ERP

CISCO Internal ERP implementation

request for proposal document for
vendors
ERP Implementation RFP for CISCO |
REQUEST FOR PROPOSAL Internal Upgrade
Public Access
Vendor Copy

Subject: Managing Presales

Under Guidance of: Dr. Mandaar Pande

Prepared By
Div- C, Group- 2
Rutuja Joshi 19030241120
Manish Majumdar 19030241124
Pranay Sadana 19030241131
Priyanka Doshi 19030241132
Rammanohar Das 19030241134
 Table of Contents

1. Brief Project Overview ............................................................................. 1

2. Major Concerns for CISCO ........................................................................ 2

3. Buyer Organization Background ............................................................... 3

4. Project Goals ............................................................................................ 3

5. Target Audience ....................................................................................... 4

6. Scope of Work and Deliverables............................................................... 4

7. Timelines .................................................................................................. 5

8. Technical Requirements ........................................................................... 5

9. Principal Point of Contact ......................................................................... 8

10.Budget Allocation ..................................................................................... 8

11.Current Scenario ...................................................................................... 9

12.Criteria for Selection ................................................................................ 9

13.Format and Proposal for RPF.................................................................... 9

14.Conclusion.............................................................................................. 10

ERP IMPLEMENTATION RFP FOR CISCO | INTERNAL UPGRADE 1

1. Brief Project Overview

A UNIX-based software package was supported by CISCO's IT infrastructure to carry out its
core transaction processing tasks. The package supported the three key functional areas of
the company namely finance, manufacturing and order entry. The UNIX-based software
package was analysed by Jacqueline Guichelaar, CISCO's CIO and it was found that it did not
have much of redundancy, reliability and maintainability to keep up with their current
business requirements. CISCO’s departmental heads knew that the current system would not
be adequate for "band-aiding" to keep up with the rapid growth of the organisation. However,
with an expensive and lengthy plan for the replacement of the legacy systems, no person was
willing to approach the board but finally; it was taken up to the management. Management
thought that collaborating with an integration partner who could assist in both the selection
and implementation of any solution the organisation selected was especially necessary. A
prerequisite was great technical skills and the company understands. Consumer marketing
and R&D is decentralised into three lines of small-medium business enterprise and service
provider business enterprise namely:
a) Financial System
b) Manufacturing System
c) Order Entry System
So, the organisation decided to allow each functional area to make its own decision about the
application and to avoid an ERP solution. Looking at the annual growth rate of CISCO,
transactions have risen significantly. There was no room for the legacy systems to support the
load. Unauthorised access to the core database method malfunctioned compromised the
CISCO’s database and resulted in 2 days of shutdown.

2. Major Concerns for CISCO

 The current system does not provide the necessary level of reliability.
 They are not able to step out of their legacy structure.
 The introduction of ERP needs 300 billion dollars, but the company's revenue is not
very high to meet the required cost.
 The entry and development of financial orders required independent decisions and
was time-consuming, so there was a need for a single centralised application database.

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3. Buyer Organization Background

CISCO Systems Inc, was founded in 1984 by two computer scientists from Stanford University.
Their primary product was the “router”. Demand for CISCO’s products increased dramatically
with the rise in the use of the internet after 1990. By 1993 CISCO was a $500 million company
and in 1997 CISCO was ranked among the top five companies in return on revenues and
returns on assets. In the same year, CISCO entered the Fortune 500 and reached a market
capitalization of over $100 billion. Don Valentine, the partner of Sequoia Capital and vice
chairman of the board of CISCO, was the first to take initiative and pave the path for the young
company. He appointed John Morgridge as CEO in 1988, whose first initiative was to create a
team of competent leadership. His management team disagreed with the founders of CISCO's
systems leading to the founders' departure. After the initial public offering of the company in
1990, Eventually, this allowed CEO Morgridge to introduce within CISCO an extremely
disciplined management structure. He maintained a centralised organisation of functions that
lasted for the next 10 years or so.

