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ANNEXURES & APPENDICES

APPENDIX VIII:

Functionality Requirement Specifications (FRS)


FOR
COAL INDIA LIMITED & ITS SUBSIDIARIES

Index
Sl Function Page
No no

1 Finance and Accounts Management Function 154

2 Human Resource Management (HRM) including Employee Self Service (ESS) and 182
Payroll function
3 Procurement, Inventory Management, Contract Management including Civil 194
Contract and Exploration contracts
4 Sales and Marketing Function 220
5 Production Monitoring and Planning function 241
6 Project Management Function 254
7 Asset Management, Plant Maintenance and Operation (E&M, Excavation, 259
Washery, E&T & System)
8 Hospital Management System 351

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Functional Requirement Specifications for Finance and Accounts Management


List of processes
Process No. Process Name
01 Payroll Processing and Posting
02 Employee Loans & Advances
03 Employee’s Claims and Reimbursements
04 Bill Payments
05 Statutory Deductions
06 Handling & Tracking of LC's
07 Earnest Money Deposit (EMD) / Bank Guarantees
08 Financial Concurrence
09 Period End Closing – GL
10 Internal Audit/ Government Audit
11 Funds Requisition & Transfer – Corporate Cash
12 Funds Requisition & Transfer – Apex Cash
13 Cheque Management – Payments
14 Cash Payments
15 Pension Trust – CIL Executive Defined Contribution Pension Scheme, 2007 (EDCPS)
16 Contributory Post Retirement Medicare Scheme for Executives (CPRMSE)
17 Contributory Post Retirement Medicare Scheme for Non-Executives (CPRMS-NE)
18 Modality of Gratuity Funding (With LIC)
19 Leave Encashment Funding
20 Coal Mines Provident Fund (CMPF) and Pension Department
21 Investments
22 Domestic Borrowings – Loans
23 Foreign Currency Borrowing & Monitoring of Claims
24 Miscellaneous Receipts
25 Period End Closing
26 Capitalization of Assets
27 Depreciation
28 Cost Accounting & Reporting
29 Capital & Revenue Budget
30 Sales Accounting
31 Purchase & Stores Accounting
Any other:
32 Project Costing
33 GST compliance

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Process F-01: Pay Roll Processing and Posting


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

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

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

In case of non-executives, after 8 years of stagnation, one Service Linked upgradation (SLU)
is granted, i.e., one increment is given.
Attendance Bonus:
 Attendance Bonus is being paid to non-executive employees on quarterly basis and are
included in the monthly pay slip.
 Leave encashment: EL, TA bills, Medical Bills, Advance & adjustment.
Medical Allowance:
 Medical allowance is also being paid to non-executive employees which is being prepared in
a separate sheet and is paid at quarterly intervals. (Not applicable in subsidiaries)
LTC/LLTC:
 Executives and non-executives both are entitled for LTC/ LLTC. However, in case of LLTC,
executives are entitled to encash it. Sanction order, for availing LTC/LLTC are being issued by
Personnel department. Both executives/non-executives may take advance before the
journey for LTC/LLTC. After availing LTC/LLTC, the executive/non-executive submits their
claim, deducting the advance taken (if any) to the finance department along with required
documents. Finance department processes the bill for payment based on CIL rules and
payment is being received through monthly salary slip or reimbursed separately.
Deduction and payment to the Third Party:
 Deductions for PF, Pension, Income-tax, Professional Tax, Co-operative, LIC, Club fees are
made from the pay slip and the payments to the third party i.e. authorities of Provident
Fund, Pension, LIC are being made within due dates of each respective authorities, by the
Finance Department.
The report for the aforesaid deductions are being generated through system and the
payment to third parties are being made as per system generated format.
For subsidiaries:
Deductions: Electricity, school bus, telephone charges, relief fund, security money for
Management Trainees etc.
 Special Deduction: Dusshera, local Festivals & Mandir.
 Periodical statutory returns as required under various Act will be required to be
prepared by the Systems Department based on format given input.
Deletion of employee’s name in case of retirement/ retrenchment/ resignation/ death:
 As soon as name of the concerned employee is received from Personnel department to
Finance as well as Systems department, Finance deletes his/her name from the employees’
list and the same is sent to Systems department for deletion. System generated deletion list
should be sent to Personnel department.

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 Name of employees retired or separated should be kept in “off role” section and payment
made after separation should be recorded against that employee name (in CMPDI)
Reports Generated
1. Checklist
2. Final Pay Sheet indicating balance of leave, deductions, accumulated pay and deductions, etc.
3. Various Deductions Statements
4. Individual Pay Slips
5. Formal Reports for payment to Third parties
6. Form 16, TDS certificates.
7. Project wise, employee wise, group wise, cost center wise report on salaries.
8. Statement for PF returns as per form VV
9. Tax statement for filling Tax returns.
10. Bank Statement in the form suitable for Bank for bulk credit of salary.
Any Other
1. Comparative checklist showing current month & earlier month figure identifying heads under
which there are changes.
2. Projection of head-wise impact on hike in salary including impact on Gratuity and Leave
Encashment provision at the time of new joining of an employee.
3. Project wise, employee group wise, cost centre wise report on salaries.
4. Project Wise - Employee group wise, Cost center wise report on salaries showing separately
Basic Pay, VDA, FDA & Perquisites.
5. Calculation of Arrears in case of pay revision, revision of Basic salary, revision of DA etc. with
retrospective effect.
6. Performance Related Pay (PRP) calculation, Annual Bonus/PLRS.
Payment of Retirement Benefits
 Retirement benefits viz gratuity, CMPF, Pension etc. are paid to the employees who have
retired or separated from the service of the company.
 Claim for payment of gratuity, CMPF, Pension is received from the establishment section of
Personnel department
 Claim of gratuity is processed in the Finance department as per rule and pay order is
prepared. Approved pay order is sent to cash section for payment.
 Claim of CMPF and Pension is processed and forwarded to the CMPF authorities for further
processing.
 Any claim of advance or loan against CMPF deposit is also processed in similar way.
Reports Generated
1. Employee wise advance Report and the recovery thereof till last month.
2. Total Advance Report along with accrued
Process F-02: Employee Loans and Advances
Description
Employee’s Advances:
The following advances are paid to employees:
1. House Building Advances

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2. Medical Advances
3. LTC/LLTC Advances
4. Tour Advances
5. Transfer TA advances
6. Imprest Advances
7. Computer Advances
8. Other Advances
9. Salary Advance
10. Vehicle Loan
Payment of Advances:
 Processing of all the above loans and advances, shall be initiated from Employee Self Service
module of HR Function. Employee shall make the application for loan and the data shall be
captured in HR. The loan application shall be processed in HR as per the applicable rules and
to be sanctioned by HR. A loan master record for the employee is created by HR. HR shall
print the release order for payment with intimation (hard copy) to finance and the
concerned employee. On receiving the release order, Finance department pay the amount
to the employee’s account.
Repayment of Advances:
TA/LTC/LLTC:
 Repayment of advances in case of employees advance LTC/LLTC, Imprest Advance, Tour
Advance, Transfer TA advance are adjusted from the final bill. Employees are to deposit the
final bill for advance taken forthwith but within a month from the date of advance.
 If the employee does not submit their bill for their aforesaid advance within a month (unless
approval of the competent authority), the advance will be deducted from the salary of the
following month and this procedure should be system generated.
House Building Advance:
 In case of House Building Advance which is given to the employees for the purpose of
purchase and construction of the house/land, after sanction of the competent authority, the
advance is being paid at one go/ instalment as per the competent approval. The employee
data has been captured in the system department indicating the EMI to be recovered and
the interest are also specified.
 As per the present system of CIL, the principal amount is being deducted first through EMI
and the interest accrued are being deducted through EMI after the principal is recovered.
This will also be dealt through Employee Self Service Module of HR function.
Other Advances:
 All other advances are adjusted/ balance paid based on claim but submitted by employee.
Reports Generated
1. Employee wise advance Report and the recovery thereof till last month.
2. Total Advance Report along with accrued interest thereon for the purpose of accounting.
Process F-03: Employee’s Claims and Reimbursements
Description
1. All bills from different departments are received by Finance department through Bill Tracking
system only.

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

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1. Tax Deducted at Source (TDS)


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

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

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

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3. For other interest like house building, Conveyance etc., calculation shall be made as per the
terms of agreement.
 Pre-paid/Accrued Expenses of Insurance/Rent, etc.
As per the policy of the company, prepaid expenses are accounted where the expenses exceed
Rs. 10, 000.
 Contingent liability
Contingent liability forms part of Notes to the Balance Sheet. Contingent liabilities are recorded
as noted items. As and when contingent liability arises, it is to be recorded w.r.t to the
concerned vendor. At period end, a report is prepared showing party wise contingent liabilities.
Interest is calculated on the amount outstanding. After calculating the interest, user posts an
additional item for the amount of interest to update the balances of Contingent liability.
 Adjustment of provision against expenses on account of retirement benefits
On the basis of actuary valuation of retirement benefits, an accounting entry shall be done.
Accrual/Deferral document is recorded on the basis of Provision made during last year
proportionately distributed in the current year.

 Open and close posting periods- Month End Activity


 Carry Forward of Balances– Year End Activity
This process involves carrying forward account balances into the new fiscal year. The balance to
be carried forward is shown in the account balance display. The balances on the balance sheet
accounts are simply carried forward into the new fiscal year. Profit and loss accounts are carried
forward to retained earnings accounts. The balances of the profit and loss accounts are set to 0.
 Open New Fiscal Year – Year End Activity
The new fiscal year is automatically opened when the first posting is made in the new fiscal
year. It is not necessary to close the old fiscal year before posting data in the new one.
Reports Generated
1. Report showing Contingent Liabilities Opening Balance, additions/deletions (if any) and Closing
Balance at the end of year.
2. Report showing provisions on retirement benefits Opening Balance, additions, utilization and
Closing Balance at the end of year. The report should be available Business Area wise.
Any Other
1. Ledger should show balance against each transaction so minimum and maximum balance can be
easily identified.
Process F-10: Internal Audit/ Govt. Audit
Description
 Internal Audit:
In CIL, Chartered Accountant/Cost Accountants firm is engaged for the purpose of Internal Audit.
The scope and coverage of Internal Audit, time frame for start of audit, submission of report,
submission of replies is set by the departmental heads at the start of the year.
Internal Audit Reports are sent by Subsidiary Companies to Internal Audit Department for
scrutiny and further remedial measures. The Internal Audit Dept., CIL do the second level review
of the Internal Audit Report submitted by Subsidiaries and sent communications for necessary
corrective measures of the same.

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

Process F-11: Funds Requisition & Transfer – Corporate Cash(Not Applicable for Subsidiaries)
Description
 In CIL, payments are made from two depts.:
1. Corporate-Cash
2. Apex-Cash
CIL Corporate-Cash deals with payment to and receipts from subsidiaries, for/on behalf of
subsidiaries through transactions effected in Material Management division & Clearing and
Forwarding department, Ministry of Coal (MOC), Fund Management through treasury operation.
CIL Apex-Cash deals with all receipts and payments related to the expenditure of CIL Apex office
namely employees and vendors.
Activities of Corporate Cash
1. Funds paid and received to/from Subsidiaries, Ministry of Coal, NEC.
2. Placement /Maturity of funds in Fixed Deposits, ICDs, Mutual Fund houses.
3. EMD received/refund from/to bidders through portals of specific bank.
4. Payments made against LCs and other various transactions in relation to MM Department
5. Foreign Currency Loan repayment on behalf of Subsidiaries.
6. Submitting projections of Coal India Consolidated to consortium bankers/Credit Rating Agencies.
7. Fund transfer from one bank to another within the empaneled/Consortium Banks.
8. Operation of Consortium Credit facilities with banks.
9. Submission of monthly/quarterly/annual report to Consortium Banks.
10. Issuance of bank guarantee and confirmation of Bank Guarantee from Issuing/Nodal Branch.
11. Avail of Long term and Short term loans from Banks/FIs and availing of credit facilities from
consortium banks.
Procedure Followed
The funds would be received from Subsidiaries, MOC and Banks daily. Funds received from various
sources will be accounted for in Fund section. Expenditure towards operational and capital
commitment would be received from various other Depts. All the above requisitions for expenditure
would be received in the fund section through duly approved vouchers. Fund requisition would be
received from MOC and Subsidiaries which will be approved by competent authority before

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

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voucher (CPV) after verifying the claim submitted by the employee. This CPV would be a base
document for payments. On the basis of the CPV, actual payment is made by the cash officer and
the relevant accounting document is posted. For all direct receipts, the Cash/ Bank section
should directly give necessary credit entry to the concerned department / persons.
 Further, fund requisition assessment would be made by the cash officer considering the
following:
1. Vendor payments in connection with Apex Office.
2. RSO remittances (including Delhi and Bengaluru office).
3. Payments such as CMPF, Taxes and other Statutory Payments.
4. Payments related to employee deductions.
 All payments are made through FT/NEFT.
 Master data of all beneficiaries that includes employees and vendors are uploaded in the bank
server. A file system is required for uploading beneficiary data in the bank server. In case, paying
and receiving bank accounts are different, payments are made using RBI server and fund is
transferred through NEFT. In this case, an E-payment file is generated in the prescribed format
and the payment is uploaded at the paying bank’s server for execution of the payments in favor
of beneficiaries. Thereafter, Section receives report for transaction report mentioning
success/failure of payment.
Reports Generated
1. List of master data of beneficiaries.
2. List of all payments made through E-payment method.
3. Bank Reconciliation.
4. Fund requisition statement.
Process F-13: Cheque Management – Payments
Description:
 Manual Cheque Payment:
All payments are being done through FT/NEFT mode. However, the Apex-Cash and Corporate-
Cash, make payments through Cheque as an exception only. The sections receive information of
the invoice document along with valid supporting documents. The Cash section would post a
bank payment clearing document which would clear the open line item of the vendor/ liability
and make the payment through selected bank. The cash section would then make payments for
all posted cash payment vouchers. If any cheque is cancelled/ destroyed during printing, the
cheque would be made void and a fresh cheque would be printed for the same bank payment
document. For all cheques which are void, they would be manually re-printed and would be
allotted the next applicable sequential cheque number. Cheque Register containing cheques
details along with cheques printed would be forwarded to authorized signatories for signatures.
The authorized signatories would sign on the cheque as well as on the cheque register. The
concerned person would necessarily confirm the actual bank balance to ensure that all
requested balance transfers, receipts, etc. have been effected physically as per bank book
before releasing the signed cheques for dispatch.
 Automatic Cheque Payments:
The concerned departments (like Bonds, PDS, and Loan group) who need to make scheduled
payments would generate a payment proposal run (PPR) for all the payments due and would
select the vendor open items based on various selection criterions applicable for payments. A
payment proposal number would be generated. This would contain a list of all proposed

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payments mentioning all vendors and payment details. The concerned department would
submit their payment proposal along with all supporting documents, etc. to the concerned
section. If any cheque(s) is/are cancelled/ destroyed during printing, the cheques cancelled/
destroyed would be made void and would be re-printed by the user for the same payment
document. A copy of payments made through PPR containing cheques details along with
cheques printed would be forwarded to authorized signatories for signatures. The authorized
signatories would put their signature not only on the cheques but also the hard copy of the PPR
payment list. The concerned person would necessarily confirm the actual bank balance to ensure
that all requested balance transfers, receipts, etc. have been effected physically as per bank
book before releasing the signed cheques for dispatch.
 Stop Payment / Request for Cancellation of Cheques:
In case, if the request is received to stop payment or cancellation of cheque from concerned (i.e.
originating) department, the cash section would deface or cancel the cheque manually. A new
cheque number would be updated to the payment document whose cheque is made void.
Intimation would be sent by the user in cash section to the originating section with all necessary
cheque details.

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

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Process F-15: Pension Trust: CIL Executives Defined Contribution Pension Scheme 2007 (EDCPS)

Objective
To decide the pension trust amount and to monitor it. It is envisaged that a centralized Trust would
be formed to monitor and get options from employees through system in regard to pension annuity
for submission to concerned department
Description
The O.M. No. CIL/C-5A(vi)/005/35/1210 dated 02/07th May 2009 on revision of pay of Board Level
and below Board level executives of CIL and its subsidiary companies w.e.f. 01.01.2007 provides for
the creation of a separate Pension Fund or Trust. Every year, the company would contribute an
amount equivalent to 9.84% (3% plus 6.84%) of Basic pay and DA to the Trust so created.
Pension trust would receive the contribution data every month from payroll department and
transfer the fund to Trust on every 1st of the next month. Amount so received would be invested
within ten (10) days of receipt of the fund with an approved investment company for purchase of
annuity for members of the trust after retirement. At the time of separation of an employee from
CIL, Trust would forward the claims to the concerned Investment company. Members shall opt for
type of annuity which will be stored in the system.
Reports Generated
1. Report on the receivable and payable position from and to CIL respectively.
2. Types of Annuity as opted by members.
3. Claims forms for settlement with the Investment Company.
4. Periodical growth of funds invested with the Investment Company.
Process F-16: Contributory Post Retirement Medicare Executive Scheme (CPRMSE)
Description
 The Contributory Post Retirement Medicare Scheme for Executives (CPRMSE) aims to provide
medical cover to executives after their retirement as per the Scheme. Executives who retired
before 1.1.2007 become members with payment of registration fee. Executives who have retired
after 1.1.2007, a percentage (Currently 4%) of Basic plus DA are contributed for the scheme.
Registration are being done at personnel dept. of CIL and its subsidiaries.
 The O.M. No. CIL/C-5A(vi)/005/35/1210 dated 02/07th May 2009 on revision of pay of Board
Level and below Board level executives of CIL and its subsidiary companies w.e.f. 01.01.2007
provides for the creation of a separate Fund or Trust for superannuation Medical Benefits. Every
year, the company would contribute an amount equivalent to 4% of Basic pay and DA to the
Trust for such medical benefits.
 Presently, a sum of Rs. 25 lakhs are allotted for the executive and his/her spouse, and Rs. 12.50
lakhs are allotted in case of a single beneficiary. This amount is other than five critical diseases
mentioned in the Scheme. There are three kinds of benefits provided under the Scheme:
1. Half yearly payment after receiving life certificate in December-Jan and July.
2. Hospitalization and OPD payments against a specific limit.
3. Unlimited hospitalization and OPD for five specified diseases.
 Liabilities in the Accounts are booked on the basis of Actuarial valuation and E-payment will be
made through Trust for CIL and its Subsidiaries centrally.

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Reports Generated
1. Beneficiary upload in Bank.
2. Mapping upload in Bank.
3. Payment List on the basis of life certificates received.
4. Report of unpaid amount as per information received from members and subsidiaries.
5. Actuarial data as per format.
6. Member wise, year wise, benefit wise, hospital wise ledger showing payment details of executive
and spouse along with the balance available.
7. Each Pay order will show the spent amount (cumulative) and remaining balance at the credit of
the said member.
Process F-17: Contributory Post Retirement Medicare Scheme for Non-Executives (CPRMS-NE)
Description
The Contributory Post Retirement Medicare Scheme for Non- Executives (CPRMS-NE) aims to
provide medical cover to non-executives after their retirement as per the Scheme.
Reports Generated:
1. Beneficiary details upload in Bank
2. Account Mapping of beneficiary upload in Bank
3. Actuarial data as per format
4. Member wise, year wise ledger showing payment details of executive and spouse on individual
basis.
5. Each Pay order will specify the spent amount (cumulative).
Process F-18: Modality of Gratuity Funding (with LIC)
Description
Every year actuarial valuation is being done for the Gratuity liability on the basis of each employee’s
salary structure and profile. CIL Gratuity trust would send a request to the CIL HR department for
providing the data in the required format. The employee salary data and profile would be received
from the HR department in the form of a report and provided to the designated person for
valuation. On receiving the valuation, the difference of the amount as per the actuarial valuation and
the corpus on the concerned date would be receivable from CIL. Gratuity Trust would raise a
demand for the amount receivable from CIL. When the demand is received by CIL (Corporate) from
the Gratuity Trust, CIL would pass an accounting entry for the amount receivable from Trust. On
separation of an employee, the gratuity payable would be calculated by HR. The payments of
gratuity would be made by respective departments & Cash section through their local bank
accounts. HR department on calculating the gratuity payable and posting the accounting entry would
generate a report and send it to the Gratuity Trust for its accounting.
Reports
1. Gratuity paid during the month.
2. Report as per format of LIC for claim.
Process F-19: Leave Encashment Funding
Description
Every quarter, actuarial valuation is done to determine the Leave Encashment liability on the basis of
each employee’s salary structure and leave profile for all units of CIL standalone i.e., for CIL(HQs),
NEC, RSO and New Delhi. CIL HR department shall provide data in the required format to the

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designated person for valuation. On receiving the valuation, the difference of the amount as per the
actuarial valuation and the corpus on the concerned date would be either payable or receivable
to/from Insurance Companies. CIL would pass an accounting entry for the transactions. Every
Month, statement of Leave Encashment of the employees retiring as well as existing shall be
received from pay roll section which will be forwarded to the Insurance Companies for the purpose
of reimbursement. Every quarter, on the basis of Actuarial valuation, decision will be made for
withdrawal/investment. All necessary accounting entries shall be passed by the designated officer.
Reports Generated
1. Report on the receivable and payable position from and to CIL (includes NEC, RSO and New Delhi)
respectively. Monthly/quarterly/annually report should be generated linking the actuarial report
and Investment.
2. Unit wise report should be available in the system.
Process F-20: Coal Mines Provident Fund (CMPF) and Pension Department
Description
 Coal India Ltd deposits all CMPF and Pension contribution deducted from monthly salary to Coal
Mines Provident Fund Office (CMPFO). CMPFO is an independent entity under the control of
Ministry of Coal, Govt. Of India.
 The employee master would contain all employee details like Employee name, Address, Gender,
Marital Status, Date of joining, Date of birth of the member and date of birth of spouse,
proposed date of retirement, Nominee name(s), Share of nomination, Nominee’s address and
date of birth of nominee(s). Reporting system should be linked to CIL HR Dept.
 There would be different PF deductions from the monthly salary of the employee namely
Employer’s Contribution (PF and Family pension), Employee’s Contribution (PF and Family
Pension), Additional Increment, 2% Pension Contribution, Additional Increment and Voluntary
Contribution.
 Employees transfer in and out of Coal India Ltd to other subsidiaries and further to Areas. This
necessitates the need to record their period of service in each place of posting, duration of
posting, reckonable months, contribution to PF and Family Pension, Additional Increment, 2%
Pension Contribution, Additional Increment and PF Voluntary Contribution.
Monthly deposit of contribution with Coal Mines Provident Fund Office (CMPFO):
 The monthly contributions would be recovered from the employee from the salary of each
month and remitted to the Coal Mines Provident Fund Office (CMPFO) by 10th of next month. PF
amount (Employers and employee’s contribution as well as Employee Voluntary contribution)
which are deducted in the last month from the retiring employee is paid to the employees on
the date of retirement without depositing to CMPFO. The CMPF deposit statement (CDS) in form
PS-5 is required to be prepared for depositing with CMPFO after considering the PF
contributions paid to the retiring employees and Administrative charges. Pension contributions
are to be deposited with CMPFO. CMPF department of CIL makes payment of CMPF contribution
deducted from leave encashment of retiring employees without sending it to CMPFO.
Separation of Employees:
 The reasons for separation could be either of the following:
1. Retirement/ Superannuation
2. Death
3. Resignation
4. Termination

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5. Voluntary Retirement
 When an employee separates from CIL, his PF amount becomes payable on demand, i.e., claim
forms for PF and Pension payment are required to be deposited with CMPFO for payment of PF
as well as pension. The date of separation would have to be updated in the employee master.
Final Settlement:
 CMPFO provides settlement cheques towards CMPF and also Pension Payment Order for the
retired employees.
Reports Generated
1. Monthly Contribution Statement for employees.
2. Final claim forms during a particular period.
3. PF and Pension related contributions received from all previous postings.
4. VV Statement to be submitted to CMPFO on monthly/annual basis.
5. List of transfer-in and transfer-out employees for submitting to CMPFO, Form HH-B&C
respectively and new joinees in Form HH-A on periodic basis.
6. Pension calculation Statement.
Process F-21: Investments
Objective
The objective is to facilitate optimum investment of short term surplus funds in accordance with
Govt. guidelines and investment policy of the company. All Investments are done by CIL Treasury-
cash section.
Description
 Investment portfolios may be in Fixed Deposits(FDs), Mutual Funds, ICDs, Bonds, Treasury Bills,
GOI Securities, etc. based on the tenure and requirement of fund in near future. After identifying
the surpluses for investments, approvals are obtained for prevailing card rate from banks
through CIL web-based portal within specified date and time. Consortium Banks would be
selected according to the approved deposit policy laid down by the company. After due approval
process, communication would be sent to the Banks.
 Similarly, for investment in mutual fund, placement and redemption will be done according to
the approved policy of the company.
 For investment in ICD, rates would be obtained from primary dealers and placement would be
made according to the approved policy of the Company. It is imperative to verify rates of mutual
fund and limits of investment available with the mutual fund houses before placement of ICD.
 At the end of the term, the investment maturity amount along with the due interest income
would be accounted for by Treasury-cash Section. Once investments like FDs, MFs, ICDs, GOI Sec
and TR Bills are matured, the same would be available for a rollover, if required. If the
investment is rolled over, the new end term and rollover amount have to be mentioned.
 On actual receipt of money from the bank / financial institution, a Bank Receipt Voucher will be
prepared by Fund section. At every quarter/year end closing, Interest accruals and reversals
would be calculated as per the terms of each investment and the weighted average gross yield is
to be calculated at each quarter end for sending debit advice on account of interest on surplus
fund parked with the company by the subsidiaries.
 In case of any provision for disputed interest, entries regarding claim for short interest will be
recorded on a case to case basis.

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Fixed Deposits
1. TDS period wise and institution wise must be reported on each FD/ICD Quarterly, Yearly and at
the time of maturity or in case of premature encashment.
2. TDS calculation to be done on the basis of factors (TDS deduction time schedule) filled at the
time of opening of particular FD in ledger.
3. All placement of FDs/ICDs should be routed through bank account.
4. Close monitoring of pattern of interest earned – with graphical representation.
Mutual Fund Investment
 CIL invests in daily dividend option. Dividend would be obtained from MF Houses along with
NAV. Register should be available reflecting opening balance, redemption and closing Balance in
Units and in Rupee value with and without dividend received. Register should be prepared fund
house wise and day wise. All vouchers would be prepared after each transaction to be reflected
in ledger and bank book.
 Detailed Statement of redemption reflecting redeemed principal and dividend received is
required in units and Rupee value.
 Decision making tool in form of auto calculator is required for evaluating various investment
options.
Reports Generated
1. Daily:
• Fund Report – Treasury
• Investment Portfolios wise and date wise with maturity details
• Investment Register
2. Weekly:
• Weighted Average Return (WAR) on Investments – FD ICD MF
• Maturities & Interest Receipt Schedule
3. Monthly/Quarterly/Yearly:
• WAR (Investment - wise)
• Flow of Investments (Increase/Decrease)
• Investment / TDS
• Income Earned
• Bonds Redemption Schedules
• FDs/MFs/ICDs maturity/redemption schedule
Any other:
1. System to automatically generate letter for fund transfer to banks/MF houses/ICDs for
investment as well as investment instruction to institution in the prescribed format.
2. Assets under management of Mutual Fund Houses at the end of each month/year would be
available in the system for Coal India and the Subsidiary Companies.
3. Net worth of Banks and CAR would be maintained in the system.

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4. Information regarding deposits and yields of all investments made by CIL and subsidiaries would
be available in the system which would be consolidated for MIS purposes at the end of each
month/quarter/year.
5. Selection of Banker for placement of FDs/ Statement for premature encashment considering
penal interest of banks
6. TDS certificate reconciliation with AS-26 and TDS booked in accounts.
Process F-22: Domestic Borrowing - Loans
Objective
The objective is to maintain all domestic borrowings made by CIL and calculation of interest taking
into consideration the terms of each loan separately. There should be proper bifurcation of loan e.g.
Cash Credit Loan, Term Loan, Loan against Securities (in this case FD), etc. Coal India is having limits
within and outside consortium. All statutory requirements of banks namely submission of stock
statement, CMA data etc. is to be generated through the system. There must be check list and
system alerts for each submission.
Each unique loan (taken from an organization / natural person / group of persons) would be
recorded. Loans may be of following types-
 Secured Loans against consortium limits– Banks
 Unsecured Loans – Banks (Term Loans)
 Unsecured Loans - Insurance Companies (Term Loans)
 Unsecured Loans – Others
 Unsecured Loans – from Government of India
On getting a domestic loan sanctioned from the Bank / FI with due approval of Competent Authority,
a record will be made for the sanctioned amount. This would help in tracking the credit limit
sanctioned by the bank. Further, the drawl shall not exceed the sanctioned amount. Once the loan
amount disbursed by the Bank / FI, the Treasury-Cash department would create necessary
accounting entries for loan transaction.
All loan details like- portfolio, purpose of loan, currency, loan amount, interest terms, loan
repayment schedule, debt servicing schedule, loan disbursement schedule would be entered at the
time of creation of the loan transaction. If there is any clause regarding prepayment of loan, that
must be recorded with terms and conditions. Every transaction would maintain a cash flow as per
the structure of the loan. The prepayment/settlement process would be made with appropriate
approval. Repayment schedule should be available in the system. On the interest due date, the
interest payable would be transferred to the vendor sub ledger account through an accounting entry
with appropriate tax deductions. In case of charges, the following would be entered at the time of
the transactions as other flows:
• Upfront Fees
• Pre-payment Penalty
• Commitment Charges
Any modifications / changes required in the transaction after its end term would be made separately
by the concerned user. Updating of any further loan principal increase / decrease / loan expense /
additional interest related to the borrowing transaction (other than those mentioned at the time of
creation of the transaction) are manually entered as a new flow in the existing transaction.
Report Generated
1. Drawls and Repayments for Domestic Borrowings

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2. Weighted Average Rate of Interest on Domestic Borrowings


3. Details of Borrowings from Banks & Institutions
4. Details of Debt Servicing-opening and closing balance of loan
5. Loan wise Interest Payment Statement-Interest accrued and due, interest accrued but not
due, penal interest.

Process F-23: Foreign Currency Borrowing & Monitoring of Claims


Objective:
The objective is to maintain all foreign currency borrowings of CIL along with interest taking into
consideration the terms of each loan separately.
Description
 Foreign Currency Loan would be taken for the purpose of capital requirement/commitment of
Subsidiary Companies. Each unique Foreign Currency (FC) loan would be created separately. The
bank details of the correspondent bank would also be maintained along with the bank details of
the organization.
 On getting foreign currency loan sanctioned from the Bank / FI, identification number is created
for the sanctioned credit line in the relevant FC. This would help in tracking the utilization of the
loan from the total credit line sanctioned. This would be settled by the concerned authority for
execution of the foreign currency loan borrowing transaction.
 Once the amount borrowed from the Bank / FI is disbursed, the corporate loan department
would enter a bank receipt transaction. The international finance department would create a
loan / bond borrowing transaction under the relevant portfolio for the amount borrowed. All
loan details like - portfolio, currency, master agreement, identification number, loan amount,
interest terms, debt servicing schedule, would be entered at the time of creation of the loan
transaction. Every transaction would maintain a cash flow as per the approved structure of the
loan. A security account will also be created for the information of the depository with the
security account number. Concerned authorities in the corporate loan department would settle
the loan transaction after its creation. The settlement process would then release the
transaction for posting.
 The charges to be captured at the loan transaction level are identified as below:
1. Management Fees
2. Arranger’s Fees
3. Commitment Fees
4. Legal Expenses
5. Guarantee Commission
6. Insurance Premium
7. Exposure Premium
8. Other FC Loan Charges
 In case the actual payment is in a different currency than that of the loan currency, the same
would be taken care by entering the relevant exchange rate for the payment currency on the
concerned payment date. After the above entry on the interest due date, the interest payable
would be transferred to the vendor sub ledger account through an accounting entry with

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appropriate tax deductions. Updation of any further loan principal increase / decrease / loan
expense / additional interest related to the borrowing transaction (other than those mentioned
at the time of creation of the transaction) are manually entered as a new flow in the existing
transaction. At every period ends, the principal and accrued interest portions of all FC loans
would be revalued at the current prevailing exchange rate and would be posted. Withholding
Tax / GST on charges / charges on loan are calculated separately.

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

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4. Subsidy from Government.


5. Grants from Government.
6. Cancellation of forward contract/derivative transactions.
Process F-25: Period End Closing
Objective:
To perform the period end closing.

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

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Process F-26: Capitalisation of Asset


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

Process F-27: Depreciation


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

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

Reports Generated
1. Monthly Mine-wise Detailed/Abridged Mine-wise Cost Sheet (Raw Coal)- Provisional &
Confirmed.
2. Monthly Detailed/Abridged Washery-wise Cost Sheet (Washed Coal)- Provisional & Confirmed.
3. Monthly Cost Sheet for Bina Deshaling Plant, Moonidih CPP, Dankuni Coal Complex, Hard Coke,
Soft Coke & other products as may be necessary.
4. Product/Service wise Profitability statement.
5. Profit Reconciliation - Cost Profit & Financial Profit.
6. Value Addition & Distribution of Earnings.

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7. Report on Financial Performance & Position and Ratio Analysis.


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

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

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3. Sundry debtors ledger


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

F-33 GST Compliance

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1. Generation of data/report for compliance of GST provisions.


2. Preparation of GST invoice, Advance receipt voucher, payment voucher, self invoice for
payment under RCM (Reverse Charge Mechanism) and any other voucher/document.

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Functional Requirements Specifications (FRS) for Human Resource Management including


Employee Self Service and payroll

List of processes
Process No. Process Name
01 Manpower Planning Process
02 Recruitment Process
03 Joining Process
04 Deputation Process
05 Advisor Engagement Process
06 Promotion Process
07 Fixation of Pay Process
08 Transfer Process
09 Payroll Process
10 Personnel Development & Training Process
11 Time Management Process
12 Employee Suggestion Process
13 Continuous Improvement Process
14 Benefit Management Process
15 Retirement Benefit Management Process
16 Employee Life Cycle Process
17 HR Metrics & Analytics Process
18 Reward & Recognition Process
19 Tracking Job Profile
20 Event Management
21 Resignation Process
22 Administrative Services

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PROCESS 01: Manpower Planning Process


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

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PROCESS 02: Recruitment Process


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

PROCESS 03: Joining Process


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

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5. Number of appointment issued versus no. of joining.


6. Total employees whom induction training imparted

PROCESS 04: Deputation Process


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

PROCESS 05: Advisor Engagement Process


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

PROCESS 06: Promotion Process


Objective:
 To manage promotions taking care of all the roster requirements.
 Maintaining the seniority list of all the employees for the purpose.
 To manage the promotion process including DPC and their necessary approvals.
Description:

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Promotion is a process wherein an employee is promoted to the next level. It is primarily based
on vacancy availability as per manpower budget and requirement thereof. A cadre scheme is
used for conducting promotions. The cadre scheme provides eligibility conditions, qualifications,
period of service and other requirements of eligibility of promotions. The employees are
identified, their respective biodata is prepared, seniority generated and sent to the DPC
(Departmental Promotion Committee) for their clearance. Once cleared by the DPC, the
employee is promoted to the new level after approval of the Cadre controlling Authority subject
to vigilance, departmental and safety clearance etc. Seniority of the employee in the existing
grade plays a vital role in ranking the employee for his promotion to the next level. Reservations
are given as per Presidential directive. There are merit based promotions as well as seniority
based promotions.
Report generated:
1. Company wise /Grade wise/ Discipline wise Global Seniority List
2. DPC Data sheet
3. Statistics of year wise and discipline wise promotions
4. Stagnation Report
5. Performance Appraisal Report.
6. Vigilance Clearance Report.
7. Report on number of employees who could not be promoted for want of clearance/ biodata
particulars.
8. Report of number of RTI queries and replies given on the matter of promotions.
9. Report on number of employees granted SLI/SLP in event of stagnation.

PROCESS 07: Fixation of Pay Process


Objective:
Objective is to implement pay fixation of the employees on recruitment, promotion,
punishment, annual increments and fixation of pay on pay revision to their payroll master
records on time taking care of all the rules and regulations of the organization.
Description:
The fixation process takes care of giving benefit to employees by giving fixation of pay on
recruitment, regularisation and promotions. Similarly, re fixation of pay is to be effected in case
of any punishment awarded to an employee. The fixation process also takes care re fixation of
pay on pay revisions and removal of pay anomaly.
Reports Generated:
1. Pay increase due to promotions in a year
2. Cycle time for the implementation of pay fixation
3. Generation of pay fixation sheet and its inclusion in personal data of employee
4. Pay increase due to increment in a year.

PROCESS 08: Transfer Process


Objective:
Objective is to manage the transfer & posting process of the organization.
Description:

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

PROCESS 09: Payroll


Objective:
 To maintain, processing and payment of the salaries to the employees including claims /
reimbursements.
Description:
The payroll process would include the administration of the financial record of employees'
salaries, wages, PLRS, bonuses, net pay, and deductions. The payroll management takes care of
all the requirements relating to accounting and management of employees’ Payroll. The
separation process takes care of managing all the formalities of the organization when an
employee is leaving the organization either through resignation or through retirement.
Report generated:
1. Pay slip for all the employees
2. Deduction schedules
3. CMPF & Pension statements
4. Income Tax/ Professional Tax statements
5. Employee cost details and ratios
6. Over Time and charge allowance statements
7. Paid Man shifts, Leave wages, absenteeism.

PROCESS 10: Personnel Development and Training Process


Objective:
The main objectives of Training & development processes are:
1. To align entire value chain of Training & development activities with the business
requirements.
2. To give wide exposure of Training & development opportunities to the executives & wage
board employees.

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3. To create a culture of continuous learning across the organization.


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

PROCESS 11: Time Management Process


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

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2. Overstaying beyond sanctioned leave


3. Leave Record
4. Leave Man days
5. Average In & Out Time
6. Average Stay Time
7. Overtime Report & Overtime Wages
8. LPC (if it can be generated in this module)
9. Report of employees with highest attendance and least attendance

PROCESS 12: Employee Suggestion Process


Objective:
To promote a supportive climate to stimulate creativity and innovation among all employees
and to provide a platform for the acceptance, evaluation and rewarding of the innovative ideas
of employees. This process also aims at unleashing the latent creativity in every individual,
thereby fostering a sense of fulfillment and a feeling of involvement in the growth of the
organization.
Description:
The process is to accept suggestions from employees and evaluate its worthiness through
different committees and to reward and implement the accepted suggestions.
Report generated:
1. Number of suggestions received item wise
2. Number of suggestions accepted for implementation
3. Number of employees rewarded
4. Savings out of implementation of suggestions
5. Number of suggestions regretted by the Management
6. Details of Functional Area wise Suggestions
7. Number of suggestions per employee
8. Yearly report on key suggestions by employees which benefits company the most

PROCESS 13: Continuous Improvement Process


Objective:
The objective is to promote continuous improvement by facilitating, monitoring & evaluating the
functioning of employee groups in the company.
Description:
A number of Quality circles and Knowledge communities and other employee groups are in
operation and under development stages in the Company which are improving the Business
processes continuously by addressing operational problems. They are being monitored and
facilitated centrally through an institutional mechanism.
Report generated:
1. Number of projects completed by the groups
2. Number of live projects.
3. Details & statistics of the vetted Projects transferred to the Knowledge domain
4. Number of documents created.
5. Report on success stories of QC’s in improving the systems and work culture of
organization.

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PROCESS 14: Benefit Management Process


Objective:
The key objective is to provide a platform for employees of the Company to manage various
benefits, as per their eligibility.
Description:
All Employees of the Company are eligible to get their reimbursements of the Travelling &
Dearness Allowances, Medical expenses, LTC/ LLTC, Leave encashment, Advances for
purchasing laptops, vehicle, furniture, house building and other miscellaneous expenses, other
allowances admissible under NCWA, etc., as per their eligibility.
Report generated:
1. Area/ company/ HQ wise Statistics of total expenses incurred under each claim
2. Status Report of pending bills
3. Major ailments among employees and trend
4. Medical Expenses on different heads like referral, internal, OPD, etc.,
5. Report on outstanding advances of the employees

PROCESS 15: Retirement Benefit Management Process


Objective:
The key objective is to provide a platform for Retiring/ Retired Employees of the Company to
avail their various retirement benefits, as per their eligibility.

Description:
All Retired/ Retiring, expired, removed, medically unfit, VRS, SFVRS, etc employees of the
Company are eligible to get Gratuity, CMPF, CMPS, CPRMSE, Superannuation benefit, leave
encashment, etc., as per their eligibility. They are also entitled for the travelling allowance and
household sifting on retirement. CPRMSE is a scheme operated by the company to provide
medical care to the executives, post retirement and CPRMSNE is for non-executive cadre
employees. The coverage under the scheme is extended to the retired employee and the
spouse. Under the scheme, the employees are given medical coverage to the extent of Rs.25
lakhs in case of executives and Rs. 5 lakhs in case of non-executives during their lifetime.
However, in case of chronic disease like heart, paralysis, cancer etc., the coverage is unlimited.
The executives are also granted Rs. 15000 per year for domiciliary treatment. The employees will
be provided with smart card for enabling them to receive cashless treatment from empaneled
hospitals. Complete scheme including the proposed plan of smart cards will be integrated in the
ERP system.
Report generated:
1. Area/ company/ HQ wise Statistics of total expenses incurred under each claim
2. Status Report of pending bills
3. Retirement List – Name-wise list of employees under different unit/areas who are due to
retire in forthcoming months (at least 6 months or 1 year in advance).
4. Report regarding exits due to Superannuation, dismissal, VRS, medically unfit and deaths for
monitoring status of claims.
5. Monthly/Yearly ‘VV’ Statements and Yearly ‘YY’ Statement
6. System should create a database of retired employees and their nominees.

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PROCESS 16: Employee Life Cycle Process


Objective:
The key objective is to provide a platform for managing various changes in the employee profile
and employee services.
Description:
The employees have the privilege to make changes on the employee data submitted at the time
of joining due to subsequent changes in their profile like acquiring additional qualifications,
changes in the family profile, changes in the nominations, address, etc. Similarly, employees are
required No objection certificates for matters such as acquiring passports, visiting foreign
countries, experience certificates, sponsorships, etc., All these are dealt under the common
service conditions applicable to them.
Report generated:
1. Employees visited foreign country every year
2. Property returns filed
3. Additional qualifications acquired every year
4. Statistics of No. of employees resigned/ retired

PROCESS 17: HR Metrics & Analytics Process


Objective:
The key objective is to understand the impact of HR interventions and to improve the efficiency
of HR processes for higher employee engagement and development.
Description:
Policy cell division is required to generate various statistical data from different HR processes.
The subsidiaries and Board are to be appraised from time to time. The effect of various
processes, the improvement areas in the system for taking remedial measures. Similarly,
benchmarking of HR policies are to be done to keep the policies robust to take on future
challenges. These are possible only through databased reports of different variables.
Report generated:
1. Different Statistical Reports
2. HRM MIS Reports

PROCESS 18: Reward and Recognition Process


Objective:
All employees like to be recognized and appreciated for the work they do for their employer.
Employee recognition programs provide an opportunity to recognize and thank staff and
executive for their contributions, dedication, and commitment to the CIL community.
Description:
Recognition is most effective when it takes place on a regular basis and in a variety of different
ways. It is also important that recognition activities be aligned with the culture various
departments of CIL. An employee recognition program provides managers and supervisors
different opportunities for acknowledging Executives, staff members, peers, and colleagues. As
per Policy of CIL.
Report generated:

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1. Different Statistical Reports.


2. Best Employees of the year Report.
3. Appreciation reports.
4. Publication of Rewards in Online/ Web portal.

PROCESS 19: Tracking Job Profile


Objective:
1. To know Job Profile of each and every Employee.
2. To identify gaps in availability of such manpower vs Skill/ Experience
Description:
CIL to have job descriptions for all unique positions in Executive & Non-Executive cadre which
will have the unique positions, duties and responsibilities, qualifications and other
competencies required for effective functioning by the job holder.
Report generated:
1. Person wise Job Profile Report.
2. Requirement of People with Job Specification.

PROCESS 20: Event Management


Objective: -
1. To organize Inter Area Sports & Cultural events as per Sports Calendar.
2. To organize Inter Company Sports & Cultural events as per CIL Sports Calendar.
3. Other Sports & Cultural promotion activities.
4. Yoga Camps and other official events & celebrations.

Description: -
Every year Company is organizing Inter Area & Inter Company Sports & Cultural events as per
the sports calendar. Besides these, every company is also organizing various events like, CIL
Foundation Day, Intercompany Sports, etc.,
Report generated: -
1. Budget utilization.
2. Inventory monitoring of sports materials.
3. Schedule of events.

PROCESS 21: RESIGNATION PROCESS


Objective:
To ensure Exit from Company is managed and compliant with the provisions of relevant Rules and
workplace agreement.
Description:
Understanding why employees leave can help an employer in several ways. While a certain degree
of turnover is healthy for an organization, if underlying problems can be identified and corrected,
turnover problems can be reduced. The information obtained from exit interviews can: • Identify
reasons for and trends in turnover • Identify areas requiring change • Identify training and

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

PROCESS 22: Administrative Services


Objective:
 To manage requests of Hotel Bookings, Air/Train Tickets, Guest House Booking, Holiday
Home Booking, Vehicle Booking, etc. in respect of executives who are on tour/official visits.
 To manage requests of bookings/ cancellations related to Venue Management like
Conference Halls, Auditoriums, Function Halls, etc.
 To manage requests for House Allotment
Description:
 The module is to facilitate managing of requests for various administrative services such as
booking/ cancelling of Hotels, Air/ Train Tickets, Vehicle, etc., for official tour. It should also
facilitate managing the requests for booking/ cancelling of Company Guest House, Holiday
Homes, Conference Halls, Auditoriums, Function Halls, and other facilities for official
meetings and events. The module would also facilitate requests for allotment of housing
facilities.

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

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Functional Requirements Specifications (FRS) for Procurement, Inventory Management, Contract


Management including Civil Contract and Exploration contracts

List of processes

Process No. Process Name


MM
MM1 Material requirement planning
MM2 Procurement of materials
MM3 Stores management
MM4 Survey off of scraps and disposal
MM5 Vendor Registration and Vendor Rating
Contract Management for all contracts
CMC1 Scrutiny of estimates prepared by Project / Area / Washery/ RI for
transportation of coal, sand, magnetite, Removal of OB, detailed coal
exploration, civil works etc.
CMC2 Process for award of contract through e-tendering/ Reverse Auction System
(Government e-procurement site)
CMC3 Process for deviation of contract from that of originally awarded
CMC4 Process for foreclosure/closure of contract
CMC5 Process for termination of contract
CMC6 Preparation of Schedule of Rates (SOR) for Hiring of equipment for removal of
overburden, extraction of coal, transportation and loading and sand
CMC7 Revision of Schedule of Rates for transportation of coal, OB, sand etc.
CMC8 Registration of contractors under (ESM Agencies & Societies of PAPs) for
transportation works
CMC9 Preparation and submission of different Reports
CMC10 Monitoring performance of contracts awarded by CMC / Exploration
Department
CMC11 Process for obtaining advance & carrying out adjustments against approved
Imprest Money
CMC12 Pre-contract Integrity Pact, appointment and payment to Independent
External Monitors
CMC13 Response to RTI, Parliamentary Questions, VIP Reference
CMC14 Refund of Earnest Money Deposit (EMD)
CMC15 Encashment of Bank Guarantee (BG) (as per requirement)

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CMC16 Processing and dealing with legal matters


CMC17 Preparation and submission of Manpower Budget
CMC18 Preparation and submission of Revenue and Capital Budget
CMC19 Preparation of Schedule of Rate for picking
CMC20 Revision of Schedule of Rate for picking
CMC21 Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM
Company from one Area to another Area & Change of membership of PAPs
CMC22 Supervision of work, recording of measurement in MB and processing of
payment
CMC23 Process of entering into agreement with contractor
CMC24 Process for approval of time and progress chart by CMD, proposal initiated by
Area, processed through CMC Department
CMC25 Deposition and Refund of Security Deposit (Initial Security Deposit, Retention
Money, Additional Performance Security) as per conditions of contract
Civil Contracts

CVL1 Process (identification to approval) of Activity Lists for (i) Capital Works (ii)
Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development
Works (v) Special Activities
CVL2 Process for approval of Budget for Activity Lists (i), (ii), (iii), (iv) & (v) above

Process MM1: Materials Requirement Planning.


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

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

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

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

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6. Vendor name v/s vendor code


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

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3. Local purchase document


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

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15. Goods issue details under DTV


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

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b. List of Indents for a given status


c. Status of a given Indent
d. Difference between actual & projected items
e. Material /Part wise pending DRRs/SRVs for inspection
f. Part wise rejected Item status
g. Material/Part wise Transaction during a given period.
Process MM 4: Survey off of scraps & Disposal
Objective:
To create survey and disposal master for disposal of scrap materials and surveyed off equipment.

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

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9. Details of refunds made on account of quantity not available


10. Customer performance evaluation - time taken between allotment & lifting.
11. Report on e-waste disposal
12. Firm wise Sales realization
13. Quarterly sales realization
14. Authorization letters issued but disposed-off materials not lifted by the Vendor
15. GST/tax/penalty collected/refunds report

Process MM 5: Vendor Registration and Vendor rating :

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

Description:
An online application may be obtained from the interested vendors, against an advertisement issued
by CIL/Subsidiary Companies. These applications will be scrutinized by a Committee, formed for this
purpose as per the laid down procedure of Purchase manual. On verification of the submitted
eligibility documents, and upon meeting the requisite criteria, they will be allotted System generated
Registration Number after due approval. The registration will be valid for a specified period. ERP
should have provision for uploading the eligibility documents of the Registered Vendor.

Time to time performance of this vendor will be evaluated as per laid down process of Purchase
manual and rating will be recorded in the ERP.

The penal action taken against any of the Vendor should also be recorded in the ERP, so that the
procuring entity will get informed about the status of any vendor as far as banning is concerned.

Reports :
1. Reports of all registered vendors.
2. Item Class-wise list of all registered vendors
3. Subsidiary-wise list of registered vendors.
4. Banning details of the Vendor, if any
5. Statutory documents of the registered vendors.
6. Performance wise list of vendors.
7. Any Other reports

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Process CMC1: Scrutiny of estimates prepared by Project/Area/Washery for transportation of coal,


sand, OB removal magnetite, outsourcing of detailed coal exploration and civil works

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

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adjacent coalfield/RIs. Scrutiny of the estimates prepared by Exploration Division of Hq is done by


Finance Division

STEPS INVOLVED IN THE PROCESS ARE THE FOLLOWING:


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

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

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

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

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Proposal initiated & recommended by EIC and forwarded to at CMC/Exploration/Civil department in


respect of termination of contract is similar to that of foreclosures, closures and deviation estimate.
Despite the similarity with foreclosures and closures of the contract in the sense that both result in
stoppage of work in the patch under reference, the two are different in the sense that termination is
processed due to fault on the part of the contractor.
PROCESS INPUT:
1. Proposal file for foreclosure/closure/Termination along with the correspondences with the
Contractor/other agencies for the period of work forwarded by the Project authority.
PROCESS OUTPUT:
1. Examined proposal file for termination as per PROCESS RULE as mentioned below.

PROCESS RULE:
1. Provisions of NIT/Tender Document.
2. Prevailing DoP
3. Various circulars, guidelines, orders, Manuals etc. issued by CVC and Company.
Reports:
1. Generate list of terminated contracts with reason for the termination in a given period
2. Archive should be maintained for previous terminated contracts, with reasons.
Process CMC6: Preparation of Schedule of Rates (SOR) for Hiring of equipment for removal of
overburden, extraction of coal, transportation and loading and sand, and civil works.
Objective: To prepare of reasonable Schedule of Rates (SOR) in a scientific manner
DESCRIPTION:
The subsidiary companies are in the process of preparation of Schedule of Rates (SOR) and some
have already prepared the SOR for Hiring of equipment for removal of overburden, extraction of
coal, transportation, and loading keeping in view percentage increase/decrease in proposed SOR
over the previous SOR for specified period. The subsidiaries will prepare the SOR after taking
consideration all factors including geological and mining conditions. The SOR so prepared will be
helpful in determining a realistic estimated value for a tender. The help of CMPDI will be taken by
the subsidiaries in preparation of SOR if felt necessary.
Various inputs are required for preparation of SOR.
PROCESS RULE:
1. As approved by the company.
Reports:
1. Generate current SOR
2. Archive for previous SORs.
Process CMC7: Revision of Schedule of Rates (SOR) for transportation of coal/OB and sand
Objective: To revise schedule of Rates (SOR) for transportation of coal/OB sand etc.
DESCRIPTION:
As rate of HSD and VDA change, so does the cost of transportation of coal, sand, OB etc. per unit
(ton or cum). So it becomes necessary to revise the SOR as per prevailing rate of HSD and VDA and
other inputs as applicable.
PROCESS INPUT:
1. Prevailing HSD rates
2. Prevailing VDA as circulated by CIL.

