Board of Practical Training (ER)

User Requirement Specification

For

Intranet ERP Solution

Version 1.3

Prepared by B.O.P.T

Table of Contents

Table of Contents .......................................................................................................................... ii

Revision History ............................................................................... Error! Bookmark not defined.

Abbreviation ................................................................................................................................. iii

1. Introduction ..............................................................................................................................1 1.1 Purpose ........................................................................................................................................ 2 1.2 Intended Audience and Reading Suggestions.............................................................................. 2 1.3 Project Scope ............................................................................................................................... 2 1.4 References ................................................................................................................................... 2

2. Overall Description ..................................................................................................................2 2.1 Product Perspective ..................................................................................................................... 2 2.2 Product Features .......................................................................................................................... 3

2.2.1 User and Access Creation Module .......................................................................................... 4 2.2.2 Finance Module ....................................................................................................................... 5 2.2.3 HRMS Module ...................................................................................................................... 17 2.2.4 Inventory Control Module ..................................................................................................... 26 2.2.5 Pension Module ..................................................................................................................... 26 2.2.6 Provident Fund Module ......................................................................................................... 27 2.2.7 Stipend Module ..................................................................................................................... 28 2.2.8 MIS Module .......................................................................................................................... 28

2.3 Data Flow .................................................................................................................................. 32 2.4 User Classes and Characteristics ............................................................................................... 33 2.5 Operating Environment ............................................................................................................. 33 2.6 User Documentation .................................................................................................................. 33 2.7 Assumptions and Dependencies ................................................................................................ 33

3. System Features .....................................................................................................................33

4. Other Nonfunctional Requirements .....................................................................................34 4.1 Performance Requirements ........................................................................................................ 34 4.2 Security Requirements ............................................................................................................... 34

5. Crisis and Risk Management ................................................................................................34

6. Training ..................................................................................................................................34

7. Code of Accounts Heads ........................................................................................................35

8. User Flow / Work Flow..........................................................................................................35

9. Discretion of the Board ..........................................................................................................35

Abbreviation

Short Form Full Form

ER Eastern Region

AICTE All India Council for Technical Education

BOPT Board of Practical Training

ERP Enterprise Resource Planning

HRMS Human Resource Management System

LTC Leave Travel Concession

MIS Management Information system

HRD Human Resources Development

PF Provident Fund

NTMIS National Technical Manpower Information System

GSLI Group Saving Linked Insurance

AMC Annual Maintenance Contract

UGC University Grants Commission

A/c Account

CCS Cash Compensatory Support

CEA Child Education Allowance

GPF General Provident Fund

NPS National Pension System

CPF Contributory Provident Fund

CL Casual Leave

EL Earned Leave

HPL Half Paid Leave

RH Regional Holiday

CCL Child Care Leave

LAN Local Area network

PAN Permanent Account Number

GST Goods and Service Tax

QCBS Quality and Cost Based Selection

AMC Annual Maintenance Charges

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1. Introduction

Board of Practical Training, Eastern Region, is an Autonomous organization of the Ministry

of Human Resource Development (Dep’t. of Higher Education), Government of India, and

is registered under the West Bengal Societies Registration Act, 1961. The Secretariat of

the Board of Practical Training, Eastern Region, has been functioning at its own office

Building at Salt Lake City, Kolkata – 700064 since July 1986. The Board is headed by the

Chairman, consisting of the members nominated by the Ministry of Human Resource

Development (dept. of Higher Education), Govt. of India, Confederation of Indian Industries

(ER), Public Sector undertakings in the Region, Eastern Regional Committee of AICTE,

Iron and Steel Industries in Private Sector, Port Trust/Railways, State Governments, The

Board of Engineers (India), Head of Technical Boards (both at Degree and Diploma Level)

etc. The Director is the Chief Executive of the secretariat of the Board, who also acts as

the member-secretary of the Board.

The Board of Practical Training, Eastern Region, for the 42nd year continued to perform its

responsibilities on proper implementation of the Apprentices (Amendment) Act, 1973 &

1986 in the Eastern Region comprising the States of West Bengal, Bihar, Jharkhand,

Odisha, Assam, Nagaland, Manipur, Tripura, Arunachal Pradesh, Mizoram, Meghalaya,

Sikkim and Union Territory of Andaman & Nicobar Islands. In accordance with the

Apprentices Act and Rules, the Board is empowered to assess Apprenticeship Training

facilities in respect of establishments under various sectors, notify them to engage a

stipulated number of apprentices, oversee engagement of apprentices, monitor and review

the working of the Apprenticeship Scheme (both quantitatively and qualitatively). The

responsibility of the Board also includes reimbursement of Central Governments share of

stipend at the rate of 50% on minimum prescribed rate claimed by the Training

Establishments after registration of contract of Apprenticeship. A new category of

Apprentices termed as Technician (Vocational) Apprentices was introduced by the

Government of India through further amendment of the Apprentices Act in 1986 for training

pass-outs of +2 Vocational stream students from Higher Secondary school system in some

designated subject-fields. The placement of students commenced on receipt of

Government Notification in regard to subject-fields of training (designated trades) for

Technician (Vocational) Apprentices (published in the Gazette of India: part –II, Section –

3, Sub-Section (i) dated 14.05.1988). The Board continued to implement the Act pertaining

to Apprenticeship Training of +2 Vocational pass out till 01.05.2017.

