Sr. No.

Project Activity

Role PMIDC

Role of eGov Foundation

1

Program Management

Project Charter

Jointly draft the Project Charter

Monitor Program Implementation

Provide Program Manager to Oversee the Implementation with PMIDC

2

Requirements Finalization

Functional Requirements and Support Creation of SRS

Creation of SRS

SRS Sign Off

Product Walk through

Change Request Management

Clarifications during development

3

Design/Development/Configuration

Provide PMIDC team for enablement on the platform

Providing the Citizen Services Apps on the Urban Governance Platform

Test Case Preparation

System Design

User Acceptance Testing

Development/Configuration

UAT Sign Off

Unit Testing

Facilitate cooperation and timely with other government departments

Integration testing

Facilitate User Acceptance Testing

Enablement of the PMIDC Team

User Manuals

4

Data Migration

Creation of Data Migration Scripts

Help PMIDC team in creation of Data Migration scripts

Creating control points for validation of migration

 Provide APIs for data load

Migration of Data

 Creation of Data Entry Screens

Validation of Migrated data

Data Entry of manual records

Validation of Data entered

5

Change Management & Training

Change Management

Training Master Trainers from PMIDC

End User Training

Create training materials – Manuals

Handholding in ULB's

User Administration for various Modules

6

Support & Upgrades

Level 1 & 2 Help Desk including resolution of data issues

Resolve Bugs & Issues

Responding back to users of Mobile App on Google Store

SLA Management

Upgrades

Component

Costs excluding Taxes & Duties
( in INR Lakhs)

1. Software Customization, Configuration and Deployment of Digital Citizen Services Applications on eGov Platform
   

• System Design
  
• Development/Configuration
  
• Unit Testing
  
• Integration testing
  
• Facilitate User Acceptance Testing
  
• Enablement of the PMIDC Team
  
• User Manuals
  
  
  

1. Provide following 12 Applications on the eGov Platform
   
   • Property Tax
     
   • Water & Sewerage Management
     
   • Complaints and Grievance
     
   • Licensing
     
   • Financial Accounting
     
   • Payroll
     
   • Fire Service
     
   • Verification
     
   • Birth and Death
     
   • ULB web Portal
     
   • Mobile App
     
   • State & ULB Dashboards

0

1. Software Licenses

0

1. Support & Upgrades:
   
   • Application Management & Support: Bug fixes, level 3 support, database administration system monitoring, performance tuning, SLA management backup & recovery, System performance
     
   • Free Product Upgrades:, New Functionality from other states for a period of 24 months from the initiation of the project
     
   • Improvements to Dashboard Framework and Big Data Frameworks: data indexing, new reports, analytics
     
   • Support to Cloud Provider on End to end management of the cloud infrastructure and system performance as required

0

TOTAL ESTIMATE

0

Section

Functionality Covered

Property Tax Module

General

The system should assign the unique property ID based on the Process defined in the ULBs.

The system should capture description of property like Khasara Number, mutation number, number of floors, area covered, land owner, co-owner, mailing & permanent address, house style, built year, individual room measurements (if required), compliance with the regulations of the building authorities, public / private utilities mapping to the plot and other required details.

The system should have the facility to classify the property based on its type.

The system should allow changing the type of property.

The system should have facility to deliver the service online & through SEWA KENDRA.

The portal should have all the information including the processes and ocuments required for the convenience of citizen.

The system should capture all the details required for application.

The system should have the facility to apply online and through SEWA KENDRA.

The system should have facility to download required forms.

The system should have facility for online payment and through SEWA KENDRA.

The system should have facility to send the alerts through SMS and email.

Assessment of Property Tax

The system should have the facility to make entry in system by inspector after site visit and assessment of the same by the superintendent.

The system should have the facility to download the Assessment letter from the portal.

The system should also have the facility to send the Assessment letter to citizen by email.

The system should have the facility to intimate the citizen through SMS.

If there is no objection been raised with in specified time, the system should utomatically update the TS1 database and generate bill through system.

Collection of Property Tax

The system should have the facility to send SMS alert to citizen for payment & due date.