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3. Prevailing rate of other inputs as applicable


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

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

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

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

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

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ANNEXURES & APPENDICES

Process CMC16: Processing and dealing with legal matters


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

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of revenue budgeted amount of previous financial year is kept for carrying out the works of revenue
nature.
Manpower budget is prepared for expenses at Department under various heads.
PROCESS INPUT:
1. Communication regarding submission of revenue budget for the financial year under
consideration received from HOD (Fin.) Pay
2. Requirement of revenue budget at CMC department.
3. Previous revenue budget of CMC Department.
PROCESS OUTPUT:
1. Revenue Budget, capital budget, liability statements/ spill over statements.
Report:
1. Capital and Revenue budget of current financial year.
2. The Capital and Revenue utilized in the last year.
3. Archive should be maintained for previous capital and revenue budgets
Process CMC19: Preparation of Schedule of Rate for picking
Objective: To finalize the Preparation of Schedule of Rate for picking

DESCRIPTION:
Picking of shale/stone/other extraneous material is done to supply good quality of coal to
consumers. For this purpose workers are deployed at various coal dumps.
Whenever there is change in the minimum wages as circulated by CIL or that of Government of
state, revised rate for picking is required to be calculated and approved by Competent Authority.
PROCESS INPUT:
1. Communication regarding Change in minimum wages as circulated by CIL and that of State
Government
PROCESS OUTPUT:
1. New picking rate
Process CMC20: Revision of Schedule of Rate for picking
Objective: To Revise of Schedule of Rate for picking
DESCRIPTION:
Picking of shale/stone/other extraneous material is done to supply good quality of coal to
consumers. For this purpose workers are deployed at various coal dumps.
Whenever there is change in the minimum wages as circulated by CIL or that of Government of
state, new rate for picking is required to be calculated and approved by Competent Authority.
PROCESS INPUT:
1. Communication regarding Variation in DA wages as circulated by CIL
PROCESS OUTPUT:
1. Revised picking rate
Process CMC21: Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM
Company from one Area to another Area & Change of membership of PAPs
Objective:

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

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List of agreement entered by organization in connection with contract management works in a given
period of time.
Process CMC 24: Process for approval of time and progress chart by CMD, proposal initiated by Area,
processed through CMC/Exploration/Civil Department
Objective: To finalize the time and progress chart of contract
PROCESS FLOW:
1. Receipt of proposal along with the mutually agreed time and progress chart (work schedule).
2. Scrutiny of proposal in line with the provisions of Tender Document and other prevailing
circulars/guidelines/manuals etc.
3. If not found satisfactory, it is sent back to Area for further clarifications and after receipt of
clarification sought in respect of the proposal, steps 1-2 are repeated.
4. Proposal is then sent for concerned authority for further processing
5. After approval of Competent Authority, file is sent to concerned area authority for further
processing.
PROCESS INPUT:
1. Proposal as prepared by Area Authority along with the mutually agreed time and progress chart
(work schedule).
PROCESS OUTPUT:
1. Mutually agreed time and progress chart (work schedule) as approved by Competent Authority.

PROCESS RULE:
1. Prevailing DoP.
2. Provisions of Tender Document
Process CMC 25: Deposition and Refund of Security Deposit (Initial Security Deposit, Retention
Money, Additional Performance Security) as per conditions of contract
Objective: To deposit /Refund of Security Deposit by contractor to prevent failing on the part of
contractor.
DESCRIPTION:
On award of the Work, the contractor has to deposit the Initial Security deposit after adjusting the
EMD already deposited. Further, 5% retention money is deposited from the each running bill
processed for payment of bill. The 10% Security deposit so accrued shall be refunded to the
contractor after successful completion of the work. 5% Performance Security is to be released after
successful completion of the work and balance 5% security money is to be released after defect
liability period. Proposal is initiated by the executing authority indicating successful completion of
work and recommendation for release of Security deposit.
PROCESS INPUT:
1. Information of details of Security deposited by the bidder.
2. Deduction of 5% from each RA
3. Proposal for release of the Security deposit
PROCESS OUTPUT:
1. Approval of proposal for release of the Security deposit.
2. Convey the approval of release in form of Pay Order or Return of BG to the Finance
Department or the custodian of BG

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Process CVL1 :Process (identification to approval) of Activity Lists for (i) Capital Works (ii) Revenue
Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special
Activities
Objective:
Identification of Activity Lists required to be approved for (i) Capital Works (ii) Revenue Works (iii)
Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities
DESCRIPTION:
Subsidiary carries out different types Works and Services activities related to (i) Capital Works (ii)
Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities
to meet the demand for production as well as welfare of its employees. These works are executed
by engaging some outside agencies by inviting tenders for the required work as per description put
forward by the Area as well as Head Quarter Authority for town administration works.
The requirement of works to be carried out is assessed and a list of these works is prepared under
head of (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development
Works (v) Special Activities by Area as well as Head Quarter Authority for town administration works
for initiating estimation process.
Scrutiny of the Activities prepared by Area as well as Head Quarter Authority for town
administration works to carry out the required work is done at area level or at Head Quarter level
depending upon the nature of activity and the activities are thus approved by either area General
Manager or Head Quarters level depending upon the nature of activity and DOP.

STEPS INVOLVED IN THE PROCESS:


1. Identification of the activities based on PR of the area or requirement of the area either in
the form of Production or Welfare of the employees by the Area as well as Head Quarter
Authority for town administration works.
2. Listing of the activities, head wise, and approximate Estimated cost involved in the activities
3. If Activity List as prepared by Area as well as Head Quarter Authority for town administration
works is found to be satisfactory and essentially required, then it is forwarded for approval
of Competent Authority as per DOP.
4. If not found satisfactory, then it is sent back to Area as well as Head Quarter Authority for
town administration works for further clarifications and after receipt of clarification sought
in respect of the proposal, steps 1-3 are repeated.
5. After approval of Competent Authority, the approved activity list are circulated to the
concerned area or Head Quarter for preparation of detailed estimates
PROCESS INPUT:
1. Activity List as prepared by Area as well as Head Quarter Authority for town administration
works.
PROCESS OUTPUT:
1. Activity List as approved by Competent Authority.
PROCESS RULE:
1. PR provisions
2. Requirement of the Activity
3. Prevailing DoP.

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

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FUNCTIONAL REQUIREMENT SPECIFICATION FOR SALES AND MARKETING


List of processes
Process No. Process Name
01 Demand assessment and formulation of Plans - annual, monthly and daily
02 Logistic Planning

03 Process of Linkage Application/enrolment of new customers


04 Issuance of LOA
05 Fuel Supply Agreements
06 E-auction of coal
07 Web Portal for State Nominated Agency (SNA) for distribution of coal to SME
sector consumers
08 Bridge linkage
09 Short-term dispatch on ‘best effort’ basis
10 Order-booking, Loading, delivery and invoicing
11 Quality Management & Customer Relationship management
12 MIS / Statistics
13 Associate Finance
14 Cost Plus Mines: Billing and Reports (This is one off case for WCL)
15 Business Development Activities (CMPDI Hqs and RIs)

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

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3. Taking the consumer-wise Fuel Supply Agreement commitment into consideration,


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

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 Application is forwarded by Ministry to respective nodal ministry for verification, scrutiny


and genuineness of the applicant's requirement.
 In the meeting of Standing Linkage Committee (SLC) headed by Additional Secretary (coal)
and attended by representatives from various nodal Ministries and coal companies
deliberate on issues related with LOA/FSA/Coal supplies to existing consumers and any new
applications.
 The SLC evaluate and authorize /recommend for issuance of LOA as well as modifications in
policies.
 The SLC recommendation is sent to CIL
 Source from which LOAs to be issued is deliberated in the meeting of Committee of LOA
(CLOA) consisting of GM (S&M) of CIL and all subsidiaries
 The proposal of CLOA is discussed and finally approved in the CMDs’ meet. Subsidiaries are
accordingly advised to issue LOAs.
 Consumers are required to provide commitment guarantee in the form of bank Guarantee
(BG) within stipulated time period before issuance of LOA.
 LOA is issued to the consumer with schedule for achieving milestone
b) Sequence of activities involved in case of linkage auction (Recently being introduced and
presently limited to non-regulated sectors):
 Coal Companies identify sector-wise FSAs getting expired and the quantity involved
 Coal Companies projects the incremental availability
 Subsidiary-wise quantity available for issuance of fresh linkages is assessed
 Based on the inputs of the subsidiaries, decision is taken at CIL on subsidiary-wise, sector-
wise, source-wise, grade-wise, mode-wise quantity to be offered for linkage auction
 Auction is conducted by the service provider
 List of Successful bidders are communicated to the coal companies by the service provider
 Coal Companies invite successful bidders for signing FSA
Subsidiary:
 Identification of source-wise, grade-wise commitment vis-a-vis availability of coal and
indicating the same to CIL.
 Source from which LOAs to be issued is deliberated in the meeting of Committee of LOA
(CLOA) consisting of GM (S&M) of CIL and all subsidiaries
 The proposal of CLOA is discussed and finally approved in the CMDs’ meet. Subsidiaries are
accordingly advised to issue LOAs.
 Administrative approval is then taken at subsidiary level.
 Consumer is required to apply / request for issuance of LOA to the concerned subsidiaries.
 Notice for submission of CG is issued to customer as per guidelines.
 An approval for issuance of LOA is required from the subsidiary Management.
 Consumers are required to provide Commitment Guarantee in the form of Bank Guarantee
(BG)/ Security in lieu of BG within stipulated time period before issuance of LOA. Value of
the CG is decided as per CIL guidelines.
 Bank Guarantee (BG) is required to be verified from the Bank.
 After verification of BG (Bank Guarantee) LOA is issued as per the quantity and grades as
communicated by CIL to the consumer with schedule for achieving Milestones.
 After achievement of Milestones, FSA for the supply of coal is executed.
 In case of non-achievement of milestones, Subsidiaries inform CIL milestone achievement
status along with their recommendation for onward submission of the same to MOC/SLC

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(LT). Based on the decision of the appropriate authority at MOC further course of action is
decided including forfeiture of BG.
PROCESS 04: Issuance of LOA
Description:
 LOA issued to the consumer with milestone schedule.
 Status of milestones for LOA is reported by consumer with required document. The
verification of expiry date of the document is important.
 Milestones are scrutinized by LOA sub-committee and each milestone wise observation on
shortcomings is given as per date of reporting.
 Observations on shortcomings in achieving the milestones are communicated to consumer
and any slippage is dealt with imposition of penalty.
 Coal companies maintain the record of all the documents submitted by
Consumer in support of completion Of milestones of LoA and scrutinize at its level.
 Coal companies also communicate the latest status of LOA to Ministry of Coal through Coal
India as and when required or for SLC (L T) meeting.
 Any shortcomings or non-compliance of milestone timelines are reported to consumer with
notice to complete the required formalities.
 Information on any deduction in BG or notices for submission of additional BG is also given
to LOA consumer as and when his claims for completion of milestones are scrutinized.
 Once all milestones are completed, the consumer will be eligible for FSA.
 Any discrepancy in completion of LOA milestones in respect of Power Utilities are referred to
SLC(LT) and their decision is considered as guideline.
Report generated:
 Status of LOAs
PROCESS 05: Fuel Supply Agreements
Objective:
 To execute and monitor Fuel supply Agreements with
o Power Utilities including SEBs and IPPs – involving multiple models
o Non Power Consumers falling under Steel/Sponge/Cement/CPP/Paper and other
sectors -- involving multiple models
o State Nominated Agencies
 At CIL Level Model Fuel supply Agreements for each consuming segment are developed and
periodic modifications are brought in as and when necessary. Subsidiary Company do
Signing of FSA as per model prescribed by CIL.
Description:
CIL:
 Based on the Policy guidelines issued by Ministry of Coal model Fuel supply agreements are
evolved stipulating all conditions and provisions which are mutually agreeable.
 Separate conditions apply for separate Model Agreements depending upon the class of
consumer and applicable policy.
 Such Models after legal vetting are placed for approval by the CIL Board
 FSAs are entered into by the coal companies with the consumers on the applicable approved
Model agreement for supply of coal.
 Sometimes it becomes necessary to review certain provisions of the Model Agreement due
to change in policy or for ease of operation.

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 Changes/modification in the model agreement are approved by the competent authority


before being implemented
Subsidiary:
 Consumer is required to apply / request for execution of FSA
 Documents as prescribed by CIL are to be submitted before execution of FSA.
 An approval for execution of FSA is required from the Subsidiary Management in the model
FSA approved by CIL Board.
 Consumers are required to provide Security Deposit as per the model FSA of different sector
consumers in the form of bank Guarantee (BG)/ Security in lieu of BG within stipulated time
period before execution of FSA. The BG submitted for issuance of LoA is converted to SD and
surplus/shortfall if any, is either returned or taken from the consumers.
 Bank Guarantee (BG) is required to be verified from the Bank.
 After verification of BG (Bank Guarantee) FSAs are entered as per the quantity and grades as
communicated by CIL / MOC/ SLC with the consumers on the applicable approved Model
agreement for supply of coal.
 After execution of FSA with any consumer, the same will be informed to different Sections of
Sales and Marketing, Finance & Quality Control department for supply of coal, realization of
Payment and other formalities as stipulated in the FSA.
 Changes/modification in the model agreement as approved by the competent authority at
CIL and as informed by CIL from time to time are informed to the concerned consumers for
modification of FSA in form of side agreement.
 Side agreement against the FSA is executed, where ever applicable.
 After execution of Side Agreement the same will be informed to all other sections of Sales
and Marketing Department for supply of coal.
 Documents relating to End use of coal are submitted by the Non-Power FSA consumers
except Govt. sector on monthly and yearly basis which is verified by the committee.
 In case of Power FSA, IPPs are required to send affidavit at the end of the year giving the
account of power generated against coal received through FSA and supplied to DISCOM
through long-term PPA.
 Monthly allocation of Coal by road is issued for valid FSA holders / MoU as per their MSQ /
ACQ considering offer given by Areas.
For Power Utilities entering FSA through LOA route
 Verification of LOA milestones for Power Plants
 Conversion of 10% Commitment Guarantee (CG) to 6% Security Deposit (SD)
 Verification of Power Purchase Agreements and other prerequisite papers submitted by the
Power Utilities/IPPs
 Determination of the Annual Contracted Quantity based on LOA quantity proportional to
long term PPA furnished by the Power plants
 Monitoring of Condition Precedents
 Recording First Delivery Date
 Commencement of coal supply under Build up period
 Recording date of Commissioning/COD
 Commencement of Regular coal supply
 Monitoring level of dispatch and reporting
 Billing and realization
 Quality control - Third Party Sampling

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

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office of the Subsidiary Offer is compiled from suitable sources & put up for competent
approval
2. Approved Source-wise seam-wise grade-wise Mode-wise size-wise Offer with applicable
Notified & Floor Price is sent from Subsidiary HQ to the Service Provider
3. Offer is notified in Subsidiary company website, Service providers website, Notice Board &
circulated to all concerned
4. Service Provider conducts e-auction and sends the report to Subsidiary HQ along with the
details of successful bidders & transfer the EMD value of corresponding successful Bidders
[including details of Earnest Money Deposit (EMD)]
5. Service Provider also sends the report to CIL HQ, Kolkata
6. On receipt of payment, Subsidiary HQ issues Delivery Order (DO) to successful bidders
7. A consensus source-wise dispatch schedule is decided
8. Indents of rakes (in case of rail dispatch) is made by coal companies as per dispatch schedule
and on placement of rakes by Railways loading is completed by the subsidiary and on
weighment requisite Delivery Note is issued by coal company and Railway Receipt is issued
by Weigh Bridge clerk of Railways. to load coal from the Source / Siding
9. Based on the RR/D Note invoices are raised.
10. In case of road dispatch, the buyer places truck at the Road Sales Centres /Weigh Bridge of
the designated dispatch point and on loading based on weighment record, Road Challan and
invoice is issued from the Weigh Bridge.
11. After loading coal, dispatch centres /sidings send the details of loading / dispatch to
Subsidiary HQ through Area Office.
Reports generated (from the perspective of CIL HQ, Kolkata):
 Current: Subsidiary-wise, Mode-wise, Grade-wise, Sector-wise offered quantity,
booked/allocated/lifted quantity, notified price/value, reserve price/value and booking
price/value have to be compiled manually by using excel
 Expected: Subsidiary-wise, Mode-wise, Grade-wise, Sector-wise offered quantity,
booked/allocated quantity, dispatch quantity, coal value paid (showing all components of
the price/value paid), notified price/value, reserve price/value and booking price/value
should be query-based
 Online status for value paid pending order against each Sale order after transaction for the
day.
Any other: The present and suggested Data Flow Charts are given on the next page.
PROCESS 07: Web Portal for State Nominated Agency (SNA) for distribution of coal to SME sector
consumers
Objective: Coal distribution to SME sector consumers, whose annual coal requirement is less than
10000 tonnes is done through SNA. SNA are appointed by State Government. FSA is signed between
SNA and coal company.
Description: Web Portal named 'CAMS' has been developed by NIC to monitor coal dispatch through
SNA. It provides login based access to CIL, Coal Companies, State Government, SNA and end
consumers. Data is being updated by CIL, coal companies and SNA as per their role. This portal needs
to be integrated with proposed ERP, where in some of the required data may be fetched from the
ERP system like details of FSA signed and coal lifted by SNA. However, some of the data capture
which is not being made part of ERP will be entered directly in the 'CAMS' like Earmarked Coal
Quantity, details of officials of State, Coal companies, SNA and coal sold to end consumers and will
be integrated with ERP from thereon.
PROCESS 08: Bridge linkage (in the process of implementation)

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Objective: The policy of ‘Bridge Linkage’ has recently been introduced by the Government, wherein
supply of coal would be on ‘best effort’ basis for a period of three years from the date of allotment
of mines to the state and central public sector undertakings both in regulated and non-regulated
sectors to avoid any projects being stranded for want of coal. So far, only power projects have been
recommended ‘Bridge Linkage’.
Description:
 As envisaged in policy, the source of supply is identified in the tri-partite meetings between
CIL/Coal Companies, Utilities and Railways.
 Based on the grade of coal available from the identified sources, Coal Controller’s
Organization decided the quantity of coal required by the project
 CIL finalizes the supply matrix based on the recommendation of CCO
 The matrix gets ratification in the CLOA, and the matrix is communicated to Subsidiaries for
implementation
 CIL formulates the MoU to be applicable uniformly across coal companies
 Coal Companies invite the utilities for entering into MoU and start supplying coal after
completing commercial formalities.
PROCESS 09: Short-term dispatch on ‘best effort’ basis
Objective: In certain cases, where there has been no formal commitment exists for regular supply of
coal, Government/CIL by special dispensation recommends release of coal on short-term basis
through ‘best effort’ MoU. Conditions for such supplies vary from source to source on the basis of
the given demand and/or logistics and other conditions.
Description:
 Based on the Policy guidelines issued by Ministry of Coal, CIL formulates the conditions,
including price structure, for short-term supply through MOU and communicates the same
to the concerned coal companies
 Separate conditions apply for separate MoU depending upon the class of consumer and
applicable policy.
 MoUs are entered into by the coal companies with the consumers on the applicable formats
for supply of coal.
 Information regarding MoU will also be circulated to other sections of S&M department for
supply of coal.
 Information regarding entering of MoU for short term basis will also be informed to all
subsidiary companies.
 Sometimes it becomes necessary to review certain provisions of the MoU due to change in
policy or for ease of operation.
 Changes/modification in the MoU are approved by the competent authority before being
implemented
 These changes will be informed/ communicated to the concerned consumer for modification
of MoU
 After modification of MoU the same may be informed to all sections of S&M Department of
supply of coal.
PROCESS 10: Order-booking, Loading, delivery and invoicing
Objective:
 To book order, scheduling dispatch programme, arranging availability of requisite quantity of
product at dispatch point, monitoring logistics, loading and invoicing. Generation of Sale
Orders (Road Sales), Receiving of application regarding E-auction and linkage Consignee

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

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

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a) Notification of offer quantity for the month for linkage


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

PROCESS 11: Quality Management & Customer Relationship Management –


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

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Subsidiary:
Monitoring, compilation and periodical reconciliation of sampling results required for the purpose of
issuance of credit/debit notes to all eligible consumers.
Description: To monitor performance of different subsidiary companies, areas/collieries/sidings in
respect to quality and quantity of coal dispatch to different consumers in conjunction with the
declared grades & targets therefor. To achieve the same, the division liaisons with subsidiary
companies.

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

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

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2. Quality control reports- Source wise, mode wise, grade wise, consumer wise, sector wise,
grade variation, weighment, sizing, rake wise, bill wise etc.
3. Quarterly Report on number of Consumer Council Meetings held at Subsidiary level & HQ
level.
ix) Quality of coal dispatch and redressal of grievance.
Objective: To ensure the quality of coal dispatch and redressal of grievance
Description:
Standard Operating Procedure as prescribed in the MOU document for Tripartite
Signature amongst Coal Company, IPP/Utility and CIMFR is to be followed for sampling
and analysis of coal for quality assurance.
Currently any issue of the consumers are solved as per the Terms and Condition of FSA
and E-Auctions. Periodic Consumers' Meets are organized for receiving input in
respect of quality and service and actions are taken for customer satisfaction.
Online Complaints/grievance/suggestion received from CIL are resolved by taking
appropriate corrective steps and the resolution is reported online for on ward
communication to the consumer.
Report Generated:
1. Daily, Monthly, Annual dispatch reports
2. LOA/FSA status report
3. E-auction booking, bidding and dispatch report
Quality control reports- grade wise, grade variation, weighment, sizing.
PROCESS 12: MIS / Statistics
Objective: To prepare routine and need based reports
Description:
 Daily Reports:
Consisting of -
 Wagon Loading: Field wise, Siding-wise, Area- wise, Source/colliery-wise,
Sector wise, consumer-wise, product-wise (raw coal/washery products/cost
plus coal- wherever applicable)
 Sector wise dispatch of coal: Power, Steel, Cement, Fertilizer, Others
 Mode wise dispatch of coal: Rail, Road, MGR, Belt/Rope
 Coal Stock position
 Source-wise Grade-wise dispatch of coal
 Consumer-wise & product-wise (raw coal / washery products/Cost plus coal)
dispatch with bifurcation of mode of dispatch and % materialization.
 Monthly Reports:
Consisting of –
 Performance Highlights for the month and progressive
 Field-wise, Area wise, Siding-wise, Source/colliery-wise - Performance
Highlights for the month and progressive
 Source wise Grade wise offtake for the month and progressive
 Consumer wise, Grade wise offtake for the month and progressive
 Mode wise offtake for the month and progressive
 State wise, Sector wise Grade wise offtake for the month and progressive
 Wagon loading for the month and progressive average
 Power house wise - coal company wise dispatches

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 Steel plant wise dispatches


 Sector wise wagon loading
 E-auction lifting details – Sector wise, source wise, party wise etc.
 Publication of monthly reports of S&M Division
 E-auction allocation details – coal company wise
 Colliery wise, grade-wise stock liquidation report with sub-total of Area and coal
company as a whole.
 Annual Report of Sales & Marketing :
Consisting of –
 Performance highlights for the year
 Quarterly offtake and loading figures
 Coal company wise- sector wise dispatches
 Colliery wise - sector wise dispatches
 Mode wise dispatches of coal and coal products
 Company wise grade wise dispatches
 Status of state agencies
 Cement plant/ Other Sector wise dispatches
 Power house wise – coal company wise dispatches
 State wise Consumer-wise grade-wise lifting of coal
 Country wise export
 Field wise rail traffic
 Colliery-wise, grade-wise stock liquidation report with sub-total of Area and
coal company as a whole.
Note: Daily reports vis-à-vis its monthly and yearly progressive should be available along with last
year’s performance for comparison.
 Director’s Report (parts concerning Sales & Marketing)
Materials prepared and sent to MIS section of S&M division, S&M division of CIL,
annually for the preparation of the Director’s report:
 Company-wise target vis-à-vis actual off-take for the present year and the
previous year along with reasons.
 Sector wise dispatch of coal & coal products – Data pertaining to dispatch to the
following sectors like Power, Steel, Cement, Fertilizer & Others are provided for
the current year and previous year.
 Dispatches of coal and coal products by various modes – Dispatch data
pertaining to modes like Rail, Road, MGR & Other modes are provided for the
present year and previous year.
 Wagon Loading – Wagon loading data for the current year and previous year
along with reasons are provided.
 Consumer satisfaction – This topic consists of information provided by the
quality control section of S&M division
 Status of implementation of different provisions under New Coal Distribution
Policy (NCDP) – Gist of recent developments in matters pertaining to Fuel Supply
Agreements, issuance of LOAs, Distribution of coal via state nominated agencies
and e-auction, etc are briefly included in this report from the facts and figures
received from the respective sections

 Annual Report of Ministry of Coal (parts concerning sales & marketing)

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

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

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


levies on coal.
 To get access to all data related to statutory taxes and levies, central and/or states on or
before the schedule date payable to respective authorities.
Description: Statutory duties like Royalty, Compensation Cess, GST, TCS etc. are levied on
sale of coal. These amounts are collected from customers on actual basis and are deposited
to the State/Central Govt. this will generate report on Subsidiary-wise and state-wise
breakup of all the statutory levies recovered from customers on sale of coal and paid to the
Govt. Authorities. The information generated would be the accrued, advances and dues on
account of statutory dues in respect to Govt. authorities state-wise and centrally.
Report generated:
Following reports are generated:
Subsidiary-wise and state-wise breakup of each component on monthly, quarterly and
annual basis
1. Total amount paid to the exchequer (advance)
2. Total amount payable to the exchequer (accrued)
3. Total amount to be paid to the exchequer (dues)
4. TCS collection report for defined period and TCS Exemption report, TCS not applicable report
5. GST reports, entry tax report, ‘C’ Form tagging bill to bill report and other state-specific
statutory tax/levy report
6. Excise report
c) International Coal Report
Objective:
 To get access to information on prices of coal internationally vis-à-vis domestically.
Description: Landed Cost of Imported Coal (CIF + duties and levies) from various countries
for different grades vis-à-vis the Ex-Colliery price of Domestic coal (CIL) (Basic price + duties
and levies) of equivalent grade are worked out to facilitate comparison and analysis of coal
pricing.
Report generated:
Report is generated on monthly basis.
d) Price of coal
Objective:
 Data on price of coal and cost to consumer.
Description: Historical/Archived as well as current notified prices of coal, washed coal and
coal products are maintained in excel. The report is generated after applying all the charges,
duties, levies etc. Consumer wise cost to consumer is worked out manually by adding
average freight rate.
Report generated:
1. Prices of coal on specific date
2. Cost to consumer
3. Prices of all other income components and under loading rate calculation.
4. Washed coal as per MOU.
5. Mechanism for Washery products prices decision on the basis as per raw coal feed to
washery and their yield.

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6. Other products i.e hard coke –as per subsidiary price notification.
7. E- auction pricing report and premium over and above notified price on grade wise basis.
e) Coal Pricing Model
Objective: At a particular price the revenue position of the company subsidiary-wise and its
comparison with the existing one.
Description: The proposed revenue to the subsidiary companies and CIL as whole are
worked out on the basis of proposed prices and the projected/target production. These are
then compared with the existing revenue to the companies worked out on the basis of
existing prices and the projected/target production. The difference of the two is the
additional revenue (in % and absolute value) due to any revision of prices.
Report generated: The revenue position of the company subsidiary-wise and its comparison
with the existing one.
f) Price Sensitivity Analysis Report.
Objective:
 Price Sensitivity Analysis
Description: Price Sensitivity Analysis (PSA) determines a range of acceptable prices and an
optimal price point based on an analysis of price. Price sensitivity can be defined as the
degree to which consumers’ behaviors are affected by the price of the product or service.
The impact on consumers is generated during revision of notified prices of coal.
Report generated: Report generated on requirement basis
g) Coal Sale Dues
Objective:
 To get access to each and every information related to coal sale gross billing, realization and
other adjustments made to arrive at Coal Sale Dues Report which in totality gives a report
period-wise, consumer-wise and sector-wise.
 Provision for bill to bill adjustment by tagging the realization
 Other information which are required includes break up of dues into disputed and
undisputed, Aging analysis of party-wise debtors (example dues lying from 0-2 months, 2-6
months, 6 months – 1 year, 1 year to 2 years, 2 years to 3 years, 3years to 5 years, 5years to
10 years and 10years and above) and Reason-wise Analysis of debtors.
 Maintenance of database detailing claims raised by consumers and status not being part of
accounts till finalized (for example – compensation claim raised by consumers for short
supply).
 Other information required on case to case basis such as party-wise, period-wise, Debit/
Credit Note issued on account of grade slippage, Stones, Quantity, shortage etc,
Supplementary Bills, Incentive Bills, compensation (in case of short lifting) etc are also
required in addition to the above information.
 Average collection period of debtors.
 Grade wise report on periodical basis both for credit and cash customers.
 Age wise distribution of advance from customers in case of cash sale.
Description:
Opening Debtors (+) Gross Billing (–) Gross Realization (+/-) Adjustments = Closing Debtors
It may be noted that Adjustments include credit notes, debit notes, supplementary bills
raised etc.

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

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 Generation (calculation) of statement showing compensation claim receivable / payable in


case short lifting by the customer / short delivery by the seller
 Mine wise, customer wise cost plus quantity and other cost elements.
 Mine wise, customer wise Debit/ Credit note details.
 Mine wise, customer wise comparison of cost plus quantity and basic value etc

Process 15: BUSINESS DEVELOPMENT ACTIVITIES (CMPDI HQ and RIs)


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

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 Send the final invoice including adjustments, if any, to the client for payment along-
with deliverables, as per the contract/ work order.
 After the completion of the jobs, the HOD of the Lead Department arranges to obtain
the Job Completion Certificate as an evidence of having completed the job
satisfactorily.
Reports generated
 Monthly reports on:
 Offers/ EoI submitted
 Jobs obtained
 Jobs completed
 Ongoing jobs
 Delayed jobs

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Functional Requirements Specifications (FRS) for Production and Planning function


List of processes

Process Process Name


No.
01 Preparation of Annual Plan Document
02 Preparation of Annual Action Plan Document
03 Capital Budgeting
04 System Capacity Utilization
05 Production Monitoring – Production Report & Area-wise / Mine wise
Production Report
06 Production Monitoring - Daily Production and Washery Report
07 Production Monitoring – Mine-wise/Grade-wise Coal Production and Mine-
wise/Grade-wise/Stock-wise /Heap-wise Dispatch & Closing Stock
08 Production Monitoring - Monthly Report
09 Production Monitoring - Annual Report
10 Explosives Requirement, Allocation, Indenting & Supply
11 Explosives and Accessories Performance Monitoring (Random Test)
12 Mine Surveying Services including reconciliation (For CMPDI)

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Process 01: Preparation of Annual Plan Document

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

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

Process 03: Capital Budget

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

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3. Units/Projects/Areas are advised by Subsidiary company to prepare Mine wise capital


expenditure encompassing expenditure on mining and non-mining projects, exploration etc.
they are also advised to prepare Head wise capital expenditure.
4. In line with Ongoing PR provisions /schemes each area/mine/project submits its capital
budget requirement for initiation of proposals under the above capital heads.
5. All the proposals, which are submitted to Subsidiary HQ, are clubbed together and
deliberated during the meetings with area management and corporate management.
6. The overall capital budget of the Subsidiary for each financial year is sanctioned as per
approved annual plan. There after the approved capital budget is communicated to all the
areas concerned for effective utilization of capital budget.
7. Upon receipt of information from Subsidiaries Capital budgeting of CIL is prepared and
placed for approval of competent authority of CIL.
8. The expenditure vs Budget is monitored.
Reports Generated –
1. Capital Budget of CIL/Subsidiary
2. At the end of every month, Head wise capital expenditure of the company
3. At the end of every month, phase wise capital expenditure against project.
4. At the end of every month, head wise & phase wise capital expenditure of all
projects(Mining & Non Mining)
5. Re-appropriation Status monitoring.
6. Trigger Alarm setting for non-utilization of item-wise capital budget.

Process 04: System Capacity Utilization

Objective
To prepare System Capacity Utilization of Subsidiary companies, drilling capacity of CMPDI,
replacement/addition of rigs and its monitoring
Description
1. Month wise Collection of production figure from subsidiary & CIL production department.
2. Mine wise/subsidiary wise mine capacity from CMPDIL in the beginning of year.
3. The System Capacity of the working mines is assessed by CMPDI& Camp-wise/ RI-wise drilling
capacity of CMPDIL for every Financial Year, (Capacity as on 1st April of Fin. Year) based upon
the population of equipment, their capacity, method of mining and constraints.
4. Month wise Collection of drilling production & GR preparation figure from Camps/RIs of CMPDI
and outsourced agencies.
5. Excavation Department calculates the departmental capacity based on the population of the
departmental equipment, their capacity, their status, whether working, survey off or grounded
in case of open cast equipment. The same is being done by the E&M Dept in respect to
underground equipment.
6. Production Department at Subsidiary HQ, collects data of Month wise production figures and
other operational statistics from Units and Areas of Subsidiary Company
7. Calculation of System Capacity Utilization on daily basis, monthly basis & Annual basis based on
capacity and production/Drilling figures. System to calculate capacity utilization based on the
Production and Drilling figures
8. Annual Capacity Utilization Report is compiled for the subsidiary and is reflected in Annual
Report of Subsidiary.

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9. Circulation of capacity Utilization report of CIL to concerned department & FDs of CIL
10. Sending of Annual Capacity Utilization Report to Company Secretary for publishing it in Annual
Report of CIL
Reports Generated
Daily, Monthly, Annual Report for Mine wise, Area wise, Subsidiary wise System Capacity utilization
against CMPDI assessed capacity as well as Departmental capacity assessed by Excavation/E&M
Departments &Month wise RI wise drilling machine Capacity utilization

Process 05: -Production Monitoring – Quick Production Report & Area-wise Production Report

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

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PROCESS 06: Production Monitoring - Daily Production and Washery Report

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

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1. Detailed daily Production (and Washery) Report at HQ


2. Units to generate the following reports:
(i) Shift-wise reports as below-
1A [Shift-wise production report (UG)],
1B [Shift-wise production report (OC, OB) Dept.],
1C [Shift-wise production report (OC-OB) Outsourced patch],
1D [Shift-wise production report (OC-Coal) Dept.],
1E [Shift-wise production report (OC-Coal) Outsourced],
1F [Shift Report – Washery Raw Coal received]
1G [Shift Report –Washery]
1H [Shift Report – Coal transport & Dispatch]
(ii) Daily Report:
2A [Daily production report (UG)],
2B [Daily production report (OC-OB) Dept.],
2C [Daily production report (OC-OB) outsourced patch],
2D [Daily production report (OC-Coal) Deptt.],
2E [Daily production report (OC-Coal) Outsourced],
2F [Daily report – Washery raw coal received]
2G [Daily production report – Washery] forma
2H [Daily report- Coal Transport & Dispatch]
(iii) Daily Report: 3A(Daily Production Report-Colliery/Washery to Area],
(iv) Monthly Report–
4A (Monthly Production Report- Colliery/Washery to Area]
4A(i) [Monthly Transport & Dispatch Report]
Areas Reports:
(i) Daily Report- 3B(Daily Production Report-Area to HQ)
(ii) Reconciliation on monthly performance
(iii) Monthly Report-
4B (Monthly Production Report - area to HQ]
4B (i) (Monthly transport & dispatch report)
Subsidiary reports:
(i) Daily Report- 3C (Daily Production Report -HQ to CIL HQ)
(ii) Comprehensive Daily Production & Dispatch REPORT

PROCESS 07:
a) Production Monitoring – Mine-wise/Grade-wise Coal Production and Mine-wise/Grade-
wise/Stock-wise /Heap-wise Dispatch & Closing Stock
Objective:
 To prepare Mine-wise, Heap-wise, Grade-wise Closing Stock
Description:
Capturing Heap-wise, grade-wise, closing stock data of each mine.

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Report generated:
1. Mine-wise, Heap-wise & Grade-wise Stock Report
(b) Production Monitoring – Mine-wise, Grade-wise Coal Production and Mine-wise/Grade-
wise/Stock-wise /Heap-wise Dispatch & Closing Stock
Objective:
To prepare Mine-wise Grade-wise Coal Production & Mine-wise/Grade-wise/Stock-wise/Heap-wise
Dispatch & Closing Stock
Description:
Capturing Grade-wise data of each mine of Subsidiary – Quality Management
Report generated:
Mine-wise & Grade-wise Coal Production, Mine-wise/Heap-wise/Grade-wise/Stock-wise Dispatch &
Closing Stock

PROCESS 08: Production Monitoring - Monthly Report

Objective:
To prepare Monthly Report
Description:
After completion of one month, Firm Report (Monthly), is reconciled with actual survey
measurement received from different Areas. The Monthly Performance Report of the Subsidiary is
compiled by aggregating the report of Areas.
CMPDI-After completion of one month, Monthly (performance) Report from RIs by 1st to 3rd of
each month for the preceding month is received.
Monthly report/ Cumulative for year Performance Report is being prepared which contains (Monthly
& Yearly Progr.)
 Highlights
 Synopsis
 Production
 Underground Production (Method wise)
o Depillaring
o Development
o Other method (High wall mining)
 Underground Production (Type wise)
o Manual
o LHD
o SDL
o Continuous miner
o Longwall
 Opencast Production (Machine wise)
o Shovel/Dumper
o Dragline
 Dispatch and Stock of Coal, H/Coke, Washed Coal, Middlings
 Subsidiary-wise, State-wise, Field-wise Production
 Grade-wise Production and Dispatch of Coal & Hard Coke

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 Company-wise/Grade-wise Production, Total Dispatch, Off-take & Stock


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

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iii. Nonel (mtrs.), D-fuse (mtrs), Cast booster (Kg)/ emulsion, CED (nos.),
electronic detonator, MS connector, Cord relay.
b) UG mines:
i. Explosive-wise Qty.(Kg)
ii. Carrick Delay Detonators (nos.)
Man-shift –
i. OC mine- OC, Surface, Total
ii. UG mine- UG, Surface, Total
iii. Total Man-shift
Manpower: Executive, Monthly rated, daily rated
OC - HEMM Performance – Availability & Utilization of Dragline, Excavator/Shovel, Dumper, Dozer,
Grader, SM w.r.t CMPDI norm.
Report generated:
a. Monthly Report(Subsidiary to CIL)- Quick Report, Annexure 1, Form-4C (Monthly
Report- Hq to CIL),
b. Other reports as required from time to time.
c. Monthly Drilling Production Report Camp-wise/RI wise/Outsourced Agency-wise
(CMPDI)
NB: - Report in Form 1(A, B, C, D, E, F, G), 2(A, B, C, D, E, F, G), 3(A, B, C) to Form 4 (A, B, C) are to be
generated as per new code for uniform system of maintenance, control and verification of coal stock
in all mines of CIL, L.No. 2030 Dt. 19/10/2011 of GM (Prod), CIL.
Any other: NIL

PROCESS 09: Production Monitoring - Annual Report

Objective:
To prepare Annual Report
Description:
For CMPDI - After completion of one year, annual report is being prepared which contains blocks
taken up by different agencies, drilling achievement, GR preparation, additional resource
proved/estimated, Productivity achieved, etc
For Production Subsidiary:
After completion of one year, annual report is being prepared which contains the following:
a. Underground Production (Method-wise)
i. Depillaring
ii. Development
iii. Other method (High wall mining)
b. Underground Production (Type wise)
i. Manual
ii. LHD
iii. SDL
iv. Continuous miner
v. Longwall
c. Opencast Production-Coal Machine wise
i. Shovel/Dumper

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

PROCESS 10: Explosives – Requirement, Allocation, Indenting & Supply

Objective:
To monitor explosive Allocation, Supply & performance of all the suppliers.
Description:

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i. Monthly requirement of Explosives & Accessories is given by Areas to HQ latest by 3 rd week


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

PROCESS11: Explosive and accessories performance monitoring (Random Test)

Objective:
To monitor explosive and accessories performance of all the suppliers centrally through the ERP
system.
Description:
The consignee subsidiary company shall conduct random test of the explosives and accessories in
every quarter supplied by a supplier through CMPDIL.
The limits of technical parameters for random test are mentioned in the Rate Contract (RC) for
conducting random tests. The Sample shall be treated as ‘FAIL’ in random test if it does not meet the
criterion specified under “acceptable limits” specified in RC. Information about random test will be
recorded at each subsidiary for each supplier and a centralized report will be available for CIL.
Report generated:
1. Preparation of Budget and allocation of explosives`
2. Random Test Report for evaluation purpose of the subsequent tender.

PROCESS12: Mine Surveying Services including reconciliation (for CMPDI):

Sub- Description
Process
No.
1 Month End Mine Survey Measurements
2 Processing data collected in the mine
3 Calculation for in-situ OB removed (Departmental & Outsourced separately)

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Sub- Description
Process
No.
4 Calculation for in-situ Coal extracted (Departmental & Outsourced separately)
5 Month End Coal Stock Measurement, working out Quantity and maintenance of Stock
Plans
6 Periodical OBR measurement/check measurement for outsourced/departmental OB
separately by outside agency viz CMPDIL. Generating Reconciliation Reports after
receiving measurement report from CMPDIL for submission to Area & HQ.
7 Conducting Quarterly Coal Stock Measurements in the Mines under the Area and
submission of reports to HQ
8 Verification of Coal/OB measurement records at the end of each quarter.
9 Production Reconciliation within 15 days from the end of each quarter.
10 Conducting Half Yearly Coal Stock Measurements in all the Mines/ washeries of
Subsidiary and submission of reports to CIL HQ.
11 Conducting CIL’s Annual Coal Stock Measurement in all the Mines/ washeries of
Subsidiary and submission of reports to CIL HQ.
12 Quarterly Check Survey (Triangulation, levelling & checking of BMs wrt National Grid

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Functional Requirement Specification for Project Management


List of processes

Process No. Process Name


01 Project Scheduling, Execution & Monitoring
02 Project Completion (Completion of Project)
03 Monitoring of CMPDIL Projects

PROCESS 01: Project Scheduling, Execution & Monitoring


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

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v. Declaration & publication of R &R Plan u/s 19 under LA Act.


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

3. Forestry Clearance
Stage I Clearance
a) Preparation & authentication of land schedule.
b) Demarcation of land & Pillar Posting
c) DGPS Survey
d) Tree Enumeration
e) Issue of NoC by Collector (FRA)
f) Identification of Compensatory Afforestation area
g) Submission of application
h) Registration No & date
i) Forward application to MoEFCC
j) FAC Meeting conducted
k) Stage I Clearance (letter No & date)

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

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8. Grade Declaration
a) Sample collection
b) Analysis and Result declaration
c) Submission of Report to CCO
d) Declaration of grade by CCO
9. Other statutory compliances including Form-I
a) Preparation of Form0I by Colliery authority
b) Information to DGMS- Chief Inspector, the Regional Inspector etc.
c) District Administration - District Magistrate
d) CCO
10. Any other activity if applicable:
Reports Generated
i. Progress Report of Project Implementation
ii. Master Control Network (MCN)
iii. Status Report of all the above activities
iv. Status Note of all Individual Projects
v. Exception Reports
vi. Project Milestones Report
vii. Provision to record project progress information and generating weekly/ monthly project
reports incorporating MoSPI, MoEF and CC, MoC, CIL and State Govt. requirement
viii. Should be able to generate query based reports.

PROCESS 02: Completion of Project

Objective:
 Timely completion of all major activities and closure of Project as per approved DPR.
Description:
 Achievement of 80% of production capacity
 Commissioning of all major facilities and initial mine development works.
 90% of Capital Expenditure
 Other such parameters applicable for non-mining Projects as per agreement.
Report generated:
1. Project Completion Report

Process 03: Monitoring of CMPDIL Projects

Objectives:
Timely completion of work of Exploration, Planning and design, unscheduled jobs and other jobs
related to Environment, Production and HEMM & payments.
Description:
1. Approval of Annual plan of CMPDI Jobs for Subsidiary: “work schedule” in the beginning of
the financial year which lists the work likely to be undertaken by CMPDI during the financial
year. It needs to be approved by the Subsidiary Board after vetting by the relevant HODs
2. Exploration works different coalfields

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

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Functional Requirements Specifications (FRS) for Asset & Plant Maintenance and operation
(For E&M, EXCAVATION, WASHERY, E&T & SYSTEM functions)
List of processes
Process No. Process Name
E&M
CIL HQ
ANPM CIL ENM 01 Preparation of monthly performance of underground machinery
(SDL,LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.)
ANPM CIL ENM 02 Preparation of monthly Underground mechanized production (equipment
wise)
ANPM CIL ENM 03 Preparation of Monthly specific diesel consumption for selected 76 nos.
OC mines
ANPM CIL ENM 04 Status of monthly underground mechanization report
ANPM CIL ENM 05 Monthly status of Feeder wise Demand, Interruptions and Availability of
power supply of the subsidiaries
ANPM CIL ENM 06 Overview of Energy Conservation of CIL for which the subject matter is
dealt in a co-ordination meeting held at CIL HQ annually
ANPM CIL ENM 07 Preparation and monitoring of status of crushing of coal of subsidiaries of
CIL for the supply of -100 mm size coal to power sectors through
1. Crusher / Feeder Breaker
2. Surface Miner
ANPM CIL ENM 08 Preparation and review of status of Coal Handling Plant (CHP) on monthly
basis.
SUBSIDIARY
ANPM SUB ENM 01 Monthly performance of underground machinery (SDL,LHD, High Capacity
LHD, CM, PSLW, High Wall, Short wall etc.)
ANPM SUB ENM 02 Monitoring Power consumption and reliability
ANPM SUB ENM 03 Monitoring Electric Energy Conservation
ANPM SUB ENM 04 Compliance monitoring of -100 mm size coal
ANPM SUB ENM 05 Monitoring of Weigh Bridges by preparing availability reports
ANPM SUB ENM 06 Monitoring and review of status of construction and other turnkey jobs
like commissioning of CHP, Major substations, Effluent treatment plant,
water supply system etc.
ANPM SUB ENM 07 Centralized Procurement of Plant & Machinery items (other than HEMM)
ANPM SUB ENM 08 Centralized Procurement of Revenue items against Material Budgets
ANPM SUB ENM 09 Release of Performance Bank Guarantee based on Warranty Performance
ANPM SUB ENM 10 Reporting of DGMS Violations and compliances

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ANPM SUB ENM 11 Distribution of centralized store items to areas


ANPM SUB ENM 12 Coordination with areas, equipment suppliers, AMC holders, power
supply agencies
ANPM SUB ENM 13 Monitoring of award of centralized Annual Maintenance Contracts at
Subsidiary Headquarters.
ANPM SUB ENM 14 Survey off of equipment
ANPM SUB ENM 15 Survey off of Vehicles
ANPM SUB ENM 16 Hiring of vehicles
ANPM SUB ENM 17 Monitoring of MSME procurement
ANPM SUB ENM 18 Reporting of Power Generation from solar power plants
ANPM SUB ENM 19 Preventive (Time Based) Maintenance
Sub Processes -
19.1 Preventive Maintenance Job Planning
19.2 Resource Arrangement
19.3 Job Execution
19.4 Information Recording and Report generation
ANPM SUB ENM 20 Breakdown Maintenance
Sub Processes -
20.1 Breakdown Assessment
20.2 Resource Planning and Arrangement
20.3 Breakdown Liquidation
20.4 Breakdown Job Detail Recording and Report Generation
ANPM SUB ENM 21 Condition Based Maintenance
Sub Processes -
21.1 Equipment inspection
21.2 Condition Based Job Planning
21.3 Resource Arrangement and Shutdown Planning
21.4 Condition Based Job Execution
21.5 Post Execution Activities
ANPM SUB ENM 22 Capital Repair Maintenance
ANPM SUB ENM 23 Spares Management
Sub Processes -
23.1 Requirement Planning

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23.2 Procurement
ANPM SUB ENM 24 Maintenance through Job Contract
ANPM SUB ENM 25 Equipment History Management
ANPM SUB ENM 26 Maintenance Budgeting
ANPM SUB ENM 27 Work Safety Planning and Execution
ANPM SUB ENM 28 Equipment Calibration
Sub Processes -
28.1 Calibration Planning
28.2 Calibration Execution
28.3 Certification and Documentation
ANPM SUB ENM 29 Document and Drawing Maintenance
ANPM SUB ENM 30 Monitoring of Daily status of Feeder wise Demand, Interruptions and
Availability of power
ANPM SUB ENM 31 Maintenance through Job Contract
EXCAVATION
CIL HQ
ANPM CIL EXCV 01 Centralized Procurement of High Capacity HEMM
ANPM CIL EXCV 02 Centralized Procurement of OTR Tyres
ANPM CIL EXCV 03 Depot Agreement
ANPM CIL EXCV 04 Coordination with the subsidiary Companies and OEM
ANPM CIL EXCV 05 MIS
SUBSIDIARY
ANPM SUB EXCV 01 Centralized Procurement of HEMM and workshop P&M items
ANPM SUB EXCV 02 Procurement of Centralized spares/consumables (including tyres) against
MB
ANPM SUB EXCV 03 Procurement of Sub-assemblies / spares of HEMM against indents beyond
DOP of Area
ANPM SUB EXCV 04 Conclusion of Depot Agreement and RC
ANPM SUB EXCV 05 Co-ordination with CWS/Area/Projects/different OEMs
ANPM SUB EXCV 06 Management Information System (MIS)
ANPM SUB EXCV 07 Preparation of annual action plan for procurement of HEMM (Shopping
List)
ANPM SUB EXCV 08 Mine Capacity Assessment and Capacity utilization assessment
ANPM SUB EXCV 09 Action plan for mismatch of Transport Capacity and Digging Capacity

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ANPM SUB EXCV 10 Procurement of Centralized spares/consumables against MB


ANPM SUB EXCV 11 Survey off and Grounding of HEMM
ANPM SUB EXCV 12 BER of major sub-assemblies like Engine, Transmission etc.
ANPM SUB EXCV 13 Recon Exchange Scheme
ANPM SUB EXCV 14 Performance Monitoring of major sub-assemblies and consumables
ANPM SUB EXCV 15 Performance monitoring of Equipment procured under MARC
AREA
ANPM AREA EXCV 01 Processing the Indent of HEMM and P&M items
ANPM AREA EXCV 02 Co-ordination for Mine Capacity Assessment and Capacity utilization
assessment for onward submission to CMPDI
ANPM AREA EXCV 03 MB for Centralized spares of HEMM
ANPM AREA EXCV 04 MB for decentralized spares of HEMM
ANPM AREA EXCV 05 Procurement of HEMM spares against Depot agreement / Rate Contract
ANPM AREA EXCV 06 Processing of Indents for procurement of HEMM spares through HQr
beyond DOP of Area GM
ANPM AREA EXCV 07 Procurement of HEMM spares against area tender
ANPM AREA EXCV 08 Repair of failed components / system of HEMM
ANPM AREA EXCV 09 Processing Survey off and Grounding of HEMM
ANPM AREA EXCV 10 Management Information System (MIS)
ANPM AREA EXCV 11 Co-ordination with HQ/ CWS/ Projects/different OEMs
ANPM AREA EXCV 12 Inspection of materials at Stores
ANPM AREA EXCV 13 Preventive (Time Based) Maintenance
Sub Processes -
13.1 Preventive Maintenance Job Planning
13.2 Resource Arrangement
13.3 Information Recording and Report generation
ANPM AREA EXCV 14 Breakdown Maintenance- Breakdown Job Detail Recording and Report
Generation
ANPM AREA EXCV 15 Condition Based Maintenance
Sub Processes -
15.1 Condition Based Job Planning
15.2 Resource Arrangement and Shutdown Planning
ANPM AREA EXCV 16 Capital Repair Maintenance
ANPM AREA EXCV 17 Spares Management

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Sub Processes -
17.1 Requirement Planning
17.2 Procurement
ANPM AREA EXCV 18 Maintenance through Job Contract
ANPM AREA EXCV 19 Equipment History Management
ANPM AREA EXCV 20 Maintenance Budgeting
ANPM AREA EXCV 21 Work Safety Planning and Execution
ANPM AREA EXCV 22 Repair of failed components/System of HEMM not under GM’s DOP
PROJECT
ANPM PRJ EXCV 01 Maintenance of all HEMM
ANPM PRJ EXCV 02 Initiation the Indent of HEMM and P&M items
ANPM PRJ EXCV 03 Data for Mine Capacity Assessment and Capacity utilization assessment
for onward submission to CMPDI
ANPM PRJ EXCV 04 Indent / MB for HEMM spares
ANPM PRJ EXCV 05 Emergency Purchase of HEMM spares of very low value in nature
ANPM PRJ EXCV 06 Repair of failed components / system of HEMM within Project DOP
ANPM PRJ EXCV 07 Processing Survey off and Grounding of HEMM
ANPM PRJ EXCV 08 Management Information System (MIS)
ANPM PRJ EXCV 09 Co-ordination with HQ/ CWS/ Area/different OEMs
ANPM PRJ EXCV 10 Preventive (Time Based) Maintenance
Sub Processes -
10.1 Preventive Maintenance Job Planning
10.2 Resource Arrangement
10.3 Job Execution
10.4 Information Recording and Report generation
ANPM PRJ EXCV 11 Breakdown Maintenance
Sub Processes -
11.1 Breakdown Assessment
11.2 Resource Planning and Arrangement
11.3 Breakdown Liquidation
11.4 Breakdown Job Detail Recording and Report Generation
ANPM PRJ EXCV 12 Condition Based Maintenance
Sub Processes -

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12.1 Equipment inspection


12.2 Condition Based Job Planning
12.3 Resource Arrangement and Shutdown Planning
12.4 Condition Based Job Execution
12.5 Post Execution Activities
ANPM PRJ EXCV 13 Capital Repair Maintenance
ANPM PRJ EXCV 14 Spares Management
Sub Processes -
14.1 Requirement Planning
14.2 Procurement
ANPM PRJ EXCV 15 Maintenance through Job Contract
ANPM PRJ EXCV 16 Equipment History Management
ANPM PRJ EXCV 17 Maintenance Budgeting
ANPM PRJ EXCV 18 Work Safety Planning and Execution
ANPM PRJ EXCV 19 Emergency Purchase of HEMM spares of very low value in nature.
CENTRAL WORKSHOP
ANPM CWS EXCV 01 Repair of HEMM major sub-assemblies
ANPM CWS EXCV 02 Rebuilding of Boom, bucket etc.
ANPM CWS EXCV 03 Processing the Indent of P&M items
ANPM CWS EXCV 04 Procurement of HEMM spares against Depot agreement / Rate Contract
ANPM CWS EXCV 05 Processing of Indents for procurement of HEMM spares through HQr
beyond DOP of Area GM
ANPM CWS EXCV 06 Procurement of HEMM spares against area tender
ANPM CWS EXCV 07 Recon Exchange of HEMM major sub-assemblies
ANPM CWS EXCV 08 Processing Survey off and Grounding of P&M stores
ANPM CWS EXCV 09 Management Information System (MIS)
ANPM CWS EXCV 10 Co-ordination with HQr/ CWS/ Projects/different OEMs
ANPM CWS EXCV 11 Inspection of materials at Stores
ANPM CWS EXCV 12 Preventive (Time Based) Maintenance
Sub Processes -
12.1 Preventive Maintenance Job Planning
12.2 Resource Arrangement
12.3 Job Execution

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12.4 Information Recording and Report generation


ANPM CWS EXCV 13 Breakdown Maintenance
Sub Processes -
13.1 Breakdown Assessment
13.2 Resource Planning and Arrangement
13.3 Breakdown Liquidation
13.4 Breakdown Job Detail Recording and Report Generation
ANPM CWS EXCV 14 Condition Based Maintenance
Sub Processes -
14.1 Equipment inspection
14.2 Condition Based Job Planning
14.3 Resource Arrangement and Shutdown Planning
14.4 Condition Based Job Execution
14.5 Post Execution Activities
ANPM CWS EXCV 15 Capital Repair Maintenance
ANPM CWS EXCV 16 Spares Management
Sub Processes -
16.1 Requirement Planning
16.2 Procurement
ANPM CWS EXCV 17 Maintenance through Job Contract
ANPM CWS EXCV 18 Equipment History Management
ANPM CWS EXCV 19 Maintenance Budgeting
ANPM CWS EXCV 20 Work Safety Planning and Execution
WASHERY
CIL HQ
ANPM CIL WSH 01 Overall performance of the existing and operational washeries of CIL-
Subsidiary wise/ Washery wise
ANPM CIL WSH 02 Activity Timeline in specific format for washeries being set up (to be
updated weekly) – Subsidiary wise/Washery wise
SUBSIDIARY
ANPM SUB WSH 01 Preparation of Annual Plan Document
ANPM SUB WSH 02 Preparation of Annual Action Plan Document
ANPM SUB WSH 03 Production Monitoring - Daily Production and Washery Report

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ANPM SUB WSH 04 Production Monitoring - Monthly Report and Annual Report
ANPM SUB WSH 05 Perennial Jobs of Washeries
ANPM SUB WSH 06 Preventive (Time Based) Maintenance
Sub Processes -
6.1 Preventive Maintenance Job Planning
6.2 Resource Arrangement
6.3 Job Execution
6.4 Information Recording and Report generation
ANPM SUB WSH 07 Breakdown Maintenance
Sub Processes -
7.1 Breakdown Assessment
7.2 Resource Planning and Arrangement
7.3 Breakdown Repair
7.4 Breakdown Job Detail Recording and Report Generation
ANPM SUB WSH 08 Spares Management
Sub Processes -
8.1 Requirement Planning
8.2 Procurement/Collection, Inventory & Issue
ANPM SUB WSH 09 Maintenance Budgeting
ELECTRONICS AND TELE-COMMUNICATION (E&T)
ANPM SUB ENT 01 Mobile connection management
ANPM SUB ENT 02 Centralized Procurement of P&M items
ANPM SUB ENT 03 Centralized Procurement of Revenue items against Material Budgets
ANPM SUB ENT 04 Authorization of centralized store items to areas
ANPM SUB ENT 05 Coordination with areas, equipment suppliers, AMC holders, ISPs
ANPM SUB ENT 06 Centralized award of Annual Maintenance Contracts
ANPM SUB ENT 07 Survey off of equipment
ANPM SUB ENT 08 Management/Monitoring of E&T Assets
ANPM SUB ENT 09 Management of outsourcing contracts
ANPM SUB ENT 10 Management of service request
SYSTEM
ANPM SYS F 01 System Asset & Logistics Management
ANPM SYS F 02 System consumables & stationery Inventory Management

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ANPM SYS F 03 Monitoring of Turnkey Projects


ANPM SYS F 04 Procurement of Centralized items
ANPM SYS F 05 Procurement of Centralized Revenue items
ANPM SYS F 06 Authorization of centralized store items to departments against material
budgets
ANPM SYS F 07 Coordination with Departments, equipment suppliers, SI/AMC holders,
ISPs
ANPM SYS F 08 Centralized award of annual maintenance contract
ANPM SYS F 09 Survey off of equipment

ANPM CIL ENM 01


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

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Produce the compiled and compared data in tabulated form for the agenda of monthly
CMD’s meet.
Reports generated:
Monthly Report as per Format
PROCESS : ANPM CIL ENM 02
Process: Preparation of monthly Underground mechanized production (equipment wise)
Objective:
 To prepare and compare subsidiary wise and equipment wise performances of underground
coal producing machineries, contribution percentage and compare those data with previous
year.
Description:
This process consists of the following steps:
 Collection of data of from the subsidiaries –
Collection of equipment-wise data for numbers of machines on roll, actual monthly &
progressive productions and progressive productivity of each type of equipment from
the subsidiaries on monthly basis. Collection of subsidiary wise monthly underground
production from daily production report of CIL.
 Compilation of the data –
Compilation of the data received from the subsidiaries in a specific format (FORMAT-B).
Compilation of similar data for same month of previous year. Compilation of the
production data of last day of the month received from daily production report of CIL.
 Comparing of the data –
Compare the subsidiary wise and equipment wise productivity and the mechanisation %
of underground production for the as well as same month of previous year.
 Submission of the report for agenda of monthly CMS’s meet-
Produce the compiled and compared data in tabulated form for the agenda of monthly
CMD’s meet.
Reports generated:
Monthly Report as per Format
ANPM CIL ENM 03
PROCESS: Preparation of Monthly specific diesel consumption for selected Open Cast mines
Objective:
 Diesel is used in different HEMM and other equipment of open cast mines. CMPDI
has identified some open cast mines of different subsidiaries (presently 76 mines)
where they have recommended diesel consumption per cubic meter of production
(both OB and Coal) termed as Specific Diesel Consumption (SDC). Mine wise detailed
study on the existing mining conditions and equipment deployed is done by CMPDI
to benchmark the SDC. Mine wise production, diesel consumption, actual SDC and
diesel costs are collected from the subsidiaries. Objective of preparation of this
monthly report is to prepare, compare and monitor the SDC and Diesel Cost per
Cubic Meter for those selected mines and compare those data with the benchmark
as per CMPDI Norms.
Description:
This process consists of the following steps:

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 Collection of data of from the subsidiaries –


Collection of mine-wise data for actual production (both Coal & OB), total diesel
consumption and unit cost of production against diesel consumption from the
subsidiaries on monthly basis as well as progressive year basis.
 Compilation of the data –
Compilation of the data received from the subsidiaries in a specific format (FORMAT-C)
for each specified mines. Compilation of SDC as benchmarked by CMPDI. Calculation of
% deviation (progressive) compared to CMPDI benchmark and deviation from CMPDI
benchmarking in absolute Rs. per Cubic Meters for the respective month.

