Board of Practical Training (ER)

User Requirement Specification

For

Intranet ERP Solution

Version 1.3

Prepared by B.O.P.T
Table of Contents

Table of Contents .......................................................................................................................... ii

Revision History ............................................................................... Error! Bookmark not defined.
Abbreviation ................................................................................................................................. iii
1. Introduction ..............................................................................................................................1
1.1 Purpose ........................................................................................................................................ 2
1.2 Intended Audience and Reading Suggestions.............................................................................. 2
1.3 Project Scope ............................................................................................................................... 2
1.4 References ................................................................................................................................... 2
2. Overall Description ..................................................................................................................2
2.1 Product Perspective ..................................................................................................................... 2
2.2 Product Features .......................................................................................................................... 3
2.2.1 User and Access Creation Module .......................................................................................... 4
2.2.2 Finance Module ....................................................................................................................... 5
2.2.3 HRMS Module ...................................................................................................................... 17
2.2.4 Inventory Control Module..................................................................................................... 26
2.2.5 Pension Module ..................................................................................................................... 26
2.2.6 Provident Fund Module......................................................................................................... 27
2.2.7 Stipend Module ..................................................................................................................... 28
2.2.8 MIS Module .......................................................................................................................... 28
2.3 Data Flow .................................................................................................................................. 32
2.4 User Classes and Characteristics ............................................................................................... 33
2.5 Operating Environment ............................................................................................................. 33
2.6 User Documentation .................................................................................................................. 33
2.7 Assumptions and Dependencies ................................................................................................ 33
3. System Features .....................................................................................................................33
4. Other Nonfunctional Requirements .....................................................................................34
4.1 Performance Requirements........................................................................................................ 34
4.2 Security Requirements............................................................................................................... 34
5. Crisis and Risk Management ................................................................................................34
6. Training ..................................................................................................................................34
7. Code of Accounts Heads ........................................................................................................35
8. User Flow / Work Flow..........................................................................................................35
9. Discretion of the Board ..........................................................................................................35
Abbreviation
Short Form Full Form
ER Eastern Region
AICTE All India Council for Technical Education
BOPT Board of Practical Training
ERP Enterprise Resource Planning
HRMS Human Resource Management System
LTC Leave Travel Concession
MIS Management Information system
HRD Human Resources Development
PF Provident Fund
NTMIS National Technical Manpower Information System
GSLI Group Saving Linked Insurance
AMC Annual Maintenance Contract
UGC University Grants Commission
A/c Account
CCS Cash Compensatory Support
CEA Child Education Allowance
GPF General Provident Fund
NPS National Pension System
CPF Contributory Provident Fund
CL Casual Leave
EL Earned Leave
HPL Half Paid Leave
RH Regional Holiday
CCL Child Care Leave
LAN Local Area network
PAN Permanent Account Number
GST Goods and Service Tax
QCBS Quality and Cost Based Selection
AMC Annual Maintenance Charges
 1

1. Introduction

Board of Practical Training, Eastern Region, is an Autonomous organization of the Ministry

of Human Resource Development (Dep’t. of Higher Education), Government of India, and
is registered under the West Bengal Societies Registration Act, 1961. The Secretariat of
the Board of Practical Training, Eastern Region, has been functioning at its own office
Building at Salt Lake City, Kolkata – 700064 since July 1986. The Board is headed by the
Chairman, consisting of the members nominated by the Ministry of Human Resource
Development (dept. of Higher Education), Govt. of India, Confederation of Indian Industries
(ER), Public Sector undertakings in the Region, Eastern Regional Committee of AICTE,
Iron and Steel Industries in Private Sector, Port Trust/Railways, State Governments, The
Board of Engineers (India), Head of Technical Boards (both at Degree and Diploma Level)
etc. The Director is the Chief Executive of the secretariat of the Board, who also acts as
the member-secretary of the Board.

The Board of Practical Training, Eastern Region, for the 42nd year continued to perform its
responsibilities on proper implementation of the Apprentices (Amendment) Act, 1973 &
1986 in the Eastern Region comprising the States of West Bengal, Bihar, Jharkhand,
Odisha, Assam, Nagaland, Manipur, Tripura, Arunachal Pradesh, Mizoram, Meghalaya,
Sikkim and Union Territory of Andaman & Nicobar Islands. In accordance with the
Apprentices Act and Rules, the Board is empowered to assess Apprenticeship Training
facilities in respect of establishments under various sectors, notify them to engage a
stipulated number of apprentices, oversee engagement of apprentices, monitor and review
the working of the Apprenticeship Scheme (both quantitatively and qualitatively). The
responsibility of the Board also includes reimbursement of Central Governments share of
stipend at the rate of 50% on minimum prescribed rate claimed by the Training
Establishments after registration of contract of Apprenticeship. A new category of
Apprentices termed as Technician (Vocational) Apprentices was introduced by the
Government of India through further amendment of the Apprentices Act in 1986 for training
pass-outs of +2 Vocational stream students from Higher Secondary school system in some
designated subject-fields. The placement of students commenced on receipt of
Government Notification in regard to subject-fields of training (designated trades) for
Technician (Vocational) Apprentices (published in the Gazette of India: part –II, Section –
3, Sub-Section (i) dated 14.05.1988). The Board continued to implement the Act pertaining
to Apprenticeship Training of +2 Vocational pass out till 01.05.2017.

