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Sail RFP

Steel Authority of India Limited (SAIL) is seeking an Implementation Partner for a centralized S/4HANA implementation project named VIHAAN, with bids due by January 22, 2026. The RFP outlines the bidding process, eligibility criteria, and various sections detailing the project scope, technical specifications, and contractual conditions. Interested bidders must prepare and submit their proposals in accordance with the guidelines provided in the document.

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0% found this document useful (0 votes)

34 views435 pages

Sail RFP

Uploaded by

anand kumar

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

RFP

Selection of Implementation Partner (IP) for S/4HANA Implementation

STEEL AUTHORITY OF INDIA LIMITED

(Central Public Sector Enterprise)

REQUEST FOR PROPOSAL (RFP)

PACKAGE-II

Selection of Implementation Partner (IP) for Centralized S/4HANA Implementation

e-Procurement
Open Tender with QCBS Evaluation Method

Project- VIHAAN

Tender No. PCC/TK/5(869)/2025-26/26, dtd.01.01.2026.

Reference No.: Package-II_RFP_Project Vihaan_v8

Last date of Bid submission: 22.01.2026, 15:00 Hours IST

RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation
General Information and Conditions
1. This Tender Document along with its Annexure and Schedule is not transferrable to any
third party.

2. This document is not an agreement or an offer by Steel Authority of India Limited (SAIL)
to Bidders or any third party. The purpose of this document is to provide information to
interested parties to facilitate the formulation of their offer/Proposal for qualification and
price bid. This document does not constitute and will not be deemed to constitute, any
commitment on the part of SAIL. Furthermore, this document confers neither any right
nor expectation on any party to participate in the tender contemplated herein.

3. Neither SAIL nor its employees or consultants shall have any liability to any Bidder or any
other person under the law of contract, tort, the principles of restitution or unjust
enrichment or otherwise for any loss, expense or damage which may arise from or be
incurred or suffered in connection with this document, or any matter deemed to form part
of this document, the award of the work, or the information and any other information
supplied by or on behalf of SAIL or its employees, consultants or otherwise arising in any
way from the selection process.

4. The bidder should confirm that the Tender Document issued by SAIL is complete in all
respects. In the event that If the Tender Document or any part thereof is missing, the
Bidder must notify SAIL immediately at the address mentioned in the document. If no
intimation is received from the Bidder within 10 (ten) days from the date of issuance of
this document, it shall be considered that the Tender Document issued, is complete in all
respects.

5. Submission of bid shall amount to undertaking for not challenging the provisions of the
bid document.

The Bidder shall bear all costs associated with the preparation and submission of the
Techno-Commercial Proposal and Financial Proposal. SAIL shall not, under any
circumstances, be responsible or liable for any such costs.
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

TABLE OF CONTENTS
TABLE OF CONTENTS ................................................................................................................ 2
1. LIST OF ABBREVIATIONS .................................................................................................... 7
2. CHECKLIST ......................................................................................................................... 13
3. SECTION I: E TENDER NOTICE (NIT) ............................................................................... 15
3.1. NOTICE- Invitation for Bids (IFB) ................................................................................ 15
3.2. TIME SCHEDULE OF TENDER ................................................................................. 16
3.3. EMD/BID SECURITY .................................................................................................. 16
4. SECTION II: INSTRUCTION TO THE BIDDERS (ITB)....................................................... 18
4.1. GENERAL ................................................................................................................... 18
4.2. ABOUT SAIL AND PRESENT ERP STATUS .............................................................. 18
4.3. ELIGIBILITY CRITERIA .............................................................................................. 19
4.3.1. Verification of Eligibility documents ............................................................................ 27
4.4. THE BID DOCUMENTS .............................................................................................. 28
4.5. CLARIFICATIONS AND AMENDMENTS TO BID DOCUMENT ................................. 28
4.6. LANGUAGE OF BID ................................................................................................... 28
4.7. DOCUMENTS ESTABLISHING THE CONFORMITY ................................................. 29
4.8. BIDDING PROCESS ON e-Portal: SUBMISSION / UPLOADING OF BIDS ............... 29
4.9. BID PRICES / PRICE BASIS ...................................................................................... 29
4.10. PERIOD OF BID VALIDITY ......................................................................................... 30
4.11. DEADLINE FOR SUBMISSION OF BIDS ................................................................... 30
4.12. MODIFICATION & WITHDRAWAL OF BIDS .............................................................. 30
4.13. BID CURRENCY ......................................................................................................... 31
4.14. BID OPENING ............................................................................................................. 31
4.15. METHODOLOGY OF BID EVALUATION .................................................................... 31
(i). QCBS Evaluation Criteria: .............................................................................................. 31
(ii). Bid Evaluation Methodology: ......................................................................................... 46
4.16. PRESENTATION ......................................................................................................... 47
4.17. AWARD CRITERIA ..................................................................................................... 48
4.18. OWNER’S RIGHT TO ACCEPT / REJECT ANY BID .................................................. 48
4.19. NOTIFICATION OF AWARD ....................................................................................... 48
4.20. SIGNING OF THE CONTRACT AGREEMENT........................................................... 49
4.21. ANTI BRIBERY ........................................................................................................... 49
4.22. UNDERTAKINGS FOR COMPLIANCE WITH COMPANY LAW ................................. 49
4.23. BANNING ACTION...................................................................................................... 50

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

4.24. JUSTIFICATION OF PRICE ........................................................................................ 50

5. SECTION III: CONDITIONS OF CONTRACT ..................................................................... 51
5.1. GENERAL ................................................................................................................... 51
5.2. CONTRACT DOCUMENTS ........................................................................................ 51
5.3. USE OF CONTRACT DOCUMENTS AND INFORMATION........................................ 52
5.4. CONTRACT PERFORMANCE GUARANTEE / SECURITY DEPOSIT ...................... 52
5.5. APPLICABLE LAW AND JURISDICTION ................................................................... 53
5.6. SETTLEMENT OF DISPUTES .................................................................................... 53
5.7. SUBCONTRACTING................................................................................................... 55
5.8. TIME FOR COMMENCEMENT................................................................................... 55
5.9. OTHER RESPONSIBILITIES OF IMPLEMENTATION PARTNER ............................. 56
5.10. RESPONSIBILITIES OF Employer ............................................................................. 57
5.11. TERMS & CONDITIONS OF PAYMENT ..................................................................... 57
5.12. INTELLECTUAL PROPERY RIGHTS (IPR) ................................................................ 57
5.13. THIRD PARTY SOFTWARE ....................................................................................... 61
5.14. CONFIDENTIALITY CLAUSE ..................................................................................... 61
5.15. SAP PROJECT LEADER / PROJECT COORDINATOR ............................................. 61
5.16. IMPLEMENTATION PARTNER’S REPRESENTATIVE ............................................... 62
5.17. OBJECTIONS AND REMOVAL ................................................................................... 62
5.18. PROJECT PLAN ......................................................................................................... 62
5.19. DESIGN AND DEVELOPMENT .................................................................................. 63
5.20. LIQUIDATED DAMAGES (LD) FOR DELAY IN COMPLETION .................................. 64
5.21. DELAYS NOT ATTRIBUTED TO THE IMPLEMENTATION PARTNER....................... 64
5.22. TRANSFER OF OWNERSHIP .................................................................................... 66
5.23. FORCE MAJEURE...................................................................................................... 66
5.24. CHANGES DURING IMPLEMENTATION PHASE ...................................................... 67
5.25. PRICES FOR SERVICES NOT COVERED IN THE CONTRACT .............................. 68
5.26. FORECLOSURE AND TERMINATION ....................................................................... 68
5.27. MERGER, ACQUISITION DIVESTITURES OF THE IMPLEMENTATION PARTNER 72
5.28. INSURANCE TO BE TAKEN OUT BY THE IMPLEMENTATION PARTNER .............. 72
5.29. LOSS OF OR DAMAGE TO PROPERTY, ACCIDENT OR INJURY TO THE
WORKERS, INDEMNIFICATION ............................................................................................ 72
5.30. LIMITATION OF LIABILITY ......................................................................................... 73
5.31. OPERATIONAL ACCEPTANCE .................................................................................. 73
5.32. FINAL ACCEPTANCE ................................................................................................. 73

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

5.33. SEVEREABILITY ........................................................................................................ 73

5.34. BINDING EFFECT ...................................................................................................... 74
5.35. SURVIVAL ................................................................................................................... 74
5.36. CONFLICT OF INTEREST .......................................................................................... 74
5.37. ENTIRE AGREEMENT / WAIVER............................................................................... 74
5.38. AMENDMENT ............................................................................................................. 75
5.39. PREVENTION OF FRAUD AND CORRUPTION ........................................................ 75
5.40. IMMUNITY TO GOVERNMENT OF INDIA ................................................................. 75
5.41. CLAUSE DELETED .................................................................................................... 76
5.42. TAXES & DUTIES ....................................................................................................... 76
5.43. NEGLIGENCE ............................................................................................................. 78
5.44. NOTICES .................................................................................................................... 79
5.45. SAFETY IN CONTRACT WORKS .............................................................................. 79
6. SECTION IV: TECHNICAL SPECIFICATION (TS) ............................................................. 80
6.1. GENERAL ................................................................................................................... 80
6.2. CURRENT IT SYSTEM OF SAIL AND ITS LIMITATIONS .......................................... 80
6.2.1. CURRENT IT SYSTEM ....................................................................................... 80
6.2.2. LIMITATIONS ...................................................................................................... 80
6.3. IMPLEMENTATION PLAN FOR SAP SYSTEM IN SAIL............................................. 81
6.4. OBJECTIVE OF SAP IMPLEMENTATION .................................................................. 85
6.5. SCOPE OF WORK (SOW).......................................................................................... 85
6.5.1. MASTER DATA ................................................................................................... 85
6.5.2. REVIEW OF SAP BOM AND LICENSE DEPLOYMENT .................................... 87
6.5.3. REVIEW OF INFRASTRUCTURE SIZING AND DEPLOYMENT PLAN ............. 87
6.5.4. PROCUREMENT OF SOLUTION LICENSES BY THE BIDDER ........................ 88
6.5.5. BUSINESS BLUEPRINTING ............................................................................... 88
6.5.6. CONFIGURATION............................................................................................... 91
6.5.7. SAP AUDIT .......................................................................................................... 92
6.5.8. TRAINING ........................................................................................................... 93
6.5.9. TESTING ............................................................................................................. 94
6.5.10. DATA MIGRATION .............................................................................................. 97
6.5.11. HYPERCARE ...................................................................................................... 97
6.5.12. IDENTIFICATION AND VALIDATION OF CRITICAL BUSINESS PROCESSES 98
6.5.13. POST GO-LIVE SUPPORT / AMC ...................................................................... 99
6.5.14. HOSTING, MIGRATION AND AVAILABILITY OF HISTORICAL DATA ............. 102

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

6.5.15. INFRASTRUCTURE SET UP............................................................................ 105

6.5.16. SETTING UP CENTER OF EXCELLENCE (COE) ........................................... 105
6.5.17 SOLUTION ASSURANCE BY QUALITY REVIEW GROUP ............................. 105
6.6. IMPLEMENTATION METHODOLOGY ..................................................................... 106
6.7. WORK COMPLETION PERIOD, DELIVERY SCHEDULE AND PAYMENT
MILESTONE .......................................................................................................................... 106
TABLE-6.7-(A) ................................................................................................................... 106
TABLE-6.7-(B) ................................................................................................................... 112
6.8. THE KICK-OFF MEETING ........................................................................................ 113
6.9. PROFILE OF PROPOSED PROJECT TEAM ........................................................... 113
TABLE-6.9-(A) ................................................................................................................... 114
TABLE-6.9-(B) ................................................................................................................... 125
6.10. TEAM DEPLOYMENT............................................................................................... 126
6.11. OTHERS ................................................................................................................... 127
7. SECTION V: ANNEXURES ............................................................................................... 128
ANNEXURE IA: LETTER OF BID (LOB) ............................................................................... 128
ANNEXURE IB: PROFORMA FOR POWER OF ATTORNEY FOR SIGNING THE BIDDING
DOCUMENT /SIGNING THE AGREEMENT ......................................................................... 130
ANNEXURE II: PRE-CONTRACT INTEGRITY PACT .......................................................... 131
ANNEXURE III: PRICE BID / BOQ FORMAT........................................................................ 132
A). Implementation ............................................................................................................. 132
B). Post Go-Live Support cost- Operating Expense (O&M) ............................................... 133
ANNEXURE IV: UNDERTAKING REGARDING NON-BLACK LISTING / DEBARRING ...... 134
ANNEXURE V: (DELETED) .................................................................................................. 135
ANNEXURE VI: CURRENTLY DEPLOYED IT APPLICATIONS IN SAIL.............................. 136
ANNEXURE VII: INDICATIVE LIST OF INTERFACES TO BE BUILT .................................. 139
ANNEXURE VIII: INDICATIVE LIST OF GEOGRAPHIC SITES ........................................... 144
ANNEXURE IX: DIAGRAM INDICATING DIFFERENT PHASES OF THE IMPLEMENTATION
.............................................................................................................................................. 147
ANNEXURE X: UNIT WISE ESTIMATE FOR HISTORICAL DATA MIGRATION .................. 149
ANNEXURE XI: FRS (FUNCTIONAL REQUIREMENT SPECIFICATIONS) ........................ 150
A. FRS- Sales and Distribution Function ....................................................................... 150
B. FRS- Material Management Function ....................................................................... 180
C. FRS- Financial Accounting and Controlling Function ................................................ 257
D. FRS- SAC Planning Function .................................................................................... 275

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

E. FRS- Production Planning Function .......................................................................... 277

F. FRS-Plant Maintenance Function ............................................................................. 316
G. FRS-Quality Management Function .......................................................................... 348
H. FRS-Internal Audit Function ...................................................................................... 354
I. FRS-Master Data Management Function.................................................................. 364
J. FRS-Note Sheet ........................................................................................................ 374
K. FRS- CRM (Customer Relationship Management) ................................................... 379
L. FRS- SAP GRC (Governance, Risk & Compliance) ................................................. 392
ANNEXURE XII: SAP BOM ENVISAGED FOR THIS PROJECT ......................................... 394
ANNEXURE XIII: SAP BOM DEPLOYMENT PLAN .............................................................. 397
ANNEXURE XIV: SAP INFRASTRUCTURE DEPLOYMENT PLAN..................................... 400
ANNEXURE XV: TRAINING PLAN ....................................................................................... 402
A. List of Trainings Planned ........................................................................................... 402
B. End User Training...................................................................................................... 407
ANNEXURE XVI: MANPOWER REQUIREMENT DURING POST GO-LIVE SUPPORT ..... 408
ANNEXURE XVII: CONTRACT AGREEMENT FORMAT ..................................................... 409
ANNEXURE XVIII: SELF CERTIFICATION AND UNDERTAKING BY BIDDER REGARDING
INSOLVENCY/LIQUIDATION PROCESS UNDER NCLT ..................................................... 412
ANNEXURE XIX: PERFORMANCE BANK GUARANTEE.................................................... 413
ANNEXURE XX: BID SECURITY BANK GUARANTEE ....................................................... 416
ANNEXURE XXI: FORMAT FOR NON-COLLUSIVE TENDERING CERTIFICATE.............. 419
ANNEXURE XXII: CONFIDENTIAL MUTUAL NON-DISCLOSURE AGREEMENT .............. 421
ANNEXURE XXIII: BID FORM .............................................................................................. 425
ANNEXURE XXIV- COMPLIANCE OF THE CLAUSES........................................................ 426
Appendix-1 to ANNEXURE-XXIV .................................................................................... 428
ANNEXURE XXV: TECHNICAL ELIGIBILITY DOCUMENTS ............................................... 429
ANNEXURE XXVI: BID-SECURING DECLARATION ........................................................... 430
ANNEXURE XXVII- OEC Scheme ........................................................................................ 431
ANNEXURE XXVIII- GUIDELINES ON BANNING OF BUSINESS DEALINGS ................... 431
ANNEXURE XXIX- VENDOR FORMAT ................................................................................ 432
ANNEXURE XXX- SAFETY CONDITIONS OF CONTRACT................................................ 433
ANNEXURE XXXI- FORMAT FOR AFFIDAVIT ..................................................................... 434

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

1. LIST OF ABBREVIATIONS
ABBREVIATION DESCRIPTION
ABP Annual Business Plan
ACQ Annual Contracted quantity
ACR Annual Confidential Report
AIAP Annual Internal Audit Plan
AMS Audit Management System
ASN Advanced Shipping Notification
ASP Alloy Steel Plant
AUC Assets under Construction
AVC Advanced Variant Configuration
BG Bank Guarantee
BOE Bill of Entry
BOL Bill of Lading
BP Business Partner
BRC Bloom cum Round Caster
BRS Bank Reconciliation Statement
BTP Business Technology Platform
BTSO Branch Transport and Shipping Office
CA Compensatory Afforestation
CAD Computer-aided design
Compensatory Afforestation Fund Management and Planning
CAMPA
Authority
CAPA Corrective Action and Preventive Action
CC Commissioning Certificate
CCN Consignment Control No.
CCSO Central Coal Supply Organization
CDM Cash Deposit Machine
CEM Central Engineering Maintenance
CEMS Continuous Emission Monitoring System
CFP Chandrapur Ferro Alloy Plant
CFT Cross Functional Team
CGoM Chhattisgarh Group of Mines
CI Cloud Integrator
CIG Coal Import Group
CISF Central Industrial Security Force
CL Composite License
CMO Central Marketing Organization
CMLO Central Mines and Logistics Organization
COA Contract of Affreightment
COD Committee of Directors

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

ABBREVIATION DESCRIPTION
COEC Coke Ovens Expert Committee
COGS Cost of Good Sold
COLD Consumer Operated Lubrication Depot
CPL Cold Plate Leveler
CR Capital Repair
CREP Corporate Responsibility For Environmental Protection
CRM Customer Relationship Management
CTE Consent to Establish
CTM Core Team Member
CVL Common Vendor List
DA Disciplinary Authority
DAP Draft Para
DD Direct Dispatch
DEPB Duty Entitlement Pass Book
DMO District Mining Officer
DMS Document Management System
DO Delivery Order
DOP Delegation of Power
DPC Departmental Promotion Committee
DSC Digital Signature
EAC Environment Appraisal Committees
EC Environmental Clearance
EDC Expenditure During Construction
EFBS Employee's Family Benefit Scheme
EHS Environment Health and Safety
EIC Engineer In Charge
EMD Earnest money deposit
EMF Earmarked Fund
ERS Electrical Repair Shop
ERW Electric Resistance Welded
ESS Employee Self Service
FAC Final Acceptance Certificate
FC Forest Clearance
FDS Final Deviation Statement
FG Finished Goods
FI-CO Finance and Controlling
FL Functional Location
FOIS Freight Operations Information System
FRIC Final Receipt Inspection Certificate
FVU File Validation Utility

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

ABBREVIATION DESCRIPTION
GP Gate Pass
GRC Governance Risk and Compliances
GRN Goods Receipt Number
GT Global Tender
HCM Human Capital Management
HMDS Hot Metal Desulphurization
HMIS Hospital Management Information System
HOIA Heads of Internal Audit
HPR Hand Picked Reject
HRCF Hot Roll Coil Finishing Mill
HSM Hot Strip Mill
IAFs Important Audit Findings
IBSTM Inter-branch Stock Transfer Memo
ICEGATE Indian Customs EDI Gateway
IDC Interest During Construction
IDS Interim Deviation Statement
INDAS Indian Accounting Standard
IP Implementation Partner
IPSS Interplant Steel Standards
IPT Inter-Plant Transfer
IR Inspection Report
ISDM Inter Stockyard Diversion Management
ISO International Organization for Standardization
ISP IISCO Steel Plant
ITC Input Tax Credit
IUCA Inter Unit Current Account
JGoM Jharkhand Group of Mines
KPI Key Performance Indicator
L&I Logistic and Infrastructure
LC Letter of Credit
LD Liquidated Damages
LDCP Lime-Dolo Calcining Plant
LIMS Lab Information Management System
LOA Letter of Acceptance
LOP Line of Promotion
LSC Letter of Short Credit
MAP Monthly Audit Plan
MB Measurement Book
MDG Master Data Governance
MDM Master Data Management

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

ABBREVIATION DESCRIPTION
MES Manufacturing Execution System
MIB Medical Invalidation Board
MIC Master Inspection Characteristics
MIDHANI Mishra Dhatu Nigam Ltd
MII Make in India
MIS Management Information System
ML Module Lead
MM Material Management
MoEFCC Ministry of Environment, Forest and Climate Change
MP Mining Plan
MRD Material Recovery Department
MRP Materials Requirement Planning
MSE Micro Small Enterprise
MSME Micro, Small & Medium Enterprises
MSQ Monthly Scheduled Quantity
MSS Manager Self Service
MTO Make To Order
MTS Make To Stock
NC Non-Compliance
NDC No Dues Certificate
NIPLC No Increase in Pollution Load Certificate
NIT Notice Inviting Tender
NOR Notice of Readiness
NPV Net Present Value
NSR Net Sales Realization
O&M Operation and Maintenance
O&S Operation and Services
OCR Optical character recognition
OES Optical Emission Spectrometer
OGoM Orissa Group of Mines
OSL Out Standing Liability
OT Open Tender
PAR Preliminary Audit Report
PCB Pollution Control Board
PDF Portable Document Format
PESO Petroleum and Explosives Safety Organization
PGC Performance Guarantee Certificate
PGI Post Good Issue
PI Proforma Invoice
PIS Pay In Slip

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

ABBREVIATION DESCRIPTION
PL Prospecting License
PLEM Pipeline Erection and Maintenance
PP Production Planning
PR Purchase Requisition
PSU Public Sector Undertaking
PV Payment Voucher
PVC Price Variation Clause
PVR Police Verification Records
QC Quality Complain
QCBS Quality and Cost Based Selection
RBAC Role Based Access Control
RCA Root Cause Analysis
Re-FX Flexible Real Estate Management
RFx Request for Anything
RMC Rail Movement Cell
RMP Review of Mining Plan
RMT Revenue Maximization Team
RO Release Order
RP Risk Purchase
RR Railway Receipt
RSM Rail and Structural Mill
RSP Rourkela Steel Plant
SAC SAP Analytics on Cloud
SAFs Significant Audit Findings
SAP Systems, Applications & Products in Data Processing
SC Screening Committee
SCSS Stock cum sales statement
SD Security Deposit
SD Sales & Distribution
SEAC State Environment Appraisal Committee
SEIAA State Environment Impact Assessment Authority
SES Service Entry Sheet
SESBF SAIL Employees Superannuation Benefit Fund
SFG Semi Finished Goods
SIT Stores in Transit
SIT System Integration Test
SLF Secured Land Fill
SMS Steel Melting Shop
SOF Statement of Fact
SOP Standard Operating Procedure

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

ABBREVIATION DESCRIPTION
SPE Shop Personnel Executive
SRU SAIL Refractory Unit
SRV Stores Requisition Voucher
SSO Single Sign-on
STO Stock Transfer Order
STTR Standard Delivery by Road
TB Trial Balance Creation
TBP Transporter Bill Processing
TC Test Certificate
TECO Technically Completion
TPA Third Party Analyst
TRA Transfer Release Advice
UAT User Acceptance Test
URM Universal Rail Mill
UST Ultrasonic Testing
UT Unit Test
VIM Vender Invoice Management
VRC Vendor Registration Committee
WBS Work Breakdown Structure
WCA Work Clearance Application
WCD Work Clearance Document
WCM Weekly Coordination Meetings
WOCO Work Completed
XBRL Extensible Business Reporting Language
XRF X-ray Fluorescence

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

2. CHECKLIST
The Bidder must ensure that documents listed below are submitted in the bid:

Sl No Document
Duly signed and stamped Letter of Bid (LOB) with the seal of the bidder
1.
(Annexure-IA)
Copy of the ‘Power of Attorney’ issued by the bidder in the name of the person
2.
signing LOB(Annexure-IB)
3. Authorization to DSC holder (if required)
4. Copy of valid Permanent Account Number (PAN) of bidder
 Certified true copy of the Memorandum of Association (MoA) of the bidder
 Certified true copy of the Article of Association (AoA) of the bidder
5.  Certified true copy of the Certificate of Incorporation of the bidder
 A list containing the names of the current directors of the bidder and their
respective Director Identification Number (DIN)
Copy of the GST Registration certificate (GST Identification Number) issued by
6.
the appropriate authority to the bidder
7. Duly signed and witnessed Pre-Contract Integrity Pact as per Annexure II
8. Undertaking on not being banned / delisted by SAIL as per Annexure IV
Documents pertaining to subcontractors in compliance of sub-clause 5.7, section
9.
III of this RFP document
Documents supporting Minimum Qualification Requirement (MQR) as per sub-
10.
clause number 4.3, Section II of this RFP document
Two customer certificates for master data codification as per clause 6.5.1 under
11.
Technical Specification
Documents supporting QCBS criteria (as mentioned in clause number 4.15,
12.
Section II of this RFP document)
Approach paper(s) containing overall implementation strategy covering the overall
13. solutions including master data cleansing strategy. The approach paper should
also cover various points mentioned in QCBS in 4.15-(i) sl no. 6
Duly filled Functionality Matrix (Excel file to be downloaded from the portal, filled
14.
and uploaded)
Duly filled Technical Parameter Sheet (Excel file to be downloaded from the
15.
portal, filled and uploaded)
16. Duly filled Price bid / BOQ as indicated in Annexure III of this RFP document
Un-priced copy of price bid (Annexure-III) with the word ‘Quoted’ where price is to
17.
be quoted.
18. Verification of Technical Eligibility documents (Annexure-XXV)
19. Bid Form (Format at Annexure-XXIII)
20. Format for Non-Collusive Tendering Certificate (Annexure-XXI)
21. Declaration for NCLT (Annexure-XVIII)
All pages of the bid shall be signed by the person or persons signing the bid as
22.
per clause number 4.4 of Section II
23. Bid Securing Declaration (Format at Annexure-XXVI)
24. Vendor Format (Annexure-XXIX)
Certificate/ Undertaking for compliance with regards to Guidelines given at
25.
Annexure-XXIV (Appendix-1 to ANNEXURE-XXIV)

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Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl No Document
Format for Affidavit (Annexure-XXXI) – Undertaking in respect of submission of
26.
genuine documents towards fulfilment of eligibility criteria
27. Declaration on relationship with employees or Director of SAIL (Clause 4.22)
Declaration of person or team representing the firm is also representing any other
28.
firm participating in the tender
29. Declaration of Bidder serving any Banning order
30. List of Deviations (Both Technical and Commercial), if any

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

3. SECTION I: E TENDER NOTICE (NIT)

3.1. NOTICE- Invitation for Bids (IFB)

Steel Authority of India Limited (SAIL) hereinafter referred to as “Employer” invites tenders from
eligible/ pre-qualified bidders on domestic bidding basis (Open tender) for the facilities of
“Selection of Implementation Partner (IP) for Centralized S/4 HANA Implementation e-
Procurement with QCBS Evaluation method”.

Tender No. PCC/TK/5(869)/2025-26/26, dtd.01.01.2026

Tender 21 days from date of publish

Submission

Place of Online ([Link])

Submission of Bid

Contact details Interested bidders may obtain further information from the office
of :

Projects Contract Cell – Turnkey

Expansion Building, Room no.32,
SAIL/ Bhilai Steel Plant,
Bhilai-490 001, Distt.-Durg (C.G)
Ph. No. 91788 286 4859/ 4870
Email : umanganand@[Link]; roopamkumar@[Link]
Mobile No. 9407982837; 9407982013

For technical details, please contact:

Shri Naveen Jain, GM (C&IT)

SAIL, Corporate Office, Delhi
Ph. No. +91 11 24362897 (Mobile : +91 9968605199)
Email : [Link]@[Link];

Shri S K Sunke, CGM (C&IT)

SAIL, Corporate Office, Delhi
Mobile : +91 9432012331
Email : sunke@[Link]
Pre bid Meeting Yes.

Venue - Physical Pre-bid meeting shall be held at Bhilai Steel

Plant, Bhilai

Bidders shall have the option to join the meeting through virtual
mode for which link information shall be provided on request

Pre-Bid queries and request for participation to be submitted at

least two days before the scheduled pre-bid meeting.

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

EMD/Bid Security Rs.70 lakhs/- (Indian Rupees Seventy Lakhs only)

As per clause no. 3.3

Submission of Bid Part I : Bid Security, Part II : Techno-Commercial Bid and

Part III : Price Bid on SAIL e-procurement Portal

([Link])

This tender has been issued in e-procurement mode. Thus it is

mandatory to submit offer online only on the SAIL eProc Portal.
Any offer submitted in hard copy or any other mode other than
specified in this para shall not be considered.

User guide for participation in tender can be downloaded from

the SAIL eProc Portal ([Link]).

Reverse Auction Not Applicable

Sole / Consortium Consortium bidding is not allowed

Bid

Performance Five percent (5%) of the Total Contract price valid for 66 months
Bank Guarantee as per clause no. 5.4 of this document

3.2. TIME SCHEDULE OF TENDER

Please refer our website [Link] for the details.

3.3. EMD/BID SECURITY

Bids must be accompanied by the Earnest Money Deposit /Bid Security in any of the following
forms:
a) a Bank Demand Draft / Banker’s Cheque/ Pay Order from scheduled Commercial
Bank (except Co‐operative and Gramin Bank) drawn in favour of ‘SAIL, Bhilai Steel
Plant’ payable at Bhilai or
b) a Bank Guarantee from Scheduled Commercial Bank (except Co‐operative and
Gramin Bank) in the form provided in the bidding documents having validity of 240 days
from the deadline for submission of bid or
c) The original Bank Draft/ Banker’s cheque/ Pay order / Bank Guarantee shall be
submitted within 10 days from the opening of the tender.

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d) Earnest Money can also be submitted in the form of TT remittance / online

transfer – NEFT, RTGS, SWIFT. Proof of transaction to be attached or
e) Fix Deposit Receipt (FDR) can also be accepted against EMD/Bid Security,
issued and be payable/operable by State Bank of India (SBI) or a Scheduled
Commercial Bank in India at the place where designated Steel Plant/Unit is located. In
case the FDR is not payable/operable locally, then the FDR shall be issued and be
payable/operable by State Bank of India (SBI) or a Scheduled Commercial Bank in India
located at either Delhi, Mumbai, Chennai, Kolkata, Hyderabad or Bangalore.

Following terms shall be applicable;

i. FDR has to be in the name of SAIL/Bhilai Steel Plant(BSP).

ii. Original FDR shall be kept at SAIL/ Bhilai Steel Plant .
iii. Confirmation from FDR issuing Bank is required for creating/marking its lien on
the FDR.
f) Bid Securing Declaration for only exempted bidders as per format at Annexure‐
XXVI.
g) Bhilai Steel Plant’s Bank details for online transfer is as under :-

State Bank of India, SME Branch, Sector-I, Bhilai – 490001

Branch email : sbi.12277@[Link]
Contact no. : 0788-2227720, 2227719;
IFSC Code : SBIN0012277
Swift Code : SBININBB655 MICR Code : 490002017
SAIL Account No. : 10184627403
Beneficiary Name : SAIL, Bhilai Steel Plant.

h) Documents for exemption of Bid Security shall consist of the following:

Micro & Small Enterprises (MSEs)/ Central PSUs/ State PSUs/ Govt. Undertakings etc.
may be exempted from submission of bid security as per Government policy.
For MSEs, the exemption will be extended on basis of self certified copy of Adhar Udyog
Memorandum provided the concerned MSE is also registered in MSME databank and
MSE is registered for given scope of job/ procurement. SSI / NSIC certificate holders are
also exempted from submitting bid security and should submit a copy of valid
Entrepreneurs Memorandum, if applicable.
In the event the tender of any Bidder is rejected during the course of Techno-Commercial
Scrutiny and Evaluation, the bid securities shall be returned to such Bidders within seven days
from the date of rejection of its offer.

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The bid securities of unsuccessful Bidders shall be returned within 15 (fifteen) days after
determination of successful Bidder.
The bid security of the successful Bidder will be returned when the Bidder has signed the
Contract Agreement and has furnished the required Performance Bank Guarantee.
The bid security shall be forfeited beside any other action deemed fit on either of the following
grounds:
i. On unilateral withdrawal of the bid during the bid validity.
ii. On modifying the bid unilaterally after opening of tender.
iii. Submission of false information/particulars and failure to establish authenticity of
the documents filed in support of eligibility.
iv. On refusal to enter into contract after award within the stipulated period without
sufficient justification.
v. If the work is not commenced after the work is awarded.
vi. Refusal to give additional performance bank guarantee in case the bidder is not
able to justify the rates quoted by him and awarded the job.
No interest shall be paid on Bid Security amount. Cheque will not be accepted. The
tender without Bid Security or with short Bid Security or Bid Security in the form other
than specified hereinabove shall be liable for rejection.

4. SECTION II: INSTRUCTION TO THE BIDDERS (ITB)

4.1. GENERAL
Instructions to Bidders (ITB) should be read in conjunction with the other parts of the Bid
Documents. Although details presented in this ITB have been compiled with all reasonable care,
it is bidder's responsibility to satisfy itself that the information / documents are adequate and that
there are no conflict between the stipulations contained in this ITB and other parts of the Bid
Documents. No dispute or claims shall be entertained on this account. Bid proposal preparation
is the responsibility of the bidder, and no relief or consideration can be given for errors and
omissions.
4.2. ABOUT SAIL AND PRESENT ERP STATUS
Steel Authority of India Limited (SAIL) is one of the largest steel producers in India and the
leading Maharatnas of the country’s Central Public Sector Enterprises. Under its umbrella it has
five large integrated steel manufacturing plants viz Bhilai Steel Plant (BSP), Bokaro Steel
Limited (BSL), Rourkela Steel Plant (RSP), Durgapur Steel Plant (DSP), IISCO Steel Plant (ISP)
and three Special Steel plants - Alloy Steel Plant (ASP), Salem Steel Plant (SSP) &
Visvesvaraya Iron & Steel Plant (VISL) and many other units like Central Marketing
Organization (CMO), Corporate Office (CO), Chandrapur Ferro Alloy Plant (CFP), SAIL
Refractory Unit (SRU), R & D Centre for Iron & Steel (RDCIS), Centre for Engineering &

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Technology (CET), Management Training Institute (MTI), Refractories, Raw Material Group
(RMG) , Central Mines and Logistics Organization (CMLO)etc.
Among the above entities, five integrated steel manufacturing plants are currently on SAP ECC
along with CO and CMO. Additionally, SAP has also been implemented at CFP in the instance
of BSP. Rest of the units are non-ERP ones running on legacy/third party applications. The
instances in four integrated steel plants and CMO are deployed at ‘On premise’ infrastructure
whereas ERP instances of ISP and CO are deployed on Cloud. As ERP in SAIL is
decentralized, units exchange only limited business information amongst themselves as needed
for business purposes. Further, the Business processes across various units are similar at
higher level yet have many differences at procedural level mainly due to local needs and user
requirements. This distributed landscape having multiple SAP ECC and legacy/thirds party
software on diverse platforms with limited real time integration prevents SAIL from reaping full
benefits of ERP. This also becomes a bottleneck in digital transformation journey of SAIL.
Currently all SAP enabled Plants & Units are on SAP ECC 6.0. As per the SAP future roadmap
and communications ERP ECC 6.0 version would be end of life and no longer be supported by
them from 2027 onwards. This version has been replaced by a new version of ERP known as
S/4HANA which has additional functionalities, simplified user interface to enable user
friendliness and enhanced features to support mobility & analytics. This version is built on HANA
(High Performance Analytic Appliance) database which has in-memory capabilities and is
considerably faster than the traditional databases thereby resulting in faster processing speed.
Accordingly, SAIL has decided to harmonize the disparate business processes across different
plants/units and bring them on latest SAP version S/4HANA on cloud. However, SSP and VISL
have been excluded from Centralized S/4HANA implementation since these units are under
divestment process.

4.3. ELIGIBILITY CRITERIA

The qualification will be subject to Bidder’s fulfilment of the Qualification Criteria and stipulated
hereunder, supported by authentic and relevant information and details. The Bidder(s) wishing
to apply for this Tender for the aforesaid work must meet the following qualifying criteria
(Minimum Qualification Requirement- MQR).

Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

The bidder should be incorporated in Self-attested copy of

1 Registration in India India under The Companies Act certificate of
1956/2013 or under the LLP Act. incorporation

2 Operations in India The bidder should have been in Self-attested copy of

operation for a period of at least 10 certificate of

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

years as on the date of publishing of commencement

this RFP

The bidder should have minimum

200 SAP certified consultants on its Certificate from HR
payroll as on last date of submission head or competent
of the bid.
3 Manpower Strength authority indicating
The documentary evidence for SAP the Name and Module
certification to be furnished by the
bidder, if asked by SAIL.

Technical Criteria

The bidder should be listed on the Screenshot (SAP

SAP website Link website Link) showing
([Link] the name of the
Navigator?q=&queryType=partner&e bidder not 15 days
4 Competencies Level prior to the last date
ngagement=Consult+and+Implement
+partners&location=India&designatio of submission of the
n=rise&industry=Mill+Products+and+ bid.
Mining )

The Bidder must

Bidder should have an active existing
provide a copy of
authorized partnership with OEM
5 Product Partnership Manufacturer’s
(SAP) for support and services as on
Authorized Form
the last date of submission of the bid.
(MAF) from SAP

The bidder should have a SEI CMMI

6 Quality Certification Level 5 as on last date of submission Valid CMMI Level 5
Certificate
of the bid.

Experience of The bidder should have executed at 1. Copy of Contract

S/4HANA least one (1) full cycle S/4HANA (should show bidder’s
7 Implementation/Migrati implementation project (end-to-end name, client’s name,
on from ECC to S/4 implementation) or ECC to S/4 HANA module scope, user
HANA Migration, within India with at least 4 base and end-to-end

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

modules (out of 4 modules, FICO, SD implementation/

and MM are mandatory) of the six (6) Migration scope)/
modules given below, in last 10
OR
years, as on last date of submission
of the bid: Purchase Order Copy
(should show bidder’s
• FICO
name, client’s name,
• SD module scope, user
base and end-to-end
• MM
implementation /
• PP Migration scope)
• PM AND
• QM [Link]’s Certificate
The user base of the project should of Successful
be Completion/Go-Live
mentioning number of
(a) Minimum of One Thousand
users and modules
(1000) transactional/ functional users
implemented
in the implementation (The user base
shall be exclusive of the employees OR
having only ESS/ MSS Licenses). Any other
OR authenticated
supporting document
(b) In case of RISE with S/4HANA
from customer/ client
citation, FUE should be a minimum of
for whom the work
350.
has been executed
Following Project experience will giving desired details.
be taken into consideration:
A. For completed project:
(a). Projects which have gone live (in
single phase) will be considered for
evaluation fulfilling the condition
related to users and number of
modules provided the go-live date for
the project is within 10 (Ten) years

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

reckoned from the last date of bid

submission.
(b). Projects which have gone live (in
multiple phases) will be considered
for evaluation provided the go-live
date for the phase(s) fulfilling the
condition related to users and
number of modules is within 10 (Ten)
years reckoned from the last date of
bid submission.
B. For ongoing project/contracts:
Any project which has one or more
phases, out of which few phase(s)
have gone-live and remaining
phase(s) are yet to go-live shall be
considered provided that the phases
which have gone live fulfil the
condition mentioned above related to
duration, users and number of
modules.

The bidder should have experience [Link] of Contract

of SAP S/4 HANA / ECC (should show bidder’s
implementation with any name, client’s name,
Manufacturing / Metal / Mining module scope, user
industry within India with at least 4 base and end-to-end
modules (out of 4 modules, FICO, SD implementation/migrat
8 and MM are mandatory) of the six (6) ion scope)/
modules given below, and has gone OR
live in last 15 years, as on last date of
Purchase Order Copy
bid submission.
(should show bidder’s
• FICO name, client’s name,
• SD module scope, user
• MM base and end-to-end

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

SAP S/4HANA / ECC • PP implementation/migrat

implementation with • PM ion scope)
any Manufacturing / • QM
AND
Metal / Mining industry
The user base of the
[Link]’s Certificate
implementations should be
of Successful
(a) Minimum of Five Hundred (500) Completion/Go-Live
transactional/ functional users in the mentioning number of
implementation (The user base shall users and modules
be exclusive of the employees having implemented
only ESS/ MSS Licenses)
OR
OR
Any other
(b) In case of RISE with S/4HANA authenticated
citation, FUE should be a minimum of supporting document
200. from customer giving
desired details.

Following implementation
experience will be taken into
consideration:
A. For completed project:
(a). Projects which have gone live (in
single phase) will be considered for
evaluation fulfilling the condition
related to users and number of
modules provided the go-live date for
the project is within 15 (Fifteen) years
reckoned from the last date of bid
submission.
(b). Projects which have gone live (in
multiple phases) will be considered
for evaluation provided the go-live
date for the phase(s) fulfilling the
condition related to users and

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

number of modules is within 15

(Fifteen) years reckoned from the last
date of bid submission.
B. For ongoing project/contracts:
Any project which has one or more
phases, out of which few phase(s)
have gone-live and remaining
phase(s) are yet to go-live shall be
considered provided that the phases
which have gone live fulfil the
condition mentioned above related to
duration, users and number of
modules.

[Link] of Contract
(should show bidder’s
name, client’s name,
Add-on within implementations listed module scope, user
in Sl (7) above. base and end-to-end
implementation
scope)/
In case it has been executed as
OR
Add-on in the separate project, within India, and
Implementations: has gone live in last 10 years, as onPurchase Order Copy
9 last date bid submission, the user (should show bidder’s
ARIBA, CRM Solution
and SAC base of the implementations should name, client’s name,
be a minimum of One Hundred (100) module scope, user
transactional/ functional users. base and end-to-end
implementation
(The user base shall be exclusive of
scope)
the employees having only ESS/
MSS Licenses) AND
[Link]’s Certificate
of Successful
Completion/Go-Live

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

mentioning number of
users and modules
implemented
OR
Any other
authenticated
supporting document
from customers giving
desired details.

Financial Criteria

1. Certificate giving
year wise turnover
with valid UDIN
issued by a practicing
Chartered Accountant
indicating their
membership number
of ICAI.
The Company/LLP should have an
average annual turnover of at least
Rs. 2000 Crores in the last three (3) [Link] bidder shall
10 Annual Turnover
consecutive financial years ending also submit audited
31st March 2025 (i.e., 2022-23, annual financial
2023-24, 2024-25) reports (Balance
Sheets and Profit &
Loss Accounts) in
support of the same.

[Link] shall have

the meaning ascribed
to in section 2(91) of

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

the Companies Act,

2013 or its
subsequent revisions.

Certificate giving Net

The bidder should have positive Net worth with valid UDIN
worth in the preceding financial year, issued by a practicing
11 Networth as per the audited annual accounts Chartered Accountant
i.e. financial year ending 31st March indicating their
2025. membership number
of ICAI

OTHER REQUIREMENTS

a ). A self-declaration
a) No Corporate Insolvency in the prescribed
Resolution/liquidation process format ( Annexure-
XVIII)
should have commenced in
by the Bidder to this
respect of the Bidder and/or
effect shall be
its Members under the
submitted
Insolvency and Bankruptcy
Code, 2016 and any other
laws applicable to the Bidding
12 Other Requirement Entity b) The Bidders shall
submit
b) In compliance to ‘Restriction
certificate/undertaking
under Rule 144 (xi) in the regarding guidelines
General Finance Rules given at Annexure-
(GFRs) 2017’ of Govt. Of XXIV
India (regarding Country of
Bidder sharing a land border
with India), the Bidders shall
submit certificate/undertaking

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Documentary
Sl Evidence/
Criteria Minimum Qualifying Requirements
No. Supporting
Documents

regarding guidelines given at

Annexure-XXIV c ). Resumes
certified by authorized
c) The resume corresponding to signatory of the
the key stakeholders of the bidder
project team from the bidder
must qualify the minimum
qualifications and experience
criteria as mentioned in the
subsection 4.15, QCBS Table
SL no. 4, under header
“Quality of Manpower
Experience” of the RFP.
Bidders who meet this
“Quality of Manpower
Experience” criteria, will only
be considered for Technical
Evaluation as mentioned in
the subsection 4.15, QCBS.

4.3.1. Verification of Eligibility documents

Employer reserves the right to call for original documents for verification at any time
during tendering, evaluation and/ or the execution of the contract. In case of any
document/information submitted by bidder(s) found to be false or containing any
misrepresentation of having any fraudulent declaration in it, then in such eventuality,
legal action (including termination of contract, banning of business dealing, damages,
criminal proceedings etc.) as deemed fit may be initiated by Employer.

In this regard, following may please be noted:

i) Employer reserves the right to verify any supporting document(s) submitted by a
participating tenderer / bidder from its source (document issuing authority).
ii) In the interest of expeditious completion of verification, a participating tenderer /
bidder shall provide a list of each supporting document on its letter-head as per
“Annexure-XXV”, along with the contact details (postal address, email address,
landline / mobile number) of the issuing authority of each supporting document for
verification.

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iii) In case a supporting document or information is found to be fake/forged/tampered/

inauthentic at any stage during tendering process & even after placement of
Purchase Order / Work Order, the tenderer/bidder is liable for punitive actions as
per extant guidelines of Employer.
iv) Non-verification of any supporting document or information, at the sole discretion of
Employer, does not absolve the tenderer / bidder of its absolute responsibility to
provide only genuine document(s) in support of eligibility conditions.
4.4. THE BID DOCUMENTS
All the tender documents, including other relevant attachment(s) as the case may be, are to be
submitted online, within the scheduled tender submission date and the time, through the online
mjPRO platform of SAIL for e-tendering i.e. [Link] prescribed for the Purpose.

All pages of the bid shall be signed by the person or persons signing the bid.

4.5. CLARIFICATIONS AND AMENDMENTS TO BID DOCUMENT

I. A pre-bid meeting shall be organized as per details provided in clause 3.1 and 3.2
(Section I of this document) to provide clarifications sought by the bidders.
II. A prospective bidder can ask for any clarification to the Bid Documents by sending its
query (ies) online within the specified time mentioned in the NIT.
III. At any time prior to the deadline for submission of bids, SAIL may, for any reason,
whether at its own initiative, or in response to a clarification requested by a prospective
bidder, issue amendments / notifications / corrigendum / clarifications to the Bid
Documents.
IV. Any corrigendum / clarifications (as deemed fit by SAIL) to the Bid Documents will be
notified online and will be binding on prospective bidders. Confirmation of the fact that
each bidder has submitted its bid after due consideration of the corrigendum to the NIT
shall be given in the Letter of Bid to be submitted as per Annexure 1A.
V. In order to afford prospective bidders reasonable time in which to take the amendment /
notifications / corrigendum / clarifications into account in preparing their bid, SAIL may, at
its discretion, extend the deadline for the submission of bids.

4.6. LANGUAGE OF BID

All documents, including but not limited to the proposal, correspondences and documents
enclosed as part of the proposals relating to the bid shall be in the English language. If any
certificate/ work order/ agreement is submitted in any language other than English
language, the translation copy of the same in English is to be furnished next to the
certificate /work order/ agreement and an affidavit on non-judicial stamp paper duly
notarized in this respect is to be submitted as to representation of the original. In case, any
printed literature furnished by the bidder, is written in another language and accompanied
by translation of all its pertinent passages in the English language, for the purposes of
interpretation of the bid, such translation shall prevail.

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4.7. DOCUMENTS ESTABLISHING THE CONFORMITY

I. The bidder shall furnish as part of its bid as per “Submission / Uploading of Bids”
mentioned in the NIT, documents establishing the conformity to the information/
declarations furnished by it in the Bid Documents.
II. The documentary evidence to be submitted by the bidder for establishing its eligibility
as per the requirements specified in the Bidding Documents shall be in the form of
written descriptions, literature, diagrams, certifications, agreement copy, client
certificates, customer orders, e-mail from company mail etc, as specified in the
corresponding criteria.

4.8. BIDDING PROCESS ON e-Portal: SUBMISSION / UPLOADING OF BIDS

Please refer our website [Link] for the details.

However, please note that the bids shall be prepared and submitted as below:
STEP ‐ 1:- SUBMISSION OF ONLINE PRICES
Bidder shall submit their prices in Indian Rupee ONLY, ONLINE in the digital platform of
MJunction Services Ltd. by logging on to webpage ([Link]). Only ONLINE
prices shall be considered in this tender. The corrigendum/ amendment is normally
issued either
(i) For extension in the Last date for submission of tender ONLY. In such case,
bidder, if desire, can re-accept/ revise their earlier submitted Online prices. In case Price
is NOT revised, their Original prices shall be considered for evaluation and no
subsequent complaint/ claim shall be entertained.
OR

(ii) Other than (i) above for date & time, Corrigendum regarding modification/
changes of the clauses/points of the conditions of the tender and tender schedule etc. In
this case, bidder has to revisit the web portal and resubmit their offer considering the
corrigendum/ amendment. In case of failure to do so their offers shall be summarily
rejected.
4.9. BID PRICES / PRICE BASIS
I. Bidders shall quote for the entire facilities on a ‘single responsibility’ basis such that
the total bid price covers all the Contractor‘s obligations mentioned in or to be
reasonably inferred from the bidding documents in respect of the design,
manufacture, including procurement and sub-contracting (if any), delivery,
construction, installation and completion of the facilities. This includes all
requirements under the Contractor‘s responsibilities for testing, pre-commissioning
and commissioning of the facilities and, where so required by the bidding documents,
the acquisition of all permits, approvals and licenses, etc.; the operation,

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maintenance and training services and such other items and services as may be
specified in the bidding documents. Items against which no price is entered by the
Bidder will not be paid for by the Employer when executed and shall be deemed to
be covered by the prices for other items.

II. Bidders are required to quote the price for the commercial and technical obligations
outlined in the bidding documents. If a Bidder wishes to make a deviation, such
deviation shall be listed in its bid. SAIL may at its own discretion may accept the
deviation. However, if the deviation is not acceptable, SAIL will request the bidder for
removal of deviation. Non-withdrawal of deviation may lead to bid being termed
unresponsive and shall be summarily rejected.

III. Bidders shall give a break-up of the prices, as may be applicable to their bids, in the
manner and detail called for in the Price Schedule.

The taxes & duties clause mentioned at 5.42 may be referred to by bidders.

Bidder must clearly mention their Income Tax Permanent Account Number (PAN) and
Bank Account Number in the offer.

4.10. PERIOD OF BID VALIDITY

I. Bids shall remain valid for the period of 180 days. A bid valid for a shorter period
shall be rejected by the Employer as being non-responsive unless extended.
II. The Employer may solicit the Bidders‘ consent to an extension of the bid validity
period. The request and responses thereto shall be made in writing. If a Bidder
accepts to extend the period of validity, the bid security shall also be extended by the
Bidder accordingly. A Bidder may refuse the request without forfeiting its bid security.
A Bidder accepting such request, shall not modify its bid on its own.

4.11. DEADLINE FOR SUBMISSION OF BIDS

All the tender documents, including other relevant attachment(s) as the case may be, are to
be submitted online, within the scheduled tender submission date and the time, through the
online mjPRO platform of SAIL for e-tendering i.e. [Link] prescribed for the
Purpose.

4.12. MODIFICATION & WITHDRAWAL OF BIDS

I. The Bidder may modify or withdraw its bid after submission, provided that written notice
of the modification or withdrawal is received by the Employer prior to the deadline
prescribed for bid submission.

II. A Bidder wishing to withdraw its bid shall notify the Employer in writing prior to the
deadline prescribed for bid submission.

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III. No bid shall be withdrawn in the interval between the bid submission deadline and the
expiration of the bid validity period specified at clause 4.10. Withdrawal of a bid during
this interval may result in the Bidder‘s forfeiture of its bid security and suspension of one
year (from the date of Letter of Acceptance issued to the successful bidder or date of
approval for tender cancellation by Competent Authority), from being eligible to submit
bids for contracts at SAIL.

IV. Bids together with any modification specified under the clause shall be considered as
'final' bid at the time of opening of the bid.

4.13. BID CURRENCY

The bidder shall quote all prices in Indian Rupees only. No other currency shall be
acceptable.

4.14. BID OPENING

Please refer our website [Link] for the details.

4.15. METHODOLOGY OF BID EVALUATION

(i). QCBS Evaluation Criteria:
Bidders who fully meet the Minimum Qualification Requirement (MQR), as mentioned in the sub
clause 4.3 of Section I, will be considered for Technical Evaluation as per criteria of evaluation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

1 Experience of The bidder should have [Link] of 28 Marks 1 Project 23 marks

S/4HANA executed at least one (1) Contract (should
2 or more Projects
Implementation/ full cycle S/4HANA show bidder’s
1 additional mark
Migration from implementation project name, client’s
ECC to S/4 (end-to-end name, module
HANA implementation) or ECC scope, user Additional Marks
to S/4 HANA Migration, base and end-
within India with at least to-end One or more
4 modules (out of 4 implementation/ Project in
modules, FICO, SD and Migration Manufacturing

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Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

MM are mandatory) of scope)/ Sector- 1 mark

the six (6) modules given
OR
below, in last 10 years,
as on last date of Purchase Order Additional Marks
submission of the bid: Copy (should
One or more
show bidder’s
• FICO Project in Metal
name, client’s
Industry - 1 mark
• SD name, module
scope, user
• MM
base and end- Additional Marks
• PP to-end
implementation / One or more
• PM
Migration scope) Project in
• QM PSUs/Govt- 1
AND mark
[Link]’s Additional Marks
The user base of the Certificate of
project should be : Successful One or more
Completion/Go- Implementation
(a) Minimum of One
Live mentioning Project - 1 mark
Thousand (1000)
transactional/ functional number of users
users in the and modules
implementation (The user implemented
base shall be exclusive OR
of the employees having
only ESS/ MSS Any other
Licenses). authenticated
supporting
OR document from
(b) In case of RISE with customer/client
S/4HANA citation, FUE giving desired
should be a minimum of details.
350.

Following Project
experience will be
taken into
consideration:

32 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

A. For completed project:

(a). Projects which have

gone live (in single
phase) will be considered
for evaluation fulfilling the
condition related to users
and number of modules
provided the go-live date
for the project is within 10
(Ten) years reckoned
from the last date of bid
submission.

(b). Projects which have

gone live (in multiple
phases) will be
considered for evaluation
provided the go-live date
for the phase(s) fulfilling
the condition related to
users and number of
modules is within 10
(Ten) years reckoned
from the last date of bid
submission.

B. For ongoing
project/contracts:

Any project which has

one or more phases, out
of which few phase(s)
have gone-live and
remaining phase(s) are
yet to go-live shall be
considered provided that
the phases which have
gone live fulfil the
condition mentioned
above related to duration,

33 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

users and number of

modules.

34 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

user base shall be implemented

exclusive of the
OR
employees having only
ESS/ MSS Licenses) Any other
authenticated
OR
supporting
(b) In case of RISE document from
with S/4HANA citation, customer
FUE should be a /client giving
minimum of 200. desired details.

Following
implementation
experience will be
taken into
consideration:
A. For completed
project:
(a). Projects which
have gone live (in
single phase) will be
considered for
evaluation fulfilling the
condition related to
users and number of
modules provided the
go-live date for the
project is within 15
(Fifteen) years
reckoned from the last
date of bid submission.
(b). Projects which
have gone live (in
multiple phases) will

35 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

be considered for
evaluation provided
the go-live date for the
phase(s) fulfilling the
condition related to
users and number of
modules is within 15
(Fifteen) years
reckoned from the last
date of bid submission.
B. For ongoing
project/contracts:
Any project which has
one or more phases,
out of which few
phase(s) have gone-
live and remaining
phase(s) are yet to go-
live shall be
considered provided
that the phases which
have gone live fulfil the
condition mentioned
above related to
duration, users and
number of modules.

3 Add-on in the Add-on within [Link]’s 13 CRM Solution

Implementation implementations listed Certificate of Marks Experience
s in Sl (1) and/ or Sl (2) Successful
Maximum 3
above. Completion/Go
marks
-Live
mentioning 1
In case it has been number of implementation-
executed as separate users and 2 marks

36 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

project, within India, modules More than 1

and has gone live in including the implementation-3
last 10 years, as on Add-ons marks
last date of bid implemented
submission, the user
OR
base of the ARIBA
implementations Any other Experience
should be a minimum authenticated
Maximum 3
of One Hundred (100) supporting
marks
transactional/ document from
customer 1
functional users.
giving desired implementation-
(The user base shall 2 marks
details.
be exclusive of the
More than 1
employees having only
implementation-3
ESS/ MSS Licenses) AND
marks
[Link]’s
SAC Analytics
Certificate of
Experience
Successful
Completion/Go Maximum 3
-Live marks
mentioning 1
number of implementation-
users and 2 marks
modules
More than 1
implemented
implementation-3
OR marks
Any other
authenticated
SAP-
supporting
Datasphere
document from
Experience
customers/
client giving Maximum 1
desired details. marks
1

37 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

implementation-
1 mark else 0
marks

SAP DMS/
Content
Management
Experience -
ADA –Open Text
- Maximum 1
mark
1
implementation-
0.5 mark
More than 1
implementation-
1 mark

Cloud
Experience in
RISE with SAP–
Maximum 2
marks
1
implementation-
1 mark
More than 1
implementation-2
marks

4 Quality of Project Manager Curriculum 2 Marks SAP Experience

Manpower Vitae/ Resume 15 or more but
Essential Criteria:
certified by the less than 20

38 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

Solution Architect- Curriculum 1.5 Experience of 2

Functional Vitae/ Resume Marks (two) or more
certified by the ECC/ S/4HANA
Essential Criteria:
authorized Implementation
B.E./ [Link]. / MCA / signatory of Projects as per
MBA/CA/ICWA (or
the bidder. given criteria as
equivalent) or higher
with minimum 10 years Solution
SAIL, may, at
and above post Architect-
its own
qualification Functional - 0.5
experience of SAP discretion
Marks
Projects. verify the
credentials Else- 0 mark
Should have
mentioned in
experience of

39 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

execution of at least the

1(one) end to end CV/Resume.
S/4 HANA /ECC At least 1 (one)
implementation Note: Only one S/4 HANA
Project with CV against the implementation
mentioned role experience as a
(a) User base
minimum of Five to be Solution
Hundred (500) submitted. Architect-
transactional/ Functional - 0.5
functional users as
mark
Solution Architect-
Functional. Else- 0 mark
or
(b) In case of RISE At least 1 (one)
with S/4HANA citation, SAP ECC/
FUE should be a
minimum of 200. S/4HANA
implementation
experience as a
Solution
Architect-
Functional in
Metals industry-
0.5 marks.
Else- 0 mark

Solution Architect- Curriculum 1.5 Experience of 2

Technical Vitae/ Resume Marks (two) or more
certified by the ECC/ S/4HANA
Essential Criteria:
authorized Implementation
B.E./ [Link]. / MCA / signatory of Projects as per
MBA (or
the bidder. given criteria as
equivalent) or higher

40 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

with minimum 10 years SAIL, may, at Solution

and above post its own Architect-
qualification
discretion Technical - 0.5
experience of SAP
Projects. verify the Marks
credentials
Else- 0 mark
Should have mentioned in
experience of
the
execution of at least
1(one) end to end CV/Resume. At least 1 (one)
S/4 HANA /ECC S/4 HANA
Note: Only one
implementation
Project CV against the implementation
(a) With user base mentioned role experience as a
minimum of Five to be Solution
Hundred (500) Architect-
submitted.
transactional/
functional users as Technical- 0.5
Solution Architect- mark
Technical.
Else- 0 mark
or
At least 1 (one)
(b) In case of RISE SAP ECC/
with S/4HANA citation, S/4HANA
FUE should be a implementation
minimum of 200.
experience as a
Solution
Architect-
Technical in
Metals Industry-
0.5 marks.
Else- 0 mark

Module Lead Curriculum 8 Marks Valid SAP ERP

Vitae/ Resume certification for
Essential Criteria: (1x8)
certified by the the respective
B.E./ [Link]. / MCA / authorised module for which
MBA (or
signatory of the resource has
equivalent) or higher

41 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

and CA/ICWA for the bidder. been proposed-

FICO, with minimum 8 0.25 mark
years and above post SAIL, may, at
qualification its own Else- 0 mark
experience in discretion
respective SAP Experience of
verify the
module. implementing at
credentials
least one (1) end
Should have mentioned in
experience as Module the to-end SAP
Lead of respective S/4HANA project
CV/Resume.
Module of at least as Module Lead
1(one) end to end Note: Only one of respective
S/4HANA
CV against module for which
implementation or
ECC Implementation each of the 8 the resource has
Project: core modules been proposed-
(a) With user base to be 0.25 marks
minimum of Five
submitted.
Hundred (500) Else- 0 mark
transactional/
functional users.

or At least 1 SAP
implementation
(b) In case of RISE experience in
with S/4HANA citation,
Metals Industry-
FUE should be a
minimum of 200. 0.25 mark.
Else- 0 mark
Core Modules:
 FICO
 SD
At least 1 SAP
 MM
implementation
 PP
experience in
 PM
Steel Sector-
 QM 0.25 mark.
 ARIBA
Else- 0 mark
 CRM Solution

42 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

Technical Lead Curriculum 7 Marks Experience of

Vitae/ Resume more than 8
Essential Criteria: (1x 7)
certified by the years but less
B.E./ [Link]. / MCA / authorised than 10 years -
MBA/ (or
signatory of 0.25 mark
equivalent) or higher,
with minimum 8 years the bidder.
Experience of 10
and above post
SAIL, may, at or more years-
qualification SAP
Technical experience. its own 0.5 mark
discretion
Should have verify the
experience as
credentials
Technical Lead in
execution of at least mentioned in At least 1 (one)
1(one) S/4HANA the SAP
implementation or CV/Resume.
ECC to S/4HANA implementation
migration Project, with Note: Only one experience 0.25
user base minimum of CV against the mark.
Five Hundred (500)
mentioned role More than 1
transactional/
functional users (In to be (one)
case of RISE with submitted. implementation
S/4HANA citation, FUE
should be a minimum 0.5 mark
of 200) on following
areas:

 ABAP
 BASIS
 BTP
 Fiori
 Security
 Integration
 Analytics

5 Quality of Bid - - 2 Marks Completion of

Submission Bid with all
relevant
documents as

43 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

required in RFP
at the time of bid
submission- 0.25
marks

Indexing & Page

Numbering -
0.25 marks

Self-evaluation
sheet of
Technical Score
referencing
relevant
documentary
evidence- 1 mark

Overall Quality
/neatness of the
bid response
document
including
Understanding of
the Scope- 0.5
marks

6 Presentation Bidder to make a Presentation indicating 20 0-20 as per the

and Approach its implementation approach to the Marks marks mentioned
Paper Technical Evaluation Committee. below:
Presentation/ Approach paper on the
topics as mentioned below are expected
to demonstrate the ability of the IP to
undertake roll out of SAP S/4HANA
implementation at SAIL plants/offices in
expected time frame and meeting other
requirements specified in the bid
documents.

44 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

Max
6.1 Planning and Managing the Blackout
Score
period 6.1 - 1.5 Marks
6.2 Historical Data Migration Strategy 20: 6.2 - 1.5 Marks
6.3 Data Cleansing Strategy (1.5x12) 6.3 - 1.5 Marks
6.4 Ticketing Tool System +(1x2) 6.4 – 1.5 Marks
6.5 Project Management Tool/ System 6.5 - 1.5 Marks
6.6 Variant Configuration System for 6.6 - 1.5 Marks
rebate processing in S/4HANA 6.7 - 1.5 Marks
6.7 Budgeting and costing in SAP
S/4HANA
6.8 – 1.5 Marks
6.8 EXIM and E-Notesheet solutions and
justification
6.9 Implementation approach in a 6.9 - 1.5 Marks
distributed location landscape 6.10 - 1.5 Marks
6.10 Resource planning and expected
manpower requirement for the
Implementation as well as for the
post-Go live support
6.11 Data mapping methodology of 6.11 - 1.5 Marks
the Phase-II units/ Plants with CMO 6.12 - 1.5 Marks
6.12 Testing methodology and Tool to
be used for testing
6.13 Implementation Methodology 6.13 - 2 Marks
including detailed approach
addressing SAIL's requirement,
including work plan to meet quality
and timeliness of deliverables
6.14 – No
6.14 If any deviations suggested in
the BOM of the project, to be Marks
presented with justifications as
No
mentioned in the Section IV, Sub-
marks
clause number 6.5.2, under the
on 6.14.
header “Review of SAP BOM and
license deployment” of the RFP (Option
document al, if
Bidder
comes

45 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Sl Criteria Description Documentary Max Scoring Criteria

No. Evidence/ Score
Supporting
Documents

up with
deviatio
ns)

(ii). Bid Evaluation Methodology:

1) The financial bid for the subject work shall be evaluated on the basis of Quality cum
Cost Based selection (QCBS) parameters.
2) The summary of the Bid Evaluation Methodology is as below:
a. The bidders obtaining the minimum qualifying score (marks) of 60 against
serial number 1 to 5 in the QCBS table shall be pre-qualified and invited to make
a technical presentation to the selection committee.
b. The total technical score of the bidder shall be sum of the total score obtained
in serial number 1 to 6 of the QCBS table.
3) The final overall evaluation of the techno-commercial bid shall be based on evaluation
under combined “Quality cum Cost-Based System (QCBS)”. Under this Technical Bid
shall be allotted weightage of 70% while the financial bid will be allotted the
weightage of 30%.
4) Total Technical score (St) will be the sum of technical scores obtained as mentioned in
2 (b) above.
5) Evaluation of price bid (F)
Of all the techno-commercial bids that qualify for commercial evaluation as per criteria
above, the bid with the lowest price (Fm) shall be given financial score (Sf) of 100 marks.
The financial score of other bids will be computed as follows:
Sf= 100 *Fm/F (value rounded to two decimals) where,
F= Price of financial BID being evaluated
Fm= Bid with the lowest price
6) No counter conditions should be included in the price bid. Conditional price bid shall
be summarily rejected.
7) Combined Quality and Cost evaluation

46 | P a g e
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The total score shall be obtained by weighing the combined quality/technical and cost
scores and adding them as follows:
S =St*Ft + (Sf*Fw) where
S = Total score (rounded to 2 digits)
St = Technical score
Sf = Financial score (rounded to two digits as per pt. no. 5 )
Fw = weight assigned to financial score i.e. 0.30
Ft= weight assigned to technical score i.e. 0.70
Note: Product of Sf*Fw and St*Ft individually will be rounded to
two digits before further calculations.
For example,
Bidder-1: Technical score is 80, financial score is 90, then total score (S) works out to
S = (80X0.70) + (90X0.30) = 83.00
Bidder-2: Technical score is 85, financial score is 80, then total score (S) works out to
S = (85X0.70) + (80X0.30) = 83.50
Bidder-3: Technical score is 75, financial score is 100, then total score (S) works out to
S = (75X0.70) + (100X0.30) = 82.50

8) The bid shall be awarded to the Bidder achieving the highest combined quality and
cost evaluation i.e to Bidder -2 in above case.
In case of tie between parties, step no. 7 will be re-evaluated by rounding off Total Score
(S), Technical score (St) , financial score (Sf) and product of Sf*Fw and St*Ft to 3digits
and accordingly bid shall be awarded to the Bidder achieving the highest combined
quality and cost evaluation.
In case of tie still not resolved, the bid shall be awarded to the Bidder having highest
technical score. In the unlikely event of these being the same, the award of bid shall be
decided through draw of lots in front of bidders whose bids are tied.

4.16. PRESENTATION
The Presentation(s) needs to be made on topics as mentioned in the sub-clause no.
4.15, SL No. 6 in Technical Evaluation (QCBS Criteria) table, Section II of the RFP.
Individual bidder is expected to present the presentations within fifteen (15) days of end
date of bid submission. The presentation shall be in physical mode. Qualified bidders
will be given 2 hours each for making the presentation as per point no. 6 of QCBS

47 | P a g e
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followed by 35 min-45 min of Q/A session. The presentation made has to be with specific
reference to this this project. It is expected that in this presentation, the bidders will
showcase the strategy proposed in our Implementation duly supported by used cases/
experiences in similar cases in implementation at other organizations, preferably in
Industrial Manufacturing /Metal and Mining Industries.
The evaluation shall be done and marked by a committee. The marks for the
presentation awarded by the committee shall be final and no representation shall be
entertained from any bidder at any point of time. The signed copy of the presentation
along with soft copy shall be submitted by the bidder on presentation day for record
purpose.
Any request for another round of presentation by any of the bidders shall not be
entertained, and the presentation once done as per specified date, time and venue, shall
only be considered for evaluation purpose.
SAIL shall intimate the exact date and time and place for presentation in advance, and
the bidders are expected to adhere to the same as any request for rescheduling may not
be considered.

4.17. AWARD CRITERIA

The Employer will award the Contract to the Bidder who achieves the highest combined
quality and cost evaluation.
4.18. OWNER’S RIGHT TO ACCEPT / REJECT ANY BID
The Employer reserves the right to accept or reject any First (Original) or Updated bid,
and to annul the bidding process and reject all bids at any time prior to award of
Contract, without thereby incurring any liability to the affected Bidder or Bidders or any
obligation to inform the affected Bidder or Bidders of grounds for the Employer‘s such
action.

4.19. NOTIFICATION OF AWARD

I. Prior to the expiration of the period of Updated bid validity, the Employer will notify
the successful Bidder in writing by registered letter or scanned document through e-
mail, that its Updated bid has been accepted. If the award is without qualification /
condition the notification of award will constitute the formation of the Contract. If the
award is made with some qualification / condition, then only upon the Bidder's
acceptance of such qualification / condition, the Contract will be constituted.

II. Before placement of order, the Bidder shall submit an undertaking that as on date no
corporate insolvency resolution/liquidation process as per NCLT has been initiated
against it.

48 | P a g e
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4.20. SIGNING OF THE CONTRACT AGREEMENT

SAIL will sign two separate contract agreements as follows:
i). As per subsection A of the Annexure-III of this document
ii). As per subsection B of the Annexure-III of this document
Subject to clause 4.19 (I), the Contract Agreement will be signed in two (2) originals on
non-judicial stamp paper of appropriate value within thirty (30) days of issue of Notification
of Award / Letter of Award and the successful bidder shall be provided with one signed copy
of original Contract Agreement and the other will be retained by SAIL.
Formats of the contract agreement is attached at Annexure-XVII.

4.21. ANTI BRIBERY

By participating in this tender, the bidders, are deemed to have undertaken that they shall not
give or take any financial or non-financial bribe, to or from anyone during the tender or during
the execution of the contract thereafter and if they notice any such incident happening, they
shall report it to SAIL Vigilance.

4.22. UNDERTAKINGS FOR COMPLIANCE WITH COMPANY LAW

The Bidder must give declaration on the following:
a) ‘Whether the Partner / Director of the bidder firm/ company has any relationship within
the meaning of Section 2(77) of the Companies Act 2013 read with Rule 4 of the Company’s
(Specification of Definitions Details) Rules 2014, with any of the employee working in the plants
/ units concerned or Director of SAIL including its subsidiaries’.
b) ‘Whether the person or team representing the Bidder is also representing any other firm
participating against the tender’.
c) ‘Whether Bidder is currently serving any banning orders issued by SAIL debarring them
from carrying on business dealings with SAIL’.
The Bidder should submit a declaration to the effect that neither the bidder(s) themselves, nor
any of its allied concerns, partners or associates or directors or proprietors involved in any
capacity, are currently serving any banning orders issued by SAIL/ Ministry of Steel (MoS)/
Department of Expenditure (DoE) debarring them from carrying on business dealings with SAIL/
‘all the attached/ subordinate offices, autonomous bodies and CPSUs under MoS’/ ‘all Central
Govt. Ministries / Departments’ respectively.
The Bidder must also submit a “Non-collusive Tendering Certificate” against Cartelization as per
Annexure-XXI.
No Corporate Insolvency Resolution/Liquidation Process should have commenced in respect of
the Bidder under National Company Law Tribunal (NCLT). (A self-declaration in the prescribed
format (Annexure-XVIII) by the Bidder to this effect shall be submitted).

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Non-disclosure/ Incorrect disclosure of the above details factually by a firm either on its own
while submitting its offer or upon enquiry at the option of SAIL during the scrutiny of its offer may
invite penal action against the firm, which may include rejection of the offer, suspension of
business dealings or both.

4.23. BANNING ACTION

The Company reserves its rights to remove from the list of approved supplier/contractors or to
ban business dealings, if any Agency has been found to have committed misconduct, and also
to suspend business dealings pending investigation.
The procedure under which removal of an agency from the list of approved suppliers/contractors
of suspension or banning of business dealings will be dealt may be referred on Employer’s web
site as part of the tender documents ([Link])
Banned/ suspended firm/ suppliers and contractor etc. are not eligible for submission of
quotation/ offers against any type of tender during the period for which they have been
suspended/ banned for business dealings with SAIL and if submitted, those quotations/ offers
will be treated as unsolicited and will not be considered.

4.24. JUSTIFICATION OF PRICE

“The Bidders may be required to explain/ justify the basis of their quoted price as and when
asked for. In case, any bidder fails to justify his quoted price or refuse to co-operate in this
regard, such bidder will not be considered for participating in the re-tendering, if the contract is
not finalized from the present bidding.
An Abnormally Low Bid is one in which the bid price, in combination with other elements of the
Bid, appears so low that it raises material concerns as to the capability of the bidder to perform
the contract at the offered price. SAIL may in such cases seek written clarifications from the
bidder, including detailed price analyses of its bid price in relation to scope, schedule, allocation
of risks and responsibilities, and any other requirements of the bids document. lf after evaluating
the price analyses, SAIL determines that the bidder has substantially failed to demonstrate its
capability to deliver the contract at the offered price, SAIL may reject the bid/ proposal.
However, under compelling circumstances, where the bidder is considered for placement of
order despite having quoted abnormally low rates, the Bidder may be required to give
Performance Guarantee Bond (PGB) (in addition to the Security Deposit, if applicable) through
online mode / Bank Draft / Bank Guarantee / Bankers Cheque. The amount of PGB is to be
decided by SAIL at the time of placement of order.
In case the bidder refuses to give the PGB, the following action may be taken against them:
i) If they have submitted Earnest Money Deposit - their Earnest Money Deposit will be
forfeited and they will not be considered in re-tendering if order/ contract is not finalised from the
present tender,
ii) If they have submitted Bid Securing Declaration - action may be taken against them
as stipulated in the Bid Securing Declaration.

50 | P a g e
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5. SECTION III: CONDITIONS OF CONTRACT

5.1. GENERAL
I. The Conditions of Contract (CC) shall be read in conjunction with the NIT, ITB,
Technical Specification (TS), Appendices / Annexures and any other document
forming part of the Contract, wherever the context so requires and shall apply to the
extent that they are not superseded by provisions of other parts of the Contract.
II. The language of the bid/ offer, drawings & all correspondences between SAIL and
Implementation Partner (IP) shall be in ‘English’ only. However, any printed literature
furnished by Implementation Partner (IP) may be written in another language so long
as accompanied by an English translation of its pertinent passages in which case, for
purposes of interpretation of the bid, the English translation shall govern.
Implementation Partner (IP) shall bear the costs and risks of such translation.
III. Words importing singular shall include plural and vice versa. The headings in the CC
are for ease of reference and shall neither constitute a part of the Contract nor affect
its interpretation.
IV. Words "include" and "including" are to be construed without limitation and shall be
deemed to be followed by "without limitation" or "but not limited to" whether or not
they are followed by such phrases.
V. Unless the context otherwise requires, all references to a person and words denoting
a natural person shall be construed as a reference to any individual, firm, company,
corporation, society, trust, governmental authority, association of persons or
partnership (whether or not having separate legal personality) of two or more of the
above and shall include the successors and assigns.
VI. Time shall be the essence in the performance of the Parties' respective obligations. If
any time period specified herein is extended, such extended time shall also be the
essence.
VII. The rule of interpretation which requires that an agreement be interpreted against the
person drafting it shall have no application in the case of the Contract.
VIII. Capitalized terms and expressions used herein without being defined shall have the
meaning assigned to them in the NIT or the ITB.

5.2. CONTRACT DOCUMENTS

The term Contract Document shall mean and include the following which shall essentially
form an integral part of the Contract:
I. Notification of Award / Letter of Award duly accepted by the Implementation Partner
together with its amendments, if any;
II. Section-I; e)Tender Notice (NIT) including subsequent
corrigendum/amendments/ clarifications, if any;
III. Section-II; Instructions to Bidders (ITB) including subsequent
corrigendum/amendments/ clarifications, if any;
IV. Section-III; Conditions of Contract (CC) including subsequent
corrigendum/amendments/ clarifications, if any;
V. Section-IV; Technical Specification (TS) including subsequent
corrigendum/amendments/ clarifications, if any;

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VI. Letter of Bid along with Appendices / Annexure(s)/ Attachments, etc;

VII. The Contract Agreement
In the event of any ambiguity, discrepancy or conflict in any document or documents
forming part of the Contract, the decision/clarification of SAIL shall be final and binding with
regard to the intention of the document or Contract, as the case may be.
Format of Contract Agreement is enclosed as ANNEXURE-XVII.

5.3. USE OF CONTRACT DOCUMENTS AND INFORMATION

The Implementation Partner shall not, without Employer’s prior written consent, disclose the
Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or
information furnished by or on behalf of Employer in connection therewith, to any person
other than a person employed by the Implementation Partner in the performance of the
Contract. Disclosure to any such employed person shall be made in good faith, confidence
and shall extend only as far as may be necessary for purposes of such performance.
The Implementation Partner shall not, without Employer’s prior written consent, make use
of any document or information enumerated in the Bid Documents except for purposes of
performing the Contract.

5.4. CONTRACT PERFORMANCE GUARANTEE / SECURITY DEPOSIT

Within 30 (thirty) days of signing of the Contract, the successful Bidder shall furnish the
Performance Security (Performance Bank Guarantee) for the amount given in the tender
documents, and in the form provided in Annexure-XIX of the Bidding Documents.
a. Performance Bank Guarantee (PBG) amount shall be five percent (5%) of the Total
Contract price.
b. Performance Bank Guarantee(s) for Indian Rupee payments shall be issued and be
payable/operable by State Bank of India (SBI) or a Scheduled Commercial Bank in India at
the place where designated Steel Plant/Unit is located. In case the Bank Guarantee is not
payable/operable locally, then the Bank Guarantee for Indian Rupee payments shall be
issued and be payable/operable by State Bank of India (SBI) or a Scheduled Commercial
Bank in India located at either Delhi, Mumbai, Chennai, Kolkata, Hyderabad or Bangalore.
c. The stamp paper used for the Performance Bank Guarantee(s) must be of the appropriate
value and should be purchased on behalf of the issuing branch and issuance of
amendment/ extension of Performance Bank Guarantee(s) should also be made on stamp
paper of the appropriate value purchased in the name of the bank.

d. The official of Performance Bank Guarantee Issuing Bank, on behalf of its client, should
directly transmit a duly scanned copy of BG to SAIL official to the contact mail ID given in
NIT (as below) and the hard copy of BG, in Original, shall also be submitted within
scheduled time by the intending Bidder / Bidder / contractor / supplier to the concerned
official of SAIL plant / unit at the address mentioned as below, through registered post /
speed post/ courier :

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(Address to be mentioned)
_____________________
_____________________

e. The following modality shall be ensured by the successful Bidder for submission of
Performance Bank Guarantee:
 Name and Address of the Issuing Bank Branch with clear details and Seal of the
Bank should be provided in the BG.
 Official e-mail ID, Contact No. (Landline & Mobile), Name, Designation, Postal
Address of the Bank Official authorized by the Issuing Bank must be provided in the
BG for obtaining confirmation(s) on BG
 Mode of e-Verification through digitally signed secured e-mails may also be
indicated / provided on BG by the Issuing Bank so that beneficiary (BSP/SAIL) can
get the authenticity of BG confirmed

f. The amendment(s) / validity extension(s) of the BGs shall also be issued on non-judicial
stamp (NJS) paper of appropriate value purchased in the name of the Issuing Bank.
In case the contractor delays submission of Performance Bank Guarantee (PBG), a
penalty of 0.2% of the original PBG amount per completed day of delay, limited to an
amount not exceeding 5% of the original PBG amount shall be applicable. Payment for
executed portion of contract should only commence on submission of requisite PBG.

5.5. APPLICABLE LAW AND JURISDICTION

The Contract including the Arbitration proceedings shall be governed by and interpreted in
accordance with laws of India.
All questions, disputes or differences arising under, out of or in connection with the
Tenderer / Contract and the relationship of the Parties hereunder shall be governed by and
interpreted in accordance with the laws of India (both procedural and substantive). Subject
to clause 5.6, herein below, the Parties hereby agree to submit to the jurisdiction of the
courts in Delhi.

5.6. SETTLEMENT OF DISPUTES

Settlement of Disputes
1) Mediation
a) Any disputes, differences, whatsoever, arising between the parties out of or relating to
the construction, meaning, scope, operation or effect of this Contract shall be settled
between the Employer and the Contractor amicably. If however, the Employer and the
Contractor are not able to resolve their disputes / differences amicably as aforesaid the
said disputes / differences shall be settled by Mediation, failing which, through
Arbitration. Mediation shall be resorted to prior to invoking Arbitration. The Arbitration

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Clause is to be invoked by the parties to the Contract only on failure of Mediation

proceedings to settle the disputes.
b) Director In-charge of the Plant or Unit (whatever designation he may be holding) shall
notify to the Contractor, five names of Mediators from the panel/list of Mediators
maintained by Mediation centre (by whatever name called) of the District Court having
territorial jurisdiction over the matter of mediation and if such list is not maintained by the
aforesaid Mediation center then from the list of Mediators maintained by Mediation
center (by whatever name called) of High Court having jurisdiction over the aforesaid
Court of territorial jurisdiction. The contractor shall have to give nomination of one name
as Mediator within thirty days, who will then be appointed as Sole Mediator by the
Director In-charge of the Plant or Unit (whatever designation he may be holding). If
Contractor fails to nominate a name amongst the given five names within a period of
thirty days then Director In-charge of the Plant or Unit shall appoint sole Mediator from
the given list of five names of proposed Mediators.

c) Cost of mediation including the fees of the mediator shall be borne equally by the
parties.

d) Mediator fees shall be as fixed by the aforesaid Mediation centre(s).

e) Mediation proceedings will be conducted at Bhilai Steel Plant, Bhilai and will be
governed by laws applicable in India.

f) Court(s) at Durg, Chhattisgarh shall have territorial jurisdiction over the matter of
mediation.

2) Arbitration
The arbitration shall be governed in accordance with The Arbitration and Conciliation Act
1996 (hereinafter referred to as the “Act”) of India and any amendment thereof. The
language of Arbitration shall be English.

Subject to the stipulations made hereinabove, Arbitration shall be governed by the Rules of
“Indian Council of Arbitrationǁ (ICA), Delhi. The venue and seat of the arbitral proceedings
shall be New Delhi. The court of the competent jurisdiction at New Delhi (with exclusion of
all other Courts) shall have exclusive jurisdiction over all matters of dispute/ arbitration.

Arbitral tribunal shall comprise of three (3) arbitrators, one (1) to be appointed by each of the
parties and the third to be appointed by the two (2) arbitrators to act as the presiding
arbitrator of the tribunal within one (1) month of their being appointed. In the event the
parties fail to appoint their nominee arbitrators or the arbitrators fail to appoint the presiding
arbitrator in accordance with the provisions thereof, the arbitrators and / or the presiding
arbitrator, as the case may be, shall be appointed in accordance with the provisions of the
rules of Arbitration of respective Institute.

During the pendency of the Mediation or Arbitration proceedings both the parties (i.e., the
Contractor and the Employer) shall continue to perform their contractual obligations. The
arbitral tribunal shall give reasons for its award. The tribunal shall apportion the cost of
arbitration between the parties, the award rendered in any arbitration hereunder shall be
final and binding upon the parties. The parties agree that neither party shall have any right

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to commence or maintain any suit or legal proceeding concerning any dispute under this
agreement until the dispute has been determined in accordance with the arbitration
proceeding provided for herein and then only to enforce or facilitate the execution of an
award rendered in such arbitration.

Settlement of Disputes other than taxation between SAIL and another Central Public Sector
Enterprise or SAIL and Government Department(s)/ Organisation(s) including State
Government shall be as per the prevailing guidelines of Government of India. Presently it is
through AMRCD.

3) As an alternate dispute resolution mechanism, where the disputed amount is above Rs.2
Crores and up to Rs.250 Crores, upon mutual agreement the Conciliation may be held
through SAIL‘s Scheme for Settlement of Contractual/ Commercial Disputes through
Mechanism of Outside Expert Committee (OEC).

Procedure of “Settlement of Contractual/ Commercial Disputes through Mechanism of

Outside Expert Committee (OEC)” prevailing at the time of proceedings shall be
applicable.

4) For the cases where SAIL has challenged an arbitral award and, as a result, the amount
of the arbitral award has not been paid, 75% of the arbitral award (which may include
interest up to date of the award) shall be paid by SAIL to the contractor against a Bank
Guarantee (BG). The extant guidelines of SAIL shall be followed for release of payments
to the Contractor.

5.7. SUBCONTRACTING
Subcontracting with proper written approval of employer is allowed only for activities related
to the master data.
Details of the activities related to Master Data are enumerated in section 6.5.1 of this
document. Implementation Partner (IP) is allowed to engage subcontractors only for the
activities related to master data cleansing, deduplication, and recodification works. The
team leaders of these activities who will be responsible for planning and monitoring the
entire activities as well as the team responsible for implementation of MDG should
mandatorily be on the payroll of the Implementation Partner (IP).

5.8. TIME FOR COMMENCEMENT

The Implementation Partner shall commence work on the Project within thirty (30) days
from the date of signing of the Contract Agreement OR within forty-five (45) days from the
issuance of Letter of Acceptance (LOA), whichever is earlier.
Effective date of the Contract shall be the date of signing of contract or 30 days from the
date of issue of Letter of Acceptance (LOA) whichever is earlier.

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5.9. OTHER RESPONSIBILITIES OF IMPLEMENTATION PARTNER

I. Without prejudice to any express provision in the Contract, the Implementation
Partner shall perform the Services and carry out all due obligations hereunder
with all due diligence, efficiency and economy in accordance with generally
accepted professional standards and practices, and employ appropriate technology,
qualified professionals, safe and effective equipment, machinery, materials and
methods.

II. The Implementation Partner shall ensure quality of Service as per the
recommendations of the Quality Review Group as per clause 6.5.17, Section IV.

III. The Implementation Partner shall provide personnel who shall not engage in any
other business or professional activity in India or abroad during their work at the Site.

IV. The Implementation Partner shall indemnify and hold harmless the SAIL, its
subsidiaries and their respective officers, directors, employees and agents from and
against any losses or damages, whatsoever, arising or resulting from the
Implementation Partner’s gross negligence in the performance of the Contract.

V. The Implementation Partner shall acquire in its name and shall maintain in full force
and effect all permits, approvals, and/or licenses from all local, state, or national
government authorities or public service undertakings that are necessary for the
performance of the Contract.

VI. The Implementation Partner shall comply with all laws in force in India, including but
not limited to all national, provincial, municipal, or other laws that affect the
performance of the Contract and are binding upon the Implementation Partner. The
Implementation Partner shall indemnify and hold harmless the SAIL, its subsidiaries
and their respective officers, directors, employees, agents for and/or against any
and all liabilities, damages, claims, fines, penalties, and expenses of whatever
nature arising or resulting from the violation of such laws by the Implementation
Partner or its personnel.

VII. The Implementation Partner shall be responsible for performing and safely storing
timely and regular system backups of its data and applications in accordance with
accepted data management principles.

VIII. The Implementation Partner shall provide and employ only such personnel who are
skilled and experienced in their respective callings and supervisory staff who are
competent to adequately supervise the work at hand. The key personnel as deployed
for the project by the Implementation Partner shall in no case claim any regular
employment with SAIL and/ or its subsidiaries, and all their employee benefits

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including but not limited to provident fund, gratuity and statutory liabilities) will
be borne by the Implementation Partner.

5.10. RESPONSIBILITIES OF Employer

I. Employer shall ensure the availability of all information and/or data to be supplied by
Employer to the Implementation Partner.
II. Employer shall be responsible for timely provision of core team and necessary
resources, information and decision making under its control that are necessary to reach an
Agreed and Finalized Project Plan as per clause 6.3 of Section IV.
III. Employer shall provide the office space, furniture and other facilities such as voice and
data connectivity within its premises for the Implementation Partner’s team in accordance
with the Agreed and Finalized Project Plan.
IV. Employer shall provide internal resources in the form of core team, necessary access,
and information for the supply, development, implementation and Go-Live including Go-
Live Acceptance) of the ERP implementation as identified in the Agreed and Finalized
Project Plan, except where provision of such items is explicitly identified in the Contract as
being the responsibility of the Implementation Partner.
V. Unless otherwise specified in the Contract or agreed upon by Employer and the
Implementation Partner, Employer shall provide personnel, to properly carry out Go-Live
(including successful running and stabilization of the system), at or before the time
specified in the Agreed and Finalized Project Plan.
VI. Employer will designate appropriate staff for the training courses to be given by
the Implementation Partner and shall endeavor to make all appropriate logistical
arrangements for such training as specified in the Conditions of Contract, the Agreed
and Finalized Project Plan, or other parts of the Contract.
VII. Employer shall ensure that the supplied ERP licenses shall be deployed to use,
implement, integrate and / or customize the ERP product in order to carry out the Services.
VIII. In the remote locations, Employer may provide accommodation to the employees of
the IP on payment basis, subject to availability.