 Comparing of the data –


Comparing the monthly SDC & progressive SDC with CMPDI benchmark and % deviation
(progressive) compared to CMPDI benchmark and deviation from CMPDI benchmarking
in absolute Rs. per Cubic Meters for each mine.
 Submission of the report for agenda of monthly CMS’s meet-
To produce the compiled and compared data in tabulated form for the agenda of
monthly CMD’s meet.
Reports generated:
Monthly Report as per Format
ANPM CIL ENM 04
PROCESS: Preparation of monthly Status of Underground Mechanization
Objective:
 To prepare a consolidated statement of mechanisation of underground mines by
indicating subsidiary wise information of number of mechanized, semi-mechanized
& manual mines, population of coal producing equipment / technologies like SDL,
LHD, Continuous Miners, PSLW & other Mass production Technologies, population
of other major underground equipment like Man Riding systems, UDMs etc. and
status of implementation of proposed mechanisation.
Description:
This process consists of the following steps:
 Collection of reports from the subsidiaries –
Collection of reports of mechanized, semi-mechanized & manual mines, , population of
coal producing equipment / technologies like SDL, LHD, Continuous Miners, PSLW, Man
Riding systems, UDMs & other Mass production Technologies and development of
implementation of measures on mechanizations. Reports on mines identified for
mechanisation and corresponding target details are also collected from subsidiaries.
 Compilation of the data –
Compilation of the data received from the subsidiaries in a specific format (FORMAT-D).
Compilation of similar information of previous month.
 Comparing the advancement of major mechanisation activities –
Comparing the monthly development / advancement of activities related to
mechanisation and detailing corresponding targets.
 Submission of the report to higher authorities on monthly basis -
To produce the compiled report to the higher authorities for their information.

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Reports generated:
Monthly Report as per Format
ANPM CIL ENM 05
PROCESS: Monthly status of Feeder wise Demand, Interruptions and Availability of power of the
subsidiaries
Objective:
 To prepare feeder wise monthly status of power supply from Power Supply
Agencies against their feeder wise Contract Demand. To prepare power
interruption reports in terms of duration & numbers and calculate the
availability. This report is prepared to monitor the availability of power supplied
to different mines of the subsidiaries.
Description:
This process consists of the following steps:
 Collection of Feeder wise Contract Demand with the Supply Agencies –
To collect feeder wise contract demand with the Power Supply Agencies.
 Collection of power interruption report of previous day –
To collect date wise and feeder wise total no. power interruptions, corresponding
duration.
 Calculation of Feeder wise Availability –
To calculate the feeder wise availability from the data of contract demand, no.
interruptions, and duration of interruptions.
 Preparation of Monthly Power Reports –
To prepare feeder wise Power Demand and Availability Report of each subsidiaries.
Reports generated:
 Daily availability report of Power
 Monthly interruption and availability of power
ANPM CIL ENM 06
PROCESS: Overview of Energy Conservation of CIL for which the subject matter is dealt in a co-
ordination meeting held at CIL HQ annually
Objective:
 To prepare and monitor the specific energy consumption for both Electricity & Diesel of all
subsidiaries, comparison of the consumption with previous year and current year’s target
and fixing the target for next year. To prepare detailed report of energy conservation
measures taken by the subsidiaries and fixing the target for implementation of the measures
for energy conservation for next year.
Description:
This process broadly consists of the following steps:
 Collection of month wise reports of diesel & electricity consumption –
To collect month wise data of actual consumption of diesel and electricity for UG
production, OC Coal production and OC OB production as well as cost of electricity and
diesel against those consumption.
 Compilation of data / reports –

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To compile the received data month wise in the specific format. To collect and compile
the similar data of previous year.
 Comparing the data with the target and previous year –
To compare the generated data with the data of same month of previous year and
target of current year. Fixing the next year’s target of energy consumption.
 Compilation of 12 month’s data –
To compile 12 month’s data received from subsidiaries to find out yearly progressive
specific energy consumption. To compare those data with previous year as well as last
year’s target in the annual energy conservation meeting.
 Energy conservation measures -
To discuss the reasons for variation of actual energy consumption, if any, among the
authorized representatives of subsidiaries in the annual energy conservation meeting
and fixing of the target of energy conservations for next year along with the steps /
measures to be taken by the subsidiaries to minimize specific energy consumptions.
Reports generated:
FORMAT-I : for Diesel consumption
FORMAT-J : for Electricity consumption
ANPM CIL ENM 07
PROCESS: Preparation and monitoring of status of crushing of coal of subsidiaries of CIL for the
supply of -100 mm size coal to power sectors through Crusher / Feeder Breaker and
Surface Miner.
Objective:
 Supply of crushed coal (- 100 mm size) to power sectors is to be achieved by 100 %. CIL is in
the process of availability of coal crushing facilities in all the CHPs to reach the target of
dispatch of 100% crushed coal to power sectors. Objective is to prepare and monitor the
status of coal crushing of all the subsidiaries for the supply of -100 mm size coal to power
sectors .
Description:
This process consists of the following steps:
 Collection of reports from the subsidiaries –
To collect reports of dispatch of crushed coal (-100mm size) supplied to the power
sectors and total dispatch on monthly basis as well as yearly progressive basis from the
subsidiaries.
 Compilation of the data –
Compilation of the data received from the subsidiaries in a specific format. Compilation
of similar information of previous month.
 Comparing of the advancement –
Comparing the monthly development and find out the percentage of coal (-100mm size)
dispatched to power sectors.
 Submission of the report to higher authorities on monthly basis -
To produce the compiled report to the higher authorities for their information.
Reports generated:
Monthly, Quarterly and Annual Report as per Format

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ANPM CIL ENM 08


PROCESS: Preparation and review of status of Coal Handling Plant (CHP) on monthly basis.
Document and Drawing Maintenance
Objective:
 To prepare and overview of CHP status, action taken for advancement of increasing CHP
capacity, amount of coal crushed etc.
Description:
This process consists of the following steps:
 Collection of reports from the subsidiaries –
To collect reports of details of CHP, number of mines connected to the CHP, type of CHP,
type of loading system, Capacity, amount of coal handled, size of coal dispatched and
details of modification, if any, to increase the capacity and construction of new CHP.
Reports are collected on monthly basis from the subsidiaries.
 Compilation of the data –
Compilation of the data received from the subsidiaries in a specific format. Compilation
of similar information of previous month.

 Comparing of the advancement –


Comparing the monthly and progressive data with previous months.
 Submission of the report to higher authorities on monthly basis -
To produce the compiled report to the higher authorities for their information.
Reports generated:
Monthly, Quarterly and Annual Report as per Format
Functional Requirement Specification (FRS) for E&M Department function at Subsidiary Level
ANPM SUB ENM 01:
PROCESS: Monthly performance of underground machinery (SDL,LHD, High Capacity LHD, CM,
PSLW, High Wall, Short wall etc.)
Objective:
 Objective of preparation of this monthly report is to prepare and monitor the performances
of SDLs, LHDs, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. of mines in terms of
their productivity, % availability and % utilization and compare those data with the
benchmark as per CMPDI Norms.
Description:
This process consists of the following steps:
 Collection of data of from the mines and compilation of the data–
Collection of equipment-wise data for numbers of machines on roll, average productivity
(production in Ton per day), % availability and % utilization from the mines on monthly
basis.
 Compilation of the data –
Compilation the data received from the mines in a specific format. Minewise specified
data for productivity, % availability and % utilization as per CMPDI Norms are tabulated.
 Comparing the data with the norms of CMPDI–
Compare the productivity, % availability and % utilization of the equipment with the
benchmarked data prepared by CMPDI.

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 Comparing the data with previous year’s data


Compare the productivity, % availability and % utilization of the equipment with the
similar data of previous year.
 To find equipment-wise and mine-wise growth of productivity.
 Submission of the report for agenda of monthly CMD’s meet, GM Coordination
meeting /monthly reports
Produce the compiled and compared data in tabulated form for the agenda of monthly
CMD meet/ GM Coordination meet/ CIL.
Reports: Monthly, quarterly and annual as per format
ANPM SUB ENM 02
PROCESS: Monitoring Power consumption/ reliability
Objective:
 Monitoring of power consumption of mines/ units consisting of contract demand, maximum
demand, power factor, power consumption, Coal and OB production, specific power
consumption for coal and composite production and average cost per unit on monthly and
progressive basis, power system failure data, incentive earned on maintaining high average
power factor, penalty, if, any being levied for low power factor, incentive/ rebate on prompt
payment to supply agencies, penalty on maximum demand exceeding contract demand
comparison with positions of previous month/ year data and reasons thereof.
Description:
This process broadly consists of the following steps:
 Collection of the data
Month wise collection of data for power consumption of mines/ units consisting of
Name of Supply agencies, Name of Feeders, Contract demand, Maximum demand,
Power factor, Power consumption, Coal and OB production, specific power consumption
for coal, Monthly power bill, Composite production and average cost per unit on
monthly and progressive basis, Number & duration of power failure data, Incentive
earned on maintaining high average power factor, Penalty, if any, being levied for low
power factor, Incentive/ rebate on prompt payment to supply agencies, Maximum
demand exceeding contract demand at area / HQ level
 Compilation of data / reports –
To compile the entered data and reports in the specific formats. To collect and compile
the similar data for same month of previous year.
 Preparation of comparative statement-
To prepare month wise power demand, consumption, specific consumption, cost per
unit and compare the data with previous year in the form of tabular and graphical
representation.
 Preparation of monthly and progressive extraction –
To prepare monthly and progressive power consumption data and justifications thereof.
Reports: Monthly, quarterly and Annual as per format
ANPM SUB ENM 03
PROCESS: Monitoring Electric Energy Conservation
Objective:

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 To prepare and monitor the specific energy consumption for all mines, comparison of the
consumption with previous year and current year’s target and fixing the target for next year.
To prepare detailed report of energy conservation measures taken by the Mines and fixing
the target for implementation of the measures for energy conservation for next year.
Description:
This process broadly consists of the following steps:
 Collection of month wise reports of electricity consumption –
To collect month wise data of actual consumption of electricity for UG production, OC,
Coal production and OC OB production as well as cost of electricity against those
consumption.
 Entry of electric energy bench marking and auditing and its recommendations
 Entry of all energy conservation activities including the cost and saving
 Compilation of data / reports –
To compile the data month wise in the specific format. To collect and compile the similar
data of previous year.
 Comparing the data with the target and previous year –
To compare the generated data with the data of same month of previous year and
target of current year. Fixing the next year’s target of energy consumption.
 Compilation of 12 month’s data –
To compile 12 month’s data received from mines to find out yearly progressive specific
energy consumption. To compare those data with previous year as well as target
 Energy conservation measures -
To find the reasons for variation of actual energy consumption, if any and fixing of the
target of energy conservations for next year along with the steps / measures to be taken
by the mines to minimize specific energy consumptions.
Reports generation: Monthly and Annual as per format
ANPM SUB ENM 04
PROCESS: Compliance monitoring of -100 mm size coal to power sectors.
Objective:
 Supply of crushed coal (-100 mm size) to power sectors is to be achieved by 100 %. Objective
is to prepare a report indicating %age of (-100mm size) coal supplied to power sector w.r.t.
total coal supplied to them.
Description:
This process consists of the following steps:
 Collection of reports from the mines–
To collect reports of dispatch of crushed coal (-100mm size) supplied to the power
sectors and total dispatch on monthly basis as well as yearly progressive basis from the
dispatch points.
 Compilation of the data –
Compilation of the data received from the mines in a specific format. Compilation of
similar information of previous month.
 Comparing of the advancement –
To find the percentage of sized coal (-100 mm) dispatched to power sectors with respect
to total dispatch of coal to power sectors.

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 Submission of the report to higher authorities on monthly basis -


To produce the compiled report to the higher authorities for their information.
Report generation: Monthly and Annual as per format
ANPM SUB ENM 05
PROCESS: Monitoring of Weigh Bridges
Objective:
 To prepare a report indicating Weigh Bridge wise availability, failures, downtime and
rectification measures on daily basis
Description:
This process consists of the following steps:
 Collection of data of from the mines–
Collection of Weigh Bridge -wise data for availability, failures, downtime and
rectification measures on daily basis.
 Compilation of the data –
Compilation of the data received from the mines in a specific format.
 Comparing of the data–
Compare the mine wise and Weigh Bridge wise availability with the requires availability
as per AMC
 Submission of the report for higher officials
Produce the compiled and compared data in tabulated form on monthly basis
Reports generation: As per format
ANPM SUB ENM 06
PROCESS: Monitoring and review of turnkey jobs on continuous basis.
Objective:
 To monitor and review the execution of turnkey contracts awarded from HQs for
construction of CHP/ SILO, Substation and other turnkey jobs on continuous basis
Description:
This process consists of the following steps:
 Entry of contract details including contracted schedule of progress by HQs
 Entry of progress of construction by the field executives from mines/ units –
To make regular entry of construction activities and the hindrances being encountered
in the construction / execution of turnkey contracts awarded from HQs for construction
of CHP/ SILO, Substation and other turnkey jobs by the Engineer in charge of the work.
Reports are collected on regular basis from the areas/ units
 Compilation of the data –
Compilation of the data received from the mines/ units in a specific format.
 Comparing of the progress –
Comparing the monthly and progressive data with the completion schedule as per the
contract awarded.
 Submission of the report to higher authorities on monthly basis –
To produce the compiled report to the higher authorities for their information.
Reports generation: Monthly, quarterly and annual as per format

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ANPM SUB ENM 07


PROCESS: Centralized Procurement of Plant and Machinery items (Other than HEMM)
Objective:
 To ensure availability of equipment as per schedule and to have the updated status of
equipment indented.
Description:
This process consists of the following steps:
 Entry of indent raised by the indenting units
 Checking of justifications of requirement like against Survey-off / modification / scheme
/ approved PR of the unit etc.
 Recommendation of the indents for approval and financial concurrence.
 Compiling the requirement received over a period of time and initiating procurement
action as per a schedule.
 Preparing draft technical specification, eligibility criteria and technical parameter sheet
and forward the same to MM department.
 Technical vetting of the NIT after compiling the technical specification and commercial
T&C made by MM department.
 Technical evaluation of the bids after tendering by Material Management department
 Recommendation for obtaining the shortfall documents, if any, of the bids to MM
department.
 Conclusive technical scrutiny of the bids after obtaining shortfall documents arranged by
MM department.
 Participation in preparing the TCR conducted by MM Department.
 Updating of order placed by MM Department.
 Updating of supply status
 Updating of commissioning status
Report: On need basis as per format
ANPM SUB ENM 08
PROCESS: Centralized Procurement of Revenue items against Material Budget
Objective:
 Streamlining of procurement of centralized items and to have the updated status of
centralized store items required.
Description:
This process consists of the following steps:
 Communication to areas for submission of requirement of different centralized items
as per the schedule.
 Collection of Material Budgets from the areas as per specific format
 Compilation of materials in different categories after receiving indent / material budget
of different areas
 Recommendation of compiled budget for stores vetting and approval

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 Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department.
 Technical vetting of the NIT after compiling the technical specification and commercial
T&C made by MM department.
 Technical evaluation of the bids after tendering by Material Management department
 Recommendation for obtaining the shortfall documents, if any, of the bids to MM
department.
 Conclusive technical scrutiny of the bids after obtaining shortfall documents arranged by
MM department.
 Participation in preparing the TCR conducted by MM Department.
 Updating of order placed by MM Department.
 Updating of supply status
 Allotment of materials to Areas
Report Generation: On need basis as per format
ANPM SUB ENM 09
PROCESS: Release of Performance Bank Guarantee based on warranty performance
Objective:
 Timely release of Performance Bank Guarantee
Description:
This process consists of the following steps:
 Entry of issue of equipment / stores with date at the user end
 Entry of commissioning date at the user end
 Entry of failures, downtime, losses, after sales service data etc. at the user end
 Performance status of the equipment / stores during warranty period for deciding
release of PBG.
 Submission of performance report to MM Department. and Finance Department for
release of PBG
Report Generation: On need basis as per format
ANPM SUB ENM 10
PROCESS: Reporting of DGMS Violations and compliances
Objective:
 To have an overview of safety violations for timely corrective actions
Description:
This process consists of the following steps:
 Entry of all reported DGMS violations received by the mines
 Entry of action initiated for rectification
 Compliance status
 Compilation of the data on monthly basis for identifying the status
 Submission of the report to higher authorities on need basis
Report Generation: On need basis as per format

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ANPM SUB ENM 11


PROCESS: DISTRIBUTION OF CENTRALIZED STORE ITEMS TO AREAS AGAINST MATERIAL BUDGETS
Objective:
 Streamlining of issue of centralized stores items from HQs and to have an updated status
Description:
This process consists of the following steps:
 Entry of approved MB provision for each centralized item
 To collect the Requisition from areas for release of items
 Release of materials from company HQs and entry of release orders
 Entry of issue details by areas
 Entry of mine wise/ unit wise usage
 Compilation of the data received from the area with MB provision on monthly basis for
identifying the status of issue of material- vis-a-vis MB provision
 Submission of the data to higher authorities on need basis
Report Generation: On need basis as per format
ANPM SUB ENM 12
PROCESS: Coordination with areas, equipment suppliers, AMC holders, Power Supply agencies,
DGMS, CMPDIL
Objective:
 Timely action on critical issues
Description:
This process consists of the following jobs:
 To communicate with the areas for following issues for their resolution
a) Delay in delivery status of equipment and spares as reported by areas
b) Service support related deficiency as reported by areas
c) Warranty replacement of spares, subassemblies as reported by areas
 To check Maintenance of records for survey off and grounding of equipment as reported
by areas
 Identification of obsolete equipment
 Follow up on urgency of the spares, services etc. of the areas up at company level
 Follow up with power supply agencies for reliable power supply, power supply
augmentation, diversion of power supply lines, excess billing, bill correction etc.
Reports generation: On need basis
ANPM SUB ENM 13
PROCESS: Monitoring of award of centralized Annual Maintenance Contracts at Subsidiary
Headquarters
Objective:
 Streamlining of Annual Maintenance Contracts
Description:
This process consists of the following steps:
 Entry of all Annual Maintenance contracts finalized centrally

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 Entry of commencement date of AMC by the users


 Entry of performance of execution of the contract by AMC holders
 Taking corrective action for below par performance
 Taking timely action for finalization of fresh contract.
 Compilation of the data for renewal of AMCs
 Submission of the report to higher authorities on need basis
Report Generation: On need basis as per format enclosed.
ANPM SUB ENM 14
PROCESS: SURVEY OFF OF EQUIPMENT
Objective:
 Streamlining the survey off process of P&M items
Description:
This process consists of the following steps:
 Entry of all Survey off proposals processed by the areas
 Entry of survey-off recommendations sent for approval
 Entry of approval of survey off proposal
 Entry of communication of the approval to the respective areas
 Entry of indent for replacement purpose
 Status of receipt of replacement equipment
 Entry of grounding of surveyed off equipment
 Entry of deposit of surveyed equipment at stores
 Entry of disposal of survey off equipment
 Compilation of the data
 Submission of the report to higher authorities on need basis
Report Generation: List of surveyed off equipment with replacement and disposal status as per
format
ANPM SUB ENM 15
PROCESS: SURVEY OFF AND DEREGISTRATION OF VEHICLES
Objective: Streamlining the survey off process of vehicles
Description:
This process consists of the following steps:
 Entry of all Survey of proposals for vehicles processed by the areas
 Entry of survey-off recommendations sent for approval
 Entry of approval of survey of proposal
 Entry of communication of the approval to the respective areas
 Entry of replacement status like hiring mode / departmental mode.
 Entry of de-registration of surveyed of vehicles
 Entry of deposit of surveyed vehicles at stores
 Entry of disposal of survey of vehicles

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 Compilation of the data


 Submission of the report to higher authorities on need basis -
Report Generation: List of surveyed off with deregistration, replacement and disposal status
ANPM SUB ENM 16
PROCESS: HIRING OF VEHICLES
Objective:
 Streamlining the hiring process of vehicles
Description:
This process consists of the following steps:
 Entry of all hiring proposals processed by the areas with type of vehicle and deployment,
nature of requirement, that is replacement indicating registration particulars of
surveyed off vehicles, PR provision, Functional Directors approval reference etc.
 Entry of approval of hiring proposals
 Entry of contract awarded with period of hiring, operating parameters, vehicle
registration etc.
 Entry of deployment status of hired vehicle
 Entry of extension of contract, change of vehicle etc.
 Entry of fresh proposal for renewal of contract.
 Compilation of the data
 Submission of the report to higher authorities on need basis
Report Generation: On need basis as per format enclosed.
ANPM SUB ENM 17
PROCESS: MONITORING OF MSME (Micro, small and medium enterprise) PROCUREMENT.
Objective:
 To have an overview of MSME format
Description:
This process consists of the following steps:
 Entry of all orders placed on MSME / Ancillary firms with value on regular basis by areas/
units
 Compilation of the data on monthly/ quarterly basis
 Comparison of the data with target and previous quarters / years data
 Submission of the report to higher authorities in prescribed format.
Report Generation: Quarterly and annual as per format
ANPM SUB ENM 18
PROCESS: Reporting of power generation in solar power plants
Objective:
 To prepare daily power generation and captive use of Solar power plant already
installed and commissioned and status of proposed solar power plant
Description:
This process consists of the following steps:

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 To collect power generation from solar power plants of previous day


 To collect captive use of power produced from solar power plant of previous day
 To collect the REC benefit
 Entry of data on daily basis
 To collect monthly advancement status for installation / commissioning of proposed
solar power plant
 Preparation of Generation Reports –
To prepare separate reports on power generation, captive use and REC benefits from
solar power plant on daily basis and to obtain the progressive status on monthly and
annual basis
Report Generation: Power Generation, captive use and REC benefit and advancement of new
plants as per format enclosed.
ANPM SUB ENM 19
PROCESS: Preventive (Time Based) Maintenance
Objective:
 To plan & execute maintenance of an equipment on a time-based schedule to achieve zero
breakdowns
Description:
This process consists of the following steps:
 Preventive Maintenance Job Planning – generation of daily job schedule based on
assigned frequency, pending jobs inclusion, job requisitions from other sections /
agencies, job prioritization.
 Resource Arrangement – arrangement of various resources like manpower, tools,
tackles, spares, centralized agency support requisition.
 Job Execution – job allocation, shutdown arrangement, giving work instructions, safety
instructions and standard maintenance practices, job execution and completion,
shutdown clearance and equipment handover for testing / trial run.
 Information Recording and Report generation – recording job compliance in logbooks /
other registers and files, earmarking pending jobs, logbook entry, housekeeping points
and miscellaneous MIS report generation.
Reports generated: Equipment wise Preventive Maintenance Data
SUB-PROCESSES:
19.1 Preventive Maintenance Job Planning
Objective:
 To generate a prioritized planned job list for preventive maintenance process
Description
 Get time based maintenance schedule (including pending jobs list).
 Incorporate action plan generated from root cause analysis done for earlier
breakdowns.
 Include job requisitions from other sections / agencies.
 Compile and prioritize above jobs.
Reports generated: Jobs done and pending
SUB-PROCESSES:
19.2 Resource Arrangement

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Objective:
 To identify and arrange resources required for execution of prioritized preventive
maintenance job list
Description:
 Identify and arrange tools / tackles / spares required for job execution.
 Give requisition for support required from centralized maintenance / service agencies and
confirm availability.
Reports generated: Spare part / consumable requirement.
SUB-PROCESSES:
19.3 Job Execution
Objective:
 To allocate and execute planned jobs as per standard maintenance practices with due
diligence to safety and other statutory norms
Description:
 Arrange shutdown of equipment if required.
 Allot jobs and provide work instructions, safety instructions
 Issue required tools, tackles and spares.
 Execute planned jobs as per standard maintenance practices.
 Upon completion of jobs do testing / take trial of equipment wherever possible.
 Clear shutdown and give intimation to concerned agencies / authorities.
Reports generated: Equipment wise job execution data
SUB-PROCESSES:
19.4 Information Recording and Report generation:
Objective:
 To compile, record and distribute all information generated during preventive
maintenance process in required formats
Description:
 Entry of job compliance details in logbooks / equipment history register / PC system.
 Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system
 Generate MIS reports as and when required from PC system
 Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on preventive Maintenance
ANPM SUB ENM 20
PROCESS: Breakdown Maintenance
Objective:
 To liquidate equipment breakdowns in shortest possible time and to revive the equipment
/system at the earliest
Description:
This process consists of the following steps:
 Breakdown Assessment – receive breakdown information, inform concerned authorities,
inspect equipment to ascertain the cause / extent of damage, list jobs to be carried out.

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 Resource Arrangement – assess resources requirement and their availability. Urgent


requisition for help of centralized agencies is placed if required. If breakdown cannot be
liquidated with in-house resources then outsourcing is done as per company procedure.
 Breakdown Liquidation – take work permit, execution of listed jobs as per safety / other
statutory norms, clearing of work permit, equipment testing / trial and go ahead for
operation.
 Breakdown Job Recording and Report generation – recording breakdown liquidation
details (critical failures, delay / downtime, jobs done / carried over to next shift,
resources utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping
points and necessary MIS report generation.
Reports generated: Equipment wise breakdown data & downtime
SUB-PROCESSES:
20.1 Breakdown Assessment
Objective:
 To make a list of jobs to be executed for breakdown liquidation
Description:
 Upon receiving breakdown report take feedback of shop operations to ascertain generation
requirements.
 Inform concerned authorities / higher-ups.
 Inspect equipment to assess extent of damage and cause also if possible.
 Check and refer to equipment breakdown history for similarity with earlier break downs, if
available.
 Make a list of jobs to be carried out for breakdown liquidation.
Reports generated: Breakdown reports along with inspection report
SUB-PROCESSES:
20.2 Resource Planning and Arrangement
Objective:
 To generate resource requirements and check for in-house availability
Description:
 If available place urgent requisitions for help required from centralized service /
maintenance agencies.
 If resources are not available in-house then proceed for out-sourcing as per prevalent
company procedure.
Reports generated: Data of jobs to be outsourced
SUB-PROCESSES
20.3 Breakdown Liquidation
Objective:
 To execute listed jobs for breakdown liquidation in shortest and most effective way
possible
Description:
 Take work permit for equipment.
 Carry out listed jobs with due diligence to work instructions, safety norms and
statutory norms.

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 Clear work permit upon completion of listed jobs.


 Do equipment testing / trial.
 If successful give go-ahead for operation.

Reports generated: Re commissioning report


SUB-PROCESSES:
20.4 Breakdown Job Detail Recording and Report Generation
Objective:
 To compile, record and distribute all information / data generated during
breakdown maintenance process in required formats
Description:
 Entry of job execution details in logbooks / equipment history register / PC system
 Record generated housekeeping jobs, test results in specified files / registers / logbooks
/ PC system
 Generate MIS reports as and when required from PC system/ specified registers /
logbooks.
 Distribution / use of reports as and when required by company policy.
Reports generated: Equipment wise breakdown details and downtime data
ANPM SUB ENM 21
PROCESS: Condition Based Maintenance
Objective:
 To improve availability of critical equipment of the plant and increase plant
personnel safety
Description:
Condition based maintenance consists of the following steps:
 Equipment Inspection – by the shop maintenance and by mechanical technical
maintenance, informing shop operations and concerned agencies about inspection
report and refer equipment history if available. This inspection can be done both on-line
and off-line.
 Condition Based Job Planning – job generation, compilation and prioritization based on
equipment inspection report, place shutdown requisition to shop operations and
confirm availability.
 Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares
required and their availability centralized agency support requisition and apply for
equipment shutdown and confirm availability.
 Condition Based Job Execution – job allocation, shutdown arrangement, giving work
instructions, safety instructions and standard maintenance practices, job execution and
completion, shutdown clearance and equipment testing / trial run.
 Post Execution Activities – recording job details, test results in logbooks / other registers
and files, earmarking pending jobs, logbook entry, housekeeping points, miscellaneous
MIS / report generation and distribution, and generated job tagging to preventive
maintenance / condition based maintenance / capital repair / campaign repair /
outsourcing.
Reports generated: Condition Based Maintenance data

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SUB-PROCESSES:
21.1 Equipment inspection
Objective:
 To assess equipment condition based on inspection
Description:
 Get inspection schedule from departmental source.
 Incorporate checkpoints generated from root cause analysis report of earlier
breakdowns and any reports received from other agencies / sections.
 Carry out inspection as per above list. Requisition help of mechanical/ technical
maintenance group if required.
 Classify checkpoints as non-reportable / reportable / critical and generate inspection
report.
 Inform shop operations and other concerned agencies about inspection report.
 In addition to the above, mechanical maintenance department carries out time based
inspection of identified critical equipment.
Reports generated: Inspection reports
SUB-PROCESSES:
21.2 Condition Based Job Planning
Objective:
 To generate a prioritized planned job list for condition based maintenance process
Description:
 Generate jobs based on reportable / critical parameters of the inspection report.
 Incorporate recommendations of mechanical maintenance e.g. lubrication oil change
etc.
 Prioritize job list.
Reports generated: Jobs done and pending
SUB-PROCESSES:
21.3 Resource Arrangement and Shutdown Planning
Objective:
 To identify and arrange resources required for successful execution of prioritized
condition based job list
Description:
 Identify and arrange tools / tackles / spares and other resources required for job
execution. If not available in-house proceed for outsourcing.
 Give requisition for support required from centralized maintenance / service agencies
(including mechanical maintenance) and confirm availability.
 Place requisition for equipment shutdown at desired time to shop operations and
confirm availability.
Reports generated: List of spares and consumable
SUB-PROCESS:
21.4 Condition Based Job Execution

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Description:
 Arrange shutdown / take work permit of equipment.
 Allot jobs and provide work instructions, safety instructions.
 Issue required tools, tackles and spares.
 Execute planned jobs as per standard maintenance practices.
 Upon completion of jobs do testing / take trial of equipment.
 Confirm whether equipment condition parameters (like speed, vibration, temperature,
pressure etc.) are in limit
Reports generated: Equipment wise job execution data
SUB-PROCESS:
21.5 Post Execution Activities
Objective:
 To compile, record and distribute all information generated during condition based
maintenance process in required formats
Description:
 Entry of job details, test results in logbooks / equipment history register / PC system
 Record generated jobs, pending jobs and housekeeping jobs in specified file / register /
logbook / PC system.
 Generate MIS reports as and when required from PC system.
 Tag generated jobs to other maintenance processes as required.
 Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on Condition Based Maintenance
ANPM SUB ENM 22
PROCESS: Capital Repair Maintenance
Objective:
 To systematically plan and execute repair and maintenance of equipment /
systems through an intensive, scheduled micro-planned program and thereby
increase long-term availability of the equipment / systems as per requirement
Description:
 Planning – A detailed schedule of capital repair program for major equipment of all the
departments are drawn well in advance each year. Considering the condition of equipment,
cycle of operation, availability of equipment & such allied factors, the annual schedule of
capital repairs of equipment are projected by individual department along with resource
requirement plan / procurement plan.
 Execution and Compliance – Capital repair execution normally starts as per scheduling /
protocol after shop shutdown. The chief coordinator monitors the compliance and gives
decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS
reports are generated and distributed as per requirement.
Reports generated: Major overhauling program of equipment
ANPM SUB ENM 23
PROCESS: Spares Management
Objective:

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 To procure spares of right quantity, right quality & at right time from right source at right
price
Description:
This process broadly consists of the following steps:
 Requirement planning for stores and spares
 Indenting and sending requirements to centralized agencies for procurement / manufacture
/ reconditioning (In-house / External)
 Collection / Receipt, storage and issue
 Upkeep of all records pertaining to the process

Reports generated: List of spares required for major overhauling.


SUB-PROCESS:
23.1 Requirement Planning
Objective:
 To accurately forecast annual requirement of stores and spares and initiate
procurement action as and when required
Description:
 Compile annual requirement on the basis of maintenance plan, past consumption, stock
and dues in.
 Prepare make item list, buy item list, and reconditioning item list.
 Move proposal for cataloguing of initial items if required.
 Give requisition for drawing prints to DD and collect when ready.
 Raise note sheet for emergency procurement by cash purchase route as per procedure.
Reports generated: List of spares indented and status updation.
SUB-PROCESS:
23.2 Procurement
Objective:
 Collect / Receive stores and spares items and issue them as per maintenance job
requirements
 Update all records for ready reference
Description:
 Based on delivery information received (from central stores) raise Stores Issue Voucher
for collection of stores and spares.
 Get approval from designated authority.
 Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue
Voucher register, indent register etc.
Reports generated: Material receipt and issue status
ANPM SUB ENM 24
PROCESS: Maintenance through Job Contract
Objective:

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To off-load repair and maintenance jobs which cannot be executed through internal resources
within required time frame – while ensuring quality of maintenance for special jobs and taking care
of manpower.
Description:
 All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
 The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
 Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
 On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
 On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM SUB ENM 25
PROCESS: Equipment History Management
Objective:
 To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
 Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. All these information’s&
the behavior patterns are recorded in equipment data record book.
 These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. The shop maintenance takes the
help of history in assessing the equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
 It consists of the following:
1. The equipment classification up to part level
2. Job catalogue
3. Job planning, forecasting & feedback
4. Defect & history
5. Pending job
6. Delay & downtime

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7. Condition based monitoring system


8. Management information system (MIS)
Reports generated: Equipment history sheet.
ANPM SUB ENM 26
PROCESS: Maintenance Budgeting
Objective:
 To plan annual maintenance expenditure
Description:
 The budget process starts with a formal notice sent by cost control department to all
departments for preparation of the draft budget for onward transmission to finance
department for final approval.
 Budget is prepared based on requirement of stores & spares, power & fuel, repair &
maintenance and miscellaneous administrative expenses planned for the next financial
year. This forecast is based on the expenditure incurred in the previous year.
 This proposed budget in the prescribed format then sent to cost control department
after approval of H.O.D. Cost control compiles all proposals, takes approval of
competent authority and give feed back to the user departments.
 Once the budgets are approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated: Purchase Repair Budget and its utilization status
ANPM SUB ENM 27
PROCESS: Work Safety Planning and Execution
Objective:
 To minimize risk to employees, contractors, assets & work environment, to improve business
performance by minimizing losses due to accidents, to comply with legal requirements and
to fulfil social & moral obligations
Description
Safety is an important factor in industry and it is the responsibility of management to ensure it. A
non-existent or even an inferior safety system will invariably lead to accidents, which are totally
undesirable and unwarranted. Proper attention to safety is extremely important, both for the
employer and the employees.
The process involves:
 Advising employees on use of safety norms
 Periodic inspection of sites for hazard identification, risk assessment
 Maintain records of such inspection and insist corrective actions
 Investigation of injury on work and corrective actions
 Organize safety exhibitions, campaigns and awareness programs
 Associating and assisting in conducting Safety audits in the shops
 Keeping a watch on the safety aspects of contractors jobs
 Safety induction training to contractor supervisors and issue of height pass etc.
 Follow up and review of safety performance
 Follow up of employees health check up program

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ANPM SUB ENM 28


PROCESS: Equipment Calibration
Objective:
 To carry out calibration, certification and maintain traceability of all identified
equipment as per plan / requirement and to contribute towards meeting the quality
objective of the organization
Description:
 Planning – equipment requiring calibration are identified, schedule for calibration prepared
as per the plan, standards followed.
 Execution – Calibration of equipment / instruments are carried out either at site for which
shut down of the said equipment is required or at designated laboratory for instruments
which are portable. Primary calibration of calibrating equipment, instruments are done by
external, approved and government-authorized agencies.
 Certification and Documentation – Calibration results are documented, certificate is issued
and traceability details of master calibrator or calibrating instruments are maintained.
Reports generated: Stamping/ calibration status of Road and rail Weigh Bridges, Belt weighers etc.
SUB-PROCESS:
28.1 Calibration Planning
Objective:
 To generate a calibration plan for the day / month / year
Description:
 Get calibration schedule from calibration register.
 Inform concerned department for on-site equipment calibration / Send portable
equipment with job requisition for calibration to labs of centralized agencies.
 Take approval of competent authority for equipment calibration by outside agencies.
 Confirm availability of equipment shutdown, if required, for on-site calibration need.
Reports generated: Stamping schedule
SUB-PROCESS:
28.2 Calibration Execution
Objective:
 To get accurately calibrated equipment / tools / instruments (primary and
secondary) as per procedures, standards and plan.
Description:
 For on-site execution arrange equipment shutdown if required.
 Centralized agency executes calibration in co-ordination with shop maintenance as per
calibration procedures, standards.
 Affix tag on equipment after successful calibration.
Reports generated : Stamping/ calibration reports of Road and rail Weigh Bridges, Belt weighers
etc.
SUB-PROCESS:
28.3 Certification and Documentation
Objective:

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 To record and maintain calibration certification, traceability, documentation of all


data related to the calibration process
Description:
 Issue calibration certificate and keep it for record..
 Record and document calibration details e.g. done by, date done, results, next due date,
compliance, reason for delay etc. in master register / logbook.
 Maintain and update documentation of calibration procedures, checks and tolerances as
per standards followed.

Reports generated: CALIBERATION DATA


ANPM SUB ENM 29
PROCESS: Document and Drawing Maintenance
Objective:
 To archive all drawings and technical documents, to modify the existing drawings and to
develop new drawings as per requirement of user department
Description:
 Drawings and documents are acquired broadly in two ways i.e. as built drawings &
documents supplied by outside vendors during commissioning of equipment and
internally developed either by the user or Design department.
 User departments send a requisition stating their requirement and drawings are
reprinted, modified or developed by design department. After finalization of drawings
numbering of the same is done as per the existing system.
 For drawings prepared in CAD route, a soft copy is stored in CD. For documents like
tender specifications one copy is kept in scheme file and one in archive.
Reports generated: Activity wise drawing to be arranged through CMPDIL on need basis.
ANPM SUB ENM 30
PROCESS: Monitoring of Daily status of Feeder wise Demand, Interruptions and Availability of
Power
Objective:
 To monitor the availability of power against the contract demand of the feeders.
To prepare power interruption reports in terms of duration & numbers and
calculate the availability. This report is prepared to monitor the availability of
power supplied to different mines.
Description:
This process consists of the following steps:
 Collection of Feeder wise Contract Demand with the Supply Agencies –
To collect feeder wise contract demand with the Power Supply Agencies.
 Collection of power interruption report of previous day –
To collect daily feeder wise total no. power interruptions, corresponding duration
occurred on previous day and reasons thereof separately.
 Calculation of Feeder wise Availability –
To calculate the feeder wise availability from the data of contract demand, no.
interruptions, and duration of interruptions.

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 Preparation of Daily Power Reports Status –


To prepare feeder wise Power Demand and Availability Report of each subsidiaries.
Reports generated:
 Daily availability report of Power
 Daily interruption and availability of power
ANPM SUB ENM 31
PROCESS: Maintenance through Job Contract
Objective:
 To off-load repair and maintenance jobs which cannot be executed through internal resources
within required time frame – while ensuring quality of maintenance for special jobs and taking
care of manpower.
Description:
 All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
 The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
 Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
 On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
 On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
Functional Requirement Specification (FRS) for Excavation Department function at CIL HQ
ANPM CIL EXCV 01
PROCESS: Centralized Procurement of High Capacity HEMM
Description:
This process consists of the following steps:
 After receiving indent for procurement of high capacity HEMM from subsidiary
company, confirmation from other subsidiary companies is taken so that all the indents
may be clubbed for consideration.
 Scrutiny of technical specifications of the requirement with available product of HEMM
manufacturers, market survey etc.
 If the product is proven as per proven-ness criteria of approved standard NIT, then
procurement is done as per normal process, else procurement is done through trial
tender.

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 Moreover, if sufficient number of bidders do not participate / are not available in any
tender process, trial tender is done along with normal tender to develop a new source.
 Preparing draft technical specification and technical parameter sheet and forwarding it
to the MM department.
 After compiling the technical specification and commercial terms the MM department,
calls for a Pre NIT meeting along with major manufacturers for deliberation and
finalization of technical and commercial parameter
 After finalization of technical specification and commercial terms, if case of any
deviation from the standard NIT, approval is sought from competent authority for
deviation, accordingly approval is obtained from competent authority and sent to MM
department.
 After finalization of technical and commercial terms, approval is taken for floating of
tenders.
 Pre-bid meeting is called after floating of tenders to clarify issues raised by bidders as
per NIT clause
 After opening of bids, Material Management department, sends the same for technical
evaluation
 After initial technical scrutiny, a list of shortfall documents if any, is prepared and
forwarded to MM department for seeking clarification from the bidder.
 After receipt of clarification from the bidders through MM department, conclusive
technical scrutiny is done and forwarded to MM department for placement in tender
committee meeting. Members of technical department participate in the meeting
 After approval of tenders, the technical Specification of draft purchase order is prepared
for placement of final purchase order.
 Clarification sought by bidders on technical issues is given by technical department.
ANPM CIL EXCV 02
PROCESS: Centralized Procurement of OTR Tyres
Description:
This process consists of the following steps:
 Requirement of OTR tyres for dumpers of capacity 85Tons and above is sought from
subsidiaries.
 After receiving indent/material budget of tyres from subsidiaries through MM
department, confirmation from rest of the subsidiaries is taken for clubbed procurement
action.
 Size wise segregation of tyres is done for tendering and procurement through
Memorandum between CIL and BEML
 If the product is proven as per proven-ness criteria of approved standard NIT, then
procurement is done as per normal procurement process, otherwise procurement is
done through trial tender.
 Moreover, if sufficient number of bidders do not participate / are not available in any
tender process, trial tender is done along with normal tender to develop a new source.
 Preparing draft technical specification and technical parameter sheet and forwarding it
to the MM department.

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 After compiling the technical specification and commercial terms, the MM department
calls for a Pre NIT meeting along with major manufacturers for deliberation and
finalization of technical and commercial parameter
 After finalization of technical specification and commercial terms, if case of any
deviation from the standard NIT, approval is sought from competent authority for
deviation, accordingly approval is obtained from competent authority and sent to MM
department.
 After finalization of technical and commercial terms, approval is taken for floating of
tenders.
 Pre-bid meeting is called after floating of tenders to clarify issues raised by bidders as
per NIT clause
 After opening of bids, Material Management department, sends the same for technical
evaluation
 After initial technical scrutiny, a list of shortfall documents if any, is prepared and
forwarded to MM department for seeking clarification from the bidder.
 After receipt of clarification from the bidders through MM department, conclusive
technical scrutiny is done and forwarded to MM department for placement in tender
committee meeting. Members of technical department participate in the meeting
 After approval of tenders, the technical Specification of draft purchase order is prepared
for placement of final purchase order.
 Clarification sought by bidders on technical issues is given by technical department.
ANPM CIL EXCV 03
PROCESS: Depot Agreement
Description:
This process consists of the following steps:
 OEM wise collection of 3 years transaction pattern of spare parts from subsidiary
companies.
 Compilation of the collected list into fast moving and slow moving category and
forwarding them to MM department for further action.
 Formation of Tender Committee for price justification and negotiation with OEM.
 Approval of recommendation from board.
 After approval of Depot Agreement, a draft Depot Agreement is prepared for
proccessing of final Depot Agreement
ANPM CIL EXCV 04
PROCESS: Coordination with the subsidiary companies and OEM
Description:
This process consists of the following jobs:
 To communicate with subsidiary companies for follow up with M/s BEML and M/s HEC on
issues mentioned below and their resolution
A. Delay in delivery of equipment and spares reported by subsidiary companies
B. Service support related deficiency reported by subsidiary companies
C. Warranty replacement of spares / subassemblies in case of conflicts, reported by
subsidiary companies

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 Maintenance of records of survey off and grounding of HEMM reported by subsidiary


companies.
 Identification of obsolete equipment.
 Performance monitoring of high capacity HEMM procured under MARC.
 Preparation of standard NIT for uniform procurement policy for spares and HEMM.
 Follow up of on urgent spares / services etc. on behalf of subsidiary companies.
 Conducting Pre-dispatch inspection of HEMM in and around Bangalore and Kolkata on
behalf of subsidiary companies
ANPM CIL EXCV 05
PROCESS: Management Information System
Description:
This process consists of the following jobs
1. Compilation of HEMM performance received from subsidiary companies for placement in
monthly CMD’s meet.
2. Submission of population of high capacity HEMM for onward forwarding to ministry of Coal.
3. Preparation of Quarterly performance report of HEMM.
4. Report on mismatch between excavating and transport capacity of identified mines as
indicated by CMPDI.
5. Based on inputs of Corporate Planning Division annual projections of HEMM available and
ultilization hours is made.
Functional Requirement Specification (FRS) for Excavation Department function at Subsidiary Level
ANPM SUB EXCV 01
PROCESS: Centralized Procurement of HEMM and Workshop P&M items
Description:
This process consists of the following steps:
 Indents received from different areas are compiled and processed for approval. The
proposal is first sent to Corporate Planning department.
 After examination and vetting by the Corporate Planning department, the proposal is
forwarded to Finance department.
 After clearance of the Finance department, the proposal is sent for competent approval,
Director (Tech) P&P , Director (Fin) and finally to CMD of the subsidiary.
 Upon competent approval, the file is sent to Finance Department for Financial diary.
 The approved and concurred file is then forwarded to MM department along with a
sanction letter.
 Thereafter, MM department initiates a fresh purchase file against the approved and
concurred proposal. Detail like TPS, PBG, delivery schedule, warranty terms and
inspection clause etc. are furnished to MM department in that particular purchase file.
 In case of new item, pre NIT bid is organized by the MM department, else normal
tendering process is resorted to by the MM department.
 After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.
 Documents are examined with the eligibility & provenness criteria, technical
specifications as per NIT terms .

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ANNEXURES & APPENDICES

 Technical members also participate as a member of Tender committee for various


deliberations at different levels of tendering.
ANPM SUB EXCV 02
PROCESS: Procurement of Centralized spares/Consumables (including tyres) against MB
Objective:
 Centralized procurement of spares / consumables is undertaken to optimize the quantity of
each item to be procured and to standardise the tendering process of each area to have cost
economy in such purchases.
Description:
This process consists of the following jobs
 Letters are sent to all areas for submission of Annual Material Budget for procurement
of centralized spares / consumables like OTR tyre, undercarriage assembly of Dozers,
Drills and Excavators. HEMM Battery, Cutting Edge and End Bits of Dozers and Graders,
Drill Rod, Drill Bit, Wire Rope, Trailing Cable, Tooth Point and Track Pad etc.
 MBs received from different areas are compiled and processed along with TPS (Technical
Parameter Sheet) for approval. The proposal is first sent to MM department for vetting.
 After examination and vetting by the MM department, the proposal is forwarded to
Finance department.
 Upon clearance of the Finance department, the case file is sent for competent approval,
Dir (Tech) P&P.
 After competent approval, the proposal is sent to Finance Department for Financial
diary.
 The approved and concurred file is then forwarded to MM department along with a
sanction letter.
 Thereafter, MM department initiates a fresh purchase file against the approved and
concurred proposal. Detail like TPS, PBG, delivery schedule, warranty terms and
inspection clause etc. are furnished to MM department in that particular purchase file.
 In case of new item, pre NIT bid is organized by the MM department, else normal
tendering process is resorted to by the MM department.
 After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.
 Documents are examined with the eligibility & provenness criteria, technical
specifications as per NIT terms .
 Technical members also participate as a member of Tender committee for various
deliberations at different levels of tendering.
ANPM SUB EXCV 03
PROCESS: Centralized procurement of Sub-assemblies/spares of HEMM against indents beyond
DOP of Area
Objective:
 To process centralized procurement of such item with a view to have cost economy and
with item wise uniform price.
Description:
This process consists of the following jobs

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


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 Indent received from the areas is first scrutinized. If same items are indented by
different areas or if the spares indented are for same equipment, all these proposals are
clubbed and processed along with TPS (Technical Parameter Sheet) for approval.
 On receipt of file, competent authority normally endorses the case file to Finance
department for examination.
 After clearance from Finance department, the case file is sent for competent approval,
Director (Tech) P&P.
 After competent approval, the case file is sent to Finance Department for Finance diary.
 The approved and concurred file is then forwarded to MM department along with a
sanction letter.
 Thereafter, MM department initiates a fresh purchase file against the approved and
concurred proposal. Detail like TPS, PBG, delivery schedule, warranty terms and
inspection clause etc. are furnished to MM department in that particular purchase file.
 In case of new item, pre NIT bid is organized by the MM department, else normal
tendering process is resorted to by the MM department.
 After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.
 Documents are examined with the eligibility & proven-ness criteria, technical
specifications as per NIT terms .
 Technical members also participate as a member of Tender committee for various
deliberations at different levels of tendering.
ANPM SUB EXCV 04
PROCESS: Conclusion of Depot Agreement and RC.
Objective:
 To conclude Depot agreement and Rate Contract with OEM / OPM for optimizing and
standardizing supply of spares for timely maintenance & repair of HEMM.
Description:
This process consists of the following steps:
 OEM wise collection of last 3 years transaction pattern of spare parts from areas.
 Compilation of the list into fast moving and slow moving category in case of Depot
Agreement and forwarding them to MM department for further action. In case of fresh
rate contract, the list of spares, off-take value, TPS are processed for approval and
concurrence prior to sending to MM department.
 Technical members participate in the process of tendering as a member of Tender
Committee in deliberations at different levels of tendering.
ANPM SUB EXCV 05
PROCESS: Co-ordination with CWS/Area/Projects/different OEMs.
Description:
This process consists of the following jobs
 Monthly Co-ordination meeting with CWS / Area /Project officials to discuss various
issues related to HEMM more so for repair activities in case of equipment breakdown for
more than one/three months. Monitoring performance of overhauled Engines,
Transmissions and other major sub-assemblies, help required from HQr etc.

