to provide the status of pending cases of grounding of surveyed off equipment

710.

Ability to provide the status of processing of indent for replacement

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description equipment.

711.

Ability to provide the status of procurement of replacement equipment.

712.

Ability to provide the status of receipt of replacement equipment.

713.

Ability to provide the status of disposal of surveyed off equipment.

714.

Any user defined report. Breakdown Maintenance

715.

Ability to provide equipment wise breakdown details and down time.

716.

Breakdown Assessment

717.

Ability to provide alert on breakdown of equipment.

718.

Ability to provide report on breakdown of equipment.

719.

Ability to provide the spare parts and consumable requirements for breakdown repairs.

720.

Ability to provide the list of spares to be arranged through outsourcing.

721.

Ability to provide the list of equipment wise breakdown jobs and the down time.

722.

Ability to provide the progressive list of equipment wise breakdown and down time.

723.

Ability to provide equipment re-commissioning reports against breakdown s.

724.

Breakdown Job Detail Recording and Report Generation

725.

Ability to provide data on equipment breakdown, down time and progressive data on breakdown and down time. Requirement Planning

726.

Ability to provide equipment wise/ Location (Area/unit/department) wise and item wise annual requirement of stores and spares based on maintenance plan/past consumption, stock and due on order.

727.

Ability to provide item wise stocks and net quantity of spares required to be procured. Procurement Status

728.

Ability to provide Location (unit/Area/department) wise/ item wise indent status of stores and spare items indented.

729.

Ability to provide Location (unit/Area/department) wise / item wise procurement and order status of stores and spare items indented.

730.

Ability to provide item wise receipt of stores and spare part items indented.

731.

Ability to provide Location (unit/Area/department) wise/ item wise spares and stores issued from stores.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Sl. No.

Requirement Description Maintenance through Job Contract

732.

Ability to provide Location (unit/Area/department) wise list of maintenance job to be done through contract process.

733.

Ability to provide Location (unit/Area/department) wise list of proposals/estimate processed and scrutinized for job contracts.

734.

Ability to provide Location(unit/Area/department) wise status on tenders for contractual jobs

735.

Ability to provide Location (unit/Area/department) wise status on work order placement.

736.

Ability to provide Location (unit/Area/department) wise status on contract execution.

737.

Ability to provide the completion details of job contract.

738.

Ability to provide the annual progressive list of jobs executed through job contract indicating work order reference, job executed and work order value on financial year basis. Equipment History Management

739.

Ability to provide equipment history sheet right from date of purchase, installation and commissioning till grounding.

740.

Ability to provide equipment wise progressive list of breakdown, down time, major repairs/modifications and re-commissioning Document and Drawing Maintenance

741.

Ability to store and display drawings, technical documents, OEM manuals, equipment nameplate details and specifications

742.

Ability to assist in design, development & modification of drawing

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third Party

ANNEXURES & APPENDICES Functional Matrix of Hospital Management System S No.

Requirements

1

Ability to provide self-registration facility to Smart Card holders on bilingual (Unicode English & Hindi) Kiosks machine

2

Ability to provide list of applicable (for a particular hospital/dispensary) OPD clinics, days & time of OPD clinics, names of doctors available for OPD and running queue number and maximum possible queue number with them on Kiosks so that patient can select OPD clinic and doctor of his/her choice

3

Ability to provide list of applicable (for a particular hospital/dispensary) OPD clinics, days & time of OPD clinics, names of doctors available for OPD and running queue number and maximum possible queue number with them on the PC/terminal of registration clerk so that he/she can select OPD clinic and doctor of patient’s choice

4

Ability to provide list of applicable (for a particular hospital/dispensary) OPD clinics, days & time of OPD clinics, names of doctors available for OPD, consultation fee and running queue number and maximum possible queue number with them on the PC/terminal of registration clerk at cash counter so that he/she can select OPD clinic and doctor of non-entitled patient’s choice

5

Ability to generate registration slip with relevant information on Kiosks or printer of registration clerk as the case may be OPD Doctor’s Treatment & Advice

6

Ability to display next queue number for a particular OPD doctor on display screen as soon as he/she completes diagnosis of ongoing patient.

7

Ability to pick/transfer full or part of queue to another OPD doctor in exceptional situations

8

Ability to display ICD codes based on diagnosis

9

Ability to display list of medical symptoms corresponding to a disease

10

Ability to display list of vital parameters corresponding to a disease

11

Ability to display list of medicines corresponding to a disease

12

Ability to display stock availability of medicines

13

Ability to generate prompts in case of stock out

14

Ability to accept doctor’s own choice of disease, medicines, advice, comments

15

Ability to select more than one disease.

