Appendix A - ERP Functional Requirements Final - V1
Appendix A - ERP Functional Requirements Final - V1
Appendix A - ERP Functional Requirements Final - V1
Functional Requirements
Introduction
This document explains the detailed functional requirements for the enterprise resource planning (ERP) implementation,
and this document will serves the baseline for the technical evaluation based on the vendor response.
Note: Vendor must responed to all functional requirements even if the solution / vendor will not be implemented (missing
response may result in vendor disqualification), Vendor must mind expandable rows + to ensure completness and
appropriate coverage of functional requirements.
Please read document structure and sections carefully before completing the respective sections.
Document Structure
Each domain contains six columns explained below
1. Feature : Describes the functional requirement to be implemented part of the scope.
2. Priority : Rates the priority of the feature to be implemented ( 5 High - 1 Low)
3. Compliance: Vendor compliance with functional requirements ( fully , partially , none compliant)
4. Solution: Solution capability / effort to address functional requirements (expand below)
S = Standard Feature
N = Not supported
C1 = Customized (Free of Cost)
C2 = Customized (Additional Cost) Note: All additional cost should be broken down in cost element # 3 in appendix 4
W = Work around can be implemented Note: Its mandatory to further explain in comment column and proposal
Functional Domains
ORG01: Organization Strcture
GL01 : General Ledger (GL)
AP01 : Accounts Payable (AP)
AR01: Accounts Receivable (AR)
FA01: Fixed Asset (FA)
PRJ01: Project Management
PRC01: Procurement
INV01: Inventory Management
HR01: Human Resources
HR02 : Payroll
REL01: Real Estate Management
FWS01: Al Fahad Workshop ( Sales order Management)
FTP01: Transport ( Sales order Management)
ALU01: Aluminium ( Sales order Management
FUNCTIONAL REQUIREMENTS
ORGANIZATION
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1. The implementation should cover the mappingof the following business units within east coast group 5 Fully Compliant S
The system should support the creation and assignment of various organizational units and hierarchies to
2. 5 Fully Compliant S
enable effective controlling ,consolidation and reporting.
3. The system should provide standard coding of chart of accounts number that can be defined at group level and 5 FICO
aggregate into GL accounts at each company within the group Fully Compliant S
4. The system should support alphanumeric account codes with a minimum length of 5 alphanumeric 5 Fully Compliant S FICO
5. The system should support English / Arabic account description fields - Minimum of 50 alphanumeric 5 Fully Compliant S FICO
6. The system should support account short description field is minimum 15 alphanumeric 5 Fully Compliant S FICO
7. The system should support business rules for valid combinations of account codes and segments 5 Fully Compliant S FICO
8. The system should supports non-financial accounts (memo / statistical accounts) 5 Fully Compliant S FICO
9. The system should support flagging an individual account, segment or combinations as inactive 5 Fully Compliant S FICO
10. The system should provide analysis and reporting using any account segment / analysis code 5 Fully Compliant S FICO
11. The system should manage multiple account currencies 5 Fully Compliant S FICO
II. TRANSACTION PROCESSING
GL01 GENERAL LEDGER ACCOUNT - MASTER & PROCESSING FEATURES
1. The system should support the creation of General Ledger accounts based on the characteristic specified in 5 FICO
chart of accounts. This includes but not limited to the following: Fully Compliant S
3. The system should automatically determine the nature and permission of financial transaction and posting into 5 FICO
the relevant GL accounts based on predefined characteristic. Fully Compliant S
4. The system should support posting to periods irrespective of data entry date (There must be field to specify to 5 FICO
which period the transaction shall be posted) Fully Compliant S
5. The system should support opening and closing of financial period and restricts posting transactions to 5 FICO
previous period ( exceptional cases are allowed upon management approval) Fully Compliant S
6. The system should support predefined journal types that includes but not limited to the following 5 Fully Compliant S FICO
a. Recurring Journals 5 Fully Compliant S FICO
b. Normal Journals 5 Fully Compliant S FICO
c. Reversal Journals 5 Fully Compliant S FICO
7. The system should support pre-set values/default sequence numbers per journal type 5 Fully Compliant S FICO
8. The system should support importing journal transaction into the GL from text file: 5 Fully Compliant S FICO
a. Manual validation of the imported file 5 Fully Compliant S FICO
b. Automatic validation the imported file and post if no errors 5 Fully Compliant S FICO
c. Automatic generatation of exceptional reports for detected errors 5 Fully Compliant S FICO
9. The system should support foreign currency conversion 3 Fully Compliant S FICO
10. The system should supports automatic generation of exchange rate gains/ losses transactions 3 Fully Compliant S FICO
11. The system should support translation of account balances into any other currency using: 3 Fully Compliant S FICO
a. Weighted average rates 3 Fully Compliant S FICO
b. Standard translation rates 3 Fully Compliant S FICO
12. The system should allow consolidation of multiple companies under east coast group 4 Fully Compliant S FICO
13. The system should provide the ability to generate consolidated financial statements with reference to group of 4 FICO
companies under east coast group Fully Compliant S
18. The system should support posting both an actual, statistical and budgeted amounts 5 Fully Compliant S FICO
19. The system should provide the ability to view journal history that includes but not limited to 5 Fully Compliant S FICO
a. Prepared by 5 Fully Compliant S FICO
b. Reviewer 5 Fully Compliant S FICO
c. Approver 5 Fully Compliant S FICO
20. The system should support stamp / audit time/ date / user while entering the transaction records 5 Fully Compliant S FICO
21. The system should provide the ability to update the unposted records and stamp it with new time/date/user if 5 FICO
the journal is updated Fully Compliant S
22. The system should provide on-line journal entries approval through predefined workflow aligned to east coast 5 FICO
delegation of authority levels. Fully Compliant S
GL04 PROJECT COST STRUCTURE AND AUTOMATIC ALLOCATION / SPECIAL JOURNALS - DEFERRALS,
ACCRUALS
23. The system should provide project cost structure and automatic allocation of primary and secondary cost 5 FICO
elements to related related to project costs including but not limited to the following: Fully Compliant S
28. The system should supports amortization of prepaid journals as per user defined requirements: 5 Fully Compliant S FICO
a. Fixed / variable amounts or percentages of the prepaid amount 5 Fully Compliant S FICO
b. Starting from an effective date 5 Fully Compliant S FICO
c. Range of periods 5 Fully Compliant S FICO
d. Debit and credit ledger accounts of the amortization journals 5 Fully Compliant S FICO
GL05 BANK RECONCILIATION
29. The system should support bank reconcilation ( actual bank balances with general ledger balances) using but 5 FICO
not limited to the following options Fully Compliant S
30. The system should support convert, import, enter, process, match, reconcile, and post bank transactions based 5 FICO
on bank statement with appropriate level of approval aligned to east coast delegation of authority levels Fully Compliant S
31. The system should support manual reconcilation entries of the followig: 5 Fully Compliant S FICO
a. Cheques 5 Fully Compliant S FICO
b. Cash Receipts 5 Fully Compliant S FICO
c. Bank Charges 5 Fully Compliant S FICO
d. Bank Accounts Transfers 5 Fully Compliant S FICO
GL06 PERIOD END CLOSING
32. The system should support year end closing to manage, adjust and handle the closing activities required by 5 FICO
east coast team finance (e.g. Revaluation of Foreign Currency, GR / IR Clearing Account Maintenance and Fully Compliant S
carry forward the Balances)
a. Down payment request: Initial payment request for supplier ( according to PO terms of payment) 5 Fully Compliant S FICO
b. Down payment approval: Appropriate level of approval for approving the advance payment 5 Fully Compliant S FICO
c. Down payment posting: Release and post the advance payment with manual or auto payment options 5 FICO
Fully Compliant S
d. Down payment clearing: Clear the down payment with the Purchase invoice ( only the open difference 5 FICO
remains to be paid) Fully Compliant S
2. The Payment Request should include but not limited to the following information 5 Fully Compliant S FICO
a. Document Date 5 Fully Compliant S FICO
b. Document Type 5 Fully Compliant S FICO
c. Company Code 5 Fully Compliant S FICO
d. Posting Date 5 Fully Compliant S FICO
e. Currency 5 Fully Compliant S FICO
f. Reference 5 Fully Compliant S FICO
g. Account 5 Fully Compliant S FICO
h. special G/L indicator 5 Fully Compliant S FICO
i. Amount 5 Fully Compliant S FICO
j. Due On 5 Fully Compliant S FICO
k.Payment Method 5 Fully Compliant S FICO
l. Purchase order reference number 5 Fully Compliant S FICO
3. The system should record the down payment amount in accounts payable ledger and reconcile with supplier 5 FICO
accounts after processing the advance payment. Fully Compliant S
7. The system should trigger workflow approval aligned to east coast delegation of authority levels for invoice 5 FICO
approval and further processing. Fully Compliant S
8. The system should support three way matching feature to detect any discrepancy between the purchase order, 5 FICO
goods receipt note and or supplier invoice, and if there are variances, blocks supplier invoice for payment for Fully Compliant S
approval.
