Appendix C Part 1 Functional Requirements Required in Core Sap Erp

Institute of Space Technology
APPENDIX C PART 1
FUNCTIONAL REQUIREMENTS REQUIRED

IN Core SAP ERP SYSTEM
The following Functional Requirements must be provided for in SAP ERP, in

addition to the Standard out of the box Reports and Features available in SAP ERP
solution.
2
Contents
Finance Department…………………………………………………………………………..4
Department of Budget and Funds Management…………………………………….16
Establishment Department………………………………………………………………..26
Establishment-Induction Department ………………………………………………...41
Procurement Department………………………………………………………………….46
Planning & Development Department………………………………………………….52
Department of Civil Works…………………………………………………………………54
Works and Services Directorate………………………………………………………….55
Department of General Administration………………………………………………..56
Registrar Office………………………………………………………………………………..58
Department of Hostel Management…………………………………………………….60
3
FINANCE DEPARTMENT
Finance department is responsible for Financial Reporting, Payroll, and Maintenance of

Accounting Record. It monitors and accounts for all receipts & payments made during the
year from/to students, employees, vendors and other third parties
The Higher Education Commission requires the Higher Education Institutes to follow New
Accounting Model (NAM) and Five dimensional chart of accounts prescribed by PIFRA. The
Institute also follows the chart of accounts prescribed by Strategic Planning Division (SPD).
Therefore the SAP system must provide for flexible chart of account to carter for the chart
of accounts of different funding sponsors.
Functional requirements
GENERAL LEDGER Reports and other Features required in SAP ERP.

ACCOUNTING
GL master data maintenance. (flexible)
Document parking, posting.
Defined chart of accounts. Provide facility to define and
relate the following logical grouping structure and
numbering convention to the chart of accounts:
Department / division
Business unit
Cost center
Profit Center etc.
Maintain GL as per Double Entry System
Different account coding for HEC, SPD & others (flexible)
Recurring/Data entry.
Posting Accruals & Deferrals with reversal option.
Creating GL voucher for later processing.
Reverse posted GL vouchers.
Automatic & manual accruals / deferrals.
Document splitting.
Accounts clearing.
Creating GL vouchers for later processing.
Transfer of balances to new fiscal year.
Detail of Modified Journal entries.
Foreign currency valuation for open items at closing both
manual & automatic through Govt web.
Foreign currency valuation for balances, profit & loss
adjustments, financial statement creation.
All balances should be updated on real time and closing
balance transferred to relevant trail balance for financial
statement on daily/real time basis.
Year-end opening & closing.
Availability of flexible period.
Functional Requirements Finance Department 4

Fund Opening and Closing Balances.

Total Funding Activity.
Different reporting calendars for all reports.
Access to past periods for adjustments that have already
been closed with authorization.
Consolidated Financial statements as per prescribed format
& IAS. (balance sheet, income statement, cash flow
statements, statement of changes in accumulated fund)
Fund wise reporting i.e. fund wise financial statements.
Party wise restricted / research grant report.
Reclassification of an Item (Regrouping)
HEC utilization report (specified format).
Department / school wise reporting.
Cost center /school wise reporting.
Audit trial to log the creation, amendments & deletion of
each GL account or figure.
Handle multi-currency processing.
Able to perform batch processing.
The system should provide all previous years history of
account balances & posted transactions.
Automatic numbering of documents.
GL Master Record
GL Transaction Posting
GL Integration
Periodic processing
Regrouping
Transfer of Balances to New fiscal year
Reporting
ACCOUNTS PAYABLE
Vendor master data.
Duplicate check while creating master data.
Outgoing payments – payment method & terms.
Document parking, posting & reversing.
Cancellation of documents
Accounts payable report.
Posting vendor invoices w/o purchase order.
Vendor balance details and unpaid bills detail.
Advance payments to vendors
Adjusting payments with vendor invoices.
Blocking / unblocking or deleting vendor account.
Aging of accounts payables.
Balance confirmation from vendors.
Foreign currency valuation of payables.
Recording bank guarantee given to vendors.
Extension of bank guarantee period.
Return / cancellation of bank guarantee.
Encashment of bank guarantee given.
Accruals / deferrals payments.
Debit & credit memos.

Tracking the status of payables (i.e. requested, expired,

settled etc.)
Vendor account enquiry
Paying security deposits to vendors
Automatic payment
Payment of salaries and advances
Payment made to vendor with Tax at source
Payment made to vendor w/o Tax at source
Submission of tax at source deducted.
Aging (Due to date analysis) of accounts payable.
Aging (due to date analysis) of advance payments.
Payment for an exceptional case.
Cheque register maintenance.
Voiding cheques.
Manual cheque creation.
Reporting
FIXED ASSETS
Asset accounting
Creation of fixed asset master data and maintenance of the
data
Allocating a unique asset number in which nature, location
Grant etc.
Acquisition of purchased assets (Local and imported) in
temporary assets class.
Acquisition of leased assets
Move temporary assets to permanent assets.
Change asset type from one to another.
Transfers of WIP to fixed assets; Transfer of aseets (intra
company/departments)
Capitalization in existing assets
Department wise fixed assets detail.
Physical inventory of fixed assets.
Fixed asset reporting / register.
Fund wise asset detail.
Revaluation of assets (e.g. due to change in cost)
Depreciation runs at month end.
Transfer/splitting of assets (Intra-company)
Disposal of fixed assets.
Retirement of Assets to known customers.
Retirement of assets/ disposal odf assets to unknown
customers.
Year wise additions / deletions of assets detail.
Assets detail classification wise.
Asset wise rate of depreciation detail.
Year-end opening & closing.
Calculating gain / loss on disposal of fixed assets.
Able to capitalize major additions to a specified fixed asset.
Detail of assets revalued. (By year, month, asset type etc).

Settlement of AUC (CWIP) to fixed assets.

Revising asset documentation.
Advance payment against fixed asset.
Other additional functions on Fixed assets.
CASH & BANK

Bank account maintenance.
Cash deposit into the bank.
Cash withdrawal from the bank.
Payment for cash expenses.
Fund wise detail of bank accounts.
Bank to bank transfers.
Able to temporary stop payments of cheques / specified
cheque.
Cheques register maintenance.
Manual cheque creation.
Bank wise cheque detail / period wise detail.
Grant wise bank details.
Foreign exchange account details.
Automatic & manual bank reconciliation statements.
Cash deposits & cash withdrawals detail.
Revolving advance detail for petty cash expenses.
Revolving advance detail department wise.
Fund wise detail of expense from revolving advance.
Foreign currency valuation at bank with PK rupees in
manual & through network.
Dis honored cheque processing.
Details of Dis-honored cheque. (month & customer, year &
department wise etc).
CASH MANAGEMENT
Cash Management for Collection accounts
Cash Management for Payment Accounts
Cash Flow Forecasts and Information Systems.
Cash Management for Collection accounts
Bank Account Maintenance
Perform Bank reconciliation (automatic and manual)
Bank to Bank Transfer
TAX
Calculation of Income Tax on salaries and withholding
Taxes on procurement & services.
Tax reports as per FBR Formats (Monthly, quarterly &
annually).
Annual employers’ income tax deduction statement.
Annual vendor withholding tax Statement.
Payment in exceptional cases.

ACCOUNT RECEIVABLES
Students and other Customers master data.
Duplicate check while creating master data.
Document parking, posting & reversing.
Incoming payments
Payment processing – payments method & terms.
Adjustment of payments.
Account receivable aging summary.
Year wise receivables details.
List of dues receivable from related parties.
Receiving advance payments from parties.
Balance confirmation.
Foreign currency valuation of receivables.
Reminders & their details; Dunning
Provision for bad debts.
Detail of write off bad debts.
Tracking the status of receivables (i.e. requested, expired,
settled etc.)
Dishonored Cheque processing
Collateral Deposit
Surcharge on overdue balances.
Customers/Students Accounts Enquiry
Reporting
Returning amount of sales return or access advance to
customers.
Refunding security deposits to customers
INVESTMENT
Nature wise investment details
Investment details as per date of maturity.
Period wise investment details
Investment wise profit detail.
Tracking the status of investments (i.e. requested, matured
etc.)
LOANS & ADVANCES

Generating advance / loans request from employees.
Adjusting advance payment against invoices.
Department wise advances / loan details.
Employee wise loans / advances detail.
Aging of loans / advances.
Reminders & their details.
Tracking the status of loans & advances (i.e. requested,
expired, settled etc.) and alert to advance committee after
7 days.
All loans and advance to employees are required to convert
into current maturity for financial statement.
SECURITY DEPOSITS

Period wise Security deposits detail.

Student / vendor wise Security deposits detail.
Paying security deposits to vendors.
Refund of security deposits to students & vendors.
Tracking the status of deposits (i.e. requested, expired,
settled etc.)
All long term deposits are required to convert into current
maturity.
ESTABLISHMENT
CHARGES
Gross pay, deduction & net pay for each employee
Prorate salary & allowance payment.
Audit trials for all critical changes.
Exceptional reporting for discrepancies.
Electronic reconciliation of control accounts in payroll & GL
system.
Employee wise salary detail (trend analysis)
Item wise salary detail of selected months. (Deduction,
allowances, bank wise etc.)
Head wise salary sheet like SPD,FPS,TTS etc.
Employee wise detail of expenses (Pay, allowances,
hospitalization & housing subsidy etc)
Detail of deduction against advances & loans to employees.
Employee wise medical expenses detail.
Employee wise hiring expenses detail.
Detail of GP fund (employee wise, year wise & graphical).
Detail of employee wise contribution in GP fund from
Employee and employer separately.
Detail of pension fund (employee wise, year wise &
graphical).
Detail of contribution in pension fund.
Detail of gratuity fund (employee wise, year wise &
graphical).
Detail of contribution in gratuity fund.
Detail of leave encashment fund (employee wise, year wise
& graphical).
Detail of contribution in leave encashment fund.
Detail of medical scheme fund (employee wise, year wise &
graphical).
Detail of contribution in medical scheme fund.
Details of funds available for staff retirement benefits.
CHART & ANALYSIS

Financial ratio analysis. i.e.
 Profitability
 Investment analysis
 Return on investment
 Return on assets. Etc.