5.11. TERMS & CONDITIONS OF PAYMENT

Please refer to sub-clause 6.7, Section-IV of this document

5.12. INTELLECTUAL PROPERY RIGHTS (IPR)

5.12.1 Industrial and Intellectual Property
a. In order to perform the services Implementation Partner must obtain at its sole account
and risk, the necessary assignments, permits and authorizations from the title holder of
the corresponding patents, models, trademarks, names or other protected rights and

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Implementation Partner shall defend and settle any claim made by any third party
process licensor or patent holder on account of infringements of said patents, models,
trademarks names or other protected rights.
b. The Intellectual Property Rights in the SAP base products and Standard materials and
methodologies shall remain vested in the owner of such rights. The employer shall be
granted non-exclusive and irrevocable paid up license to use the SAP base products in
accordance with the terms of its license from SAP vendor and standard materials
including modifications thereto for the purposes agreed herein. For any modification or
bespoke development made to the software, the IPR shall belong to Employer in
accordance with the terms of the End User Licensing Agreement of SAP executed by
Employer. However, the employer has the rights to transfer the SAP base product
licenses to any Unit/Plant/Office of SAIL or its parent, subsidiary or affiliate.
c. Implementation Partner shall not be assigning or handing over any rights in its pre-
existing intellectual property and proprietary information or process to the employer.
However, Implementation Partner will grant Employer an unlimited, perpetual, non-
exclusive, non-transferable license to use the same for internal use within the
Employer’s organization, their affiliates and subsidiaries solely limited to IP’s pre-existing
intellectual property which is incorporated into the deliverables. Also ownership of any
specific new IPR arisen during the course of implementation of this project will be with
Employer. Ideas know-how, methodologies and technique developed by IP whether prior
to or in the course of the performance of contract is recognized as expertise belonging to
Implementation Partner which Implementation Partner retains for future use.
d. All documents, reports, information, data etc. whatsoever collected and prepared by
Implementation Partner in connection with the scope of work will be the property of
Employer and shall be submitted to Employer.
e. Implementation Partner shall not be entitled at any time either directly or indirectly to
make use of the documents, reports given by Employer for carrying out of any services
with any third parties.
f. Implementation Partner (IP) shall not without the prior written consent of Employer be
entitled to publish studies or descriptive article with or without illustrations or data in
respect of or in connection with the performance of services.
g. The provisions of this clause relating to Intellectual Property Rights shall survive the
expiry or termination of the Contract.

[Link]. Confidential Information

a. The Employer and the Implementation Partner (each, when disclosing information, the
‘Disclosing Party’ and when receiving information, ‘The Receiving Party’) shall each keep
confidential and shall not, without the prior written consent of the Disclosing Party,
divulge to any third party any documents, data, or other information of a confidential
nature (‘Confidential Information’) that is disclosed under this Contract and has been
marked ‘Confidential’ – (‘Confidential Information’).
b. Notwithstanding the above the Employer may furnish Confidential Information of the
Implementation Partner:
• to its support service providers to the extent reasonably required for them to
perform their work under their support service Contracts; and

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• to its affiliates and subsidiaries in which event the Receiving Party shall ensure
that the person to whom it furnishes Confidential Information of the Disclosing
Party is aware of and abides by the Receiving Party’s obligations as if that
person were party to the Contract in place of the Receiving Party;

c. The obligation of a party under Clauses [Link].a and [Link].b above, however, shall
not apply to that information which:
a) Is now or hereafter enters the public domain through no fault of the Receiving
Party;
b) can be proven to have been possessed by the Receiving Party at the time of
disclosure and that was not previously obtained, directly or indirectly, from the
Disclosing Party;
c) otherwise lawfully becomes available to the Receiving Party from a third party
that has no obligation of confidentiality;
d) independently developed by the Receiving Party without the use of that
Information and without the participation of individuals who have had access
to that Information;
e) required to be provided under any law or process of law duly executed.

5.12.2 Intellectual Property Rights Indemnity

[Link] Implementation Partner shall indemnify and hold harmless the Employer and
its employees and officers from and against any such losses, liabilities, and costs
(including losses, liabilities, and costs incurred in defending a claim alleging such a
liability), that the Employer or its employees or officers may suffer as a result of any
infringement or alleged infringement of any intellectual Property Rights by reason of
Employer receiving services provided by the Implementation Partner (IP) or copying of
Materials provided by the Implementation Partner (IP)in accordance with the Agreement,
and
[Link] If any proceedings are brought or any claim is made against the Employer
arising out of the matters referred to in Clause [Link] the Employer shall promptly give
the Implementation Partner (IP)notice of such proceedings or claims, the Implementation
Partner (IP)shall have sole control on the conduct of such proceedings or claim and any
negotiations for the settlement of any such proceedings or claim and the Employer shall
provide the Implementation Partner (IP)with the assistance, information, and authority
reasonably necessary to perform the above.
[Link] The IPR infringement indemnity under the contract shall be subject to the
following terms:-
a. Claims - Implementation Partner (IP) will defend or settle third party claims against
Employer brought in the country where the Deliverables are provided under these Terms
and arising out of or relating to:

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i. Implementation Partner’s infringement of any trade secrets, copyrights,

trademarks, service marks or trade names alleged to have occurred, related to
the Deliverables; or
ii. Implementation Partner’s knowing infringement of the patent of a third party in
connection with the performance of the Professional Services or the
Deliverables.
b. Procedures - The protection provided in this sub-section will apply provided that
Employer –
i. Promptly notifies Implementation Partner (IP) of any matters in respect of which
the protection may apply and of which the Employer has knowledge; and
ii. Co-operates with Implementation Partner (IP)in the defense or settlement of
the claim.
Implementation Partner (IP) will have full opportunity to control the response
thereto and the defense thereof, including without limitation any agreement
relating to settlement. Employer may participate, at its own expense, in such
defense and in any settlement discussions directly or through counsel of its
choice.
c. Exclusions - Implementation Partner (IP)has no obligation for any claim of
infringement to the extent arising
from:
i. Any third party materials except material being used by Implementation Partner
(IP)for providing services to the customer under this agreement which are not
incorporated into the deliverables;
ii. Implementation Partner ’s compliance with or use of Customer’s information,
technology, designs, specifications or instructions, including those incorporated
into any Statement of Work or Deliverable;
iii. Modification of the Deliverables by Employer or a third party;
iv. Use of the Deliverables in a way not indicated in the Statement of Work or in
any specifications or documentation provided with such Deliverable; or
v. Use of the Deliverables with products not supplied by Implementation Partner ,
unless otherwise specified by Implementation Partner (IP)in the applicable
Statement of Work.
d. Infringement: In the event that an infringement claim regarding a Deliverable appears
likely, Implementation Partner (IP)may at its sole discretion, and as Employer’s sole and
exclusive remedy, either :
i. Obtain for Employer the right to use the infringing Deliverable;
ii. Modify the infringing Deliverable so that it is no longer infringing;

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iii. Obtain and substitute a functionally similar deliverable that is not

infringing

e. Sole and Exclusive Remedy: This subsection states Implementation Partner’s entire
liability for claims of intellectual property infringement related to Deliverables under this
Contract.

5.13. THIRD PARTY SOFTWARE

Third party software as proposed by bidder in this project, if any, shall have clarity on
licensing, duration of validity, software support and the renewal process. The licenses shall
be valid for the entire duration of the project. All licenses are to be spelled out in the RFP
response document. All licenses shall be in the name of Employer.
The proposed software should cover the complete FRS requirement and in case additional
software is needed for enabling the same which has not been explicitly mentioned by the
bidder in the bid response document, such software(s) has to be provided by the bidder at
their own cost at any time of the project duly fulfilling the criteria mentioned in para above.

5.14. CONFIDENTIALITY CLAUSE

This document contains confidential information of SAIL, which is provided for the sole
purpose of permitting the recipient to evaluate the information submitted herewith. In
consideration of receipt of this document, for recipient agrees to maintain such information
in confidence and to not reproduce or otherwise disclose this information to any person
outside the group or the evaluation committee directly responsible for evaluation of its
contents, except that there is no obligation to maintain the confidentiality of any information
which was known to the recipient prior to receipt of such information from SAIL, or
becomes publicity known through no fault of recipient, or SAIL-CO, or is received without
obligation of confidentiality from a third party owing no obligation of confidentiality to SAIL.
The bidder needs to submit Confidential Mutual Non-Disclosure Agreement as per
ANNEXURE XXII.

5.15. SAP PROJECT LEADER / PROJECT COORDINATOR

I. SAIL shall appoint and notify the Implementation Partner in writing the name of the
designated ERP Project Leader /Project Coordinator in the kick-off meeting or earlier.
SAIL may also from time to time appoint some other person as the ERP Project
Leader/Project Coordinator in place of the person previously so appointed and shall
give a notice of the name of such other person to the Implementation Partner without
delay. The ERP Project Leader/Project Coordinator shall have the authority to
represent SAIL on all day-to-day matters relating to the implementation of the ERP
system or arising from the Contract. All notices, instructions, orders, certificates,
approvals, and all other communications under the Contract shall be given by the

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Project Manager to the ERP Project Leader/Project Coordinator, except as otherwise

provided for in the Contract.
All notices, instructions, information, and other communications to be given by the
Implementation Partner to SAIL under the Contract shall be given to the ERP Project
Leader /Project Coordinator, except as otherwise provided for in the Contract.
II. The ERP Project Leader/Project Coordinator may at any time delegate to any person
any of the powers, functions, and authorities vested in him or her.

5.16. IMPLEMENTATION PARTNER’S REPRESENTATIVE

The Implementation Partner shall appoint Project Manager with the consent of Employer,
for the project within fourteen (14) days of the Effective Date who shall act as the
Implementation Partner’s representative.
The Implementation Partner shall not revoke the appointment of the Implementation
Partner ‘s Representative without the Employer ‘s prior written consent.
The Implementation Partner‘s Representative shall represent and act for the
Implementation Partner at all times during the currency of the Contract and shall give to the
ERP Project Leader/Project Coordinator all the Implementation Partner‘s notices,
instructions, information and all other communications under the Contract. All notices,
instructions, information and all other communications given by the Employer or the ERP
Project Leader/Project Coordinator to the Implementation Partner under the Contract shall
be given to the Implementation Partner ‘s Representative or, in its absence, its deputy,
except as herein otherwise provided. All notices, instructions, information and other
communications given by the Implementation Partner to the Employer under the Contract
shall be given to the ERP Project Leader/Project Coordinator, except as herein otherwise
provided.

5.17. OBJECTIONS AND REMOVAL

The Employer may by notice to the Contractor object to any representative or person
employed by the Contractor in the execution of the Contract who, in the reasonable opinion
of the Employer, may behave inappropriately, may be incompetent or negligent, or may
commit a serious breach of the Site regulations. The Contractor on receipt of such notice,
shall remove such person from the Facilities. If any representative or person employed by
the Contractor is removed in accordance with hereof, the Contractor shall promptly appoint
a replacement.

5.18. PROJECT PLAN

I. In close cooperation with SAIL and based on the provisions of the Bidding
Documents, the Implementation Partner shall develop a detailed Project Plan
encompassing all the activities specified in the Contract.
II. The Implementation Partner shall formally present to SAIL the Project Plan in
accordance with the technical requirements as set out in the Bidding Documents.

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The Implementation Partner has to specify the strategy and methodology with time
frame and the synchronization of various phases of project to ensure completion of
project in time. The Project Plan shall also include a PERT chart describing the
activities, resources required and the time for completion. The plan shall also bring
out the critical areas needing continuous attention of the Owner. The Agreed and
Finalized Project Plan should have the same Go-Live date.
III. If required, the impact on the Implementation Schedule of modifications agreed
during finalization of the Agreed and Finalized Project Plan shall be incorporated in
the Contract by amendment.
IV. The Implementation Partner shall undertake to develop, implement, integrate,
commission and ensure the Go-Live and stabilization of the system in accordance
with the Agreed and Finalized Project Plan and the Contract.
V. The progress and other reports specified shall be prepared by the Implementation
Partner and submitted to SAIL in the format and frequency specified in the Agreed
and Finalized Project Plan.
VI. Changes to the Agreed and Finalized Project Plan, if required, shall be made with the
mutual consent of SAIL and the Implementation Partner.
VII. Implementation Partner (IP) will also provide Exit Management Plan as per point 3 of
Section 5.28 below.

5.19. DESIGN AND DEVELOPMENT

1 Technical Specifications
(a) The Implementation Partner shall execute the basic and detailed design and the
implementation activities necessary for successful implementation of the ERP
system in compliance with the provisions of the Contract or where not so specified, in
accordance with good industry practice.
(b) The Implementation Partner shall be responsible for any discrepancies, errors or
omissions in the specifications, and other technical documents that it has prepared,
whether such specifications, drawings, and other documents have been approved by
the ERP Project Leader/Project Coordinator or not, provided that such discrepancies,
errors, or omissions are not because of inaccurate information furnished in writing to
the Implementation Partner by or on behalf of the Owner.

2 Approval / Review of Technical Documents by ERP Project Leader/Project Coordinator

(a) The Implementation Partner shall prepare and furnish to the ERP Project
Leader/Project Coordinator the documents as specified in the Technical
Specifications for the ERP Project Leader/Project Coordinator’s approval or review.
(b) Within fourteen (14) days after receipt by the ERP Project Leader/Project
Coordinator of any document requiring the ERP Project Leader/Project Coordinator’s
approval in accordance with clause 2, the Project Leader/Project Coordinator shall
either return one copy of the document to the Implementation Partner with its
approval endorsed on the document or shall notify the Implementation Partner in
writing of its disapproval of the document and the reasons for disapproval.

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(c) If the ERP Project Leader/Project Coordinator disapproves the document, the
Implementation Partner shall modify the document and resubmit it for the ERP
Project Leader/Project Coordinator’s approval in accordance with clause 2. The
procedure set out in clause 2(b) through 2(c) shall be repeated, as appropriate, until
the ERP Project Leader/Project Coordinator approves such documents.
(d) The ERP Project Leader/Project Coordinator’s approval, with or without modification
of the document furnished by the Implementation Partner, shall not relieve the
Implementation Partner of any responsibility or liability imposed upon it by any
provisions of the Contract.
(e) The Implementation Partner shall not depart from any approved document unless the
Implementation Partner has first submitted to the ERP Project Leader/Project
Coordinator an amended document and obtained the ERP Project Leader/Project
Coordinator’s approval of the document, pursuant to the provisions of this clause
2. If the ERP Project Leader/Project Coordinator requests any change in any already
approved document and / or in any document based on such an approved
document, the provisions of “Changes to the ERP System” shall apply to such
request.

5.20. LIQUIDATED DAMAGES (LD) FOR DELAY IN COMPLETION

If the Contractor fails to attain the Go-Live of Phase-IA/ Phase-II / Phase-IIIA & IIIB
within the Time for Completion stipulated for respective phases or any extension thereof,
due to reasons attributable to the Contractor, the Employer shall recover the amount of
Liquidated Damages, but not by way of penalty, by making deductions from the
Contractor‘s account or by encashment of Contractor‘s Bank Guarantees, at the rate of
0.75% of the Contract Price quoted for Implementation (Section-A of Annexure-III), paid
or payable to the Contractor, excluding taxes and duties per complete week of delay or
part thereof up to a maximum of 10% of the Contract Price quoted for Implementation
(Section-A of Annexure-III). The payment or deduction of such damages shall not relieve
the IP from the contractual obligations to complete the Works/ jobs / services or balance
portion thereof in time as stipulated in the Contract.

Phase wise delay analysis shall be conducted. LD shall be determined phase-wise and
any delay in the earlier phase(s) will not have cascading effect on the subsequent
phase(s).

5.21. DELAYS NOT ATTRIBUTED TO THE IMPLEMENTATION PARTNER

I. In case the Implementation Partner's performance is delayed due to any act or
omission on the part of SAIL or due to any Force Majeure event, the
Implementation Partner shall be given due extension of time for completion of
the work, to the extent such omission on the part of the Employer / Force
Majeure has caused delay in the Implementation Partner's performance of the
Contract. However, such extension of time shall be granted without any liability on
the part of Employer to pay for any overheads, extra costs or any other financial

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claims arising directly / indirectly from the extended duration. The SAP Project
Leader / Project Coordinator shall decide about the reasonableness or otherwise
of the extension of time after discussion with all Parties. Detailed procedure for
such time extensions is given below.

II. On happening of any events causing delay as stated, hereinafter, the

Implementation Partner shall intimate immediately in writing to the SAP Project
Leader/ Project Coordinator
a) Due to any reasons defined as Force Majeure.
b) Non-availability of ready infrastructure which SAIL is responsible for
supplying/providing.
c) Non-availability or non-readiness of the Site to be made available or made
available by SAIL.
d) Delay on the part of any third party engaged by SAIL not forming part of
the Contract, holding up further progress of the work.
e) Non-availability of approvals in time, which are to be made available by
SAIL, if any, during progress of the work.
f) Any other causes which, at the sole discretion of SAIL, is beyond the
control of the Implementation Partner.
III. The Implementation Partner may request Employer in writing for extension of
time within fourteen (14) days of happening of such event causing delays stating
also, if practicable, the period for which extension is desired. Employer may,
considering the eligibility of the request, give a fair and reasonable extension of
time for completion of the work. Such extension shall be communicated to the
Implementation Partner in writing by Employer through the SAP Project Leader/
Project Coordinator within one (1) month of the date of receipt of such request. The
Implementation Partner shall however make its best efforts to prevent or make good
the delay by putting its endeavors constantly as may be reasonably required of it to
the satisfaction of the SAP Project Leader/ Project Coordinator.
IV. Provisional extension of time may also be granted by the SAP Project
Leader/ Project Coordinator during the course of execution, on written request
for extension of time within fifteen (15) days of happening of such events as
stated above, reserving the Employer's right to impose/ waive LD at the time of
granting final extension of time as per the Contract.
V. In case the Implementation Partner does not apply for grant of extension of time
within fifteen (15) days of hindrance occurring in execution of the work and
Employer wants to continue with the work beyond the stipulated date of
completion for reason of the work having been hindered, the SAP Project
Leader/ Project Coordinator at his sole discretion can grant provisional
extension of time even in the absence of application from the Implementation
Partner. Such extension of time granted by the SAP Project Leader/ Project
Coordinator is valid provided the Implementation Partner accepts the same

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either expressly or implied by its actions before or subsequent to the date of

completion. Such extension of time shall be without prejudice to Employer's right to
levy compensation under the relevant clause of the Contract.
5.22. TRANSFER OF OWNERSHIP
Ownership and the terms of usage of the ERP Software and Materials supplied under
the Contract shall be governed by clause 5.12 on “Intellectual Property Rights (IPR)”.

5.23. FORCE MAJEURE

I. ‘Force Majeure’ shall mean conditions beyond the control of either parties, which
shall mean the following:
i. war, hostilities or warlike operations (whether a state of war be declared
or not), invasion, act of foreign enemy and civil war.
ii. rebellion, revolution, insurrection, mutiny, usurpation of civil or military
government, conspiracy, riot, civil commotion and terrorist acts.
iii. sabotage, lockout, epidemics, pandemic, quarantine, and plague.
iv. earthquake, fire, flood or cyclone, or other natural or physical disaster.
v. Strikes at national or state level or industrial disputes at a national level
affecting the performance of the Works; any embargo/restrictions
imposed by any Government/statutory authority, which affects the
performance of the Contract.

II. If either party is prevented, hindered or delayed from or in performing any of its
obligations under the Contract by an event of Force Majeure, then it shall notify
the other in writing of the occurrence of such event and the circumstances
thereof within 14 days after the occurrence of such event.

III. The party who has given such notice shall be excused from the performance or
punctual performance of its obligations under the Contract for so long as the
relevant event of Force Majeure continues and to the extent that such party‘s
performance is prevented, hindered or delayed.

IV. The party or parties affected by the event of Force Majeure shall use reasonable
efforts to mitigate the effect thereof upon its or their performance of the Contract
and to fulfill its or their obligations under the Contract, but without prejudice to
either party‘s right to terminate the Contract under Sub-Clauses hereof. Upon
cessation of the Force Majeure event, the Party invoking Force Majeure shall
promptly give notice thereof to the other Party. Party invoking Force Majeure
shall resume performance of the work immediately from the date of such
cessation.

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V. Any delay or non-performance by either party hereto caused by the occurrence

of any event of Force Majeure shall not
i. constitute a default or breach of the Contract
ii. (subject to Sub-Clauses hereof) give rise to any claim for damages or
additional cost or expense occasioned thereby
iii. if and to the extent that such delay or non-performance is caused by the
occurrence of an event of Force Majeure.

VI. If the performance of the Contract is substantially prevented, hindered or delayed

for a period of more than ninety (90) days on account of Force Majeure during
the currency of the Contract, the parties will develop a mutually satisfactory
solution. Failing such solution, the Employer shall have the right to terminate the
contract by written notice, without any liability, except for obligations accrued up
to the date of the termination.

5.24. CHANGES DURING IMPLEMENTATION PHASE

I. Introducing a Change
i SAIL shall have the right to propose to the Implementation Partner from
time to time during the performance of the Contract to make any change,
modification, addition, or deletion to, in, or from the SAP landscape getting
developed(interchangeably called “Change”), provided that such Change
falls within the general scope of the project and does not constitute unrelated
work, and is technically practicable, taking into account both the state of
advancement of the “SAP system” and the technical compatibility of the Change
envisaged within the nature of the “SAP system” as originally specified in the
Contract.
ii The Implementation Partner may from time to time during its performance of the
Contract propose to SAIL (with a copy to the ERP Project Leader /Project
Coordinator) any Change that the Implementation Partner considers necessary
or desirable within the scope of work of the Contract to improve the
quality or efficiency of the “SAP” system. SAIL may at its discretion approve or
reject any Change proposed by the Implementation Partner.
iii Notwithstanding clauses 5.24.I i) and 5.24.I ii), any change made
necessary because of any default of the Implementation Partner in the
performance of its obligations under the Contract shall be deemed to be a
Change, and such change shall not result in any adjustment of the Contract Price
or the time for Stabilization Acceptance
iv The procedure on how to proceed with and execute Changes is specified
in sub-clauses II and III of clause 5.24

II. Changes Originating from SAIL-

i. If SAIL proposes a Change pursuant to clauses 5.24.I i), it shall send to the
Implementation Partner a “Request for Change Proposal” requiring the

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Implementation Partner to prepare and furnish to the ERP Project Leader /

Project Coordinator as soon as reasonably practicable a “Change Proposal”
which shall include the following:
a) Brief description of the Change;
b) Impact on the time for achieving Stabilization Acceptance.
c) Estimated cost of the Change duly supported with documents
justifying reasonability of such cost;
d) Effect on functional guarantees. if any)
e) Effect on any other provisions of the Contract

ii. The pricing of any Change shall be as far as practicable, calculated in

accordance with the rates included in the Contract. If the nature of the Change is
such that the Contract rates are inequitable, the Parties shall agree on a
mutually acceptable price for valuing the Change.

III. Changes Originating from the Implementation Partner (IP)

If the Implementation Partner proposes a Change pursuant to clause
5.24.I. ii), the Implementation Partner shall submit to the SAP Project
Leader/Project Coordinator a written “Application for Change Proposal”,
giving reasons for the proposed Change and including the information
specified in clause [Link]. i). Upon receipt of the “Application for Change
Proposal”, the Parties shall follow the procedures outlined in clauses [Link].i)
and [Link]).
IV If an approved Change under this Clause 5.24 results in an impact on the time for
completion of implementation, the Contract may be extended to such extent as may be
mutually agreed and approved by SAIL in writing, provided that the Implementation
Partner has given written notice of such impact within a reasonable time of becoming
aware thereof, and provided further that no extension of time shall be granted for any
Change necessitated due to any default of the Implementation Partner
5.25. PRICES FOR SERVICES NOT COVERED IN THE CONTRACT
Prices for services if not included in the contract, shall be derived in accordance with the
rates and prices provided by the Implementation Partner for similar item in the price bid/
BOQ.

5.26. FORECLOSURE AND TERMINATION

1. Foreclosure of Contract in full or part

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i. If at any time after issuance of the LOA, Employer decides to abandon or reduce the
scope of the work for any reason, whatsoever, the Employer, through the ERP
Project Leader/ Project Coordinator, shall give a ninety (90) day notice in writing to
that effect to the Contractor, referring to this clause.
ii. Upon receipt of the notice of termination/ foreclosure under clause 5.26.1(i), the
Implementation Partner shall either as soon as reasonably practical or upon the date
specified in the notice of termination cease all further work, except for such work as
Employer may specify in the notice of termination/ foreclosure for the sole purpose of
protecting that part of the ERP implementation already executed, or any work
required to leave the Site in a clean and safe condition. In addition, the
Implementation Partner, subject to the payment specified in clause 5.26.1(iii), shall
a. deliver to Employer the parts of the ERP system implemented by the
Implementation Partner up to the date of termination; and
b. assign to Employer all right, title, and benefit of the Implementation Partner to the
ERP system as at the date of termination, and, as may be required by the
Employer. Deliver to Employer all non-proprietary drawings, specifications, and
other documents prepared by the Implementation Partner as of the date of
termination in connection with the ERP system.
iii. In the event of termination/ foreclosure of the Contract under clause 5.26.1 (i),
Employer shall pay to the Implementation Partner, as assessed and certified by ERP
Project Leader/ Project Coordinator:
- The Contract Price, in such proportionate manner as is properly attributable to the
parts of the Facilities executed by Implementation Partner (IP) as part of the Contract
as of the time of termination/ foreclosure.
- Equitable value of Services/ milestones which are work in progress as on the date
of termination/ foreclosure.
-The costs reasonably incurred by Implementation Partner (IP) in the removal of
Contractor’s equipment and personnel from the Site.
iv. Implementation Partner (IP) shall, if required by the ERP Project Leader/ Project
Coordinator, furnish to him books of accounts, papers, relevant documents as may
be necessary to enable the ERP Project Leader/ Project Coordinator to assess the
amount payable in terms of CC clause 5.26.1(iii) above. Implementation Partner (IP)
shall not have any claim for compensation whatsoever either for abandonment or for
reduction in the scope of work, other than those as specified above.

2. Termination For Implementation Partner's Default

i. The Employer, without prejudice to any other rights or remedies it may possess, may
terminate the Contract forthwith in the following circumstances by giving a notice of
thirty (30) days and its reasons therefore to the Implementation Partner, referring to
this clause 5.26.2 (i):
a. if the Implementation Partner becomes bankrupt or insolvent, or if a liquidator,
trustee in bankruptcy, custodian, manager, receiver, administrator, compulsory
manager, provisional supervisor or similar officer is appointed in respect of the
Implementation Partner or any of its assets, or if the Implementation Partner
makes a general assignment for the benefit of, or enters into a re-
organization, arrangement, compromise or composition with its creditors, or if a
resolution is passed or order is made for its winding up (other than a voluntary

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liquidation for the purposes of amalgamation), or if a petition is presented or filed

or an application is made in respect of the Implementation Partner before any
relevant authority for/ seeking the bankruptcy, winding-up, administration,
insolvency, liquidation or dissolution of the Implementation Partner, or if an
insolvency resolution process under the (Indian) Insolvency and Bankruptcy
Code, 2016 is commenced in respect of the Implementation Partner, or if the
Implementation Partner takes or suffers any other analogous action in
consequence of debt;
b. if the Implementation Partner assigns or transfers the Contract or any right or
interest therein in; or
c. if the Implementation Partner, in the judgment of the Employer, has engaged in
Prohibited Practices in competing for or in executing the Contract, including but
not limited to willful misrepresentation of facts concerning ownership of
Intellectual Property Rights in, or proper authorization and / or licenses from
Employer of such, hardware, software, or materials provided under the Contract.

And / or

ii. If the Implementation Partner:

a. has abandoned or repudiated the Contract;
b. has without valid reason failed to commence work on the ERP implementation
promptly;
c. has failed to execute the Contract in accordance with the Contract or persistently
neglects to carry out its obligations under the Contract without just cause; or
d. refuses or is unable to provide sufficient Materials, Services, or labor to execute
and complete the ERP implementation in the manner specified in the Agreed and
Finalized Project Plan furnished under clause 5.18 at rates of progress that give
reasonable assurance to SAIL that the Implementation Partner can attain Go-
Live Acceptance of the ERP system by the time for achieving Stabilization
Acceptance;
Then, Employer may, without prejudice to any other rights it may possess under the
Contract, give a notice to the Implementation Partner stating the nature of the default
and requiring the Implementation Partner to remedy the same. If the Implementation
Partner fails to remedy or to take steps to remedy the same within thirty (30) days of its
receipt of such notice, then Employer may terminate the Contract forthwith by giving a
notice of termination to the Implementation Partner that refers to this clause 5.26.2(ii).

iii. Upon receipt of the notice of termination under clauses 5.26.2 (i) or 5.26.2 (ii), the
Implementation Partner shall, either immediately or upon such date as is specified in
the notice of termination:
a. Cease all further work, except for such work as Employer may specify in the
notice of termination for the sole purpose of protecting that part of the ERP
system already executed or any work required to leave the Site in a clean and
safe condition;

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b. Deliver to Employer the milestones of the ERP system implemented by it up to

the date of termination, subject to the receipt of payment stated in clause
5.26.2(v);
c. To the extent legally possible, assign to Employer all right, title and benefit of the
Implementation Partner to the ERP system as at the date of termination of the
Contract;
d. Deliver to Employer all drawings, specifications, and other documents prepared
by the Implementation Partner as at the date of termination in connection with the
ERP system.

iv. Employer may enter the Site, expel the Implementation Partner, and complete the
ERP implementation itself or by employing any third party. Upon completion of the
ERP implementation or at such earlier date as Employer thinks appropriate,
Employer shall give notice to the Implementation Partner that such Implementation
Partner’s material will be returned to the Implementation Partner at or near the Site
and shall return such Implementation Partner’s material to the Implementation
Partner in accordance with such notice. The Implementation Partner shall thereafter
without delay and at its cost remove or arrange removal of the Implementation
Partner’s manpower / material/ machinery/ equipments from the Site.
v. Subject to clause 5.26.2(vi), the Implementation Partner shall be entitled to be paid
the Contract Price, in such proportionate manner, as is attributable to the portion of
the ERP implemented as at the date of termination and the costs, if any, incurred in
protecting the Facilities till the point of termination of Contract. Any sums due to SAIL
from the Implementation Partner accruing prior to the date of termination shall be
deducted from the amount to be paid to the Implementation Partner under the
Contract.
vi. If SAIL completes the ERP implementation, the cost of completing the ERP
implementation by SAIL shall be determined. If the sum that the Implementation
Partner is entitled to be paid, pursuant to clause 5.26.2(v), plus the reasonable costs
incurred by SAIL in completing the ERP exceeds the Contract Price, the
Implementation Partner shall be liable for such excess. If such excess is greater than
the sums due to the Implementation Partner under clause 5.26.2(v), the
Implementation Partner shall pay the balance to the Employer, and if such excess is
less than the sums due to the Implementation Partner under clause 5.26.2(v), SAIL
shall pay the sums due to the Implementation Partner after deducting the excess
amount. Employer shall be solely entitled to decide upon the sums and the manner
in which such sums shall be paid.
vii. In case Employer is unable to complete the work as per the clause 5.26.2(vi) the
loss/ damage suffered, if any, by Employer shall be assessed and determined by
Employer and the same will be recovered from the Implementation Partner. If such
amount is in excess of the Security Deposit left with the Employer, the
Implementation Partner shall be called upon to pay the same on demand.

3. Exit Management Plan

Implementation Partner shall provide SAIL with an Exit Management Plan which shall
deal with the processes to be followed on completion of the project. Such Exit

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Management Plan shall be presented by the Implementation Partner, as a part of the

Project Plan, and the same will be approved by SAIL or its nominated agencies. On
completion of the project, each Party shall comply with the Exit Management Plan.

5.27. MERGER, ACQUISITION DIVESTITURES OF THE IMPLEMENTATION PARTNER

In case of merger, acquisition or divestiture of the Implementation Partner, the acquiring/
transferee company shall be bound by the terms and conditions of the Contract during the
Contract Period and for a period of at least five (5) years from the date of completion of the
project, at no additional cost to the Employer.

5.28. INSURANCE TO BE TAKEN OUT BY THE IMPLEMENTATION PARTNER

The Implementation Partner shall take out and maintain in full force and effect, at its own
cost, adequate insurance against the risks, and for the coverage specified below:
a. All consequences of occupational accidents or illness, employer’s liability and workman's
compensation insurance in respect of the personnel of the Implementation Partner, in
accordance with the relevant provisions of the applicable laws of India, as well as, with
respect to such personnel, any such life, travel or other insurance as may be
appropriate.
b. Insurance against loss of or damage to (i) the Implementation Partner's property used in
the performance of the Services and (ii) any documents prepared by the Implementation
Partner in the performance of the Services, by theft, fire or any natural calamity.
c. Contractor shall carry or cause to be carried insurance covering all Contractor’s
equipment against loss or damage at all times.
d. In addition to the above, Implementation Partner (IP) shall be responsible to obtain all
such appropriate insurances that it is required to obtain under applicable law as well as
to adequately cover its obligations under the Contract.

5.29. LOSS OF OR DAMAGE TO PROPERTY, ACCIDENT OR INJURY TO THE WORKERS,

INDEMNIFICATION
1) Subject to Sub-Clause 2 hereof, the Contractor shall indemnify and hold harmless the
Employer and its employees from and against any and all suits, actions or administrative
proceedings, claims, demands, losses, damages, costs, and expenses of whatsoever
nature, including attorney‘s fees and expenses, in respect of the death or injury of any
person or loss of or damage to any property (other than the Facilities whether accepted
or not), arising in connection with the supply and installation of the Facilities and by
reason of the negligence of the Contractor or its Subcontractors, or their employees, or
agents, except any injury, death or property damage caused by the negligence of the
Employer, its employees, or agents.
2) If any proceedings are brought or any claim is made against the Employer that might
subject the Contractor to liability under Sub-Clause 1 hereof, the Employer shall
promptly give the Contractor a notice thereof and the Contractor may at its own expense
and in the Employer‘s name conduct such proceedings or claim and any negotiations for
the settlement of any such proceedings or claim.

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If the Contractor fails to notify the Employer within twenty-eight (28) days after receipt of
such notice that it intends to conduct any such proceedings or claim, then the Employer
shall be free to conduct the same on its own behalf at the risk of the Contractor.
The Employer shall, at the Contractor‘s request, afford all available assistance to the
Contractor in conducting such proceedings or claim, and shall be reimbursed by the
Contractor for all expenses incurred in so doing.

5.30. LIMITATION OF LIABILITY

Parties shall not be liable to each other, whether in Contract, tort or otherwise, for any
indirect or consequential loss or damage, loss of use, loss of production or loss of
profits/profitability, loss of business opportunity, reputational loss, overhead costs,
equipment hiring/idling charges, escalation costs.

5.31. OPERATIONAL ACCEPTANCE

With the completion of all pre-requisites in accordance with the provisions of the
Technical Specifications the Implementation Partner shall notify, in writing, the ERP
Project Leader/Project Coordinator and Subsidiary ERP Leader (if applicable) for
Operational Acceptance of the deliverable applicable for the corresponding milestone
(such sign-off by SAIL is referred to as the “Operational Acceptance”). ERP Project
Leader/ Project Coordinator shall notify the Implementation Partner in writing of all
defects and/or deficiencies that needs remediation within twenty one (21) days of receipt
of the sign-off notification.
Implementation Partner would remediate the defects and/or deficiencies and re-submit
the deliverable for Operational Acceptance. ERP Project Leader/Project Coordinator and
Subsidiary ERP Leader (if applicable) would validate the remediation and provide the
Operational Acceptance for the said milestone on rectification of all defects
and/deficiencies that had been notified to the Implementation Partner.

5.32. FINAL ACCEPTANCE

Final Acceptance of the project will be done by Employer upon completion of entire
scope of work including observing of the solution for one annual closing and two
quarterly closing processes, and completion of Annual Maintenance Contract (AMC) as
provided under the Contract.

5.33. SEVEREABILITY
If any provision or condition of the Contract is prohibited or rendered invalid or
unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity
or enforceability of any other provisions and conditions of the Contract

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5.34. BINDING EFFECT

The Contract shall be binding upon and shall inure to the benefit of Employer and the
Contractor, and the respective successors, permitted assigns and personal representatives,
if any, of each Party.

5.35. SURVIVAL
Notwithstanding anything to the contrary written in the Contract, the rights, liabilities and
obligations of SAIL and Implementation Partner (IP) which by their very nature survive
termination shall survive termination or completion of the Contract; and any termination or
expiry of the Contract shall be without prejudice to the rights and obligations of the Parties
which have accrued prior to such termination or expiry.

5.36. CONFLICT OF INTEREST

Conflict of Interest –
I. Participation by a bidding firm / its affiliates involved in the consultancy contract to
which this procurement is linked;
II. If part of more than one bid in the procurement;
III. Non-disclosure of pre-existing relationships / financial / business transactions of
bidding firm / their personnel with any official of SAIL directly or indirectly related to
tender or execution process of contract or whenever they arise;
IV. Improper use of information obtained by the (prospective) bidder from SAIL with an
intent to gain unfair advantage in the procurement process or for personal gain;

5.37. ENTIRE AGREEMENT / WAIVER

Waiver
1) Subject to Sub-Clause 2 below, no relaxation, forbearance, delay or indulgence by
either party in enforcing any of the terms and conditions of the Contract or the granting
of time by either party to the other shall prejudice, affect or restrict the rights of that party
under the Contract, nor shall any waiver by either party of any breach of Contract
operate as waiver of any subsequent or continuing breach of Contract.
2) Any waiver of a party‘s rights, powers or remedies under the Contract must be in
writing, must be dated and signed by an authorised representative of the party granting
such waiver, and must specify the right and the extent to which it is being waived.

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5.38. AMENDMENT
No amendment or other variations of the Contract shall be effective unless it is in writing,
is dated, expressly refers to the Contract, and is signed by a duly authorized
representative of each Party to the Contract.

5.39. PREVENTION OF FRAUD AND CORRUPTION

(i) The Bidder(s)/ Contractor (s) is required to enter into an `Integrity Pact’ (enclosed) with
the Principal i.e. SAIL. The Integrity Pact has to be signed by the Proprietor/Owner/
Partner/Director or by their duly Authorized signatory. In case of failure to return the Integrity
Pact along with the offer/bid, duly signed by the authority as mentioned above, will disqualify the
offer/bid.”
(ii) The Bidder(s) /Contractor (s), if feel aggrieved, may raise complaint/pass on,
information, if any, to “The Competent Authority/Operating Authority of the Tender/Contract” or
to “The Chief Vigilance Officer (CVO), SAIL, Ispat Bhavan, Lodi Road, New Delhi-110003” or to
“The Independent External Monitors (IEMs) of Integrity Pact, through Integrity Pact Secretariat,
16th floor, Scope Minar, Laxmi Nagar District Center Delhi-110092”.
E-mail: [Link]@[Link]; [Link]@[Link].
(iii) The Independent External Monitors of Integrity Pact in SAIL are:

a) Ms. Nirmal Kaur, IPS (Retd.), Ex-Chairman, Jharkhand Police Housing

Corporation
(e-mail: nirmalkaur1983@[Link])
b) Ms. Aradhana Johri, IAS (Retd.), Ex-Secretary to Govt. of lndia.(e-mail :
[Link]@[Link])

Integrity Pact applicable is attached separately (Annexure-II)

5.40. IMMUNITY TO GOVERNMENT OF INDIA

It is expressly understood and agreed to by and between the bidder and SAIL that SAIL
is entering into the Contract solely on its own behalf and on behalf of its wholly owned
subsidiaries and not on behalf of any other person or entity. In particular, it is expressly
understood and agreed that the Government of India is not a party to the Contract and
has no liabilities, obligations or rights hereunder. It is expressly understood and agreed
that SAIL is an independent legal entity with power and authority to enter into contracts
solely in its own behalf under the applicable laws of India and general principles of
contract law. The bidder expressly agrees, acknowledges and understands that SAIL is
not an agent, representative or delegate of the Government of India. It is further
understood and agreed that the Government of India is not and shall not be liable for any
acts, omissions and commissions, breaches or other wrong arising out of the Contract.
Accordingly, the bidder hereby expressly waives, release and forgoes any and all actions
or claims including cross claims, impleader or counter claims against the Government of

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India arising out of the Contract and covenants not to sue the Government of India in
any manner, claim cause of action or take any action whatsoever arising out of or under
the Contract.

5.41. CLAUSE DELETED

5.42. TAXES & DUTIES

1 Except as otherwise specifically provided in the Contract, the Implementation Partner (IP)
shall bear and pay all taxes, duties, levies and charges assessed on the Contractor, its Sub-
Contractors or their employees by Municipal, State or Central Government Authorities.
However, subject to stipulations of the Contract, the reimbursement of GST shall be as per
sub-clause 4 and 5 hereof.
All taxes & duties payable outside India in respect of performance of the Contract shall be
borne & paid by the Contractor. The Employer shall have no liability whatsoever on this
account.

1.1 The Implementation Partner (IP) shall bear and pay all the liabilities in respect of non-
observance of contractual and statutory provisions.

2) and 3), Not Applicable

4 Variations in Taxes & Duties
4.1 For the purpose of the Contract, it is agreed that the “Contract Price specified in the
Contract Agreement is based on the taxes, duties, levies etc. and charges prevailing on Base
date. If any rate of tax is increased or decreased, a new tax is introduced, an existing tax is
abolished, or any change in interpretation or application of any tax occurs in the course of the
performance of Contract, which was or will be assessed on the Contractor, Sub-Contractors or
their employees in connection with performance of the Contract, an adjustment of the Contract
Price shall be made as per Sub-Clauses 4.2 & 4.3, hereof, by addition to the Contract Price or
deduction therefrom, as the case may be.
4.1.1 For taxes & duties on which input tax credit is available to the Employer, the adjustment in
the Contract Price towards variations in taxes, imposition of new taxes or abrogation of existing
taxes or any change in tax laws shall be applicable without any limit.
For other taxes & duties, the variations in the taxes, enactment of new taxes or abrogation of
existing taxes or any change in tax laws, which takes place within the scheduled "time for
completion" shall be applicable. Whereas the variations in the taxes, enactment of new taxes or
abrogation of existing taxes or any change in tax laws, which takes place during the extended
period shall be applicable only if the reasons for delay is attributable to employer.

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However, if the completion is delayed beyond the scheduled date of completion due to reasons
attributable to both the parties, then the period of delay attributable to the Employer will be
considered as initial delay and the variation of taxes and duties shall be applicable during this
period as well.
4.2 The adjustment in the Contract Price towards variation in the taxes shall be made by the
Employer on production of the documentary evidences
4.3 The Contract Price shall be adjusted towards variations in taxes in respect of only finished
equipment supplied, services rendered by the Implementation Partner (IP) to the Employer. No
adjustment in the Contract price shall be made for variations in the taxes on raw-materials,
parts, component / intermediate components, assemblies / sub-assemblies, etc.
5 Goods & Service Tax
5.1 The amount of CGST, SGST and IGST quoted by the contractor (as per Price Tables) shall
be interchangeable. Where input tax credit is available to the Employer, the amount of CGST,
SGST or IGST shall be reimbursed in full without any limit. However, where input tax credit is
not available to the employer, the total amount of GST reimbursed to the contractor shall not
exceed the total of CGST, SGST and IGST quoted in the price tables, subject to 4.1.1 or on
account of impact due to price variation as per Contract Agreement. No reimbursement of GST
shall be made where Implementation Partner (IP) has indicated ITC amount and ITC is not
actually available to Employer.
In case of supplies made by the Implementation Partner (IP) for completion of work, which are
not appearing in the Billing Schedule, GST shall be reimbursed only in case ITC is available to
Employer (i.e., basic price of such items will not be reimbursed). However, if ITC is not available
on such items to the Employer, GST will not be reimbursed by the Employer.

5.2 If reimbursement of GST has been made to the Implementation Partner (IP) on the
expectation that ITC shall be available, and subsequently ITC is denied in GSTN for reasons
not attributable to the Employer, then the amount of GST disallowed for ITC shall be recovered
from any subsequent bill of the Implementation Partner (IP) or by way of encashment of PBG, if
required.
5.3 If ITC has been availed by the Employer but is subsequently reversed due to reasons not
attributable to the Employer, then the amount of GST along with interest and/or any penalty paid
or payable by the Employer on such reversal shall be recovered from the Implementation
Partner (IP) from any subsequent bill of the Implementation Partner (IP) or by way of
encashment of PBG, if required.
5.4 In case, no Input Tax Credit has been indicated against a GST element in any Price Table,
reimbursement of GST shall be restricted to the amount indicated in the Price Table, unless
otherwise admissible as per Sub-Clause 4 (Variation in Taxes and Duties) or on account of
impact due to price variation as per Contract.
5.5 TDS under GST laws, if applicable, shall be deducted from Contractor‘s bills at applicable
rates and a certificate as per rules, for tax so deducted shall be issued to the Implementation
Partner (IP)

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5.6 The Implementation Partner (IP) shall be under obligation for charging correct rate of tax as
prescribed under the respective GST tax laws. Further the Implementation Partner (IP) shall
avail and pass on benefits of all exemptions / concessions available under GST laws.
5.7 The Implementation Partner (IP) shall be liable to get himself registered under GST with the
respective tax authorities and to submit self-attested copy of such GST registration certificate(s)
and the Implementation Partner (IP) shall be responsible for procurement of goods / capital
goods in its own registration (GSTIN) and also arrange to issue Road Permit / E-way Bill, if
applicable.
5.8 The Contractors shall maintain GST compliance at any given point of time.
5.9 The Implementation Partner (IP) shall submit to the Employer GST compliant tax invoices /
debit notes / revised tax invoices on the basis of which Employer will be able to claim Input Tax
Credit as per GST laws for supply and services where Input Tax credit is applicable.
5.10 Implementation Partner (IP) shall attend to all issues on reconciliation of GST invoices,
mismatch reports etc. to the satisfaction of the Employer
5.11 Address of the recipient under GST laws will be the address of “Project Coordinator” as
mentioned in the Contract.
Tax invoice to be submitted to “Project Coordinator”.
5.12 The contractor shall declare whether the services are being supplied fully or partly out of a
Fixed Establishment as specified in the CGST Act. In case some or all the services are being
supplied from a Fixed Establishment in India, the foreign contractor shall obtain registration
under GST and shall raise GST invoices in INR corresponding to supplies being invoiced in
foreign currency.
6 Income Tax
Any Indian Income Tax which Employer may be required to deduct by law or statute, shall be
deducted at the source under Indian Income Tax Act on account of the Contractor. Employer
shall provide the Implementation Partner (IP) a certificate for such deduction of Tax. The
Implementation Partner (IP) shall indicate their Permanent Account Number with the relevant
Income Tax Authority to Employer.
5.43. NEGLIGENCE
1) If the Implementation Partner (IP) does not execute the Facilities in accordance with
the time schedule stipulated in the Contract and shall neglect to execute the Facilities
with due diligence or expedition or shall contravene the provisions of Contract, the
Employer may give notice in writing to the Implementation Partner (IP) to make good the
failure, neglect or contravention complained of within such time as may be deemed
reasonable by the Employer and in default of compliance with the said notice, the
Employer without prejudice to its rights under Clause 2 hereof, may rescind or cancel the
Contract holding the Implementation Partner (IP) fully liable for the damages that the
Employer may sustain.

2) Should the Implementation Partner (IP) fail to comply with such notice, the Employer
shall have at its option the right to take the affected Facilities wholly or in part out of the
Contractor‘s hands and may complete the Facilities, as envisaged in the Contract either

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departmentally or by awarding fresh Contract(s) to execute the same, at the risk and
cost of the Contractor.
3) In such event the Employer shall be entitled to use all materials, construction
equipment, tools, tackles and other things of the Implementation Partner (IP) and the
Employer shall also be entitled to retain and apply any sum which may otherwise be
then due as per the Contract or any other Contract from the Employer to the
Implementation Partner (IP) as may be necessary for the payment of the cost of
execution of such Facilities as aforesaid.
If the cost of executing the Facilities as aforesaid shall exceed the sum due to the
Contractor, the Implementation Partner (IP) shall make payment for the same within the
specified period.

5.44. NOTICES
1) Unless otherwise stated in the Contract, all notices to be given under the Contract
shall be in writing, and shall be sent by personal delivery, post / airmail post, special
courier, or signed & scanned copy of Notice through email to the address of the relevant
party with the following provisions.

1.1 Any notice sent by email shall be deemed to have been delivered on the same
business day upon transmission, provided that no delivery failure, bounce back or error
notification is received by the sender.

1.2 Any notice sent by airmail post or special courier shall be deemed (in the absence of
evidence of earlier receipt) to have been delivered ten (10) days after dispatch. In
proving the fact of dispatch, it shall be sufficient to show that the envelope containing
such notice was properly addressed, stamped and conveyed to the postal authorities or
courier service for transmission by airmail or special courier.

1.3 Either party may change its postal / email address or addresses or addressees for
receipt of notices, by giving 10 (ten) days‘ written notice to the other party, such notice
to be delivered in accordance with the notice provisions of this clause.

2) Notices shall be deemed to include any approvals, consents, instructions, orders and
certificates to be given under the Contract.

5.45. SAFETY IN CONTRACT WORKS

Conditions of contract related to the safety to be complied by the IP are attached in Annexure-
XXX

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6. SECTION IV: TECHNICAL SPECIFICATION (TS)

6.1. GENERAL
The Technical Specifications (TS) shall be read in conjunction with the Notice Inviting Tender
(NIT), Instructions to Bidders (ITB), Conditions of the Contract, various Schedules and
Annexures etc. and any other bid documents including addendum / corrigendum / amendment
etc.
In case of any contradiction or conflict or inconsistency between statement or provision set out
in the Technical Specifications with any of those in the other aforementioned documents, the
provisions of the Technical Specifications will prevail.

6.2. CURRENT IT SYSTEM OF SAIL AND ITS LIMITATIONS

6.2.1. CURRENT IT SYSTEM
Currently SAIL has seven SAP enabled instances viz. all five integrated steel plants,
CMO and CO. Out of these, four integrated steel plants viz. BSP, BSL, RSP, DSP and
CMO have ‘On-premise’ Data Centers for running their respective SAP instances. The
SAP instances for other two plants/units viz. ISP and CO are deployed on Cloud using
SAP HANA EntSAPrise Cloud (HEC) services. All these instances are currently running
on SAP ECC 6.0 which, as explained above, will be out of support soon. The remaining
plants/units are running on legacy/third party systems and currently outside the ambit of
SAP. It may also be mentioned that even in the SAP implemented plants/units, Human
Capital Management (HCM) module is not implemented and therefore employee related
transactions are done on legacy/third party systems at respective plants/units. Payroll
processing however is centralized at BSP using legacy CPRS (Centralized Payroll
System) system.
Due to multiplicity of legacy/third party software (more than fifty systems) the SAP
enabled systems are integrated through five hundred plus interfaces. Further there are
limitations of the current system which are summarized as below.

6.2.2. LIMITATIONS
I. Complex SAP system landscape due to multiple instances leading to increased
IT operations cost for maintaining disparate systems & infrastructure.
II. Multiple SAP ECC and legacy instances with extensive integration leading to
high maintenance cost of interfaces as well as data consistency related issues.
III. Lack of process standardization across organization. Non availability of standard
solution leading to different customized approaches at different plants/units
resulting in duplication of implementation and maintenance effort at each
instance for same business process.
IV. Financial closing and accounting involve manual interventions and multiple
iterations leading to increased time & efforts.

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V. Absence of real time reporting across the organization for quick analytical
decision making.
VI. Human Capital Management (HCM) is currently on legacy and not tightly
integrated with SAP.
VII. Certain Statutory and compliance reporting are not directly derived from a single
system and information is collated from multiple systems.
VIII. Due to decentralized master data governance duplicate master codes are found
leading to inconsistencies in inventory across the units.
IX. Lack of integration across units leading to difficulties in consolidated reporting,
analytics and KPI Monitoring at SAIL level.
X. Non visibility of customer orders in plant production system.
XI. Production planning is mostly manual instead of system driven.
XII. Due to non-integrated MES system and/or absence of MES system in plants
leading to multiple manual interventions instead of automation of process
XIII. Challenged visibility of historical data/ transactional data across units.
XIV. Inadequate usage of market and competitor analysis due to Limited reporting
capability, analytics, and dashboards

6.3. IMPLEMENTATION PLAN FOR SAP SYSTEM IN SAIL

It is proposed to implement the SAP system across SAIL using one single instance of SAP
S/4HANA, installed on centralized hardware to ensure high level of process standardization.
Implementation will be carried out in two major packages as enumerated below:

Package Phases / Activities Duration

Phase IA M1 to M21
Phase IB M1 to M13
I Phase II M21 to M26
Phase IIIA M26 to M31
Phase IIIB M24 to M31
Post Go Live Support M32 to M60
II
Migration of Historical Data M32 onwards

ANNEXURE IX contains the pictorial representation of the activities / sub activities needed in
Package I while the details of the activities of Package II are enumerated in Sections 6.5.13 and
6.5.14 respectively.
Phase IA: The Global blue printing of the core functionalities (like Purchasing / Procurement,
Contracts and Material Management, Production and Planning, Marketing and Sales, Finance
and Controlling, Assets and Plan maintenance, etc.) involving a list of solutions mentioned in
TABLE -6.3-(A) will have to be prepared with active engagement of the core team members of
SAIL. The corresponding configuration for setting up the Global Landscape will have to be done
following the Global Blueprinting. The proposed Global Template has to be extended to the four
units of SAIL viz. Corporate Office (CO), Bhilai Steel Plant (BSP), Rourkela Steel Plant (RSP),
Central Marketing Organization (CMO), CGoM, OGoM, CFP and L&I in the first phase after
completing the user training, testing (SIT and UAT), and uploading cutover data for these units.

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This phase is proposed to be completed in twenty one months with the first go live scheduled on
eighteenth month followed by three months of hyper care.

Phase IB: Master Data Governance (MDG) solution is required to improve and implement
stricter data governance principles across SAIL to effectively control master data redundancy.
SAP MDG helps companies to mitigate the risk of business disruption caused by inaccurate or
missing data, which can result in loss of revenue and customer confidence. Master Data
Management (MDM) helps organizations standardize and manage all types of business data
across multiple systems.
Currently e-String software from Prumatech is being used which was implemented during earlier
ERP implementation. Multiple duplicate codes are found in existing system for identical
products/services. The intelligent check by the system for existing identical data and proper
Governance Mechanism is missing in e-string.
SAP MDG has to be implemented as a replacement of Prumatech after proper extracting and
analyzing the current data, cleansing, transforming and finally loading and validating the master
data in SAIL. The details and duration of the sub activities are furnished in TABLE -6.3-(A),
Although Phase IB will start exactly at the same time as Phase IA (starting date of the project), it
is proposed to be completed in thirteen months.

Phase IA and Phase IB together comprises the total activities planned during Phase I of the
project. This is represented in more details in ANNEXURE IX.

Phase II: The Global Template designed and developed during Phase I has to be extended to
Bokaro Steel Ltd (BSL), Durgapur Steel Plant (DSP), IISCO Steel Plant (ISP), ASP, JGoM,
CCSO and Collieries after completing the user training, testing (SIT and UAT), and uploading
cutover data for these units. This phase is proposed to be completed in six months including two
months of hyper care. The starting of this phase will have one month of overlapping with the
hypercare of Phase IA (ANNEXURE IX)

Phase IIIA: The Global Template designed and developed during Phase I has to be extended to
all the remaining SAIL units which are currently not enabled in SAP. This phase is proposed to
be completed in six months including two months hyper care. The starting of this phase will
have one month of overlapping with the hypercare of Phase II (ANNEXURE IX)

Phase IIIB: Some additional solutions mostly meant for group level consolidation are proposed
to be implemented during this phase. The details of the solutions are given in TABLE -6.3-(A).
All the solutions planned in this phase are central to SAIL and will be applicable for all the
entities covered in this scope of implementation. This phase is planned to start parallelly with
cutover data upload of Phase II and proposed to be completed in eight months including two
months of hyper care. This phase is completely overlapping with part of Phase II and full Phase
III. Go live for this phase, however, is planned to be on the same day with go live for Phase IIIA.
(ANNEXURE IX)

TABLE -6.3-(A) below describes the solutions and the activities planned during all the phases
as mentioned in Package I. A detailed pictorial representation is given in ANNEXURE IX.

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TABLE -6.3-(A)
Span
Phase Solution Coverage Entities Covered Remarks
(months)
 S/4HANA private cloud
(including AVC, PP/DS, Business Blue printing:
aATP, EXIM, TM) Across SAIL
 EWM
 SAP Open Text (ADA) Configuration: Across
SAIL
 SAP ARIBA
 CRM Solution Realization
BSP, CGOM, RSP, phase is
 Cash Management
OGOM, CMO, CO, CFP, having one
 TRM
L&I month
 Re‐Fx Training and Testing overlapping
 GRC 18
 Train the trainer each with BBP
 SAC  Train the end phase and
IA
 FIORI users Testing and
 SAP BTP (Integration Suite  System Training
CI, Datasphere, SAC- Integration Test phase
Analytics, Development  User
and hosting of FIORI apps Acceptance Test
and extension for ARIBA) Cutover
 SSO Go Live
 2FA
 E‐Notesheet Solution
BSP, CGOM, RSP,
Hypercare for Phase IA 3 OGOM, CMO, CO, CFP,
L&I
This entire
phase of 13
months
Across SAIL should start
Extract and Analyze Data from the
IB  SAP MDG 13 Cleanse Transform and beginning 0f
Load Data the project
Load and Validate Data and is
completely
overlapping
with Phase I
DSP, ISP, BSL, ASP,
JGOM, CCSO,
COLLIERIES
Training and Testing
II Solutions as in Phase I 4
 End User
Training
 System
Integration Test

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Span
Phase Solution Coverage Entities Covered Remarks
(months)
 User
Acceptance Test
Cutover
Go Live
DSP, ISP, BSL, ASP,
JGOM, CCSO,
Hypercare for Phase II 2
COLLIERIES

Non‐ERP Units*
Training and Testing
 End User
Training
 System
Solutions as in Phase I 4
III‐A Integration Test
 User
Acceptance Test
Cutover
Go Live
Hypercare for Phase III‐A 2 Non‐ERP Units
Business Blue printing:
 SAC (Planning)
Across SAIL Entire Phase
 Group Reporting
Configuration: Across IIIB is
 Audit Management 6
III‐B SAIL overlapping
System (AMS)
Testing, cutover and Go with Phase
Live: Across SAIL IIIA
Hypercare for Phase III‐B 2 Across SAIL

*Non-SAP Units: SRU, Growth Division, EMD, SDTD, SSO, MTI, CET, RDCIS

Note:
(i). Support after hypercare in Phase-IA & II up to M31 shall be part of the scope of
implementation partner and is part of implementation cost.
(ii). Post go-live support (AMS) for Phase-IA, II, III-A and III-B across all plants/units of SAIL will
start from after completion of the hypercare of Phase-III A & Phase-III B and continue until M60
and is part of the support (O&M) cost.

The entire implementation is proposed to be completed within thirty-one (31) months after which
a post go live support will be needed until 60th Month i.e. for Twenty-nine months. This is
described in detail in the section 6.5.13 below.

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6.4. OBJECTIVE OF SAP IMPLEMENTATION

The basic objectives of this project are:
I. The support of ECC systems will be withdrawn from 2027 By SAP hence to remain
under support of SAP it is imperative for SAIL to move to latest version i.e., S/4HANA
prior to withdrawal of support.
II. To enable single source of truth across the organization and availability of real-time
information leading to informed decision making at various levels of management.
III. To provide new functionalities to leverage latest technology. This will lead to
reduction in IT operating costs and total cost of ownership.
IV. To facilitate one Enterprise structure for group level reconciliation, consolidation, and
disclosure management.
V. To harmonize the disparate business processes to the deepest level wherever it is
applicable while retaining the local level differentiation as and where needed.
VI. To make a seamless integration framework among the different units.
VII. To minimize separate interfaces with disparate ERP instances in SAIL and integrate
them with only one central instance.
VIII. To take benefits and privileges of the latest and enhanced SAP version to overcome
functionality limitations of earlier version and minimize customizations.
IX. To take advantage of all the standard reports in SAP FIORI and cloud-based
analytics. Improved Management reporting, drill down data analytics and KPI
monitoring at Central level.
X. To avail master data governance solution which would help improve and implement
stricter data governance principle across the organization to effectively control
master data redundancy and follow a single unified approach with respect to
nomenclature and coding.

6.5. SCOPE OF WORK (SOW)

6.5.1. MASTER DATA
SAIL has a requirement to cleanse, enrich and harmonize their existing master data and
a dedicated master data team has to be deployed by the Implementation Partner (IP)
who should be assisted by SAIL master data team. Since this activity forms the
prerequisite for the implementation, the same has to be started from the beginning of
this project and is expected to be completed within thirteen months.
Estimated number of records under each category are given below:

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SN Master Data Type BSP BSL DSP ISP RSP CMO Total
Raw material 562 174 124 184 297 72 1413
Material Spares 380170 235761 116960 115231 166514 5739 1020375
1
Master Semi‐Finished 11385 56992 573 370 34249 103569
Finished 8904 19197 500 686 14575 93289 137151
2 Asset Master 53441 68961 85000 37686 79078 21213 345379
3 Vendor Master 32350 90493 9475 10497 50204 27330 220349
4 Customer Master (*) 20391 174378 127257 29350 67000 125196 543572
5 Chart of Accounts (**) 27889 6507 11724 7529 6950 4857 65456
6 Employee Master 12988 11374 38907 7474 13593 850 85186

NOTES:
(i). *In Some of the plants (BSL, DSP) apart from primary and secondary sales, customer has
been created for various business scenarios (like School fees, RE-FX, Provident fund etc)

(ii). ** As subcodes have been opened for segregation of accounts, if required, main code level
data may be obtained from corporate finance)

Key activity requirements from Implementation Partner (IP) for master data
management are:
I. Standardization / harmonization of master data on the strategy to be finalized
with Implementation Partner (IP) and basic data to be provided by SAIL.
II. Reorganizing the whole structure / description (wherever necessary).
III. Allocation of reorganized codes
IV. Identifying missing values for specific missing attributes
V. De duplication based on description and other attributes which need to be
finalized during initial workshop with the Process Owners
VI. Minimize / optimize the number of variants (for materials)
VII. Suggesting processes for cleansing codes
VIII. Suggesting processes for new codes
IX. Deploying data standardization software tool which should have been used in at
least two data codification projects
X. Implementation of SAP MDG in the central S/4HANA instance
XI. Uploading all the revised master data (across SAIL) in the new SAP instance

Key documentation requirements from Implementation Partner (IP) for

master data management during implementation process are:
I. Workshop plan with the Process Owners
II. Project plan for the master data management
III. Strategy document for codification and cleansing

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IV. Document on changes on master data which can help the team to enable the
mapping (between old and new sets of master data) during Phase II
implementation
V. Formats / templates of all the master data uploaded in the new SAP instance

Proposed timelines and activities needed during this phase is described in ANNEXURE
IX.

6.5.2. REVIEW OF SAP BOM AND LICENSE DEPLOYMENT

Based on the Functionality requirement in the future landscape, SAIL has prepared a
tentative BOM of SAP products and the deployment plan of the respective products
which is aligned with the project implementation milestones. The products selected are
aligned with the MeitY compliance as desired by Government of India. These are
furnished in ANNEXURE XII and ANNEXURE XIII of this document.
The bidder has to study ANNEXURE XI (FRS section) and ANNEXURE XII (Proposed
SAP BOM as envisaged by SAIL) of this document. Based on this study, bidder has to
fulfil point 13 as mentioned in the Checklist section (Section 2) of this document. Any
deficiency or redundancy (if found) has to be highlighted with proper justification in the
Functionality Matrix document itself. Also, the same has to be justified during the
technical presentation of the bid.
The bidder has to study ANNEXURE IX (Different phases of the Implementation) and
ANNEXURE XIII (SAP BOM Deployment Plan) to validate the deployment plan. In case
there is a difference between the proposed plan and the understanding of the bidder, the
bidder is required to highlight the difference in a separate document (as annexure) and
submit proper justification of the same along with the bid. The same has to be justified
during technical presentation of the bid.
If the bidder remains aligned with both the BOM and deployment model as proposed in
this document, then the bidder can go ahead with budgeting the skills and timelines of
resource deployment as proposed in this document. Otherwise, the bidder can go ahead
with the budget as proposed / derived by him (SAP skills and resource deployment
timelines) with proper justification.

6.5.3. REVIEW OF INFRASTRUCTURE SIZING AND DEPLOYMENT PLAN

SAIL has decided to go for SAP S/4HANA in RISE with SAP model. Although, in this
model of deployment, SAP owns the infrastructure, but the relevant sizing and phase
wise incremental deployment plan has been prepared by SAIL, this sizing as well as the
infrastructure deployment plan has been developed based on the following
considerations:

 Total number of SAP users

 Approximate sizing of embedded software in S/4HANA cloud

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 Approximate size of cutover data

 Pattern for data growth in different SAP instances derived from SAP early watch
report
 Compression ratio for HANA database
 Planned Rollout Strategy
Bidder has to study ANNEXURE XIV (SAP Infrastructure Deployment Plan) to validate
the deployment plan of the infrastructure. In case there is a difference between the
proposed plan and the understanding of the bidder, the bidder is required to highlight the
difference in a separate document (as annexure) and submit proper justification of the
same along with the bid. The same has to be justified during technical presentation of
the bid.

6.5.4. PROCUREMENT OF SOLUTION LICENSES BY THE BIDDER

Other solutions where SAP does not have any presence because of not complying with
the MeitY guidelines or may not have the exact solution which rightly fits the purpose of
SAIL: It has been decided that these products will be proposed and provisioned by the
prospective bidders in their respective bid. Respective commercials have to be
mentioned clearly in the bid.

[Note: The Ministry of Electronics and Information Technology (MeitY) issued guidelines
on setting up of IT infrastructure by government departments using cloud computing
technology with a clause mandating that all data must be stored within the country]
Hence the solutions which will be proposed by the bidder have to be MeitY compliant.
The solutions which need to be provisioned by the bidder are mentioned below:

Serial Number Solution Remarks

1 e-Notesheet Solution FRS in ANNEXURE XI
2 EXIM Solution Standard requirements

The Functionality Requirements for each of the above solutions have been mentioned
under FRS section (ANNEXURE XI) and 4.3 respectively.

6.5.5. BUSINESS BLUEPRINTING

One of the key business objectives of SAIL is to standardize and harmonize the
business processes across SAIL including all its plants and units and to adopt the best
practices in the industry. Implementation Partner (IP) will prepare a global blueprinting of
these processes along with the core team members of SAIL.
Functionality Requirement Specifications (FRS) of the entire SAIL are enclosed in
ANNEXURE XI of the Bid Document indicating processes of the core functions included
in the scope. FRS is only indicative and may not cover the entire scope of work. Final
detailed scope of the business processes to be implemented along with the
corresponding reporting requirements will be finalized by the Implementation

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Partner (IP) jointly with the core team members of SAIL at the time of global
blueprinting. The finalized business blueprint shall be considered as the final functional
scope of work for the S/4HANA implementation project at SAIL.
The version of SAP S/4HANA adopted at the stage of finalization of Global Blueprint will
be retained for the complete rollout. Implementation Partner (IP) will implement all the
incoming updates for the same version during the post go live support.

Customizations to be handled by the IP

It is difficult to assess the total number of WRICEF (Workflow / Reports / Interfaces /
Conversions / Enhancements / Forms) for the complete organization in the centralized
landscape, at this stage, since it is expected that the Global Blueprinting activity will
finalize the total number of WRICEFs needed for entire SAIL for its future landscape.
However, a list of harmonized objects (avoiding repetition at different plants / units)
which is currently operational in ECC system is furnished below Figure -6.5.5-(A). On top
of the current objects, the list contains some projections for the future landscape so that
the future landscape (S/4HANA) is expected to have approximately the following
distribution of objects. The final number of objects, however, needs to be finalized during
the Global Blueprinting Stage.
Figure -6.5.5-(A).

Modules Workflow Report Interface Conversion Enhancement Smart

Form
All ANNEXURE
50 600 80 300 100
modules VII

Key assumptions:

 Since the existing reports and enhancements in the current ECC system are
working fine, the Implementation Partner (IP) should try to reuse the existing
ABAP reports and enhancements after HANATIZING the same. The exact
number, however, should be finalized during the Blueprinting Stage.
 Implementation Partner (IP) along with Employer shall identify the Go-Live critical
objects. These objects should be developed by Implementation Partner prior to
the first go-live scheduled on month 18 after the start of the project. The rest of
the objects can be developed and completed prior to the third go-live scheduled
on month 29.
Capping on Total WRICEF objects and Indication of bilingual report:
Number of ABAP reports # including Conversions: 600 (mostly reusing after
HANATIZING)
Number of ABAP Enhancements: 315
Number of Workflows: 65

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Number of Interfaces: 300

Number of developments in SAP BTP: 50(On the top of the customization as mentioned
in the FRS (Annexure-XI of the section V)
Number of developments in SAP SAC: 100
Number of mobile applications (FIORI): Standard application: 500, Custom Application:
25
Number of Smart Forms #: 120
SAC Dashboards for KPI tracking: 100
# These includes around 20% of reports and forms which have to be bilingual

Key activities requirement from Implementation Partner (IP) during blueprinting

stage:
Implementation Partner (IP) shall prepare a detailed design of all the identified business
processes including the integration with other third-party systems or other SAP/Non-SAP
public clouds, wherever necessary. This should include the following action points:
I. Mapping of AS-IS processes and current state analysis to identify areas of
improvement and standardizations.
II. Review of AS-IS processes and defining the TO-BE processes that are based on
business requirements, gap analysis and ERP enabled best practices in the
industry.
III. Designing of specific screens and data format along with processes and methods
for data entry, wherever needed.
IV. Designing / finalizing the interfaces and corresponding triggering points and
frequencies wherever exchange of data is needed between central S/4HANA
server and other third-party systems or SAP/non-SAP clouds. A list of existing
interfaces is enclosed in ANNEXURE VIII of the Bid Document for ready
reference of the IP. It is expected that Implementation Partner (IP) should
rationalize / optimize this list and prepare a final list of interfaces needed for the
TO-BE landscape. If any interface becomes redundant in the final landscape,
then it is to be ensured that withdrawal plan for the same is aligned with the
rollout strategy (as indicated in ANNEXURE X) and proper mapping of data has
to planned for ensuring business continuity of SAIL and the plan has to be
documented and submitted for approval from SAIL.
V. To prepare detailed documents for each of the TO-BE processes (end-to-end)
considering the above-mentioned requirements and get those documents
properly signed off from the signatory authorities of SAIL as will be indicated in
the Project Charter.
VI. To prepare detailed Technical Specifications (TS) of all the customizations to be
identified during the gap analysis. Detailed TS will be needed for the new
developments while a separate list needs to be prepared where design of the
existing customization(s) can be reused.

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VII. Identification/population of any new data field (if necessary) needed for the final
TO-BE process in the master / transaction data. The new fields identified for
master data has to be communicated to the MDM team promptly for
consideration in the new landscape.
VIII. To incorporate all the changes/ modifications (if any) those will be identified after
SAP Audit of the Blueprinting Documents

Key deliverables of IP:

I. Detailed AS-IS documents of all the business processes across all modules
across all the plants / units across SAIL
II. Harmonized TO-BE documents of all the business process across all modules
with a ‘Single Company Single Process’ approach which will be configured in
S/4HANA landscape.
III. Gap Analysis Report for the list of customizations to be developed in Central
S/4HANA instance and list of reports where existing reports would be reused
after HANATIZATION.
IV. Sign-off of all the AS-IS and TO-BE documents as mentioned above from the
respective Process Owners and Module Leads of respective modules.
V. Declaration of incorporation of all the changes suggested by the OEM (SAP)
after auditing the Business Blueprinting documents.

6.5.6. CONFIGURATION
Key activities requirement from Implementation Partner (IP) during configuration
stage:
I. Configuration of the S/4HANA processes (harmonized) end-to-end including
integration areas across all modules
II. Configuration of all the interfaces integrating with the third-party systems as well
as other SAP Clouds
III. To coordinate closely with Master Data team and to ensure that all the new fields
which have been identified for usage in the TO-BE landscape are being
accounted for and mapped properly.
IV. To configure and enable the Data Warehousing (SAP Datasphere) models as per
the reporting needs
V. Since central S/4HANA will be live with new master data while SAP ECC will
continue to operate with the old set of master data, all the three units viz. BSL,
DSP and ISP which are scheduled to continue with their transactions in SAP
ECC system would face challenges in integrating with CMO. Hence provision for
master data mapping needs to be maintained so that the inbound and outbound
interfaces with these three units can identify the master data relevant for the
current system.
VI. To configure the reports on the following platforms after finalizing the respective
platform during the Blueprinting phase:

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 SAP ABAP reports in S/4HANA server and FIORI reports

 Consolidation reports on SAP Analytics on Cloud (SAC)

Key deliverables of IP:

Configuration documents along with the Key Data Structure (KDS)

6.5.7. SAP AUDIT

Considering such a large and critical implementation of SAP across the organization,
impacting all the business verticals, it is imperative to get assurance and validation from
SAP. Main purpose of the audit by SAP is to evaluate the way in which an
implementation project is being carried out and to identify the potential risks early
enough to find solutions to the potential problems. While doing this audit SAP will need
help/input from the SAIL team as well as from IP. Implementation Partner (IP) is
expected to engage SAP for the purpose of carrying out OEM audit at following stages
of the project:

I. Review of Business Blueprint Document (after Global BBP during Phase I and
BBP of Phase-IIIB).
II. Go Live Readiness Check (before Go Live in every Phase)
Review of Business Blueprinting Documents
It is expected from SAP to perform the following activities with assistance of
Implementation Partner (IP) and SAIL core team:

 Study of harmonized Business Process Master List (wherever available)

developed by SAIL, in order to ensure that the coverage in Business Blueprinting
document is exhaustive. For the new solutions proposed, SAP is expected to
review the Business Blueprinting documents.
 Review of Business Blueprinting Documents developed by IP
 Study of GAP (WRICEF) Analysis Report developed by IP
 Recording of observations and presenting the same to SAIL
The following table TABLE-6.5.7-(A) gives the list of Modules / Solutions whose
Business Blueprinting documents have to be reviewed by SAP in different phase:
TABLE-6.5.7-(A)

Phase I BBP Documents Phase III-B BBP Documents

Logistic Module (Sales and Distribution, Audit Management System (AMS)
Material Management including supporting
solutions EWM, aATP, AVC, Transportation
Management,)
Finance and Controlling (including TRM, Group Reporting
Contract and Lease Management, Cash
Management)

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Production Planning (including PP/DS) SAC –(Planning)

Plant Maintenance
Quality Management
Project System
ARIBA
CRM Solution

Go-Live readiness check

It is expected from SAP to perform the following activities with assistance of
Implementation Partner (IP) and SAIL core team:

 Review of Infrastructure Readiness (including DR)

 Review of prospective data volume
 Review of Interface Readiness
 Review of Master Data Readiness
 Review of Configuration Readiness
 Review of Coverage of Testing Activities
 Review of Cutover data
 Documentation of the above and presenting to SAIL
Overall man-days envisaged for the above OEM Audit activity is 300.

6.5.8. TRAINING
SAIL is getting upgraded to the latest version of SAP S/4HANA which is a new
technology with lot of enhanced features. On top of this many additional solutions are
proposed to be deployed in this project on which SAIL has no prior knowhow. Hence a
detailed and extensive training curriculum has been developed and proposed by PwC
and this has been furnished in detail in ANNEXURE XV.
The proposed training during the implementation phase can be categorized as follows:
1. Product training: Overall training on S/4HANA emphasizing its new features and
reports and highlighting its difference from SAP ECC system.
2. Generic Functional training: This should be generic training for each of the
modules depicting the product capabilities.
3. Generic Technical training: This should be generic technical training for each of the
technical areas (ABAP/BASIS/FIORI/BAS/Datasphere/SAC/SAC-Planning Technical)
demonstrating individual product capabilities.
4. SAIL specific Functional Training: After all the SAIL specific processes have been
mapped and configured, this training will focus on the user level transaction flow of
the configured processes for each module. This is needed for testing the
functionalities.
5. SAIL specific Technical training: After all SAIL specific customizations have been
developed, this training will tune up the users for maintenance and modifications /
amendment, if needed in future.

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Table in ANNEXURE XV furnishes the details of trainings planned for both Core Team
and Power Users.
Training tools and training materials
The Implementation Partner (IP) shall supply and use best industry-wide recommended
training tools/ software for providing the various training programs envisaged under
ANNEXURE XV. Adequate training materials which includes training manuals, Computer
Based Training (CBT)/ Video / quick reference cards etc. should be provided during the
training session. The recommended training material should be in paper and electronic
media with the trainings being conducted as instructor-led classroom trainings or on-line
trainings.
Estimated quantum of training
The number of trainings as well as the duration of each training has been mentioned in
ANNEXURE XV.
Other training guidelines

 Trainers deployed for conducting SAP Functional and Technical training must be
experienced in handling trainings of this scale and importance.
 The Implementation Partner (IP) shall provide the trainees with industry standard
training materials for the respective training topics.
 The Implementation Partner (IP) should ensure that all the trainees have got the
training materials (hard copy and / videos). Training materials both manual and
video should be self-sufficient, and the same should be updated in case any
functionality change has made the previous version inadequate.
 The Implementation Partner (IP) should obtain feedback after each training
session and should address the inadequacies, if any.

6.5.9. TESTING
A. General Testing Requirements:
The IP shall deploy a hybrid testing strategy using automated testing tools along with structured
human validation. Automated testing shall cover repetitive, high‐volume, regression‐sensitive
scenarios. Human testing shall validate business logic, exceptions, usability, and judgement‐
based outcomes.

Automated Testing Requirements

An industry‐standard SAP‐compatible automation platform must be used.

Automation must cover:

• End‐to‐end regression testing

• Interface and integration testing
• Workflow and approval scenarios

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• High‐volume data processing

• Authorization and access‐role testing
• API and service‐level testing
• Cutover rehearsal testing
• Post‐UAT regression before go‐live
Reusable automated scripts, execution logs, and defect reports must be delivered and handed
over to SAIL.

Manual Testing Requirements

Human testing must validate:

• Functional accuracy of business processes

• Exception and edge‐case handling
• Cross‐functional integration behavior
• Workflow approvals and organizational routing
• User experience, navigability, and operational clarity
Signed evidence for Unit Testing, System Integration Testing, UAT, Performance, and Security
Testing, as applicable in this project is mandatory.

Testing Cycles

The IP must execute:

• Unit Testing
• System Integration Testing (SIT)
• Automated Regression Testing
• User Acceptance Testing (UAT)
• Security and Authorization Testing
• Full Cutover Rehearsal including interfaces and workflows
• Post‐UAT automated regression

Testing is complete only upon successful closure of all defects and acceptance by SAIL.

Ownership and Compliance

The IP is responsible for:

• Test planning

• Test case/script design

• Environment readiness

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• Preparation of test data

• Automation development

• Defect resolution

• End‐to‐end execution across all cycles

All testing artefacts must comply with SAIL’s audit, security, and documentation standards

B. Specific User Testing Requirements:

The Implementation Partner should have its own Quality / Testing Team (separate from
developer team) who conduct the testing before offering the same to SAIL team for
testing. Further, SAIL team, should have access to the test record and results of the
testing done by IP.
Testing should be as per the best practices suited for the said functions. This shall
include development of exhaustive test scenarios, carrying out exhaustive testing on
these scenarios and incorporating necessary corrections based on test results and
feedback. The IP is expected to configure and use automated testing tools as mentioned
in “General Testing Requirement”.
It is necessary to execute the following testing on all the functionalities envisaged:
1. Unit Testing: Lowest level of module specific isolated functionality test to be
performed by the end user
2. Integration Testing (IT): End-to-end process testing including the modular
integration as well as related data exchange with legacy systems through
interfaces (wherever applicable).
3. User Acceptance Test (UAT): Final level of end-to-end testing before the
functionality will be released for deployment.
4. Regression Testing: Needed during Phase II, IIIA and IIIB to ensure that the
inception of the new entities becomes noiseless in the central server and the
changes done for the upcoming systems do not impact the operations of the
existing units.

The entire testing will be done mainly by the Power Users as well as a section of the End
Users under active supervision of IP. Thus, it is imperative that Implementation Partner
(IP) should train the Power Users as well as the Related End Users about SAIL specific
business processes prior to the testing activities. This training is needed only for Phase
IA while for other phases it is expected that the already trained users will train the related
end users prior to the commencement of testing activities.
Key activities requirement from Implementation Partner (IP) during testing stage:

 Imparting training to the related Power Users and End Users of SAIL prior to the
commencement of testing.
 Development of Test Script for all the testing scenarios (UT, SIT and UAT) with
active assistance and support from SAIL Core Team.
 Active ownership of the testing activities and documentation of test results.

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 Preparation of User Manual for all the configured processes.

 Getting sign-off of the test results from the respective Process Owners.

6.5.10. DATA MIGRATION

All specifications that are needed to populate data in the new S/4HANA system must be
defined by IP. Implementation Partner (IP) will undertake the master data cleansing and
codification as defined in Section 6.5.1 and the data will be migrated to the target system
in the finalized formats. All open transaction data also needs to be uploaded in the
S/4HANA instance in the format to be finalized by IP.
Key activities requirement from Implementation Partner (IP) during Data Migration
Stage:

 High level data conversion strategy document has to be submitted describing the
broad data elements to be converted, source of the same and the detail form in
which the same will be converted.
 Implementation Partner (IP) will undertake data profiling of all source data, map
the same with SAP S/4HANA and provide guidelines and checklist to SAIL for all
its data owners to provide a clean digital data.
 Identification and development of data upload programs / tools
 Providing data upload programs / tools and corresponding templates to SAIL
 Checking the data quality and integrity of the data to be uploaded
 Matching the trial balance of the new system with the current before declaring the
target system to be ready for Go-Live.

Responsibility of SAIL in Data Migration

SAIL will provide data in digital form and validate the same with assistance from IP.
6.5.11. HYPERCARE
Implementation Partner (IP) should ensure that the entire team deployed for
implementation should extend hyper care support after go-live of each phase as per the
plan given in ANNEXURE IX i.e. 3 months of hypercare support after go live of phase
1A while 2 months of hypercare support each after go live of phase II, IIIA and IIIB
respectively.
Implementation Partner (IP) should plan for parallel deployment of AMS / support team
during the hypercare support of phase 1A itself so that they get proper knowledge
transfer from the implementation team and make them ready for independent support to
the entities covered during the first go-live once the implementation team gets engaged
for the next rollout after the hypercare phase. This support team is to be scaled up
properly prior to each rollout so that they become fully accomplished to extend post go-
live support once the implementation team is withdrawn after month 31.
Key activities requirement from Implementation Partner (IP) during the Hypercare
phase:

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 Round the clock support for troubleshooting in all functional and technical areas
covered so that the day-to-day operation for all entities gone live in S/4HANA
should go no seamlessly.
 Assist SAIL team to perform all authorization related activities.
 To ensure stabilization of operations in the Central S/4HANA instance for all the
S/4HANA enabled entities.
 Modification of user manual (if required) which should enable SAIL to run the
SAP system in the production environment.
 Complete the list of WRICEFs which are still pending and not covered during the
last go-live and parked as non go-live critical. These custom objects are to be
developed tested and deployed in the production system during this phase.
 Impart proper training to the AMS/ support team and make them ready for
independent support to the entities who have gone live.
The minimum period of hypercare shall be as per rollout strategy. The post go-live
hypercare activities shall be decided as completed based on the ticketing tool record in
decreasing number. When the number of tickets (which are of type bug/program error)
of the current month is less than 10% of such tickets generated in the first month of
hyper care and provided that there are no open High priority tickets, it would be deemed
to be the end of the Hyper care phase. However, the decision to continue with the next
phase of rollout will be taken jointly with “SAIL”, “IP” and “Consultant”.

6.5.12. IDENTIFICATION AND VALIDATION OF CRITICAL BUSINESS PROCESSES

Out of all the business processes which will be decided to be configured in final
S/4HANA instance, Implementation Partner (IP) has to identify critical business
processes across all the modules. The ‘criticality’ can be decided on:
1. Revenue / Profitability impact of the process (wherever applicable)
2. Number of documents generated in the process

Implementation Partner (IP) is expected to identify the critical processes in each module,
identify the important documents which can ensure the effective and accurate
implementation of the process and decide on the number of those documents which can
ensure that exhaustive coverage has been done with respect to different scenarios and
data and SAIL can rely of the stability of those processes in Central S/4HANA server.
Since the first phase is covering all the modules / solutions (apart from Phase-IIIB
solutions) it is sufficient to complete the process identification and validation in Phase IA
only. Phases II and IIIA will replicate the Phase I processes only for different entities.

Key activities requirement of Implementation Partner (IP) during identification and

validation of Critical Business Processes:

 Identification of Critical Business Processes as mentioned above.

 Identify the corresponding key SAP documents needed to substantiate the
effectivity of the process.

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 Discuss with SAIL on the number of documents those need to be generated

accurately to ensure effectivity and stability of the process.
 On achieving the benchmark figure for all the documents, submit a report on
successful implementation of critical business process in central S/4HANA
The tentative list of CRITICAL BUSINESS PROCESSES (CBP) is mentioned below.
However, IP and SAIL will further discuss during the Global Blueprinting stage of the
project for any changes/ additions / modifications in the CBP if required.
List of Critical Business Process during Phase-IA
a) List of Master Data creation/modification and integration with MDG
b) Account preparation at plant/unit level
c) Preparation of cost sheet
d) N – number of the Procurement to Pay and Order to Cash
e) Maintenance cycle
f) Project System: Capital goods Purchase order to Payment and
corresponding Integration to DPMS
f) Consolidated entry after two (2) cycles of Payroll
g) Two (2) monthly rebate cycles
h) Two (2) Coal Import Cycle from receipt at BTSO to dispatch from BTSO
and receipt at Plant.
i) Two (2) monthly reconciliation cycles

List of Critical Business Process during Phase-IIIB

a) Consolidated Financial Statements, Group Financial Statement at company

level including income statements and cashflow statements
b). SAC Planning reports: Consolidated Production Performance Dashboards like
Operational costs and variance analysis (plan vs. actuals).

The IP should ensure that the functions mentioned under critical list is fulfilled and all
information and data that are needed for fulfillment of those functions are captured and
is available in the system. Unless the requirements given under critical list is complete
for a particular phase , the system would not be accepted as go-live for that phase.

6.5.13. POST GO-LIVE SUPPORT / AMC

The post go-live support will start from Month 32 (after go live of all the entities) and will
extend upto month 60. The tenure, however, will depend upon the completion of all
previous go lives and corresponding hypercares as the commencement of this phase will
be contingent upon those activities. The end date, however, will remain same as Month
60.
Key activities requirement from Implementation Partner (IP) during Post Go-Live
Support:

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 Immediately after go-live, Implementation Partner (IP) should immediately set up

a bilingual (English and Hindi) support helpdesk at a central location designated
by SAIL.
 The support window should be normal working hours except for exigencies which
may demand additional working hours including holidays also. They should follow
the SLA mentioned below during extension of support.
 The helpdesk support should include, but not limited to, basic menu / screen
level support, addressing general queries of users, logging requests, assigning
requests to specific help desk individuals, recording resolutions, tracking overall
time taken for resolution etc.
 Implementation Partner (IP) should ensure that the helpdesk is sufficiently
manned with enough competent resources to meet the servicing and
troubleshooting requests.
 The team requirement during the Post Go-Live support has been deployed below
in this ANNEXURE XVI. It is expected that Implementation Partner (IP) shall, at
its own cost, deploy additional resources, if needed, to ensure prompt and quality
support.
 FAQ to be included.
 Issue tracker to be included for logging of issues by End user.

Service Level Agreement during Post Go-Live Support

Severity of the complaint will be classified as High Priority, Medium Priority and Low
Priority. Broad criteria for determining the severity along with the corresponding
Response Time and Resolution Time are detailed below in TABLE-6.5.13-(A).
TABLE-6.5.13-(A)

Maximum
Maximum
Resolution
Severity Criteria for Severity Response
Time
Time (Hour)
(Hour)
System disruption impacting
High Priority revenue process with no work- 0.5 2
around
System disruption without impacting
revenue process but causing
Medium Priority 4 24
operational inefficiency with no
work-around
Problem in some functionality of the
system without impacting revenue
Low Priority process. Work-around available 8 48
without impacting operational
efficiency

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Each complaint / request not responded / resolved as mentioned in TABLE-6.5.13-(A)

above should be deemed as a violation of the SLA for Post Go-Live support. SLA (s) are
expected to be calculated by the Ticketing tool.
Penalty will be issued in case of violations of SLA as set out in the TABLE-6.5.13-(B)
below:

TABLE-6.5.13-(B)

Penalty as percentage of
Percentage (% ) of violations
Severity category Quarterly payment of support
of SLA in a quarter
fees
High Priority More than 10% 5%
Medium Priority More than 15% 5%
Low Priority More than 20% 5%

However, the aggregate of all penalties in a quarter will not exceed 5% of the quarterly
support fees.
Implementation Partner (IP) should quote separately for the Post Go-Live support as
mentioned in Item B.1 under section B of ANNEXURE III and would be eligible for
getting quarterly payments – as mentioned in Table 6.7(B) under sub-clause 6.7 of
Section-IV of this document. However, it has to be noted that this payment milestones
for the support will be applicable if the project milestones meet the designed deadlines.
Any delay in previous activities would result in squeezing down the Post Go-Live support
tenure which cannot be extended beyond 60th month from the commencement of the
project. In such cases, the support tenure will extend for those many quarters
available till completion of 60th month of the project unless any separate
agreement is made between SAIL and the Implementation Partner (IP) for
extension of the same.

Team deployment for the Post Go-Live support

It is expected that the Implementation Partner (IP) will deploy support / AMS team since
Month 19th of the project immediately after the first go-live. It is expected that this team
will be scaled up as and when new entities and new solutions goes live in the final
landscape and this team will extend support independently after the main
implementation team leaves after completion of go-live and hypercare activities. The
team extending Post Go-Live Stabilization support should be retained with proper
ramping up as needed.
Indicative list of manpower needed for post go-live support is given in ANNEXURE XVI.