The system should have the provision for online payment of house tax through portal & SEWA KENDRA.

The system should have interface with to track the defaulters of house tax payment.

e-filing of Property Tax

The system shall also have the functionality to e-file the property tax by tax payers based on their selfassessment. The system shall have all the functionalities related to e-filing including, but not limited to:

Enter the property details (including address, name of owner, age, onstruction/renovated year, floor wise covered, non-covered areas, etc.) for all types of properties like residential houses, flats, commercial buildings, estaurants, hotels, malls, etc.

Compute the property taxes automatically as per process and rules of Government of Punjab. System shall support dynamic calculation for late fee,interest, rebate, etc. as on the day of challangeneration.

Online generation and printing of property tax challan

Payment of tax online or offline.

Track the status of property tax filled

Fetch the data of previous year property data while e-filing for current year.

Format of self-assessment form is attached as Attachment 11

MIS Reports

System should able to generate reports related to tracking of cases pending and at what stage of house tax assessment.

The system should able to generate the Payment received/pending details.

Water & Sewerage Management

General

Portal should have all information including the processes and documents required for the convenience of citizen.

System should capture all details required for application.

System should have facility to apply online and through SEWA KENDRA.

System should have facility to download required forms.

System should have facility for online payment and through SEWA KENDRA.

System should have facility to send the alerts through SMS and email.

System should have the provision to maintain the water/ sewerage consumer related data.

System should have facility to deliver service online & through SEWA KENDRA

Approximately 19,48,146 water and sewerage connections will be managed through the system.

Sanction and Installation of New Water/ Sewerage Connection / Re-connection Approval of Water / Sewerage Disconnection

The system should have the facility to apply and submit the online application for new water / sewerage connection / disconnection / reconnection.

The system should have the facility to upload documents like plumber certificates, NOC from Land lord in case of rented property etc. along with theonline application.

The system should have the facility to track the application/file status of the applicant.

The system should have facility to send SMS / Email alerts if additional payment needs to be made by applicant after site inspection or for any other information.

Payment of Water & Sewerage Bill

The Citizens should be intimated by SMS and email alerts about the bill due dates and also confirmation after online payment/ Payment.

The system should have the facility to make online Payment using the portal through payment gateway.

The system should able to log all transaction details in the file server.

The System should have provision for approve/reject the same, based on which the billing ledger and other related docs should also be updated.

Change of Title in Water & Sewerage Bill

The system should allow the authorized user tochange the title (Owner Name).

The system should have the remarks field for adding the details.

The system should allow the concerned official to approve/ reject the Application.

The system should automatically verify the details with Property Tax system.

MIS Reports

The entire billing details should be captured by reports. There may be separate reports for late payment of bills, the money received month wise, year wise. ccounts and finance will have further reports customized for their needs.

The system should able to generate Reports pertaining to new connection, re-connection, disconnection etc.

The system should able to generate List of water /sewage Connections anctioned in Specified Period

The system should able to generate Arrear Demand Register (All Water Connections Arrears list)

Complaints & Grievance Module

Complaints andGrievances

The system should have facility to deliver the service online & through SEWA KENDRA.

The portal should have all the information including the processes and documents required for the convenience of citizen.

The system should capture all the details required for application.

The system should have the facility to apply online and through SEWA KENDRA.

The system should have facility to download required forms.

The system should have facility to send the alerts through SMS and email.

The system should have clear classification of complaints based on their types.

The system should have the facility for all the stakeholders to lodge complaints through Portal.

The system should also provide the facility to lodge complaints through mobile, SEWA KENDRA and by telephone.

The system should generate a unique ticket number for each complaint based on complaint type and the same should be communicated to applicant by SMS,telephone and / or email.

The system should have the provision for assigning the compliant based on the ticket number, ULB/location etc.

The system should have the provision for Auto routing of the complaints to the concerned ULB / Department / Section.

The system should have provision for escalation of non-resolved cases with defined timeline to the ULB/Concerned head.

The system should have the facility to track the complaint status by ticket number through portal, SMS and telephone.

The system should have facility to communicate the resolution done through email and SMS. The status should also be updated on portal.

