Appendix A

Appendix A
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
P = Planned in New Release or Version

5. Module: ERP module to address functional requirements ( i.e. Finance , Procurement , etc.)
6. Comments: Vendor comment / additional details related to functional requirement
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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FEATURES Priority Compliance Solution Module Comments

I. Organization Structure
ORG01 ORGANIZATION STRUCTURE
1. The implementation should cover the mappingof the following business units within east coast group 5 Fully Compliant S
A. East Coast Contracting 5 Fully Compliant S

B. East Coast Electro Mechanical 5 Fully Compliant S
C. East Coast Aluminium and Glass 5 Fully Compliant S
D. East Coast Maintenance and Painting 5 Fully Compliant S
E. East Coast Diesel operations 5 Fully Compliant S
F. East Coast Real Estate 6 Fully Compliant S
G. Al Fahd Workshop 5 Fully Compliant S
H. Al Fahd Transport 5 Fully Compliant S
I. LAMARA Real Estate 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.
ORG02 FINANCE STRUCTURE

The implementation should cover the mapping of finance and accounting structure aligned to east cost group
3. strategy. This includes but not limited to the following 5 Fully Compliant S
A. East Coast central finance and accounting department 5 Fully Compliant S

B. East Coast finance and accounting support units (GL, AR, AP, FA, Project accounting,etc) 5 Fully Compliant S
The system should support creation and assignment of finance and accounting units and predefined reporting
4. lines to enable effective financial recoding, consolidation ,controlling and reporting. 5 Fully Compliant S
ORG03 PROCUREMENT STRUCTURE

The implementation should cover the mapping of procurement structure of east cost group. This includes but
5. not limited to the following 5 Fully Compliant S
A. East Coast Central Procurement Department 5 Fully Compliant S

B. East Coast procurement unites ( within each entity in ORG01) 5 Fully Compliant S
The system should support creation and assignment of procurement units within east coast group to enable
6. effective management of purchasing activities across the various entities. 5 Fully Compliant S
ORG04 INVENTORY STRUCTURE

The implementation should cover the mapping of East Coast Inventory Structure. This includes but not limited
7. to the following 5 Fully Compliant S
A. East Coast Central warehouse 5 Fully Compliant S

B. East Coast stores (multiple stores within each entity in ORG01) 5 Fully Compliant S
C. Project site stores 5 Fully Compliant S
The system should support creation and assignment of various segmentation of warehouse , locations, loading
8. areas to enable effective handling of materials receipt, issue, transfers, reservations, valuation and reporting. 5 Fully Compliant S
ORG05 HUMAN RESOURCE STRUCTURE

The implementation should cover the mapping of East Coast Human Resource structure. That includes but not
9. limited to the following 5 Fully Compliant S
A. East Coast Hierarchy (department / division / sections) 5 Fully Compliant S

B. East Coast positions / jobs / reporting lines 5 Fully Compliant S
C. East Coast employees ( approximately 2500 employees) 5 Fully Compliant S
The system should support creation and assignment of various organization units to enable effective handling
10. of employee administrative activities, employee allocation , payroll and reporting. 5 Fully Compliant S
GENERAL LEDGER
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I. KEY MASTER DATA
GLM01 Chart Of Accounts
1. The implementation covers the mapping of east coast group chart of accounts to support the definition and 5 FICO
execution of financial transactions, this includes the following: Fully Compliant S
a. Chart of accounts structure (Code, description) 5 Fully Compliant S FICO

b. General ledger accounts (Code, account type , currency, groups , etc.) 5 Fully Compliant S FICO
2. The system should support value added tax ( VAT) accounting principles and reporting requirements aligned to 5 FICO
UAE tax requirement Fully Compliant S
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
a. Chart of Account reference 5 Fully Compliant S FICO

b. Account type (i.e. balance sheet, P/L, control Account) 5 Fully Compliant S FICO
c. Open item management 5 Fully Compliant S FICO
d. Automatically posting. 5 Fully Compliant S FICO
2. The system should provide standard coding for account numbers that can be defined at east coast group level 5 FICO
and aggregated into GL accounts at entity levels. 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
GL02 GENERAL ACCOUNTING INTEGRATIONS

14. The system should define general legder accounts for automatic determination and integration with but not 5 FICO
limited to the following Fully Compliant S
a. Payroll 5 Fully Compliant S FICO

b. Fixed Assets 5 Fully Compliant S FICO
c. Accounts Receivable 5 Fully Compliant S FICO
d. Accounts Payable 5 Fully Compliant S FICO
e.project accounting 5 Fully Compliant S FICO
15. The system should automatically post transaction to relevant general ledger accounts (i.e. debit inventory after FICO
GR processing, automatic determination of project settlement accounts based on work in progress and 5 Fully Compliant S
achieved millstones)
GL03 POSTING TRANSACTIONS:
16. The system should support posting of transaction directly into general ledger accounts that includes but not 5 FICO
a. Enter general ledger voucher 5 Fully Compliant S FICO

b. Park / Post general ledger voucher 5 Fully Compliant S FICO
c. Reveres/ Cancel general ledger voucher 5 Fully Compliant S FICO
17. The system should support workflow approval of journal entry aligned to east coast group delegation of 5 FICO
authority levels. 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
a. Material / Service Costs 5 Fully Compliant S FICO

b. Activity / Labour Costs 5 Fully Compliant S FICO
c. Overhead Costs 5 Fully Compliant S FICO
d. Sub-contractor Costs 5 Fully Compliant S FICO
e. other 5 Fully Compliant S FICO
24. The system should support different cost allocation techniques (splitting the cost to many cost centres, 5 FICO
distribute the cost based on the Activity-Based Costing, reallocated overhead Expenses from cost centre to Fully Compliant S
another) with appropriate settlement rules.
25. The system should provide journal template to expedite the journal entries and processing. 5 Fully Compliant S FICO
26. The system should support allocations of Journals actual income and expenses including: 5 Fully Compliant S FICO
a. Fixed percentage 5 Fully Compliant S FICO
b. Based on memo accounts 5 Fully Compliant S FICO
c. User defined formulas 5 Fully Compliant S FICO
27. The system should support automatic intercompany / interdivision transactions generation for special accounts 5 FICO
and journal types 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)
III. FORMS & REPORTS

1. Ability to generate ad hoc reports 5 Fully Compliant S FICO
2. Ability for systems flexibility in assigning security to data access and reporting 5 Fully Compliant S FICO
3. Drill down capabilities on ad hoc reports and queries 5 Fully Compliant S FICO
4. Ability to generate Financial Statements at any time during the accounting period 5 Fully Compliant S FICO
5. Financial data/reports can be extracted from the ERP system into a Spreadsheet format 5 Fully Compliant S FICO
6. Profit and Loss 5 Fully Compliant S FICO
a. Year to Date vs. Last Year same periods 5 Fully Compliant S FICO
b. This period vs. same period last year 5 Fully Compliant S FICO
c. Current period and YTD on same report 5 Fully Compliant S FICO
d. Actual vs. Budget 5 Fully Compliant S FICO
7. Balance Sheet 5 Fully Compliant S FICO
a. Balance this period vs. same last year 5 Fully Compliant S FICO
8. Statement of Cash Flows: 5 Fully Compliant S FICO
a. Current period: 5 Fully Compliant S FICO
- This year 5 Fully Compliant S FICO
- Last year 5 Fully Compliant S FICO
b. Year to date: 5 Fully Compliant S FICO
- This year 5 Fully Compliant S FICO
- Last year 5 Fully Compliant S FICO
9. User defined Financial and Analysis Reports 5 Fully Compliant S FICO
a. Various levels of analysis calculation and reporting (i.e., Ratio analysis) 5 Fully Compliant S FICO
10. Print reports in any currency (Multi-currency reporting) 5 Fully Compliant S FICO
IV. AUDIT TRAIL
1 Journal Voucher chnages 5 Fully Compliant S FICO
2 Master data changes 5 Fully Compliant S FICO
a. Debits = credits = Journal control total (journal header) 5 Fully Compliant S FICO
b. Debits = credits on the detail level (journal lines) 5 Fully Compliant S FICO
V. INTEGRATION
1. Financials 5 Fully Compliant S
2. Projects 5 Fully Compliant S
3. Purchasing 5 Fully Compliant S
4. Inventory 5 Fully Compliant S
5. Human Resource 5 Fully Compliant S
6. Real Estate Management 5 Fully Compliant S
7. Sales order Management 5 Fully Compliant S
ACCOUNTS PAYABLE
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FEATURE Priority Compliance Solution Module Comments

I. KEY MASTER DATA
APM01 Vendor Master Files
1. Vendor long and short name 5 Fully Compliant S FICO
2. Alphanumeric vendor code, with system generation option (minimum 5 in length) 5 Partially Compliant W FICO Alphanumeric option is available manually onl
3. Allows for at least two vendor address lines 5 Fully Compliant S FICO
4. Multiple vendor address locations (specify max.) 5 Fully Compliant S FICO 10 Standard
5. Contact name & title 5 Fully Compliant S FICO
6. Contact phone # 5 Fully Compliant S FICO
7. Contact fax # 5 Fully Compliant S FICO
8. Payment Terms 5 Fully Compliant S FICO
9. Bank code 5 Fully Compliant S FICO
10. Vendor bank account code 5 Fully Compliant S FICO
11. Default G/L account 5 Fully Compliant S FICO
12. Vendor type (user defined category: Local, Foreign, subcontractor, etc.) 5 Fully Compliant S FICO
13. Maximum invoice amount 5 Fully Compliant S FICO Credit Management
14. City and Country 5 Fully Compliant S FICO
15. Comments 5 Fully Compliant S FICO
16. Payment Methods (Checks, Electronic Fund Transfer (EFT), etc.) 5 Fully Compliant S FICO
17. Block a vendor and prevent any transaction 5 Fully Compliant S FICO
18. Zakat, VAT, other applicable Tax 5 Fully Compliant S FICO
APM02 Letter Of Credit (LC) Information

19. Number assigned by bank (document number) 4 Fully Compliant S FICO
20. Issuance date 4 Fully Compliant S FICO
21. Shipment date 4 Fully Compliant S FICO
22. Expiry date 4 Fully Compliant S FICO
23. Beneficiary (Name, Address, Bank, Account No) 4 Fully Compliant S FICO
24. Purchase Order Number / Contract Number 4 Fully Compliant S FICO
25. Advising bank 4 Fully Compliant S FICO
26. Issuing bank 4 Fully Compliant S FICO
27. Available limit (Risk) amount granted by the bank 4 Fully Compliant S FICO
28. Bank commissions and charges 4 Fully Compliant S FICO
29. Currency 4 Fully Compliant S FICO
30. Amount in UAE Ds 4 Fully Compliant S FICO
31. Tolerance 4 Fully Compliant S FICO
32. Foreign amount 4 Fully Compliant S FICO
33. Rate for currency conversion 4 Fully Compliant S FICO
34. Margin 4 Fully Compliant S FICO
35. LC Tenor 4 Fully Compliant S FICO
36. Delivery Terms (CIF, FOB, FCA, etc.…) 4 Fully Compliant S FICO
37. Partial Shipments 4 Fully Compliant S FICO
38. Transhipments 4 Fully Compliant S FICO
39. Insurance coverage 4 Fully Compliant S FICO
40. Port of shipment and port of destination 4 Fully Compliant S FICO
41. Description of documents requested 4 Fully Compliant S FICO
42. Description of goods 4 Fully Compliant S FICO
43. Maturity date of time draft 4 Fully Compliant S FICO
44. Special conditions 4 Fully Compliant S FICO
45. Confirmation status 4 Fully Compliant S FICO
46. LC account default 4 Fully Compliant S FICO
47. LC amount increases or reductions 4 Fully Compliant S FICO
48. Ability to attach documents (Annex) 4 Fully Compliant S FICO
49. Documentary Over-Drafts (Unsettled Sight Documents) 4 Fully Compliant S FICO

AP01 DOWN PAYMENT REQUEST, POSTING AND CLEARING
1. The system should provide down payment feature to process initial payment for supplier according to approved 5 FICO
PO terms of payment, functions to be covered includes but not limited to the following Fully Compliant S
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
AP02 SUPPLIER INVOICE

4. The system provides the feature to enter supplier invoices with reference to but not limited to the following. 5 FICO
Fully Compliant S
a. purchase order 5 Fully Compliant S FICO

b. delivery notes 5 Fully Compliant S FICO
c. contract / sub contract agreement 5 Fully Compliant S FICO
d. project milestone 5 Fully Compliant S FICO
5. The system provides the feature to enter supplier invoices including the following steps 5 Fully Compliant S FICO
a. Supplier invoice registration 5 Fully Compliant S FICO
b. Supplier invoice verification 5 Fully Compliant S FICO
c. Supplier invoice block for approval 5 Fully Compliant S FICO
d. Supplier invoice release for payment 5 Fully Compliant S FICO
6. The system should support attachment of supplier invoice and other supporting documents during invoice 5 FICO
verification process. 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
Invoice number (minimum 10 digits) 4 Fully Compliant S FICO

Invoice date 4 Fully Compliant S FICO
Invoice amount 4 Fully Compliant S FICO
Terms/discount % (pulled from vendor master with override ability) 4 Fully Compliant S FICO
Due date (automatically calculated based on terms) 4 Fully Compliant S FICO
Discount date (automatically based on terms) 4 Fully Compliant S FICO
Date received 4 Fully Compliant S FICO
Transaction date 4 Fully Compliant S FICO
GL effective date 4 Fully Compliant S FICO
Reference (Supplier Bill Number) 4 Fully Compliant S FICO
Type (type of expense) per line item on invoice 4 Fully Compliant S FICO
Custom duties 4 Fully Compliant S FICO
Shipping and handling charges 4 Fully Compliant S FICO
Freight charges 4 Fully Compliant S FICO
System generated voucher number with override ability 4 Fully Compliant S FICO
Check number (for immediate manual check payment) 4 Fully Compliant S FICO
Amount paid (for immediate payment by manual check) 4 Fully Compliant S FICO
Description of transaction (at least 30 alphanumeric) 4 Fully Compliant S FICO
Automatic matching of Receiving P.O.'s, and Invoice and contract, where applicable 4 Fully Compliant S FICO
Multiple G/L distribution lines per invoice 4 Fully Compliant S FICO
Ability to add tax lines on invoices (tax code and amount) 4 Fully Compliant S FICO
Handling Landed cost process 4 Fully Compliant S FICO
10. The system provides the ability to track assigned invoices paid/unpaid by bank, beneficiary, supplier, currency 4 FICO
and reference number 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
AP03 DIRECT SUPPLIER INVOICE :