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Some basic assumptions on the support

The project manager for the implementation project should continue in the same role
and capacity during the support phase also unless and otherwise agreed mutually by
both SAIL and IP.
The team deployment as shown in ANNEXURE XVI pertains to 29 months from Month
32 to Month 60 and the corresponding commercials should be submitted in Item B.1
under section B of ANNEXURE III.
The support team should be deployed from the eve of First go-live itself with a gradual
incremental mode and the final team with additional team members (both onsite and
offshore) should be deployed in a full-fledged manner from Month 32 as shown in
ANNEXURE XVI. The cost of support team overlapping with the corresponding
implementation team should come under the cost of implementation itself and the
respective commercials should come under item A.1 and A.2 mentioned in Section A of
ANNEXURE III. Item B.1 under section B of ANNEXURE III should contain only the cost
of post go live support only.
Any modifications / changes to be done in the SAP system which is purely related to
issue resolution during Post Go Live support phase will be done by the IP without
charging any additional cost to SAIL. Small additional changes arising out of new
requirements related to already implemented solutions may be required to be carried out
. Totally new development not related to issue resolution will, however, be chargeable
and should be proceeded subsequent to budget approval from the Steering Committee
on a case-to-case basis.

6.5.14. HOSTING, MIGRATION AND AVAILABILITY OF HISTORICAL DATA

Need for accessing historical data
Even after SAIL goes live in S/4HANA they need to refer to the historical data during the
following situations:
A. Decision making: Based on the requirement from the procurement
department it has been found that the purchase department needs to refer 3 to 5
cycles of procurement to make the same as ‘audit compliant’. Considering each
cycle span to be 1 year, approximately 5 years historical data needs to be referred
to create a Purchase order on current date.
B. Analytics: Strategic, tactical, and operational reports of the past may be
needed for deciding the current operations e.g., forecasting on historical data may
be needed for forecasting the current year demand planning, analysis on financial
statements etc.
C. Ad hoc requirement: This is typically needed for referring to ongoing legal
case/vigilance enquiries/ audit related enquiries etc. where specific transactional
details from the system are needed.
D. Statutory – Due to some statutory requirement the data needs to be accessed.

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Approach to handle above-mentioned situations

For cases mentioned at A and B above:
SAIL needs to have at least 5 years of selective historical data for certain functions as
‘readily available’ in S/4HANA System without referring to multiple systems during keying
in the current transaction in S/4HANA system. During the business blueprinting
discussion, business would identify the specific reports which need to be referred
frequently for the current transactions. Accordingly, the base identified data from current
ECC systems (with suitable modifications if required) would be uploaded in a custom
table in central S/4HANA instance. This table would keep getting get appended with
relevant data as it gets built up in the current S/4HANA system. The relevant custom
report(s)/ dashboard(s) would be developed in S/4HANA system based on these tables
to enable decision making. After 5 years, it is expected that SAIL would have its entire
requirement of historical data needed for current transactions available in S/4HANA
instance.
This approach can take care of the decision and analytics need on historical data.
Depending upon the business requirements all these areas of customization shall be
finalized with the SAIL team during finalization of BBP documents. However, the number
of reports would not exceed 25 and is not part of overall WRICEF capping objects
specified for the Project.
The key Activities of IP in this head shall be as under:

 Implementation Partner (IP) should discuss and finalize with the business
regarding identification of the sensitive areas where frequent access to historical
data is needed and develop the corresponding customizations (limited up to 25
numbers)

The price for the above should be included under item A.1 under Section A as shown in
ANNEXURE III.
For cases mentioned at C and D above:
For handling requirement of historical data for court cases or other statutory / audit
requirement can be fulfilled by preserving the ECC data in cloud server as per the
following approach.

Purpose: Data & System Migration Requirement (Historical Data & System Lift-
and-Shift)
SAP is currently operational across BSP, BSL, DSP, RSP, ISP, CMO and CO, with each
site running its own instance implemented from 2009 onwards. Over this period,
substantial volumes of historical data and a wide range of standard and custom-
developed components have accumulated.

Even after the transition to a unified S/4HANA instance for SAIL, this historical data will
continue to be required for statutory, audit, and reference purposes.

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The requirement is to perform a complete lift-and-shift of the existing SAP systems—

including all historical data, custom objects, and associated components—to a cloud
environment. The migrated systems must remain accessible in the same structure,
format, and functional manner as they are today, ensuring seamless retrieval and
compliance-related usage.

For eg: BSL is using ECC 6.0 / EHP 7: The ECC system shall be accessible along with
the data in the same manner as it is being done as of now.

The system will be accessed individually as are being done now and should be designed
to support 5 to 10 concurrent users only who would be accessing the system for viewing
only the executed transactions and reports.

Data to be migrated

SAIL currently has approximately 40 TB of historical data across all the seven SAP
enabled instances including approximately 19 TB data only from SAP ECC systems and
the balance data is across all other systems like CRM, SRM, APO, BW, SCM, BI, DMS
etc. The snapshot of the current systems is furnished in ANNEXURE X.

The entire data may not be needed for future reference, and a decision would be taken
by Implementation Partner (IP) along with SAIL regarding selection of landscapes/
systems in Production that would be migrated.

Migration approach and time

Historical data would be migrated to cloud during the support phase i.e. after 31st Month.
This activity shall be carried out for all the seven (7) instances which are currently on
SAP. The detailed list for Plant(s)/Unit(s) on SAP is as per Annexure- VIII.

Key activities requirement of IP in this head shall be as under:

 Identify the data along with SAIL which needs to be migrated to cloud from
current landscape and other systems.
 Identification and provisioning of the cloud where historical data has to be
retained (preferably same hyperscaler where SAP RISE is provided else the cost
for accessing will also be part of IP). The corresponding subscription cost has to
be borne by the Implementation Partner (IP) for the entire duration during
contract period.
 Perform Lift and Shift of Individual Instances after converting existing database
(Oracle in case of BSP, BSL, DSP, RSP and CMO) to Sybase/Hana database.
The ISP and CO instance is on Hana and Sybase respectively and no conversion
may be required.

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The price for above should be included under item B.2 under Section B as shown in
ANNEXURE III.

6.5.15. INFRASTRUCTURE SET UP

Implementation Partner (IP) should provide laptops to all its consultants who are
deployed on this project. In addition to that Implementation Partner (IP) shall provide
additional 90 laptops to SAIL core team members at the location specified by SAIL. The
configuration of each laptop should not be below the following specifications:
Intel Core i5/8th Gen/8 GB RAM/ 512 GB SSD

 All the 90 laptops to be provided by Implementation Partner (IP) are required

throughout the tenure of the project i.e. for 5 years.
 The laptops should have minimum configuration as mentioned above and should
also have license copy of Windows and MS office softwares.
 The IP shall be responsible for Hardware maintenance or Software Licenses for
any laptop.
 Any damage / defect has to be replaced / rectified by the Implementation Partner
(IP) without placing any cost burden on SAIL. Any laptop going beyond repair
shall be replaced with the latest one as per above configuration and software.
 The cost for these laptops should be borne by the IP and it is part of the overall
cost of the project.

6.5.16. SETTING UP CENTER OF EXCELLENCE (COE)

SAIL believes that it needs to build in-house expertise in SAP implementation that will
enable SAIL to reduce dependencies on external expertise. To this effect, SAIL proposes
to set up a Center of Excellence (CoE) for SAP project consisting of a team of functional
and technical consultants for a long-term operation and maintenance of SAP solution
without major external support. The Implementation Partner (IP) shall be responsible to
create a post go-live support strategy to achieve this objective.
In addition to the training requirements given in ANNEXURE XV, Implementation Partner
(IP) shall ensure that there is significant knowledge transfer from Implementation Partner
(IP) consultants team to SAIL Core team members and designated members of SAP
competency center during the implementation so that they become fully trained and
equipped to carry out configuration changes. The IP shall help SAIL in setting of Central
of Excellence (CoE) as per the best practices in the large industries like SAIL

6.5.17 SOLUTION ASSURANCE BY QUALITY REVIEW GROUP

The ERP implementation at SAIL is to be monitored by the Quality Review Group for
ensuring smooth and timely implementation as per the requirement of SAIL. IP shall
provide details of the Quality Assurance Plan envisaged for the implementation of the
ERP system in the Project Plan. SAIL requires that all the deliverables forming part of
the whole implementation process including broadly the Implementation Strategy,

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Business Analysis, Readiness Assessment and Go Live Review etc. will be subjected to
stage-wise Quality Audit by the Quality Review Group. The Quality Review Group shall
comprise representatives of SAIL, Consultants of SAIL and the Implementation Partner.

The Quality Review Group shall be responsible for:

 Prepare Quality Review Strategy and Plan
 Establish Project Standards, Methodologies and Tools
 Communicating the project status and risk to Project Manager
 Participating in Steering Committee meetings
 Drive Quality Review process
 Review Business Blueprinting prepared by IP
 Review of ERP system Go live readiness
 Review ERP system stabilization.

6.6. IMPLEMENTATION METHODOLOGY

During the SAP implementation process, the methodology to be used should be a proven and
repeatable process. Implementation Partner (IP) should have extensive previous experience in
use of SAP methodology tools provided by SAP (OEM) and make extensive use of them for
accelerated implementation and to minimize risks.
6.7. WORK COMPLETION PERIOD, DELIVERY SCHEDULE AND PAYMENT MILESTONE
The work completion period or delivery schedule for the complete scope of work shall be 5
years (60 months) from the date of commencement of the work.
The tentative activity chart and the delivery schedule as given in ANNEXURE IX is listed below
in TABLE-6.7-(A). However, the Implementation Partner (IP) at its option may reschedule
different activities while meeting the overall schedule for Go-Live / Stabilization. Revised activity
schedule may be submitted in the Project Plan to be approved by the SAP Project Leader of
SAIL during Project Preparation Phase.

TABLE-6.7-(A)
Date of Commencement: D (Refer sub-clause number 5.8, section-III of this document)

Activity Activity Activity Payment

Deliverable / Milestone
Number Start End Milestone
Project Preparation
Project site readiness from SAIL
1
and Kick-off
Implementation Partner (IP)
2
Project team mobilization 5% of A.1 in
D D + M1
3 Submission of Project Plan Annexure-III
4 Submission of Project Charter
Submission of Risk Mitigation
5
Plan

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Activity Activity Activity Payment

Deliverable / Milestone
Number Start End Milestone
Core Team training as
mentioned under ‘Generic’
8% of A.3 in
6 category corresponding to D D + M1
Annexure-III
‘Project Preparation’ in
ANNEXURE XV
Master Data Governance (Phase IB)
All activities mentioned under 30% of A.4 in
7 D D + M13
Section 6.5.1 Annexure-III
Support till end of Phase IA 25% of A.4 in
8 D + M14 D+M21
Hypercare Annexure-III
Support till end of Phase II 25% of A.4 in
9 D+ M22 D+ M26
Hypercare Annexure-III
Support till end of Phase IIIA & 20% of A.4 in
10 D + M27 D + M31
III B Hypercare Annexure-III
Global Business Blueprinting (Phase IA,
II, IIIA)
Core Team training as
mentioned under ‘Generic’
25% of A.3 in
11 category corresponding to ‘BBP: D + M1 D + M2
Annexure-III
Phase IA, II,IIIA’ in ANNEXURE
XV
Submission of Harmonized TO- 5% of A.1 in
12 D+M1 D+M4
BE document Annexure-III
8% of A.1 in
Annexure-III,
All the activities and deliverable subject to the
13 mentioned under Section 6.5.5 D + M1 D + M8 completion of
of this document. Business
Blueprinting
audited by SAP
Getting Business Blueprinting 35% of A.5 in
14 D + M5 D + M8
document audited by SAP Annexure-III
Global Realization (Phase IA, II, IIIA)
8% of A.1 in
Annexure-III,
All the activities mentioned in subject to the
15 D + M8 D + M13
Section 6.5.6 of this document availability of the
TICKETING TOOL
before testing
Training and Testing (Phase IA)
Core Team training (users for
BSP, CGoM, RSP, Ogom, CMO,
CO, CFP, L&I) as mentioned
under ‘SAIL Specific’ category 15% of A.3 in
16 D + M13 D + M13
corresponding to ‘Phase IA: Annexure-III
Testing’ of the Project Phase in
ANNEXURE XV.
Also ‘SAIL Specific’ Functional

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Activity Activity Activity Payment

Deliverable / Milestone
Number Start End Milestone
and Technical training to the
Power Users as mentioned in
ANNEXURE XV.
All the activities and deliverables
mentioned in Section 6.5.9 of
9% of A.1 in
17 this document related to BSP, D + M14 D + M17
Annexure-III
CGoM, RSP, Ogom, CMO,CO,
CFP, L&I
Cutover and Go-Live (Phase IA)
9% of A.1 in
All the activities and deliverables Annexure-III,
mentioned in Section 6.5.10 of subject to
18 this document related to BSP, D + M18 D + M18 completion of Go-
CGoM, RSP, Ogom, CMO, CO, live readiness
CFP, L&I. report audited by
SAP
Getting Go-Live readiness report 15% of A.5 in
19 D + M18 D + M18
audited by SAP Annexure-III
Hypercare (Phase IA)
All the activities and deliverables
mentioned in Section 6.5.11of
6% of A.1 in
20 this document related to BSP, D + M19 D +M21
Annexure-III
CGoM,RSP, Ogom, CMO,CO,
CFP, L&I.
Identification and Validation of Critical
Business Processes
All the activities and deliverables
mentioned in Section 6.5.12 of 7% of A.1 in
21 D + M2 D + M21
this document during the End of Annexure-III
the Hypercare of Phase IA
All the activities and deliverables
mentioned in Section 6.5.12 of 3%of A.1 in
22 D + M22 D + M31
this document at the End of the Annexure-III
all Go-live and Hypercare
Training and Testing (Phase II)
Core Team training (users for
BSL, DSP and ISP) as
mentioned under ‘SAIL Specific’
15%of A.3 in
23 category corresponding to D + M21 D + M21
Annexure-III
‘Phase II: Testing’ of the Project
Phase in ANNEXURE XV.

All the activities and deliverables

mentioned in Section 6.5.9 of
7% of A.1 in
24 this document related to DSP, D + M22 D + M23
Annexure-III
ISP, BSL, ASP, JGoM, CCSO,
Collieries
Cutover and Go-Live (Phase II)

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Activity Activity Activity Payment

Deliverable / Milestone
Number Start End Milestone
7% of A.1 in
All the activities and deliverables Annexure-III,
mentioned in Section 6.5.10 of subject to
25 this document related to D + M24 D + M24 completion of Go-
DSP,ISP,BSL,ASP, JGoM, live readiness
CCSO, Collieries report audited by
SAP
Getting Go-Live readiness report 10% of A.5 in
26 D + M24 D + M24
audited by SAP Annexure-III
Hypercare (Phase II)
All the activities and deliverables
mentioned in Section 6.5.11. of
6% of A.1 in
27 this document related to BSP, D + M25 D + M26
Annexure-III
CGoM, RSP, Ogom, CMO,CO,
CFP, L&I.
Training and Testing (Phase IIIA)
Core Team training (users for all
non-SAP units currently) as
mentioned under ‘SAIL Specific’
20% of A.3 in
28 category corresponding to D + M26 D + M26
Annexure-III
‘Phase III: Testing’ of the Project
Phase in ANNEXURE XV.

All the activities and deliverables

mentioned in Section 6.5.9 of 7% of A.1 in
29 D + M27 D + M28
this document related to all non- Annexure-III
SAP Units
Cutover and Go-Live (Phase IIIA)
7% of A.1 in
Annexure-III,
All the activities and deliverables
subject to
mentioned in Section 6.5.10 of
30 D + M29 D + M29 completion of Go-
this document related to all non-
live readiness
SAP Units
report audited by
SAP
Getting Go-Live readiness report 10% of A.5 in
31 D + M29 D + M29
audited by SAP Annexure-III
Hypercare (Phase IIIA)
All the activities and deliverables
mentioned in Section 6.5.11of 6% of A.1 in
32 D + M30 D + M31
this document related to all non- Annexure-III
SAP Units.
Team deployment for Phase IIIB
Implementation Partner (IP)
Project Team mobilization for
10% of A.2 in
33 implementation of all the D + M23 D + M23
Annexure-III
solutions mentioned in Phase
IIIB

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Activity Activity Activity Payment

Deliverable / Milestone
Number Start End Milestone
Global Business Blueprinting (Phase IIIB)
Core Team training as
mentioned under ‘Generic’ 10% of A.3 in
34 D + M24 D + M24
category corresponding to ‘BBP: Annexure-III
Phase IIIB’ in ANNEXURE XV
All the activities and deliverable
mentioned under Section 6.5.5
20% of A.2 in
35 of this document corresponding D + M25 D + M26
Annexure-III
to the solutions coming in Phase
IIIB
Getting Business Blueprinting 20% of A.5 in
36 D + M26 D + M26
document audited by SAP Annexure-III
Global Realization (Phase IIIB)
All the activities mentioned in
Section 6.5.6 of this document 15% of A.2 in
37 D + M26 D + M27
related to the solutions Annexure-III
mentioned in Phase IIIB
Training and Testing (Phase IIIB)
Core Team training as
mentioned under ‘SAIL Specific’
category corresponding to
7% of A.3 in
38 ‘Phase IIIB: Testing’ of the D + M28 D + M28
Annexure-III
Project Phase in ANNEXURE
XV.

All the activities and deliverables

mentioned in Section 6.5.9 of
15% of A.2 in
39 this document related to all D + M28 D + M28
Annexure-III
solutions suggested in Phase
IIIB
Cutover and Go-Live (Phase IIIB)
20% of A.2 in
All the activities and deliverables Annexure-III,
mentioned in Section 6.5.10 of subject to
40 this document related to all D + M29 D + M29 completion of Go-
solutions suggested in Phase live readiness
IIIB report audited by
SAP
Getting Go-Live readiness report 10% of A.5 in
41 D + M29 D + M29
audited by SAP Annexure-III
Hypercare (Phase IIIB)
All the activities and deliverables
mentioned in Section 6.5.11of
20% of A.2 in
42 this document related to all D + M30 D + M31
Annexure-III
solutions suggested in Phase
IIIB
Procurement of non-SAP solutions

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Activity Activity Activity Payment

Deliverable / Milestone
Number Start End Milestone

Lumpsum 10%
payment on Month
18, (Prior to 1st
Go-live) Remaining
90% payment will
be payable
QUARTERLY at
Provision of software and monthly
hosting infrastructure as well as proportionate rate
corresponding subscriptions of till Month 60. Any
43 D D + M60
EXIM solution and E- delay in Go-live
Notesheet solution/ software causing reduction
software for 5 years of the subscription
support window will
result reduction in
remaining amount
proportionately.
This payment term
is applicable to the
A.6 of Annexure-III

Infrastructure set up
Quarterly
instalments of A.7
in Annexure-III will
be payable based
All the activities and deliverables on monthly
44 mentioned in Section 6.5.15 of D D + M60 proportionate rate.
this document Any addition or
reduction from 90
numbers of laptops
will be adjusted
proportionately.

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TABLE-6.7-(B)

Starting Ending
Activity Month Month (End Payment
Deliverable / Milestone
Number (beginning of of the Milestone
the month) month)
Post Go-Live Support
Payment for
Post Go-Live
support shall be
payable at
Quarterly basis.
All the activities and Any delay in
deliverables mentioned in Go-live causing
1 Section 6.5.13 of this document D + M32 D + M60 reduction of the
related to all solutions across Post Go-live
SAIL period will
result in a
reduction of the
amount
proportionately.

Migration, Hosting and Availability of

Historical Data after conversion to
sybase/HANA as required.
Initial Migration Cost (Effort of the Payment
IP+ Onetime charge of the D + M32 D + M60 quoted in B2.1.
Hyperscaler) of Annexure-III
(i.e. 100%) will
be paid after
successful
completion of
Initial Migration.
Post that,
2
Subscription
Subscription based cost (Quarterly
D + M32 D + M60 based payment
charge) will be made on
Quarterly basis
as quoted in
B.2.2 in
Annexure-III.

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6.8. THE KICK-OFF MEETING

Formal project Kick-off and inauguration will take place in Bhilai once the contract is awarded.
The goal shall be to orient and align both SAIL and the Implementation Partner (IP) about the
project expectations and to communicate project goals and objectives.
The Implementation Partner (IP) shall adhere to the above time schedule for timely and
successful completion of the project.

6.9. PROFILE OF PROPOSED PROJECT TEAM

Implementation Partner (IP) has to deploy specialized and experienced manpower for
successful and timely completion of Central S/4HANA Implementation project at SAIL and
therefore it is mandatory that the key personnel should have the minimum qualifications as
given in TABLE-6.9-(A) & TABLE-6.9-(B). It must be noted that TABLE-6.9-(A) & TABLE-6.9-
(B) indicates the maximum number of consultants needed for a particular role.
Implementation Partner (IP) has to regulate the deployment by scaling up and scaling
down so that project milestones are reached on a timely manner with minimum cost of
effort. The main project team for Phases I, II, III-A & III-B should be deployed up to Month31.
After that, from Month 32, the AMS/ Support team will extend the support till Month60.
Deployment of consultants for Phase III-B should be done by end of Month 23. In case of ABAP,
only the selected consultants, including the leads may be deployed onsite while the others can
work from their respective offices.

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TABLE-6.9-(A)
Minimum
Role No. Location Minimum SAP Requirements
Qualification
PROJECT MANAGEMENT
 Minimum 15 years and above
post qualification experience of
handling SAP Projects.
 B.E./
 Should have Project
[Link]. /
Management experience of
MCA /
least 1 (one) end to end S/4
Identified/ MBA/CA/IC
HANA implementation or ECC to
Project Specified WA (or
1 S/4HANA migration Project with
Manager Central equivalent)
user base minimum of Five
Location or higher.
Hundred (500) transactional/
 PMP or
functional users (In case of
PRINCE2
RISE with S/4HANA citation,
preferred
FUE should be a minimum of
200) as Project Manager.
 Experience in Steel Sector will
be preferred
 MBA/MCA/
 At least 10 years of handling
M.
SAP Project
Tech/[Link]
 At least 2 SAP end-to-end
Identified/ / B.E. / CA /
implementation project as
Project Specified ICWA
2 project manager / coordinator
Coordinator Central  PMP or
out of which at least one should
Location PRINCE2 or
be in S/4HANA
Equivalent
 Experience in steel sector will
Certification
be preferred
preferred
 Minimum 10 years and above
post qualification experience of
SAP Projects.

 Should have experience of

 B.E./
execution of at least 1(one) end
[Link]. /
Identified/ to end S/4 HANA / ECC
Solution MCA /
Specified implementation Project with user
Architect: 1 MBA/CA/IC
Central base minimum of Five Hundred
Functional WA (or
Location (500) transactional/ functional
equivalent)
users (In case of RISE with
or higher
S/4HANA citation, FUE should
be a minimum of 200) as
Solution Architect-Functional.
 Experience in steel sector will
be preferred
Solution 1 Identified/  At least 10 years of SAP  B.E./
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Minimum
Role No. Location Minimum SAP Requirements
Qualification
Architect: Specified experience [Link]. /
Technical Central 
Should have experience of MCA / MBA
Location execution of at least 1(one) end (or
to end S/4 HANA / ECC equivalent)
implementation Project with user or higher
base minimum of Five Hundred
(500) transactional/ functional
users (In case of RISE with
S/4HANA citation, FUE should
be a minimum of 200) as
Solution Architect-Technical.
 Experience in steel sector will
be preferred
 At least 8 years of SAP
experience
 Should be techno – functional  BE /B. Tech.
Location / consultants with at least 2 SAP /MCA
Plant 6 Plant / Unit end-to-end implementation out /MBA/CA/IC
Coordinator of which at least one should be WA
in S/4HANA
 Experience in steel sector will
be preferred
MASTER DATA MANAGEMENT
 At least 12 years of SAP
experience
 End-to-end SAP MDG  BE /B. Tech.
Identified/
implementation experience in 3 /MCA
Specified
MDG Lead 1 projects of which 2 should be /MBA/CA/IC
Central
SAP S/4 HANA implementation WA
Location
projects
 Experience in steel sector will be
preferred
 At least 10 years of SAP
experience in MDG in logistics
area
Identified/  End-to-end SAP MDG
MDG Lead: Specified implementation experience in 3  BE /B. Tech.
2
Logistics Central projects of which 2 should be /MCA /MBA
Location SAP S/4 HANA implementation
projects
 Experience in steel sector will be
preferred
 At least 10 years of SAP
Identified/ experience in MDG in Finance  BE /B. Tech.
MDG Lead:
Specified area /MCA
Finance & 2
Central  End-to-end SAP MDG /MBA/CA/IC
Controlling
Location implementation experience in 3 WA
projects of which 2 should be

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
SAP S/4 HANA implementation
projects
 Experience in steel sector will be
preferred
 At least 10 years of SAP
experience in PP and QM area
 End-to-end SAP MDG
Identified/
MDG Lead: implementation experience in 3
Specified  BE /B. Tech.
Production 1 projects of which 2 should be
Central /MCA /MBA
and Quality SAP S/4 HANA implementation
Location
projects
 Experience in steel sector will be
preferred
 At least 10 years of SAP
experience in PM
 End-to-end SAP MDG
Identified/
MDG lead: implementation experience in 3
Specified  BE /B. Tech.
Plant 1 projects of which 2 should be
Central /MCA /MBA
Maintenance SAP S/4 HANA implementation
Location
project
 Experience in steel sector will be
preferred
 At least 8 years of SAP
MDG Team experience in relevant skillset BE /B. Tech.
25 Plant / Unit
member  Experience in steel sector will be /MCA /MBA
preferred
 At least 8 years of SAP
experience
Advanced  End-to-end SAP MDG
Variant implementation experience in 2
BE /B. Tech.
Configuration 2 Plant / Unit projects of which 1 should be
/MCA /MBA
(aAVC) SAP S/4HANA implementation
Consultant projects
 Experience in steel sector will be
preferred
LOGISTICS
 At least 8 years of SAP SD
experience
 Should have experience as
 B.E./
Module Lead of respective
Identified/ [Link]. /
Module of at least 1(one) end to
SD Team Specified MCA / MBA
1 end S/4HANA implementation or
Lead Central (or
ECC Implementation Project
Location equivalent)
with user base minimum of Five
or higher
Hundred (500) transactional/
functional users (In case of
RISE with S/4HANA citation,

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
FUE should be a minimum of
200)
 Experience in steel sector will
be preferred
 At least 6 years of SAP SD
experience  B.E./
[Link]. /
 At least 2 SAP end-to-end
SD MCA / MBA
5 Hybrid implementation
Consultant (or
 At least 1 S/4HANA Project
equivalent)
 Experience in steel sector will or higher
be preferred
 At least 8 years of SAP MM
experience
 Should have experience as
Module Lead of respective
Module of at least 1(one) end to
 B.E./
end S/4HANA implementation or
Identified/ [Link]. /
ECC Implementation Project
MM Team Specified MCA / MBA
1 with user base minimum of Five
Lead Central (or
Hundred (500) transactional/
Location equivalent)
functional users (In case of
or higher
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 Experience in steel sector will
be preferred
 At least 6 years of SAP MM
experience
 At least 2 SAP end-to-end
MM  BE /B. Tech.
5 Hybrid implementation
Consultant /MCA /MBA
 At least 1 S/4HANA Project
 Experience in steel sector will
be preferred
Additional Consultants for:
 At least 6 years in SAP TM
 At least 2 SAP end-to-end
Transportatio
implementation  BE /B. Tech.
n 2
 At least 1 S/4HANA Project /MCA /MBA
Management
 Experience in steel sector will
be preferred
 At least 6 years experience in
SAP
Advanced Identified/
 At least 2 years in SAP aATP
Available-To- Specified  BE /B. Tech.
1  At least 1 SAP end-to-end
Promise Central /MCA /MBA
implementation in S/4HANA
(aATP) Location
project
 Experience in steel sector will

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
be preferred
At least 4 years in SAP EWM
Extended At least 1 SAP end-to-end
Warehouse implementation in S/4HANA  BE /B. Tech.
2 Hybrid
Management project /MCA /MBA
(EWM)  Experience in steel sector will
be preferred
 At least 6 years in EXIM solution
Identified/  BE /B. Tech.
 At least 2 end-to-end EXIM
Specified /MCA
EXIM 1 solution implementation
Central /MBA/CA/IC
Location  Experience in steel sector will
WA
be preferred
PRODUCTION PLANNING
 At least 8 years of SAP PP
experience
 Should have experience as
Module Lead of respective
Module of at least 1(one) end to
 B.E./
end S/4HANA implementation or
Identified/ [Link]. /
ECC Implementation Project
Specified MCA / MBA
PP Lead 1 with user base minimum of Five
Central (or
Hundred (500) transactional/
Location equivalent)
functional users (In case of
or higher
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 Experience in steel sector will
be preferred
 At least 6 years in SAP PP
experience
 At least 2 SAP end-to-end
PP Team  BE /B. Tech.
3 Hybrid implementation
member /MCA /MBA
 At least 1 S/4HANA Project
 Experience in steel sector will
be preferred
 At least 6 years in SAP PP/DS
 At least 2 SAP end-to-end
PP/DS implementation  BE /B. Tech.
2 Hybrid
consultant  At least 1 S/4HANA Project /MCA /MBA
 Experience in steel sector will
be preferred
FINANCE & CONTROLLING
 At least 8 years of SAP FI-CO
Identified/
experience
Finance Team Specified
1  Should have experience as  CA/ICWA
Lead Central
Module Lead of respective
Location
Module of at least 1(one) end to

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
end S/4HANA implementation or
ECC Implementation Project
with user base minimum of Five
Hundred (500) transactional/
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 Experience in steel sector will
be preferred

 At least 6 years of experience in

SAP FI-CO
Identified/
 At least 2 SAP end-to-end
Finance Team Specified
5 implementation  CA/ICWA
Member Central
 At least 1 S/4HANA Project
Location
 Experience in steel sector will
be preferred
 At least 6 years in SAP FI-CO
Identified/  At least 2 SAP end-to-end
Controlling
Specified implementation
Team 3  CA/ICWA
Central  At least 1 S/4HANA Project
Member
Location  Experience in steel sector will
be preferred
 At least 6 years of SAP TRM
experience
Treasury & Identified/
 At least 2 SAP end-to-end
Risk Specified
2 implementation  CA/ICWA
Management Central
 At least 1 S/4HANA Project
(TRM) Location
 Experience in steel sector will
be preferred
 At least 6 years in SAP Cash
Management
Identified/
 At least 2 SAP end-to-end
Cash Specified
1 implementation  CA/ICWA
Management Central
Location  At least 1 S/4HANA Project
 Experience in steel sector will
be preferred
 At least 6 years in SAP Re-Fx
Contract and Identified/  At least 2 SAP end-to-end
Lease Specified implementation
2  CA/ICWA
management Central  At least 1 S/4HANA Project
(Re-Fx) Location  Experience in steel sector will
be preferred
PLANT MAINTENANCE
PM Team Identified/  At least 8 years in SAP PM  B.E./
1
Lead Specified experience [Link]. /

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
Central  Should have experience as MCA / MBA
Location Module Lead of respective (or
Module of at least 1(one) end to equivalent)
end S/4HANA implementation or or higher
ECC Implementation Project
with user base minimum of Five
Hundred (500) transactional/
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 Experience in steel sector will
be preferred
 At least 6 years in SAP PM  B.E./
 At least 2 SAP end-to-end [Link]. /
PM Team implementation MCA / MBA
2 Hybrid
Member  At least 1 S/4HANA Project (or
 Experience in steel sector will equivalent)
be preferred or higher
QUALITY MANAGEMENT
 At least 8 years in SAP QM
 Should have experience as
Module Lead of respective
Module of at least 1(one) end to
end S/4HANA implementation or  B.E./
Identified/ ECC Implementation Project [Link]. /
QM Team Specified with user base minimum of Five MCA / MBA
1
Lead Central Hundred (500) transactional/ (or
Location functional users (In case of equivalent)
RISE with S/4HANA citation, or higher
FUE should be a minimum of
200)
 Experience in steel sector will
be preferred
 At least 6 years in SAP QM  B.E./
 At least 2 SAP end-to-end [Link]. /
QM Team implementation MCA / MBA
2 Hybrid
Member  At least 1 S/4HANA Project (or
 Experience in steel sector will equivalent)
be preferred or higher
PROJECT SYSTEM
 At least 8 years SAP PS  B.E./
Identified/ experience [Link]. /
PS Team Specified  Should have experience as MCA / MBA
1
Lead Central Module Lead of respective (or
Location Module of at least 1(one) end to equivalent)
end S/4HANA implementation or or higher

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
ECC Implementation Project
with user base minimum of Five
Hundred (500) transactional/
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 Experience in steel sector will
be preferred
 At least 6 years in SAP PS  B.E./
Identified/  At least 2 SAP end-to-end [Link]. /
PS Team Specified implementation MCA / MBA
1
Member Central  At least 1 S/4HANA Project (or
Location  Experience in steel sector will equivalent)
be preferred or higher
TECHNICAL
 At least 8 years of experience in
ABAP
 Should have experience as
ABAP Lead of at least 1(one)
 B.E./
end to end S/4HANA
Identified/ [Link]. /
implementation or ECC
ABAP Team Specified MCA / MBA
1 Implementation Project with
Lead Central (or
user base minimum of Five
Location equivalent)
Hundred (500) transactional/
or higher
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 B.E./
ABAP Team Identified/  At least 5 years in SAP ABAP [Link]. /
Member Specified  At least 2 SAP end-to-end MCA / MBA
34
(Including Central implementation (or
Interface) Location  At least 1 S/4HANA Project equivalent)
or higher
 At least 8 years in SAP CPI  B.E./
 Should have experience as CPI [Link]. /
Lead of at least 1(one) end to MCA / MBA
end S/4HANA implementation or (or
Cloud Identified/
ECC Implementation Project equivalent)
Platform Specified
1 with user base minimum of Five or higher
Integrator Central
Hundred (500) transactional/
Team Lead Location
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
Cloud Identified/  At least 6 years in SAP CPI  B.E./
6
Platform Specified  At least 2 SAP end-to-end [Link]. /

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
Integrator Central implementation MCA / MBA
Team Location  At least 1 S/4HANA Project (or
Member equivalent)
or higher
 At least 8 years of experience in  B.E./
SAP SAC Analytics [Link]. /
 Should have experience as SAC MCA / MBA
Analytics Lead of at least 1(one) (or
end to end S/4HANA equivalent)
SAP Analytics Identified/
implementation or ECC or higher
on Cloud Specified
1 Implementation Project with
(SAC) Team Central
user base minimum of Five
Lead Location
Hundred (500) transactional/
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 B.E./
 At least 6 years of experience in
Identified/ [Link]. /
SAP Analytics SAP SAC
Specified MCA / MBA
on Cloud 2  At least 2 SAP end-to-end
Central (or
(SAC) implementation
Location equivalent)
 At least 1 S/4HANA Project
or higher
Identified/  At least 4 years in SAP BW
Specified  At least 2 years in SAP  BE /B. Tech.
Datasphere 3
Central Datasphere /MCA /MBA
Location  At least 1 S/4HANA Project
 At least 8 years of SAP Fiori
experience
 Should have experience as
FIORI Lead of at least 1(one)
 B.E./
end to end S/4HANA
Identified/ [Link]. /
implementation or ECC
FIORI Team Specified MCA / MBA
1 Implementation Project with
Lead Central (or
user base minimum of Five
Location equivalent)
Hundred (500) transactional/
or higher
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 B.E./
Identified/  At least 6 years in SAP Fiori [Link]. /
FIORI Team Specified  At least 2 SAP end-to-end MCA / MBA
4
Member Central implementation (or
Location  At least 1 S/4HANA Project equivalent)
or higher
BTP Team Identified/  At least 8 years of SAP BTP  B.E./
1
Lead Specified experience [Link]. /

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
Central  Should have experience as BTP MCA / MBA
Location Lead of at least 1(one) end to (or
end S/4HANA implementation or equivalent)
ECC Implementation Project or higher
with user base minimum of Five
Hundred (500) transactional/
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
 B.E./
Identified/ [Link]. /
 At least 3 years in SAP BPA,
BTP Team Specified MCA / MBA
5 CAPM, UI5 in respective skillset
Member Central (or
Location equivalent)
or higher
 At least 8 years of SAP BASIS
experience
 Should have experience as
BASIS Lead of at least 1(one)
 B.E./
end to end S/4HANA
Identified/ [Link]. /
implementation or ECC
BASIS Team Specified MCA / MBA
1 Implementation Project with
Lead Central (or
user base minimum of Five
Location equivalent)
Hundred (500) transactional/
or higher
functional users (In case of
RISE with S/4HANA citation,
FUE should be a minimum of
200)
BASIS Team
Member  B.E./
(Core + Cloud Identified/ [Link]. /
 At least 6 years in SAP BASIS
Foundry+ Specified MCA / MBA
6  Hands-on experience with at
Interface + Central (or
least 1 SAP S/4HANA project
Historical Location equivalent)
Data or higher
Migration)
 B.E./
Governance, Identified/  At least 6 years in SAP GRC [Link]. /
Risk & Specified  At least 2 SAP end-to-end MCA / MBA
3
Compliance Central implementation (or
(GRC) Location  At least 1 S/4HANA Project equivalent)
or higher
 B.E./
[Link]. /
 At least 6 years in SAP ALM
SAP ALM 1 MCA / MBA
 At least 1 S/4HANA Project
(or
equivalent)

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
or higher
SUPPLIER RELATIONSHIP MANAGEMENT (ARIBA)
 At least 8 years of SAP
Procurement Solution
(SRM/ARIBA) experience
 Should have experience as
ARIBA/SRM Team Lead of at
least 1(one) end to end  B.E./
ARIBA/SRM implementation [Link]. /
ARIBA Team project with user base minimum MCA / MBA
1 Hybrid
Lead of One Hundred (100) (or
transactional/ functional users. equivalent)
In case add-on /included within or higher
S/4HANA implementation
Project, user base will be same
as mentioned in QCBS criteria
(Refer sub-clause 4.15-i- Serial
No. 4- Module Lead)
 At least 6 years in SAP  B.E./
Procurement Solution [Link]. /
ARIBA (SRM/ARIBA) MCA / MBA
5 Hybrid
consultant  At least 1 full life-cycle (or
implementations of Ariba equivalent)
applications or higher
CUSTOMER RELATIONSHIP MANAGEMENT (CRM)
 At least 8 years in CRM Solution
 Should have experience as
CRM Team Lead of at least
1(one) end to end CRM
 B.E./
implementation project with user
Identified/ [Link]. /
base minimum of One Hundred
CRM Lead Specified MCA / MBA
1 (100) transactional/ functional
Central (or
users. In case add-on / included
Location equivalent)
within S/4HANA implementation
or higher
Project, user base will be same
as mentioned in QCBS criteria
(Refer sub-clause 4.15-i- Serial
No. 4- Module Lead)
 B.E./
Identified/ [Link]. /
CRM  At least 6 years in CRM Solution
Specified MCA / MBA
Consultant 5  At least 1 end-to-end
Central (or
implementations
Location equivalent)
or higher
OPEN TEXT
Open Text Identified/  At least 6 years in SAP Open
 BE /B. Tech.
(ADA) 2 Specified Text (ADA)
/MCA /MBA
Consultant Central  At least 2 end-to-end

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Minimum
Role No. Location Minimum SAP Requirements
Qualification
Location implementations in OT-ADA
OTHER SOLUTIONS
 At least 6 years in SAP Audit
Management
SAP 3 Lines Identified/  SAP S4 Hana / SAP ECC
of Defense Specified functional modules/ ABAP/  BE /B. Tech.
2
(Audit Central Security Certification (Preferred) /MCA /MBA
Management) Location  CISA certified (Preferred)
 ISO 27001:2013 certified
(Preferred)
 At least 4 years of experience in
Group Identified/
SAP CO
Reporting – Specified  BE /B. Tech.
2  At least 2 years of experience in
S4 Central /MCA /MBA
group reporting
Consolidation Location
 At least 1 S/4HANA Project
 At least 6 years in SAP BPC
Business  At least 2 SAP BPC
Identified/
Process implementation
Specified  BE /B. Tech.
Consolidation 3  In-depth experience with
Central /MCA /MBA
(SAC – Financial Analysis; Budgeting,
Location
Planning) Forecasting, Allocations, and
Planning
MISCELLANEOUS
 At least 10 years of SAP
experience
Change  BE /B. Tech.
5 Plant / Unit  At least 4 years in Change
Management /MCA /MBA
Management in S/4HANA
environment

TABLE-6.9-(B)
Role Number Location Core Skill Requirement Other Criteria
EXIM SOLUTION
 At least 6 years in the
Identified/ recommended EXIM
 BE /B. Tech.
Team Lead 1 Specified solution
/MCA /MBA
Central Location  At least 2 end-to-end
implementations
 At least 6 years in the
Identified/ recommended EXIM
 BE /B. Tech.
Consultant 2 Specified solution
/MCA /MBA
Central Location  At least 2 end-to-end
implementation
e-Notesheet
Team Lead 1 Identified/  At least 8 years in the  BE /B. Tech.

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Role Number Location Core Skill Requirement Other Criteria

Specified recommended e-Notesheet /MCA /MBA
Central Location solution
 At least 2 end-to-end
implementations
 At least 6 years in the
Identified/ recommended e-Notesheet
 BE /B. Tech.
Consultant 1 Specified solution
/MCA /MBA
Central Location  At least 2 end-to-end
implementations

6.10. TEAM DEPLOYMENT

The successful tenderer shall start the work and deploy the requisite team as specified in the
contract. It is expected that the successful tenderer will deploy the same Project Manager and
other consultants, the details of whom have been submitted in their technical bid. If for some
reason, there arises a condition where these named resources cannot be deployed, the reason
and justification for the same shall be provided by the tenderer. In such a condition and on
acceptance of justification furnished, the Successful Tenderer shall provide the details of
alternative Project Manager, Functional team members, as the case may be, along with their
Bio-Data, contact details(email and mobile number) etc. Such resources not only need to have
sufficient experience and qualification as specified in the tender document, but also match or
exceed the qualification & experience indicated in the technical bid for the resources which have
been evaluated under QCBS methodology.
Should the profile of any personnel be not acceptable to SAIL or the personnel unable to
perform/ fulfill his responsibilities or provide timely deliverables as per the expectations of SAIL,
the successful tenderer will be required to suitably replace such personnel promptly.
During the currency of the project the consultant shall not revoke the appointment of any of the
deployed resource without the Employer’s prior written consent, which shall not be
unreasonably withheld. If the Employer consents to such an action, the Successful Tenderer
shall provide/ appoint another person of equal or superior experience fulfilling the criteria
stipulated in the contract (or qualification & experience indicated in the technical bid for the
resources which have been evaluated under QCBS methodology) and ensure that such
replacement is available at site at least ten days in advance so that knowledge transfer between
the outgoing resource and new resource can take place.

The consultants deployed on this project will follow the official working hours & holiday calendar
of SAIL. However, in case of work exigency, consultants may have to perform the duty even on
holidays or beyond official working hours. No separate compensation/ compensatory off shall be
admissible in such a case.

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6.11. OTHERS

1. The Project shall be executed from a central location where all the teams from IP, SAIL and
Consultant would be deployed. The Central Location identified for this project is
__________________________. Wherever any reference have been made in the tender
document, the same refers to the location mentioned in this clause.

2. The project shall be executed on RISE model and therefore standard SAP RISE offering viz
Infrastructure, software access, security etc. as applicable would be provided, and the solution
design done by IP should be in conformity with the SAP RISE offering. The necessary
coordination and technical discussion for the same may be carried out with OEM in case of any
discrepancies or issues faced.
IP is also expected to prepare Technical Solution Architecture of the S/4HANA Private Cloud
landscape including the integration, interfacing and usage of SAP BTP Component as
applicable, and also to get the same vetted by OEM for compliance with reference standards,
performance benchmarks, availability design, and deployment best practices to enable optimum
working of the solution.
The IP is also required to facilitate SAIL in coordination with the SAP RISE Team for the
following:
• Setting up of domain and enabling SSO (Single Sign On) for the entire
Implementation including enabling Two Factor Authentication (2FA)
• VAPT Testing in the landscape as part of the security practice
• DC-DR Drill once every year
These activities are only indicative and not exhaustive, and the IP is expected to
facilitate any other similar activity which is part of the SAP RISE offering.

3. M/s PwC is the consultant for this project and shall be associated with the Project up to the
COE formation stage. IP is required to follow the directions/instructions given by SAIL, and/or
the Consultant. However, in case of conflicting instructions, SAIL’s instruction will supersede the
instructions from the Consultant. All deliverables in the project to be given by IP shall be
scrutinized by consultant before submission to SAIL, and IP has to ensure that the observations
of consultant are duly incorporated before submission of deliverables to SAIL.
4. In the document the term vendor, IP, Contractor, Implementation Partner has been used
interchangeably, which refers to the successful bidder who implements this project and
therefore these terms may be treated as synonymous in context of this RFP.
5. In the document the term SAIL, Purchaser, Employer refers to Steel Authority of India and
these terms may be treated as synonymous in context of this RFP.

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7. SECTION V: ANNEXURES

ANNEXURE IA: LETTER OF BID (LOB)

COVERING LETTER FOR TECHNO COMMERCIAL BID

(The covering letter is required to be submitted by the Bidder on its letter head)
Bidder’s Name:
Full Address:
Telephone No:
Email Address:
Fax No.

To,
Steel Authority of India Ltd
Bhilai Steel Plant,
Bhilai -490001, Distt.-Durg (Chhattisgarh), India

Sub: - Response to Bid Document for XXXXXXXXXXXXXXXXXXXXXX.

Dear Sir,
We ------------------------- (Name of the Bidder) having its registered office at ----------------------------
--- having examined in detail and understood the terms and conditions stipulated in the
aforesaid Documents and subsequent corrigendum, if any, and confirm that our Techno
Commercial Bid is in full conformity with these Documents.
We, the undersigned Bidder having read & examined in detail the Qualifying Requirements for
selection of Developer and hereby submit our response.
CONTACT PERSON
Details of the contact person are furnished as under:
Name
Designation
Company
Address
Phone No.
Fax Nos.
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Email address
Please find enclosed herewith our Techno Commercial Bid in response to the documents issued
by SAIL - Bhilai Steel Plant vide Tender no. ------------------------ dated ------------------ (Bidder to
specify date of issue of Documents by SAIL - Bhilai Steel Plant) and its subsequent corrigendum
No (s) ---------------- (Bidder to insert corrigendum no issued, if any by SAIL - Bhilai Steel Plant
subsequent to issue of Document)
Dated the --------- day of ------- of 2025

The period of validity of the bid shall not be less than 180 days from the last date of submission.

Thanking You,
Yours faithfully,
(Signature, Name, Designation and Seal)

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ANNEXURE IB: PROFORMA FOR POWER OF ATTORNEY FOR SIGNING THE BIDDING
DOCUMENT /SIGNING THE AGREEMENT

Bid No.: ____________________

PROFORMA FOR POWER OF ATTORNEY FOR SIGNING THE BIDDING DOCUMENT /

SIGNING THE AGREEMENT
Date: ………………………….

To:
Steel Authority of India Ltd
Bhilai Steel Plant,
Bhilai -490001, Distt.-Durg (Chhattisgarh), India

Attn:
Sub: Bid No: _______ Date: XX .XX.2025
Dear Sir,

We.............................................................................do hereby confirm that Mr. / Ms. (Name and

address) _________________________________ is/are authorized to represent us for signing
the Bid Document and signing of the Agreement(s) on our behalf with you against your above
cited Bidding document for…………………………..

We confirm that we shall be bound by all and whatsoever our representatives shall commit.

Yours faithfully

Signature:……………………..……..

Name:…………………..………..

Organization: ….………………..……….

With Office Seal

Place: ______________________

Note:
(This Power of Attorney should be on a stamp paper of Rs.100.)

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ANNEXURE II: PRE-CONTRACT INTEGRITY PACT

(i) The Bidder(s)/ Implementation Partner (IP) (s) is required to enter into an `Integrity Pact’
(enclosed) with the Principal i.e. SAIL. The Integrity Pact has to be signed by the
Proprietor/Owner/ Partner/Director or by their duly Authorized signatory. In case of failure to
return the Integrity Pact along with the offer/bid, duly signed by the authority as mentioned
above, will disqualify the offer/bid.”
(ii) The Bidder(s) /Implementation Partner (IP) (s), if feel aggrieved, may raise
complaint/pass on, information, if any, to “The Competent Authority/Operating Authority of the
Tender/Contract” or to “The Chief Vigilance Officer (CVO), SAIL, Ispat Bhavan, Lodi Road, New
Delhi-110003” or to “The Independent External Monitors (IEMs) of Integrity Pact, through
Integrity Pact Secretariat, 16th floor, Scope Minar, Laxmi Nagar District Center Delhi-110092”.
E-mail: [Link]@[Link]; [Link]@[Link].
(iii) The Independent External Monitors of Integrity Pact in SAIL are:

a) Ms. Nirmal Kaur, IPS (Retd.), Ex-Chairman, Jharkhand Police Housing

Corporation
(e-mail: nirmalkaur1983@[Link])
b) Ms. Aradhana Johri, IAS (Retd.), Ex-Secretary to Govt. of lndia.(e-mail :
[Link]@[Link])

Integrity Pact applicable is attached separately

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ANNEXURE III: PRICE BID / BOQ FORMAT

A). Implementation
(AMOUNT IN INR)

Base Amount
Base GST*
Amount inclusive
SL NO ITEM CAPPING Quantity RATE (w/o
(w/o (%) Value of
GST)
GST) GST
A.1 Implementation for Phase IA, II and III-A 01 Lot
A.2 Implementation for Phase III-B 01 Lot
A.3 Training 01 Lot
Master Data cleansing and implementation
A.4 01 Lot
of MDG (Phase IB)
Sum of A.2 to
A.5 SAP Audit 01 Lot
A.7 should not
Additional licenses non-SAP
be more than
A.6 Software/Solutions: 01 Lot
25% of A.1
(i) EXIM and (ii) E-Notesheet
Infrastructure setup cost (90 Laptops for
A.7 onsite SAIL professionals) as per sub 01 Lot
clause no. 6.5.15. of section IV of the RFP
TOTAL for Implementation
(I = A.1+A.2+A.3+A.4+A.5+A.6+A.7)
ITC on GST (II)
Total Contract Price net of ITC for GST (A) (I-II)

Note: * GST includes CGST+ SGST or IGST as the case may be

RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

B). Post Go-Live Support cost- Operating Expense (O&M)

(AMOUNT IN INR)

Base Base GST Amount

RATE Amount inclusive
SL NO ITEM CAPPING Quantity (%) Value
(w/o (w/o of
GST) GST) GST
Amount quoted
Post Go Live Support (From month 32 to should not be 29
B.1
month 60) below 20% of Months
A.1
Hosting, Migration and availability of
B.2 Historical Data after conversion to 1 Lot
sybase/HANA as required.
Initial Migration Cost (Effort of the IP+ 1 Lot
B.2.1 Onetime charge of the Hyperscaler)

B.2.2 Subscription based cost 29

Months

TOTAL for Support- O&M (I= B.1 + B.2.1 + B.2.2)

ITC on GST (II)

Total Contract Price net of ITC for GST (B) (I-II)

TOTAL for Implementation (A) and Support-O&M (B) Net of ITC

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ANNEXURE IV: UNDERTAKING REGARDING NON-BLACK LISTING / DEBARRING

Bid No.: ________________

UNDERTAKING REGARDING NON-BLACKLISTING / DEBARRING

(To be submitted on Company’s Letter Head)

We hereby UNDERTAKE that we have not been blacklisted/ debarred by any Central/ State
Government department, any other PSE / PSB nor all bodies under the contract of Central/
State during the last three (3) years i.e. 2022-23, 2023-24, 2024-25 and as on the date of
submitting the bid. If at any point of time, it is found that we had given false information,
misrepresented or concealed any fact on this; our work order will be liable for termination.

Dated this ______day of , 2025

Signature with date:__________________

Name: ______________in the capacity of
_________________________________

Duly authorized to sign for and on behalf of_______________________

(IN BLOCK LETTERS)
Address_________________________________
Contact No.__________________________
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

ANNEXURE V: (DELETED)

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ANNEXURE VI: CURRENTLY DEPLOYED IT APPLICATIONS IN SAIL

Currently SAIL has seven SAP ERP-enabled instances viz. all five integrated steel plants, CMO
and CO. Out of these, four integrated steel plants viz. BSP, BSL, RSP, DSP and CMO have ‘On-
premise’ Data Centers for running their respective ERP instances. Among these, BSP, BSL and
RSP servers have been utilized to host some recent SAP implementations of some small
entities of SAIL. Thus, the hosting pattern of these servers is as follows:
BSP server: BSP, CFP and CGOM
BSL server: BSL, CCSO, Collieries and JGOM
RSP server: RSP and OGOM
Alloy Steel Plant (ASP) is proposed to be hosted in DSP server.
The details of the SAP modules implemented across different units of SAIL along with the
respective implementation year and implementation partner have been enumerated in below
table:
The ERP instances for other two plants/units viz. ISP and CO are deployed on Cloud using SAP
HANA Enterprise Cloud (HEC) services. All these instances are currently running on SAP ECC
6.0 which, as explained above, will be out of support soon. The remaining plants/units are
running on legacy/third party systems and currently outside the ambit of ERP. It may also be
mentioned that even in the ERP implemented plants/units, Human Capital Management (HCM)
module is working on legacy system with BSL being enabled in Oracle Fusion recently and
therefore employee related transactions are done on legacy/third party systems at respective
plants/units and Oracle Fusion in BSL. Payroll processing however is centralized at BSP using
legacy CPRS (Centralized Payroll System) system.
Given the large number of legacy and third party applications (over 50), SAP systems require
integration via more than 300 interfaces. In addition, the current system’s limitations are as
follows:
Limitations
I. Complex SAP system landscape due to multiple instances leading to increased
IT operating costs for maintaining disparate systems & infrastructure.
II. Multiple SAP ECC and legacy instances with extensive integration leading to
high maintenance cost of interfaces as well as data consistency related issues.
III. Lack of process standardization across organization. Non availability of standard
solution leading to different customized approaches at different plants/units resulting in
duplication of implementation and maintenance effort at each instance for same
business process.
IV. Financial closing and accounting involve manual interventions and multiple
iterations leading to increased time & effort.

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V. Absence of real time reporting across the organization for quick analytical
decision making.
VI. Human Capital Management (HCM) is currently on legacy and not tightly
integrated with SAP.
VII. Statutory and compliance reporting are not directly derived from a single central
instance and information is collated from multiple systems.
VIII. Due to decentralized master data governance duplicate master codes are found
leading to inconsistencies in inventory across the units.
IX. Lack of integration across units leading to difficulties in consolidated reporting,
analytics and KPI Monitoring at SAIL level.
X. Non visibility of customer orders in plant production system.
XI. Production planning is mostly manual instead of system driven due to poor
integration /implementation of planning modules of SAP.
XII. Due to non-integrated MES system and/or absence of MES system in plants
leading to multiple manual interventions instead of automation of process
XIII. Limited visibility of historical data/ transactional data across units.
XIV. Inadequate usage of market and competitor analysis due to Limited reporting
capability, analytics, and dashboards

TABLE: List of ECC Modules implemented at various SAIL units

Sl Plant/ Unit Modules Implemented Implementation Go-Live

No Partner Date
1 BSP • Finance & Controlling SISL & HP Apr’09
(FICO)
HP Oct’09
• Materials Management
2 DSP (MM)
• Sales & Distribution (SD)
3 BSL • Production Planning (PP)
(excluding CMO, CO,
IBM Apr’10
CGOM, OGOM)
4 CMO • Plant Maintenance (PM) PwC July’11
5 RSP (excluding CMO,CO, CFP,
CGOM, OGOM)
• Quality Management
(QM)(excluding CGOM,
HP Apr’12
OGOM)
6 ISP TCS Jul’19
• Advanced Planner &
7 CO WIPRO Jul’19

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8 CFP Optimizer (APO) (for CMO E&Y Jun’24

9 CGOM only) Inhouse Aug ‘22
10 JGOM • Business Warehouse (BW) Under SAP Jun ‘24
(excluding CO, CFP, (Max Attention)
11 OGOM CGOM, OGOM) E&Y Apr’23
12 CCSO • Under SAP May’2025
• Supplier Relationship (Max Attention)
13 COLLIERIES Management (SRM) Under SAP May’2025
(excluding CMO, CO, CFP, (Max Attention)
CGOM, OGOM)
• Customer Relationship
Management (CRM): for
CMO only

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ANNEXURE VII: INDICATIVE LIST OF INTERFACES TO BE BUILT

Integration Scope
The partner shall design, build, test, deploy, document, and support all integrations between S/4HANA and non-SAP systems,
including Oracle HCM, HMIS, legacy applications, plant systems, portals, dashboards, and others discovered during blueprinting.

Integration Architecture
The partner shall deliver a full Integration Architecture covering:
Integration patterns: REST/OData, SOAP, IDoc, file-based, messaging, event-driven, synchronous/asynchronous, batch/real-time.
Technology stack: SAP BTP Integration Suite, SAP PI/PO, SAP API Management, or cloud-native integration services.
Security: Authentication (OAuth2/SAML/certificates), TLS encryption, network segmentation, VPN/VPC connectivity, DMZ controls.
Availability: Retry logic, failover, fault tolerance, recovery alignment with HA/DR.

Interface Specifications
For each interface, the partner must provide:
• Business context and triggers
• Field-level mapping and validation logic
• Transformation rules and data quality checks
• Expected volume and performance constraints
• Error handling, logging, and alerting
• Reconciliation processes and audit requirements

Mandatory Deliverables
• Integration Inventory
• Detailed Interface Design Documents (IDDs)
• Reusable templates for IDocs, APIs, mappings, error-handling
• Test scripts and evidence for Unit, SIT, E2E, performance, and volume tests
• Connectivity testing across network zones and firewalls
Testing Requirements
• Minimum two mock integration cycles
• Minimum two full end-to-end business cycles
• Full cutover rehearsal with all interfaces
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

• Simulators or stubs where necessary (at no extra cost)

Implementation Partner must provide:

• Real-time monitoring dashboards
• Message reprocessing capabilities
• Alerts for failures and performance issues
• Complete knowledge transfer to SAIL technical teams
Others
• Additional Interfaces discovered during blueprinting are in-scope with no additional cost.
• All integrations must comply with SAIL’s IT security and audit requirements.

List of Interfaces with other Third-Party System in the current landscape

Activities
Phase IA Phase II Consolidation
Phase IA Phase II
Integration Data
With New New
CM Phas Phas Tota mapping
BSP RSP CO BSL DSP ISP Creation creation in
O e IA e II l for Ph II
in S/4 S/4
interfaces
BANK 5 1 2 1 2 1 8 4 12 8 4
BOT (Board
1 1 1 0 1
of Trustee)
BOT
1 1 1 1 0
(Chatbot)
CMO 2 15 2 8 2 15 17 2 25 0
Contract
Worker
1 1 1 0 1
Management
System
E&Y_DIGIGS
21 17 1 17 21 16 17 21 21 38 21 4.2
T
Emudhra 1 1 1 1 0
eParivahn 1 1 1 1 0

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Activities
Phase IA Phase II Consolidation
Phase IA Phase II
Integration Data
With New New
CM Phas Phas Tota mapping
BSP RSP CO BSL DSP ISP Creation creation in
O e IA e II l for Ph II
in S/4 S/4
interfaces
eParivahn&Ax
2 2 2 2 0
estrack
GeM Server 2 1 2 1 2 2 4 2 0.4
GST PORTAL 8 6 8 8 8 16 8 1.6
InvoiceMart 6 1 1 3 6 3 9 6 0.6
IRIS system 2 2 2 2 0
L&T 3 3 3 3 0
LEGACY 14 1 1 14 1 15 14 0.2
Level II
43 1 43 1 44 43 0.2
Server (C&A)
Level III
11 11 11 0 11
Server (C&A)
LIMS Server 5 2 5 2 7 5 0.4
MES 45 19 64 64 64 0
Metal
Junction 10 28 2 2 1 2 28 2 30 28 0.4
Server
NIC 1 1 1 1 1 2 1 0.2
NTPC 1 1 1 1 0
Oxygen
Digital
3 3 3 0 3
Tracking
System
Quality
Council of 1 1 1 1 1 1 2 1 0.2
India Server
SAIL Vendor
2 2 2 2 0
Query portal
SRM 9 1 1 9 2 11 9 0.2
Tour 1 1 1 0 1

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Activities
Phase IA Phase II Consolidation
Phase IA Phase II
Integration Data
With New New
CM Phas Phas Tota mapping
BSP RSP CO BSL DSP ISP Creation creation in
O e IA e II l for Ph II
in S/4 S/4
interfaces
management
System
Weighbridge
2 8 5 1 8 5 13 8 1
System
Inter Unit 17 3 17 3 20 17 2 0.6
QUOCENT
7 7 7 7 0
Portal
HMIS 2 1 2 2 2 4 2 0.4
TRAMS 5 5 7 5 0
FOIS 2 2 2 2 4 2 0.4
Gate pass 1 2 1 2 3 1 0.4
TRIS 5 5 5 0 5
DPMS 3 1 3 1 4 3 0.2
TOTAL 107 161 42 17 83 32 39 270 98 368 270 27 38
TOTAL 335
TOTAL (* Including HCM) 350

*Note- The entire HCM stack has been decided to be taken out of scope of Project Vihaan and will be implemented in Oracle Fusion.
Hence, this demands a thorough brainstorming between Oracle HCM Team and SAP S/4HANA Team for deciding the integration
points. Since this can be finalized during the BBP stage of our proposed implementation and requires extensive input from the HCM
process owners, we cannot finalize the exact number of interfaces between S/4HANA central instance and Oracle Fusion Cloud.
However, we can cap the total number of HR related interfaces to be 15 which can be finalized by the IP after discussing with SAIL
HCM Team during BBP stage.
Some Assumptions:
1. Every information channel is considered as a separate interface.
2. Every information channel may deal with multiple data exchange.

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3. Whatever the current mode of communication be all the interfaces in the future landscape will be implemented using CPI
mode.
4. For the first phase, the maximum number of interfaces between any SAIL unit and a particular third-party system will be
considered for implementation between central S/4HANA system and that third-party system. This is shown under the
consolidation section. (Exception: Bank interfaces as they may deal with separate banks and MES system as pointed out by
RSP).
5. For the second phase, if the interface comes only with the entities in second phase and not at all required in the first phase,
then the same principle is followed as mentioned in the above point.
6. Under the ‘Activities’ section, we have mentioned the actual activities to be done during the implementation of interfaces
across phases.
7. If any interface already existing in the first phase is needed during the second phase, we have considered a 20% additional
effort in case any extra modification is needed to align perfectly with the requirements of the SAIL entities coming in the
second phase.
8. A set of 27 interfaces (25+2) have been identified and shown above where DSP, ISP, BSL, ASP, JGoM, CCSO, Collieries
(coming in second phase) are interfaced with CMO (coming in first phase). A separate data mapping is required as DSP, ISP,
BSL, ASP, JGoM, CCSO, Collieries will continue to operate with ECC master data while CMO will be handling new set of
master data in S/4HANA.
Some of the systems mentioned above may not be required in future landscape. This will be decided during the BBP stage of
implementation.

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SAP SAP
S Plant / Locatio Mines/S
Ena #Mines State Ena Comment
N Unit n RU/SPU
bled bled
PAN India
Branch
Offices &
Central
Warehous
Marketing
7 es with Y
Organizati
Headquar
on (CMO)
ter at
Kolkata,
WB
Alloy Steel
Durgapur,
8 Plant N
WB
(ASP)
Chandrap
Chandrap
ura ,
9 ura Ferro- Y
Maharash
Alloy Plant
tra
Bhilai
Bhilai,
Refractory
10 Chhattisg Y
Plant(BRP
arh
)
SAIL
Refractory Ramgarh,
11 Unit Jharkhan N
(SRU), d
IFICO
SAIL
Refractory
Ramgarh,
Unit SRU
12 Jharkhan N
(SRU),
d
Ranchi
Road
SAIL Bokaro,
13 Refractory Jharkhan N
Unit (SRU) d
SAIL Bhandarid
Refractory ah,
14 N
Unit Jharkhan
(SRU), d
R&D
Center for Ranchi,
15 Iron and Jharkhan N
Steel d
(RDCIS)
Center for
Engineerin Ranchi,
16 g and Jharkhan N
Technolog d
y (CET)

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SAP SAP
S Plant / Locatio Mines/S
Ena #Mines State Ena Comment
N Unit n RU/SPU
bled bled
Managem
ent Ranchi,
17 Training Jharkhan N
Institute d
(MTI)
Supervisor
y Load
Kolkata,
18 Control N
WB
Centre
(SLCC),
SAIL
Ranchi,
Safety
19 Jharkhan N
Organizati
d
on (SSO)
Environme
nt
Managem Kolkata,
20 N
ent WB
Division
(EMD)
Central
Coal
Dhanbad,
Supply
21 Jharkhan Y
Organizati
d
on
(CCSO)#
Growth
Kolkata,
22 Division N
WB
(GD)
SAIL SAIL GW
23 Growth Kulti, WB N reports to
Works GD, Kolkata
Digital
Ranchi,
transforma
24 Jharkhan N
tion
d
(SDTD)
Raw
Ranchi,
Material
25 Jharkhan N
Group Changed to
d
(RMG) DML
Logistic
Kolkata,
26 Group N
WB
(L&I)
NOTE:
*-In BSP Instance
#-In BSL Instance

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ANNEXURE IX: DIAGRAM INDICATING DIFFERENT PHASES OF THE IMPLEMENTATION

Go Live for MDG Go Live for Phase I Go Live for Phase II Go Live: Phase III‐A
BSP,CGoM,RSP, DSP,ISP,BSL,ASP, (Non‐SAP units*)
Ogom,CMO,CO, CFP, JGoM,CCSO,Collieries Go Live :Phase III‐B
L&I Go Live Go‐Live (SAC, Gr Rep, AMS
Go‐Live)

M10
M11
M12
M13
M14
M15
M16
M17
M18
M19
M20
M21
M22
M23
M24
M25
M26
M27
M28
M29
M30
M31
M1
M2
M3
M4
M5
M6
M7
M8
M9
Project Preparation A
Business Blue Printing (Phase I) B
Realization (Phase I) C
Testing and Training (Phase I) D
Train the trainers (Power Users) Phase IA
Training to the End Users by Power Users
Unit Test and System Integration Test (UT+SIT)
User Acceptance Test (UAT)
Cutover and Go Live (Phase I) E
Hypercare (Phase I) F
Master Data Governance (MDG)
Extract and analyze legacy data
Initial setup
Analyze
Profiling
Cleanse, Transform and Stage Data Phase IB
Harmonization
Enrich
Load and Validate Data
Establish governance
Load
Validate data
Testing and Training (Phase II) G
Training to the End Users by Power Users
Unit Test and System Integration Test (UT+SIT)
Phase II
User Acceptance Test (UAT)
Cutover and Go Live (Phase II) H
Hypercare (Phase II) I
Testing and Training (Phase III‐A) J
Training to the End Users by Power Users
Unit Test and System Integration Test (UT+SIT)
Phase III‐A
User Acceptance Test (UAT)
Cutover and Go Live (Phase III‐A) K
Hypercare (Phase III‐A) L
Business Blue Printing (Phase III‐B) M
Phase III‐B
Realization (Phase III‐B) N
(Group Reporting, Internal
Testing and Training (Phase III‐B) O
Audit and SAC‐Planning
Cutover and Go Live(Phase III‐B) P
acorss SAIL)
Hypercare (Phase IIIB) Q
*Non‐SAP Units : SRU, Growth Division, EMD, SDTD, SSO,MTI,CET, RDCIS
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Project Preparation
Business Blue Printing
Realization
Testing and Training
Cutover and Deployment
Hypercare

Note:

1. Project Start point is the signing of contract between IP & SAIL.

2. Master data cleansing will be part of realization activities where IP team will work closely with SAIL Master Data Team.
3. The characters marked on individual activities in the above diagram corresponds to the ‘Activity Number’ as marked in Rollout Strategy Table in this
section. Master data cleansing is continuous process.
4. Support after hypercare in Phase-I & II up to month 31 shall be part of the scope of implementation partner and is part of implementation cost.

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ANNEXURE X: UNIT WISE ESTIMATE FOR HISTORICAL DATA MIGRATION

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ANNEXURE XI: FRS (FUNCTIONAL REQUIREMENT SPECIFICATIONS)

The vendor shall use the following guideline for indicating their proposal against each of the
features listed in the Functional Requirement Specifications (FRS).
Compliance Guidelines Response
The specific requirement or process is a standard feature of the
Standard S
module
The requirement can be realized by modifying the process but
Work Around W
without any development
Customization The requirement can be realized by writing a set of custom codes C
The requirement is not possible or not part of the proposed ERP
Not Possible N
solution

A. FRS- Sales and Distribution Function

Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
SD1 Primary Sales from Plant

SD1.1 Direct Dispatch

Enquiry should be created automatically in the system – Requirement

to create automatically from emails, EP portals, WhatsApp, social
1 media, Chatbot etc standard Inquiry formats and using API (for some
key customers)

Quotation should be created directly or against enquiry – Provision to

2
create one quotation against one enquiry having multiple line items.
On placement of Order by Customer/ Acceptance of quotation, PFA
3
check needs to be done in the system.

4 Provision to receive allocation from APO based on custom logic.

SRM Check needs to be performed in the system and provision to be
5 given to SRMs to check / block / filter. Once accepted by plant,
system generated intimation to go to customer.
6 Order needs to be transferred to plant via interface
Release Order to be created – For road dispatch issued against MP
7 (Quotation). Once the Financial Arrangement is done, the release
order needs to be transferred to the plant.
CA to be received from Plant in CMO SAP system and processed for
8
PO, IR and IL creation.

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
Creation of Sales Order – Standalone SO wrt CA data received in the
9
system.

10 System should support automatic Invoice creation for the sales order.

The system should generate E-way Bill through system developed by

11
EnY in the background.
The system should generate IRN through system developed by EnY
12
in the background.

SD1.2 CMO Direct Sales (PLA NT PROCESSES)

Enquiry should be created automatically in the system – Requirement

to create automatically from emails, EP portals, WhatsApp, social
13
media, Chatbot etc standard Inquiry formats and using API (for some
key customers)
MP should be Received from CMO through PO and Pre-Sale Order /
14
Quotation (Only for Bokaro) should be created.

15 Sales Order should be created in the system.

Road Order Receipt should be created automatically upon receiving

16
xml from CMO system.
System should be able to create Delivery Order from Indent and SO –
In this case, MP data in form of XML should be fetched from CMO
SAP and Pre-Sale Order should be created using MP XML data. Pre-
Sale Order should be then Converted to Sales Order using Custom
17 Development. Based on hardcopy / softcopy of RO and other
authorization documents, Delivery order should be created.
Additionally, Indent, RO, DO and MP may be combined with interlock
facility.

System should allow Amendments to MP with certain conditions. In

18 cases for re-planned MP, dispatches against original MP and re-
planned MP should be made visible by the system and linked.
System should allow Gate Pass / Area Pass / Route Card creation
19
and be Linked with Delivery Order
Creation of Delivery document in the system and Creation of
20
Weighment and Data to be transferred to SAP through RFC

21 Post Goods Issue to be Automatic in the background

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
Shipment – Draft Shipment document should be created if delivery
document is not complete. Railway freight should be downloaded
from FOIS system and uploaded in SAP for shipment cost
22 calculations. Billing document to be created automatically when
Shipment document gets complete.
Uniform traffic management system and rake planning system needs
to be created.
System should create Invoice automatically once shipment and PGI
23
gets completed
System should generate E-way Bill through system developed by
24
EnY in the background.
System should generate IRN through system developed by EnY in
25
the background.
Digital Signature should get applied in Invoices & these needs to be
26
uploaded to DMS.
System should transfer CA data from Plant SAP to CMO SAP where
27
SAP PO needs to send file to CMO ftp location.

SD1.3 Delivery by Road (PLANT PROCESSES)

Custom process for creation of Road delivery plan to be developed in

28
SAP system
System to send the Outbound delivery plan to the Customer via email
29
automatically once it is approved
System should create gate pass which is currently a custom SAP
30
solution used by CISF

31 Weighment Process to be setup in the system

System should support creation of Delivery and posting of goods

32
issue to be performed automatically in the background.
System should create gate pass exit system which is currently a
33 custom SAP solution used by CISF. It should also provision for Night
stay process.
SD-1.4 Delivery by Rail (PLANT PROCESSES)

34 System should provision for creation of Rake Plan

System should provision for creation of E- Demand customized
35 process and explore connection with Railway system and implement
it.
System should provision for Rake ID Generation and Hand over
36
processes.

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should provision for Load Tally Preparation, weighment, and
37
Load adjustments.

38 System should provision for TXR Checking and adjustments.

System should support creation of Delivery and posting of goods

39
issue automatically in the background.
System should provision for Rake make over Process and
40
Transshipment Process.
System should support demurrage Calculation against Rake-ID and
41
the RR process to be setup.

42 System should support Railway Dashboard creation.

43 System should support capturing of RR and Freight Data.

Royalty Calculation Process and Payment Submission – Need
44 process for the Royalty calculation, submission, and pre-dispatch
approval as per the Govt. Regulations.
SD1.5 CMO Stockyard Sales (PLANT PROCESS)

System should support creation of Quotation (MP) directly or against

45
enquiry
System should perform Allocation received from APO and provision to
46
be given to SRMs to check/block/filter

47 System should support sending transfer order to plant

System should support creation and sending of Release Order for

48
road dispatch against MP(Quotation)
System should receive MP from CMO through PO and create Pre-
49
Sale Order automatically

50 System should support creation of Sales Orders

Road Order Receipt – Release Order to be received from CMO

51
through SAP PO in xml file format

52 The system should support sending CMO Price data to plants.

System should support amendments to MP only with certain

53
conditions
System should support creation of Route Card and linking it with
54
Delivery in background
System should support creation of Weighment and Posting of Goods
55
Issue to be performed automatically in the background

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support creation of Shipment (same as in CMO Direct
56
Sales)
System should support creation of Invoice automatically once
57
shipment and PGI are completed
System should support generation of E-way Bill through system
58
developed by EnY in the background.
G System should support generation of IRN through system
59
developed by EnY in the background.
System should support applying Digital Signature in Invoices &
60
Upload them to DMS
System should support transfer of CA data from Plant SAP to CMO
61
SAP and send it to CMO ftp location.
Export Sales via BTSO (Branch Transport and Shipping Office) – At
SD1.6 the Plant

System should support creation of E-BIDDING and setting up of this

62
new process
System should support printing of T&C – It should Capture
63 information of T&C, pricing, product details from the e-bidding sites
and should flow to the work order and movement plan (MP)

64 System should support creation of Contract.

System should support creation of MP with PO number as received
65 from CMO. (PO number Shared by BTSO for dispatch under
merchant export scheme)
System should support creation of Work Order / PO and setting up of
66
this new process in SAP
System should support creation of LC / BG , along with Capturing LC
67
Terms & Conditions and its approval process
System should automate Export Contract receipt from ITD through
68
Mail process
System should support MP Receipt through SAP PO from CMO and
69
create Pre-Sale Order / Quotation (Only for Bokaro) in background

70 System should support creation of Sales Order

System should support creation of Road Order Receipt from Indent

71
and SO
System should support amendments to MP with certain conditions to
72
be performed in background.

73 System should support creation of Delivery in background

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support creation of Weighment and posting Goods
74
Issue automatically in the background
System should support creation of Shipment (same as CMO Direct
75
Sales)

76 System should support creation of Invoice

System should support generation of E-way Bill through system

77
developed by EnY in the background.
System should support generation of IRN through system developed
78
by EnY in the background.
System should support applying Digital Signature in Invoices &
79
Upload them to DMS
System should support the transfer CA data from Plant SAP to CMO
80
SAP

SD1.7 CMO Export Sales/ Sea Export (BTSO)

Wagon/Truck Receipt – wagon/truck numbers need to be auto

populated from CA data and need to be selected for linking with CA –
81
Selection of wagons to be performed contract-wise with no limitation
on number of rows.
Linking of wagon and Creating of IBD – CA numbers and wagon/truck
numbers need to be linked – Rake wise CA linkage need to be
82
performed at plant end. Selection of CA need to be performed
contract-wise.
System should support generation of GRN to be linked with quantity
83
mentioning date of receipt and stock to be accounted
Creating of Lots – Lots need to be created in SAP based on contract
and buyer’s requirement. Lot-wise tolerances not to be checked
84
individually but in totality subject to partial shipment. Currently there is
no option for allowing Partial shipment and this needs to be allowed.
Creating shipment plan – Shipment plan needs to be created lot-wise
85 for each contract as per stowage plan. Option to editing the Lots is a
complex process currently which needs to be simplified.
System should support automatic Confirmation /Activation of
86
shipment plan for giving go ahead to deliveries in SAP
Create delivery (YARD TO WARF) – In SAP stock needs to be moved
87 from stockyard to port for loading and there should be an Option to
select multiple delivery items in one go instead of individual items.
Delivery Reversal – For reversing the delivery challan, Challan to
88 challan reversal should be allowed (should not be linked to no of
pieces and qty)

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
Confirm delivery (YARD TO WARF) – System should capture
89
Confirmation for commencement of vessel loading
Create Sales order – SO needs to be created for OBD and sales
invoicing – At present entire data as per contract must be entered
90
again. Contract should auto populate for SO and any change in
financial document should be updated in SO.
System should create outbound delivery and posting of goods issue
automatically in the background. Present PGI process taking very
91
long time for PGI completion in case of plates. Performance needs to
be improved.
Creating of Lots – Lots need to be created in SAP based on contract
and buyer’s requirement – Lot-wise tolerances not to be checked
92
individually but in totality subject to partial shipment. Currently no
option for Partial shipment is allowed which needs to be allowed.
Creating shipment plan – Shipment plan is created lot-wise for each
93 contract as per stowage plan – Option to editing the Lots is a complex
process currently. Needs to be simplified
System should Confirm/Activate shipment plan for giving go ahead to
94
deliveries in SAP
Create delivery (YARD TO RC00) – In SAP stock is moved from
95 stockyard to RC00 for invoking red clause. Option select multiple
items in one go is required instead of individual items
Delivery Reversal – For reversing the delivery challan – Challan to
96 challan reversal should be allowed (should not be linked to no of
pieces and qty)
Confirm delivery (YARD TO RC00) – Confirmation in SAP needed for
97
proceeding with red clause

98 System should create Sale order for red clause

Return of cargo to YARD – After creation of red clause invoice, the

99
quantity needs to be brought back to yard in SAP
Invoice needs to be generated against challan where challan date
100
should be the posting date for invoice.
For difference in Invoiced and BL qty Need option for printing credit
101
note, which is not available currently
Booking of Excess/ Shortage – Based on PSIC shutout report
102 Excess/Shortage should be booked to offset physical stock differential
with the book balance
Posting of goods to unrestricted – Leftover stock of export contract as
per PSIC shutout report should be transferred to non-export.
103
Reclassification of MTC from plant end is required, currently it is done
after email intimation to ITD or request from BSO

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
104 STTR PO needs to be created for stock transfer for export surplus

Creation of Truck wise loading plan – Multiple entries making system

105 complicated and time consuming. Needs to be simplified. Entries
should flow from STTR Po. Also, it should capture real time delivery
System should create Shipment and Outbound Delivery with
106
automatic PGI
System should create delivery Challan/Invoice automatically.
107 Need Aging& analysis of export surplus stock at yard also the Export
surplus report needs to be dynamic which not in current form.
SD1.8 CMO Sales Return Process (MDSA)

System should accept MDSA Data in form of XML to be received from

108
CMO SAP

109 System should create Return Sale Order wrt Customer Invoice

110 System should create Billing document

System should generate IRN through system developed by EnY in

111
the background.
System should apply Digital Signature in Invoices & Upload them to
112
DMS

113 System should create Return Deliveries wrt Return Sale Order.

System should create Debit / Credit Notes based on the original

114
Invoice. Should be auto intimated to Customer.

115 System should transfer CA data from Plant SAP to CMO SAP

SD1.9 Debit Memo and Credit Memo

System should create Debit note/ Credit Note based on the original
116
Invoice (for 1 Point)
System should generate IRN through system developed by EnY in
117
the background.

118 System should transfer CA data from Plant SAP to CMO SAP

119 System should create perform automatic IR Processing at CMO

SD1.10 CMO Export Sales/ Barge Export (BTSO)

157 | P a g e
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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
Purchase order to be created item wise based on the contract and
confirmation from WH – At present lot of time in used for creation of
120 PO's depending on the number of batches, document upload
functionality can be provided in defined formats that will help
generation of PO much faster.
Receipt of materials to be based on the delivery challans issued by
WH – At present system allows for single batch wise MIGO only, need
121
multiple batch selections which will make receipt of material in SAP
much faster.
Lots to be created in SAP based on contract and buyer’s requirement
– Lot-wise tolerances not to be checked individually but in totality
122
subject to partial shipment. Currently no option for Partial shipment is
allowed, the same is to be allowed.
Shipment plan to be created lot-wise for each contract as per
123 stowage plan – Editing the Lots is a complex process currently.
Needs to be simplified.
System should Confirm/Activate shipment plan for giving go ahead to
124
deliveries in SAP
Delivery to be created (YARD TO WARF) and weighment to be
125 performed. – Option to select multiple items instead of individual
items.
Delivery Reversal – For reversing the delivery challan – Challan to
126 challan reversal should be allowed (should not be linked to no of
pieces and qty)
Confirmation of delivery (YARD TO WARF) in SAP for
127
commencement of vessel loading
Sales order to be created for OBD and sales invoicing – At present
entire data as per contract must be entered again. Contract should
128
auto populate for SO and any change in financial document should be
updated in SO.
System should create Outbound delivery and automatic posting of
129
goods issue.
Lots to be created in SAP based on contract and buyer’s requirement
– Lot-wise tolerances not to be checked individually but in totality
130
subject to partial shipment. Currently no option for Partial shipment is
allowed, the same is to be allowed.
Creating shipment plan – Shipment plan is created lot-wise for each
131 contract as per stowage plan – Option to editing the Lots is a complex
process currently. Needs to be simplified.
System should Confirm/Activate shipment plan – for giving go ahead
132
to deliveries in SAP
Delivery to be created (YARD TO RC00) and option to select multiple
133
items in one go is required instead of individual items.

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
Delivery Reversal – Challan to challan reversal should be allowed
134
(should not be linked to no of pieces and qty)
Confirmation of delivery (YARD TO RC00) for proceeding with red
135
clause

136 System should create Sales order for red clause

Return of cargo to YARD – After creation of red clause invoice, the

137
quantity is to be brought back to yard in SAP
System should create Invoice where challan date should be the
138
posting date for invoice.
System should create Credit notes for difference in Invoiced and BoL
139
quantity
Booking of Excess/ Shortage – Based on PSIC shutout report
140 Excess/Shortage needs to be booked to offset physical stock
differential with the book balance
Posting of goods to unrestricted – Leftover stock of export contract as
141
per inspection/SAP report is transferred to non-export
System should create STTR PO – PO for stock transfer for export
142
surplus
Creation of Truck wise loading plan – details of truck entered –
Multiple entries making system complicated and time consuming.
143
Needs to be simplified. Entries should flow from STTR PO to capture
real time delivery
System should create shipment documents and Outbound delivery,
144
and Post goods Issue against Outbound delivery.

145 System should create delivery Challan/Invoice against PGI.

SD1.11 CMO Export Sales/ Barge Export (BTSO)

System should create contract once order is booked – TDC entries,

146
size wise entry to be automated or paste options to be allowed

147 System should allow modification of Contract, if required.

System should allow printing Contract and Annexures – For signature
148 of ITD and buyer. Line wise totals to be corrected.

System should create Work Order based on Contract and create

Movement Plan (MP) based on Work Order (Integration issues with
149
MP not being available with plant timely. System should be integrated
properly)
System should print Work Order for filling and transmitting to
150
respective plants

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
151 System should provision for viewing MP Details.
System should prepare Road Release Order and allow modification, if
152 needed. It should also allow printing and transferring Road Release
Order to plant.
153 System should create Gate entry process.

154 System should perform Goods receipt and Quality inspection.

155 System should allow creation of Delivery and Loading Slip.

System should perform Weighment based on which Post Goods

156
Issue to be performed automatically in the background
System should perform posting of Proof of Delivery based on bill of
157
lading.
Issuance of Commercial Invoice & MTC for Customs clearance based
on the Invoice given by Plant Stockyard – To prepare and issue MTC,
158.1 Commercial Invoice for Customs clearance based on Invoice given by
Plant [Link] generated invoice, packing list and certificate of
origin in format as per LC/contract is required.

Data capture from commercial document through OCR (for example

158.2 Parking of Invoices/Sales order creation, Reading LC /BG documents
etc)

Finalization of Tenders for Transportation from plant/WH to

Bangladesh and CHA for Nepal, Bangladesh for exports & contract
158.3 management through SAP

SD2 Secondary Sales from Plant

SD2.1 E-Auction Sales

System should create Inquiry / Lot and should maintain Lot history in
159 case a lot is not sold. Provision should be available in the system to
create multiple lots at same time.
System should support Approval process of Inquiry – Uniform
160 approval mechanism for lot creation and fixation of reserve price.
Reserve price to be kept in encrypted file.
System should support Creation of Quotation / Auction List / Auction
161
Notice.

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support sending Auction Data from Plant SAP to MJ.
162 Also, integration with other platforms e.g., GEM portal needs to be
explored and implemented.
System should support Price Fixation Process (For Coal, this process
163 is before the Auction Notice Generation) – Process to be made within
SAP and Data Encryption is required.
164 E-Auction Process at MJ side – Not in scope

System should support receiving of Auction results from MJ to Plant

165
SAP – Approval process based on DOP needs to be implemented
System should support Price Opening Process where Data
Encryption needs to be in place. In addition to this, system should
166
also be setup for the Auction Committee recommendation process
and should capture the recommendations before approval process.
System should support Price Approval Process where Workflow to
167 approve, needs to be in place and Data Encryption also needs to be
in place.
System should support Creation of Contract, Sales Order / Delivery
Order. Provision should be made in the system for the Contract /
Sales Order approval process and the Contract / Sales Order should
168
be created only after approval. Email should be sent to customer from
system, and it should allow entering additional inputs prior to sending
the email to the customers.
System should support Earnest money deposit (EMD) transfer from
169
MJ and implement online mechanism for EMD transfer.
System should support Creation of Payment Request and Creation of
170
Money Receipt/Pay in Slip, and Linkage to Payment Gateway.

171 System should support Parking & posting of financial documents

System should support creation of digitally signed Delivery
Order/Sales Order post customer payment. Approval process should
be in place and once approved, the Delivery Order / Sales Order
172
should be sent to the customer directly from the system. Additionally,
system should also apply Credit Controls and block in case of any
credit failures.
System should support Master data creation for authorized
173 representative, Creation of gate pass and Route card. Delivery
creation should take place in the system post that.
System should support Creation of Weighment and Posting of Goods
174
Issue automatically in the background

175 System should support posting of Proof of Delivery

161 | P a g e
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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
176 System should support creation of Invoice

System should support generation of E-way Bill through system

177
developed by EnY in the background.
System should support generation of IRN through system developed
178
by EnY in the background.
System should support applying Digital Signature in Invoices &
179
Upload them to DMS
System should support Refund/Forfeiture/Adjustments and Account
180
Clearing

SD2.2 Fixed Price Sales

System should support creation of Inquiry and approval process of

181
Inquiry

182 System should support creation of Quotation

System should be setup for the Fixed price committee
recommendation process and should capture the recommendations
183
before approval process. System should support the Fixed Price
Approval Process based on the recommendations.
184 System should support finalization of customer list
System should support Creation of Contract, Sales Order, Delivery /
Release Order and Weighment. The Delivery/Release Order should
get created only after receipt of payment of Sale Order in the system.
185 System should support Master data creation for authorized
representative, Creation of gate pass and Route card. Delivery
creation / Release Order creation should take place in the system
post that.
System should support integration with weigh-bridge and Posting of
186
Goods Issue automatically in the background.

187 System should support Posting of Proof of Delivery

System should support Creation of Invoice automatically in the

188
background
System should generate E-way Bill through system developed by
189
EnY in the background.
System should support generate IRN through system developed by
190
EnY in the background.
System should support applying Digital Signature in Invoices &
191
upload them to DMS

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
SD2.3 MOU/Agreement

System should support approval Process of MOU/Agreement, Price,

192
and Payment Terms
System should support Creation of Inquiry and approval process of
193
Inquiry

194 System should support Creation of Quotation

195 System should support Creation of Contract

196 System should support Creation of Sales Order and linking it to MOU.

197 System should support Parking & posting of financial documents

198 System should support Credit Control Management

199 System should support Creation of Delivery and Weighment.

System should support Posting of Goods Issue automatically in the

200
background

201 System should support Creation of Invoice

System should support generation of E-way Bill through system

202
developed by EnY in the background.
System should support generation of IRN through system developed
203
by EnY in the background.
System should support applying Digital Signature in Invoices &
204
Upload them to DMS
System should capture the performances for Dispatch status and
205
should calculate the penalty/incentive based on the review.
System should support Refund/Forfeiture/Adjustment/Account
206
Clearing

SD2.4 Asset Sales

207 Identification of Idle Asset – Not in Scope

208 Approval for Idle Asset Sale – Not in Scope

System should support Creation of Inquiry and Approval process of

209
Inquiry

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support Creation of Quotation
 Details of idle assets/surveyed off/obsolete items to be made
available for all sister units.
210
 Access to be provided to the sister units to book the same in
the system for internal use.
System should support generation of IPT order.
System should support Creation of Auction Notice and Sending
211
Auction Data from Plant SAP to MJ.
System should support Price Fixation Process where Data Encryption
212 needs to be enabled. (feeding of WDV and calculation of assessed
value)
213 E-Auction Process at MJ side – Not in Scope

System should support receiving of Auction results from MJ to Plant

214
SAP
System should support Price Opening Process where Data
215
Encryption/Decryption needs to be enabled.
System should be setup for the Auction committee recommendation
process and should capture the recommendations before approval
216
process. System should support the Auction Price Approval based on
the recommendations and through Workflows.
System should support Creation of Contract, Sales Order / Delivery
217
Order
System should support Creation of Payment Request / Money
218
Receipt / Pay in Slip
System should support Creation of Delivery, Weighment and Posting
219
Goods Issue automatically in the background

220 System should support Posting Proof of Delivery

221 System should support Creation of Invoice

System should support generating E-way Bill through system

222
developed by EnY in the background.
System should support generating IRN through system developed by
223
EnY in the background.
System should support generating digital signature in the invoices &
224
send them to the customers via mail
System should support Refund /Forfeiture/Adjust of customer
balances and clearing of transactions of all types of sales. Clearing of
225
Transaction for all type of sales-Security Deposit and EMD clearing
and Sale Offer wise clearing.