Fund wise and consolidated budget vs actual report

(variance analysis).
Trend analysis. i.e.
 Return on investment
 Endowment fund
 General fund
 Profitability
 Capital work in progress
 Development fund
 Recurring fund
 Income from own sources
 Expenditure.
Graphical representation of financial ratio analysis and
trend analysis mentioned above.
Management accounting reports.
Analysis of profit & loss account & balance sheet.
Analysis of expenses.
Analysis of cash flows statement.
GRANTS & EXPENSES

Head wise grants details.
Year wise detail of sponsor/ Donors.
Head wise expense reporting.
Year wise expense reporting.
Grant wise utilization report.
Department / cost center wise detail of income & expenses.
Foreign currency valuation of tuition income.
Grants reporting as per donor requirements.
Vendor wise expenditure
DEVELOPMENT FUND
Donor wise detail of grant.
Project wise utilization report as per format of PC4.
Detail of fixed assets purchased from development grant.
(Donor wise, asset wise etc).
Head wise expenditure of development grant.
Work in process (WIP) detail: Grant wise & project wise.
Transfer of assets from WIP to fixed assets on completion.
Amortization of development grant.
Detail of depreciation charged on assets purchased from
development grant.
RESTRICTED FUND
Donor wise detail of restricted grant.
Faculty wise restricted grant detail (Allied for; received;
utilized).
Detail of fixed assets purchased from restricted grant.
(Donor wise).

Department wise restricted grant details (No. of faculty

availing the restricted grant and their grants)
Head wise expenditure of restricted grant.
Amortization of restricted grant.
Detail of depreciation charged on assets purchased from
development grant.
R & D FUND
Donor wise detail of R & D grant.
Faculty wise R & D grant detail (Allied for; received;
utilized).
Department wise R & D grant details (No. of faculty availing
the restricted grant and their grants)
Head wise expenditure of R & D grant.
Project / seminar/ workshop reporting covering relevant
income & expenses.
Distribution of Project / seminar/ workshop net income as
per R & D defined ratio.
Public private partnership reporting and data processing /
work execution as per terms & conditions defined.
ENDOWNMENT FUND
Treatment in accordance with endowment fund specific
rules & regulations.
Detail of expenses. (year wise, monthly, Cost center wise)
Details of contributions. (year wise, monthly, Cost center
wise)
Separate detail of external & internal donations.
Separate Detail of donations in kind & in cash.
Detail of scholarships provided through endowment fund.
Interest detail bifurcating interest on bank & interest on
investment.
Graphical representation of endowment fund.
Individual trial & Financial reporting.
MESS & WELFARE FUND

Treatment in accordance with welfare & Mess fund specific
rules & regulations.
Detail of expenses. (year wise, monthly, Cost center wise)
Details of contributions. (year wise, monthly, Cost center
wise)
Separate Detail of donations in kind & in cash.
Detail of stipends paid through endowment fund.
Interest detail bifurcating interest on bank & interest on
investment.
Detail of advances to employees through welfare fund.
Graphical representation of welfare & Mess fund.
Individual trial & Financial reporting.

CONSOLIDATED REPORTS Consolidated Reports and

Facility to generate complete
 Financial statements,
 Funds statements,
 Budget Reports,
 Student Financial Reports,
 Payroll and other related reports.
STUDENT RECEIPTS
Reports and other Features required in SAP ERP.

Generating student invoices.
Payment of student challan paid through Cash, Cheque/draft
and credit card
Online payment of dues both local and foreign.
Cash Management system
Built-in fee structure. (Updating available).
Head wise income details including hostel.
Detail of sponsor students.
Year wise & batch wise sponsor students detail.
Program wise sponsor students detail.
Detail of students availing merit & need based scholarships.
Program wise detail of merit & need based scholarships.
Year wise & batch wise merit & need based scholarships.
Department / cost center wise detail of income.
Foreign currency processing.
Foreign currency valuation of tuition income.
Students master data.
Duplicate check while creating student master data.
Students invoicing & credit memos.
Document parking & reversing.
Payment processing – payments method & terms.
Adjustment of payments against student’s chalan & Sms alert
on fee deposit.
Account receivable aging summary.
Aging of Dues receivable from Student.
Program wise student receivable details.
Semester wise student receivable details.
Year wise student receivable details.
Student wise payment and receipt record with breakup.
Batch wise / student wise / program wise & year wise defaulter
report / list.
List of dues receivable from Sponsored organizations.

Total payments by Sponsors with respect to specified student.

Receiving advance payments from students.
Adjusting advance payments from students against fee challan.
Balance confirmation from students.
Foreign currency valuation of receivables.
Reminders & their details.
Provision for bad debts.
Detail of write off bad debts.
Able to issue a validating receipt on payment.
Tracking the status of receivables (i.e. requested, expired,
settled etc.)
Administration of Fees and Grants in the Student Account

PAYROLL AND Reports and other Features required in SAP ERP.
EMPLOYEE PAY
BENEFITS
Payroll process: Actual payroll run, posting document creation.
Payroll process: Types of payrolls generated in the existing system are
 SPD employees (regular, contract)
 Contingent employees (Temporary staff).
 Flexible pay scale employees (FPS)
 Tenure track employees
 GRA/GTA (research/teaching associate)
Sometimes the Institute hires an employee/ consultant on Fixed Pay.
Such hiring can be made in any of the above mentioned pay scale. The
hiring is made as per contract II or contract III rules of the Institute.
Payroll process: Posting to Finance.
Preparation of pay slip I employee wise.
Pay slip must cover full details of basic pay, allowances, deductions, tax
deduction including accumulated tax for the year.
Gross pay, deduction & net pay for each employee.
Prorate salary & allowance payment.
Withhold salary for employee under suspension.
Audit trials for all critical changes.
Strict control features, edit & validation checks, update & delete
transactions.
Exceptional reporting for discrepancies.
Loan deduction with payroll.
Employee wise salary detail (trend analysis).
Item wise salary detail of selected months. (Deduction, allowances, bank
wise etc.)
Head wise salary sheet like SPD,FPS,TTS etc.
Employee wise detail of expenses (Pay, allowances, hospitalization &
housing subsidy etc.)
Detail of deduction against advances & loans to employees.
GP Fund deduction, employee wise, loan deduction, interest calculation.
Employee claims processing: TA/DA, Reimbursement of medical charges,
refund of tax etc.
Detail of employee claims. (employee wise and year wise & graphical)
Detail of GP fund (employee wise and year wise & graphical).
Detail of employee wise contribution in GP fund from Employee and
employer separately.
Employee retirement benefits processing: Calculation of pension.
Detail of pension fund (employee wise and year wise & graphical).
Detail of contribution in pension fund.
Employee retirement benefits processing: Calculation of gratuity.
Detail of gratuity fund (employee wise and year wise & graphical).
Detail of contribution in gratuity fund.
Employee retirement benefits processing: Calculation of leave
encashment.
Detail of leave encashment fund (employee wise and year wise &
graphical).
Detail of contribution in leave encashment fund.

Employee retirement benefits processing: Calculation of medical scheme.

Detail of medical scheme fund (employee wise and year wise & graphical).
Detail of contribution in medical scheme fund.
Details of funds available for staff retirement benefits.
Calculation of Income Tax on salaries.
Tax reports as per FBR requirements (Monthly, quarterly & annually).
Annual employers’ income tax deduction statement.
Employee tax deduction certificate.
The system should allow for the electronic generation of all payroll control
accounts and GL.
Online report generation facility based on user defined criteria
OTHER
SERVICES AND
FACILITIES
The other services and facilities available to the Employees are
1. Mess Services – Faculty dining Services (Dining charges

applicable)
2. Laundry Services (Washing charges applicable)
ALLOWANCES  Able to provide for user defined coded tables to maintain an

unlimited number of allowances with facilities to add, edit and
delete of the allowance table
 Able to have control to ensure allowances are only paid to the
eligible employees
 Able to have the facility to define the maximum amount to be paid
to employee based on employee category
 Able to identify allowances that attract income tax.
 Able to provide a facility for automatic retrospective adjustments
for any allowance rate variation
 Able to provide on-line inquiry and report facilities to list all
allowances for an employee
DEDUCTIONS  Able to provide for user defined coded tables to maintain an
unlimited number of deductions with facilities to add, edit and
delete of the deduction table
 Able to have a facility to override deductions on a priority basis
and shall comply with Employment Act requirements for allowable
deductions to be made for a month
 Able to provide on-line query and report facilities to list all
deductions for an employee and the outstanding balances

DEPARTMENT OF BUDGET AND FUNDS MANAGEMENT
The department administers controlling, funds, grants, investment and Project funds
management. It is also responsible for correspondence with the Grantors. In SAP ERP the
department should have the authority to authorize and share the budget details with other
departments/users. No other department/user should have access to budget details
unless authorize by the department.
Functional Requirements
CONTROLLING Reports and other features required in SAP ERP.
All Standard Features/Components/Reports of SAP-Controlling

Modules(CO)
Integration With Other SAP Modules
Able to define a Budget Hierarchy for Responsibility Areas within the

organization to Facilitate Control and Monitoring
Able to Navigate within The Budget Hierarchy(Expand Collapse, Drill
down for details)
Able to Create ,Insert, Delete a Responsibility Area within Hierarchy

Separate and Consolidated Cost Centre Report;
 Defining Cost Centre
 Components of Cost Centre
 Consolidation of Components Cost for each Cost Centre
 Maintenance of Master Data in Cost centers
Separate and Consolidated Profit Centre Report;
 Defining Profit Centre
 Components of Profit Centre
Budget Utilization Trend Analysis Report IST/Cost Centre/Head