12. The system should provide the ability to enter direct invoices into relevant GL accounts without reference to 5 FICO
handle payment without purchase (i.e. Utility bills, rent , petrol etc.). The direct invoice entry includes the Fully Compliant S
following steps
a. Direct Invoice registration 5 Fully Compliant S FICO
b. Direct invoice verification and approval 5 Fully Compliant S FICO
d. Supplier invoice release for payment 5 Fully Compliant S FICO
13. The system triggers workflow approval aligned to east coast delegation of authority levels for invoice approval 5 FICO
and further processing Fully Compliant S
a. Inventory Items 5 Fully Compliant S FICO

b. Fixed Assets 5 Fully Compliant S FICO
c. Services 5 Fully Compliant S FICO
14. The system should supports recurring Invoices based on predefined dates with appropriate level of approval 5 FICO
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
AP04 DUPLICATE INVOICE CONTROL

17. The system should provide feature of Duplicate invoice check to automatically detect possible duplication FICO
based on predefined criteria that includes but not limited to the following: 5 Fully Compliant S
a. Invoice reference number with same amount 5 Fully Compliant S FICO

b. Invoice reference number with same date 5 Fully Compliant S FICO
c. Invoice with same supplier, data and amount 5 Fully Compliant S FICO
18. The system should automatically generate warning message during the invoice registration and if duplicate FICO
invoices are confirmed , the system blocks the invoice for further processing. 5 Fully Compliant S
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
AP05 POSTING INVOICE

20. The system should provide the feature to post invoice into the relevant general ledger accounts that includes 5 FICO
the following transaction: Fully Compliant S
A. Credit supplier account 5 Fully Compliant S FICO

B. Debit control account (i.e. intermediate account) 5 Fully Compliant S FICO
21. The system should provide the ability to post against multiple G/L accounts per invoice 5 Fully Compliant S FICO
22. The system automatically creates open item in supplier ledger for payment and further processing. 5 Fully Compliant S FICO
AP06 REVISING / VOIDING POSTED VOUCHERS

23. The system should provide reverse / void posted invoice and offsetting the financial entries after appropriate 4 FICO
level of approval aligned to east coast delegation of authority levels. This includes the following scenarios Fully Compliant S
a. Reverse / Voided posted unpaid Purchase Invoice 4 Fully Compliant S FICO

b. Reverse / Voided posted paid Purchase Invoice with payment related 4 Fully Compliant S FICO
24. The system should record invoice change trails with complete history and supporting documents. Fully Compliant S FICO
AP07 ONE TIME PAYMENTS
24. The system should provide the ability to handle and manage One Time Payment (OTP) for processing supplier 4 FICO
payment without master records ( with predefined amount restriction) Fully Compliant S
AP08 RECURRING PURCHASE INVOICE

25. The system should provide the ability to define recurring payment to manage invoices with specific amount on 4 FICO
a regular basis (i.e. lease contracts, rent , etc.) Fully Compliant S
AP09 AUTOMATIC PAYMENT PROGRAM (Optional)

26. The system should provide the features of automatic payment program to generate payment proposals based 2 FICO
on invoice terms of payments and approved delivery notes with predefined approval levels aligned to East Fully Compliant S
coast delegation of authority levels.
27. The system should provide the ability to create payment suggestion with the following options 3 Fully Compliant S FICO
a. Select invoices by supplier 3 Fully Compliant S FICO
b. Select invoices by due date 3 Fully Compliant S FICO
c. Select invoices by discount date 3 Fully Compliant S FICO
d. Select invoices by invoice number 3 Fully Compliant S FICO
e. Select invoices by purchase order number 3 Fully Compliant S FICO
f. Vendor Group 3 Fully Compliant S FICO
AP10 PAYMENT PROCESSING

28. The system provides the features to manually select supplier invoice for payment with predefined approval 4 FICO
levels aligned to East coast delegation of authority levels. 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
AP11 PAYMENT METHODS

34. The system should support various standard payments methods that includes but not limited to the following 5 FICO
Fully Compliant S
a. Cheque 5 Fully Compliant S FICO
b. Bank Transfer 5 Fully Compliant S FICO
35. The system provides the ability to manage different types of bank LC's commissions and charges: 4 Fully Compliant S FICO
a. Advising and amendment commission 4 Fully Compliant S FICO
b. Confirmation commission 4 Fully Compliant S FICO
c. Negotiation commission 4 Fully Compliant S FICO
d. Interest and charges 4 Fully Compliant S FICO
e. Draft acceptance and guarantee commission 4 Fully Compliant S FICO

1. Details of LCs by Expiry\Shipment Date 4 Fully Compliant FICO
2. Details of LGs by Expiry Date 4 Fully Compliant S FICO
3. Details of outstanding Accepted Drafts by maturity date 4 Fully Compliant S FICO
4. Details of Documentary Overdrafts 4 Fully Compliant S FICO
5. Details of expired LGs 4 Fully Compliant S FICO
III. AUDIT TRAIL

1. Tracks and logs all changes to master files (i.e. vendors bank details, vendor master, etc..) 5 Fully Compliant S FICO
2. Tracks and logs all activities to checks printing and all other payment types 5 Fully Compliant S FICO
3. Tracks and logs all changes to master files (i.e. bank limits, margin, commissions and charges, etc.) 4 FICO
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)

AR01 DOWN PAYMENT REQUEST, POSTING AND CLEARING
1. The system should provides a feature to accept customer down payment. The functions to be covered includes
but not limited to the following
a. Customer down payment registration: registration of customer payment with reference to sales order,
contract, project , maintenance order, transport order ,etc.
b. Customer down payment verification: verification and approval of down payment amount against terms of
payment.
d. Customer down payment clearing: clearing down payment amount against customer account (only the
remaining amount to be paid by customer)
2. The down payment registration should include but not limited to the following information
3. The system should record customer down payment amount in receivable ledger and reconcile payment with
customer accounts after receiving payment.
AR02 CUSTOMER INVOICE / BILL

4. The system provides the feature to create / generate customer invoice (bill) with reference to but not limited to
the following.
a. Sales order
b. Delivery notes
c. Contract / sub contract agreement
d. Project milestone
e. Project WIP ( work in progress)
f. Maintenance order
g. Transport order
h. Job order
5. The system should provide the ability to generate customer invoice ( bill) that includes but not limited to the
following function
a. Creation of customer invoice
b. Attachment of delivery notes / service confirmation note
c. Generation of customer invoice
6. The system should automatically creates open item in accounts receivable against customer account.
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.
AR04 CUSTOMER PAYMENT REMINDERS AND NOTIFICATION

17. The system provides the ability to generate automatic notification for customer overdue payments against
invoice , that includes but not limited to the following function
a. Customer outstanding's and ageing report
b. Customer open items based on terms of payment
c. Customer reminders / notification letter for overdue
18. The system support multiple reminders for overdue payment, reminders / notification letter can be send only
after obtaining appropriate approvals aligned to east coast delegation of authority levels.
AR05 CUSTOMER PAYMENT AND RECONCILIATION

19. The system provides the ability to enter & reconcile customer payments, this includes but not limited
a. Manual reconciliation of customer payment amount (cheque, cash, etc.)

b. Online reconciliation of customer payment ( wire transfer , LC ,etc.)
20. The system automatically updates the customer accounts with the payment amount ( accounts receivable) and
clears customer open items.
21. The system allows for the following types of payments:
a. Cheque
b. Post dated cheques
c. Cash
d. Bank guarantee
e. Electronic transfer
22. The system should supports partial receipt/payment of invoices
23. The system should provides a feature to handle and manage Minor Write-Off (MWO) and Bad Debt (BDBT)
and updates accounts Receivable with statistics transactions after obtaining the appropriate level of approval
aligned to east coast delegation of authority
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
IV. AUDIT TRAIL

1. Tracks and logs all changes to master files and invoices (i.e. customer master data, invoices data, etc..)
2. Tracks and logs all activities

3. Tracks and logs all changes to master files (i.e. bank limits, margin, commissions and charges, etc.)
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
ACCOUNTS RECEIVABLE
Priority Compliance Solution Module
5 Fully Compliant S FICO

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

4 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
3 Fully Compliant S
FICO
5 Fully Compliant S

FICO
5 Fully Compliant S
FICO
5 Fully Compliant S

FICO
5 Fully Compliant S

FICO
4 Fully Compliant S

4 FICO
Fully Compliant S


5 FICO
Fully Compliant S

4 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

FA01 ASSETS ACQUISITION AND CAPITALIZATION
1 The system should provide the ability to acquire asset with or without reference to purchase requisition (PR)
,Material requisition (MR). The types of assets includes but not limited to the following
a. Cars
b. Caravans
c. Furniture
d. Tools / Equipment's
e. Building
2. The system should automatically capitalize the asset upon goods receipt / invoice receipt and update the
asset master records with the receipt amount and quantity.
3. The system should support the following scenarios:
a. Acquisition from purchase with vendor (PO, Receipt and Purchase Invoice)
b. The asset acquisition received before the invoice
d. The asset acquisition received after the invoice
4. The system should support the assignment of assets to one or more of the following:
a. Divisions/Departments/Cost Centres
b. Locations
c. Custodians
d. Projects
e. Work Package (within a project)
f. Job (Specific activity within the work package)
5. The system should provide the ability to split a fixed asset by cost or percentage, and maintain records the
depreciation accordingly.
FA02 ASSETS UNDER CONSTRUCTION PROCESSING (AUC)

6.
The system should provide the ability to manage and capitalize asset under construction (AUC) using work in
progress (WIP) accounts, this includes capitalization of but not limited to the following:
a. External activity (sub contract /acquisition)

b. Internal activity (labour activities order)
c. Stock material (consignment from central warehouse)
7. The system should support periodic settlements , capitalization and conversion of asset under construction
(AuC) into fixed asset
8. The system should provide maintain AuC as a separate balance sheet item and, therefore, require separate
account determination and asset classes.
9. The system should provide the ability to transfer the accumulated value (Total Expenses) to an asset master
record that should generate fixed asset.
FA03 ASSET DEPRECIATION AND POSTING

10. The system should manage asset depreciation calculation and posting of fixed assets according to east coast
group policy using the following formula:
a) Straight line method for depreciation method
b) 25% depreciation of book value on annual basis
11. The system should automatically debited to depreciation account and updates the new asset book value after
depreciation run.
12. The system should support various independent depreciation books (Tax, actual, planned , etc.)
13. The system should provide the ability to calculate depreciation in retroactive manner
14. The system provides the ability to reset depreciation of a retired fixed asset after extending its life due to
appreciation or maintenance
15. The system should provide the feature of the following asset adjustments:
a. Independently for each asset
b. Expenses to an asset
c. Amortization to assets
16. The system should provide depreciation projections (simulation) and forecasting capabilities.
FA04 ASSET APPRECIATION

17. The system should support and manage asset appreciation calculation and posting that includes but not limited
to the following:
a. Fair market value ( land revaluation)
18. The system automatically debited to depreciation account and updates the new asset book value
FA05 ASSETS TRANSFER

19. The system provides the ability to transfer and track assets within east coast group that includes but not limited
to the following transactions:
a. From one location to another ( Site , offices , building, inventories)
b. From Cost Centre to another
20. The system updates the location of the asset upon transfer and allocates depreciation value to relevant
accounts / cost Centre.
21. The system should support asset transfers between the following:
a. Divisions/Departments/Cost Centres
b. Locations
c. Custodians
d. Projects sites ( from one site to another)
e. Work Package (within a project)
f. Job (Specific activity within the work package)
g. East coast group and subsidiaries
FA06 ASSETS RETIREMENT

22.
The system should support Asset Retirement / Disposal processes for entire fixed asset (complete retirement)
or part of a fixed asset (partial retirement) based on but not limited to the following attributes:
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
FA07 SALES OF ASSET

The system should handle and manage the sale of assets to third party customers / intercompany ( within east
25.
coast divisions) including the following options
a. Asset sale with revenue
b. Asset sale without revenue
26. The system should provide the ability to process sales of fixed assets with the automatic creation of gain/loss
transactions
FA08 ASSET ENHANCEMENTS AND MAINTENANCE

27. The system should consider asset accumulate costs (i.e. equipment enhancements and maintenance) for the
current period , this includes the following
a. Cost of equipment
b. Internal and external labour
c. Materials and spare parts
28. The system should provide the ability to accept backdated maintenance cost in the current period or prior
periods
FA09 INTERNAL BILLING

29. The system should support standard charges of fixed asset related to project/ sub-division based on renting
period (start and end dates), independent of the remaining life of the fixed asset
30.
The system should provide the ability to change standard price without affecting previous billing transactions
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

1. Asset reporting for multiple locations/regions and categories
2. Asset reporting by segments combinations (account, project, site, work package, jobs)
3. Asset reporting by purchasing date of fixed assets
4. Retirement Register by month / asset number/group/family
a. By department
b. By location/region
c. G/L Accounts
d. By segments combinations (account, project, site, work package and jobs)
e. By retirement type
5. Depreciation, original costs, net book value by location report for all book
6. Monthly and YTD activity reports of all:
a. Transfers
b. Acquisitions
c. Retirements
d. Disposals
7. Default depreciation methods,
8. GL reconciliation Reports
9. Ability to support user defined reports
IV. AUDIT TRIAL

1. Tracks and logs all changes to fixed assets master files
2. Ability to track and log user defined transaction types
V. INTEGRATION
1. General Ledger
2. Accounts Payable
3. Budgeting
4. Purchasing
5. Human Resource
6. Project System
7. Inventory
FIXED ASSETS
Priority Compliance Solution Module

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
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