The jurisdiction of the Board covers the States of Arunachal Pradesh, Assam, Bihar,

Jharkhand, Manipur, Meghalaya, Mizoram, Nagaland, Odisha, Sikkim, Tripura, West

Bengal and Union Territory of Andaman & Nicobar Island.

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1.1 Purpose

BOPT ERP is described as a system which aims at integrating all the processes and the

sub processes, having financial implications, of the board in a single system. This system

is integrated in the board so that all the financial transactions and operational occurrences

are managed and organized effectively and efficiently.

It is an important application for both the employees and organization. The employees can

track the details of their own personal details that is submitted to the board and also the

compensation details that are offered by the organization.

On the other hand the organization can track all of their financial expenses and assets

throughout the year without any extra overheads.

1.2 Intended Audience and Reading Suggestions

The BOPT(ER) Intranet ERP User Requirement Specification document is intended for all

the stakeholders who are involved in the project of development of the ERP. Stakeholders

Included are functional analysis, developers, Testers and end users.

1.3 Project Scope

The BOPT(ER) Intranet ERP solution shall contain multiple modules (as mentioned in

Section 2.2), which can be accessed by at least 10 concurrent users on daily basis without

any application latency. The ERP will be independently responsible for keeping track of all

the details of every user and also the establishment in order to generate Annual Report on

behalf of the board at the end of that financial year.

1.4 References

http://www.bopter.gov.in/

BOPT Annual Report 2017-2018

BOPT Annual Report 2016-2017

2. Overall Description

2.1 Product Perspective

The Intranet ERP application for BOPT(ER) is a follow on application of an existing

Intranet based ERP solution that is currently commissioned in the board. Due to up

gradation of the technology and also addition of multiple new requirements with time,

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BOPT (ER) requires a new standalone intranet based ERP application, to be developed

from scratch, that will be able to migrate the data from the existing system at the beginning

and maintain the archived information as well as become the sole application for any

further record keeping and report generation activity. Modification in the already developed

ERP or customization of ERP developed for any other user is not acceptable.

The product implementation can be segregated in four phases:

a. New ERP Development Phase

b. Migration of Data from Old ERP solution

c. Migration Testing (Testing to check all the migrated data is properly present in the new system)

d. Integration Testing (Testing to check all the migrated data is properly integrated with the new system)

2.2 Product Features

The development of the new ERP application will consist of the following modules which

can be later on subdivided into multiple sub modules and sub requirements:

1. User and Access Creation Module

2. Finance Module

3. HRMS Module

a. Payroll Module

b. Leave Module

c. Attendance Module

d. LTC Module

e. DAK Module ( Receipt of the letters, bills, etc. disposed by the concerned

section and trail/track of the Dak )

4. Inventory Module

5. Pension Module

6. Provident Fund Module

7. Stipend Module

8. MIS Module

The detailed functionality of each module is explained below:

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2.2.1 User and Access Creation Module

The new ERP application for BOPT(ER) will be accessible only to the members of the

board with a valid User ID and Password. The Hierarchy of users are given as follows:

Every member who is associated with the board will be having an account created into the

new system with a specific role attached to each of them.

The role details are mentioned below:

a. Super admin - This role is specifically given to the user who can change all

configuration level details in the system. By default super admin should inherit all

the features of Admin, Evaluator and Member. Director should be assigned the role.

b. Admin – This role is allocated to the users who can create any specific access to

any other user or can restrict any specific page to be displayed to any other user.

By default admin should inherit all the features of Evaluator and Member.

Administrative cum Account Officer should be assigned this role. Allocation &

activities like allocation, reallocation, revoke, restore, etc. of other ID shall lie with

the admin.

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c. Evaluator– The evaluator role is assigned to users who can review any transaction

that is being done on the application and can approve or reject accordingly. On

approving the transactional change will be implemented in the system and on the

other hand on rejecting the transaction will not change any details in the system and

accordingly notified to the user. By default super admin should inherit all the

features of Member.

d. Member – The member role is specifically for the user set who can view their own

details in the HRMS Module, Payroll Module and Pension module and can

accordingly change the details in the HRMS section only (which will be allowed for

edit and updating purpose by the board)

The role needs to be properly distributed as per the BOPT Nomenclature.

For eg: Members of the Account department should be given the Role Member (d) and the

role of the evaluator should be assigned to Jr. Accountant.