Wise/Employees Wise
Budget Cut (in case of Austerity Measures) Report
Standard Internal Orders Report
Maintenance of Master Data in Internal Orders Management

Standard Cost Revenue Element Accounting Reports
Standard Activity Based Accounting Reports

Actual Posting In Internal Orders
Period End Closing Activities Internal orders
Standard Profitability Analysis Report
Functional Requirements Department of Budget and Funds Management 16

Cost and Revenue Variance Analysis Report

Standard Profit Center Reports
Standard Executive Information System
Period End Closing Activities In Cost Center Accounting
Able to Maintain Statistical Information in the Budget e.g. Budgeted
Units of Electricity consumed
Cost Center Planning
Actual Cost/Revenue Allocation
USER DEFINED
REPORTING
Able to define Criteria for Extraction Of Data
Able to Define Formula for Formatting Data e.g. Arithmetical

Calculation, Percentage Calculation
Able to Compare Historical Data to Actual Data Based on User Defined
Period
FUNDS MANAGEMENT
Reports generated in the Reports and other features required in SAP ERP.
Existing ERP system.
Budget Allocation Reports
All Standard Features/Components/Reports of SAP-Fund

Management- Financial Modules(FI)
Integration With Other SAP Modules(HR, Procurement etc.)
Budget Utilization Reports Budget Allocation Reports Head Wise both in LC/FE;
 Last Allocations Date Wise
 Fresh Allocations date Wise
 Total Approved Allocation Head Wise
 Remaining Approved Allocation Unused
Graphical Presentation
Financial Review Reports Allowing User Defined Reporting
Operational/Project

Purchase Requisition wise Annual Budget Report

list of Commitments  Budget Model (Incremental/Zero Based/Activity Base)
 Operational Budget (Op Revenues/Op Expenses)
 Development Budget
 Grants
 Own Income Detail
 Shared Service Budget Allocation Report
 Department Wise Budget Report
 Budget Allocations for Major Expenditures Area Report
 Students Financial Assistance
 Ratio Analysis (Students to Faculty, Faculty to Staff
Ratio etc.)
Budget Commitments in Consolidated Budget Allocation Report from All Funds;
Local Currency (LC)  Total Approved Allocation From Senate Fund Wise
Reports (HEC/SPD/Others)
 Actual Approved Allocation From Funding Agencies
 Proposed Allocation(HEC/SPD/Others)
Commitment Report (LC) Budget Commitment Report Head wise;

with Part Name  Last Commitments Date Wise
 Concerned Controlling Authority Detail
 Comparison With Last Year Commitments Summary
 Comparison With Budget Allocated
 Uncommitted Balance Report
 Graphical Presentation
 Commitment Report (LC/FE) with Part Name
Budget Commitments in Consolidated Budget Commitment Report Fund Wise
Foreign Exchange (FE) (HEC/SPD/IST)
Reports
Commitment Report (FE) Pre commitment Report;
with Part Name  Funds Pre Committed
 Controlling Authority to Whom Funds made Available
for Pre Commitment
 Funds Position after deduction of Pre Committed
Amount
Special Commitment Amount Paid by Finance against Each Commitment both
Report (LC) (LC/FE);
 Date
 Head
 Paid by Finance against Commitment and original
allocation
Special Commitment Trend of Expenditures Report for Each Budget Head;

Report (FE)  Head Name
 FY
 Date
 Actual Expenditures
Detail of Commitments Overall Expenditures’ Trend Report Fund Wise
(LC/FE) (HEC/SPD/IST);
 FY

 Date
 Actual Expenditures
Commitment wise Data Flexibility to;
 Maintain Original Budget Version and Revised Budget
Version
 Update the Original Budget By Increasing/Decreasing
the original Budget Amount
State of Funds (LC/FE) Budget Utilization Reports with Graphical Presentation
Able to Control Authorization to Create, Change and Delete

Relevant Budget
Budget Forecasting Reports for Expenditures, Revenues, HR
requirements etc.;
 Forecasting Period
 Assumptions Made while Forecasting
Budget Re-appropriation Reports;
 Justification Report
Budget Variance Analysis Reports
 Head Wise
 Fund Wise (HEC/SPD/IST)
 Actual Vs. Budget
 Current Year Actual Vs. Last Year Actual
 Current Year Budget Vs. Last Year Budget
 Trend Analysis of Expenditures Year wise/Quarter
Wise/Month wise
Able to Print Variance Analysis Report
Able to Provide Facility to Present Budget Data In Graphs Or

Chars Within the System
Able to Download Budget Information to Spreadsheet for User

Analysis.
Able to Provide Text Facility for Narration for Changes made
and Reasons of Amendments
Able to Control the following Activities by Account, date of
Change and Account;
 Lock Subsidiary and Master Budget so no Changes can
be made once approved
 Unlock Such Budgets by those Authorized
Able to Perform Automatic Budget Availability checks during
Transaction Posting
Cash Flow Forecast Report with Graphical Presentation

 Inflows Monthly

 Outflows Monthly
 Projected Fund Position at the end of the Period
List of All Controlling Authorities and their Concerned Budget
Heads
Reports for abnormal utilization of Budget with Graphical
Presentation
Reports for Surplus Budget at closing of FY
Reports for Carried Over Liability
Head wise Development Expenditure Report with Graphical
Presentation
Annual Budget Vs. Commitments Report with Graphical
Presentation
Budget Carry Forward Report
Commitments and Actual Expenditures report
Overview of Budget Consumption
 Display of Warning when Cross certain Amount
 Head wise Consumption
 Fund Wise Consumption
 FY
Development Budget Re appropriation Report

Development Budget Surplus Report;
 Project Wise Surplus Report
 Overall Surplus Report
Graphical Presentation of Development Budget
INVESTMENT/TREASURY
MANAGEMENT
All standard Reports for Funds Management
Status of Available Balances With aging
Funding Sources Report
Investment Report;
 Types of Investment
 Time of Maturity
 Profit Rate
 Profit For The year
 Profit Earned Till date
Reinvestment Reports;
 Reminders before Maturity
 Available Opportunities
 Profit Analysis for Each Potential Investment
 Picking Best Opportunity for Investment
 Minutes of Investment Committee

Reconciliation of Investment Record With Bank Accounts
Graphical Representation of Investment Records

Detail of Fixed Assets Purchased from Development Grant
Report;
 Purpose
 Location
 Depreciation/Useful Life/Residual Value etc.
Separate and Consolidated Fund Centre Report
All Standard Profitability Analysis Reports
Allowing User Defined Reporting
Reports for Carried Over Balance of All Funds
Reports for Funds Lapsed at the end of FY
USER DEFINED
REPORTING

Able to Compare Historical Data to Actual Data Based on User
Defined Period
GRANTS
MANAGEMENT FOR
GRANTEE
Reports and other features required in SAP ERP.
All Standard Features/Components/Reports of SAP-Grants

Management for grantee
Actual Grants Receipts Summary;

 Donor Agency
 Time of Receipt
 Installments Number
 Purpose
 Division of Grant Amount (% will be used in as Scholarship
and for other purposes etc.)
Track of Each Grant till its consumption Report;
 Nature Of Grant(Operational/Development/Restricted)
 Purpose of Grant
 Date of Receiving
 Time Period

 Grantor
 Grantee
 Amount
 Conditions Attached with Grant if Any
Budget Utilization Report as required by Funding Agencies;
 As per Funding Agencies Formats
 Provision to add new Columbus to cope changes in formats
Grants balances in Banks Accounts;
 Bank Name
 Amount
 Date/FY
 Summary of Last Transactions
Development Grants Detail;
 Time Period
 Grantor
 Grantee
 Amount
Development Grants Utilization Report
Amortization of Development Grant Report

Research Grant Details Report;
 Time Period
 Grantor
 Grantee
 Amount
Reports for unreleased Grants with aging;
 Nature Of Grant(Ops/Dev./Res)
 Expected Time of Receipt
 Grantor
 Grantee
 Amount
Reports for Released Grants with aging;
 Nature Of Grant(Ops/Dev./Res)
 Time Period
 Grantor
 Grantee
 Amount

Research Grant Details Report;

 Time Period
 Grantor
 Grantee
 Amount
Detail of Funds Received Under ORIC
(Office of Research & Innovation and Commercialization)/BIC
(Business Incubation center)
Detail of Restricted Grants Report;
 Time Period
 Grantor
 Grantee
 Amount
Amortization of Restricted Grants Report

Accommodate funding period difference
Account for Currency Differences
Calculation and Recording of Indirect Cost
OTHER GRANT  Plan revenue and expenses
MANAGEMENT  Budget internal and external funding sources
REQUISITES  Accommodate funds availability checking for budget items
 Control postings
 Provide separate views for the financial transactions of the
grantee organization and the sponsor
 Relate sponsor requirements to the financial structures of the
grantee organization
 Accommodate funding period differences between the grantee
organization and sponsors
 Provide billing solutions
 Calculate indirect costs and overhead costs
 Manage grant-related documentation and transactions online
 Automate close-out procedures
 Assign responsibilities
 Provide authorizations
 Provide workflow activities
USER DEFINED Able to define Criteria for Extraction Of Data

REPORTING
Defined Period

PROJECT FUNDS
Reports generated in Reports and other features required in SAP ERP.

the Existing ERP
system.
All Standard Features/Components/Reports of SAP-Projects

Systems (PS) Modules
Projects Completed In approved Cost Reports;

 Funded By
 Time of Completion
 Original Cost Estimate
Total Revised Cost
Projected Trend of expenditures for each Project Report;
 Title
 Allocation Approved
 Actual Expenditures Year wise
 Favorable/Unfavorable Variations
 Remarks
Development Budget Reports for projects completed above
approved Cost;
 Justification
 Approval of Cost Escalation
 % of Deviation from original Estimate
 Funded By
 Time of Completion
 Original Cost Estimate
 Cost Above Original Approved Cost
 Total Revised Cost
Project Management Review Report for ongoing Projects
 Title of The project
 Achievement of Milestones
 % of Completion
 Cost Incurred to Date
 Estimated cost of Completion
 Nature Of The Projects
 Deadlines
Project Management Report For Development Budget