164 | P a g e
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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
SD2.5 Intercompany Sales

System should create Inquiry automatically after receiving details

226
through mail and support approval process of Inquiry

227 System should support Creation of Quotation

System should support Price Approval Process where Data

228
Encryption is needed to be in place.
System should support Creation of Contract / Sales Order / Delivery
229
Order
System should support Route Card creation – Applicable of by-road
230 dispatches. All weigh-bridge data (tare wt., gross wt.) to be inked with
the Route card number.
231 System should support Creation of Delivery
System should support Creation of Weighment – Need to explore the
232 functionalities in legacy systems (TRAMS, Easy weigh) to integrate
with SAP
System should support Posting Goods Issue automatically in the
233
background

234 System should support Posting of Proof of Delivery

235 System should support Creation of Invoice

System should support generating E-way Bill through system

236
developed by EnY in the background
System should support generating IRN through system developed by
237
EnY in the background
System should apply digital signature in the invoices & send them to
238
the customers via mail

SD2.6 Debit Memo and Credit Memo

System should support Creation of Debit note/ Credit Note based on

239
the original invoices
System should generate IRN through system developed by EnY in
240
the background
System should generate digital signature in the invoices & send them
241
to the customers via mail

SD2.7 Free Sales

165 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
242 System should provision for Management approval for free sales

System should support Creation of Sales Order / Delivery Order after

243
customer deposits cost of material
System should support Route Card creation and linking of
244
weighbridge data
System should support Creation of Delivery and Creation of
245 Weighment. Also, need to explore the functionalities in legacy
systems (TRAMS, Easy weigh) to integrate with SAP
246 System should post Goods Issue automatically in the background

System should support Creation of Invoice automatically in the

247
background
System should generate E-way Bill through system developed by
248
EnY in the background.
System should generate IRN through system developed by EnY in
249
the background.
System should apply Digital Signature in Invoices & Upload them to
250
the DMS

SD2.8 Internal Transfer Order

Management approval to be provisioned in SAP – Online workflow-

251 based approval should be in place, costing should be system based
and transfer price mechanism should be also system based
System should support creation of Internal Transfer Order, Sales
252 Order, Delivery and Weighment – Need to explore the functionalities
in legacy systems (TRAMS, Easy weigh) to integrate with SAP

253 System should post Goods Issue automatically in the background

System should create Financial Accounting document. Also, internal

254
consumption is to be reported in Annual accounts.

SD3 CMO – Order Booking

SD3.1 Stockyard Sales (this includes sales from EPAs)

Enquiry should be created automatically in the system – Requirement

to create automatically from emails, EP portals, WhatsApp, social
255
media, Chatbot etc standard Inquiry formats and using API (for some
key customers)
System should support Creation of Quotation. System to have
256
provision to create proforma invoice against quotation

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
257 System should support Creation of Sales Order / ITO Order
System should support Creation of Advance Payment – Financial
arrangement by way of secured or unsecured credit to be handled in
FI module. However, bulk advance needs to be taken from customers
258
against which multiple orders need to be linked. Provision to capture
details of Invoices/Offers against which customer has made payment
to be given to customer.
259 System should support creation of Money Receipt

System should support creation of Delivery and Shipment and link it

260
to the financial arrangement
System should support Creation of Gate entry and Weighment and
261
API based automatic weighbridges.
System should support Posting of Goods Issue automatically in the
262
background

263 System should support Posting of Proof of Delivery

264 System should support Creation of Invoice

System should generate E-way Bill through system developed by

265
EnY in the background.
System should generate IRN through system developed by EnY in
266
the background.

SD3.2 Export Sales - From Warehouse

267 System should support E-BIDDING process

System should print T&C – It should capture information of T&C,
268 pricing, product details from the e-bidding sites and it should flow to
the work order and movement plan (MP)
System should support Creation of Contract / Creation of Sales Order
269
based on MP as received from CMO / Work Order / PO
System should support Creation of LC / BG, along with Capturing LC
270
Terms & Conditions and the approval processes
System should support Creation of Gate entry in SAP, Creation of
271
Goods receipt, and Quality inspection document in SAP.
System should support Creation of Delivery, loading slip against SO
272
and Weighment.

273 System should Post Goods Issue automatically in the background

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
274 System should Post Proof of Delivery based on bill of lading
System should support Creation of Invoice, Preparation of Packing
275 List, Country of origin, customs invoice. Also, needs automation for
capturing the information and printing the same.
SD3.3 Export Sales - From Plant

276 System should support E-BIDDING process setup

System should support Creation of Quotation, Sales Order from MP

277
as received from CMO, and Work Order / PO
System should support creation of LC / BG, along with Capturing LC
278
Terms & Conditions and its approval

279 System should support Creation of Delivery and Weighment

280 System should post Goods Issue automatically in the background

281 System should support in Creation of the Shipment document

282 System should support Creation of Invoice

System should generate E-way Bill through system developed by

283
EnY in the background.
System should generate IRN through system developed by EnY in
284
the background.
System should apply Digital Signature in Invoices & Upload them to
285
the DMS

286 System should transfer CA data from Plant SAP to CMO SAP

287 System should support CA processing and create OBD and Invoice

SD3.4 Stockyard Returns

System should support in Creation of Quality Complaint received from

288
EP
System should support in Creation of Quotation based on QC
289
recorded and status of inspection
System should support in Creation of Return Order and Return
290
Delivery
System should support in Creation of Inbound Weighment and
291
posting Goods Receipt and Transfer Order

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support in Creation of Credit Note or Invoice Receipt
292
against GST challan
SD3.5 Direct Dispatch

Enquiry should be created automatically in the system – Requirement

to create automatically from emails, EP portals, WhatsApp, social
293
media, Chatbot etc standard Inquiry formats and using API (for some
key customers)
System should support Creation of Quotation directly or against
enquiry. Also, provision needs to be built in system to create one
294
quotation against one enquiry having multiple line items. System to
have provision to create proforma invoice against quotation
System should support PFA checks, perform Allocation as received
295
from APO and perform SRM Check.
System should transfer orders from CMO to plant and issue Release
296
Order for road dispatch issued against MP
System should support CA Receipt and Processing from Plant,
297
resulting into PO, IR, and IL creation
System should support Creation of Standalone Sales Order wrt CA
298
data and Creation of Invoice
System should generate E-way Bill through system developed by
299
EnY in the background
System should generate IRN through system developed by EnY in
300
the background
SD3.6 Direct Dispatch Return

System should support Creation of Quality Complaint received

301
through EP
System should support Create of Quotation based on QC recorded
302
and inspection status
System should support Creation of Return Order, Return Delivery and
303
Inbound Weighment
Material Receipt at Stockyard Process – Process of direct dispatch
304
diversion to stockyard to be setup
System should Create Credit Note or Invoice Receipt against GST
305
challan

SD3.7 MDSA

System should support Creation of MDSA against IL during CA

306
processing
307 System should support Creation of Quotation

169 | P a g e
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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support Creation of credit note if customer invoice is
308
generated
309 System should transfer SYD MP to plant
System should support CA Receipt and Processing from Plant
310
resulting into PO and IR creation

SD3.8 Tender Sales

System should support Creation of tender lots – Steps include

311 inspection number for batches in lots, approval through workflow and
generation of tender
System should support Sending Auction Notice from CMO SAP to
312
Metal Junction

313 E-Auction Process at MJ side – not in scope of SAP

314 System should capture auction results as received from MJ

System should support E-Auction Approval process where Approval

315
note needs to be prepared and approved through workflow
System should support Creation of quotation and Offer generation
316
against lot(s) in tender number

317 System should support creation of sales order against offer letter

System should support in Creation of Advance Payment and Money

318
Receipt

319 System should support in Creation of Delivery

320 System should support in Creation of loading slip against SO

System should support in Gate entry setup which is automatic entry in

321
boom barrier system.

322 System should support in Creation of Weighment

323 System should Post Goods Issue automatically in the background

324 System should support in Posting Proof of Delivery

325 System should support in Creation of Invoice

System should generate E-way Bill through system developed by

326
EnY in the background

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should generate IRN through system developed by EnY in
327
the background
SD3.9 STO

328 System should support in Creation of Quotation against enquiry

System should support Receiving and Performing Allocation from
329 APO and Provision to be provided to SRMs to check/block/filter
allocation
330 System should support in Transferring orders to plant
System should support in the creation of Release Orders and issue it
331
against MP(Quotation)

SD3.10 Railway Materials

332 System should support in Receipt of bulk indent from Railway Board

System should support in Receipt of PO from Zonal Railways. Also,

333
Creation of Annual Railway order in the system to be evaluated
System should support Receipt of Dispatch Advise from Zonal
334 Railways. Also, Creation of PO from Railways in the system to be
evaluated
335 System should support Creation of Enquiry and Quotation (MP)

System should support Creation of Release Order and Creation of

336
Material Dispatch from plant

337 System should support in Posting of Proof of Delivery

System should support in CA Processing and Creation of order and

338
billing documents
System should support in receiving the Quarterly allocation by
339 Railway Board. Also, Creation of Annual Railway order in system to
be evaluated.
System should support acceptance of Purchase order from Zonal
340 Railways. Also, Creation of PO from Railways in system with multiple
consignees need to be evaluated.
341 System should support in Creation of Quotation (MP)

System should support in Creation of Release Order and Creation of

342
Material Dispatch from plant

343 System should support in Posting of Proof of Delivery

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support in CA Processing and Creation of order and
344
billing documents

345 RBC Contract to be received – not in Scope of SAP

346 Release order from Zonal Railways – not in Scope of SAP

System should support in Creation of Quotation (MP) directly or

347
against enquiry

348 System should support in Creation of Release Order

349 System should support in Creation of Material Dispatch from plant

350 System should support in Posting of Proof of Delivery

System should support in CA Processing and Creation of order and

351
billing documents
System should support in Creation of railway's commercial invoice.
352 Also, provision of automatic creation of railway's commercial invoice
needs to be setup
353 RBC Contract to be received – not in scope of SAP

354 Release order from Zonal Railways – not in scope of SAP

355 System should support in Creation of STO (MP)

356 System should support in Creation of Material Dispatch from plant

357 System should support in Creation of Receipt of material at stockyard

358 System should support in Issuance of sales order

359 System should support in Creation of Delivery from stockyard

360 System should support in Posting of Proof of Delivery

System should support in CA Processing and Creation of order and

361
billing documents

362 System should support in Creation of railway's commercial invoice

SD4 CMO – Marketing

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
SD4.1 Samples / Free of Charge / Promotional Sales

System should support in Creation of Sales Order / Delivery / Loading

363
Slip

364 System should support in Creation of Weighment

365 System should support in Posting of Goods Issue

366 System should support in Posting of Proof of Delivery

System should support in Creation of Invoice / Generation of E-way

367
Bill and Generation of IRN

SD4.2 Pricing

Price Fixation and Revision Process – System should support in

maintaining condition records for the different conditions – Base price
368
fixation, Quality extra fixation, Dimension extra fixation, TDC fixation,
Freight fixation, Stockyard margin fixation, Statutory levies tracking.
System should support in maintaining pricing procedures for the
different calculations – List price calculation, General price
369
calculation, Contract price calculation, Price enquiry for existing
material, Pricing for Generic material, Landed price calculation.
System should support in maintaining pricing procedures for the
370 Conversion price calculation. Also, price calculation for channel sales
like dealer / distributor need to be mapped.
SD4.3 Rebates

Issue MOU Policy from system and Capture MOU demand in CRM by
371 SAIL / Customer. System should also capture MOU
enhancement/reduction by SAIL/Customer
System should support in transferring MOU document to ECC after
372
approval through workflow
System should support in Creation of rebate agreement, capturing
373
MOU benefit as per scheme
System should support in maintenance of different Elements of rebate
374 agreement as separate condition – TOD, Consistency Incentive,
additional TOD, Special quality incentive, Quarterly incentive.
System should support in maintenance of Accrual of various MOU
375
benefit and Accrual based on standard process

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support in Correction of rates of benefit and quantity
376
of benefit

377 System should support in Deduction of benefit on return of material

System should support in Creating credit memo request against RA

378
accruals
System should support in Approval of credit memo request and
379
Issuance of credit memo automatically
System should support in Closure and reversal of benefit on failure
380
automatically
System should support in maintaining IFC rate and IFC condition for
381 various MOU types. IFC slabs need to be maintained as per MOU
policies in a separate table
System should support in setting up IFC provision as per policy and
382
generating IFC credit notes
System should support in Creation of rebate agreement using
383
customer code, product period and QLI rate
System should support in Maintenance and settlement of rebate
384 agreements which includes Creation of credit memo request towards
settlement or closure.
System should support in Creation of dealer/distributor agreement.
385
Also, Scheme for dealer / influencer need to be mapped.
System should support in Creation, maintenance and periodic
386
settlement of rebate agreements.
System should support in maintaining SSIC rebate rates condition
387
record
System should support in passing rebate at invoice stage so that the
388
condition records at SO/MP stage can be passed to invoice
Rebate management functionality is required for variant materials as
389
well

SD4.4 Discount

System should support in building MT from HQ to Region and MT

390
from Region to Branch.
System should support in maintaining discount conditions from MT
and Additional discounts through MT, Additional discount through e-
391
proposal workflow, and Manual discount conditions and
dealer/distributor discounts
System should support in Sales report analysis of rebate utilized vis a
392
vis max limit

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support generation of Credit / Debit memos. Provision
393 to take confirmation from customer regarding prospective Credit/Debit
Note before issuance.
SD4.5 Account Management

394 Categorization and Selection of Key Customers – not in scope of SAP

System should support in Management & performance review for Key

395
Customers which needs to be setup in the system

396 Selection of Channel Partners – not in scope of SAP

System should support Management & Performance Review of

397
Dealers Channel Partners which needs to be setup in the system

SD5 Miscellaneous

SD5.1 Scrap Sales

System should support in creating Linkage between STO weighbridge

398 and lot creation for final scrap quantity. Between Weighbridge and
GRN, lot generation needs to be setup

SD5.2 Mineral Trading

Import bulk materials (MM process) – System should support Sale of

399
bulk materials (Stockyard Sales)

SD5.3 Commodity Loan

System should support in Sale of commodity products (Stockyard

400 sales) where Invoice needs to be Posted to special GL instead of
revenue GL
SD5.4 Bulk Import

Currently, against PO receipt, material is received at the given

storage location and during the import dispatch of bulk materials, lot
of parameters are taken into consideration like available stock,
estimated receipts, receiving plant requirement, rake availability,
401 freight consideration, rake loading capacity, allowed discharge
capacity of port. System should explore possibility and implementing
of any solution for this process. On line daily port plant linkage over
plan wise dispatch plan in line with constraints as provided to the
system.
System should support in Maintenance of condition records at
402
different levels.

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support Creation of another stock order transfer PO,
Stock movement, Goods receipt and invoice receipt, Movement of
Sloc to Sloc (dummy), Creation of internal order, Out bound delivery
403 The po created after sailing of the vessel should be the only purchase
order in the system. System should ensure that the Branches are not
required to create another Z stock transfer order PO incorporate port
costs inside the Batch.
System should support in exploring the packing integration with FOIS
and implement as needed along with Posting of Goods Issue System
404
should connect with FOIS and down load wagon wise details in
EXCEL FORMAT.
405 System should support in Creation of Invoice.
System should support in Creation of Shipment document and
Shipment cost document. This needs to be automated at outbound
delivery level itself, without affecting the valuation process. (System
406
should do away with Shipment document and shipment cost
document. Same functionalities should be added with the outbound
delivery.)
407 System should support in Vendor payment.

408 System should support in Posting of Physical inventory

SD5.5 Dealer Distributor system

System should support in Inbound sales data transfer from

409
distributors and dealers to SAP

410 System should support in Verifying recommended selling price

System should support in Verifying incentive payable by distributor to

411
dealer and creating and verifying commissions to distributor

SD5.6 Non-Bulk and Air imports

System should support in Creation of sales order and linking of WBS

element. (Visibility for documents created during shipment, like Bill of
412 lading, invoice, packing list, transport challan, technical write up, etc.
should be there, supplier should have option to upload these
documents into our system, through an interface).
System should support in Creation of Outbound delivery based on SO
413
that includes packing of containers

176 | P a g e
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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should support in Creation of shipment documents to allocate
cost heads. There is also the requirement for bulk creation of
shipment documents at once. (Container wise entry is being done, 10
trucks mean 10 OBD, single OBD to be allowed with provision to
414
enter different shipment details of each container, excel utility also to
be developed for enabling upload. Shipment costs can be entered at
the OBD stage itself, and in bulk so that need for creation of shipment
document and cost is eliminated)
System should support in Creation of shipment costs and transfer of
415 costs where bulk creation facility is also required.(the same should be
allowed in bulk and also excel utility to be enabled).
System should support in Posting of Goods Issue and Creation of
challan for transport auto PGR and PGI based on data in port website
416 should be possible. Single click stock transfer from one storage
location to another should happen, costs to be taken through SAP or
through excel entry and in bulk.
System should support in Checking of stock report-MR11 should not
417 be required, as stock will be taken in Plant PO itself and port will only
act as a temporary storage location
System should support in Creation of Vendor Payment where bulk
418
creation facility is required
System should support in Creation of segment transport entries at
start of contract along with finalization of transportation cum CHA
419
tendering cycle & contract management through SAP

Data capture from commercial document through OCR (for example

Parking of Invoices/Sales order creation, Reading LC /BG documents
etc)
Need report that should show, file number, master vessel, voyage
number, TS vessel, voyage, B/L number, Bl date, INCO term,
containerized/LCL, number of 20 foot container, number of 40 foot
container, item , weight in KG, Volume in CBM , ETA/ATA, LLD, port
free time, slot free time, slot return date, information arrival date, date
of arrival of copy documents, date of arrival of original documents,
date of payment of shipping line bills, date of DO, date of draft BE
finalization, BE number, BE date, date of duty payment, date of
landing at port, location of material, contractor who is going to clear
the cargo, OOC date, indent date, delivery date, material, Plant
external PO number, name of supplier, CFS cost, port rent container
detention, load port, shipping agent name, recovery from transporter,
recovery from supplier, date of clearing of CFS bill, Date of clearing of
transporter bill, , reason for removal to CFS, reason for removal
detention/for exceeding 4 days, customs interest/fine incurred,

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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
Interactive dashboard required also filtering option to be provided just
like excel

SD6 Customer Complaints

SD6.1 Entry of Quality Complaints

Customer Complaints are received Via Mail/Letter/telephone/ through

SAP CRM Module against the customer Invoices within 60 days of
receiving the invoices. The complaint is then verified and in case it is
420
more than 60 days from date of invoice, approval is needed from the
competent authority. – currently performed in CRM and e-proposal
platform and not in scope for SD.
System should support creation of complaints in SAP if received
within validity, or after approval from the competent authority. For
onsite registration of complaints, mobile applications such as 'Fiori'
need to be used. The complaint should capture nature of complaint,
421 defect type, description of defect and other details. It should also
allow entry of status of whether transportation is reimbursable and
entry of who will return the material – This needs to be in synch with
SAP QM module and SAP CRM and should be handled through
Workflows & Email notification for complaint status.
SD6.2 Inspection of customer Quality complaint

Inspection is done offline as per delegation given in the marketing

policy based on quantity, customer type, product type, defect type
(visual / nonvisual) and location of selling branch and it needs to be
422 then updated in the Quality Complaint and the header status is
changed to ''Under Inspection". The inspection details are entered in
the Inspection document header and the status of the document is
changed to ‘Accepted’ / ‘Rejected’.
SD6.3 Returns Order Creation

System should allow creation of returns order for the customer

423
complaint on acceptance of the quality complaint and due approvals
System should generate the print-out of this return order which would
serve as an authorization letter to the customer. System should also
424
allow creation of the Return Delivery Order automatically from the
return order.
System should support in Creation of the Credit Memo referring to the
425
Return order based on approvals and return data.
Credit Memo would be created in the system referencing the credit
SD6.4 memo request after the necessary approvals.

178 | P a g e
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Bidder’s
Functional Requirement
Sl. No. Response
(S/W/C/N)
System should trigger a workflow approval for the credit memo and it
426 should remove the billing block on approval before credit memo gets
created.

SD6.5 Capturing of test results for converted material

System should allow Input of Maximum /Minimum results of

427 converted material. Presently, SAP QM module is used for updating
results of the finished product lots – not in scope of SD.
System should allow delivery of material for Stock Transfer or Sales –
428
this is done in SAP MM module and not in scope of SD.
Capture complete customer enquiry. Based on available stocks,
429 create offer for syd sales. For balance, either plan syd stocks from
plant or send order to plant for DD. Complete order tracking required.

430 Capturing and processing of orders based on Customer group also

431 Selling Price Forecasting. Model also to be developed.

System should throw up expected delivery date at the time of enquiry
432
and order. Advanced ATP. Promise to deliver.

Auto replenishment model for Distributor / Warehouse stocks. System

433
should generate order for which approval would be required.

SD7 Buy and Sell

434 Provision to Buy and Sell materials from external Vendors

435 Place PO on external Vendor for materials
436 Issue SO from materials received from external Vendors
437 Rebate Management and Discount process for Buy and Sell materials
438 Material return process for Buy and Sell materials
439 Stock accounting of external vendor stocks
440 Payment process to external vendor for materials received

Note: Please Note that steps related to CA Transfer & Processing and XML Generation, and RO
Transfer and XML Generation, will NOT be applicable in case the Go-Live strategy changes
from Staggered to Big-Bang approach.

179 | P a g e
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B. FRS- Material Management Function

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
MM1 Material Procurement
MM1.1 PR - Route
MM1.1.1 Sourcing
The system should have the ability to do annual budget
forecasting based on planning for spares, consumables and
raw material procurement. It should have the frequency and
cycle of data for annual planning based on the projected
production plan/mix. It should be integrated with PP, PM, and
SD for requirement planning and there shall be an output for
FICO. The annual procurement plan is prepared before the
annual business plan meeting (ABP), current and previous 3
years consumption is used as the base document for predicting
1.
the need for spares during the ABP. Planned shutdowns and
capital repairs are also considered before prediction. After the
finalization of the ABP, budget allocation takes place based on
techno-economic parameters finalized in ABP, system should
have the capability to manage and process
input/outcome/information from ABP for determining planned
expenditure for next FY. Linkage with PM-PP-MM-Fund
Management, so that cost and budget can be planned for
[Link] integration for budget management is a requirement.
PR Process
The system should be able to create, manage and process
purchase requisitions (PR), Generation of PR should be
triggered from PP & PM modules. However, adoption of PR by
copying (Previous PR, PO, Contract Scheduling Agreement
etc. should also be available) and entering should also be
available. While creating PR relevant data should be derived
from relevant masters and Roles and authorization. Definition
of master also includes any z-structure used for master data.
The system should have the facility to process, control, procure
2. and recommend task force items. Items, such as conveyor
belts, idlers etc. are items that are procured exclusively by the
task force. Tagging in material master and linkage with product
codification is also required for materials. Wherever, we have
items, which have an approved or trial vendor, a mapping with
the vendor is also required in the system. Material master
should have flagging for obsolete / surplus / Deemed-Obsolete
/ Non-Moving / Deemed-Nonmoving. PR should have
functionalities based on blocking validation of material and
vendor.
The system should be able to capture, club, collate and
3. optimize (Tool Based) demands from various departments for
procurement of Task Force (TF) items/ common materials, with

180 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
the ability of recorded online deliberation (Negotiation and
Consulting) and approval of these procurements as per
Delegation of Power (DOP) /Purchase Contract Procedure
(PCP). TF meeting calendar and mapping of TF activity
schedule in the system. TF approved Quantity and Vendor
Base fixation. System should be able to validate the TF
approved quantity w.r.t subsequent purchase requisition
quantity (Sum of PR quantity should not be more than TF
approved quantity for a TF year).
The system must be able to perform Material Requirement
Planning (MRP) run. MRP should have an integration with PP,
PM and FI (for budget) modules. The standard MRP run is not
able to create favorable requirements, hence requisite
modification is required in the MRP program, to seamlessly
4. create PR for Automatic Procurement (AP) Items from MRP.
System generated alerts for AP items and provision of
escalation matrix mapping for AP items is also required.
Provision of basis of MRP projection should be available with
audit trail. System should facilitate requirements w.r.t approval
and screening of MRP PR as detailed in PCP & DOP.
The system should be able to capture, record and process the
5.
floating of expression of interest (EOI) and Pre-bid meetings.
The system should possess the competency to create, manage
and process PR for all type of materials and Tender Modes
including PR for trial Items, for reserved items, for INDAS
(Indian accounting standard) materials, PR critical to capital
requirement of a department as per Vital, Essential, Desirable (
VED ) Analysis, for Inter Plant Transfer (IPT) material
,KPI/Manpower based, and a single PR for both material and
service etc. There should be a unique identification for each
type of PR like trial and emergency PR, this identification shall
be used for generating MIS and KPIS. In the case of reserved
items like ISO, MSE Reserved, women reserved etc., they
should have a link with vendor registration. In the case of
6. INDAS items, where the value exceeds greater than 10 lakhs,
they should be procured as assets. These all should also be
visible in standard reports. In the case of IPT material as per
prevailing practice and guideline (an IPT material is a product
from one SAIL unit and other SAIL units are a consumer to it)
tracking of order fulfillment and mapping of accounting and
availability and transfer debit advice is needed plus conversion
of goods, which may be subcontracting may also be applicable.
In case of IPT material Subcontracting process may have the
option of sales to customer. Emergency PR will have a different
type in the system. There should also be a scheme like field for
PR which are for capital repair, so that management reporting
can be applied at various levels such as pending PR/ Pending

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Tender, MSE reserved, etc. The PR for capital repairs should
have integration with PM module.
Provision of Rate Contract (RC) PR without budget
appropriation, budget should be consumed when raising back
up PR/PO.

Provision of Generation of Checklist should be available,

system should also validate the check list against actual
entries.

Provision of both material & service RC should be available,

provision for both value based and quantity Based RC contract
Should also be available.

The system should have the capability to manage and process

Provision of checklist for PR During the creation of a Purchase
Requisition (PR), a checklist of mandatory documents to be
attached should be available.
All information captured at PR stage should be validated
against their list of values/ interdependent list of values and
available for subsequent MIS generation.
Scope of data entry and visibility of fields /tabs in the screen
should be logic and document type and authorization based.
Provision of determination of Indenter by Storage Location / PR
Document Type / Cost Center / Fund Center / Plant /Company
Code. Provision of timeline based Updating provision should be
available to the HOD of the fund center / Cost Center.
Provision of determination of Purchase/Dealing Officer,
operating in the Purchase Group by Linkage with Material
Group / Material Type/ PR Document Type /Import /Indigenous
/Storage Location / Plant etc. should be available. Provision of
timeline based Updating provision should be available to the
HOD of the purchase group.
The system must be able to perform subcontracting scenarios
for vendors (Outside SAIL) and subcontracting scenarios in the
7.
case of SAIL units. Both these scenarios need to be mapped in
the system.
The system must be able to record and capture the quality
plans of materials in document management systems (DMS),
for both SAP and non-SAP DMS. Functionality of searching not
limiting to short text of DMS, search facility should include
material long text and also the content of the attached
8.
document. For all commercial documents, DMS integration is
required. Quality plans should also be integrated with DMS.
Facility of storage in GOS along with content search in
attached document is a desired functionality. Provision of
documents associated with Result recording should also be

182 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
stored in DMS. Integration should also be present in the case
of Design department drawings and project drawings.
Functionality to save all the attachments at one place and
authorization-based navigation to the attachments.
The system must be able to create, manage and process all
types of PR including PR for:-CPA, for rate contract, for repeat
order (to meet conditions of PCP as per clause 5.1.1) , for
proprietary items, for small value items (which are as per PCP
definition) and for imported spares. In case of Centralized
Procurement Agency (CPA) system should facilitate
consolidation of demands within SAIL units and across SAIL
units. Backup orders at respective plant units should be as per
the allotted quota, to be mapped in the system. For proprietary
items, integration with PM module, approval process with PDF
output, proprietary item level flagging and proprietary certificate
approval is required. For Imported spares, the approval DOP
9.
shall be in Indian Rupees. Approving agents (agent
determination) should have linkage with HR module. For all MM
processes wherever, Approval is required system should have
the capability to manage and process DOP. Uniform Delegation
of Power (DOP) should be implemented throughout SAIL,
except, at the smallest unit. System should be able to manage
and process Uniform workflow.
Provision of approval intimation, to concerned agencies (Like
Purchaser, Indenter etc.) should be available. Provision of
Intimation/Alert/Red flagging for PR not converted to
casefile/Tender/PO/Delivery should be available in
Procurement dashboard.
The system must be able to generate, record and process the
screening sheets and cost estimates based on historical data in
accordance with PCP norms. This should contain the following
- Last Five Years consumption, Open PR/PO Dues in , Price
Trends of Earlier PO , Integration with WPI , Integration with
Metal Price Index, Integration with Currency Rates , PVC
calculation based, Material Quality Complaints , Past
10. Procurement Vendor Base and Vendor Ratings, Description
change history(Vendor & Material)Facility for Scientific
/engineering estimate preparation is required, Facility and
Integration of Approved Vendor List is also required. Facility to
obtain, process and store budgetary offers received is also
required.
Data should be generated and available in the system for
above information
The system must be able to do validations and linkage with
Master Data. Provision of single point material/ service
11.
creation. Any change in Material Master should not impact past
approved PR and other follow-on documents. Provision of

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
description review of materials based on validations and master
data governance rule should be made available. There should
be a version control of Material, Vendor and Service.
The system must be able to carry out the Budgeting. Budget
checking is mandatory. Document date-based Budgeting is
12.
required in plants. Some Processes are not budget relevant.
Integration with FICO Module.
The system must be able to carry out the hierarchy / Roles
Authorization for PR. Request for Roles and Authorization
should be automated. Bunching of Roles to Perform activity
and red flagging of conflicting roles should also be there. In the
13. case of authorization of PR and Fund Centre, MM object
linkage with User/Indenting Department & Unit, Procuring
Group and Stock Release Group is required for better
functionality. Identification of Stock of an individual department
is also required.
The system should have the functionality to do PR Printing / pdf
generation with printed Clearance remarks, Cost estimate
printing, Proprietary approval certificate Printing, Essentiality
Certificate (STNP) and Emergency Certificate print, Small
14. Value Procedure Declaration, non-availability certificate ,
preview &pdf output are also to be included. Provision for
Copying of Standard Text (Like Small Value as Per PCP, QAP
text, Codified Eligibility Criteria etc. to Separate PR Text-ID for
further processes.
Formation of Standing/Standard committees after Approval
from competent authority. The same should be available in
sub-sequent usage as per appropriate triggering event.
Example of Committee : Proprietary committee , Indent
Screening/Scrutiny Committee, Task Force Committee /
Tender Committee / Material Review Board / Idle Asset
Committee etc.
Provision of marking of members / nominee and the
designation of the person who can nominate as per DOP.

Provision of object with note functionality and display of its

15.
comments in approval note should be available in all MM
approvals.

Trigger of Superannuation / Transfers / Promotions to the

nominating authority for new nominee .In case of leave
Substitution by alternate members.
The system must be able to carry out the process of Approval
by Screening Committee (SC) Chairman and custom workflow
approval for different screening committees. HR Designation
level, Reporting Structure and Area should be used for
derivation of approvers and SC members, wherein different

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
types of materials have different screening committees.
Approval by SC members are parallel and not sequential.
Indents are screened in accordance with the PCP's provision.

The system should have the functionality to manage and

process Versioning during the screening of PR. Versions
should be created during the screening process to facilitate
improved tracking of the change history.

Considerations are to be made for data like prior history, a

thorough scope, List of Techno Commercially successful
vendors in the immediately preceding cycle, vendors registered
in the product category, vendor complaints, vendor rating,
dues-in, and previous consumption, with an addition of custom
approval workflow. Provision of Case file generation/PR
acceptance should be available. Workflow substitution facility
and taking clarifications should also be built in. All commercial
approvals are covered using workflows. Alerts/Intimation to SC
members for Pending clearances. Blocking/Unblocking of Long
Idle documents.

Data should be generated and available in the system for

above information
The system should have the capability of recording additional
approval levels in accordance with DOP, which are dependent
on the HR Designation level, Reporting Structure and Area.
With the availability of Reject / Release Comments/ Summaries
and Analysis. As soon as the approval is done, an email
notification to Indenter / HOD / Released Agencies / Purchase/
Dealing Officer is to be triggered. Also, where PR process is
used for Internal Production, requisition by shops is required.
16. There should be a provision of acceptance of approved
PR/Case file Generation by the Dealing Officer. Provision for
selection (flow of Information from PR) of Tendering platform
should be available to Dealing officer. Based on selection,
tendering will take place in the tendering platform. Two-way
Integration with Tendering Platforms is required. Tendering
platforms that are used are- GeM, SAIL Tender site,
Centralized Procurement Portal, SRM7, MJ-Pro etc. Updating
and uploading should be automatic in the tendering platforms.
The system should be able to handle the dropping/
Cancellation/ Blocking of PR. There should also be
17. requirements of resetting/cancelling the approved PR. The
system should also support reports to display cancelled or
blocked PR with reasons.
The system should have the ability to control changes once PR
18.
is approved. No Change in PR should be Possible Except

185 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Closure and Blocking. System should have the capability to
manage and process Modification in PR. Any modifications to a
Purchase Requisition will trigger the workflow process from the
beginning i.e., to level 0. However, there will not be any impact
due to addition of new attachments with audit log. Upon
Approval from Approving authority, PR can be cancelled by
resetting the flags. Attachments shall have restrictions of
deletion once PR has been put up for approval. Once the PR is
approved, an intimation to the dealing officer should be
triggered. Report to track open, closed, pending and approved
PR details.
A Dashboard depicting different status of procurement along
with graphical display of the different stages of procurement
should be available to Dealing Officers and Indenters.
Exceptions, Red Flagged events cases should also come. This
dashboard should contain data of both SAP, SRM, GEM or any
third-party procurement app. This should function as a launch
pad for Indenting, Tendering, Order Placement, Inspection
Request ,Dispatch Tracking (ASN) , Goods Receipt , Payment
Tracking , Quality Complaint Tracking, contract worker
attendance, Inventory tracking, Consumption tracking/
department Consumption tracking/ budget Availability tracking /
Budget on Hold for a long inactive period/Request for
New/modification of UCS(Material , Service , Vendor ) etc.
Dashboard on MM KPI for dealing officers and Groups along
with Drill down to respective document is required. SAIL and
ministry of Steel MOU parameters related to MM like (GeM,
MSE, SCST, Women, Treds, MOCOS etc.) should be
available. Tracking of Case files marked to Vigilance,
Law/Courts, Audit, Right to Information (RTI), Independent
External Monitors (IEM) or marked to any compliance
agencies/Investigation agencies should be track able and
should not be archived before resolution/closure. This should
be available in the dashboard of the Procurement officer/
Indenter.
Red flagging based on variations with respect to the previous
lead time should also be included.
The view of the dashboard should be restricted on Company
Code/Plant /Fund Center/Cost Center/Purchase
Organization/Purchase Group ETC.
Dashboard for higher Ups should only have the details of area
under his control.
MIS for Lead time, Transactional as well Summary data
interfaces and Reminders should be available. All Reports
required by Users, Audit, Statutory agencies to be listed and
should be available as menu, drill down functionality should
also be available.
The system should be able to manage and process Report for

186 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Deviations to PCP. A data driven report should be made
available to address deviations from the PCP.
The system should have the capability to manage and process
the PR Management (end to end procurement) by out-sourced
agency (presently MJ), wherein some PRs are processed by
MJ Tendering and Approval of Tender and Post Order
Monitoring is in the scope of M-junction. In some Tender
Approving DOP is in the scope of Mj and in others it is with
19. SAIL user. System should have the facility of dealing with both
the scenarios. Report for Performance by outsourced Agency
in line with MM KPI should be available. Payment processing
for End-to-End, Reverse Auction, Third Party Inspection,
Inspection for Incoming materials or any other out-sourced
service in Procure to Pay cycle should also be present in the
system.
The system should have the ability of processing and
managing the vendor Rotation/ Selection. Vendors are
registered/provisionally registered / deemed registered against
a product category which is different in different units. Linkage
of Material UCS to Product to Registration of Vendor List.
Currently, this information is mapped in Z-Tables /Class
Characteristics. There should also be Vendor Rotation
Selection as per Product category, Inclusion of Last Supplier,
20.
Exclusion due to Quality Issues etc. Automatic Updating of
Vendor List in RFx, should be available. Vendor identification
based on Project data/ physical labels on equipment or item
should also be there. OEM/OE’S linkage is also required.
Vendor Rating is required based on IPSS guidelines and other
parameters like price, quality and delivery performance along
with service parameters, audit inspection including SA8000 and
safety criteria/ Star rating.
Tendering Process
The system should have the functionality to do Tendering for all
as well as for low value procurement. In case Rfx is create by
adopting a PR then all required fields of PR including Text-ID
and Z-Structures should be copied to Rfx. Provision of
additional Z fields may also be required while creating Tender
and Response. Display of RFx Fields to buyer as well as
bidders should be controlled on the basis of Tender Type,
21. Material Type and Buyer/Vendor Organization etc. Facility for
capturing PVC clause, Performance Bonus/ Penalty, payment
related Quality parameters and Eligibility criteria is required,
details regarding PVC etc. need to be captured during Tender
issue, response submission /tender opening. Loading for PVC,
Base Date and Rate Linkage for payment should also be
available. Integration with FI is required for Performance,
Bonus, Penalty, SD, LD, PVC. System should calculate amount

187 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
for payment and prevailing accounting principles. Visibility to
vendors should be available. Provision of Digital Signature as
per Govt Guidelines should be available. Provision of Digital
Signature should be document Type wise, attachments and
system generated documents like Rfx Preview should be
digitally signed .

Tendering Process for RC PR should be available.

In case No Standard committee like (Task Force Committee /

Tender Committee / Material Review Board / Idle Asset
Committee etc.) as applicable for the cases exists then an alert
to the dealing officer for initiating system driven proposal for
seeking nomination to form case specific committee.

e-Tendering solution should be hosted in https and there

should be facility of SSL. System should have the facility of
generating Audit Trail by capturing the IP of the bidder along
with the address/ ID details of the computing device (PC
/Laptop/Mobile etc. ) .

e-mails and SMS should have 100 % delivery guarantee.

Provision of Auto addition of Pricing Conditions, ITC

Applicability, Questionnaires should be available. Pre-
Qualification Questionnaire and Condition Template should be
based on Vendor Country Invoice State / Type of Tender /
Material Type.

Provision Of QCBS tenders should also be available.

Tendering Process for RC PR should be available.

Provision of version-controlled attachments/Links based on

type of tender/ Material Type.

Provision of Auto attachment of Integrity Pact Document with

latest IEM members maintained centrally. Requirement of
Integrity Pact is as per PCP provisions.

The system should have the functionality to manage and

process Annexures/Clauses to be published along with Tender.
The provision to include annexures/clauses along with the
tender publication.

Tendering can be done in ECC/SRM/GeM/M-junction-EPS. All

attachments DMS/GOS should get Transferred. Auto-
publishing of tenders/corrigendum/other requirements as per
PCP on [Link]/ CPP Portal is also required. Due to

188 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
this a linkage is also needed. The system should support
Tendering for following Types of bidding options:
1. Single part
2. Two part
3. Three Part
[Link] Part Bidding with subsequent Techno commercial
rejection. (S I 1 and 4 are two different Processes) .

These all are to be included in the functionality of the system.

Provision of stopping deletion and modification of attachments
based on Rfx events. There should be an option of
downloading Approval note in SRM and provision for self-
registration for OT/GT cases with auto validation of various
eligibility parameters and without intervention from buyer side
should also be present in the system.
The system should be able to handle the creation, managing
and processing of Notifications, tenders, approvals of demand
for risk purchase and recovery advice. There should be a
separate tender type for RP (Risk Purchase) with linkage to
original PR and balanced quantity of failed PO. Option to
22. include retender RFx against RPN or unreasonable price
should also be there in the system. In case of Risk Purchase,
second Rfx is required even though first Rfx and PO already
exists, hence this needs to be the capability of the system.
Countering of Rfx against PR Number, depicting Multiple Rfx
against same PR.
The system should be able to carry out the Physical tender,
Surrogate Bidding and OCR driven Bid Capture Process.
Facility of Auto-Quotation Maintenance is also required in the
23. system. Ability of supplier identification should be also available
in the system with the functionality of Rotation/Selection data
that should be pulled from SAP Vendor Rotation and its link
with SRM.
The system should have the provision for executing the
procedure wherein PR Attachments under "GOS" are moved
24.
selectively to SRM c-Folder/attachment (Internal/ External) in e-
Tendering Platform.
The system should have the ability to perform and process the
RFQ Release Strategy in which the Agent Determination
should be based on Tender Mode, Value and multiple Approval
options as required. This should also be connected to Sharing
of Work structure and HR Release strategy.
25.
Rfx Approval Value should be determined based on Total PR
Value. In case of clubbing of PR Rfx approval value shall be
derived on Total approved PR value irrespective of Value of
Individual Items.

189 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system to be capable to manage and process Post
publishing of tender, an automated email should be triggered to
notify the Operating Authority.
The system should have the capability to process and manage
the Bid Forwarding by Manufacturer to dealer/ manufacturer
and other addresses. Same dealer can be partner for several
OEMs. Bid forwarding shall be possible with online
consent/approval of buyer. In such cases system should be
able to facilitate online offering and evaluation with alerts to
26.
OEMs. A validation on precedence of offer submission is
required.
The system should have the ability to manage and process
Divergence. No Quotation Forwarding (Fwd.) for Services, for
rare cases where Fwd. required, Bidder to approach buyer –
Addition of New Vendor by Buyer.
System should have the functionality to manage and process
participation in the OT/GT (Open Tender) process without
requiring them to be a registered vendor of SAIL/Unit, i.e.,
system should facilitate participation in Open Tender (OT),
Global Tender (GT) by self-linkage by bidder including new
vendor(Creation of new bidder should be self-driven and
validated without intervention from buyer . )

Online Application by vendor for Registration , Scrutiny of

Application by Vendor Registration Cell , recording of
clarifications .This system should facilitate New Registration /
Renewal / Inclusion . Provision of Online Vendor Registration
fees and FI integration is also required. Recommendation by
27.
Vendor Registration Committee and Online approval by HOMM
is required. Other provisions in accordance with Interplant Steel
Standards (IPSS) is also required. Recording of Capacity
Assessment should also be available in the system. Vendor
registration should also include contact validation process.
System should also include Product Codification and
registration of Vendors against a Product.
Linkage of Product Codification with material is also required
and is a master used in Vendor Registration and RFQ Vendor
Selection Process.

Contractor Registration for Service Jobs has a separate IPSS

procedure and is listed under service process.
The system should have the capability of processing and
managing Pre bid/Bidders Conference/Clarifications,
Notifications through email,
28.
Publication of Corrigendum and Bid Submission/receiving
responses and provision of response revision. Provision of
attachment at C-folder for two-part bids and at Rfx for single

190 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
part bid should be available.
Facility of digital signing of BIDS including attachment should
be available Facility of BID encryption as per government e-
Procurement guidelines should be available. In case a vendor
is not submitting offer or regretting an item in the lot, there
should be validation to restrict and notify the vendor that for Lot
tenders’ response is required for all the items in the lot before
submission of the bid. The following functionality should also be
included - Multiple currency at item level for same vendor,
Regret Reason at Global and Item Level, Header conditions
should get copied to all items, there should be a provision of
item level overriding of header conditions. Checking of the
MSME registration status with particulars from issuing authority
portal, validation of GEM seller ID through GEM portal, vendor
awareness on bidding processes. There should be a provision
of Vendor Registration no, user manual and E-Learning link
with the E-bidding platform.
The system must be able to manage and process the tender
opening process. System should be able to Process encrypted
BIDS as per Government of India e-Procurement guidelines.
The system should have the ability to do the bidding on prices
in two parts, confirming if X+2 is satisfied following technical /
commercial clarifications and subsequent rejections at the
header and item levels, Rejections may be done by
Indenter/Committee/Buyer. Mandatory X+2 check at Technical
Opening and Price Opening stage is required. (X is no of
sources on whom order is to be placed). For Technical and
Price opening, this condition is to be satisfied. If X+2 is not met
then Approval must be triggered for next higher authority.
Provision of validation against opening of offers of
banned/suspended vendors should be available,
29. banned/suspended vendors shall not be considered for
counting in X+2 check, their offers shall not be opened.
Provision of Representation by Bidder and subsequent
response by bidder which may trigger corrigenda. Intimation to
participating bidders on issue of Corrigendum's for revision of
bids if applicable. Provision of Revised Price Bid is also
required where Technical Offers have been evaluated, in this
case there should not be any scope of modification of already
frozen Techno Commercial offers PCP 9.2.3.
Phase wise price discovery: Against single Rfx issue
repeatedly for each phase carrying forward previous techno
commercially suited vendors along with option of adding new
bidders and price discovery for each phase and subsequent
procedure wise order placement as per proposed case value
DOP.
30. The system should have the functionality to integrate the

191 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
exchange rates. Currently, exchange rates in ECC are
manually maintained. The exchange rate from the previous day
closing should be available in the system. Integration with FICO
to provide exchange rate for forward pricing is also required in
the system. Loading for payment terms and early payments
should be available.
To develop a system that can capture/ record the technical and
commercial comparative statement. System should facilitate
the capture of Techno Commercial clarifications and validity
extension, facility to record Technical and Commercial
Acceptance/Rejection at Item level by Indenter/Committee
should be available. There should be Automatic Checking of
the MSME registration status with particulars from issuing
authority portal, Automatic Checking of GST Registration
Status from GST portal. Clarifications by bidders to be
recorded/ uploaded in a separate folder. Indenter/Purchase
officer to have the option to reset techno-commercial
(accept/reject) flagging with approval from competent authority.
There should be an option for the bidder to represent within a
specified time in case of rejection. Upon rejection, a rejection
31. email notification is sent to participating bidder. Technical
Acceptance & Rejection should be at item level and same for
commercial evaluation should be at header level. Provision of
lot wise technical evaluation, in case one item of a lot is
rejected then all the items in that lot stands rejected. All items
in the lot Price of the Item Level rejected material should be
masked in subsequent processes. Rejected Vendors for
particular Item/ RFx should not have access to subsequent
details/ price. Option of Lot formation i.e., clubbing of some
items should be available and lot-based acceptance/ rejection
and evaluation is to be mapped in the system. System should
have provision of version of Comparative Statement.
The system should be able to capture /manage and process
commercial/turnover data of vendors/bidders in the system to
avoid repetitive evaluation.
The system must be able to generate the RA mandates as per
SGRA 2022 guidelines, eliminate high ranked Vendors in
accordance with inputs given by buyer and SGRA guidelines.
32. Two-way integration with the MJ Reverse Auction engine. SBP
should be determined without identity of L1 bidder(Masked L1)
. Provision of RA mandate should also be available along with
DOP based approval for RA mandate.
To develop a system that can capture/ record the Marking of
Response w.r.t MSE and Make in India (MII)(Class I/ II/ Non-
33. Local). MSE (Women/SC-ST/etc.), Unit level preference
policies flagging should be validated online from Udyam
Website and MII will be against response/Input from DO and

192 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
from response for MII Flagging. Bidder should be able to
specify it in the system. Price matching process with impact on
distribution of Order Quantity in Purchase Proposal as per
MSE/MII/ Local unit guidelines. Post Negotiation Price
matching (if required) to be mapped. For RA cases where Post
RA price matching (if required) Also to be captured in System.
This will have an impact on Negotiation and Purchase
Proposal.
The system should have the capability to manage the Price
Comparative statements for (non-RA or RA not successful
cases). Provision of Display of CS to both buyer and bidder,
Ranking and loading (if any) is not displayed to Bidders.
Rejected bidder will not have the option of visibility of Price of
other bidders both in case of header and item level rejections.
Display of CS is in view of PCP provision of witnessing BID
34.
Opening. CS should consider X+2, and Technical & Price BID
opening events. There should be an option to not to display
price CS/Technical, CS /Both in Some exceptional cases. CS
should consider Item wise Rejections, LCNITC including
loading and Ranking of Bids should also be in the functionality
of the system. In case of Tied L1 Provision of Decrement as
per PCP clause 10.3.2 should be provided.
The system should have the ability to capture, record and
generate the Negotiation Summary Sheet for price negotiation
with the vendor. The summary sheet should contain
Consumption Trends, Dues-in against the Vendor, Quality
Complaints, Price Trends, Risk Purchase details, Vendor
Rating, Delivery Performance of the vendor, GR Lead Time,
Payment Lead time of buyer for the specific vendor etc. Data
should be generated and available in the system for above
information. System should facilitate Approval of Negotiation
and Updating of Negotiated Price i.e., Provision of entry of
Negotiated decrements both in % and absolute Terms. During
negotiation, all other fields should be non-editable. Facility for
35.
Decrement submission at Item level should also be available.
Appointment Calendar Linkage for scheduling Negotiation
Meeting or Scheduling of any other Planned Meetings is
required.
Module to record all correspondence with Indenter /Committee
/ Any Plant Agency /Vendor along with attachments. The
clarifications should be grouped in a Sequence starting from
before PR and should encompass till contract closure.
Provision of Attachments shall also be there. This should also
have the provision of tagging of e-mails. This module shall
replace the need of physical and sending of physical files to
any /all agencies.
36. The system should have the functionality of processing, online

193 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Provision of Visitor Pass to bidders/prospective bidders. Unified
gate pass system with calendar entry should also be available.
System should facilitate No of days for Tendering and Holiday
Calendar based Tender Submission/Opening dates. Purchase
group-based submission opening times.
The system should have the functionality to manage and
process Reminder/trigger for tender opening to dealing
contracting officer post TOD. A reminder or trigger for the
tender opening should be sent to the dealing contracting officer
37.
after the TOD.
After Submission deadline is over in case of < X+2 condition
there should be an alert to Dealing officer and Indenter.
The system should have the capability of Evaluation and
provision of additional approvals required during Tendering.
Approval of All Rfx Events up to Purchase Proposal /
Amendment Proposal.
The system should be able to handle Single Packet Bidding
i.e., Business Process of Lower Ranked Sequenced Prioritized
Techno-Commercial Evaluation.
Post bid, opening system should facilitate in recording the
request from the bidder/vendor for withdrawal of bids to SAIL
dealing officer. Buyer may also have the option of recording.
38.
System should have the functionality for the following actions
as well:-
a. For Online approval based on PCP/DOP provisions
b. Suspension of the bidder for a specific period as per
PCP
c. Banning as per CMMG guidelines
MM1.1.2 Purchase Orders
The system should be able to manage and process the
purchase proposals wherein all fields required in the creation of
PO should come from Quotation (Response)/Negotiation and
RFx/PR to facilitate minimum data entry. There should be
checks in PO Creation while adopting Purchase Proposal (PP).
In case of Multi-party Ordering there should be a Single PP
approval. PP Approval as per DOP should also be the part of
system’s functionality. The system should have an option to
display the price history at the time of PR/PO/PP approval. PO
39.
Should be validated against Purchase Proposals. Budget
Validation & Budget appropriation should be available at PP
stage. All this should be included in the system with emphasis
of the options available in the standard functionality.
System for recording permissible range for Order Placement as
per clause 10.1 of PCP. System should facilitate subsequent
process of recording of Justification of Estimate / Negotiation /
Purchase Proposal.
A master data for Order distribution as per MSE Guidelines /

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
MII Guidelines / Local Policy / Order distribution on more than
one source the distribution ratio should be proposed in the PP.
This distribution is subject to price matching to the approved L1
Rate.
The system should have the functionality to process and
manage the Order/PO Creation and subsequent linkage of
Issuance of Letter of Acceptance (LOA) with subsequent
backup PO (Both in the case of creation and approval of PO).
Versioning of Text-id along with fields is required. Non-Editable
Material Description with provision of separate additional
entries to address the need of special requirements for the
current order, The system should have an option to search
material based on material long text in PO.
System should have an option to generate PO header text
version.
Confirmation control to be used for inbound Delivery, PO
40. Amendment approval, Provisions for Penalty / Performance
etc. should be captured in fields so that subsequent processes
can be carried out. Provision of Engineer In Charge/Contract
Period or Service Related fields for Supply Apply Cases,
Bonus/penalty information maintenance in PO in a Tabular
form for calculation of Penalty, Factors/option for Performance
based Payment, Change in Delivery Address (SPU), Provision
of Tax Code as Per prevailing Tax Laws, Within the PO Term
change in Vendor w.r.t mergers/Change in Ownership, PO for
SET item with Validation of Components e.g. Refractory,
Chemicals, Budget Checks incremental consumption over PR
Budget and Budget Tolerance should also be an integral part of
the system.
The system should have the functionality to create, process
and manage the Contract Agreement. Deployment of Digital
Contract Life Cycle Management (DCLM) also needs to be
explored, with this requirement.

System Should facilitate contract document creation,

automation is required.
Provision of Quota allotment/distribution against RC among
applicable departments should be available in the system.
41.
Provision of validation based on target value should be
available, control on Total Contract Quantity /value should not
exceed Total Released PO Quantity/Value. This validation will
be on the basis of type of contract i.e., value based and
quantity Based RC contract.

Provision of creation of PO without PR should be available,

Option of adopting outline contract for creation of Order Should
be available.

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have the functionality to manage and
process PO Acknowledgement. PO Acknowledgement through
42. system should be for import Only.
Proforma Invoice receipt and approval process is required
FICO integration is required.
The system should have the capability to create, manage and
perform well for Different Tax Procedure based on Taxation
Rule. In case of change in Tax Rules there should be an option
43.
of generating bulk updates. Tax Rate Should be Timeline
based i.e., Subsequent changes in tax rates should be
reflected as per PO validity.
The system must be capable of mapping pricing procedures
based on various procurement categories, specifically, it must
44. be able to provide pricing procedures for materials (GST,
Excise Duty/VAT/CST/ET,Mines), services and imports
depending on the nature of the conditions.
The system should have the capability to validate and capture
the additional data in fields for computing-relevant parameters
like LD, Penalty, Performance Payment, Scheme, Package,
Case Value, etc. FICO Integration for LD Calculation, Bonus /
45. Penalty, PVC Payments is also required.
Provision of return of LD/Penalty in case of scenarios arising
due to Any Statutory Instructions such as “Vivad Se Viswas.”
The system should be able to receive and process such
requests.
The system must have the necessary functionality to manage
the Case Value of PO/Contract. All approvals must be based
46.
on this value and not on the value of each individual
PO/Contract. Single Approvals for all orders in a case.
The system should have the capability to generate and oversee
the Partner Determination for Bill to Ship to (Goods supplier &
Invoicing Partner) Manufacturer Dealer, holding agent, freight
forwarder, and clearing agent etc.
47. GST /IT-PAN/Tax Validations should be derived from Invoicing
Party if available else Goods Supplier if available else from PO
Vendor.
PO Print should have the following priority w.r.t Name of
Supplier Goods Supplier if available else on PO Vendor.
The system should have the capability to carry out the PO
approvals in which the hierarchy of approvals is mapped in Z-
48.
Tables and approval hierarchy is based on PCP and plant-
specific DOP.
The system to send alerts and PO pdf version to
vendors/concerned agencies once PO is released / PO is
49. amended.
The system should be able to carry out the automatic archiving
of Order Copy in DMS on Release of Orders/Contracts or

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Amendment of Order and Contracts.
The system should be able to carry out PO Amendments. The
system should facilitate to capture the amendment request
from multiple points like Vendor, Buyer, finance, Indenter,
Stores etc. Amendment request should also have the provision
for clearances. PO amendment should be as per DOP. System
should generate notification alerts in case of amendment due to
downward trend in prices for reasons attributable to vendor. PO
50.
closure amendment and diversion of PO to another goods
supplier should also be available.
If ITC is not available for the subsequent period, tax claim is not
paid for reasons attributable to vendor.
Changes suggested in Amendment proposal will update the
purchase order on approval without manual update in the
Purchase Order.
The system should be capable of creating and managing the
Direct Order (Repeat Order, back up PO). Provision of Direct
51. order like Back Up Order against Rate Contracts and Back Up
and Repeat Orders capturing Vendor acceptance for Repeat
Order should also be catered by the system.
The system should be able to manage bank guarantees (BG) in
accordance with policies and procedures. BG management and
52. validation as per guidelines should also be there in the system.
Integration with e-BG should be available. BG should be stored
in DMS.
The system should be able to process and manage the Letter
53. of Credit (LC) opening/amendment. Integration with Bank/SBI
should be available. LC documents should be stored in DMS.
The system should be able to create, process and manage the
Project Orders As per DPMS document, with Interface
requirements with DPMS. There should also be provisions for
54.
Billing Schedule Entry, Approval and Linkage with PO, Budget
Control, Limiting Value of ITC, Project Insurance value and
Consortium PO in the system.
The system should be able to create, process and manage the
Return PO Process in which Material is returned to vendor due
to 124 Material movement or Post Consumption (May be even
after payment) due to complaint or failure as per Guarantee
Certificate(GC),Tender Certificate(TC) Term. There should be a
linkage with Gate Pass, ITC reversal/challan. Capturing of
55. details w.r.t commercial settlement for off-specification cases
which should also be managed by the system. There should be
an Integration for GST and Bank Guarantee if applicable and
Quality Notification for mapping complaints, system should
have the ability to manage and process Quality complain. A
provision should be established for raising quality complaints
against vendors in service activities. There should also be a

197 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
provision of return against wrong supply/excess supply. Unified
gate entry system is required.
The system should be able to create and manage the Online
56.
dispatch, Clearance.
The system should have the capability to create and manage
the material gate entry/exit and material gate pass process.
Provision of Vendor/Contractor taking out their own material
like cylinder, Automobile equipment, Tools & tackles etc.
Provisions for Inspection Request, Third Party Inspection
Details and ASN Integration should also be catered by the
system.
57.
The system should have two-way, end to end facility to capture
all post PO/Order documentation activities. This includes
provision of digitally signed documents (including digitally
signed Invoice). There should be a single application where
carry forwarding /adoption of information, subsequent
clarifications should be available. Information submitted at this
stage should be used for subsequent process like invoice
submission linked to bill docketing and payment.
The system should have the ability to carry out PO closure.
Bulk PO closure Automation is required, where Closure has to
be carried out based on administrative decision.
Delivery Completion Flag of PO linkage with GR as per
58. Tolerances. System should not consider PR and PO with
closed /Block indicator for MRP based planning and MIS
reports.
Balance quantity if delivered to be permitted for receipt should
also be carried out by the system.
Apply Supply/Repair Inside Plant: The system should have the
functionality to generate and process the Contract labor Gate
Passes. This process requires the following mandatory inputs:
Master Data Maintenance for Contract Laborers, Initiating
Request for Gate Pass, Safety Training Scheduling, Safety
Clearance, CLC Clearance, Final GP Issuance, Clearance By
CISF, Gate Pass Generation by CISF, Provision of Renewal of
GP, Provision of Site Transfer, Cancellation of Gate Pass,
59.
Initial Medical Examination, Periodic Medical Examination, and
if necessary, VTC Labor License requirements and Legal
observance concerning labor authorities. Gate passes,
compliance and PF Wage sheet, contract labor attendance
must be mapped in system. A module which caters to all CLC
related activities are required by the system.
Unified gate entry system functionality is also needed in the
system.
The system should have the functionality to Process
60.
Automation using Analytics & AI. Robotic Process Automation

198 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
in PR creation/ RFx creation / PO creation etc. AI tools are
required in MM Module for automation in planning, Tendering,
Evaluation and Ordering should also be catered by the system.
The system should have the provision to offer an interactive
issue/grievance redressal portal for vendors.

The system should be able to process and manage the

Request for No demand Certificate (NDC) / Release of BG
Request by Vendors. Activities for generation of (NDC) should
be mapped in system. Issuance of NDC should be linked to
Return of Gate Passes. On issuance of NDC System Should
facilitate Release of BG/SD by finance.

Provision for e-invoice /digitally signed invoice submission by

vendors should be available. Validations for Invoice submission
61. like (GR/SES Linking , GSTR2A/GSTR2B data linking ( if
applicable ) / Shipping address linking etc. should be available
). Provision of Digital signature for bill submission should be
available. System should generate alerts on bill submission by
Vendors to concerned agency. Provision of Docket No and
docket Slip should be available. Provision of Raising of Dispute
and its redressal should be available. Vendor Should be able to
track his submitted bills. Provision for Automatic deduction of
LD for Delayed service / Penalty /Bonus etc. as per contract
terms should be available in the system. On generation of
Payment voucher by Finance vendor should get an intimation
Provision of printout of Payment Vouchers by vendors should
be available.
MM1.2 No PR-Route
The system should have the provision of procurement of
miscellaneous materials without PR in certain process.
Examples such as Emergency procurement via DOP/Imprest
and RTO expenses etc. System should have provision of
processing with or without financial concurrence. Provision of
62. PO Self Service PO/cash purchase by end users should be
available. System should have Checks on limits w.r.t Provisions
given in DOP. Appropriation of Budget during order placement
and Payment. Approval for Such Procurements, Provision of
generating order copies to vendors, payments for both advance
and on-receipt impress settlement from the finance team.
MM1.3 Raw Materials
MM1.3.1 Raw Material from Mines
To develop a system that can capture/ record Sampling
Analysis done by a third party with approval by Buyer/Seller
63.
and Sampling Analysis done on receipt at respective units by
RCL/Inspection.
64. The system should have the ability to process and manage

199 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Quality Parameters flowing from PR, through Rfx to PO. The
Quality Parameters should be calculation enabled, Penalty and
bonus if any should auto calculate at Invoicing Stage. Provision
of generating Human readable text from the parameter should
be available .
The system should be able to create, process and manage
65. Monthly supply program as decided in monthly procurement
meeting from internal / external sources.
The system should be able to conduct Penalty calculation
based on Railway RR, Quality Reports/PO Terms. Provision of
66.
FOIS integrated rake tracking should be available. This
information should also flow to concern dashboard.
Provision of Receipt of Materials for dispatches made by CMO
(Imported Coal / Limestone) , CCSO (Coal) , SAIL mines to
integrated with dispatches from the respective units along with
RR data details.
67.
For any other raw materials where dispatch is from Non-SAIL
units , there should be a provision in the system to create,
process and manage Dummy PO for provisional receipt of Raw
Material and RR PO for actual accounting of raw materials.
The system should have the functionality to create and manage
Receipt of Raw Material under movement Type 101 and
Penalty calculation at the time of invoice verification. Wagon /
68.
Rake Reconciliation with Railways should be available.
Tracking of wagons/rake inside plant and free time demurrage
monitoring/alerts should be available.
The system should have the capability to manage Committee
69. of Directors (COD) monthly meeting for monthly linkage of raw
material from SAIL mines.
The system should be able to manage RAIL linkage plan by
70.
Rail movement Cell (RMC).
The system should have the capability to create and manage
71.
Monthly metallurgical Coal consumption plan.
CCSO Process
(Presently offline Process required to be mapped in
System)
MM1.4
Consolidate requirement of plants w.r.t Quantity and
delivery schedule of coal from Indian sources through
production plan of PP module
Washed Coking Coal Supply to SAIL Plants from BCCL &
MM1.4.1
CCL
The system should have the provision for creating, processing
and managing annual requirements as per ABP, which is plant
72. wise blend requirements data. This requirement is achieved
and designed as per the availability of the Washed Coking Coal
from CIL Washeries as well as the SAIL Chasnalla Washery.

200 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should be able to process and manage MOU
Finalization and renewal. BCCL & CCL have entered MOUs for
73. procuring washed coking coal annually, based on predefined
terms and conditions regarding quality and pricing. Item, Grade
, Location and Price to be mapped as per MOU.
The system should have the functionality to draft and process
the Third-Party Analyst (TPA) -Tripartite Agreement for
74. Appointment of TPA. This is a 50:50 cost-sharing arrangement
between SAIL and a CIL subsidiary for the appointment of
TPAs from the panel list as provided by CIL.
The system should have the ability to generate, record,
manage and process Submission of required monthly program
of washed coking coal as per the plan received from operation
directorate co New Delhi. After confirming the monthly
program, the information has to be given to respective Coal
Company in prescribed format along with the fund position
which made in advance to the coal company viz BCCL & CCL.
75. Accordingly, Coal Company will endorse the monthly program
and the same program will go to the EDRM office Kolkata
through railway FOIS system for further sanction w.r.t to the
movement from loading point to respective SAIL plant.
Submission & confirming of program by SAIL, endorsement of
program by Coal Company & Sanction of movement of
program by Railway is done through railway FOIS system,
Integration of the same is required.
The system should have the capability to create and manage
76. Indents / offer for loading and Placing of Offer / Indents for
loading.
The system should have the capability to generate and process
allocation issue in relation to E-demands. In response to the
77. coal company's e-demand for the loading of washed coking
coal, the railway has allotted the corresponding loading siding.
This should be mapped in the system.
The system should be capable in creating and managing
Placement of empty(Rake) for loading: After placement of
empty rakes at Railway Sidings Rake is loaded. Then
weighment is done on In-Motion Weighbridges of CIL/Railways.
Third Party Sampling / Joint Sampling (in absence of TPA) is
done from loaded Wagons of Coal at the siding, Quality
Parameters should be captured in QM module and should have
78.
linkage with payment.
After loading and weighment of Rake electronic Railway
Receipt (ET-RR) based on weighment of Rake is generated in
FOIS system which further transferred to respective SAIL plant
by indenting agency which is SAIL for Chasnalla and Coal
Company for the Rakes loaded from BCCL & CCL for closure
of account.

201 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have the capability to process and manage
loaded coal bills and coal bill payments. The bills are produced
according to the weight of the railway receipt (RR). Coal bills
are raised by the coal company and forwarded to CCSO based
79.
on the RR weight. The coal value payment is processed for
payment and the same coal value is debited from the relevant
SAIL Plant upon receipt of the coal bills and the analysis report
provided by TPA
The system should be able to process TPA bills: SAIL CCSO
manages third-party analysis bill payment on their behalf. Third
80. Party Analysts are hired on a cost-sharing basis of 50/50. The
Tripartite Agreement of TPA's provision governs the processing
of the SAIL portion payment.
Referee challenges are created and managed by either side
within seven days of receiving the analysis result; The system
should have the capability to manage and process these tasks.
81.
Following receipt of the analysis result from the TPA, either
party may contest the outcome by notifying the other in
exchange for payment.
MM1.4.2 Raw Coking Coal Supply to Chasnala from BCCL
The system should have the capability to manage and process
Annual requirement of Raw Coal from BCCL to Chasnalla
Washery as per the clauses of the Raw Coal FSA signed
82.
between SAIL and BCCL.
System for Processing of FSA for procurement of Raw Coal
from BCCL to Chasnalla, validity of FSA is 10 years.
The system should be capable to create and manage TPA-
83.
New / Renewal of Third-Party Agreement.
The system should have the capability to carry out and process
Annual Contracted Quantity (ACQ) of Raw Coal, FSA is
distributed equally in a year. Minimum lifting of Raw Coal
should be 75% of ACQ and is mandatory as per the FSA.
84.
Chasnalla confirm the quantity of Raw Coal required to SAIL
CCSO in written form and accordingly SAIL CCSO submits
their requirement to BCCL Management for sanction and issue
of Delivery Order for lifting of Raw Coal from BCCL to
Chasnala.
The system must be able to issue a After sanction of the
quantity, as per the request of BCCL M&S Department issue pi
(Performa Invoice) for Advance Payment of Sanctioned Raw
85. Coal Quantity.
On receipt of PI from BCCL SAIL CSSO finance releases the
required payment to BCCL as advance which is reconciled
Annually before closure of the account.
The system should have the ability to manage and process of
86.
acknowledgement of the payment by BCCL and tracking of

202 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
issue by BCCL of the Delivery Order (DO) of Raw Coal from
the Sources / Colliery as mentioned in FSA as per the
mentioned Grade of Raw Coal.

On receipt of issued DO, same is being sent to Chasnalla

Washery by SAIL CCSO from where DO is submitted to the
respective Collieries so that lifting of Raw Coal by Road can be
started. Validity of DO is of 45 days from the issue date of the
DO.
The system should have the capability to create and manage
Sampling and Analysis in which Third Party Sampling as per
87.
the Tripartite Agreement of TPA followed by Referee Sample
by either Party to Analyze should be mapped.
The system is to be capable of processing Coal Bill of lifted
88. Coal Value from BCCL and Third-Party Bills Processing for
Sampling and Analysis at Loading Point.
MM1.4.3 Boiler Coal Supply to SAIL Plants
The system should be capable of creating and managing
procurement of boiler coal supply to SAIL plants through
Annual Requirement Plan (ABP) to ensure that the plant-
specific requirement for boiler coal is aligned with the FSA's
ACQ through various CIL subsidiaries, as well as the middling
89.
production of Chasnala Washery and must be able to manage
FSAs, as well as sign MOUs. Wherein FSAs are renewed
every five years with coal India limited subsidiaries. If extra is
needed above the quantity mentioned in FSA, fresh MOU is
signed.
The system should have the ability to create and manage TPA-
90. new/renewal of Agreement New / Renewal of Third-Party
Agreement.
The system should be capable of processing MSQ submissions
in FOIS and capacity to process monthly program submissions
in accordance with MSQ together with pertinent documentation.
91. Cooperation with the finance department to keep the coal
companies single MSQ payment. Affidavit submission, pending
allotments position, and balance position in the event of MCL
are required to use the 1 MSQ facility.
The system must be capable of creating and processing
loading. Weighting Rakes are loaded at Railway Sidings after
being left empty. On CIL / Railways' in-motion weighbridges,
weight is recorded. RR is based on the weight that is recorded
at the loading site or by a third party while in transit. At the
92.
siding, coal-laden wagons are used for sampling. After that,
coal companies provide ETRR to the intended plant.
Diversion of boiler coal rake to NTPC/Joint Ventures at Steel
Plant Locations. This should update the stock , Integrated with
FICO .

203 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have the ability to process, manage and
maintain coal bills based on the RR weight and quality report
submitted by TPA and Third-Party Bills Processing of the Third-
93. Party Bills for Sample Collection and Preparation and Analysis.
Coal Bills are raised and forwarded to CCSO based on the
Third-Party Analyst's quality report. The relevant Plant receives
a debit advice from CCSO when the bills are passed.
The system must be able to manage and process Referee
Challenge, which is the referee portion of the sample in case
required. Note for debit or credit depending on referee analysis
94.
findings should also be processed by the system.
Provision of mapping the same in QM module should be
available.
The system should be able to manage and process reports that
are to be generated, including MIS reports. This includes Train
load/wagon load facility, weight, number of loaded boxes, RR
no., and rake-wise loading date Quality Report of Third Party at
95.
LP and Steel Plant end, along with a letter to coal companies
on the calculation of the rake wise percentage transit loss in the
quality report. Maintaining a source-by-plant record of
outstanding allotments for the monthly dispatch report.
The system should have the ability to create, manage and
process BG Preparation/Amendment of Financial coverage /
96. Security Deposit BGs as per the Clauses of FSA.
Provision of mapping the same in DMS module and Integration
with FICI should be available
The system should be able to manage and process Liaison
97. with CIL. Written and verbal Liaison and follow up with CIL for
placement of Indents.
Service Procurement
MM2 (Common Process to be referred from MM1 of Material
Procurement)
MM2.1 PR-Route
MM2.1.1 Sourcing
The system should be able to create, manage and process
Annual Job Plan Process in a financial Year and Annual
Business Plan Projection Fiscal Year wise. UCS Codification
must be rationalized across SAIL before implementation. Job
98. list prepared by respective departments is submitted for
approved as per DOP prior to ABP. Approved job list is
updated against department/Cost center and fiscal yr.
Incremental addition to approved job plan is carried out as per
DOP.
The system should have the requisite proficiency to create,
manage and process Job Request by Maint / Production /
99.
Services, by plant. This should include jobs for capital repair
plan. Individual Jobs which are planned in the next fiscal is list

204 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
by different department. This requires integration with SAP-PM
Module. As per PCP inclusion of Jobs in annual plan is
mandatory should be validated during raising of PR.
The system should be able to create, manage and process
Requisition. Wherein, versioning of all Master data texts is
required with no impact on past documents and PR upon
100.
change.
System should have the capability to manage and process
KPI/Manpower based contract.
The system should have the capability to create, manage and
process Service Code Identification / Creation Rationalization
and requirement of UCS Service Codes and Creation in e-
String. Rationalization of UCS Service Codes across SAIL
101.
required prior to HANA implementation. Service codes should
also be processed by user wherein AMC is required for items
that are to be supplied. These all functionalities should be an
integral part of the system.
The system should have the capability to manage and process
Procurement Modes i.e., Proprietary / Sources known/ open.
102.
DOP is based on Procurement Mode with respect to User /
Buyer
The system should be able to carry out the Vendor Codes
Identification and Creation Linkage plus Vendor Registration
Request / Linkage. System should be able to manage and
process Class & Category. Rationalizing classes and
categories is recommended throughout SAIL.
The Job and Vendor linkage with Category/Sub Cat/Class
103. should as per IPSS standards mentioned in PR and Online
Vendor Registration as Per IPSS with respect to User / Buyer /
Contractor Registration authority.
There should be a provision of Comparison of Current PR with
Previous Cycles PR &PO , the comparison should be done on
last 3 cycles. Comparison should also include comparison of
schedule/BOQ.
The system should have the ability to manage and process
type of Requirements, which are of 3 types, Emergency,
Capital, and Normal. Emergency jobs have special DOP
104.
provisions. For tracking and reporting, Normal Requirement
and Capital Repairs are also plotted for monitoring and
reporting.
The system should have the ability to create, manage and
process different types of Services. Integration with FI Module
105.
for GST implications is also required. Contract cell service
tendering should also be a part of the system.
The system should have the capability to manage and process
106. Validations in PR and Printing / pdf generation. There are
multiple validations, the major ones are listed below - Linking

205 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
with Annual Job Plan, Service Codes, Name of Indenting
Department: Cost Center, Tender Mode: Derivation of Release
Strategy based on [Link] for Services, Contract Duration
-Duration of Contract in days is vital and Contract duration is
calculated based on this date from date of contract.
Category/Subcategory as per IPSS. Derivation of Class based
on PR value. Approval if any for Provisional [Link] of
Sources on Which Order To be Placed. System should be able
to manage and process Validations. Though Validation
procedures will be standardized throughout SAIL but some
validations are plant specific, some are common, which need to
be kept in mind while implementing uniquely for different
units(Validation process will be applicable for all MM processes
as per business requirements).
The system should be capable of efficiently creating,
managing, and processing engineering Cost Estimate
Preparation in accordance with PCP provisions: a detailed cost
estimate broken down into the following headings is recorded:
1. Consumable and Material
2. Labor-related Prices
3. Tools
4. Vehicles
107.
5. Other
6. Duty & Taxes
[Link] & Profit
[Link] Expense
Cost Estimate should be mapped in FI & CO Module in the
system. Some validations are plant specific, some are
common, which need to be kept in mind while implementing
uniquely for different units.
The system should have the ability to manage and process
Budgeting with different types of Commitment, which is
applicable in different Plants. Some Plants are Using Value
Based Commitments whereas Others are using Quantity Based
108. Commitments. Without Budget, PR cannot be saved. Some
items are not budget relevant. At year End, Released PR is
carried over and Budget Tolerance is not used. Derivation rule
is plant dependent and hence is to be mapped in the system
accordingly.
The system should have the functionality to create, manage
and process Hierarchy / Roles Authorization for PRs, PR
screening, approval Based on DOP, Changes Once PR is
approved, PR Acceptance/Case File Generation On approval
109.
of PR and amendment in case of deviations. In the case of
authorization, Authorisation of PR and Fund enter is mapped
per user. Roles and authorization strategy is plant dependent.
For Mapping in SAP-HCM Module Request for Roles and

206 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Authorisation Should be automated. Bunching, Red flagging
(Conflicting Roles)to perform activity and automation for
mapping of roles in HCM is required. Alert should be triggered
to PR clearing agencies. Screening of Indents should be as per
PCP. Information such as Previous History, detailed Scope,
etc. is Considered as a Part of Screening Sheet. Service
Procurement has different Screening Committee Members.
Recommendation of SC members and Approval of SC
Chairman is required for Processing of PR. Output should be
attached to PR. PR approval is based on DOP. There should
be a flow from SAP-HCM Module. Uniform DOP should be
maintained across SAIL. 8 Level hierarchy, Agent
determination based on DOP, Parallel Approval for screening
committee is also to be mapped. Screening Committee is
different for different commodities. After PR approval, No
Change in PR is Possible Except Closure and Blocking in
Some Units and In Some Units All fields are non-editable and
PR can be cancelled by resetting flags. Approved PR Intimation
to Dealing officer. Custom Screens and Reports should be
available for this Purpose. A Dashboard with graphical display,
depicting different status of Procurement and different stages of
Procurement should be available to Dealing Officers and
Indenters. This dashboard should contain data of both SAP,
SRM, GEM or any third-party Procurement App. This should
act as a Launch Pad for Indenting, Tendering, Order
Placement, Goods Receipt and Payment Tracking. When PR is
amended, Quantity variations and time extension approvals
wherever applicable is required. Some PRs are Processed by
MJ Tendering Approval of Tender and Post Order Monitoring is
in the scope of M-junction.
The system should have the capability to create, manage and
process Vendor Rotation/Selection as per PCP. All registered
vendors should be given equal chance of Participation. This
data should automatically be available during Tender
110. Preparation. Vendor Blocking - Banning / Suspension /
Registration Expiry etc. Blocking due to Quality Complaint is a
Part of Vendor Rotation/Service.
The system should have the ability to manage and process the
Functionality for ‘Safety Star Rating’
The system should have the capability to create, manage and
process Tendering. Uniform DOP across SAIL prior to HANA
111.
implementation. Integration with GEM, EPS, SAIL Tender Site-
CPPP is required.
The system should be able to manage and process Supplier
identification both at PR and RFQ stage. Rotation/Selection
112.
data is pulled from SAP Vendor Rotation and should get linked
to SRM.

207 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should be able to manage and process Transfer of
113. Attachments under "GOS" to SRM c-Folder. PR attachments
are transferred to SRM C-folder.
The system should have the capability to create, manage and
process RFQ Release Strategy. Agent Determination is based
on Tender Mode, Value and Additional Approval options if any.
114. For Mapping in SAP-HCM Module, Request for Roles and
Authorization Should be automated. Bunching of Roles to
Perform activity should be there. Red flagging of Conflicting
Roles should also be there.
The system should have the functionality to manage and
process Bid Forwarding by Manufacturer. A Manufacturer can
forward a bid to Manufacturer also.
Display of estimate to vendors for a particular document type
115. should be available offers are submitted on % above or %
below of Declared estimate.
In such cases %above / %below value should be copied to
Item Level pricing conditions for evaluation and order
placement.
The system should be capable of handling and processing
tender openings. X+2 check at Tech Opening and Price
Opening X is the number of sources on which the order is to be
placed, and this requirement must be met for the opening to
116.
occur. The next higher authority must be consulted for approval
if X+2 is not satisfied. Auto generated Release hierarchy for
selected deviation in Tender Opening. For Physical Tender
Opening - Attendance of Vendor Representative > X Lakhs.
The system should have the provision to provide, manage and
process Integration for Exchange Rate. At present exchange
117.
Rate is manually maintained. Exchange Rate of Previous day
closing should be available in the system.
The system should have the ability to manage and process
Technical Comparative statement Eligibility criteria and
Techno-Commercial with provision of Visibility to Vendors,
118.
Technical Acceptance as instructed by Indenter, Item Level
Techno Commercial Acceptance. Item wise Acceptance /
rejection and Clarifications from Bidders is also required.
The system should have the ability to manage and process
Generation of RA Mandate and Elimination as per CMMG
119.
guideline with Custom module for Online Sealed BID and
Elimination.
The system should have the provision for Marking of Response
w.r.t MSE and MII. Response is marked by Dealing Officer
120. (DO)/Purchase Officer for Micro Small Enterprise (MSE) &
make in India (MII) Flag. Desirable to be specified by Bidder as
in GeM.
121. The system should be able to manage and process Two Part

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Bid Price Opening with Ranking on LCNITC and display of CS
to Bidders.
The system should have the functionality to manage and
122. process Price negotiation with Approval of Negotiation and
Updating of Negotiated Price.
The system should have the functionality to manage and
123.
process Contract creation Wherein Service contract = SAP PO.
The system should be able to handle the managing and
processing of Notification creation for risk purchase and
124.
Notification for recovery advice with single recovery model
covering all procurement scenarios.
The system should have the functionality to manage and
process the Creation of Tender for Risk Purchase Cases (RP).
125.
Retender RFx against RPN or Un-reasonable Price is required
in the system.
The system should have the capability to manage and process
126.
Generation and approval of demand for risk purchase.
The system should have the capability to manage and process
Tender Evaluation. Techno-Commercial and Price &
127. Comparative with ITC availability from Plant usage/in case
supply/apply then Packing, Forwarding, Freight, Insurance etc.
calculations should be mapped in the system.
MM2.1.2 Purchase Orders
The ability of the system is a fundamental requirement wherein
it is required to manage, create and process PO Creation, PO
Amendments, PO Quantity deviation and PO Approvals.
Approval is required for Case File and not for individual PO's.
Amendment proposal is made in e-note, if approved then PO is
approved. If the Proposal is rejected the texts of the last
128.
approved version, should be able to retrieve by the user is also
a requirement. Approval hierarchy is to be mapped in the
system. Uniform DOP across SAIL is required. Linking of BG to
expiry date and Guarantee Date (wherein Guarantee Date is
not captured in SAP) is required. Functionality to amend should
be as per the requirement which is to be present in the system
The system should have the ability to manage and process
PBG, SD deduction and Management. System should be able
129. to manage Vendor Documents required in a contract / PO with
Subsequent Processes with Law Dept.
MM1.1.2.22
The system should have the functionality to manage and
process Contract Agreement (PO Acknowledgement).
The system should be able to manage and process Agreement.
130. Option for vendor input and subsequent verification by contract
awarding agency should be available. Agreement submission
date should be captured and reflected/used for subsequent
processes.

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have the capability to manage and process
Direct Service Order (Repeat Order, back up PO)and
Miscellaneous Service Expenses. Service Rate Contract-
Mechanical/ Electrical/ Civil/ Technological Painting/
Transportation Services/ Civil Services. Provision for Direct
order like Back Up Order against Rate Contracts is also
required. Sale of Services (Cycle Stand, Boating, Hoardings,
131.
Fishpond, Halls , Hotels , Mandaps , Grounds) (Revenue
generation Cases) system should have the ability to manage
and process Sale of Services Process of PR to Tendering and
H1 determination in MM. Integration with SD for Sale Order
creation thereafter is required in the system. Miscellaneous
Service Expenses are processed through FICO module without
any involvement of MM Processes.
The system should have the capability to manage and process
PO Communication. The revised approval is communicated to
132.
the vendor via email, and the order copy can be obtained by
downloading it from the SRM portal.
The system should have the capability to manage and process
133.
Site Handover Activities & Go-Ahead Letter to Vendor.
MM2.1.3 Service Acceptance
The system should have the capability to create, manage and
process Job Execution and Measurement. For Phases, the
details of the handover of the site will be captured. R&M bills
134. are submitted by Vendor in SRM Portal and is sent to
Executing Authority. The whole process from submission of
Bills to Payment can be tracked with delays at each sage. This
needs to be captured in the system.
The system should have the provision of running account (RA)
bill processing. In the online bill submission module, the system
should propose quantity after considering previously invoiced
Quantity. Invoice submission should have the functionalities as
mentioned in MM1.1.2.22. Provision of attachment of digitally
signed supporting documents should be available. The system
should have the capability to manage and process Service
Entry Creation and Service Approval. The maker-checker
135. approval process will be mapped into the system in case of
SES approval. External Services like transportation & out-side
Job work required to be captured. The whole process from
submission of R&M bills to Payment should be tracked with
delays at each sage. Provision of Bill Submission without this
option should also be available for the same.
The system should be able to manage and process FDS/IDS
amendments through SES entries.
Points enumerated above needs to be captured in the system.
The system should have the capability to manage and process
136.
Provision Entry during Account Closing, Bill Receipt and

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Forwarding to Finance (Physical Bill Receipt / Passing or
Reject Part or Full / Forwarding and Tracking with update to
vendor), Job Completion, Compliance w.r.t Labor Laws and
Recovery/ safety fines through Recovery Advice system and
thereafter processes with Law Dept. When bill is forwarded to
finance, an Update to be provided to Vendor on Bill Status and
tracking of bills should be present in the system.
MM2.2 No PR-Route
The system should have the capability to manage and process
Procurement for Miscellaneous Service Expenses., Such
137. expenses are processed through FICO module without any
involvement of MM Processes.
The system should be able to check for Limits w.r.t DOP.
138. Uniform DOP across SAIL prior to HANA implementation is
also required.
The system should have the capability to manage and process
139.
Approval for Such Procurements mentioned above.
The system should have the ability to manage and process
140.
Payment both Advance and on Receipt of Such Services.
MM3 Imports
MM3.1 Import of Materials
MM3.1.1 Pre-Order placement
The system should have the ability to manage and process
Procurement based on MII Guidelines. Option required to
generate proposal for online clearance and track the status of
proposal put up to CMMG. MII Guidelines and Amendment
141. from time to Time. Preference / restriction for MII Class1 /
Class2 as well is required. Approval of Secretary Co-Ordination
for Global Tendering or Where Tender Value >Rs 200 Cr. Else
on Single Source to OEM/OES/OPM as per MII guidelines is to
be mapped.
The system should have the ability to manage and process
Plan for Foreign Currency Procurement and Quantum of
142.
Foreign Exchange projection for Corporate Finance and
Reporting requirements of Imports.
The system should be able to manage and process Advance
143.
License for Import i.e., Corporate Finance.
The system should be able to manage and process Insurance
Policy. Which is entered with Insurance Agencies for Marine
Insurance. There should be a linkage in the import order for
flow of insurance rate as pricing condition, details of Insurance
144.
agency in the Order. Online Insurance Claim intimation,
processing and tracking for both Indigenous and Imported
consignments where insurance agency is appointed by SAIL
should be clearly mapped in the system.

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)

The system should capture import insurance and customs duty.

