COGENT ORDER TRACKING SYSTEM FOR

XYZ GARMENT EXPORT COMPANY

Cogent’s Response to XYZ
Garment Export Company’s RFP
Submitted by
Disha Panwala (9030241311)
Shweta Goyal (9030241323)

MBA-SSM (2009-11)
SCIT, Pune.
 Cogent’s Response to RFP

Table of Contents

INTRODUCTION.................................................................................................................................... 3
SCOPE OF WORK................................................................................................................................... 4
COGENT ORDER TRACKING SYSTEM.............................................................................................. 6
SYSTEM OVERVIEW................................................................................................................................... 7
BENEFITS.................................................................................................................................................. 8

SCHEDULE............................................................................................................................................... 9
VALIDITY................................................................................................................................................... 9
COMMENCEMENT OF WORK..................................................................................................................... 9

COST.......................................................................................................................................................... 9
PRICING MODEL........................................................................................................................................ 9
PRICE........................................................................................................................................................ 9
FREE TRIAL AND SPECIAL OFFER:............................................................................................................. 10
PROJECT IDLING/ ABANDONMENT.......................................................................................................... 10
TAXES AND DUTIES:................................................................................................................................ 10

CLIENT REFERENCES......................................................................................................................... 10
CONCLUSION........................................................................................................................................ 11
RESPONSE TO REQUIREMENTS................................................................................................................ 11
SIGNOFF................................................................................................................................................. 11

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INTRODUCTION
XYZ Garment Export Company (here in after called XYZ), Garments International Pvt. Ltd is one of
the pre-eminent Manufacturer and Exporter of Fashionable Ready-made Garments like Ladies Skirt,
Men’s Jacket, Ladies Top, Men’s Shirt and Ladies Trouser. The company has its own manufacturing
setup with a built-up area of about 60,000 sq. feet, having a capacity to produce 1,50,000 pieces of
tops, skirts, shirts, dress, pants and denims. The company also has its own well-established sources
for fabrics and trims so as to enable it to give garments a finishing touch at a cost-effective price.
The company also believes in service, quality and on-time deliveries. As one of the leading
Manufacturer and Exporter of Fashionable Ready-made Garments like Ladies Skirt, Men’s Jacket,
Ladies Top, Men’s Shirt and Ladies Trouser, the company ensures that the customer’s are provided
garments as per their specific needs and requirements.

Cogent, is a Consulting and Training Company, with access to senior industry recourses with
extensive experience in the field of IT based consulting and other manufacturing processes.

XYZ has requested the services of Cogent towards its desire to build an Order Tracking System for
its company that will automate its order tracking process. This system will be used by its employees
through the intranet and by its customers through the internet. The local data server with the
company data and the internet application will be synchronized. The detailed specifications are as
follows:-

 To develop an intranet and internet portal for the Company which will enable the
employees and customers of the company to place orders, track the status of their orders.
 To build the required data centers, servers and data infrastructure as necessary for the
order tracking system.
 To build an “Admin module” to manage users, assign/revoke rights, control security,
manage data, load & application performance in the system.
 The application should be able to update the manufacturing processes over the internet
and should be accessed by authenticated users.
 The application should be able to do Forecasting and display of key estimations and
completion dates.
 To determine the comprehensiveness, quality and currency of the information in the
portal.
 To determine the user-friendliness of the presentation of the information.
 To build Customer communication application consisting of email, IM and voice call.

The above stated requirements can be easily catered to by Cogent. Cogent have thought of a series of
steps that need to be followed to achieve the ultimate objectives as defined by XYZ. Cogent have prior

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knowledge and experience in implementing such IT systems for various organizations. This helps them
define a well formed process to perform such automation.

SCOPE OF WORK
Our order entry system can be customized by selecting various features and options as well as reports.
Order entry consists of an order taking process where orders entered on one or more windows based
upon the complexity of the process. Order tracking can likewise be initiated using our software and
order shipping features.

Our scope of our work and the features, module wise that will be in the Order Tracking system built by
us will be as follows:

1. Designing Intranet portal and Internet Application with the below listed features.

2. Order Entry Process

 Orders can be entered all on one window or multiple windows can be used to capture
information. Customer information can be displayed on a window or captured if a new
customer is being added. Different shipping and billing information can be recorded. 
 A complete product definition system is available allowing your operators to select from
various products based upon descriptions or product numbers. Different rate tables or
independent pricing discounts can be applied based upon units purchased or total dollar
volume. Rates are automatically calculated to reflect this pricing flexibility. Product help
screens are available to assist your order takers. 
 A final order summary window can be designated to display the order totals and allow
operators to accept credit terms, payment method or credit card payments. Any unique
shipping requirements including rate table driven shipping pricing is available through
our order entry system.

