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APPENDIX VIII:
Index
Sl Function Page
No no
2 Human Resource Management (HRM) including Employee Self Service (ESS) and 182
Payroll function
3 Procurement, Inventory Management, Contract Management including Civil 194
Contract and Exploration contracts
4 Sales and Marketing Function 220
5 Production Monitoring and Planning function 241
6 Project Management Function 254
7 Asset Management, Plant Maintenance and Operation (E&M, Excavation, 259
Washery, E&T & System)
8 Hospital Management System 351
Input for Pay Scale Structure are already embedded in the system for executives, non-
executives and Daily-Rated, normal increment @ 3% or up to the limit of highest Pay scale
is included in the system. After the highest limit of pay scale is reached no increment is
given in the year.
Stagnation Increment:
As per present stagnation increment policy, executives will get one stagnation increment
after two years of stagnation in the highest pay scale structure.
In case of non-executives, after 8 years of stagnation, one Service Linked upgradation (SLU)
is granted, i.e., one increment is given.
Attendance Bonus:
Attendance Bonus is being paid to non-executive employees on quarterly basis and are
included in the monthly pay slip.
Leave encashment: EL, TA bills, Medical Bills, Advance & adjustment.
Medical Allowance:
Medical allowance is also being paid to non-executive employees which is being prepared in
a separate sheet and is paid at quarterly intervals. (Not applicable in subsidiaries)
LTC/LLTC:
Executives and non-executives both are entitled for LTC/ LLTC. However, in case of LLTC,
executives are entitled to encash it. Sanction order, for availing LTC/LLTC are being issued by
Personnel department. Both executives/non-executives may take advance before the
journey for LTC/LLTC. After availing LTC/LLTC, the executive/non-executive submits their
claim, deducting the advance taken (if any) to the finance department along with required
documents. Finance department processes the bill for payment based on CIL rules and
payment is being received through monthly salary slip or reimbursed separately.
Deduction and payment to the Third Party:
Deductions for PF, Pension, Income-tax, Professional Tax, Co-operative, LIC, Club fees are
made from the pay slip and the payments to the third party i.e. authorities of Provident
Fund, Pension, LIC are being made within due dates of each respective authorities, by the
Finance Department.
The report for the aforesaid deductions are being generated through system and the
payment to third parties are being made as per system generated format.
For subsidiaries:
Deductions: Electricity, school bus, telephone charges, relief fund, security money for
Management Trainees etc.
Special Deduction: Dusshera, local Festivals & Mandir.
Periodical statutory returns as required under various Act will be required to be
prepared by the Systems Department based on format given input.
Deletion of employee’s name in case of retirement/ retrenchment/ resignation/ death:
As soon as name of the concerned employee is received from Personnel department to
Finance as well as Systems department, Finance deletes his/her name from the employees’
list and the same is sent to Systems department for deletion. System generated deletion list
should be sent to Personnel department.
Name of employees retired or separated should be kept in “off role” section and payment
made after separation should be recorded against that employee name (in CMPDI)
Reports Generated
1. Checklist
2. Final Pay Sheet indicating balance of leave, deductions, accumulated pay and deductions, etc.
3. Various Deductions Statements
4. Individual Pay Slips
5. Formal Reports for payment to Third parties
6. Form 16, TDS certificates.
7. Project wise, employee wise, group wise, cost center wise report on salaries.
8. Statement for PF returns as per form VV
9. Tax statement for filling Tax returns.
10. Bank Statement in the form suitable for Bank for bulk credit of salary.
Any Other
1. Comparative checklist showing current month & earlier month figure identifying heads under
which there are changes.
2. Projection of head-wise impact on hike in salary including impact on Gratuity and Leave
Encashment provision at the time of new joining of an employee.
3. Project wise, employee group wise, cost centre wise report on salaries.
4. Project Wise - Employee group wise, Cost center wise report on salaries showing separately
Basic Pay, VDA, FDA & Perquisites.
5. Calculation of Arrears in case of pay revision, revision of Basic salary, revision of DA etc. with
retrospective effect.
6. Performance Related Pay (PRP) calculation, Annual Bonus/PLRS.
Payment of Retirement Benefits
Retirement benefits viz gratuity, CMPF, Pension etc. are paid to the employees who have
retired or separated from the service of the company.
Claim for payment of gratuity, CMPF, Pension is received from the establishment section of
Personnel department
Claim of gratuity is processed in the Finance department as per rule and pay order is
prepared. Approved pay order is sent to cash section for payment.
Claim of CMPF and Pension is processed and forwarded to the CMPF authorities for further
processing.
Any claim of advance or loan against CMPF deposit is also processed in similar way.
Reports Generated
1. Employee wise advance Report and the recovery thereof till last month.
2. Total Advance Report along with accrued
Process F-02: Employee Loans and Advances
Description
Employee’s Advances:
The following advances are paid to employees:
1. House Building Advances
2. Medical Advances
3. LTC/LLTC Advances
4. Tour Advances
5. Transfer TA advances
6. Imprest Advances
7. Computer Advances
8. Other Advances
9. Salary Advance
10. Vehicle Loan
Payment of Advances:
Processing of all the above loans and advances, shall be initiated from Employee Self Service
module of HR Function. Employee shall make the application for loan and the data shall be
captured in HR. The loan application shall be processed in HR as per the applicable rules and
to be sanctioned by HR. A loan master record for the employee is created by HR. HR shall
print the release order for payment with intimation (hard copy) to finance and the
concerned employee. On receiving the release order, Finance department pay the amount
to the employee’s account.
Repayment of Advances:
TA/LTC/LLTC:
Repayment of advances in case of employees advance LTC/LLTC, Imprest Advance, Tour
Advance, Transfer TA advance are adjusted from the final bill. Employees are to deposit the
final bill for advance taken forthwith but within a month from the date of advance.
If the employee does not submit their bill for their aforesaid advance within a month (unless
approval of the competent authority), the advance will be deducted from the salary of the
following month and this procedure should be system generated.
House Building Advance:
In case of House Building Advance which is given to the employees for the purpose of
purchase and construction of the house/land, after sanction of the competent authority, the
advance is being paid at one go/ instalment as per the competent approval. The employee
data has been captured in the system department indicating the EMI to be recovered and
the interest are also specified.
As per the present system of CIL, the principal amount is being deducted first through EMI
and the interest accrued are being deducted through EMI after the principal is recovered.
This will also be dealt through Employee Self Service Module of HR function.
Other Advances:
All other advances are adjusted/ balance paid based on claim but submitted by employee.
Reports Generated
1. Employee wise advance Report and the recovery thereof till last month.
2. Total Advance Report along with accrued interest thereon for the purpose of accounting.
Process F-03: Employee’s Claims and Reimbursements
Description
1. All bills from different departments are received by Finance department through Bill Tracking
system only.
2. Employee submits his/her claim/reimbursement of expenses made along with the competent
approval. After the receipt of the bill along with the competent approval, along with other
documents, the validity of the claim as per entitlement/admissibility of the CIL rules is vouched
by Finance department. After processing the claim, the passed amount is sent to Cash
department for payment to their bank account through NEFT/RTGS mode or paid through
salary.
In case of claim, the settled amount is less than the advance payment, if any, the employee
deposit the balance amount along with bill otherwise the balance amount is being deducted
from the salary of next month.
In case of rejection of the claim, the reason for rejection will be communicated to the
concerned employee through mail.
Reports Generated
1. Acceptance or rejection report for claims and reimbursements.
2. Exception report for amount reimbursed exceeding a particular amount.
3. Details of amount paid under various categories for a specific employee.
4. Details of amount paid to various employees under a specific claim head.
Process F-04: Bill Payments
Description
1. CIL makes commercial bill payments, for store bills, bills for vendor and contractors, bills for
consultancy services, imprest reimbursement maintained by CIL or other subsidiaries, drilling
bills for work done on behalf of Ministry of Coal for promotional and non CIL blocks, R&D project
disbursement on behalf of CIL, S&T project disbursement on behalf of ministry of coal,
telephone bill, electricity bills and other agencies, sponsorship/CSR payment etc..
2. Advance/Part Payment, Mobilization Advance and other advances including advances to
employees for Company work.
3. Each bill is received by Finance department from the concerned department through Bill
Tracking system.
4. Generation of unique ID which is being followed since receipt of the bill in Finance department
for payment of the bill. In case of return of the bill, concerned Finance official indicates the
reason for return and giving input in the bill passing register in the same bill processing ID.
5. Deduction/deposit for TDS,TCS,GST payment are also made and is being shown in the separate
account code.
6. For each deduction, a separate report is prepared indicating individual entries and names.
Consolidated format which is being used for payment and reconciliation and accounting
purpose.
Reports Generated
1. Clone of Bill passing register showing vendor name, order reference, pay order no. and pay
order date.
2. Status of pending bill/s tracking through Bill Tracking System.
3. Statutory deduction statement, auto generation of statutory payment schedule.
4. Generation of liability statement.
Process F-05: Statutory Deductions/levies
Description
Statutory deductions/levies cover the following:
Negotiation of Documents:
Bank on receipt of documents (or clearance from CIL, as the case may be) will debit bank
account and handover the documents to CIL. After acceptance, LC limit shall be released and the
accounting entry is done. In case of discrepancies in the documents, the discrepancy note
received from the bank is noted. After getting required approval Finance will intimate Bank to
release document despite the discrepancies with the approval of competent authority.
Reports Generated
1. Report on all the LC with reference to order number and amount.
2. LC for which complete payment has already been made indicating stages of payment.
3. LC s which are in pipeline for payment.
4. Quarterly Commitment Statement against LCs, in US $ as well as in INR.
5. Month wise Liquidated Damages (LD) deduction statement, if any, against LC payment.
Process F-07: Earnest Money Deposit (EMD)/Bank Guarantee
Description
1. Bank guarantees are received for:
Bid Security against a tender
Initial advance/ interim advance/Mobilization advance against a Contract
Contract performance guarantee (CPG) against a Contract/PO
Other BGs
2. CIL is following e-procurement mode for purchase of stores and equipment. Reverse auction
mode is also being followed for procurement for a value of Rs.1.00 crores and above.
3. Bidders submit the EMD amount through the e-payment mode to AXIS Bank Payment gateway
4. Return of EMD:
After the process of e-tendering is over, bidder is selected for placing his order. EMDs are
forthwith returned to the unsuccessful bidders automatically through AXIS Bank payment
gateway. EMD for the successful bidder gets transferred to CIL Account maintained at SBI.
On receipt of Bank Guarantee (BG) and after verification of the same, EMD amount is refunded
to the successful bidder, unless order specifies otherwise.
5. Bank Guarantee:
In terms of order, successful bidder has to submit BG issued from a scheduled bank for the
specific amount. The BG may be INR or in foreign currency based on the terms of order.
On receipt of the BG, Bank confirmation will be recorded.
6. Return of BG:
BG kept are under the custody of Associated Finance of concerned department on successful
completion of the contract and on receipt of instructions from Materials Management
department / concerned department, Finance department sends back the original BG to the
issuing branch with a copy to the concerned department.
Reports Generated
1. BG’s received but not confirmed from issuing Bank as well as Nodal Branch.
2. BG’s expiry date status with age wise analysis of BG expiring within 1 month, 2 month & 3
months.
3. List of expired BG’s– Project wise/department wise/ package wise/ bank wise/ party wise& age
wise.
4. Status of EMD (Party wise and tender wise) should be available in the system.
5. Alert to come to the User regarding BG no., amount, Party, Bank name before seven (7) days of
expiry of BG.
6. Statement of EMD forfeiture.
Process F-08: Financial Concurrence
Description
The basic steps involved in the process of financial concurrence are:
1. Verification of the approved Indent/contractual job for the items.
2. To verify whether the technical specifications have been approved by the HOD of the Technical
department
3. To verify the concurrence of the Indent by Finance department at the indenting stage.
4. To verify whether the tendering has been done as per different manual which are in operation
at CIL.
5. To scrutinize the discussion in the tender committee meetings and their final recommendation
including price justification and financial calculations.
6. After satisfying all the parameters, finance department concurs the proposal and is being
forwarded to the competent authority for approval.
7. In case finance observes certain queries/discrepancies, the case is being returned back to the
department, who are processing the procurement.
Reports Generated
1. Periodic report, of the order placed indicating item, value of the procurement, budget reference
no. and balance available budget under his head.
2. Periodical Report for proposals pending for approval.
3. Online view through ERP of the proposal process through stages.
Process F-09: Period End Closing – GL
Description
1. Period end activities are broadly classified into
▪ Month end closing activities
▪ Year-end closing activities
2. Year-end activities pertaining to GL consist of:
▪ Open new posting period and close previous posting period
▪ Balance carry forward
▪ Open new fiscal year
The details are as below:
Interest Calculation on Contractors/Subsidiaries/etc. Loans & Advances
1. Interest on mobilization advance paid to contractors shall be calculated as per the terms of the
agreement.
2. Interest on surplus funds parked by subsidiary companies with CIL shall be calculated in each
quarter at the average interest rate CIL is earning from its fixed deposits and investments in
Mutual Funds and ICDs.
3. For other interest like house building, Conveyance etc., calculation shall be made as per the
terms of agreement.
Pre-paid/Accrued Expenses of Insurance/Rent, etc.
As per the policy of the company, prepaid expenses are accounted where the expenses exceed
Rs. 10, 000.
Contingent liability
Contingent liability forms part of Notes to the Balance Sheet. Contingent liabilities are recorded
as noted items. As and when contingent liability arises, it is to be recorded w.r.t to the
concerned vendor. At period end, a report is prepared showing party wise contingent liabilities.
Interest is calculated on the amount outstanding. After calculating the interest, user posts an
additional item for the amount of interest to update the balances of Contingent liability.
Adjustment of provision against expenses on account of retirement benefits
On the basis of actuary valuation of retirement benefits, an accounting entry shall be done.
Accrual/Deferral document is recorded on the basis of Provision made during last year
proportionately distributed in the current year.
Internal Audit department /CIL also conduct audit in specified area in Subsidiaries and submit
their report to CIL and Subsidiary’s management for remedial measures.
Government Audit:
Govt. Audit is being done by Govt. Auditors. No specific time frame is set for Govt. Audit. Govt.
Auditors would intimate the program of Propriety Audit to the Internal Audit Department who
communicates the same to concerned departments. The Inspection Report is forwarded by the
Govt. Auditors to the Corporate Internal Audit Department who sends the same to the
concerned departments and receives replies from them. The project submits the replies to the
Internal Audit Department after taking approval of the Competent Authority. Govt. Auditors can
also make factual statements when more clarifications/ details are required
Action Taken Reports:
CIL will record all audit queries and action taken reports for all queries raised by internal and
Government audit, and report will be generated for the same.
Process F-11: Funds Requisition & Transfer – Corporate Cash(Not Applicable for Subsidiaries)
Description
In CIL, payments are made from two depts.:
1. Corporate-Cash
2. Apex-Cash
CIL Corporate-Cash deals with payment to and receipts from subsidiaries, for/on behalf of
subsidiaries through transactions effected in Material Management division & Clearing and
Forwarding department, Ministry of Coal (MOC), Fund Management through treasury operation.
CIL Apex-Cash deals with all receipts and payments related to the expenditure of CIL Apex office
namely employees and vendors.
Activities of Corporate Cash
1. Funds paid and received to/from Subsidiaries, Ministry of Coal, NEC.
2. Placement /Maturity of funds in Fixed Deposits, ICDs, Mutual Fund houses.
3. EMD received/refund from/to bidders through portals of specific bank.
4. Payments made against LCs and other various transactions in relation to MM Department
5. Foreign Currency Loan repayment on behalf of Subsidiaries.
6. Submitting projections of Coal India Consolidated to consortium bankers/Credit Rating Agencies.
7. Fund transfer from one bank to another within the empaneled/Consortium Banks.
8. Operation of Consortium Credit facilities with banks.
9. Submission of monthly/quarterly/annual report to Consortium Banks.
10. Issuance of bank guarantee and confirmation of Bank Guarantee from Issuing/Nodal Branch.
11. Avail of Long term and Short term loans from Banks/FIs and availing of credit facilities from
consortium banks.
Procedure Followed
The funds would be received from Subsidiaries, MOC and Banks daily. Funds received from various
sources will be accounted for in Fund section. Expenditure towards operational and capital
commitment would be received from various other Depts. All the above requisitions for expenditure
would be received in the fund section through duly approved vouchers. Fund requisition would be
received from MOC and Subsidiaries which will be approved by competent authority before
payments. Vouchers will be prepared for such fund transfer in Corporate-Cash section. Based on
uniform deposit policy, surplus fund placed in deposit with Banks, Mutual Fund Houses and Primary
Dealers (ICDs). Daily Fund Statement (DFS) is prepared in the prescribed format which includes:
1. Details of opening balances as per the bank book (bank wise).
2. Details of funds received from various sources as per the DFS format.
3. Details of the fund received/paid on date, month wise and total cumulated receipts till date in
the current financial year.
4. Details of the bank account where the funds are received and the total fund required.
5. Details of Head wise expenditure (operational and capital commitments).
6. Details of Deposits with Banks, MFs and ICDs.
7. Closing Balance of Banks (bank wise).
All the information in regard to receipt amount would be received from originating point/bank. Each
day the fund section would collate the information and DFS would be generated.
Payment are made through E-Payments (FT/NEFT) mode. Master data of all beneficiaries are
uploaded in the bank server in a specific format. In case, paying and receiving bank accounts are
different, payments are made using RBI server and fund is transferred through NEFT. In this case, an
E-payment file is generated in the prescribed format and the payment is uploaded at the paying
bank’s server for execution of the payments in favour of beneficiaries. Thereafter, Section receives
report for transaction report mentioning success/failure of payment. In case failure report is
received, the reasons are investigated and this is being re-sent.
Reports Generated
1. Funds Transfer Statement.
2. Daily Fund Statement (DFS) reflecting all the banking entry passed during the
day/week/month/quarter/year. Each entry of cash flow statement will be connected with
general ledger.
3. Subsidiary wise daily/monthly/quarterly/yearly funds statement (on cumulative basis).
4. Expenditure wise daily/monthly/quarterly/yearly fund transfer statement (on cumulative basis).
5. Comparative statement for fund requisition and fund transfer on
daily/weekly/monthly/quarterly basis-head wise (on cumulative basis).
6. Letters to banks in case of fund transfer by RTGS/DD/Cheque.
7. Statement of transactions with opening and closing balance of Bank-Bank wise closing balance
with transactions daily/monthly/Quarterly/Annual.
8. List of all payments made through E-payment method.
9. List of master data of beneficiaries.
10. Bank wise Bank Reconciliation Statement.
11. All vouchers for transactions effected in the Corporate-Cash section.
12. Money Receipt should be generated
13. Debit/Credit advice.
Process F-12: Funds Requisition & Transfer – Apex Cash
Description
Employee submits duly approved claims along with required bills/invoices & other supporting
documents to the nodal official of the department. Consolidated claim bills are being sent to
Finance Department through Bill Tracking System. Finance Department prepares a cash payment
voucher (CPV) after verifying the claim submitted by the employee. This CPV would be a base
document for payments. On the basis of the CPV, actual payment is made by the cash officer and
the relevant accounting document is posted. For all direct receipts, the Cash/ Bank section
should directly give necessary credit entry to the concerned department / persons.
Further, fund requisition assessment would be made by the cash officer considering the
following:
1. Vendor payments in connection with Apex Office.
2. RSO remittances (including Delhi and Bengaluru office).
3. Payments such as CMPF, Taxes and other Statutory Payments.
4. Payments related to employee deductions.
All payments are made through FT/NEFT.
Master data of all beneficiaries that includes employees and vendors are uploaded in the bank
server. A file system is required for uploading beneficiary data in the bank server. In case, paying
and receiving bank accounts are different, payments are made using RBI server and fund is
transferred through NEFT. In this case, an E-payment file is generated in the prescribed format
and the payment is uploaded at the paying bank’s server for execution of the payments in favor
of beneficiaries. Thereafter, Section receives report for transaction report mentioning
success/failure of payment.
Reports Generated
1. List of master data of beneficiaries.
2. List of all payments made through E-payment method.
3. Bank Reconciliation.
4. Fund requisition statement.
Process F-13: Cheque Management – Payments
Description:
Manual Cheque Payment:
All payments are being done through FT/NEFT mode. However, the Apex-Cash and Corporate-
Cash, make payments through Cheque as an exception only. The sections receive information of
the invoice document along with valid supporting documents. The Cash section would post a
bank payment clearing document which would clear the open line item of the vendor/ liability
and make the payment through selected bank. The cash section would then make payments for
all posted cash payment vouchers. If any cheque is cancelled/ destroyed during printing, the
cheque would be made void and a fresh cheque would be printed for the same bank payment
document. For all cheques which are void, they would be manually re-printed and would be
allotted the next applicable sequential cheque number. Cheque Register containing cheques
details along with cheques printed would be forwarded to authorized signatories for signatures.
The authorized signatories would sign on the cheque as well as on the cheque register. The
concerned person would necessarily confirm the actual bank balance to ensure that all
requested balance transfers, receipts, etc. have been effected physically as per bank book
before releasing the signed cheques for dispatch.
Automatic Cheque Payments:
The concerned departments (like Bonds, PDS, and Loan group) who need to make scheduled
payments would generate a payment proposal run (PPR) for all the payments due and would
select the vendor open items based on various selection criterions applicable for payments. A
payment proposal number would be generated. This would contain a list of all proposed
payments mentioning all vendors and payment details. The concerned department would
submit their payment proposal along with all supporting documents, etc. to the concerned
section. If any cheque(s) is/are cancelled/ destroyed during printing, the cheques cancelled/
destroyed would be made void and would be re-printed by the user for the same payment
document. A copy of payments made through PPR containing cheques details along with
cheques printed would be forwarded to authorized signatories for signatures. The authorized
signatories would put their signature not only on the cheques but also the hard copy of the PPR
payment list. The concerned person would necessarily confirm the actual bank balance to ensure
that all requested balance transfers, receipts, etc. have been effected physically as per bank
book before releasing the signed cheques for dispatch.
Stop Payment / Request for Cancellation of Cheques:
In case, if the request is received to stop payment or cancellation of cheque from concerned (i.e.
originating) department, the cash section would deface or cancel the cheque manually. A new
cheque number would be updated to the payment document whose cheque is made void.
Intimation would be sent by the user in cash section to the originating section with all necessary
cheque details.
Reports Generated
1. List of all payments /cheques printed bank wise via the cheque register.
2. List of all cheques made void from cheque register.
3. Schedule of Stale cheques.
Process F-14: Cash Payments
Description
In CIL normally no cash payment is being done. Cash payments are made by exception only. The
Process involved are as follows:
Employee submits his claim/ advance request. The same is processed and a payment advice would
be forwarded to Finance Department In case of staff advance/ Imprest, the processing would be
done in Finance Department. The Finance document entry so created and forwarded to cash section
would mention if the payment is to be released in cash. For cash payment, the approval of the
competent authority is required. Cash section in-charge would initiate a transaction in cash journal
payments. On verification of the payee by the cashier, the payment would be released. In case, the
payee and employee are different, the cashier would record the identity of the payee in the cash
journal document. On payment of cash, the cashier would post the document in cash journal and
issues a cash payment receipt. He would receive the signatures of the payee on the cash payment
receipt and affix revenue stamp, if applicable. Physical cash balance along with the balance of
revenue stamps is tallied with the cash journal at the end of the day. If cashier at the end of the day
finds that cash balance lying in cash box is exceeding the cash insured limits, the excess cash would
be deposited in bank. The cashier would prepare and post the cash journal payment document in
cash journal to that effect.
Reports Generated
1. A summary/ list of all cash payments made by the Cash section indicating the particulars of
expenditure.
2. Imprest Cash Book on daily basis, showing opening balance, receipts, payments and closing
balance.
Process F-15: Pension Trust: CIL Executives Defined Contribution Pension Scheme 2007 (EDCPS)
Objective
To decide the pension trust amount and to monitor it. It is envisaged that a centralized Trust would
be formed to monitor and get options from employees through system in regard to pension annuity
for submission to concerned department
Description
The O.M. No. CIL/C-5A(vi)/005/35/1210 dated 02/07th May 2009 on revision of pay of Board Level
and below Board level executives of CIL and its subsidiary companies w.e.f. 01.01.2007 provides for
the creation of a separate Pension Fund or Trust. Every year, the company would contribute an
amount equivalent to 9.84% (3% plus 6.84%) of Basic pay and DA to the Trust so created.
Pension trust would receive the contribution data every month from payroll department and
transfer the fund to Trust on every 1st of the next month. Amount so received would be invested
within ten (10) days of receipt of the fund with an approved investment company for purchase of
annuity for members of the trust after retirement. At the time of separation of an employee from
CIL, Trust would forward the claims to the concerned Investment company. Members shall opt for
type of annuity which will be stored in the system.
Reports Generated
1. Report on the receivable and payable position from and to CIL respectively.
2. Types of Annuity as opted by members.
3. Claims forms for settlement with the Investment Company.
4. Periodical growth of funds invested with the Investment Company.
Process F-16: Contributory Post Retirement Medicare Executive Scheme (CPRMSE)
Description
The Contributory Post Retirement Medicare Scheme for Executives (CPRMSE) aims to provide
medical cover to executives after their retirement as per the Scheme. Executives who retired
before 1.1.2007 become members with payment of registration fee. Executives who have retired
after 1.1.2007, a percentage (Currently 4%) of Basic plus DA are contributed for the scheme.
Registration are being done at personnel dept. of CIL and its subsidiaries.
The O.M. No. CIL/C-5A(vi)/005/35/1210 dated 02/07th May 2009 on revision of pay of Board
Level and below Board level executives of CIL and its subsidiary companies w.e.f. 01.01.2007
provides for the creation of a separate Fund or Trust for superannuation Medical Benefits. Every
year, the company would contribute an amount equivalent to 4% of Basic pay and DA to the
Trust for such medical benefits.
Presently, a sum of Rs. 25 lakhs are allotted for the executive and his/her spouse, and Rs. 12.50
lakhs are allotted in case of a single beneficiary. This amount is other than five critical diseases
mentioned in the Scheme. There are three kinds of benefits provided under the Scheme:
1. Half yearly payment after receiving life certificate in December-Jan and July.
2. Hospitalization and OPD payments against a specific limit.
3. Unlimited hospitalization and OPD for five specified diseases.
Liabilities in the Accounts are booked on the basis of Actuarial valuation and E-payment will be
made through Trust for CIL and its Subsidiaries centrally.
Reports Generated
1. Beneficiary upload in Bank.
2. Mapping upload in Bank.
3. Payment List on the basis of life certificates received.
4. Report of unpaid amount as per information received from members and subsidiaries.
5. Actuarial data as per format.
6. Member wise, year wise, benefit wise, hospital wise ledger showing payment details of executive
and spouse along with the balance available.
7. Each Pay order will show the spent amount (cumulative) and remaining balance at the credit of
the said member.
Process F-17: Contributory Post Retirement Medicare Scheme for Non-Executives (CPRMS-NE)
Description
The Contributory Post Retirement Medicare Scheme for Non- Executives (CPRMS-NE) aims to
provide medical cover to non-executives after their retirement as per the Scheme.
Reports Generated:
1. Beneficiary details upload in Bank
2. Account Mapping of beneficiary upload in Bank
3. Actuarial data as per format
4. Member wise, year wise ledger showing payment details of executive and spouse on individual
basis.
5. Each Pay order will specify the spent amount (cumulative).
Process F-18: Modality of Gratuity Funding (with LIC)
Description
Every year actuarial valuation is being done for the Gratuity liability on the basis of each employee’s
salary structure and profile. CIL Gratuity trust would send a request to the CIL HR department for
providing the data in the required format. The employee salary data and profile would be received
from the HR department in the form of a report and provided to the designated person for
valuation. On receiving the valuation, the difference of the amount as per the actuarial valuation and
the corpus on the concerned date would be receivable from CIL. Gratuity Trust would raise a
demand for the amount receivable from CIL. When the demand is received by CIL (Corporate) from
the Gratuity Trust, CIL would pass an accounting entry for the amount receivable from Trust. On
separation of an employee, the gratuity payable would be calculated by HR. The payments of
gratuity would be made by respective departments & Cash section through their local bank
accounts. HR department on calculating the gratuity payable and posting the accounting entry would
generate a report and send it to the Gratuity Trust for its accounting.
Reports
1. Gratuity paid during the month.
2. Report as per format of LIC for claim.
Process F-19: Leave Encashment Funding
Description
Every quarter, actuarial valuation is done to determine the Leave Encashment liability on the basis of
each employee’s salary structure and leave profile for all units of CIL standalone i.e., for CIL(HQs),
NEC, RSO and New Delhi. CIL HR department shall provide data in the required format to the
designated person for valuation. On receiving the valuation, the difference of the amount as per the
actuarial valuation and the corpus on the concerned date would be either payable or receivable
to/from Insurance Companies. CIL would pass an accounting entry for the transactions. Every
Month, statement of Leave Encashment of the employees retiring as well as existing shall be
received from pay roll section which will be forwarded to the Insurance Companies for the purpose
of reimbursement. Every quarter, on the basis of Actuarial valuation, decision will be made for
withdrawal/investment. All necessary accounting entries shall be passed by the designated officer.
Reports Generated
1. Report on the receivable and payable position from and to CIL (includes NEC, RSO and New Delhi)
respectively. Monthly/quarterly/annually report should be generated linking the actuarial report
and Investment.
2. Unit wise report should be available in the system.
Process F-20: Coal Mines Provident Fund (CMPF) and Pension Department
Description
Coal India Ltd deposits all CMPF and Pension contribution deducted from monthly salary to Coal
Mines Provident Fund Office (CMPFO). CMPFO is an independent entity under the control of
Ministry of Coal, Govt. Of India.
The employee master would contain all employee details like Employee name, Address, Gender,
Marital Status, Date of joining, Date of birth of the member and date of birth of spouse,
proposed date of retirement, Nominee name(s), Share of nomination, Nominee’s address and
date of birth of nominee(s). Reporting system should be linked to CIL HR Dept.
There would be different PF deductions from the monthly salary of the employee namely
Employer’s Contribution (PF and Family pension), Employee’s Contribution (PF and Family
Pension), Additional Increment, 2% Pension Contribution, Additional Increment and Voluntary
Contribution.
Employees transfer in and out of Coal India Ltd to other subsidiaries and further to Areas. This
necessitates the need to record their period of service in each place of posting, duration of
posting, reckonable months, contribution to PF and Family Pension, Additional Increment, 2%
Pension Contribution, Additional Increment and PF Voluntary Contribution.
Monthly deposit of contribution with Coal Mines Provident Fund Office (CMPFO):
The monthly contributions would be recovered from the employee from the salary of each
month and remitted to the Coal Mines Provident Fund Office (CMPFO) by 10th of next month. PF
amount (Employers and employee’s contribution as well as Employee Voluntary contribution)
which are deducted in the last month from the retiring employee is paid to the employees on
the date of retirement without depositing to CMPFO. The CMPF deposit statement (CDS) in form
PS-5 is required to be prepared for depositing with CMPFO after considering the PF
contributions paid to the retiring employees and Administrative charges. Pension contributions
are to be deposited with CMPFO. CMPF department of CIL makes payment of CMPF contribution
deducted from leave encashment of retiring employees without sending it to CMPFO.
Separation of Employees:
The reasons for separation could be either of the following:
1. Retirement/ Superannuation
2. Death
3. Resignation
4. Termination
5. Voluntary Retirement
When an employee separates from CIL, his PF amount becomes payable on demand, i.e., claim
forms for PF and Pension payment are required to be deposited with CMPFO for payment of PF
as well as pension. The date of separation would have to be updated in the employee master.
Final Settlement:
CMPFO provides settlement cheques towards CMPF and also Pension Payment Order for the
retired employees.
Reports Generated
1. Monthly Contribution Statement for employees.
2. Final claim forms during a particular period.
3. PF and Pension related contributions received from all previous postings.
4. VV Statement to be submitted to CMPFO on monthly/annual basis.
5. List of transfer-in and transfer-out employees for submitting to CMPFO, Form HH-B&C
respectively and new joinees in Form HH-A on periodic basis.
6. Pension calculation Statement.
Process F-21: Investments
Objective
The objective is to facilitate optimum investment of short term surplus funds in accordance with
Govt. guidelines and investment policy of the company. All Investments are done by CIL Treasury-
cash section.
Description
Investment portfolios may be in Fixed Deposits(FDs), Mutual Funds, ICDs, Bonds, Treasury Bills,
GOI Securities, etc. based on the tenure and requirement of fund in near future. After identifying
the surpluses for investments, approvals are obtained for prevailing card rate from banks
through CIL web-based portal within specified date and time. Consortium Banks would be
selected according to the approved deposit policy laid down by the company. After due approval
process, communication would be sent to the Banks.
Similarly, for investment in mutual fund, placement and redemption will be done according to
the approved policy of the company.
For investment in ICD, rates would be obtained from primary dealers and placement would be
made according to the approved policy of the Company. It is imperative to verify rates of mutual
fund and limits of investment available with the mutual fund houses before placement of ICD.
At the end of the term, the investment maturity amount along with the due interest income
would be accounted for by Treasury-cash Section. Once investments like FDs, MFs, ICDs, GOI Sec
and TR Bills are matured, the same would be available for a rollover, if required. If the
investment is rolled over, the new end term and rollover amount have to be mentioned.
On actual receipt of money from the bank / financial institution, a Bank Receipt Voucher will be
prepared by Fund section. At every quarter/year end closing, Interest accruals and reversals
would be calculated as per the terms of each investment and the weighted average gross yield is
to be calculated at each quarter end for sending debit advice on account of interest on surplus
fund parked with the company by the subsidiaries.
In case of any provision for disputed interest, entries regarding claim for short interest will be
recorded on a case to case basis.
Fixed Deposits
1. TDS period wise and institution wise must be reported on each FD/ICD Quarterly, Yearly and at
the time of maturity or in case of premature encashment.
2. TDS calculation to be done on the basis of factors (TDS deduction time schedule) filled at the
time of opening of particular FD in ledger.
3. All placement of FDs/ICDs should be routed through bank account.
4. Close monitoring of pattern of interest earned – with graphical representation.
Mutual Fund Investment
CIL invests in daily dividend option. Dividend would be obtained from MF Houses along with
NAV. Register should be available reflecting opening balance, redemption and closing Balance in
Units and in Rupee value with and without dividend received. Register should be prepared fund
house wise and day wise. All vouchers would be prepared after each transaction to be reflected
in ledger and bank book.
Detailed Statement of redemption reflecting redeemed principal and dividend received is
required in units and Rupee value.
Decision making tool in form of auto calculator is required for evaluating various investment
options.
Reports Generated
1. Daily:
• Fund Report – Treasury
• Investment Portfolios wise and date wise with maturity details
• Investment Register
2. Weekly:
• Weighted Average Return (WAR) on Investments – FD ICD MF
• Maturities & Interest Receipt Schedule
3. Monthly/Quarterly/Yearly:
• WAR (Investment - wise)
• Flow of Investments (Increase/Decrease)
• Investment / TDS
• Income Earned
• Bonds Redemption Schedules
• FDs/MFs/ICDs maturity/redemption schedule
Any other:
1. System to automatically generate letter for fund transfer to banks/MF houses/ICDs for
investment as well as investment instruction to institution in the prescribed format.
2. Assets under management of Mutual Fund Houses at the end of each month/year would be
available in the system for Coal India and the Subsidiary Companies.
3. Net worth of Banks and CAR would be maintained in the system.
4. Information regarding deposits and yields of all investments made by CIL and subsidiaries would
be available in the system which would be consolidated for MIS purposes at the end of each
month/quarter/year.
5. Selection of Banker for placement of FDs/ Statement for premature encashment considering
penal interest of banks
6. TDS certificate reconciliation with AS-26 and TDS booked in accounts.
Process F-22: Domestic Borrowing - Loans
Objective
The objective is to maintain all domestic borrowings made by CIL and calculation of interest taking
into consideration the terms of each loan separately. There should be proper bifurcation of loan e.g.
Cash Credit Loan, Term Loan, Loan against Securities (in this case FD), etc. Coal India is having limits
within and outside consortium. All statutory requirements of banks namely submission of stock
statement, CMA data etc. is to be generated through the system. There must be check list and
system alerts for each submission.
Each unique loan (taken from an organization / natural person / group of persons) would be
recorded. Loans may be of following types-
Secured Loans against consortium limits– Banks
Unsecured Loans – Banks (Term Loans)
Unsecured Loans - Insurance Companies (Term Loans)
Unsecured Loans – Others
Unsecured Loans – from Government of India
On getting a domestic loan sanctioned from the Bank / FI with due approval of Competent Authority,
a record will be made for the sanctioned amount. This would help in tracking the credit limit
sanctioned by the bank. Further, the drawl shall not exceed the sanctioned amount. Once the loan
amount disbursed by the Bank / FI, the Treasury-Cash department would create necessary
accounting entries for loan transaction.
All loan details like- portfolio, purpose of loan, currency, loan amount, interest terms, loan
repayment schedule, debt servicing schedule, loan disbursement schedule would be entered at the
time of creation of the loan transaction. If there is any clause regarding prepayment of loan, that
must be recorded with terms and conditions. Every transaction would maintain a cash flow as per
the structure of the loan. The prepayment/settlement process would be made with appropriate
approval. Repayment schedule should be available in the system. On the interest due date, the
interest payable would be transferred to the vendor sub ledger account through an accounting entry
with appropriate tax deductions. In case of charges, the following would be entered at the time of
the transactions as other flows:
• Upfront Fees
• Pre-payment Penalty
• Commitment Charges
Any modifications / changes required in the transaction after its end term would be made separately
by the concerned user. Updating of any further loan principal increase / decrease / loan expense /
additional interest related to the borrowing transaction (other than those mentioned at the time of
creation of the transaction) are manually entered as a new flow in the existing transaction.
Report Generated
1. Drawls and Repayments for Domestic Borrowings
appropriate tax deductions. Updation of any further loan principal increase / decrease / loan
expense / additional interest related to the borrowing transaction (other than those mentioned
at the time of creation of the transaction) are manually entered as a new flow in the existing
transaction. At every period ends, the principal and accrued interest portions of all FC loans
would be revalued at the current prevailing exchange rate and would be posted. Withholding
Tax / GST on charges / charges on loan are calculated separately.
Reports Generated
1. Future interest expense and borrowing repayment reports.
2. Reporting of actual transactions of External Commercial Borrowings (ECB) under Foreign
Exchange Management Act, 1999.
3. Loan utilization status – Equipment, Machinery spares, Escalation.
4. Loan utilization status – Progressive utilization, % Cumulative utilization.
5. Interest repayment schedule.
6. Exchange rate variation on different loans as allocated to projects.
7. Foreign Exchange rate Exposure for the period.
8. Date wise Debt and Interest service statement.
9. Weighted Average Rate of Interest on Foreign Borrowings.
10. Letters to be written to banks for foreign debt servicing.
11. Reporting of Govt. Guarantee for foreign currency loan to Ministry of Coal in prescribed format.
12. Debit/Credit Advise for Subsidiary Companies.
Process F-24: Miscellaneous Receipts
Description
• Guest House / Holiday Home Receipts:
CIL takes the Holiday Home advances through A/c payee cheque only. No cash is taken for the
purpose. Finance Department issues receipts and based on such receipts Administration
department issues a letter to the employee concern and to the Hotel authority.
The process of Guest house receipts involve receipt of money deposited by the Guest, its deposit
in the bank and timely accounting thereof. The money received is entered in the register and
cash receipt is given to the guest. The cash receipt is serially numbered. The cash so collected is
deposited with Cash/ Bank section duly forwarded by Administration department on daily or
weekly basis. In some cases, cash is deposited directly with the bank in CIL. account and money
receipt is forwarded to F&A department Finance department prepares the regularizing Bank
Receipt Voucher (BRV). In case Guest house is maintained by external agency i.e. Contractor, it
deposits the cheque of equivalent amount from its own bank account to the cash & bank section
as forwarded by Administration department.
• Sale of Tender Forms:
After the introduction of E-procurement method of procurement, Coal India does not take any
sum for the sale of tender forms.
• Other Receipts:
1. Claims Received from Railways/Insurance.
2. Financial Benefit from opening Dividend Disbursement Account from appointed Bank.
3. From Sale of scrap.
Description
Existing System:
Presently separate accounts are prepared by the following units:
CIL(HQ) units
Marketing division (CMO) includes ten number of Regional Sales Offices of CIL.
New Delhi office
North Eastern Coalfields (NEC)
CIL HQ prepares a standalone for transactions of CIL HQ, NEC, New Delhi office and RSO.
Audited Accounts of all subsidiaries are consolidated at CIL HQ and consolidated accounts for
the period is prepared.
Separate Accounts are done by Subsidiaries.
At CIL consolidation of all accounts from subsidiaries along with CIL (HQ) are done to arrive at
consolidated accounts for CIL.