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 Periodic meeting with all major OEM’s for resolving issues like pending orders,
settlement of warranty claims, technical matters and implementation of DGMS safety
requirements in HEMM.
ANPM SUB EXCV 06
PROCESS: Management Information System (MIS).
Description:
This process consists of the following jobs
 Compilation of HEMM performance data from all Projects/Units.
 Preparing monthly performance report of HEMM and submission to CIL and subsidiary
authorities.
 Daily and Monthly report of capacity utilization.
 Monthly report of HEMM breakdown for more than three months.
 Quarterly performance report of HEMM.
 Monthly report of major HEMM population.
 Report on excavating and transport capacity mismatch to CIL and Subsidiary
management.
 Action taken report as per minutes of GMs’ Co-ordination meeting chaired by CMD.
 Monthly report on POL & Specific diesel consumption against bench mark and burnt oil
recovery report to CIL.
 Monthly report of issues to be taken up with BEML and HEC in respect of warranty,
pending supply of items etc, submission of the report to CIL.
 Reply to Audit query/ Parliament question/ Ministry/RTI etc.
ANPM SUB EXCV 07
PROCESS: Preparation of Annual Action Plan for Procurement of HEMM (Shopping List)
Description:
This process consists of the following steps:
 Annual action for five years for procurement of various HEMM is prepared, this is
intimated to CIL.
 The list of five year action plan is analyzed, accordingly plan for the current year is
prepared in view of additional requirement against PR provision; replacement against
survey off and/or additional requirement against scheme.
 The list is maintained for capital budget provisioning, purchase follow up and appraisal
to higher management.
ANPM SUB EXCV 08
PROCESS: Mine Capacity Assessment & Capacity Utilization Assessment
Description:
This process consists of the following steps:
 Project wise Mine Capacity assessment format of CMPDI is sent to all concerned Projects
for providing requsite information / data.
 The requisite information as per the format from every area, is examined and
information / data of all working projects is submitted to CMPDI, Ranchi.

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 Subsequently, CMPDI Ranchi holds subsidiary wise discussion to finalize Annual Mine
capacity .
 The Mine capacity, so assessed by CMPDI is communicated to all projects / area as well
as to Company Management.
 The Mine capacity utilization is assessed periodically and finally at the end of the year.
Reports Generated: Nil
ANPM SUB EXCV 09
PROCESS: Action plan for mismatch of Transport Capacity & Digging Capacity
Description:
This process consists of the following jobs:
 Mine wise details of HEMM (Transport & Excavating equipment) is collected considering
HEMM on roll, HEMM surveyed off but not grounded.
 Total Excavating and Transport capacity of the Mine is calculated as per equipment
capacity calculation provided by CMPDI.
 The difference in Excavating capacity and Transporting capacity, so calculated, is termed as
mismatch.
 The mismatch calculation happens to be a helping tool to the management for considering
transfer of the equipment for their gainful utilization.
ANPM SUB EXCV 10
PROCESS: Release of centralized items from Central Stores to Projects.
Description:
This process consists of the following jobs
 Requisition letter received from Project for release of items from Central Stores is
submitted to the concerned dealing officer. The requisition letter should be
accompanied by the performance report of the item.
 The requisition is scrutinized based on the item’s previous performance, consumption
and stock position in designated stores.
 A release order is issued upon taking the decision to release the item after due diligence.
Aspiration:
 Should have the capacity to project current mismatch & predict capacity mismatch of
HEMM.
ANPM SUB EXCV 11
PROCESS: Survey off and Grounding of HEMM
Objective:
 To process HEMM survey off as per CIL norms and grounding of old unreliable equipment
after competent approval.
Description:
This process consists of the following jobs
 Processing survey off proposals received from Projects / Areas for HEMM that have
completed their life in hours and years (as per extant CIL norms).

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


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 After scrutiny of survey off proposals (substantiated by technical report and techno
economic analysis) with the criteria of survey off norms of CIL, the same is processed for
competent approval.
 In case of HEMM that have not completed its life in terms of hours and/or years, but are
not operational, the survey off proposal is termed as Pre-mature survey off and is
processed for approval.
 The normal survey off proposal is routed through GM (F), D (T), D (F), CMD and finally
the board of the subsidiary.
 Financial Diary no. is obtained after competent approval of survey off proposal.
 After competent approval and financial diary, an office order is issued for declaring the
HEMM survey off.
 Subsequently, after receipt of replacement against survey off, grounding proposal of the
surveyed off equipment received from the area/Project is processed for competent
approval.
 After grounding, the equipment is deposited in the Stores for disposal.
ANPM SUB EXCV 12
PROCESS: BER of major sub-assemblies like Engine, Transmission etc.
Objective:
 To declare BER (Beyond Economical Repair) of old unreliable sub-assemblies like Engine,
Transmission etc., so that their replacement can be procured to keep the equipment
reliable.
Description:
This process consists of the following jobs
 A committee is constituted at CWS for assessing the health and condition of failed
engine/transmission/sub-assembly.
 If estimated repair cost of the engine/transmission/sub-assembly is found uneconomic
(more than 50-60% of its replacement cost), the failed engine/transmission/sub-
assembly qualifies for BER category. The proposal is duly forwarded by GM, CWS along
with the committee report.
 The BER proposal received from CWS is processed for competent approval.
 The BER proposal is routed through GM (F), D (T), D (F) for approval of CMD and the
board. After competent approval and financial diary, an office order is issued for
declaring BER of the sub-assembly.
 After approval of BER, the survey off and disposal action of the sub-assembly is taken up
at the area level.
ANPM SUB EXCV 13
PROCESS: Recon Exchange Scheme of major sub-assemblies.
Objective:
 To process Recon Exchange scheme for ensuring quality complete overhauling of major sub-
assemblies like engine, transmission etc.
Description:

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


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Recon Exchange Scheme is a system under which certain kinds of failed engine, transmission or any
other major sub-assemblies of HEMM are exchanged with repaired / overhauled subassembly with
defined warranty.
Description:
This process consists of the following jobs
 The major sub-assembly of HEMM is first identified for Recon Exchange scheme by the
project.
 A joint inspection is carried out with the respective OEM. In case of engine, the core
assembly should be rotating for such acceptance.
 The proposal is processed considering aspect of cost economics of such repair. The
proposal is sent for competent approval.
 On receipt of proposal, D(T) normally endorses the case file to Finance department for
examination.
 After clearance from Finance department, the case file is sent for competent approval of
Director (Tech) P&P and/or to D (F)/CMD/Board as per extent of DOP. The case after
competent approval, is sent to Finance Department for concurrence.
 After competent approval and concurrence, the case file is forwarded to respective CWS
for placement of order on respective OEM for Recon Exchange.
Reports Generated: 9 reports as per subscribed format
ANPM SUB EXCV 14
PROCESS: Performance Monitoring of major sub-assemblies and consumables.
Description:
This process consists of the following jobs
 Compilation of input reports of major subassemblies like Engine, Transmission etc. and
consumables like drill bit, wire rope, OTR tyres, Trailing cable etc. received from Projects
 Supplier wise performance monitoring of above items is carried out for settlement of
PBG.
ANPM SUB EXCV 15
PROCESS: Performance monitoring of Equipment procured under MARC.
Description:
This process consists of the following jobs
 Monthly compilation of performance, production and payment details etc of MARC
equipment.
 Periodic meetings with MARC holders.
Functional Requirement Specification (FRS) for Excavation Department function at Area Level
ANPM AREA EXCV 01
PROCESS: Processing Indent of HEMM and P&M items
Description:
This process consists of the following steps:
 Collection of indents from projects/units.
 Checking of Inventory status, LPP, Due on Order, Consumption pattern from Stores
records.

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 Indent received from project is forwarded to subsidiary HQr after vetting of Area
finance and Area GM.
ANPM AREA EXCV 02
PROCESS: Co-ordination for Mine Capacity Assessment & Capacity Utilization Assessment
Description:
This process consists of the following steps:
 Project wise Mine Capacity information received from CMPDI/HQr is sent to Projects for
providing Mine specific information/data.
 After receiving Mine capacity information/data in prescribed format from the
Project/Mine it is forwarded to HQr for onward submission to CMPDI, Ranchi.
 The Mine capacity, assessed/finalized by CMPDI is communicated to project for
performance monitoring.
 The Mine capacity utilization is examined periodically and finally at the end of the year.
ANPM AREA EXCV 03
PROCESS: MB for Centralized spares/Consumables of HEMM
Description:
This process consists of the following jobs
 MB for procurement of centralized spares / consumables like OTR tyre, Undercarriage
assembly of Dozer, Drill and Excavator, HEMM Battery, Cutting Edge and End Bits of
Dozer and Grader, Drill Rod, Drill Bit, Wire Rope, Trailing Cable, Tooth Point and Track
Pad etc. are prepared and sent to Depot officer for Stores vetting.
 After Stores vetting, the MB is sent for vetting of AFM and Area GM and subsequently
forwarded to subsidiary HQ
ANPM AREA EXCV 04
PROCESS: MB for De-centralized spares/consumables of HEMM
Description:
This process consists of the following jobs
 MBs received from Project are processed for approval. The file is first sent to MM
department for vetting with the perspective of inventory management.
 After examination and vetting by the MM department, the file is forwarded to Finance
department.
 After examination of Finance department, the file is sent for approval of Area GM.
 Upon approval, the file is sent to Finance Department for Financial concurrence & diary.
 The concurred file is forwarded to MM department along with a sanction letter.
 Thereafter, MM department processes the requirement for procurement.
 After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.
 Documents are examined with the eligibility & proven-ness criteria, technical
specifications as per NIT terms .
 Technical members also participate as a member of Tender committee for various
deliberations at different levels of tendering.

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


ANNEXURES & APPENDICES

ANPM AREA EXCV 05


PROCESS: Procurement of HEMM spares against Depot Agreement / Rate Contract
Description:
This process consists of the following jobs
 Requirement is received from Project/Unit for HEMM spares.
 The proposal is sent to stores for vetting and then for financial scrutiny prior to approval
of Area GM.
 Approved and concurred proposal is sent to MM department along with a sanction
letter.
 MM department places the requisite supply order against Depot Agreement/ Rate
Contract.
 Order is placed by the DDO as per terms and conditions of DA/RC and as per DOP.
ANPM AREA EXCV 06
PROCESS: Processing of Indents for procurement of HEMM spares through HQr beyond DOP of
area GM
Description:
This process consists of the following jobs
 Indents of HEMM spares received from the Project / Units with stores vetting.
 The indent is examined and processed for vetting of AFM and Area GM.
 After vetting of AFM and area GM, the indent is forwarded to HQr for procurement
action.
ANPM AREA EXCV 07
PROCESS: Procurement of HEMM spares against indent.
Description:
This process consists of the following jobs
 The requirement is received from Project/Units for HEMM spares after stores vetting.
 The proposal is sent for financial scrutiny prior to approval of Area GM.
 Approved and concurred proposal is forwarded to MM department along with a
sanction letter
 After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.
 Documents are examined with the eligibility & proven-ness criteria, technical
specifications as per NIT terms .
 Technical members also participate as a member of Tender committee for various
deliberations at different levels of tendering.
ANPM AREA EXCV 08
PROCESS: Repair of failed components / subassembly.
Description:
This process consists of the following jobs: PURCHASED REPAIRS
 Proposal for repair is received from Project along with the estimate and N/A certificate from
CWS.
 The proposal is processed and forwarded for financial scrutiny, followed by approval of Area
GM.

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 After approval, the proposal is sent to finance department for concurrence & diary.
 A tender is then floated by the Excavation department.
 Tenders are generally concluded as per procedure laid down in Contract Management
Manual / Civil Engineering Manual.
 The Area may enter into Rate Contract / Annual Maintenance Contract for carrying out
repetitive nature of repair works.
ANPM AREA EXCV 09
PROCESS: Survey off and Grounding of HEMM
Objective:
 To process survey off and grounding of HEMM as per CIL norms.
Description:
This process consists of the following jobs
 On completion of rated life of equipment in terms of hours and years both proposal for
survey off is submitted by the Project / Area to subsidiary HQ
 Upon receipt of replacement against survey off, grounding proposal of the surveyed off
HEMM is submitted by the area/Project for competent approval of CMD.
 After approval of grounding proposal, the HEMM is deposited in the Stores for disposal.
ANPM AREA EXCV 10
PROCESS: Management Information System (MIS).
Description:
This process consists of the following jobs
 To compile & forward HEMM performance data received from Project to subsidiary HQr.
 To process Daily production report.
 Status of HEMM breakdown for more than one / three months.
 Monthly POL, Specific diesel consumption against bench mark and burnt oil recovery
report to subsidiary HQ.
 Reporting on status of issues to be taken up with BEML, HEC and other OEM’s in respect
of warranty, non-supply of items etc. to be sent to subsidiary HQ.
 Monthly report in regard to statement of spares, lubricants and purchase repairs cost of
HEMM to subsidiary HQ.
 Detail of annual off-take value of HEMM spares to subsidiary HQr for Depot agreement /
Rate contract.
 Performance report of major sub-assemblies of HEMM like Engine, Transmission etc and
consumables like Drill bit, wire rope, trailing cable, OTR tyre etc for submission to
Subsidiary HQ
 Reply to Audit query/ RTI etc.
ANPM AREA EXCV 11
PROCESS: Co-ordination with HQr/CWS/ Project/different OEMs.
Description:
This process consists of the following jobs
 Regular follow up with subsidiary HQr for supply of spares and other help required.

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


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 Regular follow up with CWS for repair of major sub-assemblies like Engine and
Transmission etc.
 Regular discussion with Project for pending problem redressal.
 Periodic meeting with all major OEM for issues like pending orders / warranty claims,
technical up gradation and implementation of DGMS safety requirements in HEMM.
ANPM AREA EXCV 12
PROCESS: Inspection of Materials at Stores.
Description:
This process consists of the following jobs
 All new materials are inspected before acceptance at stores.
 Inspection is carried out as per technical specifications mentioned in the supply order.
ANPM AREA EXCV 13
PROCESS: Preventive (Time Based) Maintenance
Objective:
 To plan & execute maintenance of an equipment as per OEM recommended schedules to
achieve zero breakdown.
Description:
This process consists of the following steps:
 Preventive Maintenance Job Planning – generation of daily job schedule based on
assigned frequency, pending jobs inclusion, job requisitions from other sections /
agencies, job prioritization.
 Resource Arrangement – arrangement of various resources like manpower, tools,
tackles, spares, centralized agency support requisition.
 Information Recording and Report generation – recording job compliance in logbooks /
other registers and files, earmarking pending jobs, logbook entry, housekeeping points
and miscellaneous MIS.
Reports generated: Equipment wise Preventive Maintenance Data
SUB-PROCESSES:
13.1 Preventive Maintenance Job Planning
Objective:
 To generate a prioritized planned job list for preventive maintenance process.
Description
 Get time based maintenance schedule (including pending jobs list).
 Incorporate action plan generated from root cause analysis done for earlier breakdowns.
 Include job requisitions from other sections / agencies.
 Compile and prioritize above jobs.
Reports generated: Jobs done and pending
SUB-PROCESSES:
13.2 Resource Arrangement
Objective:
 To identify and arrange resources required for execution of prioritized preventive
maintenance job list

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Description:
 Identify and arrange tools / tackles / spares required for job execution.
 Give requisition for support required from centralized maintenance / service agencies and
confirm availability.
Reports generated: Spare parts / consumable requirement.
SUB-PROCESSES:
13.3 Information Recording and Report generation:
Objective:
 To compile, record and distribute all information generated during preventive
maintenance process in required formats
Description:
 Entry of job compliance details in logbooks / equipment history register / PC system.
 Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system
 Generate MIS reports as and when required.
 Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on preventive Maintenance
ANPM AREA EXCV 14
PROCESS: Breakdown Maintenance- Breakdown Job Detail Recording and Report Generation
Objective:
 To compile, record and distribute all information / data generated during
breakdown maintenance process in required formats
Description:
 Entry of job execution details in logbooks / equipment history register.
 Record generated housekeeping jobs, test results in specified files / registers / logbooks.
 Generate MIS reports as and when required from specified registers / logbooks.
 Distribution / use of reports as and when required.
Reports generated: Equipment wise breakdown details and downtime data
ANPM AREA EXCV 15
PROCESS: Condition Based Maintenance
Objective:
 To improve availability of critical HEMM.
Description:
Condition based maintenance consists of the following steps:
 Condition Based Job Planning – job generation, compilation and prioritising based on
inspection report, place shutdown requisition to shop operations and confirm
availability.
 Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares
required and their availability centralized agency support requisition and apply for
equipment shutdown and confirm availability.
Reports generated: Condition Based Maintenance data
SUB-PROCESSES:

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


ANNEXURES & APPENDICES

15.1 Condition Based Job Planning


Objective:
 To generate a prioritized planned job list for condition based maintenance process.
Description:
 Generate jobs based on reportable / critical parameters of the inspection report.
 Incorporate recommendations of mechanical maintenance e.g. lubrication oil change
etc.
 Prioritize job list.
Reports generated: Jobs done and pending
SUB-PROCESSES:
15.2 Resource Arrangement and Shutdown Planning
Objective:
 To identify and arrange resources required for successful execution of prioritized
condition based job list
Description:
 Identify and arrange tools / tackles / spares and other resources required for job
execution. If not available in-house proceed for outsourcing.
 Give requisition for support required from centralized maintenance / service agencies
(including mechanical maintenance) and confirm availability.
 Place requisition for equipment shutdown at desired time to shop operations and
confirm availability.

Reports generated: List of spares and consumable


ANPM AREA EXCV 16
PROCESS: Capital Repair Maintenance
Objective:
 To systematically plan and execute repair and maintenance of equipment /
systems through an intensive, scheduled micro-planned program and thereby
increase long-term reliability / availability of the equipment / systems as per
requirement
Description:
 Planning – A detailed schedule of capital repair program for major equipment of all the
departments are drawn well in advance each year. Considering the condition of equipment,
cycle of operation, availability of equipment & such allied factors, the annual schedule of
capital repairs of equipment are projected by individual department along with resource
requirement plan / procurement plan.
 Execution and Compliance – Capital repair execution normally starts as per schedule after
shop shutdown. The chief coordinator monitors the compliance and gives decisions on any
bottlenecks that may arise during execution. Progress, compliance, MIS reports are
generated and distributed as per requirement.
Reports generated: Major overhauling program of equipment

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


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ANPM AREA EXCV 17


PROCESS: Spares Management
Objective:
 To procure spares of right quantity, right quality & at right time from right source at right
price
Description:
This process broadly consists of the following steps:
 Requirement planning for stores and spares
 Indenting and sending requirements to centralized agencies for procurement / manufacture
/ reconditioning (In-house / External)
Reports generated: List of spares required for major overhauling.
SUB-PROCESS:
17.1 Requirement Planning
Objective:
 To accurately forecast annual requirement of stores and spares and initiate
procurement action as and when required
Description:
 Compile annual requirement on the basis of maintenance plan, past consumption, stock
and due on order.
 Prepare make item list, buy item list, and reconditioning item list.
 Move proposal for cataloguing of initial items if required.
 Give requisition for drawing prints to DD and collect when ready.
 Raise note sheet for emergency procurement by cash purchase route as per procedure.

Reports generated: List of spares indented and status updating.


SUB-PROCESS:
17.2 Procurement
Objective:
 Collect / Receive stores and spares and issue them as per maintenance job requirements
 Update all records for ready reference
Description:
 Based on delivery information received (from central stores) raise Stores Issue Voucher
for collection of stores and spares.
 Get approval from designated authority.
 Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue
Voucher register, indent register etc.
Reports generated: Material receipt and issue status
ANPM AREA EXCV 18
PROCESS: Maintenance through Job Contract
Objective:

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


ANNEXURES & APPENDICES

 To off-load repair and maintenance jobs which cannot be executed through internal
resources within required time frame – while ensuring quality of maintenance for special jobs and
taking care of manpower.
Description:
 All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
 The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
 Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
 On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
 On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM AREA EXCV 19
PROCESS: Equipment History Management
Objective:
 To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
 Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. This information & the
behavior patterns are recorded in equipment data record book.
 These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. Shop maintenance personnel take
help of this history in assessing equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
 It consists of the following:
1. The equipment classification up to part level
2. Job catalogue
3. Job planning, forecasting & feedback
4. Defect & history
5. Pending job
6. Delay & downtime
7. Condition based monitoring system

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8. Management information system (MIS)


Reports generated: Equipment history sheet.
ANPM AREA EXCV 20
PROCESS: Maintenance Budgeting
Objective:
 To plan annual maintenance expenditure
Description:
 The budget process starts with a formal notice sent to all departments for preparation of
the draft budget for onward transmission to finance department for final approval.
 Budget is prepared based on requirement of stores & spares, power & fuel, repair &
maintenance and miscellaneous administrative expenses planned for the next financial
year. This forecast is based on the expenditure incurred in the previous year.
 This proposed budget in the prescribed format then sent to finance department after
approval of H.O.D.
 Once the budget is approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated: Purchase Repair Budget and its utilization status
ANPM AREA EXCV 21
PROCESS: Work Safety Planning and Execution
Objective:
 To minimize risk to employees, contractors, assets & work environment, to improve business
performance by minimizing losses due to accidents, to comply with legal requirements and
to fulfil social & moral obligations

Description
Safety is an important factor in industry. A compromised safety system may lead undesirable
consequences. Proper attention to safety is extremely important for all stake holders.
The process involves:
 Training employees on implementing of safety norms.
 Periodic inspection of sites for hazard identification, risk assessment.
 Maintain records of such inspection and insist corrective actions.
 Investigation of injury on work and corrective actions.
 Organize safety exhibitions, campaigns and awareness program.
 Associating and assisting in conducting Safety audits in the shops.
 Keeping a watch on the safety aspects of contractors jobs.
 Safety induction training to contractor supervisors and issue of height pass etc.
 Follow up and review of safety performance.
 Follow up of employees health check up program.
ANPM AREA EXCV 22
PROCESS: Repair of failed components/System of HEMM not under GM’s DOP
Description:
• The proposal for Administrative approval for repair of failed parts / subassemblies of HEMM is
received from Area which are not under Area GM’s DOP.

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• After scrutiny the file is sent to D(T)-OP / D(T)-PP through associate finance for competent
approval.
• After administrative approval the file sent back to area.
• After Joint Inspection and repair estimate from OEM/Tendering process for non OEM, the file will
be sent back to HQ for final approval.
• HQ will assess the technical and commercial viability.
• Final Approval will be taken from D(T)-OP / D(T)-PP through associate finance as per DOP.
• If the file is not under DOP of D(T)-OP / D(T)-PP the file may go up to CMD/Board through D(F).
• After administrative approval the file sent back to area for Budget Certification and placement of
work order.
Functional Requirement Specification (FRS) for Excavation Department function at Project Level
ANPM PRJ EXCV 01
PROCESS: Maintenance of all HEMMs
Description:
This process consists of the following steps:
 Machine is first thoroughly washed brought to the maintenance bay.
 Maintenance is carried out at OEM recommended intervals as per check list (prepared
based on OEM recommendations & site experience),
 Spares and consumables required for maintenance are drawn from the stores and the
maintenance is carried out as per OEM recommendations.
 Break down maintenance is carried out for repairing the breakdown equipment.
ANPM PRJ EXCV 02
PROCESS: Processing Indent of HEMM and P&M items
Description:
This process consists of the following steps:
Indent is initiated from project and forwarded to area for onward submission to HQ
ANPM PRJ EXCV 03
PROCESS: Data for Mine Capacity Assessment & Capacity Utilization Assessment
Description:
This process consists of the following steps:
 Desired Information/Data as per mine capacity format is filled up by Project and
forwarded to subsidiary HQr through area for onward submission to CMPDI, Ranchi.
ANPM PRJ EXCV 04
PROCESS: Indent/MB for HEMM Spares
Description:
This process consists of the following jobs
 Indent / MB for procurement of HEMM spares are prepared and sent for stores vetting.
After stores vetting, these are submitted to Project Officer for onward transmission to
Area.
ANPM PRJ EXCV 05

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PROCESS: Emergency purchase of HEMM Spares of very low value in nature


Description:
This process consists of the following job
 A proposal for emergency procurement along with quotations from at least three local
vendors are collected.
 Comparative statement of the offers is made.
 L-1 firm is recommended for placement of order. The proposal is sent to finance
department for scrutiny and vetting.
 After vetting of finance department, the proposal is sent to the Project Officer for
approval.
 After approval of the proposal, order is placed on the L-1 firm.
ANPM PRJ EXCV 06
PROCESS: Repair of failed components / system of HEMM within Project DOP
Description:
This process consists of the following jobs
 The requirement is received from concerned section of the project for such repair
 The proposal is sent to finance scrutiny before approval of Project Officer (PO).
 After approval of PO, the proposal is sent to finance department for concurrence.
 After approval and concurrence, tender is floated by the Excavation department.
 Bids received are examined. The tender committee recommends for placement of order
on a particular bidder.
 Order is placed after approval of TCR by the PO.
ANPM PRJ EXCV 07
PROCESS: Survey off and Grounding of HEMM
Objective:
 To process survey off and grounding of HEMM that have completed their rated life.
Description:
This process consists of the following jobs
 On completion of rated life of equipment in terms of hours and years both, survey off
proposal is initiated by the Project / Area to subsidiary HQ.
 Subsequently, after receipt of replacement against survey off, grounding proposal of the
surveyed off equipment, is submitted by the area/Project for competent approval of
CMD.
 After approval of grounding proposal, the equipment is deposited in the Stores for
disposal.
ANPM PRJ EXCV 08
PROCESS: Management Information System (MIS).
Description:
This process consists of the following jobs
 To maintain Log Book of each and every HEMM. The log book contains all details of
HEMM like equipment sl. No., date of its commissioning, detail of all major

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subassemblies like engine, transmission, tyres, motor, pump etc, working detail of
HEMM shift wise, list of spares and consumables used. A monthly abstract of detail of
POL, spares, consumables, working parameters etc is also maintained by the end of each
calendar month.
 To maintain record of all work carried out by available human resources.
 To maintain a record of all resources used for fulfilling various works.
 To send HEMM performance data received to Area for onward transmission to
subsidiary HQ
 Daily production report.
 Monthly report of HEMM breakdown for more than three months.
 Monthly POL, Specific diesel consumption against bench mark and burnt oil recovery
report to area for onward transmission to Subsidiary HQr.
 Status of issues to be taken up with BEML, HEC and other OEM’s with respect to
warranty, delayed supply of items etc to be sent to subsidiary HQr.
 Monthly report in regard to statement of spares, lubricants and repair cost of HEMM to
area for onward transmission to subsidiary HQ.
 Detail of annual off-take value of HEMM spares to subsidiary HQr for Depot agreement /
Rate contract.
 Performance report of major sub-assemblies of HEMM like Engine, Transmission etc.
and consumables like Drill bit, wire rope, trailing cable, OTR tyre etc. for submission to
area for onward transmission to subsidiary HQ.
 Reply to Audit query/ RTI etc.
ANPM PRJ EXCV 09
PROCESS: Co-ordination with HQr/CWS/ Area/different OEMs.
Description:
This process consists of the following jobs
 Regular follow up with Area/ HQr for supply of spares and other help required.
 Regular follow up with CWS for repair of major sub-assemblies like Engine and
Transmission etc.
 Regular follow up with OEMs for supply of spares and pending warranty claims.
ANPM PRJ EXCV 10
PROCESS: Preventive (Time Based) Maintenance
Objective:
 To plan & execute maintenance of an equipment on a time-based schedule to achieve zero
breakdowns
Description:
This process consists of the following steps:
 Preventive Maintenance Job Planning – generation of daily job schedule based on
assigned frequency, pending jobs inclusion, job requisitions from other sections /
agencies, job prioritization.
 Resource Arrangement – arrangement of various resources like manpower, tools,
tackles, spares, centralized agency support requisition.

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 Job Execution – job allocation, shutdown arrangement, giving work instructions, safety
instructions and standard maintenance practices, job execution and completion,
shutdown clearance and equipment handover for testing / trial run.
 Information Recording and Report generation – recording job compliance in logbooks /
other registers and files, earmarking pending jobs, logbook entry, housekeeping points
and miscellaneous MIS report generation.
Reports generated: Equipment wise Preventive Maintenance Data
SUB-PROCESSES:
10.1 Preventive Maintenance Job Planning
Objective:
 To generate a prioritized planned job list for preventive maintenance process
Description
 Get time based maintenance schedule (including pending jobs list).
 Incorporate action plan generated from root cause analysis done for earlier breakdowns.
 Include job requisitions from other sections / agencies.
 Compile and prioritize above jobs.
Reports generated: Jobs done and pending
SUB-PROCESSES:
10.2 Resource Arrangement
Objective:
 To identify and arrange resources required for execution of prioritized preventive
maintenance job list
Description:
 Identify and arrange tools / tackles / spares required for job execution.
 Give requisition for support required from centralized maintenance / service agencies and
confirm availability.
Reports generated: Spare part / consumable requirement.
SUB-PROCESSES:
10.3 Job Execution
Objective:
 To allocate and execute planned jobs as per standard maintenance practices with
due diligence to safety and other statutory norms
Description:
 Arrange shutdown of equipment if required.
 Allot jobs and provide work instructions, safety instructions
 Issue required tools, tackles and spares.
 Execute planned jobs as per standard maintenance practices.
 Upon completion of jobs do testing / take trial of equipment wherever possible.
 Clear shutdown and give intimation to concerned agencies / authorities.
Reports generated: Equipment wise job execution data
SUB-PROCESSES:

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10.4 Information Recording and Report generation:


Objective:
 To compile, record and distribute all information generated during preventive
maintenance process in required formats
Description:
 Entry of job compliance details in logbooks / equipment history register.
 Record pending jobs and housekeeping jobs in specified file / register / logbook.
 Generate MIS reports as and when required.
 Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on preventive Maintenance
ANPM PRJ EXCV 11
PROCESS: Breakdown Maintenance
Objective:
 To liquidate equipment breakdowns in shortest possible time and to revive the equipment
/system at the earliest
Description:
This process consists of the following steps:
 Breakdown Assessment – receive breakdown information, inform concerned authorities,
inspect equipment to ascertain the cause / extent, list jobs to be carried out.
 Resource Arrangement – assess resources requirement and their availability. Urgent
requisition for help of centralized agencies is placed if required. If breakdown cannot be
liquidated with in-house resources then outsourcing is done as per company procedure.
 Breakdown Liquidation – take work permit, execution of listed jobs as per safety / other
statutory norms, clearing of work permit, equipment testing / trial and go ahead for
operation.
 Breakdown Job Recording and Report generation – recording breakdown liquidation
details (critical failures, delay / downtime, jobs done / carried over to next shift,
resources utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping
points and necessary MIS report generation.
Reports generated: Equipment wise breakdown data & downtime
SUB-PROCESSES:
11.1 Breakdown Assessment
Objective:
 To make a list of jobs to be executed for breakdown liquidation
Description:
 Upon receiving breakdown report take feedback of shop operations to ascertain generation
requirements.
 Inform concerned authorities / higher-ups.
 Inspect equipment to assess extent of damage and cause also if possible.
 Check and refer to equipment breakdown history for similarity with earlier break downs, if
available.
 Make a list of jobs to be carried out for breakdown liquidation.
Reports generated: Breakdown reports along with inspection report

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SUB-PROCESSES:
11.2 Resource Planning and Arrangement
Objective:
 To generate resource requirements and check for in-house availability
Description:
 If available place urgent requisitions for help required from centralized service /
maintenance agencies.
 If resources are not available in-house then proceed for out-sourcing as per prevalent
company procedure.
Reports generated: Data of jobs to be outsourced
SUB-PROCESSES
11.3 Breakdown Liquidation
Objective:
 To execute listed jobs for breakdown liquidation in shortest and most effective way
possible
Description:
 Take work permit for equipment.
 Carry out listed jobs with due diligence & safety norms and statutory norms.
 Clear work permit upon completion of listed jobs.
 Do equipment testing / trial.
 If successful give go-ahead for operation.
Reports generated: Re commissioning report
SUB-PROCESSES:
11.4 Breakdown Job Detail Recording and Report Generation
Objective:
 To compile, record and distribute all information / data generated during
breakdown maintenance process in required formats
Description:
 Entry of job execution details in logbooks / equipment history register / PC system
 Record generated housekeeping jobs, test results in specified files / registers / logbooks
/ PC system
 Generate MIS reports as and when required from PC system/ specified registers /
logbooks.
 Distribution / use of reports as and when required by company policy.
Reports generated: Equipment wise breakdown details and downtime data
ANPM PRJ EXCV 12
PROCESS: Condition Based Maintenance
Objective:
 To improve availability of critical equipment of the plant and increase plant
personnel safety
Description:

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Condition based maintenance consists of the following steps:


 Equipment Inspection – by the shop maintenance and by mechanical technical
maintenance, informing shop operations and concerned agencies about inspection
report and refer equipment history if available. This inspection can be done both on-line
and off-line.
 Condition Based Job Planning – job generation, compilation and prioritization based on
equipment inspection report, place shutdown requisition to shop operations and
confirm availability.
 Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares
required and their availability centralized agency support requisition and apply for
equipment shutdown and confirm availability.
 Condition Based Job Execution – job allocation, shutdown arrangement, giving work
instructions, safety instructions and standard maintenance practices, job execution and
completion, shutdown clearance and equipment testing / trial run.
 Post Execution Activities – recording job details, test results in logbooks / other registers
and files, earmarking pending jobs, logbook entry, housekeeping points, miscellaneous
MIS / report generation and distribution, and generated job tagging to preventive
maintenance / condition based maintenance / capital repair / campaign repair /
outsourcing.
Reports generated: Condition Based Maintenance data
SUB-PROCESSES:
12.1 Equipment inspection
Objective:
 To assess equipment condition based on inspection
Description:
 Get inspection schedule from departmental source.
 Incorporate checkpoints generated from root cause analysis report of earlier
breakdowns and any reports received from other agencies / sections.
 Carry out inspection as per above list. Requisition help of mechanical/ technical
maintenance group if required.
 Classify checkpoints as non-reportable / reportable / critical and generate inspection
report.
 Inform shop operations and other concerned agencies about inspection report.
 In addition to the above, mechanical maintenance department carries out time based
inspection of identified critical equipment.
Reports generated: Inspection reports
SUB-PROCESSES:
12.2 Condition Based Job Planning
Objective:
 To generate a prioritized planned job list for condition based maintenance process
Description:
 Generate jobs based on reportable / critical parameters of the inspection report.
 Incorporate recommendations of mechanical maintenance e.g. lubrication oil change
etc.

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 Prioritize job list.


Reports generated: Jobs done and pending
SUB-PROCESSES:
12.3 Resource Arrangement and Shutdown Planning
Objective:
 To identify and arrange resources required for successful execution of prioritized
condition based job list
Description:
 Identify and arrange tools / tackles / spares and other resources required for job
execution. If not available in-house proceed for outsourcing.
 Give requisition for support required from centralized maintenance / service agencies
(including mechanical maintenance) and confirm availability.
 Place requisition for equipment shutdown at desired time to shop operations and
confirm availability.
Reports generated: List of spares and consumable
SUB-PROCESS:
12.4 Condition Based Job Execution
Description:
 Arrange shutdown / take work permit of equipment.
 Allot jobs and provide work instructions, safety instructions.
 Issue required tools, tackles and spares.
 Execute planned jobs as per standard maintenance practices.
 Upon completion of jobs do testing / take trial of equipment.
 Confirm whether equipment condition parameters (like speed, vibration, temperature,
pressure etc.) are in limit
Reports generated: Equipment wise job execution data
SUB-PROCESS:
12.5 Post Execution Activities
Objective:
 To compile, record and distribute all information generated during condition based
maintenance process in required formats
Description:
 Entry of job details, test results in logbooks / equipment history register / PC system
 Record generated jobs, pending jobs and housekeeping jobs in specified file / register /
logbook / PC system.
 Generate MIS reports as and when required from PC system.
 Tag generated jobs to other maintenance processes as required.
 Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on Condition Based Maintenance
ANPM PRJ EXCV 13
PROCESS: Capital Repair Maintenance
Objective:

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 To systematically plan and execute repair and maintenance of equipment /


systems through an intensive, scheduled micro-planned program and thereby
increase long-term availability of the equipment / systems as per requirement
Description:
 Planning – A detailed schedule of capital repair program for major equipment of all the
departments are drawn well in advance each year. Considering the condition of equipment,
cycle of operation, availability of equipment & such allied factors, the annual schedule of
capital repairs of equipment are projected by individual department along with resource
requirement plan / procurement plan.
 Execution and Compliance – Capital repair execution normally starts as per scheduling /
protocol after shop shutdown. The chief coordinator monitors the compliance and gives
decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS
reports are generated and distributed as per requirement.
Reports generated: Major overhauling program of equipment
ANPM PRJ EXCV 14
PROCESS: Spares Management
Objective:
 To procure spares of right quantity, right quality & at right time from right source at right
price
Description:
This process broadly consists of the following steps:
 Requirement planning for stores and spares
 Indenting and sending requirements to centralized agencies for procurement / manufacture
/ reconditioning (In-house / External)
 Collection / Receipt, storage and issue
 Upkeep of all records pertaining to the process

Reports generated: List of spares required for major overhauling.


SUB-PROCESS:
14.1 Requirement Planning
Objective:
 To accurately forecast annual requirement of stores and spares and initiate
procurement action as and when required
Description:
 Compile annual requirement on the basis of maintenance plan, past consumption,
stock and dues in.
 Prepare make item list, buy item list, and reconditioning item list.
 Move proposal for cataloguing of initial items if required.
9. Give requisition for drawing prints to DD and collect when ready.
 Raise note sheet for emergency procurement by cash purchase route as per
procedure.
Reports generated: List of spares indented and status updation.

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SUB-PROCESS:
14.2 Procurement
Objective:
 Collect / Receive stores and spares items and issue them as per maintenance job
requirements
 Update all records for ready reference
Description:
 Based on delivery information received (from central stores) raise Stores Issue Voucher
for collection of stores and spares.
 Get approval from designated authority.
 Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue
Voucher register, indent register etc.
Reports generated: Material receipt and issue status
ANPM PRJ EXCV 15
PROCESS: Maintenance through Job Contract
Objective:
 To off-load repair and maintenance jobs which cannot be executed through internal
resources within required time frame – while ensuring quality of maintenance for special jobs and
taking care of manpower.
Description:
 All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
 The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
 Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
 On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
 On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM PRJ EXCV 16
PROCESS: Equipment History Management
Objective:

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 To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
 Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. All these information’s&
the behavior patterns are recorded in equipment data record book.
 These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. The shop maintenance takes the
help of history in assessing the equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
 It consists of the following:
10. The equipment classification up to part level
11. Job catalogue
12. Job planning, forecasting & feedback
13. Defect & history
14. Pending job
15. Delay & downtime
16. Condition based monitoring system
17. Management information system (MIS)
Reports generated: Equipment history sheet.
ANPM PRJ EXCV 17
PROCESS: Maintenance Budgeting
Objective:
 To plan annual maintenance expenditure
Description:
 The budget process starts with a formal notice sent by cost control department to all
departments for preparation of the draft budget for onward transmission to finance
department for final approval.
 Budget is prepared based on requirement of stores & spares, power & fuel, repair &
maintenance and miscellaneous administrative expenses planned for the next financial
year. This forecast is based on the expenditure incurred in the previous year.
 This proposed budget in the prescribed format then sent to cost control department
after approval of H.O.D. Cost control compiles all proposals, takes approval of
competent authority and give feed back to the user departments.
 Once the budgets are approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated: Purchase Repair Budget and its utilization status
ANPM PRJ EXCV 18
PROCESS: Work Safety Planning and Execution
Objective:

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ANNEXURES & APPENDICES

 To minimize risk to employees, contractors, assets & work environment, to improve business
performance by minimizing losses due to accidents, to comply with legal requirements and
to fulfil social & moral obligations
Description
Safety is an important factor in industry and it is the responsibility of management to ensure it. A
non-existent or even an inferior safety system will invariably lead to accidents, which are totally
undesirable and unwarranted. Proper attention to safety is extremely important, both for the
employer and the employees.
The process involves:
 Advising employees on use of safety norms
 Periodic inspection of sites for hazard identification, risk assessment
 Maintain records of such inspection and insist corrective actions
 Investigation of injury on work and corrective actions
 Organize safety exhibitions, campaigns and awareness programs
 Associating and assisting in conducting Safety audits in the shops
 Keeping a watch on the safety aspects of contractors jobs
 Safety induction training to contractor supervisors and issue of height pass etc
 Follow up and review of safety performance
 Follow up of employees health check up programs
ANPM PRJ EXCV 19
PROCESS: Emergency purchase of HEMM Spares of very low value in nature
Description:
This process consists of the following jobs
 Quotations from at least three known vendors are collected.
 Comparative chart of the offered prices is made.
 L-1 firm is recommended for placement of order. The proposal is sent to finance
department for scrutiny and vetting.
 After vetting of finance department, the proposal is sent to the Project Officer for
approval.
 After approval of the proposal, order is placed on the L-1 firm.
Reports generated: Purchase Repair Budget and its utilization status
Functional Requirement Specification (FRS) for Excavation Department function at Central
Workshop Level
ANPM CWS EXCV 01
PROCESS: Repair of HEMM major sub-assemblies
Objective:
 All engine, transmission, motor, Generators and all major sub-assemblies of any HEMM need
to be overhauled after certain working hours due to wear and tear. Further, life of a sub-
assembly may be lesser than equipment life as a whole. Thus, complete overhauling of these
major sub-assemblies are required as per need to run the equipment smoothly and for
optimal performance.
 It may be necessary to carry out repair / overhauling of major subassemblies before their
rated life is achieved due to their premature failure.
Description:

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This process consists of the following steps:


 Failed engine, transmission, motor, generators etc are received from the Projects for repair
 The failed sub-assemblies are examined first.
 If the same is repairable and not BER, a job card is prepared for that particular repair.
 Materials are issued as per requirement and the mandatory items are always replaced in any
repair.
 The repair is carried out as per OEM recommendation.
 After repair, the job is tested as per OEM recommendation.
 After successful repair and testing, the job is placed for dispatch to the Project.
ANPM CWS EXCV 02
PROCESS: Rebuilding of Boom, Bucket etc.
Objective:
 Infra structural facility is available for quality welding job. As such, if any such requirement
pertains to any Project, the help is extended from CWS for carrying out necessary rebuilding
job.
Description:
This process consists of the following steps:
 Failed component is received from the Projects for rebuilding.
 The failed sub-assemblies are examined first.
 If the same is repairable within limit, a job card is prepared for that particular repair.
 Desired welding rods are issued as per requirement.
 The welding job is carried out as per recommended standard practice.
 After successful rebuilding job, the job is placed for dispatch to the Project.
ANPM CWS EXCV 03
PROCESS: Processing Indent of P&M items
Description:
This process consists of the following steps:
 Indent is prepared by CWS for such requirement covered either in PR or against scheme.
 The same is forwarded for vetting of Area finance and GM CWS.
 After vetting of AFM and GM CWS, the indent is forwarded to HQr for approval and
procurement.
ANPM CWS EXCV 04
PROCESS: Procurement of HEMM spares against Depot Agreement / Rate Contract
Description:
This process consists of the following jobs
 The requirement is raised from different shops for HEMM spares.
 The proposal is sent to stores vetting and finance vetting before approval of GM CWS.
 Approved and concurred proposal is forwarded to MM department along with a
sanction letter.
 SO (MM) prepare TCR for placement of order against depot agreement/ rate contract.
 Order is placed by the DDO as per terms and conditions of DA/RC.

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ANPM CWS EXCV 05


PROCESS: Processing of Indents for procurement of HEMM spares through HQr beyond DOP of GM
CWS
Description:
This process consists of the following jobs
 Indents of HEMM spares are raised from the different shops.
 The indent is forwarded for stores vetting, vetting of AFM and GM CWS.
 After vetting of AFM and area GM, the indent is forwarded to HQr for approval and
procurement action.
ANPM CWS EXCV 06
PROCESS: Procurement of HEMM spares against CWS tender.
Description:
This process consists of the following jobs
 The requirement is raised by the different shops for HEMM spares after stores vetting.
 The proposal is sent for finance vetting before approval of GM CWS.
 Approved and concurred proposal is forwarded to MM department along with a
sanction letter
 After tender is floated and bid is opened, NSIC documents are examined for waiver of
EMD, if applicable.
 The confirmatory document against eligibility, Proven-ness criteria and technical
specification of NIT of L-1 bidder is examined.
 The technical member also participates in the process of tendering, as a member of
Tender committee for various deliberations at different levels of tendering.
ANPM CWS EXCV 07
PROCESS: Recon Exchange of HEMM major sub-assemblies
Description:
This process consists of the following jobs:
 Annual requirement of repair of HEMM major sub-assembly is received from Project.
 If such repair may not be carried out at that time due to lack of spares or infra structure
facility, the same is considered for carrying out under Recon Exchange Scheme.
 Recon Estimate is obtained from the respective OEM.
 The Recon proposal is processed and forwarded for finance vetting and vetting of GM CWS.
 After vetting of AFM and GM CWS, the proposal is sent to HQ for obtaining approval.
 HQ process the case and sanction is communicated to GM CWS after competent approval
and concurrence.
 After receiving HQ approval and concurrence, work order is placed by CWS for repair of the
major sub-assembly against Recon Exchange Scheme.
ANPM CWS EXCV 08
PROCESS: Survey off and Grounding of HEMM
Objective:
 To process survey off and grounding of old unreliable P&M items that have completed their
rated life.

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Description:
This process consists of the following jobs
 On completion of rated life of P&M items in terms of years, as per practice and
considering machine position in respect of its reliability, survey off proposal is submitted
by the CWS to HQ
 Subsequently, after receipt of replacement against survey off, grounding proposal of the
surveyed off equipment, is submitted by the CWS for competent approval.
 After approval of grounding proposal, the P&M item is deposited in the Stores for
disposal.
ANPM CWS EXCV 09
PROCESS: Management Information System (MIS).
Description:
This process consists of the following jobs
 To send monthly report to HQr indicating repair of engine, transmission etc.
 Detail of annual off-take value of HEMM spares to HQr for Depot agreement / Rate
contract.
 Reply to Audit query/ RTI etc.
ANPM CWS EXCV 10
PROCESS: Co-ordination with HQr/Area/ Project/different OEMs
Description:
This process consists of the following jobs
 Regular follow up with HQr for supply of spares and other help required and for
appraisal regarding repair activities of different components.
 Regular interaction with Area/Project for sorting out the problems.
 Periodic meeting with all major OEM for issues like pending orders / warranty claims,
technical up gradation and implementation of DGMS safety requirements in HEMM.
ANPM CWS EXCV 11
PROCESS: Inspection of Materials at Stores.
Description:
This process consists of the following jobs
 All the new materials are inspected before acceptance at stores.
 Inspection is carried out as per technical specifications mentioned in the supply order.
ANPM CWS EXCV 12
PROCESS: Preventive (Time Based) Maintenance
Objective:
 To plan & execute maintenance of an equipment on a time-based schedule to achieve zero
breakdowns
Description:
This process consists of the following steps:

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 Preventive Maintenance Job Planning – generation of daily job schedule based on


assigned frequency, pending jobs inclusion, job requisitions from other sections /
agencies, job prioritization.
 Resource Arrangement – arrangement of various resources like manpower, tools,
tackles, spares, centralized agency support requisition.
 Job Execution – job allocation, shutdown arrangement, giving work instructions, safety
instructions and standard maintenance practices, job execution and completion,
shutdown clearance and equipment handover for testing / trial run.
 Information Recording and Report generation – recording job compliance in logbooks /
other registers and files, earmarking pending jobs, logbook entry, housekeeping points
and miscellaneous MIS report generation.
Reports generated: Equipment wise Preventive Maintenance Data
SUB-PROCESSES:
12.1 Preventive Maintenance Job Planning
Objective:
 To generate a prioritized planned job list for preventive maintenance process
Description
 Get time based maintenance schedule (including pending jobs list).
 Incorporate action plan generated from root cause analysis done for earlier breakdowns.
 Include job requisitions from other sections / agencies.
 Compile and prioritize above jobs.
Reports generated: Jobs done and pending
SUB-PROCESSES:
12.2 Resource Arrangement
Objective:
 To identify and arrange resources required for execution of prioritized preventive
maintenance job list
Description:
 Identify and arrange tools / tackles / spares required for job execution.
 Give requisition for support required from centralized maintenance / service agencies and
confirm availability.
Reports generated: Spare part / consumable requirement.
SUB-PROCESSES:
12.3 Job Execution
Objective:
 To allocate and execute planned jobs as per standard maintenance practices with
due diligence to safety and other statutory norms
Description:
 Arrange shutdown of equipment if required.
 Allot jobs and provide work instructions, safety instructions
 Issue required tools, tackles and spares.
 Execute planned jobs as per standard maintenance practices.

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 Upon completion of jobs do testing / take trial of equipment wherever possible.


 Clear shutdown and give intimation to concerned agencies / authorities.
Reports generated: Equipment wise job execution data
SUB-PROCESSES:
12.4 Information Recording and Report generation:
Objective:
 To compile, record and distribute all information generated during preventive
maintenance process in required formats
Description:
 Entry of job compliance details in logbooks / equipment history register / PC system.
 Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system
 Generate MIS reports as and when required from PC system
 Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on preventive Maintenance
ANPM CWS EXCV 13
PROCESS: Breakdown Maintenance
Objective:
 To liquidate equipment breakdowns in shortest possible time and to revive the equipment
/system at the earliest
Description:
This process consists of the following steps:
 Breakdown Assessment – receive breakdown information, inform concerned authorities,
inspect equipment to ascertain the cause / extent of damage, list jobs to be carried out.
 Resource Arrangement – assess resources requirement and their availability. Urgent
requisition for help of centralized agencies is placed if required. If breakdown cannot be
liquidated with in-house resources then outsourcing is done as per company procedure.
 Breakdown Liquidation – take work permit, execution of listed jobs as per safety / other
statutory norms, clearing of work permit, equipment testing / trial and go ahead for
operation.
 Breakdown Job Recording and Report generation – recording breakdown liquidation
details (critical failures, delay / downtime, jobs done / carried over to next shift,
resources utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping
points and necessary MIS report generation.
Reports generated: Equipment-wise breakdown data & downtime
SUB-PROCESSES:
13.1 Breakdown Assessment
Objective:
 To make a list of jobs to be executed for breakdown liquidation
Description:
 Upon receiving breakdown report take feedback of shop operations to ascertain generation
requirements.
 Inform concerned authorities / higher-ups.
 Inspect equipment to assess extent of damage and cause also if possible.

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 Check and refer to equipment breakdown history for similarity with earlier break downs, if
available.
 Make a list of jobs to be carried out for breakdown liquidation.
Reports generated: Breakdown reports along with inspection report
SUB-PROCESSES:
13.2 Resource Planning and Arrangement
Objective:
 To generate resource requirements and check for in-house availability
Description:
 If available place urgent requisitions for help required from centralized service /
maintenance agencies.
 If resources are not available in-house then proceed for out-sourcing as per prevalent
company procedure.
Reports generated: Data of jobs to be outsourced
SUB-PROCESSES
13.3 Breakdown Liquidation
Objective:
 To execute listed jobs for breakdown liquidation in shortest and most effective way
possible
Description:
 Take work permit for equipment.
 Carry out listed jobs with due diligence to work instructions, safety norms and
statutory norms.
 Clear work permit upon completion of listed jobs.
 Do equipment testing / trial.
 If successful give go-ahead for operation.