3. Order Shipping and Tracking

Once orders have been placed, our order entry system can track the shipment and payment
process as well. Product inventories can be checked for availability and possible
substitution. Partial shipments can be made with tracking for each part.

4. Order Report System

Our order entry system includes basic reports that track the customer's order information
including order dates, products ordered, shipping information as well as accounting data
associated with an order. Custom order reports can likewise be developed using our order
entry software.

5. Export Order Management

 Export Order & its tracking Buyer wise, Style wise, Merchandiser wise, and Status wise.
 Tracking of order wise sample approvals (pending, delayed, due) against the target
dates.

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6. Purchase Management
 Generation of local & Import Purchase Orders for fabrics from the material requirements
planning done in the Export Order Management stage.
 Provision for consolidation of quantities across the Export Orders.

7. Inventory Management
 Tracking of stocks: daily inwards / daily outwards / ledgers / location wise / party wise.
 Receipt / Issue of materials against the Purchase Orders, Export Orders, Production
Orders & Processing Orders.

8. Shipment Management
 Generation of packing list, custom invoice, shipping bill, final invoice and bank
documents.
 Calculation & tracking of Duty drawback.

9. Build and Install necessary data centres and servers which will be used to store the entirety of
the information of the wide customer base as well as that of the employees of XYZ.

10. The application will have an Admin Module that will allow managing users, assign/revoke
rights, controlling security, managing data and loading & application performance in the
system. The application will be able to update the manufacturing processes over the
internet and will be accessed by authenticated users.

11. Comprehensiveness, quality and currency of the information in the portal, class room
machines and in Kiosks should be maintained.

12. The information provided will be User-Friendly in nature. Keeping in mind that students and
faculty will not be well – versed with all the IT capabilities, the information will be provided
in a way so that it will be easily understood by all the users of the system. The steps will be
easy to follow and get to the desired page/index.

COGENT ORDER TRACKING SYSTEM

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Cogent will utilize its centralized web-based matter–centric workflow and information management
system and will consistently be able to provide a depth and breadth of information that will allow
XYZ Garment Export far greater control and insight to manage users, assign/revoke rights, control
security, manage data, load & application performance with great acuity. When combined with the
experience of Cogent and the consensus standards developed with XYZ Garment Export, the
Cogent-XYZ System (the “XYZ Garment Export Order Tracking System”) will provide platform to
create and maintain a centralized, highly responsive system of management. The 3 primary
advantages that are offered by Cogent Order Tracking system -

 Better service - customers and suppliers can check the progress of orders for themselves.
Reliable, competent and pro-active support to ensure money is not wasted when its not
done right the first time.
 Cost savings - order tracking can interact with inventory and stock control processes, which
means. You can reduce stock wastage and are less likely to over- or under-order. Quick,
customized implementation, avoiding lengthy and sometimes risky development
procedures.
 Trust - offering customers' real-time online order tracking helps show you as an open and
honest business, increasing customer trust in you. The Order Tracking System provides
additional functionality that may be added when the need arise without costing too much.
 Just-in-time production/delivery - shared order status lets your customers and suppliers
reduce lead times, achieve lean production, and minimize inventory - adding up to cost
savings all round.

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SYSTEM OVERVIEW
Order tracking software takes a large amount of the day to day mundane work off your shoulders;
freeing you up to do the more important things that are needed to move your business forward. Order
tracking software's essence lies in its automating of order processing, sales tracking and communication
with customers.

 For Customers placing online orders:

 For Internal use of XYZ Garment Export Company:

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BENEFITS
Quality order tracking software will have a large variety or features and functions, such as listed below:

 Cogent order tracking software will import your orders from virtually any source; from plain text
files to email databases, and then automatically send the customer a notification of the fact that
the order has been received.

 Cogent order tracking software will enable you to keep a record of any customer who has tried
to misuse your money back guarantee to their own gain. If need be such software will than put
these customers on a black list and then in the future not accept orders from them.

 Cogent order tracking software will fully automate your order processing. Such software can
receive an order, automatically process it, and then save all the information in its database.

 Cogent order tracking software can attach binary files to any e-mail message that you send to
your customers. If you use binary files as unlock keys for your software, this can be an extremely
useful feature.

 Cogent order tracking software will have a mail filtering system which will distinguish between
order and non-order e-mail messages, and correspondingly not retrieve and process non-order
e-mail messages.