System should have the provision to create comparatives for
Insurance policies.
The system should have the capability to create, manage and
process PR for Imported Spares / Consumables / Raw Material
/ Refractories / Rolls Including Services PR generated based
on document type for import. Assigning valuation type for
import. Lead Time for Import longer for Manufactured items, PR
145.
for MOU based items of Foreign Sources, PR Estimation and
Technical Write-up for Import requirements. Option for
maintaining Exchange rate Centrally, to be fetched for use for
all plants is required. Technical Write-up for Import
requirements - Required subsequently for Customs Clearance.
The system should be able to manage and process Vendor
Code Creation of Foreign Partner with MDM integration and
146. Vendor linkage with Indian Agent / Channel Partner.
Manufacturer-Authorized Agent relationship table to be
maintained with validity in the system.
The system should have the ability to manage and process
Screening by committee (Different type of Material Has
different Screening Committee) based on Historical data, then
process Approval by ISC Chairman on Recommendation of
Screening Committee, after which a Notification of PR release
147. to indenter / HOD/ Purchaser takes place then a PR scrutiny &
Seeking clarification by purchase officer should be there in the
system and followed by Registration of PR by Purchase officer
considering tender issuance on SRM/ECC. Audit log and all
MIS w.r.t lead-time from PR registration date should be
adequately mapped in the system.
The system should have the ability to manage and process
Tender creation, Tender approval as per DOP online / offline in
line with PPP - MII guidelines and Tender publish in MJ EPS /
148. SRM platform or Email to Vendor. All attachments DMS/GOS
should get Transferred. Where Indian Agent is assigned, Copy
of Enquiry marked to Indian Agent is required. These all
functionalities need to be mapped in the system.
The system should be able to manage and process foreign
currency EMD management. EMD received in foreign currency
149.
is credited to SAIL account in Rs. On maturity of case, the
same is returned in foreign currency.
The system should have the ability to manage and process
150. TOD extension or corrigendum approval. Online / Offline
approval for any changes to tender terms.
The system should have the ability to manage and process
151. Offer receipt. Offer receipt in MJ EPS / SRM platform / hard
copy in Tender opening cell, in foreign currency. Diversion of

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Tender by Principal to authorized Partner, Response received
from authorized Partner shall be considered for subsequent
process. Principal shall receive the copy of all correspondence
between buyer and authorized Partner. This facility should be
available for Indigenous tenders also.
The system should have the capability to manage and process
152. Less than x+2 approval (TC stage), Online approval in SRM /
offline approval for less than x+2 deviation for TC bid opening.
The system should have the functionality of Tender opening
with checks as applicable. In case of third-party e-Tendering
153.
solutions (MJ EPS / GeM platform etc.) data integration should
be available.
The system should be able to manage and process Techno
Commercial Comparative Statement (online / offline), technical
154.
evaluation by indenter/ HOD or committee and Commercial
Evaluation (online / offline) by purchaser or committee.
The system should have the capability to manage and process
155. online approval in SRM / offline approval for less than x+2
deviation for price bid opening.
The system should have the functionality to manage price
discovery using both Price bid opening and / Reverse Auction
in MJ BY-junction portal as per latest CMMG guidelines with
elimination and price matching. Multi-Currency Bidding
Platform required with LCNITC evaluation. The Currency
selling exchange rates ascertained from Reserve Bank of India
156. including Forward Pricing are required. Provision of capturing
document charges and its linkage in Price comparative
statement (CS). CS should indicate ranking of bids on LCNITC/
landed basis. There should be a provision of Centrally
maintained documentation charges (CAD, LC etc.) for CS.
Option for Requesting/getting Forward premium rates from
Corp.
The system should have the capability to manage and process
157. negotiation approval Online/Offline and Negotiation with bidder
Online/Offline.
The system should have the capability to record and process
Price Reasonability from Indenter, Purchase
158.
Proposal/Committee recommendation - online/ offline and
creation of purchase proposal based on DOP
The system should have the capability to manage and process
Insurance Contracts and Payments to Insurance Provider.
Provision of Insurance Declaration. After material dispatch,
vendor is required to give insurance declaration to Insurance
159.
agency of the buyer. There should also be a provision of Auto
Insurance registration of shipped consignment – Claim lodge
on High Sea / Port / Store Up to Claim redressal. Option of
Recording of awarded claim amount should be available. This

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
should be integrated with FICO.
The system should be capable enough to manage and process
Freight Forwarder appointment. Receipt of offers from freight
forwarder, Preparation of CS, Service Order Creation ,
Payment to freight forwarder , Linkage with the material Order ,
flow of cost to the material and GR/IR. There should also be a
160.
provision of
1) Auto Trigger for Rate of Freight Forwarder/s & reminders.
2) System generated order for freight contract (With linkage to
original PO)
3)Integration with Freight Forwarder / Shipper
The system should be capable enough to manage and process
PO placement (with import terms and condition type) and PO
161. Issue (with copies to Indian Agent, Stores, Finance, Port
Consignee, etc.) with System generated order for freight
contract (With linkage of PO)
The system should have the functionality to create, manage
and process Order Acknowledgement and Order Ack based
162.
PO Amendments with Auto trigger for process of Order
acknowledgement and LC / Advance processes.
The system should have the functionality to manage and
process LC opening, LC Amendment and Monitoring of due to
expire and expired LCs. LC opening by finance after approval
of C.A. and Clearance from corporate office. Draft LC
163. confirmation from supplier. There should also be the Provision
of creating online LC opening proposal & approval,
downloading draft LC format etc., Provision for tracking LC
opening & amendment status with LC opening and amendment
charges linkage with PO.
The system should be able to manage and process readiness
164.
receipt from supplier with packing details.
The system should have the capability to manage and process
165.
Intimation to Freight Forwarder for Ex-Works / FOB.
The system should be able to manage and process Negotiable
166. Documents Including Third Party Inspection documents, where
applicable.
The system should have the capability to manage and process
Proforma Invoice (through ASN) for Claiming Advance
167. Payment (Full/Part). Provision of DMS and Integration with
FICO should be available.
Please also refer MM1.1.2.22.
The system should have the ability to manage and process
168. Tracking of Sea / Air Consignments ETA at Port and consulting
with Freight Forwarder.
The system should be capable of Tracking Advance shipping
169. documents (Non-Negotiable) from vendor, Negotiable
documents from bank and intimation to Finance and Receipt of

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
the above document at port consignee for release of cargo.
The subsequent process is covered in T&S process for bulk
Materials.
The system should have the ability to manage and process
170.
Document Discrepancy.
MM3.1.2 Post Delivery
The system should be able to manage and process High Sea
Sale. Ownership Transfer on High Sea and payment in INR to
Indian Counterpart or Foreign Agency.
The system should have the capability to manage and process
171.
High Sea Sales documents using ASN process for Claiming
Payment. Provision of DMS and Integration with FICO should
be available.
Please also refer MM1.1.2.22.
The system should be able to manage and process Import
inbound delivery by finance. Document checking by finance
172.
and posting inbound delivery (Stores in Transit) should be
available.
The system should have the capability to manage and process
Document Shortage or Non-Receipt of Negotiable Documents
173. in adequate Copies for Distribution. The system should have
the provision of storage, archiving, retrieval , linkage in DMS for
both Non-Negotiable and Negotiable documents.
The system should be capable of managing and processing
174. Payment release and Payment of Bank Charges as per Terms
of Contract.
The system should have the capability to manage and process
Postal transfer of Bank endorsed Documents to SAIL's Port
175. Consignee Courier of Bank Endorsed Docs for collection of
Consignment from Freight Forwarder with an integration with
Online Import Document management.
The system should be able to create, manage and process Port
176. Warehouse Agreement for Bulk / Bonded Warehouse for
Smalls Service Contracts entered with Agencies.
The system should have the capability to manage and process
Material clearance from port and delivery to stores, Material
177. clearance by SAIL Logistic Deptt. and delivery to concerned
unit of SAIL and Integration of Shipping documents storage to
DMS.
The system should have the capability to create, manage and
process Bill of Entry and even Bill of Entry when License not
available. Filing of Bill of Entry can be done in advance also
178. against copy of documents submitted by vendor after dispatch.
While filing the Bill of Entry, utilization of available Licenses is
verified and, if the custom duty can be offset against available
license, the same is mentioned in the B.O.E whereas when

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
license is not available, matter is taken up with Exim Licensing
Group for transfer of License from any other Port office who
releases the Transfer Release Advice (TRA).
The system should be capable enough to manage and process
DEPB Exemption As per provisions given in EXIM Policy for
Duty Exemption / Remission schemes, DEPB (Duty Entitlement
Passbook) is obtained from DGFT by EXIM Licensing Group,
ITD, SAIL, against exports made from designated ports of India
179.
by all Steel Plants of SAIL. Registration of DEPB is done at
Port from where exports have been made. Based on the
request from various units, ELG gives clearance for TRA to
various ports. DEPB is value based and can be utilized for
import of any item, which is freely importable.
The system should have the ability to manage and process
Special Licenses that are obtained by Purchase Officer, for
import of restricted/ -vee list items as mentioned in ITC-HS.
180.
Applications are filed with DGFT with the requisite fee.
Presently updating of these licenses and monitoring of imports
against these licenses is done through PC based system.
The system should have the ability to manage and process
181. Demurrage/Detention Demurrage/Detention applicable at Sea /
Airport.
The system should have the ability to create, manage and
process Payment of Port expenses. All Port expenses are
adjusted after receipt of Bill of Entry and other Port expenditure
details by Finance. Custom Clearance, Port Clearance, Inland
182. Transportation charges etc. are to be linked with Original PO.
BTSO payment to customs, clearing agent, Transporter etc. to
be integrated with PO. Integration with ICEGATE, freight
forwarder and other port agencies for payment linked to
individual Purchase Order and GR valuation.
The system should have the ability to manage and process
Port to Stores Transport Service Contracts with Transporters /
Handling Agencies. For Rake items - Thru Railways. Online
facility to track Cargo status at port and Port to plant delivery
183. status mapping should also be there in the system. Tracking of
rake using integration with FOIS should be available. Provision
of GPS based tracking of goods transported through trucks
should also be available. Provision of system-based tracking of
inbound trucks to optimize the turnaround time (TAT).
The system should be able to manage and process E-Way Bill
184. Generation by Port Consignee or Transporter for GST
compliance.
The system should have the ability to create, manage and
process Material Receipt and Inspection followed by GARN
185.
posting Material acceptance/rejection by Stores. Inspection
may require inputs from Requisitioning Department and QM

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Integration.
The system should have the ability to manage and process
Services. For Supply-Apply type Contracts or where Service is
either directly from foreign Source or appointed Indian
186.
Contractor of the Foreign Supplier (Including Consultancy) and
for Services For subscriptions to Foreign Portals and Foreign
Software licenses - Direct Payments in Websites.
The system should be able to create, manage and process
Post-Receipt & Acceptance / Bonus / Penalty Payments
187.
including Performance related payments Specially for Foreign
Currency payment.
The system should be able to manage and process Return of
188.
BG / SD Specially for Foreign Bank BG.
The system should be able to manage and process Indian
189. Agency Payment Paid in INR to Indian Agent, as part of Total
PO Landed Value.
The system should have the capability to manage and process
Re-Export of Goods Rejected Goods or Goods requiring Re-
190. Conditioning at Foreign Location - Are to be Exported back to
the Country of Origin. Linkage of Original PO, Bill of Entry etc.
is required at the time of Re-Export.
The system should be capable enough to carry out Vendor
Document Linking/Searching and Retrieval. Vendor
Collaboration correspondence storage with MM document link.
191.
The Documents should be searchable on the content also.
Search should be integrated on the same platform where
transactions will be conducted.
MM3.2 Import Bulk
Receipt
Provision of Integration with other third-partysystems .
MM3.2.1
Provision usage of AI and analytics for automation in the
process is required.
The system should support the process of Contract Finalization
by CIG and information sharing with L&I for logistic operation.
192.
There should be provision for keying in the contract in SAP
system by CIG/CMMG.
To develop a system which can support the following
functionalities upon receipt of stem from the suppliers.
a) Provision for keying in Purchase requisition information
in SAP by CIG/CMMG. SAP system should be bolted
with MJ Platform.
193. b) Triggering of system generated Emails as per the time
stamp.
c) Mail to RA agency for arrangement of Chartering Tender
amongst empaneled brokers/ Indian vessel owner.
System should maintain an updated list of the same.
d) Mail to the estimate committee for drawing of estimate.

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
System should have a repository for storing the
documents pertaining to estimate and evaluation.
e) Generation of Freight estimate as per predefined
template provided in the system.
f) Mail to INSA Owners about the published Tender
Enquiry.
MM3.2.2 Contract with vessel owner (chartering)
The system should be able to manage and process Contract of
Affreightment (Booking of a fixed quantity which is more than a
vessel load at a fixed rate to be lifted within a fixed period)
which includes the followings:
1. Entire Chartering tender data should flow in SAP
system.
194. 2. Initiation of approval note in SAP both for estimate and
evaluation. The SAP system should be capable of
handling the approval matrix as well as email
notification to the user.
3. Upon confirmation of L-1 tenderer by SAIL, confirmation
message should automatically flow to the vessel owner
and to the supplier.
System should be able to handle on-spot chartering of vessels.
SAP system to have repository of clauses of Charter Party.
241.
Charter Party clauses to be printed from SAP System. System
should have the provision for DGs shipping compliance screen.
The system should be able to manage and process
242. nominations of vessels to the supplier against COA or spot.
Integration with the Baltic and Platts systems is also required.
The system should be able to handle vessel master creation,
243.
change and display.
The system should be able to handle vessel master creation,
244.
change and display.
The functionalities to manage and process COA/CP/Time
245. charter master (create, modify, display, and delete dates)
should be built into the system.
The system should be able to handle the Nomination of vessel
against CoA, CP, and stem with an option to create change &
246.
display. There should also be provision of cancel & Nomination
on CNF in case of Limestone vessel.
247. The system should be able to Create/Change/Display contract.
The system should be able to capture and record monthly Stem
248.
report.
The system should be able to capture and process COA
249.
balance and details of COA.
The system should be able to capture and record the B/L date
250.
wise freight rate and material price.
The system should have the capability to generate a B/Lqty
251.
wise report based on Spot and COA freight.

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
At load port, the system should be able to handle and process
ETA. The vendor should be given a separate platform to
update the ETA, ETB, and ETC of the vessel at the load port.
The system should be integrated with the vessel tracking
252.
system, and data from the repository will be used to generate
different reports. An automated mechanism for reading
standardized ETA, ETB, ETC emails should also be added to
the system.
The system should have the capability to record and process
253.
Master chartering report.
The system should have the ability to manage sailing of the
vessel from the load port. Based on system entry of the sailing
initiation, a standard sailing advice and a default disport
254. declaration as per the matrix provided in the system should
trigger. The system will also display a vessel disport predictor
with several options based on constraints such as stock
position and cargo requirement pattern, among others.
The system should be able to create PO, with following
requirements:
1) Distribution of quantity between line items based on
predetermined logic.
255.
2) Provision to include all costs in the PO including M-junction,
DG shipping and sampling cost.
3) Capability to handle port cost in the same PO, instead of a
separate stock transfer order.
At discharge port, the system should be able to handle and
process ETA. The vendor should be given a separate platform
to update the ETA, ETB, and ETC of the vessel at the
discharge port. The system should be integrated with the
256.
vessel tracking system, and data from the repository will be
used to generate different reports. An automated mechanism
for reading standardized ETA, ETB, ETC emails should also be
added to the system.
The system should be able to process the notice of readiness
at first discharging port by vessel agents upon arrival and
257.
readiness of the vessel. Notice of Readiness to be captured
from Mails/Updates by Owners in SAP.
The system should be able to file provisional/final Bill of Entry
(BOE). System should prepare a custom working sheet which
is common for all branches as per port of discharges and as
per customs notification obtained from CBIC from time to time.
258.
The system should be able retrieve data from the customs EDI
system or mail, calculate custom duty and display the status of
a specific shipment in relation to the preliminary or final stage
of customs duty filing.
The system should facilitate the Payment of custom duty with
259.
an integration with ICEGATE portal.

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should facilitate the advance Payment process on
receipt of BOE. This advance payment needs to be integrated
260. with ICEGATE as per the calculation of duty structure (To avoid
re-entry of All Data, Tax Codes, Etc. and to reduce the manual
intervention).
The system should be able to post Goods Receipt at Wharf
261. against PO entered by HQ when the vessel discharges bulk
cargo at wharf.
The broker should have the facility to enter statement of fact
(SOF) at load port and discharge port through OCR (Retrieve
Data from signed pdf copy of SOF to SAP) or directly in the
262. system. The SOF should contain various time elements related
to arrival of vessel such as tendering of NOR, berthing,
commencement of loading/discharge, completion of
loading/discharge and other time elements like delays.
The system should be able to post the import material invoice
263.
with accounting entries.
The system should support different Vendor Payment
scenarios, which is done by Corporate Office
- Payment to coal vendor on receipt of coal invoice.
- Payment to vessel owner (freight), which includes initial,
264. additional& balance freight along with E-mail notification
to the owner. Payment is done as advance and on
receipt of freight bill advanced is cleared.
Payment to insurance vendor as advance and on the receipt of
insurance bill.
MM3.2.3 Shifting of materials within port
The system should have the ability to create and process Stock
Transfer Order, followed by Goods Issue and GRN to support
the booking of additional cost incurred for the shifting of
materials within port. Single Screen having different tabs with
necessary limited fields should be displayed to users for ease
of entering data. The PO created after sailing of the vessel
265.
should be the only purchase order in the system. System
should also ensure that the branches are not required to create
another stock transfer order PO. The port costs should be
incorporated inside the Batch and only fields necessary to input
data are to be displayed to the user to enter primary necessary
data.
MM3.2.4 Dispatch planning
The system should be able to prepare monthly and daily
dispatch plan depending on different variables like stock,
estimated receipt, plant requirement and rake availability etc.
266. called as Port plant linkage. There should also be provisions for
FOIS Integration for getting pipeline data & stock in transit.
Day-to-Day stock and consumption positions of the plants
should be integrated as a part of One ERP for better rake

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
planning.

MM3.2.5 Dispatch of imported materials to steel plant

The system should be able to carry out Dummy delivery for
dispatch against rake load to plant. All details of a specific
267.
batch to be displayed in one screen right from receipt (Vessel)
till the dispatch (Rakes).
At present Dispatch of imported materials to steel plant
happens in the following sequences - At the start, Internal
Orders are created in the system. These internal orders are
used to create sales orders for outbound movement. As a
follow-on activity, an outbound delivery is posted in the system,
upon which wagons are uploaded as handling units. Based on
this outbound delivery, goods issue is posted in the system and
then payment in done to the vendor through invoice processing
(MAP + Rly Freight).The system should have the following
functionalities to reduce the complexity in the current dispatch
process.
- Only required fields for entry to be displayed in each
screen.
- System should connect with FOIS and download wagon
wise details in excel format.
268.
- Shortage data - weight to weight & dry to dry to be
made available.
- Port &Plant data (weight and dry) both should be
fetched in a single screen.
- In billing document, automation is required so that
system can separate the base amount and GST amount
separately on entry of railway freight.
- Detail from RR may be fetched to fill in the required
fields of SAP without manual entry.
- System should do away with Shipment document and
shipment cost document followed by payment to
vendors.
Accounting entry for cost of goods sold (COGS), MAP of the
vessel from which the rake loaded is to be posted in the
system.
The system should be able to manage and reconcile Plant
269.
Receipt Data and Moisture Data.
MM3.2.6 Cargo commodity loan
The system should be able to display full view of vessel given
270.
and taken in a single Screen.
The system should be able to capture and process Commodity
Loan given(Sales Order creation, PGI & Invoicing) and
271.
Commodity Loan taken (PO, MIGO, Parking of vendor bill).
There should also be a provision for linking the SAIL vessel

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SI No Functional Requirement Response
(S/W/C/N)
and customer vessel, for clarity.
MM3.2.7 Cargo commodity sales
The system should be able to create Sales Order, PGI &
272.
Invoicing.
MM3.2.8 Coastal movements
The system should have the capability to manage and process
273. PO, Delivery, PGI, MIGO at receiving port to support the
coastal movements.
MM3.2.9 Voyage charter
The system should be able to carry out Chartering of vessel for
274.
several voyages at a fixed rate.
MM3.2.1
Time charter
0
The system should be able to carry out Chartering of vessel for
275.
several voyages for a fixed duration.
MM3.2.1
Laytime calculation
1
The system should have the capability to calculate Dispatch
and Demurrage. There should also be a provision of Laytime
276.
conditions to be incorporated in Coal Contract and Charter
party which should also flow to laytime calculation module.
MM3.2.1
Initial freight payment
2
The system should have the capability to manage and process
277.
initial freight payment.
MM3.2.1
Additional freight payment
3
The system should have the capability to manage and process
278.
additional freight payment.
MM3.2.1
Balance freight payment
4
The system should have the capability to pay balance freight
after dispatch demurrage settlement. System should also
279. handle all online tendering and bolt them with metal junction
platform. System should also provide a coal rate report at any
instance of time.
Processes of Coal Import Group
MM3.2.1 Consolidate requirement of plants w.r.t Quantity and
5 delivery schedule of coal from import sources through
production plan of PP module
The system should have the ability to support the Bulk Contract
creation process of coal import group. There should be some
provision for maintaining Annexure III details based on T&S
280.
requirement. It should include.
1-Supplier Master
2-Coal Type Master (Like Straight, Blended)

222 | P a g e
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3-Coal Variety Master (Like Coking Coal, Pulverized Coal
Injection(PCI)/CDI Coal)
4-Material Type Master (Like Hard, Soft, PCI)
5-Material Master (Like Australian Hard, USA Hard, Australian
Soft, USA Soft Etc.)
6-Coal Brand Master
7-Loadport Master
8-Third Party Inspection Agency Master
9-Testing Standard Master
10-Technical Parameters Masters
11-Payment Terms Master
12-Index Master
The system should have the capability to support the following
functionalities:
- Index Maintenance (Automated and manual entry)
- Brand wise Price & Penalty Calculation
281.
- Stem Details entry ( by CIG & T&S)
- Vessel Nomination Against Stem
Vessel wise details (relating to cargo quality, inspection
agency)
The system should be capable of calculating Vessel wise
282.
provisional price and provisional cargo value.
The system should be capable of calculating Vessel wise final
283. price and final cargo value. The system should be able to
reconcile Vessel wise provisional & final cargo value.
284. The system should be able to prepare Vessel Wise Check List
The system should be able to calculate Vessel wise Liquidated
285.
damages.
The system should have the ability to carry out Coking Coal
286. and CDI Coal Requirement Planning based on inputs from
Operations Directorate.
The system should be able to manage and process Tendering
287.
Activity (Global Tender / EOI).
The system should have the capability to calculate Freight
288. differential for different countries. including the data from other
PSUs (if available).
The system should be capable enough to carry out automated
inspection agency rotation and message/notification to
289.
suppliers based on contractual terms and condition (Frequency
of rotation is to be derived from contract).
The system should have the capability to calculate Vessel Wise
290.
C&F Value.
Processes of Operation Directorate-Input support to
plants- Imported Coking Coal and CDI Coal
MM3.2.1
Consolidate requirement of plants w.r.t Quantity and
6
delivery schedule of coal from Indian and Import sources
through production plan of PP module.

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Use of Analytics and AI is envisaged for the activities.
The system should have the ability to carry out optimization of
coal blend on Yearly, Quarterly, Monthly, daily basis. Plan for
291. blend should be as per Integrated Steel Plants (ISPs)
requirement of coking coal, availability & cost of different
categories of coking coal.
The system should be capable of Planning and monitoring of
292. dispatches, giving monthly/ daily rail dispatch plan in
coordination with ISP's and Monitoring compliance with L&I.
The system should be able to broaden long term supplier base
by facilitating the process of technical evaluation of
293. specifications and evaluation of trial results of new imported
coals, considering properties of the coal, by Coke Ovens
Expert Committee (COEC)
The system should be able to carry out Requirement planning
294. based on proposed blend on Yearly, Quarterly and Monthly
basis.
MM3.2.1 Processes of Operation Directorate-Input support to
7 plants- Indigenous coal
The system should be able to carry out Requirement planning
295. based on proposed blend on Yearly, Quarterly and Monthly
basis.
MM3.2.1 Processes of Operation Directorate-Input support to
8 plants- Limestone
The system should have the capability to Plan and monitor the
dispatches of Imported limestone and limestone from RSMML.
This requirement includes fixing of laycans for Imported
Limestone and daily rail dispatch plan for Imported Limestone
and dispatches from RSMML in coordination with ISP's,
296. monitoring compliance with L&I and Planning and monitoring of
dispatches of Daily rail dispatch plan in coordination with ISP's,
along with an interface requirement with L&I, ISP's, CMMG,
CPA BSL including RSMML.

MM3.2.1
Processes of Operation Directorate-Inter plant transfer
9
The system should have the capability to leverage synergy
amongst plants/units through Inter Plant transfer (IPT) of in-
process materials/ raw materials/ input materials, to maximize
utilization of capacity of respective Plants/Units. This requires
297. coordinating with concerned plants/ units (including special
steel plants) for finalization of IPT plan based on requirements,
spare availability at the sister plants and Monitoring compliance
of the IPT plan.

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Bidder’s
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(S/W/C/N)
MM3.2.2
Processes of Railway Movement SAIL
0
The system should be able to plan the railway movements
based on Stock at Plant, Stock on Rail and Stock at Indian
298.
Ports. It should be integrated with SD module of Individual
Plants for Inbound & Outbound Rake Planning.
The system should be able to settle Claims with Railways,
299.
Reconciliation with Railways and MIS dashboard with all KPIS.
MM3.3 Import Non-Bulk
MM3.3.1 Import for Projects related materials
The integrated system should have the functionality for Non-
300. Bulk PO Creation (both for air and sea imports) directly by MM
team of the plant.
The system must record the following information in order to
facilitate Non-Bulk import procurement: Type 20'/40', Item Wt.
(kg) CBM, Arrival dt (ATA/ETA), LLD/Date of destuffing/ICD
entry date; Plant, File No., MV(Voy), TS(Voy), BL No., BL dt.,
INCO, Port Slot of time without charge, date of return,
InfArrival, Copy Original, Dates of bill clearing, DO,, Draft BE,
File date, Bill of Entry, No Duty Landing Port Filing Apprdock
301.
Indent Del., Materials purchase order no, name of supplier,
load port freight in USD per container/KG, CFS cost port rent
(in RS) cont. dent. in RS, Name of the Agent, Reminder to
plant, supplier recovery recovered from transporter, date of
forwarding CFS, CHA & Transportation bill, 4days delay
Reasons for exceeding, 4 days delay Reason for removal to
CFS, CFS/ICDbill number and customs interest penalty.
The system should be able to create import PO directly without
any PR. The material UCS code and docs received from the
302.
plants to create should trigger subsequent actions. Notification
for the actions to be sent to the relevant stakeholders.
The system should have the ability use plant PO for BTSO.
Visibility for documents created during shipment, like Bill of
lading, invoice, packing list, technical write up, etc. should be
available with an option for uploading of these documents into
the system by the supplier through an interface (applicable for
both Sea and Air import). PO should be created without any
PR. There should be a provision to capture data like bill of
lading number, plant PO number, business area, plant code,
303.
type of cargo(i.e., container or LCL), vessel details like ETA,
delivery date and landing date. There should also be provisions
of ETA, ETB & ETC and real time tracking of the
vessel/container at the load port/discharge port with relevant
MIS updating in real time. Integration is required with Customs
IGM/Manifest. In case manifest is declared, alert to be triggered
by the system. There should also be provisions to capture link
between UCS code with plant and provision to capture different

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SI No Functional Requirement Response
(S/W/C/N)
HS code, provision for multiple entries from plant end as well
as T&S end. There should also be provision to amend the PO
to account for additional charges incurred during clearance.
The system should be able to automatically send email to
shipping liner and Freight forwarder for invoice requisition, once
IGM is filed. System should read invoice details through
OCR/IRN/ICEGATE interface for data capture into PO/Invoice.
304.
Material details like code, quantity, Purchase org details along
with entry of customs duty details, shipping line costs and
details of vendors costs like shipping line expenses and vendor
details should also be captured by the system.
The system should be able to create Inbound Delivery with
location and container details. Possibility to enter the PO data,
IBD data through excel, should be there. BOE data to be
captured in system through ICEGATE interface, so that details
like price, HS code, duty etc. are easily visible and auto
Invoicing of customs duty and other invoices should be
305.
available. System should calculate the customs duty and fetch
data from Customs EDI system /mail. The system should also
account for and display the license wise balance for export
benefit schemes. There should also be provisions for capturing
vessel details like ETA from shipping line websites, and auto
populate the same in relevant reports.
The system should have the ability to post goods receipt at port
306. or CFS to take material into stock with an option of auto PGR
and PGI based on data in port website.
The system should be able to Maintain GR/IR Clearing
Accounts wherein stock will be taken in Plant PO itself and port
307.
will only act as a temporary storage location to avoid Manual
GR/IR clearing.
The system should allow single click stock transfer from one
storage location to another with costs to be taken through SAP
or through excel entry and in bulk. Material may be shifted from
one port to a CFS, in which some cost is incurred. This process
308. is used for the movement of stock from one storage location to
another. To shift stock, directly, storage location change may
be done as cost is captured in OBD stage. There should also
be provisions for pulling Port demurrage /liner invoice through
OCR/IRN and auto parking of invoices.
The system should be able to create Outbound Delivery
followed by posting goods issue. The system should also be
309.
able to carry out auto PGR and PGI based on data in port
website with an integration with port/customs system.
The system should be able to create Inbound Delivery followed
310.
by Goods Receipt.
The system should be able to support the delivery process from
311.
port to Plant. Material is cleared from customs through a

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
contractor for transport and clearance and to initiate delivery
from port. Contracting process for procurement of transport,
CHA, other processes to be done through system and interface
with GeM, EPS and other procurement platform is required.
The system should be able to create truck/container wise
Outbound Delivery followed by PGI. Single OBD to be allowed
with provision to enter different shipment details of each
312.
container and excel utility also to be developed for enabling
upload. There should be the provision for entering shipment
cost at the OBD stage itself along with bulk input facility.
The system should be able to create Shipment Document in
which various costs like CFS charges, port demurrage, labor
costs, etc. are accrued. There should also be a report that
should show, file number, master vessel, voyage number, TS
vessel, voyage, B/L number, Bl date, INCO term,
containerized/LCL, number of 20 foot container, number of 40
foot container, item , weight in KG, Volume in CBM , ETA/ATA,
LLD, port free time, slot free time, slot return date, information
arrival date, date of arrival of copy documents, date of arrival of
313. original documents, date of payment of shipping line bills, date
of DO, date of draft BE finalization, BE number, BE date, date
of duty payment, date of landing at port, location of material,
contractor who is going to clear the cargo, OOC date, indent
date, delivery date, material, Plant external PO number, name
of supplier, CFS cost, port rent container detention, load port,
shipping agent name, recovery from transporter, recovery from
supplier, date of clearing of CFS bill, Date of clearing of
transporter bill, , reason for removal to CFS, reason for removal
detention/for exceeding 4 days, customs interest/fine incurred
The system should be capable enough to manage and process
314.
service receipt level accounting and cost of the vendor.
The system should be able to Print Delivery Challan. There
should be a provision of auto print out of delivery challan and
315. the functionality to communicate the same to the transporter via
email. The system should be designed to support auto
creation of E-waybill against Bill of Entry.
The system should have a provision to create Condition
records for transportation which are used to enter the
predefined costs for vendors in dispatch cycle(for e.g.,
316. transport costs based on rate contracts).Rate contracts are
entered with service providers like CFS, CHA, transporter etc.
The Contract process is now completely outside the SAP
system, the same to be bolted to SAP.
The system should be able to allocate cost to vendors
(Shipment cost document) in individual and bulk with excel
317.
upload utility and auto Invoice Processing option. There should
also be provisions in the system to capture plant receipt

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
information and return to slot for container detention with aided
features of vehicle tracking data, for both legs and detention
free time remaining alerts for intervention. Provisions should
also be made to cater accounting issue in entering detention
costs and a proper report to accurately capture the costs
incurred.
The system should have the capability to capture and record
WBS Element Overview. Summary report with complete import
register. The report should show - file number, master vessel,
voyage number, TS vessel, voyage, B/L number, Bl date, INCO
term, containerized/LCL, number of 20 foot container, number
of 40 foot container, item , weight in KG, Volume in CBM ,
ETA/ATA, LLD, port free time, slot free time, slot return date,
information arrival date, date of arrival of copy documents, date
of arrival of original documents, date of payment of shipping
line bills, date of DO, date of draft BE finalization, BE number,
318.
BE date, date of duty payment, date of landing at port, location
of material, contractor who is going to clear the cargo, OOC
date, indent date, delivery date, material, Plant external PO
number, name of supplier, CFS cost, port rent container
detention, load port, shipping agent name, recovery from
transporter, recovery from supplier, date of clearing of CFS bill,
Date of clearing of transporter bill, , reason for removal to CFS,
reason for removal detention/for exceeding 4 days, customs
interest/fine incurred. Interactive dashboard and filtering option
to be provided just like excel.
The system should have the ability to manage and process
319.
report, to see actual cost accumulation against WBS element.
MM4 Goods Receipt
MM4.1 Materials/Raw Materials
MM4.1.1 Pre-Receipt
The system should be able to manage and process Delivery
Term Linkage, PO parameter for Delivery Term Ex-Works /
Import. Agreement or Nomination of Transporter / Freight
320.
Forwarder. Link to process of PO/Payment to Transporter.
Tagging of Hazardous Material in Material Master must be
there in the system.
The system should have the capability to manage and process
External Contracts in which Contract for Storage / Godowns /
321.
Yards of bulk consignments like Imported Lime-Stone at Port -
For subsequent rake wise dispatch to SAIL units are available.
The system should be able to manage and process Third
Parties for Logistics. System provisions required for providing
information about item readiness for dispatch by supplier.
322.
Appointment & Intimation to Transporter / Freight Forwarder /
Associate at origin, for collection of consignment and its
transportation should also be catered by the system.

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(S/W/C/N)
The system should have the capability to manage and process
PO parameter for Delivery Date or Period. Validity of Delivery
323. period / Financial Year / Schedule for phased Delivery. For
Orders where Delivery has expired, Online Clearance should
be made mandatory for IR/Receipt
The system should have the ability to manage and process
Inspection at Firm's Premises - PO parameter for Inspection
324.
agency (SAIL / Third Party etc.). Inspection Certificate
collection from such Agencies should be mapped in system.
The system should be capable of managing and processing of
Delivery Point. PO parameter identifying location of receipt of
material (Stores / Direct Delivery). System to capture shops
consignment acceptance information. System based
Monitoring/Tracking of inventory at Shop Floor to ensure timely
Goods Issue. Inventory owner identification – S/Loc mapping.
325. Collecting of Dispatch documents through Vendor Invoice
Mgmt. (VIM) type of system. VIM to also support all pre-Invoice
processes like Firm Premises Inspection, BG/SD submission
processes. Online management of Dispatch / Payment
documents. Provision of DMS and Integration with FICO should
be available.
Please also refer MM1.1.2.22.
The system should have the ability to create, manage and
process Inbound Delivery. Details to be included are dispatch
details / Documents receipt from Vendor / Purchase / Finance.
Note SIT (Stores in Transit Report) for FI & CO Module reports.
Process of SAP Inbound Delivery and its Integration with SD
Module. Online Dispatch Document & e-Invoice.

326. The system should send appointment & intimation to

transporter / freight forwarder for collection of consignment with
System provisions required for providing information about item
readiness for dispatch by supplier.

Provision of DMS and Integration with FICO should be

available.
Please also refer MM1.1.2.22.
The system should be able to manage and process Capacity
for handling Receipt. Advance Planning of Equipment's /
327.
Manpower for unloading / handling of Bulk / Small
consignments.
The system should be able to manage and process Statutory
Clearances Required. Obtaining Licenses / No-Objection
328. Certificates for Transport / Handling / Storage / Tankers of
Explosive / Inflammable type of items including Fuels.
(Petrol/Diesel).
329. The system should have the capability to manage and process

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(S/W/C/N)
Logistics Management Collection of Consignment by a SAIL
unit from Transporter Godowns / Sister Unit.
The system should be capable of managing and processing
330. GST Compliance Issue of GST E-Waybill for Import
Consignments from Port or Sister SAIL Unit to a SAIL Unit.
MM4.1.2 Receipt
The system should be able to manage and process the process
in which when the vehicle entered inside the plant, then a Plant
Security Check on Arrival at Plant Gate by CISF along with
Truck document check and Consignment document check
takes place. Security Check also on Exit of Truck from Unit.
Checking validity of PO. Then Management of vehicle is done
inside the plant where vehicle is provided with vehicle pass. On
managing the vehicle, then measurement of weight is
conducted. On arrival at Stores Gate - Verification.
331. Acknowledgement to be issued to Transporter for receipt of
material by Store. Custom developed weighbridge integration
with direct data transfer to SAP is available in all the ISP the
same functionality should be available, this should be
integrated with Gate Entry and Goods receipt.
Logistics mapping Detailing for unloading facility -
Manpower/Equipment where required. Bar-Code/RFID tagging
and retrieval for Items should also be there. Provision of Entry
and Measurement materials supplied using pipelines should be
available.
The system should have the ability to manage and process
Data Capture / Entry. CCN (Consignment Control No) creation
332. by stores (omitted in Case of Raw Material Receipt through
Rail and items received at Hospitals) should be there in the
system.
The system should be able to be manage and process the
333. Checking of Input with PO details. CCN Check list by Stores
(omitted in Case of Raw Material Receipt) should also be there.
The system should have the ability to manage and process
334.
Alerts i.e., Intimation of CCN to Indenter / Purchase / Vendor.
The system should have the ability to manage and process
Material receipt for processing [103]. Goods Receipt against
335.
PO with CCN (omitted in Case of Raw Material Receipt) should
also be mapped.
The system should have the ability to manage and process
Special Processes. Specific Goods Receipt Process for
Refractory for Sets BOM and Project Materials
- Multiple Invoices against one unit of item
336.
- Provision for GST capture
- Dispatch of item from different locations.
Third Party Management of Consumer Operated Lubrication
Depot (COLD) / Petrol/Diesel Pumps/Bearing /Water Treatment

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(S/W/C/N)
Chemicals. Hazardous Items Mapping (MDM integration) - For
controlling Statutory License requirement of Explosives, Fuels,
Sulphur etc. both for Storage and Transport where applicable.
Ware-house X-Y-Z mapping (Lean warehouse Module for MM
processes. Requirement of auto WM transaction posting at the
time of movement 105 with capture of X-Y-Z parameters &
Warehouse detail.
The system should be able to manage and process GeM
CRAC. GeM process of CRAC also needs integration with
SAP. Integration with GeM system:
- GeM Orders (inbound)
337.
- CRAC update (outbound)
- Vendor Invoice (Inbound)
- Payment Update (outbound)
GeM process of CRAC also needs to be integrated with SAP.
The system should have the ability to manage and process
338. Alerts - Intimation of Goods Receipt to Inspection Agency and
Sampling Process - Intimation to Agencies for Presence.
The system should have the ability to manage and process
Physical Activities related to Inspection and Inspection
Readiness Linkage of Test Report received from RCL /PMI
339.
agency with Case File. Functionality such as PO file creation
for Inspection with all relevant PO & dispatch details / drawings
etc.
The system should be able to manage and process Physical
Inspection. Material Inspection by Inspection Dept - QM
340. Integration. QM Integration for QAP- Category of Documents,
List of Documents, Result Recording of Quality Parameters and
integration of Payment(FICO) for payment dependent Results.
The system should be able to manage and process
Acceptance and Storage of accepted Material at a location.
Goods Acceptance / Rejection & Intimation to Vendor /
Purchase / Indenter. X-Y-Z Location of Warehouse to be
341.
assigned for physical storage location identification. Provision
to put rejected cases to a committee for review. On acceptance
by Committee, Provision for changing of usage decision should
be there
The system should be able to manage and process Intimation
342. to Indenter to collect their purchase material and (A-B-C
analysis and X-Y-Z analysis).
The system should have the capability to manage and process
343.
Special Process for Performance / Trials.
The system should have the capability to manage and process
344.
Free Trial and Paid Trial (Uniform Order for Free Trial).
The system should have the functionality of Subcontracting
345.
scenario - vendors (outside SAIL).
MM4.1.3 Post Receipt

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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have the capability to manage and process
346. Facilities Management Maintenance of Stores - Facilities-
Integration with PM Module (Omitted in case of Raw Material).
The system should have the capability to manage and process
Retention of physical documents and Physical Relocation of
Items in Stores from one Physical location to another.
347.
Relocation of Items in Stores from one Physical location to
another - Warehouse Management / Unloading at Yard
Management in case of Raw Material.
The system should have the capability to manage and process
Vendor Returns. Rejection Material Collection by Vendor.
348. Includes process for submission of BG/Indemnity Bond where
Payment Made as well as GST Challan or GST Invoice
generation. (Omitted in case of Raw Material).
The system should have the functionality Collection of excess/
349. wrong material supplied by vendor. GR - Return of Excess /
Wrong supply process to be mapped.
The system to be capable of managing and processing Special
Process of IPT material movements. IPT Transfer - Process for
transfer of Stores Goods from One SAIL Unit to Another as per
request. (SD/FI/PP integration)
- Capturing Demand
- Approval for release as per releasing plants DOP
-SD Integration for sales view, Idle assets and obsolete
material may follow similar process
350.
- Physical Dispatch including placement of truck gate entry
loading weighment, halting permission / night permission and
Gate Exit.
- GST Invoice / e-Waybill
-Status of Demand should be updated against receiving plant
by creation of ASN.
- process flow (PO-PPO-SO)
- FICO integration.
The system should be capable enough to manage and process
Requisition of Goods by End User and Requisition Approval for
Centralized/TF Items, Requisition Approval for other User Items
and Requisition Approval for other SAIL Unit requests.
351. Requisition of Goods in Stock approved by Material Owning
Agency (Dept) / Head of Works / MM. System generated
requisition for other Plant Inventory requests and its online
approval should also be there.

The system should have the functionality to manage and

process Physical location identification Material to be moved
352. from Physical Location for Goods Issue, including requirement
of Equipment's / Handling Contract Employees. (Omitted in
case of Raw Material).

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RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should be capable enough to manage and process
Stock transfer to own captive mines/ SPU located in other state
with different GST number. Auto Material Sales view
353.
maintenance - integration with MDM is also required. FI
integration for generation of delivery job challan / Invoice as per
GST law.
The system should have the functionality to create, manage
and process Goods Issue. With greater emphasis on
Consumption, Budget control with FICO Integration STO (Stock
354.
transfer Order), creation by Indenting Dept and Issue of
material against STO. Workflow is required for approval of
Central material issuing agency.
The system should be equipped with the essential ability
355. to manage and process Goods receipt at location of Use
Receipt of material against STO.
The system should be able to manage and process Cost
Booking and accounting Issue of material against Reservation -
created through PM / PP Order. PM/PP Integration for Roll /
356.
Refractory / Bearing Life Management System linked with
Production (Heat/Ladle/Tundish number - Level 2 mapping)
and Rolls/Bearings with Production volume.
The system should have the capability to manage and process
Post acceptance Rejections / Performance failures. Site
357. Rejection for dimensional and Performance Issues/to be
managed under quality rejection process. QM integration
point.
The system should be able to create, manage and process
Replacements. Replacement Supplies by Vendor - Will follow
the receipt Process from [Link] onwards. Requirement of
Indemnity Bond/BG / Recovery of Material Price from Bill
358.
- Stock Generation
- Material issue to vendor against Subcontracting Order / Sale
Order
- Creation of Delivery Challan / GST Invoice.
The system should have the capability to manage and process
359. Stock Verification - Physical activity based on Stock Report and
generation of Shortage / Excess Stock Reports.
The system should have the ability to manage and process
360. Identification of potential non-moving items age greater than
three years and less than five years (omitted in Raw Material).
The system should be capable of managing and processing
Slow Moving/Non-Moving Items Identification of Slow-Moving
361.
Items (No of Years). Separate Age of 5 / 10 / 15 Years Old with
actual date of Last Receipt and Last Issue History required.
The system should have the ability to manage and process of
362. Surplus / Non-Moving / Obsolete. Report generation for Surplus
and Non-Moving Items and Obsolete Items identification By

233 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
User Department. Circulation. Within Unit and within all SAIL
Units and Requisite Automation in circulation of Non-Moving /
Obsolete Items.
The system should be able to manage and process Write-Off,
363.
of Shortage / Leakage / Shelf-Life Items and Approvals thereof.
The system should be able to manage and process Transfer of
Obsolete / Surplus to Marketing. There should be linkage of
Lots created by marketing for auction of MM materials.
364. Dispatch should be linked with reduction of quantity. Sale of
Obsolete/ Surplus Items from Time to Time through Plant
Marketing - Integration with SD Module. Integration with MJ
Value Mart is also a prerequisite of the system.
The system should be capable of managing and processing
Raw Material Special Process/Wagon Accounting/Pilot
365. Memo/Rake Creation/Placement Memo. Wagon Accounting
Process /Receipt of Pilot Memo /Rake Creation/Placement
Memo Generation/Rake Weighment/Return of Rakes.
The system should have the capability to manage and process
366. Provisional Receipt of Raw Material and Provisional Receipt of
Material against Dummy PO.
The system should have the capability to manage and process
367. RR Creation linkage with RR to MM PO. Railway receipt
creation, Background RR creation /Linkage with MM PO.
The system should be able to manage and process Linkage of
wagon to actual GARN. Linkage of Wagons received in Rake
368.
with the Wagons in RR, Creation of Actual GARN, Reversal of
Provisional GARN.
The system should have the capability to manage and process
369. of Claim Generation for not received Wagons and claim
withdrawal from railways.
The system should have the capability to manage and process
370. Diversion/Booking. Diversion /Rebooking of Raw Materials
Rake.
MM4.1.4 Medicine Process
The system should be proficient enough to manage and
process PR Raising and Approval, PR-Supply, PR-Service
Repair Job contract and PR-AMR. Purchase Requisition
creation for Supply, Services and AMR cases are in SAP
standard processes. Consumables items are procured in GeM
platform and backup PO is being placed to conduct the
371. activities of Goods receipt. Medicines are procured in EPS
platform. Procurement of Hospital-Kitchen items are in manual
mode. Following tendering platform are used –
1. SRM,
2. EPS,
3. GeM.
Facility to supply liquid oxygen and oxygen cylinder this also

234 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
includes production of oxygen inside plant including third party
productions. Disposal of medical waste as a Rate contract
services, Procurement of medical equipment’s and AMC of
equipment’s with or without consumable/spare support should
be mapped in the system.
The system should be able to manage and process Shelf-Life
Expiry Date. (SLED/BBD) SLED/BBD is being maintained at
372.
the time of GARN of medicines in the batch-classification of
UCS.
System should have the requisite functionality of transfer of
Expiry Medicines to designated Storage locations daily
suggestive report with expiry medicines are being run on daily
373.
basis for stores person who is responsible for shifting of expiry
medicines, they generate and take print out and shift the expiry
medicines to the designated storage locations.
The system should be able to manage and process Real Time
Medicine status Report: A report is being generated for
storekeeper to start the procurement activity with suggestive
requirement of medicines considering current stock, re-order
374.
level, safety stock level and consumption pattern of medicines
(integration with HMIS with single instance required to fetch
current stock of medicines.). Provision of Real time stock
visibility in HMIS systems of Respective units.
The system should have the ability to manage and process
375. Goods Receipt of Medicines GARN raised in Main storage
location of Hospital and stock charged subsequently.
The system should be able to manage and process Distribution
of Medicines, which are distributed from Main Storage location
376.
to sub-storage locations w.r.t. area defined as IPD or OPD.
Provision of Batch Managed Inventory is also required.
The system should be able to manage and process
Consumption of Medicines that are ISSUED to patients through
377. sorting of Shelf-Life Expiry Dated and Best before Date
(SLED/BBD) from respective counters and their consumption
data is being entered in SAP System.
Many of the Plant units are in the phase of implementation of
Hospital Management Information system (HMIS). There are
multiple installations of independent HMIS. Some of the HMIS
systems are Custom developed SAP based whereas some are
NIC based HMIS system. Integration should be available for all
the HMIS systems. Distribution of medicines from Main storage
378.
location to sub-storage location will be treated in SAP as
consumption. Consumption of medicine processes to patients
will be through HMIS, provision of report for reconciliation of
Stock in HMIS and SAP should be available. Registration of
Patients. Billing for entitled/Non-Entitled Patients. Integration
for Mediclaim should be available.

235 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should be able to manage and process CPA
Medicines / Consumables CPA Medicines / Consumables.
Procedure for Inter-Plant Common Vendor List (CVL), CVL
process is approved by head of hospitals on annual basis.
379. Consolidation of CPA quantity, MJ buy junction / RA Engine
Integration, LOA, and back-up PO by individual SAIL Units.
Detailed MIS requirement for Vendor Performance in previous
cycles and high seasonal variation in consumption of
Medicines.
The system should have the capability to manage and process
Emergency Procurement Emergency Procurement of
380.
Medicines / Life Saving drugs – Individual Procedures at SAIL
ISPs. Approvals & PO placement.
The system should have the capability to manage and process
381. Transfer of Medicine Stock to other SAIL Units Transfer of
Medicine Stock to other SAIL Units / CSR obligations.
The system should have the capability to manage and process
Reimbursement to Employees, for referral/treatment in Third-
Party Hospitals. Reimbursement of Medicine procured in case
382.
of non-availability at SAIL hospitals and at locations where
SAIL Hospitals are not available should be available. (HR
Module).
The system should have the option and capability for Referral
Management of Bills of Referral Hospitals (FICO
383.
Module).Service Receipt Process against POs placed for Rate
Contracts is also same and should be there in the system.
MM4.2 Services
MM4.2.1 Pre-Receipt
The system should have the capability to create, manage and
384. process Contract Period, PO parameter for Contract Period
and Number of Phases.
The system should have the capability to manage and process
385. Site Readiness. Intimation from Contractor and Confirmation
from Execution Agency option should also be there.
The system should be able to manage and process Gate Pass
Request and CLC Process List of Contract Employees and
386.
Documents to be Submitted including Bank Details etc. This is
done through non-ERP process and thus Needs integration.
It is imperative for the system to be capable of Safety Training
387. Based on location of Job. This is done through non-ERP
process and thus Needs integration.
The system should have the capability to manage and process
388. CISF Gate Pass Issue Permission for Entry / Exit in Plant. This
is done through non-ERP process and thus Needs integration.
The system should be capable enough to manage and process
389. Equipment's Equipment by Contractor / by SAIL. Gate Pass
process for Equipment of Contractor.

236 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)

MM4.2.2 Job Execution

The system should be capable enough to manage and process
Attendance of Contract Employees and its Linkage with HR
390.
Module. This is done through non-ERP process and thus
Needs integration.
The system should have the capability to manage and process
391. Job Execution followed by Job Measurement by Execution
Agency, Online Measurement Book integrated to Contractor.
The system should be proficient in the capability to manage
and process Excess Job quantity/ period Execution followed by
392.
Job Measurement by Execution Agency and processing for
Purchase Requisition / Increase in PO Quantity.
The system should have the functionality to manage and
393. process Penal Actions with Service Acceptance - Recovery/
Fines/ Administrative actions.
The system should have the capability to manage and process
394.
Service Entry Service Entry Creation followed by its approval.
The system should be able to manage and process Physical
395.
Invoice Management Bill Receipt and Forwarding to Finance.
The system should have the capability to manage and process
396. GST Compliances. Tax Code- GST, Other compliances ESI/PF
Integration with FICO.
The system should be able to manage and process Statutory
397. Compliances Clearance of Contract Labor Cell. This is done
through non-ERP process and thus Needs integration.
The system should have the capability to manage and process
398.
Management of Services with Reports of SES.
The system should have the ability to manage and process
399.
Work progress report of contracts.
The system should be capable of managing and processing
400. Wage Escalation as per Contract Terms and implication on
payment to Contractor.
The system should have the ability to manage and process
401.
Interim deviation (IDS).
The system should be able to manage and process Cost
402.
Booking with Liability Creation - Integration with FICO.
The system should be able to manage and process of
403.
FDS/Closure of Contract.
MM4.1.2 Receipt
The system should have the capability to manage and process
Plant Security Check. On Arrival at Plant Gate - Security check-
CISF along with Truck document check and Consignment
404.
document check. Permission for Over-night Truck held up
inside Unit. Security Check also on Exit of Truck from Unit with
Checking validity of PO.

237 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have the capability to manage and process
Vehicle Management inside Plant. Area Pass for Vehicle entry
405. at gate. Vehicle master (So that Once the Vehicle details have
been entered and validated the same should not be asked in
the gate till the certificates has not expired.
The system should have the capability to manage and process
Weight measurement. Weighbridge Interface, which is
required, includes:
406. Gross Weight and Tare Weight of incoming trucks to be
transferred to SAP system for further validations while GR.
Direct facility for recording weighment is not available but is a
requirement.
The system should have the capability to manage and process
Receipt acknowledgement. On arrival at Stores Gate -
Verification. Acknowledgement to be issued to Transporter for
407.
receipt of material by Stores. Logistics mapping Detailing for
unloading facility - Manpower/Equipment where required. Bar-
Code/Rid tagging and retrieval for Items.
The system should be able to manage and process Data
Capture / Entry. CCN (Consignment Control No) creation by
408.
stores (omitted in Case of Raw Material Receipt through Rail
and items received at Hospitals).
The system to be capable of managing and processing,
409. Checking of Input with PO details with CCN Check list by
Stores (omitted in Case of Raw Material Receipt).
The system should have the capability to manage and process
410. Alerts which is an Intimation of CCN to Indenter / Purchase /
Vendor.
The system should be capable enough to manage and process
411. Material receipt for processing [103]. Goods Receipt against
PO with CCN (omitted in Case of Raw Material Receipt).
The system should be capable enough to manage and process
Special Processes. Specific Goods Receipt, Process for
Refractory for Sets BOM and Project Materials - Multiple
Invoices against one unit of item.
- Provision for GST capture
- Dispatch of item from different locations.
Third Party Management of Consumer Operated Lubrication
412. Depot (COLD) / Petrol/Diesel Pumps/Bearing /Water Treatment
Chemicals. Hazardous Items Mapping (MDM integration) - For
controlling Statutory License requirement of Explosives, Fuels,
Sulphur etc. both for Storage and Transport where applicable.
Ware-house X-Y-Z mapping. Lean warehouse Module for MM
processes. Requirement of auto WM transaction posting at the
time of movement 105 with capture of X-Y-Z parameters &
Warehouse detail
413. The system should have the functionality to manage and

238 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
process GeM CRAC. There should also be a provision of
Integration with GeM system:
- GeM Orders (inbound)
- CRAC update (outbound)
- Vendor Invoice (Inbound)
- Payment Update (outbound)
The system should have the capability to manage and process
Alerts which is an Intimation of Goods Receipt to Inspection
414.
Agency and Sampling Process - Intimation to Agencies for
Presence.
The system should have the capability to manage and process
Physical Activities related to Inspection. PO file creation for
415.
Inspection with all relevant PO & dispatch details / drawings
etc. should be there in the system.
The system should be equipped with the essential ability
to manage and process Inspection Readiness followed by
Physical Inspection . Linkage of Test Report received from RCL
/ PMI agency with Case File. Material Inspection by Inspection
416.
Dept - QM Integration. QM Integration for QAP- Category of
Documents, List of Documents, Result Recording of Quality
Parameters and integration of Payment (FICO) for payment
dependent Results.
The system should have the capability to manage and process
Acceptance and Storage of accepted Material at a location.
Goods Acceptance / Rejection & Intimation to Vendor /
Purchase / Indenter. X-Y-Z Location of Warehouse to be
417. assigned for physical storage location identification. Provision
to put rejected cases to a committee for review. On acceptance
by Committee, Provision for changing of usage decision should
also be there with capturing of location coordinates of the
material.
The system should be able to manage and process Intimation
418. to Indenter to collect their purchase material and (A-B-C
analysis and X-Y-Z analysis).
The system should have the capability to manage and process
Special Process for Performance / Trials. The standard
419.
functionality of the system is required to capture performance
as well.
The system should have the ability to manage and process
420.
Free Trial and Paid Trial (Uniform Order for Free Trial).
MM4.2 Services
MM4.2.1 Pre-Receipt
The system should be able to manage and process Contract
421. Period. PO parameter for Contract Period and Number of
Phases.
The system should be able to manage and process Site
422.
Readiness which includes an Intimation from Contractor and

239 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Confirmation from Execution Agency.
The system should have the capability to manage and process
Gate Pass Request and CLC Process. List of Contract
423. Employees and Documents to be Submitted including Bank
Details etc. This is done through a non- SAP system hence
needs integration.
The system should be capable of manage and process Safety
424. Training Based on location of Job. This is done through a non-
SAP system hence needs integration.
The system should have the capability to manage and process
CISF Gate Pass Issue that includes Permission for Entry / Exit
425.
in Plant. This is done through a non- SAP system hence needs
integration.
The system should have the capability to manage and process
426. the recording and capture of Equipment by Contractor / by
SAIL. Gate Pass process for Equipment of Contractor.
MM4.3 Miscellaneous
MM4.3.1 Services thru Plant PO Process
The system should be able to manage and process
427. Departmental PO.

MM4.3.2 Sales thru Service

The system should be able to manage and process Sales thru
428. Services (Cycle Stand, Boating, Hoardings, Fishpond).

MM4.3.3 Imprest Expenditure

The system should have the capability to manage and process
Imprest Expenditure, Emergency procurement through DOP/
429. Imprest, RTO expenses, Statutory fees to lawyers/ agencies,
Durga Puja Pandal, Catering fees, Rent, Printing, Club, Tour
bills, Custom duty, Air Tickets etc.

MM4.3.4 Reconditioning
The system should possess the capability to manage and
process Reconditioning Jobs at DSP Reconditioning Jobs at
430. DSP managed thru Services Route. Reconditioning is done
through MM route.

MM4.3.5 Job Work

The system should have the capability to manage and process
431. Job Work outside Plant. Third Party Jobs for Payment Purpose
also managed thru Service Route.

MM4.3.6 Issue of Medicines

The system should have the capability to manage and process
Medicines that are GARN at specific location with Shelf Life,
432.
SLED, Batch, and stock will be charged in main storage
location of IGH, Plant 4420.

240 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have the capability to manage and process
Transfer of Medicines (IPD) and (OPD). Stock will be transfer
from Main Location to IPD Main Storages and Stock will be
433.
transfer from Main Location to OPD Main Storages and Issue
of Medicine to OPD Patients against Personal Number from
various OPD counters.
The system should be able to manage and process of
Registration of patients that is be done in NERP System
434.
(legacy) and data transfer from NERP to ERP through Batch
program.
The system to be capable of managing and processing Issue of
435.
Medicine to Entitled /Non-Entitled Patients.
The system should have the capability to manage and process
Data transfer of Medicines Item wise/Qty/price from ERP to
436. Non-ERP. Data Transfer on every hour from ERP system to
Non-ERP System - Medicines item wise with quantity & Price
Data.
The system should be able to raise billing against IPD Non-
437.
entitled patients, on Discharge as well.
MM5 Warehouse
MM5.1 Receipt
MM5.1.1 Receipt From Plant (Rail)
The system should have the capability to manage and process
438.
receipt from plant (Rail).
MM5.1.2 Receipt From Plant (Road)
The system should have the capability to manage and process
a process in which the material dispatched from plant is
received at yard and stock is created. HC unloads the wagons
and creates PTR. On receipt of Plant CA soft copy in the
439. system a Batch is created against each line item of the plant
Invoice/CA and a PO is generated for the CA/Invoice. An IBD is
created against the CA and a Transfer order is generated for
placement of material in the storage bin. GRN is done and the
Transfer order is confirmed resulting in Stock creation.
MM5.1.3 Receipt From Plant (PBP)
The system should have the capability to manage and process
440.
of receipt from plant (PBP).
MM5.1.4 Receipt By STTR (Road)
The system should have the capability to manage and process
441.
of receipt by STTR (Road).
MM5.1.5 Receipt By STTR (Rail)
The system should have the capability to manage and process
receipt by STTR (Rail) - For receipt of incoming Stock transfer
442. material, Weighment of the vehicle (In road delivery cases only)
is done and subsequently GRN in done and the material is
placed in storage bins.

241 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Receipt Of QC (Quality Complain) Material (For same
MM5.1.6
Yard/For another Yard)
The system should have the capability to manage and process
443. of Receipt of QC (Quality Complain) Material (For same
Yard/For another Yard).
MM5.1.7 Receipt Of QC Material (Direct Dispatch QC)
The system should have the capability to manage and process
Receipt of QC Material (Direct Dispatch QC) - Delivery is
444.
created as per the arriving vehicles, weighment of vehicle is
done against the delivery, PGR and bin placement is done.
MM5.1.8 Receipts from conversion Yard.
The system should have the capability to manage and process
445. of receipts from conversion yard in which Direct dispatch
material being returned to stockyard (Quality Complaint).
MM5.1.9 Receipt Of Export Surplus
The system should have the capability to manage and process
446. of receipt of export surplus - Stock transfer from conversion
agent.
MM5.1.1
Receipt For Land Export
0
The system should have the capability to manage and process
447. of receipt for land export - Receipt of Export surplus material
from BTSO.
MM5.2 Delivery
MM5.2.1 Sales (Standard Delivery)
The system should have the capability to manage and process
448.
of sales and distribution.
MM5.2.2 Sales (Door Delivery)
The system should have the capability to manage and process
449.
of Sales (Door Delivery).
MM5.2.3 STTR (Standard Delivery by Road)
The system should have the capability to manage and process
450.
of STTR (Standard Delivery by Road).
MM5.2.4 STTR (Standard Delivery by Rail)
The system should have the capability to manage and process
451.
of STTR (Standard Delivery by Rail).
MM5.2.5 STTR (Door Delivery by Road)
The system should have the capability to manage and process
452.
of STTR (Door Delivery by Road).
MM5.2.6 Land Export
The system should have the capability to manage and process
453.
of Land Export.
MM5.3 Procurement
MM5.3.1 Handling Contractor Services
454. The system should have the functionality to manage and

242 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
process managing contractor services - Tendering is done
outside system. RFQ are entered in the system, Release of
RFQ by TEC members, maintain Quotation, Generate CS,
Contract creation and issuance of PO and SES and parking of
Bills.
MM5.3.2 Consignment Agent Services
The system should have the functionality to manage and
455.
process consignment agent services.
MM5.3.3 DE coiling Service/Conversion/Sub-contracting
The system should have the functionality to manage and
456.
process DE coiling service/ conversion/ sub-contracting.
MM5.3.4 Admin Purchases (material and Services)
The system should have the functionality to manage and
process admin purchases (material and services) - Tendering
457.
outside system (GEM/EPS etc.), PO creation on receipt of bills,
GR/SES and bill parking by user dept.
MM5.3.5 Transportation Service (LTE on EP)
The system should have the functionality to manage and
process transportation services (LTE on EP) in which RFQT is
created for registered vendors, Tendering done on EP then CS
458. generation on EP takes place, after which creation of condition
records in SAP happens, followed by L2 matching in ECC and
followed by Transporter Bill processing in EP; RMDM
Confirmation/POD; Bill Processing.
MM5.4 SIT (Stock in Transit)
MM5.4.1 SIT Processing
The system should have the functionality to manage and
459. process SIT processing - Stock in transit report based on Plant
Invoices/STTR Invoices.
SIT Reconciliation
The system should have the functionality to manage and
process SIT Reconciliation - SIT reconciliation: (Opening SIT +
460.
receipts from plants + STTR from other yards + QC Receipts) -
(issues + receipts) = Closing SIT.
SCSS (Stock cum Sales Statement)
The system should have the functionality to manage and
461. process SCSS (Stock cum sales statement) - Report on stock;
Report goes to Plants. SCSS.
ISDM (Inter Stockyard Diversion Management)
The system should have the functionality to manage and
process ISDM (inter stockyard diversion management) - When
a wagon is received at a Warehouse for which it was not
462. intended (WH in plant CA is not the actual WH where the
material was unloaded) ISDM is generated and a fresh ad hoc
MP is generated for the actual recipient Warehouse. Plant
Cancels the Original invoice and issues a fresh invoice as per

243 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
the new MP. On receipt of the new Plant Invoice /CA the
material is linked.
MM5.7 Railway Claims
The system should have the functionality to manage and
process railway claims - If wagon is not received at the
463.
destination yard for a specified period (180 days), railway claim
is lodged and the CA is marked so it will not appear in SIT.
MM5.8 Shortage Excess/Wagon Closure
The system should have the functionality to manage and
process shortage excess/ wagon closure - When small or
464. negative quantities are remained in a batch in the system
where the actual physical stock is not available,
shortage/excess is booked and the batch is marked as closed.
MM5.9 Reclassification
MM5.9.1 Material down gradation; Linked with QM
The system should have the functionality to manage and
465. process Material down gradation, which is to be Linked with
QM.
MM5.9.2 Material change, new batch is created
The system should have the functionality to manage and
466.
process Material change wherein new batch is created.
MM5.10 Physical Inventory
The system should have the functionality to manage and
467. process Physical Inventory in which Stock adjustment as per
physical verification takes place. ZMM0049.
MM5.11 KAM To Non-KAM
The system should have the ability to manage and
process KAM To Non-KAM- Key account stocks are blocked
468.
and are available to specific customer on, this is achieved by
managing batch characteristics.
MM5.12 TBP (Transporter Bill Processing)
The system should have the functionality to manage and
process TBP (Transporter Bill Processing) - Transporter Bill
processing module on EP, where the Transporter
469.
submits/uploads the bills against the shipments for which he
was issued a Job Order. (Shipment cost creation, invoice
creation and bill parking).
MM5.13 Shipment Cost
The system should have the functionality to manage and
470. process Shipment Cost - WH can process the transportation
bills on receipt of physical bills and park the invoice.
MM5.14 Transportation
The system should have the functionality to manage and
process Transportation - For any door delivery SO/PO a Job
471.
order is created against the document. At the time of shipment
creation against the document the various shipment cost

244 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
related parameters are picked from the Job order.
MM5.15 Vendor Bill Tracking System
The system should have the functionality to manage and
472. process Vendor Bill Tracking System - Module to track the
movement of physical vendor bill from dept to dept.
MM5.16 CIG Interface
The system should have the functionality to manage and
process CIG wherein an Interface with Coal Import Group and
473. PO to GR Data to CIG is required in the system.

MM5.17 L&T Interface

The system should have the functionality to manage and
474. process L&T Interface with ASN (Advanced Shipping Note)
creation and sent to L&T thru PI on invoice creation.
MM5.18 Plant Dispatch Shipment cost
The system should have the functionality to manage and
process Plant Dispatch Shipment cost - Shipment cost module
475.
for road dispatches from plant where CMO is arranging the
transportation; ZMM0147.
MM5.19 Fuel Price escalation
The system should have the functionality to manage and
476. process Fuel Price escalation - When any transportation
contract is for more than 6-month duration. ZMM0138.
MM5.20 Direct dispatch material handling at Yard
The system should have the functionality to manage and
process Direct dispatch material handling at Yard - Warehouse
477. is used as a siding for direct dispatch material from plant to
customer, Stock accounting is not done and loading is done as
the in-Invoice weight.
MM5.21 Check In/Check Out
The system should have the ability to manage and process
Automated check in and check out of all vehicles in and out of
478. yard based on gate pass/Shipment document/Invoice or
weighment as the case may by. Boom barrier, ANPR camera
ad R-Fid are used.
MM5.22 Spot Bidding for Road transportation
The system should have the functionality to manage and
process Spot Bidding for Road transportation - WH creates a
load/tender for e-parivahan system against any door delivery
479. SO/PO/RO, bidding is done on E-parivahan platform. Once the
rates are obtained, on acceptance by the WH, CS is generated
in ECC and a Job order is created.

Projects
MM6
System is to be configured on the basis of following

245 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
documents :
1. Standard Bidding Document (SBD)
2. Purchase/Contract Procedure (PCP)
3. AMR Procedure
In case of any conflict among above documents, SBD will
prevail
MM6.1 Pre-tendering activities up to Stage 1 approval
MM6.1.1 Pre-Tendering
The system should be capable enough to manage and
480.
process Project Proposal (PP) creation.
The system should be capable enough to capture record,
481. manage and process Online Meetings / MOM /
Recommendations – HOD/TSC/IPC/PAG/RM/Comp Auth.
The system should have the capability to manage and process
482.
Online communications and movement of PP (Back & forth).
The system should have the functionality to manage and
process Online IPU/ CAPEX Proposal for Stage 1 approval and
then Stage 1 approval by Competent Authority with Interface
requirements: Stage-1 Approval in DPMS System. Tender
483.
creation in MJ Pro System and then process Issuing Stage-1
Order followed by Stage-1 (Tendering/Package Cost) Budget
allocation and maintenance Work Breakdown Structure (WBS)
in DPMS.
The system should have the ability to manage and
process package wise segregation (Technical Specification;
484. Cost Estimate; Initial Cost of Tendering; Special Conditions of
Contract; Eligibility criteria; List of probable vendors) wherever
applicable.
The system should be able to manage and process Project PR
485. creation (provision for multiple PRs) with all required
details/attachments.
The system should have the capability to manage and
process Transfer of PR details to MJ PRO/e-tender platform for
which an Interface is required with DPMS/e-tender system (MJ
486.
Pro); PR details in DPMS System. Tender creation in MJ Pro
System (Where MJ Pro is not in role then input to DPMS
Dashboard will be through Manual Entry in HANA).
487. N/A
MM6.2 Tendering Activities
MM6.2.1 Tendering Activities up to Source Determination
The system should be able to manage and process tendering
488. activities up to source determination with integration of GeM for
projects.
MM6.3 Stage 2, Award and Post Award
MM6.3.1 Stage 2 Approval and Award of Contract
489. The system should have the capability to manage and process

246 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Stage-2 Sanction by Competent Authority for which an
Interface is required for Finalizing Sourcing (L-1 Bidder) in MJ
Pro System Stage-2 & Post Award in DPMS System; User
(SAIL) Details - Data synchronization between DMS - S4/HANA
MM/HCM –MJ Pro – DPMS: for uniformity of SAIL User details.
The interfacing requirement between S4/HANA and DPMS/MJ
Pro in the BPML is tentative. As per development for
implementation of MJ-Pro/DPMS additional interface points
between S4 HANA & MJ-Pro/DPMS may be required; Al
interfaces between S4 HANA & DPMS/MJ-Pro are required to
be captured in Log and data transfer success/failure monitoring
mechanism to be available with failure resolution methodology.
The system should have the ability to manage and process
Creation of a Project in ERP/HANA as per Stage-2 sanction for
490.
which an Interface is required for Project creation in
ERP/HANA as per Stage-2 sanction order in HANA.
The system should be capable of managing and process
Award of Contract/PO(TK & NTK Contracts)
491.
Award of Contract/ PO (Without Calling Tender)
: Emergency Cases (TK & NTK Contracts)
The system should have the ability to capture, manage and
process Letter of Acceptance (LOA) and its approval. LOA on
492.
successful bidder and its approval will be in MJ PRO/e-tender
system; LOA as approved will be transferred to DPMS.
The system should be able to manage and process the issuing
493. of LOA to contractor. LOA on successful bidder and its
approval will be in MJ PRO/e-tender system.
The system should be able to manage and process Creation of
Project Order (PO) for which an Interface is required wherein a
494.
PO as place holder will be created in MJ Pro and the same will
be transferred to DPMS & HANA.
The system should have the capability to manage and process
495.
Contract Agreement Protocols.
The system should be capable of managing and processing
Finalization of Contract Agreement (Contract Price; Vendors;
496.
Completion period Effective Date of Contract; Payment Terms;
Consortium responsibility & scope).
The system should have the capability to manage and process
Creation/extension of WBS (as per DPMS records) under given
Project-Budget updating and release of WBS (Consortium wise
497.
WBS with its Budget as per Stage-2 sanction) WBS creation
under given Project as per Finalized Contract Agreement in
DPMS.
The system should be able to manage and process Vendor
Master creation (with Bank key) Vendor code (UCS) creation
498.
using e-string Data to be made available to MJ PRO; Vendor
master Data synchronization between S4/HANA MM/FICO –

247 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
MDG/ E-String – MJ Pro – DPMS: for uniformity of Vendor
details address & Custom data required for MM Module and
Custom details required for Project Module including
Relationship of Consortium / Sub-Contractor etc.
The system should be able to manage and process Vendor
Provisional Registration and its approval. Interface: Provisional
499.
registration data to be transferred to HANA and E-tender
system.
MM6.4 Project Order (PO)
MM6.4.1 Project Order
The system should have the capability to manage and process
Creation of Project Order (PO) wherein Summary PO as per
500. Agreement Summary Price - using the assigned WBS Interface
(Data & Documents): Award of Contract/PO in DPMS – Issue
of PO in SAP HANA.
The system should have the capability to manage and process
the process in which Payment Terms as per Agreement to be
501.
maintained in PO. Interface (Data & Documents): Payment
terms data in DPMS to be transferred to HANA.
The system is expected to possess the ability to manage and
502.
process Down Payment % in PO Header.
503. The system should be able to do Retention % at PO-Item level.
The system should have the ability to manage and process
504. Purchase group mapping and hierarchy and DOP using e-
string Data.
The system should have the ability to manage and process
505. Engineer-in-charge updating in PO. Interface: EIC updating in
ERP PO will be done through DPMS communication.
The system should have the ability to manage and process
506. Approval/release of PO. Interface: PO approval will be done in
DPMS and ERP PO to be flagged released accordingly.
The system should have the ability to manage and process
Amendment of PO - Versioning Protocol and approval/release.
507.
Interface: PO changes and versioning will be done in DPMS
and ERP PO to be updated accordingly.
The system should be able to manage and process Access of
508. DPMS-DMS through ERP. Interface: Documents exchange
among interacting systems.
The system should have the ability to manage and process L-2
509.
Schedule submission & Approval.
The system should be able to manage and process of
510.
Submission of SD/PBG by Contractor.
The system should have the ability to manage and process
511. Entry & processing of SD/PBG. Interface: as per submitted
records in DPMS.
The system should be capable enough in opening of LC -
512.
protocols and LC processing with Interface requirements: as

248 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
per approval records in DPMS.
The system should be able to manage and process Advance
513. Milestones payment Request submission in DPMS by the
vendor -- processing of same by Zone.
The system should be able to manage and process Advance
payment Processing. Interface: Payment initiation by Project in
514.
DPMS as per approval records in DPMS and its processing in
HANA.
The system should have the capability to manage and process
515.
Online Billing Schedule submission by Contractor.
The system should have the capability to manage and process
516.
Billing Schedule Approval.
The system should have the capability to manage and process
PO detailing/updating as per Approved Billing Schedule.
517.
Interface: Approved Billing Schedule in DPMS. PO Detailing in
SAP HANA.
The system should have the capability to manage and process
518. Insurance Policy (before start of work/first supply) submission
by vendor.
The system should have the capability to manage and process
519. Insurance Policy master updating. Interface: Insurance policy in
DPMS to be transferred to HANA.
The system should have the capability to manage and process
Design & Engineering submission. Interface: DPMS/MJ
520.
Pro/EDDMS/HANA - for revenue based future
procurement/maintenance orders.
The system should be able to manage and process Inspection -
QAP submission and Approval. Interface: QAP records
521. processing in DPMS and Transfer of required data (Inspection
type -PDI/PDIWC) to HANA (PDI/PDIWC/FRIC)/dispatch
clearance/ASN Documents in SAP HANA.
The system to be capable of managing and processing of
Project Inspection -PDI/PDIWC and Final Receipt Inspection
Certificate (FRIC). Interface: Inspection processing will be
recorded in DPMS; Generation of Inspection certificates
522.
(PDI/PIWC/FRIC) will be done in HANA as per Inspection
recorded in DPMS; Linking of Inspection certificates with
SES/GRN for controlling such payments as per Inspection
acceptance.
The system should have the capability to manage and process
Online dispatch Clearance. Interface: Issuing dispatch
523. clearance in DPMS as per PDI/PDIWC records available;
Linking of such dispatch clearance with respective documents
in HANA.
The system should be capable enough to manage and process
524. Advanced Shipping Notification (ASN). Interface: Generation of
ASN by the vendor/contractor in DPMS with reference to PO

249 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
and dispatch clearance document; provision for
rejection/hold/acceptance of submitted ASN in DPMS; Linking
of Accepted ASN with respective documents in HANA.
The system should be capable enough to manage and process
Gate Entry of Project Supplies as per dispatch Clearance
issued. Interface: Gate entry recordings in HANA with
reference to accepted ASN document; Accordingly, records to
525.
be updated in DPMS.

MM6.5 Supply Monitoring & Execution Progress

MM6.5.1 Monitoring & Execution Progress
The system should have the capability to manage and process
526. Monitoring of Supply of Project Materials. Interface: Based on
Dispatch clearance issued/ASN accepted/Gate Entry records.
The system should have the functionality to capture, manage
and process Execution Progress. Interface: Execution progress
527.
will be recorded in DPMS; required progress data consolidation
in HANA.
The system is expected to be proficient in the capability
528. to manage and process Measurement Book (MB) recording
and acceptance.
The system should have the capability to manage and process
529.
Joint certification of AMB.
MM6.6 Invoicing
MM6.6.1 Invoicing
The system should be equipped with the essential ability
530.
to manage and process Online Bill submission by Contractor.
The system should be able to manage and process Bill
Registration. (VIM) Interface: Bill registration in HANA for
submitted Bills in DPMS with checks concerning SD/PBG;
531. Registered Bills processing in HANA through the channel --
Engineer-in charge (EIC) -- Zonal In charge -- EIC to Project
Finance; Bill registration in Finance; Monitoring of submitted bill
in HANA and report reflection in DPMS.
The system should have the capability to manage and process
532. Qty execution confirmation. Interface: Project supply/service
qty consolidation in HANA as per MB/AMB records in DPMS.
The system should be able to manage and process Service
Entry sheet (SES) creation by Engineer-in-charge (EIC).
533.
SES/GRN Processing in HANA as per consolidated qty for
Payments.
The system should have the capability to manage and process
534. CLC/ IR Clearance for Execution Invoices. CLC/IR clearance
documents data in HANA to be updated in DPMS.

250 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
MM6.7 Recoveries
MM6.7.1 Recoveries
The system should have the ability to manage and process
Recovery Posting against recoverable - protocols and
535. approvals. Interface: Recovery approval records in DPMS to be
transferred to HANA and Recovery posting in HANA as per
approval in DPMS; suitable data to be reflected in DPMS.
The system should have the ability to manage and process
Payment diversion to sub-contractor (along with its Vendor
536.
Master records) - Approvals Relevant records of DPMS for
diverted payment to subcontractors to be transferred to HANA.
The system should be able to manage and process Recovery
Posting for Payment to Sub-contractors (Vendor master details
537. required) from Main Party Bill Recovery Posting and Payment
to Sub-contractors in HANA; suitable records to be reflected in
DPMS.
The system should be able to manage and process Linking of
538.
Recovery Document(s) to SES/GRN.
The system should have the capability to manage and process
539. Linking of Final Receipt Inspection Certificate (FRIC) to
SES/GRN (Supply items).
The system should be capable to create, manage and process
540.
Service Entry sheet (SES) approval by ZIC.
The system should have the capability to manage and process
541. GRN processing by Project Ex Zone for Project Materials
Supply PO.
The system should have the capability to manage and process
542. Bills registration in Finance (FICO) (checks for SD/PBG and
Insurance validity).
The system should be able to manage and process
543.
Advance/Progressive Bills payment by Finance (FICO).
The system should demonstrate the necessary capacity to
544. manage, capture, record and process PAC & Commissioning
Certificate – Processing Protocol.
MM6.8 Projects Milestone Certificates
MM6.8.1 Projects Milestone Certificates
The system should have the ability to manage, record and
process Creation of Project Milestone Certificate/Part Milestone
certificate by EIC and process Approval of Milestone
545. Certificate/Part Milestone certificate by Zonal In charge (ZIC).
PAC & Commissioning Certificate (CC) with defects liabilities
records. Interface: Certificate Processing Protocol - Milestone
Certificate in HANA.
The system is expected to possess the ability to manage and
546. process Payment released against PAC/CC/PGC/Part
Certificates. FICO (Payment processing as per

251 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
PAC/CC/PGC/Part Certificates approvals in DPMS; Payment
records to be transferred to DPMS).
The system should be able to manage and process Approval of
547.
Interim/ Part Payment against Work Bills.
MM6.9 Projects- Change Order
MM6.9.1 Projects- Change Order
The system should have the ability to manage and process
548. Extra Item/ Change Order approvals. Interface with DPMS/MJ
Pro/ E-tender system for relevant documents.
The system should have the ability to manage and process
549. Interim Deviation Statement (IDS). Interface with DPMS/MJ Pro
for relevant documents.
The system should have the ability to manage and process
Extra item/IDS Incorporation/change order in PO. Interface:
Extra item/Change Order/IDS Approval in DPMS.
550.
Incorporation/change order in HANA. Provision for
generation of Revised Cost Estimate against a project by
the system with required checks & balances
The system should have the ability to manage and process
551.
Risk Purchase Note.
The system should be able to manage and process
552.
Termination Action.
The system should be able to manage and process Short
553. Closure/ Foreclosure and Incorporation in PO. Interface: as per
approval records in DPMS.
The system should have the ability to manage and process
Gate Pass (GP): Fresh/Renewal Worker - CLC GP, Night/Site
554. transfer permission/; Temporary - Non- CLC GP; Vehicle Gate
Pass; Visitor Pass (SRM/e-tender system/DPMS). Interface:
Transfer of suitable records to DPMS for reporting purpose.
The system should be capable enough to carry out Payments
after commissioning with Submission and Approvals. Interface:
555.
transfer of required data from DPMS to HANA for payment
processing.
The system should be able to manage and process Payments
after commissioning through SES with FICO and Provisions for
556.
Emergency items payments with Submission and Approvals.
Interface: transfer of required data from DPMS to HANA.
The system should be able to manage and process Provisions
557.
for Emergency items payments with FICO.
The system should have the capability to manage and process
558. LC for Foreign Contracts (LC status and payment reporting).
Interface: transfer of required data from DPMS to HANA.
The system should have the capability to manage and process
559.
LC for Foreign Contracts Payments with FICO.
The system should have the capability to manage and process
560.
Completion Certificate protocol and Issuing Completion

252 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
Certificate with FICO.
The system should have the capability to manage and process
561. Extension of Time for Gate pass (without delay analysis and
RRLD) - Submission and Approvals.
The system should have the capability to manage and process
562. Extension of Time for Gate pass. Interface: as per approval
records in DPMS.
The system should be able to manage and process Request for
563. Extension of Completion Period -Submission and Approvals.
Interface: as per approval records in DPMS.
The system to be capable of manage and process Delivery
564. Period Extension (Procurement cases). Request submission,
approval, and Interface: as per approval records in DPMS.
The system should be capable enough to manage and process
565.
Approval of Expenditure on Immediate Safety.
The system should be capable enough to manage and process
566.
Additional Vendor Approval.
The system should have the capability to manage and process
Sub-Contractor Approval for issuance of labor license only.
567.
Integration with HANA for Sub-contractor vendor master
records.
The system should have the functionality to manage and
process Free Issue Items – Protocol & Records and Interface:
concerned documents from MJ Pro to be referred plus Free
568.
issue items Accounting (Stores items/Items procured
specifically for the Project). Interface: as per approval records
in DPMS.
The system should have the functionality to manage and
569.
process Hinderance Register Maintenance.
The system should have the capability to manage and process
570.
PVC Payment within Contract Period –Protocol and with FICO.
The system should be able to manage and process LD
571. settlement -Protocol with FICO and as per approval records in
DPMS.
The system should be able to manage and process
572.
Acceptance of Disputed Claims.
The system should have the capability to manage and process
573.
Arbitration/Conciliation/ OEC / Legal Dispute.
The system should have the ability to manage and process
574.
Approval of Delay Analysis.
The system should be capable of managing and processing of
Reimbursement of Insurance & BG Extension Charges
575.
(Beyond Contract Duration) - Protocol and Reimbursement of
Insurance & BG Extension Charges.
The system should be able to manage and process
576. Performance Guarantee Certificate- Submission and Approvals
Protocol.

253 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should be able to manage and process Issuing
577.
Performance Guarantee Certificate (PGC).
The system should have the capability to manage and process
578. Payment released against PGC as per approval records in
DPMS.
The system should be capable to carry out Approval of Final
579. Deviation Statement (FDS) and Approval of Final Acceptance
Certificate- Protocol.
The system should have the capability to manage and process
580.
Issuing Final Acceptance Certificate (FAC).
The system should be able to manage and process Payment
581.
released against FAC with FICO.
The system should have the capability to manage and process
582.
Closure of Contract - Protocol.
The system should have the capability to manage and process
583. Material Accounting Register (MAS). Interface: Suitable records
from HANA to be matched.
The system should be able to capture and record Post
584.
Completion Report.
Projects- Integration of Project Dashboard with Hana
MM6.10
Dashboard
MM6.10.
Projects-Integration of Dashboard
1
The system should be able to integrate dashboard for projects
without duplication of data entry/reports in S4HANA &
DPMS/MJ-Pro.
585.
Dashboard for Budget v/s Expenditure against various
heads e.g. Design & Engineering, Supply of items,
Erection, PO, WBS, Package, Projects etc.
MM7 Other Business Requirements
586. The system should provide currencies based on online items.
The system should have platform for vendors to support
587.
procurement.
The system should integrate Railway Systems like Freight
588. Operations Information System (FOIS) details into SAP to ease
order status tracking for the inbound material.
The system should have an option for vendor evaluation based
589.
on SAIL define criteria as per PCP.
The system should capture Statement of Fact (SOF) with a
590.
direct input from Port Agents.
The system should have an option of Reverse Auction at the
591.
time of Vessel Chattering.
The system should be capable enough to enable the
Subcontracting Agents in S/4 system so that the agents can
592.
perform the day-to-day subcontracting activities directly in S/4
HANA.

254 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should have an option to Port Plant optimization for
593.
bulk cargo movement.
The system should be robust enough to plan vessel scheduling
594.
for bulk import based on certain defined constraints.
The system should be capable to consolidate and plan at
595.
factory level and above factory level.
The system should have the functionality for Central Contract
596. Management to consolidate different units’ requirement for
better pricing benefits.
The system should have an option for image-based invoice
597.
processing / e-invoicing.
System should be able to provide the stock visibility based on
598.
different dimensions of the products in warehouse.
The system should capable enough to facilitate the process of
599.
export and import documentation.
The system should have capability to integrate with ICEGATE
600.
for import and export related duty payment.
The system should have a provision for interim solution for inter
- company stock movement, inter - company financial postings,
601.
inter – company allocation where both entities are not in the
same landscape.
The system should have process for vendor to include contact
602.
validation process.
The system should capture external services like transportation
603.
& out-side Job work.
System should have Online portal based Collaboration facility
to facilitate communication, data transfer & document transfer
among Stakeholders (Consultant/Executing Agency/Vendor/
604.
Freight Forwarder/Third Party Inspection/Banker/Principle
Supplier/Corporate Office etc) against specific SAP Document
(Material PO/Service PO/Project PO/Agreement/others)
The system should be able to carry out PVC as per the formula
mentioned in PO for the scenario of payment for PVC, LD,
Penalty and Bonus as per contract terms and conditions. The
605. system should also be able to calculate Price Variation for the
consignment received. This should also include payment of
VDA to contract labors as per attendance and PO terms and
Conditions.
HR office orders taken out to map changes in organisational
hierarchy ( not limited to but including all purchase/contracts
changes in dealing officer hierarchy , Screening committee ,
any other commercial committee, leave , outstation duties ,
606. injury , delegation etc. ) should flow from the HR system to S4
1. S4 system should have the ability to receive and
consume such data.
2. Assignment of roles and authorisations should be
triggered on received of such data w/o manual

255 | P a g e
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Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
intervention.
3. Workflow agent determination and transfer of running
work flow objects should be automatic
History of changes of both standard and objects should be
available in S4 system.
1. Any business process which is available in the current
landscape (SAP / non-SAP) and not appearing in the
above FRS may get included in the final harmonized
list.
2. Business process change in the MM module due to
changes in statutory laws, new organisational
guidelines / rules shall be in the scope of the SI.
3. For mapping the business process , integration required
with sap/3rd party systems shall be in the scope of the
SI.
607.
4. Change history and audit log should be available all
applications including custom fields and custom
application. The change log should be available in the
application.
5. RICEFW standards should be created and followed.
6. Automation in test scripts and comparison of results
should be available.
7. Tutorials both print and video should be available.
Linkage of tutorial with the application is also required.

Supplier Code of Conduct (under finalisation) and ESG related

questionnaire and Highlights would be part of response to be
608.
captured from High Value Supply Chain (Vendors) partners as
per fixed schedules.
Integration of KPI achievements of MM Users with new-EPMS
609.
for automated KPI fulfillment scores.
Note: Some of the clause/sub clause are identical/repeated.
610. This has been mentioned to complete the flow of the business
process in that section.