Reports generated: Re commissioning report


SUB-PROCESSES:
13.4 Breakdown Job Detail Recording and Report Generation
Objective:
 To compile, record and distribute all information / data generated during
breakdown maintenance process in required formats
Description:
 Entry of job execution details in logbooks / equipment history register / PC system
 Record generated housekeeping jobs, test results in specified files / registers / logbooks
/ PC system
 Generate MIS reports as and when required from PC system/ specified registers /
logbooks.
 Distribution / use of reports as and when required by company policy.
Reports generated: Equipment wise breakdown details and downtime data

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ANPM CWS EXCV 14


PROCESS: Condition Based Maintenance
Objective:
 To improve availability of critical equipment of the plant and increase plant
personnel safety
Description:
Condition based maintenance consists of the following steps:
 Equipment Inspection – by the shop maintenance and by mechanical technical
maintenance, informing shop operations and concerned agencies about inspection
report and refer equipment history if available. This inspection can be done both on-line
and off-line.
 Condition Based Job Planning – job generation, compilation and prioritization based on
equipment inspection report, place shutdown requisition to shop operations and
confirm availability.
 Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares
required and their availability centralized agency support requisition and apply for
equipment shutdown and confirm availability.
 Condition Based Job Execution – job allocation, shutdown arrangement, giving work
instructions, safety instructions and standard maintenance practices, job execution and
completion, shutdown clearance and equipment testing / trial run.
 Post Execution Activities – recording job details, test results in logbooks / other registers
and files, earmarking pending jobs, logbook entry, housekeeping points, miscellaneous
MIS / report generation and distribution, and generated job tagging to preventive
maintenance / condition based maintenance / capital repair / campaign repair /
outsourcing.
Reports generated: Condition Based Maintenance data
SUB-PROCESSES:
14.1 Equipment inspection
Objective:
 To assess equipment condition based on inspection
Description:
 Get inspection schedule from departmental source.
 Incorporate checkpoints generated from root cause analysis report of earlier
breakdowns and any reports received from other agencies / sections.
 Carry out inspection as per above list. Requisition help of mechanical/ technical
maintenance group if required.
 Classify checkpoints as non-reportable / reportable / critical and generate inspection
report.
 Inform shop operations and other concerned agencies about inspection report.
 In addition to the above, mechanical maintenance department carries out time based
inspection of identified critical equipment.
Reports generated: Inspection reports
SUB-PROCESSES:
14.2 Condition Based Job Planning

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Objective:
 To generate a prioritized planned job list for condition based maintenance process
Description:
 Generate jobs based on reportable / critical parameters of the inspection report.
 Incorporate recommendations of mechanical maintenance e.g. lubrication oil change
etc.
 Prioritize job list.
Reports generated: Jobs done and pending
SUB-PROCESSES:
14.3 Resource Arrangement and Shutdown Planning
Objective:
 To identify and arrange resources required for successful execution of prioritized
condition based job list
Description:
 Identify and arrange tools / tackles / spares and other resources required for job
execution. If not available in-house proceed for outsourcing.
 Give requisition for support required from centralized maintenance / service agencies
(including mechanical maintenance) and confirm availability.
 Place requisition for equipment shutdown at desired time to shop operations and
confirm availability.
Reports generated: List of spares and consumable
SUB-PROCESS:
14.4 Condition Based Job Execution
Description:
 Arrange shutdown / take work permit of equipment.
 Allot jobs and provide work instructions, safety instructions.
 Issue required tools, tackles and spares.
 Execute planned jobs as per standard maintenance practices.
 Upon completion of jobs do testing / take trial of equipment.
 Confirm whether equipment condition parameters (like speed, vibration, temperature,
pressure etc.) are in limit
Reports generated: Equipment wise job execution data
SUB-PROCESS:
14.5 Post Execution Activities
Objective:
 To compile, record and distribute all information generated during condition based
maintenance process in required formats
Description:
 Entry of job details, test results in logbooks / equipment history register / PC system
 Record generated jobs, pending jobs and housekeeping jobs in specified file / register /
logbook / PC system.

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 Generate MIS reports as and when required from PC system.


 Tag generated jobs to other maintenance processes as required.
 Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on Condition Based Maintenance
ANPM CWS EXCV 15
PROCESS: Capital Repair Maintenance
Objective:
 To systematically plan and execute repair and maintenance of equipment /
systems through an intensive, scheduled micro-planned program and thereby
increase long-term availability of the equipment / systems as per requirement
Description:
 Planning – A detailed schedule of capital repair program for major equipment of all the
departments are drawn well in advance each year. Considering the condition of equipment,
cycle of operation, availability of equipment & such allied factors, the annual schedule of
capital repairs of equipment are projected by individual department along with resource
requirement plan / procurement plan.
 Execution and Compliance – Capital repair execution normally starts as per scheduling /
protocol after shop shutdown. The chief coordinator monitors the compliance and gives
decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS
reports are generated and distributed as per requirement.
Reports generated: Major overhauling program of equipment
ANPM CWS EXCV 16
PROCESS: Spares Management
Objective:
 To procure spares of right quantity, right quality & at right time from right source at right
price
Description:
This process broadly consists of the following steps:
 Requirement planning for stores and spares
 Indenting and sending requirements to centralized agencies for procurement / manufacture
/ reconditioning (In-house / External)
 Collection / Receipt, storage and issue
 Upkeep of all records pertaining to the process

Reports generated: List of spares required for major overhauling.


SUB-PROCESS:
16.1 Requirement Planning
Objective:
 To accurately forecast annual requirement of stores and spares and initiate
procurement action as and when required
Description:
18. Compile annual requirement on the basis of maintenance plan, past consumption,
stock and dues in.

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19. Prepare make item list, buy item list, and reconditioning item list.
20. Move proposal for cataloguing of initial items if required.
21. Give requisition for drawing prints to DD and collect when ready.
 Raise note sheet for emergency procurement by cash purchase route as per
procedure.
Reports generated: List of spares indented and status updating.
SUB-PROCESS:
16.2 Procurement
Objective:
 Collect / Receive stores and spares items and issue them as per maintenance job
requirements
 Update all records for ready reference
Description:
 Based on delivery information received (from central stores) raise Stores Issue Voucher
for collection of stores and spares.
 Get approval from designated authority.
 Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue
Voucher register, indent register etc.
Reports generated: Material receipt and issue status
ANPM CWS EXCV 17
PROCESS: Maintenance through Job Contract
Objective:
 To off-load repair and maintenance jobs which cannot be executed through internal
resources within required time frame – while ensuring quality of maintenance for special jobs and
taking care of manpower.
Description:
 All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
 The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
 Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
 On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).

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 On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM CWS EXCV 18
PROCESS: Equipment History Management
Objective:
 To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
 Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. All these information’s&
the behavior patterns are recorded in equipment data record book.
 These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. The shop maintenance takes the
help of history in assessing the equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
 It consists of the following:
1. The equipment classification up to part level
2. Job catalogue
3. Job planning, forecasting & feedback
4. Defect & history
5. Pending job
6. Delay & downtime
7. Condition based monitoring system
8. Management information system (MIS)
Reports generated: Equipment history sheet.
ANPM CWS EXCV 19
PROCESS: Maintenance Budgeting
Objective:
 To plan annual maintenance expenditure
Description:
 The budget process starts with a formal notice sent by cost control department to all
departments for preparation of the draft budget for onward transmission to finance
department for final approval.
 Budget is prepared based on requirement of stores & spares, power & fuel, repair &
maintenance and miscellaneous administrative expenses planned for the next financial
year. This forecast is based on the expenditure incurred in the previous year.
 This proposed budget in the prescribed format then sent to cost control department
after approval of H.O.D. Cost control compiles all proposals, takes approval of
competent authority and give feed back to the user departments.

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 Once the budgets are approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated: Purchase Repair Budget and its utilization status
ANPM CWS EXCV 20
PROCESS: Work Safety Planning and Execution
Objective:
 To minimize risk to employees, contractors, assets & work environment, to improve business
performance by minimizing losses due to accidents, to comply with legal requirements and
to fulfil social & moral obligations
Description
Safety is an important factor in the industry. A compromised safety system may lead to undesirable
consequences. Proper attention to safety is extremely important for all stake holders.
The process involves:
 Training employees on implementing of safety norms.
 Periodic inspection of sites for hazard identification, risk assessment.
 Maintain records of such inspection and insist corrective actions.
 Investigation of injury on work and corrective actions.
 Organize safety exhibitions, campaigns and awareness program.
 Associating and assisting in conducting Safety audits in the shops.
 Keeping a watch on the safety aspects of contractors jobs.
 Safety induction training to contractor supervisors and issue of height pass etc.
 Follow up and review of safety performance.
 Follow up of employees health check up program.

Functional Requirement Specification (FRS) for Washery Department function at CIL HQ


ANPM CIL WSH 01
PROCESS: Overall performance of the existing and operational washeries of CIL-Subsidiary
wise/Washery Wise
Objective:
To monitor the Overall performance of the existing and operational washeries of CIL and furnish
scheduled reports as well as query based reports as and when required.
Description:
This process consists of the following jobs
1. Generation of Detailed Performance Reports (month-wise, progressive month-wise and
year-wise) in relation to Target Feed, Clean Coal, Dispatch and ash vis-à-vis actuals along
with Reject generation and Yield and Capacity Utilization with reasons for unusual activity or
low production levels, if any
2. Summarised Performance Report generation at Year-end showing key performance indicators
in absolute and percentage terms with reasons for unusual activity or low production levels if
any
3. Yearly reports of operational details including total Raw Coal Feed and average ash, Clean
Coal & Power Coal (in case of Coking Coal Washeries), Total reject produced & dispatched,
total consumption of Magnetite, Frother& Flocculent – if applicable, washing Cost (Rs./T) of
Raw Coal feed, Profit/Loss in washeries -Absolute (Rs. in Crores) & Profit/Loss (Rs./T of raw
coal feed) and in percentage with reasons for unusually high consumption if any.

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Reports:
a) Detailed Performance Reports (month-wise, progressive month-wise and year-wise)
b) Summarised Performance Report at Year-end showing key performance indicators
c) Annual Report on operational details
ANPM CIL WSH 02
PROCESS: Activity Timeline in specific format for washeries being set up (to be updated weekly) –
Subsidiary wise / Washery wise
Objective:
To monitor the progress of new Washery projects that are being set up, in the form of an
activity Timeline with time schedules of specific activities and milestones marked out.
Description:
This process consists of the following jobs
1. Based on information/inputs received from subsidiaries at regular intervals, preferably weekly,
in respect of status and progress of the activities
2. Preparation of all other status/progress Reports will be based on this Timeline status schedule.
Report:
Washery Set Up Status Report of required fields in rows or columns Washery wise, as well as
subsidiary wise. Also query based reports
Functional Requirement Specification (FRS) for Washery Department function at Subsidiary Level
ANPM SUB WSH 01
PROCESS: - Preparation of Annual Plan Document
Objective
Preparation of Washery wise Physical Targets i.e Budget estimate for the next financial year and
Revised Estimate of current year.
Description:
This process consists of the following jobs:
1) As advised by HQ in the month of Sept to start preparation of Annual Plan proposals
i.e. Budget estimate for the next financial year and revised estimate of current year,
Annual Plan is prepared.
2) The Draft Proposal contains following formats :
Raw Coal Feed, Production – Washed Coal, Washed Coal (Power) (for Coking Coal)
and Yield % of Washed Coal.
3) Annual Plan thus submitted is forwarded to HQ for onward communication to CIL with
other data of subsidiary
Reports Generated
Annual Plan document of Washeries in operation
ANPM SUB WSH 02
PROCESS: Annual Action Plan document
Objective
This encompasses month wise physical targets for the next financial year
Description
This process consists of the following job:

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After confirmation of firming up of physical targets by HQ, Washery wise, month wise
production target is prepared and submitted to HQ.
Reports Generated
Annual Action Plan of Washeries
ANPM SUB WSH 03
PROCESS: Production Monitoring - Daily Production and Washery Report
Objective:
To prepare Daily Production and Washery Report vis-à-vis Growth% w.r.t Last Year and
Achievement % w.r.t to Target.
Description:
This process consists of the following jobs:
Figures of Previous Day's Operation of Washeries
 Raw Coal Receipt Details – By Rail & By Road
 Raw Coal Feed
 Production - Washed Coal, Washed Coal (Power)
 Dispatch – Washed Coal, Washed Coal (Power) and other Products – By Rail/ Road
 Powder Magnetite receipt at Washeries
 Break –up of breakdown hours.
 Details of placement of Raw Coal Rakes at sidings for loading Raw coal to be supplied to
Washeries
 Offer and requirement of Railway Rakes for dispatch of Washed Coal, Washed Coal (Power)
etc.
 Report regarding operation of Departmental Tippers.
 Closing Stock of Raw Coal, Washed Coal and Washed Coal (Power)
Report generated:
Daily Production Report of all the Washeries
ANPM SUB WSH 04
PROCESS: Production Monitoring - Monthly Report and Annual Report
Objective:
To prepare Monthly Report (month wise and month wise progressive) and Annual Report
vis-à-vis Growth % w.r.t Last Year and Achievement % w.r.t to Target.
Description:
After completion of one month, monthly report is being prepared which contains the following:
a. Target vis-à-vis actuals for Raw Coal Feed and Production of different products, Yield % and
Capacity Utilization.
b. Dispatch of different Washery products – Mode wise and Consumer wise
c. Figures related to Magnetite – Receipt, consumption and closing balance
d. Quality of Raw Coal Received
e. Quality and Quantity of Washed Coal Dispatched vis a vis MoU.
f. Details of Raw Coal received at different Washeries – Area wise and Colliery wise and Grade
wise.
g. Details of Grade slippage incorporating Report from Quality Control Department.
h. Stock position of Raw Coal and Various products of Washeries
i. Washery Break-down analysis report.

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j. Raw Coal analysis report from Washeries


k. Washing Cost (Rs/T) of Raw Coal feed, Profit/Loss in Washeries -Absolute (Rs in Crores) &
Profit/Loss (Rs/T of raw coal feed).
Report generated:
 Detailed Performance Reports (month-wise, progressive month-wise and year-wise)
 Summarised Performance Report at Year-end showing key performance indicators
 Annual Report on operational details

ANPM SUB WSH 05
PROCESS: Perennial Jobs of Washeries
Objective:
Furnishing Washery wise information regarding perennial jobs at Washeries and notify/
issue ALERT in advance where some action has to be taken.
Description:
This process consists of the following jobs:
 AMC of Rail and Road Weigh Bridges
 Calibration of Road Weigh Bridges
 Stamping and Testing of CI test weights.
 Maintenance of Marshalling Yard
 Stability test of plant Building and ITS certification
 Testing and certification of tools, tackles, lifting machinery
 Testing of Pressure vessel
 Safety Audit
 Refilling of fire extinguisher
 Renewal of Factory License
 Consent to operate
 Renewal of disposal of hazardous waste
 Payment of Water Cess
 Stamping of Road Weigh Bridge, HSD diesel Pump, weighing machine
 Electrical inspection fees
 Road Tax, Rout Tax, Insurance, Pollution, Permit,
 Fitness Certificate of Pay loader/ trucks
Reports:
Database of all the perennial jobs along with their time period and deadline.
ANPM SUB WSH 06
PROCESS : Preventive (Time Based) Maintenance of Washery equipment
Objective:
 To plan & execute maintenance of an equipment/assembly/sub-assembly on a time-based
schedule to achieve zero breakdowns in washery shifts.
Description:
This process consists of the following steps:

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 Preventive Maintenance Job Planning – Generation of daily job schedule based on


assigned frequency, pending jobs inclusion, job requisitions from other sections /
agencies, job prioritization.
 Resource Arrangement – Arrangement of various resources like manpower, tools,
tackles, spares, centralized agency support requisition.
 Job Execution – Job allocation, shutdown arrangement, giving work instructions, safety
instructions and standard maintenance practices, job execution and completion,
shutdown clearance and equipment handover for testing / trial run.
 Information Recording and Report generation – Recording job compliance in logbooks /
other registers and files, earmarking pending jobs, logbook entry, housekeeping points
and miscellaneous MIS report generation.
Reports generated:
1. Equipment wise Preventive Maintenance Data (Section-wise if possible)
SUB-PROCESSES: 6.1 Preventive Maintenance Job Planning
Objective:
To generate a prioritized planned job list for preventive maintenance process
Description
 Get time based maintenance schedule (including pending jobs list).
 Incorporate action plan generated from root cause analysis done for earlier breakdowns.
 Include job requisitions from other sections / agencies.
 Compile and prioritize above jobs.
Reports generated:
1. Jobs completed and pending
SUB-PROCESSES: 6.2 Resource Arrangement
Objective:
To identify and arrange resources required for execution of normal scheduled and prioritized
preventive maintenance job list
Description:
 Identify and arrange tools / tackles / spares required for job execution.
 Give requisition for support required from centralized maintenance / service agencies
and confirm availability.
Reports generated:
1. Spare parts / Consumables requirement
SUB-PROCESSES: 6.3 Job Execution
Objective:
To allocate and execute planned jobs as per standard maintenance practices with due diligence
to safety and other statutory norms
Description:
 Arrange shutdown of equipment if required.
 Allot jobs and provide work instructions & safety instructions
 Issue required tools, tackles and spares.
 Execute planned jobs as per standard maintenance practices.

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 Upon completion of jobs do testing / take trial of equipment wherever possible.


 Clear shutdown and give intimation to concerned agencies / authorities.
Reports generated:
1. Equipment wise job execution data
SUB-PROCESSES: 6.4 Information Recording and Report generation:
Objective:
To compile record and distribute all information generated during preventive maintenance
process in required formats
Description:
 Entry of job compliance details in logbooks / equipment history register / PC system.
 Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system
 Generate MIS reports as and when required from PC system
 Distribution and use of reports as and when required.
Reports generated:
1. Equipment wise, Washery wise progressive data on preventive Maintenance
ANPM SUB WSH 07
Process :Breakdown Maintenance
Objective:
To repair equipment breakdowns in shortest possible time and to revive the equipment /system at
the earliest
Description:
This process consists of the following steps:
1. Breakdown Assessment – receive breakdown information, inform concerned authorities,
inspect equipment to ascertain the cause / extent of damage, list jobs to be carried out.
2. Resource Arrangement – assess resources requirement and their availability. Urgent
requisition for spares is placed if required. If breakdown cannot be liquidated with in-
house resources, then outsourcing is done as per company procedure.
3. Breakdown Repair– Place request for Breakdown repair time and on the scheduled time,
execution of listed jobs as per safety / other statutory norms and go ahead for
operation.
4. Breakdown Job Recording and Report generation – recording breakdown repair details
(critical failures, delay / downtime, jobs done / carried over to next shift, resources
utilized etc.) in logbook / other registers, files / stand-alone PC, housekeeping points and
necessary MIS report generation.
Reports generated:
1. Equipment wise breakdown data & downtime
SUB-PROCESSES: 7.1 Breakdown Assessment
Objective:
To make a list of jobs to be executed for breakdown liquidation
Description:
 Upon receiving breakdown report take feedback of shop operations to ascertain
requirements.
 Inform concerned authorities / higher-ups.

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 Inspect equipment to assess extent of damage and cause also if possible.


 Check and refer to equipment breakdown history for similarity with earlier break downs, if
available.
 Make a list of jobs to be carried out for breakdown liquidation.
Reports generated:
1. Breakdown reports along with inspection report
SUB-PROCESSES: 7.2 Resource Planning and Arrangement
Objective:
To generate resource requirements and check for in-house availability
Description:
 If available place urgent requisitions for help required from centralized service /
maintenance agencies.
 If resources are not available in-house then proceed for out-sourcing as per prevalent
company procedure.
Reports generated:
1. Data of jobs to be outsourced
SUB-PROCESSES 7.3 Breakdown Repair
Objective:
To execute listed jobs for breakdown repair in shortest and most effective way possible
Description:
 Carry out listed jobs with due diligence to work instructions, safety norms and
statutory norms.
 Do equipment testing / trial.
 If successful give go-ahead for operation.
Reports generated:
1. Breakdown Repair and successful re-starting report
SUB-PROCESSES: 7.4 Breakdown Job Detail Recording and Report Generation
Objective:
To compile, record and distribute all information / data generated during breakdown
maintenance process in required formats
Description:
 Entry of job execution details in logbooks / equipment history register / PC system
 Generate MIS reports as and when required from PC system/ specified registers /
logbooks.
Reports generated:
1. Equipment wise breakdown details and downtime data (Section wise)
ANPM SUB WSH 08
Process : Spares Management
Objective:
To procure spares of right quantity & quality at right time from right source at right price
Description:

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This process broadly consists of the following steps:


 Requirement planning for stores and spares
 Indenting and sending requirements to centralized agencies for procurement / manufacture
/ reconditioning (In-house / External)
 Collection / Receipt, storage and issue
 Upkeep of all records pertaining to the process
Reports generated:
1. Section wise status of indents
2. Section wise status of purchase orders
3. Consumption pattern of any given item
4. Complaint sheet for defective material
5. Group wise/shop wise spare consumption list
6. Centrally procured items list Shop/Section wise inventory position on real time basis
SUB-PROCESS: 8.1 Requirement Planning
Objective:
To accurately forecast annual requirement of stores and spares and initiate procurement action as
and when required
Description:
2. Compile annual requirement on the basis of maintenance plan, past consumption, stock
and dues in.
3. Prepare make item list, buy item list, and reconditioning item list.
4. Move proposal for cataloguing of initial items if required.
5. Raise note sheet for emergency procurement by cash purchase route as per procedure.
Reports generated:
1. List of spares indented and status update.
SUB-PROCESS: 8.2 Procurement/Collection, Inventory & Issue
Objective:
 Collect / Receive stores and spares items and issue them as per maintenance job
requirements
 Update all records for ready reference
Description:
 Based on delivery information received (from central stores) raise Stores Issue Voucher
for collection of stores and spares.
 Get approval from designated authority.
 Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue
Voucher register, indent register etc.
Reports generated: Material receipt and issue status
ANPM SUB WSH 09
Process : Maintenance Budgeting
Objective:
To plan annual maintenance expenditure

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Description:
1. The budget process starts with a formal notice sent by Budget department to all
departments for preparation of the draft budget for onward transmission to finance
department for final approval.
2. Budget is prepared based on requirement of stores & spares, repair & maintenance and
miscellaneous administrative expenses planned for the next financial year. This forecast
is based on the maintenance expenditure incurred in the previous year.
3. This proposed budget in the prescribed format then sent to cost control department
after approval of competent authority. Cost controls compile all proposals, take approval
of competent authority and give feed back to the user department.
4. Once the budgets are approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated:
1. Department wise allocated budget
2. Provision for printing of budget proposal.
3. Department wise approved budget vs. actual utilization
Functional Requirement Specification (FRS) for E&T Department function at CIL and Subsidiary
Level
ANPM SUB ENT 01
PROCESS: To manage Mobile connection/ Landline connection / Data cards to employees
Objective:
 To manage mobile connections/ landline connections/ data cards to employees
Description:
This process consists of the following steps:
 Collection of Applications from eligible employees duly authenticated by the Area
Personnel Department/ HOD (E&T)
 Procurement and distribution of the SIMs
 Billing Process
Bills received from the service provider are checked and sent to Finance for payment
 Seeding of the employee wise bill in the system :
Entering the employee wise bill data in the system from the soft copy provide by the
service providers and recovery from salary if the bill exceeds the certain preset limit as
per his/her rank.
Reports generation: Monthly report of deductions made employee wise
ANPM SUB ENT 02
PROCESS: Centralized Procurement of P & M items
Objective:
 To ensure availability of equipment as per schedule and to have the updated status of
equipment indented.
Description:
This process consists of the following steps:
 Entry of indent by the indenting units

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 After receiving one indent of any P & M from any mine, the same is processed for
approval and financial concurrence.
 Compiling the requirement received over a period of time and initiating procurement
action as per a schedule.
 Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department.
 After compiling the technical specification and commercial matter, MM department. will
sent the case for technical vetting of the NIT.
 After opening of the bids, Material Management department, will send the same for
technical evaluation
 After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department. for recycling of documents from the
bidder.
 After receipt of recycled documents from the bidders through mm department.,
conclusive technical scrutiny is done and forwarded to mm department for placement in
tender committee meeting. Members of technical department will participate in TC
meeting
 After approval of tenders, order will be prepared for placement of final purchase order
 Updation of Supply status
Report Generation: Nil
ANPM SUB ENT 03
PROCESS: Centralized Procurement of Revenue items against Material Budget
Objective:
 Streamlining of procurement of centralized items and to have the updated status of
centralized store items required.
Description:
This process consists of the following steps:
 Communication to areas for submission of requirement of different centralized items
as per the schedule.
 Submission of Material Budgets by the areas
 After receiving indent/material budget of different areas, the same will be processed for
stores vetting, approval and budget
 Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department
 After compiling the technical specification and commercial matter, MM department. will
sent the case for technical vetting of the NIT.
 After opening of the bids, Material Management department, will send the same for
technical evaluation
 After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department for recycling of documents from the bidder.
 After receipt of recycled documents from the bidders through mm department.,
conclusive technical scrutiny is done and forwarded to mm department for placement in

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tender committee meeting. Members of technical department will participate in TC


meeting
 After approval of tenders, order will be prepared for placement of final purchase order
 Updation of Supply status
Report Generation: Nil
ANPM SUB ENT 04
PROCESS: Authorization of centralized store items to areas
Objective:
 Streamlining of issue of centralized stores items from HQs and to have an updated status
Description:
This process consists of the following steps:
 Entry of approved MB provision for each centralized item
 Requisition from areas for release of items
 Release of materials from company HQs and entry of release orders
 Entry of issue details by areas
 Entry of mine wise/ unit wise usage
 Compilation of the data received from the area with MB provision on monthly basis for
identifying the status of issue of material- vis – a vis MB provision
 Submission of the data to higher authorities on need basis -
ANPM SUB ENT 05
PROCESS: Coordination with areas, equipment suppliers, AMC holders, ISPs,
Objective:
 Timely action on critical issues
Description:
This process consists of the following jobs:
1. To communicate with the areas for following issues for their resolution
a) Delay in delivery status of equipment and spares as reported by areas
b. Service support related deficiency as reported by areas
c) Warranty replacement of spares, subassemblies as reported by areas
2. Maintenance of records for survey off and grounding of equipment as reported by areas
companies
3. Identification of obsolete equipment
4. Follow up on urgency of the spares, services etc. of the areas up at company level
5. Follow up with ISPs for reliable connectivity, excess billing, bill correction etc.
6. Follow up with ISPs for service issues
Reports generation: Nil
ANPM SUB ENT 06
PROCESS: Centralized award of annual maintenance contract
Objective:
 Streamlining of Annual Maintenance Contracts

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Description:
This process consists of the following steps:
 Entry of all Annual Maintenance contracts finalized centrally
 Entry of commencement date of AMC by the users
 Entry of performance of execution of the contract by AMC holders
 Taking corrective action for below par performance
 Taking timely action for finalization of fresh contract.
 Compilation of the data for renewal of AMCs
 Submission of the report to higher authorities on need basis -
Report Generation: Nil
ANPM SUB ENT 07
PROCESS: Survey off of equipment
Objective:
 Streamlining the survey off process of equipment
Description:
This process consists of the following steps:
 Entry of all Survey off proposals processed by the areas
 Entry of approval of survey off proposal
 Entry of indent for replacement purpose
 Status of receipt of replacement equipment
 Entry of grounding of surveyed off equipment
 Entry of deposit of surveyed off equipment at stores
 Entry of disposal of survey off equipment
 Compilation of the data
 Submission of the report to higher authorities on need basis -
Report Generation: List of surveyed off equipment with replacement and disposal status
ANPM SUB ENT 08
PROCESS: Management/monitoring of E&T Assets
Objective:
 Streamlining the management E&T Assets
Description:
This process consists of the following steps:
 Record keeping of all the technical and historical data of the assets
 Equipment breakdown/ repair history
 Compilation of the data
 Submission of the report to higher authorities on need basis -
Report Generation: Historical data

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ANPM SUB ENT 09


PROCESS: Management/monitoring outsourcing contracts
Objective:
 Streamlining the management outsourcing contracts
Description:
This process consists of the following steps:
 Estimate preparation and approval
 Tendering and award of work
 Post award management like monitoring of work progress
 Bill payment and release of security deposits etc.
 Management of contractual employee benefits like re-imbursement of CMPF etc.
 Keeping record of contractual employees
Report Generation: Historical data
ANPM SUB ENT 10
Process : Service request management
Objective:
 Streamlining the management services related requests
Description:
This process consists of the following steps:
 Lodging of the service request by the user e.g. Broadband /landline failure etc.
 Forwarding service request to concerned service provider
 Monitoring and follow of the request lodged
 Closing of the service request
Report Generation: Historical data

Functional Requirement Specification (FRS) for


System Infrastructure
ANPM SYS F 01
Process: System Asset & Logistics Management
Objective:
 To manage effectively the hardware & networking resources etc. maintained by system
department and ensure immediate redressal of breakdowns and also to ensure optimum
system availability.
Description:
This process consists of the following steps:
1. Total no. of computer hardware such as Servers, Storage PCs, Printers & Scanners etc.
2. Location wise details of such hardware items.
3. Purchase order & AMC details of such hardware items.
4. The breakdown details of such hardware items.
5. Total No. of networking equipment under system department jurisdiction.
6. Location wise details of such networking items.

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7. Purchase order & AMC details of such networking items.


8. The breakdown details of such networking items.
9. Total No. of various UPS under system department jurisdiction.
10. Location wise details of various UPS.
11. Purchase order & AMC details of various UPS’.
12. The breakdown details of various UPS.
13. Locational history details of all assets. (eg. Change of ownership/user/department/area/unit
etc.)
Reports to be generated
1. Periodical System availability Report. (System wise/S.I wise/Location wise)
2. Location wise Daily Breakdown Status Report
3. Location wise system asset details Report
4. Survey off Report
5. Advance alert report for completion of rental period.
6. System Asset location history (as a system asset changes locations in its life time)
7. System breakdown history
8. Calculation of bill deduction statements depending on AMC terms & conditions.
9. Auto generated SMS alerts on system breakdown to the vendors/Service Integrators as well
as to the concerned system executives at HQ.
10. Any ad hoc report
ANPM SYS F 02
Process: System consumables & stationery Inventory Management
Objective:
 To manage effectively the system consumables such as printer cartridges &
stationery etc. used at HQ
Description:
This process consists of the following steps:
 Creating & maintaining a database of :
1. Inventory of computer consumables & stationery etc.
2. Location (Unit/Area/Department.) wise details of such items.
3. Purchase order details of such items.
4. Receipt & issue details of such items
5. Rate Contract Details
Reports to be generated
1. Periodical stock Report item wise at HQ & Area Level.
2. Safety Stock & Re-order level report of such items
3. Location (Unit/Area/Department.) wise consumption report
4. Location (Unit/Area/Department.) wise Receipt report of such items
5. Location (Unit/Area/Department.) wise Purchase Order Report
6. Rate Contract wise off-take details Report
7. Any ad hoc report
ANPM SYS F 03
Process: Monitoring of Turnkey Projects
Objective:

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 To monitor turnkey projects such as MPLS services, CAMPUS LAN, OITDS & VTS
for processing bills.
Description:
This process consists of the following steps:
1. Capturing uptime details for MPLS services
2. Capturing uptime details for Weigh Bridge connectivity
3. Capturing uptime details for LAN at various locations
4. Capturing uptime details for OITDS (Operator Independent Truck Dispatch System)
5. Capturing uptime details for VTS (GPRS based Vehicle Tracking System along with CCTV and
IP Cameras at Weigh Bridges)
Reports to be generated
1. Uptime Report for MPLS services
2. Uptime Report for Weigh Bridge connectivity
3. Uptime Report for LAN at various locations
4. Uptime Report for OITDS (Operator Independent Truck Dispatch System)
5. Uptime Report for VTS (GPRS based Vehicle Tracking System along with CCTV and IP
Cameras at Weigh Bridges)
6. Any ad hoc report
ANPM SYS F 04
Process: Procurement of Centralized items
Objective:
 To ensure availability of equipment as per schedule and to have the updated status of
equipment indented.
Description:
This process consists of the following steps:
 Entry of indent by the indenting units (departments.)
 After receiving the indents of an item from units, the same is compiled and processed
for approval and financial concurrence.
 Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department for tendering.
 After preparation of the NIT, MM department. Sends the case for technical vetting by
Systems Department.
 After opening of the bids, Material Management department, will send the same for
technical evaluation
 After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department for recycling of documents from the bidder.
 After receipt of recycled documents from the bidders through mm department.
Conclusive technical scrutiny is done and forwarded to mm department for placement in
tender committee meeting. Members of technical department will participate in TC
meeting
 After approval of tenders, order will be prepared for placement of final purchase order
 Updating of Supply status
 Inspection and acceptance of the items prior to their distribution/ issue
Report Generation:

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ANPM SYS F 05
Process: Procurement of Centralized Revenue items
Objective:
 Streamlining of procurement of centralized items and to have the updated status of
centralized store items required.
Description:
This process consists of the following steps:
 Communication to departments/Areas/Units for submission of requirement of different
centralized items as per the schedule.
 Submission of Material Budgets by the departments/Areas
 After receiving indent/material budget of different departments/Areas/Units, the same
will be processed for stores vetting, approval and budget
 Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department
 After compiling the technical specification and commercial matter, MM department. will
sent the case for technical vetting of the NIT.
 After opening of the bids, Material Management department, will send the same for
technical evaluation
 After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department for recycling of documents from the bidder.
 After receipt of recycled documents from the bidders through mm department.,
conclusive technical scrutiny is done and forwarded to mm department for placement in
tender committee meeting. Members of technical department will participate in TC
meeting
 After approval of tenders, order will be prepared for placement of final purchase order
 Updation of Supply status
Report generation :
ANPM SYS F 06
Process: Authorization of centralized store items to departments against material budgets
Objective:
 Streamlining of issue of centralized stores items from concerned department at HQ and to
have an updated status
Description:
This process consists of the following steps:
 Entry of approved Material Budget provision for each centralized item
 Requisition from departments/Areas/units for release of items
 Release of materials from concerned department at HQ and entry of release orders
 Entry of issue details by departments/Area/units
 Entry of department/Area/Unit wise usage
 Compilation of the data received from the department/Area/Unit with MB provision on
monthly basis for identifying the status of issue of material- vis – a vis MB provision

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ANPM SYS F 07
Process: Coordination with Departments, equipment suppliers, SI/AMC holders, ISPs
Objective:
 Timely action on critical issues
Description:
This process consists of the following jobs:
 To communicate with the areas for following issues for their resolution
a) Delay in delivery status of equipment and spares as reported by departments
b. Service support related deficiency as reported by departments
c) Warranty replacement of spares as reported by departments
 Maintenance of records for survey off of equipment as reported by departments
 Identification of obsolete equipment
 Follow up on urgency of the spares, services etc.
 Follow up with SI/ISPs for reliable connectivity.
 Follow up with SI/ISPs for service issues
ANPM SYS F 08
Process: Centralized award of annual maintenance contract
Objective:
 Streamlining of Annual Maintenance Contracts
Description:
This process consists of the following steps:
 Entry of all Annual Maintenance contracts finalized centrally
 Entry of commencement date of AMC by the users
 Entry of performance of execution of the contract by AMC/SI holders
 Taking corrective action for below par performance
 Taking timely action for finalization of fresh contract.
 Compilation of the data for renewal of AMCs
ANPM SYS F 09
Process: Survey off of equipment
Objective:
 Streamlining the survey off process of equipment
Description:
This process consists of the following steps:
 Entry of all Survey off proposals processed by the concerned department/Area/unit
 Entry of approval of survey off proposal
 Entry of indent for replacement purpose
 Status of receipt of replacement equipment
 Entry of grounding of surveyed off equipment
 Entry of deposit of surveyed equipment at stores
 Entry of disposal of survey off equipment

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 Compilation of the data for onward submission.


Report Generation:
1) List of surveyed off equipment with replacement and disposal status
2) List of equipment going to complete its sanctioned/rated life as per CIL guidelines.

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FUNCTIONAL REQUIREMENT SPECIFICATIONS OF HOSPITAL MANAGEMENT SYSTEM

List of processes
Process Process Name
No.
01 Patient Registration
02 Out-patient Department (OPD)
03 In-patient Department (IPD)
04 Sick-Fit Certificate
05 Pathology
06 Pharmacy

07 Radiology
08 Medical Store

09 Scheduling Doctors/ Nurses

10 Periodical Medical Examination (PME)

11 Operation Theatre (OT) Scheduling

12 Patient Billing
13 Telemedicine
14 Electronic Medical Record Keeping
15 Insurance Management
16 Picture Archiving and Communication System (PACS)

PROCESS 01: Patient Registration


SUB PROCESS 01 (i): Self-Registration by Patient
Objective:
 Self-registration by an employee and his/her dependents.
Description:
1. When patient visits hospital he/she can register himself/herself by swiping his/her smart
card in reception kiosks.
2. He/ She can select OPD type (i.e. Medicine, ENT etc.) on the basis of his/ her symptoms and
subsequently select doctor to be consulted.
3. Then an OPD slip is generated by kiosk and queue number is assigned.
Information required on Screen to carry out the functions:
1. List of OPD clinics
2. Days & Timing of OPD clinics

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3. Name of doctor(s) available for OPD service


Responsible Person
Employee OR Dependents
Reports:
a. OPD clinic wise doctor wise summary report
b. Any other related report as required
SUB PROCESS 01 (ii): Assisted Registration
Objective:
1. If the patient/attendants are not able to select the appropriate OPD or if the patient is
illiterate, then assistance will be provided by Reception/ registration desk.
2. Retired Executives, Retired wage-board employees, Contractual workers, Employees of
Approved schools and poor patients under CSR will also utilize assisted registration
Description:
When a patient is not able to use self-service kiosks, he/she can approach the reception/ registration
desk for assisted issue of OPD registration slip by input of unique id number.
Retired executive, if received treatment in company hospital/dispensary, he will be billed and 40% of
the billed amount will be deducted from the balance available entitlement.
Information required on Screen to carry out the functions:
1. List of OPD clinics
2. Days & Timing of OPD clinics
3. Name of doctor(s) available for OPD service
Responsible Person
Registration clerk
Reports:
a. OPD clinic wise doctor wise summary report
b. Any other related report as required
SUB PROCESS01 (iii): Paid Registration
Objective:
All non-entitled (NE) patients, employees of different companies associated with CIL or its
subsidiaries (like BEML, MPEB, CISF, CMPF etc.) will utilise Cash Counter for registration.
Description:
1. If a non-entitled patient wants to visit OPD doctor, he needs to deposit consultation fee at
Cash Counter and get registered for the OPD service.
2. For patients from other organization (having agreement with CIL or its subsidiaries) need not
deposit OPD consultation fee. It will be directly billed to the company concerned.
Information required on Screen to carry out the functions:
1. List of OPD clinics
2. Days & Timing of OPD clinics
3. Name of doctor(s) available for OPD service
4. List of organization have agreement for treatment of their employees and their dependents
Responsible Person
Registration clerk at cash-counter.

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Reports:
a. OPD clinic wise doctor wise summary report
b. Any other related report as required
PROCESS02: Out-patient Department (OPD)
SUB PROCESS 02 (i): OPD Doctor’s Treatment & Advice
Objective:
 OPD doctor will investigate and diagnose the patient on basis of symptoms. Then doctor will
specify the treatment required and advise certain precautions as needed.
Description:
There will be a display board in waiting room outside each OPD, which will display queue no. of
waiting patients. As soon as the OPD doctor completes diagnosis of ongoing patient, the next queue
number gets highlighted so that the patient is aware of his/her turn.
For examination purpose, OPD doctor will carry out the following functions:
i. Recording patient’s symptoms: Doctor will use Laptop/thin client for recording patient’s
symptoms through selection. Additional notes may also be recorded using Laptop / Thin client.
ii. Examination and Diagnosis: Doctor records all vital parameters including allergy during
examination and select disease from the list populated on the system through his touch screen/ thin
client.
Information required on Screen to carry out the functions:
1. List of ICD,
2. List of medical symptoms corresponding to a disease,
3. List of Vital parameters corresponding to a disease.
4. List of medicines corresponding to diseases.
5. Stock availability of medicines.
6. Prompts in case of stock out.
7. Drug formulary and drug interaction alerts w.r.t selected medicines
Responsible Person
OPD doctor
SUB PROCESS02 (ii): Lab test requisition
Objective:
 OPD doctor can redirect patient for various tests (Pathology, Radiology, ECG, ECHO etc.) as
well as other OPD/IPD/Other Hospital
Description:
1. On basis of patient’s examination, OPD doctor can refer the patient for various test
through his laptop/ touch screen thin client.
2. Concerned department will receive alert on the basis of doctor’s referral.
Information required on Screen to carry out the functions:
1. List of tests corresponding to disease
Responsible Person
OPD doctor

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SUB PROCESS02 (iii): IPD referral


Objective:
 On basis of examination and/or investigation, OPD doctor can refer a patient to get admitted
in ward.
Description:
1. OPD doctor assigns ward to patient. He will be able to see bed availability and demand
bed for the patient.
2. Approval process for bed allotment will be initiated by OPD doctor.
3. HOD will approve the admission in consultation with Matron in-charge of the ward.
4. On approval patient visits corresponding ward and gets admitted.
Information required on Screen to carry out the functions:
Ward wise bed availability with speciality
Responsible Person
OPD doctor
SUB PROCESS02 (iv): Medicine Distribution & OPD Summary Printing
Objective:
1. For patients entitled to get free medicines
2. As soon as the corresponding OPD doctor prescribes medicine, it will be automatically
indented to the pharmacy against patient’s name. So when patient visits pharmacy, he will
get his/her medicine against his OPD registration slip. In case some medicine is not in
stock, the pharmacist will give NA certificate on printout of OPD Summary
Description:
1. OPD doctor prescribes medicine to the patient through laptop / thin client.
2. Pharmacist at medicine distribution counter will receive alert on basis of doctor’s
prescription.
3. OPD prescription will be generated.
4. If required NA certificate will be given on printout of OPD Summary.
Information required on Screen to carry out the functions:
1. Required information to identify patient.
2. List of medicines prescribed.
3. Stock availability of medicines.
4. Prompts in case of stock out.
5. Print option for printing OPD summary
Responsible Person
Pharmacist at Medicine Distribution counters
SUB PROCESS02 (v): Casualty Entitled Patients
Objective:
1. Casualty (Emergency) department caters to emergency patients who may fall under the
following categories:
A) Entitled Patients.
B) Non-entitled Patients.
2. Further the cases may be categorized as Normal or Medico-legal. Both will have separate
approval procedure.

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Description:
1. Seriously ill patients visit Casualty department.
2. Other patients during non-OPD hours also visit casualty department.
3. Based on roster shifts, a doctor along with paramedical staff will be there to cater urgent
needs of patient.
4. Casualty doctor may record symptoms, diagnose, treat and give advice to the patient or
may refer that patient to another OPD or to get admitted to in-doors
5. In case of non-entitled and medico-legal cases, a separate workflow is followed.
Information required on Screen to carry out the functions:
1. Hospital directory
2. Contact details of other Civil/PSU hospitals
3. Stock availability of medicines
4. Bed availability in wards
Responsible Person
Casualty doctor/ Paramedical staff
SUB PROCESS 02 (vi): Casualty Non-Entitled Patients
Objective:
1. Non-entitled patients can also visit the hospital along with/ without NCL employee in
emergency condition.
2. Further the cases may be categorized as Normal or Medico-legal. Both will have separate
approval procedure.
Description:
1. When a non-entitled patient visits emergency, His registration for casualty is required.
During OPD hours his registration will be done at Cash counter of OPD and beyond OPD
hours at Casualty Department. Seriously ill non-entitled patients can report to casualty in
OPD hours.
2. Treating doctor initiates general process of Non-entitled case.
3. Treating doctor recommends that case to CMS in form of alert incase patient failed to
deposit money.
4. If the non-entitled patient comes along with a NCL employee, a consent form is required to
be signed by the NCL employee for admission to ward and details of employee concerned
will be captured in the system
5. With approval of Treating doctor or CMS(if required), the case gets registered.
Information required on Screen to carry out the functions:
1. Casualty registration detail
2. Hospital directory
3. Contact details of other Civil/PSU hospitals
4. Stock availability of medicines
5. Bed availability in all wards
Responsible Person
Treating Doctor

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SUB PROCESS 02 (vii): Casualty Medico-legal Cases


Objective:
1. A medico-legal case is a case of unnatural injury/ illness where the attending doctor, after
eliciting history and examining the patient, thinks that some investigation by law
enforcement agencies is essential to establish and fix responsibility for the case in
accordance with the law of the land.
2. This may be either entitled or non-entitled patient
3. A separate serial number has to be generated for medico-legal cases
Description:
1. A doctor can receive a medico-legal case in any of the three ways –
a) A case is brought by the police for examination and reporting.
b) The person in question was already attended to by a doctor and a medico-legal case was
registered in the previous hospital, and the person is now referred for expert
management/ advice.
c) In the other instances, after history taking and thorough examination, if the doctor feels
that the circumstances/ findings of the case are such that registration of the case as an
unnatural injury/ illness is warranted, he/she will register that case in the medico-legal
register and inform Police.
Information required on Screen to carry out the functions:
Cases that are to be treated as medico-legal
Responsible Person
Treating Doctor
Reports:
All necessary reports
PROCESS 03: In-patient Department (IPD)
SUB PROCESS 03 (i): Nursing Desk
Objective: There will be a nursing desk in each ward inside the hospital which will cater to all the
needs of IPD patients.
Description:
Nursing desk will have diversified workflow in accordance to needs:
a) Receiving of Patient to wards and allocating beds.
b) Vital parameter record updation
c) Updating doses completion status, Lab test requisition
d) Drug requisition from ward store
e) Duty roster preparation for nurses by Matron I/C Indoor
Information required on Screen to carry out the functions:
1. Bed status
2. Vital parameter record (Pulse, Temp., BP and/or any other specific features)
3. Doses chart for every patient
4. Pharmacy stock status

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Responsible Person
Chief Matron/ Nurse

SUB PROCESS 03(ii): Bed Status and Allocation


Objective:
Admission requisition can come from OPD doctor or casualty doctor or from other ward.
Description:
1. Ward requisition alert comes from OPD doctor or casualty doctor or from other ward.
2. Patient will visit corresponding ward’s nursing desk with registration done at casualty.
3. Nurse will assign bed to the patient.
Information required on Screen to carry out the functions:
Bed availability
Responsible Person
Chief Matron/ Nurse
SUB PROCESS 03(iii): IPD Doctor’s Examination and Advice
Objective:
1. Doctors will visit wards for periodical check-up of ward’s patient for monitoring the progress
of patient’s health.
2. Vital parameters will be available as recorded by nursing staff.
3. Results of Lab Tests will be available along with X-rays, ECG etc.
4. Doctor’s will enter recommendations on TAB/hand held device.
5. He should be able to refer to another ward, operation theatre or consultation of other
doctors.
6. The availability of these facilities will be visible and workflow may be initiated from the
ward.
Description:
1. Doctors visit corresponding ward according to roster.
2. During each visit case sheet of that patient is updated.
3. Doctor may prefer lab test, other investigations or may advice certain prescription to the
patient.
4. After doctor’s visit, the above details are required to be filled by nurses in nursing desk.
5. The workflow of referral may be initiated on doctor’s advice.
Information required on Screen to carry out the functions:
1. List of admitted patients,
2. Ward wise availability of beds
3. OT day-wise schedule
4.Availability of Stock of medicines/ equipment/ linen etc.
Responsible Person
Doctor on Round

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SUB PROCESS 03(iv): Medical Consumable and Drugs Requisition


Objective:
Nursing staff can send requisition for drugs and consumables to pharmacy and store for the patients
admitted in the wards
Description:
1. Medicine can be requested from pharmacy through nursing desk by ward I/C matron/nurse.
2. Nursing desk will receive an alert, as soon as medicines are ready for dispatch.
3. After acknowledgement from nursing desk, the quantity is deducted from online inventory.
Information required on Screen to carry out the functions:
Stock availability in ward
Responsible Person
Nurse/ Ward Nurse In-charge/ Matron In Charge
SUB PROCESS 03(v): Patient Parameters Monitoring
Objective:
Through nursing desk, each patient’s parameters can be monitored, and in case parameters are
abnormal, it is reported to concerned doctor.
Description:
1. Each patient’s parameters are monitored through nursing desk by the shift nurse.
2. In case of any abnormalities, it is alerted in nurse terminal and later communicated to
concerned doctor.
Information required on Screen to carry out the functions:
Bed wise patient’s vital parameters
Responsible Person
Nurse
SUB PROCESS 03(vi): Lab test requisition and status.
Objective:
During ward visit, doctor can refer patient for lab test. Through nursing desk, lab test status can also
be fetched.
Description:
1. On basis of patient’s examination during ward visit, doctor can refer patient admitted for lab
test.
2. Lab test requisition is generated at nursing desk.
3. Pathology will receive alert on basis of doctor’s referral.
4. In case any specific lab test facility(ies) is/are not available in that hospital, it may be
referred to outside lab(s) after obtaining approval of CMS.
Information required on Screen to carry out the functions:
List of Lab tests corresponding to disease provisionally diagnosed
Responsible Person
Nurse
SUB PROCESS 03(vii): Duty roster- Nurses
Objective:

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There will be a roster for nurses, by which nurses will be assigned shifts for monitoring the progress
of patient’s health.
Description:
1. On the basis of wards and bed allocation, nurse’s duty roster is prepared by chief matron,
which will be approved by in-charge as appointed.
2. Nurses visit ward according to roster shifts.
3. During each such visit, case sheet history of that patient is updated.

Information required on Screen to carry out the functions:


1. List of Nurses
2. Ward details
Responsible Person
Chief Matron
SUB PROCESS 03(viii): Discharge and referral
Objective:
1. During periodical checkup in ward by doctor, if doctor finds patient in better condition, then
the patient may be advised for discharge.
2. During periodical checkup in wards, if the doctor feels that the patient should be transferred
to any other specialty hospital, then referral process is initiated by the treating doctor in
consultation with HOD.
3. Approval of the medical board constituted by company is required for referral.
Description:
1. Doctor may advise patient for discharge during periodical check-up in ward.
2. In case of referral, a referral order/latter in pre-defined format is given to the patient.
Information required on Screen to carry out the functions:
1. List of admitted patients in the ward
2. Status of patient as advised by doctor.
Responsible Person
1. Ward In-charge doctor
2. CMS for referral of entitled patients/ Treating doctor
PROCESS 04: Sick-Fit certificate
SUB PROCESS 04(i): Sick Certification for Employee
Objective:
When a NCL employee visits company hospital and the consulting doctor advises him rest due to
health reasons for a specific period, he will report to Project doctor for sick
Description:
1. On basis of patient health issues, doctor may advise to give sick certificate to the patient
mentioning the number of days of rest.
2. This requisition will be reflected in hospital/dispensary of concern project.
Information required on Screen to carry out the functions:
1. List of medical symptoms corresponding to disease.
2. List of Vital parameters needed to be checked corresponding to disease..
Responsible Person

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OPD doctor
SUB PROCESS 04(ii): Private Sick Certification
Objective:
1. When a NCL employee brings a certificate issued by a non-company medical practitioner
beyond a specified period, it may be required to be verified as follows:
a) Up to 15 days project doctor.
b) Up to 90 days HOD of project medical establishment.
c) Above 90 days medical board of company.
Description:
1. Patient comes with private medical certificate to a company doctor, duly referred by his
controlling officer or/and Area Medical Officer of concern unit.
2. Company doctor verifies the medical certificate, based on the medical condition of the
reporting employee to ascertain if the employee is fit to resume duty.
3. Fitness certificate will be issued by company doctor after observing laid down norms.
4. On the basis of this fitness certificate, controlling officer may allow the employee to resume
duty.
Information required on Screen to carry out the functions:
1. Doctor ID
2. Patient ID
3. Name of private hospital, Doctor’s name, Date of certificate, Serial no. of certificate. Period
of rest advised. Whether sick certificate was issued and deposited prior to the fit certificate?
Verification date, Issue of fitness certificate, Diagnosis by the Private Medical Practitioner.
Responsible Person
Company Doctor
SUB PROCESS 04(iii): Fitness certificate by Company doctor
Objective:
After taking rest as advised by doctor, patient revisit the hospital for check up.
Description:
1. On basis of check-up, doctor may provide fitness certificate to the patient.
2. Finally, the Fitness certificate is issued to the patient by the hospital/dispensary of
concerned project.
Information required on Screen to carry out the functions:
Patient history
Responsible Person
OPD doctor

PROCESS 05: Pathology


SUB PROCESS 05(i): Lab Test Registration for OPD Patients
Objective:
1. The laboratory module starts with the receipt of online requests for tests advised by doctors.
2. Laboratory personnel can also generate requests. This facilitates investigations for referral
patients.
3. Tests are grouped under various sections and sample types (specimens).

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Description:
1. Based on the request, dashboard notifies the patient of his turn. Patient would enter the lab
as per his turn and give sample to the lab technician/ authorised official who would generate
a sample number for tracking, reporting etc.
2. The patient is notified about time and date of collection of investigation reports. Results can
be based on the sample type.
3. Results can be entered for either one or multiple tests. If the test result requires approval,
the supervisor has to approve the result.
4. Test results are also available to concerned doctors.
5. Test reports can be made confidential if required

Information required on Screen to carry out the functions:


Prescribed Lab Tests
Responsible Person
Lab technician/ authorized official
SUB PROCESS 05(ii): Sampling and Bar-coding of Test Samples.
Objective:
When a patient visits concerned lab to offer his sample, the sample is bar-coded.
Description:
1. The laboratory module starts with the receipt of online requests from doctors or Patient
may visit concerned lab with lab slip.
2. Lab attendant takes test sample from patient.
3. The sample is bar-coded.
4. Pathologist manually checks the test reading.
5. Then the test reading is entered in the system
Information required on Screen to carry out the functions:
Lab test alerts
Responsible Person
Lab technician/ authorized official
SUB PROCESS 05(iii): Acquisition of data from DICOM compliant equipment
Objective:
If the sample is to be tested through DICOM compliant equipment, then the application
should acquire data from that equipment.
Description:
1. The sample is tested through DICOM compliant equipment.
2. Application takes test result from the equipment and updates the test report automatically.
3. That test report is verified by the concerned doctors.
Information required on Screen to carry out the functions:
Test result from DICOM
Responsible Person
Pathologist
SUB PROCESS 05(iv): Entry of Investigation reports- Bar code linking
Objective:

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Whenever the testing equipment is not DICOM compliant, the test result is manually
entered by concerned person and approved by the pathologist and later mapped to the
patient report through bar code.
Description:
1. The sample is tested through non-DICOM compliant equipment.
2. The test result is manually entered by concerned person into the system.
3. Supervisor/ Pathologist approve the test report.
Information required on Screen to carry out the functions:
1. Patient ID
2. Lab Test
Responsible Person
Pathologist
Aspirations:
Automated system of test result updation by introduction of intermediate H/w or S/w
SUB PROCESS 05(v): Issue of test report to ward/ OPD doctors/ Patient
Objective:
Sample is tested and test report is generated and dispatched to corresponding wards and
OPDs.
Description:
1. Bar-coded samples are tested.
2. Test report is forwarded to Pathology H.O.D/Pathologist for approval.
3. After approval it can be accessed by corresponding wards and OPDs
Information required on Screen to carry out the functions:
List of bar-coded samples with patient ID.
Responsible Person
Pathologist
SUB PROCESS 05(vi): Lab Test through Non-entitled Lab
Objective:
Some lab tests which are not carried out within the hospital are referred to outside Labs
Description:
Proposal is initiated by the treating doctor and after getting approval of competent
authority, pathologist will issue order for tests to be done in outside lab
Information required on Screen to carry out the functions:
List of approved outside labs. .
Responsible Person
Pathologist

PROCESS 06: Pharmacy


SUB PROCESS 06(i): Medicine packaging in advance
Objective:

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Pharmacy will pack medicine in accordance to the list of medicine prescribed by OPD doctor
to a patient.
Description:
When medicine alert comes from doctor, Dispensary Pharmacist starts packaging the
medicines for individual patients. After medicine packing is complete, the status is updated
by pharmacist
Information required on Screen to carry out the functions:
Medicine alert from OPD/ IPD doctors
Responsible Person
Dispensary Pharmacist
SUB PROCESS 06(ii): Distribution of medicine against Patient card/ ID
Objective:
1. Patient visits dispensary to take his pack of medicines.
2. The packed medicine is given to him after checking patient’s smart card.
Description:
1. Patient visits dispensary to take his pack of medicines.
2. The packed medicine is given to him after checking patient’s smart card.
3. The delivery status is updated accordingly
Information required on Screen to carry out the functions:
Medicine alert from OPD/ IPD doctors
Responsible Person
Dispensary Pharmacist

PROCESS 07: Radiology


SUB PROCESS 07(i): Test Registration
Objective:
1. The Radiology module caters to services such as x-ray, ultra sound, CT scan, MRI,
Mammography etc. The system stores all the result details of various tests and
makes a report based on the test results.
2. The Radiology module starts with the receipt of online requests from doctors. .
Description:
1. At the registration counter of Radiology Department, Patient should get registered
for the test and get appointment date.
2. On scheduled date patient should report for the test.
Information required on Screen to carry out the functions:
Prescribed Radiology Tests
Responsible Person
Person at Radiology Registration and Patient
SUB PROCESS 07(ii): Entry of investigation report by radiologist
Objective:

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Whenever the equipment is not DICOM compliant, the test result needs to be manually
entered by concerned technician and is approved by the radiologist. .
Description:
Radiologist checks the test reading. Then the test reading is entered in the system.
Information required on Screen to carry out the functions:
Patient ID
Prescribed Radiology Tests
Responsible Person
Radiologist
SUB PROCESS 07(iii): Test report issued to ward/ OPD doctors/ Patient
Objective:
1. Test report is generated and made online for use at corresponding wards and OPDs.
2. Patients can also collect test report from radiology department.
Description:
Test report and images can be accessed by corresponding wards and OPDs.
Patient can also collect test report and films (if any) from Radiology department..