3 FICO
Fully Compliant S

FICO
3 Fully Compliant S

FICO
3 Fully Compliant S

3 FICO
Fully Compliant S

3 FICO
Fully Compliant S
5 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
Project Management
Back To INDEX

I. KEY MASTER DATA
ENGM1 PROJECT ESTIMATION - BILL OF QUANTITY (BOM /BOQ)
ENGM2 PROJECT SETUP

The system should provide comprehensive project structure using the operative work breakdown structure 5 PS
8. (WBS). Fully Compliant S
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
ENGM4 PROJECT (SALES) CONTRACT

15. The system should establish link between project and sales contract 5 Fully Compliant S PS/SD
16. The system should link project milestones and with contract billing terms and condition. 5 Fully Compliant S PS/SD
ENGM5 CONTROLS - ACCOUNT ASSIGNMENT

17. The system should automatic account assignment for project settlements 5 Fully Compliant S PS/SD

ENG01 PROJECT QUALIFICATION (SALE INQUIRY)
ENG02 PROJECT ESTIMATION ( CANDY INTEGRATION) WITHOUT PROJECT DEFINITION
ENG03 PROJECT ESTIMATION (SALES QUOTATION WITH PRELIMINARY PROJECT DEFINITION)
ENG04 PROJECT ESTIMATION WORKFLOW
ENG05 PROJECT BUDGETING

The system provides the feature to create preliminary project budget (Budget Revision Zero) based on the PS/FICO
16. project estimate calculated during the preparation of sales quotation to customer that includes but not limited to 5 Fully Compliant S
the following:
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
a. Labour Budget 5 Fully Compliant S PS/FICO

b. Sub contract budget 5 Fully Compliant S PS/FICO
c. Material Budget 5 Fully Compliant S PS/FICO
d. Equipment Budget 5 Fully Compliant S PS/FICO
e. Service budget 5 Fully Compliant S PS/FICO
The system should trigger workflow for project budget for review / verification and approval by Tendering and PS/FICO
17. Contracts Division Head, Project Head and Finance Manager. 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
ENG06 PROJECT PROPOSAL (SALES QUOTATION)

The system should support automatic / manual generation of project quotation ( Sales quotation ) with 5 PS/SD
19. reference to project estimation / sales inquiry that includes the following functions Fully Compliant S
a. Convert project inquiry into quotation 5 Fully Compliant S PS/SD

b. Attach project documentation (BOQ, Drawing, etc.) 5 Fully Compliant S PS/SD
The system should trigger workflow approval of project quotation aligned to east coast delegation of authority 5 PS/SD
20. levels , the system prevents users to send project quotation without approval. 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
ENG07 PROJECT CONTRACT - SALES CONTRACT AND AGREEMENT

The system provide the feature to create sales contract with reference to project quotation, the system 5 PS/SD/FICO
22. supports various types of contracts including but not limited to the following 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
a. Change of project scope ( i.e. extension) 4 Fully Compliant S PS/SD/FICO

b. Change of project timeframe 4 Fully Compliant S PS/SD/FICO
c. Change of project price 4 Fully Compliant S PS/SD/FICO
26. The system should associate the following contractual elements 5 Fully Compliant S PS/SD/FICO
a. Performance bond value 5 Fully Compliant S PS/SD/FICO
b. Expiry Date 5 Fully Compliant S PS/SD/FICO
c. Extensions 5 Fully Compliant S PS/SD/FICO
ENG08 PROJECT PLANNNING - PROJECT SETUP (PROJECT, WBS & ACTIVITIES)

The system should integrate with Primavera system for project management planning and controlling 5 PS
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
a. Project definition / code 5 Fully Compliant S PS

b. Project phases and milestones 5 Fully Compliant S PS
c. Project work breakdown structure Fully Compliant S PS
c. Labour allocation, equipment’s, materials and services 5 Fully Compliant S PS
The system should be fully integrated with all possible ERP module ( i.e. procurement, inventory, human 5 PS
30. resource, finance ) for planning and forecasting of resources and material at various stages of the project. 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
a. baseline plan 5 Fully Compliant S PS

b. multiple revised plan; and 5 Fully Compliant S PS
c. actuals 5 Fully Compliant S PS
The system should provide the ability to provide access to project related documentation (i.e. drawing , receipt 5 PS
33. notes , delivery notes , invoices , etc.) Fully Compliant S
The system should provide comprehensive planning of project activities and associated materials for each 5 PS
34. stage Fully Compliant S
a. Project Materials 5 Fully Compliant S PS

b. Project services / sub contract 5 Fully Compliant S PS
c. Project Equipment's 5 Fully Compliant S PS
d. Project engineer / labour 5 Fully Compliant S PS
The system should provide the ability to convert, copy and replicate the component of BOM / BOQ and Project 5 PS
35. estimation sheet to the project system (WBS, activities, sub activities, materials..etc..) 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
a. Purchase mater plan for project requirements 4 Fully Compliant S PS/MM

b. Align costs to project schedule and purchase plans 4 Fully Compliant S PS/MM
c. Compare preliminary budget to the new budget, adjust, and approve project plan 4 Fully Compliant S PS
The system should support planning, simulation , execution, controlling, and forecasting of resource, cost, time 4 PS
37. of project plan. Fully Compliant S
ENG10 PROJECT PLANNING - SCHEDULING

The system should provide feature of project activity scheduling aligned to project plan and preliminary work 5 PS
38. breakdown structure, this includes project detailed activities such as the following: Fully Compliant S
a. Site facilities 5 Fully Compliant S PS

b. Mobilization 5 Fully Compliant S PS
c. Earth work 5 Fully Compliant S PS
d. Shoring and Piling 5 Fully Compliant S PS
e. Backfill, compaction, etc. 5 Fully Compliant S PS
The system should support dynamic project scheduling through integration with other module to allocate 5 PS
material , resource, sub contract and any change on schedule will recalculate the time and cost impact in order
39. to take corrective action plan. Fully Compliant S
ENG11 AUTOMATIC PLANNING OF PROJECT MATERIAL / SERVICES

The system should perform project automatic material / service planning aligned to project schedule, this 5 PS
40. includes the following: Fully Compliant S
a. Internal reservation of construction materials / equipment's / machinery 5 Fully Compliant S PS

b. External Purchase of construction materials 5 Fully Compliant S PS
c. External subcontract and services 5 Fully Compliant S PS
The system should automatically generate purchase requisition or material reservation before the planned start 5 PS
41. date based on project schedule considering material / service lead time for delivery or subcontract mobilization. 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
ENG12 CAPTURING OF TIME AND RESOURCE ALLOCATION

The system should capture the labour time against planned project & work schedule using the following options 5 PS
a. Offline excel batch upload against project activity 5 Fully Compliant S PS

b. Online time entry against project activity 5 Fully Compliant S PS
The system should automatically calculates the cost of employee time allocation based on predefined rate 5 PS
45. cards and posts against project code after appropriate level of approval aligned to east coast delegation of Fully Compliant S
authority level
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
ENG13 PROJECT EXECUTION

The system should support the project execution phase that includes but not limited to the following functions 5 PS
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
ENG14 PROJECT COST CAPTURING

The system should record project related cost throughout its lifecycle that includes but not limited to the 5 PS/FICO
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
ENG15 PROJECT CONTROLLING & MONITORING

The system should provide feature to monitor and control the project aspects that includes but not limited to the 5 PS
a. Project Actual / Budget / Variance 5 Fully Compliant S PS

b. Project Progress / Planned / Variance 5 Fully Compliant S PS
c. Project Profitability / Planned / Variance against planned activity dates / 5 Fully Compliant S PS
c. Project cost situation, forecast, and profitability; and other 5 Fully Compliant S PS
The system provides real time insights about actual project cost ,scope , progress compared to original 5 PS
58. contract to ensure successful delivery of project scope within time and budget Fully Compliant S
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.)
ENG16 PROJECT BILLING

The system should support project billing based on project progress and (or) milestone completion, this 5 PS.SD/FICO
63. includes but not limited to the following Fully Compliant S
a. Milestone billing (100% Achievement of project milestone) 5 Fully Compliant S PS.SD/FICO

b. Progress billing (Partial Achievement of project milestone) 5 Fully Compliant S PS.SD/FICO
c. Service billing (based on time and material) 5 Fully Compliant S PS.SD/FICO
The system should automatically calculate the billing amount based on sales contract (ENG07) ,generates the 5 PS.SD/FICO
64. 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 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
ENG17 REVENUE RECOGNTION & EXPENSE PROVISION

67. The system should support revenue recognition based on the following formula 5 Fully Compliant S PS/FICO
a. Earned Revenue to Date = Percent Complete * Total Estimated Revenue 5 Fully Compliant S PS/FICO
b. Total Billings on Contract –Earned Revenue to Date = “Over/Under Billings” 5 Fully Compliant S PS/FICO
c. Percent Complete = Actual Costs to Date / Total Estimated Costs. 5 Fully Compliant S PS/FICO
The system should supports east coast accounting department to recognize revenue on a monthly basis based 5 PS/FICO
68. on percentage of work completion Fully Compliant S
The system should record accrued revenue using time and materials, cost reimbursable, and fixed price 5 PS/FICO
69. methods Fully Compliant S
ENG18 PROJECT CLOSURE

66. The system should support project closure activities that includes but not limited to the following 5 Fully Compliant S PS
a. Complete snag list 5 Fully Compliant S PS
b. Resolve and close project open issues 5 Fully Compliant S PS
c. Establish warranties and service contracts 5 Fully Compliant S PS
d. Release assigned resources 5 Fully Compliant S PS
e. Disposal of site leftovers 5 Fully Compliant S PS
f. Return hired equipment / Return own equipment to inventory 5 Fully Compliant S PS
67. The system should support the closure of the project and final settlement to relevant accounts. 5 Fully Compliant S PS
The system should decommission, release & reassign resources, dispose of materials, return hired equipment, 5 PS
68. return own equipment to inventory to make it available for other projects. 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

1 Cost Variance Analysis, Turn Over Analysis, and Budget Allocation and Forecast reports 4 Fully Compliant S PS
2. Details of contracts by status 4 Fully Compliant S PS
3. Details of contracts by due date 4 Fully Compliant S PS
4. Details of issued invoices for each contract 4 Fully Compliant S PS
5. Details of milestone events for each contract 4 Fully Compliant S PS
6. Billing details of the contracts 4 Fully Compliant S PS
7. Expired contracts 4 Fully Compliant S PS
8. Uncollected invoices 4 Fully Compliant S PS
9. Contracts with change orders and performance bonds details 4 Fully Compliant S PS
10. Prime-Time Project Reports 4 Fully Compliant S PS
11. Earned Value Management Reporting 4 Fully Compliant S PS
12. Presenting Budget Status 4 Fully Compliant S PS
13. Baseline and Current Status Reports 4 Fully Compliant S PS
14. Project Roadmap 4 Fully Compliant S PS
15. Summary with drill-down 4 Fully Compliant S PS
16. Reporting accuracy from database to project report 4 Fully Compliant S PS
17. Highlighting major milestones 4 Fully Compliant S PS
18. Resource Profiles (resource usage for a project) major milestones 4 Fully Compliant S PS
19. Cash flow Reports 4 Fully Compliant S PS
20. Project progress report 4 Fully Compliant S PS
21. Project cost report 4 Fully Compliant S PS
22. Project / store inventory report 4 Fully Compliant S PS
23. Project manpower by site function report 4 Fully Compliant S PS
24. Manpower forecast report 4 Fully Compliant S PS
25. Project delivery status report 4 Fully Compliant S PS
26. Equipment list report (internal and external rent) 4 Fully Compliant S PS
27. Equipment forecast report 4 Fully Compliant S PS
28. Formwork inventory report 4 Fully Compliant S PS
29. Billing review report 4 Fully Compliant S PS
30. Unbilled receivables aging report 4 Fully Compliant S PS
31. Billing process flow report 4 Fully Compliant S PS
32. Potential revenue summary report 4 Fully Compliant S PS
33. Project billing status report 4 Fully Compliant S PS
34. Ability to provide reporting for Expenses: 4 Fully Compliant S PS
a. Summary and Details 4 Fully Compliant S PS
b. Details (compressed Accounting) 4 Fully Compliant S PS
c. Remaining MJT entries for checking 4 Fully Compliant S PS
d. In-House Works & Local Purchases Summary and Details 4 Fully Compliant S PS
e. Cumulative Man-Hours by Category Summary and Details 4 Fully Compliant S PS
f. Average Rate 4 Fully Compliant S PS
g. Quantities 4 Fully Compliant S PS
h. Comparison of Expenses and Accounting 4 Fully Compliant S PS
35. Concrete summary and details by allocations 4 Fully Compliant S PS
36. Productivity summary and details by Work Package and weekly 4 Fully Compliant S PS
37. Project report (such as Accounts, Budget Rate, Building Descriptions, etc.) 4 Fully Compliant S PS
38. Project actual vs budget 4 Fully Compliant S PS
IV. AUDIT TRAIL
V. INTEGRATION
VI. INTERFACES
PROCUREMENT
Back To INDEX