Process Involved:
Initiating the Financial period by providing opening and closing date. At the beginning of the year,
closing balances of Balance Sheet items are transferred to opening entries.
1. Marketing Division:
Till 1st October, 2015 the transactions of marketing division had been generated through the offline
version of CoalNet system which subsequently got merged w.e.f. 1st October, 2015 with online
system of Coal India for payments made from marketing division, Kolkata.
2. Regional Sales Offices:
Presently at the end of the month, copies of cash book are sent to marketing division for offline data
entry of the transactions for preparation of the trial balance. The trial balances of the RSOs
generated from offline system are consolidated, and the consolidated trial of RSOs are merged with
main trial of Coal India unit through Excel and thereafter Balance Sheet and statement of Profit &
Loss of Coal India (including CMO) is prepared.
3. New Delhi office:
Prepares its trial balance in tally and the Balance Sheet and statement of P&L are consolidated at
CIL(HQ) through Excel.
4. North Eastern Coalfields:
In North Eastern Coalfields trial balance is prepared through FACT system and the Balance Sheet and
Statement of P&L are merged with CIL through Excel.
5. CIL Standalone Consolidation:
Presently CIL standalone accounts is prepared by consolidating the accounts of Coal India unit
including marketing division, NEC, New Delhi office in Excel sheet.
Some costs which incur at Area level and not reflected in the colliery cost sheet
Is incorporated in Area by allocating in different collieries.
Colliery wise summary is prepared separately for UG, OC and Hired units and an
Overall Area as a whole cost report is also prepared
(c) Preparation of Cost Sheet at H.Q incorporating all Area and Service Unit
Colliery wise cost sheet is uploaded by the Areas in coal net system along with various
Annexures. All Area’s cost sheet is compiles in coal net system to generate company’s cost
Report.
2. Budgetary Control
Control over expenditure in CIL is exercised through Revenue Budget (RB). Revenue Budget is
prepared at Area level and communicated to Subsidiary HQ for consolidation. The RB prepared
by subsidiaries is then consolidated and discussed at CIL HQ level. Post vetting by CIL, the RB is
presented for approval in respective subsidiaries' Board Meetings through Audit Committee. CIL
HQ prepares CIL Standalone Budget and it is approved by CIL Board through Audit Committee.
Corporate/Project Planning department is responsible for preparation and communication of
Capital Budget to Finance Department. Based on the budget, certification of Budget
Concurrence is given for Capital expenditure proposals. Details of Capital expenditure is
reported to Subsidiary/CIL in prescribed formats for reporting to management and various
authorities.
3. Financial forecasting for MoU, Annual Plan & Annual Action Plan
Projection of company's financial performance for MoU exercise is handled by the C&B Section.
This involves coordinating closely with Corporate Planning department for negotiations with DPE
& MoC and finalizing targets and evaluation criteria for the next year. After the end of the year,
audit of MoU targets vis-a-vis achievements is done and evaluation of achievements is assessed
by DPE and ratings are awarded. Similarly, financial projections (I&EBR statement) for Annual
Plan & Annual Action Plan are also prepared.
4. Assistance in preparation of Accounts & Annual Report
Actuarial valuation of employee benefits on quarterly basis. This involves communication of
proforma from CIL to Subsidiaries for submission of data, ensuring flow of subsidiaries' data with
Actuary, communication of valuation and certificates prepared by Actuary. Appointment of
Actuary is handled by C&B section. Quarterly analysis of financial performance is also done.
5. RTI, MoC, Parliamentary Questions and other works
Reply to finance related RTI, MoC and Parliamentary Questions and other works assigned by
management is also handled.
Reports Generated
1. Monthly Mine-wise Detailed/Abridged Mine-wise Cost Sheet (Raw Coal)- Provisional &
Confirmed.
2. Monthly Detailed/Abridged Washery-wise Cost Sheet (Washed Coal)- Provisional & Confirmed.
3. Monthly Cost Sheet for Bina Deshaling Plant, Moonidih CPP, Dankuni Coal Complex, Hard Coke,
Soft Coke & other products as may be necessary.
4. Product/Service wise Profitability statement.
5. Profit Reconciliation - Cost Profit & Financial Profit.
6. Value Addition & Distribution of Earnings.
be available from the trial balance under the financial accounts heads & thereafter the same will
further be compiled under corresponding cost accounts heads for cost finance reconciliation.
Description
Preparation of revenue budget is to be made based on the following:
1. General policy of production planning & distribution of coal during the ensuing budget year
2. General policy regarding coal consumption pattern of major consumers such as like steel,
power, cement, railways etc.
3. Project wise & Area wise production forecast by the Areas on the basis of reserves &
capacity created.
4. Colliery wise production plan is worked out at the Area level.
5. Volume of transportation requirement to be assessed depending upon the quantity of coal,
sand & other stores are to be transported.
6. Requirement of electricity, explosives, timber, POL, spares, etc. is to be estimated.
7. Problems relating to the cost structure of the following major items of the expenditure are
to be considered:
(a) Salary & wages
(b) Stores & spares
(c) Overburden removal cost
(d) Depreciation
(e) Interest
(f) Workshop for maintenance
(g) Administrative & other expenses like repair & maintenance, security expense, welfare
expense, TA & other miscellaneous expenses.
Reports Generated
1. To get the cost sheet of Units, Areas & Company as a whole.
2. To get the cost Finance Reconciliation statement.
3. Head wise variance analysis statement for control measure.
4. To get the balance of the capital expenditure statement on periodic basis.
5. To get the statement of cost overrun.
Process F-30: Sales Accounting
Objective:
Objective of the sales accounting is to see that claims against dispatch are submitted to consumers
on time and proper reconciliation of the claims is done on regular basis.
Description:
1. Preparation and submission of sale bill for dispatch from rail or road mode
2. Preparation and submission of debit note for coal transferred to washery
3. Processing of refund to consumers against advance deposit.
4. Reconciliation of balance between Area & H.Q and H.Q with Power Houses.
5. Maintenance of Debtors account.
6. Accounting of sales data.
7. Processing of payments to railways, and for sampling & quality control etc.
8. Issue of credit/ Debit note to consumers.
Reports :
1. Bill Register on daily, monthly and annual basis
2. Deposit from customer ledger
List of processes
Process No. Process Name
01 Manpower Planning Process
02 Recruitment Process
03 Joining Process
04 Deputation Process
05 Advisor Engagement Process
06 Promotion Process
07 Fixation of Pay Process
08 Transfer Process
09 Payroll Process
10 Personnel Development & Training Process
11 Time Management Process
12 Employee Suggestion Process
13 Continuous Improvement Process
14 Benefit Management Process
15 Retirement Benefit Management Process
16 Employee Life Cycle Process
17 HR Metrics & Analytics Process
18 Reward & Recognition Process
19 Tracking Job Profile
20 Event Management
21 Resignation Process
22 Administrative Services
Promotion is a process wherein an employee is promoted to the next level. It is primarily based
on vacancy availability as per manpower budget and requirement thereof. A cadre scheme is
used for conducting promotions. The cadre scheme provides eligibility conditions, qualifications,
period of service and other requirements of eligibility of promotions. The employees are
identified, their respective biodata is prepared, seniority generated and sent to the DPC
(Departmental Promotion Committee) for their clearance. Once cleared by the DPC, the
employee is promoted to the new level after approval of the Cadre controlling Authority subject
to vigilance, departmental and safety clearance etc. Seniority of the employee in the existing
grade plays a vital role in ranking the employee for his promotion to the next level. Reservations
are given as per Presidential directive. There are merit based promotions as well as seniority
based promotions.
Report generated:
1. Company wise /Grade wise/ Discipline wise Global Seniority List
2. DPC Data sheet
3. Statistics of year wise and discipline wise promotions
4. Stagnation Report
5. Performance Appraisal Report.
6. Vigilance Clearance Report.
7. Report on number of employees who could not be promoted for want of clearance/ biodata
particulars.
8. Report of number of RTI queries and replies given on the matter of promotions.
9. Report on number of employees granted SLI/SLP in event of stagnation.
Transfer process is the process under which an employee is transferred either within the
location or outside the location based on certain official requirements. This process has to be
executed as and when required and necessary details must be captured in the employee
records. At times, a transfer can have an impact on the employee’s salary or leave quotas.
Transfer can also call for changes in the work timings. All such details must be captured and
the future payments / deductions must happen on the new / applicable rules and regulations.
Report generated:
1. History of employee transfers since recruitment.
2. List of transfer orders
3. List of transfer dues in normal transfers and in sensitive posts
4. Ratio of transfers ordered issued versus effected, transfers due versus issued.
5. Average time spent at one location by an employee
6. Cause wise transfers like Request transfers, mutual transfers, administrative transfers,
sensitive transfers, VIP references, promotion transfers, on health ground, working spouse,
hometown, children education, etc.
7. Number of transfer orders cancelled/ retained.
Description:
All Retired/ Retiring, expired, removed, medically unfit, VRS, SFVRS, etc employees of the
Company are eligible to get Gratuity, CMPF, CMPS, CPRMSE, Superannuation benefit, leave
encashment, etc., as per their eligibility. They are also entitled for the travelling allowance and
household sifting on retirement. CPRMSE is a scheme operated by the company to provide
medical care to the executives, post retirement and CPRMSNE is for non-executive cadre
employees. The coverage under the scheme is extended to the retired employee and the
spouse. Under the scheme, the employees are given medical coverage to the extent of Rs.25
lakhs in case of executives and Rs. 5 lakhs in case of non-executives during their lifetime.
However, in case of chronic disease like heart, paralysis, cancer etc., the coverage is unlimited.
The executives are also granted Rs. 15000 per year for domiciliary treatment. The employees will
be provided with smart card for enabling them to receive cashless treatment from empaneled
hospitals. Complete scheme including the proposed plan of smart cards will be integrated in the
ERP system.
Report generated:
1. Area/ company/ HQ wise Statistics of total expenses incurred under each claim
2. Status Report of pending bills
3. Retirement List – Name-wise list of employees under different unit/areas who are due to
retire in forthcoming months (at least 6 months or 1 year in advance).
4. Report regarding exits due to Superannuation, dismissal, VRS, medically unfit and deaths for
monitoring status of claims.
5. Monthly/Yearly ‘VV’ Statements and Yearly ‘YY’ Statement
6. System should create a database of retired employees and their nominees.
Description: -
Every year Company is organizing Inter Area & Inter Company Sports & Cultural events as per
the sports calendar. Besides these, every company is also organizing various events like, CIL
Foundation Day, Intercompany Sports, etc.,
Report generated: -
1. Budget utilization.
2. Inventory monitoring of sports materials.
3. Schedule of events.
development needs for employees and managers • Assess the effectiveness of recruitment and
induction practices • Evaluate the success of HR policies and procedures • Assist in the
determination of new strategies, e.g. work-life balance.
Report generated:
1. Exit Reports.
2. All exit questionnaires will be recorded onto the HR Information system and a bi-annual report
produced to the Director of HR also highlighting any specific issues which may have arisen along
with action taken in this respect. Any ad hoc reports can also be provided. A mechanism should
also be in place whereby recommendations are made for change and policies and procedures
are reviewed in light of the information gleaned from the exit questionnaires.
3. Generation of Service Certificate on Acceptance of Resignation.
Reports generated:
1. Area/ company/ Hq wise Statistics of total expenses under Hotel Bookings, Ticket Bookings
2. Quarter Occupancy Report
3. Real-time dashboard providing current status of Venue Bookings like conference halls,
meeting halls, auditoriums, function halls, etc
List of processes
CVL1 Process (identification to approval) of Activity Lists for (i) Capital Works (ii)
Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development
Works (v) Special Activities
CVL2 Process for approval of Budget for Activity Lists (i), (ii), (iii), (iv) & (v) above
03. Indents for Capital Items – Indents for capital items are prepared for equipment based on the
requirement against approved Capital Budget in the project report or as replacement of the
existing machines on being declared survey off.
04. Indent for local purchases – These types of indents are prepared for those items which are very
urgently required and there is delay in procurement in the normal procurement process.
05. Indent against Scheme
All the above indents are normally initiated by the concerned user, examined, financially concurred
and approved as per DOP
Reports
1. Generate MB/Indents for requirement for a given period
2. Item wise consumption for the specific period
3. Item wise last purchase price
4. Stock in hand item wise
5. Class wise number of MBs/Indents prepared in a given period.
6. Quantity covered by purchase orders
7. Item wise quantity in pipe line viz due for placement of order against approved indent/MB and
due for supply against purchase order
8. Evaluation of estimated value of the Indent based on LPP, Taxes & duties and price escalation.
Process MM2: Procurement of Material
Objective:
To create purchase order master of materials being procured
Description:
Against the instruments for initiating the procurement as stated above in Process-I, procurement of
materials is undertaken as per the policies and procedures of the company.
For initiating procurement, the MBs/Indents are required to be approved by the competent
authority as per the delegation of powers of the company and financially concurred. Procurement of
materials is initiated after registering the instrument such as MB and Indent in the Purchase Section
of MM Division. A unique control number against each such MB/Indent received in the Section is
assigned to keep track of procurement actions. Procurement of materials is done under any of the
following methods: -
1. International Competitive Bidding: - - International competitive bidding otherwise known as
global tenders are normally done in respect of procurement of very high capacity equipment
for use in open cast and underground mines and those items of required quality ordinarily not
available indigenously.
Payments for supply against global tenders are done by way of letter of credit opened in the
name of the beneficiary as per the contract in case of foreign bidder.
For indigenous bidders (in case authorized Indian agent /dealer/distributor is quoting as a
matter of policy), Equipment payment may be made to foreign principal by LOC and payment
for spares & consumables may be made in Indian Rupee.
2. Domestic Competitive Bidding: Domestic competitive bidding alternatively known as domestic
open tenders is normally done for procurement of small capacity equipment, spares and
consumables. Payments for supplies against domestic advertised tenders are paid in Indian
rupees as stipulated in the purchase order after receipt and acceptance of the materials at
site.
3. Limited Tenders: Limited tenders are issued when the procurements to be made from
O.E.M./O.P.M./O.E.S./O.M. as per company policy or requirement is of small value and there
are known proven sources for the item. These limited tenders are also published in Website as
done in case of global and domestic open tenders and any bidder who fulfills such eligibility
criteria and proneness can also participate in the limited tender whether his name appears in
the list or not.
Payment terms for supply against limited tenders are also same as the domestic open tenders.
4. Single Tender: Single tender method is followed where procurement is to be made on
proprietary basis from O.E.M. or procurement is to be made from single source on
quality/technical considerations.
5. Repeat Order: At times a repeat order is issued against existing purchase order due to urgency
for 25% of the original Purchase quantity.
6. Local Purchases: Local purchase of materials is done when the requirement is urgent. It is done
by way of collecting quotations from the locally existing firms or by way of committee
purchases where a committee is deputed to the local market to finalize the purchase or by way
of issuing short term quotation on the local notice boards.
7. Committee Purchases : Committee purchases are resorted to for procurement of items which
require fulfillment of subjective assessment like feel and finish such as guest house items or to
meet emergent situations such as equipment under breakdown or where safety of
people/property is concerned in case of natural calamities/accidents etc.
8. Depot Agreement and Rate Contract: For requirement of spare parts for a particular make and
machine is done with the concerned OEM/OPM/OES/OM or their authorized Indian
dealer/distributor who establishes a depot in the vicinity of Mining Areas to ensure
uninterrupted supply of required spares. Purchase Orders are placed under depot agreement
against materials budget and indents for revenue items. Similarly rate contracts are also
concluded with the original equipment manufacturers/OPM/OES/OM or their authorized Indian
dealer/distributor for supply of spare parts on proprietary basis/technical & quality
consideration. Rate contracts are also concluded for supply of consumables items like bolts and
nuts by way of domestic open tenders. Payment terms against rate contracts are 100%
payment after receipt and acceptance of materials.
9. DGS&D Rate Contracts: Many a time, orders are also placed against DGS&D Rate Contracts.
However, payment terms against such orders are also 100% after receipt and acceptance of
materials at site.
10. Operation/Adoption of Rate Contract of one subsidiary of CIL by other subsidiary to meet their
urgent requirement.
Purchase Orders are to be created in the system for all the types of procurement given as above.
Reports
1. List of MBs/Indents not covered by tenders or other procurement actions
2. List of tenders not covered by purchase orders in a given period.
3. Type of tenders issued (Nos & Value) in a given period
4. List purchase orders placed against each category of procurement methods in a given period
5. Summary of procurement value against each category of procurement methods in a given
period
6. List of MBs/Indents covered by Purchase Orders
7. List of orders placed on MSE firms in a given period indicating whether owned by Others/SC/ST
persons.
8. Automatic Performance evaluation of vendors based on delivery performance & technical
performance etc. as set by the management
9. List of orders placed on NSIC/Ancillary firms in a given period of time
10. List of orders placed on Foreign vendors/Domestic vendors for the same items during a period
of time
11. Procurement value separately for Capital and Revenue head
12. Generation of query based on any requirement.
Additional Points from MM BCCL’s end
Procurement Subsystem:
1. Indent registration document
2. Mixed competitive Bidding
Reports on Procurement Subsystem:
1. Area wise analysis of Material received
2. Ack. of PO copies received
3. Age wise pending Indent list
4. Area wise & age wise pending POs
5. Area wise periodic purchase statement
6. Purchase order deletion reports.
7. Monthly Purchase order details
8. Quarterly Purchase order details having value more than Rs 5 Crore
9. Details of Purchase orders having Pre-contract Integrity Pact
10. Link to Purchase orders of Other subsidiaries
11. Monthly Details of Tender issued under heads like Open Tender, Limited Tender, Single Tender
etc.
12. Track Ancillary firms item wise.
Queries on Purchase Orders
1. Vendor profile of a given PO
2. List of pending POs
3. Consignment & inspection details of a PO
4. No of POs & total value in a given period
5. No of POs & total value for a given supplier.
6. No of POs & total value for a given Material
7. Pending POs Value “>” Given Value
8. List of closing POs
9. Pending POs for a given material code
10. Part wise pending POs
11. Details of overdue POs
12. PO wise rejected item status
Queries on Vendor
1. List of material supplied by a Vendor
2. Item wise vendor
3. Part wise vendor
4. Vendor wise item
5. Vendor code v/s vendor address
Description:
In Coal India and its subsidiaries, the equipment which completed it’s rated life as prescribed by the
Company and the scrap materials generated during working, are disposed off through a method of
e-auction.
Equipment : All the equipment while being inducted into operation is identified by a sl no. in
reference to Asset Register. After completion of it’s rated life an instrument called ‘Survey
Report’(SR) is initiated by the concerned user with twin purposes of obtaining replacement and for
disposal of the equipment. The SR after scrutiny by a Standing Committee, is finally approved by
the competent authority.
Scrap Materials : The scrap materials generated during operations are usually collected to a central
place called ‘Scrap Yard’ and arranged in convenient lots of homogenous materials say ‘Mild Steel’,
‘Cast Steel’, 'Non-ferrous metals', 'Hazardous Wastes such as Burnt Oil, Batteries‘, 'e-Waste',
‘Cables’, ‘Belting’ etc., SRs are prepared lot & class of scrap wise and are approved by the
competent authority after scrutiny by the Standing Committee.
The SRs after approval, are forwarded to the Survey and Disposal Section of the HQ MM
Department. The Section allots a control no against each lot/survey report and disposal action is
initiated by specifying unit of measure, location for disposal normally by weight or by nos. as may be
considered appropriate.
Disposal is carried out by an e-auction service provider such as MSTC. The disposal decision is
normally based on ‘Reserve Value’ and the number of auction attempts made to secure disposal as
per company policy. The auction is carried out for disposal on ‘as is where is’ basis.
After disposal the service provider intimates the successful highest bidder and a Sale Release Order
is issued after deposition of the bid amount by the bidder. Thereafter, the bidder is allowed lifting of
the lot within a stipulated period. Extensions to delivery periods are also given after deposition of
ground rent as per the rules of the Company.
Reports :
1. Survey reports registered during a given period
2. Survey reports pending disposal
3. Disposals pending realization of sale value
4. Survey report wise basic value and taxes collected in a given period
5. Disposal history of particular survey report / lot
6. Time taken to effect disposal of particular class
7. Class wise Sales realization
8. Reserve Value vs. Disposal Value
Objective:
In order to have dependable sources for supply of materials of right quality and at right time,
vendors will be registered after ascertaining certain basic facilities available with them.
The performance of these vendors are also measured from time to time and ratings will be allotted
to them.
Description:
An online application may be obtained from the interested vendors, against an advertisement issued
by CIL/Subsidiary Companies. These applications will be scrutinized by a Committee, formed for this
purpose as per the laid down procedure of Purchase manual. On verification of the submitted
eligibility documents, and upon meeting the requisite criteria, they will be allotted System generated
Registration Number after due approval. The registration will be valid for a specified period. ERP
should have provision for uploading the eligibility documents of the Registered Vendor.
Time to time performance of this vendor will be evaluated as per laid down process of Purchase
manual and rating will be recorded in the ERP.
The penal action taken against any of the Vendor should also be recorded in the ERP, so that the
procuring entity will get informed about the status of any vendor as far as banning is concerned.
Reports :
1. Reports of all registered vendors.
2. Item Class-wise list of all registered vendors
3. Subsidiary-wise list of registered vendors.
4. Banning details of the Vendor, if any
5. Statutory documents of the registered vendors.
6. Performance wise list of vendors.
7. Any Other reports
Objective:
To Scrutiny of estimates prepared by Project/Area/Washery/ RIs/CMC for transportation of coal,
sand, OB removal magnetite, outsourcing of detailed coal exploration and civil works etc. by
deploying Surface Miner, loading of coal into tippers/trucks for road dispatch to meet the demand of
its consumers and its internal requirements.
DESCRIPTION:
Detailed process for production subsidiaries is given below:
1. Receipt of Proposal cum estimates prepared/forwarded by the Project/Area /Civil Authority
(a) CMC in respect of Transportation and Loading works.
(b) Technical committee under Operation Department in respect of Hiring of equipment
for removal of OB and, extraction of coal works. The proposal is then vetted by P&P
dept. It is then sent to estimate committee for checking and finalizing the estimate.
2. Estimate prepared by Area Authority is checked in respect of several points. Some of these
are as follows:
(a) Lead slab as per lead certificate/ Justification for requirement of works.
(b) Availability of coal/ availability of land for construction works.
(c) Whether other contracts are running or not between the same sources and destination
(d) Calculation of estimates as per prevailing SOR/last awarded rates.
(e) Availability of departmental tippers and pay loaders / equipment for removal OB,
extraction of coal.
(f) Dispatch program of the Area
(g) Budget provision, provision in action plan etc.
(h) Quantity of coal/OB as per the target
(i) Quantity of OB (lead wise drilling/without drilling) after taking the departmental
capacity
(j) Whether the site is as per approved PR site
(k) Status of the land for hindrances
(l) Vetting of OB quantity by CMPDIL-RI.
(m) Route Plan, detailed drawing and dumping location details.
(n) Standard Checklist for estimate preparation.
(o) Financial Payoff & Budget Provisions.
3. If estimate as prepared by Project/Area Authority is found to be satisfactory, then it is
forwarded for approval of Competent Authority.
4. If not found satisfactory, then it is sent back to Project/ Area for further clarifications and
after receipt of clarification sought in respect of the proposal, steps 1-3 are repeated.
5. After approval of Competent Authority, tendering is done as per prevailing norms and
guidelines.
Process for CMPDI:
CMPDI is primarily engaged in detailed Coal Exploration including Geological Report Preparation of
both CIL and Non-CIL Coal Blocks. For operational reasons, CMPDI engages some outside agencies by
inviting tenders for the required work as per description put forward by the concern RIs.The
requirement of works to be carried out are assessed and scrutinized in the form of proposal
prepared by respective RIs for initiating tendering process. Estimates of above proposal are normally
prepared by HQ based through a dully constituted committee based on Last Awarded Rates (LARs) of
recently concluded/awarded tender/block located in the same coalfield/RIs, wherever possible or
The Revised Procurement Process: The CIL has adopted a new procurement process with effect
from 22nd January 2016. In this process the documents of lowest bidder will be scrutinized first. If
he/she meets eligibility criteria as laid down in the tender document the work will be awarded to
lowest bidder. If lowest bidder does not fulfill all the eligibility criteria as per tender document, the
document submitted by next lowest bidder will be scrutinized and work will be awarded if he/she
fulfills eligibility criteria. If he/she does not fulfill all the eligibility criteria, the above process will be
repeated till the work is awarded or numbers of bidders are exhausted.
The Reverse Auction Process (RAP): Currently, RAP for hiring of HEMM works is applicable in
tenders with estimated value more than Rs. 1.00 crore invited from CIL HQ, Subsidiary HQ and NEC.
Online Payment of EMD: The bidder can make the payment of online through net banking and
NEFT/RTGS.
STEPS INVOLVED IN THE PROCESS:
1. Preparation of Tender Document and Notice Inviting Tender (NIT)
2. Publishing of NIT/Tender Document
3. Online Bid submission during period as stipulated in NIT (on e-tendering portal)
4. Bid Opening (on e-tendering portal)
5. Start and completion of Reverse Auction (on e-tendering portal)
6. Confirmation of issuance of Bank Guarantee (if EMD is submitted in the form of BG)
7. Clarification, if any, sought from lowest bidder (on e-tendering portal)
8. Verification of experience certificate as submitted by the lowest bidder during the period for
submission of bid.
9. If all the eligibility criteria as laid down in the NIT/Tender Document are fulfilled by the
lowest bidder, then Tender Committee recommends the award of work to the lowest bidder
10. If lowest bidder does not fulfill the criteria laid down in the NIT/Tender Document, then
steps 7-9 are repeated in respect of next lowest bidder (as per Reverse Auction)
11. After 9, recommendation of Tender Committee is forwarded to Director (Technical), for
approval of DT if within DOP of DT to sign the TCR as Chairmen of Tender Committee (as
case may be) and if beyond DOP of DT then for kind perusal and forwarding to Higher
Authority through D(F)), If applicable as per prevailing DOP)
12. From Director (Technical), it is again forwarded to Director (Finance) for financial vetting of
the recommendation of award of work
13. From Director (Finance), it is sent to the office of Chairman-cum-Managing Director,
Subsidiary for obtaining approval, from where it is again sent to GM(CMC)
14. At CMC Department, Agenda Note is prepared for placing the matter before Subsidiary
Board during its meeting.
15. After preparation of Agenda Note and it being signed by Director (Technical), it is sent to
Company Secretary, Subsidiary for placing the same before Subsidiary Board in its meeting.
16. If Subsidiary Board resolves to award the work during its meeting, Letter of Award (LOA) is
issued in the name of bidder, whose name has been recommended by the Tender
Committee for award of work.
17. Complete Tender File along with LOA and other relevant documents is sent to Area
concerned, for further signing of agreement & Pre-contract Integrity Pact, issuance of Work
Order in the name of bidder, execution of work by the bidder as description and Terms &
Conditions put in the Tender Document/NIT etc.
18. For tenders invited from Area the TCR shall be approved by Area GM/competent authority
as per DOP.
19. In case of civil engineering works, the works are awarded from area /units of HQ/CED HQ
with the approval of GM(Area)/HOD of HQ units/Directors/CMD/Board of Directors, the
LOA, Work Order, Agreement are executed from the respective units of approval.
PROCESS INPUT:
1. Documents as submitted by the bidder during the bid (from e-tendering portal)
2. Communications/ correspondences as made with the bidder (from e-tendering portal)
3. Confirmation of issuance of Bank Guarantee
4. Verification of experience certificate as submitted by the lowest bidder during the period for
submission of bid
5. Values quoted by bidders during Reverse Auction (from e-tendering portal)
PROCESS OUTPUT:
1. Tender Committee Recommendation (TCR)
2. Comparative Statement (of both – Part-I and Part-II)
3. Board Resolution
4. LOA
PROCESS RULE:
1. Provisions laid down in the Tender Document
2. Various circulars, guidelines, orders, manuals etc. issued by CVC and Company.
Reports:
1. Online tender evaluation report
2. The Refund/settlement of EMD Tender wise Report
3. Type of tenders issued (Nos & Value) in a given period
4. Time taken in issuance of AOC from the beginning of the tender process
5. List of AOC placed against tenders in a given period
6. Performance evaluation of contractors
Process CMC3: Process for deviation of contract from that of originally awarded
Objective: To accommodate the unavoidable deviation during executions of work
DESCRIPTION:
During the execution of awarded work sometimes such uncertainty occurs due to which it becomes
impossible to execute the work exactly awarded. As such it becomes difficult to continue the work
without deviations of a few or all items of Bill of Quantity (BOQ) of work from the originally awarded
work as per the provision of tender document.
To continue the work under such situations, it is required to be approved by Competent Authority as
per DOP. A proposal will be initiated by the concerned area/department with earlier provision in
tender document and proposed deviation with required correspondences. The competent authority
accords the approval if satisfied that it is difficult to continue the work without deviations in best
interest of the company.
PROCESS INPUT:
1. Proposal file for deviation estimate
PROCESS OUTPUT:
1. Examined proposal file for deviation estimate as per PROCESS RULE as mentioned below.
PROCESS RULE:
1. Provisions of NIT/Tender Document.
2. Prevailing DoP.
3. Various circulars, guidelines, orders, manuals etc. issued by CVC and Company.
Reports:
1. Generate list of deviations along with reasons for deviation in the contracts for a given period
2. Archive should be maintained for previous deviations
Process CMC4: Process for foreclosure/closure of contract
Objective: To finalize Process for foreclosure/closure of contract
DESCRIPTION:
Foreclosure of the contract: During the execution of awarded work in respective Areas/ for detailed
coal exploration in respective coal block, sometimes such uncertainty occurs due to which it
becomes impossible to execute the work as it is awarded. As such it becomes inevitable to continue
the work by deviating some or all elements of work from the originally awarded work. But, if the
uncertainty is such that no scope is left for deviation of estimate from originally awarded work even,
then only option left is to foreclose the contract.
Closure of the contract: After completion of the awarded contract, it is required to logically close the
contract so that final dues can be settled with the contractor.
PROCESS FLOW:
Process flow at CMC/Exploration/Civil Department in respect of foreclosures and closures is similar
to that of deviation estimate. The difference between the two appears only after the finalization of
complete process (process at CMC/Exploration/ civil is a part of this process). The difference is that
foreclosure/closure of the contract stops the execution of work (Foreclosure: before scheduled
completion; Closure: after scheduled completion) whereas deviation of contract from that of
originally awarded work does not.
PROCESS INPUT:
Proposal file for foreclosure/closure along with justification /Revised Estimate along with the
hindrance register/payment/work history
PROCESS OUTPUT:
Examined proposal file for foreclosure/closure /revised estimate as per PROCESS RULE as
mentioned below.
PROCESS RULE:
1. Provisions of NIT/Tender Document.
2. Prevailing DoP.
3. Various circulars, guidelines, orders, Manuals etc. issued by CVC and Company.
Reports:
1. Generate list of foreclosure of contract with reason for foreclosure for a given period
2. Generate list of closure of contract for a given period
Archive should be maintained for previous foreclosure/closure of contracts
Process CMC5: Process for termination of contract
Objective: To terminate the contract wherever necessary as per the provision of contract
DESCRIPTION:
Despite the similarity with foreclosures and closures of the contract in the sense that both result in
stoppage of work, the termination is different in the sense that it is processed due to fault on the
part of the contractor.
PROCESS FLOW:
PROCESS RULE:
1. Provisions of NIT/Tender Document.
2. Prevailing DoP
3. Various circulars, guidelines, orders, Manuals etc. issued by CVC and Company.
Reports:
1. Generate list of terminated contracts with reason for the termination in a given period
2. Archive should be maintained for previous terminated contracts, with reasons.
Process CMC6: Preparation of Schedule of Rates (SOR) for Hiring of equipment for removal of
overburden, extraction of coal, transportation and loading and sand, and civil works.
Objective: To prepare of reasonable Schedule of Rates (SOR) in a scientific manner
DESCRIPTION:
The subsidiary companies are in the process of preparation of Schedule of Rates (SOR) and some
have already prepared the SOR for Hiring of equipment for removal of overburden, extraction of
coal, transportation, and loading keeping in view percentage increase/decrease in proposed SOR
over the previous SOR for specified period. The subsidiaries will prepare the SOR after taking
consideration all factors including geological and mining conditions. The SOR so prepared will be
helpful in determining a realistic estimated value for a tender. The help of CMPDI will be taken by
the subsidiaries in preparation of SOR if felt necessary.
Various inputs are required for preparation of SOR.
PROCESS RULE:
1. As approved by the company.
Reports:
1. Generate current SOR
2. Archive for previous SORs.
Process CMC7: Revision of Schedule of Rates (SOR) for transportation of coal/OB and sand
Objective: To revise schedule of Rates (SOR) for transportation of coal/OB sand etc.
DESCRIPTION:
As rate of HSD and VDA change, so does the cost of transportation of coal, sand, OB etc. per unit
(ton or cum). So it becomes necessary to revise the SOR as per prevailing rate of HSD and VDA and
other inputs as applicable.
PROCESS INPUT:
1. Prevailing HSD rates
2. Prevailing VDA as circulated by CIL.
CMPDI: Preparation and submission of Geological Reports prepared by party(s) who have been
awarded the work for detailed coal exploration through Tender-cum-Reverse Auction
System.
DESCRIPTION:
Several reports are required by various authorities at various levels in the Company. Such reports
may be weekly, monthly, quarterly, bi-annual, yearly etc. For this purpose, there is input of data
from various sources including all the Areas of the company, which are compiled together and sent
to the concerned authorities.
Some of the reports are as under:
1. Tender Status Report (weekly) – sent to CGM (Co-ordn.) with copies forwarded to TS to
CMD, TS to D(T) OP, TS to D(T) P&P, TS to D(P)
2. Tender Status Report (monthly) – sent to CGM (Co-ordn.) with copies forwarded to TS to
CMD, TS to D(T) OP, TS to D(T) P&P, TS to D(P)
3. LOA Report (monthly) – sent to GM (System)
4. LOA Report (monthly) – sent to CVO, Subsidiary
5. Integrity Pact Report (monthly) – sent to Nodal Officer, Integrity Pact, Subsidiary
6. DO Letter (monthly) – sent to TS to CMD
7. EMD Refund Report (monthly) – sent to CGM (System)
8. Quarterly Progress Report– sent to GM (Vigilance)
9. Annual/Director’s Report – sent to Company Secretary, Subsidiary
10. ESM & Civil Contracts Report – sent to GM (Production), CIL
11. Report of persons posted at sensitive posts – sent to GM (Vigilance)
12. Manpower Report
13. Area wise % work execution by civilian/ESM/PAP agencies of total Company
14. Area wise & Agencies wise ESM fleet strength
15. Area wise registered PAPs
16. RI wise Report
For above purpose, data from various sources are collected and compiled together as per specified
format for each report respectively. The reports so compiled are then sent to respective authorities
for further needful.
PROCESS INPUT:
1. Data obtained from various sources for respective reports
PROCESS OUTPUT:
1. Reports as per specified format for respective reports
PROCESS RULE:
1. As per specified format.
Process CMC10: Monitoring performance of contracts awarded by CMC/Exploration/ Civil
Objective:
Production Subsidiary:
To monitor performance of contracts awarded by CMC/Civil
CMPDI:
Monitoring of performance of contracts awarded for detailed coal exploration through Tender-cum-
Reverse Auction System by Exploration Division
DESCRIPTION: Data are to be furnished by Area in the specified format. These data are then looked
into/examined for any abnormality.
PROCESS INPUT:
1. Data obtained from Area
PROCESS OUTPUT:
1. Examination of report for abnormality
2. Compilation of report for submission to Competent Authority.
PROCESS RULE:
1. As per specified format
Process CMC11: Process for obtaining advance & carrying out adjustments against approved
imprest Money
Objective:
Obtaining of advances & carrying out adjustments against approved imprest Money
DESCRIPTION: Imprest money is required to carry out the regular expenses of the office. This
process comprises of two parts:
(a) Obtaining advance against approved imprest amount
(b) Adjustments/ equipment of expenses against sanctioned advance.
PROCESS INPUT:
1. Proposal for sanction of advance against approved imprest amount
2. Compilation of bills raised against respective expenditure
3. Final adjustment proposal at the end of each financial year
PROCESS OUTPUT:
1. Sanction of advance
2. Adjustment/ recoupment of expenditure against sanctioned advance
3. Final adjustment proposal at the end of each financial year
PROCESS RULE:
1. As per prevailing guideline of the Company.
Process CMC12: Pre-contract Integrity Pact, appointment and payment to Independent External
Monitors
Objective:
To implement the Pre-contract Integrity Pact through a panel of IEMs appointed by organization
DESCRIPTION:
CIL:
The appointed IEMs are eminent personalities of high integrity and reputation. The Commission
would approve the names of IEMs out of the panel of names, initiated by the organization
concerned, in association/consultation with the CVO. The normal term of appointment for an IEM
would be 3 years, and would be subject to renewal by CIL after approval of CVC.
Remuneration payable to the IEMs is equivalent to that admissible to an Independent Director in the
organization. Currently, as approved by Coal India Board, the IEMs will get Rs. 2, 000.00 for being
named in the panel for each tender, Rs. 20, 000.00 for attending the structured meeting where
general related things besides complaints, if any, etc. could be discussed and Rs. 15, 000.00 for each
reference made and dealt by them against which they give a recommendation to management.
Subsidiary:
For each tender/contract, Independent External Monitors are appointed if the tendered value is
more than amount specified in manual. For each tender so appointed, IEMs get Rs. 2, 000/-. In case
of any dispute arising in respect of any tender, they get an amount of Rs. 15, 000/- per hearing in
that case. Processing for such payments is initiated from CMC/CED/Exploration.
PROCESS INPUT:
1. No. of tenders floated
2. Amount payable for each tender
3. No. of hearings/proceedings held against representations/complaints received
4. Amount payable for each hearing so held
PROCESS OUTPUT:
1. Total amount payable to each IEM
2. Proposal for such payment
Reports:
1. The list of IEMs appointed by the organization in a given period
2. The list of payments made to an IEM in his tenure as IEM of the organization.
3. The list of facilities provided to an IEM in a given period.
Process CMC14: Deposition and Refund of Earnest Money (EMD)
Objective:
To check the seriousness of bidders participating in tenders
PROCESS INPUT:
1. List of unsuccessful bidders after completion of tender
2. Information regarding submission of Performance Security by the lowest bidder in the office
of concerned Area General Manager.
PROCESS OUTPUT:
1. Return of EMD to unsuccessful bidders.
Reports:
1. The Refund/Settlement of Earnest Money Tender wise Report
Process CMC15: The forfeiture of EMD/Performance security as per conditions of bid/contract (as
and when required)
Objective:
To protect the interest of the organization from the failings on the part of contractor
PROCESS INPUT:
1. Information regarding non submission of Performance Security
2. Information regarding expiry of validity of BG submitted as EMD
3. Letter to bidder regarding extension of validity of BG submitted as EMD as per requirement
4. Information regarding non-extension of BG submitted as EMD/performance security by
concerned
5. Failure to sign the agreement
PROCESS OUTPUT:
1. Notice of encashment which is sent to concerned bank along with the original BG as
received at CMC Department for encashment if bidder has submitted BG.
2. EMD/Performance security will be forfeited if cash is already with department.
Reports:
1. Report on deposit/refund of security deposit tender wise
of revenue budgeted amount of previous financial year is kept for carrying out the works of revenue
nature.
Manpower budget is prepared for expenses at Department under various heads.
PROCESS INPUT:
1. Communication regarding submission of revenue budget for the financial year under
consideration received from HOD (Fin.) Pay
2. Requirement of revenue budget at CMC department.
3. Previous revenue budget of CMC Department.
PROCESS OUTPUT:
1. Revenue Budget, capital budget, liability statements/ spill over statements.
Report:
1. Capital and Revenue budget of current financial year.
2. The Capital and Revenue utilized in the last year.
3. Archive should be maintained for previous capital and revenue budgets
Process CMC19: Preparation of Schedule of Rate for picking
Objective: To finalize the Preparation of Schedule of Rate for picking
DESCRIPTION:
Picking of shale/stone/other extraneous material is done to supply good quality of coal to
consumers. For this purpose workers are deployed at various coal dumps.
Whenever there is change in the minimum wages as circulated by CIL or that of Government of
state, revised rate for picking is required to be calculated and approved by Competent Authority.
PROCESS INPUT:
1. Communication regarding Change in minimum wages as circulated by CIL and that of State
Government
PROCESS OUTPUT:
1. New picking rate
Process CMC20: Revision of Schedule of Rate for picking
Objective: To Revise of Schedule of Rate for picking
DESCRIPTION:
Picking of shale/stone/other extraneous material is done to supply good quality of coal to
consumers. For this purpose workers are deployed at various coal dumps.