 Title of The project
 Funded By
 Defining Milestones
 % of Completion
 Cost Incurred to Date

 Estimated cost of Completion

 Allocations Made in FY
Project Wise Utilization Report;
 Approved Cost
 Allocation In FY
 Expenditures Till Date
 Projected Expenditures to be Incurred Report
Year Wise Expenditures Report
USER DEFINED
REPORTING

Defined Period

ESTABLISHMENT DEPARTMENT
Establishment Department is responsible for the Human resource Management. It manages

employee related data, conducts performance evaluations, provides training, maintains
leave management system, provides and administers medical and house hiring facilities and
other facilities.
The Institute employees are categorized as SPD Employees (Regular, Contract and
Contingent), FPS Employees, Tenure track employees and GRA & GTA (Research and
Teaching Associates). The attendance management, salary rules, leave management rules
performance & promotion evaluation criteria, medical, hiring & provision of other facilities,
and other applicable polices and rules is different for all the categories of employees.
MANAGEMENT INFORMATION SYSTEM
Reports generated in the Existing ERP Reports and other features required
system. in SAP ERP.
Organizational Structure  Able to produce organization

1. Authorized Posts/Held Posts charts (e.g. by Head Office,
o Summary Regional office, Departments,
o Location wise Summary units, locations, stations etc.)
o Location wise Auth/Held  Each job position shall have to be
(Designation) identified by a unique position
o Category wise Authorized posts number, which shall be assigned
o Category wise Auth/Held to an employee for purposes of
o Trade wise Auth/Held position control
o Organizational Structure  Able to match an employee with a
2. List of Employees (Head/Subordinates) job position and also allow for an
3. List of Employees on Attachment to other employee to occupy more than
Div. one job position concurrently
4. Head’s Information in Organization
Structure
5. Protocol Seniority List
6. Employee Information
7. Designation/Pay Scales
8. Trades/Sub Trades
9. Comprehensive Report
10. Appointment Status-wise No. of
Employees
Functional Requirements Establishment Department 26

11. Category-wise/ Designation-wise No. of

Employees
Personnel Management Para 7. Part-II Office Orders
1. Comprehensive Report 1. First Group
2. Individual Reports o Strength Increase
o Appointment Order  Induction
o Computer Proforma for Security  Rejoining
Clearance  Posting
o Individual (Complete) o Strength Decrease
o Employee Information  Deaths
o Qualification  Discharge
o Experience
 Release
o Relative
o Visit abroad  Postings out
o Courses attended  Transfers out
o Army record  Show Cause
o Contingent Employee’s
o Other items which affect strength
Information
or distribution of employees/classes.
3. Qualification Report
o Qualification-wise  Appointments, Promotions
o Maximum Qualification-wise
o List of Employees with Maximum  Upgrading/downgrading
Qualification 2. Second Group
4. Course-wise Report o Punishments
5. Date Reports  Dispensation of trial
o Date of Birth  Courts Martial
 Category wise
 Conviction by civil power
(Officer/Staff)
 Marital Status wise o Pay and allowances
 Period wise  Absence without leave
o Date of Marriage  Rejoining from absence without
 Category wise leave
(Officer/Staff/All)
 Grant of various types of pay and
 Period wise
increments
o Date of Joining
 Category wise  Forfeiture of pay/allowances
(Officer/Staff/All)  Stoppages of pay
 Period wise  Withholding of increments
o Data of Birth (Today)
 Category wise
(Officer/Staff/All)  Attachments
 Marital Status wise  Attestation
o List of Employees whose Date of  Extension of service and re-
Marriage (Null/ Not known) engagements
o Date of Birth (Month-wise)
 Honors and Awards
 Category wise
 Marriages
 Marital Status wise
 Divorces
 Month wise
 Births
 Period wise
 Courses
o Date of Marriage (Month-wise)
3. Third Group
 Category wise

 Month wise  Hospital/admission/transfer/disch

 Period wise arge
6. Period Renewal Reports  Injuries
o Period Expiry Report  Medical categorization
 Period wise  Restoration of Service
 Category wise  Allotment of Personal numbers
 Appointment Status wise  Change of name
o Period Renewal Proforma  Examinations
o Intimation to Employee regarding  Leave and connected allowances
Period Termination/Extension
(Letter)  Suspension of Sentences
7. Part-II Office Orders  Accidents
o Probation Termination  Changes in next of kin
o Married Employees  Discharge from reserve
o Birth of Child  Enrolment into OSD
o Strength Increase  Discharge from OSD
o Strength Decrease
o Contingent Employee 4. Fourth Group
o Contract Employee  All order affecting personnel for
8. Employees Killed in Line of Duty whom basic documents not
9. Other Reports maintained
o List of Employees
 Personnel Number-wise List
of Employees
 List of Employees Whose
Head’s Info is incorrect
 Contingent Employees Para9.
 Contingent Employees Other Reports
(Period Details)
o List of Pensioners
 Nominal Roll of SPD
employees
(Off/Staff/Contingent)
 Nominal Roll – for Estt. Div.
 Seniority List
 Security Clearance
 Length of Service
 List of Employees (retiring
within next 15 months)
 Appointment-wise List of
Officers
 List of Scientists/Engineers
 Qualification-wise List of
Technical Employees (SPS-
1 to 7)
 List of Employees whose
Parents are dependent on
them
 List of Employees
(Photographs not available)
 List of Tech. Employees in
SPS

Appointed in SUPARCO
Retired/Removed/resigned
etc
 List of Emp.
Removed/resigned etc
(expect retired)
 Employees who left IST and
why
 List of Employees with their
Families
 List of Employees with their
Addresses
Data is incomplete
Addresses are incomplete
 List of Employees inducted

in specific period
 Designations/Pay Scales
 List of Employees with
o Posting/Contract Employees
Signature option
 Employees on deputation to IST
o No. of Employees
 Employees on deputation from
 No. of Employees
IST
(Designation-wise)
 No. of Employees (Pay
Scale-wise)
 Trade-wise No. of
It should be noted that
Employees (Tech./Non-
Tech.)
 There should be no restriction for
 Appointment Status-wise
the addition of new fields
No. of Employees
 Able to retain historical data from
 Department Wise No. of
the day employee hired and all
Employees
records should be date sensitive
 Division wise Trade of
 For purposes of search, the
Employees
system should be able to identify
o Posting/Contract Employees
employee by name, part of name,
 Armed Forces Personnel
employee number, employee
Posted in IST
number, job position
 Employees on Posting
 Able to generate letter via a word
 Employees on Contract
processing application (such as
 Armed Forces Personnel
Microsoft word) when any
(Serving/Retired)
employee event occurs e.g.
 Armed Forces Personnel on
confirmation, promotion, transfer
posting to SUPARCO
 Able to have a user-friendly
o Protocol
reporting/query tools that can
 Employee Passport Details
extract data and produced in
 Visits
various reporting format
 Visits (Old)
 Able to allow employees to view

 Date of Birth and update their own master data

 Date of Birth (Mailing via intranet/internet. Possible
Labels) transaction :
 Date of Birth (Mailing I. Update and view
Labels)-Name/DOB personal data.
 Wedding Anniversary II. Enroll training courses,
(Today) view training history and
 Date-wise Information inquire on training
(Marriage) courses available
10. Promotion III. Key in traveling claims
o Promotion Order IV. View monthly payroll
o Trade-wise Vacancies result
o Period Fixed V. Apply leave and check
o Period Not Fixed leave balance
o Designation-wise No. of Eligible  There should be no restriction for
Employees the addition of new transaction
o Trades Merging Details via intranet/internet
o Appointments  The system security should be
o Seniority List able to prevent users from
o Eligibility List viewing or changing other
o Seniority List (Contract) employees records or certain
o Emp data relating to Promotion information contained in their own
o Trade-wise Vacancies (Additional) records
o Seniority Roll
o Common Seniority Roll
o Seniority Roll-Multiple selection
11. Posting
o Posting Plan/Order
o Posting not yet materialized
12. General Conduct and Discipline
o Discipline
13. Service Book
o Service Book
o History of Service
14. File Management System
o File History
o Files Availability Status
o Files Location
15. For New Inductees
o Employees Comprehensive
Personnel Proforma
o SPD – Particulars Proforma
o SPD Initial Security Clearance
Proforma
o Employees ISI Proforma
o Employees DIB Proforma
o Employees Inducted in SUPARCO
(Specified Period)
o Employee Proformae
16. Comprehensive Personnel Reports

Personnel Proforma
Personnel Proforma (All)
o Employees DIB Proforma
(Extended/Page Length)
TRANSFER  Able to record and capture all transfers

whether it is management or employee
initiated
 Able to :
I. Identify job vacancies or need for the
transfer purposes.
II. Capture, record and monitor employee
transfers by Department, Region etc
 Able to produce necessary letters e.g.
transfer letter, benefits letter etc
RESIGNATION  Able to capture all resignations and
perform the appropriate calculations of
benefits to be given to the employee based
on the resignation policies
 Able to automatically generate necessary
letters e.g. resignation acceptance letter,
etc. after all the necessary conditions met
 The Payroll modules shall be able to :
I. Withhold payment of salary and
other benefits depending on the
conditions of
II. resignation e.g. tax clearance,
return of corporate property.
III. Prorate the payment of salary
and other allowances given
based on the
resignation date
 Able to capture and monitor the position
vacated
 Able to maintain all employee historical
data for rehiring or other purposes
RETIREMENT/TERMINATION  Able to :
I. Generate listing on employee
who are going to retire (at least
one year before
retirement)
II. Generate necessary letters or
retirement memo
III. Generate necessary forms
required