I. KEY MASTER DATA
PRCM1 Vendor Master Files and Master Files related
1. The system should maintain vendor full name & short name 5 Fully Compliant S MM
2. Alphanumeric Vendor code, with system generation option (min. 5) 5 Fully Compliant S MM
3. Allows multiple Vendor address lines (at least 2) 5 Fully Compliant S MM
4. Allows multiple Vendor address locations (specify max.) 2 Fully Compliant S MM
5. Allow for multiple branches and parent - branch relation 3 Fully Compliant S MM
6. Contact Name (s) & Title (s), linked to a branch 4 Fully Compliant S MM
7. Contact Phone (s) 4 Fully Compliant S MM
8. Contact Fax (s) 4 Fully Compliant S MM
9. Web page address 4 Fully Compliant S MM
10. Contact Email (s) 3 Fully Compliant S MM
11. Vendor type (user defined category, example local, foreign, subcontractor, etc.) 5 Fully Compliant S MM
12. Country Code 3 Fully Compliant S MM
13. Geographical Location / Area 3 Fully Compliant S MM
14. Vendor Class (Royal, VIP, staff, etc.) 2 Fully Compliant S MM
15. Delivery Method(s) 3 Fully Compliant S MM
16. Comments 2 Fully Compliant S MM
17. Active / Inactive Vendor 4 Fully Compliant S MM
18. Payment Terms 5 Fully Compliant S MM
19. Credit Limit 5 Fully Compliant S MM
20. Bank Code 2 Fully Compliant S MM
21. Vendor Bank Account Code 2 Fully Compliant S MM
22. Default G/L account, with override at invoice entry 5
23. Maximum Invoice Amount 1 Fully Compliant S MM
24. Payment Methods (Checks, Electronic Fund Transfer (EFT), etc.) 2 Fully Compliant S MM
25. Freeze a Vendor and prevent any transactions 5 Fully Compliant S MM
26. Relation between Vendor item code and our item code 5 Fully Compliant S MM
27. Relation between Vendor and Vendor brands 5 Fully Compliant S MM
28. Relation between Vendor, Vendors brands, Vendor products & models 5 Fully Compliant S MM
29. Relation between Vendor, and Vendor product classes (stationary, generators, etc.) 5 Fully Compliant S MM
30. User defined factors for supplier pre-qualification: 4 Fully Compliant S MM
a. Financial performance 4 Fully Compliant S MM
b. After-sales support 4 Fully Compliant S MM
c. Weighted supplier grading 4 Fully Compliant S MM
d. Supplier performance history 4 Fully Compliant S MM
e. History of periodical evaluation 4 Fully Compliant S MM
f. Strategic / Preferred Supplier Status 4 Fully Compliant S MM
g. Supplier approval status by purchasing, accounting, etc. 4 Fully Compliant S MM
h. Warranties 4 Fully Compliant S MM
i. Market force 4 Fully Compliant S MM
j. Size and level 4 Fully Compliant S MM

PRC01 PURCHASE REQUISITION (PR) - Automatic Generation
1. The system should support autmoatic generation of Purchase Request (PR) based on material planning MM
strategy for various type of materials that includes but not limited to: 4 Fully Compliant S
a. Stackable Item Requisition 4 Fully Compliant S MM

b. Non-Stock Item Requisition 4
c. Fixed Assets Requisition 4
d. Service Requisition 4 Fully Compliant S MM
2. The system should support autmoatic generation of Purchase Request (PR) based on project demand MM
planning ( Material , Service , Equipment, Sub-contract , Labour) that includes but not limited to: 4 Fully Compliant S
a. Construction Projects 4 Fully Compliant S MM

b. Maintenance Projects 4 Fully Compliant S MM
3. The system should support autmoatic generation of Purchase Request (PR) based on predefined safety stock MM
levels that includes but not limited to: 4 Fully Compliant S
a. Min-max safety levels ( Individual / Group Material) 4 Fully Compliant S MM

b. Re-order Point 4 Fully Compliant S MM
4. The System should generate purchase requisition proposal. After department users verification and approval , MM
purchase request shall be routed to central purchase department based on predefined workflow for further 5 Fully Compliant S
processing
PRC02 PURCHASE REQUISITION (PR) - Manual Generation

5. The system should support creation of Purchase Requisition (PR) that includes but nit limited to the following 5 MM
types: Fully Compliant S
a. Stockable Item Requisition 5 Fully Compliant S MM

b. Non-Stock Item Requisition 5 Fully Compliant S MM
c. Fixed Assets Requisition 5 Fully Compliant S MM
d. Service Requisition 5 Fully Compliant S MM
a. By Keyword, Item Description, Manufacturer and Part Number 5 Fully Compliant S MM
b. Hierarchical Search 5 Fully Compliant S MM
c. Parametric Search 5 Fully Compliant S MM
6. The system should route the purchase request from various departments / divisions to central purchase 5 MM
department based on predefined workflow Fully Compliant C2
PRC03 PURCHASE REQUISITION (PR) - Details & Processing

7. The system should support purchase requisition (PR) details that include but not limited to the following: 5 MM
Fully Compliant S
a. Purchase requisition description 5 Fully Compliant S MM

b. Purchase requisition type 5 Fully Compliant S MM
c. Account assignment ( project code, asset class, cost centre, etc.) 5 Fully Compliant S MM
d. Material code , Free text, material description , quantity , expected delivery date 5 Fully Compliant S MM
e. Delivery address, expected price, potential vendors 5 Fully Compliant S MM
f. Declaration for supplied material (contractor or ECCAT) 5 Fully Compliant S MM
8. The system should automatically populates the data into the relevant fields upon the selection of master data / 5 MM
purchasing info records (i.e. material description , unit of measurement, etc.). Fully Compliant S
a. Division 3 Fully Compliant S MM

b. Department 3 Fully Compliant S MM
c. Project 3 Fully Compliant S MM
d. Cost centre 3 Fully Compliant S MM
e. Work order 3 Fully Compliant S MM
a. Purchase Requisition (PR) type ( projects, Staff projects) 4 Fully Compliant S MM
b. Division / Department (Civil, Mechanical) 4 Fully Compliant S MM
c. Location 4 Fully Compliant S MM
d. Nature (Rush, Normal) 4 Fully Compliant S MM
9. The system should check material available in central warehouse / stores within the group through before 4 MM
converting Purchase Requisition (PR) to purchase order (PO) Fully Compliant S
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
PRC04 PURCHASE REQUISITION (PR) - Approval

14. The system should support multi level approval of purchase requisition aligned to east coast predefined 4 MM
delegation of authority level , the characteristics includes but not limited to the following Fully Compliant S
a. Purchase requisition organizational structure / units 4 Fully Compliant S MM

b. Purchase requisition estimated amount 4 Fully Compliant S MM
c. Purchase requisition type 4 Fully Compliant S MM
PRC05 REQUEST FOR QUOTATION

15. The system should support the creation of Request for Quotation (RFQ) with or without reference to purchase 5 MM
requisition, the request for quotation includes the following types Fully Compliant S
a. Subcontracting tenders 5 Fully Compliant S MM

b. Material supply tenders 5 Fully Compliant S MM
c. Service supply tenders 5 Fully Compliant S MM
d. Labour supply tenders 5
16. The request for quotation should includes but not limited to the following details : 5 Fully Compliant S MM
b. Project Code (if all lines belong to 1 project) 5 Fully Compliant S MM
c. Location (project, zones, etc.) 5 Fully Compliant S MM
d. Type (Supply, Installations, Design, Services) 5
e. Status (in-process, released, answered, closed) 5
f. Schedule Dates (Reply, Validity, Award, Start, End, etc.) 5
g. Actual Dates (if actual is different from planned) 5
h. Description 5 Fully Compliant S MM
i. RFQ Handled by 5 Fully Compliant S MM
j. Project Handled by 5 Fully Compliant S MM
17. The request for quotation line item should include but not limited to 5 Fully Compliant S MM
a. Project 5 Fully Compliant S MM
b. Cost Centre 5 Fully Compliant S MM
c. Work Order 5
d. Zone (zone is a work areas inside a project) 5
f. Schedule Dates (Award, Start, End, etc.) 5
g. Actual Dates (if actual is different from planned) 5
h. Terms and Conditions 5
i. Description 5 Fully Compliant S MM
j. Bidders / Vendors 5 Fully Compliant S MM
k. Delivery Location 5 Fully Compliant S MM
a. RFQ Type 5 Fully Compliant S MM
b. Division / Department (Civil, Mechanical) 5
c. Location 5
d. Nature (Rush, Normal) 5
18. The system should support the attachment of various documents (i.e. CAD drawing, designs Technical 3
specification, etc.) with reference to RFQ 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
a. Vendor Class 4 Partially Compliant W

b. Location 4 Partially Compliant W
c. Price Limit 4 Partially Compliant W
d. Item Type, Item Class, Item Attributes 4 Partially Compliant W
e. Project Class 4 Partially Compliant W
20. The system should provide the option to track the RFQ status along with history trail, this includes but not 5
limited to the following status
a. Released RFQ 5 Fully Compliant S MM
b. Evaluation RFQ 5 Fully Compliant S MM
c. Closed RFQ 5 Fully Compliant S MM
d. Pending RFQ 5 Fully Compliant S MM
e. Other 5
21. The system should provide request for quotation status " i.e. Evaluation" once a supplier quotations are 5
submitted.
22. The system should support multi level approval of request for quotation (RFQ) aligned to east coast predefined 4 MM
delegation of authority level , the characteristics includes but not limited to the following Fully Compliant S
a. Request for Quotation (RFQ) organizational structure / units 4 Fully Compliant S MM

b. Request for Quotation (RFQ) project / account assignment 4 Fully Compliant S MM
c. Request for Quotation (RFQ) type 4 Fully Compliant S MM
PRC06 REQUEST FOR QUOTATION - E-PROCUREMENT (Online Tendering) (Optional Bid)
PRC07 QUOTATION EVALUATION (COMPARISON)

33. The system should support automatic determination of appropriate source of supply based on east coast
procurement policy ,procedure and ranking criteria includes but not limited to the following 4
a. Price ( comparison of at least three bids) 4 Fully Compliant S MM

b. Delivery date ( depends on the urgency of requirements) 4 Partially Compliant W MM
c. Quality ( Based on supplier Historical data) / Brand 4 Partially Compliant W MM
34. The system should provide the ability to attach vendors proposal / supporting documents with reference to
4 Non Compliance W
request for quotation (RFQ) number.
35. The system should provide the ability to track different Quote status (open, received, evaluation, etc.) SRM
4 Fully Compliant S
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
a. Brief item description (retrieve from Vendor Bid) 4 Fully Compliant S MM

b. Number of units to be provided (retrieve from Vendor Bid) 4 Fully Compliant S MM
c. Unit Cost (retrieve from Vendor Bid) 4 Fully Compliant S MM
d. Freight & Custom Clearance Charges 4 Partially Compliant W MM
e. Insurance Cost 4 Partially Compliant W MM
f. Agent Commission 4 Partially Compliant W MM
g. Packing and Handling Charges 4 Partially Compliant W MM
40. The system should include historical prices in the comparison the includes but not limited to the following
4
details
a. Lowest Price 4 Partially Compliant W MM
b. Lowest Cost of Ownership 4 Partially Compliant W MM
c. Best Delivery 4 Partially Compliant W MM
d. Lowest Expenses 4 Partially Compliant W MM
e. Best Quality 4 Partially Compliant W MM
f. Best Payment Terms 4 Partially Compliant W MM
g. Relationship with Vendor 4 Partially Compliant W MM
h. Technical Assessment 4 Partially Compliant W MM
i. Other Factors 4 Partially Compliant W MM
41. The system should provide ability to display previous quotations of each quotation / supplier 4 Fully Compliant S MM
PRC08 QUOTATION SELECTION AND APPROVAL
42. The system should provide supplier selection feature with appropriate level of approval based on east coast MM
group delegation of authority levels. After approval , the system sends award letter for selected supplier and 4 Partially Compliant W
automatic rejection letters for unsuccessful suppliers
PRC09 PURCHASE ORDER / CONTRACT - CREATION & PROCESSING

43. The system should support creatation of purchase orders (PO) with or without reference to either purchase 5 MM
requisition or quotation, the system supports the following minimum types of PO Fully Compliant S
a. Regular PO 5 Fully Compliant S MM

b. Contract PO 5 Fully Compliant S MM
c. Subcontract 5 Fully Compliant S MM
44. The system should provide the ability to add attachments or media to purchase order (PO) 5 Fully Compliant S MM
45. The system should provide the ability to create purchase order against Contract 5 Fully Compliant S MM
46. The system should Accommodate the following Contract PO features: 5
a. Multiple approvals 5 Fully Compliant S MM
b. Multiple Ship-to Locations 5 Fully Compliant S MM
c. Specified Items 5 Fully Compliant S MM
d. Value Limits 5 Fully Compliant S MM
e. Quantity Limits 5 Fully Compliant S MM
a. Line Level 5 Fully Compliant S MM
b. Header Level 5 Fully Compliant S MM
47. The system should provide the ability to track purchase order per: 5
c. Project 5 Fully Compliant S MM-PS
d. Cost Centre 5 Fully Compliant S MM
e. Work Order 5 Fully Compliant S MM
48. The system should support different sequential numbering per PO type 5 Fully Compliant S MM
49. The system should support communication of PO through the following channels 5
a. Email 5 Fully Compliant S MM
b. Fax Fully Compliant S MM
b. Print out 5 Fully Compliant S MM
50. The system should support viewing purchasing order status including: 5
a. On hold 5 Fully Compliant S MM
b. Approved 5 Fully Compliant S MM
c. Issued 5 Fully Compliant S MM
d. Open 5 Fully Compliant S MM
e. Closed 5 Fully Compliant S MM
f. Cancelled 5 Fully Compliant S MM
51. PO header details should include the following fields as minimum: 5
a. Purchase requisition Number (if all lines are for the same MR) 5 Partially Compliant S MM
b. PO Number 5 Fully Compliant S MM
c. PO Type 5 Fully Compliant S MM
d. Initiator 5 Fully Compliant S MM
e. Vendor ID 5 Fully Compliant S MM
f. Comments 5 Fully Compliant S MM
g. Ship to Address 5 Fully Compliant S MM
h. Shipment terms (FOB, C&F, CAD…etc.) 5 Fully Compliant S MM
i. Vendor Terms 5 Fully Compliant S MM
j. PO Date 5 Fully Compliant S MM
52. PO line details should include the following fields as minimum: 5 Fully Compliant S MM
a. Purchase requisition # (if PO is from different MR's) 5 Fully Compliant S MM
b. Quantity Ordered 5 Fully Compliant S MM
c. Price 5 Fully Compliant S MM
d. Last Price Paid 5 Fully Compliant S MM
e. Units of Issue/Purchase 5 Fully Compliant S MM
f. Item Required Date 5 Partially Compliant W MM
g. Delivery Date 5 Fully Compliant S MM
h. Item Description 5 Fully Compliant S MM
i. Comment Lines 5 Fully Compliant S MM
j. Estimated Lead Time 5 Partially Compliant W MM
k. Charge Account & Cost Centre 5 Fully Compliant S MM
l. Carrier 5 Fully Compliant S MM
m. FOB Designation 5 Fully Compliant S MM
n. Receipt Location 5 Fully Compliant S MM
o. RFQ Number 5 Fully Compliant S MM
p. Quotation Number 5 Fully Compliant S MM
q. Free form Comments 5 Partially Compliant W MM
53. The system should provide the ability to include cost of duty, insurance, or delivery to total PO value 5 MM
Fully Compliant S
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
a. Price 5 Fully Compliant S MM

b. Quality 5 Partially Compliant W MM
c. Item 5 Partially Compliant W MM
d. Terms 5 Partially Compliant W MM
63. The system should support Tolerance limits for value (amount) changes in PO 5 Fully Compliant S MM
64. The system should support to view PO history (PR, RFQ, Quotes, Contract, etc.) 4 Fully Compliant S MM
65. The system should provide delegation in case absence of authorized delegates 4 Fully Compliant S MM