The jurisdiction of the Board covers the States of Arunachal Pradesh, Assam, Bihar,
Jharkhand, Manipur, Meghalaya, Mizoram, Nagaland, Odisha, Sikkim, Tripura, West
Bengal and Union Territory of Andaman & Nicobar Island.
 2

1.1 Purpose

BOPT ERP is described as a system which aims at integrating all the processes and the
sub processes, having financial implications, of the board in a single system. This system
is integrated in the board so that all the financial transactions and operational occurrences
are managed and organized effectively and efficiently.
It is an important application for both the employees and organization. The employees can
track the details of their own personal details that is submitted to the board and also the
compensation details that are offered by the organization.
On the other hand the organization can track all of their financial expenses and assets
throughout the year without any extra overheads.

1.2 Intended Audience and Reading Suggestions

The BOPT(ER) Intranet ERP User Requirement Specification document is intended for all
the stakeholders who are involved in the project of development of the ERP. Stakeholders
Included are functional analysis, developers, Testers and end users.

1.3 Project Scope

The BOPT(ER) Intranet ERP solution shall contain multiple modules (as mentioned in
Section 2.2), which can be accessed by at least 10 concurrent users on daily basis without
any application latency. The ERP will be independently responsible for keeping track of all
the details of every user and also the establishment in order to generate Annual Report on
behalf of the board at the end of that financial year.

1.4 References

 http://www.bopter.gov.in/

 BOPT Annual Report 2017-2018

 BOPT Annual Report 2016-2017

2. Overall Description
2.1 Product Perspective

The Intranet ERP application for BOPT(ER) is a follow on application of an existing

Intranet based ERP solution that is currently commissioned in the board. Due to up
gradation of the technology and also addition of multiple new requirements with time,
 3

BOPT (ER) requires a new standalone intranet based ERP application, to be developed
from scratch, that will be able to migrate the data from the existing system at the beginning
and maintain the archived information as well as become the sole application for any
further record keeping and report generation activity. Modification in the already developed
ERP or customization of ERP developed for any other user is not acceptable.
The product implementation can be segregated in four phases:
a. New ERP Development Phase
b. Migration of Data from Old ERP solution
c. Migration Testing (Testing to check all the migrated data is properly present in the new system)
d. Integration Testing (Testing to check all the migrated data is properly integrated with the new system)

2.2 Product Features

The development of the new ERP application will consist of the following modules which
can be later on subdivided into multiple sub modules and sub requirements:
1. User and Access Creation Module
2. Finance Module
3. HRMS Module
a. Payroll Module
b. Leave Module
c. Attendance Module
d. LTC Module
e. DAK Module ( Receipt of the letters, bills, etc. disposed by the concerned
section and trail/track of the Dak )
4. Inventory Module
5. Pension Module
6. Provident Fund Module
7. Stipend Module
8. MIS Module
The detailed functionality of each module is explained below:
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2.2.1 User and Access Creation Module

The new ERP application for BOPT(ER) will be accessible only to the members of the
board with a valid User ID and Password. The Hierarchy of users are given as follows:

Every member who is associated with the board will be having an account created into the
new system with a specific role attached to each of them.
The role details are mentioned below:
a. Super admin - This role is specifically given to the user who can change all
configuration level details in the system. By default super admin should inherit all
the features of Admin, Evaluator and Member. Director should be assigned the role.

b. Admin – This role is allocated to the users who can create any specific access to
any other user or can restrict any specific page to be displayed to any other user.
By default admin should inherit all the features of Evaluator and Member.
Administrative cum Account Officer should be assigned this role. Allocation &
activities like allocation, reallocation, revoke, restore, etc. of other ID shall lie with
the admin.
 5

c. Evaluator– The evaluator role is assigned to users who can review any transaction
that is being done on the application and can approve or reject accordingly. On
approving the transactional change will be implemented in the system and on the
other hand on rejecting the transaction will not change any details in the system and
accordingly notified to the user. By default super admin should inherit all the
features of Member.

d. Member – The member role is specifically for the user set who can view their own
details in the HRMS Module, Payroll Module and Pension module and can
accordingly change the details in the HRMS section only (which will be allowed for
edit and updating purpose by the board)

The role needs to be properly distributed as per the BOPT Nomenclature.

For eg: Members of the Account department should be given the Role Member (d) and the
role of the evaluator should be assigned to Jr. Accountant.