The System should allow for feedback mechanism by SMS/Internet/telephone for the resolved cases.

MIS

The system should generate the report showing the total number of complaints received and the issued resolved.

The system should generate the Reports showing time taken for resolution.

The system should generate the Reports showing complaints pending branch-wise, location-wise etc.

Licensing

General

The system should have facility to deliver the service online & through SEWA KENDRA.

The portal should have all the information including the processes and documents required for the convenience of citizen.

The system should capture all the details required for application.

The system should have the facility to apply online and through SEWA KENDRA.

The system should have facility to download required forms.

The system should have facility for online payment and through SEWA KENDRA.

The system should have facility to send the alerts through SMS and email.

The system should have the facility to download form, online filling and submission of form.

The system should maintain the details about License holder details, like, owner name, shop /rickshaw, address, purpose, date of issuance, license number etc.

The system should have Facility to create/edit/update the deficiency/Inspection report against the application.

The system should have facility to assign the application to respective Inspector for survey and verification.

The system should have the facility to assign unique identification number based on license type, which will be used for all future transactions of the license.

The system should allow intimating the applicant about the payment of license fee through SMS/ e-Mail.

The system should allow the online payment of license fee.

The system should allow the Generation of receipt for the payment.

The system should allow printing the license, sending the license through e-mail.

The system should automatically send the alerts to the License holder 15 days before the license expiry.

Issuance of License for Commercial Unit

The system should allow the SMS alerts to the pplicant regarding the date of inspection / visit by the inspector, approval / rejection of the application.

The system should allow the inspector to enter the field visit details and filed visit report should be generated and automatically routed to the superintendent.

The system should allow the superintendent to approve or reject the report.

MIS Reports

The system should generate the Reports showing the number of licenses approved/rejected.

The system should generate the Report showing the number of license pending for approval/rejection.

The system should generate the reports for which data was submitted after each inspection.

Fire Service Module

General

Should have all the information including the processes for the convenience of citizen.

Should have the facility to apply online and through SEWA KENDRA.

Should have facility to download required forms.

Should have facility for online payment.

Should have facility to send Alerts through SMS and email.

Issuance of NOC for Fire Safety

Should have provision to make online application through portal and SEWA KENDRA.

Should have provision to make online payments for Issuance of fire call eport/NOC Fire Safety and SMS alert on confirmation status of report.

Should have the facility to enter the site inspection details as per National Building Code requirements.

Verification Services

General

The portal should have all the information including the processes and documents required for the convenience of citizen.

The system should capture all the details required for application.

The system should have facility to download required forms.

The system should have facility to send the alerts through SMS and email.

Birth & Death Certificate

General

The portal should have information about the Birth / Death processes & ocuments required for the convenience of the citizen.

The system should have facility to deliver the service online & through SEWA KENDRA.

The portal should have all the information including the processes and documents required for the convenience of citizen.

The system should capture all the details required for application.

The system should have the facility to apply online and through SEWA KENDRA.

The system should have facility to download required forms.

The system should have provision for e-forms.

The system should have facility for online payment and through SEWA KENDRA.

The system should have facility to send the alerts through SMS and email.

The system should have the provision to maintain Birth Register as defined in the process.

The system should have provision to maintain the death register as defined in the process.

Registration of Birth /Death

The system should provide an interface to hospitals/ individual for online registration of birth/death. Alternatively, same may be done by SEWA KENDRA officialusing the similar interface once the information is received by the SEWA KENDRA official.

The system should have the facility for online application for birth and death certificates. Each application being tracked by a unique registration number.

There should be facility to make online payments for the issuance of Birth/Death certificates.

There should be facility to cancel the Registration details and provision for Remarks that can be added with the cancelled record.

The system should capture the request for Death certificate and retrieve details of the applicant based on the Registration Number.

The system should have the provision for Health Officer to approve the request with the help of digital signature or reject.

The system should have facility to send email and SMS alerts to the applicant about the status of the process.

The system should have the facility to deliver the issued certificate via mail by SEWA KENDRA official to the applicant.