Standard
1. The system supports the following standard reports (documentation, transaction & analysis) 4
a. Requisition 4 Fully Compliant S MM
b. RFQ 4 Fully Compliant S MM
c. Quotation 4 Fully Compliant S MM
d. Purchase Order 4 Fully Compliant S MM
e. Vendor 4 Fully Compliant S MM
2. The system supports the following standard reports (listing) 4 Fully Compliant S MM
a. Vendor 4 Fully Compliant S MM
b. Vendor Attributes 4 Fully Compliant S MM
c. Vendor / Item relation 4 Fully Compliant S MM
Purchase Order
3. The system generates a standard report of PO that need to be checked based on: 4
a. Follow-up Date 4 Fully Compliant S MM
b. Expected Stock out 4 Fully Compliant S MM
4. The system generates a standard purchase order exception report showing over due orders 4 Fully Compliant S MM
5. The system generates blanket purchase order status report 4 Fully Compliant S MM
6. Relation between PO and Contract PO 4 Fully Compliant S MM
7. Relation between PO and Contract PO 4 Fully Compliant S MM
RFQ / Quotation
8. Cost Comparison Sheet 4 Fully Compliant S MM
9. List of RFQ / Quotes sorted by Material Group 4 Fully Compliant S MM
10. List of RFQ / Quotes sorted by Vendor 4 Fully Compliant S MM
11. List of RFQ / Quotes sorted by Material / Product 4 Fully Compliant S MM
12. List of RFQ / Quotes sorted by RFQ / Quotes Number 4 Fully Compliant S MM
Purchase Requisition
13. Relation between MR, PO, RFQ, Quote, Receipt 4 Fully Compliant S MM
14. Relation between MR to PO Release 4 Fully Compliant S MM
Supplier Evaluation
IV. AUDIT TRAIL
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
INVENTORY
Back To INDEX

I. KEY MASTER DATA
INVM1 Inventory master file
1. Supports multi-segment alpha numeric item coding (minimum 20) 5 Fully Compliant S MM
2. Multiple Sites / multiple stores 5 Fully Compliant S MM
3. Item Definition 5 Fully Compliant S MM
4. Supports hierarchal categorization using an international standard, i.e. UNSPSC 5 Fully Compliant S MM
5. Supports category-specific attributes 5 Fully Compliant S MM
6. Unit of Measure 5 Fully Compliant S MM
7. Service level / item criticality 5 Fully Compliant S MM
8. Item's Preferred supplier(s) 5 Fully Compliant S MM
9. Different units of measurements (inventory, purchasing, etc.) 5 Fully Compliant S MM
10. Conversions between units of measure 5 Fully Compliant S MM
11. Shipping Methods 5 Fully Compliant S MM
12. Country of origin 5 Fully Compliant S MM
13. Bar Coding for items 5 Fully Compliant C2 MM
14. Ability to attach item photo and other attachments 5 Fully Compliant S MM
15. Handles substitute items 5
16. Freeze an item or put a certain item on Hold and prevent any transaction 5 Fully Compliant S MM
17. Inventory cycle count code 5 Fully Compliant S MM
18. Restocking methods (Minimum-Maximum, Re-order Point) 5 Fully Compliant S MM
19. Reorder information: 5 Fully Compliant S MM
20. Enables mapping and tracking of previous item coding structures 5 Fully Compliant S MM
21. Vendor/Manufacturer cross-reference 5 Fully Compliant S MM
22. Substitute Items Cross-reference 5 Fully Compliant S MM
23. Purchasing Lead Time by: 5
a. Item 5 Fully Compliant S MM
b. Item - Vendor 5 Fully Compliant S MM

INV00 INVENTORY TRANSACTIONS
1. The system supports the functionality to perform the following inventory transactions: 5
a. Receiving Items 5 Fully Compliant S MM
b. Inspecting Items 5 Fully Compliant S QM
c. Issuing Items 5 Fully Compliant S MM
d. Transferring Items between Warehouses / Stores 5 Fully Compliant S MM
e. Returning Items to Vendor 5 Fully Compliant S MM
f. Returning items to warehouse from projects. 5 Fully Compliant S MM
g. Physical Inventory & Cycle Count 5 Fully Compliant S MM
The system should perform analysis of demand predictability and usage via appropriate charts and reports 5 MM
INV01 RECEIVING ITEMS - GOODS RECEIPT PROCESSING Fully Compliant S MM

a. Company PO number 5 Fully Compliant S MM
b. Material Requisition Number (MR #), then PO number 5 Fully Compliant S MM
c. Company Vender Number 5 Fully Compliant S MM
d. Delivery Date 5 Fully Compliant S MM
e. Project / Site 5 Fully Compliant S MM
3. The system supports receiving materials / services with reference but not limited to the following 5 Fully Compliant S MM
a. Receipt with reference to Purchase order 5 Fully Compliant S MM
b. Receipt with reference to transfer order (Material Transfer Memo MTR ) 5 Partially Compliant W MM
c. Receipt with reference to project transfer order 5 Fully Compliant S MM
d. Receipt with reference to Equipment transfer order 5 Fully Compliant S MM
e. Receipt with reference to Delivery note 5 Fully Compliant S MM
4. The goods receipt note (GRN) Header Data fields includes but not limited to the following: 5
a. Purchase Order (PO) 5 Fully Compliant S MM
b. Buyer 5 Fully Compliant S MM
c. Requester Name or ID 5 Fully Compliant S MM
d. Letter of Credit Number 5 Fully Compliant S MM
e. Manufacturing / Vendor Id 4 Fully Compliant S MM
f. Date Required 4 Fully Compliant S MM
g. Comments 4 Fully Compliant S MM
h. Receipt Location 5 Fully Compliant S MM
5. The goods receipt note (GRN) line item data fields includes but not limited to the following: 5
a. Quantity Ordered (Not yet received). 5 Fully Compliant S MM
b. Quantity Delivered 5 Fully Compliant S MM
c. Purchase Price 5 Fully Compliant S MM
d. Units of Issue/Purchase 5 Fully Compliant S MM
e. Expiry Date 5 Fully Compliant S MM
f. Item Required Date 5 Fully Compliant S MM
g. Delivery Date 5 Fully Compliant S MM
h. Item Description 5 Fully Compliant S MM
i. Comment Lines 5 Fully Compliant S MM
6. The system should enable user to enter the receipt quantity and automatically compare the actual receipt 4 MM
against ordered quantity. Fully Compliant S
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
a. Accept materials / services; 3 Fully Compliant S MM

b. partially accept materials / services with comments; 3 Fully Compliant S MM
c. block receipt of material / services; or 3 Fully Compliant S MM
d. return to vendor. 3 Fully Compliant S MM
13. The system prevents updating the inventory / project accounts for unaccepted materials , and prevent the use 3 MM
of unaccepted materials or transfers from or into warehouse and projects. 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
INV03 RECEIVING ITEMS - GOODS RECEIPT TOLERANCE

17. The system provides the feature of tolerance limits to manage suppliers under or over deliveries that includes 5 MM
the following: Fully Compliant S
a. Value variation ( fixed amount or percentage) 5 Fully Compliant S MM

b. Quantity variation ( fixed amount or percentage) 5 Fully Compliant S MM
18. The system provides tolerance controls with following options if delivery is outside of the tolerance limits 5 MM
Fully Compliant S
a. Warning message 5 Fully Compliant S MM

b. Block goods receipt for further processing and approval. 5 Fully Compliant S MM
INV04 RECEIVING ITEMS - GOODS RECEIPT RECONCILIATION

19. The system provides the feature of automatic account determination and reconciliation upon goods receipt by 5 Fully Compliant S MM
updating the relevant GL account ,( i.e. GR quantity * PO amount) based east coast material valuation
INV05 ISSUING ITEMS - GOODS ISSUE (TRANSFER MATERIAL VOUCHER)

19. The system provides a feature of goods issue to manage outbound delivery of materials with reference but not 5 MM
a. Project material Request (transfer material voucher) 5 Fully Compliant S MM

b. Maintenance material Request 5 Fully Compliant S MM
c. Transfer / transport order 4 Fully Compliant S MM
d. Material scrapping 5 Fully Compliant S MM
e. Return orders 5 Fully Compliant S MM
20. The system automatically records adjustment of inventory stock levels by GI quantity and amount and post 5 MM
transaction to respective account ( i.e. debit project account / and increase project site materials) Fully Compliant S
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
INV06 RETURNING ITEMS - RETURN ORDERS (SUPPLIER)

23. The system provides a feature of return order of material back to supplier due to material quality issues or 5 MM
agreed conditions (i.e. consignment based materials) with reference but not limited to the following: Fully Compliant S
a. Purchase order. 5 Fully Compliant S MM

b. Delivery note 5 Fully Compliant S MM
c. Goods receipt note. 5 Fully Compliant S MM
24. The system automatically records adjustment of inventory stock levels by returned quantity and amount and 5 MM
post transaction to respective account ( i.e. supplier account) Fully Compliant S
INV07 RETURNING ITEMS - RETURN ORDERS (PROJECT / SITE)

25. Ability to return order of material from project site to east coast central warehouse due to various reasons such 5 Fully Compliant S MM
as Transfer
a. extra quantities of materials
order (Material , transfer
Transfer Memo)of materials to other project, project equipment's, etc. with reference 5 MM
Fully Compliant S
b. Direct return to warehouse (Returning/Balance items ) 5 Fully Compliant S MM
c. Goods issue note (transfer material voucher) 5 Fully Compliant S MM
26. The system automatically records adjustment of inventory stock levels by returned quantity and amount and 5 MM
post transaction to respective account ( i.e. project code ) Fully Compliant S
INV08 MATERIAL TRANSPORT / TRANSFERS

27. The system should provides the feature of transfer / transport of materials from but not limited to the following: 5
a. From Warehouse to warehouse ( different location and storages) 5 Fully Compliant S MM

b From Warehouse to project site 5 Fully Compliant S MM
c. From Project site to warehouse 5 Fully Compliant S MM
d. From Project site to project site 5 Fully Compliant S MM
28. The system automatically records adjustment of inventory stock levels by transferred quantity and amount and 5 MM
post transaction to respective account ( i.e. project code ) Fully Compliant S
INV09 MATERIAL VALUATION AND END YEAR CLOSING

28. Ability to manage the inventory valuation and year end closing according to east coast group policy and 3 MM
procedure, this includes Fully Compliant S
a. Setting overhead structure. 3

b. Valuation variants 3 Fully Compliant S MM
c. Stock valuation or devaluation on the basis of movement rate. 3 Fully Compliant S MM
29. System provides inventory valuation and year end closing according that include but not limited to the following 3
details
a. Stock value based on period comparison analysis 3 Fully Compliant S MM
b. Special stock valuation of project materials ( separate project WIP accounts) 3 Fully Compliant S MM
c. Manual stock value adjustment 3 Fully Compliant S MM
INV10 WAREHOUSE AND PROJECT/SITE PHYSICAL COUNT AND ADJUSTMENTS

The system provides a feature of physical count and reconciliation with necessary adjustment options to 4 MM
30. reconcile actual materials available in warehouse / project site with system records, this includes but not limited Fully Compliant S
to the following functions
a. Predefined Physical Count cycles 4 Fully Compliant S MM
b. Generating count list (material codes and details) associated to count cycle. 4 Fully Compliant S MM
c. Blocking / freezing material movements before and while count take place. 4 Fully Compliant S MM
d. Executing count and entering the count result in the system 4 Fully Compliant S MM
e. Listing count differences 4 Fully Compliant S MM
f. Posting count differences / adjustments 4 Fully Compliant S MM
The system supports feature of inventory freezing during the count cycle to ensure accurate reconciliation 4 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
The system provides the ability to perform ABC analysis for stock items based upon annual usage value to 4
34. determine:
a. Inventory holding levels / re-order parameters 4 Fully Compliant S MM

b. Cycle count frequency 4 Partially Compliant W MM
c. Focus for parts rationalization 4
d. Focus for strategic sourcing 4
The system initiates workflow approval to accept any discrepancies or adjustments according to east coast 4 MM
35. delegation of authority (DOA) levels. Partially Compliant W
The system updates the relevant general ledger accounts and generates a unique number to each adjustment 4
36. voucher
INV11 CONSIGNMENT STOCK

The system provides a feature of consignment stock that enables either entity within east coast group or 3
37. subcontractor to consume materials from the warehouse with reference but not limited to the following:
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
INV12 SERIAL NUMBER MANAGEMENT & LOT PROCESSING (Optional)

The system supports serial numbers management in order to track each individual material during goods 3 MM
38. movement. This includes but not limited to the following Fully Compliant S
a. Definition of serial number profile and serializing procedures 3

b. Equipment categories for serialization 3
c. Settings for physical inventory 3
INV13 WAREHOUSE / STORE NETWORK

39. The system supports the warehouse hierarchies (i.e. main, region, site, etc.) 4 Fully Compliant S MM
40. The system supports the warehouse networks (item type, location, etc.) 4 Fully Compliant S MM
INV15 MATERIAL RESERVATION