16

Ability to show alert for drug formulary and drug interaction alert w.r.t. selected medicines

17

Ability to create set of symptoms and corresponding medicines in case

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES S No.

Requirements of seasonal diseases Lab Test Requisition

18

Ability to display various tests corresponding to disease

19

Ability for doctor to add/remove tests as per his/her choice

20

Ability to generate alert for tests to concern departments Referral to Other OPD, IPD or Other Hospital by OPD/Casualty/IPD doctor

21

Ability to provide choice to refer patient to other OPD, IPD, Other Hospital

22

Ability to generate/initiate outside referral for competent approval in case of employee or his/her dependents

23

Ability to display ward wise bed availability with specialty

24

Ability to initiate bed approval process by OPD doctor

25

Ability to generate alert for demand of bed to concern HOD / ward incharge

26

Ability to approve/reject bed demand by concern HOD in consultation with Matron-in-charge of the ward Medicine Distribution & Prescription Printing

27

Ability to generate alert for medicines for entitled patients

28

Ability to generate required information to identify entitled patients

29

Ability to generate list of prescribed medicine for a particular entitled patient and corresponding stock availability of medicines

30

Ability to generate alert in case of stock out

31

Ability to generate and print prescription at pharmacy for entitled patients and at designated places for non-entitled places Casualty Entitled Patients

32

Ability to display list of doctor(s) on duty along with contact numbers on display screen of Casualty/Emergency department

33

Ability to display hospital directory on PC/terminals of casualty doctor / paramedical staff

34

Ability to display contact details of other Civil/PSU hospitals on PC/terminals of casualty doctor/ paramedical staff

35

Ability to display stock availability of medicines on PC/terminals of casualty doctor/ paramedical staff

36

Ability to display bed availability in wards on display screen of Casualty department as well as PC/terminals of casualty doctor/ paramedical staff

37

Ability to provide all relevant functions like entering doctor’s

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES S No.

Requirements comment, diagnostic test selection, medicine selection, OPD referral, Indoor ward referral etc. to casualty doctor on duty Casualty Non-entitled Patients

38

Ability to register non-entitled casualty patient as per laid down norms

39

Ability to capture/map details of employee if non-entitled patient comes with an employee

40

Ability to admit non entitled patients without deposit of requisite fee and initiate proposal for competent approval Casualty Medico-legal Cases

41

Ability to display list of cases that are to be treated as medico-legal

42

Ability to provide contact numbers of concern police station

43

Ability to maintain MLC register with relevant details Nursing Desk

44

Ability to display bed status

45

Ability to provide doses chart for each patient

46

Ability to update doses completion status

47

Ability to enter/update vital parameters for each patient of the word

48

Ability to display pharmacy stock status

49

Ability for drug requisition from ward store

50

Ability to prepare duty roaster for nurses

51

Ability to enter doctor’s prescription

52

Ability to raise lab test requisition

53

Ability to consult other doctors on request Bed Status and Allocation

54

Ability to check bed requisition alerts from OPD or casualty or from other ward

55

Ability to display bed availability

56

Ability to provide registration of patient to ward and bed allocation IPD Doctor’s Examination and Advice

57

Ability to display list of admitted patients

58

Ability to display ward wise availability of beds

59

Ability to display OT day wise schedule

60

Ability to display availability of stock of medicines, equipment, linen etc.

61

Ability to display vital parameters of the patient as entered by nursing staff

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES S No.

Requirements

62

Ability to display lab test and imaging results of the patient

63

Ability to display case sheet of the patient

64

Ability to accept doctor’s recommendations through wireless TAB/ Hand -held-device

65

Ability to update case sheet by nursing staff as per doctor’s advice

66

Ability to initiate workflow of referral (other ward, OT etc.) on doctor’s advice Medical Consumables and Drugs Requisition

67

Ability to display stock availability in the ward

68

Ability to raise requisition by ward in-charge or authorised person

69

Ability to receive alert as soon as medicines are ready for dispatch

70

Ability to update stock in stores after acknowledgement from nursing desk Patient Parameters Monitoring

71

Ability to display bed wise patient’s vital parameters

72

Ability to generate alert in nursing terminal in case of any abnormalities

73

Ability to generate alert (SMS, phone call etc.) for doctor by duty nurse Lab Test Requisition and Status