Name correction in birth/death certificates

The Govt. official should be able to add/modify/delete the Birth and Death details by based on the approval/right as per process.

The system should have the facility to upload additional documents required.

There should be facility to make online payments for the issuance of new Birth/Death certificates.

The system should have facility to send email and SMS alerts to the applicant about the status of the process.

The system should have the facility to deliver the issued certificate via mail by SEWA KENDRA official to the applicant.

MIS Report

The system should generate the critical statutory reports related to Birth and Death based on record maintained in database for same.

The system should able to generate the Reports of Births sex wise, year wise etc.

The system should able to generate the Reports of Deaths sex wise, year wise etc.

The system should able to generate the any other fixed format and Ad-hoc reports as desired.

  Finance and Double Entry Accounting

General

The system should capture all the details required as part of working of Accounts & Finance branch.

The system should have facility to download required forms.

The system should have provision for eforms.

The system should capture all the working processes of account & finance.

The system should have Ability to perform combined basis accounting (Cash and Accrual)

The system should have Facility for defining Control Accounts

The system should allow Real Time update of data from the subsidiary ledgers like Accounts Receivables, Accounts Payables, Fixed Assets, Materials, Sub-ledger

The system should allow definition of ULB, its zonal / ward offices, etc.

The system should allow definition of profit/cost centers within organization

The system should have Flexibility to define fiscal year including start month and end month

The system should have Ability to define 12 periods/ month within fiscal year

The system should allow closing of fiscal periods to restrict transaction posting.

The system should allow to keep multiple periods open across financial years or within financial year

General Ledger

The system should have ability to reopen closed period, subject to valid authorization.

The system should have ability to draw complete set of books of accounts such as profit and loss account, balance sheet for the legal entity, each of the department, location, unit etc.

Availability of system generated numbering for the documents

Availability of option of manual numbering for certain documents

The system should Support legal requirements such as TDS, Sales Tax, VAT, Excise Duty, Service Tax and Works Contract Tax fully.

The system should have Flexibility to control posting to specific ledger accounts with specific documents

The system should have Flexibility to date formats, number formats per user.

Implementation Vendor shall not be responsible for preparing opening balance for accounting software to be developed by Implementation Vendor.

The system should have Ability to define chart of account for the company

The system should have no restriction of the arrangement or the number of accounts

The system should Allow grouping of general ledger account for the purpose of account management

The system should Allow creating general ledger accounts in batch mode using external interface

The system should have ability to post transaction from other modules to online mode based on such predefined criteria.

The system should allow creation and posting of journal entries online or in batches

The system should allow definition of recurring transactions and periodicity of recurrence.

The system should Create these automatic transaction based on predefined criteria

The system should allow to create reversal of journal vouchers with date definition

The system should allow definition of certain GL accounts in a way that individual transactions can be tracked based on its open status, e.g. Security deposits, clearing accounts, etc.

The system should have Option to capture due dates for such security deposits and query/ reports to highlight deposit/ advances which are due for repayment.

Flexibility to define rules for automatic clearing of such accounts and clearing of open items based on such criteria.

The system should allow cash accounting with multiple cash points for a single or multiple cash GL accounts

The system should have Ability to define banks, bank accounts within the system.

Should allow uploading of bank statements

The system should allow the manual entry of bank statements into the system

The system should allow defining the criteria for bank reconciliation and carries out bank reconciliation based on pre-determined criteria.

The system should allow entry to incoming cheques for current as well as future period and segregation based on dates possible.

The system should allow to view and print cheque deposit statement for a day.

The system should capture value date for cheque deposited and payment

The system should enable calculation of interest based on value dates captured in the system

The system should have flexibility to write certain validation rates to support business rules which are not supported directly by standard product feature

The system should have built in maker checker concept for approval of documents by supervisory authority

The system should allow listing of all transaction for particular document type in books of accounts

System should have flexibility in definition of transaction fields that are displayed in such query/ report based on requirements without any programming efforts.

The system should have ability to drill down from balance to individual transactions for any account.

The system should allow classification of expenses on the basis of predefined parameters. E.g. Telephone number, Vehicle number etc.