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C. FRS- Financial Accounting and Controlling Function

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
Cash & Bank
F1
The System should be able to do automatically Upload the
1. Beneficiary master list (addition & deletion) to Bank (SBI)
and other bank servers.
The system should be able to process automatic payments,
such as payments through portals such as GST, income
2.
tax, or payments to environmental control boards, Custom
duty, Railway Freight etc.
System should be able to transfer the payment data
3. securely as per the Bank format through API without any
manual intervention at scheduled time.
The System should be able to track payment failures and
4.
automatically reverse them to re-instate liability.
System should be able to do Bank Reconciliation
5. Statements automatically based on the defined rules for all
the bank accounts on daily basis without any manual effort.
The System should be able to do Reporting of UTR (unique
6. transaction reference) to vendors/Payment details on
batches.
The System should be able to do Fund planning and
Utilization reports, Consolidated Fund Plan for the unit is
sent to Corporate Office on daily basis in a fixed format, like
7.
GST, freight. etc. Consolidated utilization reports for each of
the heads mentioned above will be sent to the corporate
office the next day morning.
The System should be able to do Execute transaction for
8.
payment voucher
The System should be able to do Intimation Memo with all
recoveries and TDS. The memo should be triggered to
9.
vendor/customer in batch mode daily evening with all
details of payment and recoveries including taxes, LD, etc.
The System should be able to do Accounting of Stale
10.
Cheques as per prevailing banking norms.
The System should be able to do Cash Journal with CDM
(Cash Deposit Machine), POS collections, the creation of
11.
GST invoices, and a dynamic QR code should be printed
for invoice scanning.
The System should be able to do Re-creation of failed/auto-
12.
cancelled file by SBI
The System should be able to do Processing of Receipts
13.
for deposit to Bank.
The System should be able to do Payment without
14.
Proposals e.g., GST/TDS etc.
15. The System should be able to do Cheque and Draft

257 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
Preparation
The System should be able to do Receipt through Counter
and On-Line receipt including part payment, and this will be
16.
done through single window system for sales receipt
account linking with SO, RO & DA.
17. The System should be able to do Memo Acceptance
The System should be able to do bank guarantee
monitoring as a custodian, and an automated letter must be
18.
generated and triggered through mail or SMS for those
stake holders whose BGs are expiring in the next 15 days.
The System should be able to receive money through SBI
19.
Collect.
System should be able to connects with non-SAP systems,
20.
facilitating a cohesive financial management environment
The System should be able to do CANCELLATION OF
21.
CHEQUE (FCH8)
The System should be able to do Printing of RECEIPTS
22.
(F.64 & FB12)
The System should be able to do CHEQUE FORWARDING
23.
(ZFI175D)
The System should be capable to Delete Manual Cheque
24.
(ZFCHF)
The System should be able to do receive Payment through
25. Payment Gateway(mostly SBI) followed by real time
clearing of open items for which Payment is received.
The System should be able to do accounting Auto debit
26. from bank for specific purpose eg. Invoice Mart or Railway
Freight.
The System should be able to do bill discounting mode of
27. payment and auto-upload of bill discount vouchers through
an API to be explored. E.g., Invoice Mart
The System should be able to do Escrow Accounting (for
28.
CSR activities including unspent amount etc.)
System should be able to provide a consolidated view of
cash balances across all bank accounts and currencies,
29.
offering up-to-date information on available cash to the
Head Office.
SAIL should be able to forecasts future cash flows based
30. on historical data and planned transactions of payment and
receipt to enable to manage liquidity more effectively.
The System should be able to allow for scenario analysis to
31. evaluate the impact of different financial situations, aiding in
proactive liquidity management.
Centralizes the setup, maintenance, and monitoring of bank
32. accounts, reducing administrative tasks and improving
efficiency
The System should be able to predictive analytics to
33.
forecast cash inflows and outflows, supporting effective

258 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
cash flow management based historical data.
The System should be able to provide real-time insights into
34. cash positions, liquidity status, and forecasts through
Management Dashboard.
The System should be able to keep maintains a detailed
35. history of transactions and changes, supporting compliance
and providing transparency.
The System should be able to Integrates with SAP
36. Accounts Receivable, Accounts Payable, and SAP
Treasury to provide a holistic view of financial operations.
The System should be able to sends alerts for critical cash
37. management events, such as low cash balances or
upcoming payments, enabling proactive management.
The System should be able to automate key cash
management processes, including approvals and
38.
reconciliations, increasing efficiency and reducing manual
effort.
The System should be able to keep a proper track of the
39. plant/unit for which the payments have been made and the
things should be reflected in their trial balance.
Mapping of ESCROW Account for contractual vendors and
40. reporting of actual payment to contractual labours and
reporting to the principal employer.
F2 Accounts Payable
The System should be able to register PO-based Bills, and
it should also interface with VIM(AI based) for automatic
payment of invoices. All contractual bill processing (PO-
based bills) should be seamlessly integrated with the
vendor’s e-invoicing platform through API/other Interface
with via 2-factor authentication in the Interface Portal. A
parallel provision must also be available for
manual/physical bill registration and docketing. Bills should
then move through the standard SAP workflow to
subsequent approval levels as per the predefined hierarchy,
41.
incorporating all required checks and balances — including
seniority, recoveries, automated LD computation, Fund
Management and GST validation using data from the GST
portal. Bills must be processed strictly in accordance with
PO/contractual terms, with all parameters codified to ensure
minimal or no manual intervention. Bill processing must
strictly follow bill seniority, with provisions for exception
handling as detailed herein as per F2.2 to f2.49 & F7.1 to
F7.14. Facility of automated mass Invoicing against GRs for
Within Unit transactions. (IUCA)
All non-contractual bills should be routed through the
predefined SAP workflow as per the established hierarchy,
42.
incorporating all requisite checks and validations —
including seniority, recoveries, fund management checks

259 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
penalty computations wherever applicable, GST verification
from the GST portal, and any other compliance parameters.
These bills must be processed strictly in line with the
approved norms and codified rules, ensuring minimal or no
manual intervention, with provisions for exception handling
as detailed herein. The System should be able to do
Registration of Non-PO based- Bill with DoP (Delegation of
Power) in portal
The System should be able to do Special GL Transaction
43. such as Bank Guarantee (BG)/Security Deposit
(SD)/Earnest Money Deposit (EMD)management process
The System should be able to do Letter of Credit (LC)/
44. CAD/ Letter of Short Credit (LSC)(Domestic/Foreign)
management process.
The System should be able to do Recovery/Demand
45.
Deduction/Risk Purchase management process
The System should be able to address and calculate
46.
automatically Liquidated Damages (LD)/Penalty Recovery.
The System should be able to do Bill Reporting-
MSME/GeM, GR to Payment and data upload to
47.
common/GeM server etc and Trade payable scheduling
and ageing thereof
The System should be able to do Project/Operation PO:
48.
Double Stage of Bill Registration & tracking
The System should be able to do Digital signature enabled
49.
Recovery Invoices
The System should be able to do
50.
Retention/Release/forfeiture of SD/EMD/BG (encashment)
The System should be able to do Service entry sheet (SES)
51. validated through contract labor cell (CLC) for bill
registration
The System should be able to do Issuance of Performance
52.
Certificates and Price variation clause (PVC) calculations.
The System should be able to do parking and posting of
53. miscellaneous bills. The net value of advances and
liabilities to be disclosed in the financial statement.
The System should be able to do Inter unit current account
54. (IUCA)/Intersection Adjustment (RSP)/ IMA (Inter Mines
Adjustment Accounts)
The System should be capable to Create multiple
55. Proposals in 1 go-PARAMETERS SETTINGS &
PROPOSAL
The System should be able to do GSTR-2A/2B Withheld
56.
and subsequent payment to vendor
The system should be able to flow GST from billing sections
57. to the GST section. Input Tax Credit (ITC) and Non-Input
Tax Data should be captured.
58. The System should be able to do GST Invoice checking

260 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
from the respective GST portals
The System should be able to do Payment voucher
59.
forwarding and uploading in Bank server
The System should be able to do TDS Remittance and
60.
Return Filing
The System should be able to do Auto Clearing of GR/IR
61.
and other GLs
The System should be able to address Workflow (for bill
62.
registration to payment process) with substitute
The System should be able to do Credit Note to vendors
63.
(Primary/ secondary- payment method)/Steel Credit
The System should be able to do Imprest
64.
Payment/Temporary Advance and Bill Adjustment
The System should be able to do Update Priority/
65.
Cancellation tag.
The System should be able to do Addition/Removal of TDS
66.
codes in Vendor
The system should be able to integrate Advance
67.
payment/Proforma Invoice (PI) with MM.
The System should be able to address Litigation
68.
management and tracking.
69. The System should be able to do GSTR3B summary report
The System should be able to do Provision and TDS for PO
70. and Non-PO based Service Entry on Outstanding Liability
(OSL)
The System should be able to address ITC (Input Tax
71.
Credit) Module
The System should be able to do Payment proposal and
72.
scrolling system
73. The System should be able to do PIS (Pay in Slip) system
The System should be able to do Mailing system (billing
74.
acknowledgement, voucher, payment receipt, etc.),
The System should be able to prepare Dashboard
75.
(payment details)
76. The System should be able to generate EMD Receipt
The System should be able to do Refractory set/ Rolls etc.
77.
related Automatic Payment based on performance.
The System should be able to do PAYMENT OF
COAL/OCEAN FREIGHT/ CUSTOM DUTY/RAILWAY
78.
FREIGHT/PORT CHARGES/OTHER PO RELATED
PAYMENTS
The System should be able to do ACCOUNTING OF
79.
PAYMENT OF COAL
The System should be able to do CALCULATION OF
80.
COAL AND IRON-ORE COST
81. NSL Steel Material Purchase Accounting
82. VAN-based API banking with SBI for Accounts payable
83. Payment of Royalty, Cess and other components including

261 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
form “D” to Govt on dispatch with respect to Mines and
Collieries.
The system should be able to compute periodical weighted
average cost and actual cost for Major Raw materials and
84.
moving weight average cost for stores and minor raw
materials
The system should be able to provide report (Raw Material
85. Flow, Stores flow etc) for quantity and actual cost of Raw
materials, stores& spares and minor raw materials.
Module for CSR unspent amount monitoring and related
86.
control aspects
Processing and payment of indigenous coal bills by CCSO
87.
and raising of DA/CA to the sister plants and units.
Payment and accounting of MDO and other related
88.
activities
Payment to the contractual employees in case of default by
89.
the contractor as a principal employer.
F3 Pay & PF
Employee master and transaction data maintained in the
third-party HCM system and other systems like Biometrics
,Cooperatives, banks and LICs etc must remain fully
synchronized with the SAP Employee Master Database
bidirectionally, ensuring the integrity of the single-
instance source of truth. The SAP Business Partner
(BP)—covering both customer and vendor master
records—must be updated in real time so that all
downstream processes, including CPRS payroll inputs,
retirement benefits calculation, and statutory
90. compliances, function seamlessly for both active and
separated employees.
All master and transactional data elements across both
systems should stay synchronized through dedicated,
controlled interfaces such as SAP PI/XI or APIs,
incorporating robust checks to prevent duplicate or
redundant records. Any mismatches or failures in
synchronization must trigger real-time exception reports
to enable immediate corrective action. Details of processing
is placed in F3.2 to f3.15

The System should be able to do Payroll Core Activities

including Form 16,12BA,12BB (Declaration) and 12BB
91.
(declarations), and recoveries like Income Tax, Loans and
Advances, it should have Seamless integration with HRMS.
The System should be able to provide data for Actuarial
92.
valuation and it’s accounting and disclosure.
The System should be able to do Employee
93.
Reimbursements/Rewards
94. The System should be able to address SESBF (SAIL

262 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
Employees Superannuation Benefit Fund) Interest
Calculation, Payment & FY Closing
The System should be able to do EFBS (Employee Family
Benefit Scheme)- Master Creation and other allied rules of
95.
the scheme, Capture No Dues Certificate , Release
Arrear/Monthly Payment and Final Settlement
The System should be able to do Emp Advance
96. Payment/Recovery

The System should be able to prepare Final Bill against

97.
Tour/Medical bills from approval to final bill settlement.
The System should be able to do Payslip Display in SAP
98.
with item wise payment / recovery.
The System should be able to do Final Settlement and No
99.
Dues Certificate (NDC) from all agencies.
The System should be able to address Retirement Travel
100.
Allowance Bill submission and Payment
The System should be able to prepare PF- Comparative
101.
Investment (H1) against BIDs.
The system should support end-to-end PF loan and
settlement operations, including OTP-based PF loan
processing (2FA with maker checker workflow), final
settlement, and pension on higher wages integrated with
CPRS. It should calculate PF loan eligibility, manage
notional PF for EFBS cases, and handle transfer-in and
102. transfer-out transactions. Additionally, the system must
enable adjustment of PF balances with dependent units
under the same Management (such as Mines, Collieries,
and BPSCL in the case of BSL). It should also capture CLC
PF data against work orders, apply fines and penalties for
late submission, and facilitate both loan processing and
final settlement
The System should be able to address PF Activities within
103.
SAP or Legacy
The System should be able to data transfer to and from with
104.
CPRS portal and it’s accounting.
F4 Corporate Office/HQ
The System should be able to do Consolidation and
105. quarterly closing of accounts including disclosure notes
thereof.
The System should allow periodic closing such as month
106.
end closing and year end closing.
It is important to use system-driven financial closing as it is
107.
currently mostly done manually.
F5 Assets
108. System should be able to post the documents and provide

263 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
value of opening balance of Asset GL, addition made during
the year, and sales & adjustment made during the year in
three separate General Ledgers for all Asset ledgers.
The System should be able to do Creation of Employee
109.
Assets and accounting of assets.
The System should be able to do Inventory Report &
110. Accounting in accordance with IndAS. (Major Stores &
Spares (MSP) and Major Repairs Accounting)
The System should Create Idle Asset for scrapping and
111.
Upload Lot Qty for sale as Secondary
The System should be able to capture Expenditure during
112. Construction (EDC)/Interest during construction (IDC)
settlement to Asset Under Construction (AUC)
The System should be able to execute Depreciation Run
113.
with minimum three Depreciation Areas.
114. The System should be able to do Asset Transfer Voucher
The System should be able to address the Accounting of
115. ROU Assets as per IndAS including accounting of Mining
Rights
System should be able post the documents and provide
value of opening balance of accumulated depreciation,
116. addition during the year, and sales& adjustment made
during the year in three separate General Ledgers of
Accumulated Depreciation.
System should be able restrict posting of addition in the
Asset value, where life of the Asset has been expired.
117. However, It may be allowed through creating a separate
Sub-Asset No. in such Asset code. There should be a link
between MSP and the Mother Asset.
System should be able to capture physical verification
tagging/date of verification and necessary reports thereof
118. and should be able generate and provide unique QR code
for each Asset & sub asset for identification and verification
of the respective Asset.
System should be able provide profit centre wise Asset
119. Register as on end date of each month as well on end date
of the FY.
F6 Accounts Receivable (including REFx)
The System should be able to address Collection
120.
requirements
121. The System should be able to do Auto Billing and Invoicing
The System should be able to do Auto
122.
Refund/Adjustment/Tr to other Sale order (SO)
The System should be able to do Auto accounting of
123.
Primary Consignment Advice (CAs)-Purchase Invoice
The System should be able to do Automation of
124.
MDSA/IBSTM

264 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
The System should be able to do Digital Signature (DSC)
125.
Enabled Invoices
The System should be able to do Hospital/Township
126.
Receipts and Accounting
The System should be able to do Acceptance of CMO
127. DA/CA with supporting documents for Stockyard and Direct
dispatch
The System should be able to do Preparation of Turnover
128.
schedule
The System should be able to do Preparation of PQD-Wise
129.
NSR Statement
The System should be able to do Invoicing of Internal
130.
Consumption
The System should be able to do Payment of TCS and
131.
Return filing
The System should be able to do Checking of outward
132. Freight payment and seamless integration with Bank &
FOIS
133. Sale of Scrap vehicles through MSTC
The System should be able to do CMO CA/DA Accounting
134.
and Stock reconciliation between CMO & Units
135. The System should be able to do Receipts of Home Sales
The System should be able to do RECEIPT OF
PAYMENTS AGAINST
136.
DISPATCH/DEMURRAGE/RAILWAY FREIGHT/GROUND
RENT
The System should be able to do Plant marketing sale
137.
collection
The System should be able to do Township billing and
138.
Invoicing
139. NSL Steel Material Sale Accounting
140. VAN-based API banking with SBI for Accounts receivable
F7 Project Payment
Annual Capital budgeting must be carried out strictly in
accordance with the approved project scheme. Budgetary
control should be enforced at each item-wise constituent
level—including D&E, Spares, E&C, EDC, IDC, and others.
Relevant data must be captured at every stage of the
procurement lifecycle, from tendering and ordering to
final payment and reporting. The system should capture
141.
all necessary data to enable easy reporting and analysis of
project-wise budget variances, with visibility down to the
component level of each project.

All project-related orders—whether turnkey or non-

turnkey—issued under AMR schemes or CPRS must
incorporate milestone-based payment terms. All

265 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
contractual terms and conditions should be systematically
codified to enable automated MIRO processing with
minimal manual intervention, fully aligned with the agreed
contract clauses.
Additionally, robust integration interfaces (SAP PI/XI or
APIs) must be developed for seamless cross-system data
exchange with third-party applications such as DPMS,
ensuring complete consistency and accuracy of project-
related master and transactional data across platforms. The
details are enumerated in Pt F7.2 to F7.14

The System should be able to prepare Reporting on delay

142.
Analysis and WBS
The System should be able to do Issuance of certificates
143.
(PAC/FAC etc.)
The System should be able to do Insurance Data Entry by
144.
Contracting Agency
The System should be able to prepare PO Summary for
145.
Payment and SES
The System should be able to capture Bill of Lading (BOL)
146.
for GST purpose with Port details
The System should be able to do Assignment of AUC Value
to the respected final asset based on settlement rules.
147. Accounting of EDC/IDC based on movement in AUC to P&L
or Capitalization. Subsequent adjustment (up or down) to
Asset Value
The System should be able to do Post Capitalization
148.
Adjustments
The system should be able to perform Accounting for Forex
149.
Fluctuation
The system should be able to reflect CAPEX Report in
150.
Dashboard
The system should be able to perform Calculation and
151.
Accounting of PVC
The system should be able to do accounting of Free Issue
152.
of Steel to the contractors for project cases
Configuration of Payment Terms as per SBD for Project
153.
Cases
154. Integration of HANA with DPMS
Finance (Closing of Accounts, Preparation of Financial
F8
Statements and disclosure requirements)
The System should be able to prepare Trial Balance
155.
Creation (TB) i.e. Plant/Unit/ Profit Centre-wise
The System should prepare BS/ P&L / Cash Flow
156. statements/ Statement of change in Equity prepared Group
code and Profit Centre-wise
The System should be able to address various IndAS
157.
Accounting requirements applicable to SAIL from time to

266 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
time
The System should be able to do IUCA Reconciliation with
158.
Sister units automatically on real-time basis
The System should be able to do IUCA Balance transfer to
159.
Reserve
The System should be able to do Integration of Mines TB
with Plant for preparation of APSMAIN. The process of
160.
uploading TB from SAP to APSMAIN needs to be
automated.
The System should be able to address Maintenance of
161.
Contingent Liability
The System should be able to prepare Notes Data
162.
preparation for Closing of Account
The System should be able to do Acceptance and
163.
Forwarding of Steel Credit Vouchers to CMO
The system should be able to carry out IPT Accounting
164. between Mines & Plants and between Sister Units and
knock-off entry
The system should be able to do Accounting of Unrealized
165.
Profit on IPT
The system should be able to perform Calculation of Final
166.
IPT Transfer Rate and it’s adjustment
The System should be able to fulfill all disclosure
requirement as per the Companies Act such as Contingent
167. Liability, IndAS disclosure, Actuary Valuation disclosure,
KMP Salary other disclosures applicable to SAIL Financial
statements from time to time.
The system should be able to connect seamlessly with SAP
168. ERP, SAP S/4HANA, and other Non-SAP Systems for
collection of data for preparation of the disclosure.
System should allow multiple users to work on disclosure
documents simultaneously on the same data for each
169.
plant/unit and Corporate Office should be able to draw the
disclosure at a given point of time.
System should be able to provide task assignments,
170. approval processes, and status tracking to manage the
disclosure lifecycle.
System should be able to supports the creation, editing,
171. and management of various disclosure documents,
including financial statements and regulatory filings.
System should be able to works with Word, Excel, PDF,
172.
and XBRL formats for versatile reporting needs.
System should be able to tracks all changes, approvals,
173. and user activities for full transparency and accountability
with audit trail.
System should be able to access Realtime data to ensure
174.
data accuracy and consistency across all documents
175. System should be able to connect with various regulatory

267 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
filing platforms, enabling easy and accurate submissions
after considering the necessary changes from time to time.
System should be able to provide ad-hoc reports and
176. detailed financial analyses before finalization of disclosure
requirement
System should be able to manages different document
177. versions, ensuring that the latest updates are tracked and
accessible
System should be able to ensures data security and
178. confidentiality by managing user permissions based on
Roles & Authorisations.
System should offer customizable templates to meet
179.
specific reporting and disclosure requirements.
The System should be able to prepare Group code wise
180. Trial Balance for each profit centre, Unit and consolidated
TB.
The System should be able to configure account group as
per the group defined under companies Act and Group
181. code defined by CO/SAIL (Stock, Cash & bank, CWIP,
Asset [Link]) for preparation of Financial Statement as per
format prescribed in CO act/APSMAIN.
The System should be able to configure profit centre wise,
182. cost centre wise General Ledger for proper accounting and
avoiding posting contra entry in between two Profit Centres.
F9 Controlling (Including Cost & Budget)
The System should be able to do ANNUAL BUSINESS
183.
PLAN(ABP)
The system should be able to prepare a standard cost
184. sheet. Should have different cost variants to account for
Standard Cost and Actual Cost at PQD level.
The System should be able to do Budgetary Control. The
185. cost report should meet the requirements of the SAIL Cost
Manual.
The System should be able to do Cost Analysis. WIP
186. concept should be used for in-process materials like Sinter,
Coke, Slabs, etc.
The system should be able to perform Profitability Analysis.
MIS that can be used include product profitability statement,
187. IPCC, cost impact analysis on breakdowns, and sensitivity
analysis. Projected cost MIS should also be included to
provide cost on different projections for the month
The System should be able to do DAILY COSTAND
188.
PROFIT analysis
189. The System should be able to do VARIANCE ANALYSIS
The System should be able to do INVENTORY Valuation of
190.
Finished and Semi Finished Products
191. The System should adhere to the requirements of Cost

268 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
Audit documents
The System should be able to prepare MIS and compilation
192.
of Plant/Units reports
The System should be able to address MATERIAL
193.
LEDGER requirements
The system should be able to carry out the process,
wherein Service department cost to be allocated to the
concerned department on actual basis. Also the cost which
194. cannot be allocated directly to services/production deptt,
then the same should be booked to Admin & works
overheads and to be allocated on different cost sheets on
the basis of company policy.
The system should be able to perform Raising Cost
195.
Accounts of individual mines for IPT transfer
The system should be able to generate the cost sheets and
196.
other MIS reports
197. System should be able to prepare Element-wise cost sheet
System should be able to prepare Unit Cost sheet for
198.
decision making
F10 Account Closing for CMO activities
The System should be able to do Month End JV for
199. DD(Direct Dispatch) SALES , Stock Transfer GST CREDIT
FOR PLANT AND STTR WITHIN CMO
The System should be able to do ACCRUED INTERST
200.
DEBTORS
The System should be able to do CASH DISCOUNT LIAB/
201.
CREDIT NOTE
The System should be able to address MARKETING TOOL
202.
LIAB
203. The System should be able to address LIABILITIES
The System should be able to do DEBIT ALLOCATION TO
204.
PLANTS
The System should be able to do Print ASSET SALES
205.
INVOICE
206. The System should be able to prepare DA/CA Information
207. The System should be able to do Print INVOICE
208. The System should be able to do INCOME ACCOUNTING
The System should be able to do INVOICES FOR IUCA
209.
DEBITS TO PLANTS
The System should be able to do VALUATION OF SIT
210.
HQ/BRANCH Reconciliation
The System should be able to do VALUATION OF
211.
GROUND STOCK OF COAL
212. The System should be able to do LIABILITY ACCOUNTING
Settlement of Quality Complaints of where material is
213.
returned to other GSTIN then selling GSTIN
214. Credit Sales Management

269 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
215. Cash Sales Management
Price checking module with applicable circulars etc. for
216.
Debit/ Credit Note
TOD payments/accruals are not 100% through system, like
120% ceiling on accruals, 90% reduction in qty, auto
reversal of failed MOUs./auto increase of tod rate if slab
217.
changes during year, auto change of consistency rate etc.
Credit/Debit Notes to customers including TOD as per
policy
Generation of BOE and relevant covering letters for LC
218.
discounting (BOE Module)
219. Interface with m-Junction for Global EMD
The System should be able to generate Finance Report to
220.
Customers through EP Portal
F11 Fund Management
he system must support fund uploading, and
comprehensive budget control mechanisms should be
applied at all key stages—PR, PO, invoice verification,
and consumption. Provisions must also exist for
processing non-budgeted items, including statutory
payments, salaries, wages, and similar mandatory
221.
expenditures.
Capital budgeting for milestone-based project orders and
long-term contracts should be carried out strictly in line
with the capital budgeting formats prescribed by the
Corporate Office.

The System should be able to perform Year End/Auto

222. Carry-forward of PR/PO/Earmarked Fund (EMF) and it
should be integrated with MM, SD, PP, and FI modules.
The System should be able to do Distribution of Fund into
223.
Future Years
224. The System should be able to prepare MIS Reports
The System should be able to do Re-
225. apportionment/transfer of fund inter-head wise and inter-
department wise
The System should be able to Carry forward the budget to
226.
subsequent year as per the management policy
The System should be able to control budget for different
purpose such as Procurement Budget, Consumption
227.
Budget, MSP Budget, Capital Budget etc as per the
management policy
The System should be able to do Preparation of Operation
228.
Budget
The System should be able to generate Annual Capex
229.
Budget Report
F12 Treasury Management

270 | P a g e
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Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
230. The System should be able to do Loan Management
231. The System should be able to do Fund Allocation
The System should be able to address various Financial
232. Instruments like Bank Guarantee(BG), integration with e-
BG, Letter of Credit(LC) &Foreign currency LCs
233. The System should be able to do Bill Discounting/Factoring
The system should be able to carry out Hedging and Forex
234.
Variation accounting
Online bidding module for treasury function for Loan,
235.
Investment etc.
System should be able to do accounting of interest payment
236.
on loans
The system should be able to do Fixed Deposit
237.
Management and accounting.
238. System should give alert for maturity of fixed deposits.
F13 Direct Tax
239. The System should be able to do Payment of Advance Tax
The System should be able to do Calculation of Tax
240.
Provision
241. The System should be able to do Tax Return and Payment
F14 CIG Finance
242. The System should be able to prepare Coal Import Liability
243. The System should be able to do Payment to Coal Vendor
244. The System should be able to do IUCA Accounting
F15 Insurance
The System should be able to address Mega Risk
245. Insurance/ D& O Policy including Asset identification and
coverage thereof
The system should be able to carry out Lodgment of claims
and follow up till settlement. Along with Lodgment of claim,
the concerned asset to be tagged and accounting entry as
246. per company policy for the WDV of the asset to be taken
care off. Further for follow ups provision of mails to internal
users and external users along with comments, documents,
photos to be tagged directly to the asset/claim/case no.
System should be able to do accounting of Lodgment of
247.
Claim, Realization of Claim and related MIS
F16 Mediclaim
The System should be able to do Collection of Medi Claim
248.
Premium
The System should be able to do Accounting of Premium
249.
Received
The System should be able to do Monthly Payment to the
250.
insurance company
F17 Input Service Distribution
251. The System should be able to do Input Service Distribution
F18 DOCUMENT MANAGEMENT SYSTEM(DMS)& Other

271 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
Misc. Jobs
The System should be able to address DOCUMENT
252.
MANAGEMENT SYSTEM(DMS)
Aging of Inventory, Receivables, Payables, CWIP, Leases,
253. Non-Moving Inventory, Obsolete, Surplus etc. as per
Schedule-III requirements
System should be able to fulfill Audit Trail requirement as
254. per Ministry of Corporate Affairs and other statutory
authority requirements.
Accounting of Shop Floor inventory at the Quarter and Year
255.
end.
F19 General Basic Requirements
The system to allow mapping of Chart of Accounts/GL
Codes with the one as prescribed by the Corporate
256.
Finance. Cost & Non-Cost Identifier with Group code
provision.
The system should be able to maintain group chart of
257.
accounts and operative chart of accounts
The System shall allow accrual/deferral entries in case of
258.
recording provisions
The system should be handled Opening & Closing of
Posting periods lies with only authorized/power users.
259.
Special Period posting should be vested with apex level
process owners/experts.
The system to block and delete GL accounts not in use.
260. However, deletion to be done with proper authorization like
the way when new GL codes are to be created/amended.
The system to record the dates of the event, accounting,
preparation of the
261. voucher, authorization of the voucher, changes, if any,
reference document,
rectification, if any etc. on each voucher
The system should address adequate Validation &
262. Substitution should be optimally used for all accounting
documents
The system should address Master Data requirements
through its application component Master Data
263. Maintenance-MDM (Finance master data, Business Partner
(BP)-Vendor/Customer, Materials etc) and Master Data
Governance (MDG) should be diligently followed.
The system should address Inter Company/Unit
264. transactions& reconciliation to be system driven optimally.
All DA/CA documents should be available in the system.
The System shall allow profitability analysis and reporting
265.
COPA (PQD Wise) sub module needs to be fully utilized.
System should be able to process PO bases invoice
266. automatically based on the job scheduling after considering
PVC clause, LD, Penalty and SD as per the PO terms.

272 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
The System should be able to do Dashboard reporting, Fiori
267. Apps required to be harnessed optimally in S4 HANA in To-
Be state.
The System should be able to do Cross Module Integration
(such as FICO, SD, MM, PP,PM,PS,REFX) should be
seamless going forward in To - Be state of SAP S4 HANA.
268.
It is important to have a seamless integration between
HANA and FOIS, banks, and other APIs, as well as legacy
systems.
System should be able to send SMS alert
269.
Vendor/Customer/Employees for all transactions
System should fetch automatically Foreign Exchange Rate
270.
at day end from Bank Site
System should provide Tax Audit Report (TAR) data for Tax
271.
Audit purpose
272. System should give provision for Fair Valuation Accounting
System should help SAIL to operate the Finance activities
273.
from a single geographical location.
F20 Indirect Tax/GST
The system should be able to refund of GST/TDS to the
274.
customers.
The system should be able to do acceptance of DA/CA in
275.
case of export and IPT dispatches
The system should be able to do MIRO for outward freight
276.
for GST-ITC purpose
The system should be able to do auto accounting, clearing
277.
and stock reconciliation for dispatch of material for sale
The system should be able to prepare Purchase register for
278.
GST purpose
The system should be able to generate and control all the
279. materials to be sent through Delivery challan as per GST
Act
The system should be able to issue Debit/Credit Note, if
280.
any, for Quantity as well as value for dispatch of material
The system should be able to generate various reports i.e.
281. ITC-04, GSTR-1, GSTR-3B, GSTR-7, GSTR-9, GSTR-9C
etc. for GST compliances
The system should be able to generate various reports, i.e.
product-wise ITC availment, Break Up of total expenditure
282.
of registered/unregistered entities, etc. required for Tax
Audit purpose.
The system should be able to have a seamless integration
283.
with EY for GST data exchange
The system should be able to have a seamless price
284. including all types of extras, rebate etc. for preparation of
invoices for prime product.
The system should be able to Auto accounting for ISD
285.
invoices for GST-ITC

273 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
Functional Requirement
SI No (S/W/C/N)
The system should be able to prepare ITC ledger for GST
286.
purpose
The system should be able to reconcile dispatch of material
287.
of Plant with receipt at CMO
F21 ReFx
Business Entity (BE), Rental Object (RO), Quarter
Master & Meter Master
Explicit definition, creation, validation, and maintenance of
288.
BE, RO, Quarter Master, and Meter Master data in
alignment with the existing township structure and coding
standards
Contract Management
Provision for creating REFx contracts with configurable
billing conditions and frequencies, fully integrated with
289.
customer/tenant master data.
Inclusion of automated alerts for contract expiry, renewal,
and foreclosure.
Guarantor Integration
290. Capability to capture guarantor details within the contract
and enable guarantor-based recovery wherever applicable
Refund and Recovery Processes
Processes for Security Deposit (SD) and other refunds,
291.
salary recoveries for employee allottees, and automatic
adjustment of outstanding dues during refund processing
Collection Mechanisms
Support for POS and Payment Gateway as approved
292.
collection modes, with proper linkage of collections to
respective Contracts/ROs for automated clearing
Customer Bill Clearing
Automation of Customer Invoicing /credit Notes Creation &
clearing customer invoices against receipts with accounting
293. integration, along with real-time visibility of dues versus
realizations across all contract types including issuance of
credit Notes against specific conditions of the Contract or
Value based Cr Notes. (Both Qty and Value).
NDC, STV and Related Processes
Complete workflow for NDC processing, integration of STV
294. (Vacation) reporting with system-driven fittings & fixtures
recovery, and automatic calculation of recoveries for
missing fittings
Quarter Allotment
Workflows for quarter/property allotment to both individual
and pool allottees (such as School Pool, Central/State
295.
Government Pool, etc.), with support for multi-RO
allotments and full visibility of occupation and vacation
history

274 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

D. FRS- SAC Planning Function

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
SAC Planning-1 (Demand Planning)

The system should be able to generate statistical forecast for 12

months based on past historical data, market research data,
seasonality, promotions, new product introductions, and
discontinuations which will be the baseline for demand planner and
SACP1
management to arrive at annual demand plan, 3 months rolling
and monthly sales plan for steel products. The system should be
able to forecast the demand with high accuracy using advanced
forecasting algorithms.

The system should be able to provide segment-wise demand

SACP2
based on criteria such as product(PQD), customer, or geography

The system should have the functionality to capture demand

SACP3 trend/fluctuations to enable us to adjust forecast/production
planning, including that of customized products

The system should be able to use Point-of-Sale (POS) data for

SACP4 short-term forecasts and improve the accuracy of short-term
forecasts.

The system should have the ability to provide robust reporting,

track and analyze forecast accuracy, performance metrics, KPIs
SACP5
and refine models for continuous improvement of demand planning
processes.

The system should be able to support the creation and

maintenance of separate demand forecasts for each material
SACP6
variant. It should also be able to manage the hierarchical
relationship between base materials and their variants.

The system should benchmark forecast accuracy against industry

standards and competitors. It should use feedback from actual
sales data, operational performance, competitor activity, and
SACP7
customer feedback to continuously improve forecasting models
and planning strategies. This may require may require external
data feeds beyond SAP standard features.

The system should have the ability to moderate/ change the

SACP8 annual demand entered by Region/ HQ in addition to the annual
demand input captured directly from Key Account Customers/KAM,

275 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
distributors etc. through the CRM/EP system

The system should be able to generate annual sales forecast

based on moderated sales plan and contribution (the difference
SACP9
between realization and variable cost), plant-wise and product-
wise by Central Marketing Organization (CMO).

The system should be able to capture/ record the ABP finalization/

SACP10
approval

The system should have the provision to generate/update annual

SACP11 sales plan (which is based on finalized ABP) region-wise and
branch wise, according to the contribution

The system should have the ability to update monthly demand at

branch after moderating system forecast which is generated while
SACP12 considering monthly demand input captured directly from Key
Account Customers/KAM, distributors etc. through the CRM/EP
system and further moderated at Region and HQ by CMO

SAC Planning-2 (Sales & Operation Planning)

The system should have the ability to harmonize operations

SACP13 (production) with sales demand and be able to align operational
plans with sales forecasts.

The system should be able to carry out planning for supply and
SACP14
response to changes, run what-if scenarios, and manage supply.

The system should perform production planning with supply chain

visibility along with resource utilization and analyze operational
efficiency, generating corresponding efficiency reports. The system
should be able to generate unconstraint demand (based on the
SACP15 statistical forecast, demand review inputs from the cross-functional
team) and constraint demand (optimizing the resource level
capacity, raw materials and packing materials availability, and all
other constraints as applicable) for management review to finalize
monthly demand/ Quarterly demand/ Annual demand.

The system should have the ability to seamlessly integrate with the
SAP, CRM, and external data sources/formats (e.g., CSV, Excel,
SACP16 etc.), to ensure real-time data availability for accurate forecasting,
decision-making, operations, and resource optimization based on
demand and supply.

276 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
The system should be capable to capture inputs from sales
SACP17 coordination meeting and Cross Functional team (CFT) meeting for
structural, and IPT requirements and conversion plans/forecast.

The system should be able to prepare monthly sales plan based

on monthly forecasting, input from sales coordination and Cross
Functional team (CFT) meeting, inputs from CAPA meeting
SACP18 minutes to moderate sales plan by accounting for rejection
patterns, and available stocks, region wise and branch wise is
finalized by CMO, while considering contribution and priority of
critical requirement, LD clause orders, backlog orders etc.

E. FRS- Production Planning Function

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Planning
Annual Business Plan (ABP)
Require a system that can capture/ record hot metal requirements by each plant.
1 The system should consider the production capacity of the plant (resources/ work
centers).
The system should have the ability to send the hot metal requirement by each
2
plant to corporate office.
The system should have the ability to moderate/ change the annual demand
entered by Region/ HQ in addition to the annual demand input captured directly
3
from Key Account Customers/KAM, distributors etc. through the CRM/EP system.
Refer SAC Planning FRS point SACP16.
The system should have the ability to capture and moderate the sales plan by
4
Branch/Region/ HQ.
The system should be able to generate annual sales forecast based on
moderated sales plan and contribution ( the difference between realization and
5
variable cost), plant-wise and product-wise by Central Marketing Organization
(CMO).

277 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
The system should be able to calculate the quantities of raw materials for hot
metal plant-wise.
The system should have the functionality to create purchase requisitions, and
6
interplant transfer orders.
The system should have the provision for sub-contracting from outside for
materials coke, pellet, etc.
The system should have the ability to calculate the quantity of the ore (mine
7
production requirement) based on the hot metal production planning.
The system should be capable of calculating the quantities of required raw
materials (iron ore, lumps, fines, pellets, mixed breeze coke, coking coal, CDI
8
coal, Boiler Coal, limestone dolomite, ferro alloys, manganese etc.) based on hot
metal production planning.
The system should be able to derive the production of crude steel from hot metal
9
as per the norm; surplus of hot metal should be transferred to pigging process.
The system should be able to capture the crude steel production as input to the
rolling mills considering the capacity of the rolling mills.
10
The system should be able to handle the excess/ deficit semis through interplant
transfer.
The system should have the capability to provide/ send all the input to corporate
11
with annual and monthly break-ups.
Require a system to have the capability to capture/ upload the minutes of
12 meetings of the ABP discussion at corporate. Refer SAC Planning FRS point
SACP10.
13 Require a system to capture/ record the ABP finalization/ approval

14 Require a system that can provide access to finalized ABP to all the plants
The system should have the provision to generate/update annual sales plan
15 (which is based on finalized ABP) region-wise and branch wise, according to the
contribution

Monthly Planning for All Products Based on ABP

The system should have the ability to update monthly demand at branch after
moderating system forecast which is generated while considering monthly
16 demand input captured directly from Key Account Customers/KAM, distributors
etc through the CRM/EP system and further moderated at Region and HQ by
CMO. . Refer SAC Planning FRS point SACP16.
The system should have the ability to capture the monthly plant wise, product
17
wise demand sent to the plants by CMO
The system should have the capability to analyze monthly capacity availability to
18
be provided to CMO for order booking

278 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
The system should be able to perform monthly Sales Forecasting based on
19 demand, availability, critical requirement, LD clause orders, backlog orders,
contribution etc. by CMO, moderated by Branch, Region, HQ
Require a system capable to capture inputs from sales coordination meeting and
20
Cross Functional team (CFT) meeting for structural
Require a system to prepare monthly plans taking into consideration different
21
shop shutdowns and Roll availability
Require a system to have the ability of Inter Plant Transfer (IPT) Plan Based on
22
input from RMT (Revenue Maximization Team) Meeting
Require a system to prepare monthly sales plan based on monthly forecasting,
input from sales coordination and Cross Functional team (CFT) meeting for
23 structurals and available stocks, region wise and branch wise is finalized by
CMO, while considering contribution and priority of critical requirement, LD
clause orders, backlog orders etc., which can be moderated at HQ/Region.
Require a system to generate monthly product allocation based on plant
24 availability , finalized monthly sales plan by HQ region-wise and from region to
branch-wise by CMO and moderated by HQ/Regions

Weekly Planning for All Products Based on Monthly Plan of ABP

Require a system for Weekly Planning for BF Coke, Sinter, Hot metal and Crude
25
Steel and Finishing Mills based on WCM ( Weekly Coordination Meetings)
Require a system to perform material requirement planning (MRP) based on the
26 inputs of weekly coordination meetings/ CMO Order/Priority and Mill Repair
Schedule (Make to Order Scenario)
Require a system to perform material requirement planning (MRP) based on the
inputs of monthly planning/weekly coordination meeting/ CMO Demand and Mill
27
Campaign (Make to Stock Scenario with Planned Independent Requirements and
available Sales Orders)

Daily Planning for All Products Based on ABP

Require a system for Daily Planning for BF Coke, Sinter, Hot metal and Crude
Steel and Finishing Mills. Based on inputs from weekly coordination meeting day
28
wise bucketing is planned while considering maintenance schedule and CMO
priority
Require a system for Daily Review of Monthly Plan Planning for BF Coke, Sinter,
29
Hot metal and Crude Steel and Finishing Mills
Dispatch Plan - To be covered in SD module with order tracking facility. The
30 system should be able to generate draft dispatch plan based on sales order
logistics which is to be moderated by plant and CMO(SRM)
Inputs for dispatch plan based on Sales Order(Movement Plan); To be covered in
31
SD module

279 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)

32 Rake Forecast based on coordination with Railways; To be covered in SD module

33 Preparation of Road Dispatch/Rake Plan; To be covered in SD module

34 Daily rake arrangement; To be covered in SD module

Check rake details against order availability & stock availability matrix; To be
35
covered in SD module
Heat Plan
Require a system for heat plan integrated with MES (in plants where MES is
available)
36
The heat plan need to be handled in SAP S4/HANA or in the planning tools, in the
plants where MES is not implemented.
Require a system for heat plan integrated with MES covering the Heat Plan
derived from rolling plan(vice-versa) and technical constraints of Steel Melting
Unit and Rolling Mill considering maintenance plan of steel shops and input from
37
rake plan.
The heat plan need to be handled in SAP S4/HANA or in the planning tool, in the
plants where MES is not implemented.
38 Require a system capable to perform Availability Assessment of Hot metal
39 Require a system to perform availability checks of minor raw materials
Require a system to perform CMO Order Priority Assessment which is used for
40
Heat Plan
Rolling Plan

41 Require a system to prepare to receive dispatch plan (rolling plan)

Require a system to capture the identified mill constraints (to be covered in PM
42
module)
Require a system to perform capacity planning for the mills (identifying Mill
43
Availability)
Require a system to perform availability checks for the input materials (Bloom,
44
Billets, and Slabs)
45 Require a system to finalize the rolling plan

Mines Process
Metal Ore Excavation ( Iron Ore/ Manganese / Limestone/ Dolomite ore) in
Open Cast Mines
Land & Lease

46 Grant of Reconnaissance Permit(RP)/Prospecting License(PL)/Composite

280 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
License(CL) – To be covered in SAP PS module

47 Grant of Mining Lease – To be covered in SAP PS module

48 Extension of Mining Lease – To be covered in SAP PS module

Execution of deed from State Govt (Payment of Stamp Duty, Registration fee etc.)
49 – To be covered in SAP PS module

50 Land Acquisition – To be covered in SAP PS module

51 Surface lease – To be covered in SAP PS module

Mine Planning

52 Preparation and approval of Mining Plan – To be covered in SAP PS module

Preparation and approval of Review of Mining Plan – To be covered in SAP PS
53 module
Preparation and approval of modification of Mining Plan – To be covered in SAP
54 PS module

55 Bank Guarantee – To be covered in SAP PS/FI module

56 Financial Assurance – To be covered in SAP PS/FI module

Statutory Clearances & Compliance

Obtaining Stage I FC from MOEFCC (if forest land involved) – To be covered in
57 SAP PS module
Obtaining Stage II FC from MOEFCC (if forest land involved) – To be covered in
58 SAP PS module

59 Payment of CA – To be covered in SAP FI module

60 Payment of NPV– To be covered in SAP FI module

61 Payment of CAT Plan– To be covered in SAP FI module

62 Payment of Wild Life Plan– To be covered in SAP FI module

Obtaining Environment Clearance from MOEFCC/SEIAA – To be covered in SAP
63 PS module
Obtaining CTO/CTE and other permission from PCB – To be covered in SAP PS
64 module

65 Land Release by State Govt – To be covered in SAP PS module

66 Tree Felling – To be covered in SAP PS module

Land Handover by State Govt./ Enter upon Permission – To be covered in SAP
67 PS module

281 | P a g e
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Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Licenses and Permissions

68 Obtaining New/Renewal of Trading License – To be covered in SAP PS module

69 Obtaining New/Renewal of Storage License – To be covered in SAP PS module

Storage and Handling license for HSD from PESO – To be covered in SAP PS
70 module
Storage and Handling license for Explosive etc. from PESO – To be covered in
71 SAP PS module
72 Water drawl Permission and supply – To be covered in SAP PS module
73 Electricity Permission and supply – To be covered in SAP PS module
Exploration and Mine development
74 Exploration – To be covered in SAP PS module
75 Survey (Drone, Conventional etc.) – To be covered in SAP PS module
Permission/Compliance as per EC, FC, IBM, DGMS – To be covered in SAP PS
76 module
77 Monthly/Quarterly/Annual Return – To be covered in SAP PS module
78 Other Statutory Jobs & Contingency – To be covered in SAP PS module
Consultancy for Scientific Study activities including consultancy for Slope Stability
79 and Structural Stability studies – To be covered in SAP PS module
80 Mine Development activities – To be covered in SAP PS module
81 Preparation of DPR, FR, TS etc. – To be covered in SAP PS module
Production Planning
The system should have the provision to record monthly allocation of metal ore
82 excavation by COD (Committee of Directors)
The system should have the provision to record metal ore requirements received
from the plants as well as sales in open market/ MOU’s. The raw material Linkage
83 from each steel plant is derived from hot metal.
The system should have the provision to create monthly plan orders for metal ore
excavation. The system should consider the joint product scenario (Iron ore
84 Lumps & Fines)
To create a system to perform capacity planning for equipment allocation /
85 utilization
The system should have the ability to capture/ record annual mine planning
86 according to ABP.
The system should have the ability to capture/ record Bench-wise, and Grade-
87 wise monthly excavation planning for the mine according to ABP.

88 Require a system to perform drill and blast planning

282 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Production
The system should have the provision to create monthly production orders for
89 metal ore excavation. The system should consider the joint product scenario (Iron
ore Lumps & Fines) for production order creation.
The system should have the provision to release production orders for metal ore
90
excavation.
91 Require a system to measure for equipment utilization.

92 Require a system to perform drill and blast

93 Require a system for Loading and Hauling to Stockpile / other mines

94 Require a system for Loading and Hauling to waste dump

95 Require a system to record/ capture the Blending matrix Preparation

Require a system to record/capture/ monitor the Feeding to Crushing Plants /
96
Hopper (Mines/Stockpile)
97 Require a system to record/ monitor/ capture the crushing of Metal Ore

98 Require a system to record/ monitor/ capture the screening of Metal Ore

99 Require a system to record/ monitor/ capture the washing of Metal Ore

100 Require a system to record/ monitor/ capture the Beneficiation of Metal Ore
The system should have the provision to record and monitoring of the mining
processes such as Stacking of ROM, Lumps & Fines, Subgrade, Low grade fines
101 etc.
Require a system to record/ monitor/ capture the process of Pelletisation
102 (Captive/Conversion) of Metal Ore
Require a system to record/ monitor/ capture the Discharge of slurry/tailings/slime
103 for the Metal Ore
Require a system to record/ monitor/ capture the process of Lean Ore Screening
104 of the Metal Ore
Require a system to record/ monitor/ capture the process of Desilting of
slimes/tailings from tailing Pond and stacking for sales/conversion/captive for the
105 Metal Ore
Require a system to record/ monitor/ capture the process of Rehandling of
106 material for the Metal Ore
The system should be able to prepare daily production reports (trip/tons)/ MIS/
107 Dispatch, Quality, Waste, Stock, Rake loading for metal ore excavation.

108 Pre-dispatch quality management and weighment; To be covered in QM module

283 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to record/ monitor/ capture the process Preparation of Lump
109 and Fines Stack for the Metal Ore
Require a system to record/ monitor/ capture the process Sampling and analysis
110 by Mining Office for the Metal Ore – To be covered in QM module

111 Royalty Calculation and Payment; To be covered in SD / FI module

Require a system to record/ monitor/ capture the process of Payment of royalty in
offline mode for leases without EC for the Metal Ore Excavation – To be covered
112 in SD / FI module
Require a system to record/ monitor/ capture the process of Transit Fee/Covid
Cess/Environment Cess/Infrastructure cess/Forest Produce payment/User Fee/
113 DMF / NMET for the Metal Ore Excavation – To be covered in SD/ FI module
Require a system to record/ monitor/ capture the process of Transportation of
114 Lump/Fines to Siding via road for the Metal Ore
Require a system to record/ monitor/ capture the process of Dispatch of Material
115 from Mines based on Rake Plan for the Metal Ore – To be covered in SD module
Require a system to record/ monitor/ capture the consumption process of T.E.P.s-
116 Explosive, Power, Diesel, Lubricants etc used for the Metal Ore Excavation
Require a system to record/ monitor/ capture the process of Physical Stock
117 Verification for the Metal Ore
Require a system to record/ monitor/ capture the process of Environment / Health
/ Safety Audit (External/Internal) for the Metal Ore Excavation – To be covered in
118 EHS module
Require a system to record/ monitor/ capture the process of Certification of IMS
119 for the Metal Ore Excavation
Require a system to record/ monitor/ capture the process of oversize crushing for
120 the Metal Ore
Require a system to record/ monitor/ capture the process of Lump Crushing for
121 the Metal Ore
Require a system to record/ monitor/ capture the process of Calibration of WB,
122 Petrol Pump, Lab equipment etc. – To be covered in QM module
Require a system to record/ monitor/ capture the process of Hiring of equipment –
123 To be covered in MM module
Require a system for Operation and maintenance of Walkie-Talkie including
124 License – To be covered in PM module
Production Associated
Require a system to record/ monitor/ capture the process of Township
125 Development – To be covered in REFX/PS module
Require a system to record/ monitor/ capture the process of Hospital
Management such as normal day to day operation of Hospital inside the
126 mine/Colliery – To be covered in MM / EHS Module
Training, Sports, cultural activities etc. such as expenditure to be incurred in
127 carrying out Training, Sports, Cultural activities etc. – To be covered in HCM /

284 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
EHS module

Administrative Activities such as Day to day P&A functions– To be covered in HR

128
module
CSR Activities such as monitoring of activities and utilization of budget as per
129
annual plan of Corporate Social responsibility – To be covered in PS module
Mine Closure

130 Progressive Mine Closure Plan – To be covered in PS module

131 Final Mine Closure Plan – To be covered in PS module

132 Surrender of Mining Lease - – To be covered in PS module

Coal Excavation in both Open cast and underground mines
Land & Lease, Mine Planning, Statutory Clearances & Compliance, Licenses and
Permissions, Exploration and Mine development – All these processes to be
covered in PS module
Colliery Planning
The system should have the provision to record monthly allocation of coal
133 excavation by Operational Directorate
The system should have the provision to record coal requirements received from
134 Central Coal Supply Organization (CCSO) and all subsidiaries of Coal India Ltd.
The system should be able to perform production planning day-wise, month-wise,
135 and shift-wise.
The system should be able to perform yearly planning of Boiler Coal for Captive
136 Power plant. Provisions for performance incentive and penalty to supplier
The system should be able to perform monthly planning of Boiler Coal for Captive
137 Power plant.

138 To create a system to perform capacity planning for equipment utilization.

The system should have the ability to capture/ record annual mine planning
139 according to ABP.
To create a system to perform bench-wise, level-wise monthly
140 excavation/extraction planning for coal mining

141 To create the system to capture/ record Drill & Blast Planning/ Coal Cutting
Advance Payments to BCCL and CCL for supply of Wash Coal. Reconciliation/
Refund as per the 3rd Party/ Joint Analysis Results -- To be covered in FI
142 module
Finalization of ABP as per the availability of Wash Coking Coal from CIL and
143 Captive Washery
Production

285 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)

144 Receipt of CIL RoM Coal – To be covered in MM module

145 Receipt of Boiler Coal from Own mines – To be covered in MM module

146 Disposal of Hand Picked Reject (HPR) – To be covered in PP / MM module

The system should be able to create Monthly Production order for the coal
147 production and subsequently release it

148 Penalty if received less than 60% of FSA – To be covered in FI module

To create the system to capture/ monitor the processes of Loading/mucking and
149 Hauling/Hoisting
To create the system for preparation of Daily, Weekly & Monthly Coal Production
150 Report
Royalty Calculation on ROM and Payment ; To be covered in SD/ FI module
151 based on the quantity of the coal excavation.
Incoming material to Washery via belt conveyor/ropeway/trucks; To be covered in
152 MM module.
Require a system to create monthly production order for washing of the coal and
153 release it.
Require a system to record/ monitor/ capture the process of Loading and Hauling
154 of RoM Coal to Stockpile & Stacking grade wise
Require a system to record/ monitor/ capture the process of Loading and hauling
155 of Jhama (burnt) Coal to stockpile
Require a system to record/ monitor/ capture the process of Disposal of
156 Overburden
Require a system to record/ monitor/ capture the process of Feeding to Crushing
157 Plant (Mines/Stockpile)

158 Require a system to record/ monitor/ capture the process of Crushing the Coal
Require a system to record/ monitor/ capture the process of Screening (Dry/wet)
159 the coal

160 Require a system to record/ monitor/ capture the process of Beneficiation of Coal
Require a system to record/ monitor/ capture the process of Stacking of Clean
161 Coal and Washed Power Coal (midlings) at Washery
Require a system to record/ monitor/ capture the process of Stacking of Clean
162 Coal and Washed Power Coal at Siding
Require a system to record/ monitor/ capture the process of
163 Pelletisation(Captive/Conversion)
Require a system to record/ monitor/ capture the process of Discharge of
164 slurry/tailings/slime
Require a system to record/ monitor/ capture the process of Desilting of
165 slimes/tailings from tailing Pond and stacking for sales/conversion/captive use

286 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)

166 Require a system to record/ monitor/ capture the process of Stacking of slurry
Require a system to record/ monitor/ capture the process of Rehandling of
167 material
Require a system to record/ monitor/ capture the process of Pre-dispatch quality
168 management – To be covered in QM module
Require a system to record/ monitor/ capture the process of Pre-dispatch
169 weighment
Require a system to record/ monitor/ capture the process of Sampling and
170 analysis by Department, Coal-controller and Third Party
Require a system to record/ monitor/ capture the process of reconciliation of
171 sampled analysis- To be covered in QM /FI module
Require a system to record/ monitor/ capture the process for royalty and other
payments for generation of challan on JIMMS/other state – To be covered in SD /
172 FI module
Require a system to record/ monitor/ capture the process for Payment of royalty
173 in offline mode for leases without EC
Require a system to record/ monitor/ capture the process for Transit Fee/Covid
Cess/Environment Cess/Infrastructure cess/ Forest Produce payment/User Fee/
174 DMF/ NMET – To be covered in SD / FI modules
Require a system to record/ monitor/ capture the process for Transportation of
175 Washed Clean/ Washed Power Coal to siding
Require a system to record/ monitor/ capture the process for Calibration of WB,
176 Petrol Pump , Lab equipment etc.

177 Require a system to record/ monitor/ capture the process for Hiring of equipment
Require a system to record/ monitor/ capture the process for Operation and
maintenance of Walkie Talkie/Underground Communication System including
178 License
Require a system to record/ monitor/ capture the process for Weighbridge
179 Operation (Inward & Outward)
Require a system to record/ monitor/ capture the process for Rehandling Of Raw
180 Coal (Input) to washery from stock
Require a system to record/ monitor/ capture the process for Raw Coal receiving
181 through Ropeway/ Belt
Require a system to record/ monitor/ capture the process for Water Cess
182 payment to DVC
Require a system to record/ monitor/ capture the process for production of Filter
183 water for the operation of CPP
Production Associated and Mine Closure; These processes are not the part
of SAP PP module, these need to be covered in PS, FI modules
Raw Material Handling Plant

287 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Crushing for Plants

Planning
To create a system to create process orders to capture/monitor/ record the
crushing of the raw materials. These include Iron Ore, Lime Stone, Dolomite,
184 Mixed Coke Breeze, Flux etc.
To create a system to release the process orders created for crushing of raw
185 materials.
To create a system to capture record Shift-wise confirmation (GR and GI) using
186 custom development

Screening for Plants

Planning

To create a system to create process orders to capture / monitor/ record the

187 screening of the raw materials.
To create a system to release the process orders created for screening of raw
188 materials.
To create a system to capture record Process order confirmation and GI GR
189 document movements

Sinter Base/Blend Mix Preparation

To create a system to create process orders to capture/monitor/ record the Sinter

190 Base/Blend Mix Preparation
To create a system to release the process orders created for Sinter Base/Blend
191 Mix Preparation
To create a system to capture record Process order confirmation and GI GR
192 document movements
Receipt of Raw Materials, Receipt, Stacking, Transfer – These processes are
not the part of SAP PP module; these processes to be covered in MM
module
Sinter Plant

Sinter Preparation

To create a system to create process orders to capture/monitor/record the

193 production of Semi-Finished Goods (SFG) in sinter plant

To create a system to release the process orders created for Sinter plant SFGs
194

288 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
To create a system to capture/record Process order confirmation and GI GR
195 document movements for sinter plant SFG
To create a system to create process orders to capture/monitor/record the
196 production of Finished Goods ( FG) in sinter plant
197 To create a system to release the process orders created for Sinter plant FG
To create a system to capture record Process order confirmation and GI GR
198 document movements for sinter plant FG
Sinter Quality
Require a system to record/ monitor/ capture the process to ascertain the quality
199 of Sinter by integration with LIMS ( Lab Information Management System) – To be
covered in QM module
Transfer of Sinter
Monthly STO Creation for Material Transfer to Blast Furnace – To be covered in
200
MM module
Require a system to create Monthly STO Creation for Inter Dept Material Transfer
201 for transferring Sinter to Blast furnace
Require a system to record/ monitor/ capture the process of Dispatch of Nut coke
202 to Blast Furnace – To be covered in MM module
Require a system to record/ monitor/ capture the process of Dispatch of Sinter for
203 Inter Plant Transfer – To be covered in MM/SD module
Receipt of Raw Material
Require a system to record/ monitor/ capture the process of Receipt of raw
204 materials from Raw Material Handling Plants – To be covered in MM module
Require a system to record/ monitor/ capture the process of Receipt of raw
materials from Blast Furnaces, Converter, Coke Sorting Plants, LDCP etc. – To
205 be covered in MM module
Screening of Materials
Require a system to record/ monitor/ capture the process of Screening of Coke
206
for producing Nut Coke
Require a system to record/ monitor/ capture the process of Dispatch of Coke for
207
Inter Plant Transfer – To be covered in MM module
Sinter Preparation for Ferro Alloy plant
Require a system to record/ monitor/ capture the process of Process order
208 creation and release for Sinter for Ferro Manganese
Require a system to record/ monitor/ capture the process of Production
209 Confirmation posting ( GR/GI)
Coke Oven

289 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Blend Coal Preparation

Planning of Blend Ratio

Require a system to perform availability checks for Blend Coal Preparation.

210
Require a system to maintain the Incoming Coal rake status -To be covered in
211 MM module

To develop the system to perform coke quality perform - To be covered in QM

module
212

Changing of Blend Ratio

Require a system to assess blend ratio change requirement as decided jointly by

213 CO and RCL & RDCIS as per availability and quality of incoming coal
Require a system to capture/record/monitor the blend ratio change as per the
214 availability and quality of incoming coal
Process Order for Coal blends
Require a system to create monthly process orders to capture / monitor/ record
215 for different Coal Blends

216 Require a system to release the process orders created for different Coal Blends
Require a system to capture record Process order confirmation and GI GR
217 document movements for different Coal Blends
Process for Briquettes
Require a system to record/ monitor/ capture the process for Monthly Process
218 order creation for Briquettes
Require a system to record/ monitor/ capture the process for Monthly Process
219 order release for Briquettes
Require a system to record/ monitor/ capture the process for Process order
220 confirmation for Briquettes
Coal Blend Quality
Require a system to record/ monitor/ capture the process to ascertain the quality
221 of Coal Blend by integration with LIMS ( Lab Information Management System) –
To be covered in QM module
Coking Coal Requirement Planning

Planning for Coking Coal Procurement

290 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system for Estimation of coke oven availability. Every month it is
222 planned by CO-Operation.
Require a system for Estimation of coke oven Throughput. Every month it is
223 planned by CO-Operation.

Require a system for Estimation of Coking Coal requirement. Every month it is

planned by CO-Operation and shared with CGM Serv.
224

Require a system for creating purchase requisitions for procurement of coking

coal. -- To be covered in MM module
225
Coke Production
Planning
226 Require a system to perform planning for coke production/oven charging

227 Require a system capable of Oven Pushing (Nos of Ovens/Tonnage basis)

Require a system to record/capture/monitor the production of Gross Coke on a
228 Dry weight Basis
Require a system to record/capture/monitor the production of Gross Coke on Wet
229 weight Basis

230 Require a system to record/capture/monitor the production of BF Coke Production

Process Order Creation/Release/Confirmation for Gross Coke

Require a system to create monthly process orders (Battery-wise) to

capture/monitor/ record the production of Gross Coke
231

Require a system to release the process orders (Battery-wise) created for the
production of Gross Coke
232
Require a system to capture process order confirmation and GI GR document
233 movements (Battery-wise) for production orders for Gross Coke
Coke Sorting Plant
Require a system to record/ monitor/ capture the process to create to production
234 order for Screening of Gross Coke to produce BF Coke
Require a system to record/ monitor/ capture the process for Generation of Mix
235 Coke Fractions as bye product
Require a system to record/ monitor/ capture the process for Separation of Mix
236 Coke into Coke breeze, Pond Breeze and DSS dust
Coke Quality

291 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to record/ monitor/ capture the process to ascertain the quality
237 of Coke by integration with LIMS ( Lab Information Management System) – To be
covered in QM module
Co-Products production by distillation

Planning
Require a system to perform coke oven availability planning for Co-Products
238 production by distillation
Require a system to perform pushing planning for Co-Products production by
239 distillation
Production Execution with Co-products generation
Require a system to create process order for distillation process to
capture/monitor/ record the process of co-product production (such as for Crude
Coal Tar, Crude Benzol, Ammonia, Sulphur, Pitch creosote mixture, Heavy
240 benzol, Heavy creosote oil etc)
Require a system to release the process order created for distillation process to
241 capture / monitor/ record the process of co-product production
Require a system to capture record process order confirmation and GI/GR, CO
242
Product posting
Production Execution without Co-products
Require a system to capture/ record/ monitor/ map the process for the production
of Pitch, Ammonium Sulphate, Crude Benzol, Sulphuric Acid and GI/GR of these
243
materials
Quality of Co-Products
Require a system to ascertain the quality of By-products by integration with LIMS
244
( Lab Information Management System) – To be covered in QM module
Blast Furnace
Iron Ore/ Lime Stones/Mn Ore
Receipt of Ore in bunkers and charged to furnace after screening
Require a system for Iron Ore Screening similar to process number PP3.2 as
above i.e. creation, release and confirmation of the process orders and GI GR
245 document posted for Screened Iron Ore/Limestone/Mn Ore for each Blast
Furnaces. The system should also include the processes of Calculation of screen
loss (optional for some units), and Consumption of ore
Sinter screening
Receipt of Sinter in bunkers and charged to furnace after screening
Require a system for Sinter screening similar to process number PP3.2 as above
i.e. creation, release and confirmation of the process orders and GI GR document
246 posted for Skip Sinter for each Blast Furnaces. The system should also include
the processes of Receipt of sinter, Calculation of screen loss, and Consumption
of sinter.

292 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Coke screening
Receipt of Coke in bunkers and charged to furnace after screening
Require a system for coke screening similar to process number PP3.2 as above
i.e. creation, release and confirmation of the process orders and GI GR document
247 posted for Skip Coke for each Blast Furnaces. The system should also include
the processes of Receipt of coke, Calculation of screen loss, and Consumption of
coke
Coal Dust Injection / Other Additions
Receipt of raw coal in silo and after milling in ball mill, fine coal injected to
furnace via injection vessel
Require a system for receipt of coal and consumption of coal dust in the blast
248 furnace
Require a system to capture/ record/ monitor/ map the process of day wise coal
dust injection into the blast furnace. It should capture the consumption of coal
249 dust injection in the blast furnace
Hot Metal Production
Require a system to capture/ record/ monitor/ map the process of day wise Hot
Metal Production in the blast furnace. The system should help in creation, release
and confirmation of the process orders and GI GR document posted for Hot Metal
for each of the Blast furnaces. The process orders need to be confirmed through
250 customized Z-program
Require a system for hot metal transfer i.e. Hot metal sent to SMS, Hot metal sent
to Pig Casting Machine, Hot metal sent to Foundry, Hot metal sent to Alloy Steel
251 Plant – To be covered in MM module
Require a system to ascertain the quality of Hot metal tapped by integration with
252 LIMS ( Lab Information Management System) – To be covered in QM module
PCM - Pig Iron Production
Require a system to capture/ record/ monitor/ map the process of day wise Pig
253 Iron Production. The process orders need to be confirmed through customized Z-
program
BF Slag Granulation
Require a system to capture/ record/ monitor/ map the process of day wise BF
254 Slag Granulation. The process orders need to be confirmed through customized
Z-program
Gas Cleaning Process
Require a system to capture/ record/ monitor/ map the Dust catching process and
255 wet slurry generation
Require a system to capture/ record/ monitor/ map the process of transfer of Flue
256 dust to RMHP/ Sale of BF Flue dust – To be covered in MM/SD module
Sand Pit/Dry Pit Process
Require a system to capture/ record/ monitor/ map the process of Generation of
257
Sand Pit Iron Scrap
Submerged Arc Furnaces

293 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to capture/ record/ monitor/ map the process of Silico
258
Manganese production
Electric Arc Furnaces
Require a system to capture/ record/ monitor/ map the process of Medium carbon
259
Ferro-Manganese production
Require a system to capture/ record/ monitor/ map the process of Stainless Steel
260
production
RMP / LDCP (Lime-Dolo Calcining Plant)

Production- Calcined Lime, Calcined Dolo, Refractory Bricks

Planning
Require a system to perform the production planning for the production of
Calcined Lime, Calcined Dolo and Refractory Bricks based on Requirement
261 based upon No. of blows planned in SMS
Require a system to perform availability check for raw material directly linked with
262 production
Require a system for capital repair planned based on refractory requirement/
263 condition.
Require a system for to record/ monitor specific consumption of Lime/dolo based
264 on avg silica, slag basicity & slag MgO.
Process Order Creation/Release/Confirmation for Vertical Kiln
Require a system to capture/ record/ monitor/ map the process of Lime and
265 calcined Dolomite production and GI, GR document posting for Lime and
calcined Dolomite for each Klin
Process Order Creation/Release/Confirmation for Rotary Kiln
Require a system to capture/ record/ monitor/ map the process of Calcined Lime
266
production and GI, GR document posting for calcined lime for each Kiln
Screening of Raw materials
267 Require a system for the Screening of Raw materials before charging into Kiln
Screening of produced materials
268 Require a system for the Screening of Lime and Calcined Dolomite produced
from Kiln
Waste gas cleaning system
Require a system to capture/ record/ monitor/ map the process of De-dusting of
269
waste gas and transportation of waste through Tankers to Sinter Plant
Crushing of Calcined Material
Require a system to capture/ record/ monitor/ map the process of Crushing of
270 calcined materials to size below 3 mm
Require a system to capture/ record/ monitor/ map the process of LDCP fines
271 production and GI, GR document posting for LDCP fines

294 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to capture/ record/ monitor/ map the process of Despatch of
272 crushed material by tankers to Sinter Plant – To be covered in MM module
LDBP (Brick Plant) / Refractory Material (Brick Plant)

Production- Magnesia carbon bricks

Process Order Creation/Release/Confirmation

Require a system to capture/ record/ monitor/ map the production of Magnesia
273
Carbon Bricks and GI GR document posting for Magnesia Carbon Bricks
Production- Blast Furnace Runner Mass, Tap Hole Mass, Magnesite mass
Process Order Creation/Release/Confirmation for Blast Furnace Runner
Mass, Tap Hole Mass, Magnesite mass
Require a system to capture/ record/ monitor/ map the production of Blast
274 Furnace Runner Mass, Tap Hole Mass, Magnesite mass and (GR and GI) for
Blast Furnace Runner Mass, Tap Hole Mass, Magnesite mass
Steel Melting Shop (SMS)
Hot Metal Desulphurization (HMDS) Process
Process Order Creation/Release/Confirmation
Require a system to capture/ record/ monitor/ map the process of Hot Metal
Desulphurization (HMDS), integrated with MES system, where applicable, or
275
through customized Z program
Convertor - Liquid Steel Prod, Refined Steel

Process Order Creation/Release/Confirmation

Require a system to capture/ record the production of Liq. Steel Prod, Refined
Steel for each Converter, fully Integrated with MES system, where applicable, or
276 through customized Z program
Require a system to release the process order created to capture/ record the
277 production of Liquid Steel Prod, Refined Steel
Require a system to capture/ record Process order confirmation and GI GR
document posted, fully Integrated with MES system, where applicable or through
customized Z program. The consumption of various raw materials needs to be
278 mapped Converter wise.

Secondary Steel Refining

Planning

295 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to capture/ record the production process of Secondary Steel
refining, fully Integrated with MES system, where applicable or through
customized Z program
Require a system to capture the Routing of different work centers such as LF, RH,
279 ARH, RH degassing.
Require a system to release the process order created to capture/ record the
280 production of Secondary Steel refining.
Require a system to capture/ record Process order confirmation and GI GR
281 document posted
Gas Cleaning
BOF Gas Cleaning
Require a system to capture/ monitor/record/ map the process of Scrubbing of
282 gas, and generation of slurry
Require a system to capture/ monitor/record/ map the process of Settling of slurry
283 and Generation of Filter press sludge
Require a system to capture/ monitor/record/ map the process of Sending of
284 clean BOF Gas to gas holder – To be covered in MM module
Thickener of BOF
Require a system to capture/ monitor/record/ map the process for producing
Thickener of BOF
Ingot Stripping
Require a system to capture/ monitor/record/ map the process of Ingot receipt
285 from DSP in Ingot Mould
286 Require a system to capture/ monitor/record/ map the process of Ingot Stripping
Require a system to capture/ monitor/record/ map the process of Ingot transfer to
287 Blooming and Billet Mill
Continuous Casting Plant/Shop

Billet, Bloom and Beam Blank Casting

Require a system to capture/ record/ monitor/ map the production process of
Billet, Bloom, and Beam Blank Casting, fully Integrated with MES system, where
288 applicable or through customized Z program
Require a system to release the process order created to capture/ record the
289 production of Billet, Bloom and Beam Blank Casting
Require a system to capture/ record Process order confirmation and GI GR
290 document posted
Assorted Billet from Caster Arisings
Require a system to capture/ record/ monitor/ map the production process of
291
Assorted Billet from Caster Arisings and GI GR document posted
Caster- Slab Production

296 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Planning
Require a system to perform production planning for the production of Caster-
292 Slab Production, fully integrated with MES system, where applicable or through
customized Z program.
Production Order Creation/Release
Require a system to capture/ record/ monitor/ map the production process of
293 Caster- Slab and GI GR document posted, Integrated with MES system, where
applicable or through customized Z program
Daughter Slab Production
Require a system to capture/ record/ monitor/ map the production process of
294
Daughter Slab and GI GR document posted
Conditioning of Slabs
Require a system to capture/ record/ monitor/ map the process of Conditioning of
295 Slabs, fully Integrated with MES system, where applicable or through customized
Z program
Conditioning of Blooms/Billets
Require a system to capture/ record/ monitor/ map the process of Conditioning of
296 Blooms/Billets, fully Integrated with MES system, where applicable or through
customized Z program
Oxygen Plant

LIQUID OXYGEN/N2/Argon

Require a system to plan/ record the production estimation for LIQUID

297 OXYGEN/N2/Argon
Require a system to plan/ map the Process Requirement Estimation for LIQUID
298 OXYGEN/N2/Argon
299 Require a system to plan/ record the capacity estimation for the oxygen plant
300 Require a system to map/record the surplus gas liquefication for the oxygen plant.
The system should have provisions for sales of products from oxygen plant be
301 covered in SD module.
Require a system to create process orders to capture/ record the production of
302 LIQUID OXYGEN/N2/Argon using Joint/Co- product scenario
Require a system to release the process order created to capture/ record the
303 production of LIQUID OXYGEN/ N2/ Argon
Require a system to capture/ record process order confirmation, GR GI Stock
304 transfer
GASEOUS OXYGEN/N2/Argon

Require a system to create process orders to capture/ record the production of

305 GASEOUS OXYGEN/ N2/ Argon from the corresponding liquefied gas

297 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to release the process order created to capture/ record the
306 production of GASEOUS OXYGEN/ N2/ Argon
Require a system to capture/ record process order confirmation, GR GI Stock
307 transfer
Require a system to record the transfer of the produced GASEOUS OXYGEN/
308 N2/Argon to the gaseous storage locations – To be covered in MM module

Water Management

Require a system to create process orders for producing process water, drinking
309 water, and DM water from the raw water/make-up water collected from the river
Require a system to release the process order created to capture/ record the
production of process water, drinking water, and DM water from the raw water/
310 make-up water collected from the river
Require a system to capture/ record process order confirmation (GR and GI
311 happens in a single step during confirmation)

Power and Blowing Station

Steam Generation, Electricity Generation Process

Production Activities for Steam generation
Require a system to create process orders for producing steam in power and
312 blowing stations
Require a system to release the process order created to capture/ record the
313 production of steam in power and blowing stations
Require a system to capture/ record process order confirmation of the process
order created to capture/ record the production of steam in power and blowing
314 stations
Production Activities for Electricity generation
Require a system to capture/ record/ monitor/ mapping process of creating the
315 process of electricity generation in power and blowing stations
Require a system to release the process order created to capture/ record the
316 production of electricity in power and blowing stations
Require a system to capture/ record process order confirmation of the process
order created to capture/ record the production of electricity in power and blowing
317 stations
Steam Distribution and Cold Blast Distribution
Require a system to capture/ record/ monitor/mapping process of Distribution of
318
steam to Blast Furnaces, VAD furnace and Cold Blast supply to Blast Furnaces

Plate Mill

298 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
319 Require a system for plate production planning integrated with MES.
Require a system to record/ monitor the technical specification assessment for
320 plate production. (To be covered in QM module)
Require a system for capacity planning for plate production Integrated with MES
321 system, where applicable or through customized Z program
Require a system to create production orders for production of each material of
Mother Plate of Light and Medium thickness using interfacing with MES system,
322 where applicable
Require a system to release the production order created to capture/ record the
323 production of each material of Mother Plate of Light and Medium thickness
Require a system to capture/ record process order confirmation of the production
order created to capture/ record the production of each material of Mother Plate
324 of Light and Medium thickness
Require a system to create production orders for production of each material of
Mother Plate of heavy thickness integrated with MES system, where applicable,
325 or through customized Z-program
Require a system to release the production order created to capture/ record the
326 production of each material of Mother Plate of heavy thickness
Require a system to capture/ record process order confirmation of the production
order created to capture/ record the production of each material of Mother Plate
327 of heavy thickness through customized Z-program
Require a system to record/ monitor/ capture the process of Cutting of Mother
Plate to child plates as per order size requirements integrated with MES system,
328 where applicable, or through customized Z-program
Require a system to record/ monitor/ capture the process of Generation of Plates
329 not conforming to desired Order sizes / Allocation to suitable order
Require a system to record/ monitor/ capture the process of normalizing to be
330 carried out in some of the Plates
Require a system to record/ monitor/ capture the process of Testing / Third Party
Inspection/ Usage decision of each individual plate generated from the mother
331 plate – To be covered in QM module

Hot Strip Mill / Hot Rolled Coil Finishing

Production at Hot Strip Mill (HSM)

332 Require a system for annual business plan for Production at Hot Strip Mill (HSM)
333 Require a system for monthly plan for Production at Hot Strip Mill (HSM)
334 Require a system for Daily Production Scheduling for Hot Strip Mill (HSM)

299 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to create production orders to capture/ record the production of
335 HR Coils/ Thick Plates through customized Z-program
Require a system to release the production orders to capture/ record the
336 production of HR Coils/ Thick Plates
Require a system to capture/ record process order confirmation of the production
337 order for HR Coils/ Thick Platesby customized z-program
Require a system to record/ monitor/ capture the process of Transfer to
338 downstream shops for further processing / Sales – To be covered in MM module

Production at Hot Roll Coil Finishing Mill ( HRCF)

Require a system for annual business plan for Production at Hot Roll Coil
339 Finishing Mill ( HRCF)
Require a system for monthly plan for Production at Hot Roll Coil Finishing Mill (
340 HRCF)
Require a system for Daily Production Scheduling for Hot Roll Coil Finishing Mill (
341 HRCF)
Require a system to create production orders to capture/ record the production of
342 HR Sheet and HR Plates
Require a system to release the production orders to capture/ record the
343 production of HR Sheet and HR Plates
Require a system to capture/ record process order confirmation of the production
344 order for HR Sheet and HR Plates
Require a system to record/ monitor/ capture the process of transfer to
345 downstream shops for further processing / Sales – To be covered in MM module

Cold Rolling Mill

Require a system to perform the production planning for the pickled coil, reduced
coil from Tandom Mill, Reduced coil from PLTCM, annealed coil from BAF, ECL
Coils and galvanized products based on the customer orders (MTO scenario);
also, if there are not enough orders then planning should be done based on the
346 available capacity (MTS scenario)
Require a system for annual business plan for Production of Production of
Pickled Coil, Reduced Coil from Tandom Mill, Reduced Coil from PLTCM,
347 Annealed Coil from BAF, ECL Coils, Galvanised Products
Require a system for monthly plan for Production of Production of Pickled Coil,
Reduced Coil from Tandom Mill, Reduced Coil from PLTCM, Annealed Coil from
348 BAF, ECL Coils, Galvanised Products
Require a system for Daily Production Scheduling for Production of Pickled Coil,
349 Reduced Coil, Annealed Coil, ECL Coils, Galvanised Products

300 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to create separate production orders to capture/ record/ monitor
the production of the pickled coil, reduced coil, reduced coil from PLTCM, ECL
coil from ECL , Annealed coil from BAF galvanized products through customized
350 Z- program
Require a system to release the production orders to produce the pickled coil
from Tandom Mill, reduced coil from Tandom Mill, reduced coil from PLTCM, ECL
351 coil from ECL , Annealed coil from BAF galvanized products
Require a system to capture/ record production order confirmation of the
352 production order for each of the above material by z-program
Require a system to record/ monitor/ capture the process of transfer to
353 downstream shops for further processing / Sales – To be covered in MM module
Production of CR Sheet, CR Coil, GP Sheet, GP Coils and GC Sheets
Production of CR Coil from SPM/ DCR Mill
Require a system to capture/ record/ monitor the complete manufacturing process
354 including creation/ release and confirmation of production orders for the
production of CR Coil from SPM/ DCR Mill
Production of CR Coil from TLIL
Require a system to capture/ record/ monitor the complete manufacturing process
355 including creation/ release and confirmation of production orders for the
production of CR Coil from TLIL
Production of GP Coils from HDGL
Require a system to capture/ record/ monitor the complete manufacturing process
356 including creation/ release and confirmation of production orders for the
production of GP Coils from HDGL
Production of GP Sheet from GPSSL/ GCSSL
Require a system to capture/ record/ monitor the complete manufacturing process
357 including creation/ release and confirmation of production orders for the
production of GP Sheet from GPSSL/ GCSSL
Production of GP Coil from HDGL (Galvanizing)
Require a system to capture/ record/ monitor the complete manufacturing process
358 including creation/ release and confirmation of production orders for the
production of GP Coil from HDGL (Galvanizing)
Production of CR Sheet from Sheet Shearing Line (CRCF)
Require a system to capture/ record/ monitor the complete manufacturing process
359 including creation/ release and confirmation of production orders for the
production of CR Sheet from Sheet Shearing Line (CRCF)
Production of CR Slit Coils from Slitting Line
Require a system to capture/ record/ monitor the complete manufacturing process
including creation/ release and confirmation of production orders for the
360 production of CR Slit Coils from Slitting Line

301 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Prepare for Sales activities for the produced CR Sheet, CR Coil, GP Sheet, GP
361 Coils and GC Sheets etc. – To be covered in SD module

Silicon Steel Mills

Require a system to perform the production planning for the bust coil, annealed-
pickled coil, reduced coil, annealed coil production, CRNO sheet, reduced coil,
Slitter coil sheet based on the customer orders (MTO scenario); also, if there are
not enough orders then planning should be done based on the available capacity
362 (MTS scenario)
Require a system to create separate production orders to capture/ record/ monitor
the production of bust coil from SSM, Annealed coil from SSM, Pickled Coil from
SSM, Annealed-Pickled Coil from SSM, Reduced coil from SSM, Slitter
Coil/Sheet from SSM, CRNO Sheet from SSM etc. through customized Z-
363 program
Require a system to release the production orders for the production of the bust
coil from SSM, Annealed coil from SSM, Pickled Coil from SSM, Annealed-
Pickled Coil from SSM, Reduced coil from SSM, Slitter Coil/Sheet from SSM,
364 CRNO Sheet from SSM etc.
Require a system to capture/ record production order confirmation of the
365 production orders for each of the above material by customized z-program

Pipe Plant

Require a system to perform the production planning for ERW Pipe, SW Pipe
366 production based on size and quantity decided by CMO (MTS Scenario)
Require a system for the capacity planning and caster scheduling for ERW Pipe,
367 SW Pipe production.
368 Require a system for rolling plan for HR coil

369 Require a system to plan for welding when HR coil ID is available

Require a system for despatch plan after Inspection, Testing and Repair – To be
370 covered in SD module
Require a system to create production orders to capture/ record/ monitor the
371 production ERW Pipe, SW Pipe through customized Z-program
Require a system to release the production orders for the production of ERW
372 Pipe, SW Pipe
Require a system to capture/ record production order confirmation of the
373 production order for each material by z-program
Special Plate Plant
UST Plates ( Spade, Jackal, DMR (249A/249B/292A,301), SAIL RATH, 2pi,
HARDOX, SAIL ARM )

302 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to create production orders to capture/ record/ monitor the
production of UST Plates ( Spade, Jackal, DMR (249A/249B/292A,301), SAIL
374 RATH, 2pi, HARDOX, SAIL ARM )
375 Require a system to release the process orders for the production of PQDs
376 Require a system to capture/ record/ monitor the process of rolled Plates received
377 Require a system to capture/ record/ monitor the process of Separation cutting
Require a system to capture/ record/ monitor the process of Top Grinding (
378 surface preparation for UST)
Require a system to capture/ record/ monitor the process of Ultrasonic Testing
379 (UST) – To be covered in QM module
Require a system to capture/ record batch wise process order confirmation and
380 GI GR documents posted for UST Plates
HT Plates ( Spade, Jackal, DMR (249A/249B/292A,301), SAIL RATH, 2pi,
HARDOX, SAIL ARM )
Require a system to create production orders to capture/ record/ monitor the
production of HT Plates ( Spade, Jackal, DMR (249A/249B/292A,301), SAIL
381 RATH, 2pi, HARDOX, SAIL ARM )
382 Require a system to release the process orders for the production of PQDs
Require a system to capture/ record/ monitor the process of Marking and flame
383 cutting to required size
384 Require a system to capture/ record/ monitor the process of Bottom Grinding
Require a system to capture/ record/ monitor the process of Heat Treatment (
385 Tempering, Quenching, Hardening )
Require a system to capture/ record/ monitor the process of Ultrasonic Testing
386 (UST) – To be covered in QM module
Require a system to capture/ record batch wise process order confirmation and
387 GI GR documents posted for Heat Treated Plates
Finished Plates ( Spade, Jackal, DMR (249A/249B/292A,301), SAIL RATH,
2pi, HARDOX, SAIL ARM )
Require a system to create production orders to capture/ record/ monitor the
production of Finished Plates ( Spade, Jackal, DMR (249A/249B/292A,301), SAIL
388 RATH, 2pi, HARDOX, SAIL ARM )
389 Require a system to release the process orders for the production of PQDs
Require a system to capture/ record/ monitor the process of Hardness Testing –
390 To be covered in QM module
391 Require a system to capture/ record/ monitor the process of Shot Blasting
Require a system to capture/ record/ monitor the process of Cold Plate leveler
392 (CPL)
Require a system to capture/ record batch wise process order confirmation and
393 GI GR documents posted for Heat Treated Plates
Require a system to capture/ record/ monitor the process of Final Inspection– To
394 be covered in QM module

303 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Rail and Structural Mill (RSM) & Universal Rail Mill (URM)

Production Order Creation/Release for Rolled Rails in URM and RSM

Require a system to create production orders to capture/ record/ monitor the
production process of Rolled Rails in RSM / URM, integrated with MES system,
395 through customized Z program
Require a system to release the production orders for the production of Rolled
396 Rails in RSM / URM
Require a system to capture/ record the production order confirmation of the
production orders for Rolled Rails in RSM / URM, integrated with MES system
397 through customized Z program
Production Order Creation/ Release for Finished Rails
Require a system to create production orders to capture/ record/ monitor the
production process of Finished Rails integrated with MES system through
398 customized Z program
Require a system to release the production orders for the production of Finished
399 Rails
Require a system to capture/ record the production order confirmation of the
production orders for Finished Rails, integrated with MES system through
400 customized Z program
Production Order Creation/Release for Crane Rails/Crossing Slipper
Bar/Beam/Heavy Channel/Heavy Angles in RSM
Require a system to create production orders to capture/ record/ monitor the
production process of Crane Rails/Crossing Slipper Bar/Beam/Heavy
Channel/Heavy Angles in RSM, integrated with MES system through customized
401 Z program
Require a system to release the production orders for the production of Crane
402 Rails/Crossing Slipper Bar/Beam/Heavy Channel/Heavy Angles in RSM
Require a system to capture/ record the production order confirmation of the
production orders for Crane Rails/Crossing Slipper Bar/Beam/Heavy
Channel/Heavy Angles in RSM, integrated with MES system through customized
403 Z program
Production Order Creation/Release for Welded Rail Panels in RSM/URM
Require a system to create production orders to capture/ record/ monitor the
production process of Welded Rail Panels in RSM/URM, integrated with MES
404 system through customized Z program
Require a system to release the production orders for the production of Welded
405 Rail Panels in RSM/URM
Require a system to capture/ record the production order confirmation of the
production orders for Welded Rail Panels in RSM/URM, integrated with MES
406 system through customized Z program

304 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)

BAR AND ROD MILL

Require a system to create production orders to capture/ record/ monitor the

production of TMT Bar and Rounds, integrated with MES system, where
407 applicable, or through customized Z-program
Require a system to release the production orders for the production of TMT Bar
408 and Rounds
Require a system to capture/ record the production order confirmation for each
material by program, integrated with MES system, where applicable, or through
409 customized Z-program

Merchant Mill/Universal Section Mill/ Medium Structural Mill

Require a system to create production orders to capture/ record/ monitor the

production of Merchant Products - TMT Bar, Angle, Channel, Flat, Narrow Parallel
Beam, Wide Parallel Beam, Joist , integrated with MES system, where applicable,
410 or through customized Z-program
Require a system to release the production orders for the production of Merchant
Products - TMT Bar, Angle, Channel, Flat, Narrow Parallel Beam, Wide Parallel
Beam, Joist, integrated with MES system, where applicable, or through
411 customized Z-program
Require a system to capture/ record the production order confirmation for each
material by program, integrated with MES system, where applicable, or through
412 customized Z-program

Wire Rod Mill

Require a system to create production orders to capture/ record/ monitor the

production of WR coil, TMT Coil, integrated with MES system, where applicable,
413 or through customized Z-program
Require a system to release the production orders for the production of WR coil,
414 TMT Coil
Require a system to capture/ record the production order confirmation for WR
coil, TMT Coil, integrated with MES system, where applicable, or through
415 customized Z-program

Engineering Shops

Planning by Central Planning Department

Require a system to perform material requirement planning (MRP) for Machine
Shop/Foundry/Forging/TPL/Steel Structural Shop/ reclamation Shop based on
416 the sales order/ input from individual shops and Capacity of Works

305 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)

Require a system to run material requirement planning (MRP)

417
The system should be able to create the planned orders based on the MRP run
for Machine Shop/Foundry/Forging/TPL/Steel Structural Shop/ reclamation Shop
418 based on the sales order/ input from individual shops and Capacity of Works
Machine Shops
Require a system to convert the planned orders to production order for the
419 planned orders created for each materials in Machine Shop
Require a system to release the production orders created for each material in
420 Machine Shop
Require a system to capture/ record the production order confirmation for each
421 material by program
Require a system to perform GR/GI/By-product posting for the production orders,
422 stock transfer
Foundry
Require a system to convert the planned orders to production order for the
423 planned orders created for each material in foundry
Require a system to release the production orders created for each material in
424 foundry
Require a system to capture/ record the production order confirmation for each
425 material by program in foundry
Forge Shops
Require a system to convert the planned orders to production order for the
426 planned orders created for each material in forge shops
Require a system to release the production orders created for each material in
427 forge shops
Require a system to capture/ record the production order confirmation for each
428 material in forge shops by program
Steel Structural Shop
Require a system to convert the planned orders to production order for the
429 planned orders created for each material in Steel Structural Shop
Require a system to release the production orders created for each material in
430 Steel Structural Shop
Require a system to capture/ record the production order confirmation for each
431 material in Steel Structural Shop by program
Tin Plate Shop
Require a system to convert the planned orders to production order for the
432 planned orders created for each material in Tin Plate Shop
Require a system to release the production orders created for each material in Tin
433 Plate Shop
434 Require a system to capture/ record the production order confirmation for each

306 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
material in Tin Plate Shop by program
HEAVY CASTING (SFG)
Require a system for planning for producing heavy casting (SFG) based on the
435 orders received from BF,SMS etc. (Rourkela Steel Plant- RSP)
Require a system to capture the process of liquid Steel received from SMS-1
436 (RSP)
Require a system to capture the operations Fettling, Annealing, Finishing,
437 Delivery for producing heavy casting (RSP)
Require a system to capture the output such as Slag Pot(BF/SMS), pouring box,
438 CC rollers ( CCM), Convertor Lip ring) while producing heavy casting (SFG)
Require a system to create production orders to capture the production process
439 for heavy casting (SFG)
Require a system to release the production orders created for the production
440 process for heavy casting (SFG)
Require a system to capture/ record the production order confirmation for the
441 production order for heavy casting (SFG)
Arc Furnace Casting
Require a system for planning for teeming and casting for the production of
Engineering Casting Steel, Engineering Casting, Cast Iron Casting from Electric
442 Arc Furnace
Require a system for creation and release the monthly process orders for
443 Engineering Casting Steel, Engineering Casting, Cast Iron Casting
Require a system for confirmation of process orders for Engineering Casting
444 Steel, Engineering Casting, Cast Iron
Crucible Furnace
Require a system for planning for the production Aluminium Based Casting,
Copper Based Casting, Tin Based Castings, Lead Based Casting, Zinc Alloy Ingot
445 based on orders received from BF,SMS etc
Require a system for creation and release of the monthly process orders for
Aluminum Based Casting, Copper Based Casting, Tin Based Castings, Lead
446 Based Casting, Zinc Alloy Ingot
447 Require a system for confirmation of process orders for above material
Big Crucible Furnace
Require a system for planning for the production Aluminum Nuggets and
448 Aluminum shots based on requirement of steel melting shop
Require a system for creation of the monthly process orders for Aluminum
449 Nuggets and Aluminum shots
Require a system for release and confirmation of process orders for Aluminum
450 Nuggets and Aluminum shots
MRD (Material Recovery Deptt)

Vehicle Challan Preparation

307 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)

Challan is prepared /entry done; To be covered in MM module

451

Tare Weighment is done at Weighbridge; To be covered in MM module

452

After Material Loading at Various Department, Challan is released for Gross

weighment at weighbridge; To be covered in MM module
453
Gross Weighment done at Weighbridge. Weighing system is developed in Visual
Basic System and weighment data is transferred to SAP R/3 System; To be
454 covered in MM module

Materials are unloaded at the designated plant mentioned in challan; To be

covered in MM module
455
Purchase Order is Created for transportation charge payment; To be covered in
456 MM module

Service Entry sheet is created for payment; To be covered in MM module

457
Wheels & Axles Process

CC Round Bloom Process

458 Material is Received against STO; to be covered in MM module

Wheel - Block Cutting

Require a system for planning the wheel - block cutting based on ABP & Railways
459 quarterly allocation
Require a system to create production orders to capture/ record/ monitor the
460 Wheel - block cutting

461 Require a system to release the production orders for the Wheel - block cutting
Require a system to capture/ record the production order confirmation (GR and
462 GI happens in a single step during confirmation)
Wheel - Forging
Require a system to create production orders to capture/ record/ monitor the
463 production of wheel (forging)
464 Require a system to release the production orders for the wheel (forging)
465 Require a system, generate serial numbers for the wheels produced

308 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system to capture/ record the production order confirmation (GR and
466 GI happens in a single step during confirmation)
Wheel - Heat Treatment
467 Require a system to capture/ monitor the process of Wheel - Heat Treatment
Wheel - Black Wheel For Testing
468 This needs to be covered in QM module
Wheel and Axle machining work
Require a system to capture/ monitor the process of Wheel and Axle machining
469 work
Require a system for external subcontracting process for the wheel and
470 machining work
Require a system to create purchase order and to send the material outside
471 against the purchase order for the subcontracting process for machining work

Wheel and Axle - Receiving Outside Machined Wheel

Require a system to receive the wheel and axle against the subcontracting
purchase order based on monthly planned despatch to Railways- To be covered
472 in MM module
Require a system to receive the wheel and axle against the subcontracting
purchase order based on monthly planned despatch to Railways- To be covered
473 in MM module

Axle - Receiving Bloom from ASP

Require a system to receive the axle against the subcontracting purchase order
474 based on monthly planned despatch to Railways
Require a system to receive the axle against the subcontracting purchase order
475 based on monthly planned despatch to Railways-- To be covered in MM module

Axle - Bloom Gas Cutting

Require a system to perform planning for the Axle - Bloom Gas cutting based
476 monthly planned despatch to Railways
Require a system to create production orders to capture/ record/ monitor the
477 production of Axle - Bloom Gas Cutting
Require a system to release the production orders for the Axle - Bloom Gas
478 Cutting
Require a system to capture/ record the production order confirmation (GR and
479 GI happens in a single step during confirmation)

309 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)

Axle - Black Axle Forging

Require a system to perform planning for Axle - Black Axle Forging based
480 monthly planned despatch to Railways
Require a system to create production orders to capture/ record/ monitor the
481 production of Axle - Black Axle Forging

482 Require a system to release the production orders for Axle - Black Axle Forging
Require a system, generate serial numbers for the produced Axle - Black Axle
483 Forging
Require a system to capture/ record the production order confirmation (GR and
484 GI happens in a single step during confirmation)

PP Interface With Payroll

Bonus Index Calculation from production Data for Employees

Monthly BI is calculated from Production Data; To be covered in HCM/ BI module

485
Sending BI Data to Payroll system
Monthly BI Data is send to Payroll System for Employees Bonus Calculation; To
486 be covered in SAP HCM/ BI module
Require a system to provide the data for monthly production based on rated
487 capacity of the machines/ plant

488 Require a system to provide surplus quantity after internal consumption is marked
Energy Management

Gas Management and distribution

Require a system for the receipt of Coke Oven/LD/BF Gas from Coke Ovens,
489 Blast Furnaces & BOF
Require a system for Gas mixing (BF & CO gas) at GMS; LD gas is mixed with
BF gas in the main header; Gas received from Coke Ovens, BF, LD – To be
490 covered in MM module
Require a system for the export of the gas; BSL - Gas is provided to BPSCL |
BSP - Gas provided to NSPCL ( through subcontracting ). DSP provides Gas to
491 ASP – To be covered in SD/ MM modules
492 Require a system for gas distribution/ gas used/ consumed in the plant
Electrical Energy Management System
Require a system for feeder wise reading entry, consumption recording, specific
493
energy consumption based on dept production
Power Distribution System

310 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system for Monitoring of HT sub-stations, Electricity consumption by
494
shops based on energy meters data
Propane Gas Management
Require a system for Supply of propane gas for Continuous casting shops and for
495
Plate mill for Side shear cutting and end shear cutting
Wire-rope Slings Management
Require a system for Receipt of wire rope and other inputs – To be covered in
496 MM module
Require a system for production order creation/ release/ confirmation for slings
497 management
Hydraulic Hose assembly
Require a system for Receipt of Hydraulic hoses and other inputs – To be
498 covered in MM/EWM module
Require a system for production order creation/ release/ confirmation for
499 Hydraulic Hoses
Operations Log Book

Operations logbook for Coke Ovens

Require a system for Battery-wise, Hour-wise, Shift wise, Day-wise production
500 data capturing for Coke Oven plant
Require a system for Capturing of Operational parameters, such as resources
501 status, Plan, Loading, Transfers, Delays, Issues, etc.
Require a system for Computation of Operations Techno-economic parameters
502
Operations logbook for Sinter Plant
Require a system for Machine wise, Hour-wise, Shift wise, Day-wise productions
503 data capturing
Require a system for Capturing of Operational parameters, such as Plan,
504 Loading, Transfers, Delays, Issues, etc.
Require a system for Computation of Operations Techno-economic parameters
505
Operations logbook for Blast Furnaces
Require a system for Furnace-wise, Shift wise, Day-wise productions data
506 capturing
Require a system for Capturing of Operational parameters, such as Plan,
507 Loading, Transfers, Delays, Issues, etc.
Require a system for Computation of Operations Techno-economic parameters
508

311 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Operations logbook for ALL Finishing Mills both of Long and Flat Products
Require a system for Shift wise, Day-wise production, and consumption data
509 capturing
Require a system for Capturing of Operational parameters, such as Plan,
510 Loading, Transfers, Delays, Issues, etc.
Require a system for Computation of Operations Techno-economic parameters
511
Operations logbook for RMHP
Require a system for Shift wise, Day-wise stacking, crushing, screening and
512 dispatch data
Require a system for Capturing of Operational parameters, such as Plan,
513 Loading, Transfers, Delays, Issues, etc.
Require a system for Computation of Operations Techno-economic parameters
514
Operations logbook Steel Melting Shops ( Mixer, Convertor, Caster, Ladle
mgt, slab yard )
Require a system for Shift wise, Day-wise production, receipts and dispatch data
515
Require a system for Capturing of Operational parameters, such as Plan,
516 Loading, Transfers, Delays, Issues, etc.
Require a system for Computation of Operations Techno-economic parameters
517
ED (Works) Dashboard

Plant Operations Monitoring

518 Require a system for Unit-wise, Shop-wise Production data visualization

Techno-economics data visualization

519 Require a system for Unit-wise, Shop-wise Techno-economics data visualization

Delay Analysis

520 Require a system for Unit-wise, Shop-wise Delay Analysis

Issue Monitoring

521 Require a system for Unit-wise, Shop-wise issues monitoring

Raw Materials availability & logistics

Require a system for Raw Materials Availability visualization and In-coming
522
logistics

312 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Loading/Dispatch information & Outbound logistics

523 Require a system for Loading/Dispatch visualization & Outbound logistics

Blooming and Billet Mill

Require a system for Receipt of BRC (Bloom cum Round Caster) Blooms from
524 Sister Plants as well as In-house production
Require a system to create production orders to capture/ record/ monitor the
525 production of each material
Require a system to release the production orders for the production of each
526 material production units SMS
Require a system for batch wise production order confirmation for each material
527 by program
Compressed Air Station

Compressed Air
Require a system to capture/ record/ monitor/ map the production process of
528 compressed air in the plants
Require a system to capture/ record/ monitor/ map the Release of Compressed
529 air to network for management by PLEM ( Pipeline Erection and Maintenance)
Instrument Air
Require a system to capture/ record/ monitor/ map the production process of
530 instrument air in the plants
Require a system to capture/ record/ monitor/ map the Distribution of Instrument
531 Air to various shops
SRU (SAIL Refractory Unit)
Production of SRU (Refractory production of Shaped and Unshaped
Products)
Require a system to capture, record/ monitor the production of SRU (create
532 production order)
Require a system to release the process orders created for SRU (release
533 production order)
Require a system for the confirmation of the SRU production order through a
534 program
Crushing for Plants (Calcined Fire Clay, Raw Kyanite, RKCB, BFA,
Magnesia, Coke etc.)
Require a system to capture, record/ monitor the production of the materials in
535 crushing plants (create process order)
Require a system to release the process orders created for materials in crushing
536 plants (release process order)

313 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system for the confirmation of the process orders created for materials
537 in crushing plants
Require a system for shift-wise confirmation of the process orders created for
materials in crushing plants (GR and GI ;should happen in a single step during
538 confirmation)
Firing/Drying of Shaped Finished Products (Shaped Products Drying/Firing)
Require a system to capture, record/ monitor the production of Firing/Drying of
539 Shaped Finished Products (create process order)
Require a system to release the process orders created for Firing/Drying of
540 Shaped Finished Products (release process order)
Require a system for the confirmation of the process orders created for
541 Firing/Drying of Shaped Finished Products
Require a system for shift-wise confirmation of the process orders created for
Firing/Drying of Shaped Finished Products (GR and GI ;should happen in a single
542 step during confirmation)
SGW (Steel Foundry/ NF Foundry/ Idler Shop/ Str. & Fab./ Machine Shop)

SGW Planning
Require a system to capture, record/ monitor the production of for each material/
543 set of materials against IPT order (create process order)
Require a system to release the process orders created for each material/ set of
544 materials against IPT order
Require a system to capture/ record the production order confirmation (GR and
545 GI happens in a single step during confirmation)
Shop Planning

Require a system for Steel Foundry Monthly Plan

546
Require a system for NF Foundry Monthly Plan
547
Require a system for Idler Shop Monthly Plan
548
Require a system for Str & Fab Monthly Plan
549
Require a system for Machine Shop Monthly Plan
550
Shop Confirmation
Require a system for the confirmation of the process orders for Steel Foundry
551 completion
Require a system for the confirmation of the process orders for NF Foundry
552 completion

314 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s
SL
Functional Requirement Response
No
(S/W/C/N)
Require a system for the confirmation of the process orders for Idler Shop
553 completion
Require a system for the confirmation of the process orders for Str & Fab
554 completion
Require a system for the confirmation of the process orders for Machine Shop
555 completion
Additional Requirements
Reports: The system should be able to prepare the desired production/
556 consumption/ process order confirmation reports.
Product Costing: Require a system to map, configure, and implement the product
557 costing as per functional requirements
Require a system to record/ capture/ monitor the production of configurable
558 materials in all the SAIL units using the functionality variant configuration.
Require a system for the Energy and Power management i.e. to capture/ record
energy generation, its distribution and consumption and to capture the
559 consumption of the raw materials used for energy generation
Require a system for prediction of tentative delivery date for customer orders
560
To map the system for both Make-to-Stock and Make-to-Order (with Planned
561 Independent Requirements + Sales Orders ) Planning strategy
Provision to map additional production units in view of the capacity expansion
562 envisaged for SAIL Vision 2030
Require a system for carrying out conversion activities for third-parties using our
production resources, such a Rail Welding Plant at Sabarmati, Slabs rolling for
MIDHANI (Mishra Dhatu Nigam Ltd) at Plate Mill etc. – To be covered in SD
563 Module as Sales of Services
Require a system to create Annual Plan based on demand forecast (budgeting) ,
564 global standards,, and techno-economic indices and product hierarchy etc..
Require a system to create Monthly Plan based on annual plan and inputs related
to current estimate/forecast of product demand, material availability and resource
availability. The system should use advanced optimization techniques, based on
565 constraints, to plan product flow along the supply chain.
Require a system to create Weekly Plan based on the monthly plan and demand
corrections, material availability, and Resource availability. The system should
use advanced optimization techniques, based on constraints, to plan product flow
566 along the supply chain.
Require a system to create Daily Schedule (with Detailed Scheduling, if required)
and Sequencing of Production/ Process Orders based on the Daily plan. The
567 system should have features for monitoring and control of the production process.