74

Ability to display list of lab tests corresponding to disease provisionally diagnosed

75

Ability to raise lab test requisition from nursing desk as per doctor’s advice

76

Ability to generate alert for pathology for lab test

77

Ability to initiate proposal for outside lab test (in case the same is not available in the hospital) for competent approval

78

Ability to fetch lab test status Duty Roster Nurses

79

Ability to display list of available nurses

80

Ability to display ward details

81

Ability to prepare duty roaster for nurses

82

Ability to alter duty roaster for nurses after getting competent approval Discharge and Referral

83

Ability to display list of admitted patients and his status as advise by doctor

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES S No.

Requirements

84

Ability to initiate discharge workflow from nursing deskOn doctor’s advice

85

Ability to start referral workflow from nursing desk (to other ward or OPD) on doctor’s advice

86

Ability to start outside referral workflow by doctor or authorised person

87

Ability to generate death certificate by Doctor Sick Certification For Employee

88

Ability to display list of medical symptoms corresponding to a disease

89

Ability to display list of vital parameters needed to be checked corresponding to a disease

90

Ability to generate sick certificate/requisition for sick certificate for specified number of rest days

91

Ability to reflect sick requisition in hospital/dispensary of concerned project of the patient Private Sick Certification

92

Ability to record necessary information in case patient comes with private/non-company medical practitioner

93

Ability to issue fit certificate to the employee as per standing guidelines Fitness Certificate by Company Doctor

94

Ability to display patient history

95

Ability to issue final fit certificate by the hospital/dispensary of the project concern for the employee Lab Test Requisition

96

Ability to display patient’s turn on the display screen for collection of sample

97

Ability to generate a sample number for tracing, reporting etc.

98

Ability to display prescribed lab tests for a particular patient

99

Ability to approve test result by authorised person (if required)

100 Ability to make test result confidential if required Sampling and Bar-coding of Test Samples 101 Ability to correlate activities from bar-coding of test samples to entering test results into the system Acquisition of Data from DICOM equipment 102 Ability to take test result from DICOM equipment and update the test report automatically 103 Ability to allow verification of test result by authorised person E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES S No.

Standard/ Custom/ Third party

Requirements Entry of Investigation Report – Bar Code Linking

104 Ability to allow entry of test result from non-DICOM equipment 105 Ability to allow approval of these results by authorised person Issue of Test Reports to Ward/OPD Doctors/ Patients 106 Ability to deny access of test results authorised/approved by concern person from lab

until

they

are

107 Ability to allow access of test results by corresponding ward/OPD only after results are approved Lab test through Non-Company Lab 108 Ability to display list of approved outside labs 109 Ability to generate order for lab test from outside company provided it is initiated by treating doctor and approved by competent authority Medicine Packaging in Advance 110 Ability to display alert for medicines from OPD/IPD 111 Ability to update medicine packing status by pharmacist Distribution of Medicine Against Patient Card/IDC 112 Ability to update medicine delivery status when either medicine is handed over to the OPD entitled patient or medicine receipt acknowledge alert received from ward Imaging and Other Tests Test Registration 113 Ability to check test requisition from OPD/Casualty/IPD 114 Ability to fix appointment date for test 115 Ability to print appointment slip with necessary instructions Entry of Investigation Report 116 Ability to enter test result by authorised person Issue of Report to Ward/OPD doctors/Patients 117 Ability to generate and print test report Purchase of Medicines and Consumables from Imprest 118 Ability to prepare indent for medicines and consumables 119 Ability to display status of indent for local purchase Bulk Local Purchase of Medicine 120 Ability to display list of medicines and consumables with stock and consumption pattern 121 Ability to prepare indent for bulk purchase Medical Store Inventory Management

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

ANNEXURES & APPENDICES S No.