9. The system should provide the ability to enter the following details during the invoice registration process as 5 FICO
minimum: Fully Compliant S
11. The system should generate automatic sequence number of invoices with unique identification for each 4 FICO
division within east coast group Fully Compliant S
15. The system should support invoice aging and payment priorities 5 Fully Compliant S FICO
16. The system should enable intercompany invoicing and reconciliation 5 Fully Compliant S FICO
19. The system should provide approval workflow aligned to east coast delegation of authority levels to release FICO
blocked invoices for further processing. 3 Fully Compliant S
29. The system should provide the ability to process payment with the following options 5 Fully Compliant S FICO
a. Select invoices by supplier 3 Fully Compliant S FICO
b. Select invoices by due date 4 Fully Compliant S FICO
c. Select invoices by discount date 1 Fully Compliant S FICO
d. Select invoices by invoice number 5 Fully Compliant S FICO
e. Select invoices by purchase order number 5 Fully Compliant S FICO
f. Vendor Group 3 Fully Compliant S FICO
30. The system should provide functionality to hold payments for specific suppliers or invoices 5 Fully Compliant S FICO
31. The system should provide functionality to monitor letter of credits (L/C) 5 Fully Compliant S FICO
32. The system should provide the functionality to print cheques 5 Fully Compliant S FICO
33. The system should provide the ability to consolidate multiple invoices into one cheque payment for the same 5 FICO
vendor ( if necessary) Fully Compliant S
4. Tracks and logs all activities to checks printing and all other payment types 4 Fully Compliant S FICO
IV. INTEGRATION
1. General Ledger (including Budget) 5 Fully Compliant S FICO
2. Fixed Assets 5 Fully Compliant S FICO
3. Purchasing / Contracts 5 Fully Compliant S FICO
4. LC / LG 5 Fully Compliant S FICO
5. Transportation 5 Fully Compliant S FICO
6. Cash Management 5 Fully Compliant S FICO
FUNCTIONAL REQU
ACCOUNTS REC
Back To INDEX
FEATURE
I. KEY MASTER DATA
ARM01 Customer Master Files
1. Customer Code
2. Customer Name
3. Customer Address (including region)
4. Balance due
5. Last payment date/amount
6. User defined payment terms
7. Year-To-Date payments
8. Finance charges this/last year
9. Number of invoice copies required
10. Customer type / group (for sales analysis)
11. Statement cycle (e.g. weekly, monthly)
12. Receivable Aging periods
13. Customer Status (Active, on Hold, etc.)
14. Block a customer and prevent transactions
15. Assign revenue posting account by customer / customer group
16. Assign A/R posting account by customer / customer group
17. Apply interest charges option
18. Apply finance charges options (assignment of invoices)
7. The system should generate customer invoices (bill) using east coast standard template through printout ,
email and (or) fax
8. Invoices should include the following information:
a. Posting period
b. Site Number and project number
c. Customer Number
d. Percentage of work completion
e. Invoice date
f. Invoice number
g. Item Description
h. Item Quantity, Unit Price and Gross Price
i. Currency
j. Job order
9. The system should support various types of taxes (i.e. value added tax "VAT")
10. The system should support tracking of Invoice status (Registered, Approved, Over Due, Paid, etc.)
11. The system should provide the ability to generate a statement for one customer that include open invoices and
their due dates, as well as the invoices that were paid in the selected period.
12. The system should capture the accrued revenue considering using time and materials, cost reimbursable, and
fixed price methods
13. The system should provide the ability to calculate potential revenue by percent spent or percent complete, and
accrue costs in the same period that revenue is generated
14. The system should generate automatic sequence number of customer invoices (bill) with unique identification
for each division within east coast group
AR03 CREDIT NOTE AGAINST CUSTOMER INVOICE
15. The system should provide the ability to create customer credit note with reference to customer invoice , that
includes but not limited to the following function
A. Creation of credit note (Customer, invoice, amount, remarks, etc.)
B. Release of customer credit note
16. Automatically reconciles customer account with credit note amount after obtaining appropriate approval based
on east coast delegation of authority levels.
24. The system should provide the ability to register letter of Guarantee information
25. The system should support the ability to support different types of bank LG's commissions and charges:
a. Issuing commission
b. Amendment\Extension commission
c. Other commissions and charges
III. REPORTS
1. Invoice report by invoice number and / or customer number
2. Summary total only by customer/project/customer group
3. Aging analysis reports
4. Overdue customer accounts
5. Customer Statement of Account
6. GL Reconciliation Reports against Accounts Receivable Reports
7. YTD Receivables by period
8. Receivables by current period
9. Payment receipts by period, project number, site and region
10. Average days to pay
11. Details of LCs by Expiry\Shipment Date
12. Details of LGs by Expiry Date
13. Details of outstanding Accepted Drafts by maturity date
14. Details of Documentary Overdrafts
15. Details of expired LGs
4. Tracks and logs all activities to checks printing and all other payment types
V. INTEGRATION
1. General Ledger (including Budget)
2. Cash Management
3. Human Resource
4. Projects
5. Transportation
FUNCTIONAL REQUIREMENTS
ACCOUNTS RECEIVABLE
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
FICO
3 Fully Compliant S
FICO
5 Fully Compliant S
FICO
5 Fully Compliant S
5 FICO
Fully Compliant S
5 Partially Compliant N
5 Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
Comments
Not Supported in FI-GL but supported in Funds Management
FUNCTIONAL REQU
FIXED ASSE
Back To INDEX
FEATURE
I. KEY MASTER DATA
FAM01 Asset Master File
1. Fixed Asset code alphanumeric, minimum length is 8
2. Fixed Asset long and short descriptions (minimum 50 and 30 alphanumeric)
3. Fixed Assets Major Categories/Families (minimum 2 Alphanumeric length)
4. Fixed Assets Sub Categories/Groups (minimum 2 Alphanumeric length)
5. Asset maintain location, departments/divisions and custodian
6. Support different GL Accounts per asset category (Acquisition, Depreciation, Accumulated Depreciation,
Disposal, Profit & Loss for Sales, etc.)
7. Asset warranty data
8. Asset insurance data
9. Asset maintenance data
10. Number of asset classes
11. Ability to structure and grouping the fixed assets according to Asset category or class that include but not
limited to the following categories
a. Cars
b. Furniture
c. Tools
d. Building
e. Machineries
12. Ability to assign different range of numbers to each category
a. Asset amount
b. Asset percentage
c. Asset quantity
23. Based on the asset value date and period, the system should automatically determine the retirement period
and calculates any depreciation (value adjustments) and set retirement date in the asset master record upon
posting.