2.2.2 Finance Module

2.2.2.1 Operation Account Heads

BOPT(ER) operates under four type of accounts where the allocated funds are inserted
at the beginning of the financial year, as per new accounting standard of Ministry of HRD
Government of India. The type of accounts are mentioned below:
i. Establishment Account
ii. Stipend Account
iii. PF Account
iv. NTMIS Account ( Not Operational )

The details of each of the account along with the corresponding balance sheet are as
follows:
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a. Establishment Account:
Establishment Account consists of three Object Heads (OH) –
i. OH – 31
ii. OH – 35
iii. OH – 36

The types of transaction in different object headers is given below:

Object
Main Purpose Types of transactions
Headers
Pension and pensioner Benefits
Scholarships and Fellowships
Foreign/Domestic Travel
OH - 31 Grants in-Aid General
Security/ Housekeeping
Exp. On Contractual employees
Other Expenses
Building
Grants for creation of capital Equipment
OH - 35
asset Library
Furniture
Expenditure on salary of regular Faculty
Expenditure on salary of regular Non-Faculty
Medical Expenses
Leave Encashment
OH - 36 Grants in aid salary
LTC
Professional Development Allowances (PDA)
Retirement Benefit
Other Expenses

The Establishment account has multiple incoming source and also multiple expense
sinks. The individual details are mentioned below:
Income head
The following are the income heads assigned to the establishment account. The
money flows into the system through the given sources. Each of the sources can be
further subdivided into multiple sections which are discussed below.
 7

Accounts Source Schedule

DESIGNATED/ EARMARKED / ENDOWMENT FUNDS 2
CURRENT LIABILITIES & PROVISIONS 3
Grants / Subsidies 10
Establishment Income from investments 11
Interest earned 12
Other Income 13
Prior Period Income 14

Each Source of Income for the Establishment can be further classified into sub
segments. The sub segments are classified in the below mentioned tables:

DESIGNATED/ EARMARKED / ENDOWMENT FUNDS (Schedule 2)

Current Funds in Banks
Endowment Funds

CURRENT LIABILITIES & PROVISIONS (SCHEDULE 3)

Heads Subheads
Deposits from staff
Deposits from students
Sundry Creditors
Deposit-Others (including EMD, Security Deposit)
Statutory Liabilities (GPF, TDS, WC TAX, CPF, GIS, NPS)
Salaries
Receipts against sponsored projects
Receipts against sponsored fellowships & scholarships
Unutilized Grants
Liabilities Grants in advance
Other funds
Printing, GSLI, Fire, Pension, Gratuity
Liabilities for CEA 54,000.00
Liabilities for Pay & Allowances
Liabilities for Security Wages
Liabilities for Leased line charges
Liabilities for AMC for AC Machine
Liabilities for Telephone Charge
Liabilities for Administrative Charges
Provisions For Taxation
 8

Gratuity
Superannuation Pension
Accumulated Leave Encashment
Trade Warranties/Claims
Provision For Audit Fee
Provision For Security Deposit
Sponsored Projects
Others Sponsored Fellowship and Scholarships
Unutilized Grants from Gov.

Grants / Subsidies (Schedule – 10)

Source Comments
Grants/ Subsidies receipts
Interest earned Refer to Schedule 12
Other Income Refer to Schedule 13

Income from investments (Schedule – 11)

Interest
On Government Securities
Other Bonds/Debentures
Interest on Term Deposits
Income accrued but not due on Term Deposits/Interest
bearing advances to employees
Interest on Savings Bank Accounts
Others

Interest earned (Schedule – 12)

On savings Accounts with scheduled banks
On Employee Loans
Other Loans
On Debtors and Other Receivables
 9

Prior Period Income (Schedule – 14)

Academic Receipts
Income from Investments
Interest earned
Other Income

Expense head
Once the money flows into the establishment account through the above mentioned
heads, the total amount is available for the following expenditures.

Expenditure Schedule
Tangible Assets
FIXED ASSETS Intangible Assets 4
Capital Works-In-Progress
Long Term
INVESTMENTS FROM EARMARKED / ENDOWMENT FUNDS 5
Short Term
CURRENT ASSETS
INVESTMENTS – OTHERS 6 [7+8]
LOANS, ADVANCES & DEPOSITS
Depreciation 4
Staff Payments & Benefits (Establishment expenses)* 15
Academic Expenses 16
Administrative and General Expenses 17
Transportation Expenses 18
Repairs & Maintenance 19
Finance costs 20
Other Expenses 21
Prior Period Expenses 22

Each of the Expense Head can be again classified into more granular level which
are done in the schedules below.