Whenever there is change in the minimum wages as circulated by CIL or that of Government of
state, new rate for picking is required to be calculated and approved by Competent Authority.
PROCESS INPUT:
1. Communication regarding Variation in DA wages as circulated by CIL
PROCESS OUTPUT:
1. Revised picking rate
Process CMC21: Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM
Company from one Area to another Area & Change of membership of PAPs
Objective:
To Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM Company from one
Area to another Area & Change of membership of PAPs
DESCRIPTION:
Enhancement of fleet of ESM, Extension of period of ESM, Diversion of ESM Company from one Area
to another Area & Change of membership of PAPs to enhance the transportation capacity of certain
project and fulfill the Area wise requirement for exigencies.
Whenever there is any requirement of additional fleet or to maintain the desired fleet strength the
proposals are initiated from the concerned Areas and approved by Competent Authority. Whenever
there is any change in the status of PAP member in a society or member is no more alive, the
request is generated from the PAPS and approved by Competent Authority.
PROCESS INPUT:
For PAPs
1. Documents as per existing rule submitted by the Agency.
2. Verification of certificate (at later stage of process)
3. Clarification sought from the Area/L & R Dept, if any (at later stage of process)
For ESM
1. Proposal initiated from the Area.
2. Scrutiny at HQ
3. Approval by the Competent Authority
4. Communication to DGR
5. Approval from DGR
6. Communication to Area.
PROCESS OUTPUT:
1. Enhancement of ESM fleet or extension of time period
2. Change of membership of PAPs.
3. Diversion of fleet from One Area to other Area.
PROCESS RULE:
1. As approved by the company.
Process CMC22: Supervision of work, recording of measurement in MB and processing of payment.
Objective: To make payment to contractor after execution of desired works
Description:
The payments to the contractor will be made as per the conditions of contract. Payment of final
bill will be made on completion of the contract.
Reports:
1. Generate list of MB for works for a given period.
2. Generate list of payments made to the contractor in a given period.
Archive should be maintained for bills, MB etc.
Process CMC23: Process of entering into agreement with contractor
Objective: To formally enter into agreement with the successful bidder
Description:
A formal agreement will be executed on a non-judicial stamp paper of appropriate value as
mentioned in work order.
Reports:
List of agreement entered by organization in connection with contract management works in a given
period of time.
Process CMC 24: Process for approval of time and progress chart by CMD, proposal initiated by Area,
processed through CMC/Exploration/Civil Department
Objective: To finalize the time and progress chart of contract
PROCESS FLOW:
1. Receipt of proposal along with the mutually agreed time and progress chart (work schedule).
2. Scrutiny of proposal in line with the provisions of Tender Document and other prevailing
circulars/guidelines/manuals etc.
3. If not found satisfactory, it is sent back to Area for further clarifications and after receipt of
clarification sought in respect of the proposal, steps 1-2 are repeated.
4. Proposal is then sent for concerned authority for further processing
5. After approval of Competent Authority, file is sent to concerned area authority for further
processing.
PROCESS INPUT:
1. Proposal as prepared by Area Authority along with the mutually agreed time and progress chart
(work schedule).
PROCESS OUTPUT:
1. Mutually agreed time and progress chart (work schedule) as approved by Competent Authority.
PROCESS RULE:
1. Prevailing DoP.
2. Provisions of Tender Document
Process CMC 25: Deposition and Refund of Security Deposit (Initial Security Deposit, Retention
Money, Additional Performance Security) as per conditions of contract
Objective: To deposit /Refund of Security Deposit by contractor to prevent failing on the part of
contractor.
DESCRIPTION:
On award of the Work, the contractor has to deposit the Initial Security deposit after adjusting the
EMD already deposited. Further, 5% retention money is deposited from the each running bill
processed for payment of bill. The 10% Security deposit so accrued shall be refunded to the
contractor after successful completion of the work. 5% Performance Security is to be released after
successful completion of the work and balance 5% security money is to be released after defect
liability period. Proposal is initiated by the executing authority indicating successful completion of
work and recommendation for release of Security deposit.
PROCESS INPUT:
1. Information of details of Security deposited by the bidder.
2. Deduction of 5% from each RA
3. Proposal for release of the Security deposit
PROCESS OUTPUT:
1. Approval of proposal for release of the Security deposit.
2. Convey the approval of release in form of Pay Order or Return of BG to the Finance
Department or the custodian of BG
Process CVL1 :Process (identification to approval) of Activity Lists for (i) Capital Works (ii) Revenue
Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special
Activities
Objective:
Identification of Activity Lists required to be approved for (i) Capital Works (ii) Revenue Works (iii)
Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities
DESCRIPTION:
Subsidiary carries out different types Works and Services activities related to (i) Capital Works (ii)
Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities
to meet the demand for production as well as welfare of its employees. These works are executed
by engaging some outside agencies by inviting tenders for the required work as per description put
forward by the Area as well as Head Quarter Authority for town administration works.
The requirement of works to be carried out is assessed and a list of these works is prepared under
head of (i) Capital Works (ii) Revenue Works (iii) Monsoon Preparation Works (iv) Mine Development
Works (v) Special Activities by Area as well as Head Quarter Authority for town administration works
for initiating estimation process.
Scrutiny of the Activities prepared by Area as well as Head Quarter Authority for town
administration works to carry out the required work is done at area level or at Head Quarter level
depending upon the nature of activity and the activities are thus approved by either area General
Manager or Head Quarters level depending upon the nature of activity and DOP.
Process CVL2: Process for approval of Budget of Activity Lists for (i) Capital Works (ii) Revenue Works
(iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special
Activities
Objective:
To finalize the Process for approval of Budget of Activity Lists for (i) Capital Works (ii) Revenue
Works (iii) Monsoon Preparation Works (iv) Mine Development Works (v) Special Activities
STEPS INVOLVED IN THE PROCESS:
1. Requirement of the Budget, head wise are prepared at the Area as well as Head Quarter
Authority for town administration works.
2. Compiled budget requirement are forwarded to Head Quarter for approval as per DOP.
3. If Fund requirement as prepared by Area as well as Head Quarter Authority for town
administration works is found to be satisfactory and essentially required, then it is
forwarded for approval of Competent Authority as per DOP.
4. If not found satisfactory, then it is sent back to Area as well as Head Quarter Authority for
town administration works for further clarifications as per need of the activity and after
receipt of clarification sought in respect of the proposal, steps 1-3 are repeated.
5. After approval of Competent Authority, the approved activity list with budget allocation are
circulated to the concerned area or Head Quarter for preparation of detailed estimates
PROCESS INPUT:
1. Budget requirement of the Activities as prepared by Area as well as Head Quarter Authority
for town administration works.
PROCESS OUTPUT:
1. Approved Budget Allocation Activity wise as approved by Competent Authority.
PROCESS RULE:
1. PR provisions
2. Requirement of the Activity
3. Prevailing DoP.
PROCESS01: Demand assessment and formulation of Plans --annual, monthly and daily
Objective:
To prepare plan documents pertaining to demand and supply and other marketing issues.
Description:
CIL level planning:
Plan related to Marketing Division is sent to Corporate Planning Division of CIL
1. Perspective sectoral demand is projected by Niti Ayog / Ministry of Coal.
2. Based on such perspective demand scenario long-term production projection is made by
Corporate Planning Division of CIL. Such long-term production projections are factored into
annual production and supply plan on the basis of the inputs from the Subsidiaries.
(LT). Based on the decision of the appropriate authority at MOC further course of action is
decided including forfeiture of BG.
PROCESS 04: Issuance of LOA
Description:
LOA issued to the consumer with milestone schedule.
Status of milestones for LOA is reported by consumer with required document. The
verification of expiry date of the document is important.
Milestones are scrutinized by LOA sub-committee and each milestone wise observation on
shortcomings is given as per date of reporting.
Observations on shortcomings in achieving the milestones are communicated to consumer
and any slippage is dealt with imposition of penalty.
Coal companies maintain the record of all the documents submitted by
Consumer in support of completion Of milestones of LoA and scrutinize at its level.
Coal companies also communicate the latest status of LOA to Ministry of Coal through Coal
India as and when required or for SLC (L T) meeting.
Any shortcomings or non-compliance of milestone timelines are reported to consumer with
notice to complete the required formalities.
Information on any deduction in BG or notices for submission of additional BG is also given
to LOA consumer as and when his claims for completion of milestones are scrutinized.
Once all milestones are completed, the consumer will be eligible for FSA.
Any discrepancy in completion of LOA milestones in respect of Power Utilities are referred to
SLC(LT) and their decision is considered as guideline.
Report generated:
Status of LOAs
PROCESS 05: Fuel Supply Agreements
Objective:
To execute and monitor Fuel supply Agreements with
o Power Utilities including SEBs and IPPs – involving multiple models
o Non Power Consumers falling under Steel/Sponge/Cement/CPP/Paper and other
sectors -- involving multiple models
o State Nominated Agencies
At CIL Level Model Fuel supply Agreements for each consuming segment are developed and
periodic modifications are brought in as and when necessary. Subsidiary Company do
Signing of FSA as per model prescribed by CIL.
Description:
CIL:
Based on the Policy guidelines issued by Ministry of Coal model Fuel supply agreements are
evolved stipulating all conditions and provisions which are mutually agreeable.
Separate conditions apply for separate Model Agreements depending upon the class of
consumer and applicable policy.
Such Models after legal vetting are placed for approval by the CIL Board
FSAs are entered into by the coal companies with the consumers on the applicable approved
Model agreement for supply of coal.
Sometimes it becomes necessary to review certain provisions of the Model Agreement due
to change in policy or for ease of operation.
Adjustment of payment through Debit/Credit notes based on the results of Third party
sampling
Annual monitoring of coal supply to determine the Level of Delivery(LD)/Level of Lifting (LL)
Computing Compensation / Incentive based on the performance of LD/LL
For non-power consumers
Verification of LOA milestones
Conversion of 10% Commitment Guarantee (CG) to 6% Security Deposit (SD)
Verification of other prerequisite papers to be submitted by the Purchaser
Determination of the Annual Contracted Quantity based on LOA quantity and normative
requirement of the plant
Monitoring of Condition Precedents
Recording First Delivery Date
Commencement of coal supply under Build up period
Commencement of Regular coal supply on commissioning of the plant
Billing and realization
Quality control
Adjustment of payment through Debit/Credit notes based on the results sampling wherever
applicable
Annual monitoring of coal supply to determine the Level of Delivery(LD)/Level of Lifting (LL)
Computing Compensation / Incentive based on the performance of LD/LL
.
Note1: Policy change in respect of linkage for non-power sector is being implemented. Aspirant
consumers of non-power sector (other than PSU) will have to bid in the linkage auction. Successful
bids will be converted into FSA for supply of coal.
Note2: Linkage auction for power sector consumers other than PSUs having PPA is being
implemented under the new coal allocation policy 'Shakti'. Successful bids will be converted into FSA
for supply of coal.
Note3: Flexi-utilization of coal is being implemented under which SEBs have the option to change
linakage quantities of their own power plants within a particular subsidiary, keeping the total linkage
quantity same. A provision should be made to update the linkage quantity under this scheme.
PROCESS 06: E-auction of coal
Objective:
E-auction of coal and MIS: E-auction is conducted by the subsidiary coal companies through
designated service providers. Different types of e-Auctions Viz Spot e-Auction, Forward e-
Auction, Special & Exclusive e-Auction etc are conducted as per Terms & Conditions. At CIL
level apart from making policy decision MIS is maintained. Description of the process is as
under:
Description:
CIL:
1. Offer is sent from Subsidiary HQ to the Service Provider
2. Service Provider conducts e-auction and sends the report to Subsidiary HQ along with the
details of successful bidders [including details of Earnest Money Deposit (EMD)]
3. Service Provider also sends the report to CIL HQ, Kolkata
Subsidiary:
1. Based on monthly production, stock and loadability Colliery wise, grade wise, size wise,
seam wise, sector wise, month wise offer is sent from different areas to designated sales
office of the Subsidiary Offer is compiled from suitable sources & put up for competent
approval
2. Approved Source-wise seam-wise grade-wise Mode-wise size-wise Offer with applicable
Notified & Floor Price is sent from Subsidiary HQ to the Service Provider
3. Offer is notified in Subsidiary company website, Service providers website, Notice Board &
circulated to all concerned
4. Service Provider conducts e-auction and sends the report to Subsidiary HQ along with the
details of successful bidders & transfer the EMD value of corresponding successful Bidders
[including details of Earnest Money Deposit (EMD)]
5. Service Provider also sends the report to CIL HQ, Kolkata
6. On receipt of payment, Subsidiary HQ issues Delivery Order (DO) to successful bidders
7. A consensus source-wise dispatch schedule is decided
8. Indents of rakes (in case of rail dispatch) is made by coal companies as per dispatch schedule
and on placement of rakes by Railways loading is completed by the subsidiary and on
weighment requisite Delivery Note is issued by coal company and Railway Receipt is issued
by Weigh Bridge clerk of Railways. to load coal from the Source / Siding
9. Based on the RR/D Note invoices are raised.
10. In case of road dispatch, the buyer places truck at the Road Sales Centres /Weigh Bridge of
the designated dispatch point and on loading based on weighment record, Road Challan and
invoice is issued from the Weigh Bridge.
11. After loading coal, dispatch centres /sidings send the details of loading / dispatch to
Subsidiary HQ through Area Office.
Reports generated (from the perspective of CIL HQ, Kolkata):
Current: Subsidiary-wise, Mode-wise, Grade-wise, Sector-wise offered quantity,
booked/allocated/lifted quantity, notified price/value, reserve price/value and booking
price/value have to be compiled manually by using excel
Expected: Subsidiary-wise, Mode-wise, Grade-wise, Sector-wise offered quantity,
booked/allocated quantity, dispatch quantity, coal value paid (showing all components of
the price/value paid), notified price/value, reserve price/value and booking price/value
should be query-based
Online status for value paid pending order against each Sale order after transaction for the
day.
Any other: The present and suggested Data Flow Charts are given on the next page.
PROCESS 07: Web Portal for State Nominated Agency (SNA) for distribution of coal to SME sector
consumers
Objective: Coal distribution to SME sector consumers, whose annual coal requirement is less than
10000 tonnes is done through SNA. SNA are appointed by State Government. FSA is signed between
SNA and coal company.
Description: Web Portal named 'CAMS' has been developed by NIC to monitor coal dispatch through
SNA. It provides login based access to CIL, Coal Companies, State Government, SNA and end
consumers. Data is being updated by CIL, coal companies and SNA as per their role. This portal needs
to be integrated with proposed ERP, where in some of the required data may be fetched from the
ERP system like details of FSA signed and coal lifted by SNA. However, some of the data capture
which is not being made part of ERP will be entered directly in the 'CAMS' like Earmarked Coal
Quantity, details of officials of State, Coal companies, SNA and coal sold to end consumers and will
be integrated with ERP from thereon.
PROCESS 08: Bridge linkage (in the process of implementation)
Objective: The policy of ‘Bridge Linkage’ has recently been introduced by the Government, wherein
supply of coal would be on ‘best effort’ basis for a period of three years from the date of allotment
of mines to the state and central public sector undertakings both in regulated and non-regulated
sectors to avoid any projects being stranded for want of coal. So far, only power projects have been
recommended ‘Bridge Linkage’.
Description:
As envisaged in policy, the source of supply is identified in the tri-partite meetings between
CIL/Coal Companies, Utilities and Railways.
Based on the grade of coal available from the identified sources, Coal Controller’s
Organization decided the quantity of coal required by the project
CIL finalizes the supply matrix based on the recommendation of CCO
The matrix gets ratification in the CLOA, and the matrix is communicated to Subsidiaries for
implementation
CIL formulates the MoU to be applicable uniformly across coal companies
Coal Companies invite the utilities for entering into MoU and start supplying coal after
completing commercial formalities.
PROCESS 09: Short-term dispatch on ‘best effort’ basis
Objective: In certain cases, where there has been no formal commitment exists for regular supply of
coal, Government/CIL by special dispensation recommends release of coal on short-term basis
through ‘best effort’ MoU. Conditions for such supplies vary from source to source on the basis of
the given demand and/or logistics and other conditions.
Description:
Based on the Policy guidelines issued by Ministry of Coal, CIL formulates the conditions,
including price structure, for short-term supply through MOU and communicates the same
to the concerned coal companies
Separate conditions apply for separate MoU depending upon the class of consumer and
applicable policy.
MoUs are entered into by the coal companies with the consumers on the applicable formats
for supply of coal.
Information regarding MoU will also be circulated to other sections of S&M department for
supply of coal.
Information regarding entering of MoU for short term basis will also be informed to all
subsidiary companies.
Sometimes it becomes necessary to review certain provisions of the MoU due to change in
policy or for ease of operation.
Changes/modification in the MoU are approved by the competent authority before being
implemented
These changes will be informed/ communicated to the concerned consumer for modification
of MoU
After modification of MoU the same may be informed to all sections of S&M Department of
supply of coal.
PROCESS 10: Order-booking, Loading, delivery and invoicing
Objective:
To book order, scheduling dispatch programme, arranging availability of requisite quantity of
product at dispatch point, monitoring logistics, loading and invoicing. Generation of Sale
Orders (Road Sales), Receiving of application regarding E-auction and linkage Consignee
Description:
These activities are dealt by coal companies. On fulfilling the payment terms, order is booked by the
coal companies in line with the provisions of FSA regarding quarterly supply schedule. In case of
supply under ‘best effort’ MoU, the supply schedule is mutually prepared by the coal companies and
the consumers and the order is booked on fulfilling the agreed payment terms by the consumer. In
case of e-auction the supply schedule is given by the coal companies on fulfilling the payment terms
by the customers. For dispatch of coking coal to steel plants monthly supply schedule is prepared
based on which subsidiaries book order.
Coal is sold on FOR dispatch point basis. Therefore, the responsibility for arrangement of railway
wagon/trucks/other modes of transport is on the customers. However, in case of Rail movement, by
convention the following sequence of activity is followed for loading and dispatch:
a) Consumers submit programme to online system of Railways
b) The programs are Consented/Rejected by coal companies on the basis of the terms of dispatch
under FSA/MOU/E-auction etc.
(Sequence of activities under e-Auction: Receiving of bid-sheet regarding successful bidders
from service provider, displaying notice as per terms & conditions of the scheme for accepting
payment in the form of BG/DD/RTGS for Financial Coverage(F/C), verifying of BG and obtaining
confirmation from issuing bank and encashing bank, vetting of programs in respect of F/C from
associate finance, endorsement of consented programme submitted by the bidders on line
maintaining seniority list provided in the bid-sheet, sanction of programme by Railway Board,
display of notice for accepting payment in the form of DD/RTGS from bidders who submits F/C in
the form of BG, submitting offer to Railways, allotment by Railways, supply of rake by Railways,
loading by subsidiary, issue of F-Note/D-Note by loading sidings, issue of RR by Railways,
generation of bill as per RR and bid-sheet, adjustment of advance against bill, forfeiture of EMD
in case of defaulter as per scheme)
c) Programs are sanctioned by Railway Board. Details like, month-wise, Railway division-wise,
coalfield-wise, siding-wise sector-wise no. of rakes submitted by consumer, consented by coal
company and sanctioned by Railway with respective date should be captured through suitable
connectivity with FOIS system.
d) Companies place indents siding-wise, consumer-wise, sector-wise on a cluster of sidings (cluster
means a group of sidings under a specific coal field of Railway) to on line system of Railway,
where specific siding can be mentioned as an optional field (earlier concept was siding-wise) for
allotment of rake by Railway on a particular siding out of cluster of sidings.
e) Transportation of coal is done to siding from different sources /collieries via feeder breaker and
sidings wise, colliery wise, grade wise, feeder breaker wise transportation details is maintained
along with available stock of siding.
colliery wise, grade wise, feeder breaker wise, siding wise position of crushed coal (sizing
report) and its sector wise, consumer wise dispatch is maintained.
f) On placement of rakes for the consumer’s destination in the siding, rakes are loaded, weighed at
Weigh Bridge and Railway Receipts are issued by Staffs deployed by Railways at the Weigh
Bridge/ Railway TMS. Delivery Note and invoice are raised on the basis of the RR. RRs are issued
on the basis of Forwarding Notes (Grade wise and source wise share in a specific rake) along
with annexure issued by the respective colliery/ siding. Number of Railway Receipts (RR) should
be equal to the number of Forwarding Notes. Bills /invoice are raised on the basis of the RR and
Delivery Note/ Forwarding Note along with Annexure (details of source, product, wagon no etc)
In case of un-weighed rakes, due to any reason whatsoever, the Railways on the basis of
carrying capacity issue RRs.
Number of boxes supplied in a rake and no. of boxes loaded should be mentioned for
determining damage boxes, if any.
g) Data, such as supply time & date, loading completion time& date, drawn out time & date and
free loading time are also maintained which is used for calculation of demurrage, if any, incurred
in a rake. (Demurrage = Loading completion time – supply time – free loading time). Option
should be available to mention A/c of demurrage (Colliery or Railway)
h) Details of wagon wise, rake wise, colliery wise, grade wise over loading and under loading is
maintained as per details of RR.
i) Receiving and sending daily official communication, letters, reports etc.
j) Receiving day to day reports from different Railway division regarding offer, allotment, supply,
loading completion, drawn out, destination, demurrages (A/C railway or colliery) etc.
k) Bills raised by Railways for demurrages, ART, Siding Charge, staff cost, interest & maintenance,
Loco hiring charge (Washery), shunting charges, wherever applicable, damage & deficiency and
other outstanding railway dues and payments.
l) Demand registration is done by the buyers by placing Booking Orders and depositing the coal
value for their entitled quantity against FSA / e-Auction quantity.
m) Coal is demanded by the FSA Consumers as per their monthly scheduled quantity and E-Auction
buyer as per booked quantity
n) As per the availability of coal in the colliery, coal is supplied to the consumer after deposition of
coal value
o) Once the subsidiary receives the booked order and coal value from the buyer, the DO (Delivery
Order) and colliery challan is issued to the buyer after verification of the necessary documents.
p) On the basis of the delivery order coal is delivered by the colliery from the allotted
siding/colliery.
q) After receiving the DO and colliery challan, the buyer placed the trucks in the respective colliery
where coal was allotted to them.
r) Once the coal is lifted by the buyer, the colliery issued Road Challan, Tax invoice is issued by
Finance Dept and the same was handed over by a sales and marketing department to the
buyers.
s) In case of Buyers by Road mode the buyers themselves arrange for placement of vehicles at the
respective colliery where coal is supplied to them.
t) In case of Buyers by Rail mode an indent is placed to the railways for supply of rake. After
Placement of the rake, it is loaded manually or mechanically.
u) Once the rakes are loaded, it is weighed on the Rail weigh bridge and the WB operator hands
over the weighment sheet to GM, Concerned Agents, ASM, Coal Depot and Railway Authorities.
On receipt of the weighment Sheet, railway goods clerk issues the Railway receipt (RR) and
hands over the RR to Sales Dept and the same is delivered to the buyer.
v) Sales department prepares the Railway challan on the basis of RR and weighment sheet and the
same is handed over to Finance for preparation of Tax Invoice.
w) Invoices are raised and settlement of dues are made on the basis of the following :-
Coal value deposit receipts.
Road Challans
Tax Invoice
Credit Notes
Refund
Reconciliation
In case of Road mode for linkage, activities are:
Subsidiary:
Monitoring, compilation and periodical reconciliation of sampling results required for the purpose of
issuance of credit/debit notes to all eligible consumers.
Description: To monitor performance of different subsidiary companies, areas/collieries/sidings in
respect to quality and quantity of coal dispatch to different consumers in conjunction with the
declared grades & targets therefor. To achieve the same, the division liaisons with subsidiary
companies.
Report generated:
On monthly basis -
1. Sizing report - consumer-wise, loading point-wise
2. Weighment report - consumer-wise, loading point-wise
3. Internal sampling report for raw coal to washeries.
4. Joint sampling/third party sampling results – consumer-wise, consignment-wise, mine-wise
5. Grade conformation report – consumer-wise
III) Formulation of clauses of Contracts in regard to Quality.
Objective: To ensure proper and lawful representation of company’s interest in the contract.
Description: Depending upon policy directions from MOC/ management; various clauses relating to
qualitative issues are conceived for incorporation in Fuel Supply Agreement or any other agreement
related to Quality management.
iv) Technical assistance in Coal sampling, preparation & analysis.
Objective: Technical Assistance & clarification is provided to areas of subsidiary coal company in
respect of coal sampling, preparation and coal analysis to subvert complications.
Description: Numerous kinds of situation arise while carrying out coal sampling, preparation and
analysis of coal. QC department endeavors to provide best possible assistance in the matter.
1. Enabling international best practices towards assessment of coal quality,
2. Technical support in line with BIS for taking most realistic representative sample of the
consignment,
3. Technical support for real time measurement of the quality parameters of coal by up
gradation of the sampling and analysis process through utilization of on-line analyzer,
automatic sampler (AMS), etc.
v) Formulation of Tri-partite MoU Documents and monitoring Third Party Sampling activities
of CIMFR at Loading ends:
Objective: To formulate sector-specific consensus MoU models for third party sampling activities of
CIMFR, accommodating the view of all stakeholders and monitoring the implementation at the
subsidiaries
Description:
1. Organizing meetings of stakeholders, explaining policy guidelines of the Government and CIL
and recording their views
2. Evaluating the existing system, infrastructure available at the coal companies, FSA provisions
and others issues
3. Formulating sector-specific model MoUs, negotiating with stakeholders to arrive at the
consensus.
4. Communicating the model to coal companies for tri-partite signing of MoU by Coal
Company, Customer and CIMFR
5. Monitoring status of implementation of third party sampling
vi) Monitoring of Infrastructural facilities relating to assessment of Coal Quality and Technical
support for automation of sampling & analysis equipment.
Objective: To monitor & develop the infrastructural facilities for easy & quick coal sampling,
preparation of laboratory samples and analysis.
Description: A) Sampling & laboratory Infrastructure:- i) Monitoring status of operative Auto-
Mechanical samplers, ii) Monitoring & procurement of sample preparation equipment at different
loading points, iii) Monitoring & procurement of analysis equipment like Bomb-Calorimeter,
Humidity Chamber, etc. at different laboratories. iv) monitoring status of NABL accreditation of
various laboratories, AMC of Bomb Calorimeters
Report generated:
Monthly Report of availability of
1) Sampling equipment area-wise, loading point-wise.
2) Sample preparation equipment area-wise, loading point-wise,
3) Analysis equipment like Bomb-Calorimeter, Humidity Chamber, etc. area-wise, laboratory-wise,
4) Status of NABL accreditation of various laboratories
vii) Weighment of the coal supplied in different modes by electronic Weigh Bridges
Objective: To measure the accurate weight of coal loaded in the carrier of the customer
Description:
1. Stamping of all weigh-bridges by weights and measures at regular specified intervals.
2. Regular maintenance of the weigh bridges
3. Installation of the stand by weigh bridges if such provision is already not there.
4. Calibration of Rail weigh-bridges by Railway test wagons at least once in a year in
presence of customers.
viii) Customer Satisfaction.
Objective: Achieve total Consumer satisfaction.
Description:
1. Customer register, their grievance/ complaint/ suggestion through complaint letter/e-mail
to GM (QC), of the coal company/ CIL HQ.
2. A forum of Consumers Council (Regional Council at subsidiaries and Apex council at Coal
India) also deals with consumer grievance/suggestion. Subsidiaries/ CIL organize Consumers
Meet for registering grievance/suggestion.
3. Complaints/grievance/suggestion are forwarded to concerned areas for taking appropriate
corrective steps/sending inputs in respect of suggestions of the consumers.
4. Action taken are being informed to consumers.
5. Policy decisions are being formulated on the basis of the inputs of the subsidiaries for
customer satisfaction.
6. To redress the grievances related to quality of coal supplied to different consumers.
7. Consumers can register their complaints through the Public Grievance Portal (PG Portal) of
CIL.
8. Complaints are referred to the respective coal companies
Report generated:
1. Monthly report on consumer complaints lodged, resolved, unresolved & ATR.
2. Quality control reports- Source wise, mode wise, grade wise, consumer wise, sector wise,
grade variation, weighment, sizing, rake wise, bill wise etc.
3. Quarterly Report on number of Consumer Council Meetings held at Subsidiary level & HQ
level.
ix) Quality of coal dispatch and redressal of grievance.
Objective: To ensure the quality of coal dispatch and redressal of grievance
Description:
Standard Operating Procedure as prescribed in the MOU document for Tripartite
Signature amongst Coal Company, IPP/Utility and CIMFR is to be followed for sampling
and analysis of coal for quality assurance.
Currently any issue of the consumers are solved as per the Terms and Condition of FSA
and E-Auctions. Periodic Consumers' Meets are organized for receiving input in
respect of quality and service and actions are taken for customer satisfaction.
Online Complaints/grievance/suggestion received from CIL are resolved by taking
appropriate corrective steps and the resolution is reported online for on ward
communication to the consumer.
Report Generated:
1. Daily, Monthly, Annual dispatch reports
2. LOA/FSA status report
3. E-auction booking, bidding and dispatch report
Quality control reports- grade wise, grade variation, weighment, sizing.
PROCESS 12: MIS / Statistics
Objective: To prepare routine and need based reports
Description:
Daily Reports:
Consisting of -
Wagon Loading: Field wise, Siding-wise, Area- wise, Source/colliery-wise,
Sector wise, consumer-wise, product-wise (raw coal/washery products/cost
plus coal- wherever applicable)
Sector wise dispatch of coal: Power, Steel, Cement, Fertilizer, Others
Mode wise dispatch of coal: Rail, Road, MGR, Belt/Rope
Coal Stock position
Source-wise Grade-wise dispatch of coal
Consumer-wise & product-wise (raw coal / washery products/Cost plus coal)
dispatch with bifurcation of mode of dispatch and % materialization.
Monthly Reports:
Consisting of –
Performance Highlights for the month and progressive
Field-wise, Area wise, Siding-wise, Source/colliery-wise - Performance
Highlights for the month and progressive
Source wise Grade wise offtake for the month and progressive
Consumer wise, Grade wise offtake for the month and progressive
Mode wise offtake for the month and progressive
State wise, Sector wise Grade wise offtake for the month and progressive
Wagon loading for the month and progressive average
Power house wise - coal company wise dispatches
Materials prepared and sent from MIS section of S&M division of CIL, annually for the preparation of
the Annual Report of Ministry of Coal:
Coal Dispatch – data pertaining to raw coal dispatch from CIL for the current
year as well as previous year.
Sector wise Raw Coal Dispatch to sectors like steel, power utility, power captive,
cement, fertilizer & others.
Important modes of transport of coal and coal product in CIL are Railways,
Road, Merry-Go-Round Systems (MGR), Conveyor Belts and the Multi Modal
Rail-cum-Sea Route. The share of these modes of transport in the total
movement of coal and coal product during the present year is provided in the
report in percentage terms.
Status of implementation of different provisions under New Coal Distribution
Policy (NCDP) – Gist of recent developments in matters pertaining to Fuel Supply
Agreements, issuance of LOAs, Distribution of coal via state nominated agencies
are mentioned in a separate section of the report.
E-auction: Details of spot e-auction and forward e-auction are provided in
tabular form for the current year and few preceding years. In a separate table
company wise spot e-auction figures are also provided.
Information pertaining to import of coal is next provided based on facts and
figures provided by the concerned section.
Some financial figures related to basic customs duty and countervailing duty are
provided which are obtained from the finance section.
On the matters related to the functioning of the coal consumer council, the
exact date when the meetings were held, members present etc. are briefly
discussed in a separate section of the report.
The above mentioned figures related to the offtake and dispatch is mainly provided till
the end of the 3rd quarter on provisional basis. Along with this, the estimated figures for
the fourth quarter are also provided.
In another section of the report, information pertaining to the annual coal demand, the budgetary
estimates and the actual coal supply are mentioned after obtaining those figures from the concerned
section.
Annual Report of Production Division of CIL (parts concerning sales & marketing)
Company-wise target vis-à-vis actual off-take for the present year and the
previous year along with reasons
Sector-wise breakup of off-take for the current year against target and last
year’s actual
Overall production and dispatch of washed coal & middlings during the year
current year and previous year.
Company wise - mode wise dispatch of raw coal and coal products for the
current year and previous year is provided in the report.
Sector wise – mode wise dispatch of raw coal as well as coal and coal product is
mentioned vividly in a table format.
Wagon Loading – Wagon loading data for the current year and previous year
are provided.
Sector wise loading and railway zone wise loading for the current year and
previous year is also provided.
Subsidiary wise - sector wise dispatch of different types of coal are maintained
elaborately in table format for power, steel and cement sectors.
Information pertaining to stock of prime coal, medium coal, blendable coal and
imported coal, at the steel plant end are mentioned after obtaining the data
from the concerned section.
Information related to billing, realization and coal sale dues are provided in the
report after obtaining the facts and figures from the finance section of the S&M
div. of CIL.
Performance of CIL on quality front - This topic consists of information provided
by the quality control section of S&M division of CIL.
Report Generated:
Daily Reports :
Monthly Reports:
Annual Report of Sales &Marketing :
Director’s Report (parts concerning sales & marketing)
Annual Report of Ministry of Coal (parts concerning sales & marketing)
Annual Report of Production Division of CIL (parts concerning sales & marketing)
Reports related to RTI query, online grievance and parliament question within stipulated
time
Display of updated Sales related information in Websites
PROCESS 13: Associate Finance
a) Coal Sale Billing
Objective:
To get access to each and every information related to coal sale bill which in totality gives a
summary report on actual and average basis.
Description:
CIL:
Average selling price of coal for different sectors, consumers are required in frequent
intervals. Information like sizing charges, Surface Transport Charges(STC), Incentive, etc.
subsidiary-wise and consumer-wise are required for decision making.
Subsidiary:
In case of rail dispatch bills generated on the basis of quantity mentioned in the RR for each
rake. In case of road dispatch truck-wise challan cum invoice is issued from Weigh Bridge.
The invoices in respect of performance incentive/compensation is also to be raised. In case
of issuance of debit/credit notes the relevant information relating to original invoice is
captured.
Report generated:
CIL:
There is no standard format of any report, but the information are very important and
required for decision making and for reply to various authorities including auditors.
Subsidiary:
Customized report as per requirement
Bills/invoices must be available to customer with all supporting enclosures on real time basis
as and when required
b) Statutory Dues
Objective:
6. Other products i.e hard coke –as per subsidiary price notification.
7. E- auction pricing report and premium over and above notified price on grade wise basis.
e) Coal Pricing Model
Objective: At a particular price the revenue position of the company subsidiary-wise and its
comparison with the existing one.
Description: The proposed revenue to the subsidiary companies and CIL as whole are
worked out on the basis of proposed prices and the projected/target production. These are
then compared with the existing revenue to the companies worked out on the basis of
existing prices and the projected/target production. The difference of the two is the
additional revenue (in % and absolute value) due to any revision of prices.
Report generated: The revenue position of the company subsidiary-wise and its comparison
with the existing one.
f) Price Sensitivity Analysis Report.
Objective:
Price Sensitivity Analysis
Description: Price Sensitivity Analysis (PSA) determines a range of acceptable prices and an
optimal price point based on an analysis of price. Price sensitivity can be defined as the
degree to which consumers’ behaviors are affected by the price of the product or service.
The impact on consumers is generated during revision of notified prices of coal.
Report generated: Report generated on requirement basis
g) Coal Sale Dues
Objective:
To get access to each and every information related to coal sale gross billing, realization and
other adjustments made to arrive at Coal Sale Dues Report which in totality gives a report
period-wise, consumer-wise and sector-wise.
Provision for bill to bill adjustment by tagging the realization
Other information which are required includes break up of dues into disputed and
undisputed, Aging analysis of party-wise debtors (example dues lying from 0-2 months, 2-6
months, 6 months – 1 year, 1 year to 2 years, 2 years to 3 years, 3years to 5 years, 5years to
10 years and 10years and above) and Reason-wise Analysis of debtors.
Maintenance of database detailing claims raised by consumers and status not being part of
accounts till finalized (for example – compensation claim raised by consumers for short
supply).
Other information required on case to case basis such as party-wise, period-wise, Debit/
Credit Note issued on account of grade slippage, Stones, Quantity, shortage etc,
Supplementary Bills, Incentive Bills, compensation (in case of short lifting) etc are also
required in addition to the above information.
Average collection period of debtors.
Grade wise report on periodical basis both for credit and cash customers.
Age wise distribution of advance from customers in case of cash sale.
Description:
Opening Debtors (+) Gross Billing (–) Gross Realization (+/-) Adjustments = Closing Debtors
It may be noted that Adjustments include credit notes, debit notes, supplementary bills
raised etc.
Report generated:
The report is used in conjunction with Coal Sale Gross Billing, Coal Sale Gross Realization and
Other Adjustments to arrive at Coal Sale Dues Figure.
The various reports generated are:
Periodic Consumer-wise Subsidiary-wise Coal Sale Billing,
Realization and Dues Report
Age-wise Analysis of Dues depicting the aging of Receivables
Reason-wise Analysis of Dues depicting the reasons for Outstanding Dues
Currently following reports are prepared as required:
Periodic Credit Notes issued on account of Grade Slippage, Stones, quantity etc.
Supplementary Bills raised on account of different heads etc.
Periodic Debit notes issued on account of Grade Up gradation etc.
Others:
Washery/inter area transfer:
Washery/inter area coal transfer system in case of road /rail conveyor belt.
Inter area sales accounting system.
Quality deduction and report relating to that.
Report on various parameter related to washery transfer/inter area.
Interlinking of Weigh Bridges so that alternative Weigh Bridge can be used in the event of
breakdown of designated Weigh Bridge. This would ensure billing from the Weigh Bridge.
h) Personal claims and Outsider/contractors bill
The extended part of the main Finance of CIL in respect to the work related to above
mentioned caption may be considered for implementation in S&M div.
PROCESS 14: Cost Plus Mines : Billing and Reports (This is one off case for WCL)
Description:
IN WCL eleven (11) cost plus mines are in operation, of which pricing of eight (8) are linked to
index based and three (3) are linked to Mark-up basis. All cost plus mines are dedicated to
specific customer. Billing of markup basis mines, consider desired basic rate that is derived from
notified rate plus certain percentage. Billing of index based mines consider basic price that is
derived from various price index that is updated bi-annually. Also for some mines, billing is made
in 2 phases, namely proforma (90%) and final bill (10%). Provision for DR Note and CR Note
required.
Reports:
Generation of period wise, mine wise, customer wise quantity billed under different cost
plus agreement.
Statement showing periodical additional revenue generated from cost plus sources.
Generation of debit note / credit note in case of grade upgradation / down gradation for
issue debit note / credit note.
Generation of debit note / credit note in case of periodical upward / down ward revision of
cost plus price.
In two cost plus mine there is a provision for price discount clause. It is applicable where
lifted quantity exceeds ACQ and for the purpose of calculation of price discount ACQ is
considered for the operating year.
Send the final invoice including adjustments, if any, to the client for payment along-
with deliverables, as per the contract/ work order.
After the completion of the jobs, the HOD of the Lead Department arranges to obtain
the Job Completion Certificate as an evidence of having completed the job
satisfactorily.
Reports generated
Monthly reports on:
Offers/ EoI submitted
Jobs obtained
Jobs completed
Ongoing jobs
Delayed jobs
Objective
For Production Subsidiary:
Preparation of Subsidiaries' physical and financial targets i.e. Budget estimate for the next financial
year and revised estimate of current year
For CMPDI - Preparation of CIL, Non-CIL Promotional Consultancy-wise, Subsidiary-wise, physical and
financial targets i.e. Physical Budget estimate for the next financial year and Revised estimate of
current year for departmental resources, MECL-MoU, DGMs and open tendering.
Description
1) Ministry of Coal, every year in the month of September advises CIL to start preparation of
Annual Plan proposals i.e. Budget estimate for the next financial year and Revised estimate of
current year
2) Corporate Planning Department, CIL convenes a meeting with Subsidiaries for preliminary
discussion on key physical and financial targets like Coal Production (UG & OC), Offtake,
Overburden Removal, Productivity (Output per Man-shift), Drilling Production, Capital
Expenditure and advise Subsidiaries to prepare draft proposal on the basis of above key
targets.
3) The Draft Proposal contains following formats:
Sector wise Coal offtake, Mode wise coal offtake, Coal production (UG & OC), Group wise/
Mine wise production, Field wise production, Grade wise production, Coking coal availability,
Coking and non-Coking coal washery production, Productivity, System Capacity Utilization,
Manpower, Welfare measures, CAPEX, IEBR, Detailed and Promotional drilling, Geological
resources, Royalty payment etc
For CMPDI: The Draft Proposal of Exploration Division contains following formats
CIL-Non CIL-Promotional-Consultancy-wise, Subsidiary-wise for departmental resources,
MECL-MoU, DGMs and open tendering, Geological resources etc
4) Subsidiaries prepare Draft Annual Plan proposal and submit to CIL in the month of December.