24. The system should support reinstatement of retired assets
a. Sold by name
b. Cost of removal
c. Gain or loss
d. Type/reason for disposal
e. Amount of sales tax paid
31.
The system should provide flexible calculation of renting charges by either date and (or) standard rate
32. The system should provide the ability to adjust billing amount manually before posting with appropriate level of
approval aligned to east coast delegation of authority levels.
33. The system should support inter company invoicing (billing) and reconciliation of asset charges by
Division/Department, project, site, work package and job
V. INTEGRATION
1. General Ledger
2. Accounts Payable
3. Budgeting
4. Purchasing
5. Human Resource
6. Project System
7. Inventory
FUNCTIONAL REQUIREMENTS
FIXED ASSETS
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
5 FICO
Fully Compliant S
1 FICO
Fully Compliant S
3 FICO
Fully Compliant S
FICO
3 Fully Compliant S
3 FICO
Fully Compliant S
5 FICO
Fully Compliant S
4 FICO
Fully Compliant S
4 FICO
Fully Compliant S
4 FICO
Fully Compliant S
4 FICO
Fully Compliant S
4 FICO
Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
5 Fully Compliant S
Comments
FUNCTIONAL REQUIREMENTS
Project Management
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9. The system should provide the ability to define multiple project hierarchies / levels 5 Fully Compliant S PS
The system should provide project organization assignments for each division within east coast group. 5 PS
10. Fully Compliant S
11. The system should provide the following minimum levels 5 Fully Compliant S PS
a. Project phases 5 Fully Compliant S PS
b. Project activities 5 Fully Compliant S PS
c. Project milestones 5 Fully Compliant S PS
The system should provide various analysis based on predefined project master records that includes but not 5 PS
12. limited to : Fully Compliant S
a. Milestone trend analysis for monitoring and controlling project dates to provide more insights about 5 PS
achieved vs delayed project milestones. Fully Compliant S
b. Conducting earned value analysis to determining the earned value at various stages of the project ( portion 5 PS
of the work that is completed ) work in progress revenue analysis Fully Compliant S
c Determining Dates in the Billing Plan to forecast the payment for project cash flow analysis based on the 5 PS
milestones Fully Compliant S
13. The system should provide online status of the project that includes but not limited to the following: 5 Fully Compliant S PS
a. initiated 5 Fully Compliant S PS
b. In progress 5 Fully Compliant S PS
c. delayed 5 Fully Compliant S PS
d. On hold 5 Fully Compliant S PS
e. Cancelled 5 Fully Compliant S PS
ENGM3 DOCUMENTS
The system should provide a centralized document management system to manage and access documents 5 DMS
14. files such as URL , Text, CAD Drawings; Document Attachments, etc. Fully Compliant S
a. Bill of Quantities –Net Split Rate (i.e. Labour, Material, etc.). 5 Fully Compliant S PS/FICO
b. Bill Order Work Sheets: Details of site staff, sundry labours, plant, site office, etc. 5 Fully Compliant S PS/FICO
PS/FICO
The system should support budget at various levels and elements that includes but not limited to the following 5 Fully Compliant S
The system supports attachment of various project documents (i.e. drawings, specifications, permits, etc.) and PS/FICO
18. enables the users to view / download documents throughout the workflow review process. 5 Fully Compliant S
The system should provide various communication means to send quotation to customer including (email, fax , 5 PS/SD
21. printout) Fully Compliant S
a. Lump-Sum Fixed Price Contract with Milestone Billing 5 Fully Compliant S PS/SD/FICO
b. Cost Plus and Time and Material Billing (RRB) 5 Fully Compliant S PS/SD/FICO
The system should trigger workflow approval upon creation of sales contract creation aligned to east coast 5 PS/SD/FICO
23. DOA. And contract cannot be printed or communicated until required approval(s) are obtained, any change on Fully Compliant S
sales contract will trigger the same.
The system should provide the ability to modify or amend contract term/element/document based on customer 5 PS/SD/FICO
24. discussion with appropriate level of approval. Fully Compliant S
The system should provide the ability to associate contract with but not limited to single or multiple 5 PS/SD/FICO
25. project/site/department Fully Compliant S
The system should support variation order (VO) handling that includes but not limited to the following 4 PS/SD/FICO
Fully Compliant S
28. The system should provide feature to create project with reference but not limited to the following: 5 Fully Compliant S PS
a. Sales Quotation 5 Fully Compliant S PS
b. Sales Contract 5 Fully Compliant S PS
c. Primavera project ( integration copy the complete structure from primavera into the ERP) 5 Fully Compliant S PS
The system should provide feature to setup project including but not limited to the following key elements PS
29. 5 Fully Compliant S
The system should provide predefined template to accelerate the completion of project details based on project 5 PS
31. type (i.e. construction project, electro-mechanical , maintenance , etc.) Fully Compliant S
The system should provide the ability to define the timeframe options that includes but not limited to the 5 PS
32. following Fully Compliant S
The system should provide comprehensive planning of project activities and associated materials for each 5 PS
34. stage Fully Compliant S
The system should support detailed project planning to commit resources, funding, and the corporate staff, with 4 PS
36. the ultimate goal to deliver project scope on-time, and on-budget. This includes but not limited to the following: Fully Compliant S
The system should trigger workflow requests or reservations (with integration to purchasing/procurement and 5 PS
42. services divisions) based on material and resources requirement activities to meet due dates on time Fully Compliant S
The system should provide the ability to monitor requests and orders with reference to the project, and 5 PS
43. generate notification in case of delay that could impact the project progress Fully Compliant S
The system should provide the ability to allocate resources ( i.e. Labour) to one or more projects based on 5 PS
46. project schedule and requirements, Fully Compliant S
The system should provide the capability to monitor the plan vs actual resource utilization and generate 5 PS
47. warning message if the resources exceed the planned / committed resources / budget . Fully Compliant S
a. Project planning / project scheduling / project progress and confirmation 5 Fully Compliant S PS
b. Purchase requisition/ material reservation / material receipt / issue 5 Fully Compliant S PS
c. Labour activity allocation / labour time allocation / confirmation 5 Fully Compliant S PS
d. Quality inspection / snag list generation/ confirmation 5 Fully Compliant S PS
e. Capture and upload project photos/ videos 5 Fully Compliant S PS
The system should provide the ability to track and monitor project milestones and generate warning messages 5 PS
49. for project delays for management action, Fully Compliant S
50. The system should provide complete project visibility that includes but not limited to the following: 5 Fully Compliant S PS
a. Project Financial performance ( planned cost vs actual, milestone billing and receivable , cash flow, forecast) 5 PS
Fully Compliant S
b. Project progress performance ( planned activities vs actual , delays, overruns , critical path ) 5 Fully Compliant S PS
c. Project scope performance ( Original scope , change request, variation orders , DE scope, etc.) 5 Fully Compliant S PS
The system should monitor the project performance and provide real time status updated and generate 5 PS
51. warning notification for delays that could impact the overall project delivery Fully Compliant S
a. Material cost (material receipt / consumption at project site) 5 Fully Compliant S PS/FICO
b. Labour cost (Time allocated to project activity) 5 Fully Compliant S PS/FICO
c. Equipment cost (Equipment charges on project stage / activity) 5 Fully Compliant S PS/FICO
d. Subcontract cost (Subcontract charges for project stage / activity) 5 Fully Compliant S PS/FICO
e. Other Overhead (other overheads such as transportation, rent, etc.) 5 Fully Compliant S PS/FICO
The system automatically capture the project related coast and provides real time work in progress (WIP) 5 PS/FICO
53. reports Fully Compliant S
The system should provide predefined settlement rules aligned to east coast policy and procedure to 5 PS/FICO
54. distribute / settle project cost among the various cost centres / departments within the east coast group. Fully Compliant S
The system should integrate with all relevant models such as inventory management ( i.e. material issue from 5 PS/FICO
warehouse to project site), procurement ( purchase order with project assignment ), and asset management
55. (i.e. equipment depreciation against project), human resource ( resource allocation to project), etc. Fully Compliant S
The system should support supplier debit memos, apply debit memos for facilities or fuel consumed by 5 PS/FICO
56. subcontractor from ECG Diesel Operation, overpayment, or material that has been returned or work that has Fully Compliant S
been rejected
The system should support claim management to capture client concern on the project and take corrective 5 PS
59. action ( internally or with subcontracted third party) to ensure customer satisfaction Fully Compliant S
The system should support quality management and inspection to assess project quality based on predefined 5 PS
60. quality checks within the project life cycle ( i.e. handover) Fully Compliant S
the system should provide the ability to monitor third party sub contractor performance : event-driven 5 PS
61. (milestones, completion), periodic (weekly, monthly, quarterly) cost driven (bill-when- billed) Fully Compliant S
The system should provide the ability to track and access the up-to-date project status completion and 5 PS
62. estimation of the work in all areas (concrete, material on site, equipment & Tools, Subcontractor work, Fully Compliant S
purchases, discounts, etc.)