INVESTMENTS FROM EARMARKED / ENDOWMENT FUNDS (Schedule - 5)

In Central Government Securities
In State Government Securities
Long
Other approved Securities
Shares
Debentures and Bonds
Short Term Deposits with Banks
Others (to be specified)
 10

Endowment Fund Investments

INVESTMENTS - OTHERS (Schedule - 6)

In Central Government Securities

In State Government Securities

Other approved Securities
Shares
Debentures and Bonds
Others

CURRENT ASSETS Schedule – 7

Cash Bank balances

Stock Sundry Debtors in With non-
Hand With Scheduled Scheduled Post Office-
Banks: Banks: Savings Accounts
Debts Outstanding
for a period
Stores and exceeding six In Current In term deposit
Spares months Accounts Accounts
In term deposit In Savings
Loose Tools Others Accounts Accounts
In Savings
Publications Accounts
Laboratory
chemicals,
consumables
and glassware
Building Material
Electrical
Material
Stationery
 11

Water supply
material
Grants from UGC
A/c
University
Receipts A/c
Scholarship NC
Academic Fee
Receipt A/c
Development
(Plan) A/c
Combined
Entrance Exams
(CBT) A/c
UGC Plan
Fellowship A/c
Corpus Fund A/c
(EMF)
Sponsored
Projects Fund
A/c
Sponsored
Fellowship A/c
Endowment &
Chair A/c (EMF)
UGC JRF
Fellowship A/c
(EMF)
HBA Fund A/c
(EMF)
Conveyance A/c
(EMF)
UGC Rajiv
Gandhi National
Fellowship A/c
(EMF)
Academic
Development
Fund A/c (EMF)
Deposit NC
Student Fund NC
Student Aid
Fund A/c
 12

Plan Grants for

specific schemes

LOANS, ADVANCES & DEPOSITS (Schedule - 8)

Advances
and other
Long amounts
Term recoverab Other -
Advances Advances le in cash Current Claims
to to or in kind assets Receivable
employee employee or for receivable
s: (Non- s: value to Prepaid from
interest (Interest be Expense Income UGC/sponsor
bearing) bearing) received: s Deposits Accrued: ed project
On
Investment
s from
Earmarked Debit
Telepho / balances in
Vehicle On Capital Insuranc ne Endowmen Sponsored
Salary loan Account e (NTMIS) t Funds Projects
Debit
balances in
Other On Sponsored
Home To expense Lease Investment Fellowships &
Festival loan Suppliers s Rent s-Others Scholarships
Others On Loans
Medical (Compute Advance Electricit and Grants
Advance r Loan ) to NTMIS y Advances Receivable
Others
Other (includes
(LTC AICTE, if income Other
ADVANCE applicabl due receivables
) e unrealized) from UGC

Staff Payments & Benefits (Schedule – 15)

 13

STAFF PAYMENTS & BENEFITS (ESTABLISHMENT EMPLOYEES RETIREMENT AND TERMINAL

EXPENSES) BENEFITS
Children
Salaries and Education
Wages Allowance Others
Allowances and Grant to
Bonus Honorarium Recreation Club Actual Payment during the Year
Contribution to
Provident Fund
(Employer's
CPF) Canteen Provision to be made in the Current year
Contribution to
Other Fund
(NPS) Liveries Contribution to New Pension Scheme
Staff Welfare
Expenses Health Insurance Medical Reimbursement to Retired Employees
Retirement and
Terminal
Benefit Travel to Hometown on Retirement

Retirement and
Terminal
Benefits
(Adjustment of
Previous Year) Deposit Linked Insurance Payment
LTC facility
Medical facility

Administrative and General Expenses (Schedule – 17)

Infrastructure Communication Others

Electricity and power Postage and Stationery Printing and Stationery (consumption)
Telephone, Fax and Internet
Water charges Charges Travelling and Conveyance Expenses
Insurance (Fire) Hospitality
Rent, Rates and Taxes (including
property tax) Auditors Remuneration
Professional Charges
Advertisement and Publicity
Magazines & Journals
Others
Meeting Exp
 14

Legal Expenses
Misc.Exp
Security Wages
Consultancy Charges
Exp. On Seminar/Work shop
Administrative Charges
Fire Extinguisher refilling/repair
NATS Portal (Web Hosting Charges)

Transportation Expenses (Schedule - 18)

Heads Subheads
Running expenses
Vehicles (owned Repairs &
by board) maintenance
Insurance expenses
Vehicles taken on
Rent/lease expenses
rent/lease
Vehicle (Taxi)
Hiring Expense
hiring expenses

Repairs & Maintenance (Schedule - 19)

Buildings
Furniture & Fixtures
Plant & Machinery
Office Equipment
Computers
Laboratory & Scientific equipment
Audio Visual equipment
Cleaning Material & Services
Book binding charges
Gardening
Estate Maintenance
Other
AMC FOR ERP
AMC For Web portal
Maintenance of NATS Portal

Finance costs (Schedule - 20)

 15

Bank Charges
Others

Other Expenses (Schedule - 21)

Provision for Bad and Doubtful
Debts/Advances
Irrecoverable Balances Written -
off
Grants/Subsidies to other
boards/organizations
Others

Prior Period Expenses (Schedule - 22)