Information required on Screen to carry out the functions:


Patient ID
Responsible Person
OPD Doctor/ Ward/ Patient

PROCESS 08: Medical Store


SUB PROCESS 08(i): Purchase of medicines and consumables from imprest fund
Objective:
Sometimes hospitals procure medicine and other consumables from imprest fund and it may
be issued to the concerned units. Generation of supply order.
Description:
1. Based on medicines’ arrival, medical store updates the status.
2. Ward can check the status of Local medicine through web or kiosk.
3. Based on status wards can collect medicine from dispensary.
Information required on Screen to carry out the functions:
1. List of Medicine/consumables gone for LP
2. Quantity required
Responsible Person
Medical store personnel
SUB PROCESS 08(ii): Bulk Local Purchase (LP) of medicine
Objective:
1. Bulk LP is done by MM department in case of non-availability of stock-receipt from
Central Medical Store from CMO/CMS LP fund
2. CMS is empowered to register bulk local purchase

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3. Receipt of medicine is updated by Central Medical store on the system


Description:
Purchasing is done as per laid down norms of the company.
Information required on Screen to carry out the functions:
List of all medicine
Responsible Person
Medical store personnel
SUB PROCESS 08(iii): Medical Store Inventory Management
Objective:
1. To meet all statutory requirements of a medical store
2. Receipts & Issues to Patients/ Wards/ Dispensary
3. Medical Store may receive drug requisition alert from Dispensary/ Wards/ Doctors.
4. Alert for drugs having less self-life
5. List of fast and slow moving items
Description:
1. Medical Store inventory is reflected in the system.
2. Medical store may receive requisition of medicines from Pharmacy/ Wards/ Doctors.
3. Based on requisitions, medicines are dispatched to different wards and dispensary
and the online inventory status are updated accordingly.
4. Alert for medicine to be expired after a system defined period
Information required on Screen to carry out the functions:
1. Medicine ID
2. Quantity required
3. Ward No./ Pharmacy
Responsible Person
Medical store personnel
SUB PROCESS 08(iv): Annual Medicines indent
Objective:
Annual indent of medicine is prepared on basis of requisition from different departments
within the hospital.
Description:
1. Requisition of medicine comes from different departments.
2. All the requisitions are consolidated and annual indent is prepared.
3. Then the annual indent is forwarded to CMS office.
Information required on Screen to carry out the functions:
Drug requisition from different departments/hospitals/dispensaries.
Responsible Person
Doctors, Pharmacists and Concerned Medical store personnel

PROCESS 09: Scheduling Doctors/ Nurses


SUB PROCESS 09(i): Nurses roster bookings

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Objective:
There will be a roster for nurses; nurses will be assigned OPD/ wards on shift basis.
Description:
1. On basis of wards/ OPD and bed allocation, nurse’s duty roster is prepared by chief
matron, which will be approved by the in-charge so appointment.
2. Duty nurses will give proper medicine to patients in ward.
Information required on Screen to carry out the functions:
1. List of Nurses
2. Ward details
3. OPD requirements (if any)
Responsible Person
Chief Matron
SUB PROCESS 09(ii): Preparation of OPD schedule (Including Casualty)
Objective:
HOD of each specialized OPD prepares a schedule of OPD doctors/ services based on the
availability, skills and competence.
Description:
Based on the sanctioned leaves, OPD schedule chart for doctor/ services is prepared by HOD
of each respective unit.
Information required on Screen to carry out the functions:
1. List of Doctors
2. Doctors availability status
Responsible Person
HOD of respective OPD.
SUB PROCESS 09(iii): Doctors ward assignment
Objective:
Doctors are assigned to particular wards for periodical checkup of ward’s patient.
Description:
1. Doctor’s duty roster is prepared by CMS. The wards and bed are allocated to the
doctors.
2. Doctor’s duty roaster for Casualty and ICU
3. Doctors visit corresponding ward according to roster.
4. During each visit patient history is updated.
Information required on Screen to carry out the functions:
1. List of Doctors
2. Doctors availability status
3. Ward details
Responsible Person
CMS/Authorized doctor

PROCESS 10: Periodical/Initial Medical Examination (PME/IME)

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SUB PROCESS 10(i): Registration for PME/IME of candidates


Objective:
Schedule is prepared for PME on periodic basis of the candidates.
Description:
Candidate visits hospital with a memo. Appointment with doctor for PME/IME is scheduled
Information required on Screen to carry out the functions:
Doctors Availability
Responsible Person
Candidate (Patient)
SUB PROCESS 10(ii): PME/IME of Candidates as per schedule
Objective:
Doctor I/C Occupational Health Unit investigate the patient as per schedule and according to
category of medical examination.
Description:
There will be a dashboard in waiting room outside Occupational Health Unit of OPD, which
will display the turn of each candidate as per schedule. For examination purpose, doctor
carries out the following functions:
i. Recording patient’s symptoms
ii. Diagnosis
iii. Treatment
iv. Advice
Information required on Screen to carry out the functions:
1. List of symptoms with respect to diseases.
2. List of Vital parameters needed to be checked with respect to diseases.
3. List of treatments
Responsible Person: OPD Doctor/ PME In charge

PROCESS 11: Operation Theatre (OT) Scheduling


SUB PROCESS 11(i): Operation Theatre (OT) requisition from OPD/ IPD/ Casualty
Objective:
Doctor schedules operation for his patient on allotted days.
Description:
1. Operation requisition can come from OPD/ IPD doctor/casualty.
2. It comes as an alert in the terminal at OT.
Information required on Screen to carry out the functions:
1. Availability of OT
2. Doctor ID
3. Patient ID
Responsible Person
Doctor
SUB PROCESS 11(ii): Scheduling on the basis of nature of Operation

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Objective:
On basis of requisition from IPD doctors/ casualty and nature of operation, OT schedule is
prepared. Day and time is fixed for particular type of operations in week days..
Description:
1. On basis of requisition from IPD doctors/ casualty and nature of operation, OT schedule
is prepared.
2. Day and time is fixed for particular type of operations in week days.
Information required on Screen to carry out the functions:
OT requisitions Nature/ type of Operation
Responsible Person
OT In-charge
SUB PROCESS 11(iii): Emergency request from casualty/ ward
Objective:
Emergency Operation requisition can come from casualty/ ward.
Description:
1. On basis of emergency operation requisition from wards/ casualty, OT in-charge makes
immediate arrangements.
2. Existing schedule is modified for emergency operation.
Information required on Screen to carry out the functions:
Emergency Operation Requisition
Responsible Person
OT In-charge

PROCESS 12: Billing for Non-entitled patients


Objective:
Non-entitled patients are charged for any services provided by the hospital.

Description:
1. Each and every services of a Non-entitled patient is accounted. If a Non-entitled patient
wants to visit OPD doctor, he registers and pays in advance for the doctor’s consultation.
2. If a Non-entitled patient got admitted in a ward, then his/her bills should be cleared
before discharge
Information required on Screen to carry out the functions:
1. List of Non-entitled patients
2. Amount as per service
Responsible Person
OT In-charge

PROCESS 13: Telemedicine

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ANNEXURES & APPENDICES

System should be able to support provision of Telemedicine at remote areas deploying the
services of specialists in the referral hospitals. System should have following capabilities:
 Ability to register the patients

 Ability to manage Patient Referrals


 Ability for appointment and queuing

 Ability for Electronic Medical Record of the patients


 Ability for Video Conferencing

 Ability for Chat Services


 Ability for integration with medical devices for temperature, sputum examination,
pulse measurement, BP measurement, Foetal Heartrate monitor, ECG, Digital
Stethoscope, Blood Glucose and SPO2
 Ability for Peripheral Smear management
 Ability for tele-transmission of CT scan, Histopathology, X-rays, telephtomology
 Ability to integrate with SMS gateway

PROCESS 14: Electronic Medical record keeping


System should have the following capabilities for Electronic Medical Record Keeping of all
patients:
 The system should have provision to capture Patient assessment (Chief complaints, HOPI,
Past History, Social History, Family History, On Examination ROS, Current Medications)etc.

 The system should have the provision to upload and view scanned previous patient
records/prescriptions supporting different file formats like doc/pdf/image.
 The system should have provision to view referral notes(Internal/ second opinion)

 The system should have provision to provide advice on the medications, Investigation
required(Laboratory and Radiology), Cross-Consults-CPOE.
 The system should have provision to capture doctor signature
 The system should have the provision to share patient EMR during cross-consult/Internal
referral

 The system should have provision to capture and display the integrated medical device data
 The system should have provision to generate prescription/Case sheet/Report

 The system should have provision to view radiology images


PROCESS 15: Insurance Claim Processing
CIL Hospitals treat some external patients who are covered by various insurance companies
who reimburse their expenses subject to eligibility.

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


ANNEXURES & APPENDICES

Proposed system should be able to manage eligibility verification, manage claims(Claims


Request Submission/Receive Response/Respond to Query) and generate required MIS
reports.

PROCESS 16: Picture Archiving and Communication System (PACS)


Proposed system should have following functionality for integration with PACS
 Ability to tag the images against the patient ID and visit no.

 The system should provision to search criteria in the work list like patient name, age,
examination day, time, modality, etc

 PACS clients (Diagnostic Workstation) should have access to a uniform and complete patient
list with all study information, independent of the current storage location.
 Ability to capture images from various medical imaging instruments, including Ultrasound
(US), Magnetic Resonance (MR), Positron Emission Tomography (PET), Computed
Tomography (CT), Endoscopy (ES), Mammograms (MG), Digital Radiography (DR), Computed
Radiography (CR) Ophthalmology, Cath lab, Nuclear medicine etc.
 The user friendly viewer software with the image manipulation tools makes the user to do
various kinds of measurements and manipulation on the DICOM images

 Ability to prepare reports and to support user defined templates for quick reporting
 Ability for MIS Reporting: PACS application should provide statistics about the total
numbers of patients, examinations, series and images.

 Ability to calculate TAT (Min, Max, Avg etc.) for different types of radiology areas.

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


ANNEXURES & APPENDICES

APPENDIX IX: Functionality Matrix (FM)


CONTENTS of FUNCTIONALITY MATRIX
FOR
COAL INDIA LIMITED & ITS SUBSIDIARIES
(ACTUAL SHEET TO BE DOWNLOADED FROM THE PORTAL)

Index
Sl No Function Page no
1 Finance and Accounts Management Function 372

2 Human Resource Management (HRM), Employee Self Service 421


(ESS) and Payroll function
3 Procurement, Inventory Management, Contract Management 445
including Civil Contract and Exploration contracts
4 Sales and Marketing Function 479

5 Production Monitoring and Planning function 495

6 Project Management Function 497

7 Asset Management, Plant Maintenance and Operation (E&M, 505


Excavation, Washery, E&T & System)

8 Hospital Management System 546

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


ANNEXURES & APPENDICES

Functionality Matrix (FM) for Finance and Accounts Management Function


Standard/
SN Requirement Description
Custom/ Third Party
Financial Management
1. Financial Management Process consists of the following core
processes
- General Ledger
- Accounts Receivable
- Accounts Payable
- Cash Management
- Budgeting/ Analysis
- Costing and Financial Control
- Fixed Asset Accounting
- Bank Guarantees / EMDs
General Ledger/ Schedule
Manage Ledger Relationships
2. Ability to provide the facility to have multiple general ledgers
3. Ability to allow information to be consolidated within general
ledger for (month end) reporting purposes
4. Ability for each General Ledger (GL) to be capable of supporting
and be fully integrated with revenue, purchase, inventory and
management accounting ledgers and cashbook/ Bankbook/Journal
Entry.
5. Ability of each sub-ledger to relate to a separate control account in
the general ledger.
6. Ability to open Memorandum Accounts for recording non-financial
information - noted items
7. Ability of automatic posting (Postings to sub-ledgers should result
in automatic postings to the control accounts in the general
ledger).
8. Manage Calendar Periods/Financial year
9. Define calendar/Financial year based on organizations accounting
and reporting requirements
10. Facility to open multiple accounting periods i.e. open the next
accounting period before closing the current accounting period
11. Ability to close an accounting period to prevent any entries in that
period
12. Ability to control users to access past period for adjustments (e.g.
to reopen a period that has been closed).
13. Manage Chart of Accounts
14. Flexibility to accommodate current chart of accounts structure and
organization structure

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
15. Option to have centralized or de-centralized account maintenance
of chart of account value
16.
Addition /deletion of any account code should be restricted to
certain users
17. Capture short as well as long description of accounts
18. Ability to manage Multiple foreign currency transactions
19. Manage GL Account Enquiry
20. Ability to display GL account balance in multiple views as follows:
Responsibility (e.g.- Cost center, division/departmental reporting)
21. Ability to hold balances for multiple ledger types such as:
- Actual
- Budgeted
22. Ability to allow enquiry by
- account codes and names
- wild search
- specific range of period, year and month
23. Capability of the system to display:
- account activity including opening balance, movement for the
period, closing balance and year to date balance
- breakdown of balances by drilling down to source document
- GL account master data
24. Manage GL Master Data
25. Ability to maintain the following master data records to store
control
information on how postings done into the general ledger account:
-
- Name of the account
- Description & Location
- Type of account (e.g. revenue/asset)
- Tax posting
- Reconciliation account in nature (e.g. Debtors' Control account)
- Level of transaction details to be maintained within the GL
Account
- Automatic posting to prevent manual posting to accounts (e.g.: -
Accounts Receivable, Account Payable)
26. Ability to create GL master data in respective account groups
27. Ability under restricted authority to
- Copy accounts between entities.
- Automatically renumber account codes.
- Closed accounts - block/ mark for deletion.
- Add accounts.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
- Delete accounts.
- Change description of accounts.
28. Provide facility for mass creation of GL accounts that includes:
- Copying entire chart using another chart of accounts as reference.
- Copying single account.
- Copying multiple accounts
- Performing data transfer using program for G/L account master
data from legacy system
- Allowing deletion of inactive accounts or accounts with no
outstanding balance.
29. Ability to provide audit trail to log the creation, amendments and
deletion of each GL account code.
30. Ability to control creations, amendments and deletion of GL Master
data by user-defined authorization.
31. Manage GL Transaction Posting
32. Ability to enter journal entries manually or interface journals from
non - ERP applications, either individually or in batch. The
information contained in a journal should include the following
sub- levels:
- Header Level anticipated transactions are for voucher series,
transaction reference and accounting period.
- Line level transactions will include account code, debit/credit
amounts account assignment and text
33. Ability to search account code, account name or responsible area
during posting of documents
34. Ability to provide facility of Look up accounts number and
descriptions during journal entry
35. Ability to electronically route journal for approval to an authorized
user before posting to the general ledger. If rejected, the journal
should be automatically routed back to the originator for
correction.
36. Ability to assign unique number to journal entry
37. Ability of the system to support the following types of journal -
- Accrual journals, which automatically reverse themselves in the
following accounting period.
- Skeleton journals where the bulk of information is pre-coded, only
the date and amount to be to be entered.
"- Recurring journals which are similar to skeleton journals but with
the values pre-entered, though capable of modification"
38. Ability to control journal posting function by user-defined
authorization
39. Ability to provide function to reverse documentation-individual or

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
in mass, after posting by reference document number
40. Ability to post to a future and prior period by authorized users
41. Ability to suspend and resume, at a later time, entry of journal that
are incomplete or imbalance
42. Ability to prevent posting to control accounts of subsidiary ledger
43. Ability to update on-line with real time update
44. Ability to provide facility to:
- Allow storing (park) incomplete documents without carrying out
extensive entry checks.
- Specify templates to capture details of recurring transactions
(e.g.: fixed prepayments and accruals)
- Allow amendment or deletion to recurring transactions prior to
posting
- Perform the posting automatically according to user-defined
specification
45. Ability to allow for multiple accounting entries (debits and/ or
credits) for each transaction type
46. Ability to provide running total of debit/credit amount
47. Ability to perform batch processing as follows:
- Update by batch mode while other users are still active in the
system
- Provide exception report for batch update
- Post through overnight batch
- Provide information on batch status (e.g.:- posted, processing,
error)
- Automatically assign document or batch number after journals are
posted
- Provide a journal edit listing on screen and printed.
48. Ability to request for authorization of transaction exceeding
maximum or transaction limits by user-defined authority
49. Ability to complete that all necessary postings from various other
modules are posted to the ledger before starting the closing run
50. Ability to automatically generate the provisions for
materials/services received but invoice not received
51. Ability to automatically carry forward balances at the end of the
year to the balance sheet and reset all profit and loss account
52. Ability to prevent inactive accounts from appearing on reports and
financial statements
53. Ability to integrate with payroll
54. Manage Inter-office transactions
55. Ability to provide an electronic platform for units to record inter-

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
unit transactions, with provision to view scanned documents
56. Ability to automatically create relevant accounting entries at both
units of the inter-unit accounting automatically
57. Manage Accounting Year-end Closing
58. Ability to perform month-end (soft closing) and year-end closing.
59. Ability at the period end to:
- Post accruals
- Reclassify credit and debit balances for reporting purposes
60. Ability to automatically update the closing balance of the previous
period and opening balance of the current period with prior period
61. Ability to open a new financial year
62. Ability to automatically net off the expense and revenue accounts
closing balances to retained earnings account and carry the same
to the following accounting year
63. Ability to process the following types of transactions:
- Current period transactions in the current period
- Prior year transactions for the previous accounting period posted
in the current period
64. Manage Year-end Reporting
65. Ability to produce the following financial reports in multiple levels
(e.g. whole organization, reporting units such as division) and for a
user-defined period (for the month, Quarter, year to date), but
should not limited to:
- Profit and loss account
- Analysis of Profit and Loss account
- Analysis of operating expenses
- Balance sheet
- Analysis of Balance Sheet
- Trial Balance
- Cash flow and Funds flow statement - Notes to the
financial accounts (schedules to accounts)
66. Provide flexible Report Writer with the following minimum
features:
- Specify the format and layout of reports
- Summarize and total the information to be reported
- Select records to be included in the report
- Select details from each record to be included
- Perform arithmetic calculation on the information selected or
totals
- Ability to add narrative comments to reports
- Ability to show financial data in thousands, Lacs, millions, Crores
etc. without creating rounding problem
- Store the report format for later use

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
- Produce reports in graphical form for presentation purposes.
67. Ability to produce user defined reports, forms and returns for TDS,
TCS, Royalty, GST (and any other statutory taxes, if any)
68. Ability to compare actual data to budgeted data and/ or budgeted
data to actual data in:
- annually, semi-annually, quarterly, and monthly
69. Ability to export reports to standard PC applications (e.g. Excel
spreadsheet, .txt/.csv format)
70. Ability to automatically carry forward closing balances of a
particular financial year to opening balance of the current year,
with user defined control and authorization
71. Ability to create multiple versions of financial statement report and
ability to customize reports as required by the user
72. Ability to generate comparative statements for various periods as
defined by the user
73. Ability to print various reports as required by users and
management like those related to fixed assets, inventories,
debtors/ receivables, creditors/ payables, advances, investments
etc
74. Ability to track Government Audit Comments and replies thereto
with facilities to maintain additional relevant details
75. Transaction listing
-By Account
-By Date
-By Voucher Number
-By Voucher series
-By User
76. Allow for generating financial statements at the following levels
-For Corporate Units
-Across divisions/circle/zone office/ regional office
-Across departments
-Across cost centers
77. Should provide for generating financial statements as per Schedule
VI requirements - B/S, P/L, Schedules, Sub Schedules
78. Ability to comply with all tax related statutory requirements in
force in India and applicable to the company and the system should
be upgraded with the latest tax laws on a regular basis before the
amendments to tax laws come into force

Accounts Receivable
Manage Integration with General Ledger

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
79. Ability to interface accounts receivables with the billing system and
generate customer wise receivables details
80. Ability to fully integrate account receivables to the general ledger
and the cash book
81. Ability to restrict access to master record to unauthorized changes
from being made
Manage Receivable Processing
82. Flexibility to record receivable data:
- From other systems
- Manually (direct record by the user)
83. Ability to generate consolidated report on total receivables at any
point of time
84. Ability to automatically link receivables posting to the general
ledger by on-line/batch processing
85. Ability to record outstanding receivables considering payment
terms, inter- bank transfers, selling of tender forms,
advertisements, litigation damages, etc.
Manage Incoming Payments
86. Ability to record payments received through various modes
- Cash, cheque, bank draft, etc.
- Bank transfer
- Offset with other expense or GL account
- Adjustment with BG, LC etc
87. Ability to record receipts from external agencies in forms such as
but not limited to
- Excel Sheet
- CSV
- Text Files
88. Ability to generate reports on customer wise receivables,
collections, outstanding, aging, product grade wise and unit wise
etc..
89. Ability to account for and manage aging of receivables
90. Ability to display incoming payment details and produce incoming
payment reports on demand from the system -
- By customer category
- By method of payment
- By location
- By collection date
91. Ability to reverse payment posting from the general ledger
automatically
Manage dishonored Cheque Processing

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
92. Ability to manage:-
- Post adjustment into the customer account. e.g.: - reverse the
original payment transaction to reinstate the original debt
- import dishonored cheque details in an electronic media supplied
by the bank
93. Ability to capture reasons for dishonour of a cheque and maintain
customer's payment default history
94. Ability to charge penalty to the customer account based on user-
defined conditions
95. Ability to reverse payment posting from the general ledger
automatically
Manage Collateral Deposit/Bank Guarantee
96. Ability to record both cash and non-cash deposits (e.g.: - bank
guarantee, government bonds)
97. Ability to post refund transaction automatically to general ledger
Accounts Payable
Manage Vendor Master Data
98. Ability to capture the following information, but should not be
limited to :-
- Vendor account number, vendor type (SME/ non-SME; etc),
vendor name, address/ multiple locations, fax, telephone, email,
contact person, payment terms, payment methods, payment
charges to be recovered, vendor bank details, paying bank details,
GSTN, PAN/ TAN number, payment location and payment lead
time, vendor rating
99. Flexibility to provide account numbers : -
- Automatically
- Manually
upon creation of a new vendor account
100. Ability to control the creation and change of vendor master data
according to user security status
101. Ability to allow for specified fields in the master data to be made
mandatory or optional entry
102. Ability to perform a outstanding amount check on the
account balance based on user defined specification before
account is marked for deletion
103. Ability to restrict access to master record to unauthorized changes
from being made
104. Ability to set default values when posting items to the account.
e.g.: - the term of the payment specified in the vendor master data
are defaulted in during document entry

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
105. Ability to block from posting or at vendor master level and trigger
warning if posting is made
106. Ability to print vendor master data and select by new account,
vendor account, status
107. Ability to provide setting up of "infrequent vendors" account for
processing transactions for rarely used vendors so as to obviate the
need to set up individual master file records - One time vendors
108. Ability to provide a list of the blacklisted vendors so that they are
debarred for any future transactions
Manage Payable Processing
109. Flexible to record payable :-
- Automatically record payable entry from other system such as
procurement module
- Manually (direct record by the user)
110. Ability to provide audit trail for source of invoice
111. Ability of the system to provide processing of following payables
- Against purchase order/ contract only
- Against purchase order/ contract only with a goods receipt note/
service receipt note

112. Ability to capture the following information, but should not be


limited to:-
- Vendor code, Internal transaction reference, vendor transaction
reference, transaction date, due date for payment calculated by the
system from the payment terms, posting period, transaction value,
order value to which the invoice relates, narrative for purchase
ledger entry and multiple tax codes, multiple tax values, TDS, Input
Tax Credit-GST details, State/Outside state purchase
- General ledger account code, ledger narrative, value, debit credit
indicator and analysis code
113. Ability to provide manual entry for non-material related expenses
114. Ability to provide facility for entering invoices for prepaid expenses
and apportion the amount between prepaid accounts on periodic
basis
115. Ability to provide facility for entering invoices pertaining to prior
periods
116. Ability to produce payable reports on demand within the system
(but should not be limited to):- - By invoice date
- By vendor type
- By region/ division
117. Ability to trigger a warning if invoice amount exceeds balance of
operating expenditure budget

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
118. Ability to block posting if invoice amount exceeds balance of capital
expenditure budget
119. Ability to park document before posting in order to verify the
correctness and completeness of data
120. Ability to create debit and credit memos into vendor account
121. Ability to reference multiple invoices in single debit/ credit memos
122. Ability to post retention money/ security deposit/ keep back, EMD
etc. into vendor account
123. Ability to perform:-
- Refund retention to the vendor and post the refund to the vendor
account
- offset retention paid up against the balance outstanding of vendor
account
124. Ability to refund to the vendor using various payment methods
such as:-
- Cheque
- Bank Transfer
125. Ability to provide functions to block for payment
126. Ability to manage direct payment to vendors by 3rd parties like
lenders and posting related accounting entries
127. Ability to manage book adjustments, LC, BG adjustments while
making vendor payment
128. Ability to comply with all TDS, other statutory taxes related
requirements
129. Ability to provide report on due dates of statutory
requirements like tax payments/ return filings etc.
130. Ability to make advance payments to vendors, including against
pro-forma invoice
131. Ability to monitor BG for vendors and generate relevant reports
Manage Payment Processing
132. Ability to make payment via methods such as :-
- Cheque - manual and pre-printed
- Bank transfers
- Foreign currency
133. Ability to specify a minimum and a maximum amount for a single
payment in order to identify the payment method to be selected by
the payment program
134. Ability to over -write minimum and maximum value range and
specify another payment method during the payment run
135. Ability to generate recurring payment document

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
136. Ability to capture the recurring payment information:-
- Name of the vendor
- Invoice number
- Recurring number
- Accounting information
- Start and end payment date
- Frequency of payment indicator to identify the frequency of the
recurring payment (e.g.:- monthly, quarterly, biannually, annually)
137. Ability to allow recurring payment to be deleted or edited within its
period of payment
138. Ability to make payment in foreign currency:-
- Specify the bank account to which the payment is made from
- Specify whether it is possible to use the payment method to pay
in foreign currency
- Specify particular currencies per payment
139. Ability to make payment for invoices automatically using user-
definable rules such as :-
- By oldest invoice
- By specific invoice
140. Ability to match single payment with multiple invoices
141. Ability to make partial payments
142. Ability to print the vendor name on cheque for payment of
miscellaneous invoice, where vendor records have not been
created - one time vendors
143. Ability to change payment methods or banks, payee, block items or
cancel payment blocks
144. Ability to display changes made and by whom in the system
transactions and documents
145. Ability to allow invoices to be released for payment prior to due
date as per user defined authorization
146. Ability to display or print exception listing. The exception listing
should contain blocked items and all outstanding items which the
payment program did not propose for payment (items that could
not be settled despite being due)
147. Ability to :-
- Carry out payment using the proposal list that has been approved
-Create the payment documents and prepare data for printing the
forms, payment advice notes, payment summaries or creating files
148. Ability to print cheque online and perform the following functions:-
- Define void reasons (used during test print, page overflow and
other user-defined reasons such as printed incorrectly, unusable)
- Determine the next free cheque number and store the allocation

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
of payment document number to cheque number
149. Ability to provide facility to print and reprint payment voucher
together with cheque.
150. The payment voucher should include vendor invoice number,
cheque number, addresses and other user-defined information
151. Ability to provide feature to cancel payments and cheques
152. Ability to provide access to payment cancellation information
based on user defined selection criteria and print report on
cancelled cheques
153. Ability to provide full audit trails for cancelled cheques and
payment vouchers
154. Ability to automatically clear items based on user criteria after
payment has been made:-
- By account
- By document number
155. Ability to post payments for update to the Vendor Account
156. Ability to automatically post to general ledger:-
- Cash discounts received
- Gains or losses from underpayment or overpayment
- TDS/ TCS/Input Tax Credit/GST
- Bank Charges
- Gains or losses from exchange rate differences
157. Ability to provide the facility to offset balances of vendor accounts
in AP with balance of customer accounts in AR (for vendors who are
also customers)
158. Ability to provide access to projected cash requirement information
based on selected items to notify head office of funds required to
be transferred to the paying account
159. Ability to print TDS certificates and print Input Tax Credit Register
and TDS report compliant with regulations, and in file- formats
which support e-filing
160. Ability to prepare pay-orders and approval of pay-orders based on
defined authority level.
161. Ability to produce pay-orders in line with bill track id containing
details like track-id, order-no, date, Budget ref no.
162. Ability to verify and restrict as per terms of contract while passing
the bill.
163. Ability to prepare bill passing register showing vendors name, order
detail, amount passed etc
164. Ability to show status of pending bills through bill track system
Manage Document Posting

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
165. Ability to post transactions such as debit and credit memos into
vendor account
166. Ability to identify the transaction via document number series or
document type
167. Ability to provide facility for:-
- Automatic numbering of documents
- Allow for multiple document series
168. Ability to update to the vendor accounts with the following
transactions:-
- Transfer from one vendor account to another
- Miscellaneous debit/credit memo for adjustment
169. Ability to automatically update the corresponding account codes in
the general ledger after posting to the individual vendor account in
the sub ledger
170. Ability to provide for automatic integration with cash book, general
ledger, bank ledger, purchasing, Material management system, TDS
account, expense accounts
171. Ability of the system to support multi-location payments. Payments
through multiple subdivisions, divisions, zones/regional office and
circles
172. Ability to credit all payments first to the bank Clearing Account.
Post confirmation from the bank the same should be updated to
the books
173. Ability of the system to maintain cumulative register of cheques
and to generate the cheque register print immediately after
printing the cheque
Manage Vendor Account Enquiry
174. Ability to view the account balances:-
- In summary(opening balance, transaction per posting period and
closing balances)
- By line items (drill down from summary)
- Drill down to document detail (e.g. purchase requisition, purchase
order, invoice)
175. Ability to perform various display functions within a vendor account
such as search, sort, display additional details(e.g. vendor master
information), total, view by currency, obtain total purchase per
posting period etc.
176. Ability to display cheque payment information on-screen based on
cheque number or payment document number. The information
includes:-
- Details of cheque recipient
- Details of the cheque issuer

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
- Corresponding payment and invoice documents
177. Ability to provide online enquiry capability to vendor information
via user defined selection and sorting criteria (e.g. all vendors that
are on hold)
Manage Accounts Payable Reporting
178. Ability to:
- select reports
- edit reports (create/change/display)
- export reports to a different systems
- download data to spreadsheets (e.g. Excel)
- generate reports one at a time, multiple reports at a time, ad hoc
and regular reports together
- generate reports at on-line basis
- generate reports in background
- generate reports via batch
- allow creation of user-defined reports without need for technical
skills
- perform calculations (e.g. totaling, percentage)
- schedule for specific dates, the generation of these evaluations
on a regular basis
- restrict report selection based on security of database,
organization structure
179. Ability to produce the following payable reports, but should not be
restricted to:
- Invoices selected for payment by period, bank, payment method
- List of approved invoices
- List of cheques printed by cheque number and date
- List of vendors with vendor master details
- AP Liabilities Listing (Goods and non-goods)
- Invoices under retention
- List of inactive vendors
- Outstanding Cheques which are overdue
- List of cancelled and void cheques
- Details of unpaid invoices (payment proposal exception listing)
- List of realized and unrealized gains/ losses
- Number of invoices and vendors processed within a payment run
- Vendor aging report
180. Ability to produce vendor payment history including:
- Payment by vendor
- Payment by period for the current and prior year
- Total paid by year
- Total cumulative payments;
- Date, amount and cheque number last paid.
- Payment by Work Order No.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
181. Ability to electronically route the reports to allow users to review
reports
182. Ability to provide facility to present report in graphs within the
system
Cash Management
General Function
183. Ability to monitor payment cash flows of future liabilities
Manage Cash Book
184. Ability of the cash book to receive automatic postings from the
accounts payable and accounts receivables together with manual
postings of other payments and receipts
185. Ability to maintain multiple cash books under each division for each
office under a division
186. Ability to have integration with General Ledger. Posting will update
specified general ledger accounts and general ledger cash book
balances
187. Ability to provide daily balances from the Cash Book
Manage Bank Reconciliation
188. Ability to integrate bank reconciliation system with the payment
and collection recording modules to eliminate any duplicate data
entry
189. Ability to enter bank statement details:-
- manually
- by electronic means to match bank transaction information with
receipts and payments in the system to produce an electronic bank
reconciliation
190. Ability to record bank statement transactions including:-
- bank and other charges
- interest received or paid
- electronic fund transfers
- periodic payments
- dishonored cheques (incoming/ outgoing)
191. Ability to print cheque deposit and bank transfer listing
192. Ability to post incoming cheques individually or in batch
193. Ability to enable the matching of multiple receipts in the system
with a single receipt transaction on the bank statement
194. Ability to allow for short term planning from sources affecting the
cash position. This includes:-
- Bank balances
- Notified incoming payments posted to the bank accounts
- Incoming payments (e.g. cheques) with a value date

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
- Outgoing cheques posted to the bank clearing account
- Post-dated cheques
195. Ability to:-
- Allow update of bank balance by bank accounts
- Group bank accounts in a logical hierarchy by the type of account
- Display bank accounts by group or in more details by bank
accounts via drill down
196. The system should be able to reverse items outstanding for more
than six months upon approval and through posting
197. Cheque register
The system should maintain records of all cheques:
-Deposited into the collection accounts on a daily basis
-Paid to all payees
Cash Management for Collection Accounts
198. Ability to transfer funds from collection bank account to head office
bank account. Flexibility to:
- Create bank correspondence
- Post payment advice to the sending and receiving bank account
- Post automatically to the General Ledger
Cash Management for Payment Accounts
199. Ability to forecast cash outflow based on:-
- Liabilities from account payable and borrowings, payroll due
within a user specified period

200. Ability to provide function to create, change and delete payment


advice from sending bank (e.g. main) account to the receiving (e.g.
payment) bank accounts
201. Ability to provide function to create bank correspondence and/or
print cheque
202. Ability to post payment advice to the respective bank account
203. Ability to post automatically to the respective bank accounts in the
general ledger
204. Ability to generate entries for collection charges payable to
external agencies
205. Ability to identify and account for stale cheques
Manage Cash Flow Forecast and Information Systems
206. Ability to produce forecast cash flow statement for at least
12months with the following minimum details:
- Opening balance
- Cash outflows
- Cash inflows

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
207. Ability to provide drill down capabilities to view details of outflows
and inflows.
Manage Cash Management/Treasury Reporting
208. Cheques deposited Vs Cheques credited into bank
209. Dishonored checks by bank account number and identifying issuer
of cheque
210. Total cheques issued Vs Bank debits by bank account number
211. Un-reconciled statement
Budgeting/Analysis
Manage Budget Preparation
212. Ability to create the following budgets but not limited to:
- Revenue budget
- Operating Expenditure budget
- Capital Expenditure budget
213. Ability to import/export budget details from / to external systems
electronically (e.g. Spreadsheet -Excel)
214. Ability to check and balance the detailed-level budget and the
summary -level budget.
215. Ability to navigate within the budget hierarchy (e.g.
expand/collapse structure, drill down for details).
216. Ability to calculate and compare budget vs. actual in:
- Amount variance
- Percentage variance
217. Ability to retain user-specified versions of the budgets upon
subsequent reviews.
218. Flexibility to:
Maintain the original budget version and the revised budget
version
Update the original budget by
- Increasing the budget amounts
- Reducing the budget amounts
- Transferring budget amounts. e.g. transfer budget from division to
other division within same circle.
Manage Revenue/ Operating expenditure budget
219. Ability to define revenue / operating expenditure budget hierarchy
for responsibility areas within the organization to facilitate control
and monitoring.
220. Ability to classify revenue and expenditure items by means of a
hierarchy. For example, personnel costs may consist of salary,
wages, overtime, bonus etc.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
221. Ability to provide edit functions to create, insert, copy, and delete a
responsible area or revenue / expenditure item within the
hierarchy.
222. Ability to identify revenue and expenditure as controllable and
uncontrollable for budget control purposes.
223. Ability to:
- Disallow posting into a GL account prior to budget approval
- Allow posting into a GL account only after approval of budget
224. Ability to revalue budget by percentage and by fixed amount
225. Ability to provide formula (user-defined) for planning/ budgeting at
the lowest level
226. Ability to update budgets on-line, either individually or in mass.
227. Ability to generate monthly/ quarterly/ half yearly
revenue/operating expenditure budget
228. Ability to record budgets at all levels of the chart of accounts (all
views of account number up to lowest level of the accounts and all
levels of organization).
229. Ability to allow input budget data at detail level with automatic roll-
up to summary level by using
aggregation of account (i.e. revenue and expenditure items)
Manage Capital Expenditure Budget
230. Ability to support both project/ non-project Capital expenditure
budget
231. Ability to define a budget hierarchy for Project/ Sub-project to
facilitate control and monitoring.
232. Ability to:
- Disallow posting into a GL account prior to approval of budget
- Allow posting into a GL account only after approval of budget
233. Ability to provide control function for budget exceed
234. Ability to determine the budgeting start year and the number of
years in the future for which budgeting is allowed.
235. Ability to carry forward budget outstanding from projects to the
following fiscal year
236. Ability to carry forward commitment amount from projects to the
following fiscal year
237. Ability to provide the option to reflect changes to amounts in a new
budget version or without indicating budget as a new version (i.e.
overwrite original budget).
238. Depreciation budget should be based on existing assets and
budgeted capital expenditure

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
239. Ability to provide comparative report between actual and any
version of the budget
Manage Budget Control
240. Ability to commit budget, after posting purchase requisition in
purchasing system
241. Ability to transfer budget between cost centre/ projects, according
to the authorization level defined by users
242. Ability to provide annual approval budget report
243. Ability to integrate with the following modules at on-line basis, but
should not limited to;
- Payroll Accounting: usage budget when post salary, bonus and
wages etc. transactions
- Account Payable: usage budget when post expenses transactions
via AP
- General Ledger: usage budget when post expenses transactions
via GL
- Inventory Management: usage budget when issue to cost
centre/project
244. Ability to generate document number separately when
create/change budget
245. Ability to perform automatic budget availability checks during
transaction posting
246. Ability to define tolerance limits either as a percentage or absolute
value, depending on the amount exceed, automatically perform the
following:
- Trigger warning to user
- Trigger warning to user and mail to budget owner
- Disallow posting
Manage Budgeting Reporting
247. Ability to download budget information to spreadsheet (e.g. Excel)
for user analysis
248. Ability to spread budget over the financial periods based on:
- Even spread
- Seasonal spread
- Fixed spread
- Variable spread
- Manual allocation (i.e. to enter budget figure to specific month)
249. Ability to provide the flexibility to inquire budget information on
responsibility area by user- defined parameters (e.g., time period,
level of detail, activity, etc.). For example, variance calculations on
month to month, year to year, year-to-date actual of specified
balance sheet or profit/ loss items (for a particular year) against

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
relevant budgeted values
250. Ability to generate variance analysis (Actual/ Budget) reports by
user- defined parameters (e.g., time period, level of detail, activity,
etc.). Ability to print the report and electronically route the reports
to allow users to review reports.
251. Ability to provide exception reports for responsible areas (e.g.
division, zones) that exceeded budget with details such as:
- Revenue/ expenditure (according to chart of accounts)
- Actual to date
- Budget
- Variance (i.e. amount in excess of budget)
252. Ability to provide over/under budget reports
253. Ability to check fund availability real-time basis (for capital budget)
Costing and Financial Control
Manage Cost Allocation - General Functions
254. Ability to integrate with the following modules at on-line basis in
order to monitor and analyze reporting, but should not limited to:
- General Ledger
- Accounts Payable
- Asset Accounting
- Material Management
- Inventory Management
- Order and Project Accounting System
- Budget Controlling
- Payroll Accounting
255. Cost Centre Accounting- System should be able to address
organization structure hierarchy creation
256. Ability to upload data from external system, for example, Excel
spreadsheet, Access, etc. into application system
257. Ability to download information to spreadsheet (e.g. Excel) for user
analysis

Manage Costing Allocations


258. Ability to allocate cost in various levels, for example:
- Responsibility cost centre (Department/ Division/ Projects)
- Service category/group
- Customer group
- Activity
259. Provide facility to process allocations with ability to amend details
prior to allocations
260. Provide facility to reverse allocations

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
261. Ability to simulate allocation method to check the correctness
before update run
262. Ability to run iterative/non-iterative cost allocation processing in
system
263. Provide facility for mass allocations posted/ reversed
264. Ability to monitor and print allocation report before closing account
265. Ability to support multiple cycles of allocating overheads and
iterative allocation cycles for the same
266. It should be possible to have multiple basis for allocation of the
overhead and allow to skip some P&L items from allocations
267. Ability to provide the variance based on change in the method for
allocation and allow user defined allocation mechanisms
Manage Costing Analysis
268. Ability to support cost center accounting as per cost center
hierarchy
269. Ability to define organization structure in hierarchy at various level
270. Ability to support comprehensive and flexible information system
to analyze costs and expenses within organization and must have
provisions for grouping at various levels
271. Ability to analyze costs and expenses on-line, and trace them right
back to the original document
272. Ability to analyze costs and expense separately by responsibility
area in account code level, account group level and Functional
entity level
273. Ability to display and call up details of allocation method via system
274. Ability to provide comparisons across periods and automatically
analyze variance
Manage Order and Project Management - General Functions
275. Ability to define the details of the project on-line, but should not
limited to:
- Project type
- Project ID, Project name
- Sub project ID, Sub project name
- Project responsible person
- Budget
- Start date, finish date
- Resource required for the work that is carried out internally in a
project
276. Ability to integrate with the following modules at on-line basis in
order to monitor and analyze reporting, but should not limited to:
- General Ledger

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
- Accounts Payable
- Asset Accounting
- Material Management
- Inventory Management
- Budget Controlling
- Payroll Accounting
277. Ability to download information to spreadsheet (e.g. Excel) for user
analysis.
278. Ability to trace cost/ expense by sub-project.
279. Ability to post wages/ OT/ other benefit from human resource
module to project system based on man-hour rate
280. After project finished, ability to settle costs and expenses occurred
in project to fixed asset, WIP or expenses by percentage, pro-rate
or actual amount
281. Ability to automatically link to record fixed asset in asset
accounting module
282. After closing project, ability to prohibit to post transactions from
other module to this project
283. Ability to post revenue to sub-project
284. Ability to commit budget, when posted purchase requisition from
purchasing module
Manage Order and Project Management - Enquiry/ Reporting
285. Ability to provide flexible and comprehensive information system
that assist to monitor and control project easier
286. Ability to monitor budget/commitment/actual reports by monthly,
quarterly and yearly on real time basis
287. Ability to monitor cumulative budget/ commitment/ actual reports
288. Ability to monitor project progress by viewing % of completion
289. Ability to check the history data from system, but should not
limited to:
- Start and Finish date
- Resources usage
- User who change budget
- Project Status
- User who close project
290. Ability to create own reports to meet specific information needs
291. Ability to view all information in the project immediately after
entering data via other integrated modules and can run the reports
in the background
292. Ability to view on-line reports in graphic and Gantt chart

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
293. Ability to download reports to Excel spreadsheet, Microsoft word
etc for user analysis
Manage Profit Center Accounting – General Functions
294. Ability to transfer actual data from the following module, but
should not limited to;
- Financial Accounting
- Material Management
- Inventory management
- Asset Management
- Cost Management
- Cash Management
295. Ability to reconcile data with General Ledger Accounting
296. Ability to support allocation by transfer prices between
responsibility areas or independent operation units of corporate
group (in selective cases)
297. Ability to carry balances forward by profit center
Manage Profit Center Accounting – Planning
298. Ability to transfer plan data on line from other application such as
order and project system accounting, profitability analysis
299. Ability to upload planning details from external systems
electronically (e.g. by way of EXCEL spreadsheets) to system
300. Ability to support formula (user-defined) planning
301. Ability to serve user to copy existing data to create a new plan
302. Ability to revalue plan (addition/ deduction) by percentage
303. Ability to provide function to support multiple currencies plan
Manage Profit Center Accounting – Enquiry/ Reporting
304. Ability to provide flexible on line analysis report
305. Ability to monitor income statement (internal controlling
purpose)by profit center
306. Ability to easy define user own reports to meet specific
requirements
307. Ability to provide drilldown reporting
308. Ability to represent reports by hierarchy or graphical
309. Ability to download reports to Excel spreadsheet for user analysis
Fixed Asset Accounting
Manage Fixed Asset Master Data maintenance
310. Centralized definition of fixed assets categories, description,
multiple depreciation rates, predefined residual values etc.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
311. Centralized definition of content of Fixed Asset Register
312. Ability to maintain parent child relationship across assets classes
313. Ability to maintain the following information in the fixed asset
master, but should not be limited to:
- Asset ID number
- Group asset number
- General information (e.g. description, make/model, quantity,
acquisition date, owner unit, and using unit)
- Posting information (e.g. capitalization date and amount, asset
expiry date)
- General ledger account assignment
-Accumulated depreciation
-Depreciation
-Gain/ loss on disposal
- Revaluation/Impairment
- Information on the origin of the asset (vendor information e.g.
serial number)
- Purchasing information (e.g. vendor number, purchase order
number, receiving number)
- Physical inventory data
- Budgeting data (e.g. budget number)
- Insurance data
- Depreciation data - asset useful lives, useful date, residual value,
depreciation method
- Asset location
- Asset class/subclass
- Asset type
314. Examples of information required to be maintained within the
Fixed Asset system are as follows:
- Responsible unit (e.g. division/circle)
- Physical location of asset
- Usage (e.g. building - staff quarters, power station)
- Quantity
- Unit of measurement
- Description/ additional information (e.g. land title number,
capital project number)
- Source of funding (e.g. capital contribution, own funds)
- Acquisition method (e.g. purchasing,)
315. Ability to perform:
- Master record creation
-Automatic posting from Material Management System, Asset
Database and other relevant system such as Vehicle Database
- Master record changes
-Deactivate master record (this should be automatic upon
retirement of asset)

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
-Delete master record, provided that there is no posting was made
to it (subject to authorizations)
-Block asset (to block further cost posting into the asset)
-Change to location/ reporting unit
-Change in assignment of asset to asset class
-Change in asset useful lives
316. Provide audit trail for creation, amendments, transfer and deletion
for all assets
317. Ability to import legacy fixed assets register into the system
Manage Fixed Assets (FA) Register
318. Ability to maintain FA register
319. Ability to record fixed assets as either capitalized or work-in-
progress
320. Ability to define fixed assets at different levels such as:
- Group asset (main and components) e.g. Land & Building
- Asset class/subclass (Group asset belongs to an asset class as per
user defined norms) e.g. factory land
- Asset type (e.g. tangible and intangible)
- Balance sheet (asset class is assigned to GL account code. This
forms the balance sheet item)
321. Ability to decide the asset categorization at the time of order
placement/contract finalization
322. Ability to maintain parent - child asset relationships
323. Ability to differentiate between new asset and value
adjustment/up gradation to existing capacity
324. Ability to merge multiple fixed assets into one fixed asset
(maintaining history)
325. Provision to rectify errors in recording fixed assets in the same
period or in previous periods
326. Ability to record number of units against each fixed assets
e.g.chairs - 10 units
327. Ability to generate Fixed Assets schedule in accordance with the
Statutory requirements
328. Ability to generate Fixed Assets schedule in accordance with the
Companies Act
329. Ability to generate Fixed Assets schedule in accordance with the
Income Tax Act
330. Ability to generate Fixed Assets schedule in accordance with the
regulatory requirements
331. Ability to update Fixed Asset Register upon capitalization of asset

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
Manage Addition of Fixed Assets
332. Ability to automatically or manually allocate a unique asset number
upon creation of the asset master record
333. Allow for asset additions and capital improvements including:
- acquisition and capital improvement costs and dates
- maintenance costs and dates
- original and extended useful life
- mass additions
334. Ability to capture expenditure under "Capital Works In
Progress(CWIP)", till completion/commissioning of Asset
335. Ability to transfer from CWIP to respective Asset Account on
completion of work
336. Ability to capitalize asset via: Integration with Accounts Payable
- Post the asset acquisition and the corresponding vendor liability in
one transaction
Integration with Purchasing/ Inventory
- Upon receipt of asset (with value), before invoice receipt
337. Ability to capitalize an addition or enhancement to an existing fixed
asset in the current fiscal year
338. Ability to process a credit memo, which reduces the acquisition and
production costs of an asset
339. Ability to maintain component-wise break-up of the capitalized
value of the asset like original cost, installation cost, allocated
amount of indirect expenditure, etc.
340. Ability to update the acquisition transactions automatically to the
respective account codes in the General Ledger
Manage Transfer/ Splitting of Fixed Assets
341. Ability to:
- Move an asset, resulting in the need to change asset master data
that cannot be otherwise changed (e.g. the asset class, main asset)
- Split up an asset or move part of an asset (transfer between asset
groups, sub asset group)
- Transfer material from the inventory (current assets) to a fixed
asset (for example, for a replacement part)
342. Ability to capture information such as:
- Date of transfer
- Previous department, main or sub-asset group
- Cost, accumulated depreciation and net book values transferred
Manage Fixed Asset Disposal/ Retirement
343. Ability to identify "assets not in use/ awaiting disposal//Surveyed
Off Assets " based on user-defined criteria (e.g. asset class,
location). The listing should contain the following information, but

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
should not be limited to:
- General master data - location, description, make/ model,
acquisition date
- Asset history
- Asset values (book value)
344. Ability to perform the following within the Fixed Asset system:
- Perform complete/ partial retirement
- Provide simple method of retiring low value assets
- Perform mass retirement
- Capture cost of retirement (e.g. removal cost)
345. Ability to make provisions against losses on retirement of assets in
respect of Assets waiting for disposal
346. Ability to automatically calculate the gain or loss on
disposal/retirement
347. Ability to capture disposal information such as:
- Date of retirement
- Cost, accumulated depreciation and net book values written off
- Sales proceeds
- Gain/ loss on disposal
- Reasons for retirement
- Mode of retirement e.g. sold, scrapped, donated etc.
348. Ability to post automatically or manually to the respective account
codes in the General Ledger:
- Gain or loss on disposal;
- Sales proceeds;
- Capitalization cost; and
- Accumulated depreciation
- Depreciation
349. Ability to automatically determine the corresponding depreciation
charge for the partial disposal, based on one of the following
entries:
- Amount of the acquisition costs being retired
- Percentage rate
- Quantity
350. Ability to manually amend the partial disposal amount calculated
by the system and then recalculate the corresponding depreciation
for posting to the General Ledger
351. Ability to post to issue invoice in the Account Receivable
352. Ability to reinstate fixed assets incorrectly retired
Manage Depreciation of Fixed Assets
353. Ability to support different methods of depreciating an asset, such
as
- SLM

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
- WDV
- As per Regulatory Requirement
- User-defined rate tables
- Sum of digit
- Unit of use
- Useful life
354. Support change of useful life and effective rate of depreciation
355. Support change in method of deprecation and rates of depreciation
for a specific fixed asset or group of fixed assets during the life of
the asset(s)
356. Ability to maintain multiple depreciation rates vis-à-vis the periods
to which they apply and ability to calculate depreciation with
retrospective effect wherever required
357. Ability to automatically post to the corresponding accumulated
depreciation and depreciation expense accounts in the General
Ledger
358. Ability to provide at least daily and monthly basis of calculating
depreciation
359. Ability to provide for recalculations of depreciation expense on
assets revalued e.g. Depreciation = (revaluation amount remaining/
new estimated life)
360. Manage Insurance of Fixed Assets
361. Record all insurance related details against fixed assets
362. Record multiple insurance policy details against individual fixed
assets
363. Manage Revaluation of Fixed Assets
364. Ability to capture the following information:
- Revaluation amount
- Revaluation date
- Revaluation method
- Valuer's reference
- Computation of revaluation surplus/ deficit and diminution
365. Ability to keep the original asset cost details separated from the
revaluated amounts and a history of revaluation for each asset over
time
366. Ability to automatically post revaluation transaction to update
relevant accounts in the General Ledger (allowance for revaluation
(surplus/deficit), allowance for diminution)
367. Ability to manage and account for impairment of asset
368. Manage Physical Inventory of Fixed asset
369. Ability to print asset listing for physical count based on user-