IV. Capture all retirement events

 Able to generate termination letters on
demand
 Able to prompt the HR personnel to
conduct an exit interview and forward to
the manager responsible for action (via
workflow)
PERFORMANCE EVALUATION REPORT

(PER)
Reports generated in the Existing ERP Reports and other features

system. required in SAP ERP.
o Individuals Reports:  Able to capture performance
 Employees Eligible for PER appraisal data, which shall provide
 Employees PER Data Send Status the input for employee evaluation
 DH/SH/Mem PER Marking Status and training, and development
 Employees PER Writing Officers Details needs
 PER Details of Writing Officer for an  The ability to track and report
Emp performance appraisal process
 PER ’s Officer Writing Status milestones
 PER’s Proformae_Chairman  Performance appraisal data will form
 AMs_as_CO2_by_Chairman and develop into an employee’s
o Establishment Reports personnel development plan :
 Employees Eligible for PER I. To identify personal
 Individuals PER Data send status and career
 DH/SH/Mem PER Marking Status development needs
 PER Form Categories II. To remove
 Forms Categories not set for designation performance
 PER writing officers details deficiencies
 PER’s writing officer completion status  Option to automatically update
 PER details of writing officer for an employee salary based on
employee his/her performance rating to
 PER complete marking / routing status affect annual increments and
 PER completion status summary bonuses.
 Place-wise Quantification  The facility to do so shall be on-
 Defaulter of PER 1st Page line as well as batch updates
 List of Officers – upto two levels under  Able to generate necessary reports
Chairman e.g. performance listing, evaluation
 Completion status of PER at any stage report etc
 ACR Summary Report all years  Able to generate a listing of
 PER Adverse Reports outstanding employee appraisal
 Individuals ACR Proforma and Reports  Able to generate reminders for those
i. PER Proforma appraisal forms that have not been
ii. Pen Remarks Officer returned by the appraiser
 Normalization Reports

i. Normalization Report
ii. Individual Normalized
Report
iii. Normalization place setup
report
iv. Normalization Index
report
o Establishment Reports (History)
 Individual ACR Proforma and Reports
i. PER Proforma (History)
ii. Pen Remarks Officer
(History)
PROMOTION  Able to provide all relevant data for

promotion process:
I. Employee data,
II. Performance appraisal
data,
III. Personal development
plan,
IV. Supervisor’s assessment,
V. Evaluation, current and
previous work experience,
VI. Training and academic
achievements
 Able to match the job requirements
of the post with the skills,
knowledge, abilities, experience and
qualifications of the employee
 Able to trigger automatically all
administrative details (e.g.
preparation or memorandum for
approval, reports, letters of
promotion, exit interviews etc.)
 Training prerequisites (if any)
required for the position highlighted
for an automatic link to the Training
and development module

HIRING/ ACCOMMODATION CELL
Reports generated in the Existing ERP Reports and other features required in
system. SAP ERP.
List of employees eligible for hiring (form with
Consolidated Employee Report
policy checks)
List of Subsidized Houses (Self and private)
Office Order
with Address & Account detail
List of Subsidized Houses (Self and private)
Bank Payment Voucher & Top Sheet
with Contract info & Payment details
Debit Voucher Agreement
List of Eligible employees (availing housing
Service Proforma for payment
subsidy)
List of Eligible employees (not availing housing
List of De-hired houses
subsidy)
Waiting List of employees who have applied
List of Banks
for hiring
Card Printing Reports for Officers, Staff &
TVFs Budget Summary for availing employees
(in leave management system)
Budget summary for Next year budget
demand (forecast)
SPS wise Auth ceiling/ Auth area of employees
List of employees availing over and above
ceiling
Zone wise list of Hired houses
Marital Status wise list of employees
MEDICAL CELL
Reports generated in the Reports and other features required in SAP

Existing ERP system. ERP.
Minute Sheet for payment to
KPI Report on monthly, quarterly, Half yearly & Annual.
Hospital/Lab or employee
Office Order for payment Employee wise billing details
Top Sheet & Bank Payment voucher Hospital wise billing details
Consolidated reports of employees & Family members
Reference Letter
visiting hospital
Report of Entitled/Non-entitled employees & family
Medical Card
members for medical facility
Length of service calculation for parents medical
Bill Summary Report
treatment

Bill Summary Consolidated Separate budget selection option for HEC & SPD
Category wise report of employees availing medical

Hospital Bill Format
facility (e.g. TTS/FPS/SPD)
List of Family members of employees with details of
Financial Review
date of birth & marital status etc.
Budget Allocation / Expense Report of medical recovery with details of Office order.
Employee Emergency Contacts Report of Financial Commitment paid/pending.

Pensioners Payment Expenditure/Budget details
Annual Medical Checkup Report Report of Less Bills paid to Hosp/Employees
M.I. Room Report List of Panel Hosp/Labs
List of Panel Hosp/Labs alongwith their complete detail
Ledger Report
of their contracts/agreements
Current Stock Status Rate List of medical services of panel hosp/labs
Medical Card Comparison of medical rates
List of rates in form of old and new rates with nec

Reference Letter Summary
amendments as and when required.
Consolidated list of reference letters issued
(Treatment/P.No./ Hosp/lab/ family member wise)
Medical Cards issued with complete detail
Report of cases entertained / paid on monthly/yearly
basis
Blood Bank details (blood camp, blood units stock &
consumed, donors list etc)
Vaccination of children of IST employees
Annual Checkup of Employees
Prolonged Medical Treatment along with SOP Check
Age restriction/check of non-entitled family members

as per IST SOP
Medical Contracts/MOUs/ Agreements with Panel
Hospitals/Labs
Report concerning 3xchildren of employees for
deduction etc
List of employees having critical ailments

BENEFITS AND CLAIMS  Able to provide the facility to capture, compute,

maintain and monitor employee benefits e.g.
loans etc
 There should be on-line and batch update
facilities for checking, editing and updating of
these benefits
 For medical benefits, the system shall be able to
:
Manage the medical costs claimed by
employee and be able to set maximum
amount to be claimed.
Link to Payroll module to deduct amount
exceed the maximum claim allowed.
Generate various reporting format
 Able to maintain a history of all medical costs
incurred for purposes of statistics and analysis.
Data on medical costs, visits, sick leave taken
shall be available on-line
 Able to provide the facility to capture claims
submitted by employees for reimbursements to
be made
 The Accounts Payable system shall be updated of
all reimbursements of claims
 Able to have on-line report generation facilities
based on user defined criteria
 Able to track staff loans granted by the
corporation

LEAVE MANAGEMENT SYSTEM
Reports generated in the Existing ERP Reports and other features

system. required in SAP ERP.
Leave Reports Leave type wise report i.e., No of
o Individual Employee Report employees on LFP
o Individuals on Leave
o Employees Ex-Pakistan Leave  Able to capture, maintain and
o Individuals on Medical Leave monitor all leave transactions based
o Individuals on Course on user defined leave types
o Daily Attendance Report  Able to maintain a coded table of all
o User Wise Attendance leave types and leave entitlements
o User Details for the different categories of
o Daily Attendance State employees
o Employees Absent State  Able to provide a facility for manual
o Consolidated report of absent Officials and electronic application and
o List of Late Arrivals approval of leave
o In/Out Time Detail  For electronic leave application, able
o Working Hours (PNo) to route the application to the right
o Working Hours (Summary) person for approval via workflow
o Delegation Detail Report  Able to record transactions for the
o Exemption List Detail different types of leave, leave
o Daily Gate Pass Report accrued and calculate entitlements
o Exemption Detail Report for the leave types
o Flexi Hour Detail Report  Able to provide a facility to add in
o Employees Working Hours new types of leave, amend and
o Working Hours Month wise delete existing leave types
o Continuous Absent Employees List  Unlimited number of leave types can
o LFP Report (Faculty Only) be defined
o Working Hours (Deficiency)  Process and update leave record,
o Employees on LPR check for duplicate leave
applications and verify against leave
balance or entitlement for an
employee for that type of leave
 Able to provide for the automatic
transfer of leave details to affect the
processing of payroll (e.g. unpaid
leave, half pay leave)
 Able to automatically identify
employees who have excess of leave
balance for the year
 Able to facilitate the calculation of
leave compensation
 Able to allow for leave balance to be
carried over automatically if the
entitlements for the year is not
exhausted
 The maximum number of balance to
be carried forward shall be defined
 Able to track long service leave
entitlements for employees both
federal and state awards

Overtime Reports
o PNo Wise Over Time
o Date Wise Late Sitting
o Office Order New Format
o Office Order (Sanctioned)
o Office Order (Drivers)
o Office Order (PNo Wise)
o Division Wise Over Time
o Divisional Over Time Summary
o Search All Division
o Overtime of the Month
o Over time Drivers Summary
o Overtime Arrears
TIME MANAGEMENT  Able to capture employee

attendance electronically via
employee swiped card
 Able to :
I. Have the facility to
analyze employee
attendance and
absence
II. Produce attendance
reports on a daily
basis
 Able to produce attendance reports
for every employee
 Able to have a calendar facility
which
 keep track of all public holidays and
is
integrated with work schedule

TRAINING CELL
Current ERP System is not being utilized by the Training & Development section
of Establishment Division
Reports and other features required in SAP ERP.