The system provides material reservation feature to reserve material for but not limited to the following 5 MM
a. Project 5 Fully Compliant S MM

b. Stock transfer 5 Fully Compliant S MM
c. Job order 5
d. automatic requirement planning 5 Fully Compliant S MM
42. The system provides the ability to maintain the following details: 5
a. What? (which material?) 5 Fully Compliant S MM
b. How much? (in which quantity?) 5 Fully Compliant S MM
c. When? (for which requirement date?) 5 Fully Compliant S MM
d. From where? (from which plant or warehouse?) 5 Fully Compliant S MM
e. To where? (to which recipient?) 5 Fully Compliant S MM
The system prevents movement of reserved material ( based on predefined reservation start and end date) 5
43.
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
IV. AUDIT TRAIL
V. INTEGRATION
HUMAN RESOURCES
Back To INDEX

I. KEY MASTER DATA
HRM01 ORGANIZATION STRUCTURE
The system supports the East Coast group HR Organization structure .This includes but not limited to the
elements
2. The system should provide localized package aligned to UAE HR law and regulation 5 Fully Compliant S Orgnizational Management
3. The system should manage employee transfers between locations and/or within Group 5 Fully Compliant S Personnel Adminstrations
4. The system should be flexibility organization structure to cover more entities in future 5 Fully Compliant S Personnel Adminstrations
The system should provide function to manage organization restructuring including mass position changes and
5. 5 Fully Compliant S Orgnizational Management
salary changes
The system should support the definition of Job Description of the employee based on Particular Designation,
6. 5 Fully Compliant S Orgnizational Management
position , Grade or level
HRM02 JOBS/POSITIONS
7. The system should map east coast existing position with the organization structure and units 5 Fully Compliant S Orgnizational Management
8. The system should provide organizational position data details as follows: 5 Fully Compliant S Orgnizational Management
a) Position code 5 Fully Compliant S Orgnizational Management
b) job/position description 5 Fully Compliant S Orgnizational Management
c) Position Status active , inactive, hiring, blocked (not planned for the year) 5 Fully Compliant S Orgnizational Management
d) Position location association with organization entity 5 Fully Compliant S Orgnizational Management
i) Position approved/ not approved. 5 Partially Compliant C1 Orgnizational Management workflow is available through castumizations
j) Date of approval 5 Fully Compliant S Orgnizational Management
9. The system should provide statistics/analysis on the following data: 5 Fully Compliant S
a) Number of jobs/positions 5 Fully Compliant S Orgnizational Management this can be does through add hoc reporting
b) jobs/ positions by location 5 Fully Compliant S Orgnizational Management this can be does through add hoc reporting
d) number of vacant positions by organization unit 5 Fully Compliant S Orgnizational Management
HRM03 ADMINISTRATION MAINTENANCE AND DATA REQUIREMENTS
10. The system should maintain employee details as minimum in the master file 4 Fully Compliant S Personnel Adminstrations
a) Employee Number (English/Arabic) 4 Fully Compliant S Personnel Adminstrations
b) Employee Full Name (English/Arabic) 4 Fully Compliant S Personnel Adminstrations
c) Employee Photo 4 Fully Compliant S Personnel Adminstrations
d) Date of birth 4 Fully Compliant S Personnel Adminstrations
e) Original nationality (English/Arabic) 4 Fully Compliant S Personnel Adminstrations
f) Blood Type 4 Fully Compliant S Personnel Adminstrations
g) Gender (English/Arabic) 4 Fully Compliant S Personnel Adminstrations
h) Marital Status (English/Arabic) 4 Fully Compliant S Personnel Adminstrations
i) Religion (English/Arabic) 4 Fully Compliant S Personnel Adminstrations
j) Employment date 4 Fully Compliant S Personnel Adminstrations
k) Employee contact details 4 Fully Compliant S Personnel Adminstrations
l) Employee address details, such as phone number(s), P.O.Box, City…etc. 4 Fully Compliant S Personnel Adminstrations
m) Employee legal details (passport, residence visa, car registration, etc.). 4 Fully Compliant S Personnel Adminstrations
n) Employee independent details ( children's , spouse , etc.) 4 Fully Compliant S Personnel Adminstrations
HRM04 EMPLOYEE VISA AND MEDICAL INSURANCE MANAGEMENT
11. The system should support employee visa processing details 4 Fully Compliant S Personnel Adminstrations
a) Employee visa application 4 Fully Compliant S Personnel Adminstrations
b) Employee work permit approval 4 Fully Compliant S Personnel Adminstrations
c) Employee entry visa details 4 Fully Compliant S Personnel Adminstrations
d) Employee Visa amendment ( inside country visa transfer) 4 Fully Compliant S Personnel Adminstrations
e) Employee medical test results 4 Fully Compliant S Personnel Adminstrations
f) Employee labour card 4 Fully Compliant S Personnel Adminstrations
12. The system should support employee medical insurance processing details 4 Fully Compliant S Personnel Adminstrations
a) Employee medical insurance entitlement based on grade position 5 Fully Compliant S Personnel Adminstrations
b) Employee medical insurance policy / card number 5 Fully Compliant S Personnel Adminstrations
c) Employee medical insurance start and end date 5 Fully Compliant S Personnel Adminstrations
d) Employee dependent medical insurance (i.e. suppose , children ) based on grade 5 Fully Compliant S Personnel Adminstrations
HR02 RECRUITMENT MANAGEMENT - FUNCTIONAL REQUIREMENTS
13. The system support the complete Recruitment cycle that includes but not limited to the following: 3 Fully Compliant S e-recruiting
a) Candidate screening 3 Fully Compliant S e-recruiting
b) Candidate Interview and evaluation templates 3 Fully Compliant S e-recruiting
c) Candidate Offer letter 3 Fully Compliant S e-recruiting
d) PR and immigration activities ( i.e. security clearance, visa processing, etc. ) 3 Fully Compliant S e-recruiting
e) Employee contact template 3 Partially Compliant C1 e-recruiting contract creation applecation to print the contract det
f) Employee master record creation. 3 Fully Compliant S e-recruiting
The system supports workflow approval for recruited employees aligned with east coast delegation of authority
14. 3 Fully Compliant S e-recruiting
levels.
15. The system records employee details along with supporting document in employee master file. 3 Fully Compliant S e-recruiting
The system should provide monitor recruitment process at each stage along with the status ( interview, visa
16. 3 Partially Compliant C2 Personnel Adminstrations Visa processing differ from case to case and it does no
processing ,etc.)
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
HR03 LEAVE Management

The system should support east coast group leave management policy and procedure and align with the united
20. 5 Fully Compliant S Time Management
Arab emirates labour law 2006.
They system supports leave management function to record employee leave of absence that includes the
following types:
a) Paid leave (e.g. medical leave and annual leave) 5 Fully Compliant S Time Management
b) Unpaid leave (e.g. emergency leave) 5 Fully Compliant S Time Management
The system automatically performs verification of leave request against leave entitlement, and prevents
processing of paid leave if entitlement has exceeded.
The system supports workflow for approving / rejecting leave request based on organizational predefined
hierarchy and reporting lines aligned to delegation of authority levels
The system should support leave carry forward with fixed percentage of unutilized leave within a fiscal year
based on the east coast human resource policy and procedure
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
leave based on east coast group policy and procedure
HR04 PERFORMANCE AND APPRAISAL MANAGEMENT (Optional to bid)

The system should support employee performance appraisal process that includes but not limited to the
27. 1 Fully Compliant S Performance Management
following
a) Annual appraisal 1 Fully Compliant S Performance Management
b) Probation Period Reviews 1 Fully Compliant S Performance Management
c) Contract Renewal 1 Fully Compliant S Performance Management
d) Setting Objectives/KPIs 1 Fully Compliant S Performance Management
28. The system support the following appraisal details : 1 Fully Compliant S Performance Management
The system should support structured appraisal process based on predefined cycle with appropriate level of
approval aligned to east coast delegation of authority levels.
The system should support comparison analysis of individual’s current and historical appraisal records and
performance
HR05 RETIREMENT PROCESSES
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
a) Employee resignation 5 Fully Compliant S Personnel Adminstrations

b) Employee retirement 5 Fully Compliant S Personnel Adminstrations
c) Employee termination 5 Fully Compliant S Personnel Adminstrations
The system supports the calculation of employee end of service benefits aligned to east coast human resource
5 Fully Compliant S Personnel Adminstrations
policy and applicable laws
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
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
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
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
V. INTEGRATION Fully Compliant S

1. General Ledger (including Budget) 5 Fully Compliant S
2. Accounts Payable 5 Fully Compliant S
4. Projects 5 Fully Compliant S
5. Contracts 5 Fully Compliant S
6. Purchasing 5 Fully Compliant S
PAYROLL
Back To INDEX

I. KEY MASTER DATA
GENERAL SETUP REQUIREMENTS
1. The system should maintain east coast payroll structure that includes 5 Fully Compliant S Payroll
a) Employee payroll regions 5 Fully Compliant S Payroll
b) Employee payroll cycle 5 Fully Compliant S Payroll
d) Employee pay scale ( aligned with employee position / grade ) 5 Fully Compliant S Payroll
c) Employee groups 5 Fully Compliant S Payroll
2. The system should support employee payroll elements that includes but not limited to the following 5 Fully Compliant S Payroll
a) Net Pay Detail 5 Fully Compliant S Payroll
b) Benefits details ( recurring / one off) 5 Fully Compliant S Payroll
c) Deductions Detail 5 Fully Compliant S Payroll
d) Guarantee Pay Detail 5 Fully Compliant S Payroll
e) bank details 5 Fully Compliant S Payroll
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
procedure
The system should maintain complete allowance data for employee aligned with east coast HR policy and
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
start and end date and (or) period.
PAYROLL CUTOFF DATE

The system support flexible payroll Cut-off dates aligned to east cost human resource policy and procedure
that includes the following options
a) If number of days are 31 days, Payroll Cut-off date is 21 of that month. 5 Fully Compliant S Payroll
b) If number of days are 30 days, Payroll Cut-off date is 20 of that month. 5 Fully Compliant S Payroll
HR07 OVER TIME CALCULATION

The system should support overtime calculation with reference to approved employee time attendance data
according to east coast overtime policy as follows
a) (Basic Salary / Total number of days) / 8 Hours) * Total number of overtime hours). 5 Fully Compliant S Payroll
14. The system should consider overtime for but not limited to the following scenarios 5 Fully Compliant S Payroll
a) Normal ( overtime during the working days) 5 Fully Compliant S Payroll
b) Special ( overtime based on special needs) 5 Fully Compliant S Payroll
c) Holiday ( overtime during non-working days) 5 Fully Compliant S Payroll
14. The system should support overtime restrictions that includes but not limited to 5 Fully Compliant S Payroll
a) Predefined group of employees (i.e. labour) 5 Fully Compliant S Payroll
b) Maximum number of overtime hours 5 Fully Compliant S Payroll
The system triggers workflow approval aligned to east coast structure and delegation of authority levels to
15. 5 Partially Compliant C1 Employee selfservice workflow to be bilt for approval of overtimes.
either approve or reject employee overtime recording.
HR08 PAYROLL CALCULATION AND PROCESSING

The system should payroll calculation program to calculate employee salaries considering but not limited to
the following elements
a. Employee Basic salary; 5 Fully Compliant S Payroll
b. Employee Allowances ; 5 Fully Compliant S Payroll
c. Employee Deductions ( advance payments, leave of absence, etc.) ; 5 Fully Compliant S Payroll
d. Employee bonus / overtime; and or 5 Fully Compliant S Payroll
e. Employee travel allowance 5 Fully Compliant S Payroll
The system should supports simulation of payroll calculation for review , rectification , and approval prior to
processing.
The supports payroll processing function to run payroll based on predefined cycles and (or) off-cycle ( interim
run)
The system post payroll result into relevant general ledger accounts, reconciles with bank account, and
generate payroll report.
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
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
Real Estate Management
Back To INDEX

I. KEY MASTER DATA
RE01 PROPERTY MANAGEMENT
1. The system should provide the ability to manage properties details owned by east coast group /subsidiaries / FICO/RefX STANDARAD
stakeholders including but not limited to the following 5 Fully Compliant S
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

RE02 PROPERTY RENTAL & CONTRACT - LEASING CONTRACT
1. The system should support real estate rental process including but not limited to the following: 4 Fully Compliant S FICO/RefX
a. generation of rental contract with standard terms and conditions 4 Fully Compliant S FICO/RefX STANDARAD
b. tenant details (i.e. Name, Nationality, Passport Number, Visa Number, etc.) 4 Fully Compliant S FICO/RefX STANDARAD
c. payment details (i.e. security deposit, commission, payment cheque, etc.) 4 Fully Compliant S FICO/RefX STANDARAD
2. The system should support workflow approval for tenancy contract aligned to east coast delegation of authority FICO/RefX DEVELOPMENT
levels. 4 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
RE03 PROPERTY RENTAL & PAYMENT

4. The system should manage rent payment based instalments / cycles defined in the contract that includes the FICO/RefX
following 5 Fully Compliant S
a. Generation of payment reminders for tenants 5 Fully Compliant S FICO/RefX STANDARAD

b. Reconciliation of tenant payment into relevant account receivables 5 Fully Compliant S FICO/RefX STANDARAD
5. The system should provide simulation and forecasting on rental cash flow based on collective contracts per FICO/RefX STANDARAD
region / building / group of apartments 5 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
RE04 PROPERTY RENTAL RENEWAL / TERMINTATION

9. The system should manage contract renewal / termination that includes but not limited to the following FICO/RefX
functions 5 Fully Compliant S
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
RE05 MAINTENANCE SERVICE REQUEST

11. The system should record tenant maintenance request / complains that includes but not limited to the following FICO/RefX
details 3 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
RE06 PROPERTY INSPECTION

13. The system should manage property Inspection with reference to tenant maintenance request number that FICO/RefX
includes but not limited to the following 3 Fully Compliant S
a. Generation of inspection list 3 Fully Compliant S FICO/RefX STANDARAD

b. Recording of inspection result (i.e. Repair , Replacement, etc.) 3 Fully Compliant S FICO/RefX STANDARAD
14. Based on inspection results, the system should generate work list that contains the required materials and FICO/RefX STANDARAD
services to fulfil the maintenance requirements 3 Fully Compliant S
RE07 MAITENANCE SERVICE ORDER