4. Project Goals

Since there were flaws due to outdated legacy systems, it was no longer possible to disregard
the new system. As unauthorised access to the core data application database took place and
CISCO central database often malfunctioned, there was a need for a centralised automated
system such that substantial shutdowns could be avoided by the organisation, resulting in
losses of service, customers and revenue. For CISCO, the system is required by any business
that can provide a solution within budget and time constraints.
With this RFP, CISCO intends to substitute an established, single integrated ERP system for its
current order entry, development and financial system. CISCO aims to take advantage of an
ERP framework focused on best practises that enables CISCO to streamline and optimise
processes that improve its annual growth rate. The new ERP system should, more precisely,
fulfil the following objectives:
 Consolidates data, connects processes and features, and removes separate
departmental spreadsheets and attempts to replace legacy systems without
disrupting them.
 Centralized structure (Compulsory) Centralized Database (if practicable)
 It offers a user-friendly and intuitive user interface.
 The implementation should be feasible within 8 months that removes the need for
entry of redundant data.
 Improves and/or offers required reporting and reporting capabilities and access to
information through analysis or drill-down capabilities.
 In the long run, it should be able to sustain business and should be scalable.

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5. Target Audience

CISCO employees of the respective departments

6. Scope of Work and Deliverables

This Request for Proposal (RFP) has been released by CISCO to request responses from
interested suppliers offering the functionality and features defined here to replace the existing
legacy system of CISCO. CISCO is seeking a qualified company to be the proposer to
demonstrate that it has operational, functional and technological resources, as well as the
experience, knowledge and skills needed to deliver and maintain a fully integrated, validated
solution that involves both implementation and ongoing maintenance and support. Following
the terms of the RFP, the provider is expected to design, arrange, supply, instal and evaluate
the complete solution. Any of the key deliverables that meet the following requirements:

1. Service incorporation into the current ERP system to serve all functional areas.
2. A quick and easy to use the framework that can be easily incorporated into their
processes across all functional areas.
3. A system that allows information to be updated correctly in real-time.
4. The management and testing of integration should be in line with common practises.
This involves the development of detailed test scenarios, the implementation of
integration tests for these scenarios and the required adjustments based on the results
of the tests and feedback.
5. Assistance and troubleshooting in functional and technological areas around the clock.
6. The provider is responsible for the execution of the project and the proper and
satisfactory operation of the project in the ERP system.
7. The provider shall prepare and submit full documentation of all reports, records,
configuration settings, other operations, steps/stages involved in the implementation
in the required format, screen recording videos and other required formats.
8. An interconnected system that runs in real-time or close to real-time.
9. The Order Entry System, Finance and Manufacturing would be departments. A
centralised database which supports all apps.
10. A secure look and feel through modules.
11. System implementation by the in-house IT department with elaborate programme
integration.
12. Post-implementation assistance for a period of 6 months. Knowledge sharing sessions
for current IT workers. All further assistance relating to ERP systems is most welcome.
The supplier must be prepared to manage and sustain the current system and ensure
that the IT department is well qualified in the solution provided by the supplier.

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7. Timelines

1. Advertisement for Request for Proposals October 28, 2020

2. Pre-proposal Meeting November 10, 2020
3. Questions November 15, 2020
4. Proposals Due November 30, 2020
5. Interview of Shortlisted Proposers December 5, 2020
6. Negotiations in Final Stage December 15, 2020

7. Selection of Provider December 25, 2020

8. Project Kick Start January 1, 2021

9. Implementation of Team Training January 25, 2021

10. Functional Process Approval February 15, 2021

11. Procedure and End User Documentation May 5, 2021

12. End-User Training Starts May 15, 2021

13. Project Completion June 1, 2021

The Proposer affirms, by presenting a request, that this timeframe must and can be
accomplished to prevent the potential for serious damage to the progress of the project and
the interests of the authority, the team and the public.

8. Technical Requirements

Specifications
All the technical requirements set out in this section are minimum and were given solely for
immediate reference. All the software (if any) along with the planned ERP framework must
initially be supplied with robust on-site support for 4 (four) years. Also, if the contract term is
extended, then the bidder must ensure that all the software service and support offered is
extended for the same duration as well. The set of requirements that the proposed ERP system
must meet are the technical specifications given here. This document provides information on
business criteria, different standards & guidelines, best practises for System Integration (SI)
and is an important guide for defining a proposed system and ensuring mutual understanding

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among key stakeholders. Proper backup of the data on the Legacy device. ERP-integrated Data
Protection software for improved threat handling.