5) The compiled Annual Plan proposals from all the subsidiaries are then placed before CMDs
Meet for deliberation and finalization.
6) Any modification if suggested by CMDs are incorporated
7) Modified Annual Plan proposal are sent to MoC after obtaining approval of Competent
Authority of CIL.
8) MoC convenes a meeting in the month of January/ February with representatives of
Subsidiaries and CIL for internal discussion on Annual Plan proposal
9) MoC further deliberates the matter with Niti Aayog for firming up targets. All India Coal
demand is assessed at CIL level with the help of information from MoC, Niti Aayog and CCO.
10) The firmed targets for key physical and financial parameters are communicated to CIL in the
month of February by MoC to prepare final document of Annual Plan.
11) Subsidiaries prepare their respective final Annual Plan document and submit to CIL for
compilation.
After compilation and necessary approval of Competent Authority of CIL the Final Annual Plan
document is sent to MoC for publication.
The above information is compiled at MoC and a write up is prepared on allocation of fund for
drilling in Promotional & Non-CIL blocks through Central Sector Schemes, on previous current and
next financial year. After compilation and necessary approval of Competent Authority of CIL the Final
Annual Plan document is sent to MoC for publication.
Reports Generated
Annual Plan document of CIL/Subsidiary Company/ CMPDI.
Process - 02: Annual Action Plan document
Objective
For Production Subsidiary:
This encompasses Area-wise, Unit-wise, month-wise physical and financial targets for the next
financial year as well as Unit wise General Information, including Expenditure & Mile stones, Details
of Forestry Clearances, Environmental Clearances required etc. based on Annual Plan proposal. It is
the base document for operation of units during the financial year.
For CMPDI:
This encompasses breakup of Annual Plan drilling: RI-wise, Camp-wise, Agency-wise, month-wise
physical targets for the next financial year as well Block-wise General Information, Mile stones,
Details of Forestry Clearances required.
Description
1. After firming up of targets on key physical and financial parameters at MoC and subsequent
receipt of communication from MoC, CIL advises subsidiary to prepare month wise targets on
production, sector wise and mode wise offtake, coal stock, OB removal, drilling production:
For CMPDI - Camp-wise/RI-wise/Agency-wise Geological Report preparation, Capital
expenditure, Productivity, System capacity utilization.
CIL also provides a guideline to subsidiaries to prepare the month wise targets.
2. Subsidiaries submit AAP to CIL, with approval of respective Chairman cum MD.
3. The AAP of all subsidiaries is compiled at CIL to make a composite Document.
4. Upon approval of AAP document of CIL from Competent Authority of CIL the same is
submitted to MoC.
5. Annual Action Plan with respect of Ministry of Coal is compiled and a composite Document
is prepared by MoC incorporating information from coal PSUs.
Reports Generated
Annual Action Plan of Production CIL/Subsidiary Company / CMPDI.
Objective
To prepare subsidiary wise capital budget for the current financial year for monitoring purpose with
projections for the next financial year.
Description
1. Overall subsidiary wise capital expenditures are firmed up during the internal meeting on
Annual Plan at MoC.
2. Subsidiaries are advised by CIL to prepare mine-wise capital expenditure encompassing
expenditure on mining and non-mining projects exploration etc. they are also advised to
prepare Head wise capital expenditure.
Objective
To prepare System Capacity Utilization of Subsidiary companies, drilling capacity of CMPDI,
replacement/addition of rigs and its monitoring
Description
1. Month wise Collection of production figure from subsidiary & CIL production department.
2. Mine wise/subsidiary wise mine capacity from CMPDIL in the beginning of year.
3. The System Capacity of the working mines is assessed by CMPDI& Camp-wise/ RI-wise drilling
capacity of CMPDIL for every Financial Year, (Capacity as on 1st April of Fin. Year) based upon
the population of equipment, their capacity, method of mining and constraints.
4. Month wise Collection of drilling production & GR preparation figure from Camps/RIs of CMPDI
and outsourced agencies.
5. Excavation Department calculates the departmental capacity based on the population of the
departmental equipment, their capacity, their status, whether working, survey off or grounded
in case of open cast equipment. The same is being done by the E&M Dept in respect to
underground equipment.
6. Production Department at Subsidiary HQ, collects data of Month wise production figures and
other operational statistics from Units and Areas of Subsidiary Company
7. Calculation of System Capacity Utilization on daily basis, monthly basis & Annual basis based on
capacity and production/Drilling figures. System to calculate capacity utilization based on the
Production and Drilling figures
8. Annual Capacity Utilization Report is compiled for the subsidiary and is reflected in Annual
Report of Subsidiary.
9. Circulation of capacity Utilization report of CIL to concerned department & FDs of CIL
10. Sending of Annual Capacity Utilization Report to Company Secretary for publishing it in Annual
Report of CIL
Reports Generated
Daily, Monthly, Annual Report for Mine wise, Area wise, Subsidiary wise System Capacity utilization
against CMPDI assessed capacity as well as Departmental capacity assessed by Excavation/E&M
Departments &Month wise RI wise drilling machine Capacity utilization
Process 05: -Production Monitoring – Quick Production Report & Area-wise Production Report
Objective:
To prepare Production Reports- Unit wise, Area wise and for the Subsidiary as a whole & Camp wise/
RI wise/Outsourced Agency-wise drilling Production Reports (for CMPDI)
Description:
Unit wise, Area wise figures of Previous Day’s Coal Production (On-date & Progressive) (UG, OC
Deptt., OC Hired, Total OC, Total Coal), OB Removal & OB re-handling (OB Deptt, OB Hired, Total
OB), dispatch/ Offtake, Coal Transport to Sidings, Coal Crushing and Stock at Siding, Rake Supply &
Loading including demurrage (Railway Division wise & Sector wise) is compiled in various formats.
Details:
1. Unit-wise, Shift-wise Coal Production for:
a. Conventional coal–Departmental(excluding Surface- Miner) and Contractual
b. Surface Miner Coal-Departmental (Machine wise), and Contractual (Contract wise)
2. Unit-wise, Shift-wise OB Removal for:
a. Departmental (Machine wise)-Dragline, Shovel-Dumper combination, Surface Miner
reject.
b. Contractual (Out-Sourcing), Surface Miner reject(Contract-wise)
3. OB re-handling
a. Departmental-Dragline-wise, Shovel-Dumper combination
4. Daily entry of grade wise production, and grade wise Coal stock at pithead and siding
separately.
5. Loss of production in quantity with reasons in given format for coal and OB.
6. Specific reasons, mine-wise for less coal production, OBR and dispatch.
7. Transportation to different destinations.
a. From face to stock, CHP, different sidings etc.
b. From CHP to sidings etc.
c. From stock to sidings etc.
d. Inter colliery transfer of coal
8. Rainfall Data- Mine -wise
9. Rake loading details- siding wise with timing.
10. Liquidation from Stock
11. Daily Drilling Production Report
Report generated:
Quick Production Report (Shift-wise/Date-wise Report/Transportation Report/ Progressive Report
for- unit/Area/Field/Subsidiary) & Daily Drilling Production Report Camp wise/RI wise/Outsourced
Agency-wise (for CMPDI)
Objective:
To prepare Daily Production and Washery Report
Description:
Unit wise, on date &Progressive Figures of Previous Day's Coal Production (UG, OC Deptt., OC Hired,
Total OC, Total Coal), OB Removal (OB Deptt., OB Hired, Total OB), Dispatch/Offtake and on date and
Progressive of Coking (Met and Non-Met) and Non Coking Coal Production, Washery-wise Coal
Production, Dispatch, Rake Loading and Rain fall data are received from all Areas by 10:30 noon and
compiled in the respective format.
i. Unit-wise, Shift-wise Coal Production for:
a) Conventional coal– Departmental (excluding Surface- Miner) and
Contractual
b) Surface Miner Coal- Departmental (Machine wise), and Contractual
(Contract wise)
ii. Unit-wise, Shift-wise OB Removal for:
a) Departmental (Machine wise)-Dragline, Shovel-Dumper combination,
Surface Miner reject.
b) Contractual (Out-Sourcing), Surface Miner reject(Contract-wise)
iii. OB re-handling
a) Departmental-Dragline-wise, Shovel-Dumper combination
iv. Daily entry of grade wise production, and grade wise Coal stock at pithead and siding
separately.
v. Loss of production in quantity with reasons in given format for coal and OB.
vi. Specific reasons, mine-wise for less coal production, OBR and Dispatch.
vii. Transportation to different destinations.
a) From face to stock, CHP, different sidings etc.
b) From CHP to sidings etc.
c) From stock to sidings etc.
d) Inter colliery transfer of coal
viii. Rainfall Data- Mine -wise
ix. Rake loading details- siding wise with timing.
x. Liquidation from Stock
xi. Coal Exposure(Total and Extractable)
xii. Technology-wise Explosive Consumption:
a) OC Mines-
i. Total Explosive In Kg (Coal & OBR), Bulk/ Large diameter
ii. Nonel (mtrs.), D-fuse (mtrs), Cast booster (Kg)/ emulsion, CED (nos.),
electronic detonator, MS connector, Cord relay.
b) UG mines:
i. Explosive-wise Qty.(Kg)
ii. Carrick Delay Detonators (nos.)
xiii. Man-shift – a. OC mine- OC, Surface, Total
b. UG mine- UG, Surface, Total
c. Total man-shift
NB: (i) Daily Report at subsidiary Hqrs.to be prepared by around 12.00 PM
Report generated:
PROCESS 07:
a) Production Monitoring – Mine-wise/Grade-wise Coal Production and Mine-wise/Grade-
wise/Stock-wise /Heap-wise Dispatch & Closing Stock
Objective:
To prepare Mine-wise, Heap-wise, Grade-wise Closing Stock
Description:
Capturing Heap-wise, grade-wise, closing stock data of each mine.
Report generated:
1. Mine-wise, Heap-wise & Grade-wise Stock Report
(b) Production Monitoring – Mine-wise, Grade-wise Coal Production and Mine-wise/Grade-
wise/Stock-wise /Heap-wise Dispatch & Closing Stock
Objective:
To prepare Mine-wise Grade-wise Coal Production & Mine-wise/Grade-wise/Stock-wise/Heap-wise
Dispatch & Closing Stock
Description:
Capturing Grade-wise data of each mine of Subsidiary – Quality Management
Report generated:
Mine-wise & Grade-wise Coal Production, Mine-wise/Heap-wise/Grade-wise/Stock-wise Dispatch &
Closing Stock
Objective:
To prepare Monthly Report
Description:
After completion of one month, Firm Report (Monthly), is reconciled with actual survey
measurement received from different Areas. The Monthly Performance Report of the Subsidiary is
compiled by aggregating the report of Areas.
CMPDI-After completion of one month, Monthly (performance) Report from RIs by 1st to 3rd of
each month for the preceding month is received.
Monthly report/ Cumulative for year Performance Report is being prepared which contains (Monthly
& Yearly Progr.)
Highlights
Synopsis
Production
Underground Production (Method wise)
o Depillaring
o Development
o Other method (High wall mining)
Underground Production (Type wise)
o Manual
o LHD
o SDL
o Continuous miner
o Longwall
Opencast Production (Machine wise)
o Shovel/Dumper
o Dragline
Dispatch and Stock of Coal, H/Coke, Washed Coal, Middlings
Subsidiary-wise, State-wise, Field-wise Production
Grade-wise Production and Dispatch of Coal & Hard Coke
iii. Nonel (mtrs.), D-fuse (mtrs), Cast booster (Kg)/ emulsion, CED (nos.),
electronic detonator, MS connector, Cord relay.
b) UG mines:
i. Explosive-wise Qty.(Kg)
ii. Carrick Delay Detonators (nos.)
Man-shift –
i. OC mine- OC, Surface, Total
ii. UG mine- UG, Surface, Total
iii. Total Man-shift
Manpower: Executive, Monthly rated, daily rated
OC - HEMM Performance – Availability & Utilization of Dragline, Excavator/Shovel, Dumper, Dozer,
Grader, SM w.r.t CMPDI norm.
Report generated:
a. Monthly Report(Subsidiary to CIL)- Quick Report, Annexure 1, Form-4C (Monthly
Report- Hq to CIL),
b. Other reports as required from time to time.
c. Monthly Drilling Production Report Camp-wise/RI wise/Outsourced Agency-wise
(CMPDI)
NB: - Report in Form 1(A, B, C, D, E, F, G), 2(A, B, C, D, E, F, G), 3(A, B, C) to Form 4 (A, B, C) are to be
generated as per new code for uniform system of maintenance, control and verification of coal stock
in all mines of CIL, L.No. 2030 Dt. 19/10/2011 of GM (Prod), CIL.
Any other: NIL
Objective:
To prepare Annual Report
Description:
For CMPDI - After completion of one year, annual report is being prepared which contains blocks
taken up by different agencies, drilling achievement, GR preparation, additional resource
proved/estimated, Productivity achieved, etc
For Production Subsidiary:
After completion of one year, annual report is being prepared which contains the following:
a. Underground Production (Method-wise)
i. Depillaring
ii. Development
iii. Other method (High wall mining)
b. Underground Production (Type wise)
i. Manual
ii. LHD
iii. SDL
iv. Continuous miner
v. Longwall
c. Opencast Production-Coal Machine wise
i. Shovel/Dumper
ii. Dragline
OB removal- Machine wise
d. Area wise/Grade-wise/state wise coal production,
e. Area wise/Grade-wise coal offtake,
f. Area wise/Grade-wise coal Dispatch,
g. Area wise/Grade-wise raw coal stock,
h. Field wise/state wise coal production,
i. Mine-wise coal production,
j. OBR,
k. Composite production,
l. OMS,
m. Stock,
n. OC coal production & OB removal (Deptt & Hired),
o. Consumption of explosive & accessories,
p. Month wise coal offtake,
q. Month wise coal Dispatch,
r. Washery wise raw coal feed, washed & Power coal production & Dispatch,
s. Washery wise power coal production & Dispatch,
t. Mine-wise/Grade-wise production.
Technology-wise Explosive Consumption:
a) OC Mines-
i. Total Explosive In Kg (Coal& OBR), bulk/ large diameter
ii. PF of overall Coal & OBR
iii. Nonel (mtrs.), D-fuse (mtrs), Cast booster (Kg)/ emulsion, CED (nos.),
electronic detonator, MS connector, Cord relay.
b) UG mines:
i. Explosive-wise Qty.(Kg)
ii. Carrick Delay Detonators (nos.)
Man-shift –
i. OC mine- OC, Surface, Total
ii. UG mine- UG, Surface, Total
iii. Total Man-shift
Manpower: Executive, Monthly rated, daily rated, Contractual
Report generated:
1. Annual Report(Annual Performance Report)
a. Subsidiary to CIL and to Areas - Directors' Report
b. Subsidiary to CIL-Annual Report
c. Subsidiary to CCO -Report-Provisional & Final
d. Annual Report (Director’s Report) - CMPDI
Objective:
To monitor explosive Allocation, Supply & performance of all the suppliers.
Description:
Objective:
To monitor explosive and accessories performance of all the suppliers centrally through the ERP
system.
Description:
The consignee subsidiary company shall conduct random test of the explosives and accessories in
every quarter supplied by a supplier through CMPDIL.
The limits of technical parameters for random test are mentioned in the Rate Contract (RC) for
conducting random tests. The Sample shall be treated as ‘FAIL’ in random test if it does not meet the
criterion specified under “acceptable limits” specified in RC. Information about random test will be
recorded at each subsidiary for each supplier and a centralized report will be available for CIL.
Report generated:
1. Preparation of Budget and allocation of explosives`
2. Random Test Report for evaluation purpose of the subsequent tender.
Sub- Description
Process
No.
1 Month End Mine Survey Measurements
2 Processing data collected in the mine
3 Calculation for in-situ OB removed (Departmental & Outsourced separately)
Sub- Description
Process
No.
4 Calculation for in-situ Coal extracted (Departmental & Outsourced separately)
5 Month End Coal Stock Measurement, working out Quantity and maintenance of Stock
Plans
6 Periodical OBR measurement/check measurement for outsourced/departmental OB
separately by outside agency viz CMPDIL. Generating Reconciliation Reports after
receiving measurement report from CMPDIL for submission to Area & HQ.
7 Conducting Quarterly Coal Stock Measurements in the Mines under the Area and
submission of reports to HQ
8 Verification of Coal/OB measurement records at the end of each quarter.
9 Production Reconciliation within 15 days from the end of each quarter.
10 Conducting Half Yearly Coal Stock Measurements in all the Mines/ washeries of
Subsidiary and submission of reports to CIL HQ.
11 Conducting CIL’s Annual Coal Stock Measurement in all the Mines/ washeries of
Subsidiary and submission of reports to CIL HQ.
12 Quarterly Check Survey (Triangulation, levelling & checking of BMs wrt National Grid
3. Forestry Clearance
Stage I Clearance
a) Preparation & authentication of land schedule.
b) Demarcation of land & Pillar Posting
c) DGPS Survey
d) Tree Enumeration
e) Issue of NoC by Collector (FRA)
f) Identification of Compensatory Afforestation area
g) Submission of application
h) Registration No & date
i) Forward application to MoEFCC
j) FAC Meeting conducted
k) Stage I Clearance (letter No & date)
Stage II Clearance
a) Compliance of stipulations of Stage-I
b) Payment of NPV
c) Payment of compensatory afforestation
d) Preparation of Wild Life Management Plan
e) Preparation of various other schemes
f) Payment w.r.t. Wild Life scheme & other schemes
g) Forward compliance to RCCF
h) Forward compliance to Addl. PCCF(Nodal Officer)
i) Forward compliance to PCCF
j) Forward Compliance to E&F State Govt.
k) Forward compliance to MoEFCC, Govt. of India
l) Stage-II Clearance (Letter No & Date)
m) Handing over of Forest Land by the Forest Deptt to Project proponent.
4. Environmental clearance
a) Preparation & authentication of land schedule.
b) Preparation & approval of Mining Plan.
c) Form-I submission.
d) TOR Approval
e) Draft EMP preparation
f) Public Hearing Completion
g) Final EMP Submission
h) EAC Meeting
i) Final Approval
5. Evacuation Infrastructure
a) Construction of CHP/SILO/RLS
b) Construction of Rly Siding
c) Construction of Coal Transport Road
d) Construction of Belt Conveyor system
6. Procurement of P&M
a) Indenting
b) NIT
c) Work Order
d) Project Registration to avail concession for imported Equipment
e) Supply & Commissioning
7. Other activities such as civil construction, Mine Development etc.
a) Indenting
b) NIT
c) Work Order
d) Supply & Commissioning
(FOR OUTSOURCING OPTION)
(v) will be omitted.
(vi a) will be omitted. The process from NIT to Award of work would be done by CMC.
LOA would be issued by CMC Deptt
Draft agreement by CMC
Agreement BETWEEN Director (T) & MDO/ Consortium Partners
8. Grade Declaration
a) Sample collection
b) Analysis and Result declaration
c) Submission of Report to CCO
d) Declaration of grade by CCO
9. Other statutory compliances including Form-I
a) Preparation of Form0I by Colliery authority
b) Information to DGMS- Chief Inspector, the Regional Inspector etc.
c) District Administration - District Magistrate
d) CCO
10. Any other activity if applicable:
Reports Generated
i. Progress Report of Project Implementation
ii. Master Control Network (MCN)
iii. Status Report of all the above activities
iv. Status Note of all Individual Projects
v. Exception Reports
vi. Project Milestones Report
vii. Provision to record project progress information and generating weekly/ monthly project
reports incorporating MoSPI, MoEF and CC, MoC, CIL and State Govt. requirement
viii. Should be able to generate query based reports.
Objective:
Timely completion of all major activities and closure of Project as per approved DPR.
Description:
Achievement of 80% of production capacity
Commissioning of all major facilities and initial mine development works.
90% of Capital Expenditure
Other such parameters applicable for non-mining Projects as per agreement.
Report generated:
1. Project Completion Report
Objectives:
Timely completion of work of Exploration, Planning and design, unscheduled jobs and other jobs
related to Environment, Production and HEMM & payments.
Description:
1. Approval of Annual plan of CMPDI Jobs for Subsidiary: “work schedule” in the beginning of
the financial year which lists the work likely to be undertaken by CMPDI during the financial
year. It needs to be approved by the Subsidiary Board after vetting by the relevant HODs
2. Exploration works different coalfields
3. Planning and design Jobs – Preparation of Project Repots & EPR, Schemes, NDT of CHP
structures& HEMMs, Electrical & diesel Benchmarking jobs NIT Preparation of CHP & W/S
Stores etc., Mine Capacity assessment etc
4. Environment related Jobs : Preparation of EMP & Form –I, baseline data Generation for
EMPs, Environmental statements of all Subsidiary Projects, Environmental Monitoring for all
running mines, Ground Water Quality Monitoring, Ground water Level Monitoring, Mine
closure Monitoring
5. Production related jobs: Departmental OBR Measurement Jobs, Measurement of
Outsourcing patches, determination of Normative Powder Factor fixation, Random Sampling
and testing of Explosives and accessories etc,
6. Repairing of HEMM electronics Cards of Different HEMMs of Projects
Reports:
(1) Work progress report covering Annual Action Program of CMPDIL, additional jobs,
monitoring of progress against Annual Action Program and work orders for addition job.
(2) Bill payment report referring work order and date, approved EDs, EDs consumed, balance
EDs with previous bills raised / accepted and payments done.
Functional Requirements Specifications (FRS) for Asset & Plant Maintenance and operation
(For E&M, EXCAVATION, WASHERY, E&T & SYSTEM functions)
List of processes
Process No. Process Name
E&M
CIL HQ
ANPM CIL ENM 01 Preparation of monthly performance of underground machinery
(SDL,LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.)
ANPM CIL ENM 02 Preparation of monthly Underground mechanized production (equipment
wise)
ANPM CIL ENM 03 Preparation of Monthly specific diesel consumption for selected 76 nos.
OC mines
ANPM CIL ENM 04 Status of monthly underground mechanization report
ANPM CIL ENM 05 Monthly status of Feeder wise Demand, Interruptions and Availability of
power supply of the subsidiaries
ANPM CIL ENM 06 Overview of Energy Conservation of CIL for which the subject matter is
dealt in a co-ordination meeting held at CIL HQ annually
ANPM CIL ENM 07 Preparation and monitoring of status of crushing of coal of subsidiaries of
CIL for the supply of -100 mm size coal to power sectors through
1. Crusher / Feeder Breaker
2. Surface Miner
ANPM CIL ENM 08 Preparation and review of status of Coal Handling Plant (CHP) on monthly
basis.
SUBSIDIARY
ANPM SUB ENM 01 Monthly performance of underground machinery (SDL,LHD, High Capacity
LHD, CM, PSLW, High Wall, Short wall etc.)
ANPM SUB ENM 02 Monitoring Power consumption and reliability
ANPM SUB ENM 03 Monitoring Electric Energy Conservation
ANPM SUB ENM 04 Compliance monitoring of -100 mm size coal
ANPM SUB ENM 05 Monitoring of Weigh Bridges by preparing availability reports
ANPM SUB ENM 06 Monitoring and review of status of construction and other turnkey jobs
like commissioning of CHP, Major substations, Effluent treatment plant,
water supply system etc.
ANPM SUB ENM 07 Centralized Procurement of Plant & Machinery items (other than HEMM)
ANPM SUB ENM 08 Centralized Procurement of Revenue items against Material Budgets
ANPM SUB ENM 09 Release of Performance Bank Guarantee based on Warranty Performance
ANPM SUB ENM 10 Reporting of DGMS Violations and compliances
23.2 Procurement
ANPM SUB ENM 24 Maintenance through Job Contract
ANPM SUB ENM 25 Equipment History Management
ANPM SUB ENM 26 Maintenance Budgeting
ANPM SUB ENM 27 Work Safety Planning and Execution
ANPM SUB ENM 28 Equipment Calibration
Sub Processes -
28.1 Calibration Planning
28.2 Calibration Execution
28.3 Certification and Documentation
ANPM SUB ENM 29 Document and Drawing Maintenance
ANPM SUB ENM 30 Monitoring of Daily status of Feeder wise Demand, Interruptions and
Availability of power
ANPM SUB ENM 31 Maintenance through Job Contract
EXCAVATION
CIL HQ
ANPM CIL EXCV 01 Centralized Procurement of High Capacity HEMM
ANPM CIL EXCV 02 Centralized Procurement of OTR Tyres
ANPM CIL EXCV 03 Depot Agreement
ANPM CIL EXCV 04 Coordination with the subsidiary Companies and OEM
ANPM CIL EXCV 05 MIS
SUBSIDIARY
ANPM SUB EXCV 01 Centralized Procurement of HEMM and workshop P&M items
ANPM SUB EXCV 02 Procurement of Centralized spares/consumables (including tyres) against
MB
ANPM SUB EXCV 03 Procurement of Sub-assemblies / spares of HEMM against indents beyond
DOP of Area
ANPM SUB EXCV 04 Conclusion of Depot Agreement and RC
ANPM SUB EXCV 05 Co-ordination with CWS/Area/Projects/different OEMs
ANPM SUB EXCV 06 Management Information System (MIS)
ANPM SUB EXCV 07 Preparation of annual action plan for procurement of HEMM (Shopping
List)
ANPM SUB EXCV 08 Mine Capacity Assessment and Capacity utilization assessment
ANPM SUB EXCV 09 Action plan for mismatch of Transport Capacity and Digging Capacity
Sub Processes -
17.1 Requirement Planning
17.2 Procurement
ANPM AREA EXCV 18 Maintenance through Job Contract
ANPM AREA EXCV 19 Equipment History Management
ANPM AREA EXCV 20 Maintenance Budgeting
ANPM AREA EXCV 21 Work Safety Planning and Execution
ANPM AREA EXCV 22 Repair of failed components/System of HEMM not under GM’s DOP
PROJECT
ANPM PRJ EXCV 01 Maintenance of all HEMM
ANPM PRJ EXCV 02 Initiation the Indent of HEMM and P&M items
ANPM PRJ EXCV 03 Data for Mine Capacity Assessment and Capacity utilization assessment
for onward submission to CMPDI
ANPM PRJ EXCV 04 Indent / MB for HEMM spares
ANPM PRJ EXCV 05 Emergency Purchase of HEMM spares of very low value in nature
ANPM PRJ EXCV 06 Repair of failed components / system of HEMM within Project DOP
ANPM PRJ EXCV 07 Processing Survey off and Grounding of HEMM
ANPM PRJ EXCV 08 Management Information System (MIS)
ANPM PRJ EXCV 09 Co-ordination with HQ/ CWS/ Area/different OEMs
ANPM PRJ EXCV 10 Preventive (Time Based) Maintenance
Sub Processes -
10.1 Preventive Maintenance Job Planning
10.2 Resource Arrangement
10.3 Job Execution
10.4 Information Recording and Report generation
ANPM PRJ EXCV 11 Breakdown Maintenance
Sub Processes -
11.1 Breakdown Assessment
11.2 Resource Planning and Arrangement
11.3 Breakdown Liquidation
11.4 Breakdown Job Detail Recording and Report Generation
ANPM PRJ EXCV 12 Condition Based Maintenance
Sub Processes -
ANPM SUB WSH 04 Production Monitoring - Monthly Report and Annual Report
ANPM SUB WSH 05 Perennial Jobs of Washeries
ANPM SUB WSH 06 Preventive (Time Based) Maintenance
Sub Processes -
6.1 Preventive Maintenance Job Planning
6.2 Resource Arrangement
6.3 Job Execution
6.4 Information Recording and Report generation
ANPM SUB WSH 07 Breakdown Maintenance
Sub Processes -
7.1 Breakdown Assessment
7.2 Resource Planning and Arrangement
7.3 Breakdown Repair
7.4 Breakdown Job Detail Recording and Report Generation
ANPM SUB WSH 08 Spares Management
Sub Processes -
8.1 Requirement Planning
8.2 Procurement/Collection, Inventory & Issue
ANPM SUB WSH 09 Maintenance Budgeting
ELECTRONICS AND TELE-COMMUNICATION (E&T)
ANPM SUB ENT 01 Mobile connection management
ANPM SUB ENT 02 Centralized Procurement of P&M items
ANPM SUB ENT 03 Centralized Procurement of Revenue items against Material Budgets
ANPM SUB ENT 04 Authorization of centralized store items to areas
ANPM SUB ENT 05 Coordination with areas, equipment suppliers, AMC holders, ISPs
ANPM SUB ENT 06 Centralized award of Annual Maintenance Contracts
ANPM SUB ENT 07 Survey off of equipment
ANPM SUB ENT 08 Management/Monitoring of E&T Assets
ANPM SUB ENT 09 Management of outsourcing contracts
ANPM SUB ENT 10 Management of service request
SYSTEM
ANPM SYS F 01 System Asset & Logistics Management
ANPM SYS F 02 System consumables & stationery Inventory Management
Produce the compiled and compared data in tabulated form for the agenda of monthly
CMD’s meet.
Reports generated:
Monthly Report as per Format
PROCESS : ANPM CIL ENM 02
Process: Preparation of monthly Underground mechanized production (equipment wise)
Objective:
To prepare and compare subsidiary wise and equipment wise performances of underground
coal producing machineries, contribution percentage and compare those data with previous
year.
Description:
This process consists of the following steps:
Collection of data of from the subsidiaries –
Collection of equipment-wise data for numbers of machines on roll, actual monthly &
progressive productions and progressive productivity of each type of equipment from
the subsidiaries on monthly basis. Collection of subsidiary wise monthly underground
production from daily production report of CIL.
Compilation of the data –
Compilation of the data received from the subsidiaries in a specific format (FORMAT-B).
Compilation of similar data for same month of previous year. Compilation of the
production data of last day of the month received from daily production report of CIL.
Comparing of the data –
Compare the subsidiary wise and equipment wise productivity and the mechanisation %
of underground production for the as well as same month of previous year.
Submission of the report for agenda of monthly CMS’s meet-
Produce the compiled and compared data in tabulated form for the agenda of monthly
CMD’s meet.
Reports generated:
Monthly Report as per Format
ANPM CIL ENM 03
PROCESS: Preparation of Monthly specific diesel consumption for selected Open Cast mines
Objective:
Diesel is used in different HEMM and other equipment of open cast mines. CMPDI
has identified some open cast mines of different subsidiaries (presently 76 mines)
where they have recommended diesel consumption per cubic meter of production
(both OB and Coal) termed as Specific Diesel Consumption (SDC). Mine wise detailed
study on the existing mining conditions and equipment deployed is done by CMPDI
to benchmark the SDC. Mine wise production, diesel consumption, actual SDC and
diesel costs are collected from the subsidiaries. Objective of preparation of this
monthly report is to prepare, compare and monitor the SDC and Diesel Cost per
Cubic Meter for those selected mines and compare those data with the benchmark
as per CMPDI Norms.
Description:
This process consists of the following steps:
Reports generated:
Monthly Report as per Format
ANPM CIL ENM 05
PROCESS: Monthly status of Feeder wise Demand, Interruptions and Availability of power of the
subsidiaries
Objective:
To prepare feeder wise monthly status of power supply from Power Supply
Agencies against their feeder wise Contract Demand. To prepare power
interruption reports in terms of duration & numbers and calculate the
availability. This report is prepared to monitor the availability of power supplied
to different mines of the subsidiaries.
Description:
This process consists of the following steps:
Collection of Feeder wise Contract Demand with the Supply Agencies –
To collect feeder wise contract demand with the Power Supply Agencies.
Collection of power interruption report of previous day –
To collect date wise and feeder wise total no. power interruptions, corresponding
duration.
Calculation of Feeder wise Availability –
To calculate the feeder wise availability from the data of contract demand, no.
interruptions, and duration of interruptions.
Preparation of Monthly Power Reports –
To prepare feeder wise Power Demand and Availability Report of each subsidiaries.
Reports generated:
Daily availability report of Power
Monthly interruption and availability of power
ANPM CIL ENM 06
PROCESS: Overview of Energy Conservation of CIL for which the subject matter is dealt in a co-
ordination meeting held at CIL HQ annually
Objective:
To prepare and monitor the specific energy consumption for both Electricity & Diesel of all
subsidiaries, comparison of the consumption with previous year and current year’s target
and fixing the target for next year. To prepare detailed report of energy conservation
measures taken by the subsidiaries and fixing the target for implementation of the measures
for energy conservation for next year.
Description:
This process broadly consists of the following steps:
Collection of month wise reports of diesel & electricity consumption –
To collect month wise data of actual consumption of diesel and electricity for UG
production, OC Coal production and OC OB production as well as cost of electricity and
diesel against those consumption.
Compilation of data / reports –
To compile the received data month wise in the specific format. To collect and compile
the similar data of previous year.
Comparing the data with the target and previous year –
To compare the generated data with the data of same month of previous year and
target of current year. Fixing the next year’s target of energy consumption.
Compilation of 12 month’s data –
To compile 12 month’s data received from subsidiaries to find out yearly progressive
specific energy consumption. To compare those data with previous year as well as last
year’s target in the annual energy conservation meeting.
Energy conservation measures -
To discuss the reasons for variation of actual energy consumption, if any, among the
authorized representatives of subsidiaries in the annual energy conservation meeting
and fixing of the target of energy conservations for next year along with the steps /
measures to be taken by the subsidiaries to minimize specific energy consumptions.
Reports generated:
FORMAT-I : for Diesel consumption
FORMAT-J : for Electricity consumption
ANPM CIL ENM 07
PROCESS: Preparation and monitoring of status of crushing of coal of subsidiaries of CIL for the
supply of -100 mm size coal to power sectors through Crusher / Feeder Breaker and
Surface Miner.
Objective:
Supply of crushed coal (- 100 mm size) to power sectors is to be achieved by 100 %. CIL is in
the process of availability of coal crushing facilities in all the CHPs to reach the target of
dispatch of 100% crushed coal to power sectors. Objective is to prepare and monitor the
status of coal crushing of all the subsidiaries for the supply of -100 mm size coal to power
sectors .
Description:
This process consists of the following steps:
Collection of reports from the subsidiaries –
To collect reports of dispatch of crushed coal (-100mm size) supplied to the power
sectors and total dispatch on monthly basis as well as yearly progressive basis from the
subsidiaries.
Compilation of the data –
Compilation of the data received from the subsidiaries in a specific format. Compilation
of similar information of previous month.
Comparing of the advancement –
Comparing the monthly development and find out the percentage of coal (-100mm size)
dispatched to power sectors.
Submission of the report to higher authorities on monthly basis -
To produce the compiled report to the higher authorities for their information.
Reports generated:
Monthly, Quarterly and Annual Report as per Format
To prepare and monitor the specific energy consumption for all mines, comparison of the
consumption with previous year and current year’s target and fixing the target for next year.
To prepare detailed report of energy conservation measures taken by the Mines and fixing
the target for implementation of the measures for energy conservation for next year.
Description:
This process broadly consists of the following steps:
Collection of month wise reports of electricity consumption –
To collect month wise data of actual consumption of electricity for UG production, OC,
Coal production and OC OB production as well as cost of electricity against those
consumption.
Entry of electric energy bench marking and auditing and its recommendations
Entry of all energy conservation activities including the cost and saving
Compilation of data / reports –
To compile the data month wise in the specific format. To collect and compile the similar
data of previous year.
Comparing the data with the target and previous year –
To compare the generated data with the data of same month of previous year and
target of current year. Fixing the next year’s target of energy consumption.
Compilation of 12 month’s data –
To compile 12 month’s data received from mines to find out yearly progressive specific
energy consumption. To compare those data with previous year as well as target
Energy conservation measures -
To find the reasons for variation of actual energy consumption, if any and fixing of the
target of energy conservations for next year along with the steps / measures to be taken
by the mines to minimize specific energy consumptions.
Reports generation: Monthly and Annual as per format
ANPM SUB ENM 04
PROCESS: Compliance monitoring of -100 mm size coal to power sectors.
Objective:
Supply of crushed coal (-100 mm size) to power sectors is to be achieved by 100 %. Objective
is to prepare a report indicating %age of (-100mm size) coal supplied to power sector w.r.t.
total coal supplied to them.
Description:
This process consists of the following steps:
Collection of reports from the mines–
To collect reports of dispatch of crushed coal (-100mm size) supplied to the power
sectors and total dispatch on monthly basis as well as yearly progressive basis from the
dispatch points.
Compilation of the data –
Compilation of the data received from the mines in a specific format. Compilation of
similar information of previous month.
Comparing of the advancement –
To find the percentage of sized coal (-100 mm) dispatched to power sectors with respect
to total dispatch of coal to power sectors.
Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department.
Technical vetting of the NIT after compiling the technical specification and commercial
T&C made by MM department.
Technical evaluation of the bids after tendering by Material Management department
Recommendation for obtaining the shortfall documents, if any, of the bids to MM
department.
Conclusive technical scrutiny of the bids after obtaining shortfall documents arranged by
MM department.
Participation in preparing the TCR conducted by MM Department.
Updating of order placed by MM Department.
Updating of supply status
Allotment of materials to Areas
Report Generation: On need basis as per format
ANPM SUB ENM 09
PROCESS: Release of Performance Bank Guarantee based on warranty performance
Objective:
Timely release of Performance Bank Guarantee
Description:
This process consists of the following steps:
Entry of issue of equipment / stores with date at the user end
Entry of commissioning date at the user end
Entry of failures, downtime, losses, after sales service data etc. at the user end
Performance status of the equipment / stores during warranty period for deciding
release of PBG.
Submission of performance report to MM Department. and Finance Department for
release of PBG
Report Generation: On need basis as per format
ANPM SUB ENM 10
PROCESS: Reporting of DGMS Violations and compliances
Objective:
To have an overview of safety violations for timely corrective actions
Description:
This process consists of the following steps:
Entry of all reported DGMS violations received by the mines
Entry of action initiated for rectification
Compliance status
Compilation of the data on monthly basis for identifying the status
Submission of the report to higher authorities on need basis
Report Generation: On need basis as per format
Objective:
To identify and arrange resources required for execution of prioritized preventive
maintenance job list
Description:
Identify and arrange tools / tackles / spares required for job execution.
Give requisition for support required from centralized maintenance / service agencies and
confirm availability.
Reports generated: Spare part / consumable requirement.
SUB-PROCESSES:
19.3 Job Execution
Objective:
To allocate and execute planned jobs as per standard maintenance practices with due
diligence to safety and other statutory norms
Description:
Arrange shutdown of equipment if required.
Allot jobs and provide work instructions, safety instructions
Issue required tools, tackles and spares.
Execute planned jobs as per standard maintenance practices.
Upon completion of jobs do testing / take trial of equipment wherever possible.
Clear shutdown and give intimation to concerned agencies / authorities.
Reports generated: Equipment wise job execution data
SUB-PROCESSES:
19.4 Information Recording and Report generation:
Objective:
To compile, record and distribute all information generated during preventive
maintenance process in required formats
Description:
Entry of job compliance details in logbooks / equipment history register / PC system.
Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system
Generate MIS reports as and when required from PC system
Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on preventive Maintenance
ANPM SUB ENM 20
PROCESS: Breakdown Maintenance
Objective:
To liquidate equipment breakdowns in shortest possible time and to revive the equipment
/system at the earliest
Description:
This process consists of the following steps:
Breakdown Assessment – receive breakdown information, inform concerned authorities,
inspect equipment to ascertain the cause / extent of damage, list jobs to be carried out.
SUB-PROCESSES:
21.1 Equipment inspection
Objective:
To assess equipment condition based on inspection
Description:
Get inspection schedule from departmental source.
Incorporate checkpoints generated from root cause analysis report of earlier
breakdowns and any reports received from other agencies / sections.
Carry out inspection as per above list. Requisition help of mechanical/ technical
maintenance group if required.
Classify checkpoints as non-reportable / reportable / critical and generate inspection
report.
Inform shop operations and other concerned agencies about inspection report.
In addition to the above, mechanical maintenance department carries out time based
inspection of identified critical equipment.
Reports generated: Inspection reports
SUB-PROCESSES:
21.2 Condition Based Job Planning
Objective:
To generate a prioritized planned job list for condition based maintenance process
Description:
Generate jobs based on reportable / critical parameters of the inspection report.
Incorporate recommendations of mechanical maintenance e.g. lubrication oil change
etc.
Prioritize job list.
Reports generated: Jobs done and pending
SUB-PROCESSES:
21.3 Resource Arrangement and Shutdown Planning
Objective:
To identify and arrange resources required for successful execution of prioritized
condition based job list
Description:
Identify and arrange tools / tackles / spares and other resources required for job
execution. If not available in-house proceed for outsourcing.
Give requisition for support required from centralized maintenance / service agencies
(including mechanical maintenance) and confirm availability.
Place requisition for equipment shutdown at desired time to shop operations and
confirm availability.
Reports generated: List of spares and consumable
SUB-PROCESS:
21.4 Condition Based Job Execution
Description:
Arrange shutdown / take work permit of equipment.