15. The system should support maintenance service order with reference to either inspection work list or service FICO/RefX
request, the following options are available for 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
RE08 MAINTENANCE COST SETTLEMENT AND CLOSURE

17. The system should automatically determine and allocate maintenance cost to respective accounts that includes FICO/RefX
but not limited to the following 5 Fully Compliant S
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
III. FORMS AND REPORTS

1. Property details 5 Fully Compliant S Analytics STANDARAD(REISRO)
Property status Analytics STANDARAD(REISROOC)USING
2. 5 Fully Compliant S OCCUPANCY OF RENTAL OJECTS
3. Percentage of property rented 5 Fully Compliant S Analytics DEVELOPMENT
Property maintenance cost Analytics STANDARAD(RESCGC)USING COST
OVERVIEW
5. Rent cash flow forecasting and simulation 5 Fully Compliant S Analytics STANDARAD
6. Rent income per ownership 5 Fully Compliant S Analytics STANDARAD
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
9. Rent deposits 5 Fully Compliant S Analytics STANDARD
10. Rent complains 5 Fully Compliant S Analytics NEED TO DISCUSS
11. Tenant 360 view 5 Fully Compliant S Analytics STANDARAD
IV. AUDIT TRAILS

1. Tracks and logs all changes to master files (i.e. rooms, locations, systems, subsystems, etc..) 5 Fully Compliant S NEED TO DISCUSS
2. Tracks and logs all activities 5 Fully Compliant S NEED TO DISCUSS
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
Al Fahad Workshop
Back To INDEX

I. KEY MASTER DATA
WSM01 Equipment
The system should provide the ability to manage equipment details including but not limited to the following 4
1
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
a. Type of vehicle 4 Fully Compliant S Plant Maintenance / Assets

b. Make of vehicles 4 Fully Compliant S Plant Maintenance / Assets
c. Model / Year 4 Fully Compliant S Plant Maintenance / Assets
b. Serial Number 4 Fully Compliant S Plant Maintenance / Assets
c. Chassis Number 4 Fully Compliant S Plant Maintenance / Assets
d. Plate 4 Fully Compliant S Plant Maintenance / Assets
e. Custodian of vehicles 4 Fully Compliant S Plant Maintenance / Assets Owner
f. Warranty Period (by Mileage (KM) and duration along with Effective date 4 Fully Compliant S Plant Maintenance / Assets
g. Supplier Name 4 Fully Compliant S Plant Maintenance / Assets
h. Address ( street, PO Box , City Country etc.) 4 Fully Compliant S Plant Maintenance / Assets
i. Phone Number 4 Fully Compliant S Plant Maintenance / Assets
j. Fax Number 4 Fully Compliant S Plant Maintenance / Assets
k. E-mail 4 Fully Compliant S Plant Maintenance / Assets
l. Mark of Engine Assembly (Minimum 20 Alphanumeric length) 4 Partially Compliant S Plant Maintenance / Assets Via Classification
m. Type of engine (Minimum 20 Alphanumeric length) 4 Partially Compliant S Plant Maintenance / Assets 10 Characters
n. Serial Number of engine (Minimum 20 Alphanumeric length) 4 Fully Compliant S Plant Maintenance / Assets
3 The system should provide the ability to attach additional information to a master equipment: 4 Fully Compliant S Plant Maintenance / Assets
a. Description of the attached equipment (Minimum 20 Alphanumeric length) 4 Fully Compliant S Plant Maintenance / Assets
b. Mark of the attached equipment (Minimum 20 Alphanumeric length) 4 Fully Compliant S Plant Maintenance / Assets
c. Type of the attached equipment (Minimum 15 Alphanumeric length) 4 Fully Compliant S Plant Maintenance / Assets
d. Serial Number of the attached equipment (Minimum 20 Alphanumeric length) 4 Fully Compliant S Plant Maintenance / Assets
e. Supplier Name of the attached equipment (Minimum 20 Alphanumeric length) 4 Fully Compliant S Plant Maintenance / Assets
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
WSM03 Parts & Parts Relationships of an Equipment

6. The system should support creation of material group spare parts 4 Fully Compliant S Plant Maintenance
The system should support creation of spare parts that includes but not limited to the following details: 4
7.
a. Spare part code 4 Fully Compliant S Plant Maintenance

b. Spare part group 4 Fully Compliant S Plant Maintenance
c. Spare part description 4 Fully Compliant S Plant Maintenance
d. Spare part serial number 4 Fully Compliant S Plant Maintenance
The system should support spare part hierarchy ( multi level bill of material) that includes but not limited to the 3
8. following
a. spare part hierarchy group 3 Fully Compliant S Plant Maintenance

b. spare part sub component 3 Fully Compliant S Plant Maintenance
c. Assembly component / material 3 Fully Compliant S Plant Maintenance
WSM04 Repair and Maintenance works

The system should support different types of maintenance work groups that include but not limited to following 4
9. types
a. Mechanical Works 4 Fully Compliant S Plant Maintenance

b. Electrical Works 4 Fully Compliant S Plant Maintenance
c. Denting Works 4 Fully Compliant S Plant Maintenance
d. Painting Works 4 Fully Compliant S Plant Maintenance
e. Tubes and Tyre Works 4 Fully Compliant S Plant Maintenance
f. Oil & Lubricants Works 4 Fully Compliant S Plant Maintenance
g. Welding & Fabrication Works 4 Fully Compliant S Plant Maintenance
h. Washing & Services 4 Fully Compliant S Plant Maintenance
i. Spare part replacement 4 Fully Compliant S Plant Maintenance
j. Other Works 4 Fully Compliant S Plant Maintenance
WSM05 Preventive Maintenance Intervals & Rules

The system should support preventive maintenance intervals and rules the includes but not limited to the 4
10. following
a. Cycles 4 Fully Compliant S

b. Kilometres 4 Fully Compliant S Plant Maintenance
c. Days (calendar) 4 Fully Compliant S Plant Maintenance
d. Months (Monthly, Quarterly, semi-annually) 4 Fully Compliant S Plant Maintenance
e. Years (Yearly, Bi-annually, etc.) 4 Fully Compliant S Plant Maintenance
The system should support maintenance group responsible to maintain the asset (Electrical, Mechanical, 4 Plant Maintenance
11. Denting etc.) Fully Compliant S
12. The system should estimated manpower and man hours to perform inspection and maintenance 4 Fully Compliant S Plant Maintenance
WSM06 Job Order - General

12. The system should assign a unique number to a Job order (minimum 13 alphanumeric) 4 Partially Compliant S Plant Maintenance 12 Characters
13. The system should track Job order by the service type / equipment / asset number 4 Fully Compliant S Plant Maintenance
4
WSM07 Data Elements / Classification
14. The system should support / designate multiple job order types (user-defined): 4 Plant Maintenance
a. Periodic Preventive 4 Fully Compliant S Plant Maintenance
b. Predictive 4 Fully Compliant S Plant Maintenance
c. Inspection 4 Fully Compliant S Plant Maintenance
d. Testing 4 Fully Compliant S Plant Maintenance
e. Breakdown / Corrective 4 Fully Compliant S Plant Maintenance
f. Modification 4 Fully Compliant S Plant Maintenance
g. Major Overhaul 4 Fully Compliant S Plant Maintenance
h. Extraordinary Maintenance 4 Fully Compliant S Plant Maintenance
i. Design Upgrades 4 Fully Compliant S Plant Maintenance
j. Others 4 Fully Compliant S Plant Maintenance
15. The system should support multiple work order status (user defined): 4
a. Request 4 Fully Compliant S Plant Maintenance
b. Prepared / planned 4 Fully Compliant S Plant Maintenance
c. Waiting for material 4 Fully Compliant S Plant Maintenance
d. Ready for release 4 Fully Compliant S Plant Maintenance
e. Released / open (equipment down) 4 Fully Compliant S Plant Maintenance
f. Released / open (equipment running) 4 Fully Compliant S Plant Maintenance
g. Closed 4 Fully Compliant S Plant Maintenance
h. Costed (posted to finance) 4 Fully Compliant S Plant Maintenance
16. The system should support multiple work task status (user defined): 4
a. Planning 4 Fully Compliant S Plant Maintenance
b. Waiting for material 4 Fully Compliant S Plant Maintenance
c. In progress 4 Fully Compliant S Plant Maintenance
d. Waiting on another task to be completed 4 Fully Compliant S Plant Maintenance
e. Closed 4 Fully Compliant S Plant Maintenance
The system should include key data related to job orders (information included may vary between the different 4
17. types of job orders). The following are examples of some data elements:
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

WS01 MAINTENANCE/ REPAIR REQUEST - (SALES INQUIRY)
The system should register vehicle / machinery maintenance request that include but not limited to the 3
1. following details
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
WS02 MAINTENANCE/ REPAIR QUOTATION - (SALES QUOTATION)

The system should provide support the creation of transport quotation with reference to maintenance request 3
3. (sale inquiry) includes but not limited to the following:
a. Material / spare part cost 3 Fully Compliant S Plant Maintenance

b. Labour / service cost 3 Fully Compliant S Plant Maintenance
c. Equipment / machinery cost 3 Fully Compliant S Plant Maintenance
The system should integrate with other modules to retrieve cost of both spare parts / materials and employee 3 Plant Maintenance
4. rate cards to accurately estimate maintenance price with predefined pricing procedures ( mark up for internal Fully Compliant S
vs external customer).
WS03 MAINTENANCE/ REPAIR ORDER - (JOB CARD)

The system should support the creation of Maintenance/ Repair order with or without reference to 5
5. maintenance/ repair request or quotation that includes but not limited to the following
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. View on screen 5 Fully Compliant S Plant Maintenance

b. Print hardcopies 5 Fully Compliant S Plant Maintenance
c. Distribute / forward electronic copy 5 Fully Compliant S Plant Maintenance
d. Generate faxes from the system 5
WS04 MAINTENANCE/ REPAIR EXECUTION AND COST ALLOCATION

The system should support maintenance/ repair execution and confirmation activities with reference to 5 Plant Maintenance
8. maintenance/ repair order that includes but not limited to the following
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. Critical (1) 5 Fully Compliant S Plant Maintenance

b. High (2) 5 Fully Compliant S Plant Maintenance
c. Medium (3) 5 Fully Compliant S Plant Maintenance
d. Low (4) 5 Fully Compliant S Plant Maintenance
11. The system should support the following activities: 5 Plant Maintenance
a. Confirmation required against available resources 5 Fully Compliant S Plant Maintenance
b. Updates of resources availability to prevent conflicts 5 Fully Compliant S Plant Maintenance
c. Estimated spare parts 5 Fully Compliant S Plant Maintenance
d. Reservation of spare parts 5 Fully Compliant S Plant Maintenance
e. Reservation of equipment or equipment type 5 Fully Compliant S Plant Maintenance
12. The system should track the following personnel information: 5 Fully Compliant S Plant Maintenance
a. Vacation schedules 5 Fully Compliant S Plant Maintenance
b. Regular hours worked on a job order 5 Fully Compliant S Plant Maintenance
c. Overtime hours worked on a job order 5 Fully Compliant S Plant Maintenance
f. Employees id number 5 Fully Compliant S Plant Maintenance
g. Employees name (last, first) 5 Fully Compliant S Plant Maintenance
h. Employees resource 5 Fully Compliant S Plant Maintenance
i. Employees shift per day 5 Fully Compliant S Plant Maintenance
k. Employee pay rates 5 Fully Compliant S Plant Maintenance
The system should capture the actual cost after the job complition that includes but not limited to the following 5 Plant Maintenance
a. Cost of the spare part 5 Fully Compliant S Plant Maintenance

b. Costs labour per hour 5 Fully Compliant S Plant Maintenance
c. Equipment / machinery cost 5 Fully Compliant S Plant Maintenance
WS05 MAINTENANCE/ REPAIR BILLING

The system should support Maintenance/ Repair billing with reference to Maintenance/ Repair order , this 5 Plant Maintenance
14. includes but not limited to the following types
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
a. Internal customer payment ( intercompany reconciliation ) 5 Fully Compliant S Plant Maintenance

b. External customer payment ( cheque , cash settlement ) 5 Fully Compliant S Plant Maintenance
The system should automatically updates the customer account with the payment ( accounts receivable) or 5 Plant Maintenance
18. reconciles the relevant payment with east coast accounts 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
10. The system should provide the ability to support the following types of reports: 4 Plant Maintenance
IV. AUDIT TRAILS
V. INTEGRATION
Transport & Contracting Company
Back To INDEX

I. KEY MASTER DATA
TRNSM1 Vehicle Details
1. The system should manage vehicle master records that includes but not limited to the following 4
a. Vehicle internal Identification number 4 Fully Compliant S TM/LE
b. Vehicle plate number 4 Fully Compliant S TM/LE
c. Vehicle Registration 4 Fully Compliant S TM/LE
d. Vehicle Chassis 4 Fully Compliant S TM/LE
e. Vehicle Make 4 Fully Compliant S TM/LE
f. Vehicle Model 4 Fully Compliant S TM/LE
g. Vehicle Weight Gross 4 Fully Compliant S TM/LE
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
TRNSM3 Sites / Location / Destination

3. The system should manage Sites / Location details including but not limited to the following 4
a. Location Code 4 Fully Compliant C1 TM/LE
b. Location description 4 Fully Compliant C1 TM/LE
TRNSM4 Standard internal billing rates by:

4. The system should support billing rates based but not limited to the following 4
a. Transport Quantity / Weight 4 Fully Compliant C1 TM/LE
b. Transport destination ( kilometres) 4 Fully Compliant C1 TM/LE
c. Vehicle Type 4 Fully Compliant C1 TM/LE
d. Vehicle Capacity 4 Fully Compliant C1 TM/LE
e. Any combination of the above 4 Fully Compliant C1 TM/LE