 Cogent order tracking software can provide you with a wide range of statistical information
relating to the sales of your products; such as sales distribution by country, and sales
distribution by product. Such software then organizes this information in easy to read diagrams
and charts.

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SCHEDULE
SR. TASK DETAILS TIME
NO. (IN WEEKS)
1 Information architecture and Designing of the whole system and proposing the 1
same in front of XYZ Garment Export Company’s Management
2 Implementation and testing 6
3 Deployment 1
4 Feedback and Minor Improvements (if any) 2
TOTAL 10 weeks

VALIDITY
Our offer is valid for your acceptance for 20 days from the date of this offer.

COMMENCEMENT OF WORK
Within 2 weeks of your order with down payment of 40% of the total cost.
Assuring you of our best attention at all times and looking forward to your valued instructions

COST
PRICING MODEL
The Cogent Pricing Model is always based on the value of the efforts of the resources in terms of
their skills/experience, work efforts etc, in relation to the prevalent comparable industry rates,
applied to the demands of the assignment.

PRICE
The price will be as per the scope and features as follows:

SR. Feature Price

NO. (INR)
1 Designing Intranet Portal and Internet Application 1,00,000
2 Order Entry, tracking, Shipping and Report System 90,000
3 Export Order Management 60,000
4 Purchase Management 70,000
5 Inventory Management 70,000
6 Shipping Management 70,000
7 Installing Data Centers and Servers 2,80,000
8 Maintaining Comprehensiveness, quality and currency of the information in 50,000
the system
TOTAL 7,90,000

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FREE TRIAL AND SPECIAL OFFER:

A Free Trial Version of 15 days will be offered to KYZ from Cogent.
The special offer will be provided to XYZ in which we will provide an in-built “Online Exam” in the
intranet portal to help students judge their skills. This will help as it will free teachers from the
burden of checking papers written by students.

PROJECT IDLING/ ABANDONMENT

In case XYZ decides to go slow on the project due to any reason, for a cumulative calendar idle time
exceeding 30 calendar days Cogent will be paid 50% of consulting fees for the corresponding period.
If XYZ wants to terminate the service of the single resource, they can do so with a notice of 30 days
in writing. In such an event XYZ will pay Cogent 50% of professional fees for the unutilized period.

Cogent can terminate the service of the single resource, with a notice of 30 days in writing, subject
to it fulfilling all the orders outstanding on the date of the notice, against it.

TAXES AND DUTIES:

Any taxes and duties applicable as per the prevailing state/ central government rules will be
payable.
Major Exclusions:
 All air travel / hotel accommodation expenses for our consultant will be arranged and paid
for by XYZ, if and for any part of the service to be utilized outside of Gandhinagar.
 Independent Office space (preferably a cabin/ cubicle) for our consultant will have to be
arranged by XYZ.

CLIENT REFERENCES
Cogent has been an 8 year old company. During this phase, Cogent has been involved with the
implementation of lot of projects in various reputed firms

1. Management Information system implemented in ABC Pvt. Ltd.

Contact Information available on: - www.abcindia.in
Personal Contact: - Mr. Pratik Patel (Phn – 1234567890)

2. Order Tracking System for Praful Sarees

Contact Information available on: - www.prafulsarees.in
Personal Contact:- Ms. Palak Desai

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CONCLUSION
The order Tracking System with the described features will be aiming to solve all the bottlenecks of
the XYZ and give them a system on which they can bank upon and use in their organization.

Cogent are looking forward to implementing this new and innovative idea in XYZ. We as Cogent
believe that with the kind of exposure and skills possessed by us XYZ will surely benefit from our
solution in the longer run.

RESPONSE TO REQUIREMENTS
RESPONSE
SR.
REQUIREMENT Y= YES
NO
N = NO

1 Designing Intranet Portal and Internet Application Y

2 Order Entry, tracking, Shipping and Report System Y
3 Export Order Management Y
4 Purchase Management Y
5 Inventory Management Y
6 Shipping Management Y
7 Installing Data Centers and Servers Y
8 Maintaining Comprehensiveness, quality and currency of the information in the Y
system
9 Designing Intranet Portal and Internet Application Y
10 Order Entry, tracking, Shipping and Report System Y
 

SIGNOFF
1. If you wish to proceed with our recommendations, Please fill out the enclosed sign-off form. Fax it
to: 7986457635
2. Contact Monica Shah at ([email protected]) or by phone at 9325098999 and we will schedule
your kick-off meeting.
3. Send us your initial payment, made payable to:
XYZ High School,
Sector 8-A, Near Udyog Bhavan,
Gandhinagar – 382008, Gujarat.

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