The system should supports generation of billing document / invoice and communication through print out , 5 PS.SD/FICO
65. email , fax and upon generation. Fully Compliant S
66. The system should provide workflow approval for reviewing and approving customer bills 5 Fully Compliant S PS.SD/FICO
The system should record accrued revenue using time and materials, cost reimbursable, and fixed price 5 PS/FICO
69. methods Fully Compliant S
The system should support project handover activities, certification of completion , physical handover, legal & 5 PS
69. contractual handover (exchange contracts) Fully Compliant S
V. INTEGRATION
VI. INTERFACES
FUNCTIONAL REQUIREMENTS
PROCUREMENT
Back To INDEX
10. The system should support conversion of Purchase Requisition (PR) into Request for Quotation (RFQ) 5 MM
Fully Compliant S
11. The system should support conversion of Purchase Requisition (PR) into Purchase order (PO) 5 Fully Compliant S MM
12. The system should supporting the creation of Purchase Requisition (PR) with reference to approved open 5 MM
contracts / sub contracts Fully Compliant S
13. The system should support the conversion of Purchase Requisition (PR) into Transfer Order (TO) for materials 5 MM
that are available in the central warehouse Partially Compliant W
19. The system should propose potential suppliers for bid ( based on approved source of supply) that includes but 4
not limited to the following: Partially Compliant W
36. The system should support entering selection / rejection reasons 4 Fully Compliant S MM
37. The system should support conversion of an approved supplier quotations into either Purchase Order (PO) or MM
contract 4 Fully Compliant S
38. The system should support weighted evaluation of quotations (for example, price, payment terms, technical MM
attributes, ISO, etc.) 4 Fully Compliant S
39.
The Cost Comparison should capture the following information from Vendor Bids where applicable: 4
54. The system provides the ability to review (online) the following : 5
a. Last Quotation 5 Fully Compliant S MM
b. Last Price Paid 5 Fully Compliant S MM
c. Blanket Price 5 Fully Compliant S MM
55. The system provides the ability to link PO of a specific Vendor with 5
a. Advance Payments 5 Fully Compliant S MM
b. Letter of Credit 5 Fully Compliant S MM
56. The system provides the ability to enter free text at the: 5
a. Header Level 5 Fully Compliant S MM
b. Line Level 5 Fully Compliant S MM
57. The system provides the ability to track PO with PR, RFQ, Quotation, Contract PO, Receipts 5 Fully Compliant S MM
58. The system provides the ability to view PO quantity ,i.e. quantity received, quantity ordered, quantity accepted , 5 MM
Fully Compliant S
quantity pending
59. The system provides the functionality to request and enter order acknowledgment from Vendor 5 Fully Compliant S MM
60. Ability to search for PO by: 5
a. PO Number 5 Fully Compliant S MM
b. Supplier 5 Fully Compliant S MM
c. Requesting Unit 5 Fully Compliant S MM
d. Items 5 Fully Compliant S MM
e. Status 5 Fully Compliant S MM
PRC10 PURCHASE ORDER / CONTRACT - DETAILS
61. Purchase Order / Contract (PO) should include but not limited to the following information : 5
a. Purchase order type 5 Fully Compliant S MM
b. Purchase order description 5 Fully Compliant S MM
c. Account assignment ( project code, asset class, cost centre, etc.) 5 Fully Compliant S MM
d. Material code , material description , quantity , expected delivery date 5 Fully Compliant S MM
e. Delivery address, amount delivery date, vendor details. 5 Fully Compliant S MM
f. Terms and Conditions 5 Fully Compliant S MM
62. The system should adjust the budget reservation for the changes in PO 5 Fully Compliant S FM
63. System maintains a PO history 5 Fully Compliant S MM
PRC11 PURCHASE ORDER / CONTRACT - APPROVAL
64. The should system support approval workflow based on east coast delegation of authority levels for the
4
following
a. Purchase Requisition (PR) 4 Fully Compliant S MM
b. Request for quotation (RFQ) Fully Compliant S MM
c. Quotation Comparison Sheet Fully Compliant S MM
c. PO (all types) 4 Fully Compliant S MM
d. Contracts ( all types) Fully Compliant S MM
65. The system should support different approval hierarchies and conditions for different types of: 4 Fully Compliant S MM
a. Item Category 4 Fully Compliant S MM
b. Item Ranges 4 Fully Compliant S MM
c. Project 4 Fully Compliant S MM
d. Amount Limit 4 Fully Compliant S MM
66. MM
The system should send notification to intimate the approver for outstanding items requires approval 4 Fully Compliant S
61. The system should maintain budgetary controls on the following 5 Fully Compliant S MM
a. Purchase requisition 5 Fully Compliant S MM
b. Purchase Order 5 Fully Compliant S MM
62. The system should support maintain budgetary controls through 5 Fully Compliant C2 FM
a. warning message (end user can override the budget) 5 Fully Compliant C2 FM
b. Error message ( user cannot override the budget without required approval) 5 Fully Compliant C2 FM
62. The system should trigger re-approval workflow in case PO changes after the initial approval that includes the 5 MM
following Fully Compliant S
V. INTEGRATION
1. Accounts Payable 5 Fully Compliant S
2. General Ledger 5 Fully Compliant S
3. Inventory 5 Fully Compliant S
4. Budgeting 5 Fully Compliant S
5. Fixed Assets 5 Fully Compliant S
6. Contract Administration / Management 5 Fully Compliant S
7. Project (Planning and Costing) 5 Fully Compliant S
8. Human Resources (for approval hierarchy) 5 Fully Compliant S
9. Maintenance 5 Fully Compliant S
10. Sub-contracting 5 Fully Compliant S
11. Transportation 5 Fully Compliant S
FUNCTIONAL REQUIREMENTS
INVENTORY
Back To INDEX
7. The system supports handling of additional charges such as (Clearing, Customs, Freight…etc.) and update 4 MM
item cost accordingly Fully Compliant S
8. The system supports the ability to perform receipt of all-lines at one time (without the need to receive every 5 MM
single line) Fully Compliant S
9. The system provides the ability to reject (advisory or mandatory) receiving items (if not within difference 5 MM
margin) Fully Compliant S
10. The system generates internal sequential unique number for each Receipt. 5 Fully Compliant S MM
INV02 INSPECTING ITEMS - QUALITY INSPECTION
11. The system provides a feature for quality inspection to inspect materials / certify services based on predefined 3 QM
inspection list and requirements. Fully Compliant S
12. The system supports entering the inspection result during the goods receipt processing that includes but not 3 QM
limited to the following Fully Compliant S
14. The system automatically posts and updates delivery lead time / material / service quality to vendor 3 MM
performance record ( During next tendering process the quality can be considered in the evaluation) Fully Compliant S
15. The system supports re-ordering of missing, damaged, or rejected goods whenever necessary 3 Fully Compliant S MM
16. The system supports the ability to raise an insurance claims for damaged or missing items, 3
21. The system generates internal sequential unique number for each issue 5 Fully Compliant S MM
22. Ability to issue items based on different methods (LIFO, FIFO, etc.) 4 Fully Compliant S MM
Generate Physical to Book variance report and the system should automatically create adjusting entries in 4 MM
32. General Ledger Fully Compliant S
The system supports predefined count cycles ( periodic) and generates count sheets and consequent 4 MM
33. Fully Compliant S
The system provides the ability to perform ABC analysis for stock items based upon annual usage value to 4
34. determine:
The system updates the relevant general ledger accounts and generates a unique number to each adjustment 4
36. voucher
a. Maintenance service orders ( east coast building maintenance and repair) 3 Fully Compliant S MM
b. Contracts or agreements with subcontractors 3 Fully Compliant S MM
44. The system provides the feature of material reservation prioritization ( based on requirement urgency) , for 5
example project X requires the material after 2 weeks and project Y requires the same material after 3 days ,
45. The system provides visibility of reserved material for long period of time without actual utilization 5 Fully Compliant S MM
The system provides the ability to remove the reservation automatically upon date expiry and enable other 5 MM
46. departments of division to use the materials Partially Compliant W
III. FORMS & REPORTS
V. INTEGRATION
FUNCTIONAL REQUIREMENTS
HUMAN RESOURCES
Back To INDEX
17. The system should provide the ability to attach complete employee documents in centralized repository. 3 Fully Compliant S e-recruiting
The system should provide the feature to generate offer letter and contract using the east coast standard
18. 3 Fully Compliant S e-recruiting
templates.