TRNS01 SALES INQUIRY- (TRANSPORT REQUEST)
1. The system should support registration of customer transport request (sale inquiry) that includes but not limited 1
to the following
a. Transport category (i.e. domestic, cross emirates) 1 Fully Compliant C1 TM/LE/SD
b. Transport items (building materials, raw material, etc.) 1 Fully Compliant C1 TM/LE
c. Transport Pickup location and drop off location 1 Fully Compliant C1 TM/LE
d. Transport Customer details 1 Fully Compliant C1 TM/LE
2. The system should generate internal electronic document that can be converted into either transport quotation 1 TM/LE
or transport order. Partially Compliant C2
TRNS02 SALES / SERVICE QUOTATION (TRANSPORT QUOTATION)

The system should support creation of transport quotation with reference to sale inquiry includes but not limited 3
3. to the following:
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
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
TRNS03 SALES ORDER - (TRANSPORT ORDER )

The system should support creation of Sale Order (Transport Order ) with or without reference to Sales 5
6. Quotation (Transport Quotation) this includes but not limited to the following
a. Transport order number (internal document) 5 Fully Compliant S TM/LE/SD

b. Transport order items (building materials, raw material, etc.) 5 Fully Compliant S TM/LE/SD
c. Transport Pickup location and drop off location and time / date 5 Fully Compliant S TM/LE/SD
d. Transport truck and driver assignment 5 Fully Compliant S TM/LE/SD
The system should trigger transport order notification based on predefined date / time/ pick up and delivery 5 TM/LE/SD
7. location to respective teams to start with transport activities. 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
TRNS04 SALES PICKING AND LOADING

The system should support creation of picking and loading notification with reference to Sale Order (Transport 3
9. Order ) that includes but not limited to the following
a. Transport order reference number 3 Fully Compliant S TM/LE/SD

c. Transport Pickup load / location/ date / time 3 Fully Compliant S TM/LE/SD
The system should generate picking list ( print out) for sign off by (picking location authorized person) upon 3 TM/LE/SD
10. successful loading of materials into the track. Fully Compliant S
TRNS05 SALES DELIVERY (TRANSPORT DELIVERY NOTE)

The system should generate Sales delivery (Transport Delivery note) with reference to Sale Order (Transport 4
11. Order ) that includes but not limited to the following
a. Transport order reference number 4 Fully Compliant S TM/LE/SD

c. Transport drop off load / location/ date / time 4 Fully Compliant S TM/LE/SD
The system should generate delivery note ( print out) for sign off by (drop off location authorized person / 4 TM/LE/SD
12. customer) upon successful unloading of materials from the track to site. Fully Compliant S
TRNS06 SALES BILLING - (TRANSPORT INVOICE)

The system should generate Sales billing (Transport invoice) with reference approved delivery note, the billing 5
13. document includes but not limited to the following
a. Transport Billing number 5 Fully Compliant S TM/LE/SD

b. Customer details 5 Fully Compliant S TM/LE/SD
c. Transport Billing amount 5 Fully Compliant S TM/LE/SD
d. Transport payment terms and conditions 5 Fully Compliant S TM/LE/SD
The system should generate customer bill ( print out , email, fax) and upon generation , the system 5 TM/LE/SD
14. automatically creates an open item against customer account in receivables 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
TRNS08 PAYMENT PROCESSING

The system should support customer payments with reference to billing reference number, this includes but not 5
16. limited to the following
a. Internal customer payment (east intercompany reconciliation) 5 Fully Compliant S SD/FI
b. External customer payment (cheque, cash settlement) 5 Fully Compliant S SD/FI
The system should automatically update customer accounts with the payment amount ( accounts receivable) 5 FI
17. or reconciles the relevant east coast accounts Fully Compliant S

1. The system should provide maintenance reports that includes but not limited to 4
a. Vehicles listing 4 Fully Compliant S PM
b. Routes listing 4 Fully Compliant S PM
c. Drivers schedule 4 Fully Compliant S PM
d. Scheduled trips / Sales orders 4 Fully Compliant S PM
e. Sales Quotations by status / site / request date 4 Fully Compliant S PM
f. Sales Quotations by status / site / date 4 Fully Compliant S PM
g. Billing reports by Customer / site and period 4 Fully Compliant S PM
2. Available Vehicle drivers at any point of time 4 Fully Compliant S PM
3. Statistical reports on drivers' time utilization 4 Fully Compliant S PM
4. Billing Reports 4 Fully Compliant S PM
5. Historical queries and reports on any of the data 4 Fully Compliant S PM
IV. AUDIT TRAIL

1. Tracks and logs all changes to master files (i.e. rates, routes, Vehicle, etc..) 4 Fully Compliant S PM
2. Tracks and logs all activities 4 Fully Compliant S PM
V. INTEGRATION
1. Human Resources (Payroll and Personnel) 4 Partially Compliant C1
2. Project 4 S
3. General Ledger 4 Fully Compliant S
Aluminium
Back To INDEX

I. KEY MASTER DATA
ALUMM1 ALUMINUM QUALIFICATION BILL OF QUANTITY
1. The system should maintain fabrication bill of material (BOM) and bill of quantities (BOQ) data 5 Fully Compliant S PP
The system should provide predefine mark-ups for bill of material or bill of quantity and fabrication PP
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/
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
a. initiated 5 Fully Compliant S

b. In progress 5 Fully Compliant S
c. delayed 5 Fully Compliant S
d. On hold 5 Fully Compliant S
e. Cancelled 5 Fully Compliant S
ALUMM2 DOCUMENTS
ALUMM3 ALMINUM JOB (SALES) CONTRACT

8. The system should establish link between job inquiry and job contract 5 Fully Compliant S SD
9. The system should link Job order and with contract billing terms and condition. 5 Fully Compliant S SD / PS
ALUMM4 FABRICATION- ACCOUNT ASSIGNMENT

10. The system should support automatic account determination for fabrication cost elements 5 Fully Compliant S SD / FI

ALUM01 ALUMINUM QUALIFICATION (SALE INQUIRY)
The system should provide the feature to register aluminium job opportunity (sale inquiry) using predefined PP
1. template depending on job nature and fabrication requirements. The opportunities are mainly generated from 4 S
the following:
a. Direct invitation 4 S
b. Public / Private Tenders (Invitation To Tender ITT) 4 S
c. Internal Job ( from east coast group) 4 S
The system should support the attachment of documents (i.e. Tender document, AutoCAD drawing, scope of
2. work, bill of quantity BOQ, etc.) in a centralized repository for review and sharing with respective teams. 4 S
ALUM02 ALUMINUM JOB QUOTATION (Sales quotation )

The system should create estimation with reference to sale inquiry the includes but not limited to the following: SD
3. 5 S
a. Material cost 5 Fully Compliant S

b. Labour / service cost 5 Fully Compliant S
c. Fabrication cost 5 Fully Compliant S
d. Overhead Cost 5 Fully Compliant S
e. Mark up and margins 5 Fully Compliant S
The system should support cost estimation model ( mathematical algorithms or parametric equations) to SD/FI
4. estimate the price of the aluminium job based on predefined pricing procedure that includes but not limited to 5 S
the following
a. Actual Material / service / Labour / Equipment cost 5 Fully Compliant S
b. Material quantity / Unit KG/ M2 / Rate Item cost 5 Fully Compliant S
c. External material prices ( based on third party quotation) 5 Fully Compliant S
d. Price Mark-up ( material , service , labour, subcontract , equipment , etc.) 5 Fully Compliant S
e. Discount % or amount ( controlled prevent below certain amount of total job price) 5 Fully Compliant S
The system should integrate with all possible ERP module ( i.e. procurement, inventory, human resource,
5. finance ) to derive accurate estimation and address customer inquires effectively with a competitive offering 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
ALUM03 ALUMINUM JOB ORDER ( Sales Order)

The system should support the creation of sales contract / order with reference to aluminium job quotation , the SD/PP
7. system supports various types of sales contracts including but not limited to the following 5
a. Lump-Sum Fixed Price Contract 5 Fully Compliant S

b. Fabrication framework agreement 5 Fully Compliant S
The system should trigger workflow approval upon creation of sales contract creation aligned to east coast
8. DOA. And contract cannot be printed or communicated until required approval(s) are obtained, any change on 5 Fully Compliant C1
sales contract will trigger the same.
The system should provide the ability to modify or amend contract term/element/document based on customer Workflow
9. discussion with appropriate level of approval. 5 Fully Compliant S
The system should support variation order (VO) handling that includes but not limited to the following PP
10. 5 S
a. Change of fabrication scope ( i.e. extra m2) 5 Fully Compliant S

b. Change of fabrication material type 5 Fully Compliant S
c. Change of fabrication design 5 Fully Compliant S
ALUM05 ALUMINUM JOB EXECUTION AND COST ALLOCATION

The system provides the basic feature to manage aluminium job execution that includes but not limited to the PP
11. following: 4
a. Shaft Drawing / Design 4 Fully Compliant S

b. Bill of material / quantity 4 Fully Compliant S
c. External requisition of materials ( integration with procurement) 4 Fully Compliant S
d. Material reservation 4 Fully Compliant S
e. Equipment reservation 4 Fully Compliant S
f. Material Issue from the store to production floor 4 Fully Compliant S
g. Final product from production floor to stores 4 Fully Compliant S
The system should be fully integrated with all possible ERP module ( i.e. procurement, inventory, human PP
12. resource, finance ) for accurate cost allocation. 4 Fully Compliant 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
ALUM05 ALUMINUM JOB DELIVERY AND BILLING

The system should support Aluminium job billing upon fabrication completion, this includes but not limited to 5 SD
15.
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
ENG17 ALUMINUM SETTLEMENT AND RECONCILIATION

18. The system should support revenue recognition based on the following formula 5 Fully Compliant S SD/FI
a. Earned Revenue to Date = Percent Complete * Total Estimated Revenue 5 S
b. Total Billings on Contract –Earned Revenue to Date = “Over/Under Billings” 5 S
c. Percent Complete = Actual Costs to Date / Total Estimated Costs. 5 S
The system should perform internal settlement for orders received from east coast group (i.e. Construction / 5 FICO
19. Contracting / MEP) and against open items for external customers. Fully Compliant S
The system should record accrued revenue using time and materials, cost reimbursable, and fixed price 5 FICO
20. methods Fully Compliant S

1 Cost Variance Analysis, Turn Over Analysis, and Budget Allocation and Forecast reports 4 Fully Compliant FICO
2. Details of contracts by status 4 Fully Compliant S FICO
3. Details of contracts by due date 4 Fully Compliant S FICO
4. Details of issued invoices for each contract 4 Fully Compliant S FICO
5. Details of milestone events for each contract 4 Fully Compliant S FICO
6. Material consumption from the inventory 4 Fully Compliant S FICO
7. Stock at the production floor 4 Fully Compliant S FICO
8. Fabrication waste 4 Fully Compliant S FICO
9. Number of orders internal vs external 4 Fully Compliant S FICO
10. Profit margins per contract / customer / order type 4 Fully Compliant S FICO
11. Labour cost per job / contract / order type 4 Fully Compliant S FICO
IV. AUDIT TRAIL
V. INTEGRATION
VI. INTERFACES
1. Interface with Spreadsheet applications (e.g. Excel) 5

Appendix A - ERP Functional Requirements Final - V1

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Appendix A - ERP Functional Requirements Final - V1

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FEATURES Priority Compliance Solution Module Comments

A. East Coast Contracting 5 Fully Compliant S

ORG02 FINANCE STRUCTURE

A. East Coast central finance and accounting department 5 Fully Compliant S

ORG03 PROCUREMENT STRUCTURE

A. East Coast Central Procurement Department 5 Fully Compliant S

ORG04 INVENTORY STRUCTURE

A. East Coast Central warehouse 5 Fully Compliant S

ORG05 HUMAN RESOURCE STRUCTURE

A. East Coast Hierarchy (department / division / sections) 5 Fully Compliant S

FEATURES Priority Compliance Solution Module Comments

a. Chart of accounts structure (Code, description) 5 Fully Compliant S FICO

a. Chart of Account reference 5 Fully Compliant S FICO

GL02 GENERAL ACCOUNTING INTEGRATIONS

a. Payroll 5 Fully Compliant S FICO

a. Enter general ledger voucher 5 Fully Compliant S FICO

a. Material / Service Costs 5 Fully Compliant S FICO

III. FORMS & REPORTS

FEATURE Priority Compliance Solution Module Comments

APM02 Letter Of Credit (LC) Information

II. TRANSACTION PROCESSING

AP02 SUPPLIER INVOICE

a. purchase order 5 Fully Compliant S FICO

Invoice number (minimum 10 digits) 4 Fully Compliant S FICO

AP03 DIRECT SUPPLIER INVOICE :

a. Inventory Items 5 Fully Compliant S FICO

AP04 DUPLICATE INVOICE CONTROL

a. Invoice reference number with same amount 5 Fully Compliant S FICO

AP05 POSTING INVOICE

A. Credit supplier account 5 Fully Compliant S FICO

AP06 REVISING / VOIDING POSTED VOUCHERS

a. Reverse / Voided posted unpaid Purchase Invoice 4 Fully Compliant S FICO

AP08 RECURRING PURCHASE INVOICE

AP09 AUTOMATIC PAYMENT PROGRAM (Optional)

AP10 PAYMENT PROCESSING

AP11 PAYMENT METHODS

III. FORMS & REPORTS

III. AUDIT TRAIL

II. TRANSACTION PROCESSING

AR02 CUSTOMER INVOICE / BILL

AR04 CUSTOMER PAYMENT REMINDERS AND NOTIFICATION

AR05 CUSTOMER PAYMENT AND RECONCILIATION

a. Manual reconciliation of customer payment amount (cheque, cash, etc.)

IV. AUDIT TRAIL

2. Tracks and logs all activities

Priority Compliance Solution Module

5 Fully Compliant S FICO

5 Fully Compliant S FICO

5 Fully Compliant S FICO

5 Fully Compliant S FICO

4 Fully Compliant S FICO

3 Fully Compliant S FICO

5 Fully Compliant S FICO

5 Fully Compliant S FICO

5 Fully Compliant S FICO

4 Fully Compliant S FICO

4 Fully Compliant S FICO

4 Fully Compliant S FICO

5 Fully Compliant S FICO

4 Fully Compliant S FICO