315 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

F. FRS-Plant Maintenance Function

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
PM1 General Maintenance - General Requirements
1 The system to create maintenance notification
The system to put the notification in process which means job
2
has started
The system to create the maintenance order based on the
3
notification already created and release the maintenance order
The system to assign the work permit to the equipment under
4
maintenance
The system to trigger the workflow for approval of work permit
5
by the respective authority
The system to check the availability of Spares, Consumables
6
and PRTs
The system to capture the maintenance/service cost:
o Internal maintenance cost.

7 o External service cost - Service PO is made in advance &

used in multiple equipment/functional location.
o Provision for integrating multiple order to service PO at
different time throughout the order.
The system to process the work order confirmation post
8
completion of maintenance work
The system to process work permit closure post work order
9
Confirmation
The system to process the TECO (Technically Completion) of
10
the Work Order with notification.

11 The system to process the maintenance order settlement.

12 The system to process the Business Completion.

Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM2 Inspection Based Maintenance - General Requirements

316 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
Responsible Person/Operator Checks Logbook for the
13
equipment
Responsible Person/Operator does the physical inspection, oil
14
levels, safety components associated with the equipment
Responsible Person/Operator checks the vital parameters of
15
components on dashboard of the equipment
16 Responsible Person/Operator Gives feedback to Shift In charge

17 Maintenance Group is notified in case of performance

degradation/anomaly

18 Schedule based maintenance routine is setup

19 Check lists are prepared to rectify reported defects

20 Distribution of Checklist to the technicians

Request for manpower / Spares is manually communicated to

21
the concerned agencies

22
Maintenance Check is done along with required maintenance

23 History card of equipment is updated manually

24 Operator Logbook updation by maintenance

Note: IP Team to discuss with respective Plant units for

necessary customizations.
PM3 Condition Based Maintenance - General Requirements
25 System to prepare inspection check list for list of equipment
26 System to make the check list available to technician online
System to capture condition parameters as measuring points
27
with threshold limit
Auto generation of notification if reading crosses the threshold
28
limit
If any spares is used, then maintenance order can be created,
29
and the same can be accessed in SAP
If any external service cost is to be booked then there is
30
provision of booking in maintenance order

317 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
Checking for availability of spares, consumables & tools and
31
tackles
32 Apply for Permit
33 Work Execution
34 Return of Permit

35 capturing external service cost

36 Operation confirmation
37 Technically Complete the Order
38 Maintenance Order Settlement
39 Business close
Integration of SAP Intelligent Asset Management with S/4
HANA:
40 To enable asset owners, managers, plant managers, and
reliability engineers to improve control, while making
maintenance planning easier and more accurate.
Integration of SAP S/4 HANA & ECC SAP Leonardo IoT:
To support preventive maintenance, asset utilization, remote
41
monitoring, real-time analytics and more
Automation of data capturing from third party system/ interfacing
42
with IOT sensor system
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM4 Breakdown Maintenance - General Requirements
The system to create breakdown notification for breakdown
reported by Production personnel to the maintenance shift-in-
43 charge

The system to release the breakdown notification post fault

44 analysis
The system to create the breakdown maintenance order based
on the notification already created and release the maintenance
45 order.

The system to assign the work permit to the equipment under

46
maintenance

318 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
The system to trigger the workflow for approval of work permit
47
by the respective authority

The system to check the availability of Spares, Consumables

48 and PRTs
The system to capture the maintenance/service cost:
o Internal maintenance cost.

49 o External service cost - Service PO is made in advance &

used in multiple equipment/functional location.
o Provision for integrating multiple order to service PO at
different time throughout the order.
The system to process the work order confirmation post
50
completion of maintenance work
The system to process work permit closure post work order
51
confirmation

The system to process the TECO (Technically Completion) of

52 the Work Order with notification.

53 The system to process the maintenance order settlement.

54 The system to process the Business Completion.
Capturing of production delay (Delay field is not available in
55
SAP, screen enhancement needed)
RCA (Root Cause Analysis) & CAPA. (Corrective and Preventive
56
Action)
57 Production delay & Equipment Down time analysis
58 Use of SAP mobile
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM5 Preventive Maintenance - General Requirements

The system to create the Equipment Task list/ General

59 Maintenance Task list.

319 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
The system to define a maintenance plan for generation of
maintenance orders periodically based on the selection criterion
60 for preferred maintenance strategy
The system to schedule the maintenance plan for generation of
maintenance orders periodically and release the maintenance
61 Order
The system to assign the work permit to the equipment under
62
Maintenance
The system to trigger the workflow for approval of work permit
63 by
the respective authority

The system to check the availability of Spares, Consumables

64
and PRTs
The system to capture the maintenance/service cost:
o Internal maintenance cost.

65 o External service cost - Service PO is made in advance

&used in multiple equipment/functional location.
o Provision for integrating multiple order to service PO at
different time throughout the order.
The system to process the work order confirmation post
66
completion of maintenance work

The system to process work permit closure post work order

67 confirmation
The system to process the TECO (Technically Completion) of
68 the
Work Order with notification.

69 The system to process the maintenance order settlement.

70 The system to process the Business Completion.
Note: IP Team to discuss with respective Plant units for
necessary customizations.

320 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
PM6 Refurbishment Process (Internal) - General Requirements
User Shop raises M4 Notification (T-code IW21) and Approval
71
from Shop-HOD.
Create stock of defective item in concerned Engineering Shop
series Storage Loc- Val Type C3 (Movement Type:202). T-code:
72 MIGO_GI

Stock Transfer to Engineering Shop Storage Location - Val Type

73 C3. (Tcode:MB1B).
M4 Notification Visible to Central Planning (CPD)- Engineering
74
Shops through T-code –IW28.
CPD put the notification in Process using T-code: IW22- Create
Follow up Notification(Based on Routing required as per the
75 repair
mentioned) after ensuring that the Spare to be repaired has
reached physically in Engineering Shop storage location.
Concerned Engineering Shop creates Maintenance Order (Type
ZM04) through follow up notification Shift allotted(T-code ZMS1)
76
and Additional No. for tracking (Tcode:ZMS1A).
Based on Refurbishment Routing, GI of C3 batch (Movement
77
Type-261) against the Maintenance Order (Tcode: MB11)

Work mentioned carried out and Operation confirmation (Tcode-

78 IW41).
GR goods receipt (against Maintenance Order) to Quality Stock
79 in Finished Storage Location (Tcode: IW8W)-ValTyp-C2- based
on Routing

Inspection lot created visible to Inspection Team. UD and Stock

80 posting -TF quality to unrestricted after Inspection
Physical transfer and posting of Stock Transfer back to User
81 Shop-
ES Storage location (Movement Type 311).
82 Updating status of Maintenance order and notification.

321 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
Offering for Inspection: Inspection lot created visible to
Inspection Team. UD and Stock posting -TF quality to
unrestricted after Inspection Physical transfer and posting of
83 Stock : Physical transfer and posting of Stock Transfer back to
User Shop- ES
Storage location (Movement Type 311) .Updating status in the
Maintenance Notification M4 raised by user.
Final processing shop transfers the finished to Final storage
location of the concerned processing shop with a valuation type
C2 in MIGO (viz. FMM1 for MARS-1, FMSS for SS Shop)
Transfer posting of the item from concerned processing shop’s
84 finished store to user shop’s storage location viz. ES01.

Consumption of finished/repaired item received from final

processing shop to user shop in MIGO with movement type 261
and valuation type C2.
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM7 Refurbishment Process (External) - General Requirements
85 Identification of repair requirement by appropriate authority

86 Tender Prepared for the Repair Job

87 Tender floated for the Repair Job

88 Selection of successful bidder/vendor

89 Job Contracts prepared

90 CISF Gate Pass made

91 Material Register updated at site store

92 Information sent to Central Stores

93 Store Release note prepared

94 Material Take out of Premises

95 Intimation of Job Completion

322 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
96 Material brought back to premises

97 Store Return note prepared

98 Challan prepared by Store

99 Challan sent to Finance for Payment

100 Payment made to the Vendor

101 Record register maintained

Note: IP Team to discuss with respective Plant units for

necessary customizations.
Repairing of motors at Electrical Repair Shop (ERS)
PM8
- General Requirements
Notification type M8, Order Type ZM08, User Status :
CRTD,APRV,RETD,ACPT,CLRQ,COLL,RQCL,SPRQ . 126 T/Ls
for
102 Armature, Field, Slip ring, Squirrel Cage, DC Motor etc.
Creation of 3 F/Ls ( Defective M/cs, Sent to ERS and Ready
103
Machines received from ERS) using T-code - IL01.
Creation of Equipment w.r.t. each Repair object (e.g. Motor)
104
under F/L using T-code - IE01/IE02.
Defective Equipment should be dismantled (from production
105 line)
and installed under the Defective Spares Functional Location.
Create Repair Request notification(M8) by Requester specifying
106 all
details using T-code IW21.
107 T-code - IW22/IW28 is used to accept ERS request by Shop.
T-code - IW22/IW28 is used to create maintenance order
108 (ZM08)
through M8 notification.
109 Operation confirmation by various work centers using T-code -

323 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
IW41.
IW22 is used to enter Spare required by ERS from Shop using
110
Catalog/Codes.
111 IW22/IW32 is used to complete activities in Notification/Order.
User status is set in Notification before completing the
112
notification.
IE02 is used to install motor under F/L "Ready Machines
113 received
from ERS".
Note: IP Team to discuss with respective Plant units for
necessary customizations.
Refurbishment of Spare at Engineering Shops - General
PM9
Requirements
Shop user coordinates with the CEM for repair of spares over
114
phone & sends the Item
115 User creates CM type notification in SAP
Details of the job is described in the notification long text. MWC
of the notification is CEM(Central Engineering Maintenance).
116 The user department is identified by department code mapped
using
Coding Code (catalogue, Code functionality of PM).
User attaches drawing in notification. In some cases, hard copy
117
is send to CEM
118 CEM monitors list of notification using Tcode IW28/IW29
119 Planning section creates order from notification
Planning section converts the notification to CM type
maintenance order. The list of operations to be performed are
120 added along with performing work centers (Machines of CEM)
along with the
standard hours required to complete them.
Add quantity of items in the enhanced screen of Order. Screen
121
enhancement in PMCM order done to capture quantity
122 Assign material in the component tab of order & tick backflush

324 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
indicator. Release the order.
Print Job card using Tcode ZPMJOB
123
Print Route Card using Tcode ZPMROUTE
Confirmation is done using tcode- IW41 for fitting & assembly
shop, ZCEM41A & ZCEM41B for repair shop & other shop. With
124 respect to Order no completed quantity & completed date is
entered in this screen
125 Order is completed & marked as TECO and notification is closed
126 ZPMCEM01 -CEM Weight credit report for repair shop
127 ZPMCEM02 - CEM job card completion report
128 ZCEM03 - Weight credit Report for CEM fitting shop
Note: IP Team to discuss with respective Plant units for
necessary customizations.
Central Based Repair Shop (Refurbishment Process) -
PM10
General Requirements
Plant units are asked to give their annual requirement plan for
next year major overhaul of Engines, Transmissions, Torque
Converter,
129 Radiators & Cooler of HEMMs
130 Plant units provide their annual requirement plan for next year
131 Planning for overhauling is done based on input from Plant units
132 Planning of Fund Requirement is done
133 Approval of Budget by HO
134 Fund Allocation is done for major overhauling
Actual Plan is finalized by CBRS based on allocated budget
135 after
due discussion with Mines Maintenance Heads
136 Provisional Budget Booking
Records of all previous units received/delivered are maintained
137 in
database and in history book at CBRS for future reference
138 All Heads of Mines are intimated regarding yearly and monthly

325 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
plans of overhauling units at CBRS through MIS
Plans are also displayed on notice board and verbal intimation
139 to
concerned persons of CBRS
140 Material Planning for RMD KIT is done
141 Material Planning for Specific Item done
142 Material Planning for Recon Components is done
143 Sub Assembly Repair
144 Assembly of Units
145 Final Testing & Pre-Dispatch Activity
146 Delivery of Units
After commissioning the units at mines, if any complaints are
received, the same is attended / rectified by CBRS team
147
immediately
148 Reason of non-conformity is analyzed
149 Corrective & preventive action is taken to avoid reoccurrence
150 Record Maintenance is done
151 Periodic Monitoring by CBRS
152 Employees are sent to attend different courses/programs
153 Surveillance audit through BIS is done
154 technical audit by OEM for quality improvements done
Note: IP Team to discuss with respective Plant units for
necessary customizations.
Maintenance by Central Agency (Repair by ETL) - General
PM11
Requirements
Notification type ET & Order type PMET configuration in system.
Custom development to capture daily repair log by ETL
155 department( T-code :ZETLMENU)
User department creates notification & enters detail of repair
156
requirement

326 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
Print out of job allotment taken by user & sent along with the
157
equipment to be repaired
158 viewing of list of notification by ETL using T code IW28/IW29
During daily job planning each notification is converted to a
159 legacy
job order no
160 Release of notification signifies start of job
Entry of job order no, persons present, select job type, person
161
responsible, allottee & priority
162 Print out of job allotment taken
At the end of the shift update status as in process, completed,
163
completion text, delivery date, completion text
164 Use T code ZETLSTSRPT to access the report
Viewing of date wise in process Job, Completed Job, Beyond
165
Repair Job, Ready Job
166 Date wise job completion text report
Note: IP Team to discuss with respective Plant units for
necessary customizations.
Maintenance by Central Agency (Repair by Central
PM12
Instrumentation Workshop) - General Requirements
167 Identification of instruments to be calibrated or repaired at CIW
168 Coordinate with CIW I/C & prepare a schedule of calibration
User creates notification. It contains equipment no, it’s
169
characteristics & defect details, user department
Monitoring of notification by instrumentation workshop by
170
IW28/IW29
Receiving of instruments at Workshop, status updating as
171
accepted, rejected etc.
172 Release of notification updating job feedback in notification
173 In case of material use, PMIN order type is created & material

327 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
entered in component tab
174 confirmation of order, goods issue
175 Notification completion & Order is marked TECO in SAP
176 Dispatch of instruments & status updation in notification
Note: IP Team to discuss with respective Plant units for
necessary customizations.
Maintenance by Central Agency (Repair & testing by Power
PM13
Management department) - General Requirements
User creates PM type notification for testing of Megger, Relay &
transformer oil etc. Details of the job to be done is entered in
long
177 text.
Equipment is send to PMD lab for repair & calibration.
Transformer Oil sample is send to Lab for testing breakdown
178 voltage
179 Processing of notification by PMD & job execution
180 IW28 tcode used to monitor & process PM notification
All the job done are recoded in the notification and notification
181
completed
Note: IP Team to discuss with respective Plant units for
necessary customizations.
Maintenance by Central Agency (Centralized Maintenance
PM14
support by Heavy Maintenance) - General Requirements
Notification type HM & Order type PMHM configuration in
182
system
User department communicates for shop shutdown and give
183
requisition for resource deployment
User creates HM type notification for group deployment in shop
for various maintenance jobs.
184 Requirement is written in the long text of the notification
User creates HM type notification for supply of sling to
185
department

328 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
Heavy maintenance monitors, processes list of notification using
186
IW28
187 Group deployment & execution of work by HMC
188 After completion of job notification is closed
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM15 Capital Repair Process - General Requirements
Planning for Capital repair is done in advance as per Annual
189
Business Plan

Prepare job list based on any major modification or replacement

190 of equipment

191 Prepare job list based on condition of equipment

Assess material requirement & outsourcing requirement for

192 above job list

Material PR is created & processed without any reference to

193
capital repair task list or maintenance order

Service PR is created in SAP without any reference to

194 maintenance order

195 Preparation of Schedule of capital repair and Bar chart

Intimation to Central Agency like Refractory & Heavy
196 maintenance
for resource arrangement

Withdrawal of material from central store and shifting to shop

197
Preparation of Safety protocol for shutdown of major equipment
198
like furnace

Getting approval of various agencies concerned in terms of

199 putting signature in the protocol

200 Application of Work Permit & return of Permit for individual

329 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
equipment as mentioned in work permit process
201 Coordination with respective agencies for resource deployment
Review of work progress in terms of daily meeting at the end of
202
day and reschedule & plan for next day
203 Recording of job details in log book and SAP e -logbook
204 Create Equipment/Functional location wise maintenance Order
205 Assign various task list
Assign material to different operations and tick backflush
206
indicator
207 Access the list of Orders generated
208 Confirm operations
209 Technically close the Order
210 Capturing of External service cost
Submission of bill by contractor in hard copy to executing
211
Authority
212 Receipt of bills & entry of date of receipt by EA in SAP.
Marking completeness of bill & entry of reason for
213 incompleteness
if any
Release of bill by executing authority & bill tracking no
214
generation
215 Service entry creation in SAP using ZML81N
216 Sending of bill to finance & marking in system as sent
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM16 Calibration Process - General Requirements

217 The system to allow Uploading of existing Test Equipment

The system to allow Capturing history of each Test Equipment
218
with:

330 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
o Calibration status,
o Last Calibration date,
o Procurement details,
o Location details.
The system to allow creation of Attributes required for
219 Calibration check in SAP as Master Inspection Characteristics
(MIC)
The system to allow creation of group task for Test Equipment
220 with
common check list with Master Inspection Characteristics.

The system to allow creation of Equipment task list with MIC for
221 special equipment

The system to allow creation of Maintenance Plan/Calibration

Plan
222
with frequency of calibration period i.e., monthly, half yearly or
yearly.

223 The system to allow Scheduling of maintenance plan (IP24) as

background job.

224 The system to allow generation of Calibration Order

automatically as a result of scheduling and released for
Calibration operation.
The system to record the Calibration Process as:
o In case of Inhouse Calibration: - Inspection lot will get
generated; Quality Inspector can perform calibration and update
result in system against Inspection lot (QA32). After completion
of operation, operation confirmation was done. Calibration order
status updated as completed.
225
o In case of external calibration: - Purchase requisition
generated is converted into Purchase order by purchasing, Test
equipment issue (541) to vendor against PO and during good
receipt Inspection lot will get generated, Inspection can be done
before taking calibrated instrument into unrestricted stock,
confirmation of external calibration operation and closing of
calibration order will

331 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
be done.
The system to capture the maintenance/service cost:
o Internal maintenance cost.

226 o External service cost - Service PO is made in advance &

used in multiple equipment/functional location.
o Provision for integrating multiple order to service PO at
different time throughout the order.

The system to process the work order confirmation post

227 completion of Calibration work

The system to process the TECO (Technically Completion) of

228 the Calibration Order with notification.

229 The system to process the calibration order settlement.

230 The system to process the Business Completion.

The system to allow Calibration certificate scanned and attached

231 in equipment master using Document Management System.

The system to allow History of Test Equipment Captured from

232 Equipment Master, Serial number history option (IE03)

233 The system to allow Calibration orders list with status (IW39)
Note: IP Team to discuss with each Plant Units for
necessary Customizations
PM17 Shutdown Maintenance - General Requirements
Forms EL16, EL20, Form - D are filled by the requisitioner with
234
Name, Date & Time and Machine for Shutdown.
Shutdown is issued by the Shop ELEC mentioning Name of
Issuer, Date & Time, Operations carried out, Cautions e.g. Red
Lamp,
235 Stoppers provided and details of Earthing if any.

332 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
Shutdown receipt is down with Name, date & Time by the
236
requisitioner.
After the completion of the job the Requisitioner returns the
237
shutdown with Name, date & Time on the form.
Electrical agency cancels the shutdown with Name, Date &
238 Time.
And normalizes the equipment
SD notification is created on the equipment for which shutdown
239
is required.
Details pertaining shutdown requisition, issue, receipt, return
and
cancellation are entered along with EL16/EL20/Form-D slip
240
number in catalogs and code tab using short text and long text.
IW22/IW28 is used for completing the Shutdown notification
241 after
cancellation of Shutdown.
Note: IP Team to discuss with each Plant Units for
necessary Customizations
PM18 Roll Management (RSP) - General Requirements
For freezing procurement planning of Rolls, Rolls task force
committee is there in RSP, which is headed by CGM (Roll Shop)
and Committee member are HOD (Roll Shop), Representative
of all mills, Finance and stores. Task force meeting occurs every
year
242 which envisages Roll requirement for next 3-4 years of Plant.
243 Requirement of task force committee is approved by ED-works .
ED-works approved recommendation is sent to Central
244
procurement Corporate group.
Procurement is done centrally for which regularization Purchase
245
requisition is done in Plant.
For freezing procurement planning of Bearing, Bearing task
246 force committee is there in RSP, which is headed by CGM
(Mechanical)

333 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
and Committee member are HOD (Roll Shop), MM-Purchase,
Finance and stores.
247 Requirement of task force committee is approved by ED-works .
Procurement is done based on recommendations of Bearing
248
task force committee.
249 Procurement of chocks is done as spares.
250 Material is delivered at RSP stores
251 Material is drawn from RSP stores to Roll Shop department.
Roll Shop department person enters the details of newly
procured
252
Roll, Chock and bearing in SAP with the help of developed
screens.
Creation of New Roll in SAP :Details entered for a roll is
maintenance plant, material no , serial number, object type ,
253 Purchase order related details , issue date etc.
Creation of New Chock in SAP :Details entered for a Chock is
maintenance plant, material no , serial number, object type ,
254 Purchase order related details , issue date etc.
Creation of New Bearing in SAP : Details entered for a Bearing
255 is
maintenance plant, material no , serial number, object type,
Purchase order related details , issue date etc.
Roll grinding is done by roll shop persons using grinding
machines
for smoothening of surface or to achieve required shape,
256 diameter or crown in roll in two cases 1. New roll 2. Roll
received from mill
Hardness is checked at 3 positions of roll using available
257
machines.
258 Grinding data is entered in SAP
In SAP developed screen , Roll is selected and using change
option, grinding date, shift, grinding machine used, previous
diameter ,
259 after grinding diameter , crown, hardness data is entered.

334 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
If Roll can be used for further rolling its status is saved as OK
260
and remarks option is available for furnishing grinding details.
If Roll cannot be used for further rolling, its status is saved as
NOT
261
OK. Reason can be selected for which coding is available in
SAP.
If Not OK and no further rolling possible, Roll is sent to scrap
262
yard.
If Not OK and further rolling is possible after small repair, reason
is selected as Out of Circulation and Roll is repaired in Roll
Shop
263 and put in circulation.
Roll grinding is done by roll shop persons using grinding
machines
for smoothening of surface or to achieve required shape,
264 diameter or crown in roll in two cases 1. New roll 2. Roll
received from mill
Every chock is associated with two bearings. As per requirement
265
Roll Shop person assemble the bearing with chock.
After the physical assembling done at shop, details for the same
266 is
entered in SAP system.
In SAP developed screen, plant and chock type are given as
input which lists out all the bearings available for
267 assembling/dismantling , bearing is selected and assemble with
roll by using assemble option.
After selecting bearing, it can be assembled with chock by using
268
assemble option.
Every roll is associated with two chocks. As per requirement Roll
269
Shop person assemble the chocks with roll.
After the physical assembling done at shop, details for the same
270 is
entered in SAP system.
In SAP developed screen, plant, stand type and roll type are
given as input which lists out all the chocks available for

335 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
271 assembling/dismantling .
After selecting chock, it can be assembled with roll by using
272
assemble option.
As per requirement, Physical position of the choke is changed
273 from
top to bottom or bottom to top.
SAP's "Choke dismantling and assemble" screen has option to
274
register the positioning change of choke.
When a roll is ready with chock and bearing installed in it , it is
275
associated with its mate roll.
After associating mate roll, pair of work rolls is dispatched to the
276
mill. Backup roll can be sent without mate roll.
In SAP developed screen, plant, stand type and roll type are
given as input which lists out all the Rolls available for
277 dispatching to
mill. Roll is selected and by using "Create mate roll " option pair
of rolls are created.
By using "Change Mate " option on the available screen , roll in
278 a
mate roll pair can be changed.
In SAP developed screen, options are available from sending
rolls
for regrinding, stand type change and Position (Top/bottom)
279
change.
Roll pair is transferred from Roll shop department to Mill
department by using "Dispatched" option on the screen, which
280 calls MB1B in the background for transferring storage location of
the roll, Chock and bearing from Roll Shop to Mill department.
As per requirement, Mill person changes the installed rolls in a
281
stand.
Installed roll is taken out from stand and then after New/ready
282 roll
is installed in the stand.

336 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
In SAP developed screen, plant and stand are given as input
283 which
lists out all the rolls presently ready to be installed.
When Ready Roll is selected and by using “Change Roll” option
on
the screen, It asks for presently installed roll which need to be
284
taken out.
Tonnage and date/shift of the outgoing roll is noted by mill
285 person
and entry in SAP is made by Roll shop person.
Rolls which are taken out from stand are sent to Roll shop
286
department for further grinding/repairing.
In SAP developed screen, plant and roll type are given as input
287
which lists out all the rolls available for receiving in Roll Shop.
Roll to be received is selected and Received by using "Receive"
288
option on the screen.
Roll is transferred from Mill department to Roll shop department
, which calls MB1B in the background for transferring storage
289
location of the roll , Chock and bearing from Mill Department to
Roll Shop .
As per requirement Roll Shop person dismantle the chocks from
290
roll.
After the physical dismantling done at shop , details for the
291 same is
entered in SAP system.
In SAP developed screen, plant, stand type and roll type are
given as input which lists out all the chocks available for
292 assembling/dismantling .
After selecting chock, it can be dismantled from roll by using
293
"Dismantle" option.
As per requirement, Physical position of the choke is changed
294
from

337 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
top to bottom or bottom to top.
SAP's "Choke dismantling and assemble" screen has option to
295
register the positioning change of choke.
As per requirement Roll Shop person dismantle the bearing from
296
chock.
After the physical dismantling done at shop , details for the
297 same is
entered in SAP system.
In SAP developed screen, plant and chock type are given as
input which lists out all the bearings available for
298 assembling/dismantling.
After selecting bearing, it can be dismantled from chock by using
299
"Dismantle" option.
300 If further grinding is not possible through roll, Roll shop person
send recommendation for scrapping to Scrapping committee.
301 Scrapping committee approves the rolls for scrapping.
While scrapping a roll , Total tonnage rolled of a roll is entered in
302
SAP system by Roll Shop person.
Total tonnage roll is compared with Guaranteed Tonnage of
303
particular roll.
If total tonnage exceeds the guaranteed tonnage by certain
amount
, Roll shop recommend to Finance department for providing
304
bonus to the supplier
Reward bonus / Penalty are decided by Finance department of
305 RSP
as per the recommendation of Roll shop department.
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM19 Linear Asset Management - General Requirements
Linear Asset Management to be implemented for mapping
pipelines, Gas lines of EMD, Conveyor system and major Power

338 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
306 cables
This system is used for maintenance of conveyor belts installed
at various departments throughout the plant. It is a complete Z-
development, where conveyor belts management is done using
ztcodes-zbelt_create (for master data creation),
zconv_belt_info(for transaction data) and ztables - zbelt_grade
307 (List of belt grades),zagency_names(list of belt repairing
agencies), zmake_table(list of belt making
agencies),zbelt_repair(conveyor
Belt repair history) and zconv_belt data(details of conveyor
belts)
TcodeZbelt_create provides a screen , which has following 3
options :
o OPTION 1: Provision for creating the new belt/changing the
existing belt / deleting the existing belt.
308
o OPTION 2 : creating the new make/viewing the existing
makes/ deleting the existing make.
o OPTION 3: Creating the new agency/viewing the existing
agencies/ deleting the existing agency.
Tcode ZCONV_BELT_INFO provides a screen, which has 6
Pushbuttons for 6 different kind of repaying processes of
309
conveyor belts.
Tcodezbelt_disp is used for viewing MIS reports pertaining to
belt
details and belt repair details depending upon the chosen
310
selection criteria.
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM20 Fleet Asset Management - General Requirements
311 Master Data for Vehicle and mobile equipment
ZPMPG module pool custom development screen is used to
312 access
list of notification
With respect to notification & vehicle no quantity of oil, hydraulic
oil/ engine oil issued is entered & a slip is given to operator. Slip
313 no is also entered

339 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
314 Notification is released as deployment has started
After job is completed notification is closed with entry of
completion time
315

System should have provision to schedule preventive

maintenance based on running hours with prior alerts.
Additional
Point Interface with third party system/ vehicles to capture running
hours and other performance parameters to trigger notification for
scheduled maintenance.
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM21 E-Note sheet - General Requirements
316 Create E-Note sheet using custom tcode ZNS
317 Write Note sheet, contents, Subject & Mark to
318 Insert attachment (if any)
319 Add Hindi official comments if needed in Note sheet content
320 Preview e-Note sheet
321 Enter SAP user id as Marked To
322 Release e-Note sheet
323 Save e-Note sheet
Note: IP Team to discuss with each Plant Units for
necessary Customizations
PM22 E- Logbook - General Requirements
Logbook is filled at the end of each shift. It captures various
details
like Shift IC name, safety Talk, Instruction to Next Shift and
324
General Jobs etc.
E-log book features: All Maintenance activities (General
Maintenance, Breakdown, Preventive, Condition based,
Shutdown, Permits, Refurbishment, Central Agency jobs,
Material/ Services consumed in Maintenance Order etc..) carried
out during the particular shift should be reflected in Shift

340 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
eLogbook report apart

from Shift IC name, safety Talk, Instruction to Next Shift and

325
General Jobs etc.
Note: IP Team to discuss with each Plant Units for
necessary Customizations
PM23 MIS Reports
The system to generate CEM Weight credit report for repair
326 shop
(ZPMCEM01)

The system to generate CEM job card completion report

327 (ZPMCEM02)

The system to generate Weight credit Report for CEM fitting

328
shop (ZCEM03)

329 Module Pool Custom Development screen for updating Vehicle

Status (ZPMPGSTAT)

Module Pool Custom Development screen for Vehicle

330 Deployment Status (ZPMPGEQUI)

Module Pool Custom Development screen for Vehicle

331 Maintenance
Report (ZPMPGRPT)
Generate MIS report based on notification parameter i.e.
received, ready, dispatched motor within date range, capacity,
voltage etc.
332 (ZPM_ERS_RPT)
Generate MIS Report to view, in process Job, Completed Job,
Beyond Repair Job, Ready Job, date wise:
333 o ZRI004 - ERS Daily Report
o ZRIR001 - ERS Monthly Plan Report

334 MIS reports for Conveyor Belt Management System - for viewing

341 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
MIS reports pertaining to belt details and belt repair details
335
depending upon the chosen selection criteria (zbelt_disp)
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM24 Custom Reports
List of Custom Reports:
336 • Inspection Job Overview – ZPM044 (BSP)
• Inspection and maintenance job overview – ZPMREPORTS
(RSP)Equipment wise CBMS report– ZPM022A (BSP)
• Equipment condition detail and summary – ZPM022B (BSP)
• CBMS Summary Report – ZPM039
• CBMS Analysis – ZPM042
• Delay and Downtime Summary Report– ZPM066M
• Top Delay/Downtime Analysis – ZMCR2M
• Root Cause Analysis – ZRCA
• ERS Daily Report – ZRI004
• ERS Status Report – ZRIP007
• ERS Monthly Plan Report – ZRIR001Job Status View by User
department – ZETLSTSRPT
Note: IP Team to refer the list of around 270 custom
solutions currently used
PM25 Document Management System
337 Storing Original Documents in SAP DMS
338 Object Linking
339 Document Hierarchy
340 SAP Classification
341 Long text search capabilities
342 Document Status for review and approval
343 Digital Signature for Authentication Process

Note: IP Team to discuss with respective Plant units for

342 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
necessary customizations.
PM26 Work Clearance Management
344 Create maintenance order & activate WCM.
345 Create and prepare Work Clearance Application (WCA).
346 Create and prepare Work Clearance Documents (WCD).
347 Approve Work Clearance Application.
348 Approve all the permits required for WCD for tagging.
349 Tag the equipment, object in WCD.
Carry out the maintenance work, after “Labor Release “in the
350
maintenance order.
351 After work completion, set the order status to “WOCO” – Work
Completed.
Request for un-tagging , by approving permits required for un-
352
tagging in WCD.
353 Un-tag the equipment, objects.
354 Close the WCD.
355 Close the WCA.
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM27 Alerts & Notifications
System should automatically generate reminders of any pending
356 or
overdue actions
System should allow the user to create and send user
357
alerts/notification to identified group/other users
System should be able to determine whom the alert or
358 notification has to be sent based on the Delegation of Power
(DoP) matrix
System should allow the user to schedule the activities and
359
maintain the calendar with reminders

343 | P a g e
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Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
The alerts/notifications should be available to be sent in the form
360 of an Email, or SMS to the registered phone or as an alert in the
application once the user logs into the system
361 System should allow the user to view alerts/notifications
The system shall throw alerts when the request is pending for a
362
period exceeding a pre-defined time limit
Note: To be decided after deliberate discussion with IP
Team
PM28 Workflow Management
The System should be able to save the workflow item/document
363 and route the request to the concerned authority as per the
workflow demonstrated in the process map
Movement of work items based on the hierarchy of different
364
departments as per Delegation of Power
365 Facility to mark the application to pre-defined hierarchy
366 Inbox for officers (listing work items received)
System should provide the facility to choose work items from the
367
list as per his/her own decision for taking action on work items
368 Creation/ uploading of a Note Sheet for Scanned Documents.
Alerts for delay in action. A notification/Email will be sent to the
369
concerned user as well as to his superiors.
Facility to mark / redirect the application to other officer based
on the following two conditions:
370
• in case of leave
• if the person is repeatedly failing to clear the workflow items
Facility to mark the application to other department for their
371 NOC
/ Comments / Input
372 Check-list for rejection of any work items
System Administration should have the authority to change the
373
workflow based on the approval be highest authority

344 | P a g e
RFP
Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
The system should consider the list of holidays for tracking the
374
timelines of various approving authorities in the workflow.
Note: IP Team to discuss with respective Plant units for
necessary customizations.
PM29 Live Dashboard
Dashboard provides summarized view of information/work
items/ documents one can drill down to the details of the
375 information for
all modules.
User is able to configure his dashboard and select summarized
data
376
that he wishes to see. Alternatively the organization can decide
on the dashboard view
System should present personalized dashboard as the first
377
interface after successful log in.
378 Ability to monitor applications with a dashboard.
The system should provide user-defined executive dashboard
(financial information, key performance indicators, etc.) based
379 on
user profile.
System should cater the pending work items based on the
380 workflow
for which user action is pending
System should provide the status of the work items which must
381
support the decision making system of SAIL management.
The system should allow to manage the dashboard view of
382
critical activities.
Dashboard should have a provision to generate an alert (with
383
color coding) based on the timestamp and due date for approval
Dashboards should usually refresh based on changes to data,
384
so a user might like to turn on and off the auto refresh feature.
Note: To be decided after deliberate discussion with IP
Team
PM30 Digital Signature integration for Workflow Management

345 | P a g e
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Selection of Implementation Partner (IP) for S/4HANA Implementation

Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
The system should enable online approvals (with digital
signatures) by various levels of management, for the
385
business/service processes and the support function processes
identified
Note: IP Team to discuss with each Plant Units for
necessary Customizations
PM31 FIORI Apps
Plant Maintenance tiles in S/4 version 1909.
386 o Maintenance request
o Work Order
o Technical Object
o Asset Viewer
There are two major PM roles.
o SAP_BR_MAINTENANCE_PLANNER
o SAP_BR_MAINTENANCE_TECHNICIAN
The FIORI App Menu is shown as:
o Technical Object
o Personalization
o Classification
o Documents
o Asset Information System MW
o Maintenance Request
387
o Corrective Maintenance
o Information Center and many more
The FIORI App Tiles available for use:
o Monitor Maintenance Request
o Request Maintenance
o Create Maintenance Order
o Display Maintenance Order

346 | P a g e
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Bidder’s Response
SL No Functional Requirement
(S/W/C/N)
o Report Malfunction
o Manage Malfunction Report
o Repair Malfunction
o Create Refurbishment Order and many more
Note: IP Team to discuss with Plant Unit wise
requirement to enable the latest versions of FIORI Apps
PM32 Stores & Inventory Management Process
System should have an inventory master database with all types
388 of spare parts/materials with specification & quantity which
will be required for specific types of products
389 Check “stock position” at site and at stores
390 Assess the need for spares
Stores requisition voucher (SRV) is raised by maintenance
391
Personnel
392 SRV approved by competent authority
393 Material is brought from the stores to site
394 Assess the criticality for repairment of components
Requirements are provided to the central repairing agencies for
395
major repair jobs
396 Transport the Components to Central Workshop
397 Keeping track of the repairing process
Bringing the repaired spare from the workshops to site upon
398
completion of repair
399 Execution of small repair jobs of spares at site
400 Keeping track of the repairing process
401 Record keeping at Store & Site

347 | P a g e
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NOTE:
(i). Sub-processes mentioned under the process ‘Maintenance by Central Agency’ are indicative
only; this process shall encompass all central maintenance functions
(ii). Pooled Asset management application to be considered for allotment of vehicles to various
departments based on requisitions/reservation.

G. FRS-Quality Management Function

Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
QM1 Quality Check
Sample ID is generated manually and recorded in the register. In future
landscape provisions should be made for automatic generation of sample
ID with barcode facility. The sample ID generated automatically should
have a universal codification rule across SAIL.
Also, the Material & Inspection plan (pre-dispatch & FRI Inspection)
should be provided for Procurement of Raw materials & spares.
1.
The result of pre-dispatch inspection (Inspection certificate) shall be
available at the time of FRI against the same PO no. The FRI Inspection
report must have the Pre-dispatch certificate result also.
Provision for recording of inspection and test result by 3rd party in case of
pre-dispatch inspection of incoming material may be made to integrate it
with the final receipt inspection done at the site.

Automatic creation of inspection lots. Process will be same for all plants.
Lot generation on a heat basis for chemical analysis and rejection on
2. physical inspection of slabs on an inspection lot basis. Some plants
exclude lot creation of liquid steel.

Stores, shop floor, and CMO users should be able to create inspection
requests meant for Quality management team on an on-demand basis.
3.
Furthermore, Reporting & Certificate of clearance for both Pre-dispatch
and Procurement cases should be available.

348 | P a g e
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Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
Result recording of the sample should be done. Physical (Sieve analysis,
Size analysis, etc.) and Chemical analyses are done in the laboratory.
Integration of laboratory equipment with SAP directly or through LIMS
(Laboratory Information Management System) must be implemented. In
the case of liquid steel manufacturing at BSP and ISP, the data comes to
SAP through Manufacturing Execution System (MES) via LIMS.
Integration with MES is needed in future landscape. For pipes, data is
directly captured through L2 process automation.
System should have a provision for re-testing of samples upon failure.
User should be able to record the result from all sources in the same
4. inspection lot (vendor, third-party, laboratory)
For (electric resistance welded) ERW Pipes:
There should be a provision for Pre-Dispatch Inspection and Receipt
Inspection.
For grade declaration, SAP enhancement in plants should be taken for
consideration during development.
In case of Mix-up slabs/ Bloom/ billets etc., additional inputs required to
reduce manual job involved in Grade declaration.
Auto result recording & auto UD (with background job) provision will be
provided through a custom L2/MES system uploader.
Optical Emission Spectrometer (OES)/ X-ray Fluorescence (XRF)
5. machine capturing analysis data should be integrated with SAP. The
system should perform Chemical Analysis Result Recording against
multiple samples.
For all mills involving MES or L-2 system which perform defect analysis
6. data come to SAP through MES, for other products defect analysis
recording is done in SAP.
Sample Advice/Sample Memo generation provision should be there with
Sampling procedure. Such as 100% inspection (In this the Sample size is
equivalent to the lot size) and cast-wise Inspection (In this, 2 sample
batches have to be selected for a single cast. But for some specific
grades Sample batches have to be selected per 60 tons or for some
Export Grades Sample batches have to be selected every 24 hr.).
7.
There should be provision for multiple samples against one Inspection lot
and Result recording and for multiple sampling against each lot.
If the result fails then child lot will be automatically generated and sample
size will be generated automatically and it will be double of original
sample quantity.
System has the standard provision to copy the results from previous
8. inspection lot, in case characteristic results are rejected can be changed
manually. Mass result recording & mass UD provision will be provided for

349 | P a g e
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Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
fast entry. The system should have the provision for Inspection lot
generation and multiple samples and also provision for manual lot
creation.
Report should be available for physical and chemical analyses.
System should have a provision such that all reports related to quality
9. management should be available which should cater to the user
requirements. The system should have the provision for KPI dashboard
for all QM related reports.

A checklist for defect type in case of visual inspection during sudden

inspection demand in shop floor or stores is needed by Quality
Management team.
10. The system should have the provision for visual inspection of
Intermediate/ Semi/ Finished/ procured material.
There should be a provision for Image uploading in SAP system.

11. Usage decisions and automatic stock posting should be available.

System should be able to discard/reject the entire batch if the usage

12. decision is non-conformation within quality standards.

System should allow the subsequent movement of blocked stock to other

13. stock, as the decision may be, after proper usage decision through
appropriate quality measures.

QM2 Quality Master/Inspection Plan

Code will be created for qualitative characteristics, defects, usage
decisions, causes, and actions.
Catalog will be created for characteristics attributes, usage decisions,
actions reasons, tasks, and causes.
Inspection method will be created for inspection procedure of inspection
characteristics.
Sampling procedure will be created as per the process requirements:
100% percentage inspection, percentage-wise, fixed sample, sampling
scheme.
14.
Sequence of inspection operations will be performed through an
inspection plan where the combination of master inspection
characteristics, inspection method, and sampling procedure will be
provided to perform the resulting recording and validate a material
against the defined range. System should have the provision for
automatic creation of an inspection plan, MIC, codes, method, sampling
procedure, and catalog.

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Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
The system should have the provision for in-process inspection of the
materials (provision for attaching of QM Recipe in Production/process
order.)

QM3 Non-Conformance / Defect Management

15. Creation and printing of notification is needed.

Notification should be integrated with warranty management and batch

management so that automatic notification should be created if the item
16. fails during procurement/production within the warranty period or shelf
life.

Automatic notification mail should go to stores, purchase officers and

17. vendor after creation of notification.

Automatic inspection requests should be raised to Quality Management

18. team.

19. Reports/list of notifications currently existing in the system is needed.

Root Cause Analysis based on analysis of results and past experiences

20. is needed.

Report on Root Cause Analysis (RCA) needed. The system should have
the provision for Database for RCA of similar failures and suggestions for
21. improvement. The volume, trend & frequency of defects should be
reflected

22. Corrective Action and Preventive Action (CAPA) should be planned.

23. Reporting on CAPA needed.

24. Report needed on customer satisfaction and scoring

QM4 Test Certificate

System should be able to create Test Certificate / CoA (Certificate of
Analysis) based on the inspection result.
Inspection certificate for each batch need to be generated before Test
25.
certificate. Advance TC requirement to be taken care off (Report format
may vary from plant to plant). The system should have a provision to
cater sample result recording and test certificate.

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Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
Each test certificate should have a unique number and identifiable in the
system. However, the number range for Test Certificates in different
26. plants should be different. There should be a provision for both customer
representative and plant representative signatures in 3.2 type test
certificates (TC).

System should have repository for storing Test Certificates which can be
easily retrievable as and when needed.
27.
There should be a facility for upload of macro-etched image of slab
sample along with the test results.

28. Test certificate once generated can be cancelled.

29. System should be able to generate the list of pending test certificates

Before generating the Test Certificate, it can be validated through a

30. preview.

Test certificate format may vary based on product category. However, for
a particular product category, the format for the Test Certificate should be
31. same and standardized across SAIL.
TDC Specified in Sales order should be included in TC printout.

For pre-despatch inspection, the system should be able to generate a

Test Certificate from outbound delivery advance shipping notification.
32. Provision should be there to create multiple Test Certificates from a
single delivery.

For certain products like ERW Pipe, SW Pipe, etc. there should be
33. provision of creating advance Test Certificates before delivery.

All Test Certificates created in the system should be verified through

digital signature.
System should have a provision such that QR Code on TC printout
34. should be re-direct to Online TC verification system to check the
originality of TC.
Report should be in both Hindi & English.

All Test Certificates getting generated in the system should be mailed

35. automatically to SAIL CMO server. However, this functionality will be only
needed if there is a staggered rollout across different SAIL units.

The Central Marketing Organization (CMO) should be able to capture all

quality-related parameters and eventually generate Test Certificates for
36. those materials sold through their stockyard. CMO should be able to re-
create the TC utilizing the data of the batches which are being sold.

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Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
QM5 Customer Complaint: Central Marketing Organization
In case of customer complaint to CMO (received through
phone/mail/fax/letter or CRM) the system should be able to capture the
date of the inspection for the product against which complaint has been
raised.
37.
There has to be a process for information Workflow to all the
stakeholders. (QR Code on TC for verification of TC on SAIL Customer
Portal).

In case the date of the complaint exceeds 60 days beyond the date of
the sales invoice, the system should be able to create a workflow for
getting necessary approvals from competent authority permitting an
inspection for the defective product.
38.
There should be a provision for incorporation of valid justification against
each complaint. QR code should have the genuineness of the test
certificate (TC). CRM provision should be there to address customer and
Vendor complaints on S/4 HANA.

On approval in the workflow, the system should be able to create

complaint data in SAP capturing relevant details like nature of complaint,
39. defect type, description of the defect, approval on transportation cost
reimbursement, etc. This complaint should have a unique number in SAP
known as a Complaint Number.

On saving the Complaint Number, system should be able to generate a

conditional workflow which should reach separate target recipients based
on the following conditions:
• The nominated branch executives or KAM if the quantity under
40. complaint is up to 100 MT for traders and up to 200 MT for actual
consumers.
• The regional AE if the quantity exceeds 100 MT for traders and 200 MT
for actual consumers.

The system should be integrated with CRM so that the customer is

41. alerted on a real-time basis about the status change of the complaint
Number.

The system should allow creation of complaints from onsite registration

42. through mobile/handheld devices.

The system should be able to integrate Quality Management customer

43. complaint functionality with Sales and Distribution to handle return order
processing and final settlement through credit memo once the customer

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Sl. No. Functional Requirement Response
(S/W/C/N)
complaint physical inspection gets completed and results are recorded.

QM6 Others
System should be able to capture information on vendor ratings and
44. should allow bypassing the quality check for spares for vendors with
good ratings.

System should provide predictive quality analysis to determine patterns

45. and future outcome trends, handling bottlenecks and quality errors.

H. FRS-Internal Audit Function

Bidder’s
Sl No. Functional Requirement Response
(S/W/C/N)
IA1 Annual Internal Audit Plan Preparation (AIAP)
IA1.1 Audit Area/Universe Planning
The system should be able to take care of various auditable areas viz
(i) Operation & Services - for Coke Ovens, Sinter Plants, Blast
Furnaces, Steel Melting Shops, Rolling Mills, Oxygen Plants, Energy
Management Departments, Safety and Fires Services, Traffic
Departments, Refractory Department, Town Services, Personnel and
Administration etc.
(ii) Material Management - Different Areas and
(iii) Finance - Different Sections/Areas.
1.
(iv) The system should have a facility for Continuous Audits of
various documents in different Functional areas as per Threshold
Limits approved by ACSB.
(v) Mines
(vi) Hospital Services
(vii) Concurrent Audits and Final Accounts
(viii) Town Administration
(ix) Contract
The system should have option to include new units/departments and
2.
exclude old/closed units/d in the audit universe.
The system should have option to exclude audit areas which pose
3.
insignificant risks as per audit findings of earlier years.
The system should have option to club/group small auditable areas
4.
into single auditable area.

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Sl No. Functional Requirement Response
(S/W/C/N)
The system should split large auditable areas in to more than one
5.
auditable area.
IA1.2 Assessment of Criticality and Risk Outlook
The system should maintain the list of Risks containing details of
6. controlling factors along with the risk mitigation plan with respect to
plant/units.
The system should be mapped with the concerned audit areas so
7. that the Risks associated with each Audit Area is available at any
given time.
IA1.3 Audit Cycle
The system should capture audit cycle of 3 years, within the span of
8.
which, all audit areas have to be audited at least once.
The system should be based on criticality of audit area, HOIAs
9. decide the frequency of audit. System should capture that audit area
gets audited once in cycle of 3 years.
The system should capture directions of ACSB requiring major
10.
branches of CMO to be audited twice in a year.
The system should capture auditable areas pertaining to MM/CC and
Finance are audited every FY whereas other auditable areas
11.
pertaining to operation & services (O&S); get audited at least once
during the audit cycle of 3 FYs.
IA1.4 Threshold limits adherence for Auditable Documents
The system should determine threshold limits for auditable
12.
documents.
The system should decide threshold limits for continuous audit of
contracts and purchase orders in material management.
Single Tender/ Nomination basis
- ₹ 1 crore & above (5 ISPs)
- ₹ 50 lakh & above (Other Plants/ Units) 100%
of such transactions
Other than Single Tender/Nomination basis
- ₹ 2 crore & above (5 ISPs)
13.
- ₹ 1 crore & above (CMO/L&I)
- ₹ 50 lakh & above (Other Plants/ Units) 100%
of such transactions
a) Single Tender/ Nomination basis
- Below ₹ 1 crore (5 ISPs)
- Below ₹ 50 lakh (Other Plants/ Units) 6%
of total orders processed during the year w.e.f. October 2018 (Earlier
3%)

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Sl No. Functional Requirement Response
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b) Other than Single Tender/Nomination basis
- Below ₹ 2 crore (5 ISPs)
- Below ₹ 1 crore (CMO/L&I)
- Below ₹ 50 lakh (Other Plants/ Units) 4%
of total orders processed during the year w.e.f. 01.10.2020 (Earlier
3%)

The system should capture threshold limits for continuous audits of

Finance Vouching:
Payment Voucher / Journal Voucher:
− ₹ 2 crore & above (5 ISPs)
− ₹ 1 crore & above (CMO/L&I)
− ₹ 50 lakh & above (Other Plants/ Units) 100%
of such transactions
Payment Voucher / Journal Voucher:
− Below ₹ 2 crore (5 ISPs)
14. − Below ₹ 1 crore (CMO/L&I)
− Below ₹ 50 lakh (Other Plants/Units) All vouchers for
3 continuous days
every month w.e.f. 01.10.2020 (Earlier 2 days)
Journal Vouchers related to closing of Quarterly and Annual
Accounts. 100%
a. Sales Invoices*
b. Debit Notes
c. Credit Notes All documents generated during 2 continuous days in
each month
IA1.5 Determination of Man-days required to conduct an Audit
The system should be able to ascertain total man-days available in
15.
IAD for each location.
The system should calculate man-days fixing for each audit area:
Available manpower in each plant/ Unit multiplied with average
16.
number of working days taking cognizance of closed holidays and
average number of leave taken by executives.
The system should determine surplus / shortage of manpower in
each location:
17.
This is required to ascertain whether support from other Plants/Units
is required to complete all the audit assignments in each location.
IA1.6 Special Studies
The system should capture certain areas of concern, which are not
18.
adequately covered by AIAP, but pose high risk factors are included

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Bidder’s
Sl No. Functional Requirement Response
(S/W/C/N)
in Audit Program as Non-Plan Audits. These Non-Plan Audits are
included in AIAP as Special Studies.
The system should capture business risk exposure changes, new
19. areas of special studies have to be taken up as per need for each
financial year.
The system should capture special studies as joint studies
encompassing more than 1 plant. Auditors from different plants study
20.
the processes & procedures in each other plants to identify the best
practices and benchmark the same for adoption in other plants.
The system should determine the Scope of the study and fix which
plant would lead or undertake the special study along with the
21. expected man-days required to complete the study. Since the scope
of special studies are much wider than a normal audit, it requires a
greater number of man-days (approx. 30 days per Study).
IA1.7 Training
The system should capture COIA based on development needs
22. stated by executives in self appraisal form and particular requirement
of IA team.
IA1.8 Consolidated Audit Plan Preparation and Approval.
The system should capture plant-wise audit plan prepared based on
23. inputs received from plants considering man-days, risk statements
and periodicity of audits stated above.
The system should prepare comparative plant wise summary of
number of audit areas and number of audits planned for each FY with
24. man-days requirement and available man-days. Shortage of
manpower is also derived from this comparative table based on man-
days requirement and those available.
The system should have approval workflow for proposed audit plan
25.
from Chairman.
The system should have approval workflow for proposed audit plan
26.
from audit committee.
IA1.9 Communication of Audit Plan with Plants/ Units
The system should have option for alerts at the time of on receipt of
approval of the ACSB, the plants & units are informed accordingly.
27.
They are also communicated about the broad contours of the
approved annual audit plan.
The system should send alerts to plants/ units about informing
28. objective and broad scope of work for special studies to be
undertaken by plant/ units.

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Bidder’s
Sl No. Functional Requirement Response
(S/W/C/N)
IA2 Monthly Audit Plans (MAP) Preparation

IA2.1 Generation of MAP Reference No.

The system to generate MAP Ref. No. (indicates details of plant, type
29. of audit, etc.) is generated and used as a unique reference between
plants and CO in all subsequent activities.
IA2.2 Selection of Audit Area
30. The system to have option to selection of audit area.
IA2.3 Name of Plant to conduct the Audit
31. The system should have option to select plant to conduct the audit.
IA2.4 Communication of Approved MAP to the Plants/Units for Compliance
The system should have option to send alerts related to approved
32.
MAP to the plants/units for compliance
IA2.5 Scheduling of Audits
33. The system should capture scheduling of audits.
IA2.6 Formation of Audit Team
34. The system should capture details of audit team.
IA2.7 Key Risks to be Addressed in Audit and Intimation to the Auditee
The system should determine focus areas of audit and intimation to
35.
the auditee.
IA2.8 Communication of Monthly Audit Plan
The system should have option to send alerts on the basis of monthly
36.
audit plan with man-day.
IA3 Audit Execution
IA3.1 Perform Audit Procedures
The system should capture audit procedures: generate different
37. types of exception reports through BI reports to help IA to focus on
exceptional items.
IA3.2 Perform Detection Procedures
The system should capture detection procedures: export & review
38.
data.
The system Determine the sample size for selecting the type and
39.
number of documents to be audited.
The system should be able to capture Finance & Material
Management Audit based on adherence to Accounts manual,
40.
Accounting Standards, Statutory requirements, Standard Operating
Procedures.

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Bidder’s
Sl No. Functional Requirement Response
(S/W/C/N)
41. The system should capture approvals of competent authority.
The system should validate contracts, purchase orders, work orders,
42.
validity of contracts, delegation of powers.
43. The system should check accounting standards.
The system should validate whether accounts are being prepared as
44.
per Accounts manual.
The system should check whether expenditure has been properly
45.
classified as revenue or capital.
The system should check assets is properly classified and correct
46.
rate of depreciation is followed.
The system should validate date of capitalization of asset with invoice
47.
date.
The system should check tax has been correctly deducted and
48.
deposited with revenue authorities.
49. The system should validate input credit of GST has been availed.
The system should track statutory returns have been submitted
50.
timely and with accuracy.
The system should validate non-moving EMD, and security deposits
51.
are transferred to Miscellaneous income as per Accounts manual.
The system should check EMD of unsuccessful vendors is rounded
52.
timely.
The system should check provision for doubtful claims recoverable is
53.
being done as per accounting policy.
The system should capture technical audit:
(i) Budget Utilization; (ii) Quantity & Quality of Inputs received; (iii)
Consumable, Stores & Spares; (iv) Performance Factors and
Operational Efficiency; (v) Compliance of Quality parameters; (vi)
Status of Equipment upgradation and calibration; (vii) Utilities &
54.
Services; (viii) Maintenance; (ix) Asset utilization & Idle Assets; (x)
Performance of outsourced activities; (xi) Materials & Contract
Management; (xii) Fire, Safety, Environment & Sustainability; (xiii)
Accuracy & Integrity of data; (xiv) Risk Assessment.

The system should issue preliminary audit report (PAR) with MAP as
55.
reference number.
The system should generate audit report (PAR) for unresolved
56.
queries.
The system should be able to record, maintain and generate PDF
57.
copies of audit evidence annexed with each audit report.
IA4 Audit Reports & Follow up

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Bidder’s
Sl No. Functional Requirement Response
(S/W/C/N)
IA4.1 Audit Report No. & Date Creation
58. The system to capture audit report no. and creation date.
IA4.2 Observation No. & Heading Creation
59. The system should create observation no. and heading details.
IA4.3 Audit Observation Preparation
60. The system should capture details when Audit queries are issued.
IA4.4 PR Issued to the Auditee
The system should capture Preliminary Audit Report (PAR) when
61.
issued with MAP as reference number.
IA4.5 Reminder to Auditee
The system should have option to capture when reminder is issued to
62.
Auditee in case no response is received from Auditee.
IA4.6 FR issued to the Auditee
The system should capture details based on reply from Auditee, Audit
63. report should be issued stating suggestions with the request to
submit reply to FAR within 60 days from the date of report.
IA4.7 ATR desired by the expected date
The system should send reminder to Head of Auditee department to
64.
furnish ATR.
IA4.8 Status (Open / Closed) Creation
The system should capture unsettled observations where action has
65. not been taken by Auditee and should be carried forward in
subsequent audit reports.
IA5 Management Information System (MIS)
IA5.1 Completion Indicator of Audits Conducted
The system should issue PAR and FAR completion indicator given by
66.
the IA team after completion of the audit.
IA5.2 MIS Statistics
The system should capture data in MIS report based on completion
67.
indicator given by IA team.
IA5.3 Backlog and its completion
The system should capture backlog in conducting audit or issuance
68. of reports, a makeup plan is to be given indicating the expected
month / date by which the backlog is expected to be completed.

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Bidder’s
Sl No. Functional Requirement Response
(S/W/C/N)
IA6 Manpower Availability determination with Internal Auditor
The system should calculate manpower availability with internal
auditor. The system should have option to capture original master
69.
data of audit employees, date-wise data of employees joining IAD,
Date-wise data of employees exiting from IAD.
IA6.1 Uploading of Existing Manpower Details in IA
The system should be able to upload existing manpower details in IA
70.
including original master data of Audit Employees
IA6.2 Addition/Deletion of Manpower with all the details
The system should be able to add/delete date-wise data of
71.
employees joining IAD
IA7 Outsourced Audits
IA7.1 Details of Audits to be Outsourced
72. The system should have option to finalize audit firm.
Master Data of CA Firms to whom Internal Audit assignments will be
IA7.2
outsourced
73. The system should have option to save contact details of the firm.
IA7.3 Assigning of Audits to respective Firms
74. The system should capture contract formulation.
Communicating Scope of Work, Audit Dates, Auditee particulars of
IA7.4
each Audit Assignment to the CA Firms
75. The system should have options to assign audit related tasks.
IA7.5 Issuance of Reports by the CA Firms
76. The system should capture issuance of reports.
IA7.6 Receipt of Invoices from CA Firms
77. The system should generate receipt of invoices.
IA7.7 Payment of invoices
78. The system should capture the payment of invoices.
IA7.8 MIS of Outsourced Audits
The system should create MIS for complete & consolidated chart of
79.
all outsourced Audits along with their Current Status.
IA8 Government Audit
IA8.1 Receipt of Audit Memo
80. The system should generate receipt of audit memo.
IA8.2 Assign to Concerned Department

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Sl No. Functional Requirement Response
(S/W/C/N)
81. The system should have option to select concerned department.
IA8.3 Audit Observation
82. The system should capture audit observation.
IA8.4 Details of SAIL's Reply
83. The system should capture details of SAIL's reply.
IA8.5 Receipt of Rejoinder (if any)
84. The system should capture receipt of rejoinder, if any.
IA8.6 Reply to the Rejoinder
85. The system should capture reply to the rejoinder.
Receipt of Inspection Report (IR) along with Date, Observation &
IA8.7
Other Details
The system should have option for receipt of Inspection Report
86.
(Date, Observation & Other Details).
IA8.8 Reply to IR
87. The system should have option to reply to IR.
IA8.9 Receipt of Draft Para (DAP)
88. The system should generate receipt for draft para.
IA8.10 Reply to the Draft Para
89. The system should have option to reply to the draft para.
IA8.11 Matter of Audit Para Published
90. The system should have option to publish matter of audit para.
IA8.12 Submission of ATN
91. The system should capture submission of ATN.
IA8.13 Vetting Remarks of Audit
92. The system should have option to save vetting remarks of audit.
IA8.14 Reply to the Vetting Remarks
93. The system should have option to reply to the vetting remarks.
IA8.15 Closure of ATN submitted to COPU
94. The system should have option to close ATN submitted to COPU.
IA8.16 Status (Closed or Pending with CAG/MoS)
The system should have option for status (Closed or Pending with
95.
CAG/MoS).
IA9 Important Audit Findings (IAFs)
IA9.1 Review by Heads of Internal Audits (HOIAs)
96. The system should have the functionality to attach the audit

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observations including suggestions and current status from HOIAs of
plant/ units.
IA9.2 Review by Desk Officers
The system should forward IAFs to MIS team after selection from
97.
desk office.
IA9.3 Review by MIS Team
The system should provide an option for MIS team to forward draft
98.
selected IAFs post scrutiny
IA10 Audit Committee related Matters
IA10.1 Identification of Actionable Points
The system to capture details of actionable points identified from
99.
minutes of Audit Committee.
IA10.2 Communication to Input Providers
The system should have functionality for communicating actionable
100.
points to the concerned Directorate.
IA10.3 Submission of ATR
The system to prepare Action Taken Reports placed before Audit
101.
Committee.
IA10.4 Repository of Minutes of Meetings
The system to create database/repository of all the minutes of Audit
102.
Committee meetings.
IA11 Significant Audit Findings (SAFs)
IA11.1 Review by HOIAs
The system should capture HOIA’s of plants/ units, select significant
audit findings from out of FARs issued during a particular Year. The
103. audit finding should be in a particular format which include heading,
nature/category of observation, FAR No. Audit observation,
suggestion, and current status.
IA11.2 Review by Desk Officers
The system should capture desk officer observations forwarded by
the HOIA. The Desk Officer will seek necessary/additional
104.
information from HOIA/audit team wherever necessary and after
necessary improvement forward IAFs to SAF team.
IA11.3 Review by MIS Team
The system to capture SAFs on yearly basis which are finalized post
105.
scrutiny by SAF team and place the same before CGM (IA) & ED (IA)

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for approval.
IA11.4 Repository of SAF
The system should provide an option of repository for HOIA to upload
106. the SAFs up to the previous FY indicating the updated status of each
observation along with the status whether settled or yet to be settled.

I. FRS-Master Data Management Function

Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)

MDM1 Material Master-Create/Update/Block/Delete (MM, SD, PP)

The system to provide users a unified platform to initiate requests for new
materials, providing relevant information such as material type,
description, classification, and attributes. System should provision
1
maintaining AVC (Advanced Variant Configuration) in Material master
records to address current pain point of duplicates being generated due to
slight variation in specifications.
The system should enforce mandatory fields, such as material type,
2 description, base unit of measure etc. with appropriate field-level
validations and error messages
The system should have provision to attach mandatory documentation
3 such as Proprietary Committee report, Proprietary Certificate, Note Sheet,
Budgetary Estimate, Check List and so on
The system should have provision to derive field values /selections based
4 on inputs provided by the user in other fields such as Inspection type is
derived from Material Group selection
The system should enable comprehensive data validation rules to be
established to verify the accuracy, completeness, and integrity of entered
5
data. These rules should include domain-specific checks, data format
validations, and cross-field consistency checks
The system should allow the request to be routed to different
6 departments/teams to fill in additional required information such as
Finance providing information related to GST details
The system should provide a configurable workflow engine to enable the
7
definition of approval stages, participants, and rules based on material

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(S/W/C/N)
attributes, organizational structure, and approval hierarchies.

The system should be able to route workflow tasks automatically to

8 designated approvers, with options for sequential or parallel approval
processes
The system should provide the approvers capability to review, modify, or
9 reject material data during their assigned approval stage, and appropriate
notifications should be generated
The system should send automated notifications to stakeholders when
10
requests are pending approval

Escalation mechanism should be in place to address unattended and

11
delayed approvals
The system should automatically generate a unique identifier (Material
12 Number) for each newly created material record and the generated
identifier should adhere to predefined rules and formats.
The system should provide a uniform view of materials by standardizing
material codes, naming, classification, and attributes across the
organization thus fostering data accuracy, reduced duplication, improved
cross unit communication and reporting.
This is currently a major pain point due to disparate ERP system being
13 used by different units and lack of governance process. For instance,
Production related master data is maintained separately by all units by
themselves and there is no uniformity across the plants. For same item
different code exists in different plants. As currently production related
master data is different across plants/units there is requirement for Master
data management and Governance for production related masters.
The system should maintain a comprehensive audit trail of approval
14
history, including timestamps, comments, and reasons for decision
The system should enable seamless integration with external data
15 sources to enrich material master data with relevant information, such as
market trends, supplier details, or regulatory requirements
The system should support the creation of a hierarchical structure for
16 materials, including categories, subcategories, and types and allow for
easy navigation and visualization of material relationships.
The system should support definition and management of standard
17 attributes (e.g., name, description, unit of measure) as well as custom
attributes based on business requirements
The system should enable mapping of material codes and attributes
18 across different systems to establish data harmonization. Handle key
mapping and value mapping

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The system should provide search functionality for users to quickly locate
19
and retrieve specific materials based on various criteria.

The system should provide ability to upload master data in bulk using
20
standardized formats (e.g., CSV, excel etc.)
The system should provide tools to clean and standardize material data
including duplicate detection and merging. There are multiple duplicate
codes created in the current system for identical products/ services
21
because of specifications differing slightly. Configuration of robust
duplicate checks in the system and material variant configuration use to
be evaluated to address this scenario.
The system should allow seamless integration with relevant SAP modules
22 and external systems to ensure consistent and synchronized material data
across the organization.
The system should provide data interfaces and APIs to facilitate data
23 exchange with other systems including seamless integration with S4
HANA, supporting real-time updates, and ensuring data integrity.
Data reconciliation mechanisms should be in place to handle conflicts or
24
discrepancies that may arise during data synchronization.
The system should offer real-time monitoring and reporting capabilities to
25 track the status and progress of material creation requests within the
approval workflow.
Customizable dashboards and reports should provide insights into key
26 performance indicators (KPIs), such as approval cycle time, pending
requests, and bottlenecks in the process.
The system should allow data validation rules to be implemented to
27
ensure that entered data adheres to predefined standards and policies.

The system should provide real-time validation checks for data accuracy
28
and consistency
The system should provision for customizable reports and dashboards to
be created to provide insights into material data quality, usage, and
29 trends. Currently, there is a lack of organization Level visibility of
operational information across plants like inventory levels, supply
planning, etc.
The system should enable users to request changes to existing material
30 master data, including attribute updates, classification changes, and other
relevant modifications.
The system should enable customizable workflow approvals for material
31 data changes and updates ensuring that the right stakeholders review and
authorize changes.

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system should allow for bulk changes to material data, with
32
appropriate authorization and validation controls.

The system should implement role-based access control (RBAC), defining

33
user roles and permissions for accessing and modifying material data at
various stages.
The system should ensure that changes to material data are replicated
34
and synchronized with downstream system

The system shall allow users to deactivate/block/mark materials as

35
obsolete preventing further transactions on those materials

The system should have provision to maintain Material Master text such
36
as material long text and Inspection Long Text

The system should be able to create a new request for Dien/Activity Code
37
Creation.

System should be able to generate a unique Dien/Activity Code against a

38
material code adhering to established rules and formats.

Creation of Dien/Activity Code against a material code should follow

39
appropriate authorization and validation controls

The system should be able to seamlessly replicate Dien/Activity code data

40
across to downstream system
The system should have provision for initiation of archival requests,
41 securing approvals through customizable workflows and executing
material archival.
The system should capture and maintain history of changes made within
42
the Material Master records.

MDM2 Customer Master-Create/Update/Delete

The system to provide users an interface to initiate requests for new

customers and should provide fields for entering essential customer
information, including basic details, addresses, contact information,
43
financial data, and other relevant attributes.
System should provide facility to Customers for new Registration or
change in existing customer details through Portal with approval process.
The system should be able to integrate customer data from various
44
source systems, and external data feeds

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system should implement data validation and data quality checks
implemented during data entry and import to ensure accurate and
45
complete information is entered, with appropriate error messages for
invalid or missing data
The system should automatically generate a unique identifier (customer
46 ID) for each newly created customer record and the generated identifier
should adhere to predefined rules and formats.
The system should ensure standardized customer codes, naming,
classification, and attributes across the organization thus fostering data
47 accuracy, reduced duplication, improved cross unit communication and
reporting and providing a uniform view on customers across the
organization which is currently missing.
The system should allow the request to be routed to different
48 departments/teams to fill in additional required information such as
Taxation details maintained by MDM team in the system
The system should provide search functionality and advanced matching
49 algorithms based on configurable match codes to identify and merge
duplicate customer records, ensuring a single version of truth
The system should provide Integration with external data providers
50 established to enrich customer data with additional attributes, such as
industry codes, credit scores etc.
The system should allow to define and implement configurable approval
workflows for creation of customer records and workflows should support
51
multi-level approvals, escalations, and notifications to ensure data
governance compliance.
The system should provide the approvers capability to review, modify, or
52 reject customer data during their assigned approval stage, and
appropriate notifications should be generated
The system should send automated notifications to stakeholders when
53
requests are pending approval

The system should enable a streamlined escalation process to be

54
implemented to tackle unattended and delayed approvals
The system should support the creation and management of customer
55 hierarchies, allowing for complex relationships like parent-child, partner,
and supplier
The system should maintain a detailed audit trail of all customer master
56
creation activities

The system should provision for encryption or masking of sensitive data

57
with restricted access based on role-based permissions.

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system should provide ability to upload master data in bulk using
58
standardized formats (e.g., CSV, excel etc.)
The system should allow seamless integration with relevant SAP modules
59 in S4 HANA and external systems to ensure consistent and synchronized
customers data across the organization.
Data reconciliation mechanisms should be in place to handle conflicts or
60
discrepancies that may arise during data synchronization.
The system should offer real-time monitoring and reporting capabilities to
61 track the status and progress of customer creation requests within the
approval workflow.
Customizable dashboards and reports should provide insights into key
62 performance indicators (KPIs), such as approval cycle time, pending
requests, and bottlenecks in the process.
The system should allow data validation rules to be implemented to
63
ensure that entered data adheres to predefined standards and policies.

The system should provide real-time validation checks for data accuracy
64
and consistency
The system should provision for customizable reports and dashboards to
65 be created to provide insights into customer data quality, usage, and
trends
The system should enable users to request changes to existing Customer
66 master data, including attribute updates, classification changes, financial
information, and other relevant modifications.
The system should enable customizable workflow approvals for customer
67 data changes and updates ensuring that the right stakeholders review and
authorize changes.
The system should allow for bulk changes to customer data, with
68
appropriate authorization and validation controls.

The system should track and retain a complete history of changes made
69
in the Customer Master records.
The system should implement role-based access control (RBAC), defining
70 user roles and permissions for accessing and modifying customer data at
various stages.
The system shall allow users to delete/block customers preventing further
71
transactions on those customers

MDM3 Vendor Master-Create/Update/Delete

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system to provide users a unified interface to initiate requests for new
vendor creation and should provide fields for entering essential vendor
information, including vendor name, contact details, address, tax
information, classification data and any other relevant attributes.
72
The new vendor registration process or change in any existing registration
details through the portal must adhere to the IPSS guidelines. Additionally,
system should provide provision for the payment of vendor registration
fees through e-pay.
The system should be able to integrate vendor data from various source
73
systems, including GeM, SRM, and external data feeds
The system should implement data validation and data quality checks
implemented during data entry and import to ensure accurate and
74
complete information is entered, with appropriate error messages for
invalid or missing data
The system should automatically generate a unique identifier (vendor ID)
75 for each newly created vendor record and the generated identifier should
adhere to predefined rules and formats.
The new system should provide a uniform view across units by
76 standardizing codes, naming and attributes across units thus reducing
chances of redundancy.
The system should deliver search capabilities alongside sophisticated
matching algorithms, utilizing configurable match codes to facilitate the
77
detection and consolidation of duplicate vendor entries ensuring data
integrity with a singular, accurate record.
The system should have provision of Integration with external data
78
providers established to enrich vendor data with additional attributes.
The system should enable the establishment and execution of adaptable
79 workflows for vendor record creation. These workflows must
accommodate multi-level approval processes.
The system should provide the approvers capability to review, modify, or
80 reject vendor data during their assigned approval stage, and appropriate
notifications should be generated
The system should be able to generate automated notifications for
81
delayed/pending approvals.

The system should have an escalation mechanism to deal with

82
unattended and delayed approval.

The system should maintain a detailed audit trail of all vendor master
83
creation activities

The system should provision for encryption or masking of sensitive data

84
with restricted access based on role-based permissions.

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system must offer the capability to upload master data in bulk using
85
standardized formats (e.g., CSV, excel etc.)
The system should allow seamless integration with relevant SAP modules
86 in S4 HANA and external systems to ensure consistent and synchronized
vendor data across the organization.
Data reconciliation mechanisms should be in place to handle conflicts or
87
discrepancies that may arise during data synchronization.
The system should offer real-time monitoring and reporting capabilities to
88 track the status and progress of vendor creation requests within the
approval workflow.
Customizable dashboards and reports should provide insights into key
89 performance indicators (KPIs), such as approval cycle time, pending
requests, and bottlenecks in the process.
The system should allow data validation rules to be implemented to
90
ensure that entered data adheres to predefined standards and policies.

The system should provide real-time validation checks for data accuracy
91
and consistency

The system should provision for customizable reports and dashboards to

92
be created to provide insights into vendor data quality, usage, and trends
The system should enable users to request changes to existing vendor
93 master data, including attribute updates, classification changes, financial
information, and other relevant modifications.
The system should enable customizable workflow approvals for vendor
94 data changes and updates ensuring that the right stakeholders review and
authorize changes.
The system should allow for bulk changes to vendor data, with
95
appropriate authorization and validation controls.

The system should maintain an audit trail of all changes performed within
96
the vendor master records.
The system should implement role-based access control (RBAC), defining
97 user roles and permissions for accessing and modifying Vendor data at
various stages.
The system shall allow users to delete/block vendor preventing payments
98
or order issuing

99 The system shall allow users to delete/block vendor for issuing enquiry

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system should support definition and management of standard
100 attributes as well as Z tables and custom attributes based on business
requirements

MDM4 Service Master-Create/update/Delete

The system to provide users an interface to initiate requests for new

101 service master creation capturing service details including name,
description, category, pricing, duration, and other attributes.
The system should ensure checks on mandatory fields, with appropriate
102
field-level validations and error messages
The system should enable comprehensive data validation rules to be
established to verify the accuracy, completeness, and integrity of entered
103
data. These rules should include domain-specific checks, data format
validations, and cross-field consistency checks
The system should automatically generate a unique identifier (Service
104 Number) for each newly created Service record and the generated
identifier should adhere to predefined rules and formats.
The system should provide the functionality to define and execute
105 customizable workflows for service master record creation, with support
for multilevel approvals
The system should be able to route workflow tasks automatically to
106 designated approvers, with options for sequential or parallel approval
processes
The system should provide the approvers capability to review, modify, or
107 reject service master data during their assigned approval stage, and
appropriate notifications should be generated
The system must be capable of automatically sending notifications for
108
pending approval tasks

The system should proactively handle unattended and delayed approvals

109
through a well-defined escalation mechanism.

The system should maintain a comprehensive audit trail of approval

110
history, including timestamps, comments, and reasons for decision

The system should enable seamless integration with other MDM modules
111
like product master for consistent data across the organization

The system should support definition and management of standard

112
attributes as well as custom attributes based on business requirements
The system should provide search functionality and customizable filter
113 options for users to quickly locate and retrieve specific services based on
various criteria.

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system should provide ability to upload master data in bulk using
114
standardized formats (e.g., CSV, excel etc.)

The system should provide tools to clean and standardize service data
115
including duplicate detection and merging
The system should provide data interfaces and APIs to facilitate data
116 exchange with other systems, supporting real-time updates and ensuring
data integrity.
Data reconciliation mechanisms should be in place to handle conflicts or
117
discrepancies that may arise during data synchronization.
The system should offer real-time monitoring and reporting capabilities to
118 track the status and progress of service master creation requests within
the approval workflow.
Customizable dashboards and reports should provide insights into key
119 performance indicators (KPIs), such as approval cycle time, pending
requests, and bottlenecks in the process.
The system should allow data validation rules to be implemented to
120
ensure that entered data adheres to predefined standards and policies.

The system should provide real-time validation checks for data accuracy
121
and consistency
The system should provision for customizable reports and dashboards to
122 be created to provide insights into service master data quality, usage, and
trends
The system should enable users to request changes to existing service
123
master data, while maintaining a history of changes.
The system should enable customizable workflow approvals for material
124 data changes and updates ensuring that the right stakeholders review and
authorize changes.
The system should allow for bulk changes to service data, with
125
appropriate authorization and validation controls.

The system should require user authentication and role-based

126
authorization for accessing and modifying service data at various stages.

The system shall allow a secure process for deleting obsolete service
127
master data

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J. FRS-Note Sheet

Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
NS1 Creation
The system should have the ability to create, manage and
1. process notifications that require approval for activities such
as procurement or other related tasks.
The system should be able to provide provisions to attach
supporting documents for created Note sheets that are
created in NS1.1 These attachments can be downloaded in
2. the form of offline files. These attachments can be attached by
anyone only when the notification is marked to the user in the
approval pipeline. The system shall have a facility to add or
upload a document or letter in electronic format from local
computer/network drive/scanner/external storage drive.
The system should be able to Forward/Mark the note sheet to
3.
another user by inputting their user id/username.
The system should have the desired functionality where, once
a note sheet is created, it progresses through various levels of
authorization. If the note sheet reaches N+1 level without any
4.
changes made by the N+1 level, then N level can still make
changes. However, if N+1 edits the note sheet, then level N
cannot make any changes.
NS2 Approval
The system should be able to aid the users to forward the
note sheet to any other user after inputting the username of
5.
the new user in place of the previous user if the previous user
is temporarily not functional.
NS3 Notification
6. The system should be able to display note sheet.
The system should be able to trigger notification email for
every note sheet created and modified or approved. This
notification email contains an attachment which includes the
7.
detailed summary of the note sheet plus also a summary of
the overall status of the note sheet. This email notification
reaches only to the user concerned in the process.
NS4 Reporting
The system should be able to generate Reports which will
8. provide line item wise the attachments and all the details of
the note sheet created.
The system should be able to provide an overall print-out of
9. the entire flow which includes the users with the comments
and actions taken by them in a file format and the status of the

374 | P a g e
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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
note sheet.
NS5 Additional Requirements
The system should enable the user to format the notification
10. using capabilities similar to those found in Microsoft Word.

The system should be able to exclude The inactive users from

11. the workflow.

The system should also be able to provide the functionality of

12. Approval through mail.

The system should be able to display the details of the user

13. like P no, designation should be visible in noting.

The system should have the functionality of Closing the note

14. sheet.

The system should be able to provide Logs and filters for

15. reports.