19. The system should provide the ability to maintain a candidate profiles for future position opening 3 Fully Compliant S e-recruiting
25. The Leave management should integrate with time attendance machine to capture possible leave of absence. 5 Fully Compliant S Time Management
The Leave management should integrate with the payroll program to calculate deduction unpaid / unauthorized
26. 5 Fully Compliant S Time Management
leave based on east coast group policy and procedure
The system provides a feature to manage and handle employee retirement and termination , this includes the
31. following scenarios 5 Fully Compliant S Personnel Adminstrations
32. The system should trigger retirement workflow approval aligned to east coast delegation of authority levels. 5 Partially Compliant C1 Personnel Adminstrations
The system should automatically stops employee payroll upon resignation / termination approval and
33. generates notification to initiate PR related activities. 5 Fully Compliant S Payroll
The system should support various types of end of service payment including ( cash, cheque or wire transfer
34. 5 Fully Compliant S Payroll
payments, etc.)
Time Attendance
The system provides a feature to capture time attendance for both employees at the offices as well as project
35. 5 Fully Compliant S Time Management
sites. This includes one of the following options
a) Employee / labour time sheets ( manual upload into the system) 5 Fully Compliant S Time Management Manuual entry to the time daily or weekly is possible
b) Employee / labour time attendance machine at offices (batch upload) 5 Fully Compliant S Time Management
c) Employee / labour time attendance machine at project site (batch upload) 5 Fully Compliant S Time Management
The system should perform automatic evaluation of actual working hours against predefined / planned working
36. 5 Fully Compliant S Time Management
hours based on employee position and grade
37. The system should allocate the time cost to respective accounts that includes but not limited to 5 Fully Compliant S Time Management
a) Employee time attendance against project 5 Fully Compliant S Time Management
b) Employee time attendance against cost centre / Job code 5 Fully Compliant S Time Management
c) Employee time attendance against general account 5 Fully Compliant S Time Management
38. The system should record time attendance details that includes but not limited to the following 5 Fully Compliant S Time Management
a) Clock in time and date 5 Fully Compliant S Time Management
b) Clock out time and date 5 Fully Compliant S Time Management
c) Late clock in ( compare to normal working hours) 5 Fully Compliant S Time Management
d) Early Clock out ( compare to normal working hours) 5 Fully Compliant S Time Management
e) Overtime working hours ( integration with payroll) 5 Fully Compliant S Time Management
The system should trigger workflow approval for time attendance and exception aligned to east coast
5 Fully Compliant S Time Management when employee request leaves it tiggure workflow bas
organizational structure and delegation of authority levels.
39. The system should reconcile time attendance details with the backend using on of the following options 5 Fully Compliant S Time Management
Online reconciliation 5 Fully Compliant S Time Management Time Adminstrator can see the missing time for all em
Batch entry ( end of each working day) 5 Fully Compliant S Time Management Time Adminstrator can see the missing time for all em
The system should integrate with the payroll and leave management programs and consider the exception of
40. 5 Fully Compliant S Time Management
time attendance (i.e. unauthorized leave , pay deduction, etc.)
III. REPORTS
Recruitment Reports
1. Recruitment statement – Status Report 2 Fully Compliant S e-recruiting
Total Recruitment Statement containing totals of newly recruited permanent and temporary staff by nationality
2. 2 Partially Compliant C2 e-recruiting Nationality is not supported by standard to be filtere
for a given period.
Appraisal reports
1. Summarizing individuals Performance 3 Fully Compliant S Performance Management
2. Summarizing individual competency achievements 3 Fully Compliant S Performance Management
3. Record employee skills, competences, qualifications and experience 3 Fully Compliant S Performance Management
4. Provide a facility to query on pending appraisals, and alerts when probation period is over. 3 Fully Compliant S Performance Management
Letters and reporting requirements
Facilitate printing of all forms and letters in English and Arabic with predefined contents (standard text) based
1. 3 Fully Compliant S Reporting reports are possible from Adhoc reporting. Hearded fo
on the Information available in the Database.
Facility to generate forms and letters and/or attachments required for renewal of documents related to the
2. 3 Fully Compliant S Reporting reports are possible from Adhoc reporting. Hearded fo
employee's
When the passport of the employee or one of his/her dependents expires, the system should alert/notify the
3. 3 Fully Compliant S Peronnel Adminstrations
employee to take the necessary action regarding the renewal of the passport.
When the medical card of the employee expires, the system should alert/notify the employee to take the
4. 3 Fully Compliant S Peronnel Adminstrations
necessary action regarding the renewal of the document.