Higher studies other than IST/Govt. Funded for Abroad:
a. List of officials pursuing higher studies (MS/PhD) abroad on scholarships other than
IST/Govt. Funded with recommendation of HoD/Dean and approval of CA.
b. Signing of MoU by officials with IST.
c. Time frame of study period per official.
Continuing studies for staff:
a. List of officials to improve their qualification with recommendation of HoD/Dean and
approval of CA.
b. Details of degree program and university.
c. Time frame of study period per official.
d. Expenditure details per official.
e. Completion of formalities by official pursuing studies.
Departmental Promotion Exam:

a. List of employees eligible for promotion in 1-3 years’ time.
b. List of unqualified employees.
c. Details of employees qualified DPE and interview in a year.
d. List of employees given waiver.
Trade Test:
a. List of employees eligible for promotion in 1-3 years’ time.
b. List of unqualified employees.
c. Details of employees qualified Trade Test in a year.
d. List of employees given waiver.
Certificates Issuance:
a. Title of events with dates, organizing department, approval of CA etc.
b. List of certificates issued with certificate numbers, names, designation and
organization name.
c. Number of certificates issued during an event.
d. Number of certificates issued during a fiscal year.
 Able to identify the required training (internal/external) for selected staff and
maintain individual staff training information and training courses available
 Able to generate Training Need Analysis and succession plan report
 Able to inquire on training courses attended by staff
 Able to capture comprehensive data on training courses attended by staff :
I. Date
II. Venue
III. External parties
IV. Instructor, etc
 Able to maintain course and instructor feedback from the participants
 Able to capture and generate report on training cost by department, section,
course etc.
 Able to inquire on training courses available for staff via an online training directory

CENTRAL REGISTRY
Reports generated in the Existing ERP system
1. Outgoing Daak to TCS (Official)

 Period Wise
 Month wise
 P. No wise
2. Outgoing Daak to TCS (Non-Official)
 Period Wise
 Month wise
 P. No wise
3. Daak dispatch to Post office
 Period Wise
 Month wise
SUCCESSION PLAN
 The system should able to keep list of
Reports and other features positions that need succession planning
required in SAP ERP.  The system should able to match job
profile & person specifications
 The system should able to identify
employees (Shortlist)
 The system should able to match job
profile with employee profile
 The system should recommend trainings
for identified employees (Gap Analysis)

ESTABLISHMENT- INDUCTION DEPARTMENT
Induction department is responsible for the recruitment of employees. It intends to deploy

E- Recruitment for a complete automated induction process. Currently, all the activities of
this department are carried out manually.
The Induction Department performs the activities related to Human Resource Planning &
Forecasting, Recruitment, Orientation, Record Management and carry out Reporting
Requirements.
The department is required by the Institute Rules to maintain every job applicant record for
a period of three years. Thereafter, the record is discarded with the approval of competent
authority.
 Human Resource Planning & Forecasting:
 Identification of annual manpower requirement for different departments.

 Verification of availability of sanctioned posts.
 Confirmation of financial concurrence.
 Identification of posts to be advertised.
 Approval of posts to be advertised from competent authority.
 Recruitment:
 Preparation of recruitment advertisements for publication.

 Preparation and dispatch of Release Orders for advertising agencies/ISPR
Directorate
 Correspondence with advertising agencies & ISPR Directorate
 Receipt of applications.
 Scrutiny of received applications.
 Assignment of roll numbers to eligible applicants.
 Dispatch of call letters for written tests & interviews.
 Compilation, maintenance & management of CVs & application forms’ data bank.
 Compilation, maintenance & management of questions’ data bank.
 Preparation of question papers for written test.
 Checking of answer sheets & compilation of written tests’ results.
 Preparation of ion for constitution of interview/selection board.
 Preparation of evaluation sheets for interviews.
 Evaluation by members of interview/selection board.
 Preparation of final merit lists & summaries of evaluation sheets.
 Preparation of board proceedings.
 Preparation of offer/appointment letters & joining documentations.
 Data entry of new inductees (CPDR).
 Preparation of personal files of new inductees.
Functional Requirements Establishment-Induction Department 41

 Preparation of documentation for payment of advertisement bills.

 Dispatch of ad bills’ payment documentation to audit department.
 Preparation & dispatch of endorsement files to HEC.
 Preparation of minute sheets.
 Orientation:
 Preparation of office orders

 Preparation of orientation schedules
 Correspondence with concerned personnel & departments regarding issuance of
office cards, medical cards, provision of office, office utilities, assignment of internal
& external email ids etc
 Extensions in joining dates of new inductees.
 Record Management:
The departmental record includes:-
 Standard Operating Procedures (SOPs)

 Board proceedings
 Results of written tests
 IONs
 Office Orders
 Drafts for Approval (DFAs)
 Application forms & CVs
 Eligibility criteria of posts
 Letters to HEC in respect of endorsement of faculty appointments on TTS
 HEC correspondence
 HEC/PEC/SPD/NCA notifications
 Approved minutes of IST Syndicate & Senate meetings
 Quality Assurance documentation & relevant record
 ISO Internal & External Audit Reports & relevant record
 ISO Auditor’s record
 External / Internal Email correspondence
 Orientation schedules
 Reporting:
The department requires the following reports:-
 Updated manpower strength report

 Posts held/vacant status report
 Manpower demand report
 Sanctioned posts report
 Report demonstrating financial concurrence in respect of sanctioned posts
 List of posts to be advertised
 List of approved posts for advertisements
 List of eligible candidates for posts
 Personal data, academic qualifications & professional experience of applicants
 Reports regarding advertised posts

 Reports regarding job descriptions of all posts

 Reports regarding advertisements
 Reports regarding correspondence with advertisement agencies / ISPR
Directorate
 Reports regarding personal data of applicants
 Reports regarding demographic characteristics of applicants
 Reports regarding billing of advertisements
 List of candidates successful in written tests
 Reports regarding ions of written tests / interviews
 Reports regarding evaluation sheets
 Reports regarding final merit lists
 Reports regarding board proceedings
 Reports regarding salary packages
 Reports regarding no. of advance increments & related justifications
 Reports regarding new inductees’ orientations
 Reports regarding orientation office orders
 Reports regarding orientation schedules
 Reports regarding orientation correspondence
 Reports regarding contingent paid staff
 Reports regarding endorsements of appointments from HEC on TTS
 Reports regarding correspondence with HEC
 Reports regarding departmental quality assurance
 Reports regarding quality objectives
 Reports regarding average induction time periods of advertised posts
 Reports regarding approval of new inductees from IST Syndicate & Senate
 Reports regarding current induction cases
 Reports regarding contingent paid staff
 Reports regarding level status of contingent paid staff
 Reports regarding status of police verification of new inductees
 Reports regarding status of medical of new inductees
f) Other requisites
 New Hire Request

 The requesting Departmental Head should be able to raise Employment
Requisition (ER) online through the system.
 While creating the ER the requesting authority should be able to retrieve the job
description from the organization Chart to attach to the ER through the system.
 The system should provide the manager concerned to be able to review the job
description for the vacant position to ensure that the functions, responsibilities
and the minimum educational and experience requirements are currently valid.
 System should support single/multiple levels of approval of the ER.
 The system should ensure that the requisitioned post in ER is within the approved
budget.
 Job Placement
 The system should provide an interface to Internet and internal electronic
mail/intranet system to advertise for the vacant positions.

 The system should have the facility for maintenance of data on recruitment and
advertising agents.
 The system should accept resumes/ applications for the advertised jobs online.
 Candidate Tracking and Selection

 System should assist in online tracking/monitoring of applicants through each
stage of the recruitment cycle.
 The system should have the facility to store and index applications received
online through the system, through e-mail or otherwise.
 The system should have the query facility to search for one or more applicants
and then drill down into their detailed resume information.
 The recruitment data bank should hold individual applicants’ resumes containing
personal details, competencies, previous work experience and academic
attainments. It should be possible to identify the source of the application.
 The system should allow flexibility in retrieval of information from the data bank,
for example by name, competencies, designation etc.
 The system should have the ability to define a short-listing criteria (ion)) based
on some defined parameters.
 The system should create hard copy call letters or send e-mails to short-listed
candidates or to unsuccessful candidates.
 The system should create test and interview schedules.
 The system should record scores for recruitment tests.
 The system should record interview results with detailed comments.
 The system should have the ability to propose/establish a suitable salary offer for
selected candidate based on proposed grade, position, qualification, experience,
department rules and the details of interview report.
 The system should provide multilayer workflow approvals for recruitment.
 The system should be able to create an offer letter for the successful applicant.
 The system should be able to maintain the employment reference checks
addressed to the candidate’s current and previous employers.
 The system should maintain an easily available history file of unsuccessful
candidates; this would help in deciding whether the candidate should be
considered or not considered for a similar position arising in the future depending
on the reasons (e.g. medically unfit, decline the offer, security disapproval).
 Pre Placement
 The system should maintain medical examination results.
 The system should maintain the record of the degrees/qualifications of the
candidates attested by the HEC.
 The system should record details of the negotiation process with a selected
candidate.
 New Hire Process

 The system should have a checklist for all the necessary documents required
from a successful candidate
 The system should generate alert if the necessary documents required from a
successful candidate have not been received and entered in the system.
 System should be able to generate and assign employee ID number to the
successful applicant.

 Confirmation in Service
 System should provide facility for creation of checklist to be filled by
departmental heads for employee confirmation in service after completion of
probation period
 System should allow extension in probationary period, if required.