Allot jobs and provide work instructions, safety instructions.
Issue required tools, tackles and spares.
Execute planned jobs as per standard maintenance practices.
Upon completion of jobs do testing / take trial of equipment.
Confirm whether equipment condition parameters (like speed, vibration, temperature,
pressure etc.) are in limit
Reports generated: Equipment wise job execution data
SUB-PROCESS:
21.5 Post Execution Activities
Objective:
To compile, record and distribute all information generated during condition based
maintenance process in required formats
Description:
Entry of job details, test results in logbooks / equipment history register / PC system
Record generated jobs, pending jobs and housekeeping jobs in specified file / register /
logbook / PC system.
Generate MIS reports as and when required from PC system.
Tag generated jobs to other maintenance processes as required.
Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on Condition Based Maintenance
ANPM SUB ENM 22
PROCESS: Capital Repair Maintenance
Objective:
To systematically plan and execute repair and maintenance of equipment /
systems through an intensive, scheduled micro-planned program and thereby
increase long-term availability of the equipment / systems as per requirement
Description:
Planning – A detailed schedule of capital repair program for major equipment of all the
departments are drawn well in advance each year. Considering the condition of equipment,
cycle of operation, availability of equipment & such allied factors, the annual schedule of
capital repairs of equipment are projected by individual department along with resource
requirement plan / procurement plan.
Execution and Compliance – Capital repair execution normally starts as per scheduling /
protocol after shop shutdown. The chief coordinator monitors the compliance and gives
decisions on any bottlenecks that may arise during execution. Progress, compliance, MIS
reports are generated and distributed as per requirement.
Reports generated: Major overhauling program of equipment
ANPM SUB ENM 23
PROCESS: Spares Management
Objective:
To procure spares of right quantity, right quality & at right time from right source at right
price
Description:
This process broadly consists of the following steps:
Requirement planning for stores and spares
Indenting and sending requirements to centralized agencies for procurement / manufacture
/ reconditioning (In-house / External)
Collection / Receipt, storage and issue
Upkeep of all records pertaining to the process
To off-load repair and maintenance jobs which cannot be executed through internal resources
within required time frame – while ensuring quality of maintenance for special jobs and taking care
of manpower.
Description:
All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM SUB ENM 25
PROCESS: Equipment History Management
Objective:
To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. All these information’s&
the behavior patterns are recorded in equipment data record book.
These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. The shop maintenance takes the
help of history in assessing the equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
It consists of the following:
1. The equipment classification up to part level
2. Job catalogue
3. Job planning, forecasting & feedback
4. Defect & history
5. Pending job
6. Delay & downtime
Moreover, if sufficient number of bidders do not participate / are not available in any
tender process, trial tender is done along with normal tender to develop a new source.
Preparing draft technical specification and technical parameter sheet and forwarding it
to the MM department.
After compiling the technical specification and commercial terms the MM department,
calls for a Pre NIT meeting along with major manufacturers for deliberation and
finalization of technical and commercial parameter
After finalization of technical specification and commercial terms, if case of any
deviation from the standard NIT, approval is sought from competent authority for
deviation, accordingly approval is obtained from competent authority and sent to MM
department.
After finalization of technical and commercial terms, approval is taken for floating of
tenders.
Pre-bid meeting is called after floating of tenders to clarify issues raised by bidders as
per NIT clause
After opening of bids, Material Management department, sends the same for technical
evaluation
After initial technical scrutiny, a list of shortfall documents if any, is prepared and
forwarded to MM department for seeking clarification from the bidder.
After receipt of clarification from the bidders through MM department, conclusive
technical scrutiny is done and forwarded to MM department for placement in tender
committee meeting. Members of technical department participate in the meeting
After approval of tenders, the technical Specification of draft purchase order is prepared
for placement of final purchase order.
Clarification sought by bidders on technical issues is given by technical department.
ANPM CIL EXCV 02
PROCESS: Centralized Procurement of OTR Tyres
Description:
This process consists of the following steps:
Requirement of OTR tyres for dumpers of capacity 85Tons and above is sought from
subsidiaries.
After receiving indent/material budget of tyres from subsidiaries through MM
department, confirmation from rest of the subsidiaries is taken for clubbed procurement
action.
Size wise segregation of tyres is done for tendering and procurement through
Memorandum between CIL and BEML
If the product is proven as per proven-ness criteria of approved standard NIT, then
procurement is done as per normal procurement process, otherwise procurement is
done through trial tender.
Moreover, if sufficient number of bidders do not participate / are not available in any
tender process, trial tender is done along with normal tender to develop a new source.
Preparing draft technical specification and technical parameter sheet and forwarding it
to the MM department.
After compiling the technical specification and commercial terms, the MM department
calls for a Pre NIT meeting along with major manufacturers for deliberation and
finalization of technical and commercial parameter
After finalization of technical specification and commercial terms, if case of any
deviation from the standard NIT, approval is sought from competent authority for
deviation, accordingly approval is obtained from competent authority and sent to MM
department.
After finalization of technical and commercial terms, approval is taken for floating of
tenders.
Pre-bid meeting is called after floating of tenders to clarify issues raised by bidders as
per NIT clause
After opening of bids, Material Management department, sends the same for technical
evaluation
After initial technical scrutiny, a list of shortfall documents if any, is prepared and
forwarded to MM department for seeking clarification from the bidder.
After receipt of clarification from the bidders through MM department, conclusive
technical scrutiny is done and forwarded to MM department for placement in tender
committee meeting. Members of technical department participate in the meeting
After approval of tenders, the technical Specification of draft purchase order is prepared
for placement of final purchase order.
Clarification sought by bidders on technical issues is given by technical department.
ANPM CIL EXCV 03
PROCESS: Depot Agreement
Description:
This process consists of the following steps:
OEM wise collection of 3 years transaction pattern of spare parts from subsidiary
companies.
Compilation of the collected list into fast moving and slow moving category and
forwarding them to MM department for further action.
Formation of Tender Committee for price justification and negotiation with OEM.
Approval of recommendation from board.
After approval of Depot Agreement, a draft Depot Agreement is prepared for
proccessing of final Depot Agreement
ANPM CIL EXCV 04
PROCESS: Coordination with the subsidiary companies and OEM
Description:
This process consists of the following jobs:
To communicate with subsidiary companies for follow up with M/s BEML and M/s HEC on
issues mentioned below and their resolution
A. Delay in delivery of equipment and spares reported by subsidiary companies
B. Service support related deficiency reported by subsidiary companies
C. Warranty replacement of spares / subassemblies in case of conflicts, reported by
subsidiary companies
Indent received from the areas is first scrutinized. If same items are indented by
different areas or if the spares indented are for same equipment, all these proposals are
clubbed and processed along with TPS (Technical Parameter Sheet) for approval.
On receipt of file, competent authority normally endorses the case file to Finance
department for examination.
After clearance from Finance department, the case file is sent for competent approval,
Director (Tech) P&P.
After competent approval, the case file is sent to Finance Department for Finance diary.
The approved and concurred file is then forwarded to MM department along with a
sanction letter.
Thereafter, MM department initiates a fresh purchase file against the approved and
concurred proposal. Detail like TPS, PBG, delivery schedule, warranty terms and
inspection clause etc. are furnished to MM department in that particular purchase file.
In case of new item, pre NIT bid is organized by the MM department, else normal
tendering process is resorted to by the MM department.
After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.
Documents are examined with the eligibility & proven-ness criteria, technical
specifications as per NIT terms .
Technical members also participate as a member of Tender committee for various
deliberations at different levels of tendering.
ANPM SUB EXCV 04
PROCESS: Conclusion of Depot Agreement and RC.
Objective:
To conclude Depot agreement and Rate Contract with OEM / OPM for optimizing and
standardizing supply of spares for timely maintenance & repair of HEMM.
Description:
This process consists of the following steps:
OEM wise collection of last 3 years transaction pattern of spare parts from areas.
Compilation of the list into fast moving and slow moving category in case of Depot
Agreement and forwarding them to MM department for further action. In case of fresh
rate contract, the list of spares, off-take value, TPS are processed for approval and
concurrence prior to sending to MM department.
Technical members participate in the process of tendering as a member of Tender
Committee in deliberations at different levels of tendering.
ANPM SUB EXCV 05
PROCESS: Co-ordination with CWS/Area/Projects/different OEMs.
Description:
This process consists of the following jobs
Monthly Co-ordination meeting with CWS / Area /Project officials to discuss various
issues related to HEMM more so for repair activities in case of equipment breakdown for
more than one/three months. Monitoring performance of overhauled Engines,
Transmissions and other major sub-assemblies, help required from HQr etc.
Periodic meeting with all major OEM’s for resolving issues like pending orders,
settlement of warranty claims, technical matters and implementation of DGMS safety
requirements in HEMM.
ANPM SUB EXCV 06
PROCESS: Management Information System (MIS).
Description:
This process consists of the following jobs
Compilation of HEMM performance data from all Projects/Units.
Preparing monthly performance report of HEMM and submission to CIL and subsidiary
authorities.
Daily and Monthly report of capacity utilization.
Monthly report of HEMM breakdown for more than three months.
Quarterly performance report of HEMM.
Monthly report of major HEMM population.
Report on excavating and transport capacity mismatch to CIL and Subsidiary
management.
Action taken report as per minutes of GMs’ Co-ordination meeting chaired by CMD.
Monthly report on POL & Specific diesel consumption against bench mark and burnt oil
recovery report to CIL.
Monthly report of issues to be taken up with BEML and HEC in respect of warranty,
pending supply of items etc, submission of the report to CIL.
Reply to Audit query/ Parliament question/ Ministry/RTI etc.
ANPM SUB EXCV 07
PROCESS: Preparation of Annual Action Plan for Procurement of HEMM (Shopping List)
Description:
This process consists of the following steps:
Annual action for five years for procurement of various HEMM is prepared, this is
intimated to CIL.
The list of five year action plan is analyzed, accordingly plan for the current year is
prepared in view of additional requirement against PR provision; replacement against
survey off and/or additional requirement against scheme.
The list is maintained for capital budget provisioning, purchase follow up and appraisal
to higher management.
ANPM SUB EXCV 08
PROCESS: Mine Capacity Assessment & Capacity Utilization Assessment
Description:
This process consists of the following steps:
Project wise Mine Capacity assessment format of CMPDI is sent to all concerned Projects
for providing requsite information / data.
The requisite information as per the format from every area, is examined and
information / data of all working projects is submitted to CMPDI, Ranchi.
Subsequently, CMPDI Ranchi holds subsidiary wise discussion to finalize Annual Mine
capacity .
The Mine capacity, so assessed by CMPDI is communicated to all projects / area as well
as to Company Management.
The Mine capacity utilization is assessed periodically and finally at the end of the year.
Reports Generated: Nil
ANPM SUB EXCV 09
PROCESS: Action plan for mismatch of Transport Capacity & Digging Capacity
Description:
This process consists of the following jobs:
Mine wise details of HEMM (Transport & Excavating equipment) is collected considering
HEMM on roll, HEMM surveyed off but not grounded.
Total Excavating and Transport capacity of the Mine is calculated as per equipment
capacity calculation provided by CMPDI.
The difference in Excavating capacity and Transporting capacity, so calculated, is termed as
mismatch.
The mismatch calculation happens to be a helping tool to the management for considering
transfer of the equipment for their gainful utilization.
ANPM SUB EXCV 10
PROCESS: Release of centralized items from Central Stores to Projects.
Description:
This process consists of the following jobs
Requisition letter received from Project for release of items from Central Stores is
submitted to the concerned dealing officer. The requisition letter should be
accompanied by the performance report of the item.
The requisition is scrutinized based on the item’s previous performance, consumption
and stock position in designated stores.
A release order is issued upon taking the decision to release the item after due diligence.
Aspiration:
Should have the capacity to project current mismatch & predict capacity mismatch of
HEMM.
ANPM SUB EXCV 11
PROCESS: Survey off and Grounding of HEMM
Objective:
To process HEMM survey off as per CIL norms and grounding of old unreliable equipment
after competent approval.
Description:
This process consists of the following jobs
Processing survey off proposals received from Projects / Areas for HEMM that have
completed their life in hours and years (as per extant CIL norms).
After scrutiny of survey off proposals (substantiated by technical report and techno
economic analysis) with the criteria of survey off norms of CIL, the same is processed for
competent approval.
In case of HEMM that have not completed its life in terms of hours and/or years, but are
not operational, the survey off proposal is termed as Pre-mature survey off and is
processed for approval.
The normal survey off proposal is routed through GM (F), D (T), D (F), CMD and finally
the board of the subsidiary.
Financial Diary no. is obtained after competent approval of survey off proposal.
After competent approval and financial diary, an office order is issued for declaring the
HEMM survey off.
Subsequently, after receipt of replacement against survey off, grounding proposal of the
surveyed off equipment received from the area/Project is processed for competent
approval.
After grounding, the equipment is deposited in the Stores for disposal.
ANPM SUB EXCV 12
PROCESS: BER of major sub-assemblies like Engine, Transmission etc.
Objective:
To declare BER (Beyond Economical Repair) of old unreliable sub-assemblies like Engine,
Transmission etc., so that their replacement can be procured to keep the equipment
reliable.
Description:
This process consists of the following jobs
A committee is constituted at CWS for assessing the health and condition of failed
engine/transmission/sub-assembly.
If estimated repair cost of the engine/transmission/sub-assembly is found uneconomic
(more than 50-60% of its replacement cost), the failed engine/transmission/sub-
assembly qualifies for BER category. The proposal is duly forwarded by GM, CWS along
with the committee report.
The BER proposal received from CWS is processed for competent approval.
The BER proposal is routed through GM (F), D (T), D (F) for approval of CMD and the
board. After competent approval and financial diary, an office order is issued for
declaring BER of the sub-assembly.
After approval of BER, the survey off and disposal action of the sub-assembly is taken up
at the area level.
ANPM SUB EXCV 13
PROCESS: Recon Exchange Scheme of major sub-assemblies.
Objective:
To process Recon Exchange scheme for ensuring quality complete overhauling of major sub-
assemblies like engine, transmission etc.
Description:
Recon Exchange Scheme is a system under which certain kinds of failed engine, transmission or any
other major sub-assemblies of HEMM are exchanged with repaired / overhauled subassembly with
defined warranty.
Description:
This process consists of the following jobs
The major sub-assembly of HEMM is first identified for Recon Exchange scheme by the
project.
A joint inspection is carried out with the respective OEM. In case of engine, the core
assembly should be rotating for such acceptance.
The proposal is processed considering aspect of cost economics of such repair. The
proposal is sent for competent approval.
On receipt of proposal, D(T) normally endorses the case file to Finance department for
examination.
After clearance from Finance department, the case file is sent for competent approval of
Director (Tech) P&P and/or to D (F)/CMD/Board as per extent of DOP. The case after
competent approval, is sent to Finance Department for concurrence.
After competent approval and concurrence, the case file is forwarded to respective CWS
for placement of order on respective OEM for Recon Exchange.
Reports Generated: 9 reports as per subscribed format
ANPM SUB EXCV 14
PROCESS: Performance Monitoring of major sub-assemblies and consumables.
Description:
This process consists of the following jobs
Compilation of input reports of major subassemblies like Engine, Transmission etc. and
consumables like drill bit, wire rope, OTR tyres, Trailing cable etc. received from Projects
Supplier wise performance monitoring of above items is carried out for settlement of
PBG.
ANPM SUB EXCV 15
PROCESS: Performance monitoring of Equipment procured under MARC.
Description:
This process consists of the following jobs
Monthly compilation of performance, production and payment details etc of MARC
equipment.
Periodic meetings with MARC holders.
Functional Requirement Specification (FRS) for Excavation Department function at Area Level
ANPM AREA EXCV 01
PROCESS: Processing Indent of HEMM and P&M items
Description:
This process consists of the following steps:
Collection of indents from projects/units.
Checking of Inventory status, LPP, Due on Order, Consumption pattern from Stores
records.
Indent received from project is forwarded to subsidiary HQr after vetting of Area
finance and Area GM.
ANPM AREA EXCV 02
PROCESS: Co-ordination for Mine Capacity Assessment & Capacity Utilization Assessment
Description:
This process consists of the following steps:
Project wise Mine Capacity information received from CMPDI/HQr is sent to Projects for
providing Mine specific information/data.
After receiving Mine capacity information/data in prescribed format from the
Project/Mine it is forwarded to HQr for onward submission to CMPDI, Ranchi.
The Mine capacity, assessed/finalized by CMPDI is communicated to project for
performance monitoring.
The Mine capacity utilization is examined periodically and finally at the end of the year.
ANPM AREA EXCV 03
PROCESS: MB for Centralized spares/Consumables of HEMM
Description:
This process consists of the following jobs
MB for procurement of centralized spares / consumables like OTR tyre, Undercarriage
assembly of Dozer, Drill and Excavator, HEMM Battery, Cutting Edge and End Bits of
Dozer and Grader, Drill Rod, Drill Bit, Wire Rope, Trailing Cable, Tooth Point and Track
Pad etc. are prepared and sent to Depot officer for Stores vetting.
After Stores vetting, the MB is sent for vetting of AFM and Area GM and subsequently
forwarded to subsidiary HQ
ANPM AREA EXCV 04
PROCESS: MB for De-centralized spares/consumables of HEMM
Description:
This process consists of the following jobs
MBs received from Project are processed for approval. The file is first sent to MM
department for vetting with the perspective of inventory management.
After examination and vetting by the MM department, the file is forwarded to Finance
department.
After examination of Finance department, the file is sent for approval of Area GM.
Upon approval, the file is sent to Finance Department for Financial concurrence & diary.
The concurred file is forwarded to MM department along with a sanction letter.
Thereafter, MM department processes the requirement for procurement.
After opening of bids, NSIC documents are examined for waiver of EMD, if applicable.
Documents are examined with the eligibility & proven-ness criteria, technical
specifications as per NIT terms .
Technical members also participate as a member of Tender committee for various
deliberations at different levels of tendering.
After approval, the proposal is sent to finance department for concurrence & diary.
A tender is then floated by the Excavation department.
Tenders are generally concluded as per procedure laid down in Contract Management
Manual / Civil Engineering Manual.
The Area may enter into Rate Contract / Annual Maintenance Contract for carrying out
repetitive nature of repair works.
ANPM AREA EXCV 09
PROCESS: Survey off and Grounding of HEMM
Objective:
To process survey off and grounding of HEMM as per CIL norms.
Description:
This process consists of the following jobs
On completion of rated life of equipment in terms of hours and years both proposal for
survey off is submitted by the Project / Area to subsidiary HQ
Upon receipt of replacement against survey off, grounding proposal of the surveyed off
HEMM is submitted by the area/Project for competent approval of CMD.
After approval of grounding proposal, the HEMM is deposited in the Stores for disposal.
ANPM AREA EXCV 10
PROCESS: Management Information System (MIS).
Description:
This process consists of the following jobs
To compile & forward HEMM performance data received from Project to subsidiary HQr.
To process Daily production report.
Status of HEMM breakdown for more than one / three months.
Monthly POL, Specific diesel consumption against bench mark and burnt oil recovery
report to subsidiary HQ.
Reporting on status of issues to be taken up with BEML, HEC and other OEM’s in respect
of warranty, non-supply of items etc. to be sent to subsidiary HQ.
Monthly report in regard to statement of spares, lubricants and purchase repairs cost of
HEMM to subsidiary HQ.
Detail of annual off-take value of HEMM spares to subsidiary HQr for Depot agreement /
Rate contract.
Performance report of major sub-assemblies of HEMM like Engine, Transmission etc and
consumables like Drill bit, wire rope, trailing cable, OTR tyre etc for submission to
Subsidiary HQ
Reply to Audit query/ RTI etc.
ANPM AREA EXCV 11
PROCESS: Co-ordination with HQr/CWS/ Project/different OEMs.
Description:
This process consists of the following jobs
Regular follow up with subsidiary HQr for supply of spares and other help required.
Regular follow up with CWS for repair of major sub-assemblies like Engine and
Transmission etc.
Regular discussion with Project for pending problem redressal.
Periodic meeting with all major OEM for issues like pending orders / warranty claims,
technical up gradation and implementation of DGMS safety requirements in HEMM.
ANPM AREA EXCV 12
PROCESS: Inspection of Materials at Stores.
Description:
This process consists of the following jobs
All new materials are inspected before acceptance at stores.
Inspection is carried out as per technical specifications mentioned in the supply order.
ANPM AREA EXCV 13
PROCESS: Preventive (Time Based) Maintenance
Objective:
To plan & execute maintenance of an equipment as per OEM recommended schedules to
achieve zero breakdown.
Description:
This process consists of the following steps:
Preventive Maintenance Job Planning – generation of daily job schedule based on
assigned frequency, pending jobs inclusion, job requisitions from other sections /
agencies, job prioritization.
Resource Arrangement – arrangement of various resources like manpower, tools,
tackles, spares, centralized agency support requisition.
Information Recording and Report generation – recording job compliance in logbooks /
other registers and files, earmarking pending jobs, logbook entry, housekeeping points
and miscellaneous MIS.
Reports generated: Equipment wise Preventive Maintenance Data
SUB-PROCESSES:
13.1 Preventive Maintenance Job Planning
Objective:
To generate a prioritized planned job list for preventive maintenance process.
Description
Get time based maintenance schedule (including pending jobs list).
Incorporate action plan generated from root cause analysis done for earlier breakdowns.
Include job requisitions from other sections / agencies.
Compile and prioritize above jobs.
Reports generated: Jobs done and pending
SUB-PROCESSES:
13.2 Resource Arrangement
Objective:
To identify and arrange resources required for execution of prioritized preventive
maintenance job list
Description:
Identify and arrange tools / tackles / spares required for job execution.
Give requisition for support required from centralized maintenance / service agencies and
confirm availability.
Reports generated: Spare parts / consumable requirement.
SUB-PROCESSES:
13.3 Information Recording and Report generation:
Objective:
To compile, record and distribute all information generated during preventive
maintenance process in required formats
Description:
Entry of job compliance details in logbooks / equipment history register / PC system.
Record pending jobs and housekeeping jobs in specified file / register / logbook / PC system
Generate MIS reports as and when required.
Distribution and use of reports as and when required.
Reports generated: Equipment wise progressive data on preventive Maintenance
ANPM AREA EXCV 14
PROCESS: Breakdown Maintenance- Breakdown Job Detail Recording and Report Generation
Objective:
To compile, record and distribute all information / data generated during
breakdown maintenance process in required formats
Description:
Entry of job execution details in logbooks / equipment history register.
Record generated housekeeping jobs, test results in specified files / registers / logbooks.
Generate MIS reports as and when required from specified registers / logbooks.
Distribution / use of reports as and when required.
Reports generated: Equipment wise breakdown details and downtime data
ANPM AREA EXCV 15
PROCESS: Condition Based Maintenance
Objective:
To improve availability of critical HEMM.
Description:
Condition based maintenance consists of the following steps:
Condition Based Job Planning – job generation, compilation and prioritising based on
inspection report, place shutdown requisition to shop operations and confirm
availability.
Resource Arrangement and Shutdown Planning – manpower, tools, tackles and spares
required and their availability centralized agency support requisition and apply for
equipment shutdown and confirm availability.
Reports generated: Condition Based Maintenance data
SUB-PROCESSES:
To off-load repair and maintenance jobs which cannot be executed through internal
resources within required time frame – while ensuring quality of maintenance for special jobs and
taking care of manpower.
Description:
All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM AREA EXCV 19
PROCESS: Equipment History Management
Objective:
To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. This information & the
behavior patterns are recorded in equipment data record book.
These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. Shop maintenance personnel take
help of this history in assessing equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
It consists of the following:
1. The equipment classification up to part level
2. Job catalogue
3. Job planning, forecasting & feedback
4. Defect & history
5. Pending job
6. Delay & downtime
7. Condition based monitoring system
Description
Safety is an important factor in industry. A compromised safety system may lead undesirable
consequences. Proper attention to safety is extremely important for all stake holders.
The process involves:
Training employees on implementing of safety norms.
Periodic inspection of sites for hazard identification, risk assessment.
Maintain records of such inspection and insist corrective actions.
Investigation of injury on work and corrective actions.
Organize safety exhibitions, campaigns and awareness program.
Associating and assisting in conducting Safety audits in the shops.
Keeping a watch on the safety aspects of contractors jobs.
Safety induction training to contractor supervisors and issue of height pass etc.
Follow up and review of safety performance.
Follow up of employees health check up program.
ANPM AREA EXCV 22
PROCESS: Repair of failed components/System of HEMM not under GM’s DOP
Description:
• The proposal for Administrative approval for repair of failed parts / subassemblies of HEMM is
received from Area which are not under Area GM’s DOP.
• After scrutiny the file is sent to D(T)-OP / D(T)-PP through associate finance for competent
approval.
• After administrative approval the file sent back to area.
• After Joint Inspection and repair estimate from OEM/Tendering process for non OEM, the file will
be sent back to HQ for final approval.
• HQ will assess the technical and commercial viability.
• Final Approval will be taken from D(T)-OP / D(T)-PP through associate finance as per DOP.
• If the file is not under DOP of D(T)-OP / D(T)-PP the file may go up to CMD/Board through D(F).
• After administrative approval the file sent back to area for Budget Certification and placement of
work order.
Functional Requirement Specification (FRS) for Excavation Department function at Project Level
ANPM PRJ EXCV 01
PROCESS: Maintenance of all HEMMs
Description:
This process consists of the following steps:
Machine is first thoroughly washed brought to the maintenance bay.
Maintenance is carried out at OEM recommended intervals as per check list (prepared
based on OEM recommendations & site experience),
Spares and consumables required for maintenance are drawn from the stores and the
maintenance is carried out as per OEM recommendations.
Break down maintenance is carried out for repairing the breakdown equipment.
ANPM PRJ EXCV 02
PROCESS: Processing Indent of HEMM and P&M items
Description:
This process consists of the following steps:
Indent is initiated from project and forwarded to area for onward submission to HQ
ANPM PRJ EXCV 03
PROCESS: Data for Mine Capacity Assessment & Capacity Utilization Assessment
Description:
This process consists of the following steps:
Desired Information/Data as per mine capacity format is filled up by Project and
forwarded to subsidiary HQr through area for onward submission to CMPDI, Ranchi.
ANPM PRJ EXCV 04
PROCESS: Indent/MB for HEMM Spares
Description:
This process consists of the following jobs
Indent / MB for procurement of HEMM spares are prepared and sent for stores vetting.
After stores vetting, these are submitted to Project Officer for onward transmission to
Area.
ANPM PRJ EXCV 05
subassemblies like engine, transmission, tyres, motor, pump etc, working detail of
HEMM shift wise, list of spares and consumables used. A monthly abstract of detail of
POL, spares, consumables, working parameters etc is also maintained by the end of each
calendar month.
To maintain record of all work carried out by available human resources.
To maintain a record of all resources used for fulfilling various works.
To send HEMM performance data received to Area for onward transmission to
subsidiary HQ
Daily production report.
Monthly report of HEMM breakdown for more than three months.
Monthly POL, Specific diesel consumption against bench mark and burnt oil recovery
report to area for onward transmission to Subsidiary HQr.
Status of issues to be taken up with BEML, HEC and other OEM’s with respect to
warranty, delayed supply of items etc to be sent to subsidiary HQr.
Monthly report in regard to statement of spares, lubricants and repair cost of HEMM to
area for onward transmission to subsidiary HQ.
Detail of annual off-take value of HEMM spares to subsidiary HQr for Depot agreement /
Rate contract.
Performance report of major sub-assemblies of HEMM like Engine, Transmission etc.
and consumables like Drill bit, wire rope, trailing cable, OTR tyre etc. for submission to
area for onward transmission to subsidiary HQ.
Reply to Audit query/ RTI etc.
ANPM PRJ EXCV 09
PROCESS: Co-ordination with HQr/CWS/ Area/different OEMs.
Description:
This process consists of the following jobs
Regular follow up with Area/ HQr for supply of spares and other help required.
Regular follow up with CWS for repair of major sub-assemblies like Engine and
Transmission etc.
Regular follow up with OEMs for supply of spares and pending warranty claims.
ANPM PRJ EXCV 10
PROCESS: Preventive (Time Based) Maintenance
Objective:
To plan & execute maintenance of an equipment on a time-based schedule to achieve zero
breakdowns
Description:
This process consists of the following steps:
Preventive Maintenance Job Planning – generation of daily job schedule based on
assigned frequency, pending jobs inclusion, job requisitions from other sections /
agencies, job prioritization.
Resource Arrangement – arrangement of various resources like manpower, tools,
tackles, spares, centralized agency support requisition.
Job Execution – job allocation, shutdown arrangement, giving work instructions, safety
instructions and standard maintenance practices, job execution and completion,
shutdown clearance and equipment handover for testing / trial run.
Information Recording and Report generation – recording job compliance in logbooks /
other registers and files, earmarking pending jobs, logbook entry, housekeeping points
and miscellaneous MIS report generation.
Reports generated: Equipment wise Preventive Maintenance Data
SUB-PROCESSES:
10.1 Preventive Maintenance Job Planning
Objective:
To generate a prioritized planned job list for preventive maintenance process
Description
Get time based maintenance schedule (including pending jobs list).
Incorporate action plan generated from root cause analysis done for earlier breakdowns.
Include job requisitions from other sections / agencies.
Compile and prioritize above jobs.
Reports generated: Jobs done and pending
SUB-PROCESSES:
10.2 Resource Arrangement
Objective:
To identify and arrange resources required for execution of prioritized preventive
maintenance job list
Description:
Identify and arrange tools / tackles / spares required for job execution.
Give requisition for support required from centralized maintenance / service agencies and
confirm availability.
Reports generated: Spare part / consumable requirement.
SUB-PROCESSES:
10.3 Job Execution
Objective:
To allocate and execute planned jobs as per standard maintenance practices with
due diligence to safety and other statutory norms
Description:
Arrange shutdown of equipment if required.
Allot jobs and provide work instructions, safety instructions
Issue required tools, tackles and spares.
Execute planned jobs as per standard maintenance practices.
Upon completion of jobs do testing / take trial of equipment wherever possible.
Clear shutdown and give intimation to concerned agencies / authorities.
Reports generated: Equipment wise job execution data
SUB-PROCESSES:
SUB-PROCESSES:
11.2 Resource Planning and Arrangement
Objective:
To generate resource requirements and check for in-house availability
Description:
If available place urgent requisitions for help required from centralized service /
maintenance agencies.
If resources are not available in-house then proceed for out-sourcing as per prevalent
company procedure.
Reports generated: Data of jobs to be outsourced
SUB-PROCESSES
11.3 Breakdown Liquidation
Objective:
To execute listed jobs for breakdown liquidation in shortest and most effective way
possible
Description:
Take work permit for equipment.
Carry out listed jobs with due diligence & safety norms and statutory norms.
Clear work permit upon completion of listed jobs.
Do equipment testing / trial.
If successful give go-ahead for operation.
Reports generated: Re commissioning report
SUB-PROCESSES:
11.4 Breakdown Job Detail Recording and Report Generation
Objective:
To compile, record and distribute all information / data generated during
breakdown maintenance process in required formats
Description:
Entry of job execution details in logbooks / equipment history register / PC system
Record generated housekeeping jobs, test results in specified files / registers / logbooks
/ PC system
Generate MIS reports as and when required from PC system/ specified registers /
logbooks.
Distribution / use of reports as and when required by company policy.
Reports generated: Equipment wise breakdown details and downtime data
ANPM PRJ EXCV 12
PROCESS: Condition Based Maintenance
Objective:
To improve availability of critical equipment of the plant and increase plant
personnel safety
Description:
SUB-PROCESS:
14.2 Procurement
Objective:
Collect / Receive stores and spares items and issue them as per maintenance job
requirements
Update all records for ready reference
Description:
Based on delivery information received (from central stores) raise Stores Issue Voucher
for collection of stores and spares.
Get approval from designated authority.
Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue
Voucher register, indent register etc.
Reports generated: Material receipt and issue status
ANPM PRJ EXCV 15
PROCESS: Maintenance through Job Contract
Objective:
To off-load repair and maintenance jobs which cannot be executed through internal
resources within required time frame – while ensuring quality of maintenance for special jobs and
taking care of manpower.
Description:
All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM PRJ EXCV 16
PROCESS: Equipment History Management
Objective:
To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. All these information’s&
the behavior patterns are recorded in equipment data record book.
These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. The shop maintenance takes the
help of history in assessing the equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
It consists of the following:
10. The equipment classification up to part level
11. Job catalogue
12. Job planning, forecasting & feedback
13. Defect & history
14. Pending job
15. Delay & downtime
16. Condition based monitoring system
17. Management information system (MIS)
Reports generated: Equipment history sheet.
ANPM PRJ EXCV 17
PROCESS: Maintenance Budgeting
Objective:
To plan annual maintenance expenditure
Description:
The budget process starts with a formal notice sent by cost control department to all
departments for preparation of the draft budget for onward transmission to finance
department for final approval.
Budget is prepared based on requirement of stores & spares, power & fuel, repair &
maintenance and miscellaneous administrative expenses planned for the next financial
year. This forecast is based on the expenditure incurred in the previous year.
This proposed budget in the prescribed format then sent to cost control department
after approval of H.O.D. Cost control compiles all proposals, takes approval of
competent authority and give feed back to the user departments.
Once the budgets are approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated: Purchase Repair Budget and its utilization status
ANPM PRJ EXCV 18
PROCESS: Work Safety Planning and Execution
Objective:
To minimize risk to employees, contractors, assets & work environment, to improve business
performance by minimizing losses due to accidents, to comply with legal requirements and
to fulfil social & moral obligations
Description
Safety is an important factor in industry and it is the responsibility of management to ensure it. A
non-existent or even an inferior safety system will invariably lead to accidents, which are totally
undesirable and unwarranted. Proper attention to safety is extremely important, both for the
employer and the employees.
The process involves:
Advising employees on use of safety norms
Periodic inspection of sites for hazard identification, risk assessment
Maintain records of such inspection and insist corrective actions
Investigation of injury on work and corrective actions
Organize safety exhibitions, campaigns and awareness programs
Associating and assisting in conducting Safety audits in the shops
Keeping a watch on the safety aspects of contractors jobs
Safety induction training to contractor supervisors and issue of height pass etc
Follow up and review of safety performance
Follow up of employees health check up programs
ANPM PRJ EXCV 19
PROCESS: Emergency purchase of HEMM Spares of very low value in nature
Description:
This process consists of the following jobs
Quotations from at least three known vendors are collected.
Comparative chart of the offered prices is made.
L-1 firm is recommended for placement of order. The proposal is sent to finance
department for scrutiny and vetting.
After vetting of finance department, the proposal is sent to the Project Officer for
approval.
After approval of the proposal, order is placed on the L-1 firm.
Reports generated: Purchase Repair Budget and its utilization status
Functional Requirement Specification (FRS) for Excavation Department function at Central
Workshop Level
ANPM CWS EXCV 01
PROCESS: Repair of HEMM major sub-assemblies
Objective:
All engine, transmission, motor, Generators and all major sub-assemblies of any HEMM need
to be overhauled after certain working hours due to wear and tear. Further, life of a sub-
assembly may be lesser than equipment life as a whole. Thus, complete overhauling of these
major sub-assemblies are required as per need to run the equipment smoothly and for
optimal performance.
It may be necessary to carry out repair / overhauling of major subassemblies before their
rated life is achieved due to their premature failure.
Description:
Description:
This process consists of the following jobs
On completion of rated life of P&M items in terms of years, as per practice and
considering machine position in respect of its reliability, survey off proposal is submitted
by the CWS to HQ
Subsequently, after receipt of replacement against survey off, grounding proposal of the
surveyed off equipment, is submitted by the CWS for competent approval.
After approval of grounding proposal, the P&M item is deposited in the Stores for
disposal.
ANPM CWS EXCV 09
PROCESS: Management Information System (MIS).
Description:
This process consists of the following jobs
To send monthly report to HQr indicating repair of engine, transmission etc.
Detail of annual off-take value of HEMM spares to HQr for Depot agreement / Rate
contract.
Reply to Audit query/ RTI etc.
ANPM CWS EXCV 10
PROCESS: Co-ordination with HQr/Area/ Project/different OEMs
Description:
This process consists of the following jobs
Regular follow up with HQr for supply of spares and other help required and for
appraisal regarding repair activities of different components.
Regular interaction with Area/Project for sorting out the problems.
Periodic meeting with all major OEM for issues like pending orders / warranty claims,
technical up gradation and implementation of DGMS safety requirements in HEMM.
ANPM CWS EXCV 11
PROCESS: Inspection of Materials at Stores.
Description:
This process consists of the following jobs
All the new materials are inspected before acceptance at stores.
Inspection is carried out as per technical specifications mentioned in the supply order.
ANPM CWS EXCV 12
PROCESS: Preventive (Time Based) Maintenance
Objective:
To plan & execute maintenance of an equipment on a time-based schedule to achieve zero
breakdowns
Description:
This process consists of the following steps:
Check and refer to equipment breakdown history for similarity with earlier break downs, if
available.
Make a list of jobs to be carried out for breakdown liquidation.
Reports generated: Breakdown reports along with inspection report
SUB-PROCESSES:
13.2 Resource Planning and Arrangement
Objective:
To generate resource requirements and check for in-house availability
Description:
If available place urgent requisitions for help required from centralized service /
maintenance agencies.
If resources are not available in-house then proceed for out-sourcing as per prevalent
company procedure.
Reports generated: Data of jobs to be outsourced
SUB-PROCESSES
13.3 Breakdown Liquidation
Objective:
To execute listed jobs for breakdown liquidation in shortest and most effective way
possible
Description:
Take work permit for equipment.
Carry out listed jobs with due diligence to work instructions, safety norms and
statutory norms.
Clear work permit upon completion of listed jobs.
Do equipment testing / trial.
If successful give go-ahead for operation.
Objective:
To generate a prioritized planned job list for condition based maintenance process
Description:
Generate jobs based on reportable / critical parameters of the inspection report.
Incorporate recommendations of mechanical maintenance e.g. lubrication oil change
etc.
Prioritize job list.
Reports generated: Jobs done and pending
SUB-PROCESSES:
14.3 Resource Arrangement and Shutdown Planning
Objective:
To identify and arrange resources required for successful execution of prioritized
condition based job list
Description:
Identify and arrange tools / tackles / spares and other resources required for job
execution. If not available in-house proceed for outsourcing.
Give requisition for support required from centralized maintenance / service agencies
(including mechanical maintenance) and confirm availability.
Place requisition for equipment shutdown at desired time to shop operations and
confirm availability.
Reports generated: List of spares and consumable
SUB-PROCESS:
14.4 Condition Based Job Execution
Description:
Arrange shutdown / take work permit of equipment.
Allot jobs and provide work instructions, safety instructions.
Issue required tools, tackles and spares.
Execute planned jobs as per standard maintenance practices.
Upon completion of jobs do testing / take trial of equipment.
Confirm whether equipment condition parameters (like speed, vibration, temperature,
pressure etc.) are in limit
Reports generated: Equipment wise job execution data
SUB-PROCESS:
14.5 Post Execution Activities
Objective:
To compile, record and distribute all information generated during condition based
maintenance process in required formats
Description:
Entry of job details, test results in logbooks / equipment history register / PC system
Record generated jobs, pending jobs and housekeeping jobs in specified file / register /
logbook / PC system.
19. Prepare make item list, buy item list, and reconditioning item list.
20. Move proposal for cataloguing of initial items if required.
21. Give requisition for drawing prints to DD and collect when ready.
Raise note sheet for emergency procurement by cash purchase route as per
procedure.
Reports generated: List of spares indented and status updating.
SUB-PROCESS:
16.2 Procurement
Objective:
Collect / Receive stores and spares items and issue them as per maintenance job
requirements
Update all records for ready reference
Description:
Based on delivery information received (from central stores) raise Stores Issue Voucher
for collection of stores and spares.
Get approval from designated authority.
Update all shop records e.g. Stores receipt register, Stores issue register, Stores Issue
Voucher register, indent register etc.
Reports generated: Material receipt and issue status
ANPM CWS EXCV 17
PROCESS: Maintenance through Job Contract
Objective:
To off-load repair and maintenance jobs which cannot be executed through internal
resources within required time frame – while ensuring quality of maintenance for special jobs and
taking care of manpower.
Description:
All planned / emergency jobs, which cannot be done with internal resources, are identified
and proposal with detailed scope of work, schedule of work and cost estimate is moved by
user.
The estimate is vetted by Staff Officer of the area and scrutinized before sending the case to
Contract Department for further processing.
Tendering Cell handles the screening, tendering, technical evaluation of offers (along with
user department). The recommended offer is then sent to Finance department for financial
concurrence. Final approval is then obtained from competent authority as per delegation of
power. Work Order placement is done by Contract Department as per the accepted terms
and conditions along with rates and scope of work.