Overview of the specification

a) A stable, maintainable and scalable programme.
b) An integrated software package that manages day-to-day operations of the core
transaction process.
c) All functional areas with a shared architecture and budgetary databases.
d) Information of the terms of licencing, definitions and metrics of licencing for all the
proposed elements/modules.
e) Technical specifications including ERP Suite and Version, Organizational ERP Modules,
Package Customization, and Data Migration.
f) Proper infrastructure to enable Hardware Compatibility, Module and Database
Integration.
g) ERP-integrated Data Protection software for improved threat handling.

Implementation of ERP Application

a) The ERP application is applied based on the accepted Business Blueprint and Design.
b) The ERP framework supports all common/popular web browsers, i.e. Google Chrome,
Mozilla Firefox, Apple Safari and Internet Explorer.
c) The framework must be web-based, designed on enterprise application platforms,
and use multi-tier application model with ample flexibility for customization based on
Cisco specifications.
d) To streamline all other activities, the ERP system should have Business Intelligence
(BI) capabilities.

System Integration
(a) The system shall be developed, implemented and deployed in compliance with the
specifications of Cisco, taking into account scalability, reliability, protection, business
continuity and optimum performance of the entire solution. The architecture of the
device must be constructed in a way that makes it possible to expand based on loosely
coupled components.
(b) The framework should comply with an application creation and integration
methodology based on a micro-service architecture, a Service Oriented Architecture
(SOA) version, and the integration methodology should be based on REST / SOAP /
XINS, etc. and technologies for Web-enabled services.
(c) To satisfy the project specifications, the framework should allow customization. If
customization is needed, the same should be done in the form of add-ons and
routines/patches that, as the situation occurs, can be plugged/unplugged from the
base software package.

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User Interface
(a) The device should be user-friendly and have a graphical user interface (GUI) that is
interactive.
(b) Provision should be made for alert and error messages in the event of a validation
failure, missing data, etc.
(c) It should have the ability to view confirmation / alert windows for deletions, updates,
etc.
(d) Different reports / MIS in graphical and tabular views should be provided by the
device, along with drilling facilities to navigate to the next comprehensive stages, etc.

Data Migration
(a) The vendor/integrator is responsible for ensuring the proper migration of data.
(b) The system should be completely compliant with the current system being used by
Cisco for data exchange / enable data migration.

Database
(a) Subsequent copies of the database to discs or tapes must also contain encrypted
confidential data. Table columns or backups can endorse optional native database-
level encryption.
(b) The database should support techniques for data mining and allow seamless
integration with a data warehouse. To support data mining applications built in the
application layer, data mining techniques such as classification, clustering, regression
and association rule learning should be supported by the database.
(c) The database can have high availability and disaster recovery using the cost-effective
method of automatically synchronising transaction logs to the disaster site, providing
access to all data if the other node fails.
(d) To help monitor the health of the database, the database should have an in-built
diagnostic and tuning kit.

Operations

(a) The system should have a facility for error logging. After recovery from
software/hardware failure, the device should have the capacity to redo/rollback a
transaction to ensure data integrity.
(b) The device should prohibit users, unless allowed to do so, from deleting data directly.
In the case of registered users, there will also only be a soft delete facility available.
(c) The device should allow multiple users to concurrently access the same module.
(d) The ERP application should automatically notify users after the report is produced.
(e) The system should provide a mechanism to reset and send a new password to a
registered user's email ID if you forget your password.
(f) The system should allow to access and restrict user access.

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9. Principal Point of Contact

a) Rammanohar – Business Integration Specialist

Phone no – +1-254687000
Email Add – [email protected]
Address - 170 West Tasman Dr.
San Jose, CA 95134
USA

b) Rutuja – Director of manufacturing & Co-leader of the project

Phone no – +1-254687111
Email Add – [email protected]
Address - 170 West Tasman Dr.
San Jose, CA 95134
USA

10. Budget Allocation

Tasks Amount
Development & Testing $ 85000
Training $ 30000
Deployment $ 10000
Maintenance $ 15000
Budget Allocation

15000$
10000$

30000$
85000$

Development Training Deployment Maintenance

Stage 1: 65% of the allocated budget (Development & Testing Phase)

Stage 2: 21% of the allocated budget (Training Phase)
Stage 3: 10% of the allocated budget (Deployment Phase)
Stage 4: 4% of the allocated budget (Maintenance Phase)
This budget is non-negotiable.