2.2.2 Finance Module

2.2.2.1 Operation Account Heads

BOPT(ER) operates under four type of accounts where the allocated funds are inserted

at the beginning of the financial year, as per new accounting standard of Ministry of HRD

Government of India. The type of accounts are mentioned below:

i. Establishment Account

ii. Stipend Account

iii. PF Account

iv. NTMIS Account ( Not Operational )

The details of each of the account along with the corresponding balance sheet are as

follows:

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a. Establishment Account:

Establishment Account consists of three Object Heads (OH) –

i. OH – 31

ii. OH – 35

iii. OH – 36

The types of transaction in different object headers is given below:

Object Headers

Main Purpose Types of transactions

OH - 31 Grants in-Aid General

Pension and pensioner Benefits

Scholarships and Fellowships

Foreign/Domestic Travel

Security/ Housekeeping

Exp. On Contractual employees

Other Expenses

OH - 35 Grants for creation of capital

asset

Building

Equipment

Library

Furniture

OH - 36 Grants in aid salary

Expenditure on salary of regular Faculty

Expenditure on salary of regular Non-Faculty

Medical Expenses

Leave Encashment

LTC

Professional Development Allowances (PDA)

Retirement Benefit

Other Expenses

The Establishment account has multiple incoming source and also multiple expense

sinks. The individual details are mentioned below:

Income head

The following are the income heads assigned to the establishment account. The

money flows into the system through the given sources. Each of the sources can be

further subdivided into multiple sections which are discussed below.

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Accounts Source Schedule

Establishment

DESIGNATED/ EARMARKED / ENDOWMENT FUNDS 2

CURRENT LIABILITIES & PROVISIONS 3

Grants / Subsidies 10

Income from investments 11

Interest earned 12

Other Income 13

Prior Period Income 14

Each Source of Income for the Establishment can be further classified into sub

segments. The sub segments are classified in the below mentioned tables:

DESIGNATED/ EARMARKED / ENDOWMENT FUNDS (Schedule 2)

Current Funds in Banks

Endowment Funds

CURRENT LIABILITIES & PROVISIONS (SCHEDULE 3)

Heads Subheads

Liabilities

Deposits from staff

Deposits from students

Sundry Creditors

Deposit-Others (including EMD, Security Deposit)

Statutory Liabilities (GPF, TDS, WC TAX, CPF, GIS, NPS)

Salaries

Receipts against sponsored projects

Receipts against sponsored fellowships & scholarships

Unutilized Grants

Grants in advance

Other funds

Printing, GSLI, Fire, Pension, Gratuity

Liabilities for CEA 54,000.00

Liabilities for Pay & Allowances

Liabilities for Security Wages

Liabilities for Leased line charges

Liabilities for AMC for AC Machine

Liabilities for Telephone Charge

Liabilities for Administrative Charges

Provisions For Taxation

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Gratuity

Superannuation Pension

Accumulated Leave Encashment

Trade Warranties/Claims

Provision For Audit Fee

Provision For Security Deposit

Others

Sponsored Projects

Sponsored Fellowship and Scholarships

Unutilized Grants from Gov.

Grants / Subsidies (Schedule – 10)

Source Comments

Grants/ Subsidies receipts

Interest earned Refer to Schedule 12

Other Income Refer to Schedule 13

Income from investments (Schedule – 11)

Interest

On Government Securities

Other Bonds/Debentures

Interest on Term Deposits

Income accrued but not due on Term Deposits/Interest bearing advances to employees

Interest on Savings Bank Accounts

Others

Interest earned (Schedule – 12)

On savings Accounts with scheduled banks

On Employee Loans

Other Loans

On Debtors and Other Receivables

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Prior Period Income (Schedule – 14)

Academic Receipts

Income from Investments

Interest earned

Other Income

Expense head

Once the money flows into the establishment account through the above mentioned

heads, the total amount is available for the following expenditures.

Expenditure Schedule

FIXED ASSETS

Tangible Assets

4 Intangible Assets

Capital Works-In-Progress

INVESTMENTS FROM EARMARKED / ENDOWMENT FUNDS Long Term

5 Short Term

INVESTMENTS – OTHERS CURRENT ASSETS

6 [7+8] LOANS, ADVANCES & DEPOSITS

Depreciation 4

Staff Payments & Benefits (Establishment expenses)* 15

Academic Expenses 16

Administrative and General Expenses 17

Transportation Expenses 18

Repairs & Maintenance 19

Finance costs 20

Other Expenses 21

Prior Period Expenses 22

Each of the Expense Head can be again classified into more granular level which

are done in the schedules below.