On the basis of the work order the contract is executed by the party under the supervision of
executing authority and as per laid down terms and conditions. In case of deviation / failure
of contract the Contracts Department is informed for further necessary action (Penalizing of
defaulting contractor, finalizing of alternative agency as per company procedure and laid
down terms and conditions).
On successful completion of the awarded contract the contractor submits the bill to the
executing authority for approval. The executing authority sends the bill to Finance after
completion of all necessary formalities.
Reports generated: list of outsourced jobs and contract award / execution status
ANPM CWS EXCV 18
PROCESS: Equipment History Management
Objective:
To make available all information about equipment which can be used as a master reference
for all maintenance requirements
Description:
Equipment data records & history records are maintained to keep a close track of the
equipment, right down from the date of purchase and installation. The equipment itself,
over a period of use, shows a pattern of its own behavior also. All these information’s&
the behavior patterns are recorded in equipment data record book.
These records assist the shop maintenance to organize inspection, preventive
maintenance, forecast & plan for spares accordingly. The shop maintenance takes the
help of history in assessing the equipment health which will indicate when & where to
start the action for replacement of equipment parts or the whole equipment itself.
It consists of the following:
1. The equipment classification up to part level
2. Job catalogue
3. Job planning, forecasting & feedback
4. Defect & history
5. Pending job
6. Delay & downtime
7. Condition based monitoring system
8. Management information system (MIS)
Reports generated: Equipment history sheet.
ANPM CWS EXCV 19
PROCESS: Maintenance Budgeting
Objective:
To plan annual maintenance expenditure
Description:
The budget process starts with a formal notice sent by cost control department to all
departments for preparation of the draft budget for onward transmission to finance
department for final approval.
Budget is prepared based on requirement of stores & spares, power & fuel, repair &
maintenance and miscellaneous administrative expenses planned for the next financial
year. This forecast is based on the expenditure incurred in the previous year.
This proposed budget in the prescribed format then sent to cost control department
after approval of H.O.D. Cost control compiles all proposals, takes approval of
competent authority and give feed back to the user departments.
Once the budgets are approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated: Purchase Repair Budget and its utilization status
ANPM CWS EXCV 20
PROCESS: Work Safety Planning and Execution
Objective:
To minimize risk to employees, contractors, assets & work environment, to improve business
performance by minimizing losses due to accidents, to comply with legal requirements and
to fulfil social & moral obligations
Description
Safety is an important factor in the industry. A compromised safety system may lead to undesirable
consequences. Proper attention to safety is extremely important for all stake holders.
The process involves:
Training employees on implementing of safety norms.
Periodic inspection of sites for hazard identification, risk assessment.
Maintain records of such inspection and insist corrective actions.
Investigation of injury on work and corrective actions.
Organize safety exhibitions, campaigns and awareness program.
Associating and assisting in conducting Safety audits in the shops.
Keeping a watch on the safety aspects of contractors jobs.
Safety induction training to contractor supervisors and issue of height pass etc.
Follow up and review of safety performance.
Follow up of employees health check up program.
Reports:
a) Detailed Performance Reports (month-wise, progressive month-wise and year-wise)
b) Summarised Performance Report at Year-end showing key performance indicators
c) Annual Report on operational details
ANPM CIL WSH 02
PROCESS: Activity Timeline in specific format for washeries being set up (to be updated weekly) –
Subsidiary wise / Washery wise
Objective:
To monitor the progress of new Washery projects that are being set up, in the form of an
activity Timeline with time schedules of specific activities and milestones marked out.
Description:
This process consists of the following jobs
1. Based on information/inputs received from subsidiaries at regular intervals, preferably weekly,
in respect of status and progress of the activities
2. Preparation of all other status/progress Reports will be based on this Timeline status schedule.
Report:
Washery Set Up Status Report of required fields in rows or columns Washery wise, as well as
subsidiary wise. Also query based reports
Functional Requirement Specification (FRS) for Washery Department function at Subsidiary Level
ANPM SUB WSH 01
PROCESS: - Preparation of Annual Plan Document
Objective
Preparation of Washery wise Physical Targets i.e Budget estimate for the next financial year and
Revised Estimate of current year.
Description:
This process consists of the following jobs:
1) As advised by HQ in the month of Sept to start preparation of Annual Plan proposals
i.e. Budget estimate for the next financial year and revised estimate of current year,
Annual Plan is prepared.
2) The Draft Proposal contains following formats :
Raw Coal Feed, Production – Washed Coal, Washed Coal (Power) (for Coking Coal)
and Yield % of Washed Coal.
3) Annual Plan thus submitted is forwarded to HQ for onward communication to CIL with
other data of subsidiary
Reports Generated
Annual Plan document of Washeries in operation
ANPM SUB WSH 02
PROCESS: Annual Action Plan document
Objective
This encompasses month wise physical targets for the next financial year
Description
This process consists of the following job:
After confirmation of firming up of physical targets by HQ, Washery wise, month wise
production target is prepared and submitted to HQ.
Reports Generated
Annual Action Plan of Washeries
ANPM SUB WSH 03
PROCESS: Production Monitoring - Daily Production and Washery Report
Objective:
To prepare Daily Production and Washery Report vis-à-vis Growth% w.r.t Last Year and
Achievement % w.r.t to Target.
Description:
This process consists of the following jobs:
Figures of Previous Day's Operation of Washeries
Raw Coal Receipt Details – By Rail & By Road
Raw Coal Feed
Production - Washed Coal, Washed Coal (Power)
Dispatch – Washed Coal, Washed Coal (Power) and other Products – By Rail/ Road
Powder Magnetite receipt at Washeries
Break –up of breakdown hours.
Details of placement of Raw Coal Rakes at sidings for loading Raw coal to be supplied to
Washeries
Offer and requirement of Railway Rakes for dispatch of Washed Coal, Washed Coal (Power)
etc.
Report regarding operation of Departmental Tippers.
Closing Stock of Raw Coal, Washed Coal and Washed Coal (Power)
Report generated:
Daily Production Report of all the Washeries
ANPM SUB WSH 04
PROCESS: Production Monitoring - Monthly Report and Annual Report
Objective:
To prepare Monthly Report (month wise and month wise progressive) and Annual Report
vis-à-vis Growth % w.r.t Last Year and Achievement % w.r.t to Target.
Description:
After completion of one month, monthly report is being prepared which contains the following:
a. Target vis-à-vis actuals for Raw Coal Feed and Production of different products, Yield % and
Capacity Utilization.
b. Dispatch of different Washery products – Mode wise and Consumer wise
c. Figures related to Magnetite – Receipt, consumption and closing balance
d. Quality of Raw Coal Received
e. Quality and Quantity of Washed Coal Dispatched vis a vis MoU.
f. Details of Raw Coal received at different Washeries – Area wise and Colliery wise and Grade
wise.
g. Details of Grade slippage incorporating Report from Quality Control Department.
h. Stock position of Raw Coal and Various products of Washeries
i. Washery Break-down analysis report.
Description:
1. The budget process starts with a formal notice sent by Budget department to all
departments for preparation of the draft budget for onward transmission to finance
department for final approval.
2. Budget is prepared based on requirement of stores & spares, repair & maintenance and
miscellaneous administrative expenses planned for the next financial year. This forecast
is based on the maintenance expenditure incurred in the previous year.
3. This proposed budget in the prescribed format then sent to cost control department
after approval of competent authority. Cost controls compile all proposals, take approval
of competent authority and give feed back to the user department.
4. Once the budgets are approved, departments are authorised to organise the sanctioned
activities and expenditure within this budget.
Reports generated:
1. Department wise allocated budget
2. Provision for printing of budget proposal.
3. Department wise approved budget vs. actual utilization
Functional Requirement Specification (FRS) for E&T Department function at CIL and Subsidiary
Level
ANPM SUB ENT 01
PROCESS: To manage Mobile connection/ Landline connection / Data cards to employees
Objective:
To manage mobile connections/ landline connections/ data cards to employees
Description:
This process consists of the following steps:
Collection of Applications from eligible employees duly authenticated by the Area
Personnel Department/ HOD (E&T)
Procurement and distribution of the SIMs
Billing Process
Bills received from the service provider are checked and sent to Finance for payment
Seeding of the employee wise bill in the system :
Entering the employee wise bill data in the system from the soft copy provide by the
service providers and recovery from salary if the bill exceeds the certain preset limit as
per his/her rank.
Reports generation: Monthly report of deductions made employee wise
ANPM SUB ENT 02
PROCESS: Centralized Procurement of P & M items
Objective:
To ensure availability of equipment as per schedule and to have the updated status of
equipment indented.
Description:
This process consists of the following steps:
Entry of indent by the indenting units
After receiving one indent of any P & M from any mine, the same is processed for
approval and financial concurrence.
Compiling the requirement received over a period of time and initiating procurement
action as per a schedule.
Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department.
After compiling the technical specification and commercial matter, MM department. will
sent the case for technical vetting of the NIT.
After opening of the bids, Material Management department, will send the same for
technical evaluation
After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department. for recycling of documents from the
bidder.
After receipt of recycled documents from the bidders through mm department.,
conclusive technical scrutiny is done and forwarded to mm department for placement in
tender committee meeting. Members of technical department will participate in TC
meeting
After approval of tenders, order will be prepared for placement of final purchase order
Updation of Supply status
Report Generation: Nil
ANPM SUB ENT 03
PROCESS: Centralized Procurement of Revenue items against Material Budget
Objective:
Streamlining of procurement of centralized items and to have the updated status of
centralized store items required.
Description:
This process consists of the following steps:
Communication to areas for submission of requirement of different centralized items
as per the schedule.
Submission of Material Budgets by the areas
After receiving indent/material budget of different areas, the same will be processed for
stores vetting, approval and budget
Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department
After compiling the technical specification and commercial matter, MM department. will
sent the case for technical vetting of the NIT.
After opening of the bids, Material Management department, will send the same for
technical evaluation
After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department for recycling of documents from the bidder.
After receipt of recycled documents from the bidders through mm department.,
conclusive technical scrutiny is done and forwarded to mm department for placement in
Description:
This process consists of the following steps:
Entry of all Annual Maintenance contracts finalized centrally
Entry of commencement date of AMC by the users
Entry of performance of execution of the contract by AMC holders
Taking corrective action for below par performance
Taking timely action for finalization of fresh contract.
Compilation of the data for renewal of AMCs
Submission of the report to higher authorities on need basis -
Report Generation: Nil
ANPM SUB ENT 07
PROCESS: Survey off of equipment
Objective:
Streamlining the survey off process of equipment
Description:
This process consists of the following steps:
Entry of all Survey off proposals processed by the areas
Entry of approval of survey off proposal
Entry of indent for replacement purpose
Status of receipt of replacement equipment
Entry of grounding of surveyed off equipment
Entry of deposit of surveyed off equipment at stores
Entry of disposal of survey off equipment
Compilation of the data
Submission of the report to higher authorities on need basis -
Report Generation: List of surveyed off equipment with replacement and disposal status
ANPM SUB ENT 08
PROCESS: Management/monitoring of E&T Assets
Objective:
Streamlining the management E&T Assets
Description:
This process consists of the following steps:
Record keeping of all the technical and historical data of the assets
Equipment breakdown/ repair history
Compilation of the data
Submission of the report to higher authorities on need basis -
Report Generation: Historical data
To monitor turnkey projects such as MPLS services, CAMPUS LAN, OITDS & VTS
for processing bills.
Description:
This process consists of the following steps:
1. Capturing uptime details for MPLS services
2. Capturing uptime details for Weigh Bridge connectivity
3. Capturing uptime details for LAN at various locations
4. Capturing uptime details for OITDS (Operator Independent Truck Dispatch System)
5. Capturing uptime details for VTS (GPRS based Vehicle Tracking System along with CCTV and
IP Cameras at Weigh Bridges)
Reports to be generated
1. Uptime Report for MPLS services
2. Uptime Report for Weigh Bridge connectivity
3. Uptime Report for LAN at various locations
4. Uptime Report for OITDS (Operator Independent Truck Dispatch System)
5. Uptime Report for VTS (GPRS based Vehicle Tracking System along with CCTV and IP
Cameras at Weigh Bridges)
6. Any ad hoc report
ANPM SYS F 04
Process: Procurement of Centralized items
Objective:
To ensure availability of equipment as per schedule and to have the updated status of
equipment indented.
Description:
This process consists of the following steps:
Entry of indent by the indenting units (departments.)
After receiving the indents of an item from units, the same is compiled and processed
for approval and financial concurrence.
Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department for tendering.
After preparation of the NIT, MM department. Sends the case for technical vetting by
Systems Department.
After opening of the bids, Material Management department, will send the same for
technical evaluation
After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department for recycling of documents from the bidder.
After receipt of recycled documents from the bidders through mm department.
Conclusive technical scrutiny is done and forwarded to mm department for placement in
tender committee meeting. Members of technical department will participate in TC
meeting
After approval of tenders, order will be prepared for placement of final purchase order
Updating of Supply status
Inspection and acceptance of the items prior to their distribution/ issue
Report Generation:
ANPM SYS F 05
Process: Procurement of Centralized Revenue items
Objective:
Streamlining of procurement of centralized items and to have the updated status of
centralized store items required.
Description:
This process consists of the following steps:
Communication to departments/Areas/Units for submission of requirement of different
centralized items as per the schedule.
Submission of Material Budgets by the departments/Areas
After receiving indent/material budget of different departments/Areas/Units, the same
will be processed for stores vetting, approval and budget
Preparing draft technical specification and technical parameter sheet and forwarded
same to mm department
After compiling the technical specification and commercial matter, MM department. will
sent the case for technical vetting of the NIT.
After opening of the bids, Material Management department, will send the same for
technical evaluation
After initial technical scrutiny, the shortfall documents, if any, of the bids is being
prepared and forwarded to MM department for recycling of documents from the bidder.
After receipt of recycled documents from the bidders through mm department.,
conclusive technical scrutiny is done and forwarded to mm department for placement in
tender committee meeting. Members of technical department will participate in TC
meeting
After approval of tenders, order will be prepared for placement of final purchase order
Updation of Supply status
Report generation :
ANPM SYS F 06
Process: Authorization of centralized store items to departments against material budgets
Objective:
Streamlining of issue of centralized stores items from concerned department at HQ and to
have an updated status
Description:
This process consists of the following steps:
Entry of approved Material Budget provision for each centralized item
Requisition from departments/Areas/units for release of items
Release of materials from concerned department at HQ and entry of release orders
Entry of issue details by departments/Area/units
Entry of department/Area/Unit wise usage
Compilation of the data received from the department/Area/Unit with MB provision on
monthly basis for identifying the status of issue of material- vis – a vis MB provision
ANPM SYS F 07
Process: Coordination with Departments, equipment suppliers, SI/AMC holders, ISPs
Objective:
Timely action on critical issues
Description:
This process consists of the following jobs:
To communicate with the areas for following issues for their resolution
a) Delay in delivery status of equipment and spares as reported by departments
b. Service support related deficiency as reported by departments
c) Warranty replacement of spares as reported by departments
Maintenance of records for survey off of equipment as reported by departments
Identification of obsolete equipment
Follow up on urgency of the spares, services etc.
Follow up with SI/ISPs for reliable connectivity.
Follow up with SI/ISPs for service issues
ANPM SYS F 08
Process: Centralized award of annual maintenance contract
Objective:
Streamlining of Annual Maintenance Contracts
Description:
This process consists of the following steps:
Entry of all Annual Maintenance contracts finalized centrally
Entry of commencement date of AMC by the users
Entry of performance of execution of the contract by AMC/SI holders
Taking corrective action for below par performance
Taking timely action for finalization of fresh contract.
Compilation of the data for renewal of AMCs
ANPM SYS F 09
Process: Survey off of equipment
Objective:
Streamlining the survey off process of equipment
Description:
This process consists of the following steps:
Entry of all Survey off proposals processed by the concerned department/Area/unit
Entry of approval of survey off proposal
Entry of indent for replacement purpose
Status of receipt of replacement equipment
Entry of grounding of surveyed off equipment
Entry of deposit of surveyed equipment at stores
Entry of disposal of survey off equipment
List of processes
Process Process Name
No.
01 Patient Registration
02 Out-patient Department (OPD)
03 In-patient Department (IPD)
04 Sick-Fit Certificate
05 Pathology
06 Pharmacy
07 Radiology
08 Medical Store
12 Patient Billing
13 Telemedicine
14 Electronic Medical Record Keeping
15 Insurance Management
16 Picture Archiving and Communication System (PACS)
Reports:
a. OPD clinic wise doctor wise summary report
b. Any other related report as required
PROCESS02: Out-patient Department (OPD)
SUB PROCESS 02 (i): OPD Doctor’s Treatment & Advice
Objective:
OPD doctor will investigate and diagnose the patient on basis of symptoms. Then doctor will
specify the treatment required and advise certain precautions as needed.
Description:
There will be a display board in waiting room outside each OPD, which will display queue no. of
waiting patients. As soon as the OPD doctor completes diagnosis of ongoing patient, the next queue
number gets highlighted so that the patient is aware of his/her turn.
For examination purpose, OPD doctor will carry out the following functions:
i. Recording patient’s symptoms: Doctor will use Laptop/thin client for recording patient’s
symptoms through selection. Additional notes may also be recorded using Laptop / Thin client.
ii. Examination and Diagnosis: Doctor records all vital parameters including allergy during
examination and select disease from the list populated on the system through his touch screen/ thin
client.
Information required on Screen to carry out the functions:
1. List of ICD,
2. List of medical symptoms corresponding to a disease,
3. List of Vital parameters corresponding to a disease.
4. List of medicines corresponding to diseases.
5. Stock availability of medicines.
6. Prompts in case of stock out.
7. Drug formulary and drug interaction alerts w.r.t selected medicines
Responsible Person
OPD doctor
SUB PROCESS02 (ii): Lab test requisition
Objective:
OPD doctor can redirect patient for various tests (Pathology, Radiology, ECG, ECHO etc.) as
well as other OPD/IPD/Other Hospital
Description:
1. On basis of patient’s examination, OPD doctor can refer the patient for various test
through his laptop/ touch screen thin client.
2. Concerned department will receive alert on the basis of doctor’s referral.
Information required on Screen to carry out the functions:
1. List of tests corresponding to disease
Responsible Person
OPD doctor
Description:
1. Seriously ill patients visit Casualty department.
2. Other patients during non-OPD hours also visit casualty department.
3. Based on roster shifts, a doctor along with paramedical staff will be there to cater urgent
needs of patient.
4. Casualty doctor may record symptoms, diagnose, treat and give advice to the patient or
may refer that patient to another OPD or to get admitted to in-doors
5. In case of non-entitled and medico-legal cases, a separate workflow is followed.
Information required on Screen to carry out the functions:
1. Hospital directory
2. Contact details of other Civil/PSU hospitals
3. Stock availability of medicines
4. Bed availability in wards
Responsible Person
Casualty doctor/ Paramedical staff
SUB PROCESS 02 (vi): Casualty Non-Entitled Patients
Objective:
1. Non-entitled patients can also visit the hospital along with/ without NCL employee in
emergency condition.
2. Further the cases may be categorized as Normal or Medico-legal. Both will have separate
approval procedure.
Description:
1. When a non-entitled patient visits emergency, His registration for casualty is required.
During OPD hours his registration will be done at Cash counter of OPD and beyond OPD
hours at Casualty Department. Seriously ill non-entitled patients can report to casualty in
OPD hours.
2. Treating doctor initiates general process of Non-entitled case.
3. Treating doctor recommends that case to CMS in form of alert incase patient failed to
deposit money.
4. If the non-entitled patient comes along with a NCL employee, a consent form is required to
be signed by the NCL employee for admission to ward and details of employee concerned
will be captured in the system
5. With approval of Treating doctor or CMS(if required), the case gets registered.
Information required on Screen to carry out the functions:
1. Casualty registration detail
2. Hospital directory
3. Contact details of other Civil/PSU hospitals
4. Stock availability of medicines
5. Bed availability in all wards
Responsible Person
Treating Doctor
Responsible Person
Chief Matron/ Nurse
There will be a roster for nurses, by which nurses will be assigned shifts for monitoring the progress
of patient’s health.
Description:
1. On the basis of wards and bed allocation, nurse’s duty roster is prepared by chief matron,
which will be approved by in-charge as appointed.
2. Nurses visit ward according to roster shifts.
3. During each such visit, case sheet history of that patient is updated.
OPD doctor
SUB PROCESS 04(ii): Private Sick Certification
Objective:
1. When a NCL employee brings a certificate issued by a non-company medical practitioner
beyond a specified period, it may be required to be verified as follows:
a) Up to 15 days project doctor.
b) Up to 90 days HOD of project medical establishment.
c) Above 90 days medical board of company.
Description:
1. Patient comes with private medical certificate to a company doctor, duly referred by his
controlling officer or/and Area Medical Officer of concern unit.
2. Company doctor verifies the medical certificate, based on the medical condition of the
reporting employee to ascertain if the employee is fit to resume duty.
3. Fitness certificate will be issued by company doctor after observing laid down norms.
4. On the basis of this fitness certificate, controlling officer may allow the employee to resume
duty.
Information required on Screen to carry out the functions:
1. Doctor ID
2. Patient ID
3. Name of private hospital, Doctor’s name, Date of certificate, Serial no. of certificate. Period
of rest advised. Whether sick certificate was issued and deposited prior to the fit certificate?
Verification date, Issue of fitness certificate, Diagnosis by the Private Medical Practitioner.
Responsible Person
Company Doctor
SUB PROCESS 04(iii): Fitness certificate by Company doctor
Objective:
After taking rest as advised by doctor, patient revisit the hospital for check up.
Description:
1. On basis of check-up, doctor may provide fitness certificate to the patient.
2. Finally, the Fitness certificate is issued to the patient by the hospital/dispensary of
concerned project.
Information required on Screen to carry out the functions:
Patient history
Responsible Person
OPD doctor
Description:
1. Based on the request, dashboard notifies the patient of his turn. Patient would enter the lab
as per his turn and give sample to the lab technician/ authorised official who would generate
a sample number for tracking, reporting etc.
2. The patient is notified about time and date of collection of investigation reports. Results can
be based on the sample type.
3. Results can be entered for either one or multiple tests. If the test result requires approval,
the supervisor has to approve the result.
4. Test results are also available to concerned doctors.
5. Test reports can be made confidential if required
Whenever the testing equipment is not DICOM compliant, the test result is manually
entered by concerned person and approved by the pathologist and later mapped to the
patient report through bar code.
Description:
1. The sample is tested through non-DICOM compliant equipment.
2. The test result is manually entered by concerned person into the system.
3. Supervisor/ Pathologist approve the test report.
Information required on Screen to carry out the functions:
1. Patient ID
2. Lab Test
Responsible Person
Pathologist
Aspirations:
Automated system of test result updation by introduction of intermediate H/w or S/w
SUB PROCESS 05(v): Issue of test report to ward/ OPD doctors/ Patient
Objective:
Sample is tested and test report is generated and dispatched to corresponding wards and
OPDs.
Description:
1. Bar-coded samples are tested.
2. Test report is forwarded to Pathology H.O.D/Pathologist for approval.
3. After approval it can be accessed by corresponding wards and OPDs
Information required on Screen to carry out the functions:
List of bar-coded samples with patient ID.
Responsible Person
Pathologist
SUB PROCESS 05(vi): Lab Test through Non-entitled Lab
Objective:
Some lab tests which are not carried out within the hospital are referred to outside Labs
Description:
Proposal is initiated by the treating doctor and after getting approval of competent
authority, pathologist will issue order for tests to be done in outside lab
Information required on Screen to carry out the functions:
List of approved outside labs. .
Responsible Person
Pathologist
Pharmacy will pack medicine in accordance to the list of medicine prescribed by OPD doctor
to a patient.
Description:
When medicine alert comes from doctor, Dispensary Pharmacist starts packaging the
medicines for individual patients. After medicine packing is complete, the status is updated
by pharmacist
Information required on Screen to carry out the functions:
Medicine alert from OPD/ IPD doctors
Responsible Person
Dispensary Pharmacist
SUB PROCESS 06(ii): Distribution of medicine against Patient card/ ID
Objective:
1. Patient visits dispensary to take his pack of medicines.
2. The packed medicine is given to him after checking patient’s smart card.
Description:
1. Patient visits dispensary to take his pack of medicines.
2. The packed medicine is given to him after checking patient’s smart card.
3. The delivery status is updated accordingly
Information required on Screen to carry out the functions:
Medicine alert from OPD/ IPD doctors
Responsible Person
Dispensary Pharmacist
Whenever the equipment is not DICOM compliant, the test result needs to be manually
entered by concerned technician and is approved by the radiologist. .
Description:
Radiologist checks the test reading. Then the test reading is entered in the system.
Information required on Screen to carry out the functions:
Patient ID
Prescribed Radiology Tests
Responsible Person
Radiologist
SUB PROCESS 07(iii): Test report issued to ward/ OPD doctors/ Patient
Objective:
1. Test report is generated and made online for use at corresponding wards and OPDs.
2. Patients can also collect test report from radiology department.
Description:
Test report and images can be accessed by corresponding wards and OPDs.
Patient can also collect test report and films (if any) from Radiology department..
Objective:
There will be a roster for nurses; nurses will be assigned OPD/ wards on shift basis.
Description:
1. On basis of wards/ OPD and bed allocation, nurse’s duty roster is prepared by chief
matron, which will be approved by the in-charge so appointment.
2. Duty nurses will give proper medicine to patients in ward.
Information required on Screen to carry out the functions:
1. List of Nurses
2. Ward details
3. OPD requirements (if any)
Responsible Person
Chief Matron
SUB PROCESS 09(ii): Preparation of OPD schedule (Including Casualty)
Objective:
HOD of each specialized OPD prepares a schedule of OPD doctors/ services based on the
availability, skills and competence.
Description:
Based on the sanctioned leaves, OPD schedule chart for doctor/ services is prepared by HOD
of each respective unit.
Information required on Screen to carry out the functions:
1. List of Doctors
2. Doctors availability status
Responsible Person
HOD of respective OPD.
SUB PROCESS 09(iii): Doctors ward assignment
Objective:
Doctors are assigned to particular wards for periodical checkup of ward’s patient.
Description:
1. Doctor’s duty roster is prepared by CMS. The wards and bed are allocated to the
doctors.
2. Doctor’s duty roaster for Casualty and ICU
3. Doctors visit corresponding ward according to roster.
4. During each visit patient history is updated.
Information required on Screen to carry out the functions:
1. List of Doctors
2. Doctors availability status
3. Ward details
Responsible Person
CMS/Authorized doctor
Objective:
On basis of requisition from IPD doctors/ casualty and nature of operation, OT schedule is
prepared. Day and time is fixed for particular type of operations in week days..
Description:
1. On basis of requisition from IPD doctors/ casualty and nature of operation, OT schedule
is prepared.
2. Day and time is fixed for particular type of operations in week days.
Information required on Screen to carry out the functions:
OT requisitions Nature/ type of Operation
Responsible Person
OT In-charge
SUB PROCESS 11(iii): Emergency request from casualty/ ward
Objective:
Emergency Operation requisition can come from casualty/ ward.
Description:
1. On basis of emergency operation requisition from wards/ casualty, OT in-charge makes
immediate arrangements.
2. Existing schedule is modified for emergency operation.
Information required on Screen to carry out the functions:
Emergency Operation Requisition
Responsible Person
OT In-charge
Description:
1. Each and every services of a Non-entitled patient is accounted. If a Non-entitled patient
wants to visit OPD doctor, he registers and pays in advance for the doctor’s consultation.
2. If a Non-entitled patient got admitted in a ward, then his/her bills should be cleared
before discharge
Information required on Screen to carry out the functions:
1. List of Non-entitled patients
2. Amount as per service
Responsible Person
OT In-charge
System should be able to support provision of Telemedicine at remote areas deploying the
services of specialists in the referral hospitals. System should have following capabilities:
Ability to register the patients
The system should have the provision to upload and view scanned previous patient
records/prescriptions supporting different file formats like doc/pdf/image.
The system should have provision to view referral notes(Internal/ second opinion)
The system should have provision to provide advice on the medications, Investigation
required(Laboratory and Radiology), Cross-Consults-CPOE.
The system should have provision to capture doctor signature
The system should have the provision to share patient EMR during cross-consult/Internal
referral
The system should have provision to capture and display the integrated medical device data
The system should have provision to generate prescription/Case sheet/Report
The system should provision to search criteria in the work list like patient name, age,
examination day, time, modality, etc
PACS clients (Diagnostic Workstation) should have access to a uniform and complete patient
list with all study information, independent of the current storage location.
Ability to capture images from various medical imaging instruments, including Ultrasound
(US), Magnetic Resonance (MR), Positron Emission Tomography (PET), Computed
Tomography (CT), Endoscopy (ES), Mammograms (MG), Digital Radiography (DR), Computed
Radiography (CR) Ophthalmology, Cath lab, Nuclear medicine etc.
The user friendly viewer software with the image manipulation tools makes the user to do
various kinds of measurements and manipulation on the DICOM images
Ability to prepare reports and to support user defined templates for quick reporting
Ability for MIS Reporting: PACS application should provide statistics about the total
numbers of patients, examinations, series and images.
Ability to calculate TAT (Min, Max, Avg etc.) for different types of radiology areas.
Index
Sl No Function Page no
1 Finance and Accounts Management Function 372
Standard/
SN Requirement Description
Custom/ Third Party
15. Option to have centralized or de-centralized account maintenance
of chart of account value
16.
Addition /deletion of any account code should be restricted to
certain users
17. Capture short as well as long description of accounts
18. Ability to manage Multiple foreign currency transactions
19. Manage GL Account Enquiry
20. Ability to display GL account balance in multiple views as follows:
Responsibility (e.g.- Cost center, division/departmental reporting)
21. Ability to hold balances for multiple ledger types such as:
- Actual
- Budgeted
22. Ability to allow enquiry by
- account codes and names
- wild search
- specific range of period, year and month
23. Capability of the system to display:
- account activity including opening balance, movement for the
period, closing balance and year to date balance
- breakdown of balances by drilling down to source document
- GL account master data
24. Manage GL Master Data
25. Ability to maintain the following master data records to store
control
information on how postings done into the general ledger account:
-
- Name of the account
- Description & Location
- Type of account (e.g. revenue/asset)
- Tax posting
- Reconciliation account in nature (e.g. Debtors' Control account)
- Level of transaction details to be maintained within the GL
Account
- Automatic posting to prevent manual posting to accounts (e.g.: -
Accounts Receivable, Account Payable)
26. Ability to create GL master data in respective account groups
27. Ability under restricted authority to
- Copy accounts between entities.
- Automatically renumber account codes.
- Closed accounts - block/ mark for deletion.
- Add accounts.
Standard/
SN Requirement Description
Custom/ Third Party
- Delete accounts.
- Change description of accounts.
28. Provide facility for mass creation of GL accounts that includes:
- Copying entire chart using another chart of accounts as reference.
- Copying single account.
- Copying multiple accounts
- Performing data transfer using program for G/L account master
data from legacy system
- Allowing deletion of inactive accounts or accounts with no
outstanding balance.
29. Ability to provide audit trail to log the creation, amendments and
deletion of each GL account code.
30. Ability to control creations, amendments and deletion of GL Master
data by user-defined authorization.
31. Manage GL Transaction Posting
32. Ability to enter journal entries manually or interface journals from
non - ERP applications, either individually or in batch. The
information contained in a journal should include the following
sub- levels:
- Header Level anticipated transactions are for voucher series,
transaction reference and accounting period.
- Line level transactions will include account code, debit/credit
amounts account assignment and text
33. Ability to search account code, account name or responsible area
during posting of documents
34. Ability to provide facility of Look up accounts number and
descriptions during journal entry
35. Ability to electronically route journal for approval to an authorized
user before posting to the general ledger. If rejected, the journal
should be automatically routed back to the originator for
correction.
36. Ability to assign unique number to journal entry
37. Ability of the system to support the following types of journal -
- Accrual journals, which automatically reverse themselves in the
following accounting period.
- Skeleton journals where the bulk of information is pre-coded, only
the date and amount to be to be entered.
"- Recurring journals which are similar to skeleton journals but with
the values pre-entered, though capable of modification"
38. Ability to control journal posting function by user-defined
authorization
39. Ability to provide function to reverse documentation-individual or
Standard/
SN Requirement Description
Custom/ Third Party
in mass, after posting by reference document number
40. Ability to post to a future and prior period by authorized users
41. Ability to suspend and resume, at a later time, entry of journal that
are incomplete or imbalance
42. Ability to prevent posting to control accounts of subsidiary ledger
43. Ability to update on-line with real time update
44. Ability to provide facility to:
- Allow storing (park) incomplete documents without carrying out
extensive entry checks.
- Specify templates to capture details of recurring transactions
(e.g.: fixed prepayments and accruals)
- Allow amendment or deletion to recurring transactions prior to
posting
- Perform the posting automatically according to user-defined
specification
45. Ability to allow for multiple accounting entries (debits and/ or
credits) for each transaction type
46. Ability to provide running total of debit/credit amount
47. Ability to perform batch processing as follows:
- Update by batch mode while other users are still active in the
system
- Provide exception report for batch update
- Post through overnight batch
- Provide information on batch status (e.g.:- posted, processing,
error)
- Automatically assign document or batch number after journals are
posted
- Provide a journal edit listing on screen and printed.
48. Ability to request for authorization of transaction exceeding
maximum or transaction limits by user-defined authority
49. Ability to complete that all necessary postings from various other
modules are posted to the ledger before starting the closing run
50. Ability to automatically generate the provisions for
materials/services received but invoice not received
51. Ability to automatically carry forward balances at the end of the
year to the balance sheet and reset all profit and loss account
52. Ability to prevent inactive accounts from appearing on reports and
financial statements
53. Ability to integrate with payroll
54. Manage Inter-office transactions
55. Ability to provide an electronic platform for units to record inter-
Standard/
SN Requirement Description
Custom/ Third Party
unit transactions, with provision to view scanned documents
56. Ability to automatically create relevant accounting entries at both
units of the inter-unit accounting automatically
57. Manage Accounting Year-end Closing
58. Ability to perform month-end (soft closing) and year-end closing.
59. Ability at the period end to:
- Post accruals
- Reclassify credit and debit balances for reporting purposes
60. Ability to automatically update the closing balance of the previous
period and opening balance of the current period with prior period
61. Ability to open a new financial year
62. Ability to automatically net off the expense and revenue accounts
closing balances to retained earnings account and carry the same
to the following accounting year
63. Ability to process the following types of transactions:
- Current period transactions in the current period
- Prior year transactions for the previous accounting period posted
in the current period
64. Manage Year-end Reporting
65. Ability to produce the following financial reports in multiple levels
(e.g. whole organization, reporting units such as division) and for a
user-defined period (for the month, Quarter, year to date), but
should not limited to:
- Profit and loss account
- Analysis of Profit and Loss account
- Analysis of operating expenses
- Balance sheet
- Analysis of Balance Sheet
- Trial Balance
- Cash flow and Funds flow statement - Notes to the
financial accounts (schedules to accounts)
66. Provide flexible Report Writer with the following minimum
features:
- Specify the format and layout of reports
- Summarize and total the information to be reported
- Select records to be included in the report
- Select details from each record to be included
- Perform arithmetic calculation on the information selected or
totals
- Ability to add narrative comments to reports
- Ability to show financial data in thousands, Lacs, millions, Crores
etc. without creating rounding problem
- Store the report format for later use
Standard/
SN Requirement Description
Custom/ Third Party
- Produce reports in graphical form for presentation purposes.
67. Ability to produce user defined reports, forms and returns for TDS,
TCS, Royalty, GST (and any other statutory taxes, if any)
68. Ability to compare actual data to budgeted data and/ or budgeted
data to actual data in:
- annually, semi-annually, quarterly, and monthly
69. Ability to export reports to standard PC applications (e.g. Excel
spreadsheet, .txt/.csv format)
70. Ability to automatically carry forward closing balances of a
particular financial year to opening balance of the current year,
with user defined control and authorization
71. Ability to create multiple versions of financial statement report and
ability to customize reports as required by the user
72. Ability to generate comparative statements for various periods as
defined by the user
73. Ability to print various reports as required by users and
management like those related to fixed assets, inventories,
debtors/ receivables, creditors/ payables, advances, investments
etc
74. Ability to track Government Audit Comments and replies thereto
with facilities to maintain additional relevant details
75. Transaction listing
-By Account
-By Date
-By Voucher Number
-By Voucher series
-By User
76. Allow for generating financial statements at the following levels
-For Corporate Units
-Across divisions/circle/zone office/ regional office
-Across departments
-Across cost centers
77. Should provide for generating financial statements as per Schedule
VI requirements - B/S, P/L, Schedules, Sub Schedules
78. Ability to comply with all tax related statutory requirements in
force in India and applicable to the company and the system should
be upgraded with the latest tax laws on a regular basis before the
amendments to tax laws come into force
Accounts Receivable
Manage Integration with General Ledger
Standard/
SN Requirement Description
Custom/ Third Party
79. Ability to interface accounts receivables with the billing system and
generate customer wise receivables details
80. Ability to fully integrate account receivables to the general ledger
and the cash book
81. Ability to restrict access to master record to unauthorized changes
from being made
Manage Receivable Processing
82. Flexibility to record receivable data:
- From other systems
- Manually (direct record by the user)
83. Ability to generate consolidated report on total receivables at any
point of time
84. Ability to automatically link receivables posting to the general
ledger by on-line/batch processing
85. Ability to record outstanding receivables considering payment
terms, inter- bank transfers, selling of tender forms,
advertisements, litigation damages, etc.
Manage Incoming Payments
86. Ability to record payments received through various modes
- Cash, cheque, bank draft, etc.
- Bank transfer
- Offset with other expense or GL account
- Adjustment with BG, LC etc
87. Ability to record receipts from external agencies in forms such as
but not limited to
- Excel Sheet
- CSV
- Text Files
88. Ability to generate reports on customer wise receivables,
collections, outstanding, aging, product grade wise and unit wise
etc..
89. Ability to account for and manage aging of receivables
90. Ability to display incoming payment details and produce incoming
payment reports on demand from the system -
- By customer category
- By method of payment
- By location
- By collection date
91. Ability to reverse payment posting from the general ledger
automatically
Manage dishonored Cheque Processing
Standard/
SN Requirement Description
Custom/ Third Party
92. Ability to manage:-
- Post adjustment into the customer account. e.g.: - reverse the
original payment transaction to reinstate the original debt
- import dishonored cheque details in an electronic media supplied
by the bank
93. Ability to capture reasons for dishonour of a cheque and maintain
customer's payment default history
94. Ability to charge penalty to the customer account based on user-
defined conditions
95. Ability to reverse payment posting from the general ledger
automatically
Manage Collateral Deposit/Bank Guarantee
96. Ability to record both cash and non-cash deposits (e.g.: - bank
guarantee, government bonds)
97. Ability to post refund transaction automatically to general ledger
Accounts Payable
Manage Vendor Master Data
98. Ability to capture the following information, but should not be
limited to :-
- Vendor account number, vendor type (SME/ non-SME; etc),
vendor name, address/ multiple locations, fax, telephone, email,
contact person, payment terms, payment methods, payment
charges to be recovered, vendor bank details, paying bank details,
GSTN, PAN/ TAN number, payment location and payment lead
time, vendor rating
99. Flexibility to provide account numbers : -
- Automatically
- Manually
upon creation of a new vendor account
100. Ability to control the creation and change of vendor master data
according to user security status
101. Ability to allow for specified fields in the master data to be made
mandatory or optional entry
102. Ability to perform a outstanding amount check on the
account balance based on user defined specification before
account is marked for deletion
103. Ability to restrict access to master record to unauthorized changes
from being made
104. Ability to set default values when posting items to the account.
e.g.: - the term of the payment specified in the vendor master data
are defaulted in during document entry
Standard/
SN Requirement Description
Custom/ Third Party
105. Ability to block from posting or at vendor master level and trigger
warning if posting is made
106. Ability to print vendor master data and select by new account,
vendor account, status
107. Ability to provide setting up of "infrequent vendors" account for
processing transactions for rarely used vendors so as to obviate the
need to set up individual master file records - One time vendors
108. Ability to provide a list of the blacklisted vendors so that they are
debarred for any future transactions
Manage Payable Processing
109. Flexible to record payable :-
- Automatically record payable entry from other system such as
procurement module
- Manually (direct record by the user)
110. Ability to provide audit trail for source of invoice
111. Ability of the system to provide processing of following payables
- Against purchase order/ contract only
- Against purchase order/ contract only with a goods receipt note/
service receipt note
Standard/
SN Requirement Description
Custom/ Third Party
118. Ability to block posting if invoice amount exceeds balance of capital
expenditure budget
119. Ability to park document before posting in order to verify the
correctness and completeness of data
120. Ability to create debit and credit memos into vendor account
121. Ability to reference multiple invoices in single debit/ credit memos
122. Ability to post retention money/ security deposit/ keep back, EMD
etc. into vendor account
123. Ability to perform:-
- Refund retention to the vendor and post the refund to the vendor
account
- offset retention paid up against the balance outstanding of vendor
account
124. Ability to refund to the vendor using various payment methods
such as:-
- Cheque
- Bank Transfer
125. Ability to provide functions to block for payment
126. Ability to manage direct payment to vendors by 3rd parties like
lenders and posting related accounting entries
127. Ability to manage book adjustments, LC, BG adjustments while
making vendor payment
128. Ability to comply with all TDS, other statutory taxes related
requirements
129. Ability to provide report on due dates of statutory
requirements like tax payments/ return filings etc.