ERP IMPLEMENTATION RFP FOR CISCO | INTERNAL UPGRADE 8

11. Current Scenario

There is a centralised operating entity as an established aid. Although product marketing and
R&D were divided into three "Business Lines" (Enterprise, Small / Medium Business, and
Service Provider), the organisations of development, customer support, finance, human
resources, distribution, and sales remained centralised. A UNIX-based software package is
used by Cisco to support its core transaction processing. Financial, production, and order entry
systems were among the functional areas assisted by the kit. The ongoing support features
include:
 Hands-on training sessions and transfer of expertise.
 Regular service and assistance for customers.
 Help for the ongoing operating and technological maintenance of the systems.
 Maintaining the integrity of data.
 Optimizing the use of the device. Required customer service after ERP implementation.

12. Criteria for Selection

CISO wants to expand to more than $10 billion in revenue in the coming 5 years. The current
applications and systems do not have the degree of redundancy, reliability and reliability we
need. We need a prepared and reliable approach so that our business needs can be met. As
soon as possible, we need a solution. As the CIO, Jacqueline agreed to continue the
standardisation tradition with all the functional areas needed to use the same architecture
and database because Cisco believes it is in the budget structure. Such issues for service
providers are the resolution of device outages. The challenges of recovering from outages
intensify as product defects. The service provider must create a stable, unified database that
can prevent the Cisco database from malfunctioning and corrupting. Service providers must
also fulfil the criteria of all functional areas as they can settle on their own IT expenditure. As
companies planning to expand higher than before, there is a major challenge for service
providers to provide solutions with efficient and stable architecture and database in minimum
time.

13. Format and Proposal for RPF

The format contains a comprehensive document containing the cover page containing the
logo of the provider, the name and the city where the provider is located. Details of the
document include details of the credentials and experience of the provider, main system
specifications, price overview, how the solution meets the budget, technological
requirements and what special product the provider is. The paper should also provide
descriptions of similar initiatives that the organisation has conducted and how the issue has
been solved. The Offeror shall submit a proposal explaining and explaining that the Offeror
has the capacity, skills and experience to provide the services mentioned herein. All proposals
shall be placed in a sealed envelope. It should be clearly labelled "ERP Program for CISCO" in
ERP IMPLEMENTATION RFP FOR CISCO | INTERNAL UPGRADE 9
the lower-left corner. Proposals submitted by post or another carrier that involve the use of a
proprietary mailing envelope shall be placed inside the proprietary mailing envelope in a
sealed envelope. The legal company name, name of company contacts, full mailing address
and email address of the offeror shall be included in the return address area of the sealed
proposal envelope. The proposals can be sent to:
Rammanohar – Business Integration Specialist
Phone no – +1-254687000
Email Add – [email protected]
Address - 170 West Tasman Dr.
San Jose, CA 95134
USA

14. Conclusion

Submissions can be sent by sending an email to [email protected]. The hard copy of

the proposals for this should also be obtained by 18:00 GMT. at the CISCO Main Office.
Received submissions after 18:00 GMT will not be considered on November 9, 2020. The
bidder is solely responsible for ensuring the receipt of the proposal at the above address and
by the time and date mentioned above. Respondents are not allowed to communicate with
any employee or agent on the subject or substance of the RFP from the date of issue of the
RFP before the contract award is made, except as specified in the RFP. Violation of this
provision can result in the respondent's submission being rejected. No information given
verbally or by any other staff will be taken into account. The RFP and its exhibits and
modifications will be used by all respondents as the primary basis for the proposal at this time.
Proposals should be simply planned, including a clear, succinct overview of the skills required
to meet the RFP requirements. By assembling the proposal and cost assessment, scripted
demonstration results, site visits and references, CISCO will pick the finalists. The top-ranked
bidder that the claimer will make it easier to choose the best solution provider. If still queries
needed to be addressed, those can be mailed to [email protected]. No physical or
verbal communication will be entertained for queries. It may take between 24-48 hours to
respond to the queries.

ERP IMPLEMENTATION RFP FOR CISCO | INTERNAL UPGRADE 10