Generated error reports in case of rejections or any errors at the time of data transfer using batch mode.

The system should allow defining multiple formats of annual accounts (i.e. Balance sheet and profit and loss account) at the same time.

The system should have ability to take these annual accounts at legal entity level, division,etc.

Budget Execution & Control

The system should allow to take comparative balance sheet, profit and loss account, trial balance where a corresponding period which can be selected by user

The system should have ability to support user-defined budget availability controls to specify which accounts do not allow actual exceed budget or otherwise

The system should Support various types of budget reservations such as budget blocking (where one can block a percentage of budget funds for a fixed price before releasing it later), budget reservation temporary

reservation of budget at purchase requisition time or other user-defined intervals), budget commitments (where funds are committed due to purchase or project obligations).

The system should support the monitoring of various budget types such as original budget, supplementary budget, budget carry-forward (unutilized budget amounts carried forward from previous years), budget transfers.

The system should have facility of Online tracking of expenditures vis-à-vis budget at any level.

The system should have facility of Online enquiry of budget availability for a department / expense head

The system should have facility of Automatic rejection of expenditure booking within the system if the cumulative expenditure amount is beyond the budget

The system should have Option to send an email to the concerned department requesting the expenditure if the cumulative expenditure xceeds the budget

Budget Inquiry

The system should have Support for "budget availability" check and creation of Purchase Commitment during Purchase Requisition or Purchase Order entry.

The system should have availability of an online approval mechanism for expenditure sanctions of all types of requests through estimation sheets for a schemes/works, purchase proposals; supply orders/work

orders etc.

Validating expenditure sanction proposals with the budgets for the scheme/work Forwarding the sanction proposal to the appropriate authorities, e.g. under

secretary finance, in case an expenditure is to be incurred beyond the financial powers of the departmental secretaries or incurring expenditures beyond the budget

The system should have flexibility to categorize an expenditure as 'Plan', 'Non- Plan', depending upon whether the expenditure is to be incurred against a scheme or otherwise

The system should have flexibility to report against different versions like budget estimate, revised estimate, etc. for the year.

Reporting

The system should have facility for online inquiry of different versions for combination of region, department, office, and expenditure heads.

The system should have ability to print the budgets in desired format.

The system should have ability to export the budget data into text or excel format that can be used by the publisher for publishing.

The system should have budget versus actual expenditure report for all or a selected set of departments and expenditure heads for the current year as well as the previous ones

The system should have availability of a user friendly reporting tool that allows data to be reported in a spreadsheet format. The system should allow users to drill down online from the spreadsheet to more detailed information.

The system should support budget and actual expenditure inquiry or reporting by a department should be restricted to the data pertaining to that department only. The authorized budget users such as the Budget

Officer and the officials of the budget section should however have complete access.

Budgeting

The system should support flexible budget planning via top-down, bottom-up or a combination of both.(can only adapt one of these)

The system should support budgeting for other types of funds such as Fiduciary Funds (to account for Moneys held in the capacity of trustee, custodian for the public). Pension Trust Funds, Expendable Trust Funds (to account for Moneys from a donor or external entity which has to be expended for a restricted purpose), etc.

The system should support status tracking for budget preparation and collaboration.

The system should facility to automatically upload into the system the budget estimates provided by all the departments in a template

The system should support budget dimensions such as: Fund, Function (Sector), Programme Activity/Sub-activity, Project/subproject, Responsibility / sub-responsibility / Cost Center, Object (Account code), etc.

The system should Provide flexible budget hierarchy to define budgeting level (what level should be budgeted), account posting level (level where accounting entries will be posted) and budget availability control level

(budget level where active budget availability

checks are performed).

The system should Ability to provide for Revenue and Expense Budgets (can be based on last year's actual performance or approved budget as an initial version for budget planning) as well as Capital or Development Budgets.

The budget preparation screens should be

secured and be accessible by a select group

of authorized budget users only such as the

Budget Officer, Budget Section personnel in Finance Department etc.

The system should have Online availability of budgeting instructions and guidelines for the

budget users

The system shall be role-based and have built-in workflow to manage the activities of

budget preparers, reviewers, and approvers.