Establishment expenses

Academic expenses

Administrative expenses
Transportation expenses
Repairs & Maintenance
Other expenses
Auditors Remuneration

b. Stipend Account
Stipend Account has only one object head – (OH – 34).
The Stipend account has two incoming source and also three expense sinks. The
individual details are mentioned below:
Income head

Accounts Source Schedule

Stipend Grants / Subsidies 4S
(OH – 34) Interest earned 5S

Each Source of Income for the Establishment can be further classified into sub
segments. The sub segments are classified in the below mentioned tables:
 16

Grants / Subsidies (Schedule - 4S) Interest earned (Schedule - 5S)

On savings Accounts with scheduled
Receipts during the year banks
:Interest Earned On Debtors and Other Receivables
Employees/Staff Loans
Others

Expense head

Expenditure Schedule
CURRENT ASSETS
INVESTMENTS - OTHERS 3S
LOANS, ADVANCES & DEPOSITS
Administrative and General Expenses 7S
Finance costs 8S
Other Expenses 9S

Schedule - 3S
Post Office- Savings
Stock Sundry Debtors Cash in Hand Bank balances
Accounts
Debts Outstanding
for a period
exceeding six In Current
Stores and Spares months Accounts(SBI)

In term deposit
Loose Tools Others Accounts

In Savings
Accounts
Publications (CANARA)
 17

Laboratory chemicals,
consumables and glass In term deposit
ware Accounts

In Savings
Building Material Accounts

Electrical Material

Stationery

Water supply material

Schedule - 8S Schedule - 9S
Bank charges Provision for Bad and Doubtful Debts/ Advances
Others Irrecoverable Balances Written - off
Grants/Subsidies to other boards/ organizations
Other Expenses (Expenditure on Grants to disburse as Stipend
to training establishment.)

c. NTMIS Account ( Not operational )

The NTMIS account will be mainly used for the archiving of old data after migrating
them from the previous ERP Solution. This account will not be handling any future
transaction as it was closed from year 2016.

2.2.3 HRMS Module

HRMS module is one of the key requirements for the New BOPT (ER) ERP
Application as it will handle all details of every employee working in the board and
 18

also track their all allowances from their time of joining till they remain in the
organization and also post their retirements/termination.
Any individual can be given access to the system by the Admin and by default their
role will be selected as ‘Member’. If the Admin wants, he can update the role profile
of the new user till evaluator, but not above that.
While the user is entered into the system, all their necessary details should be
inserted into the system for the purpose of record keeping and also for keeping
track of all the transactions of that individual with the board.
The Basic Details (should be taken in accordance with the standard of Government
of India) Includes:

 Full Name  Status

 Date of Birth  Nationality

 Present Address  Caste

 Permanent Address  Post Hold

 Home Town  Others as specifically

mentioned by the
 Up gradation / Promotion
Government Of India
 Age
 Nomination
 Qualification
 Family Member details
 Pan Number
 Dependent Details
 Aadhar Number

 Date of Joining

With each new user created, following accounts should also be created
simultaneously in order to keep the track of all transaction level details of the user:

 Payroll Account – The payroll account of any user will be responsible for
keeping record of all the pay slips and amount level details that is given to
any user as a part of remuneration or allowance as per the CCS revised pay
rules, based on the Attendance of the user in the system and also the leave
applications. The payment is generally done through the following heads :
 Basic : As per the CCS ( revised pay ) rules
 2

 Dearness Allowance (DA) : Keeps Changing twice a year

 House Rent Allowance(HRA) : A defined percentage of Basic
(As per the 7CPC the percentages are : 8,16,24 for X,Y,Z Category Cities as per CCS revised
pay rules and will be enhanced to 9,18,27 and thereafter 10,20,30 respectively if rate of DA
changes to 25% and 50% respectively)

 Transport Allowance ( TPTL )

 DA on TA
 LTC
 CEA
 Travelling Allowance
 Daily Allowance
 Advance
 Adjustment of Advances
 Medical Reimbursement
 Others
Apart from the payment in the above mentioned Heads, as per the
government policies, for each payroll there is also a deduction component
that is deducted from the users’ payout. Those deductions are tracked under
the following heads.
 GPF  Income Tax
 NPS  Professional
Tax
 CPF
 Others
 GSLI
The amount component is defined in each heads as per the policies of Gov.
of India.
The user should also be able to download their respective pay slips once the
payment is finalized for the specified interval.
At any point of time, details of any earnings or deductions must be retrieved
with all details.