Requirements

122 Ability to generate inventory for ward/pharmacy/hospital or company as whole 123 Ability to generate report for medicines going to expire after a specified period Annual Indent 124 Ability to generate consolidated indent 125 Ability to display stock status 126 Ability to display open purchase orders i.e inventory in procurement pipeline Nurses Roster Bookings 127 Ability to provide list of nurses 128 Ability to provide ward details 129 Ability to show OPD requirements (if any) 130 Ability to prepare nurses roaster and update it(if needed) by Chief Matron or authorised person Preparation Of OPD Schedule (including Casualty) 131 Ability to provide list of doctors and their availability status 132 Ability to prepare doctors roaster and update it(if needed) by concern HOD or authorised person Doctors Ward Assignment 133 Ability to prepare/update doctor’s duty roaster for wards considering doctor’s availability and ward details by CMS or authorised person 134 Ability to prepare schedule for PME/IME 135 Ability to fix appointment for PME/IME 136 Ability to refer to different OPD, Pathology, Imaging and other test 137 Ability to generate various analysis based on PME/IME Operation Theatre (OT) Scheduling 138 Ability to display OT requisition from OPD/IPD/Casualty 139 Ability to make schedule taking care of fixed type of operation in week days 140 Ability to modify schedule and raising necessary alerts for emergency operation 141 Ability to show list of non-entitled patients 142 Ability to show amount payable as patient wise, services wise and advance paid 143 Ability to integrate medical insurance and payment gateway for nonentitled patients

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES S No.

Requirements

144 Ability to generate value of services to entitled patients for analysis purpose 145 Ability to register the patients 145 Ability to manage Patient Referrals 147 Ability for appointment and queuing 148 Ability for Electronic Medical Record of the patients 149 Ability for Video Conferencing 150 Ability for Chat Services 151 Ability for integration with medical devices for temperature, sputum examination, pulse measurement, BP measurement, Foetal Heart rate monitor, ECG, Digital Stethoscope, Blood Glucose, Peripheral Smear management, SPO2 152 Ability for tele-transmission of CT scan, Histopathology, X-rays, teleopthalmology 153 Ability to integrate with SMS gateway 154 Ability to manage eligibility verification 155 Manage Claims (Claims Request Submission/Receive Response/Respond to Query) 156 Generate MIS reports 157 The system should have provision to capture Patient assessment (Chief complaints, HOPI, Past History, Social History, Family History, On Examination ROS, Current Medications)etc. 158 The system should have the provision to upload and view scanned previous patient records/prescriptions supporting different file formats like doc/pdf/image. 159 The system should have provision to view referral notes(Internal/ second opinion) 160 The system should have provision to provide advice on the medications, Investigation required(Laboratory and Radiology), CrossConsults-CPOE 161 The system should have provision to capture doctor signature 162 The system should have the provision to share patient EMR during cross-consult/Internal referral 163 The system should have provision to capture and display the integrated medical device data 164 The system should have provision to generate prescription/Case sheet/Report 165 The system should have provision to view radiology images 166 Ability to tag the images against the patient ID and visit no. E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES S No.

Requirements

167 The system should provision to search criteria in the work list like patient name, age, examination day, time, modality, etc 168 PACS clients (Diagnostic Workstation) should have access to a uniform and complete patient list with all study information, independent of the current storage location. 169 Ability to capture images from various medical imaging instruments, including Ultrasound (US), Magnetic Resonance (MR), Positron Emission Tomography (PET), Computed Tomography (CT), Endoscopy (ES), Mammograms (MG), Digital Radiography (DR), Computed Radiography (CR) Ophthalmology, Cath lab, Nuclear medicine etc. 170 The user friendly viewer software with the image manipulation tools makes the user to do various kinds of measurements and manipulation on the DICOM images 171 Ability to prepare reports and to support user defined templates for quick reporting 172 Ability for MIS Reporting: PACS application should provide statistics about the total numbers of patients, examinations, series and images. 173 Ability to calculate TAT (Min, Max, Avg etc.) for different types of radiology areas. 174 Ability to capture treatment detail and payment made by entitled patients for reimbursement 175 Integration with ERP system working/proposed 176 Integration with proposed Cashless card system of CIL 177 Offer should include and work with Messaging standard (HL7 – Health Level) 178 Offer should include and work with ICD – 10 (International Classification of Diseases) 179 Offer should include and work with Procedures standard (CPT – Current Procedure Terminology) 180 Offer should include and work with NCD (National Drug Database) 181 Offer should include and work with PACS (Picture Archiving and Communication System) 182 Ability to generate employee-wise report of month wise, year wise & cumulative total expenditure in case of outside referral for employees and their dependents 183 Ability to generate employee-wise report of month wise, year wise & cumulative total expenditure for treatment in hospitals in Company on account of purchase of stock out medicines & allied items for the employee & their dependent employee wise.

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries

Standard/ Custom/ Third party

ANNEXURES & APPENDICES

E-Tender for Implementation of ERP Solution at CIL and its Subsidiaries