The workflow shall include budget submission, review, and reject functionality Facility for direct manual entry of amounts for individual budget items apart from formula builder and percentage revaluations

The system should have Ability to consolidate budgets of various departments, regions, branches into one budget

The system should Provide budget vis-à-vis actual comparison on on-line basis as well as periodic intervals

The system should have budget definition and control in an integrated on line manner at the time of procurement

The system should have Flexibility to change budget figures during a fiscal year / period

Approximately 600 users are involved in annual planning and budgeting activities.

Funds Management

PF, Non contributed PF and Pension, Sinking Funds – Special Funds Management

Cash Management

The processing of the instruments should be fully supported from trading through back office to accounting.

The resulting cash flows from these transactions should be shown in the system and update the cash position real-time short term

Account Payable-General

The system should allow creation of vendors in the system and vendor codes can be Payment terms, discount terms, payment methods

The system should have TDS related information

The system should have Legal status of the vendor such as corporate, non-corporate etc.

The system should allow creation of vendor codes in an online mode as well as in a batch mode

The system should allow to define payment terms in following scenarios: Standard payment term of payment due after specific no. of days, Payment term where discount is offered as interest component for early,

Payment term which allows retention money

The system should allow blocking of specific vendors so that transactions with such vendors cannot be entered

The system should allow linking of many vendors to capture group exposure/transaction volume

The system should allow linking of vendors with customers in case a company is both vendor as well as customer

The system should allow creation of vendors' financial data independent of purchase and materials related data

A unique vendor code can be used for all the divisions, branches, multiple legal entities based on the requirement

The system should allow to define various TDS rates, works contract tax rates in the system and attach relevant rates to vendors based on the applicability

The system should allow clearing of vendor transactions by matching two or more open debit and credit items

The system should allow to segregate and track vendor transactions into: normal invoices and payments, advance payments to vendors, bank guarantee, letter of credit to vendors

Account Payable – Accounting and Vendor credit processes

The system should allow invoice processing With respect to a Goods Receipt Note (GRN) in the system and service entry note in case of a service vendor

The system should allow invoice processing With respect to a Goods Receipt Note (GRN) in the system and service entry note in case of a service vendor
The system should have expense voucher where vendor is credited without PO/GRN in the system
Supports typical 3 way match (PO, GRN, Vendor invoice) bill passing process

The system should have Ability to prompt/automatically deduct all deductible charges such as TDS, works contract tax, surcharge on these taxes at the time of vendor bill processing

The system should have Ability to automatically account for all these deductions based on pre-determined criteria

Defaults master data information of vendor during invoice processing

The system should have allow defining parameters to determine whether default master data information can be changed during processing and changes are allowed only based on this. The same can be done only based on authorization.

Triggers commitment and updates budget on issue of purchase orders for goods/services

The system should have Ability to track duplicate invoice based on vendor code and invoice number

In case of labour bills the system should have ability to check individual time asset

Account Payable –
Payment Processing

The system should have automatic payment processing based on predefined parameters

The system should allow payment for following scenarios: advance payment adhoc, Advance payment only against purchase orders, Payment against one or multiple invoices - matching amount, Payment against
one or multiple invoices - partial amount, Payment against one or multiple invoices – ad-hoc amount

The system should have ability to capture and report capital and revenue advances separately

The system should have flexibility to process payment of all invoices at one go, however, strictly on due date basis

Based on the process, posts accounting entries in bank accounts as well as vendor accounts

Takes cognizance of TDS requirements and deducts TDS whenever necessary

The system should allow maintenance of Cheque stationery and tracking of Cheque based on available stationery and usage

The system should allow printing of cheques for various banks Option of sending payment details to banks in a soft copy format so that payment processing can be carried out by a bank

The system should have Option of cheque printing by banks on transfer of payment instruction and updating of cheque nos. back in the system

The system should allow printing of payment advice along with Cheque which may be sent across to vendors along with their payment.

The system should ensure updating of cheque register on printing of Cheque as well as update the payment voucher with details of Cheque no.