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
definable criteria
370. The following information should be generated for each asset:
- By owner unit
- By using unit
- By location
- By asset class / asset category
- By Date
- By Retirement date
- With asset ID
- With asset Class
- With asset description
- With location
- With quantity
- With value
371. Ability to capture physical count/ physical verification manually
372. Ability to process the results of the inventory manually or
automatically by:
- Making comparison with information in the database
- Retiring the asset if asset is confirmed missing
- Change location if asset has changed location
- Enter the inventory date in the assets counted and assets
identified as missing
373. Ability to capture the following information for all types of
adjustments such as:
- Date of adjustment
- Cost, accumulated depreciation and net book values adjusted
- Adjustment reference document (if any) and authorization
374. Ability to manually or automatically adjust the acquisition cost and
corresponding depreciation for the missing assets to the General
Ledger upon update of Fixed Asset system with authorization from
competent authority
375. Ability to record the physical location of each fixed assets
376. Ability to provide for automatic integration with General Ledger,
Accounts Payable, Accounts Receivable, Project Management and
Budget, including the following capability:
- Automatic interfacing of accounting entries to the G/L module;
- Drill-back capability to Account Payable (e.g. Invoice, Purchase
Order etc)
377. Manage FA Reporting and Enquiry
378. Ability to display asset description at individual asset level,
summarized levels (e.g. asset class, asset group, by balance sheet)
and by particular asset (e.g. asset number)
379. Ability to provide drill-down from asset descriptive details to:

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
- Balances
- Depreciation
- GL account code
380. Ability to provide asset information via screen and print report, but
should not be limited to:
- By date, year (e.g. by year of capitalization, year of disposal)
- By type of transaction (e.g. acquisitions, transferred, retirement,
written-off, etc.)
- By asset location - for small assets which are portable
- By owner unit or using unit (e.g. department, divisions)
- By asset class (main asset group, sub group, asset number)
- By user-specified rules
381. Ability to produce reports for various reporting, flexible report
writing tools and on-line enquiry facilities for (but should not
limited) to the following:
- Financial reporting (e.g. audit and taxation) as per applicable
statutory requirements
- Management reporting
- Examples of standard reports are listed, but should not be limited
to, as follows:
- Assets at gross separately from accumulated depreciation - for
period and year-to-date
- Asset master at summary and detail level
- Asset additions
- Asset retirements
- Asset valuation - gross asset values, accumulated depreciation
and NBV
- Assets by acquisition method (e.g. purchasing, donation)
- Depreciation expense using flexible user selection criteria
- Depreciation forecast
- GL posting summary
- Assets not found at location
- Asset found at location other than that assigned in the asset
record
382. Ability to provide ad hoc listings via screen and/or print listings
based on user defined specifications such as (but not limited to):
- Select and sort by asset category
- Select and sort by asset class
- Select or exclude fully depreciated assets
- Select or exclude retired assets
- Select by GL account codes
- Select by business units
- Select by asset status
- Select by asset location
- Select by asset life within asset book

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
383. Ability to provide reports that can analyze asset information:
- By time period (e.g. year)
- By company, asset type, department and location.
- By movement (such as addition, transfer or disposal) by account,
current month or year-to-date activity
384. Provide for complete asset history, for example:
- depreciation, depletion and amortization current period, year-to-
date, accumulated
- net book value and residual value for finance, tax and regulatory
requirement
- remaining life
- history transactions with line-item
- repair and maintenance tracking
- acquisition and retirement date
385. Generate reports on fixed assets at specific location
Bank Guarantees and EMDs Monitoring
General Function - Bank Guarantees
386. Record bank guarantee details such as vendor name, PO number,
BG type, BG validity, BG receipt date, BG confirmation date etc. and
link to payments
387. Link PO / invoice approval to receipt / confirmation of bank
guarantee and BG validity
388. System based monitoring of expiry date of open bank guarantee
with automatic alerts reminding of expiry date
389. Link bank guarantee to specific purchase orders/ work order,
contracts or projects
390. Ability to generate notice for confirmation/extension/encashment
of the BG
391. Ability to retire BG
392. Ability to identify where the BG is lying
393. Generate alerts based on triggers for revalidating /amendment /
release of Bank Guarantees and automatic e-mail to the concerned
(bank /party)
394. Ability to provide all the details of the BGs including purpose for
which received, the base document against which BG received,
value, tender/PO details, party name and address, issuing as well as
Nodal bank details including address, issuing date, expiry dates,
projects, etc
395. Ability to provide report regarding the BGs received and sent for
confirmation and for which confirmation has not received which
should be bank wise, project wise, vendor wise.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
396. Ability to track the status of the BG received at all stages, i.e.,
received, verified, confirmed, amendments, invocation, return, etc.
397. Ability to indicate the date as well as amount one month before the
BG is expired, so that concerned department as well as Finance can
take an advance action
General Function - Earnest Money Deposits
398. Record collection of Deposits from vendors / service providers /
customers with linkages with NIT / Contract
399. Refund / adjustment of deposits with age-wise analysis
400. System generated alerts on deposits not returned / adjusted
401. Ability to provide details of EMD for a particular bid- vendor wise,
vendor-bid wise.
402. Ability to show all transactions relating to receipt of EMD i.e.,
receipt, return, forfeiture and conversion into Security Deposit
should be automated through system.
403. Ability to provide statement for EMD forfeiture.
Reporting Requirements
404. Ability to generate report on Capital Expenditure
405. Ability to generate report on Revenue Expenditure on O&M
406. Ability to generate report on Outstanding Dues to Central Govt.
undertakings & Others
Reporting Requirements for Annual Financial Statement (Previous
Year - Actual, Current Year - Budgeted and Ensuring Year -
Estimates)
407. Ability to generate a summary of companies budget as per
parameters defined in the company's Annual Financial
Statement(AFS)
408. Ability to generate report on Estimates of O&M Expenses
409. Ability to generate report on Estimates of Establishment &
Administration charges
410. Ability to generate report on Loans and Advances to Employees
411. Ability to generate report on Capital and Revenue
Receipts/Expenditure
Reporting Requirements for Revenue Monitoring
412. Ability to generate age analysis report on Receivables
413. Ability to generate age analysis report on Sundry Debtors
414. Ability to generate report on revenue realized and remitted into
banks

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
415. Ability to generate report on amount transferred by various bank to
main account of the company

Payroll Management
416. Allow for tight integration with Financial Accounting systems.
417. Ability to centralize the entire payroll process
418. Audit trails for all system activities.
419. Support alert features about scheduled dates like receipt of
payments.
420. Support for transactions in multiple currencies and cross currencies
421. Provide customizable ‘workflow’ for all internal processes &
approvals associated with the payroll system
422. Provision for TDS calculations (if any) & tracking of TDS payable to
the Government
423. There should be a single employee master and it should be
integrated with all the company codes
424. There should be a field in the master to reflect the company code/
cost center to which an employee is associated.
425. Provision to allocate cost of employee based on his/her associated
cost centers
426. TDS, PF or any other such returns should be available online
427. Maintain information of the salary bank account.
428. Ability to allow for the creation of user defined components of Pay
like Recurring and Ad hoc Allowances, Recurring and Ad hoc
Deductions, User Defined Allowances & Deductions
429. Ability to define various insurance schemes with premium and
group insurance data generation.
430. Ability to allow for the computation of the following elements :
Fixed Pay elements applicable to all employees Like Basic, PF,
Special Allowance, Conveyance Allowance etc.,
431. Ability to allow the setup of multiple payrolls with different payroll
administrators& combining payroll (with clear segregation between
semi variable, static and variable payments)
432. Ability to allow restriction of administrative functions to a few
select payroll users
433. Ability to have a data upload facility to upload historical payroll
data
434. Ability to allow the maintenance of slab wise details for statutory
elements like Income Tax as well as user defined elements

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
435. Provision to calculate reduction in salary based on attendance
policy
436. Ability to allow the following calculation of onetime payment of
allowance and / or deduction: Incentive, arrear, ex-gratia, uniform,
lease / conveyance
maintenance, Foundation day, etc, By Amount: enter amount to be
deducted or payable, by Days: enter number of Days for system to
compute the amount based on Basic Pay or gross Pay and/or any
other component of Pay, By Percentage: enter percentage for
system to compute the amount based on basic pay or gross pay
and/or any other component of pay
437. Allow for input of start and end date for recurring payment /
deduction (both specific, and general)
438. Ability to automatically update Payroll database for changes in
employee record without interfering with payroll processing (e.g.
Promotions in the middle of month)
439. Ability to allow Back dated calculations
440. Ability to have a full and Final settlement process in place
441. Ability to allow a final settlement report for each terminated
employee
442. Ability to allow provision to suspend Payroll runs or control final
settlement processing on a case to case basis as well as group basis
(on case to case basis)
443. Ability to have the provision to run separate bonus/ incentive runs
444. Ability to provide the Ability to handle unlimited pay account codes
and drawing banks
445. Ability to have a provision to process Arrear and backdated
Payment calculations
446. Provision to recover advances in subsequent pay periods with a
single transaction
447. Ability to maintain earnings history information (i.e., a record of all
pay of all activity) for each employee for a user-specified period of
time.
448. Ability to support multiple banks or savings institutions
449. Linkage with Punishments, i.e., suspension should result in
subsistence allowance (Integrate with IR & Legal for input)
450. Ability to calculate HRA Rebate
451. Ability to handle tax exemptions as per the Income Tax Rules
452. Ability to handle Gratuity Calculations
453. Ability to handle Provident fund rules like Calculate and deduct

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
contributions according to the respective Statutory Acts/ Company
policy etc, Maintain individual GPF accounts and generate
individual account slip for every financial year
454. Ability to conduct full and final settlement of employee during Exit.
455. Ability to notify (flag) individuals of any outstanding balances when
employee is terminated
456. Ability to record an employee's selection of benefit, retirement and
deduction options.
457. Ability to automatically recover salary advances.
458. Ability to define multiple payment methods (Bank Transfer/Cheque
Payment)
459. Ability to require approval before a specific payment is made to an
employee.
460. Ability to forward the overtime schedule to the top management
for approval if the amount of overtime is over a defined percentage
of the basic salary
461. Ability to maintain a salary range for each job family or job
class/career band.
462. Ability to automatically adjust calculations for mid-pay period
salary, advanced salary, and employment actions.
463. Ability to convert the payroll to an excel or other software formats
464. Ability to assign work calendar (scheduled work days, scheduled
holidays, etc) to one or more employee groups.
465. Ability to default standard holiday data, as well as user-defined
holiday data.
466. Ability to create and maintain work calendars over user-defined
years.
467. Ability to provide input to Finance & Accounts Module for salary
payment based on attendance. Statutory and voluntary deductions
468. Ability to calculate arrears in case promotion is made with
retrospective effect.
469. Ability to support salary fitment on promotion. The fitment made
should automatically reflect in payroll.
470. Ability to update salary details on promotion, Succession Planning
471. Ability to define all payroll elements under defined payroll heads
472. Ability to keep salary details password protected for individuals
473. Ability to generate checklist for all deductions
474. Ability to print pay slip for distribution
475. Ability to show details regarding balance of leave, deductions,

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
accumulated pay
476. Ability to print deduction statement for deposition to outside
agencies
477. Ability to print Tax deduction certificates viz Form-16
478. Ability to compare checklist across month to identify areas of
changes
479. Ability to prepare detail arrear slip in case of change in salary
480. Ability to stop salary for reasons and necessary accounting thereof
481. Ability to prepare project wise-cost centre wise-employee group
wise reports
482. Ability to show projections of head wise impact on hike in salary
including impact on Gratuity and Leave Encashment at the time of
any new joining
Support for allowances, reimbursements, loans etc.
483. Ability to Support encashment of Leave, tours and travel and also
on retirement with consequent tax adjustments
484. Ability to Release of festival advance and other advances (user
defined) against salary.
485. Ability to Employee-- wise recovery position, recovery list and
outstanding balances list – month wise or as user defined
486. Ability for Payment of medical reimbursement, allowances,
recovery and taxation(if any) thereon
487. Ability to Support Recovery of club/ union contributions
488. Ability for Provision of Housing loan or any other loan component
to be adjusted against the employee salary
489. Ability to Support payment of educational allowance, transfer
allowances and any other user defined allowances.
490. Ability to Support recovery of all other types of loans with reports
like recoveries made, overdue list etc.
491. Ability to Support calculation of incremental arrears with
consequent tax adjustments
492. Ability to Support payment of salary arrears as per the industry
level settlements with tax adjustments. Also support payment of
arrears calculated in user defined instalments or in lump sum
493. Ability to define loans and its various characteristics such as
periodicity, interest rate, ceilings details etc.
494. Ability to attach loan sanctioning rules to every loan type.
495. Ability to allow payroll to deduct the amount due from an
employee (in case of loans/advances etc)

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party

496. Ability to sanction advances as per directives from sanctioning


authority
497. Ability to bifurcate all types of advances.
498. Ability to recover advances from salary of following month unless
approved otherwise
499. Ability to determine EMI automatically in case of long term loans
500. Ability to produce detail statement regarding position of advances-
interest calculations thereof.
Deductions
501. Ability to establish deduction limits for each deduction based on
various parameters like: Employee; Job Classification, Company,
Benefit plan, Salary
502. Ability to make deductions effective: In the current period, In any
pay period or periods selected. In any user-defined frequency
selected, Between user-defined start and stop dates, Until an user
defined limit is reached
503. Ability to have Start and stop dates for deductions should be
maintained: On the Employee Master file, On employee level
504. Ability to reverse deduction to be included in next pay check if
incorrectly withheld / Option with user
505. Ability to determine deduction amounts by: Amount of earnings,
Percent of earnings, Number of hours
506. Ability to prioritize deductions: Using the deduction code, Using a
separate priority number
507. Ability to be prompted by system when employee status changes
to leave to determine how deductions will be paid while on leave
508. Ability to apply or stop various deductions based on employee
status changes(e.g., Leave Of Absence, term)
509. Ability to produce relevant certificates, reports and returns as per
the applicable rules
510. Ability to link deductions with payroll for TDS on salary and
Professional tax.
511. Ability to generate Challan forms and Returns relating to all state
Taxes
512. Ability to Compute all deductions
513. Ability to prepare Tax certificates for the service vendors and
contractors
514. Ability to prepare Tax returns: Quarterly/ Annual through e-filing

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
515. Ability to show details of Advance Tax and Dividend Tax paid during
the year
516. Ability to show Tax, Duty and other sums debited to Profit& Loss
A/c in earlier years and not paid/outstanding as at the end of the
year.
517. Ability to link copy of challans with each payment of tax for
recovery of the same at the time of assessment and generation of
reports monthly/quarterly/annually.
Employees claims and reimbursements
518. Ability to track personal claims by the employee
519. Ability to communicate employee regarding final settlement of his
dues or about rejections, if any
520. Ability to verify entitlement of employee and family members while
passing the bill for personal claims
521. Ability to generate Exception report for amount reimbursed
exceeding a particular amount.
522. Ability to generate details of amount paid under various categories
for a specific employee and to various employees under a specific
claim head.
Pay-slip Run
523. Ability to Provide for online ad-hoc calculation of employees pay
slip amount
524. Ability to Perform on-line calculation of pay and benefits for
terminated employee based upon termination date
525. Ability to evaluate different scenarios for change in pay-roll
structures.
526. Ability to provide an impact analysis tool for analysis of impact of
revision of any /all components like pay, allowances, deductions
etc.
527. Ability to display the status of the Payroll calculations
528. Ability to run Payroll multiple times before finalization to ensure
accurate pay computation
529. Ability to Post the amount of salary paid for each element of pay
for an employee, based on the relevant GL account code and
employee cost centre information to General Ledger. Financial
postings include: Element, Amount, GL Account, Cost Centre
530. Ability to Post salary payment advice including multiple payment
methods such as bank, cash and cheque to General Ledger
531. Ability to issue third party checks
532. Ability to generate pay slip with following detail:- Taxable and non -

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
taxable components in separate columns, Tax till date, Calculated,
Recovered, Projected, Loan balances and no. of instalments
deducted / left, Provident fund opening balance, interest till date,
closing balance etc.

Investment of Gratuity Management


533. Ability to perform gratuity calculation, provision & accounting
employee-wise as per user defined rules
534. Ability to perform forfeiture of Gratuity in case of dismissals etc.
535. Ability to generate gratuity payment cheques
536. Ability to maintain nominee details and payment to nominee in
case of death of an employee
537. Ability to generate all types of reports/registers related to Gratuity
management
Handling and Tracking of LC’s
538. Ability to take care of LC related reports regarding status of LC
proposals and validity
539. Ability to show utilization amount of LCs on any date.
540. Ability to generate report on all the LC with reference to order
number and amount.
541. Ability to generate report on LC for which complete payment has
already been made indicating stages of payment.
542. Ability to generate report on LC which are in pipeline for payment.
543. Ability to generate Quarterly Commitment Statement against LCs,
in US $ as well as in INR.
544. Ability to generate month wise Liquidated Damages (LD) deduction
statement, if any, against LC payment.
545. Ability to exercise control on concurrence based on Delegation Of
Power.
546. Ability to produce Periodical Report for proposals pending for
approval
547. Ability to provide movement of proposal process through stages.
Period End Closing
548. Ability to provide automatic calculation of interest for both
receivables/payables in terms of agreement /order and its posting
549. Ability to balance ledger on each transaction so that maximum and
minimum balance can be easily defined
550. Ability to perform period end closing activities like balance carry
forward, open new fiscal year, etc.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
Internal Audit/GOVT Audit
551. Ability to provide access to the transaction trails of the Company
for verifications of checks and balances of the system.
552. Ability to restore all reports of Internal Audit for future reference
553. Ability to provide for all action taken reports of CIL and its
Subsidiaries to be available in the system, for guidance of all
subsidiaries about the process.
554. Ability to facilitate e-audit.
555. Ability to generate summary of all Audit Queries for CIL and its
Subsidiaries.
556. Ability to provide exceptions report /.Action taken report
Fund requisition and fund Transfer
557. Ability to Produce Daily Fund Statement(DFS)
558. Ability to produce all receipt and payment vouchers for Corporate
Transactions.
559. Ability to produce Bank Reconciliation Statement.
560. Ability to provide master details of beneficiaries
561. Ability to produce list of Successful payments with Bank
transaction-ids
562. Ability to produce Subsidiary wise daily/monthly/quarterly/yearly
funds statement (on cumulative basis).
563. Ability to provide cash Flow statement on regular basis.
564. Ability to produce expenditure wise daily/monthly/quarterly/yearly
fund transfer statement (on cumulative basis).
565. Ability to produce letters to banks in case of fund transfer by
RTGS/DD/Cheque.
566. Ability to produce Money Receipts
567. Ability to produce Fund Transfer Statement at regular intervals.
568. Ability to produce Fund requisition statement
Cheque Management
569. Ability to Provide Bank balance on each transaction.
570. Ability to Provide Bank Book.
571. Ability to generate list of all payments /cheques register printed
bank wise.
572. Ability to generate list of all cancelled cheques.
573. Ability to generate list of Stale cheques.
574. Ability to make provision for manual cheque payment via printed

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
cheques.
575. Ability to automate cheque printing, if needed.
Cash Payments
576. Ability to Provide cash balance on each transaction.
577. Ability to Provide cash Book.
Ability to view Imprest Cash Book status on daily basis.
Pension trust for CIL executives-Defined contribution Pension
scheme
578. Ability to provide Master Data for retired as well as on roll
executives maintained for the purpose of pension Trust.
579. Ability of a member to see the corpus along with its annual
accretion.
580. Ability to produce report on the receivable and payable position
from and to CIL, respectively.
581. Ability to show types of annuity as opted by members.
582. Ability to generate claims forms for settlement with the Investment
Company.
583. Ability to account for periodical growth of funds invested with the
Investment company.
Contributory Post Retirement Medicare for Executive/Non-
executive scheme (CPRMSE)
584. Ability to provide master data for members of the scheme
585. Ability to maintain updated status of members
586. Ability to accept Life certificate through electronic mode.
587. Ability to compile data for actuarial valuation.
588. Ability to provide interactive system for updating members profile
589. Ability to provide calculation of domiciliary amount based on
updated profile.
590. Ability to calculate Contribution for registration at the time of
joining, considering the contribution requirement as per scheme.
591. Ability to provide details of empaneled hospitals, CGHS rates, MAR
Rates and exemption certificates of Income Tax.
592. Ability to record all medical payments against limit and available
balance thereon.
593. Ability to provide in each payment order available corpus and
cumulative amount already received.
594. Ability to provide report of unpaid amount as per information
received from members and subsidiaries.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
595. Ability to provide Member wise, year wise, benefit wise, hospital
wise ledger showing payment details of executive and spouse along
with the balance available.
596. Updated report on amount of deduction (4%) made from salary for
calculation of Actuarial valuation & demand.
Modality Of Gratuity Funding (Through LIC)
597. Ability to indicate the amount payable/receivable from LIC
598. Ability to provide number of employees retired and gratuity paid to
each.
599. Ability to provide actuarial valuation vis-à-vis incremental funding
required.
600. Ability to prepare Report as per format of LIC claim.
Leave Encashment Funding
601. Ability to provide Actuarial valuation vis-à-vis incremental funding
required.
602. Ability to provide Fund used for leave encashment during any
particular period.
603. Ability to prepare report on receivable and payable position from
and to CIL (includes NEC, RSO and New Delhi) respectively on
monthly/quarterly/annually basis.
604. Ability to link the Receivable & Payables Position Report with the
actuarial report and Investment, and it should be unit wise.
Coal Miners Provident Fund(CMPF) and Pension Department
605. Ability to maintain all records for contribution of employer and
employee towards CMPF, Pension and voluntary contribution.
606. Ability to provide Master records of members including Nominee
details, i.e., Nominee Name, relationship, nominee's share, Date of
Birth, address, contact details, and ability to modify these details as
per nomination change request.
607. Ability to maintain records regarding detail of payment to CMPF
608. Ability to provide last pay certificate in case of transfer employee
which should contain detail of all PF and pension contribution along
with reckonable month from all the last postings.
609. Ability to produce monthly contribution statement for employees
610. Ability to produce Final Claim form during a particular period
611. Ability to produce VV statement
612. Ability to provide List of transfer-in and transfer-out employees for
submitting to CMPFO, Form HH-B&C respectively and new joiners
in Form HH-A on periodic basis.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
613. Ability to produce pension calculation statement.
614. Ability to provide PF Returns and other statutory forms.
615. Ability to generate various information as required by the statutory
authority from time to time regarding awarding contract to the
contractors with job details, payroll information, compliance to
statutory authority in respect of contractors' employees, etc.
616. Ability to have multiple pension schemes so that company's
Pension scheme available in public sector can be incorporated.
617. Ability to intimate the employees three months before their
retirement about their PF subscription, PF Loan, Gratuity and
Pension claim forms etc.
618. Ability to maintain nominee details to facilitate pension processing
619. Ability to support pension disbursement
620. Ability to calculate family pension and payment
621. Ability to support all related accounting procedures including
generation of vouchers and related reports
622. Ability to perform Income tax calculation and deduction for pension
payment as per Government guidelines
623. Ability to process the voluntary retirement application as per
approval from IR & Legal department
624. Ability to generate various MIS reports w.r.t. pension/family
pension
625. Ability to generate all MIS reports as per requirements of Board of
Trustees/ Management.
626. Ability to generate all bank correspondence, death intimation to
bank, etc.
627. Ability to generate all standardized communication to pensioners,
would-be pensioners, family pensioners, etc.
628. Ability to generate reports of all pending cases w.r.t. death in
service
Investments
629. Ability to calculate interest on FDs, dividend calculation on MFs
Investment, accrual calculation, cash flow generation, etc.
630. Ability to provide historical data, cash flow and yield / return on
individual investments and Avg. return on all and each category of
Investments.
631. Ability to provide an online status of the interest incomes and
maturity forecast to the investment department for effective
decision making of investments.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
632. Ability to provide centralized maintenance of all Bank details like
name, correspondence addresses & types, bank & card details,
authorizations, notes, blocking, etc.
633. Ability to produce Fund Report – Treasury
634. Ability to generate investment register containing every detail
portfolio wise on daily basis.
635. Ability to generate Weighted Average Return (WAR) on
Investments – FD ICD MF on weekly basis.
636. Ability to generate Maturities & Interest Receipt Schedule
637. Ability to show flow of Investments (Increase/Decrease) on
monthly basis.
638. Ability to provide TDS reports
639. Ability to generate reports like • Income Earned schedule• Bonds
Redemption Schedules
• FDs/MFs/ICDs maturity/redemption schedule on monthly basis.
640. Ability to provide Assets Under Management of Mutual Fund
Houses, at the end of each month/year
641. Ability to maintain records regarding Net worth of Banks and CAR
642. Ability to provide Information regarding deposits and yields of all
investments made by CIL and subsidiaries would be available in the
system which would be consolidated for MIS purposes at the end of
each month/quarter/year.
643. Ability to provide Selection of Banker for placement of FDs/
Statement for premature encashment considering penal interest of
banks
Domestic Borrowing - Loans
644. Ability to provide interest calculation, allocation of loans and
interest, future cash flows etc.to be calculated automatically.
Reducing balance method will be considered for interest
calculation of cash credit facility considering daily product of
balance and reference rate of interest.
645. Ability to provide Online status of domestic loans in terms of the
amount disbursed, facility utilized, interest paid, interest due,
repayment schedule, etc.
646. Ability to provide Drawls and Repayments for Domestic Borrowings
647. Ability to provide Weighted Average Rate of Interest on Domestic
Borrowings
648. Ability to provide Details of Borrowings from Banks & Institutions
649. Ability to provide details of Debt Servicing-opening and closing
balance of loan

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
650. Ability to provide loan wise interest payment Statement-Interest
accrued and due, interest accrued but not due, penal interest.
Foreign Currency Borrowing and monitoring of claims
651. Ability to maintain all foreign currency borrowings made by the CIL
and calculate interest taking into consideration the terms of each
loan separately.
652. Ability to show undrawn amount against the sanctioned loan and
the expenses paid / payable in respect of the loan.
653. Ability to calculate the amount of TDS (withholding tax). The
accounting entry for TDS deposit must take place simultaneously at
each interest payment date.
654. Ability to generate quarterly return for TDS to be deposited with
Income Tax authorities.
655. Ability to take care of calculation of GST to be payable to foreign
consultants/ arrangers/ bankers along with suitable alerts.
656. Ability to generate Monthly/annual returns for GST to be filed with
the department.
657. Ability to make the accounting entries for drawl as well as
repayment of FC loan for and on behalf of Subsidiary Companies.
658. Ability to provide future interest expense and borrowing
repayment reports.
659. Ability to provide reports of actual transactions of External
Commercial Borrowings (ECB) under Foreign Exchange
Management Act, 1999.
660. Ability to provide loan utilization status – Equipment, Machinery
spares, Escalation.
661. Ability to generate Loan utilization status – Progressive utilization,
% Cumulative utilization.
662. Ability to provide interest repayment schedule.
663. Ability to provide exchange rate variation on different loans as
allocated to projects.
664. Ability to provide foreign exchange rate exposure for the period.
665. Ability to provide date wise debt and interest service statement.
666. Ability to provide weighted average rate of interest on foreign
borrowings.
667. Ability to provide letters to be written to banks for foreign debt
servicing.
668. Ability to provide reporting of Govt. Guarantee for foreign currency
loan to Ministry of Coal in prescribed format.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
669. Ability to issue Debit/Credit advise for subsidiary companies.
670. Ability for master creation for each FC loan including but not
limited to:
-Identification No.
-Amount
-Interest
-Payment Terms
-Due dates for payment of interest
-Loan closure
-Undrawn Amount
671. Ability to record Foreign curreny exchange rates for all payments.
672. Ability to add at period ends, principal and accrued interest, which
will be revalued at current prevailing rates and posted to Vendor
sub-ledger account.
673. Ability to record necessary transaction details regarding variation in
exchange rates and conversion of payment amount/interest
amount.
674. Ability to generate reports individually for each loan and also for
each loan category collectively.
For Subsidiaries
Sales Accounting
675. Ability to produce and submit sales bill for dispatch in rail and road
mode
676. Ability to prepare and submit for coal transferred to Washery.
677. Ability to process refund to customers against advance deposit.
678. Ability to reconcile balance between Area & HQ and HQ with Power
Houses.
679. Ability to maintain Debtors account.
680. Ability to account for Sales Data
681. Ability to process payments for railways and for sampling and
quality control etc.
682. Ability to issue Debit/Credit notes to customer.
Cost Accounting & Reporting
683. Ability to generate Cost Ledger
684. Ability to integrate Cost data & Financial reports through mapping
Cost & Financial codes
685. Ability to prepare project wise cost-estimate based on input
parameters.
Financial Reporting

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
686. Ability to generate Grade wise / unit wise valuation report of
Coal/Coal Products
687. Ability to generate Tax Invoice against transfer of store from central
store to Area/Colliery Store/Site
Financial Control
688. Ability to generate Budget Certification Number and Financial
Concurrence Number
689. OBR Accounting
690. Ability to generate Sales billing Reports and Refund Statement
Report
691. Ability to generate Quality deduction reports
Sales Accounting
692. Ability to prepare sale bill for dispatch from rail and road mode
693. Ability to prepare and submit for coal transferred to washery.
694. Ability of processing refund to customers.
695. Ability to reconcile balance between Area and HQ with Power
Houses
696. Ability to maintain debtors account.

697. Ability to Account for Sales Data.


698. Ability to process payment to Railways and for sampling and quality
control etc.
699. Ability to issue Debit Credit notes to customers.
700. Ability to produce grade wise, state wise, customer wise sales
statement/Report separately for FSA, MOU, E-auction customers.
701. Ability produce report on Unit grade wise premium on e-auction.
702. Ability to produce Unit wise Grade wise deduction made by
customers.
703. Ability to create Unit wise provision for Debtors.
704. Ability to produce Unit wise statement /report on Duties and Taxes
Billed.
705. Ability to produce Unit wise /Area wise Debtor Debtors balance and
reconciliation
706. Ability to produce bills Area wise and customer wise.
707. Ability to produce bill wise deduction statement
708. Ability to produce statement for deposits from customers
709. Ability to produce Customers Ledger

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
710. Ability to produce Unit wise detail for of any component of sales
viz. Taxes, Duties, Charges, Recoveries etc.
Ability to prepare Age wise break up of debtors and & advance to
customers.
Ability to prepare Bill Register on daily, monthly and annual basis.
Purchase and Store Accounting
711. Ability to Financially vet Budget Certification and Financial
concurrence of purchase proposals
712. Ability to process and payment of purchase bills.
713. Ability to process Advance payment to suppliers
714. Ability to make statement of Invoice for Input Tax Credit
715. Ability to account for Scrap sales.
716. Ability to account for Stores consumption
717. Ability to maintain Sundry creditors, advance to suppliers EMD,
security deposit ledger.
718. Ability to keep account of bank guarantee and its verification.
719. Ability to integrate SRV with Purchase Orders and BC FC and further
with bill processing
720. Ability to account for items of stores in Central, regional as well as
colliery stores
721. Ability to connect store issue with machine log book in each case.
722. Ability to produce consumption report and stores ledger
723. Ability to account for non-moving and obsolete items
724. Ability to generate Store ledger with both price and Numeric and its
reconciliation
725. Ability to generate Store consumption report & Store Inventory
report
726. Ability to generate Tax Invoice against transfer of store from central
store to Area/Colliery Store/Site
727. Ability to make statutory deductions from the bills.
728. Ability to issue and collect statutory forms.
Project Costing(CMPDI)
729. Ability to prepare Project Report based on data received from mine
planners and respective subsidiaries.
730. Ability to prepare Project Report base on Capital Budget tools like
IRR, NPV and Pay Back Period..
731. Ability to prepare sensitivity analysis and financial analysis of the
project for proper investment decision making.

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


ANNEXURES & APPENDICES

Standard/
SN Requirement Description
Custom/ Third Party
732. Ability to ascertain working hours and R&M costs of different
machineries
733. Ability to Identify data from other reliable sources for Inputs
relating to PR preparation.
GST Compliances
Ability to generate all reports and invoices required for compliance
of GST.

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


ANNEXURES & APPENDICES

Functionality Matrix (FM) for Human Resource Management (HRM), Employee Self Service (ESS)
and Payroll function
Sl. Requirement Description Standard/ Custom/ Third
No. Party
Organization Structure
1. Ability to define organization hierarchy, organization structure
2. Ability to generate tree structure giving details of all role holders and
reporting employees (defining reporting and reviewing relationship)
3. Ability to define various categories of employees across class I, II, III & IV
(list of existing employees on the basis of Exec/Non Exec) on any date or
cross section of time along with a list of officers and staff who will retire
within a specified period
4. Ability to define various categories of employees across class I, II, III & IV
5. Ability to define name of functions, sub-functions and positions (should
be able to take into account the existing manning norms for CIL.
6. Ability to maintain reporting structure (hierarchy of positions)
7. Ability to support integration of positions with manpower planning to
understand staffing requirements
8. Ability to create new roles, functions & positions
9. Ability to maintain change in designations due to promotions, Selection,
regularization, Placement transfers (Integrate with Promotion Module,
Transfer Module)
10. Ability to assign company code and then segregate them into cost centre
or profit center
11. Ability to define multiple organizational structures (positions) and
multiple reporting relationships and integrate with the respective
employee data
12. Ability to restrict making changes in the Organization structure to
authorized persons only
13. Ability to seek confirmation after every change made in the structure,
changes to be made permanent only on authentication by the controller
of the authorized person.
14. Ability to change/restore/rollback changes to a previous(given) date and
report inconsistencies
15. Ability to define administrative powers for organizational units position-
wise
16. Ability to tightly integrate administrative power definitions to work flows
and approvals
17. Ability to provide reports of total organization hierarchy, organization
structure of corporate office and plants
18. Ability to provide reports on list of vacant positions
19. Ability to provide reports on reporting relationships (Functional,

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
administrative) in a department.
20. Facility to calculate the cost implications of adding a new
Function/Position
21. Ability to generate reports on categories of employees across class I, II, III
& IV (list of existing employees on the basis of Exec/Non Exec wise on any
date or cross section of time along with a list of officers and staff who will
retire within a specified period)
22. Ability to clearly define the hierarchy of Delegation of Power in the
organization
23. Ability to issue orders advising to take additional charge.
Employee Master (Employee Service Book)
24. Ability to store and maintain employee personal data such as employee
no., name, addresses (Permanent address for home LTC), phone
numbers, emergency contact information and email addresses, Bank
Account Details, PAN, Passport details, Aadhar No, etc.
25. Ability to maintain employee's gender, date of birth, blood group,
citizenship, marital status, religion, caste, State of domicile, etc.
26. Ability to maintain an employee’s education with name of institute,
certifications, degrees and any endorsements (Professional
Membership)certificates of extra –curricular activities such as sports,
cultural, knowledge of other languages, special achievements if any
27. Ability to maintain previous employment details like name of the
organization, position held (designation), start/end dates, reason for
leaving, last salary drawn, references etc.
28. Ability to maintain names, date of birth and contact details of spouse,
children, dependents, parents, dependents, nominees under different
schemes along with family photo, etc.
29. Ability to maintain employee's recruitment category like physically
handicapped/ sportsperson /ex-servicemen / specialist / SC / ST / OBC /
compassionate grounds/Others
30. Mode of selection of candidates i.e. CAMPUS OR OPEN EXAM or
DEPUTATION.
31. Ability to update employee's recent photograph and photograph with
dependent and nominees.
32. Ability to maintain employee's medical details after joining and a periodic
medical examination details and health data.
33. Ability to maintain employee's health problems, medical history and
capture the details (integrate with payroll for reimbursement amount
and health problem details, including low medical category)
34. Ability to capture expenses on medical ground and track medical
expenses under different categories and heads.

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
35. Ability to integrate with smart card Application
36. Ability to track health details and generate health profile and various
health matrices.
37. Ability to store caste certification verification & police verification report
and detailed status of QUALIFICATION VERIFICATION
38. Ability to issue NOC for obtaining passport/visa /study abroad or for
outside employment etc., including intimation for appearing in UPSC and
other exams
39. Ability to maintain the languages known with details of speak, read and
writes separately. Clear indication for the mother tongue
40. Ability to maintain the details of spouse and relatives in the service of the
organization including name, personnel number, unit where working,
designation with provision for automatic updating of records of the
relative as and when it is updated for him by his controlling
establishment
41. Ability to integrate Organization management with employee master
42. Ability to maintain details of present designation, salary details, reporting
hierarchy.
43. Ability to maintain history of trainings attended (prior to joining & after
joining) like name of the course, name of the Institution, month & year of
training, duration of the course in days/weeks etc.(integrate with T&D)
44. Ability to maintain the awards for which nominated / received by the
employee including the name of the award, year of award, in which
discipline/field and date of receipt of award and special status/ privilege,
if any, to be given to him for the award
45. Ability to maintain deemed date, date of joining, probation period, date
of confirmation in each grade/post and also status of closure of training
and probation in present grade
46. Ability to maintain details of promotion from one grade / scale /
discipline to another including any appointment through internal
selections
47. Ability to maintain full transfer history of the employee including the
current & new location, nature of transfer (self-initiated / company
initiated/VIP reference/mutual transfer etc.), date of joining and date of
relieving at different locations, number of times cancelled but kept in
abeyance etc.
48. Ability to maintain present place of posting including name of the
department, cost centre, present designation, grade etc.
49. Ability to maintain history of disciplinary actions taken / initiated against
the employee including date of charge, nature of charge, amount of
financial loss to organization, date of punishment, nature of punishment,
Period of punishment, amount of financial loss to organization, etc. This

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
must include Vigilance/criminal proceedings.
50. Ability to maintain details of suspended employees (reasons of
suspension, time duration of suspension, restricted privileges, date and
details of order of suspension revocation, subsistence allowance status,
etc.)
51. Ability to maintain and generate resignation data(including bond money
recovered and deposited or any other dues/notice pay paid or not)
52. Ability to change employee job status (Trainee, Probationer, re-
appointed, reinstated, extended probation, regular, deputation,
suspended, absconding (FIR) & Exit, resigned, VRS, Terminated)
53. Ability to date and time stamp all changes in the database enabling data
availability on 'as on date/time' basis
54. Ability to update the data through work flow on real time and online
basis with maker checker concept implemented
55. Flexibility of additionally capturing any information relating to employee
at a later date.
56. Ability to link employee data with the position based standard
responsibility
57. Ability to maintain concurrent jobs for employees with additional
responsibilities/special duties in addition to regular responsibilities
(Internal/External)
58. Ability to link employees with the membership with various Committees
(permanent or temporary) and membership of any professional
organization, associations and Trade Unions.
59. Ability to update only authenticated data reflected in the employee
master on prompt
60. Ability to maintain employee data with regards to claims, etc
61. Ability to maintain and view employee leave details, LTC/ LLTC details,
conveyance reimbursement, HRA, other allowances, etc.,
62. Ability to maintain employee data with respect to PF, Gratuity, etc. and
the nominations for the same
63. Ability to create organizational chart of all positions and reporting
relationships.
64. Ability to provide restricted access to different classes of employee
master data
65. Ability to maintain the group insurance related details for each
employee, like insurance number, nominee details, amount etc.
66. Ability to maintain Audit trail of all changes made to sensitive
information
67. Ability to maintain performance appraisal rating of last all years and

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
promotion details
68. Updating of all information in Employee Master data since recruitment
(such as personal details, addresses, transfers, deputation, change of
location (Integrate with Transfers/ Deputation Module)
69. Ability to maintain service files documents in scanned form including
Date of Birth, domicile, Bonds, if any, executed, disciplinary cases details,
photograph etc
70. Ability to track the physical location of the service file by recording the
file number and place where it is kept
71. Ability to scan important document and summary of employee personnel
for all existing employees and retired employees (period of retention to
be specified later)
72. Ability to process House Building Loan, conveyance advance, furniture
advance, laptops, educational loans and advances under other schemes.
(Registration of laptop on online portal.)
73. Ability to process departmental House Building Loan (For Class-IV
employees)for land purchase, house/flat purchase, construction of
residential house, addition/alteration of constructed house and repair of
house
74. Ability to issue Release Orders to release the loan money by the
respective accounting unit against sanction order.
75. Ability to provide details of lien against employees
76. Ability to provide details of employees applying for employment to
outside organization as per the service rules with number of times
applying outside in a particular year.
77. Ability to provide details of employees applying for higher education
78. Ability to submit and declare of assets by employees and family members
as required under Company rules and statutory provision.
79. Ability to process cases for according permission to acquiring or disposal
of movable and immovable property by way of purchase or sale
80. Ability to provide all information related to House Building Loan for the
employee
81. Ability to record whether an employee is an office bearer of a recognized
union or association with details thereof.
82. Ability to provide reports of employees based on blood group, length of
Service, Age, Qualification, experience, department, salary bands etc.
83. Ability to provide reports to HR on employees personal, educational
&professional details not updated in the system.
84. Ability to provide reports on all employee details as per department,
class/cadre wise, location in specified period.

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
85. Ability to provide reports on employee counts retired, resigned,
suspended, dismissed or left, per department, class/cadre-wise,
superannuating in a specified period
86. Ability to provide reports on status of details of disciplinary proceedings,
time, progress, status and generate departmental and safety clearance
periodically.
87. Ability to provide reports on personnel released from one place and not
joined other office
88. Ability to define seniority norms and generate and publish seniority list of
discipline, grades and categories cadre-wise.
89. Ability of system to provide information of all types of loans /advances
and recovery details whenever employee applies for fresh loan under any
head.
90. Ability to delete the name of dependent /give alerts in case of marriage
/employment /age bar defined in rules
House Building Loan (HBL), Conveyance advance, Furniture advance etc.
91. Ability for 2nd Charge Mortgage permission is accorded in case of
obtaining H.B. Loan from outside agency like Banks/NBFCs in addition to
departmental H.B. Loan
92. Ability to process charges of interest and other terms and conditions of
tie up arrangements with scheduled banks
93. Ability to process formal permission in case the employees do not avail of
department H.B. Loan but intend to avail housing loan from outside
agencies
94. Ability for reconveyance of Registered mortgaged property through
Registered Reconveyance Deed by the Office on complete repayment of
H.B. Loans of the employees as per verification of HBL recovery
statements and final calculation by the Accounts Wing of the
Establishment.
95. Ability for reconveyance of Equitable Mortgage as per verification of HBL
recovery statements & final calculation by the Establishment Corporate
under the Corporate Establishment Department
96. Ability to process waiver of HBA Insurance for the deceased employees
with concurrence of the competent authorities.
97. Ability to penalize for non-utilization or delay in utilization of HBL,
conveyance, laptop & Mobile, furniture and other loans and advances.
98. Ability to generate reports on monthly/quarterly /half yearly and yearly
statements covering sector wise activities of HBA and other loans and
advance and retrieve relevant data of loaners of recoveries made and
outstanding amount if any linking the same with appropriate financial
model

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
99. Ability to auto generate NDC or else for grant of HBL, recommendation of
sanction for HBL, permission for purchase and sale of properties,
conveyance and reconveyance of mortgage deeds & auto generate
service certificate
100. Ability to provide reports on all information regarding HBA and other
loans and advances (including recovery stats)

101. Ability to process, validate and communicate sanction of HBA and other
loans and advances.
Employee Self Service (ESS)
Employee Details
102. Facilitate employee to apply for changes in permanent & correspondence
addresses, details of family members, emergency contact details, contact
details, office location, nomination for various schemes like PF / Pension/
Gratuity, etc.(Request for change) (Authorization given to a particular
level - to be maintained as paper document also)
103. Ability to add /update bank information for expense reimbursement,
PAN no, Aadhar no, passport details, driving license no. etc
104. Ability to allow employee to update online through ESS the noncritical
personal data (such as weight, height, etc.)
105. Ability to provide address proof letter to employer for various purposes
106. Facilitate employee to apply for information regarding acquiring
additional qualifications
107. Integrate ESS with Employee Master
108. Ability to remind the employee through self- service/e-mail/SMS
regarding modification or requirement of additional data
109. Ability to remind the employee through self-service/e-mail regarding
modification or requirement of additional data
110. Ability to send the employee confirmations after changes are made
online.
Ability to interface biometric machines for real time data capture of
attendance
Attendance & Leave Management
111. Ability to mark attendance and fill time sheets (manually in field,
automated, biometric etc.)
112. Ability to interface biometric attendance machines for real time data
capture of attendance
113. Ability to view list of weekly offs, holidays in an year (Integrate with Time
Management Module)
114. Ability to apply for leave under the appropriate category and state the

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
reasons for it
115. Ability to apply for NOC for abroad tour, including study etc.
116. Ability to Check the status of leave request
117. Ability to approve/cancel/modify leave requests by employees
118. Ability to view accrued leave balances.
119. Ability to approve or cancel leaves of subordinates
120. Ability to intimate the controlling officer when an employee goes on
unauthorized absence / returns back from unauthorized absence/
extends leave/ reports in the middle of the sanctioned leave period
(along with appropriate reduction in sanction)
121. Ability to provide reports to subordinates & HR in ESS on attendance &
leave details.
122. Ability to provide reports to HR and HoD on employees presently on
leave in the department.
123. Ability to provide the Manager consolidated status of present/absent
employees working under him/her.
124. Ability to provide report on attendance details & leave quota/balances
125. Ability to provide reports on number of employees for whom leave has
not been approved/declined/modified
126. Ability to provide reports on the frequency of leave taken by employees,
habit of overstaying beyond sanction leave etc.
127. Ability to provide reports on late coming and early going by employees
128. Ability to define the leave rules, limitations of leave accumulation,
entitlement of leaves, limitation on frequency of leave, Procedure for
extension of leave and modification of leave, etc.
129. Ability to generate various report on leave like number of EL/HPL/HPL
Commuted/AL/SL availed for a period of time
130. Ability to sanction and generate report on child Care Leave and Maternity
leave for Executive & Non-Executive.
Employee-Exit (Full and Final Settlement) for retirement/resignation
131. Ability to request for VRS (integrate with Employee Master for status of
disciplinary proceedings and loans/ other outstanding dues if any)
132. Facilitate employee to fill exit interview form (for resignation)
133. Ability to apply for NOC (No Objection Certificate)/clearance from various
departments at the time of Exit through E-Exit process
134. Ability to view clearance request approved/rejected by department and
the reason for the same.
Employee Status Change
Transfers (Deputation/Job Rotation)

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
135. Ability to automate Transfer process.
136. Ability to record Transfer Policy (define all functionality)
137. Ability to prepare Transfer list (integrate with Recruitment Module for
Vacancy List) based on the defined criteria – e.g. employees who
completed 5/ 3 years in one location/department/designation
wise/cadre etc. (integrate with Payroll module)
138. Ability to find out transfer orders that cannot be complied with
139. Ability to generate transfer orders
140. Ability to record the transfer orders cancelled, approved or deferred
141. Ability to request transfers by employees (subject to minimum eligibility
criteria specified in transfer policy) and approve/reject transfer requests
of employees (Integrate with ESS Module)
142. Ability to process NOC, obtain clearance from other
departments/sections and issue the same
143. Ability to capture details of officers on deputation to outside agencies/or
deputation to distribution or transmission business
144. Ability to generate lists of transfer requests/recommendations received
to be reviewed by the competent authority for deciding on transfers
with/without promotions. The office may also transfer an employee
without any request/recommendation as per the Transfer Policy
(integrate with employee master)
145. Ability to integrate with list of workmen exempted from transfer for
being medically incapacitated, being office bearers of recognized unions
and association
146. Ability to integrate with compensation and benefit module
147. Ability to update new designation, change of cadre/class, salary details
etc. in Transfer Database
148. Ability to generate reports on count of employees transferred in a
specified period.
149. Ability to generate reports on total pending, approved/rejected cases of
transfer with details
150. Ability to generate report for employees in difficult area/terrain beyond a
specified time
151. Ability to generate reports on status of officers/staff whether released or
not released or whether joined/not joined (along with dates) as per
transfers/promotion orders as on particular date or cross section of time
is available readily from this system
152. Ability to define sensitive posts and identify employees posted in
sensitive post with a period of such posting.
153. Ability to generate list of employees due for transfer under sensitive post

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
transfer provision.
Promotion
154. Ability to implement Company’s Career path for various cadres, streams,
grades and scales
155. Ability to define rules for promotion eligibility in terms of tenure,
seniority, residual service, performance, achievements, disciplinary
actions, low medical category, etc.
156. Ability to enforce relaxations in eligibility norms to reserved category
candidates, allocating certain percentage of vacancies for these
categories as per rules.
157. Ability to define grade advancements within a channel
(seniority/Merit/time based)
158. Ability to carry out the entire promotion process through work flows
including on- line preparation/printing of Performance Appraisal Forms/
Booklet recording of Recommending Authorities Comments/generation
of scores/status regarding pending vigilance cases/departmental cases.
159. Ability to process cases suitable or unsuitable for promotion as well as
pending cases if any based on performance, in interview and other
parameters
160. Ability to generate single page bio-data report for each employee due for
promotion (promotion calendar to be made user definable)
161. Ability to allow promotion only on reporting at new place in case of
officer getting transferred on promotion and generate periodical detailed
report on non- reporting
162. Ability to upload Promotion List and print Promotion Letters of
candidates found suitable for promotion (Integrate with Recruitment
Module for Vacancy List and Integrate with PMS Module for annual
performance appraisal ratings)
163. Ability to arrive at the surplus and vacant positions
164. Ability to record request for transfer through employee self-service and
indicate appropriately at the time of transfer exercise. Record of such
request wherever acceded to be maintained.(Integrate with ESS)
165. Ability to record interview ratings of employee shortlisted for promotion
166. Ability to approve promotion list by appropriate ordering/approving
authority(Integrate with ESS Module)
167. Ability to enforce deferred dates of promotions to punishment imposed
168. Ability to update new designation, change of cadre/class, salary details
etc. in Promotion Database (Integrate with OM & Employee Master Data
Module)
169. Ability to generate Promotion Orders

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
170. Ability to record the promotion orders cancelled, approved or deferred
171. Ability to give input to Payroll Administrator to update salary details on
promotion as per the Promotion Database (Integrate with Payroll
Module)
172. Ability to draw a competency matrix in the system and define the
competencies/skills/roles/responsibilities required at each level/position
for the purpose of promotion. (included in Competency Management
also)
173. Ability to intimate the outcome of various stages of promotion
(interview, first shortlist etc.) to the employees through ESS Module
174. Ability to redefine the promotion process on change of policy
175. Ability to record transfer option of an employee at the time of promotion
and generate reports for the management for making transfers on
promotion (Integrate with Transfer Module)
176. Ability to maintain complete history of employee transfers since
recruitment
(Integrate with ESS, Employee Master)
177. Ability to generate a list of eligible candidates for promotion of different
grades and streams in consideration of period spent under suspension,
extra ordinary leave without pay etc
178. Ability to generate list of pending cases with requirement of particulars
179. Ability to provide reports on total employees promoted during specific
period, category wise, unit wise, designation wise (all details)
180. Ability to generate reports on status of officers/staff whether released or
not released or whether joined/not joined (along with dates) as per
transfers/promotion orders as on particular date or cross section of time
is available readily from this system
181. Ability to generate seniority list of all officers and staff (with particulars
like DOB, DOJ, qualifications, date of present & previous promotion) on
any date/time
182. Ability to provide reports on employees not selected for promotion or
cases deferred or pending or dropped with reasons
183. Ability to fix pay on promotion.
184. Ability to maintain roster register for each grade/discipline.
185. Ability to compute vacancies as per roster for SC/ ST/ OBC/ PWD
186. Ability to generate master data as per DPC specification against the
vacancies based on the cut-off date.(linking with employee master and
PMS Module)
187. Ability to carry out the entire promotion process through on-line
preparation/generation of DPC recommendation list, status regarding
pending vigilance/departmental/safety cases/general of interview list,

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
capturing interview marks and computation of financial merit list.
188. Ability to keep the cases coming under sealed cover as confidential and
enable dealing them as per the process.
189. Ability to facilitate joining on promotion and determination of deemed
date.
190. Ability to process cases of employees forego promotions and cancellation
of orders.
Training & Development (T&D)
191. Provision to define training – short-term, long-term, trainable and non-
trainable training needs and Provision to capture ad-hoc courses offered
by various entities.
192. Grading training institutions by the training dept. professionals based on
employee performance post training
193. Ability to capture Training Policy and customize process to update/edit
the policy
194. Ability to issue letter of permission for undergoing higher studies
195. Ability to issue orders granting higher studies without pay
196. Ability to issue permission for acting as examiner/faculty member/guest
lecturer in different technical/management institutes
197. Ability to capture Training needs of employees met/not met during the
quarter/year
198. Ability to formulate and update annual Training Calendar with list of
Training Programs, Batch size, target group etc.
199. Ability to provide input to Finance & Accounts Module for payment to
Trainers/Institutes
200. Ability to update list of Trainers/Institutes for various training programs.
201. Ability to record participant's attendance in training programs and
employees nominated but did not attend a training program
202. Ability to notify HoD/employees about the nomination for training
program
203. Ability to define and print training nomination letters to be sent to
employees for invitation
204. Ability to customize training feedback form, effectiveness form and
training nomination letters
205. Ability to define training feedback & effectiveness form
206. Ability to seek nomination from employees/HoD for training programs
not included in Training Calendar
207. Ability to capture Training facilities available within the organization
208. Ability to book training rooms by departments for specific training

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
programs
209. Ability to capture course content of all training programs along with list
of Target group, batch size
210. Ability to maintain topic/subject wise database of internal & external
faculty, number and details of courses conducted by them quarterly, half-
yearly, yearly and cumulative
211. Ability to maintain training budget (for each category of training) - cost of
training– actual expenses. Link the TA/DA/Hotel expenses payment
records to find out total cost of training. The TA bill passing system
should be linked to the Training system to ensure feedbacks
212. Ability to select cost centers while raising approval requests for
nomination to external training programs.
213. Ability to monitor Planned Training against actual training conducted
based on user defined parameters such as number of trainings, budget,
participants etc.
214. Ability to compute hours of training completed by an employee during
the period of his training cycle and identify training requirement based
on training hours.
215. Ability to capture key learnings from each training program and keep it in
a reservoir of key learnings.
216. Ability to maintain database of experts including their contact details on
specific fields within the company and to access them through ESS to get
expert views by employee.
217. Ability to facilitate experts to provide their views on the quarries.
218. Ability to maintain database of certified Mentors and facilitate
appointment of Mentor to Mentees.
219. Ability to develop IDP jointly by the Mentors and Mentees with the
schedule of activities.
220. Ability to maintain a Mentoring activity law.
221. Ability to facilitate feedback by Mentors and Mentees half yearly and
yearly.
222. Ability to integrate with e-learning system.
223. Ability to maintain the inventory of technical skills sets and facilitate the
employees to map them against the technical skills on different
proficiency levels.
224. Ability
A to facilitate validation of the technical skills sets by expertise.
225. Ability to plan the induction and on-boarding plan for fresher.
226. Ability to monitor the progress of on-boarding program as per schedule
and facilitate appraisal of performance of trainees.
227. Ability to maintain of inventory of learning projects and facilitate trainees