130. Ability to make advance payments to vendors, including against
pro-forma invoice
131. Ability to monitor BG for vendors and generate relevant reports
Manage Payment Processing
132. Ability to make payment via methods such as :-
- Cheque - manual and pre-printed
- Bank transfers
- Foreign currency
133. Ability to specify a minimum and a maximum amount for a single
payment in order to identify the payment method to be selected by
the payment program
134. Ability to over -write minimum and maximum value range and
specify another payment method during the payment run
135. Ability to generate recurring payment document
Standard/
SN Requirement Description
Custom/ Third Party
136. Ability to capture the recurring payment information:-
- Name of the vendor
- Invoice number
- Recurring number
- Accounting information
- Start and end payment date
- Frequency of payment indicator to identify the frequency of the
recurring payment (e.g.:- monthly, quarterly, biannually, annually)
137. Ability to allow recurring payment to be deleted or edited within its
period of payment
138. Ability to make payment in foreign currency:-
- Specify the bank account to which the payment is made from
- Specify whether it is possible to use the payment method to pay
in foreign currency
- Specify particular currencies per payment
139. Ability to make payment for invoices automatically using user-
definable rules such as :-
- By oldest invoice
- By specific invoice
140. Ability to match single payment with multiple invoices
141. Ability to make partial payments
142. Ability to print the vendor name on cheque for payment of
miscellaneous invoice, where vendor records have not been
created - one time vendors
143. Ability to change payment methods or banks, payee, block items or
cancel payment blocks
144. Ability to display changes made and by whom in the system
transactions and documents
145. Ability to allow invoices to be released for payment prior to due
date as per user defined authorization
146. Ability to display or print exception listing. The exception listing
should contain blocked items and all outstanding items which the
payment program did not propose for payment (items that could
not be settled despite being due)
147. Ability to :-
- Carry out payment using the proposal list that has been approved
-Create the payment documents and prepare data for printing the
forms, payment advice notes, payment summaries or creating files
148. Ability to print cheque online and perform the following functions:-
- Define void reasons (used during test print, page overflow and
other user-defined reasons such as printed incorrectly, unusable)
- Determine the next free cheque number and store the allocation
Standard/
SN Requirement Description
Custom/ Third Party
of payment document number to cheque number
149. Ability to provide facility to print and reprint payment voucher
together with cheque.
150. The payment voucher should include vendor invoice number,
cheque number, addresses and other user-defined information
151. Ability to provide feature to cancel payments and cheques
152. Ability to provide access to payment cancellation information
based on user defined selection criteria and print report on
cancelled cheques
153. Ability to provide full audit trails for cancelled cheques and
payment vouchers
154. Ability to automatically clear items based on user criteria after
payment has been made:-
- By account
- By document number
155. Ability to post payments for update to the Vendor Account
156. Ability to automatically post to general ledger:-
- Cash discounts received
- Gains or losses from underpayment or overpayment
- TDS/ TCS/Input Tax Credit/GST
- Bank Charges
- Gains or losses from exchange rate differences
157. Ability to provide the facility to offset balances of vendor accounts
in AP with balance of customer accounts in AR (for vendors who are
also customers)
158. Ability to provide access to projected cash requirement information
based on selected items to notify head office of funds required to
be transferred to the paying account
159. Ability to print TDS certificates and print Input Tax Credit Register
and TDS report compliant with regulations, and in file- formats
which support e-filing
160. Ability to prepare pay-orders and approval of pay-orders based on
defined authority level.
161. Ability to produce pay-orders in line with bill track id containing
details like track-id, order-no, date, Budget ref no.
162. Ability to verify and restrict as per terms of contract while passing
the bill.
163. Ability to prepare bill passing register showing vendors name, order
detail, amount passed etc
164. Ability to show status of pending bills through bill track system
Manage Document Posting
Standard/
SN Requirement Description
Custom/ Third Party
165. Ability to post transactions such as debit and credit memos into
vendor account
166. Ability to identify the transaction via document number series or
document type
167. Ability to provide facility for:-
- Automatic numbering of documents
- Allow for multiple document series
168. Ability to update to the vendor accounts with the following
transactions:-
- Transfer from one vendor account to another
- Miscellaneous debit/credit memo for adjustment
169. Ability to automatically update the corresponding account codes in
the general ledger after posting to the individual vendor account in
the sub ledger
170. Ability to provide for automatic integration with cash book, general
ledger, bank ledger, purchasing, Material management system, TDS
account, expense accounts
171. Ability of the system to support multi-location payments. Payments
through multiple subdivisions, divisions, zones/regional office and
circles
172. Ability to credit all payments first to the bank Clearing Account.
Post confirmation from the bank the same should be updated to
the books
173. Ability of the system to maintain cumulative register of cheques
and to generate the cheque register print immediately after
printing the cheque
Manage Vendor Account Enquiry
174. Ability to view the account balances:-
- In summary(opening balance, transaction per posting period and
closing balances)
- By line items (drill down from summary)
- Drill down to document detail (e.g. purchase requisition, purchase
order, invoice)
175. Ability to perform various display functions within a vendor account
such as search, sort, display additional details(e.g. vendor master
information), total, view by currency, obtain total purchase per
posting period etc.
176. Ability to display cheque payment information on-screen based on
cheque number or payment document number. The information
includes:-
- Details of cheque recipient
- Details of the cheque issuer
Standard/
SN Requirement Description
Custom/ Third Party
- Corresponding payment and invoice documents
177. Ability to provide online enquiry capability to vendor information
via user defined selection and sorting criteria (e.g. all vendors that
are on hold)
Manage Accounts Payable Reporting
178. Ability to:
- select reports
- edit reports (create/change/display)
- export reports to a different systems
- download data to spreadsheets (e.g. Excel)
- generate reports one at a time, multiple reports at a time, ad hoc
and regular reports together
- generate reports at on-line basis
- generate reports in background
- generate reports via batch
- allow creation of user-defined reports without need for technical
skills
- perform calculations (e.g. totaling, percentage)
- schedule for specific dates, the generation of these evaluations
on a regular basis
- restrict report selection based on security of database,
organization structure
179. Ability to produce the following payable reports, but should not be
restricted to:
- Invoices selected for payment by period, bank, payment method
- List of approved invoices
- List of cheques printed by cheque number and date
- List of vendors with vendor master details
- AP Liabilities Listing (Goods and non-goods)
- Invoices under retention
- List of inactive vendors
- Outstanding Cheques which are overdue
- List of cancelled and void cheques
- Details of unpaid invoices (payment proposal exception listing)
- List of realized and unrealized gains/ losses
- Number of invoices and vendors processed within a payment run
- Vendor aging report
180. Ability to produce vendor payment history including:
- Payment by vendor
- Payment by period for the current and prior year
- Total paid by year
- Total cumulative payments;
- Date, amount and cheque number last paid.
- Payment by Work Order No.
Standard/
SN Requirement Description
Custom/ Third Party
181. Ability to electronically route the reports to allow users to review
reports
182. Ability to provide facility to present report in graphs within the
system
Cash Management
General Function
183. Ability to monitor payment cash flows of future liabilities
Manage Cash Book
184. Ability of the cash book to receive automatic postings from the
accounts payable and accounts receivables together with manual
postings of other payments and receipts
185. Ability to maintain multiple cash books under each division for each
office under a division
186. Ability to have integration with General Ledger. Posting will update
specified general ledger accounts and general ledger cash book
balances
187. Ability to provide daily balances from the Cash Book
Manage Bank Reconciliation
188. Ability to integrate bank reconciliation system with the payment
and collection recording modules to eliminate any duplicate data
entry
189. Ability to enter bank statement details:-
- manually
- by electronic means to match bank transaction information with
receipts and payments in the system to produce an electronic bank
reconciliation
190. Ability to record bank statement transactions including:-
- bank and other charges
- interest received or paid
- electronic fund transfers
- periodic payments
- dishonored cheques (incoming/ outgoing)
191. Ability to print cheque deposit and bank transfer listing
192. Ability to post incoming cheques individually or in batch
193. Ability to enable the matching of multiple receipts in the system
with a single receipt transaction on the bank statement
194. Ability to allow for short term planning from sources affecting the
cash position. This includes:-
- Bank balances
- Notified incoming payments posted to the bank accounts
- Incoming payments (e.g. cheques) with a value date
Standard/
SN Requirement Description
Custom/ Third Party
- Outgoing cheques posted to the bank clearing account
- Post-dated cheques
195. Ability to:-
- Allow update of bank balance by bank accounts
- Group bank accounts in a logical hierarchy by the type of account
- Display bank accounts by group or in more details by bank
accounts via drill down
196. The system should be able to reverse items outstanding for more
than six months upon approval and through posting
197. Cheque register
The system should maintain records of all cheques:
-Deposited into the collection accounts on a daily basis
-Paid to all payees
Cash Management for Collection Accounts
198. Ability to transfer funds from collection bank account to head office
bank account. Flexibility to:
- Create bank correspondence
- Post payment advice to the sending and receiving bank account
- Post automatically to the General Ledger
Cash Management for Payment Accounts
199. Ability to forecast cash outflow based on:-
- Liabilities from account payable and borrowings, payroll due
within a user specified period
Standard/
SN Requirement Description
Custom/ Third Party
207. Ability to provide drill down capabilities to view details of outflows
and inflows.
Manage Cash Management/Treasury Reporting
208. Cheques deposited Vs Cheques credited into bank
209. Dishonored checks by bank account number and identifying issuer
of cheque
210. Total cheques issued Vs Bank debits by bank account number
211. Un-reconciled statement
Budgeting/Analysis
Manage Budget Preparation
212. Ability to create the following budgets but not limited to:
- Revenue budget
- Operating Expenditure budget
- Capital Expenditure budget
213. Ability to import/export budget details from / to external systems
electronically (e.g. Spreadsheet -Excel)
214. Ability to check and balance the detailed-level budget and the
summary -level budget.
215. Ability to navigate within the budget hierarchy (e.g.
expand/collapse structure, drill down for details).
216. Ability to calculate and compare budget vs. actual in:
- Amount variance
- Percentage variance
217. Ability to retain user-specified versions of the budgets upon
subsequent reviews.
218. Flexibility to:
Maintain the original budget version and the revised budget
version
Update the original budget by
- Increasing the budget amounts
- Reducing the budget amounts
- Transferring budget amounts. e.g. transfer budget from division to
other division within same circle.
Manage Revenue/ Operating expenditure budget
219. Ability to define revenue / operating expenditure budget hierarchy
for responsibility areas within the organization to facilitate control
and monitoring.
220. Ability to classify revenue and expenditure items by means of a
hierarchy. For example, personnel costs may consist of salary,
wages, overtime, bonus etc.
Standard/
SN Requirement Description
Custom/ Third Party
221. Ability to provide edit functions to create, insert, copy, and delete a
responsible area or revenue / expenditure item within the
hierarchy.
222. Ability to identify revenue and expenditure as controllable and
uncontrollable for budget control purposes.
223. Ability to:
- Disallow posting into a GL account prior to budget approval
- Allow posting into a GL account only after approval of budget
224. Ability to revalue budget by percentage and by fixed amount
225. Ability to provide formula (user-defined) for planning/ budgeting at
the lowest level
226. Ability to update budgets on-line, either individually or in mass.
227. Ability to generate monthly/ quarterly/ half yearly
revenue/operating expenditure budget
228. Ability to record budgets at all levels of the chart of accounts (all
views of account number up to lowest level of the accounts and all
levels of organization).
229. Ability to allow input budget data at detail level with automatic roll-
up to summary level by using
aggregation of account (i.e. revenue and expenditure items)
Manage Capital Expenditure Budget
230. Ability to support both project/ non-project Capital expenditure
budget
231. Ability to define a budget hierarchy for Project/ Sub-project to
facilitate control and monitoring.
232. Ability to:
- Disallow posting into a GL account prior to approval of budget
- Allow posting into a GL account only after approval of budget
233. Ability to provide control function for budget exceed
234. Ability to determine the budgeting start year and the number of
years in the future for which budgeting is allowed.
235. Ability to carry forward budget outstanding from projects to the
following fiscal year
236. Ability to carry forward commitment amount from projects to the
following fiscal year
237. Ability to provide the option to reflect changes to amounts in a new
budget version or without indicating budget as a new version (i.e.
overwrite original budget).
238. Depreciation budget should be based on existing assets and
budgeted capital expenditure
Standard/
SN Requirement Description
Custom/ Third Party
239. Ability to provide comparative report between actual and any
version of the budget
Manage Budget Control
240. Ability to commit budget, after posting purchase requisition in
purchasing system
241. Ability to transfer budget between cost centre/ projects, according
to the authorization level defined by users
242. Ability to provide annual approval budget report
243. Ability to integrate with the following modules at on-line basis, but
should not limited to;
- Payroll Accounting: usage budget when post salary, bonus and
wages etc. transactions
- Account Payable: usage budget when post expenses transactions
via AP
- General Ledger: usage budget when post expenses transactions
via GL
- Inventory Management: usage budget when issue to cost
centre/project
244. Ability to generate document number separately when
create/change budget
245. Ability to perform automatic budget availability checks during
transaction posting
246. Ability to define tolerance limits either as a percentage or absolute
value, depending on the amount exceed, automatically perform the
following:
- Trigger warning to user
- Trigger warning to user and mail to budget owner
- Disallow posting
Manage Budgeting Reporting
247. Ability to download budget information to spreadsheet (e.g. Excel)
for user analysis
248. Ability to spread budget over the financial periods based on:
- Even spread
- Seasonal spread
- Fixed spread
- Variable spread
- Manual allocation (i.e. to enter budget figure to specific month)
249. Ability to provide the flexibility to inquire budget information on
responsibility area by user- defined parameters (e.g., time period,
level of detail, activity, etc.). For example, variance calculations on
month to month, year to year, year-to-date actual of specified
balance sheet or profit/ loss items (for a particular year) against
Standard/
SN Requirement Description
Custom/ Third Party
relevant budgeted values
250. Ability to generate variance analysis (Actual/ Budget) reports by
user- defined parameters (e.g., time period, level of detail, activity,
etc.). Ability to print the report and electronically route the reports
to allow users to review reports.
251. Ability to provide exception reports for responsible areas (e.g.
division, zones) that exceeded budget with details such as:
- Revenue/ expenditure (according to chart of accounts)
- Actual to date
- Budget
- Variance (i.e. amount in excess of budget)
252. Ability to provide over/under budget reports
253. Ability to check fund availability real-time basis (for capital budget)
Costing and Financial Control
Manage Cost Allocation - General Functions
254. Ability to integrate with the following modules at on-line basis in
order to monitor and analyze reporting, but should not limited to:
- General Ledger
- Accounts Payable
- Asset Accounting
- Material Management
- Inventory Management
- Order and Project Accounting System
- Budget Controlling
- Payroll Accounting
255. Cost Centre Accounting- System should be able to address
organization structure hierarchy creation
256. Ability to upload data from external system, for example, Excel
spreadsheet, Access, etc. into application system
257. Ability to download information to spreadsheet (e.g. Excel) for user
analysis
Standard/
SN Requirement Description
Custom/ Third Party
261. Ability to simulate allocation method to check the correctness
before update run
262. Ability to run iterative/non-iterative cost allocation processing in
system
263. Provide facility for mass allocations posted/ reversed
264. Ability to monitor and print allocation report before closing account
265. Ability to support multiple cycles of allocating overheads and
iterative allocation cycles for the same
266. It should be possible to have multiple basis for allocation of the
overhead and allow to skip some P&L items from allocations
267. Ability to provide the variance based on change in the method for
allocation and allow user defined allocation mechanisms
Manage Costing Analysis
268. Ability to support cost center accounting as per cost center
hierarchy
269. Ability to define organization structure in hierarchy at various level
270. Ability to support comprehensive and flexible information system
to analyze costs and expenses within organization and must have
provisions for grouping at various levels
271. Ability to analyze costs and expenses on-line, and trace them right
back to the original document
272. Ability to analyze costs and expense separately by responsibility
area in account code level, account group level and Functional
entity level
273. Ability to display and call up details of allocation method via system
274. Ability to provide comparisons across periods and automatically
analyze variance
Manage Order and Project Management - General Functions
275. Ability to define the details of the project on-line, but should not
limited to:
- Project type
- Project ID, Project name
- Sub project ID, Sub project name
- Project responsible person
- Budget
- Start date, finish date
- Resource required for the work that is carried out internally in a
project
276. Ability to integrate with the following modules at on-line basis in
order to monitor and analyze reporting, but should not limited to:
- General Ledger
Standard/
SN Requirement Description
Custom/ Third Party
- Accounts Payable
- Asset Accounting
- Material Management
- Inventory Management
- Budget Controlling
- Payroll Accounting
277. Ability to download information to spreadsheet (e.g. Excel) for user
analysis.
278. Ability to trace cost/ expense by sub-project.
279. Ability to post wages/ OT/ other benefit from human resource
module to project system based on man-hour rate
280. After project finished, ability to settle costs and expenses occurred
in project to fixed asset, WIP or expenses by percentage, pro-rate
or actual amount
281. Ability to automatically link to record fixed asset in asset
accounting module
282. After closing project, ability to prohibit to post transactions from
other module to this project
283. Ability to post revenue to sub-project
284. Ability to commit budget, when posted purchase requisition from
purchasing module
Manage Order and Project Management - Enquiry/ Reporting
285. Ability to provide flexible and comprehensive information system
that assist to monitor and control project easier
286. Ability to monitor budget/commitment/actual reports by monthly,
quarterly and yearly on real time basis
287. Ability to monitor cumulative budget/ commitment/ actual reports
288. Ability to monitor project progress by viewing % of completion
289. Ability to check the history data from system, but should not
limited to:
- Start and Finish date
- Resources usage
- User who change budget
- Project Status
- User who close project
290. Ability to create own reports to meet specific information needs
291. Ability to view all information in the project immediately after
entering data via other integrated modules and can run the reports
in the background
292. Ability to view on-line reports in graphic and Gantt chart
Standard/
SN Requirement Description
Custom/ Third Party
293. Ability to download reports to Excel spreadsheet, Microsoft word
etc for user analysis
Manage Profit Center Accounting – General Functions
294. Ability to transfer actual data from the following module, but
should not limited to;
- Financial Accounting
- Material Management
- Inventory management
- Asset Management
- Cost Management
- Cash Management
295. Ability to reconcile data with General Ledger Accounting
296. Ability to support allocation by transfer prices between
responsibility areas or independent operation units of corporate
group (in selective cases)
297. Ability to carry balances forward by profit center
Manage Profit Center Accounting – Planning
298. Ability to transfer plan data on line from other application such as
order and project system accounting, profitability analysis
299. Ability to upload planning details from external systems
electronically (e.g. by way of EXCEL spreadsheets) to system
300. Ability to support formula (user-defined) planning
301. Ability to serve user to copy existing data to create a new plan
302. Ability to revalue plan (addition/ deduction) by percentage
303. Ability to provide function to support multiple currencies plan
Manage Profit Center Accounting – Enquiry/ Reporting
304. Ability to provide flexible on line analysis report
305. Ability to monitor income statement (internal controlling
purpose)by profit center
306. Ability to easy define user own reports to meet specific
requirements
307. Ability to provide drilldown reporting
308. Ability to represent reports by hierarchy or graphical
309. Ability to download reports to Excel spreadsheet for user analysis
Fixed Asset Accounting
Manage Fixed Asset Master Data maintenance
310. Centralized definition of fixed assets categories, description,
multiple depreciation rates, predefined residual values etc.
Standard/
SN Requirement Description
Custom/ Third Party
311. Centralized definition of content of Fixed Asset Register
312. Ability to maintain parent child relationship across assets classes
313. Ability to maintain the following information in the fixed asset
master, but should not be limited to:
- Asset ID number
- Group asset number
- General information (e.g. description, make/model, quantity,
acquisition date, owner unit, and using unit)
- Posting information (e.g. capitalization date and amount, asset
expiry date)
- General ledger account assignment
-Accumulated depreciation
-Depreciation
-Gain/ loss on disposal
- Revaluation/Impairment
- Information on the origin of the asset (vendor information e.g.
serial number)
- Purchasing information (e.g. vendor number, purchase order
number, receiving number)
- Physical inventory data
- Budgeting data (e.g. budget number)
- Insurance data
- Depreciation data - asset useful lives, useful date, residual value,
depreciation method
- Asset location
- Asset class/subclass
- Asset type
314. Examples of information required to be maintained within the
Fixed Asset system are as follows:
- Responsible unit (e.g. division/circle)
- Physical location of asset
- Usage (e.g. building - staff quarters, power station)
- Quantity
- Unit of measurement
- Description/ additional information (e.g. land title number,
capital project number)
- Source of funding (e.g. capital contribution, own funds)
- Acquisition method (e.g. purchasing,)
315. Ability to perform:
- Master record creation
-Automatic posting from Material Management System, Asset
Database and other relevant system such as Vehicle Database
- Master record changes
-Deactivate master record (this should be automatic upon
retirement of asset)
Standard/
SN Requirement Description
Custom/ Third Party
-Delete master record, provided that there is no posting was made
to it (subject to authorizations)
-Block asset (to block further cost posting into the asset)
-Change to location/ reporting unit
-Change in assignment of asset to asset class
-Change in asset useful lives
316. Provide audit trail for creation, amendments, transfer and deletion
for all assets
317. Ability to import legacy fixed assets register into the system
Manage Fixed Assets (FA) Register
318. Ability to maintain FA register
319. Ability to record fixed assets as either capitalized or work-in-
progress
320. Ability to define fixed assets at different levels such as:
- Group asset (main and components) e.g. Land & Building
- Asset class/subclass (Group asset belongs to an asset class as per
user defined norms) e.g. factory land
- Asset type (e.g. tangible and intangible)
- Balance sheet (asset class is assigned to GL account code. This
forms the balance sheet item)
321. Ability to decide the asset categorization at the time of order
placement/contract finalization
322. Ability to maintain parent - child asset relationships
323. Ability to differentiate between new asset and value
adjustment/up gradation to existing capacity
324. Ability to merge multiple fixed assets into one fixed asset
(maintaining history)
325. Provision to rectify errors in recording fixed assets in the same
period or in previous periods
326. Ability to record number of units against each fixed assets
e.g.chairs - 10 units
327. Ability to generate Fixed Assets schedule in accordance with the
Statutory requirements
328. Ability to generate Fixed Assets schedule in accordance with the
Companies Act
329. Ability to generate Fixed Assets schedule in accordance with the
Income Tax Act
330. Ability to generate Fixed Assets schedule in accordance with the
regulatory requirements
331. Ability to update Fixed Asset Register upon capitalization of asset
Standard/
SN Requirement Description
Custom/ Third Party
Manage Addition of Fixed Assets
332. Ability to automatically or manually allocate a unique asset number
upon creation of the asset master record
333. Allow for asset additions and capital improvements including:
- acquisition and capital improvement costs and dates
- maintenance costs and dates
- original and extended useful life
- mass additions
334. Ability to capture expenditure under "Capital Works In
Progress(CWIP)", till completion/commissioning of Asset
335. Ability to transfer from CWIP to respective Asset Account on
completion of work
336. Ability to capitalize asset via: Integration with Accounts Payable
- Post the asset acquisition and the corresponding vendor liability in
one transaction
Integration with Purchasing/ Inventory
- Upon receipt of asset (with value), before invoice receipt
337. Ability to capitalize an addition or enhancement to an existing fixed
asset in the current fiscal year
338. Ability to process a credit memo, which reduces the acquisition and
production costs of an asset
339. Ability to maintain component-wise break-up of the capitalized
value of the asset like original cost, installation cost, allocated
amount of indirect expenditure, etc.
340. Ability to update the acquisition transactions automatically to the
respective account codes in the General Ledger
Manage Transfer/ Splitting of Fixed Assets
341. Ability to:
- Move an asset, resulting in the need to change asset master data
that cannot be otherwise changed (e.g. the asset class, main asset)
- Split up an asset or move part of an asset (transfer between asset
groups, sub asset group)
- Transfer material from the inventory (current assets) to a fixed
asset (for example, for a replacement part)
342. Ability to capture information such as:
- Date of transfer
- Previous department, main or sub-asset group
- Cost, accumulated depreciation and net book values transferred
Manage Fixed Asset Disposal/ Retirement
343. Ability to identify "assets not in use/ awaiting disposal//Surveyed
Off Assets " based on user-defined criteria (e.g. asset class,
location). The listing should contain the following information, but
Standard/
SN Requirement Description
Custom/ Third Party
should not be limited to:
- General master data - location, description, make/ model,
acquisition date
- Asset history
- Asset values (book value)
344. Ability to perform the following within the Fixed Asset system:
- Perform complete/ partial retirement
- Provide simple method of retiring low value assets
- Perform mass retirement
- Capture cost of retirement (e.g. removal cost)
345. Ability to make provisions against losses on retirement of assets in
respect of Assets waiting for disposal
346. Ability to automatically calculate the gain or loss on
disposal/retirement
347. Ability to capture disposal information such as:
- Date of retirement
- Cost, accumulated depreciation and net book values written off
- Sales proceeds
- Gain/ loss on disposal
- Reasons for retirement
- Mode of retirement e.g. sold, scrapped, donated etc.
348. Ability to post automatically or manually to the respective account
codes in the General Ledger:
- Gain or loss on disposal;
- Sales proceeds;
- Capitalization cost; and
- Accumulated depreciation
- Depreciation
349. Ability to automatically determine the corresponding depreciation
charge for the partial disposal, based on one of the following
entries:
- Amount of the acquisition costs being retired
- Percentage rate
- Quantity
350. Ability to manually amend the partial disposal amount calculated
by the system and then recalculate the corresponding depreciation
for posting to the General Ledger
351. Ability to post to issue invoice in the Account Receivable
352. Ability to reinstate fixed assets incorrectly retired
Manage Depreciation of Fixed Assets
353. Ability to support different methods of depreciating an asset, such
as
- SLM
Standard/
SN Requirement Description
Custom/ Third Party
- WDV
- As per Regulatory Requirement
- User-defined rate tables
- Sum of digit
- Unit of use
- Useful life
354. Support change of useful life and effective rate of depreciation
355. Support change in method of deprecation and rates of depreciation
for a specific fixed asset or group of fixed assets during the life of
the asset(s)
356. Ability to maintain multiple depreciation rates vis-à-vis the periods
to which they apply and ability to calculate depreciation with
retrospective effect wherever required
357. Ability to automatically post to the corresponding accumulated
depreciation and depreciation expense accounts in the General
Ledger
358. Ability to provide at least daily and monthly basis of calculating
depreciation
359. Ability to provide for recalculations of depreciation expense on
assets revalued e.g. Depreciation = (revaluation amount remaining/
new estimated life)
360. Manage Insurance of Fixed Assets
361. Record all insurance related details against fixed assets
362. Record multiple insurance policy details against individual fixed
assets
363. Manage Revaluation of Fixed Assets
364. Ability to capture the following information:
- Revaluation amount
- Revaluation date
- Revaluation method
- Valuer's reference
- Computation of revaluation surplus/ deficit and diminution
365. Ability to keep the original asset cost details separated from the
revaluated amounts and a history of revaluation for each asset over
time
366. Ability to automatically post revaluation transaction to update
relevant accounts in the General Ledger (allowance for revaluation
(surplus/deficit), allowance for diminution)
367. Ability to manage and account for impairment of asset
368. Manage Physical Inventory of Fixed asset
369. Ability to print asset listing for physical count based on user-
Standard/
SN Requirement Description
Custom/ Third Party
definable criteria
370. The following information should be generated for each asset:
- By owner unit
- By using unit
- By location
- By asset class / asset category
- By Date
- By Retirement date
- With asset ID
- With asset Class
- With asset description
- With location
- With quantity
- With value
371. Ability to capture physical count/ physical verification manually
372. Ability to process the results of the inventory manually or
automatically by:
- Making comparison with information in the database
- Retiring the asset if asset is confirmed missing
- Change location if asset has changed location
- Enter the inventory date in the assets counted and assets
identified as missing
373. Ability to capture the following information for all types of
adjustments such as:
- Date of adjustment
- Cost, accumulated depreciation and net book values adjusted
- Adjustment reference document (if any) and authorization
374. Ability to manually or automatically adjust the acquisition cost and
corresponding depreciation for the missing assets to the General
Ledger upon update of Fixed Asset system with authorization from
competent authority
375. Ability to record the physical location of each fixed assets
376. Ability to provide for automatic integration with General Ledger,
Accounts Payable, Accounts Receivable, Project Management and
Budget, including the following capability:
- Automatic interfacing of accounting entries to the G/L module;
- Drill-back capability to Account Payable (e.g. Invoice, Purchase
Order etc)
377. Manage FA Reporting and Enquiry
378. Ability to display asset description at individual asset level,
summarized levels (e.g. asset class, asset group, by balance sheet)
and by particular asset (e.g. asset number)
379. Ability to provide drill-down from asset descriptive details to:
Standard/
SN Requirement Description
Custom/ Third Party
- Balances
- Depreciation
- GL account code
380. Ability to provide asset information via screen and print report, but
should not be limited to:
- By date, year (e.g. by year of capitalization, year of disposal)
- By type of transaction (e.g. acquisitions, transferred, retirement,
written-off, etc.)
- By asset location - for small assets which are portable
- By owner unit or using unit (e.g. department, divisions)
- By asset class (main asset group, sub group, asset number)
- By user-specified rules
381. Ability to produce reports for various reporting, flexible report
writing tools and on-line enquiry facilities for (but should not
limited) to the following:
- Financial reporting (e.g. audit and taxation) as per applicable
statutory requirements
- Management reporting
- Examples of standard reports are listed, but should not be limited
to, as follows:
- Assets at gross separately from accumulated depreciation - for
period and year-to-date
- Asset master at summary and detail level
- Asset additions
- Asset retirements
- Asset valuation - gross asset values, accumulated depreciation
and NBV
- Assets by acquisition method (e.g. purchasing, donation)
- Depreciation expense using flexible user selection criteria
- Depreciation forecast
- GL posting summary
- Assets not found at location
- Asset found at location other than that assigned in the asset
record
382. Ability to provide ad hoc listings via screen and/or print listings
based on user defined specifications such as (but not limited to):
- Select and sort by asset category
- Select and sort by asset class
- Select or exclude fully depreciated assets
- Select or exclude retired assets
- Select by GL account codes
- Select by business units
- Select by asset status
- Select by asset location
- Select by asset life within asset book
Standard/
SN Requirement Description
Custom/ Third Party
383. Ability to provide reports that can analyze asset information:
- By time period (e.g. year)
- By company, asset type, department and location.
- By movement (such as addition, transfer or disposal) by account,
current month or year-to-date activity
384. Provide for complete asset history, for example:
- depreciation, depletion and amortization current period, year-to-
date, accumulated
- net book value and residual value for finance, tax and regulatory
requirement
- remaining life
- history transactions with line-item
- repair and maintenance tracking
- acquisition and retirement date
385. Generate reports on fixed assets at specific location
Bank Guarantees and EMDs Monitoring
General Function - Bank Guarantees
386. Record bank guarantee details such as vendor name, PO number,
BG type, BG validity, BG receipt date, BG confirmation date etc. and
link to payments
387. Link PO / invoice approval to receipt / confirmation of bank
guarantee and BG validity
388. System based monitoring of expiry date of open bank guarantee
with automatic alerts reminding of expiry date
389. Link bank guarantee to specific purchase orders/ work order,
contracts or projects
390. Ability to generate notice for confirmation/extension/encashment
of the BG
391. Ability to retire BG
392. Ability to identify where the BG is lying
393. Generate alerts based on triggers for revalidating /amendment /
release of Bank Guarantees and automatic e-mail to the concerned
(bank /party)
394. Ability to provide all the details of the BGs including purpose for
which received, the base document against which BG received,
value, tender/PO details, party name and address, issuing as well as
Nodal bank details including address, issuing date, expiry dates,
projects, etc
395. Ability to provide report regarding the BGs received and sent for
confirmation and for which confirmation has not received which
should be bank wise, project wise, vendor wise.
Standard/
SN Requirement Description
Custom/ Third Party
396. Ability to track the status of the BG received at all stages, i.e.,
received, verified, confirmed, amendments, invocation, return, etc.
397. Ability to indicate the date as well as amount one month before the
BG is expired, so that concerned department as well as Finance can
take an advance action
General Function - Earnest Money Deposits
398. Record collection of Deposits from vendors / service providers /
customers with linkages with NIT / Contract
399. Refund / adjustment of deposits with age-wise analysis
400. System generated alerts on deposits not returned / adjusted
401. Ability to provide details of EMD for a particular bid- vendor wise,
vendor-bid wise.
402. Ability to show all transactions relating to receipt of EMD i.e.,
receipt, return, forfeiture and conversion into Security Deposit
should be automated through system.
403. Ability to provide statement for EMD forfeiture.
Reporting Requirements
404. Ability to generate report on Capital Expenditure
405. Ability to generate report on Revenue Expenditure on O&M
406. Ability to generate report on Outstanding Dues to Central Govt.
undertakings & Others
Reporting Requirements for Annual Financial Statement (Previous
Year - Actual, Current Year - Budgeted and Ensuring Year -
Estimates)
407. Ability to generate a summary of companies budget as per
parameters defined in the company's Annual Financial
Statement(AFS)
408. Ability to generate report on Estimates of O&M Expenses
409. Ability to generate report on Estimates of Establishment &
Administration charges
410. Ability to generate report on Loans and Advances to Employees
411. Ability to generate report on Capital and Revenue
Receipts/Expenditure
Reporting Requirements for Revenue Monitoring
412. Ability to generate age analysis report on Receivables
413. Ability to generate age analysis report on Sundry Debtors
414. Ability to generate report on revenue realized and remitted into
banks
Standard/
SN Requirement Description
Custom/ Third Party
415. Ability to generate report on amount transferred by various bank to
main account of the company
Payroll Management
416. Allow for tight integration with Financial Accounting systems.
417. Ability to centralize the entire payroll process
418. Audit trails for all system activities.
419. Support alert features about scheduled dates like receipt of
payments.
420. Support for transactions in multiple currencies and cross currencies
421. Provide customizable ‘workflow’ for all internal processes &
approvals associated with the payroll system
422. Provision for TDS calculations (if any) & tracking of TDS payable to
the Government
423. There should be a single employee master and it should be
integrated with all the company codes
424. There should be a field in the master to reflect the company code/
cost center to which an employee is associated.
425. Provision to allocate cost of employee based on his/her associated
cost centers
426. TDS, PF or any other such returns should be available online
427. Maintain information of the salary bank account.
428. Ability to allow for the creation of user defined components of Pay
like Recurring and Ad hoc Allowances, Recurring and Ad hoc
Deductions, User Defined Allowances & Deductions
429. Ability to define various insurance schemes with premium and
group insurance data generation.
430. Ability to allow for the computation of the following elements :
Fixed Pay elements applicable to all employees Like Basic, PF,
Special Allowance, Conveyance Allowance etc.,
431. Ability to allow the setup of multiple payrolls with different payroll
administrators& combining payroll (with clear segregation between
semi variable, static and variable payments)
432. Ability to allow restriction of administrative functions to a few
select payroll users
433. Ability to have a data upload facility to upload historical payroll
data
434. Ability to allow the maintenance of slab wise details for statutory
elements like Income Tax as well as user defined elements
Standard/
SN Requirement Description
Custom/ Third Party
435. Provision to calculate reduction in salary based on attendance
policy
436. Ability to allow the following calculation of onetime payment of
allowance and / or deduction: Incentive, arrear, ex-gratia, uniform,
lease / conveyance
maintenance, Foundation day, etc, By Amount: enter amount to be
deducted or payable, by Days: enter number of Days for system to
compute the amount based on Basic Pay or gross Pay and/or any
other component of Pay, By Percentage: enter percentage for
system to compute the amount based on basic pay or gross pay
and/or any other component of pay
437. Allow for input of start and end date for recurring payment /
deduction (both specific, and general)
438. Ability to automatically update Payroll database for changes in
employee record without interfering with payroll processing (e.g.
Promotions in the middle of month)
439. Ability to allow Back dated calculations
440. Ability to have a full and Final settlement process in place
441. Ability to allow a final settlement report for each terminated
employee
442. Ability to allow provision to suspend Payroll runs or control final
settlement processing on a case to case basis as well as group basis
(on case to case basis)
443. Ability to have the provision to run separate bonus/ incentive runs
444. Ability to provide the Ability to handle unlimited pay account codes
and drawing banks
445. Ability to have a provision to process Arrear and backdated
Payment calculations
446. Provision to recover advances in subsequent pay periods with a
single transaction
447. Ability to maintain earnings history information (i.e., a record of all
pay of all activity) for each employee for a user-specified period of
time.
448. Ability to support multiple banks or savings institutions
449. Linkage with Punishments, i.e., suspension should result in
subsistence allowance (Integrate with IR & Legal for input)
450. Ability to calculate HRA Rebate
451. Ability to handle tax exemptions as per the Income Tax Rules
452. Ability to handle Gratuity Calculations
453. Ability to handle Provident fund rules like Calculate and deduct
Standard/
SN Requirement Description
Custom/ Third Party
contributions according to the respective Statutory Acts/ Company
policy etc, Maintain individual GPF accounts and generate
individual account slip for every financial year
454. Ability to conduct full and final settlement of employee during Exit.
455. Ability to notify (flag) individuals of any outstanding balances when
employee is terminated
456. Ability to record an employee's selection of benefit, retirement and
deduction options.
457. Ability to automatically recover salary advances.
458. Ability to define multiple payment methods (Bank Transfer/Cheque
Payment)
459. Ability to require approval before a specific payment is made to an
employee.
460. Ability to forward the overtime schedule to the top management
for approval if the amount of overtime is over a defined percentage
of the basic salary
461. Ability to maintain a salary range for each job family or job
class/career band.
462. Ability to automatically adjust calculations for mid-pay period
salary, advanced salary, and employment actions.
463. Ability to convert the payroll to an excel or other software formats
464. Ability to assign work calendar (scheduled work days, scheduled
holidays, etc) to one or more employee groups.
465. Ability to default standard holiday data, as well as user-defined
holiday data.
466. Ability to create and maintain work calendars over user-defined
years.
467. Ability to provide input to Finance & Accounts Module for salary
payment based on attendance. Statutory and voluntary deductions
468. Ability to calculate arrears in case promotion is made with
retrospective effect.
469. Ability to support salary fitment on promotion. The fitment made
should automatically reflect in payroll.
470. Ability to update salary details on promotion, Succession Planning
471. Ability to define all payroll elements under defined payroll heads
472. Ability to keep salary details password protected for individuals
473. Ability to generate checklist for all deductions
474. Ability to print pay slip for distribution
475. Ability to show details regarding balance of leave, deductions,
Standard/
SN Requirement Description
Custom/ Third Party
accumulated pay
476. Ability to print deduction statement for deposition to outside
agencies
477. Ability to print Tax deduction certificates viz Form-16
478. Ability to compare checklist across month to identify areas of
changes
479. Ability to prepare detail arrear slip in case of change in salary
480. Ability to stop salary for reasons and necessary accounting thereof
481. Ability to prepare project wise-cost centre wise-employee group
wise reports
482. Ability to show projections of head wise impact on hike in salary
including impact on Gratuity and Leave Encashment at the time of
any new joining
Support for allowances, reimbursements, loans etc.
483. Ability to Support encashment of Leave, tours and travel and also
on retirement with consequent tax adjustments
484. Ability to Release of festival advance and other advances (user
defined) against salary.
485. Ability to Employee-- wise recovery position, recovery list and
outstanding balances list – month wise or as user defined
486. Ability for Payment of medical reimbursement, allowances,
recovery and taxation(if any) thereon
487. Ability to Support Recovery of club/ union contributions
488. Ability for Provision of Housing loan or any other loan component
to be adjusted against the employee salary
489. Ability to Support payment of educational allowance, transfer
allowances and any other user defined allowances.
490. Ability to Support recovery of all other types of loans with reports
like recoveries made, overdue list etc.
491. Ability to Support calculation of incremental arrears with
consequent tax adjustments
492. Ability to Support payment of salary arrears as per the industry
level settlements with tax adjustments. Also support payment of
arrears calculated in user defined instalments or in lump sum
493. Ability to define loans and its various characteristics such as
periodicity, interest rate, ceilings details etc.