The system should have flexibility to update Cheque register in case cheques are issued manually, cheques are destroyed, damaged etc.

Accounts Receivable-
General

The system should allow creation of customers (for various demand and collection related activities) in the system and customer codes can be Numeric, Alphanumeric

Customer numbers should be generated by the system If required customer codes can be manually assigned
The system should capture critical customer information such as Name and address, key person at vendor company, TAN No, PAN No, ST Regn. No, Bank account details, payment terms, discount terms, payment methods, TDS related information, Legal status of the customer such as corporate, non-corporate etc.

The system should allow to segregate and track vendor transactions into: normal invoices and payments, Advance payments to Vendors, Guarantees, Security deposits from customers, bank guarantee, letter of credit to customers

Accounts Receivable-
Invoicing &









Collection

The system should allow to create manual/system invoices for customer charges

The system should allow creating invoices in batch mode so that invoices can be uploaded into system from external file/database. The system should have automatic invoice no. generation by the system.
The system should allow posting of debit notes/credit notes in the system both manually, or in a batch mode thru an external file/database

The system should allow entry of payments in any of the following ways: manual cash/cheque receipt, Batch upload from an external file/database, electronic upload through system checks like bill number

The system should allow clearing of open invoices, other items on entry of payment against those items

The system should ability to clear multiple debit, credit line items in one single transaction

The system should ability to segregate customer transactions and automatic accounting parameters based on: payment against invoice – partial payment or complete payment, payment for other charges such as maintenance, repair, non-revenue payments such as security deposit from customers, capital receipt from customers such as connection charges, Excess payments compared to outstanding invoices.

Assets Accounting

The system should have facility to capture all the assets description.

System should have all the functionality for asset sale.

The system should generate all the reports related to assets accounting.

General

The system should facilitate employee / department to place online claim request (reimbursements).

Each claim should have a unique identification no.

General
Entry of collections into Account books

The system should facilitate to search bills or claims on basis of unique id, date, department or any other necessary parameters.

The system should facilitate to view the bill raised by vendor and should able to link bill details with Purchase/ work order (if any )

The system should facilitate the user to view the status of bill raised or claim submitted

The System should allow online transfer of funds from one A/C to another

The system should have facility to generate and print cheque

The system should have facility to search either by the Challan No, receipt No, cheque No, amount, date of receipt and date of Challan

The system should have facility to capture the different mode of receipts like DD/cheque/cash, etc.

The system should have facility to prepare Challan online.

The system should have workflow based system as per working process of function.

The system should have facility to maintain cash and bank book and should allow reconciliation as per bank statements

The system should have facility to prepare the Accounts and should maintain the registers like Cash Book, Income etc.

The system should allow departments to update all taxes, fees, fines etc. collected head wise

The system should have provision for timely notification and generation of report for timely action for financial documents.

Entry of expenditure
of ULBs

The system should have facility for ULBs to pre pare the expenditure online as per format.

The system should have workflow process as per function.
System should have facility to prepare comparative statements

The system should have facility to generate the bill.

The system should have facility to audit the bill.

The system should have facility to prepare the monthly account

MIS Reports

The system should maintain the details/ report invoice/bill no, date of receipt, work order no, Bill amount, bill passing date, Challan number etc.

The system should maintain the details/ report Claim no, claim amount, employee no, payable towards A/C head etc.

The system should maintain the details/ report Funds received under tender fee, license fee, fines imposed, Government budget, earnest money, etc.

The system should maintain the details/ report financial documents like Bank guarantee, LC, Security deposits etc.

The system should maintain the details/ report Details about the GPF A/Cs of all employee

The system should have facility generate reports on expenditure (ULB-wise, head-wise etc.)

The system should have facility generate reports on budget allocated / spent (ULB wise).

The system should able to generate the any other fixed format and Ad-hoc reports as desired.