 Leave Allowances-As mentioned earlier the HRMS Module will be a

single point of contact for all users in order to update their personal details
 22

and transactions. In order to track down the leave of any user, this module is
plays an important role.
The leaves for any user can be segregated into the following heads:

Leaves Leave Distribution

CL 8 for every year
EL 2.5 for each completed months
HPL 10 for every 6 months
RH 2 days in a year
On submission of proper
Commuted Medical documents 1 commuted medical
Leave leave will be issued by commuting 2
HPL in one leave.
Extra ordinary Leave or Leave
EOL
without pay
LND
Maternity Leave 6 Months
Paternity Leave 15 days
CCL 730 days in entire service

As on 1st Jan and 1st July EL and HPL, on 1st Jan CL and RH are credited to
the leave account of the individual, but application of the leaves is subjected
to approval from the supervisors and should be done through the HRMS
module itself in order to keep the track of the request and review process.
Once the leave is approved by the designated reviewer and then only it will
be reflected in all possible location like dashboard, payroll module
Attendance Module and also the leave counts.
In case the leave gets rejected then it should be notified to the user in the
dashboard of the HRMS module itself.

 Attendance Module- This module is the primary source of data input for
all other sections in the HRMS Module. The attendance of any user will be
reflected into the system and accordingly the payroll and leave modules will
be impacted.
In order to track the daily attendance, a time sheet should be present in the
system which will be filled by the user at the end of a fixed period with the
number of days attended, number of days any user have taken leave (post
approval)
 23

Once the timesheet is submitted, rest of the calculation of the payroll and any
other details (if any) is calculated within the system.

 LTC Allowances- Any user should be allowed to submit their LTC

Applications through the HRMS module, in case they are applicable for the
same as per the Policies of Government of India. Once the LTC Application
is submitted it should go through a review process by the user of the Admin
role before getting approval.

Flow of LTC

LTC Admin Office AAO Director

Application User Superintendent

As the LTC gets approved, this should be reflected in the dashboard of the
ERP For that particular user and also the compensation should be added in
the payroll section for the corresponding user under the LTC Allowance head
(as mentioned in the 1st Section – Payroll Module of 2.2.3). After approval of
LTC, it should be accessed by the user of the accounts department for the
release of advances.
Apart from the above Sections, individual personal details (as mentioned in Section
2.2.3) of each user should be available for viewing and editing by the corresponding users
in the HRMS module. Once any updation is done in the personal record, it should be
checked by admin user, verified by the Office Superintendent and approved by the AAO.
Only after approval the change should be reflecting in the personal details section. In case
it is not approved then the change should be rolled back from the system.
In case if any record in updated or edited by any user, it should be reviewed and verified
from the Admin before committing the final update in the system. In case the admin rejects
the change, it should be notified back to the user and the change should also be rolled
back.
The Super admin should have the access to mark any user as Terminated or Retired.
In case of Termination, the user should be marked as inactive, removing all access right in
to the application and all the details of that individual should be archived into the system.
On the other hand when any employee gets into retirement, and the same is updated in
the application by the super admin, the details of the user remain intact into the system but
the user moves from HRMS establishment to the Pension establishment (which is
described in Section 2.2.5)
 24

The Basic Header and Sub headers of HRMS includes the following:

Headers Sub-Headers Requirement

A member should be able to apply for a
VRS or should be able to resign from the
VRS/Resign Application organization using this option.
A member should be able to apply for
Promotion Pay Fixation Application fixation after Promotion to a higher grade.
A member should check the status of his /
her exit process and can also ensure a
smooth process of his/her exit from the
organization by keeping a check on this
Exit Intimation option.
A member should be able to view all his /
her personal as well as educational and
work details from the Service Book
Service Book option.
A member should be able to upload
assessment documents being assigned to
Assessment Upload him / her using this option.
A member look out for any office orders
assigned to him / her and admin roles can
also cater office orders to other members
Office Orders using this option.
A member can request a leave using this
option. During requesting, the type of
Leave Application leave must be mentioned.
A member can request to encash his leave
balance that are allowed to be encashed
Leave Encashment from this option.
A member should be able to upload the
report in case he / she is joining after a
Leave Rejoining Report long leave.
Benefits A member can request for an advance due
to any personal reasons. He / She should
be able apply for that advance from
Advance Application within the system.
A member can see the short close detail
Advance Short Close Detail of the advance that was taken previously.
A member can be able to apply for any
leave travel concessions if he / she is
LTC Application permitted to do so by the organization.
Reimbursement Application A member should be able to apply for any

Medical Reimbursement Application
Retirement Benefits
PF Joining Application
VPF Application
External Deduction Application
Bank Account Details
Arrear Pay slip
Payroll
Income Tax
Pay Slip
Loan Accounting Status
Reimbursement Accounting Status
Advance / Loan Eligibility Computation experience and pay scale.
Form - 16 Acknowledgement
HR Admin Application
Nominating Application
25
reimbursements.
A member should be able to apply for any
medical reimbursements or apply for
cashless transaction from this option.
A member should be able to apply for PF
withdrawal after his / her retirement.
A member should be able to apply for PF
after joining the organization from this
option
A member should be able to apply for
voluntary PF if he / she wishes to do so,
from this option.
A member should be able to apply for any
external deductions that need to be taken
into account during the payroll
processing.
A member should be able to change
his/her bank account details from the
application using this option.
A member should be able to generate and
view his/her arrear pay slip in case there
are any arrears for him/her during any
period.
A member should be able to view the
computed predicted income tax
deductions for the current financial year
and as well as provide declarations/proof
for income tax purpose
A member should be able to generate and
view his/her pay slip for any month since
he/she joined the organization.
A member should be able to see the
details of any loan he/she has applied for,
the status of the same, as well as the dues
and interests to be paid.
A member should be able to see the
status of his/her reimbursements that
he/she applied previously.
A member should be able to check
whether he/she is eligible for an advance
or a loan depending upon his/her
A member should be able to Download
his/her form 16 for IT Return
A member should be able to apply for
nominating a person against his policies in
the organization.
 26