INVESTMENTS FROM EARMARKED / ENDOWMENT FUNDS (Schedule - 5)

Long

In Central Government Securities

In State Government Securities

Other approved Securities

Shares

Short

Debentures and Bonds

Term Deposits with Banks

Others (to be specified)

10

Endowment Fund Investments

INVESTMENTS - OTHERS (Schedule - 6)

In Central Government Securities

In State Government Securities

Other approved Securities

Shares

Debentures and Bonds

Others

CURRENT ASSETS Schedule – 7

Stock Sundry Debtors Cash

in Hand

Bank balances

Post Office- Savings Accounts

With Scheduled Banks:

With non-Scheduled Banks:

Stores and Spares

Debts Outstanding for a period exceeding six months

In Current Accounts

In term deposit Accounts

Loose Tools Others In term deposit Accounts

In Savings Accounts

Publications In Savings Accounts

Laboratory chemicals, consumables and glassware

Building Material

Electrical Material

Stationery

11

Water supply material

Grants from UGC A/c

University Receipts A/c

Scholarship NC

Academic Fee Receipt A/c

Development (Plan) A/c

Combined Entrance Exams (CBT) A/c

UGC Plan Fellowship A/c

Corpus Fund A/c (EMF)

Sponsored Projects Fund A/c

Sponsored Fellowship A/c

Endowment & Chair A/c (EMF)

UGC JRF Fellowship A/c (EMF)

HBA Fund A/c (EMF)

Conveyance A/c (EMF)

UGC Rajiv Gandhi National Fellowship A/c (EMF)

Academic Development Fund A/c (EMF)

Deposit NC

Student Fund NC

Student Aid Fund A/c

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Plan Grants for specific schemes

LOANS, ADVANCES & DEPOSITS (Schedule - 8)

Advances to employees: (Non-interest bearing)

Long Term Advances to employees: (Interest bearing)

Advances and other amounts recoverable in cash or in kind or for value to be received:

Prepaid Expenses Deposits

Income Accrued:

Other - Current assets receivable from UGC/sponsored project

Claims Receivable

Salary Vehicle loan

On Capital Account

Insurance

Telephone (NTMIS)

On Investments from Earmarked / Endowment Funds

Debit balances in Sponsored Projects

Festival Home loan

To Suppliers

Other expenses

Lease Rent

On Investments-Others

Debit balances in Sponsored Fellowships & Scholarships

Medical Advance

Others (Computer Loan )

Advance to NTMIS

Electricity

On Loans and Advances

Grants Receivable

Other (LTC ADVANCE)

AICTE, if applicable

Others (includes income due unrealized)

Other receivables from UGC

Staff Payments & Benefits (Schedule – 15)

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STAFF PAYMENTS & BENEFITS (ESTABLISHMENT EXPENSES)

EMPLOYEES RETIREMENT AND TERMINAL BENEFITS

Salaries and Wages

Children Education Allowance Others

Allowances and Bonus Honorarium

Grant to Recreation Club Actual Payment during the Year

Contribution to Provident Fund (Employer's CPF) Canteen Provision to be made in the Current year

Contribution to Other Fund (NPS) Liveries Contribution to New Pension Scheme

Staff Welfare Expenses Health Insurance Medical Reimbursement to Retired Employees

Retirement and Terminal Benefit Travel to Hometown on Retirement

Retirement and Terminal Benefits (Adjustment of Previous Year) Deposit Linked Insurance Payment

LTC facility

Medical facility

Administrative and General Expenses (Schedule – 17)

Infrastructure Communication Others

Electricity and power Postage and Stationery Printing and Stationery (consumption)

Water charges Telephone, Fax and Internet Charges Travelling and Conveyance Expenses

Insurance (Fire) Hospitality

Rent, Rates and Taxes (including property tax) Auditors Remuneration

Professional Charges

Advertisement and Publicity

Magazines & Journals

Others

Meeting Exp

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Legal Expenses

Misc.Exp

Security Wages

Consultancy Charges

Exp. On Seminar/Work shop

Administrative Charges

Fire Extinguisher refilling/repair

NATS Portal (Web Hosting Charges)

Transportation Expenses (Schedule - 18)

Heads Subheads

Vehicles (owned by board)

Running expenses

Repairs & maintenance

Insurance expenses

Vehicles taken on rent/lease

Rent/lease expenses

Vehicle (Taxi) hiring expenses

Hiring Expense

Repairs & Maintenance (Schedule - 19)

Buildings

Furniture & Fixtures

Plant & Machinery

Office Equipment

Computers

Laboratory & Scientific equipment

Audio Visual equipment

Cleaning Material & Services

Book binding charges

Gardening

Estate Maintenance

Other

AMC FOR ERP

AMC For Web portal

Maintenance of NATS Portal

Finance costs (Schedule - 20)

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Bank Charges

Others

Other Expenses (Schedule - 21)

Provision for Bad and Doubtful Debts/Advances

Irrecoverable Balances Written - off

Grants/Subsidies to other boards/organizations

Others

Prior Period Expenses (Schedule - 22)

Establishment expenses

Academic expenses

Administrative expenses

Transportation expenses

Repairs & Maintenance

Other expenses

Auditors Remuneration

b. Stipend Account

Stipend Account has only one object head – (OH – 34).