The system should generate the following reports:

o Due date wise analysis of vendor accounts

o Ageing analysis of vendor line items

o Vendor account trial balance

o Vendor account line item details

o Vendor account details segregated into:

o Vendor account balances and transactions

per vendor control account

o Allows regrouping of vendor balances

based on debit/credit balances

o Ability to vies/print all the above vendor

account and line item reports per branch,

division, location etc.

o Availability of details of payments made

before due data and corresponding cash

discount earned

o Allows to extract details of purchase

orders, GRNs invoices, accounting

documents of individual vendors

o Statement of account for the purpose of

obtaining confirmations from customers

on balance and transactions

o Due date wise analysis of customer

accounts

o Ageing analysis of customer line items

o Buckets for ageing can be freely defined

by user based on requirements

o Ageing can be taken on the basis of both,

invoice date and due date

o Invoices and payments

o Advances paid to vendors

o LCs and bank guarantees to vendors

o Ability to view/print all the above vendor

account and line item reports per ward,

division, allowed to customers

o Ability of details of payments made before

due data and corresponding cash discount

allowed to customers

o Ability to provide details of payments

segregated into on time payment, early

payment and delayed payment

Payroll

General

Payroll will be processed for all employees of Department. Total employees are around 32, 279.

The system should allow to maintain and update employee's salary / wage structure

The system should allow to maintain track changes made to structure

The system should capture employee's bank account number and bank details

The system should allow to define different salary or wage classes and scales

The system should allow to define different salary or wage classes and scales

The system should allow defining unlimited no. of new heads of pay or new heads of deduction at a later date to accommodate any changes in the salary structure / wage structure due to internal changes or statutory

changes.

The system should allow to capture cost center of each employee and salary or wage data can be allocated to various cost centers Unlimited number of salary /wage types and bases

The system should allow to define standard and branch /division or location specific salary/wage types

The system should allow to define designation/ grade specific salary or wage type

The system should allow transfer of attendance records to payroll system in batch mode or manually

System should be able to categorize the deductions namely tax, deductions on uniform, deduction on advance taken, loans from company or external organization, payments for any other purposes to external

org. (like LIC premiums), etc.

The system should allow defining multiple deduction heads. E.g.: under taxes, it may be profession tax, income tax, any other tax, surcharge on IT, etc.

The system should have provision of supporting loan details/advances taken e.g. amount taken, tenure, amount of each installment

The system should allow defining multiple deduction heads. E.g.: under taxes, it may be profession tax, income tax, any other tax, surcharge on IT, etc.

The system should have Provision to set loan and advances re-payment schedule with an option to modify the same
The system should have provision to levy deduction (for a user defined period) on items issued to employee e.g. Uniform, deduction of loan or advance installment

The system should have provision to monitor for due dates for payment of amounts taken as interest/advance, loan availed according to a user defined payment schedule.

The system should have provision to print salary/wage slips as per user define format providing details of emoluments and deductions

Option of exporting salary/wage slip in desired format

The system should have provision to carry forward negative salary./ wage of an employee to the next payroll cycle subject to specific authorization

The system should have provision to consolidate salary/wage bill groups, slabs, seniority, etc.

The system should have provision for Global editing of wage records (For e.g.: if conveyance allowance has increased uniformly across grade levels then a single update in the salary/ wage Master will drill down to the individuals in that category)

The system should have provision for on-line and batch payroll statements

Selection of salary / waged by departments, locations, grade or bank through which payment will be processed

Should allow for Pro rata calculations

Wage payments by electronic system/Bank /Post orders/Cheque/Cash

Unlimited number of salary/wage statements per month

Should be able to generate employee-wise records of unpaid wages/salary

Should be able to calculate arrear payment automatically once the details of arrears payments are fed

Should allow for employees to claim allowances as per the approved salary structure

Should allow to carry forward claims to next fiscal year and tracking of exemptions based on the Income tax rules

Print and export to a file payroll journal by month /period/cumulative /previous years

In the case of full and final Settlements, the final salary/wage is to be generated upon receipt of clearances as per the HR module. Calculations for gratuity benefits to be done as per user definitions and added to the settlement package

In case of final settlement, the system should stop processing salary for that employee

The system should have provision to stop payment for employees who are marked as absconding

Employee Self-service- System should provide employee self service to all employees so that each employee, using login credential, can access payroll module and carry out day to day activities like leave request, payslip downloading, claim request, etc.