PROCUREMENT DEPARTMENT
The Procurement Department performs the procurement related activities for all
departments of the Institute except for Civil Works. It is also responsible for Inventory
Management and Control.
The department works follows the Rules and Regulations of Public Procurement Regulatory
Authority (PPRA).
Reports generated in the Reports and other features Any other Futuristic
current ERP system. required in SAP ERP. needs.
Demand Procurement Life Cycle E-Procurement

i. New demand (s) mark i. Determination of
to Procurement Div. Requirements
ii. Demand Proforma ii. Source Determination
iii. Dealing officer wise iii. Vendor Selection and
demand (s) Comparison of
iv. BBF demand (s) Quotations
v. Fresh receipts demand iv. Purchase Order
(s) Processing
vi. Complete demand (s) v. Purchase Order Follow-
vii. Cancel demand (s) Up
viii. Under process balance vi. Goods Receiving and
demand (s) Inventory Management
ix. Demand materialized vii. Invoice Verification
Fiscal year wise viii. Information Flow
x. Demand (s) finalized ix. Material Master Data
after the lapse of month x. Vendor Master Data
(s) xi. Purchasing Info Record
xi. Demand comprehensive xii. Source List
report xiii. Purchase Groups
xii. Demand status
xiii. Report of under-process
Foreign demand (s)
xiv. Report of under-process
Local demand (s)
xv. Under process demands
prior placement of order
xvi. Demands vs LPO
summary
xvii. Spot demand (s) list
xviii. Demand (s) cancel
xix. Demand (s) mark to
Dealing Officer
Functional Requirements Procurement Department 46

Press Tender (s) Scheduling Agreement

i. Press Tender i. With release
ii. Web Tender documentation
iii. Tender detail ii. Without release
iv. Tender summary documentation
Invitation of Tender (s) Procurement Life Cycle in ESM
1. IT i. Determination of
i. IT between dates requirements
ii. Supplier list ii. Source Determination
iii. Item list iii. Vendor Selection and
iv. IT supplier wise Comparison of
v. IT issued between dates Quotations
vi. Opening of IT today iv. Purchase Order
vii. Opening of IT date wise Processing
viii. Last no. of IT (s) v. Goods Receiving and
response Inventory Management
2. Reminder vi. Invoice Verification
i. IT reminder vii. Information Flow
ii. ii. Supplier list viii. Service Master Data
ix. Vendor Master Data
x. Purchasing Info Record
xi. Document Flow
xii. Document Type
xiii. Service Entry Sheet
xiv. Planned Services
xv. Unplanned Services
Bid/Quotation (s) Purchase Requisition
Quotation consolidate report i. Document Type
ii. Salient Features of
Purchase Requisition
CST Request for Quotation

i. Local CST i. Document Type
ii. Foreign CST ii. Purchase Order Document
iii. Firm wise CST Type
iii. Salient Features of
Purchase Orders (PO’s)
iv. Release Procedure
Earnest Money Contract
Request for refund of E/M to i. Quantity Contracts (MK)
Finance ii. Value Contracts (WK)
Order Consumption Based Planning
i. Order consolidate report i. MRP Procedure
ii. Completed order (s) ii. Manual Reorder Point
report Planning
iii. Canceled order (s) report
iv. Delivered order (s) report
v. Un-delivered order (s)
report
vi. Order expire within seven

(7) days
vii. Order expire within Thirty
(30) days
Payment Inventory Management and
i. Payment claim report Physical Inventory
ii. Payment consolidate i. Managing Stocks by
Report Quantity
iii. Carried over liabilities ii. Managing Stocks by
for NFY Value
iii. Documentation of all
Goods
iv. Movement
v. Information Flow
vi. Document Flow
vii. Goods Movement
viii. Reservation
ix. Goods Receipt
x. Goods Issue
xi. Transfer Posting/Stock
Transfer
xii. Batch Handling
xiii. Movements Types
xiv. Material and Accounting
Document
xv. Physical Inventory
xvi. Batch Management/
Traceability and Shelf
Life
xvii. Flow Diagrams for
Inventory Management
xviii. Process Integration
Rate Running Contract Material Valuation
i. RRC control detail i. Valuation Levels
ii. Order (s) against RRC ii. Price Control
iii. Material Cost
iv. Revaluation
v. Manual Revaluation
vi. Automatic Revaluation
vii. Split Valuation
viii. Account Assignment
Store Logistic Invoice
i. Store receiving with 7 i. Invoice Parking/Posting
days ii. Subsequent
ii. Store receiving between Debit/Subsequent Credit
dates
iii. Store receiving demand
wise
iv. Store receiving order
wise
v. Stores delivered after
due date

vi. CRV receive after lapse

of standard period
vii. CRV receive by officer
viii. Payment made to supp
after lapse of 5 days
Item Integration of Material
i. Last purchase price of Management Module with
item Finance
ii. Item search in demand i. Procurement
ii. Purchase Requisition
iii. Purchase Requisition
Reporting
iv. Request for Quotation
(RFQ)
v. RFQ Reporting / Display
vi. Contract Management:
Must Have, Data
Extraction of Key KPIs,
Payment Mode from the
Contract and its
monitoring
vii. Contract Reporting /
Display
viii. Purchase Order
ix. Purchase Order
Reporting/ Display
x. Purchase Order Receipt
xi. Vendor Record
Management
xii. Inventory Management
xiii. Material Receipt & Issue
Management
xiv. Inventory/ Material
Forecasts
Currency Rate Supplier Relationship
i. Daily currency rates Management
ii. Currency rate between i. Complete Tendering
dates Process Synopsis
ii. Pre-Qualification of
Supplies
iii. Tender Fee processing
iv. Earnest Money deposit
processing
v. Two Envelope RFP
response processing
Budget i. Existing all reports and
i. Budget summarized features
report ii. Purchase Order for Spot/
ii. PSDP Budget Petty Purchase
summarized report
iii. Budget consolidate

report
Supplier Detail Software should be as per

i. Comprehensive firms PPRA rules and adopt any
information modifications change
ii. Registration form (ANX : according to PPRA rules from
‘A’ time to time.
iii. Verification of firm (ANX

: ‘B’)
iv. Suppliers complete list
v. Allotment of registration
no.
vi. Letter for registration
(Registration)
vii. Letter for registration
(Reg/Un-Reg)
viii. Letter for renewal
ix. Letter for renewal of
individual supplier
Reports i. Pie chart/ Bar chart etc
Transit Store Reports ii. Reports of each Proc
i. All-Voucher’s stage
ii. DRS detail information iii. SAP all standard reports
iii. Transit voucher detail
information (Type Wise)
iv. Part no. detail
information
v. Supplier information
Main Store Reports
i. All-Voucher’s
ii. Individual Load Card
Ledger Sheet
iii. Individual Full Ledger
iv. Divisions wise ledger
sheet
v. Store to Store Ledger
Sheet (Loan)
vi. Store voucher detail
information (Type Wise)
vii. Available balance
quantity
viii. Overall store status
ix. Item current status
x. Items received n issued
xi. Items received
xii. Part no detail
information
xiii. P No wise issue report
xiv. Part no wise issue report
xv. Part no wise purchase

report
xvi. LCI report
xvii. XRV report
xviii. Stocks statement report
xix. Stocks statement report
(1)
xx. Stocks statement report
(2)
xxi. Stocks statement report
(3)
xxii. Items ledger no wise
report (s)
xxiii. Store miscellaneous
reports
xxiv. Sport Demand List
xxv. Part no search lists
xxvi. xxvi. Barcode Reports
Reports Procurement planning
1. Concerned Demands
(Batch)
i. All Demand (s) Marked
ii. All Demands Marked
Proforma
iii. Demands Between
Dates
iv. By Part Name
v. By Part No
vi. By Demand No
2. Consolidated Report
3. Demand Milestone
(Proc)
4. Demands Type Wise
5. Demands Marking Detail
6. Item Current Status
7. Demands Vs LPO
Summary
8. Available Balance
Quantity

PLANNING & DEVELOPMENT DEPARTMENT
Planning & Development department is responsible for quarterly reporting the Physical and
financial progress of all the ongoing development projects at IST to the Government
organizations including Higher Education Commission, Planning Commission & Strategic
Projects Division(SPD).
Reports generated in the Reports and other features required in SAP ERP.
Only financial reports are 1. Project Management Module:

available in the current ERP. The complete project management module available in
These reports purely SAP is required.
represent only financial 2. Expenditure Reports:
data. There is a great need a. Customized reporting of expenditure both project
to reflect the data helpful for wise and component wise
project management. b. Reports can be generated on monthly, quarterly
and yearly basis (Actual and committed expenditure
will be reported separately)
c. Customized reports for comparing actual project
cost with approved in PC-I/project digest.
3. Progress Trekking Reports:
a. Customized reporting in the form of Gantt chart
providing trekking/physical progress of different
activities of the project
b. Change Management records with financial effect.
c. Contract Management including outsourcing
records: Customized Reports containing detailed
information about different civil works and
procurement contracts
d. Customized Reports containing details about HRD
e. Customized project reports for comparing actual
Functional Requirements Planning & Development Department 52

project scope with approved scope in PC-I

4. Customized Reports for project monitoring in
comparison with project approved schedule
5. Inventory Management of project items
6. Earned Value Analysis Capabilities
7. Customized project completion (in terms of cost,
time and scope) reports along with handing/take
over procedure for each project activity.
8. Impact Analysis during preceding years and
achievement of objectives/Goals
Project Systems  Projects

 Work Breakdown Structures
 Network Planning and Scheduling
 Project Costing
 Budget Utilisation Reports
Functional Requirements Planning & Development Department 53

DEPARTMENT OF CIVIL WORKS
Civil works administers and execute the constructions of buildings and Infrastructure at the
Institute. It manages such projects from the scratch i.e. the designing phase to handing
over to user department. The department is using PRIMAVERA Software.
The main responsibilities of the department are designing of the project through a
consultant, completion of tendering process, award of contract, execution of project,
monitoring the project progress, exercising quality control and on completion handover to
user department.
Reports generated the Reports and other features required in SAP ERP.
Financial Reports under Financial Reports corresponding to the specific major

Budget Heads milestones under the umbrella of budget head for specific
project
Separate Contract wise record of payments in the respective

budget head
Project Wise Monthly progress reports in terms of Financial as

well as physical progress on the format of Gantt chart
Progress Tracking of Civil works Projects
Handing/Taking over information to be recorded for civil

works project
Cost, scope and Time over run report
Functional Requirements Department of Civil Works 54