The Stipend account has two incoming source and also three expense sinks. The

individual details are mentioned below:

Income head

Accounts Source Schedule

Stipend (OH – 34)

Grants / Subsidies 4S

Interest earned 5S

Each Source of Income for the Establishment can be further classified into sub

segments. The sub segments are classified in the below mentioned tables:

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Grants / Subsidies (Schedule - 4S)

Interest earned (Schedule - 5S)

Receipts during the year

On savings Accounts with scheduled banks

:Interest Earned

On Debtors and Other Receivables

Employees/Staff Loans

Others

Expense head

Expenditure Schedule

INVESTMENTS - OTHERS CURRENT ASSETS

3S LOANS, ADVANCES & DEPOSITS

Administrative and General Expenses 7S

Finance costs 8S

Other Expenses 9S

Schedule - 3S

Stock Sundry Debtors Cash in Hand Bank balances Post Office- Savings

Accounts

Stores and Spares

Debts Outstanding for a period exceeding six months

In Current Accounts(SBI)

Loose Tools Others In term deposit Accounts

Publications

In Savings Accounts (CANARA)

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Laboratory chemicals, consumables and glass ware

In term deposit Accounts

Building Material In Savings Accounts

Electrical Material

Stationery

Water supply material

Schedule - 8S

Schedule - 9S

Bank charges

Provision for Bad and Doubtful Debts/ Advances

Others

Irrecoverable Balances Written - off

Grants/Subsidies to other boards/ organizations

Other Expenses (Expenditure on Grants to disburse as Stipend to training establishment.)

c. NTMIS Account ( Not operational )

The NTMIS account will be mainly used for the archiving of old data after migrating

them from the previous ERP Solution. This account will not be handling any future

transaction as it was closed from year 2016.

2.2.3 HRMS Module

HRMS module is one of the key requirements for the New BOPT (ER) ERP

Application as it will handle all details of every employee working in the board and

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also track their all allowances from their time of joining till they remain in the

organization and also post their retirements/termination.

Any individual can be given access to the system by the Admin and by default their

role will be selected as ‘Member’. If the Admin wants, he can update the role profile

of the new user till evaluator, but not above that.

While the user is entered into the system, all their necessary details should be

inserted into the system for the purpose of record keeping and also for keeping

track of all the transactions of that individual with the board.

The Basic Details (should be taken in accordance with the standard of Government

of India) Includes:

Full Name

Date of Birth

Present Address

Permanent Address

Home Town

Up gradation / Promotion

Age

Qualification

Pan Number

Aadhar Number

Date of Joining

Status

Nationality

Caste

Post Hold

Others as specifically

mentioned by the

Government Of India

Nomination

Family Member details

Dependent Details

With each new user created, following accounts should also be created

simultaneously in order to keep the track of all transaction level details of the user:

Payroll Account – The payroll account of any user will be responsible for

keeping record of all the pay slips and amount level details that is given to

any user as a part of remuneration or allowance as per the CCS revised pay

rules, based on the Attendance of the user in the system and also the leave

applications. The payment is generally done through the following heads :

Basic : As per the CCS ( revised pay ) rules

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Dearness Allowance (DA) : Keeps Changing twice a year

House Rent Allowance(HRA) : A defined percentage of Basic (As per the 7CPC the percentages are : 8,16,24 for X,Y,Z Category Cities as per CCS revised

pay rules and will be enhanced to 9,18,27 and thereafter 10,20,30 respectively if rate of DA

changes to 25% and 50% respectively)

Transport Allowance ( TPTL )

DA on TA

LTC

CEA

Travelling Allowance

Daily Allowance

Advance

Adjustment of Advances

Medical Reimbursement

Others

Apart from the payment in the above mentioned Heads, as per the

government policies, for each payroll there is also a deduction component

that is deducted from the users’ payout. Those deductions are tracked under

the following heads.

GPF

NPS

CPF

GSLI

Income Tax

Professional

Tax

Others

The amount component is defined in each heads as per the policies of Gov.

of India.

The user should also be able to download their respective pay slips once the

payment is finalized for the specified interval.

At any point of time, details of any earnings or deductions must be retrieved

with all details.

Leave Allowances-As mentioned earlier the HRMS Module will be a

single point of contact for all users in order to update their personal details

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and transactions. In order to track down the leave of any user, this module is

plays an important role.

The leaves for any user can be segregated into the following heads:

Leaves Leave Distribution

CL 8 for every year

EL 2.5 for each completed months

HPL 10 for every 6 months

RH 2 days in a year

Commuted Medical Leave

On submission of proper documents 1 commuted medical leave will be issued by commuting 2 HPL in one leave.