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
to choose learning projects during their training period.
228. Ability to facilitate submission of project works and their assessment.
229. Ability to facilitate training closure examination and appraisal of training
performance and confirmation of training closure.
230. Ability to issue training closure orders and the results of training closure
examination.
231. Ability to identify delegate for conferences /seminars/ workshops
(national and international), special and advanced training programs
based on pre-determined criteria.
Compensation & Benefits
232. Ability to maintain the compensation and benefits policies of the
organization
233. Ability to perform Income Tax calculation
234. Ability to calculate compensation and benefit details (Pay Slip) of each
employees
235. Ability to issue orders granting Band Pay: PB-5 under SSLS scheme
236. Ability to issue orders granting annual increments
237. Ability to approve loans and advances of employees (by appropriate
authority)
238. Ability to Check Loan Balances (Integrate with Payroll Module)
239. Ability to handle making online application for sanction of LTC/LLTC and
other entitlements through ESS and approval through workflow
240. Ability to process application for medical advance, LTC /LLTC
reimbursements
241. Ability to approve general claims and expenses through the system
242. Ability to track loan requests made by employees and send reminders,
Feedback& Grievances
243. Ability to track and record all compensation payment made towards
accident related cases under Workmen Compensation Act of 1923
244. Ability to show details on all aspects, place of accident (office), cause,
report on how the accident happened, witnesses, name of investigation
officer, and other officers involved in the process at the field,
investigation details and determination of compensation amount
245. Ability to provide report on past salary slips & income tax statements
246. Ability to provide report on expense requests
approved/claimed/rejected/paid
247. Ability to provide report on month-wise/year-wise accident
compensation sanctioned and all details related to it
248. Ability to provide report on month-wise insurance premium payment

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
receipt
249. Ability to provide statement to employees showing deductions under
CMPF/Pension on an annually basis.
250. Ability to provide statement to employees on the superannuation
pension fund accumulation to their credit on annual basis.
251. Ability to compute PLRS/PRP as per entitlement.
252. Ability to process HRA claims and approval process.
Staffing
Manpower Planning
253. Capability to automate manpower requirement/planning based on
competencies, skills, experience, qualification and other criteria
254. Capability to make provisions for direct employment/ promotion/
recruitment to specialist categories/part time or contractual employees
255. Capability to project cadre wise/grade-wise/ designation wise/ unit wise/
area wise/ category wise, etc. manpower requirements for a specified
period based on data relating to new coming
units/resignations/dismissals/future retirement/ Age profile, etc.
256. Capability to analyse the unit-wise, cadre wise, grade wise resources
available and required and do a gap analysis with specific time frame.
257. Facility to create new posts or modify existing posts through proper
approval
258. Capability to issue alerts before any position falling vacant due to
retirement/term of temporary or contractual employee getting over
259. Capability to generate a consolidated manpower plan (Institution-
wise/Unit-wise)for approval through work-flow
260. Capability to identify critical posts (by function)
261. Capability to integrate with the recruitment/promotion module for filling
up of vacancies
262. Capability to define deployment norms of manpower for unit/
establishment/ functions.
263. Ability to define position grade mapping for deployment of manpower.
264. Ability to maintain role profile for all designations and continuous
updation.
265. Capability to generate retirement notices six month in advance of all
employees superannuating from service.
Recruitment
Selection
Hiring
266. Ability to integrate output of the Manpower planning into input for

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
recruitment/selection
267. Ability to issue order on completion of probation period
268. Facility to maintain checklist for verification and acknowledgement of
various aspects related to joining viz., medical reports, testimonials,
other relevant certificates, etc.
269. Should allow for maintaining a checklist of details to be mentioned in
each employee's personnel file
270. Ability to facilitate filling of all forms and uploading of documents at the
time of joining.
271. Ability to generate Unique Identification No. (UID) for each employee.
272. Ability to generate posting orders
273. Ability to facilitate in providing feedback by the new joiners on their
joining experience.
274. Facility to generate reports on vacancies or positions following vacant
275. Facility to calculate bi-furcation of vacancy as per GOI/Company norms
276. Scheduling and planning the mode of recruitment
277. Facility to generate documents for Competent Authority approval
278. Facility to generate advertisements/notifications and web uploading
279. Facility to capture all the fields in the application form and generate
reports/data
280. Facility to upload documents by applicants
281. Facility for online payment of application fee
282. Facility to scrutinize the applications on the basis of eligibility norms
283. Ability to integrate performance appraisal reports and VC/DC clearances
in case of departmental candidates
284. Facility to generate shortlisted/rejected candidates
285. Facility to inform candidates whose applications are rejected
286. Facility to generate admit card for the shortlisted candidates
287. Facility to intimate shortlisted candidates by SMS/e-mail
288. Facility to download admit card by the candidates
289. Facility to conduct online written exam
290. Facility to shortlist of successful candidates in UR/OBC/SC/ST/PWD
categories
291. Facility to pool the number of candidates for the interview
292. Facility to communicate candidates successful in written examination
293. Facility to schedule the interview
294. Ability to generate interview call letters and to facilitate download

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
295. Facility to constitute interview committee and necessary communication
296. Facility to generate interview score card template
297. Facility to prepare final merit list category-wise, discipline-wise
298. Facility to generate documents for Competent Authority approval of
merit panel and for appointments
299. Facility to integrate vacancy position with merit panel category-wise,
discipline-wise
300. Facility to issue appointment as per vacancy category-wise
and sending e-mail.
301. Facility to send offer of appointment to all concerned officials
302. Facility to obtain consent and acceptance of the terms and conditions of
offer of appointment
303. Facility to provide a login portal for candidates willing to join
304. Facility to upload all the required relevant documents by candidates
through login portal
305. Facility to schedule initial medical examination and induction
306. Facility to generate medical reports and communication to the concerned
307. Facility to generate posting order and communication to all concerned
308. Facility to generate joining status
309. To facilitate to issue offer of appointment against non-reporting/non-
joining
310. Facility to generate and communicate cancellation of offer of
appointment in case of non-joining/non-reporting
311. To generate the report of candidates completing 1 year of training
Confirmation
312. Facility to change employment status from probation to confirmed/not
confirmed after one year from the date of joining
313. Facility to integrate with the PMR of the employee on probation
314. Facility to attach scanned copy of the vigilance clearance certificate after
one year of the employee's joining
315. Facility to attach service continuity certificate for checking unauthorized
attendance of the employee on probation
316. Facility to attach scanned copy of the police verification certificate and
medical fitness certificate of the employee hired on probation
317. Facility to generate report on year wise manpower profile of CIL
318. Facility to generate report on total manpower strength (Category wise,
designation wise in different subsidiaries and CIL (for each month)
319. Facility to generate report on Education and Age profile employees

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
320. Facility to generate reports on the details of contractual employees in CIL
321. Facility to generate report on the number of employees confirmed per
quarter/year.
322. Facility to identify critical posts which were difficult to fill in the last
quarter/year
323. Facility to generate reports on the Superannuation details
324. Facility to generate reports on the Separation details (category wise)
Administration
Travel Management
325. Ability to automate the process of Travel Request
326. Ability to define Travel Request (Rail/Air/Road) Forms
327. Ability to define & select calendar and time schedules for travel planning
328. Ability to define Country/state/city for travel planning
329. Ability to select type of Travel (Local/Domestic/International Travel)
330. Ability to select mode of travel (Rail/Air/Road)
331. Ability to recommend type of Train, Flight
332. Ability to add number, name, age, department, function of travelers
333. Ability to raise Travel Requisition for Local/Domestic/International Travel
334. Ability to select the cost center while raising travel requests
335. Ability to define approving authority and reviewing authority for
checking/approving/declining travel requests
336. Ability to select approving & reviewing authority for approval of travel
requests
337. Ability to provide any additional comments before submitting the travel
request
(lowest fare /berth preference)
338. Ability to approve/decline/modify travel request of employees by
approving authority (Link with ESS)
339. Ability to check status of approval/decline of travel requests
340. Ability to resubmit travel requests if declined
341. Ability to notify Travel Desk of approved travel requests submitted
342. Ability to raise request for cancellation of travel tickets or booking of
Taxis for Local/Domestic Travel
343. Ability to create request for booking of taxis for Local/domestic Travel
344. Ability to approve/cancel/modify requests for taxi bookings
345. Ability to create, change, display, review and release travel advances
346. Generation of reminder letters if tours and travel final bill is not

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
submitted within the prescribed time
347. Ability to provide expenditure reports for separate cost centres
348. Ability to provide reports on number of employees for whom travel
request has been proved/declines/modified
349. Ability to provide reports on all past travel requests with details on travel
advance cleared/per-diem/allowances claimed
E-Payment
350. Ability to raise request for expenses such as medical
reimbursement/travel reimbursement/stationery/local conveyance etc
Conference Room/Seminar Hall/Auditorium Booking
351. Ability to automate booking of conference room, seminar halls and
auditorium
352. Ability to raise requests for conference room/seminar hall/auditorium
booking based on availability
353. Ability to cancel/modify conference room/seminar hall/auditorium
booking
354. Ability to approve/decline booking of the same
355. Ability to add/delete list of conference rooms
356. Ability to show availability of Conference rooms/Seminar
halls/Auditorium booking
357. Ability to show availability of conference rooms/seminar
halls/auditorium on a specific date, time and by the concerned
employee/department and purpose
358. Ability to integrate with finance to generate bill for providing conference
room/seminar hall/auditorium on rent
Holiday Homes/Guest House Room Booking
359. Ability to automate Guest House booking
360. Ability to raise requests for booking of rooms
361. Ability to add/delete list of rooms
362. Ability to show availability of Guest Houses/rooms on a specific date,
time and by the concerned employee/department and purpose
363. Ability to raise requests to cancel/modify room bookings
364. Ability to approve/decline request for room bookings
365. Ability to add approving authority for approval for room booking
366. Ability to add list of cost centers
367. Ability to add cost center while raising room bookings
368. Ability to extend request for room booking on an existing booking
369. Ability to approve/decline request for extension of room bookings on

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
existing booking
370. Ability to raise requests for guest house booking for guests & other field
employees
371. Ability to view status of requests for guest house booking for guests &
other field employees
372. Ability to approve requests for guest house booking for guests & other
field employees by administrator
373. Ability to provide reports on total rooms booked/available for booking
374. Ability to provide cost-center/department wise reports on total costs of
room bookings per month/quarter/year
Civil Maintenance Control of Building and Assets, Lifts, Vehicles,
printers, computers, furnisher, stores
375. Ability to maintain database and show details of all departmental
quarters I.Bs and House-rent matters and information such as year,
details of employee occupants, house rent collected etc
376. Ability to maintain database and show information related to rooms,
furniture, allotment of space in Head Office and database related to
canteen outsourcing
377. Ability to maintain details and show matters related to retention of
quarters and other allied jobs with respect to employees
378. Ability to maintain database and show details on different administrative
matters including Accommodation/House Rent/ Taxes/Land matters,
Vehicle/excess fuel consumption, Telephone/Leased Line etc.
379. Ability to maintain and show all details in database on purchase of
stationeries and equipment and vendors
380. Ability to maintain all details and show database on engagement of
Security personnel.
381. Ability to maintain all details and show database on receiving and
dispatching all letters/Circulars etc. of different Offices to outside offices
through Central Receipt & Dispatch Section
382. Ability to maintain and show all details on procurement of Computer
&peripherals
383. Ability to maintain and show all details on procurement of Printed
Articles and pre-printed computer stationary
384. Ability to maintain and show all details on procurement of stationary
items and purchase through petty cash & Courier Service
385. Ability to maintain and show all details on procurement of Air & Railway
tickets
386. Ability to maintain and show all details on repair & maintenance of
telephone lines & exchange at Head Office

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
387. Ability to maintain and show all details on bill processing,
correspondences and other allied work related to P&T lines of telephone
at all the locations of CIL
388. Ability to maintain and show all details on repair & maintenance of
vehicles all the locations of CIL
389. Ability to maintain and show all details on Operation of Telephone Hub
390. Ability to maintain and show all details on all matters related to
supervision of official properties of CIL
391. Ability to provide reports on all departmental quarters and House-rent
matters and information such as year, details of employee occupants,
house rent collected etc
392. Ability to provide reports on rooms, furniture, allotment of space in head
office and database related to canteen outsourcing
393. Ability to provide reports on retention of quarters and other allied jobs
with respect to employees (executives & Non-Executives)
394. Ability to provide reports on different administrative matters including
Accommodation/House Rent/ Taxes/Land matters, Vehicle/excess fuel
consumption, Telephone/Leased Line/Cash Machine etc.
395. Ability to provide reports on purchase of stationeries and equipment and
vendors
396. Ability to provide reports on engagement Security personnel.
397. Ability to provide reports on maintenance of vehicles in offices
398. Ability to provide reports on maintenance of electrical equipment in
offices
399. Ability to provide reports on maintenance of sweeping & cleaning works
in offices
400. Ability to provide reports on maintenance of central Stationery Store

401. Ability to maintain equipment and their processing capacity at Press


402. Ability to raise requisition of documents to be printed by Press, flow of
approval and final communication to press and the individual raising the
request
403. Ability to maintain Database of the activities undertaken by the press and
assess capacity utilisation.
Adviser appointment
404. Ability to define key areas for appointment of Advisers and defining
profile of Advisers.
405. Defining selection criteria for appointment of Advisers and evaluation
criteria.

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
406. Ability to process Advisers appointment proposals.
407. Facility to generate Advisers appointment letter including terms and
condition of appointment, leave allowed, compensation, salary etc.
408. Ability to provide system alert regarding closure of advisory period at
least 3 months in advance before closure
409. Ability to compute pay and allowances of advisers and generate pay slips
every month.
410. Ability to record pay roll information and develop reports
411. Ability to facilitate assessment of contribution of advisers in terms of
process improved/tasks/projects accomplished, expertise imparted,
document created, knowledge added, best practice developed, teams
developed etc.
412. Ability to determine maximum no. of advisers in each subsidiary.
Employee suggestion
413. Ability to process employee ideas / suggestions and acknowledge receipt
of suggestions.
414. Ability to facilitate evaluation of suggestions through committees on pre-
determined criteria and recommend for approval.
415. Ability to screen suggestions based on pre-determined parameters and
sent SMS to the employees regarding status of their suggestions.
416. Ability to send messages and alerts on the accepted suggestions.
417. Ability to keep a reservoir of accepted suggestions with all details and
graphics and operational videos.
418. Ability to generate reports on item-wise suggestions received, accepted
suggestions for implementation, no. of employees rewarded, no. of
suggestions regretted, no. of suggestions per employee and functional
area wise suggestions.
419. Ability to facilitate registration of quality circles, KM communities and
other group with their name, logo, objectives and functional details.
420. Ability to maintain activity log of groups.
421. Ability to facilitate information sharing amongst group members.
422. Ability to maintain a reservoir of accomplish the projects by the groups
with a facility for searching the projects through subjects or key words.
423. Ability to main a database of approved experts with their contact IDs and
facility to locate them and read their contributions.
424. Ability to access the experts to put questions to them and to receive their
feedback.
425. Ability to maintain a reservoir of best practices in the company with their
details and to access them by the employees and to put their comments.

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
426. Ability to upload corporate magazines and corporate information for the
view of all employees.
427. Ability to upload various information on corporate events like reward
recognition program, corporate celebrations etc. with detail and
photographs.
428. Ability to maintain a domain for publishing the high flyers names and
their achievements and the awards given to them by the company.
Retired employees information system
429. Ability to main database of employee master of all retired employees.
430. Ability to process claims under PRMS and settle the claims.
431. Ability to maintain list of empaneled hospitals and facilitate cashless
treatment under PRMS.
432. Ability to integrate with smartcard system for ex-employees and their
spouse under PRMS.
433. Ability to main the health details of ex-employees based on PRMS data
and dynamically update.
434. Ability to maintain account of Superannuation Benefit Fund of
employees.
Payroll
435. Ability to compute wages and salary as per the pay policy of the
company.
436. Ability to compute overtime wages, PRP, Bonus and other monetary
rewards as per the pay policy and update.
437. Ability to make various deductions, statutory and other.
438. Ability to compute leave salary, leave encashment, arrears for existing
employees as well as retired employees.
439. Ability to define tax pools and determine tax liabilities as per changes by
the GOI and local statutory legislations.
440. Ability to generate certificates taxes like Form 16 and Form 24 and other
tax statements.
441. Ability to define exemptions and rebates as per Income Tax rules.
442. Ability to facilitate submission of investment declaration in electronic
format.
443. Ability to compute subsistence allowance for employees on suspension.
444. Ability to revise pay fixation on various events such as promotions,
disciplinary actions, stagnation, SLU, annual increment, pay revision etc.
445. Ability to compute progressive data on deductions, liabilities etc.
446. Ability to generate pay slips, deduction statement, absentees statement,
man-days, overtime, leave wages etc.

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/ Third


No. Party
447. Ability to generate pay slips, deduction statement, absentee statement,
man-days, overtime, leave wages etc.
Ability of auto e-mailing salary info to employees.

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


ANNEXURES & APPENDICES

Functionality Matrix (FM) for


Procurement, Inventory Management, Contract Management including Civil Contract and
Exploration contracts
Sl. Requirement Description Standard/ Custom/
No. Third Party
Inventory Management
Material Records Management (Material Master)
1. Ability to record and maintain item master list with four alternate
part no/ availability of material number/code/part code as primary
identifier for various material types including spares and
consumables - Provision should also be made for core words of the
description as secondary identifier
2. Ability to suggest material code automatically for item entry to item
master as well as support manual entry
3. Ability to support alphanumeric material codes
4. Ability to get information for different attributes of the codification
scheme for items, vendor, purchase orders etc
5. Ability to capture detailed material information including the
categories of data to support core material management
transactions like goods receipt, goods issue etc
(1) basic data like Material No, Item Description, definition of status
i.e. unrestricted use / restricted use or under quality inspection /
project stock, origin, type, conversion factors, ownership details etc
(2) inventory management data i.e. material history, MIRP data,
good receipt time, maximum stock level, reorder level, safety stock
level, ABC classification, inventory location, etc.
(3) purchasing data i.e. purchase rule, tax/duties rule, ordering batch
size etc
(4)costing data i.e. standard price, moving average price etc
6. Ability to take care of all cost items like GST, transport cost and
others in calculation of material price in the store and thus linking of
a particular material to all costs of payment
7. Ability to support item groups or categorization of material into
material groups, type and location etc
8. Ability to handle tax variations in calculation of material pricing
9. Ability to conduct material valuation according to
a) accounting norms; as well as
b) regulatory norms
10. Ability to support approval workflow and automatically trigger
material data authorization upon material data entry
11. Ability to track changes made to material record with details of
changes made, changing entity and approver of change
12. Ability to reject material record and update material record status

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
with reasons
13. Ability to record whether material is active or inactive or obsolete or
scrap
14. Ability to assign authority to declare materials as re-usable/recycle-
able/ scrap material based on the Delegation of Power
15. Ability to link material to vendor / supplier details
16. Ability to display partial or full material master information to users
across functional areas and restrict display of all information based
on user roles/display authorization levels
17. Ability to support multiple Units of Measure (UoM) for an item along
with conversion factors
18. Ability to create catalogues for different material types, spares and
miscellaneous items
19. Each item should have provision to be linked with its approved
technical drawing and equipment with their manufacturer's drawing
and manual - Provision for uploading Photographs of item and area
of usage
20. Ability to classify inventory under capital items, consumables, OEM
spares and disposables
21. Ability to generate detailed item wise/ group wise/ class wise/
equipment wise report of material information
22. Ability to generate report on revaluation of materials and display
valuation history
23. Ability to generate report on material performance e.g. material
history report, supplier blacklist report, damage during warranty
period
24. Ability to generate material reports for separate material type,
material group, location etc
25. Ability to generate Status of a given material (covered or uncovered)
26. Ability to generate Pending indent for a given material
27. Ability to generate Material/Part wise current stock status
28. Ability to generate Item /Part no wise location
29. Ability to generate Material code wise rejected item status
30. Ability to generate Material code vs. material name
31. Ability to generate Material name vs. material code
32. Ability to generate Material code for a given part no
Manage Inventory
33. Ability to record multiple physical store locations, capturing
individual store physical stock details - Provision for alert if the item

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
is lying unused in any store for a predefined period
34. Ability to support multiple status of inventory across all storage
locations for individual items including the following:
- Available for Issue / unrestricted use
- In Transfer / under inspection
- Blocked
- Restricted Use
- Under Repair
- Special Project Stock
- Reserved Stock
35. Ability to track material movement for each store including:
- Receipts
- Issues
- Inter Store Transfers
- Transfer to Scrapped Stock
- Transfer to Obsolete Stock
- Returns - Depot transfer to other subsidiaries
36. Ability to track and monitor stock at various store locations like
Central Stores and Regional/ Colliery stores.
37. Ability to track material movement for identification of slow & non-
moving stocks and ability to generate alerts over a periodic basis
38. Ability to plan for inventory based on consumption pattern, present
stock, procurement lead times, projected requirements, due on
order & indent/MB etc
39. Ability to perform various kinds of inventory analysis like ABC
analysis, Fast/Slow/Non-moving analysis, Min-Max analysis, monthly
consumption etc.
40. Ability to analyze inventory in terms of 'items reached re-order/
safety level' and 'critical' items and generate appropriate alerts when
inventory reaches predefined re-order points
41. Ability to store shelf life details for items and display alerts when
items reach end of life (user defined) and remains un-used.
42. Ability to store material movement history in each store and for each
item
43. Ability to assign a service level to an inventory item e.g. 100% for
critical items and this will be linked to re-order levels
44. Ability to schedule stocktaking as per predefined business rules e.g.
A Level Items will be counted once every month and freeze
inventory for stocktaking
45. Ability to support in stock replenishment for all stock items based on
parameters like re-order point, safety stock level, consumptions
patterns etc. The system should estimate ordering quantity and
delivering schedule which can be converted automatically into

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
purchase requisitions
46. Ability to trigger stock replenishment for all stock items on the basis
of various parameters like reorder level, safety stock level, maximum
stock level, lead time of material, material consumption
47. Ability to estimate suggested ordering quantity and delivering
schedule for individual items for stock replenishment
48. Ability to generate purchase requisitions based on re-orders
automatically for items based on predefined system configurations
49. Ability to support inventory valuation methods like FIFO/Weighted
Average, Standard and Actual Cost
50. Ability to revalue inventory, with tracking to revert back / to get
original value, if required.
51. Ability to estimate ordering cost and EOQ for individual items
52. Ability for Vendor rating as per the formula given
53. Ability to support all approvals with digital signature of the approver
54. Ability to generate item wise stock status reports on current
inventory status based on goods receipt, goods issue and stock
balances on a daily/weekly basis & also stock status on past date/
period

55. Ability to consolidate and generate report on item wise total


inventory levels for all stores
56. Ability to generate stock-out reports
57. Ability to generate report on inventory analysis e.g. material
consumption pattern across stores/ abnormal consumption etc.
(based on given formula)
58. Ability to generate report on availability of inventory during
requisitioned and actual service level for items
59. Ability to segregate indigenous goods and imported goods. In some
case same item is of Indigenous as well as Imported Origins.
60. Ability to generate reports on HML analysis
61. Ability to generate reports on Store wise stock status for “CX” items
62. Ability to generate reports on Store wise stock status for non-moving
items beyond a given period (say 3 & 5 years, as may be needed)
63. Ability to generate reports on Equipment wise consumption of spare
parts
64. Ability to generate to Reorder level Analysis
65. Ability to generate to Safety stock level analysis
66. Ability to generate Below minimum level statement for given items

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
67. Ability to generate Above maximum level statement for given items
68. Ability to generate Lead time analysis
69. Statement of materials received during financial year but not issued
or partially issued.
70. Items availability status throughout COAL INDIA Limited Central
stores and Regional stores.
Material Requirements Planning (MIRP)
71. Ability to modify and delete MIRP list manually
72. Ability to action the MIRP results listings automatically if required
73. Ability to allocate an item to a specific MIRP controller
74. Ability to generate alerts when planned order dates has passed but
no action has been taken
Goods Receipt
75. Ability to record receipt of inventory items received from
vendors/suppliers and generate Goods Receipt Note including record
of place/location of receipt and goods details (unit, weight,
specifications etc) - Ability to send alert to inspecting authority and
user about receipt of material
76. Ability to record receipt of commercial documents received with
goods like excise invoice duplicate for transport copy etc along with
goods
77. Ability to record receipt of technical documents like quality
certification report received along with goods.
78. Ability to support three-way matching of quantity of Goods Receipt
Note(MIR) with Purchase Order (PO), Quality Inspection Report (QC)
and Delivery Instruction
79. Ability to record partial delivery of items and track different lots of
supply from suppliers for the same PO
80. Ability for adjustment of Goods Received against PI / Advance
Payment
81. Ability to automatically trigger evaluation of goods receipt and
initiate payment process
82. Ability to raise bill for payment with workflow based approval
hierarchy for evaluation of payment
83. Ability to record information about security deposit and PBG
84. Ability to record receipt of goods and track inter store transfers
85. Ability to record Retrospective pricing & adjustments in stock
valuation & consumption value accordingly subject to approval by
authorized office.

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
86. Ability to record Direct consignment receipt document
87. Ability to record Work shop manufactured material
88. Ability to record Local purchase document
89. Ability to record Unused item return from unit
90. Ability to record Loan return item
91. Ability to receive goods without P.O. or without proper documents
provisionally and subsequent adjustment/ regularization (With
restricted authority)
92. Ability to display updated inventory status after goods receipt for
individual items, item groups and across stores
93. Ability to record receipt of inventory items like Central items / Local
items purchased at different levels of hierarchy.
94. Ability to generate intimation notice to purchasing authority and
vendor
95. Ability to generate report on all Stores Receipt created over a period
i.e. weekly\monthly for a storage location
96. Ability to generate inventory status report based on quantity and/or
price/ value of goods received over a time, showing opening balance,
goods received, goods issued, closing balance at an item level and at
an aggregate level on a periodic basis i.e. daily, weekly and monthly
status report.
97. Ability to generate separate report of inventory for
MARC/WARRANTY/ BUY BACK ITEMS
98. Ability to generate report for all Stores Receipt and bill payments
against individual PO
99. Ability to generate report on Work shop manufactured material
100. Ability to generate report of items received against Work Order
routed through Stores
101. Ability to generate report on Local purchase
102. Ability to generate report on Unused item return from unit
103. Ability to generate report on Loan return item
104. Ability to generate report on Retrospective pricing & adjustments in
stock valuation & consumption value accordingly subject to approval
by authorized office
105. Ability to generate reports on Short/ Damaged/Defective supply
106. Ability to generate reports on Excess material receipt
107. Ability to generate reports on Depot transfer
108. Ability to generate reports on Periodic receipt from vendor
109. Ability to generate reports on Unit wise issue return

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
Goods Issue
110. Ability to generate material issue request/material requisition (MIR),
manually and also automatically based on maintenance work orders,
for material including spares and miscellaneous
items. The requisition record should have a reservation number,
date of reservation, requestor name, approver name, stock location,
material part number, quantity required, issue type, delivery
address, accounting and costing information etc
111. Ability to block the requisitioned quantity in the system.
112. Ability to modify material issue requests (MIR) based on approver
update
113. Ability to track changes made to MIRs and display reservation history
114. Ability to delete MIRs automatically based on cancellations in work
orders, capital works project etc and record reasons for cancellation
115. Availability of configurable approval workflow for MIR approval
116. Ability to display material issue requests awaiting approval
117. Availability of material control functionality to check against MIR,
available inventory and approval status for issue of goods
118. Ability to issue goods and generate goods issue slip
119. Ability to keep check on material issue depending on submission of
timely utilization certificate of previous materials from end users (in
totality or in parts)
120. Ability to generate Gate Pass for material movement based on
Goods Issue note
121. Ability to modify goods issue information details e.g. quantity,
material number if required and track modification history
122. Ability to record and track inter-store transfer of materials
123. Ability to record issue of goods without reference document or store
requisition e.g. goods issue during emergency without MIR
124. Ability to generate record on goods issued against approved MIRs on
an item wise and generate exceptions on a periodic basis
125. Ability to generate report on aggregated goods issued for a
particular item over a periodic basis i.e. weekly/monthly
126. Ability to generate stock overview report showing goods received,
goods issued and inventory status for all items in a store
127. Ability to generate stock consumption statistics based on goods issue
for the items over time
128. Ability to indicate the fill rate of individual item, group of items
129. Ability to record Issues made to project/contractor/workshop

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
130. Ability to record Issues made for stores Internal Consumption
131. Ability to record Materials issued to other Subsidiary
132. Ability to generate Material/ Part wise consumption details for last 5
years
133. Ability to record Inter unit equipment transfer
134. Ability to generate Release orders for identified critical & high value
items by HQ for issue from Central Stores to Areas etc on Depot
Transfer on the following basis
c) On the basis of
Approved MB/ Indent for the items
d) On exception basis in
view of urgency of the requirements
135. Ability to generate report on Periodic issue
136. Ability to generate report on Area wise consumption of critical items
137. Ability to generate report on Stock exception
138. Ability to generate report on Consumption of materials/ Spares for a
given period (up to 5 years)
Inter-Store Transfer
139. Ability to support transfer of stock between stores irrespective of
the accounting units and maintain proper record for the same
140. Ability to generate material requisition (MIR) based on order for
inter-store transfer from the material requesting store to the
material issuing store along with accounting entries automatically.
141. Ability to modify material issue request (MIR) based on approver
update
142. Ability to issue goods and generate Material Document (MD) for
inter-store transfer
143. Ability to post material transfer and update inventory status and
accounts of issuing store
144. Ability to generate Delivery Challan and Gate Pass based on Goods
Issue note for inter-store transfer
145. Ability to record receipt of goods at receiving store and generate
Goods Receipt note
146. Ability to display updated inventory status after goods receipt in
receiving store
147. Ability to generate report on item wise inter-store transfer
consolidated across stores
148. Ability to generate report on all items received and issued for inter-
store transfer for a storage location on a periodic basis - with a
provision to reconcile with receiving store receipt

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
149. Ability to report on trends of regular item shortages in a store
resulting in inter-store transfers
150. Ability to generate List of units consuming more materials than
quota in a given period
151. Ability to generate List of Indents for a given status
152. Ability to generate Status of a given Indent
153. Ability to generate Difference between actual & projected items
154. Ability to generate Material /Part wise pending DRRs/MIRVs for
inspection
155. Ability to generate Part wise rejected Item status
156. Ability to generate Material/Part wise Transaction during a given
period
Store Return
157. Ability to record receipt of goods at receiving store and generate
Goods Receipt note with separate code for used and damaged
material
158. Ability to display updated inventory status after goods receipt in
receiving store for used/damaged material
159. Ability to generate report on materials returned to a store over a
periodic basis e.g. weekly, bi-weekly - with a provision to reconcile
with receiving store receipt
Verifying Utilization of Materials
160. Ability to track and monitor the use of goods in execution of work
against Maintenance/ Erection/ Execution Order
161. Ability to track and monitor the particulars of use of goods i.e. date/
period, location, name of work etc.
162. Ability to record the results of verification by the concerned officer
163. Ability to generate report showing the particulars of use of goods
like date/ period, location, name of work, maintenance/ erection/
execution order etc
164. Ability to generate report showing locations, name of work, date of
verification, name of verifier and findings of the verification
Material Disposal
165. Ability to record and support workflow for material disposal of scrap
items returned to the store from the field operations and the
materials declared scrap at store.
166. Ability to generate alert to initiate material disposal workflow with
the scrap goods report completion as the trigger
167. Ability to record category wise scrap material

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
168. Ability to generate material list for auction/sale based on material
disposal report – with ability to fix the lot size to be created
manually, so that as soon as the lot reaches the quantity, SOR is
prepared
169. Ability to record auction/ sale result for scrap disposal including
buyer information and material disposal details
170. Ability to generate delivery /sale order of scrap/survey off
171. Availability of workflow to support configurable payment norms for
scrap disposal and generate goods issue based on buyer compliance
to payment norms
172. Ability to generate Sale Release Order(SRO) after checking against
payment information
173. Ability to generate accounting adjustments on a consolidated basis
at division level for all the disposals generated for that period
174. Ability to generate report on scrap items available in a storage
location over a periodic basis e.g. weekly, bi-weekly
175. Ability to generate exception report for goods disposal process i.e.
goods which are not being disposed on time, auctions not as held
planned
176. Ability to generate report on auction results and record auction sale
information
177. Ability to compile periodic report of scrap goods returned to the
stores (bi-weekly)
178. Ability to generate firm wise sale realization
179. Ability to generate quarterly sales realization
180. Ability to generate list of sale/delivery order against which
authorization letter issued but materials yet to be lifted
Physical Inventory Verification
181. Ability to support periodic physical stock verification process, update
and modify inventory status in system and modify material master
information based on stock verification.
182. Ability to schedule physical stock verification in the system.
183. Ability to freeze inventory in the system for physical stock
verification
184. Ability to generate location wise, item master list for physical stock
verification
185. Ability to generate Physical Inventory Document for Storage location
having detail information like Item No., Material Code, Material
description, Storage Location etc. and blank space to capture results
of stock verification

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
186. Ability to record the results of stock count in the system and record
stock verification details
187. Ability to analyze stock count i.e. compare system stored inventory
with physical count and generate exception report / List of Inventory
Differences
188. Ability to record recount of the stock items which are at variance in
the system prior to correcting system values
189. Ability to record possible reason for variance in the system and
record root-cause analysis
190. Ability to support approval workflow for stock count results and
variance, and support authorization hierarchy based on value of
discrepancy, type of items etc for approval of variances
191. Ability to generate stock verification report showing details of
materials counted, Difference of quantity & amount, reasons for
difference, date of posting the count and document reference of the
difference in amount.
192. Ability to generate report on discrepancy for inventory items
counted
193. Ability to generate trend for variance items
194. Ability to generate exception report for those items not counted in a
storage location
195. Ability to generate stock status as on some previous date (for
example, this case arise when physical verification is done on some
future date but stock status is needed on some previous date)
Procurement & Contracts Management
Procurement
Vendor Records Management
196. Availability of centralized vendor master records facilitating single
vendor description and code across the organization - vendor master
creation at the time of receipt of offer
197. Ability to record vendor records including alternate / short name for
vendor, Contact person for each vendor address, vendors bank
account information
198. Ability to record and maintain vendor details
199. Ability to record TDS details, PAN number and Tax details required
for ensuring compliance with Indian Tax laws considering both direct
& Indirect taxes, Default currency for invoice/payment
200. Ability to record vendor specific information relating to an item/
vendor relationship. The details should include vendor name,
address, payment terms, price & quantity, free form comments,
delivery information, item no. & description, discounts, vendor

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
performance, after sales service performance and other text
information etc
201. Ability to support multiple addresses against each vendor - with a
provision for branch offices, warehouses
202. Ability to support automatic vendor numbering
203. Ability to define different vendor types (including MSE status) e.g.
domestic vendors, international vendors
204. Ability to modify vendor records e.g. bank account information and
support authorization of changes made
205. Ability to support vendor classification (multiple parameters
required to meet reporting, preferential treatment like waiver of
EMD etc. payment prioritization and other needs) e.g. stationary
suppliers, electrical suppliers, service suppliers etc
206. Ability to classify vendors with regards to:
supplier, contractor, sub-contractor, Consultant, transporter,
approved/ registered, blacklisted/active/not active, dormant, under
trial, etc.
207. Ability to display vendors based on vendor grouping/ classification
208. Ability to block vendors from being used due to a specific reason e.g.
vendor bankruptcy, vendor reliability with effective date along with
facilities to re-activate the vendor.
209. Ability to record vendor transactions history including purchasing
history, payment history, penalty deduction records etc
210. Ability to record evaluation of vendor credentials to qualify vendors
as preferred vendors for specific items
211. Ability to restrict creation of purchase orders for items, only amongst
its preferred vendors
212. Ability to verify existence of vendor rate contracts and depot
agreements at indenting stage
213. Ability to evaluate vendors based on multiple parameters like quality
of material, quantity of material and adherence to delivery,
schedule, prices quoted by the vendor and other user defined
parameters
214. Availability of vendor rating system based on configurable user
defined weightages on multiple parameters
215. Ability to restrict maintenance / access / modification to vendor
master record to specific users
216. Ability to merge / correlate vendor details (e.g. one vendor taking
over another vendor). Enabling tracking change of status from a date
- ability for grouping of multiple locations of a single vendor (e.g.
BEML Singrauli, BEML Nagpur and so on....)

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
217. Ability to pay each invoice individually or multiple invoices together
for same vendor and manage outstanding balances accordingly by
linking payment to invoices.
218. Ability to link every payment to invoice(s) and manage outstanding
balances for individual vendors
219. Ability to prioritize payments based on pre-defined criteria e.g. due
date, vendor category etc
220 Ability to support third party payment options (Bank attachment
cases, Power of attorney cases) and third party inspection charges
220. Ability to support predefined approval hierarchy and authorization
workflow for payment to vendors based on amount, vendor category
221. Ability to appropriate / adjust advance payments against multiple
contracts/invoices
222. Ability to display and analyze period-to-date, quarter-to-date, year-
to-date vendor balances
223. Ability to block payments to vendors
224. Ability to integrate with finance functions e.g. accounts payable,
general ledger
225. Ability to generate periodic report on vendor alterations to vendor
master
226. Ability to generate vendor account statement to be sent to the
vendors
227. Ability to generate report on individual vendor performance and
produce vendor delivery report on instances of rejected materials,
missed delivery, incorrect location, incomplete delivery, returns due
to damage, over supply etc, average no. of delay, and other user
defined criteria
228. Ability to generate Vendor analysis reports for spend analysis,
performance in terms of on-time in-full delivery, rejections (during
inspection and while receiving at stores), etc.
229. Ability to generate reports by outstanding orders, orders shipped but
not received, overdue outstanding orders, orders not fulfilled on
time etc.
230. Ability to do vendor evaluation based on quality, price, delivery and
other parameters.
231. Ability to generate report on goods returned to vendor that shows
the items returned to supplier by Location, Vendor, PO, Category,
Product Code, Reasons for return, Value of Goods return etc
232. Ability to generate vendor outstanding balance report i.e. balance
due to / from vendors
233. Ability to generate list of material supplied by a vendor

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
234. Ability to generate item wise vendor
235. Ability to generate part no wise vendor
236. Ability to generate vendor wise item
237. Ability to generate vendor code Vs Vendor Address
238. Ability to generate vendor name Vs Vendor Code
239. Ability to generate list of vendor wise pending Purchase orders
240. Ability to generate item-wise / firm-wise total value for
incorporation prior to Award of Work in e-tendering process
Procurement Planning
241. Ability to support annual procurement planning and budgeting
242. Ability to generate registration no of indent/M.B
243. Ability to optimize individual requirements coming from divisions/
projects before generating procurement plan
244. Ability to have separate categorization based on normal
indents/emergent/breakdown equipment indents
245. Ability to have population of equipment, their age & its status like
surveyed off or not etc in case of spares
RFQ/ Tendering
246. Ability to generate Request for proposals (RFP)/ NIT
247. Ability to generate RFQ/NIT/Tendering of different modes like
Domestic Competitive Bidding, Limited tender, Single Tender, Mixed
Bidding etc
248. Ability to generate documents for repeat order, adoption of rate
contract of other subsidiary, & tender for Local Purchase, committee
Purchase and purchase through negotiation without tendering
249. Ability to create RFQ/ NIT/ tender manually or automatically through
authorized requisitions
250. Ability to create RFQ/NIT/tender document including terms and
conditions, item, with quantity and shipment schedules etc
251. Ability to track and maintain repository of tender related
transactions details such as number of tenders received, initial price
offered by vendors, negotiated price (multiple) and final price etc
252. Ability to select vendors either manually or automatically based on
vendor criteria for limited tenders
253. Ability to display the stock of the indented items in other regional /
central / unit stores
254. Ability to support approval hierarchy for RFQ for authorization and
release
255. Ability to hold a RFQ awaiting authorization and generate alert of

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
RFQ awaiting approval
256. Ability to modify RFQ and resubmit for approval
257. Ability to track and record all changes / amendments made to an
RFQ and maintain change history
258. Ability to track and record the status of an RFQ e.g. not approved,
approved
259. Ability to record item wise specifications which will be part of
tenders
260. Ability to build a bank of technical specifications for items
261. Ability to modify item wise specifications and support authorization
levels for approval of modifications
262. Ability to send notifications to the registered and selected vendors
for the RFQ once the tenders are floated and send the tender
document (fax/e-mail) and also enable web-access to the tender
documents.
263. Ability to include user defined weighing factors in RFQ evaluations
264. Ability to attached scanned documents for vendors responses
265. Ability to take out comparative statement based on defined format
266. Ability to analyze historical data of tenders
267. Ability to initiate, process & finalize & record service contracts with
vendors
268. Ability to generate report on a RFQ/ tender showing history of all
changes
269. Ability to generate consolidated report showing RFQ status e.g.
awaiting approval, approved for all RFQs created over a time period
270. Ability to generate report to track RFQ progress
271. Ability to generate report on all RFQ closed over a period of time for
a division / department
272. Ability to generate reports by user defined criteria e.g. RFQ number,
vendor, item no, originator department etc.
273. Ability to generate reports on RFQ evaluation results
274. Ability to generate report on variance analysis of Budget vs. Actual
for procurement through tendering
275. Ability to generate details of material received against indigenous
source/imported source as may be the case under mixed bidding
process
Purchase Requisition
276. Ability to display budget available before creating purchase
requisition

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
277. Ability to keep provision to redefine a budget by an authorized user
for generating PO during emergency times
278. Ability to display lead time for a material by material number/
material group before creating purchase requisition
279. Ability to create purchase requisition / indent for various types of
purchases e.g. stock materials, non-stock materials, services, assets,
contract labour etc.
280. Ability to create indent taking into account year wise consumption of
last three years, last purchase price/Budgeted rate, stock, Dues in
(covered or uncovered as the case may be) safety stock &
consumption during lead time
281. Ability to support approval hierarchy for authorization and release of
purchase requisitions electronically
282. Ability to provide purchasing rights of routine items to end users of
the items along with hierarchy based spending limit
283. Ability to record user defined instructions/ requisition details as part
of the purchase requisition
284. Ability to assign unique purchase requisition number and restrict
creation of duplicate purchase requisitions through in-built checks
etc
285. Ability to track the authorization status and generate alerts based on
purchase requisitions awaiting approval
286. Ability to configure requisitions based on predefined criteria e.g.
value, department, type of purchase etc
287. Ability to modify purchase requisitions and resubmit for approval
288. Ability to cancel purchase requisition and automatically return
commit budget
289. Ability to track and record the status of a requisition e.g. not
approved, approved
290. Availability of search functionality of previous purchase requisitions
291. Ability to link the purchase requisition to a valid project or cost
center
292. Ability to configure the release procedure for purchase requisitions
based on type of line item e.g. as part of standard item list, requiring
specialized documents and approvals etc
293. Ability to track changes of purchase requisitions and generate audit
trail history
294. Ability to generate report of the purchase requisitions created over a
periodic basis for the department / division
295. Ability to generate report on status of purchase requisitions

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
296. Ability to generate report on purchase requisitions based on user
defined criteria e.g. requisition number, status, date, material
number, description, originator etc
297. Ability to generate exception report on purchase requisitions
rejected, not approved cancelled etc
Purchase Order Management
298. Ability to create purchase order (PO) directly or with reference to an
RFQ, a contract, purchase requisition, or another purchase order.
299. Ability to create PO automatically based on preconfigured conditions
in the application
300. Ability to have the following as part of the PO:
- Assign purchase order number both automatically and manually
- requisition originators name and details as applicable
- item details with document attachment options to enable viewing
item details
- text fields for user defined special instructions
-standard clauses of the agreement with PBG format/ integrity pact
etc. if applicable.
301. Ability to capture payment terms in distinct parametric form e.g.
full/part/advance, mode of payment, etc./address to release the
payment
302. Ability to capture inspection requirements, acceptance criteria, etc.
in PO
303. Ability to record standard documents of latest version like Standard
Terms and Conditions of Indigenous/Import procurement, PBG,
Bankers List, EMD, BG for Advance etc
304. Ability to support approval hierarchy for PO authorization based
upon preconfigured criteria
305. Ability to track the authorization status and generate alerts based on
PO awaiting approval
306. Ability to modify the PO and resubmit for approval
307. Ability to consolidate multiple purchase requisitions into single PO
for the same vendor
308. Ability to create multiple PO s from single requisitions for different
vendors
309. Ability to split PO between vendors based on user defined
parameters
310. Ability to distribute the costs for individual items in a PO to multiple
accounts based on user defined distribution proportion to be
charged to 'valid' accounts or project codes
311. Ability to display budget available for the purchase and generate

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
alert if no budget is available or PO value exceeds budget during PO
creation
312. Ability to get the preferred vendor list for the items selected in the
PO
313. Ability to refer to previously existing contracts with the selected
vendors while creating PO
314. Ability to generate notification on request for vendor
acknowledgement for a PO
315. Ability to record PO acknowledgement against the PO from vendors
in the system
316. Ability to capture Purchase Order receipt/ Acceptance and Planned
delivery date given by the vendor in the system.
317. Ability to follow up on the vendor for delivery
318. Ability to amend Purchase Order with user's approval/ financial
concurrence and approval of Competent Authority and to keep track
of all past amendments.
319. Ability to attach documents and specifications to PO
320. Ability to enable three/ four way matching of PO, Goods Receipt,
Quality Inspection Report and Invoice generated in the system
321. Ability to generate notifications to vendors based on overdue PO
322. Ability to handle price variation clauses in the PO
323. Ability to provide for taxes and duties for various/individual items in
the Purchase order - including changes in GST & other taxes within
the original delivery period
324. Ability to record specific terms of trade or payment in a PO e.g.
Payment Terms and Due Dates etc.
325. Ability to maintain data repository for new and modified terms of
contract after vetting from legal and other concerned departments
326. Ability to record vendor discounts in the PO details
327. Ability to search and display previously created PO by vendor, item
code, PO number, indent no.
328. Ability to generate alerts for PO about to become due to the
originators
329. Ability to track PO due dates and produce generate report to
originators on overdue POs
330. Ability to PO creation based on standard templates for regular
purchase items
331. Ability to follow-up on the vendor for order delivery
332. Ability to display transactions history against the PO

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
333. Ability to create PO for field purchases
334. Ability to generate different versions of orders in case of
amendments and full history recording
335. Ability to generate report on purchase order history for an item
336. Ability to generate report on change history for a particular PO
337. Ability to generate reports on PO by user defined criteria e.g. PO
numbers, Vendors, Material numbers, originator, divisions
338. Ability to generate report on POs due or overdue
339. Ability to generate report on PO outstanding payment history
340. Ability to generate report PO status
341. Ability to generate report on user defined exceptions on PO e.g.
delivery exceptions, payment exceptions etc.
342. Ability to serve Risk Purchase notice on vendors
Purchase Order Receipts
343. Ability to generate purchase order (PO) receipts in the system
344. Ability to generate and record consignment receipts. The
consignment receipts need to have the following (but not limited to):
- item serial numbers, item batch numbers etc
- item wise quality inspection criteria
345. Ability to change Item Bin Location at the time of movement in the
Issue Sheds.
346. Ability to generate Area wise analysis of material received
347. Ability to generate Acknowledgement of purchase order copy
received.
348. Ability to generate Area wise pending Purchase Orders
349. Ability to generate Periodic Purchase Orders statement
350. Ability to generate Purchase Order deletion report
351. Ability to generate monthly Purchase Orders details
352. Ability to generate quarterly Purchase Orders details > 5 crores
353. Ability to generate Purchase Orders details having integrity pact
354. Ability to link Purchase Orders of other subsidiaries
355. Ability to generate type of tenders on different head like open
tender etc.
356. Ability to generate Item wise Ancillary Unit details
357. Ability to generate vendor profile for a given purchase order
358. Ability to generate consignment & inspection details of Purchase
orders

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
359. Ability to generate nos of purchase order and its total value in a
given period
360. Ability to generate nos of purchase order and its total value for a
given supplier
361. Ability to generate nos of purchase orders and its total value for a
given Material.
362. Ability to generate pending purchase order value > given value
363. Ability to generate list of closing P.O (Purchase Order)
364. Ability to generate list of pending P.O. for a given Material Code
365. Ability to generate list of pending P.O. for a given Part no.
366. Ability to generate list of overdue P.O.
367. Ability to generate list P.O. wise rejected items list
368. Ability to support contracts both manually or automatically based on
RFQ results and authorizations
369. Availability of contract templates for regular items based on previous
contracts for efficient contract creation
370. Ability to integrate contract creation with other functionality like
RFQ/tendering Vendor Management and PO management
371. Ability to define delivery schedule containing precise information on
the delivery e.g. quantity, dates as part of the contract
372. Ability to support approval workflow for contract management with
authorization hierarchy for approval and release of contract based
on predefined user criteria
373. Ability to generate alerts for contracts requiring approval to
authorized users
374. Ability to request for authorization in the next hierarchy if there is no
response on the approval request by preset time horizon
375. Ability to record and display the status of the contract i.e. awaiting
approval, approved or rejected
376. Ability to reject the contract during authorization, record the reason
for rejection and return to the originator through the workflow
377. Ability to incorporate type of vendor –Proprietorship, partnership,
JV/Consortium, Company etc.
378. Ability to assign vendors to the contract either manually or based on
RFQ results
379. Ability to modify the contract and resubmit for approval
380. Ability to record contract related information like:
-Name of Work
-Tender id:

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
- Contract Number
- Contract Type
- Terms and Conditions of the Agreement
- Expiry Date
- Contract Value
- Related Information/ Supporting documents
381. Ability to record all changes to the contract and track contract
history
382. Ability to record vendor performance like timely milestone
achievement, dispute from user department etc
383. Ability to attach documents e.g. specifications for contracts
384. Ability to generate alerts for contracts nearing expiry to trigger
renewal process
385. Ability to check the contract value with procurement budget for the
department
386. Ability to request for vendor acknowledgement of the contract after
sharing the contract with the vendor
387. Ability to record vendor acknowledgements to the contract
388. Ability to track the contracts which have not been acknowledged
389. Ability to track contract performance bank guarantees based on
vendor, contract, and PO
390. Ability to create necessary documents for opening Letter of Credit
391. Ability to generate alerts based on expiry of bank guarantees
392. Ability to generate extension letters by correlating the terms and
conditions of the contract with the progress of work/contract
393. Ability to generate report on all changes made to a contract
394. Ability to generate report on contract status - approved, awaiting
approval, expired etc.
395. Ability to generate report on user defined criteria i.e. contract
number, vendor, originator, authorizer, item etc
396. Ability to generate reports for contracts that are nearing expiry
397. Ability to generate report on vendor performance on contracted
terms
398. Ability to view historical transactions for a contract
399. Ability to generate report on expected receiving date, payment date
- item wise for a given time horizon e.g. monthly, quarterly, annual
basis
400. Ability to generate consolidated report of contracted values per
vendor over a time horizon

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
401. Ability to generate unique control number for the estimate
proposed.
402. Ability to assess and scrutinize the proposed estimate. For this an
envelope should be created on the online platform and scanned
copy of all the relevant documents are to be uploaded into that
envelope.

403. Availability of checklist (checkboxes) for initiating authority to


prepare the file

404. Ability to integrate with production and dispatch program of


concerned Area/unit/colliery

405. Ability to Generate and maintain Tender Master record

406. Ability to allot unique control number for specific tender and provide
link with that particular estimate.

407. Ability to provide reminder (alert in the form of SMS, mail etc.)
against all the contract related timelines and also against the
compliances of the same.

408. Ability to generate and maintain record of all


blacklisted/debarred/delisted/defaulted contractors and details of
the instances in which they have been blacklisted/ debarred/
delisted/defaulted with a provision of timely reminder (alert in the
form of SMS, mail etc.) of lifting of such penal actions against such
contractors.

409. Ability to generate and maintain records of all documents related to


a particular tender with a provision of filtering/searching/sorting the
data/document – tender-wise, Contractor-wise, date-wise, Area-
wise, and colliery-wise.

410. Ability to record contractor specific information relating to a


work/contractor relationship. The detail should include contractor
name, address, contact details (name, mobile no., e-mail ID), LOA,
work schedule, site hand over details, payment terms as per
approved work schedule and concerned Tender document, work
execution information against approved work schedule, scope of
work awarded, performance security/security deposit
submitted/deducted in respect of a particular work awarded

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


ANNEXURES & APPENDICES

Sl. Requirement Description Standard/ Custom/


No. Third Party
indicating the particulars of concerned work awarded, details of bills
raised each month, manpower deployed each month, consumption
of electricity, HSD, etc., details of land associated with the working of
the patch, performance related data i.e. hindrances, stoppage etc.
411. Ability to support multiple working patches in different Areas against
each contractor
412. Ability to define different vendors types e.g. domestic vendors,
international vendors, SOR Registered contractors
413. Ability to modify contractor records, e.g. bank account information,
working details as per deviation estimates approved and support
authorization of changes made
414. Ability to generate a LOA against all types of tenders viz. global
tender, domestic open tender and discount bidding etc.

415. Ability to generate unique control number for each deviation


estimate proposal and provide link for earlier approved estimate and
award of work.
416. Ability to generate unique control no. for deviation estimate mapped
with the concerned Tender unique control number.
417. Ability to retrieve all the documents of the respective tender while
scrutinizing the proposed deviation estimate in respect of the said
tender.
418. Ability to assess all the relevant documents and scrutinize the
deviation estimate proposed along with it. Also to create an
envelope on the online platform and scanned copy of all the relevant
documents uploaded into that envelope.
419. Ability to provide Checklist (checkboxes) so that, initiating authority
prepares the file accordingly and ensure that all the stipulations are
complied.
420. Ability to be linked to production and dispatch program of
concerned Area/unit/colliery/patch vis-à-vis approved work schedule
and also to the data indicating availability of coal, source and
destinations etc. and to help concerned examining authority to
check whether the proposal is in order or not.
421. Ability to generate unique control number for each
foreclosure/closure proposed and provide link for earlier approved
estimate and award of work, deviation (If any).
422. Ability to generate unique control no. for foreclosure/closure
mapped with the concerned Tender unique control number and
deviation estimate unique control number, if any. and provid