WORKS AND SERVICES DIRECTORATE
Works and Services Directorate is responsible for the repair and maintenance of the
Institute’s Infrastructure, hostels, civil works and generators. It also carries out preventive
maintenance.
Reports generated in Reports and other features Any other Futuristic

the Existing ERP required in SAP ERP. needs.
system.
Complaint Monitoring a. Location amendment Subject to the
b. Complaint reply etc authorization of
c. Progress report (Annual) Department of Budget and
Funds Management
A right to view the
approved and utilized
budget
Procurement & Store a. Demand cancelation
(Demand & Services) b. Services Proforma
cancelation
Finance a. Allocation/ approval of
amount etc Detail
b. Financial Report (Related
to updated report)
Part No Generation User / Initiating Rights
OR
IT or SAP DEPT. That will Initiate
Part No
User certification Right
Stock available /store List related

to the DTE
Required in SAP ERP

Plant Maintenance  Preventive Maintenance
 Breakdown Maintenance
 Corrective Maintenance
 Project/Modification
 Annual/Shutdown Maintenance
 Service Outsource
 Contract Service Outsource
 (Daily Basis/Emergency/Planned)
Functional Requirements Works & Services Directorate 55

DEPARTMENT OF GENERAL ADMINISTRATION
The General Administration Department is performs Transport Management and carries out
all event management related activates.
This department is also responsible for provision of rooms and furniture to employees,
monitors cleanliness and complaint management system.
All communication and sharing of data with Karachi based campus is routed through the
Department
Functional Requirements-Transport Management
Reports generated in the Reports and other features Any other Futuristic
Existing system. required in SAP. needs.
Fuel Consumption Report Accident Report Depreciation report

 Pool wise (b/w date)
 Vehicle wise (b/w
date)
 Authorized ceiling
wise
 Average
consumption wise
(b/w date)
Repair and Maintenance Driver utilization report
 Store wise Detailing of Driver
 RTLT
Total Expenditure Report Total Expenditure Report

 Month wise (b/w  Comparison b/w months
date)  Graphical interface
 Year wise (b/w date)
Vehicle Movement Report Vehicle Movement Report
 Duty slip report date  Duty slip status report
wise  Vehicle in/out history
 Duty slip vehicle
wise
 Duty slip dept. wise
 Duty slip P.no wise
Demand / Service Proforma
 Demand b/w Date
 Demand Part no wise
 Demand item name
wise
 Demand by Demand
no wise
Functional Requirements Department of General Administration 56
Functional Requirements-Events Management
Reports and other features required in SAP
Schedule of Events
Expenditure - Event wise
Auto generation of Entertainment Proforma on entering the event in SAP
Comparison – Month wise

Graphical interface
Intimation one day prior to event day
Functional Requirements Department of General Administration 57

REGISTRAR OFFICE
The registrar office is responsible to administer the admission, fees of the students and
degree awarding process. It runs a University Advancement and Financial Aid Program to
provide Sponsorships to the students.
The office is also the controlling authority of the following Budget Heads
a. Travelling Allowance/ Daily Allowance (TA/DA)

b. Printing and Publications
c. Advertising and Publicity
d. Degrees/Certificates Verification fee
e. Law Charges
f. Student Temporary Services
g. Convocation Charges
h. Merit Scholarships/ Fellowships
i. Need Based Scholarships
Reports generated in Reports and other features required SAP

the Existing system.
Merit & Need based Total automation of the process of Merit & Need based
Scholarships & Fellowships Scholarships and Fellowships for BS, MS/M Phil & PhD from
for BS, MS & PhD initiation to approval as well as disbursement/ adjustment.
Demand of Store Items Initiator should have the rights to view the total allocation,
already used and remaining balance of demanded item.
Service Proforma Initiator should have the rights to view the total allocation,
already used and remaining balance of funds of the subject
budget head.
Vehicle Movement System Initiator should have the rights to
(Requirement of Vehicle)  View the total allocation, already used and remaining
balance of allocated petrol.
 How many demands were initiated during the specific
time for particular vehicle?
 Review the details of any particular visit i.e.
1. Date
2. Time
3. Driver
4. Vehicle used
5. Destination etc.
Complaint Management Initiation of any complaint regarding any item/ service of
System any official requirements.
Functional Requirements Registrar Office 58

Finance management Subject to the authorization of Department of Budget

and Funds management: details of Budget Data
 Progress of Procurement cases relating to BH of
Registrar
General Information  Personal Information
related to Registrar office  Leave Information
 Pay slips (Current Previous)
 Overtime Entry/information
 Library Membership Form
 Loan Card Information
 Employee Working Hours
 Working Hours Summary
Annual Confidential Report  Required for Registrar for writing ACR of concerned
Writing staff/officers
Functional Requirements Registrar Office 59

DEPARTMENT OF HOSTEL MANAGEMENT
The Department is responsible for Hostel and Faculty Suite management. It includes
Allotment of rooms to faculty and students, Administration of Procurement, Management
and Maintenance of Hostel Inventory, Provision of Mess, Landry, Internet and Gym services
in hostels, Supervision of Hostel Staff and administration of Hostel complaints.
There are currently five hostels are managed by the Institute. Four of the hostels are in
Islamabad and one is in Karachi.
The application of SAP is for Islamabad based hostels only (three boys’ hostel and one girls’
hostel).
Since the Institute is in the process of building hostels within its premises, hostel buildings
are rented and all mentioned hostel services are provided by the Institute. Only girls’ hostel
services are outsourced.
Reports generated the Reports and other features Any other Futuristic
Existing ERP system. required in SAP ERP. needs.
Demands Generation & Demands Generation & Reports

Reports
Service Porforma Service Porforma

& Reports & Reports
Complaint Registrations Reports & Progress
only (Maint Dept.)
Inventory Managing Reports like available furniture Depreciation Reports
(Bed, Mattresses, Chair, Table,
Pillow etc).
Defective/Effective inventory
etc.
Material Gate Pass (Not in Material Gate Pass & Reports
Practice)
Students Personal Information,
Contact No, Emergency Contact
No., Father Name & Contact No.
in which Hostel student is
residing
Functional Requirements Department of Hostel Management 60

Available Accommodations
(Seats); Vacant Seats.
Hostel Fee can be deposited for
if only seat is available
Students Personal Information, Student & Staff Card Swiping

Contact No, Emergency Contact /Biometric System as Hostel
No., Father Name & Contact No. gate
in which Hostel student is
residing
Feedback Form from
Students/Parents, (graphical
presentation)
Fine Tickets
Students Complain Registration

System: Mess & Maint
Budget Allocation/ Preparation/
Commitment etc.
Students Data regarding Freeze
Semester, Dropped/Left,
Disciplinary Action Committee
etc.
Hostel payments for contract
period (03 years) would not pay
extra/more payments than due.
Entr contract obligations.
Student inventory system, bed

chair, table, mattresses & their
cost.
Emergency student out,
Students guests, guests
students, day scholars entry,
The Student related Information is to be accounted for in SAP (Higher) Education

and Research. The Financials, Human Management, Procurement and other
related Impact of the Department should be accounted for in the respective SAP
Modules.
Functional Requirements Department of Hostel Management 61


Appendix C Part 1 Functional Requirements Required in Core Sap Erp

Transféré par

Informations du document

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Appendix C Part 1 Functional Requirements Required in Core Sap Erp

Transféré par

Droits d'auteur :

Formats disponibles

Institute of Space Technology

FUNCTIONAL REQUIREMENTS REQUIRED

The following Functional Requirements must be provided for in SAP ERP, in

Department of Budget and Funds Management…………………………………….16

Establishment-Induction Department ………………………………………………...41

Planning & Development Department………………………………………………….52

Department of Civil Works…………………………………………………………………54

Works and Services Directorate………………………………………………………….55

Department of General Administration………………………………………………..56

Department of Hostel Management…………………………………………………….60

Finance department is responsible for Financial Reporting, Payroll, and Maintenance of

GENERAL LEDGER Reports and other Features required in SAP ERP.

Functional Requirements Finance Department 4

Fund Opening and Closing Balances.

Functional Requirements Finance Department 5

Tracking the status of payables (i.e. requested, expired,

Functional Requirements Finance Department 6

Settlement of AUC (CWIP) to fixed assets.

CASH & BANK

Functional Requirements Finance Department 7

LOANS & ADVANCES

Functional Requirements Finance Department 8

Period wise Security deposits detail.

CHART & ANALYSIS

Functional Requirements Finance Department 9

Fund wise and consolidated budget vs actual report

GRANTS & EXPENSES

Functional Requirements Finance Department 10

Department wise restricted grant details (No. of faculty

MESS & WELFARE FUND

Functional Requirements Finance Department 11

CONSOLIDATED REPORTS Consolidated Reports and

Reports and other Features required in SAP ERP.

Functional Requirements Finance Department 12

Total payments by Sponsors with respect to specified student.

Functional Requirements Finance Department 13

Functional Requirements Finance Department 14

Employee retirement benefits processing: Calculation of medical scheme.

The other services and facilities available to the Employees are

1. Mess Services – Faculty dining Services (Dining charges

2. Laundry Services (Washing charges applicable)

ALLOWANCES  Able to provide for user defined coded tables to maintain an

Functional Requirements Finance Department 15

DEPARTMENT OF BUDGET AND FUNDS MANAGEMENT

CONTROLLING Reports and other features required in SAP ERP.

All Standard Features/Components/Reports of SAP-Controlling

Integration With Other SAP Modules

Able to define a Budget Hierarchy for Responsibility Areas within the

Able to Create ,Insert, Delete a Responsibility Area within Hierarchy

Budget Utilization Trend Analysis Report IST/Cost Centre/Head

Maintenance of Master Data in Internal Orders Management

Standard Activity Based Accounting Reports

Functional Requirements Department of Budget and Funds Management 16

Cost and Revenue Variance Analysis Report

Actual Cost/Revenue Allocation

Able to define Criteria for Extraction Of Data

Able to Define Formula for Formatting Data e.g. Arithmetical

Budget Allocation Reports

All Standard Features/Components/Reports of SAP-Fund

Functional Requirements Department of Budget and Funds Management 17

Purchase Requisition wise Annual Budget Report

Commitment Report (LC) Budget Commitment Report Head wise;

Special Commitment Trend of Expenditures Report for Each Budget Head;