EOL Extra ordinary Leave or Leave without pay

LND

Maternity Leave 6 Months

Paternity Leave 15 days

CCL 730 days in entire service

As on 1st Jan and 1st July EL and HPL, on 1st Jan CL and RH are credited to

the leave account of the individual, but application of the leaves is subjected

to approval from the supervisors and should be done through the HRMS

module itself in order to keep the track of the request and review process.

Once the leave is approved by the designated reviewer and then only it will

be reflected in all possible location like dashboard, payroll module

Attendance Module and also the leave counts.

In case the leave gets rejected then it should be notified to the user in the

dashboard of the HRMS module itself.

Attendance Module- This module is the primary source of data input for

all other sections in the HRMS Module. The attendance of any user will be

reflected into the system and accordingly the payroll and leave modules will

be impacted.

In order to track the daily attendance, a time sheet should be present in the

system which will be filled by the user at the end of a fixed period with the

number of days attended, number of days any user have taken leave (post

approval)

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Once the timesheet is submitted, rest of the calculation of the payroll and any

other details (if any) is calculated within the system.

LTC Allowances- Any user should be allowed to submit their LTC

Applications through the HRMS module, in case they are applicable for the

same as per the Policies of Government of India. Once the LTC Application

is submitted it should go through a review process by the user of the Admin

role before getting approval.

Flow of LTC

As the LTC gets approved, this should be reflected in the dashboard of the

ERP For that particular user and also the compensation should be added in

the payroll section for the corresponding user under the LTC Allowance head

(as mentioned in the 1st Section – Payroll Module of 2.2.3). After approval of

LTC, it should be accessed by the user of the accounts department for the

release of advances.

Apart from the above Sections, individual personal details (as mentioned in Section

2.2.3) of each user should be available for viewing and editing by the corresponding users

in the HRMS module. Once any updation is done in the personal record, it should be

checked by admin user, verified by the Office Superintendent and approved by the AAO.

Only after approval the change should be reflecting in the personal details section. In case

it is not approved then the change should be rolled back from the system.

In case if any record in updated or edited by any user, it should be reviewed and verified

from the Admin before committing the final update in the system. In case the admin rejects

the change, it should be notified back to the user and the change should also be rolled

back.

The Super admin should have the access to mark any user as Terminated or Retired.

In case of Termination, the user should be marked as inactive, removing all access right in

to the application and all the details of that individual should be archived into the system.

On the other hand when any employee gets into retirement, and the same is updated in

the application by the super admin, the details of the user remain intact into the system but

the user moves from HRMS establishment to the Pension establishment (which is

described in Section 2.2.5)

LTC

Application

Office

Superintendent

Admin

User

AAO Director

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The Basic Header and Sub headers of HRMS includes the following:

Headers Sub-Headers Requirement

VRS/Resign Application

A member should be able to apply for a VRS or should be able to resign from the organization using this option.

Promotion Pay Fixation Application A member should be able to apply for fixation after Promotion to a higher grade.

Exit Intimation

A member should check the status of his / her exit process and can also ensure a smooth process of his/her exit from the organization by keeping a check on this option.

Service Book

A member should be able to view all his / her personal as well as educational and work details from the Service Book option.

Assessment Upload

A member should be able to upload assessment documents being assigned to him / her using this option.

Office Orders

A member look out for any office orders assigned to him / her and admin roles can also cater office orders to other members using this option.

Benefits

Leave Application

A member can request a leave using this option. During requesting, the type of leave must be mentioned.

Leave Encashment

A member can request to encash his leave balance that are allowed to be encashed from this option.

Leave Rejoining Report

A member should be able to upload the report in case he / she is joining after a long leave.

Advance Application

A member can request for an advance due to any personal reasons. He / She should be able apply for that advance from within the system.

Advance Short Close Detail A member can see the short close detail of the advance that was taken previously.

LTC Application

A member can be able to apply for any leave travel concessions if he / she is permitted to do so by the organization.

Reimbursement Application A member should be able to apply for any

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reimbursements.

Medical Reimbursement Application

A member should be able to apply for any medical reimbursements or apply for cashless transaction from this option.

Retirement Benefits A member should be able to apply for PF withdrawal after his / her retirement.

Payroll

PF Joining Application

A member should be able to apply for PF after joining the organization from this option

VPF Application

A member should be able to apply for voluntary PF if he / she wishes to do so, from this option.

External Deduction Application

A member should be able to apply for any external deductions that need to be taken into account during the payroll processing.

Bank Account Details

A member should be able to change his/her bank account details from the application using this option.

Arrear Pay slip

A member should be able to generate and view his/her arrear pay slip in case there are any arrears for him/her during any period.