A member should be able to raise a

request for a duplicate ID card in case he /
she lost the original, or can request for
ID Card Application changing any details in the same.
A member should be able to raise a
request for NOC from the organization, in
NOC Application case he/she requires one.
A member should be able to file an annual
property returns that would be required
Annual Property Returns Application by the Administrative Secretary.
A member can raise a complaint for any
General Admin
issues that happened with him/her in the
Application
Complaint Entry recent past through this option.

2.2.4 Inventory Control Module

The inventory module in the ERP will be present in order to keep a check on stock of each
and every Items that are purchased. Once any Item is purchased and the same is updated
in the system by any user, the details should be added to the list of inventory and also the
amount of the inventory should be subtracted from the available fund in the establishment
account.
In case any item goes out of stock or 90% of the stock gets finished, it should be notified to
the designated user prior to that, so that according arrangements can be made
accordingly.
The Inventory module should be linked directly with the HRMS module in order to track
each and every Item and also with the finance module in order to track the flow of money
on that inventory from the time when it was entered into the ERP system.
Provision of written off / lost / obsolete / unused / broken items must be updated in the
inventory. Also there must be a provision of physical verification of the assets.
The inventory must be updated every year with the obsolete / unused / broken / lost / etc.
asset details.

2.2.5 Pension Module

The pension module for any user is activated only when the user is marked as Retired by
the super admin. Any user on getting retired should be moved from the HRMS section and
should be added in the Pension Module directly.
 27

The Pension Module is funded through the establishment account directly and the
expenses is also tracked in the same account as per Schedule 15 (refer section 2.2.1,
Schedule 15)
As per the policies of Government of India, each retired user will have to submit a Life
Certificate in November each year in order to continue the pension. Once the user is
deceased and the death certificate is provided, the individual pension should be converted
to family pension and the process should continue for the users’ family and the track of all
the details should be maintained in the ERP.
Pension is paid to the eligible users on monthly basis.
Each employee working in this board, may be eligible for any one of the following pension
types:
i. Superannuation pension
ii. Pension other than superannuation
iii. Family Pension
iv. Enhanced family pension
v. New Pension scheme

Pension includes –
a. Basic Pay
b. Dearness Relief
c. Medical Allowance

2.2.6 Provident Fund Module

The Provident Fund module is required to keep the track of all the PF generated from
every user’s payroll deduction. As a part of deduction from the payroll, an amount is
transferred to the provident fund account. Each such amount in the PF account sums up to
total sum which is invested by the board in Banks, bonds FD etc. which will help the
money to grow by earning interest. At the end of every year interest is added to the PF
account of individual at the rate prescribed by the Govt. of India irrespective of the earning
on investment. Once any employee is retired, the interest is calculated up to the month of
retirement and payment is made as follows:
Amount Payable = Opening Balance + Subscription of the year + Interest Earned.
As per GPF rule, subscription in the PF is stopped in 3 month advance of the retirement.
 28

This money flow into this module is through the payroll module (as per the amount or
percentage specified in the HRMS module) for any individual.
A separate account is prepared for PF having balance sheet, Income and Expenditure
account, Receipt and payment accounts, connected ledger, journal, Investment ledger.

2.2.7 Stipend Module

A separate stipend account is prepared at the end of every financial year. Stipend module
is to be integrated with NATS portal, so that important data required for preparation of
stipend accounts may be captured, like – DV number, Voucher number, Name of the
establishment, etc.