The system should also be able to provide a deletion flag in

16.
case the note sheet is deleted.
There should be a provision of attachment size and type
17.
restriction provided by the system.
The system should be able to provide bilingual entry/ Display
18.
of note sheet.
19. The system should be MeitY Compliant.
The system should have the functionality that provide the user
the authorization to delete the Attachment. The attachment
can only be deleted by the user who have uploaded the
attachment in case the workflow reaches N+1 level and is not
20.
acted by the N+1 level. But if the N+1 level has acted upon
the note sheet, then N level cannot delete the attachment. .
Upon deletion a notification should be sent to the to the
creator and to the previous user if there is any.
The system should be able to allow the user to upload any
attachment which can be of - (To name a few)
 .pdf
 .doc
21.  .docx
 .xls
 .xlsx
 .odt
 .odp

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
 .txt
 .rtf etc.
Format and restrict other formats such as .mp3, .mp4, .avi,
.mkv etc. primarily related to video and audio and any other
suitable format of desired size which is restricted and is to be
finalized through discussion with the SAIL.
The system should be accessible through URL and should not
22. require any application to be downloaded to desktop, laptop,
mobiles and tablets or other devices.
NS6 File & Note sheet Approval System
The note sheet system should build using robust Enterprise
Document Management and Business Process Management
as a platform and should comply with the Manual of Office
23. Procedure (MOP), published by the Department of
Administrative Reforms and Public Grievances (DARPG).
There should be a close and tight integration of the system
with the DMS system.
The system shall have a repository or predefined folder / area
where all new note sheets are received. The system should
24.
be secure and should be tested for OWASP top ten
vulnerabilities at one of the Govt/PSU organization.
The system shall have a facility to add a Note with Note sheet.
25. The user should be able to access note sheet and any
attachment with the aid of mobiles and tablets as well.
The system shall have a facility to save the note sheet
26. attachment in an existing file format if the attachment is of
different file format.
The system shall have a facility to route the note sheet using
workflow feature as well as the ad-hoc routing whenever
required at the time of creation. The system shall also have a
27.
facility to route the note sheet using workflow feature of a
system in a flexible manner forward, backward, and level
jumping.
The system shall provide an interface to track & search the
28.
status of a note sheet in a workflow
The system shall have a facility to send the reminders on its
own as per the config at regular intervals and also the facility
29.
to send due date notification to the users as part of reminder
service.
The system shall have a facility to generate various reports
30. w.r.t. note sheet workflow such as pending with users,
pending since, elapsed time, initiated by, completed by etc.

376 | P a g e
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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system shall have a facility to track a department where
31.
some note sheet is pending.
The system shall provide an advanced search interface for
tracing & searching note sheet based on dates, subject,
32. pending with, completed by, pending since etc. and an auto
feature to show pending with self. The system should also
have a facility to search a file-on-File number, file subject.
The system shall have a feature to recall some note sheet
33. from another user. The system should be built using the
Business Process Management framework.
The system shall have a facility to save the file in the desired
34.
location folder.
The system shall provide facility to view all letters/documents
35. at the right-hand side (RHS) of the folder with note-sheet on
left hand side
The system shall provide facility to users to append their
36. notes, which shall be automatically stamped with username,
date and time
37. The system shall provide facility to secure notes in File View
The system shall have the facility to detect duplicity and
38. redundancy of a note sheet and also allow to attach remarks
with the attached documents.
The system shall have an In-built Web based Text Editor with
39.
basic functionalities such as bold, alignment, font, color etc.
The system shall provide pre-defined templates for adding
40.
notes to Note sheets.
The system shall provide an interface to search the status of a
41.
file in a workflow.
The system should have the functionality where users can
interact with their documents in a "file view" interface, with
42.
specific functionalities such as viewing all documents inside a
file, adding notes or comments, and editing file properties
The system shall have the facility to mark a file as complete/
43.
closed and thereby un-editable except with special approvals.
The system shall have the facility to prepare responses and
44.
attach with the Letter workflow.
The system Should have a track sheet mechanism to track
the status of note sheet in sent items, inbox. The system
45.
should be able to send a tracking link with the mail, which can
assist a user to track the note sheet from the mail.
The track sheet feature should also have the capability to
46. share the priority of the different note sheet received by the
user

377 | P a g e
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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The system to have a feature that allows users to create an
office note directly from a file. This means that users should
be able to select a file and generate a new document or note
that references or includes information from that file.
 Users should be able to browse and select a file from
which they want to create an office note.
 Once a file is selected, users should be prompted to
create a new office note. The note should be able to
include content from the selected file, such as text
excerpts, images, or metadata.
47.  Users should have the ability to edit the newly created
office note, add additional information, and format the
content. Include rich text editing features like bold,
italics, bullet points, etc.
 The office note should have a reference or link back to
the original file for easy access. Metadata from the
original file (like filename, creation date) could be
automatically included in the note.
 Users should be able to save the office note in a
specified location or folder. Allow users to add tags or
categories to the note for better organization
The system shall have a search enclosure feature to search
48.
from inside a file.
The system should provide IP address capture in Audit logs
49.
for enhanced security.
The system should have the facility to add hyperlinks to
50.
document/file notes.
The proposed solution should support the following databases
51.
i.e., S/4HANA, Oracle, MS SQL & PostgreSQL
The system should support any other activity required for
52.
completion of the job
NS7 E-OFFICE & Workflow Framework
The system should be platform independent and should
53.
support both Linux and Windows platform.
The system shall support separate Document/Image server
54. for better management of documents and store only metadata
information in database.
Inter-operability - The systems must seamlessly integrate with
55.
S/4 HANA and open standard Government systems/ Portals.
The proposed System should support the minimum number of
Concurrent users that would be provided by SAIL. The system
56. software and hardware should be capable of handling a
minimum number of users operations (To be provided by
SAIL) without any slowness.

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Bidder’s
Sl No Functional Requirement Response
(S/W/C/N)
The proposed system should be compliant to ODMA- Open
Document Management API, WebDAV- Web-based
Distributed Authoring and Versioning, CMIS- Content
57. Management Interoperability Services, BPMN 2.0 -Business
Process Model and Notation, BPEL- Business Process
Execution Language, WFMC-Workflow Management Coalition
open standards.

K. FRS- CRM (Customer Relationship Management)

Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
CRM1 Sales Management Requirements

CRM1.1 User Personas/Capability

1. The System should have the ability to extend the sales automation
capabilities to the SAIL Sales team (SAIL employees and On-
contract staff).
2. The System should provide customer service automation
capability for managing customer issues, complaints, and
grievances.
CRM1.2 User Management

3. The System should be able to set the sales team hierarchy for
different business units within SAIL and manage the role-based
data visibility and reporting.
4. The System should be able to control the access level (read-only,
read/write, etc.) any group has to accounts, contacts, and cases.
Group access should not default to “owner” level (full access for
all objects).
5. The System should be able to easily view the reasons why users
have or do not have access to account or case information.
6. The reporting engine and the Dashboards should strictly adhere to
the rules set up in the sharing model and to any field level security
in place.
7. The System should have Ability for the administrator to delegate
administrative operations within the Applications.
8. The System should have the capability for integrating with the
ERP The System to reflect any updates in the hierarchy or roles in
CRM.
CRM1.3 Territory Management

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Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
9. The System should be able to map sales officers to respective
territories as defined for different business units.
CRM1.4 Sales Targets

10. The System should allow setting the sales targets for sales
officers on multiple parameters e.g., product wise, period wise,
territory wise, state/region wise etc.
11. The System should have the capability of manually setting the
targets or bulk uploading through external file or via integration
with external The System like ERP.
12. The System should provide overview of performance for the sales
area on various parameters like examples to be added.
13. The System should provide detailed overview on the sales
team/officer performance.
CRM1.5 Tasks and Activities

14. The System should be able to enable sales officer to create,

schedule tasks and activities for customer visits and customer
account management.
15. The System should give the visibility of tasks and activities
performed by the sales officer to his manager - daily snapshots.
16. Sales manager should be able to create the tasks for sales officer.

CRM1.6 Permanent Journey Planning - Beat Plan for Sales Officers

17. The System should allow Sales Manager to create a beat plan for
the sales officer for visiting the channel partners/ consumers
mapped
18. Sales officer should be prompted about daily beat plan as logs
into the mobile app/portal.
19. The System should allow sales officer to make their beat plan for
visits to channel partners (e.g., distributors/dealers) or customers:
 The beat plan should be for daily/weekly/monthly visits.
20. The System should allow the sales officer to log a check-in and
geo-tag when they visit a channel partner/customer.
21. Ability to get multi-level approvals from various departments for
the Journey.
CRM1.7 Customer Visits Management

22. The System should allow the sales officer to set up an

appointment with the channel partner/ customer and send the
confirmation by email/SMS [Link] integrating with the
System of SAIL
23. The System should be able to tag the customer visits in different
categories e.g., Business Development, Accounts and Payments,
Conflict Management, Negotiation, Relationship Builder, Events,
Training, Competitor info etc.

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Bidder’s
Sl. No. Functional Requirement Response
(S/W/C/N)
24. The System should show the reminders for the meetings
scheduled with agenda, date, and time of appointment.
25. The System should allow the sales officer to postpone the
appointment and share the details with customer via email/SMS
etc.
26. Sales officer should have the access to knowledge articles,
product collaterals when visiting a customer.
CRM1.8 Customer Visits -Post Visit Actionable

27. The System should allow the sales officer to rate their meeting
with customer as positive/negative/neutral.
28. The System should allow sales officer to record their meeting
summary (with word limit).
29. The System should allow the sales officer plan actionable for each
of the pointers if required. Each actionable to come with a validity
period and escalation to the concerned person within the team.
30. The System to prompt on confirmation of the follow-up meeting
date and time, if required.
31. The System should have different templates for different type of
communication with the customer. E.g., appointment request,
appointment cancellation, postpone an appointment etc.
CRM1.9 Sales Performance Evaluation

32. The System should report the performance of the sales officers
based on various parameters- customer visits, leads worked on,
leads conversion, target attainment, no of inspections, no of audits
etc.
CRM1.10 Sales Team Learning Path for Performance Evaluation

33. The System should have interactive dashboards for performance

tracking by sales officers, managers etc.
34. The System should be able to provide a sales ranking, self-
progress (all India ranking in various product groups/overall
volumes) etc.
CRM1.11 Target Vs Achievement

35. The System should evaluate the sales target and the
attainment/achievement.
36. Sales officer should be provided with a view of remaining target
for the month/quarter/year.
37. The System should generate snapshots with graphical
representation of target vs achievement to sales team members,
managers etc. Frequency of the snapshots should be
customizable by business, region, etc. Snapshots should be
available on portal/mobile/email etc.
CRM1.12 Forecasting

38. The System should allow the user to log the forecasts, The

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(S/W/C/N)
forecasts could be account based, product based,
MoU/agreement wise etc.
39. Leadership should be able be able to get a summarized view of
forecasts, make edits and track them.
40. Allow sales team to submit forecasts as many times as needed for
accurate real time forecast visibility. Drill into a complete list of
orders already closed for a forecast time period
41. The System should be able to predict how much teams will sell
within a forecast period. It should help track how team is doing by
comparing predictions with the actual numbers.
42. The System should have capability of monthly Demand
forecasting based on various factors like pending orders, sales
agreements, demand forecast by various customer/channels,
Balance MOU quantity, seasonal variations, past trends etc.
43. The System should have provision to create forecasts for
business units, regions, or countries.
CRM1.13 Competitor Information

44. The System should allow the sales officer to capture competitor
information - products, pricing, channel partners mapped,
schemes run etc. along with mapping to geographies/customers
and timelines etc.
45. The System should capture the competition data to assist SAIL
leadership on business decisions - channel partner expansion,
new scheme launches, white spaces etc.
CRM1.14 Leads Capturing

46. The System should allow capturing of leads in following ways:

i. Manually create lead by the Sales team. The
System should allow the sales officer to enter
detailed lead information
ii. Automatically create lead from email/ web
form/Chabot/WhatsApp /CTI /social media via
integration and capture mandatory information
like name, email id, phone number,
location/address etc.
iii. Automatically create lead from lead source
database via integration or reading it from excel
in a shared location
iv. Automatically create lead by integrating with
social media.
v. Capturing lead from SAIL portal - queries,
Chabot etc.
vi. The System should be flexible to add data fields
to leads as per SAIL’s requirements
vii. Sales representative must be able to see all
conversations related to a customer (tagged to

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Sl. No. Functional Requirement Response
(S/W/C/N)
them) in one go

CRM1.15 Leads Qualification and Scoring

47. The System should give capability of qualifying a lead based on a

configurable questionnaire.
48. The System should provide automatic lead scoring based on data
captured on the lead. Lead Score to change in real time, based on
lead's actions. Score to improve when lead opens an email, visits
SAIL site, uploads the documents, explores the pricing and
products etc.
49. The System should give capability to classify/auto update the lead
in different categories e.g., quality, high probability, large volume
lead etc. based on progress on the lead e.g., Lead details
updated, appointment created - Meeting with procurement
Manager etc.
50. Lead Allocation - Auto assignment of leads to relevant
stakeholders (based on segmentation, region etc.). The System
should allow transfer of leads as well if not acted upon.
CRM1.16 Opportunity Management

51. The System should be able to manage all information and

customer interactions related to a sales deal in one place.
52. The System should be able to maintain history of deal progress
change in value and close probability) through the sales cycle.
53. The System should be able to encourage proper sales behavior
and provide timely selling information for any specific sales
situations (i.e., generate an email or task based on deal size or
competitor).
54. The System should have Standard and configurable reports &
dashboards to provide up-to-the-minute status on opportunity
pipeline, stuck deals, revenue by deal stage, and other key
metrics.
55. The System should be able to forecast sales from their
Opportunity pipeline, get real-time pipeline visibility and forecast
with precision.
CRM1.17 Product & Pricing

56. The System should have capability to support multiple currency

prices and maintained in separate price books to enable teams
selling in different currencies. It should have options for general
discount management as well as customer specific pricing which
may be based on workflow-based approvals or marketing tools.
57. The System should be able to handle price books for subsets of
products and services from master catalog. Manage separate
price books for different product families or customer segments.
58. The System should have capability to Set up different product
types with different fields and pick list values.

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CRM1.18 Customer Referral

59. The System should allow the SAIL team to submit the lead
referrals, which is then assigned to sales officer for further lead
nurturing.
60. Sales officer should be able to view his/her referrals history and
notified of the updates.
CRM1.19 Integration for managing customer, channel partner for other
capabilities like Quote, Order, Invoice Management
61. The System should integrate with other applications for customer
and consumer related capabilities e.g., quote, order, invoice,
inventory, transactions, outstanding etc.
62. Product & Price master for existing products should flow from ERP
to System.
CRM1.20 Collaboration

63. The System should allow the sales team to collaborate within the
organization. User should be able to start a conversation within a
closed group, sales team on the lead/opportunity or organization
wide participants.
CRM1.21 Channel Partner/Customer 360 View

64. The System should have the capability to create/ integrate with
customer engagement portal for getting 360-degree view of the
customer to Sales officer. The information shown should include
past orders, invoices, MoU, enrolment information, documents
uploaded, credit & debit notes, Account Receivables, BG Limits,
tasks and activities and Financial information (Credit balance,
Security Deposit etc.) performed by sales representative in the
account, history of interactions done the customer etc.
65. Sales officer should have visibility to ongoing orders, schemes
and promotions for products, geography, channel partners etc.
66. Capture customer complaints from various sources and assign
these complaints to different users, e.g., Supply chain manager or
Account manager. These users should be notified in real time
when the complaint is assigned to them, should be able to analyze
it &close it. If the need be, they should be able to create tasks/
work orders for themselves/ other departmental users related to
this complaint
67. Ability to send survey invitations to the customers via email to
capture their rating on the quality of the products supplied & the
delivery experience. The System should also have an ability to
upload past ratings of the customers and analyze these.
CRM1.22 Tender Management

68. The System should allow SAIL team to manage the tender
lifecycle – create a lead for a tender, assign the team, track
various stages, attach/upload documents for internal visibility,

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track customer meetings, take approvals on price quotes etc.

Sales officer should be able to view past tenders submitted by

SAIL for the customer, the bid prices for bids won/lost, reason for
win/loss etc.
CRM1.23 Contract Management

69. Track contract terms such as start date, end date, signatories, etc.

70. Contract repository: Store electronic copies of contracts.

71. Renewal management: Auto-notification of pending expirations.

CRM1.24 Enquiry Management

72. The System should have capability to receive enquiries (with

drawing/ sample specification from the customer) from the
following channels: Email, Web Form.
73. The System should have capability to automatically capture
enquiries from above sources & also provide an option to create
New Enquiries manually.
74. The System should have capability of Enquiry Assignment &
Routing by Routing enquiries to the right team/ user. Multiple
Assignment Rules can be defined in the System based on the
business requirements.
75. The System should have capability to Auto response the customer
as an acknowledgement to the RFQ enquiry and automatically
send escalation emails to managers in case action not taken by
the user within the defined SLAs.
76. The System should be able to track key details about every, at
every stage.
77. The System should have the capability to define an Enquiry path
with multiple stages and track the progress of various tasks such
as feasibility check, project review etc.
78. The System should be able to maintain a healthy Enquiry pipeline
in one consolidated view. Track real-time Enquiry movement,
identify changes, and de-risk deals with actionable insights.
79. The System should have the capability to create automatic lead
using AI tools from the information available online on social
media / news / web portals
CRM1.25 Reporting & Analytics

80. The System should be able to provide the real-time status of

business at a glance and uncover the wealth of insights contained
in your customer data and Equip all employees to create their own
customized reports and use dashboards to graphically display
your company’s key performance indicators.
81. The System should provide standard (out of the box) reports and
the ability to create new custom reports based on the standard

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Sl. No. Functional Requirement Response
(S/W/C/N)
reports.

82. The System should have Analytics solution that should allow the
ability to query all types of data including structured and
unstructured data.
83. The System should give capability to End-users without
administrative privileges be able to create their own reports and
save them to specific folders that they have been granted access
to.
84. The System should provide the ability to build "what if" scenarios
and save those scenarios for future reference.
85. The System should provide historical reports that show trends and
allow comparisons between time periods.
CRM1.26 Mobile App

86. The System should have capability to run your business from your
phone. View/ create or update your RFQ enquiries/ RFQ
opportunities, log activities, create contacts, and collaborate with
your team.
87. Mobile device applications should provide mobile integration with
phone, email, and calendars.
88. Application on a mobile device should support Offline Access.

89. Application on a mobile device should respect all data visibility

restrictions.
CRM1.27 Payment Gateway

90. The System should be able to integrate with specific payment

gateway so that customers may deposit the amount to
corresponding sales order/Invoice on their own.
91. System should be able to integrate with multiple bank accounts.

CRM1.28 Campaign & Promotions

92. Provision to be made for Campaign Management through various

mediums like SMS, Email, WhatsApp via integration etc.
93. Provision to be made for planning and capturing promotional
activities.
CRM1.29 Communities & Portals

94. Provision to be made for giving access of the System to dealers

and CUSTOMERS for carrying out their sales transactions.
95. Provisions should be made to show financial transactions like
Customer Ledger, credit balance, EMD, Security deposits, etc. to
customers, subject to authorization.
96. Provisions should be made to show Orders (valid) and their status
to customers, subject to authorization.
97. Provisions should be made to show Dispatch-related information
(Invoices, TCs etc.)

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(S/W/C/N)
98. Provisions should be made to show MoU status.

99. Provisions should be made to show Status of financial instruments

like BG limits etc. to customers, subject to authorization.
100. Provisions should be made so that Customer should be able to
enter queries of their requirements.
101. Provisions should be made so that customer should be able to log
order directly from the Portal. SAIL Executive can further take an
action. Customer should be able to place orders to SAIL directly
via CRM & should be easy to operate.
102. Relevant policy guidelines / terms & conditions to be made visible
as per guideline to customers in The System.
103. Customer also should be able to upload POS and other sales
related documents directly into CRM on the basis of authorization
provided.
104. Customers should get access to MOU Fulfillment report, Product
wise in Customer enterprise portal, Moreover Customer need to
receive Pop ups (Alert messages) from Customer enterprise portal
regarding enhancement and fulfillment of 15% & 40% of MOU
Quantity in Q1 and H1.
105. Provisions should be made for access of reports like DA report
directly by Customer on the basis of authorization provided.
106. Provision to be made to provide information to the customers
regarding their orders status in the Customer Login.
107. The System should have ability to establish personalized
customer support portals or pages for individual customers.
108. Solution should allow Partner and Customer Portal users to view
encrypted data.
109. The System should have ability to set up a portal that allows
customers to service their own requests, including checking the
status of existing cases, log new cases, search for information,
logging monthly demand, Track Order etc. Product should have
capabilities to easily adjust style of portal for usability. Product
should have capabilities to create multiple branded portals for
different use cases and audiences.
110. External Community users should have the ability to create
reports.
111. The System should have ability to set up a portal that allows
customers to raise a complaint from various sources and assign
these complaints to different users, e.g., Supply chain manager or
Account manager. These users should be notified in real time
when the complaint is assigned to them, should be able to analyze
it and close it. If the need be, they should be able to create tasks/
work orders for themselves/ other departmental users related to
this complaint.
112. The System should have capability to onboard a distributor and
fulfilment of order.

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113. Facility for customers to provide receipt confirmation for door
deliveries
114. Facility to show vehicle / wagon tracking data through APIs which
have been provided by 3rd party service providers
CRM1.30 Order Management

115. The System should be able to Unify view of customers with

shared order history and customer records across commerce,
service, and marketing.
116. Customers should be able to submit orders from any commerce
channel, including eCommerce, marketplaces, and point of sale,
and then track and manage their orders throughout the order
lifecycle.
117. The System should be able to manage order fulfillment, shipping,
payment capture, invoicing, and service by using integrated and
customizable business processes and workflows.
118. The System should allow user to access a main repository of all
order-related information to see a global view of the entire order
lifecycle, and process any order modifications including,
cancellations, discounts, and returns.
119. The System should have a provision to create orders on behalf of
distributors/dealers.
120. The System should have capability to create B2C and B2B orders
from a quote and there should be a provision for repeat order as
well .
121. The System should have provision to send the order to SAP via
integration.
CRM1.31 Business Intelligence – Decision Making

122. The solution must enable users to connect to data natively without
the use of any scripting language and must provide the capability
to drag and drop fields and get insights instantly without going
through a wizard-based chart selection process.
123. The Solution must support aggregation without scripting.

124. The solution must allow users to visually create data model
through relationship between multiple tables / data sources with a
provision for left-join, right-join, inner-join, etc. The same must
apply to appending/merging/joining tables.
125. The solution should have out-of-the-box capability (not as a work
around / plugins) to support top 3 Industry standard platforms
(Windows, Linux, MAC) and browser (IE, Firefox, Safari etc.)
126. The solution must support the ability to define user filters to control
record level data access without scripting or coding.
127. The solution should automatically generate all date parts and date
hierarchy using a date field. the date hierarchy automatically
generated shall support drilling up and down year, quarter, month,
week, weekday, day, hour, minute and second without scripting.

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128. The solution must support single click activation of commonly
used calculations including Running Total, Difference, %
Difference, % of Total, Rank, Percentile, Moving Averages, YTD
Total, Compounded Growth Rate, YoY Growth, YTD Growth etc.
129. The solution should support email alerts on the basis of user-
defined thresholds.
130. The solution must allow users to share and schedule their reports,
dashboards and should be able to collaborate with other users on
the server with the ability to link to a specific view via a thumbnail
filtered snapshot of the dashboard or by exporting to industry
standards like Excel, CSV, PDF, image PPT etc.
131. The solution must be forming factor agnostic from a single
published dashboard, where appropriate dashboard layout and
visual elements are displayed automatically based on the device
or resolution used.
CRM1.32 Enterprise Integration

132. Ability to create, manage, secure, and govern any API from
anywhere. One platform to design, implement, manage, secure,
share, analyze, and produce APIs. The platform should provide
end-to-end visibility to business and technology teams.
133. Ability to integrate all platforms and data. Ability to provide a
Systematic approach to integration. Ability to provide a powerful
way to document integration patterns, complete blueprints, cloud
streams, or publish connectors and APIs.
134. Ability to provide Pre-Built APIs, Connectors, Accelerators &
Developer tools to produce integrations faster. Flexibility with
Tiered architecture enabling a high degree of re-use and faster
project delivery times.
135. Ability to provide open Systems for customers, partners, and
employees for ease of consumption.
136. Ability to provide insights into SAIL use and adoption of API and
Integration initiatives.
137. Ability to provide security and governance by default. Application
networks need to be secured and governed by design. Every API
node (building block) in the network (every connection and every
API) should have the ability to be governed using policies. Ability
to demonstrate security schemes that can be used and combined
for access to different nodes.
138. Ability to support a multitude of Message Types and API Gateway
and Integration patterns such as scatter-gather, choice, intelligent
routing, message transformation, identity brokering, and last mile
security.
CRM2 Customer Service/Service Management Requirements

CRM2.1 Grievance/Complaint Logging by Call Center Team

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Sl. No. Functional Requirement Response
(S/W/C/N)
139. The System should allow call center team to log
complaints/queries from customers, channel partners, field sales
teams etc.
140. Call center team should have access to customer details and
admin access (on case basis) for priority requests like card
blocking, password reset etc.
CRM2.2 Grievance/Complaint logging by Channel Partners, Customers,
Field Sales Team
141. The System should allow customer, channel partners, field sales
team etc. to submit complaints, grievances by various channels.
CRM2.3 Quick Complaints Logging for Steel Installed at Customer Site

142. Customers should be able to use customer portal to log a

complaint, The System should allow customer to view basic
information, select equipment and submit the complaint.
CRM2.4 Channels to Capture Requests

143. The System should have the capability to integrate with SAIL bot
solution for capturing complaint/request via Chabot, WhatsApp.
144. The System should allow to capture complaints/requests by email,
SAIL website, Tele-call, Social media etc.
145. The System should have the capability to integrate with CTI
solution
CRM2.5 Auto Assignment

146. The System should be able to auto-assign the requests to agents

based on different parameters like nature of issues, location,
agent skill set etc.
CRM2.6 SLA and Escalation Rules

147. The System should have the SLA for complaints/queries

resolution and escalation mechanism for handling SLA breach.
148. The System should have the ability to define workflows for
requests, escalations etc.
CRM2.7 Notification and Alerts

149. The System should send the notifications by SMS/ in-app

notifications, email to customer, channel partners, field sales team
etc. for status change of the request by integrating with SAIL
applications. For SMS notifications, it will integrate with SMS
gateway. For in-app notifications The System to use internal
notification engine.
CRM2.8 Query Redressal

150. The System should allow closure of complaints by various

personas including call center team, sales team etc.
151. The System should integrate with external The Systems e.g., field
service aggregator The Systems for closure of complaints.

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(S/W/C/N)
CRM2.9 Customer Feedback

152. The System should prompt the user to provide feedback on query
redressal.
CRM2.10 Survey and Feedbacks by SAIL Stakeholders

153. The System should provide surveys and feedback functionality

which shall allow the SAIL stakeholders to run surveys and collect
feedbacks.
CRM2.11 Customer Service - Reports and Dashboards

154. The System should be able to provide reports on service

requests/complaints/grievance etc.
155. The System should provide an online dashboard to view the
various matrices and reports.
CRM2.12 Accessibility

156. The system should have the provision for Single Sign-on (SSO) so
that users accessing the CRM system can access main ERP
system (S/4HANA) and related peripheral systems without making
separate logins and vice-versa.
157. The system should have the provision for authenticating the users
during logging through OTP (sent in user’s mobile) verification on
top of the usual password verification (2FA).

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L. FRS- SAP GRC (Governance, Risk & Compliance)

Bidder’s
SI No Functional Requirement Response
(S/W/C/N)
GRC1 SAP GRC -Access Control

The System should be able to meet the requirements of Access

Risk Management, wherein it should automate user provisioning
and de-provisioning processes to improve efficiency, reduce
security risks, and ensure users have the appropriate access
while joining or leaving the organization and enforce segregation
1. of duties (SoD) checks during the request and approval process.

The System should meet the industry standards regarding

access management, data security & authorizations standards.
Also, regular third-party audits are required for the ongoing
practices as per the industry standards.

The System should be able to meet the requirements of Access

Risk Analysis (ARA) which include offering risk analysis and
simulation capabilities to assess the impact of user access and
helping in enforcing and monitoring SoD policies, restricting,
conflicting roles and access users to prevent fraud or data
breaches.

As part of ARA module, the system should be able to identify and

detect the access & authorization violations in cross-enterprise
2.
SAP systems to prevent fraud.

SoD policies should be prepared with rigorous brainstorming &

deliberations and should meet with the industry standards.

Regular checks should be performed on the SOD violations and

critical authorizations, transactions, roles & profiles. It would also
enforce the users to work in accordance with the defined SoD
policies.
The System should be able to meet the requirements of
Emergency Access Management (EAM) which allows for
temporary, emergency access to users with proper approvals
and to provide audit trails and monitoring of emergency access
3.
activities.

As part of the EAM, proper policies to be defined regarding the

workflow for provisioning the emergency access.
The System should be able to address Role Management which
streamlines the creation, modification, and management of user
4.
roles within the SAP system and to provide a centralized role
repository for consistent access control.

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The System should be able to address User Self-Service which
empowers users to manage their access requests and approvals
through a user-friendly interface.

The system should have Access Request Management (ARM),

wherein a user can request access through a workflow-based
module. When an access request is submitted, it takes a
predefined path and allows for multiple approvals and security
5.
checks. The ARM module shall be integrated with the ARA
module, so that the approver can execute compliance checks in
the form of an access risk analysis to identify possible threats
before they even occur. These requests can also be tracked as a
ticket number will be generated.

Also, it should cover the provision of substitution of roles during

the leave period or on the official tour.
The System should be able to address Compliance Reporting
and Auditing which generate comprehensive audit and
compliance reports crucial for regulatory audits and internal
governance and it should support various regulatory frameworks
6.
such as Sarbanes-Oxley (SOX), GDPR, and more.

The system should maintain continuous compliance and control

as per the industry standards.
The System should be able to integrate with SAP applications
such as SAP Identity Management and SAP S/4HANA and other
7.
third-party systems to manage access control across the entire
landscape.
The System should be robust enough to check security aspects
8.
while data transfer between SAP and Non-SAP systems.
The system should be able to integrate with the HR system of
9.
SAIL to support the user life cycle.
The Implementation partner shall conduct role-mapping
workshops with business departments, prepare a job-role
10.
catalogue, and design all single and composite roles aligned with
SAIL’s organizational structure and process flows

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ANNEXURE XII: SAP BOM ENVISAGED FOR THIS PROJECT

The following list displays the entire gamut of solutions which are plotted against the respective
functionalities / additional requirements which will be mapped in the future environment of SAIL
unified platform:
A. SAP S/4HANA Business Suite which forms the main backbone of the implementation.
This business suite covers the following modules:

 Sales and Distribution

 Material Management
 Finance and Controlling
 Production Planning
 Plant Maintenance
 Quality Management
 Project System (interfacing with DPMS System and corresponding billing in SAP)
 FIORI

B. Additional SAP solutions needed both in SAP Private and Public Cloud, entailing
additional licenses over and above base S/4HANA are as under:

 Supply Chain for

Extended
Logistic Warehouse
Management Management
Additional
(Material (EWM), Private
License
Management Edition
&  SAP S/4HANA
Sales and Cloud for Advanced
Distribution) ATP – Public
‐
SAP
Private
Cloud (To  Group Reporting
be  Treasury and Risk
embedded Management
Additional Finance and
in  Contract and Lease
License Controlling
S/4HANA Management (Re-
Cloud) Fx)
 Cash Management
Additional Production  PP/DS
License Planning
Audit  SAP 3 Lines of
Additional
Management Defense
License
System (AMS)
Additional Master Data  Advanced Variant

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License Configuration
 Master Data
Governance (MDG)
– Customer
 Master Data
Governance (MDG)
Additional – Vendor
License Governance –  Master Data
Master Data Governance (MDG)
– Material
 Master Data
Governance (MDG)
– Financial Block

 SAP Single-Sign On
Additional (SSO) and Two
Identity Proof
License Factor
Authentication (2FA)
No
 Solution
Additional Ticketing Tool
Manager/ALM
License
SAP
 SAP S/4HANA
Private
Cloud for
Cloud (Not Additional Transportation
Transportation
embedded License Management
Management,
in
Private Edition
S/4HANA)
 Governance, Risk &
Additional Governance -
Compliance –
License Access
Access Control
 SAP Cloud for Sales
SAP  SAP Cloud for
Customer Service
CRM Solution
Relationship  SAP Commerce
Management Cloud (Customer
Portal)
 SAP Ariba Buying &
Invoicing
 SAP Business
Network Supply
SAP chain collaboration
Public SAP
 SAP Ariba direct
Cloud Supplier
Ariba material sourcing
Relationship
 SAP Strategic
Management
Procurement
 SAP Ariba e-
tendering add-on for
public sec.
 SAP Business

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Network Commerce
Automation
SAP Datasphere  512 GB Hot Memory
(HANA)
 5 TB of Data Lake
 SAP Analytics Cloud
Analytics
(SAC)
Analytics:  SAP Analytics Cloud
SAP BTP Planning (SAC) – Planning
(Business  SAP Build Base user
Technology BTP Core  SAP Build
Platform) (including Developer
ARIBA  SAP Build Runtime
requirements)  BTP - Hana cloud
 SAP CI (3 Tenants)
 SAP CI – Additional
SAP CI (Cloud
Tenant
Integrator)
 SAP CI – Additional
Messages

SAP
 SAP Archiving and
Partner SAP Partner
Document Access
Cloud Product OpenText DMS
Core by OpenText,
(Public
Additional Storage
Cloud)

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ANNEXURE XIII: SAP BOM DEPLOYMENT PLAN

SAP licenses to be deployed in private cloud along with the respective metrices and deployment pattern is shown below:
Project Preparation Business Blue Printing Realization Testing and Training Cutover and Deployment Hypercare

M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16 M17 M18 M19 M20 M21 M22 M23 M24 M25 M26 M27 M28 M29 M30 M31
Sandbox X
S/4HANA, MDG, Development X
Gatewat and TM Quality X
PRODUCTION X
Development X
GTS Quality X
PRODUCTION X
Development X
TM ‐ Optimizer Quality X
PRODUCTION X
Go Live for MDG ‐Phase I B Go Live for Phase IA Go Live for Phase II Go Live for Phase III A and Phase III B

Serial Number Product Metrics SAIL Requirement M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16 M17 M18 M19 M20 M21 M22 M23 M24 M25 M26 M27 M28 M29 M30 M31

1 S4 HANA FUE 200 200 200 200 200 200 200 200 200 200 200 200 200 1924 1924 1924 1924 1924 1924 1924 1924 3000 3000 3000 3000 3000 3000 3200 3200 3200 4001
2 MDG 1 Object (5000 Data) 200 Objects(10L Data) 3 3 3 3 3 10 10 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200
3 Solution Mgr 1 Tenant 2 Tenant 1 1 1 1 1 1 1 1 1 1 1 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
1 Object (899.2 Cr
4 PP/DS 80 Object (70K Cr. COGS) 3 3 3 3 3 10 10 10 10 10 10 10 10 32 32 32 32 32 32 32 32 70 70 70 70 70 70 80 80 80 80
COGS)
25 Users (Modelling) 10 10 10 10 10 10 10 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25
5 AVC 1 User
250 Users (Sales Proc.) 10 10 10 10 10 10 10 25 25 25 25 25 25 150 150 150 150 150 150 150 150 200 200 200 200 200 200 250 250 250 250
Transportation 1 Object (22.48 Cr
6 120 Object (2600 Cr spend) 10 10 10 10 10 10 10 10 10 10 10 10 10 50 50 50 50 50 50 50 50 108 108 108 108 108 108 120 120 120 120
Phase I, II & IIIA

Management Spend)
1 Object (899.29 Cr
7 TRM 20 Objects (17K Cr. Asset) 2 2 2 2 2 2 2 2 5 5 5 5 5 10 10 10 10 10 10 10 10 15 15 15 15 15 15 20 20 20 20
Asset)
1 Object (1573.76 Cr
8 aATP 48 Objects (70K Cr COGS) 10 10 10 10 10 10 10 10 10 10 10 10 10 23 23 23 23 23 23 23 23 42 42 42 42 42 42 48 48 48 48
COGS)
9 EWM 6 lacs Doc 60L Doc 1 1 1 1 1 1 1 1 1 1 1 1 1 3 3 3 3 3 5 5 5 7 7 7 7 7 7 10 10 10 10
10 Cash Management 1 User 25 5 5 5 5 5 5 5 5 10 10 10 10 10 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25

11 GRC 1 Object (100 User) 133 Objects (13208 Users) 5 5 5 5 5 5 5 5 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133 133

12000 Objects :1 Lakh S/O Line

1 Object (100 S/O line
12 Digital Access item/month (20K S/O per month 100 100 100 100 100 100 100 100 1000 1000 1000 1000 1000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000 12000
items)
with 5 line items per S/O)

13 Re‐Fx 1 Object (100 Orders) 20 Objects (2000 Orders) 1 1 1 1 1 1 1 1 3 3 3 3 3 5 5 5 5 5 5 5 5 10 10 10 10 20 20 20 20 20 20

Audit Management Financial 3 Lines of

Phase

14 25 25 25 25 25 50 50 150
IIIB

System Defense
15 Group Reporting 1 Object (25 Object) 1 Object (25 entitities) 1 1 1 1 1 1 1 1

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SAP licenses to be deployed in public cloud along with the respective metrices and deployment pattern is shown below:
Serial
Application Area Product Description Metrics SAIL Requirement M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16 M17 M18 M19 M20 M21 M22 M23 M24 M25 M26 M27 M28 M29 M30 M31
Number

1 DMS SAP Archival & Document Access by OT 500 GB Block 7 TB 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7

SAP Integration Suite, standard edition 1 Tenant 3 Tenants (DEV, QA &PROD) 1 1 1 1 1 1 1 2 2 2 2 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3
2 Integration
SAP Integration Suite, add'l messages 1 Transaction (10K messages) 2K Transactions / Month (2 Cr messages / Month) 1 10 10 10 10 10 10 100 100 100 100 100 100 100 100 100 100 1000 1000 1000 1000 1800 1800 1800 1800 1800 1800 2000 2000 2000 2000
SAP Analytics Cloud for bi, predictive edition, public
2000 25 25 25 25 25 25 25 50 50 50 50 50 50 1328 1328 1328 1328 1328 1328 1328 1328 1958 1958 1958 1958 1958 1958 2000 2000 2000 2000
option (user) 1 User
3 Analytics
SAP Analytics Cloud, test tenant, predictive edition,
Phase I, II & IIIA

25
public option 1 User
SAP Datasphere 1 Capacity Unit 27K 4000 4000 4000 4000 4000 4000 4000 4000 10000 10000 10000 10000 10000 15000 15000 15000 15000 25000 25000 25000 25000 25000 25000 25000 25000 25000 25000 27000 27000 27000 27000
4 Data Warehousing
SAP Datasphere test tenant 1 Capacity Unit 4300 500 500 500 500 500 500 500 500 2000 2000 2000 2000 2000 3000 3000 3000 3000 4000 4000 4000 4000 4000 4000 4000 4000 4000 4000 4300 4300 4300 4300

SAP Build Base User 1 User 14000 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 10000 10000 10000 10000 10000 10000 10000 10000 13000 13000 13000 13000 13000 14000
FIORI apps SAP Build Developer 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10
1 User
5 development and
hosting SAP Build Runtime 1 Capacity Unit 16400 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 1000 12000 12000 12000 12000 12000 12000 12000 12000 15000 15000 15000 15000 15000 16400

SAP HANA Cloud 1 Capacity Unit 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500 3500

6 Single Sign On and 2FA SAP Secure Login Service for SAP GUI User 13178 100 100 100 100 100 100 100 100 2000 2000 2000 2000 2000 2000 2000 2000 2000 6000 6000 6000 6000 6000 6000 6000 6000 10800 10800 10800 10800 10800 13178

SAP Analytics Cloud for planning, predictive

100 10 10 10 10 30 30 30 50
Phase IIIB

professional edition, public option 1 User

Planning and SAP Analytics Cloud for planning, predictive
7 200 20 20 20 20 50 50 50 100
Consolidation standard edition, public option 1 User
SAP Analytics Cloud, test tenant, predictive edition,
25 25 25 25 25 25 25 25 25
public option 1 User

SAP Ariba Public Cloud Bill of Material

Product Serial Number Descripton Metrics SAIL Requirement Year 1 Year 2 Year 3 Year 4 Year 5
1 SAP Ariba Buying and Invoicing 1 Unit= INR 1 Spend 2000 INR 2000 Crore INR 2000 Crore INR 2000 Crore INR 2000 Crore INR 2000 Crore
2 SAP Business Network Supply Chain Collab 1 Unit= INR 1 Spend 10000 INR 10000 Crore INR 10000 Crore INR 10000 Crore INR 10000 Crore INR 10000 Crore
SAP Ariba direct material sourcing addn
3 1 Unit= INR 1 User 4828 201 3000 4023 4828 4828

4 SAP Ariba Strategic Procurement 1 Unit= INR 1 User 4828 201 3000 4023 4828 4828
5 SAP e‐tendering add‐on for pub sec Fee 1 1 1 1 1 1
ARIBA 6 SAP Business Network Commerce Automation Fee 1 1 1 1 1 1
7 Cloud Platform Enterprise Agreement 1 unit= 1 Cloud credit 1620000 1620000 1620000 1620000 1620000
8 SAP Build base user 1 unit= 1 Active User 17250 100 17250 17250 17250 17250
9 SAP Build base developer 1 unit= 1 Active User 10 10 10 10 10 10
1 unit= 1 Capacity
10 SAP Build base runtime 9020 5620 9020 9020 9020 9020
Unit
1 unit= 1 Capacity
11 SAP HANA Cloud 4000 2100 4000 4000 4000 4000
Unit

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SAP CX Public Cloud Bill of Material

Product Serial Number Descripton Metrics SAIL Requirement Year 1 Year 2‐5
1 SAP Sales Cloud Version 2 User 200 50 200
SAP Sales Cloud Version 2, field
2 User 200 50 200
sales add‐on
CX ‐ Sales and Service SAP Sales Cloud Version 2, service
3 User 200 50 200
capabilities add‐on
SAP Sales Cloud and SAP Service
4 Tenent 2 2 2
Cloud Version 2, test tenant
SAP Commerce Cloud, composable
5 50000 Order 50000 1 1
CX ‐ edition, orders, access
Commerce SAP Commerce Cloud, composable
6 50000 Order 100000 2
edition, orders

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ANNEXURE XIV: SAP INFRASTRUCTURE DEPLOYMENT PLAN
Infrastructure Sizing

6th 8th 12th 14th 16th 18th 25th 31st 36th 42nd 48th 54th 60th
Day 0
Month Month Month Month Month Month Month Month Month Month Month Month Month

Expected concurrent User Growth ‐‐> 50 50 2425 4571 5485 5485 5485 5485 5485 5485
ASCS/ ERS ‐ 8GB RAM | 100 GB Storage 1
PRODUCTION

APPS ‐ 128GB RAM | 50 GB Storage 2 2 8 14 18 18 18 18 18 18

DB RAM in GB 256 512 3072 3072 4096 4096 6144 6144 7168 7168
S4HANA Embedded MDG & Gateway & TM

Ball Park Storage ‐ DB in GB (1 TB Buffer) 512 1536 1536 2048 2816 3636 4466 5298 6128 6960
Ballpark Total Storage needed in GB 1340 2876 2876 3644 4796 6026 7271 8519 9764 11012
ASCS/ ERS ‐ 8GB RAM | 100 GB Storage NA
APPS ‐ 128GB RAM | 100 GB Storage 1
Quality

DB RAM in GB 256 256 512 3072 3072 4096 4096 6144 6144 7168 7168
Ball Park Storage ‐ DB in GB (1 TB Buffer) 512 512 1536 1536 2048 2816 3636 4466 5298 6128 6960
Ballpark Total Storage needed in GB 1084 1084 2108 2108 2620 3388 4208 5038 5870 6700 7532
ASCS/ ERS ‐ 8GB RAM | 100 GB Storage NA
Development

APPS ‐ 128GB RAM | 100 GB Storage 1

DB RAM in GB 256 256 256 512 3072 3072 4096 4096 6144 6144 7168 7168
Ball Park Storage ‐ DB in GB 512 512 512 512 512 512 512 512 512 512 512 512
Ballpark Total Storage needed in GB 1340 1340 1340 1340 1340 1340 1340 1340 1340 1340 1340 1340
ASCS/ ERS ‐ 8GB RAM | 100 GB Storage NA
Sandbox

APPS ‐ 128GB RAM | 100 GB Storage 1

DB RAM in GB 512 512 512 512 512 512 1024 2048 3072 3072 3072 3072+ 3072+
Ball Park Storage ‐ DB in GB (1 TB Buffer) 1024 1024 1024 1024 1024 1024 1536 2304 3124 3954 4786 5616 6448
Ballpark Total Storage needed in GB 1596 1596 1596 1596 1596 1596 2108 2876 3696 4526 5358 6188 7020
APPS ‐ 32 GB RAM | 100 GB Storage 1 1 1 1 1 1 1 1 1 1 1 1
DEV

DB RAM in GB 128 128 128 128 128 128 128 128 128 128 128 128
Ballpark Total Storage needed in GB 868 868 868 868 868 868 868 868 868 868 868 868
APPS ‐ 32 GB RAM | 100 GB Storage 1 1 1 1 1
QAS
GRC

DB RAM in GB 256 256 256 256 256

Ballpark Total Storage needed in GB 1124 1348.8 1618.56 1942.272 1942
APPS ‐ 64 GB RAM | 100 GB Storage 1 1 1 1 1
PRD

DB RAM in GB 256 256 256 256 256

Ballpark Total Storage needed in GB 1124 1348.8 1618.56 1942.272 1942
APPS ‐ 64 GB RAM | 100 GB Storage 1 1 1 1 1 1 1 1 1 1 1
SAP ALM/ ADS

DEV

DB RAM in GB 128 128 128 128 128 128 128 128 128 128 128
Ballpark Total Storage needed in GB 868 868 868 868 868 868 868 868 868 868 868
APPS ‐ 128 GB RAM | 100 GB Storage 1 1 1 1
PRD

DB RAM in GB 256 256 256 256

Ballpark Total Storage needed in GB 1124 1461.2 1899.56 2469.428
QAS DEV PRD QAS DEV
WD ‐ S4HANA

APPS ‐ 16 GB RAM | 100 GB Storage 1

APPS ‐ 16 GB RAM | 100 GB Storage Shared with DEV

APPS ‐ 16 GB RAM | 100 GB Storage 1

APPS ‐ 64 GB RAM | 100 GB Storage
TM ‐ Optimizer

Can be shared with DEV

PRD

APPS ‐ 64 GB RAM | 50 GB Storage

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Infrastructure Deployment

1st 6th 8th 12th 14th 16th 18th 25th 31st 36th 42nd 48th 54th 60th
Month Month Month Month Month Month Month Month Month Month Month Month Month Month
PRODUCTION X
S/4HANA,

Gateway
and TM
MDG,

Quality X
Development X
Sandbox X
DEV X
GRC QAS X
PRD X
DEV X
ALM/ ADS
PRD X
DEV X
WD ‐
QAS X
S4HANA
PRD X
DEV X
TM ‐
QAS X
Optimizer
PRD X

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ANNEXURE XV: TRAINING PLAN

A. List of Trainings Planned

Total
Number of Approx. No of
SL Target Project Users
Training details Category Days per Users per batch
No. Audience Phase (Approx
module per module
)
1 Training during Project Preparation: Month 1

S/4HANA Product overview Project

a) Generic Project Team 3 180 180
Training Preparation
Training on MDG and aVC
Master data Project
b) (Advanced Variant Generic 5 12 12
team Preparation
Configuration)
2 Training during BBP (Business Blueprinting) of Phase IA, II and IIIA: Month 2
2.1 Training details for Core Team Member (CTM)
Functional Training (all
QM: 3
modules covered in Phase IA) Module dependent.
Functional BBP (Phase
a) Modules: SD, MM, FI, CO, PP, Generic PS: 2 Batch size / module 160
PM, QM, PS, Team IA, II, IIIA)
will remain within 20
Total Number of Modules: 8 Others: 5
Functional Training on the
additional solutions in Phase I:
PP/DS, aATP, EXIM, TM,
EWM, TRM, Cash Module dependent.
Functional BBP (Phase
b) Management, ReFX, Financial Generic 3 Batch size / module 100
Team IA, II, IIIA)
Three lines of Defense, E- will remain within 10
Notesheet
Total Number of Solutions: 10

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Total
Number of Approx. No of
SL Target Project Users
Training details Category Days per Users per batch
No. Audience Phase (Approx
module per module
)
Procurement BBP (Phase
c) Functional Training on Ariba Generic 5 20 20
Team IA, II, IIIA)
Functional Training on CRM BBP (Phase
d) Generic CRM Team 5 36 36
Solution IA, II, IIIA)
Technical Training Technical BBP (Phase
e) Generic 5 15 15
(ABAP/FIORI/BAS) Team IA, II,IIIA)
Specialized Technical Training
(SAP Datasphere /SAC/SAC-
Planning Technical), CPI, SAP
Technical BBP Phase
f) Build Base user, SAP Build Generic 5 15 15
Developer, SAP Build Runtime, Team IA
BTP-Hana cloud
Total Number of Solutions: 8
3 Phase IA Training: Month 13 and Month 14
3.1 Training plan for the Power Users (PU), Common for Phase-IA, II and IIIA: Month 13
Functional Training for SAIL Module specific
specific process of the basic batch size will be as
modules. mentioned below:
Modules: SD, MM, FI, CO, PP,
SD: 20
PM, QM, PS,
SAIL Functional Phase IA:
a) Total Number of Modules: 8 3 MM: 20 107
specific Users Testing FI & CO: 20
PP: 15
PM: 15
QM: 12
PS: 5
SAIL Users related Phase IA:
b) Functional Training on ARIBA 3 20 20
specific to Testing

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Total
Number of Approx. No of
SL Target Project Users
Training details Category Days per Users per batch
No. Audience Phase (Approx
module per module
)
Procurement

Functional Training on the

additional solutions related to Users related Module dependent.
SAIL Phase IA:
c) procurement: TM, EWM, to 3 Batch size / module 80
EXIM, E-Notesheet specific Testing
Procurement will remain within 20
Total Number of Solutions: 4
Functional Training on CRM SAIL Users related Phase IA:
d) 3 20
Solution specific to Marketing Testing Module dependent.
Functional Training on the Total number of
additional solutions related to participants for both
sales and dispatch: aATP, Users related serial number d) &
SAIL Phase IA:
e) Transportation Management, to sales and 3 e) will remain within 100
specific Testing
EWM, EXIM, E-Notesheet. dispatch 20
Total Number of Solutions: 5
Functional Training on Users related
SAIL Phase IA: Batch size will
f) Production Planning and to Production 3 15
specific Testing remain within 15
Detailed Scheduling (PP/DS) and Planning
Functional Training on the
additional solutions related to
Finance: Re-Fx (Contract and
SAIL Users related Phase IA: Batch size will
g) Lease Management), TRM, 3 40
Cash Management, Financial specific to Finance Testing remain within 10
Three Lines of Defense
Total Number of Solutions: 4
Training on MDG and aVC Users related
SAIL Phase IA: Batch size will
h) (Advanced Variant to Master 3 5
specific Testing remain within 5
Configuration) Data

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Total
Number of Approx. No of
SL Target Project Users
Training details Category Days per Users per batch
No. Audience Phase (Approx
module per module
)
Specialized Technical Training
(SAP Datasphere, SAC, CPI,
SAP Build Base user, SAP Users related
SAIL Phase IA: Batch Size will
i) Build Developer, SAP Build to Technical 3 70
specific Testing remain within 10
Runtime, BTP-Hana cloud Modules
Total Number of Solutions: 7
3.2 Training to the End Users by Power Users: Month 14
Module dependent.
Functional Training (all SAIL Core Team: Phase IA:
a) 3 Batch size / module 90
modules covered in Phase IA) specific Functional Testing
will remain within 10
Module dependent.
Technical Training (all modules SAIL Core Team: Phase IA:
b) 3 Batch size / module 90
covered in Phase IA) specific Technical Testing
will remain within 10
4 Phase II Training (Training to the End Users by Power Users) : Month 21
Module dependent.
Functional Training (all SAIL Core Team: Phase II:
a) 3 Batch size / module 90
modules covered in Phase IA) specific Functional Testing
will remain within 10
Module dependent.
Technical Training (all modules SAIL Core Team: Phase II:
b) 3 Batch size / module 90
covered in Phase IA) specific Technical Testing
will remain within 10

5 Phase IIIA Training (Training to the End Users by Power Users) : Month 26
Module dependent.
Functional Training (all SAIL Core Team: Phase III-A:
a) 3 Batch size / module 90
modules covered in Phase IA) specific Functional Testing
will remain within 10
Module dependent.
Technical Training (all modules SAIL Core Team: Phase III-A:
b) 3 Batch size / module 90
covered in Phase IA) specific Technical Testing
will remain within 10

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Total
Number of Approx. No of
SL Target Project Users
Training details Category Days per Users per batch
No. Audience Phase (Approx
module per module
)
6 Phase IIIB: Month 24 and Month 28
6.1 Training details for Core Team Member (CTM) during BBP Phase-III-B: Month 24
Functional Training (all
modules covered in Phase III-
B) Module dependent.
Functional BBP Phase
a) Modules: SAC-Planning, Generic 5 Batch size / module 60
Group reporting, AMS (Audit Team III-B
will remain within 20
Management System)
Number of Modules: 3
Training details for Power
6.2
User (PU) : Month 28
Functional Training (all
modules covered in Phase III-
B) Module dependent.
Functional Phase III-B:
a) Modules: SAC-Planning, Generic 5 Batch size / module 30
Group reporting, AMS (Audit Team Testing
will remain within 10
Management System)
Number of Modules: 3
6.3 Training to the End Users by Power Users, Phase -III B: Month 28

Functional Training (all Module dependent.

SAIL Core Team: Phase III-B:
b) modules covered in Phase III- 3 Batch size / module 30
specific Functional Testing
B) will remain within 10

Module dependent.
Technical Training (all modules SAIL Core Team: Phase III-B:
c) 3 Batch size / module 30
covered in Phase III-B) specific Technical Testing
will remain within 10

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B. End User Training

Total number of SAP users in the future landscape of SAIL across all modules has been
estimated as 13,170. All these end users need to be trained in the new landscape with the new
solutions before the Go Live stage so as to ensure that they are able to key in SAP transactions
related to their area of work immediately after Go Live. For handling such a large number of end
users it is proposed to use ‘Train the trainer’ approach i.e. the Power Users get trained by IP
(refer Section B above) on various modules and , in turn, train further end users, who further
train other end users handling similar area of work and this cycle will continue to ensure that all
end users become ‘testing ready’ and eventually ‘transaction ready’. During such trainings, the
IP shall also get involved and provide suitable assistance as is needed to ensure that end users
are properly trained.

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ANNEXURE XVI: MANPOWER REQUIREMENT DURING POST GO-LIVE SUPPORT
Modules/ Skills M32 M33 M34 M35 M36 M37 M38 M39 M40 M41 M42 M43 M44 M45 M46 M47 M48 M49 M50 M51 M52 M53 M54 M55 M56 M57 M58 M59 M60
Project Manager 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Sales and Distribution + EWM 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Material Management + EWM 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Onsite Deployment
Transportation Management 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Production Planning + PP/DS 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Finance + Group Reporting +TRM+ Cash 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Controlling 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Plant Maintenance + Quality Management 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
ABAP 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Cloud Integrator (CI) 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
BASIS 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
SAP Analytics on Cloud (SAC) (including SAC‐Planning 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Sales and Distribution 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Material Management + EWM 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Transportation Management 1 1 1 1 1 1 1 1 1 1 1 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5
Production Planning + PP/DS +MES 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Finance + Group Reporting +TRM 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Controlling 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Cash Mngmt 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5
Plant Maintenance + Quality Management 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Supplier Relationship Management (ARIBA) 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3
Offshore Deployment

Customer Relationship Management (CRM) 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

Project System 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25
Master Data Governance (MDG) 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25
Audit Management System (AMS) 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25
Open Text / DMS (ADA) 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5
Governance Risk and Control (GRC) ‐ AC 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25
Flexible Real Estate (ReFX) 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25
ABAP 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5
BTP
SAP Analytics on Cloud (SAC) 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Datasphere 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5
Business Application Studio (BAS) 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5
SAP Build Base user 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
SAP Build Developer 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5
SAP Build Runtime 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5 0.5

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ANNEXURE XVII: CONTRACT AGREEMENT FORMAT

FORM OF CONTRACT AGREEMENT

(To be entered on a Non-Judicial Stamped Paper of Suitable Value)

This Agreement is made at _ on the _ day of _________ 2026

between SAIL-CO, New Delhi, hereinafter called “the Employer” of the one part and
_________________ (Name of IP) (Address of IP)
______________________________________ of ____________ hereinafter called “the
Implementation Partner - IP” of the other part.

Whereas the Employer is desirous that certain Works should be executed, viz Centralised S/4
HANA Implementation Project (as described on these bidding documents) hereinafter called
“the Works” and has accepted a bid by the IP for the execution and completion of such works
(*** as well as guarantee of such works) and the remedying of defects therein. NOW THIS
AGREEMENT WITNESSETH as follows:

1. In this Agreement words and expression shall have the same meanings as are
respectively assigned to them in the Conditions of Contract hereinafter referred to.

2. The following documents shall be deemed to form and be read / construed as part of this
Agreement, viz:
(a) Letter of Acceptance
(b) Conditions of Contract
(c) Scope of the Work
(d) Bid proposal (Techno-Commercial and Price)
(e) Addenda, if any
(f) Integrity Pact
(g) Any other item as applicable*

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3. In consideration of the payments to be made by the Employer to the IP as hereinafter

mentioned, the IP hereby covenants with the Employer to execute and complete the works by
**________ and remedy any defects therein in conformity in all respects with the provisions of
the Contract.
4. The Employer hereby covenants to pay the IP in consideration of the execution and
completion of the works and the remedying of defects therein, the Contract Price of
**Rs__________ being the sum stated in the letter of acceptance subject to such additions
thereto or deductions there from as may be made under the provisions of the Contract at the
times and in the manner prescribed by the Contract.
5. In the event of any conflict or inconsistency between the documents forming part of the
Contract, the order of precedence shall be as follows:
(a) This Agreement;
(b) Letter of Acceptance
(c) Conditions of Contract;
(d) Scope of Work;
(e) Bid Proposal (Techno-Commercial and Price);
(f) Addenda and other documents
6. This Agreement shall be governed by and construed in accordance with the laws of India and
shall be subject to the jurisdiction as specified in the Conditions of Contract. The Mutual Non-
Disclosure Agreement executed between the Parties shall also be governed by and construed in
accordance with the laws of India and shall be subject to the same jurisdiction

IN WITNESS WHEREOF the parties hereto have caused their respective Common Seals to be
hereunto affixed / (or have hereunto set their respective hands and seals) the day and year first
above written.

For and on behalf of the IP For and on behalf of the Employer

Signature of the authorized official Signature of the authorized official
Name of the official Name of the official
Stamp / Seal of the IP Stamp / Seal of the Employer

SIGNED, SEALED AND DELIVERED

By the said By the said

Name ___________________ Name

on behalf of the IP on behalf of the Employer

in the presence of: in the presence of:

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Witness _ Witness _

Name ___________________ Name ____________________
Address__________________ Address___________________

Note:
* To be made out by the Employer at the time of finalization of the Form of Agreement.
** Blanks to be filled by the Employer at the time of finalization of the Form of Agreement.
*** To be deleted if not applicable

SAIL will sign two separate agreements as per follows:

i). As per subsection A of the Annexure-III of this document
ii). As per subsection B of the Annexure-III of this document

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ANNEXURE XVIII: SELF CERTIFICATION AND UNDERTAKING BY BIDDER REGARDING

INSOLVENCY/LIQUIDATION PROCESS UNDER NCLT

ANNEXURE-XVIII
Self Certification and Undertaking by Bidder regarding Insolvency/Liquidation Process
under NCLT
(on non-judicial stamp paper of appropriate value)

To,
---------------------------
Steel Authority of India Ltd
---------------------------
----------------------------
(Name & Address of the Employer)

Sub: Tender for........................................ - Submission of Undertaking by......................

Ref: Invitation for Bid No.....................Dt.......................

Dear Sir,
The undersigned hereby certifies that no corporate insolvency resolution/liquidation process has
commenced in respect of the bidder herein as on the date of submission of tender documents
pertaining to the above referred Invitation for Bid.
We undertake to inform SAIL as soon as any corporate insolvency resolution/liquidation
process, is initiated against us.
Thanking you,

Yours sincerely,

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ANNEXURE XIX: PERFORMANCE BANK GUARANTEE

ANNEXURE - XIX
PERFORMANCE BANK GUARANTEE
(To be executed on Non-Judicial Stamp Paper of appropriate value)
....................................................................................................................... (Name of the Bank)
Address ..............................................................................................................................
Guarantee No. .......................................
A/c Messrs ..................................................................................................(Name of Contractor)
Date of Expiry ........................................
Limit to liability (currency & amount)
..............................................................................................
Contract No. .............................................................................................................................
For ................................................................................................................. (Name of
Facilities)

Subject :................................................................. Performance Bank Guarantee.

Date .................................. 20..
To
.......................................................
.......................................................
.......................................................
[Name and Address of Employer]
Dear Sir,
We refer to the Contract Agreement (hereinafter called the “Contract”) Reference No.
..................... Dated ............. between you and M/s. (Name of the Contractor) (hereinafter
called the “Contractor”) for the design, civil, manufacture, supply of plant & equipment,
refractories and structures, storage, insurance & handling, erection, testing, commissioning and
performance guarantee tests of . (Name of the Facilities).
Whereas the Implementation Partner (IP) has undertaken to produce a Bank guarantee
under the Contract including any amendment thereto, to secure its obligations to you for the
performance of the Contract including the guarantees and warranty of the Facilities & the
equipment supplied.

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1. We ............................................ (Name of the Bank) do hereby expressly irrevocably

and unreservedly undertake to unconditionally pay to you merely on your written
demand, without referring it to the contractor and without protest and demur an amount
not exceeding ................................. (currency and amount). Any such demand made
on us shall be conclusive as regards the amount due and payable by us under this
guarantee/ any extension thereto. However, our liability under this guarantee shall be
restricted to an amount not exceeding .......................
2. This Guarantee shall be operable / encashable at ……………. (Name of Bank),
………………..(Branch), (Location of designated Steel plant / Delhi/ Mumbai/ Chennai/
Kolkata/ Hyderabad/ Bangalore).
3. Notwithstanding anything to the contrary we agree that your decision as to whether the
Implementation Partner (IP) has committed a breach of any terms and conditions of the
contract shall be final and binding on us and we shall not be entitled to ask you to
establish your claim or claims under this Guarantee but shall pay the same forthwith
without any objection or excuse.
4. We undertake to pay to you any money so demanded notwithstanding any dispute or
disputes raised by the Contractor(s) / supplier(s) in any suit or proceeding pending
before any court or Tribunal or arbitration relating thereto, our liability under these
presents being absolute and unequivocal.
The payment so made by us under this Guarantee shall be a valid discharge of our
liability for payment thereunder.
5. This guarantee shall come into force from the date of issue of this guarantee and shall
remain irrevocably valid and inforce initially upto______________ and the same shall be
extended further until the expiry of the Defect Liability Period of the said Contract.
6. This guarantee shall not in any way be affected by you taking any securities from the
Implementation Partner (IP) or by the winding up, dissolution, insolvency or death as the
case may be of the Contractor. We shall not be entitled to proceed against the assets of
the Implementation Partner (IP) at your site
7. In order to give full effect to the Guarantee herein contained, you shall be entitled to act
as if we were your principal debtors in respect of all your claims against the Contractor,
hereby guaranteed by us as aforesaid and we hereby expressly waive all our suretyship
and other rights, if any, which are in any way inconsistent with the above or any other
provisions of this Guarantee.
8. This guarantee is in addition to any other guarantee or guarantees given to you by us.
9. This guarantee shall not be discharged by any change in the constitution of the
Implementation Partner (IP) or us, nor shall it be affected by any change in your
constitution or by any amalgamation or absorption thereof or therewith but will ensure for
and be available to and effaceable by the absorbing or amalgamated company or
concern.

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10. Notwithstanding anything contained herein before our liability under this guarantee is
restricted upto a sum ............. (currency and amount) and shall expire on .............
unless a claim or demand is made on us in writing within one year of the expiry date all
your rights shall be forfeited and we shall stand relieved and discharged from our
liabilities hereunder.
11. We, the said Bank confirm that the Signatory(ies) of this Guarantee is/are authorized to
issue this Guarantee on behalf of the Bank and the Bank undertakes the full
responsibility to this effect.

Your faithfully

Dated ......... day of ............... 20....

For .................................................
(Name of the Bank)

Note: The non-judicial stamp (NJS) paper should be purchased in the name of the Bank issuing
the BG; date of purchase of NJS paper should not be prior to the date of issue of the tender /
contract as the case may be.

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ANNEXURE XX: BID SECURITY BANK GUARANTEE

ANNEXURE - XX

BID SECURITY BANK GUARANTEE

(On Non-Judicial Stamp Paper of appropriate value)

...............................................................................................……… (Name of the Bank)

Address.......................................................................
…………………….............................................................
Guarantee No. .......................................

A/c Messrs............................................................................................... (Name of Bidder)

Date of Expiry........................................

Limit to liability (currency & amount) ..................................................................................

Invitation For Bid No. ......................................................... dated ..........................................

For...................................................................................................... (Name of Facilities)

Subject : Bid Security Bank Guarantee.

Date .................................. 20....

To
.......................................................
Steel Authority of India Limited
.......................................................
.......................................................
[Name and Address of Employer]

Dear Sir,

In consideration of the ___________ (Name of Employer)(hereinafter called

“Employer”) which expression shall unless repugnant to the subject or context include his
successors and assigns having agreed to exempt M/s ___________ (hereinafter called
“Bidder”) from demand under the terms & conditions of the tender (hereinafter called the said
“Bidding Document”) issued by the Employer vide No. ________ for the works _______ (Name
of the Facilities) from deposit of Bid Security in the form of Demand draft/ cheque for the due
fulfillment by the Bidder of the terms and conditions contained in the said Bidding Document
including any amendments thereto on production of Bank Guarantee for Rs. / ________
(Rupees / or equivalent amount in any freely convertible foreign currency)(________ only)
(figure in words).

1. We ............................................ (Name of the Bank) do hereby expressly irrevocably

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on us shall be conclusive as regards the amount due and payable by us under this
guarantee. However, our liability under this guarantee shall be restricted to an amount
not exceeding .......................

2. Notwithstanding anything to the contrary we agree that your decision as to whether the
Implementation Partner (IP) has committed a breach of any terms and conditions of the
contract shall be final and binding on us and we shall not be entitled to ask you to
establish your claim or claims under this Guarantee but shall pay the same forthwith
without any objection or excuse.

3. We undertake to pay to you any money so demanded notwithstanding any dispute or

disputes raised by the Contractor(s) / supplier(s) in any suit or proceeding pending before any
court or Tribunal or arbitration relating thereto, our liability under these presents being absolute
and unequivocal.
The payment so made by us under this Guarantee shall be a valid discharge of our
liability for payment thereunder.

4. This guarantee shall come into force from the date of issue of this guarantee and shall
remain irrevocably valid and inforce initially upto ______________ unless a demand or
claim under this guarantee is made on us in writing on or before _______________ we
shall be discharged from all liability under this guarantee.

5. We _______________ Bank Ltd. further agree with you that you shall have the fullest
liberty without our consent and without affecting in any manner our obligations
hereunder to vary any of the terms and conditions of the said Bidding Document and we
shall not be relieved from our liability by reason of any such variation.

6. It shall not be necessary for the Employer to proceed against the Bidder before
proceeding against the Bank and the Guarantee herein contained shall be enforceable
against the Bank, notwithstanding any security which Employer may have obtained from
the Bidder at this time when proceedings are taken against Bank hereunder be
outstanding or unrealised.

7. We _______________ Bank Ltd. further undertake to unconditionally pay the amount

claimed by the Employer merely on demand and without protest or demur to the extent
aforesaid.

8. Notwithstanding anything contained herein before our liability under this guarantee is
restricted upto a sum ............. (currency and amount) and shall expire on .............
unless a claim or demand is made on us in writing within one year of expiry date all your
rights shall be forfeited and we shall stand relieved and discharged from our liabilities
hereunder.

9. We, the said Bank lastly undertake not to revoke this guarantee during its currency
except with the previous consent of the Employer in writing and agree that any change in
the constitution of the Employer or the Bidder or the said Bank shall not discharge our
liability hereunder dated ________ day of ___________ 20.. _______ for
__________________________ Bank Ltd.

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10. We, the said Bank lastly confirm that the Signatory(s) of this Guarantee is/are authorized
to issue this Guarantee on behalf of the Bank and the Bank undertakes the full
responsibility to this effect.

Yours faithfully

For ..........................................
(Name of the Bank)

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ANNEXURE XXI: FORMAT FOR NON-COLLUSIVE TENDERING CERTIFICATE

ANNEXURE - XXI

FORMAT FOR NON-COLLUSIVE TENDERING CERTIFICATE

(to be signed by an authorised person on the Tenderer’s behalf)
To
Plants/ Units
Steel Authority of India Limited
Place
Dear Sir/ Madam,
Non-Collusive Tendering Certificate for {Contract No. ( )} (the “Contract”)

1. We, (name(s) of the tenderer(s)) of (address(es) of the tenderer(s)) refer to the tender for
the contract (the “Tender”) and our bid in relation to the Tender.

Non-collusion
2. We represent and warrant that in relation to the Tender:
(a) Our bid was developed genuinely, independently and made with the intention to accept
the Contract if awarded;
(b) Our bid was not prepared with any agreement, arrangement, communication,
understanding, promise of undertaking with any person (including any other tenderer
or competitor) regarding:
i) prices;
ii) methods, factors or formulas used to calculate prices;
iii) an intention or decision to submit, a bid;
iv) an intention or decision to withdraw a bid;
v) the submission of bid that does not conform with the requirements of the tender;
vi) the quality, quantity, specifications or delivery particulars of the products or services
to which this tender relates; and
vii) the terms of the bid, and we undertake that we will not, prior to the award of the
Contract, enter into or engage in any of the foregoing.

3. Paragraph 2(b) of this certificate shall not apply to agreements, arrangements,

communications, understandings, promises or undertakings with:

(a) the Plants/ Units, Steel Authority of India Limited, Place;

(b) a joint venture partner, where joint venture agreements, arrangements, relevant to the
bid exist and which are notified to the Plants/ Units--------, Steel Authority of India
Limited, Place -----------;

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(c) consultants or sub-contractors, provided that the communications are held in strict
confidence and limited to the information required to facilitate that particular consultancy
arrangement or sub-contract;
(d) professional advisers, provided that the communications are held in strict confidence
and limited to the information required for the adviser to render their professional
advice in relation to the Tender;
(e) insurers or brokers for the purpose of obtaining an insurance quote, provided that the
communications are held in strict confidence and limited to the information required to
facilitate that particular insurance arrangement; and
(f) banks for the purpose of obtaining financing for the contract, provided that the
communications are held in strict confidence and limited to the information required to
facilitate that financing.

Disclosure of subcontracting
4. We understand that we are required to disclose all intended sub-contracting arrangements
relating to the Tender to the Plants/ Units--------, Steel Authority of India Limited, Place --------
----- , including those which are entered into after the Contract is awarded. We warrant that
we have duly disclosed and will continue to disclose such arrangements to the Plants/ Units-
-------, Steel Authority of India Limited, Place -------------.
Consequences of breach or non-compliance
5. We understand that in the event of any breach or non-compliance with any warranties or
undertakings in this certificate, the Plants/ Units--------, Steel Authority of India Limited, Place
------------- may, at its discretion, invalidate our bid, exclude us in future tenders, pursue
damages or other forms of redress from us (including but not limited to damages for delay,
costs and expenses of re-tendering and other costs incurred), and /or (in the event that we
are awarded the Contract) terminate the Contract.
6. Under the competition Ordinance, bid-rigging is serious anti-competitive conduct. We
understand that the Plants/ Units--------, Steel Authority of India Limited, Place -------------
may, at its discretion, report all suspected instances of bid-rigging to the Competition
Commission (the “Commission”) and provide the commission with any relevant information,
including but not limited to information on our bid and our personal information.

Signed for and on behalf of the (tenderer)

Signature:
Name:
Position:
Date:

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ANNEXURE XXII: CONFIDENTIAL MUTUAL NON-DISCLOSURE AGREEMENT

CONFIDENTIAL MUTUAL NON-DISCLOSURE AGREEMENT

(To be entered on a Non-Judicial Stamp Paper of Suitable Value)

This mutual NON DISCLOSURE AGREEMENT (‘this Agreement) is entered into effective as of
the <DATE>, between <Name and Address first party> which expression shall unless repugnant
to the context include its successor, representatives, administrators and permitted assigns and
<Name and Address second party> which expression shall unless repugnant to the
context include its successor, representatives, administrators and permitted assigns
WHEREAS, the Parties are entering into Contract on the Implementation of Centralized
SAP S/4HANA Implementation Project.

In the course of this Agreement, the party disclosing confidential information will
hereinafter be referred to as the 1st Party (i.e., “Disclosing Party”) and the party
receiving information will be referred to as the 2nd Party ( i.e. “Receiving Party”).

The 2nd Party ( i.e. “Receiving Party”) and the 1st Party (i.e., “Disclosing Party”) are
jointly referred to as “Parties” and individually as a “Party”.

WHEREAS, the Parties are required to disclose to each other, confidential information
in connection with such proposed business arrangement as aforesaid.
The parties recognize that careful protection and non-disclosure of the Confidential
Information by the Receiving Party is absolutely necessary.

NOW IT IS HEREBY AGREED BY AND BETWEEN THE PARTIESHERETO AS

FOLLOWS:
1. Definitions:- Confidential Information means communications or data information
disclosed by the Disclosing Party to the Receiving Party and marked as
confidential at the time of disclosure, which includes concept, idea, know-how,
process, technique, data classification techniques, data structures, technology,
features and enhancements, software, business plans, marketing materials and
plans, technical or financial information, proposals, sketches, models, samples,
computer programs and documentation, drawings, specifications, data, databases,
price lists, prices etc. disclosed by either party, whether conveyed in oral, written,
graphic, or electronic form or otherwise.
2. The term “Representatives” shall mean, the directors, officers, employees,
consultants, bankers, attorneys, agents and advisors of either Party.

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3. The Receiving Party agrees that it shall treat the Confidential Information as
confidential using reasonable safeguards against the unauthorized disclosure of
the Confidential Information and that it shall protect such Confidential Information
at least as securely as it protects its own proprietary and confidential information,
which in any event shall not be less than a reasonable standard of care.
4. Within a period of Fifteen (15) days after signing of this Agreement , the
parties will exchange name of person(s) authorized to give and receive the
confidential information

It shall be obligatory on both the parties to intimate the other party, any change of
name of the persons so authorized to disclose and/or receive the Confidential
Information. However responsibility of Non-disclosure will remain upon receiving party.
5. The Parties agrees that:
i. The documents provided hereunder containing Confidential Information
shall be used solely for the purpose of evaluating its interest in the
proposed business arrangements.
ii. It will not use such Confidential Information for any purpose other than for
which it has been provided.
iii. It will not distribute, disclose or disseminate Confidential Information to
anyone except it’s Representatives with a need to know who are involved
in the consideration or performance of the proposed business
arrangements described herein or as required by law.
6. This Agreement shall not apply to Confidential Information that:
a. Is now, or in the future enters in to the public domain through no fault of
the R e c e i v i n g P a r t y ;or
b. Has been disclosed to the Receiving Party by a third party without
restriction; or
c. Is known to the general public through publication or otherwise ;or
d. Is already known to Receiving Party at the time of its disclosure ;or
e. Is independently developed by the Receiving Party
7. Receiving Party may disclose Confidential Information as part of judicial action
provided; for the same receiving Party gives the Disclosing Party advance written
notice of such proposed disclosure.
8. The Receiving Party shall inform its associates of the confidential nature of the
Confidential Information and require them to keep the same confidential, and the
Receiving Party shall remain responsible for any breach of confidentiality by such
associates.
9. The Confidential Information shall remain the sole property of Disclosing Party.
10. Except as expressly provided herein, no license or right is granted by Disclosing
Party under any patent, patent application, trademark, copyright, software or trade
secret.
11. Any modifications or amendment to this Agreement must be in writing and signed
by authorized officials of each Party.
12. Unless otherwise determined earlier, this agreement shall remain valid for a period
of seven (7) years. Parties shall remain obligated to keep the information as

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confidential for a period of 3 years after the expiry or termination of this contract
whichever is earlier.
13. No failure or delay in exercising any right under this Agreement shall operate as a
waiver thereof.
14. All Confidential Information of the Disclosing Party in tangible form that is in the
possession of the Receiving Party shall be returned upon completion of the
purpose or destroyed upon request of the Disclosing Party to which it pertains.
15. If any clause, provision or term of this Agreement is declared illegal, invalid,or
unenforceable under applicable present or future laws, then those of theclauses of
this agreement which are distinguishable and separable shall not be affected and,
in lieu of any such clause ,provision, or term, there shall be added with mutual
consent as a part hereof a substitute clause, provision or term as similar in
substance to such illegal, invalid or unenforceable clause, provision or term as
may be possible.
16. This Agreement shall be binding on and inure to the benefit of the Parties hereto
and their respective successors and assigns. It is understood that the affected
party may seek remedy in accordance with the terms and conditions of the subject
agreement and Law (for injunction, if any)
17. The Parties warrant and represent that the signatory has the authority to enter into
this Agreement on behalf of the Disclosing Party and Receiving Party respectively.
18. This Agreement may be executed in counterparts, each of which shall be deemed
to be an original, and all of which shall constitute the same instrument. This
Agreement shall become effective when signed by the Parties in accordance with
this paragraph.
19. The Disclosing Party makes no representation or warranty, express or implied,
including as to the quality, accuracy and completeness of the Confidential
Information disclosed pursuant to this Agreement. The First Party (I.e. Disclosing
Party), its affiliates and their representatives shall have no liability whatsoever with
respect to the use of or reliance upon the Confidential information by the
Receiving Party.
20. Any notice or written communication other than those made in usual performance
of this contract, provided for in this agreement by any party to the other shall be
made in English and delivered in person or email and followed by registered post/
Speed post.
21. This Agreement shall be governed by and construed in accordance with the laws
of India and shall be subject to the jurisdiction as specified in the Conditions of
Contract.
22. All additions or modifications to this Agreement must be made in writing and must
be executed by both the parties.

For<FirstParty> For<SecondParty>

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Signature Signature

Name: Name:

Designation: Designation:

1. Witness 2. Witness

Signature Signature
Name Name
Address Address

* Seat of Arbitration should be Plant/Unit location which has signed the contract or to which
this contract pertains.

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ANNEXURE XXIII: BID FORM

BID FORM
Bidder’s Ref. No. -------------------------------
Date:

To:
____________________________
____________________________
____________________________
[Name and address of Employer] [Name of Facilities]

Ref.: Your Tender no._________________________

Dear Sir,

Having examined the bidding documents, including Addenda, the receipt of which is hereby
acknowledged, we, the undersigned, offer the above-named Facilities in full conformity with the said
bidding documents for the sum as mentioned in Price Bid or such other sums as may be determined in
accordance with the terms and conditions of the Contract.

We further undertake, if invited to do so by you, and at our own cost, to attend a clarification meeting at a
place of your choice, for the purpose of reviewing our Bid and duly noting all amendments and additions
thereto, and noting omissions therefrom that you may require.

We undertake, if our bid is accepted, to commence execution of work of the Facilities and to achieve
completion within the respective times stated in the bidding documents / quoted by us in our bid.

If our bid is accepted, we undertake to provide a Performance Bank Guarantee in the form, in the amount,
and within the time specified in the bidding documents.

We agree to abide by this bid, which consists of this letter and Attachments hereto, for a period of
…………………..days (as stipulated in the tender) from the date fixed for submission of bids as stipulated
in the bidding documents, and it shall remain binding upon us and may be accepted by you at any time
before the expiration of that period.

Until a formal Contract is prepared and executed between us, this bid, together with your written
acceptance thereof and your notification of award, shall constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any bid you may receive and in-turn we will
not have any rights to raise any claim, whatsoever it may be, due to or arising out of rejection of our bids.

Dated this day of, 20... _________________ [signature]

In the capacity of ___________________________________[position]

Duly authorised to sign this bid for and on behalf of ____________________[name of bidder]

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ANNEXURE XXIV- COMPLIANCE OF THE CLAUSES

BIDDERS SHALL SUBMIT COMPLIANCE OF THE CLAUSES GIVEN BELOW IN THEIR

OFFER.
This is as per office OM [Link].6/18/2019-PPD dated 23rd July 2020 inserting Rule 144 (xi) in the General
Finance Rules (GFRs) 2017 by “Department of Expenditure, Public Procurement Division, Ministry of
Finance”.
I. Any bidder from a country which shares a land border with India will be eligible to bid in this tender,
only if the bidder is registered with the Competent Authority. Competent Authority for the purpose of
registration shall be the Registration Committee constituted by the Department for Promotion of
Industry and Internal Trade (DPIIT).

II. "Bidder" (including the term 'Tenderer', 'Bidder', 'Contractor', 'Consortium' or 'Service Provider' in
certain contexts) means any person or firm or company, including any member of a consortium or
joint venture (that is an association of several persons, or firms or companies), every artificial juridical
person not falling in any of the descriptions of bidders stated hereinbefore, including any agency
branch or office controlled by such person, participating in a procurement process.
III. "Bidder from a country which shares a land border with India" for the purpose of this Order means:
a. An entity incorporated, established or registered in such a country; or
b. A subsidiary of an entity incorporated, established or registered in such a country; or
c. An entity substantially controlled through entities incorporated, established or registered
in such a country; or
d. An entity whose beneficial owner is situated in such a country; or
e. An Indian (or other) agent of such an entity; or
f. A natural person who is a citizen of such a country; or
g. A consortium or joint venture where any member of the consortium or joint venture falls
under any of the above
IV. The beneficial owner for the purpose of (III) above will be as under:
1. In case of a company or Limited Liability Partnership, the beneficial owner is the natural
person(s), who, whether acting alone or together, or through one or more juridical person,
has a controlling ownership interest or who exercises control through other means.
Explanation -
a) "Controlling ownership interest" means ownership of or entitlement to more than twenty-
five per cent of shares or capital or profits of the company;
b) "Control" shall include the right to appoint majority of the directors or to control the
management or policy decisions including by virtue of their shareholding or management
rights or shareholders agreements or voting agreements;
2. In case of a partnership firm, the beneficial owner is the natural person(s) who, whether
acting alone or together, or through one or more juridical person, has ownership of
entitlement to more than fifteen percent of capital or profits of the partnership;
3. In case of an unincorporated association or body of individuals, the beneficial owner is the
natural person(s), who, whether acting alone or together, or through one or more juridical
person, has ownership of or entitlement to more than fifteen percent of the property or capital
or profits of such association or body of individuals;
4. Where no natural person is identified under (1 ) or (2) or (3) above, the beneficial owner is the
relevant natural person who holds the position of senior managing official;
5. In case of a trust, the identification of beneficial owner(s) shall include identification of the
author of the trust, the trustee, the beneficiaries with fifteen percent or more interest in the
trust and any other natural person exercising ultimate effective control over the trust through
a chain of control or ownership.
V. An Agent is a person employed to do any act for another, or to represent another in dealings with
third person.
VI. The successful bidder shall not be allowed to sub-contract works to any contractor from a country
which shares a land border with India unless such contractor is registered with the Competent

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Authority. The definition of “contractor from a country which shares a land border with India” shall
be as in paragraph III above.
VII. Validity of Registration: Registration should be valid at the time of submission of bids and should
be valid at the time of placement of order.
VIII. The above provisions will not be applicable to bidders from those countries (even if sharing a land
border with India) to which the Government of India has extended lines of credit or in which the
Government of India is engaged in development projects (as per list given in the website of the
Ministry of External Affairs).
IX. The bidder shall submit a certificate/ undertaking for compliance with regard to above as given at
Appendix-1 to Annexure-XXIV.

Any false declaration and non-compliance of the above would be a ground for immediate rejection of offer
or termination of the contract and further legal action in accordance with the laws.

*********

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Appendix-1 to ANNEXURE-XXIV

CERTIFICATE/ UNDERTAKING FOR COMPLIANCE WITH REGARD TO

GUIDELINES GIVEN AT ANNEXURE-XXIV
Date:……………..
To
The Steel Authority of India Limited
……………………………………..
……………………………………...

Sub: Tender for ……………………………………………………………… - Submission of

Certificate/Undertaking by ………………
Ref: …………………………………

Dear Sirs,
A. (as the case may be)
We have read and understood the clauses given at Annexure-XXIV. We hereby certify that we are
not included under any of the clauses appearing in the guidelines at Annexure-10 and we are
eligible to quote for this tender.
OR
We have read and understood the clauses given at Annexure- XXIV We hereby certify that we
are eligible to quote for this tender, based on registration with the Competent Authority. The
validity of the registration is upto _____ and this shall be kept valid at the time of placement of
order (if any). A copy of the registration issued by Competent Authority, duly notarized is attached
herewith.

B. We hereby certify and undertake that in case of becoming successful bidder, we shall mandatorily
comply with clause VI of the guidelines at Annexure- XXIV.

C. We hereby confirm and accept that any false declaration and non-compliance of the clauses
given in Annexure- XXIV would be a ground for immediate rejection of our offer or termination of
the contract and further legal action in accordance with the laws.

Dated this day of, 20... _________________ [signature]

In the capacity of ___________________________________[position]

Duly authorised to sign this bid for and on behalf of ____________________ [name of bidder]

Note: The above Certificate in Original shall be submitted in the letterhead of the bidder and signed by the
Power of Attorney holder, who is authorized to sign the bid documents

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ANNEXURE XXV: TECHNICAL ELIGIBILITY DOCUMENTS

SN Type of Document (for Issuing Contact official Contact Official

eg. Work order / job authority Name, Landline &
completion certificate/ Company designation & Mobile
Invoice / RA bill/ Final details (with email address Number of
bill etc.) full postal of Issuing Issuing
address) Authority Authority
1
2

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ANNEXURE XXVI: BID-SECURING DECLARATION

Bid-Securing Declaration
(In lieu of Bid Security)

Bidder’s Ref. No. -------------------------------

Date:_________________

[Ref- Invitation For Bid No. ......................................................... dated ..........................................

For...................................................................................................... (Name of Facilities)]

Dear Sir,
I/We*, the undersigned, declare that:
I/We* understand that, according to your conditions, bids must be supported by a Bid-Securing
Declaration in lieu of Bid Security.
I/We* understand that if I/We* withdraw or modify our Bids during the period of validity, or if I/We* go for
any other breach of the Bid, or if I/We* are awarded the contract and I/We fail to sign the contract, or to
submit a performance bank guarantee before the deadline defined at ITB in the request for bids
document, I/We will be suspended for the period of one year from being eligible to submit Bids for all
future contracts.
I/We* understand this Bid Securing Declaration shall cease to be valid if I am/we are* not the successful
Bidder, upon the earlier of (i) the receipt of your notification of the name of the successful Bidder; or (ii)
thirty days after the expiration of the validity of my/our* Bid.

Signed: [insert signature of person whose name and capacity are shown]In the capacity of [insert legal
capacity of person signing the Bid Securing Declaration]

Name: [insert complete name of person signing the Bid Securing Declaration]

Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder]

Dated on day of , _ [insert date of signing]

Corporate Seal (where appropriate)

[Note:
a) In case of a Joint Venture, the Bid Securing Declaration must be in the name of all partners to the Joint Venture that
submits the bid.
b) In case of a Consortium, the Bid Securing Declaration must be in the name of all participating members to the consortium
that submits the bid.]

*Please delete as appropriate

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ANNEXURE XXVII- OEC Scheme

Attached separately

ANNEXURE XXVIII- GUIDELINES ON BANNING OF BUSINESS DEALINGS

Attached separately

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ANNEXURE XXIX- VENDOR FORMAT

Vendor Format (Details for biding company)

SN Description Details
1 SAIL/BSP Vendor Code (if any)
2 Name of Company
3 Division
4 Department
5 Designation
6 Complete Address:
7 City
8 District
9 PIN
10 State
11 Country
12 Telephone No.(s) with ISD STD code
13 Fax No.(s) with ISD STD code
14 Cellphone No.(s) (with ISD Code, if foreign
vendor)
15 Contact Person's Details (Power of attorney
holder for tender) (Name, Designation,
Division/Dept etc.)
Contact no & Email address
16 Company CIN Number
17 GSTIN No./Location
18 CG GSTIN NO.
19 PAN No. of Company
20 Bank A/c No. of Company
21 Bank Name
22 Branch Name
23 Branch IFSC Code
24 Bank Complete Postal Address with PIN
25 Original Equipment Manufacturer (OEM)/
Licensor ( if indicate, where applicable)
Name of Company
Complete Postal Address:
Contact Person & Designation
Contact details, email etc

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ANNEXURE XXX- SAFETY CONDITIONS OF CONTRACT

Attached separately

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ANNEXURE XXXI- FORMAT FOR AFFIDAVIT

FORMAT FOR AFFIDAVIT

I , son/ daughter of Sri ----------, Aged ---- years, resident of , P.O. , District , State , do hereby
solemnly affirm that
i. I am (designation/authority), in M/s (Name of the firm).
ii. I confirm that all documents submitted against the Tender are genuine.
iii. I undertake to produce all documents in original for verification as and when asked for the
same by SAIL.

Solemnly affirmed & declared before me by The declaration made herein above are true
to our best of knowledge, information and
Deponent (s) who is/are identified by ---------
belief &
---
signed at ------------ on -------------------------------
----------------------------------------------------------
-
----------------------------------------------------------
-----------------------------
-------------------------
Deponent (s)

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