Income Tax

A member should be able to view the computed predicted income tax deductions for the current financial year and as well as provide declarations/proof for income tax purpose

Pay Slip

A member should be able to generate and view his/her pay slip for any month since he/she joined the organization.

Loan Accounting Status

A member should be able to see the details of any loan he/she has applied for, the status of the same, as well as the dues and interests to be paid.

Reimbursement Accounting Status

A member should be able to see the status of his/her reimbursements that he/she applied previously.

Advance / Loan Eligibility Computation

A member should be able to check whether he/she is eligible for an advance or a loan depending upon his/her experience and pay scale.

Form - 16 Acknowledgement A member should be able to Download his/her form 16 for IT Return

HR Admin Application Nominating Application

A member should be able to apply for nominating a person against his policies in the organization.

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ID Card Application

A member should be able to raise a request for a duplicate ID card in case he / she lost the original, or can request for changing any details in the same.

NOC Application

A member should be able to raise a request for NOC from the organization, in case he/she requires one.

Annual Property Returns Application

A member should be able to file an annual property returns that would be required by the Administrative Secretary.

General Admin Application

Complaint Entry

A member can raise a complaint for any issues that happened with him/her in the recent past through this option.

2.2.4 Inventory Control Module

The inventory module in the ERP will be present in order to keep a check on stock of each

and every Items that are purchased. Once any Item is purchased and the same is updated

in the system by any user, the details should be added to the list of inventory and also the

amount of the inventory should be subtracted from the available fund in the establishment

account.

In case any item goes out of stock or 90% of the stock gets finished, it should be notified to

the designated user prior to that, so that according arrangements can be made

accordingly.

The Inventory module should be linked directly with the HRMS module in order to track

each and every Item and also with the finance module in order to track the flow of money

on that inventory from the time when it was entered into the ERP system.

Provision of written off / lost / obsolete / unused / broken items must be updated in the

inventory. Also there must be a provision of physical verification of the assets.

The inventory must be updated every year with the obsolete / unused / broken / lost / etc.

asset details.

2.2.5 Pension Module

The pension module for any user is activated only when the user is marked as Retired by

the super admin. Any user on getting retired should be moved from the HRMS section and

should be added in the Pension Module directly.

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The Pension Module is funded through the establishment account directly and the

expenses is also tracked in the same account as per Schedule 15 (refer section 2.2.1,

Schedule 15)

As per the policies of Government of India, each retired user will have to submit a Life

Certificate in November each year in order to continue the pension. Once the user is

deceased and the death certificate is provided, the individual pension should be converted

to family pension and the process should continue for the users’ family and the track of all

the details should be maintained in the ERP.

Pension is paid to the eligible users on monthly basis.

Each employee working in this board, may be eligible for any one of the following pension

types:

i. Superannuation pension

ii. Pension other than superannuation

iii. Family Pension

iv. Enhanced family pension

v. New Pension scheme

Pension includes –

a. Basic Pay

b. Dearness Relief

c. Medical Allowance

2.2.6 Provident Fund Module

The Provident Fund module is required to keep the track of all the PF generated from

every user’s payroll deduction. As a part of deduction from the payroll, an amount is

transferred to the provident fund account. Each such amount in the PF account sums up to

total sum which is invested by the board in Banks, bonds FD etc. which will help the

money to grow by earning interest. At the end of every year interest is added to the PF

account of individual at the rate prescribed by the Govt. of India irrespective of the earning

on investment. Once any employee is retired, the interest is calculated up to the month of

retirement and payment is made as follows:

Amount Payable = Opening Balance + Subscription of the year + Interest Earned.

As per GPF rule, subscription in the PF is stopped in 3 month advance of the retirement.

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This money flow into this module is through the payroll module (as per the amount or

percentage specified in the HRMS module) for any individual.

A separate account is prepared for PF having balance sheet, Income and Expenditure

account, Receipt and payment accounts, connected ledger, journal, Investment ledger.

2.2.7 Stipend Module

A separate stipend account is prepared at the end of every financial year. Stipend module

is to be integrated with NATS portal, so that important data required for preparation of

stipend accounts may be captured, like – DV number, Voucher number, Name of the

establishment, etc.

2.2.8 MIS Module

The reporting module is mainly the Output Module. This section is responsible for

generation of reports at any time in order to get an instantaneous over view of the system.