When the residence visa of an employee or one of his/her dependents expires, the system should alert/notify
5. the Public Relations Unit to send a notification to the employee to provide the required documents (photos, HIV 3 Partially Compliant W Peronnel Adminstrations reports is available on the system for all expired doc
test result, original passport, etc. )
The system should generate detailed monthly report on medical insurance category wise with information of
3 Partially Compliant w Peronnel Adminstrations HR depatment can access the audit report to know th
additions and deletions
IV. AUDIT TRAIL
1. Tracks and logs all changes to realted to employee master files 5 Fully Compliant S System Admin
2. Tracks and logs all activities 5 Fully Compliant S System Admin
3. The system should support UAE localized payroll packages aligned with the UAE laws and regulation 5 Fully Compliant S Payroll
ALLOWANCES SECTION
The system should support employee allowance process aligned to east coast human resource policy and
4. 5 Fully Compliant S Payroll
procedure
The system should maintain complete allowance data for employee aligned with east coast HR policy and
5. 5 Fully Compliant S Payroll
procedure with start and end date
6. The system should facilitate allowance processing considering the following options 5 Fully Compliant S Payroll
a. Backdated allowance 5 Fully Compliant S Payroll
b. Addition of new allowances 5 Fully Compliant S Payroll
c. Increases/decreases of allowances 5 Fully Compliant S Payroll
7. The system should facilitate allowance processing considering the following 5 Fully Compliant S Payroll
a. Employee level 5 Fully Compliant S Payroll
b. Employee group 5 Fully Compliant S Payroll
c. Employee business unit 5 Fully Compliant S Payroll
DEDUCTIONS SECTION
8. The system should support employee deductions aligned to east coast human resource policy and procedure 5 Fully Compliant S Payroll
9. The system should realize the following deduction scenarios 5 Fully Compliant S Payroll
a. Unauthorized leave ( leave of absence without approval) 5 Fully Compliant S Payroll
b. Advance payments 5 Fully Compliant S Payroll
c. Advance housing allowance 5 Fully Compliant S Payroll
d. Other deductions 5 Fully Compliant S Payroll
10. The system should support deduction validity (Flag inactive and active deductions, start and end date). 5 Fully Compliant S Payroll
The system should provide the ability to process deduction with either fixed or variable amount with effective
11. 5 Fully Compliant S Payroll
start and end date and (or) period.
20. The system provides a feature of employee salary analysis that includes but not limited to the following: 5 Fully Compliant S Payroll
a. Monthly salary comparison ( current vs previous month deviations) 5 Fully Compliant S Payroll
b. Total reconciliation( processed vs transferred) 5 Fully Compliant S Payroll
The system should generate error flag in the following circumstances: 5 Fully Compliant S Payroll
a. Net salary is negative 5 Fully Compliant S Payroll
b. Amount diverges from a user defined maximum and min. 5 Fully Compliant S Payroll
The system should employee end of service entitlement that includes 5 Fully Compliant S Payroll
a. Gratuity 5 Fully Compliant S Payroll
b. Leave in lieu 5 Fully Compliant S Payroll
c. Air ticket 5 Fully Compliant S Payroll
d. Other (based on east coast policy and employment contract) 5 Fully Compliant S Payroll
The system enables authorized users to perform adjustments, changes , reconciliation before transferring
21. 5 Fully Compliant S Payroll
journals to WPS with appropriate level of approval
III. REPORTS
1. The system should generate various payroll reports that includes but not limited to 5 Fully Compliant S Payroll
a. Employee number per payroll cycle 5 Fully Compliant S Payroll
b. Total Payroll amount ( Group, Company, Department levels) 5 Fully Compliant S Payroll
c. Difference in salary of existing employees, New employees, Resigned employees 5 Fully Compliant S Payroll
d. Payroll comparisons ( current / previous period , Quarterly , Yearly) 5 Partially Compliant W Payroll Reports of all months can be sured to compaire the dif
e. Deduction Register Report 5 Fully Compliant S Payroll
f. Gross to Net Summary 5 Fully Compliant S Payroll
advance payment report 5 Fully Compliant S Payroll
h. Overtime payments 5 Fully Compliant S Payroll
i. Employees Without Payrolls 5 Fully Compliant S Payroll
j. Manual Payments Report 5 Fully Compliant S Payroll
2. The system should generate pay slip for employees with the following options 5 Fully Compliant S Payroll
a. Pay slip print out 5 Fully Compliant S Payroll
b. Electronic pay slip ( email) 5 Fully Compliant S Payroll
3. The system should provide cheque printing function and templates 5 Fully Compliant S Payroll
4. The system should support various forms that includes but not limited to the following 5 Fully Compliant S Payroll
a. Request for leave 5 Fully Compliant S Payroll
b. Request for advance payment 5 Fully Compliant S Payroll
c. Request for pay slip 5 Fully Compliant S Payroll
d. Request for allowance 5 Fully Compliant S Payroll
e. Bank Letters 5 Fully Compliant S Payroll
f. Other 5 Fully Compliant S Payroll
IV. INTEGRATION
1. General Ledger (including Budget) 5 Fully Compliant S Payroll
2. Accounts Payable 5 Fully Compliant S Payroll
3. Maintenance 5 Fully Compliant S Payroll
4. Projects 5 Fully Compliant S Payroll
5. Contracts 5 Fully Compliant S Payroll
6. Purchasing 5 Fully Compliant S Payroll
7. Fixed Assets 5 Fully Compliant S Payroll
V. GENERAL
1. Ability to map the following fields from the Naturalization and Residence documents: 5 Fully Compliant S
Full name 5 Fully Compliant S
Occupation code 5 Fully Compliant S
Occupation name 5 Fully Compliant S
Nationality code 5 Fully Compliant S
Gender 5 Fully Compliant S
Previous nationality code 5 Fully Compliant S
Religion code 5 Fully Compliant S
Mother's name 5 Fully Compliant S
Marital status 5 Fully Compliant S
Qualification 5 Fully Compliant S
Emirate of residence 5 Fully Compliant S
FUNCTIONAL REQUIREMENTS
Real Estate Management
Back To INDEX
a. Property category (Residential building, Commercial, industrial, land, etc.) 5 Fully Compliant S FICO/RefX STANDARAD
b. Property type (apartment, shop, warehouse, workshop, etc.) 5 Fully Compliant S FICO/RefX STANDARAD
c. Property emirates ( Abu Dhabi, Dubai, Fujairah, etc.) 5 Fully Compliant S FICO/RefX STANDARAD
d. Property address (apartment #, building #, street, emirates, etc.) 5 Fully Compliant S FICO/RefX STANDARAD
e. Property description (additional text) 5 Fully Compliant S FICO/RefX STANDARAD
f. Property ownership (owner name, passport number, etc.) 5 Fully Compliant S FICO/RefX STANDARAD
g. Property status (Vacant, Rented, etc.) 5 Fully Compliant S FICO/RefX STANDARAD
h. Tenant details ( Tenant Name, address , contact details, emirates ID , etc.) 5 Fully Compliant S FICO/RefX STANDARAD
j. Other property related details 5 Fully Compliant S FICO/RefX STANDARAD
2. The system support centralized repository of property details and various reporting capabilities (i.e. number of FICO/RefX DEVELOPMENT
vacant properties within particular emirate) for management decision 5 Fully Compliant S
3. The system should support creation of tenancy contract with predefined forms / templates and standard terms FICO/RefX DEVELOPMENT
and conditions. 4 Fully Compliant S
6. the system should provide management reports (i.e. reject tenant cheque , outstanding payments, etc.) to FICO/RefX DEVELOPMENT
support decision making process. 5 Fully Compliant S
7. The system should manage complete rental payment processing that includes but not limited to 5 Fully Compliant S FICO/RefX
a. Initial payment request from the Tenant ( according to rent contract) 5 Fully Compliant S FICO/RefX STANDARAD
b. Release and post the incoming advance payment covering 5 Fully Compliant S FICO/RefX STANDARAD
· Security Deposit (i.e. 5% from annual rent amount ) 5 Fully Compliant S FICO/RefX STANDARAD
· commission from leasing contract value (i.e. 5%) 5 Fully Compliant S FICO/RefX STANDARAD
· Rent payment (i.e. three months in advance) 5 Fully Compliant S FICO/RefX STANDARAD
d. Payment settlement against contract amount and tenant account while the remaining amount shall be FICO/RefX STANDARAD
recorded as open item in the account receivable 5 Fully Compliant S
8. The system should support various payment methods that includes but not limited to: 5 Fully Compliant S FICO/RefX
a. Cheque 5 Fully Compliant S FICO/RefX STANDARAD
b. Post dated cheques 5 Fully Compliant S FICO/RefX STANDARAD
c. Cash 5 Fully Compliant S FICO/RefX STANDARAD
b. Post dated cheques 5 Fully Compliant S FICO/RefX STANDARAD
c. Cash 5 Fully Compliant S FICO/RefX STANDARAD
d. Bank guarantee 5 Fully Compliant S FICO/RefX STANDARAD
e. Electronic transfer 5 Fully Compliant S FICO/RefX STANDARAD
a. Automatic generation of renewal notice before 2 months from contract end date 5 Fully Compliant S FICO/RefX STANDARAD
b. Generation of new contract with or without changing amount and conditions 5 Fully Compliant S FICO/RefX STANDARAD
c. In case of termination, inspection of property and release of security deposit 5 Fully Compliant S FICO/RefX STANDARAD
10. The system should automatically updates property status ( rented, vacant, etc.) and update the new contract FICO/RefX STANDARAD
details. 5 Fully Compliant S
a. Request type (Regular maintenance, Urgent maintenance, Complain, etc.) 3 Fully Compliant S FICO/RefX STANDARAD
b. Request details (apartment number, building number, street, emirates, etc.) 3 Fully Compliant S FICO/RefX STANDARAD
c. Request description (Tenant request description) 3 Fully Compliant S FICO/RefX STANDARAD
12. The system should triggers notification workflow for internal maintenance team for either inspection or FICO/RefX STANDARAD
maintenance 3 Fully Compliant S
a. Internal maintain order (carried out by east coast maintenance team) 3 Fully Compliant S FICO/RefX STANDARAD
b. External maintained order (carried out by third party maintenance team) 3 Fully Compliant S FICO/RefX STANDARAD
16. The maintenance service order should include but not limited to the following cost elements 3 Fully Compliant S FICO/RefX
a. Materials, 3 Fully Compliant S FICO/RefX STANDARAD
b. Spare parts, 3 Fully Compliant S FICO/RefX STANDARAD
c. Equipment's 3 Fully Compliant S FICO/RefX STANDARAD
d. Labour allocation, 3 Fully Compliant S FICO/RefX STANDARAD
18. The system should provide feature to settles maintenance cost against predefined cost centre after the FICO/RefX STANDARAD
completion of the service order, and updates the status of order as closed 5 Fully Compliant S
7. Rent average per city , area , district 5 Fully Compliant S Analytics NEED TO DISCUSS
8.