2.2.8 MIS Module

The reporting module is mainly the Output Module. This section is responsible for
generation of reports at any time in order to get an instantaneous over view of the system.
The reports that will be required to generate from the system are as follows:
1. Annual Account Reports (Strictly as per the below provided formats)
a. Establishment Account
b. Stipend Account
c. Individual Detail of each of the 22 schedules
 29

d. Provident Fund Account

e. Income& Expense Account
2. Consolidated Balance Sheet
3. Deduction Report – Head wise , Month wise , individual wise, year wise
4. IT Reports – 24Q and 26Q
5. Form 16
6. Stipend Report – State wise, Establishment wise, Year wise, Month Wise
7. Manpower report for use of admin section

Each of the reports is attached below:

Establishment Account
 30

Stipend Account

Schedule Detail Examples

 31

Provident Fund

Consolidated Account
 32

2.3 Data Flow

Finance
Director
Super admin

AAO

Admin Leave
LTC

OS
HRMS Payroll
Evaluator
Accounts

Personal
Details
Administratio
n Stipend

Pension

MIS
Report
generation

Interaction Layer
between User and
Application
 33

2.4 User Classes and Characteristics

The application will be used by users of different role, as described in Section – 2.2.1. The
user roles will have different functionalities throughout the application and the application
must be robust enough to accommodate more user roles as required. The admin can
create new user and also can assign any specific roles to them between Member and
Evaluator

2.5 Operating Environment

The application should be set up in a local server machine, which will be present in the
board itself. It should be accessed via intranet to all the employees. No internet should be
required for accessing the application. Each member should have his/her own login to
access the application. The members of the board should access the application via LAN.
None of the data should be available by any means from outside the board.

2.6 User Documentation

The application must have an installation manual, as well as a user guideline document
that will narrate all the functionalities that is in the application. The documents should
elaborate every functionality that can be done in the system in a way which will be easily
understandable to any member, irrespective of his/her technical knowhow.

2.7 Assumptions and Dependencies

The application will have in no case, any dependencies with the internet, and can be
accessible from all the systems in the location where it is installed using LAN.
If needed, the application must be compatible to access from remote location through
internet to provide technical assistance.

3. System Features & Final Output

The application will be able to track all the financial transactions across a financial year, as
well as serve the purpose of a Human Resource portal for all the employees. The system
must take in account the payrolls and the pensions of all the members and should also
keep in consideration the valuations of the tangible as well as non-tangible assets. The
Annual accounts should be generated without any manual intervention.
 34

4. Other Nonfunctional Requirements

4.1 Performance Requirements

For the application to run smoothly, performance plays a critical role. The response time of
each data operation, the ability of the application to hold a large volume of data accounts
to the performance of the application. The application must be reliable as well as provide a
system capable enough to deal with lots of data.

4.2 Security Requirements

The application should be secured from the external world, and should be properly
authenticated while using government defined protocols. The usage of each and every
user should be maintained properly using log tables so that all the changes can be tracked
down to their respective users.
The system must be hosted in a server and should be accessible to the users securely in
the premises of the board itself. It should not be accessible through internet from any
external location but however the application can access data from the internet.

5. Crisis and Risk Management

The application should be flexible enough to let the user take periodic backups of all the
data, before they wants to commit anything to the server. Also, if any data after a
transaction is deemed to be wrong / mistaken by the user, that needs correction, the user
must be able to restore the backup of the data taken before committing that particular
transaction
Periodic Backup should be created in order to store them in different location in case of
any hardware failures. Moreover the system should be intelligent enough to inform the
super admin when 90% of the memory is consumed in order to avoid any overwriting due
to space unavailability issues.

6. Training

The ERP developers have to organize training program in the premise of this office
according to convenience of the personnel of the board. It will be the responsibility of the
developers to continue the training program till the satisfaction of the authorities of the
board.
 35

7. Code of Accounts Heads

Codification of Accounts head of this Board is under process. It is expected to be
implemented from FY 2019-20. The code of account heads is also to be incorporated in
the ERP so that it may be reflected in different reports of annual accounts.

8. User Flow / Work Flow

The user flow & work flow will be decided module wise separately before the
commencement of the development of each module.

9. Schedule of Completion of task

Within six months from the date of award of tender.

10. The Support or input to be provided by the BOPTER – The BOPTER may provide
sitting space with table, chair computer nodes with internet for 3 persons of the developer.
In addition the BOPTER may depute one person to explain the process flow and other
domain related help.

11. Eligibility Criteria:

The developer must have valid trade license, GST No. and PAN. They should not be black
listed by any government organization. The developer must have more than 10 employees
including minimum 5 software engineer of adequate experience in the field. The vendor
must have the experience in development of software of the Government organization.
Kolkata based company shall be given preference.

12. Tender Evaluation criteria:

The tender shall be evaluated on Quality and Cost Based Selection (QCBS) in the ration of
50:50 the proposal with the highest weighted combined score (quality and cost) shall be
selected.
 36

13. AMC Support:

The developer has to provide AMC support at least for next 10 years at reasonable cost.
They have to quote their AMC cost in percentage of total cost of the ERP exclusive taxes.
The AMC amount shall also be taken into care at the time of deciding the tender.

14. Discretion of the Board

The Board / Authorities of this board reserve the right to amend, curtail, modify, cancel,
and change any or all parts of this URS on their discretion without assigning any reason to
the developers.

15. Annexures
Annual Accounts for the year 2017-18 of this Board is enclosed as annexure for guidance
of the developer. Please refer the link for Annual Account for the year 2017-18:
http://www.bopter.gov.in/anual-report.html