The reports that will be required to generate from the system are as follows:

1. Annual Account Reports (Strictly as per the below provided formats)

a. Establishment Account

b. Stipend Account

c. Individual Detail of each of the 22 schedules

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d. Provident Fund Account

e. Income& Expense Account

2. Consolidated Balance Sheet

3. Deduction Report – Head wise , Month wise , individual wise, year wise

4. IT Reports – 24Q and 26Q

5. Form 16

6. Stipend Report – State wise, Establishment wise, Year wise, Month Wise

7. Manpower report for use of admin section

Each of the reports is attached below:

Establishment Account

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Stipend Account

Schedule Detail Examples

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Provident Fund

Consolidated Account

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2.3 Data Flow

Finance

HRMS Payroll

Pension

Stipend

MIS Report

generation

Leave

Personal

Details

LTC

AAO

Director

OS

Accounts

Administratio

n

Super admin

Admin

Evaluator

Interaction Layer between User and

Application

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2.4 User Classes and Characteristics

The application will be used by users of different role, as described in Section – 2.2.1. The

user roles will have different functionalities throughout the application and the application

must be robust enough to accommodate more user roles as required. The admin can

create new user and also can assign any specific roles to them between Member and

Evaluator

2.5 Operating Environment

The application should be set up in a local server machine, which will be present in the

board itself. It should be accessed via intranet to all the employees. No internet should be

required for accessing the application. Each member should have his/her own login to

access the application. The members of the board should access the application via LAN.

None of the data should be available by any means from outside the board.

2.6 User Documentation

The application must have an installation manual, as well as a user guideline document

that will narrate all the functionalities that is in the application. The documents should

elaborate every functionality that can be done in the system in a way which will be easily

understandable to any member, irrespective of his/her technical knowhow.

2.7 Assumptions and Dependencies

The application will have in no case, any dependencies with the internet, and can be

accessible from all the systems in the location where it is installed using LAN.

If needed, the application must be compatible to access from remote location through

internet to provide technical assistance.

3. System Features & Final Output

The application will be able to track all the financial transactions across a financial year, as

well as serve the purpose of a Human Resource portal for all the employees. The system

must take in account the payrolls and the pensions of all the members and should also

keep in consideration the valuations of the tangible as well as non-tangible assets. The

Annual accounts should be generated without any manual intervention.

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4. Other Nonfunctional Requirements

4.1 Performance Requirements

For the application to run smoothly, performance plays a critical role. The response time of

each data operation, the ability of the application to hold a large volume of data accounts

to the performance of the application. The application must be reliable as well as provide a

system capable enough to deal with lots of data.

4.2 Security Requirements

The application should be secured from the external world, and should be properly

authenticated while using government defined protocols. The usage of each and every

user should be maintained properly using log tables so that all the changes can be tracked

down to their respective users.

The system must be hosted in a server and should be accessible to the users securely in

the premises of the board itself. It should not be accessible through internet from any

external location but however the application can access data from the internet.

5. Crisis and Risk Management

The application should be flexible enough to let the user take periodic backups of all the

data, before they wants to commit anything to the server. Also, if any data after a

transaction is deemed to be wrong / mistaken by the user, that needs correction, the user

must be able to restore the backup of the data taken before committing that particular

transaction

Periodic Backup should be created in order to store them in different location in case of

any hardware failures. Moreover the system should be intelligent enough to inform the

super admin when 90% of the memory is consumed in order to avoid any overwriting due

to space unavailability issues.

6. Training

The ERP developers have to organize training program in the premise of this office

according to convenience of the personnel of the board. It will be the responsibility of the

developers to continue the training program till the satisfaction of the authorities of the

board.

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7. Code of Accounts Heads

Codification of Accounts head of this Board is under process. It is expected to be

implemented from FY 2019-20. The code of account heads is also to be incorporated in

the ERP so that it may be reflected in different reports of annual accounts.

8. User Flow / Work Flow

The user flow & work flow will be decided module wise separately before the

commencement of the development of each module.

9. Schedule of Completion of task

Within six months from the date of award of tender.

10. The Support or input to be provided by the BOPTER – The BOPTER may provide

sitting space with table, chair computer nodes with internet for 3 persons of the developer.

In addition the BOPTER may depute one person to explain the process flow and other

domain related help.

11. Eligibility Criteria:

The developer must have valid trade license, GST No. and PAN. They should not be black

listed by any government organization. The developer must have more than 10 employees

including minimum 5 software engineer of adequate experience in the field. The vendor

must have the experience in development of software of the Government organization.

Kolkata based company shall be given preference.

12. Tender Evaluation criteria:

The tender shall be evaluated on Quality and Cost Based Selection (QCBS) in the ration of

50:50 the proposal with the highest weighted combined score (quality and cost) shall be

selected.

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13. AMC Support:

The developer has to provide AMC support at least for next 10 years at reasonable cost.

They have to quote their AMC cost in percentage of total cost of the ERP exclusive taxes.

The AMC amount shall also be taken into care at the time of deciding the tender.

14. Discretion of the Board

The Board / Authorities of this board reserve the right to amend, curtail, modify, cancel,

and change any or all parts of this URS on their discretion without assigning any reason to

the developers.

15. Annexures

Annual Accounts for the year 2017-18 of this Board is enclosed as annexure for guidance

of the developer. Please refer the link for Annual Account for the year 2017-18:

http://www.bopter.gov.in/anual-report.html