Rent comparison report
5 Fully Compliant S
Analytics STANDARD(RECDCFCMP)CASH FLOW
COMPARISION AND SIMULATION
V. INTEGRATION
1. General Ledger 5 Fully Compliant S STANDARAD
2. Fixed Assets 5 Fully Compliant S STANDARAD
3. Purchasing 5 Fully Compliant S STANDARAD
4. Accounts Receivable 5 Fully Compliant S STANDARAD
5. Inventory 5 Fully Compliant S STANDARAD
FUNCTIONAL REQUIREMENTS
Al Fahad Workshop
Back To INDEX
a. Equipment family groups (minimum 3 alphanumeric) 4 Fully Compliant S Plant Maintenance / Assets
b. Equipment code and description 4 Fully Compliant S Plant Maintenance / Assets
c. Equipment status (Active or inactive) 4 Fully Compliant S Plant Maintenance / Assets
d. Equipment Category (Major or non-major) 4 Fully Compliant S Plant Maintenance / Assets
e. Manufacturing details: Manufacturer, Model, Serial # 4 Fully Compliant S Plant Maintenance / Assets
f. Equipment Brands (Volvo, Mazda, etc.) 4 Fully Compliant S Plant Maintenance / Assets
g. Equipment Class Group (Electric Pump, Metal Tank, Excavator, etc.) 4 Fully Compliant S Plant Maintenance / Assets
h. Equipment description alphanumeric, minimum length is 20 4 Plant Maintenance / Assets Short description =18 Characters, Long
Partially Compliant S Description (Word pad)
i. Sequence Serial Number related to Class and Group (minimum 4 Numeric length) 4 Fully Compliant S Plant Maintenance / Assets
j. Fixed Asset (minimum 1 Alphanumeric length - Y=Yes, N=No)) 4 Fully Compliant S Plant Maintenance / Assets
k. Status (User defined: Ready, Rent, Maintenance, Sold, Active, Archive, etc.) 4 Fully Compliant S Plant Maintenance / Assets
l. Equipment Internal Standard Billing Rate - Rent rate of equipment to other divisions 4 Fully Compliant S Plant Maintenance / Assets
m. Equipment purchasing data (cost and date) 4 Fully Compliant S Plant Maintenance / Assets
The system should provide the ability to enter and manage vehicle details including but not limited to the 4
2 following
WSM02 Workshops
4. The system should provide the ability to define workshop Code (min 4 alphanumeric) 4 Fully Compliant S Plant Maintenance
5. The system should provide the ability to define Workshop Description 4 Fully Compliant S Plant Maintenance
12. The system should estimated manpower and man hours to perform inspection and maintenance 4 Fully Compliant S Plant Maintenance
a. Type of job order (preventive, corrective, etc.) 4 Fully Compliant S Plant Maintenance
b. Type of work or service (electrical, mechanical, etc.) 4 Fully Compliant S Plant Maintenance
c. Designated duration of job order (start/end date and time in minutes) 4 Fully Compliant S Plant Maintenance
e. Nature of the problem 4 Fully Compliant S Plant Maintenance
f. Customer (requestor) 4 Fully Compliant S Plant Maintenance
g. Date and time problem was reported / work was requested 4 Fully Compliant S Plant Maintenance
h. Date and time repair request / job order was opened 4 Fully Compliant S Plant Maintenance
i. Equipment identification and description 4 Fully Compliant S Plant Maintenance
j. Work priority (major or not) 4 Fully Compliant S Plant Maintenance
k. Maintenance history of equipment 4 Fully Compliant S Plant Maintenance
a. Request category (internal customer or external customer request) 3 Fully Compliant S Plant Maintenance
b. Request type (Mechanical, Electrical, Denting, Painting, Lubricants, Tire, etc.) 3 Fully Compliant S Plant Maintenance
c. Request description (internal or external customer requirement) 3 Fully Compliant S Plant Maintenance
d. Vehicle or machinery details (i.e. plat number, model, manufactural, etc.) 3 Fully Compliant S Plant Maintenance
The system should generate internal electronic document that can be converted into either maintenance 3 Plant Maintenance
2. quotation or maintenance order. Fully Compliant S
a. maintenance/ Repair order number (internal document) 5 Fully Compliant S Plant Maintenance
b. maintenance/ Repair service type (i.e. Mechanical , electrical , paint ,etc.) 5 Fully Compliant S Plant Maintenance
c. maintenance/ Repair order items (materials, labour, equipment's) 5 Fully Compliant S Plant Maintenance
d. maintenance/ Repair order activities with start and end date / time 5 Fully Compliant S Plant Maintenance
e. maintenance/ Repair order details (customer, vehicle, plate number, etc.) 5 Fully Compliant S Plant Maintenance
f. maintenance / Repair resources ( team / labour based on service type) Fully Compliant S Plant Maintenance
The system should trigger order notification based on predefined date / time/ work priorities to respective 5 Plant Maintenance
6. teams to start with maintenance activities Fully Compliant S
The system should provide the ability to generate maintenance order using one or more than the following 5
7. options:
a. Spare part / Material issue / receipt / scrapping/ return 5 Fully Compliant S Plant Maintenance
b. Confirmation of Maintenance/ Repair order 5 Fully Compliant S Plant Maintenance
The system should automatically allocates the cost to the relevant accounts / cost centres upon order 5 Plant Maintenance
9. confirmation and updates the status of the order “i.e. closed”. Fully Compliant S
The system should support prioritization of maintenance job orders that could include but not limited to the 5 Plant Maintenance
10. following options
a. internal customer bill (charges to east coast including Material / spare part) 5 Fully Compliant S Plant Maintenance
b. External customer bill (charges to customer including Material / spare part) 5 Fully Compliant S Plant Maintenance
The system automatically calculate the billing amount based on Maintenance/ Repair order WS03 ,generates / 5 Plant Maintenance
15. printout billing document for customer, or post financial entry against east coast account Fully Compliant S
16. The system should support generation of customer bill using but not limited to the following option 5 S Plant Maintenance
a. print out 5 Fully Compliant S Plant Maintenance
b. email 4 Fully Compliant S Plant Maintenance
c. fax 2 Plant Maintenance
WS05 Maintenance/ Repair payment / reconciliation
The system should manage Maintenance/ Repair payment / reconciliation 5 Plant Maintenance
17. with reference to customer bill number that includes but not limited to the following Fully Compliant S
Fully Compliant S
III. FORMS AND REPORTS
1. The system should provide maintenance reports that includes but not limited to 4 Plant Maintenance
a. Number of maintenance request ( at any given period of time ) 4 Fully Compliant S Plant Maintenance
b. Maintenance quotation ( at any given period of time) 4 Fully Compliant S Plant Maintenance
c. Number of maintenance orders ( at any given period of time) 4 Fully Compliant S Plant Maintenance
d. Number of maintenance by type (painting, mechanical, electrical, etc.) 4 Fully Compliant S Plant Maintenance
e. Number of outstanding maintenance orders 4 Fully Compliant S Plant Maintenance
f. Number of maintenance spare parts ( per order ) 4 Fully Compliant S Plant Maintenance
g. Number of internal vs external maintenance orders 4 Fully Compliant S Plant Maintenance
h. current inventory levels of spare parts 4 Fully Compliant S Plant Maintenance
g. Number of internal vs external maintenance orders 4 Fully Compliant S Plant Maintenance
2. The system should support different output options: 4 Fully Compliant S Plant Maintenance
3. a. Print hardcopies 4 Fully Compliant S Plant Maintenance
4. b. Print to screen (print preview) 4 Fully Compliant S Plant Maintenance
5. c. Print to file 4 Fully Compliant S Plant Maintenance
6. d. Automated fax transmittal 4 Plant Maintenance
7. e. Electronic output (email, EDI, etc.) 4 Fully Compliant S Plant Maintenance
The system should provide tailored forms that includes but not limited to the following 4 Plant Maintenance
a. Maintenance Quotation with Al Fahad workshop Logo 4 Fully Compliant S Plant Maintenance
b. Maintenance Order with Al Fahad workshop Logo 4 Fully Compliant S Plant Maintenance
c. Maintenance bill with Al Fahad workshop Logo 4 Fully Compliant S Plant Maintenance
d. Maintenance goods issue with Al Fahad workshop Logo 4 Fully Compliant S Plant Maintenance
3. The system should support specific sequence number for all documents in al Fahad workshop 4 Fully Compliant S Plant Maintenance
4. The system should support real-time access to reporting from off-site locations 4 Fully Compliant S Plant Maintenance
5. The system should provide the ability to generate reports based on keyword search 4 Fully Compliant S Plant Maintenance
6. The system should provide the ability to generate forecast reports (short and long-range) 4 Fully Compliant S Plant Maintenance
7. The system should provide the ability to generate transaction history reports 4 Fully Compliant S Plant Maintenance
8. The system should provide the ability to back out or reallocate mischarged items on job orders 4 Plant Maintenance
The system should provide the ability to print job order with the tasks / procedure to perform the work 4 Plant Maintenance
9. Fully Compliant S
10. The system should provide the ability to support the following types of reports: 4 Plant Maintenance
V. INTEGRATION
FUNCTIONAL REQUIREMENTS
Transport & Contracting Company
Back To INDEX
TRNSM2 Routes Details ( basic routes location delivery only without planning or scheduling)
2. The system should manage routes details including but not limited to the following 4
a. Route Number 4 Fully Compliant C1 TM/LE
b. Vehicle Driver 4 Fully Compliant C1 TM/LE
c. Vehicle Details (Number, Capacity, etc.) 4 Fully Compliant C1 TM/LE
d. Route Type 4 Fully Compliant C1 TM/LE
e. Dropped QTY per location and type, if needed 4 Fully Compliant C1 TM/LE
f. User defined route status (active, inactive) 4 Fully Compliant C1 TM/LE
a. Transport Pickup location and drop off location 3 Fully Compliant S TM/LE/SD
transport Truck type and size for transport load 3 Fully Compliant S TM/LE/SD
c. Transport additional charges 3 Partially Compliant S TM/LE/SD
The system should maintain transport quotation details that includes but not limited to the following: 3
a. Auto generate number 3 Fully Compliant S TM/LE/SD
b. Date of creation 3 Fully Compliant S TM/LE/SD
c. Customer / Company / Division 3 Fully Compliant S TM/LE/SD
d. Pick up location 3 Fully Compliant S TM/LE/SD
e. Drop off location 3 Fully Compliant S TM/LE/SD
f. Departure date / time 3 Fully Compliant S TM/LE/SD
g. Lot size / quantity / material 3 Fully Compliant C1 TM/LE/SD
h. Payment Terms 3 Fully Compliant S TM/LE/SD
j. Unit Price / Quantity / Total amount / 3 Fully Compliant S TM/LE/SD
The system should automatically calculate the transportation charges based on predefined pricing procedure. 3 TM/LE/SD
4. Fully Compliant S
The system should trigger workflow approval aligned to east cast delegation of authority, and only after 3 TM/LE/SD
5. approval the quotation can be printed out. Fully Compliant S
The system should consider best-fit Vehicle based on weight and capacity to deliver the transport order based 5 TM/LE/SD
8. on available vehicle / drivers Fully Compliant S
The system should also support rental billing based on driver hour and vehicle operation cost to customer / 5 TM/LE/SD
15. sites, business unit within East Coast Group or subcontractor Partially Compliant C1
V. INTEGRATION
1. Human Resources (Payroll and Personnel) 4 Partially Compliant C1
2. Project 4 S
3. General Ledger 4 Fully Compliant S
4. Fixed Assets 4 Fully Compliant S
5. Maintenance 4 Fully Compliant S
FUNCTIONAL REQUIREMENTS
Aluminium
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The system should provide the ability to browse, search or locate items by description, code, or BOM MM/PM
3. classification 5 Fully Compliant S
The system should group items according to cost categories (labour, material, fabrication equipment, or other) MM/
4. 5 Fully Compliant S
5. The system should support the various aluminium material categories and sub categories 5 Fully Compliant S
The system should support centralized document repository to store various document files; Shaft Drawing , DMS
6. agreement , CAD, pictures and other related attachments. 5 Fully Compliant S
The system should trigger workflow approval for estimation before generating quotation to customer aligned to
6. east coast delegation of authority levels. 5 Fully Compliant C1
The system should support variation order (VO) handling that includes but not limited to the following PP
10. 5 S
The system should automatically calculates the cost of employee time allocation based on predefined rate
13. cards and posts against Job after appropriate level of approval aligned to east coast delegation of authority 4 Fully Compliant S
level
The system should support job settlement to the relevant accounts upon successful complition of the job
14. order . 4 Fully Compliant S
The system should automatically calculate the billing amount based on Job contract/ Order (ALUM03) , the 5 SD
16. system generate billing document for customer and creates open item in the customer account receivable Fully Compliant S
The system should supports generation of billing document / invoice and communication through print out , 5 SD
17. email , fax and upon generation. Fully Compliant S
V. INTEGRATION
VI. INTERFACES
1. Interface with Spreadsheet applications (e.g. Excel) 5