494. Ability to attach loan sanctioning rules to every loan type.
495. Ability to allow payroll to deduct the amount due from an
employee (in case of loans/advances etc)
Standard/
SN Requirement Description
Custom/ Third Party
Standard/
SN Requirement Description
Custom/ Third Party
515. Ability to show details of Advance Tax and Dividend Tax paid during
the year
516. Ability to show Tax, Duty and other sums debited to Profit& Loss
A/c in earlier years and not paid/outstanding as at the end of the
year.
517. Ability to link copy of challans with each payment of tax for
recovery of the same at the time of assessment and generation of
reports monthly/quarterly/annually.
Employees claims and reimbursements
518. Ability to track personal claims by the employee
519. Ability to communicate employee regarding final settlement of his
dues or about rejections, if any
520. Ability to verify entitlement of employee and family members while
passing the bill for personal claims
521. Ability to generate Exception report for amount reimbursed
exceeding a particular amount.
522. Ability to generate details of amount paid under various categories
for a specific employee and to various employees under a specific
claim head.
Pay-slip Run
523. Ability to Provide for online ad-hoc calculation of employees pay
slip amount
524. Ability to Perform on-line calculation of pay and benefits for
terminated employee based upon termination date
525. Ability to evaluate different scenarios for change in pay-roll
structures.
526. Ability to provide an impact analysis tool for analysis of impact of
revision of any /all components like pay, allowances, deductions
etc.
527. Ability to display the status of the Payroll calculations
528. Ability to run Payroll multiple times before finalization to ensure
accurate pay computation
529. Ability to Post the amount of salary paid for each element of pay
for an employee, based on the relevant GL account code and
employee cost centre information to General Ledger. Financial
postings include: Element, Amount, GL Account, Cost Centre
530. Ability to Post salary payment advice including multiple payment
methods such as bank, cash and cheque to General Ledger
531. Ability to issue third party checks
532. Ability to generate pay slip with following detail:- Taxable and non -
Standard/
SN Requirement Description
Custom/ Third Party
taxable components in separate columns, Tax till date, Calculated,
Recovered, Projected, Loan balances and no. of instalments
deducted / left, Provident fund opening balance, interest till date,
closing balance etc.
Standard/
SN Requirement Description
Custom/ Third Party
Internal Audit/GOVT Audit
551. Ability to provide access to the transaction trails of the Company
for verifications of checks and balances of the system.
552. Ability to restore all reports of Internal Audit for future reference
553. Ability to provide for all action taken reports of CIL and its
Subsidiaries to be available in the system, for guidance of all
subsidiaries about the process.
554. Ability to facilitate e-audit.
555. Ability to generate summary of all Audit Queries for CIL and its
Subsidiaries.
556. Ability to provide exceptions report /.Action taken report
Fund requisition and fund Transfer
557. Ability to Produce Daily Fund Statement(DFS)
558. Ability to produce all receipt and payment vouchers for Corporate
Transactions.
559. Ability to produce Bank Reconciliation Statement.
560. Ability to provide master details of beneficiaries
561. Ability to produce list of Successful payments with Bank
transaction-ids
562. Ability to produce Subsidiary wise daily/monthly/quarterly/yearly
funds statement (on cumulative basis).
563. Ability to provide cash Flow statement on regular basis.
564. Ability to produce expenditure wise daily/monthly/quarterly/yearly
fund transfer statement (on cumulative basis).
565. Ability to produce letters to banks in case of fund transfer by
RTGS/DD/Cheque.
566. Ability to produce Money Receipts
567. Ability to produce Fund Transfer Statement at regular intervals.
568. Ability to produce Fund requisition statement
Cheque Management
569. Ability to Provide Bank balance on each transaction.
570. Ability to Provide Bank Book.
571. Ability to generate list of all payments /cheques register printed
bank wise.
572. Ability to generate list of all cancelled cheques.
573. Ability to generate list of Stale cheques.
574. Ability to make provision for manual cheque payment via printed
Standard/
SN Requirement Description
Custom/ Third Party
cheques.
575. Ability to automate cheque printing, if needed.
Cash Payments
576. Ability to Provide cash balance on each transaction.
577. Ability to Provide cash Book.
Ability to view Imprest Cash Book status on daily basis.
Pension trust for CIL executives-Defined contribution Pension
scheme
578. Ability to provide Master Data for retired as well as on roll
executives maintained for the purpose of pension Trust.
579. Ability of a member to see the corpus along with its annual
accretion.
580. Ability to produce report on the receivable and payable position
from and to CIL, respectively.
581. Ability to show types of annuity as opted by members.
582. Ability to generate claims forms for settlement with the Investment
Company.
583. Ability to account for periodical growth of funds invested with the
Investment company.
Contributory Post Retirement Medicare for Executive/Non-
executive scheme (CPRMSE)
584. Ability to provide master data for members of the scheme
585. Ability to maintain updated status of members
586. Ability to accept Life certificate through electronic mode.
587. Ability to compile data for actuarial valuation.
588. Ability to provide interactive system for updating members profile
589. Ability to provide calculation of domiciliary amount based on
updated profile.
590. Ability to calculate Contribution for registration at the time of
joining, considering the contribution requirement as per scheme.
591. Ability to provide details of empaneled hospitals, CGHS rates, MAR
Rates and exemption certificates of Income Tax.
592. Ability to record all medical payments against limit and available
balance thereon.
593. Ability to provide in each payment order available corpus and
cumulative amount already received.
594. Ability to provide report of unpaid amount as per information
received from members and subsidiaries.
Standard/
SN Requirement Description
Custom/ Third Party
595. Ability to provide Member wise, year wise, benefit wise, hospital
wise ledger showing payment details of executive and spouse along
with the balance available.
596. Updated report on amount of deduction (4%) made from salary for
calculation of Actuarial valuation & demand.
Modality Of Gratuity Funding (Through LIC)
597. Ability to indicate the amount payable/receivable from LIC
598. Ability to provide number of employees retired and gratuity paid to
each.
599. Ability to provide actuarial valuation vis-à-vis incremental funding
required.
600. Ability to prepare Report as per format of LIC claim.
Leave Encashment Funding
601. Ability to provide Actuarial valuation vis-à-vis incremental funding
required.
602. Ability to provide Fund used for leave encashment during any
particular period.
603. Ability to prepare report on receivable and payable position from
and to CIL (includes NEC, RSO and New Delhi) respectively on
monthly/quarterly/annually basis.
604. Ability to link the Receivable & Payables Position Report with the
actuarial report and Investment, and it should be unit wise.
Coal Miners Provident Fund(CMPF) and Pension Department
605. Ability to maintain all records for contribution of employer and
employee towards CMPF, Pension and voluntary contribution.
606. Ability to provide Master records of members including Nominee
details, i.e., Nominee Name, relationship, nominee's share, Date of
Birth, address, contact details, and ability to modify these details as
per nomination change request.
607. Ability to maintain records regarding detail of payment to CMPF
608. Ability to provide last pay certificate in case of transfer employee
which should contain detail of all PF and pension contribution along
with reckonable month from all the last postings.
609. Ability to produce monthly contribution statement for employees
610. Ability to produce Final Claim form during a particular period
611. Ability to produce VV statement
612. Ability to provide List of transfer-in and transfer-out employees for
submitting to CMPFO, Form HH-B&C respectively and new joiners
in Form HH-A on periodic basis.
Standard/
SN Requirement Description
Custom/ Third Party
613. Ability to produce pension calculation statement.
614. Ability to provide PF Returns and other statutory forms.
615. Ability to generate various information as required by the statutory
authority from time to time regarding awarding contract to the
contractors with job details, payroll information, compliance to
statutory authority in respect of contractors' employees, etc.
616. Ability to have multiple pension schemes so that company's
Pension scheme available in public sector can be incorporated.
617. Ability to intimate the employees three months before their
retirement about their PF subscription, PF Loan, Gratuity and
Pension claim forms etc.
618. Ability to maintain nominee details to facilitate pension processing
619. Ability to support pension disbursement
620. Ability to calculate family pension and payment
621. Ability to support all related accounting procedures including
generation of vouchers and related reports
622. Ability to perform Income tax calculation and deduction for pension
payment as per Government guidelines
623. Ability to process the voluntary retirement application as per
approval from IR & Legal department
624. Ability to generate various MIS reports w.r.t. pension/family
pension
625. Ability to generate all MIS reports as per requirements of Board of
Trustees/ Management.
626. Ability to generate all bank correspondence, death intimation to
bank, etc.
627. Ability to generate all standardized communication to pensioners,
would-be pensioners, family pensioners, etc.
628. Ability to generate reports of all pending cases w.r.t. death in
service
Investments
629. Ability to calculate interest on FDs, dividend calculation on MFs
Investment, accrual calculation, cash flow generation, etc.
630. Ability to provide historical data, cash flow and yield / return on
individual investments and Avg. return on all and each category of
Investments.
631. Ability to provide an online status of the interest incomes and
maturity forecast to the investment department for effective
decision making of investments.
Standard/
SN Requirement Description
Custom/ Third Party
632. Ability to provide centralized maintenance of all Bank details like
name, correspondence addresses & types, bank & card details,
authorizations, notes, blocking, etc.
633. Ability to produce Fund Report – Treasury
634. Ability to generate investment register containing every detail
portfolio wise on daily basis.
635. Ability to generate Weighted Average Return (WAR) on
Investments – FD ICD MF on weekly basis.
636. Ability to generate Maturities & Interest Receipt Schedule
637. Ability to show flow of Investments (Increase/Decrease) on
monthly basis.
638. Ability to provide TDS reports
639. Ability to generate reports like • Income Earned schedule• Bonds
Redemption Schedules
• FDs/MFs/ICDs maturity/redemption schedule on monthly basis.
640. Ability to provide Assets Under Management of Mutual Fund
Houses, at the end of each month/year
641. Ability to maintain records regarding Net worth of Banks and CAR
642. Ability to provide Information regarding deposits and yields of all
investments made by CIL and subsidiaries would be available in the
system which would be consolidated for MIS purposes at the end of
each month/quarter/year.
643. Ability to provide Selection of Banker for placement of FDs/
Statement for premature encashment considering penal interest of
banks
Domestic Borrowing - Loans
644. Ability to provide interest calculation, allocation of loans and
interest, future cash flows etc.to be calculated automatically.
Reducing balance method will be considered for interest
calculation of cash credit facility considering daily product of
balance and reference rate of interest.
645. Ability to provide Online status of domestic loans in terms of the
amount disbursed, facility utilized, interest paid, interest due,
repayment schedule, etc.
646. Ability to provide Drawls and Repayments for Domestic Borrowings
647. Ability to provide Weighted Average Rate of Interest on Domestic
Borrowings
648. Ability to provide Details of Borrowings from Banks & Institutions
649. Ability to provide details of Debt Servicing-opening and closing
balance of loan
Standard/
SN Requirement Description
Custom/ Third Party
650. Ability to provide loan wise interest payment Statement-Interest
accrued and due, interest accrued but not due, penal interest.
Foreign Currency Borrowing and monitoring of claims
651. Ability to maintain all foreign currency borrowings made by the CIL
and calculate interest taking into consideration the terms of each
loan separately.
652. Ability to show undrawn amount against the sanctioned loan and
the expenses paid / payable in respect of the loan.
653. Ability to calculate the amount of TDS (withholding tax). The
accounting entry for TDS deposit must take place simultaneously at
each interest payment date.
654. Ability to generate quarterly return for TDS to be deposited with
Income Tax authorities.
655. Ability to take care of calculation of GST to be payable to foreign
consultants/ arrangers/ bankers along with suitable alerts.
656. Ability to generate Monthly/annual returns for GST to be filed with
the department.
657. Ability to make the accounting entries for drawl as well as
repayment of FC loan for and on behalf of Subsidiary Companies.
658. Ability to provide future interest expense and borrowing
repayment reports.
659. Ability to provide reports of actual transactions of External
Commercial Borrowings (ECB) under Foreign Exchange
Management Act, 1999.
660. Ability to provide loan utilization status – Equipment, Machinery
spares, Escalation.
661. Ability to generate Loan utilization status – Progressive utilization,
% Cumulative utilization.
662. Ability to provide interest repayment schedule.
663. Ability to provide exchange rate variation on different loans as
allocated to projects.
664. Ability to provide foreign exchange rate exposure for the period.
665. Ability to provide date wise debt and interest service statement.
666. Ability to provide weighted average rate of interest on foreign
borrowings.
667. Ability to provide letters to be written to banks for foreign debt
servicing.
668. Ability to provide reporting of Govt. Guarantee for foreign currency
loan to Ministry of Coal in prescribed format.
Standard/
SN Requirement Description
Custom/ Third Party
669. Ability to issue Debit/Credit advise for subsidiary companies.
670. Ability for master creation for each FC loan including but not
limited to:
-Identification No.
-Amount
-Interest
-Payment Terms
-Due dates for payment of interest
-Loan closure
-Undrawn Amount
671. Ability to record Foreign curreny exchange rates for all payments.
672. Ability to add at period ends, principal and accrued interest, which
will be revalued at current prevailing rates and posted to Vendor
sub-ledger account.
673. Ability to record necessary transaction details regarding variation in
exchange rates and conversion of payment amount/interest
amount.
674. Ability to generate reports individually for each loan and also for
each loan category collectively.
For Subsidiaries
Sales Accounting
675. Ability to produce and submit sales bill for dispatch in rail and road
mode
676. Ability to prepare and submit for coal transferred to Washery.
677. Ability to process refund to customers against advance deposit.
678. Ability to reconcile balance between Area & HQ and HQ with Power
Houses.
679. Ability to maintain Debtors account.
680. Ability to account for Sales Data
681. Ability to process payments for railways and for sampling and
quality control etc.
682. Ability to issue Debit/Credit notes to customer.
Cost Accounting & Reporting
683. Ability to generate Cost Ledger
684. Ability to integrate Cost data & Financial reports through mapping
Cost & Financial codes
685. Ability to prepare project wise cost-estimate based on input
parameters.
Financial Reporting
Standard/
SN Requirement Description
Custom/ Third Party
686. Ability to generate Grade wise / unit wise valuation report of
Coal/Coal Products
687. Ability to generate Tax Invoice against transfer of store from central
store to Area/Colliery Store/Site
Financial Control
688. Ability to generate Budget Certification Number and Financial
Concurrence Number
689. OBR Accounting
690. Ability to generate Sales billing Reports and Refund Statement
Report
691. Ability to generate Quality deduction reports
Sales Accounting
692. Ability to prepare sale bill for dispatch from rail and road mode
693. Ability to prepare and submit for coal transferred to washery.
694. Ability of processing refund to customers.
695. Ability to reconcile balance between Area and HQ with Power
Houses
696. Ability to maintain debtors account.
Standard/
SN Requirement Description
Custom/ Third Party
710. Ability to produce Unit wise detail for of any component of sales
viz. Taxes, Duties, Charges, Recoveries etc.
Ability to prepare Age wise break up of debtors and & advance to
customers.
Ability to prepare Bill Register on daily, monthly and annual basis.
Purchase and Store Accounting
711. Ability to Financially vet Budget Certification and Financial
concurrence of purchase proposals
712. Ability to process and payment of purchase bills.
713. Ability to process Advance payment to suppliers
714. Ability to make statement of Invoice for Input Tax Credit
715. Ability to account for Scrap sales.
716. Ability to account for Stores consumption
717. Ability to maintain Sundry creditors, advance to suppliers EMD,
security deposit ledger.
718. Ability to keep account of bank guarantee and its verification.
719. Ability to integrate SRV with Purchase Orders and BC FC and further
with bill processing
720. Ability to account for items of stores in Central, regional as well as
colliery stores
721. Ability to connect store issue with machine log book in each case.
722. Ability to produce consumption report and stores ledger
723. Ability to account for non-moving and obsolete items
724. Ability to generate Store ledger with both price and Numeric and its
reconciliation
725. Ability to generate Store consumption report & Store Inventory
report
726. Ability to generate Tax Invoice against transfer of store from central
store to Area/Colliery Store/Site
727. Ability to make statutory deductions from the bills.
728. Ability to issue and collect statutory forms.
Project Costing(CMPDI)
729. Ability to prepare Project Report based on data received from mine
planners and respective subsidiaries.
730. Ability to prepare Project Report base on Capital Budget tools like
IRR, NPV and Pay Back Period..
731. Ability to prepare sensitivity analysis and financial analysis of the
project for proper investment decision making.
Standard/
SN Requirement Description
Custom/ Third Party
732. Ability to ascertain working hours and R&M costs of different
machineries
733. Ability to Identify data from other reliable sources for Inputs
relating to PR preparation.
GST Compliances
Ability to generate all reports and invoices required for compliance
of GST.
Functionality Matrix (FM) for Human Resource Management (HRM), Employee Self Service (ESS)
and Payroll function
Sl. Requirement Description Standard/ Custom/ Third
No. Party
Organization Structure
1. Ability to define organization hierarchy, organization structure
2. Ability to generate tree structure giving details of all role holders and
reporting employees (defining reporting and reviewing relationship)
3. Ability to define various categories of employees across class I, II, III & IV
(list of existing employees on the basis of Exec/Non Exec) on any date or
cross section of time along with a list of officers and staff who will retire
within a specified period
4. Ability to define various categories of employees across class I, II, III & IV
5. Ability to define name of functions, sub-functions and positions (should
be able to take into account the existing manning norms for CIL.
6. Ability to maintain reporting structure (hierarchy of positions)
7. Ability to support integration of positions with manpower planning to
understand staffing requirements
8. Ability to create new roles, functions & positions
9. Ability to maintain change in designations due to promotions, Selection,
regularization, Placement transfers (Integrate with Promotion Module,
Transfer Module)
10. Ability to assign company code and then segregate them into cost centre
or profit center
11. Ability to define multiple organizational structures (positions) and
multiple reporting relationships and integrate with the respective
employee data
12. Ability to restrict making changes in the Organization structure to
authorized persons only
13. Ability to seek confirmation after every change made in the structure,
changes to be made permanent only on authentication by the controller
of the authorized person.
14. Ability to change/restore/rollback changes to a previous(given) date and
report inconsistencies
15. Ability to define administrative powers for organizational units position-
wise
16. Ability to tightly integrate administrative power definitions to work flows
and approvals
17. Ability to provide reports of total organization hierarchy, organization
structure of corporate office and plants
18. Ability to provide reports on list of vacant positions
19. Ability to provide reports on reporting relationships (Functional,
101. Ability to process, validate and communicate sanction of HBA and other
loans and advances.
Employee Self Service (ESS)
Employee Details
102. Facilitate employee to apply for changes in permanent & correspondence
addresses, details of family members, emergency contact details, contact
details, office location, nomination for various schemes like PF / Pension/
Gratuity, etc.(Request for change) (Authorization given to a particular
level - to be maintained as paper document also)
103. Ability to add /update bank information for expense reimbursement,
PAN no, Aadhar no, passport details, driving license no. etc
104. Ability to allow employee to update online through ESS the noncritical
personal data (such as weight, height, etc.)
105. Ability to provide address proof letter to employer for various purposes
106. Facilitate employee to apply for information regarding acquiring
additional qualifications
107. Integrate ESS with Employee Master
108. Ability to remind the employee through self- service/e-mail/SMS
regarding modification or requirement of additional data
109. Ability to remind the employee through self-service/e-mail regarding
modification or requirement of additional data
110. Ability to send the employee confirmations after changes are made
online.
Ability to interface biometric machines for real time data capture of
attendance
Attendance & Leave Management
111. Ability to mark attendance and fill time sheets (manually in field,
automated, biometric etc.)
112. Ability to interface biometric attendance machines for real time data
capture of attendance
113. Ability to view list of weekly offs, holidays in an year (Integrate with Time
Management Module)
114. Ability to apply for leave under the appropriate category and state the
406. Ability to allot unique control number for specific tender and provide
link with that particular estimate.
407. Ability to provide reminder (alert in the form of SMS, mail etc.)
against all the contract related timelines and also against the
compliances of the same.
437. Ability to block registered SOR contractors from being used due to a
specific reason e.g. vendor bankruptcy, vendor reliability with
effective date along with facilities to re-activate the vendor.
438. Ability to generate in-built program for revision of SOR when values
of prevailing SOR, VDA etc. are entered.
439. Ability to generate unique control number for each revised SOR
generated.
440. Ability to archive for previously generated revised SOR.
441. Ability for automatic wide circulation of revised SOR through ERP
Platform, throughout Subsidiary.
465. Ability to archive for previous revenue & capital budgets and
respective communication made.
466. Ability to generate a unique control no. for preparation and revision
of SOR for Picking for the following:
2. Communication regarding Variation in DA wages as
circulated by CIL
3. Communication regarding Change in minimum wages as
circulated by CIL and that of State Government
467. Ability to Archive for previous picking rates as approved and
respective communications made.
468. Ability for Sorting, searching, filtering of documents on the ERP
interface for all documents, reports.
560. Ability to make final adjustment proposal at the end of each financial
year.
Payment to IEM
561. Ability to make proposal for such payment to each IEM for each
tender.
562. Ability to make proposal for such payment to each IEM for each
hearing.
563. Ability to send to nodal office, integrity pact, Subsidiary for further
payment.
564. Ability to link with all the contracts awarded valuing estimated value
more than threshold limit.
565. Ability to link with all the no of hearings/proceeding against
representation/ complaints
Response to RTI, Parliamentary Questions VIP Reference
566. Ability to reply RTI Application, Parliamentary Question, VIP
Reference received at this office with the available records.
567. Ability to send the reply to the concerned Authority.
Refund of EMD
568. Ability to declare the L1 bidder in the tender and to list all the
unsuccessful bidders.
569. Ability to send letter to DGM (Fin.), Subsidiary for return of BGs of
unsuccessful bidders.
570. Ability to receive BGs at department and sent to respective
Standard/ Custom/
S No Requirements
Third Party
22 Ability to develop sector-wise model Fuel supply agreements based on the
Policy guidelines of the Government
Standard/ Custom/
S No Requirements
Third Party
43 Ability to monitor subsidiary-wise, month-wise grade-wise conformity of
dispatch in percentage against total dispatch
44 Ability to have access and compile report on consumer-wise status of sized
coal supply
45 Ability to prepare monthly reports on availability and deployment of sampling
and analysis infrastructure
46 Ability to prepare monthly reports on company-wise, dispatch point-wise
availability of loading infrastructure
47 Ability to monitor Weigh Bridge operation and prepare monthly report on
company-wise Weigh Bridge status,
48 Ability to prepare report on company-wise, month-wise weighment status
indicating dispatch of weighed and un-weighed quantity.
49 Ability to prepare company-wise monthly report on idle loading, idle freight
and over loading on account of Rail Dispatch
50 Ability to use online grievance registration & tracking mechanism.
51 Ability to coordinate with subsidiary/work centre to monitor the responses
sent/responses in pipeline
52 Ability to view monthly report on consumer complaint resolved & unresolved
53 Ability to view Quarterly Report on number of Consumer Council Meetings
held at Subsidiary level & HQ level.
54 Ability to organize customers’ meet and compile action taken reports
55 Ability to monitor subsidiary-wise siding-wise transportation of coal
56 Ability to monitor siding-wise consumer-wise indent, allotment, loading and
left-behind of rakes
57 Ability to monitor daily siding-wise rake loading time
58 Ability to monitor daily siding-wise rake idling time
59 Ability to monitor siding-wise, sector-wise status of arrears in rake supply
60 Ability to monitor consumer-wise dispatch performance against FSA
61 Ability to monitor consumer-wise mode-wise (other than rail) dispatch
62 Ability to monitor mine-wise stock
63 Ability to maintain a complete database of consumers, to be updated on real
time basis by subsidiaries, consisting of all possible details such as: address of
consumer, FSA details, sector; mode of dispatch with details, grade, size of
coal supplied; product details (washed coal, Slurry, rejects etc), and all other
relevant details pertaining to a consumer.
64 Ability to have access to a query based report generation system for
generation of daily, monthly, half-yearly & annual reports including statutory
reports.
65 Ability to monitor subsidiary-wise, consumer-wise receivable
Standard/ Custom/
S No Requirements
Third Party
66 Ability to monitor and generate MIS report subsidiary-wise, grade-wise,
sector-wise average basic price realized in different time period
67 Ability to monitor and generate MIS report of subsidiary-wise, grade-wise
realization on the account of each element of additional charges over basic
price
68 Ability to monitor and generate MIS report of subsidiary-wise, grade-wise
realization on the account of each element of government duties and taxes
69 Ability to forecast subsidiary-wise grade-wise sales realization for different
time horizon on projected dispatch
70 Ability to have access to: Subsidiary-wise, grade-wise, consumer-wise, state-
wise, mode of sale wise (FSA, MOU, E-auction) and price component-wise
billing details including actual grade and quantity.
71 Ability to get access to advances/dues to be paid to Central/State Govt. on
account of duties and levies on coal
72 Ability to generate reports on real time basis containing dues statement to be
linked with the coal quantity dispatched/produced on which the duties are
payable
73 Ability to generate reports on real time basis containing Subsidiary-wise
reconciliation of amount recovered from customers and paid to the Govt.
authorities.
74 Ability to develop data base of historical and current price and ocean freight
trends of imported coal
75 Ability to develop data base of railway freight and transportation charges
76 Ability to generate reports on Landed Cost of Imported Coal (CIF + duties and
levies) from various countries for different grades vis-à-vis the Ex-Colliery
price of Domestic coal (CIL) (Basic price + duties and levies) of equivalent
grade
77 Ability to compare and analyse domestic coal pricing against landed cost of
import coal based on various inputs at consumption points located in
different distance
78 Ability to monitor and analyse price trend for alternative fuels and prepare
report on its likely effect of coal pricing.
79 Ability to coordinate with consumers (mainly concerned SEBs), State govt. and
coal companies.
80 Ability to facilitate coal companies in reconciliation of coal sale dues - current
and old, with SEBs vis-s-vis current/pending dispatches or issues.
81 Ability to manage/monitor coal bill submission, realisation and quarterly
issuance of Form-C
82 Ability to develop database of consumers, coal users and mapping coal
requirement of different consuming sectors in the command area
83 Ability to develop database on coal price in the Mandies (markets) in the
Standard/ Custom/
S No Requirements
Third Party
command area
84 Ability to develop database on different source of coal/alternative fuel supply,
price and quality
LOA/FSA Management
85 Ability to manage all matters related to FSA, LOA and MOUs.
86 Ability to monitor the MoUs with reference to achievement of Milestones as
per prescribed schedule.
87 Ability to maintain/monitor commitment guarantee provided by customers
before issuance of LOA.
88 Ability to complete commercial requirements required for issuance of LOA
89 Ability to Issue LOA(s) with schedule for achieving milestone as advised by CIL
and maintaining the same.
90 Ability to maintain/update the status of milestones for LOA as reported by
consumer along with submission of required documents.
91 Ability to coordinate with LOA sub-committee which scrutinizes the
achievement of Milestones and records observations on shortcomings
pertaining to each milestone.
92 Ability to inform consumers any shortcomings or non-compliance of milestone
timelines with a notice to complete the required formalities in the given time
93 Ability to scrutinize records of all the documents submitted by the consumer
in support of completion of milestones of LoA.
94 Ability to maintain the records submitted by the consumers pertaining to LOA
95 Ability to generate reports for monitoring status of LOA
96 Ability to verify LOA milestones
97 Ability to refer any discrepancy in completion of LOA mile stones in respect of
Power Utilities/ Consumers other than power utilities to appropriate authority
98 Ability to convert LOAs to FSA and to execute FSA
99 Ability to convert Commitment Guarantee (CG) to Security Deposit (SD)
100 Ability to verify long-term PPA documents (in case of power) and update
effective Annual Contracted Quantity accordingly
101 Ability to Process one-time release of coal to Power Utilities for trial run,
carpeting etc. as per provisions of FSAs/MoUs extant guidelines.
102 Ability to monitor condition precedents
103 Ability to record First Delivery Date, commencement of coal supply under
Build up period, recording date of Commissioning/COD, recording date of
commencement of Regular coal supply and all other important parameters as
may be identified time to time based on the extant policy guidelines.
104 Ability to execute FSA modifications on account of PPA/Additional
PPA/change in provisions in model FSA.
Standard/ Custom/
S No Requirements
Third Party
105 Ability to inspect/verify with respect to all FSAs (new and existing) in terms of
directives of MOC/CIL from time to time.
106 Ability to deal with Tapering/Bridge linkage/Linkage Auction cases.
107 Ability to deal with cases pertaining to change of name/ownership, regd.
Address of the FSA consumers.
108 Ability to compile information/ reports in respect of SLC (LT) or any other
decision making bodies as per requirement for monitoring/decision
making/presentation at various fora.
109 Ability to generate and maintain details regarding various in house
committees like LOA committee/physical verification etc. for better
coordination & smooth functioning for the department.
110 Ability to monitor all FSA holders with reference to level of lifting, level of
delivery, encashment of Commitment Guarantee etc.
111 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to FSA’s.
112 Ability to deal with applications of FSA consumers who want to lift their
monthly scheduled quantity (MSQ) in part or full through a mode that is
different from the one mentioned in their FSA with prior intimation and
approval by competent authority.
113 Ability to terminate FSA’s in accordance with provisions of FSA such as Level
of Lifting below the desired levels or in accordance with guidelines received
from CIL/MoC, if any.
114 Ability to execute FSA with the successful bidders in the linkage auction.
115 Ability to maintain stipulated documents for verification, as and when
required.
116 Ability to issue show cause notices to faulty FSA consumers before
termination of FSA.
117 Ability to access/examine reply of faulty FSA consumers
118 Ability to shift /transfer quantity from one FSA to other as per clauses of FSA
Planning Management
119 Ability to provide inputs to CIL HQ for formulation of Annual Action Plan
(Offtake)
120 Ability to formulate Month-wise, Mode-wise and Sector-wise Targets for all
Areas in order to achieve AAP Targets.
121 Ability to make perspective plan in medium/long term time horizon in respect
of sectoral and mode wise dispatch
122 Ability to decide the scheme-wise (under FSA, spot e-Auction, Forward e-
Auction, Exclusive e-Auction for Non Power Sector, Special Forward e-Auction
for Power Producers, “As-is-where-is Basis” for Power Sector, “As-is-where-is
Basis” for Non-power Sector etc.) quantity that can be offered through
Standard/ Custom/
S No Requirements
Third Party
various modes based upon the target and Area’s offer/input(s).
123 Ability to forecast sector-wise, grade-wise, size-wise, mode-wise source of
availability of coal for linkage auction.
124 Ability to offer source-wise, sector-wise, grade-wise, size-wise, mode-wise
coal for linkage auction.
125 Ability to monitor the achievement vis-à-vis off-take target for the entire
subsidiary and initiate actions as required.
126 Ability to access the reasons in shortfall in offtake and revise the internal area
wise offtake plan accordingly
Rail Operation Management
127 Ability to integrate with FOIS (Freight Operations Information Systems) of
Railways. (Where consumers submit programme, for submitting consented
rake programmes on the basis of the terms of dispatch under FSA/MOU/E-
auction or special/short term schemes) either through subsidiary HO or
desk/nodal offices.
128 Ability to execute all matters related to Rail Movement i.e. Placement of Daily
Siding wise consumer wise indent to concerned zonal Railways for placement
of wagons through subsidiary HO or desk/nodal offices and monitoring of
wagon supply, loading and dispatch of rakes..
129 Ability to monitor information pertaining to stocks, heaps at various collieries,
details pertaining to Contracts for transportation of coal from collieries to
Sidings, stocks at Sidings thereby enabling better decision making while
placing siding wise indent in FOIS.
130 Ability to monitor daily transportation of coal to siding/washery and record
reasons for short fall if any.
131 Ability to monitor wagon supply, loading and dispatch of rakes as per indent
and issuance of F-note/D-note and annexures.
132 Ability to overview demurrage, weighment, under loading, over loading, short
supply, damage box supply of wagons, etc.
133 Ability to monitor & generate consumer-wise, siding-wise reports on real time
basis against consented program, indent allotment with supply, loading,
drawn-out and demurrage time and status of arrear rakes.
134 Ability to monitor dispatches through other modes such as Merry Go Round
(MGR), Own Wagon, Belt, Rope, coking coal to steel plants based on the
monthly supply schedule, wherever applicable.
135 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to Rail Operations.
136 Ability to monitor outstanding dues of consumers
137 Ability to manage payments to railways like demurrage/ART charges etc.
138 Ability to monitor status of current/upcoming sidings
Standard/ Custom/
S No Requirements
Third Party
Road Delivery Management
139 Ability to decide source-wise quantities available for booking by FSA/e-
Auction consumers through offers received from Area Sales Offices.
140 Ability to prepare sector-wise and scheme wise allocation and issue Notices to
consumers to book their entitled quantity/MSQ through Road Mode and all
other related activities.
141 Ability to accept booking applications received from customers as per their
entitlement against respective FSA’s/ MoU’s along with relevant documents
142 Ability to issue Delivery Orders to the extent of coal value deposited and as
per terms and conditions of the Notices floated in this regard and that of
respective FSA/MoU.
143 Ability to schedule monthly program and ensure sufficient value paid pending
orders at various collieries.
144 Ability to assess stock, current load, etc., for release of coal through “As is
where is”, “Best effort basis” or any such schemes as per the demand.
145 Ability to get approval of the competent authority and notify such schemes
146 Ability to accept & process application as per the terms of the scheme
147 Ability to receive and process payments against such schemes
148 Ability to issue Delivery Orders to the extent of coal value deposited and as
per terms and conditions of the Notices floated in this regard.
149 Ability to monitor dispatches through these schemes on real time basis
150 Ability to generate detailed reports – consumer-wise, area-wise, mode-wise,
grade-wise, etc
151 Ability to process refund for non-supply, excess balance, short supply, etc., as
per the payment terms of the scheme.
152 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to Road Booking Management.
153 Ability to deal with all matters related to release of coal through own
washeries and/or through private washeries to power and/or non-power
consumers (as applicable).
154 Ability to monitor value paid pending orders on real time basis
155 Ability to monitor dispatch performance in respect of loading programme and
record reasons for short fall if any.
E-Auction Management
156 Ability to assess area-wise availability of coal for various schemes of e-Auction
such as Spot e-Auction, Forward e-Auction, Special Forward e-Auction for
Power / Non power Sector and Exclusive e-Auction for Non-Power Sector
Consumers.
157 Ability to coordinate with Area Sales Offices for receipt of offers based upon
which Notices pertaining to source-wise quantities available for booking by
Standard/ Custom/
S No Requirements
Third Party
consumers/buyers are floated.
158 Ability to view details pertaining to Agreements between CIL and Service
providers and enter/maintain the information required at Subsidiary level as
per the T&C of the agreements.
159 Ability to float the Notices on Subsidiary’s website for information of all
concerned along with intimation to respective service provider(s) for
conducting the said e-Auction and corrigendum(if any)
160 Ability to coordinate with Service Providers and ensuring timely pre e-Auction,
post e-Auction activities based upon T&C of the said scheme.
161 Ability to communicate details in respect of Rail Mode bookings to Rail
Movement section for further process.
162 Ability to check applications received from successful bidders (hard copy or
through an e-portal) as per their entitlement against successful bids in e-
Auction pertaining to Road mode.
163 Ability to ensure issuance of delivery orders against applications found correct
in all respects after due verification in a timely manner and also prioritize
issuance of Delivery Orders considering the value paid pending order balance
at various collieries.
164 Ability to monitor value paid un-lifted quantities and coordinating with Areas
for sufficient on-hand orders for dispatches as per target.
165 Ability to initiate the process of forfeiture of EMD in case of short booking by
the e-Auction consumers/buyers in accordance with terms and conditions of
the said scheme.
166 Ability to make refund automatically to consumers towards closure of sale
order.
167 Ability to accept and process bills received from Service providers for
conducting e-Auctions.
168 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to e-Auction.
Management Information Systems
169 Ability to access all the captured data under S&M.
170 Ability to generate detail/summarized reports on routine basis (daily,
monthly, half yearly or Annual) or need based reports for rail loading (unit:
box & rakes)
171 Ability to generate detail/summarized reports on routine basis (daily,
monthly, half yearly or Annual) or need based reports – (in quantitative
terms)
172 Ability to compile & forward the reports to all concerned levels for viewing.
173 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to matters related to Management
Information Systems.
Standard/ Custom/
S No Requirements
Third Party
Associate Finance Management
174 Ability to deal with all matters related to Accounts, Coal Value Deposition,
EMD, BG/SD, Financial Coverage, Refunds, Components of Pricing/Taxation,
Billing, realization, reconciliation etc. related to S&M Dept. through Subsidiary
HO or desk office.
175 Ability to coordinate with Subsidiary’s Bankers in order to scrutinize/verify
BG’s and updating of the same in the system and also to invoke the BG’s, as
and when required in accordance with terms and conditions of FSA’s, various
e-Auction schemes/extant guidelines.
176 Ability to monitor Financial coverage of road booking applications, scrutiny,
issuance of MR/CR (Money Receipt/Credit Receipt)
177 Ability to enter/update details related to Pricing components for road
bookings with regards to FSA/e-Auction in co-ordination with Area Finance
Officials.
178 Ability to coordinate with Subsidiary’s Bankers to get the details of coal value
deposition by various buyers fed in the prevailing system.
179 Ability to certify & link the coal value received with respective application and
generation of money receipts.
180 Ability to pass credit to respective areas after issuance of MR’s and Delivery
Orders on the basis of bills, debit notes and debtors ledger.
181 Ability to reconcile customer ledger incorporating grade bonus/slippage,
weighment and other details for issuance of debit/credit note and adjustment
of account
182 Ability to refund excess money in coordination with Area Sales Manager &
Area Finance Managers.
183 Ability to examine and do financial vetting of matters related to S&M Dept.
184 Ability to process Service Providers’ Bills for conducting various e-Auctions in
accordance with Agreements between CIL and Service providers after
processing by S&M and forwarded for payment by Associate Finance after
verification.
185 Ability to monitor and pay advances/dues collected as a part of coal value
from customers on account of duties and levies on coal, applicable to whole
of subsidiary and which are to be paid to Central/State Govt. e.g. GST, IT etc.,
by subsidiary or area level as applicable.
186 Ability to maintain centralized customer ledger and monitoring of outstanding
dues and refundable amount
187 Ability to monitor and maintain various tax related concession forms in this
regard such as Form 27 C etc.
188 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to matters related to Associate Finance.
Standard/ Custom/
S No Requirements
Third Party
Commercial Management
189 Ability to generate/monitor Sales Realization Report and coordination with
State Gencos for settlement of outstanding dues and claims.
190 Ability to monitor level of dispatches for computation and realization of
compensation/Incentive based on the performance of Level of Delivery/Level
of Lifting.
191 Ability to adjust payment through Debit/Credit notes based on the results of
Third party sampling.
192 Ability to deal with matters related to Performance Incentive Bills, Penal Bills
and Compensation claims.
193 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to matters related to Commercial section.
Administration and Legal Management
194 Ability to Monitor and Coordinate in respect of all legal matters related to
S&M Department.
195 Ability to deal with matters related to RTI, Parliamentary matters, Audit,
Rajbhasha and HRD.
196 Ability to handle customer grievances (received through an e-portal) through
monitoring the redressal in a timely manner in coordination with the
section/Area concerned with real time online status updates.
Subsidiary HQ Level Quality Dept.
197 Ability to publish/up-load “Annual Grade Declaration” as per the process in
vogue for information of all concerned and also update them in the system
i.e. grades of various coal seams and of sidings of the subsidiary.
198 Ability to modify such grade declaration(s) within the year as per provisions/
existing guidelines.
199 Ability to handle Customer grievances in respect of quality (received through
an e-portal) and their redressal in a timely manner by coordination with the
section/Area concerned.
200 Ability to notify the action taken to the customer and CIL for closing the
grievance.
201 Ability to monitor sampling & analysis of coal being dispatched to Power
Houses/PUs and/or other consumers/buyers in accordance with various
guidelines, provisions of FSA and/or terms and conditions of various e-Auction
schemes.
202 Ability to deal with matters pertaining to quality which are specific to
different consumer sectors as per provisions of FSA’s/extant guidelines.
203 Ability to monitor details in respect of sampling equipment availability,
Sample preparation equipment availability, analysis equipment availability like
Bomb-Calorimeter, Humidity Chamber, etc. at various laboratories at Area
level, status of their NABL accreditation and infrastructure facility related to
Standard/ Custom/
S No Requirements
Third Party
coal sampling at sidings.
204 Ability to extract information/ enter replies as required in legal matters, RTI,
Parliament Questions pertaining to matters related to Quality.
Area Level
Area Sales Management
205 Ability to provide inputs in respect of formulation of Annual Action Plan (Off-
take) for the entire area which takes the production plan and existing stock
levels into cognizance.
206 Ability to decide the month-wise quantity that can be offered through various
modes after taking into account the offtake target; actual production; stock
levels; offtake achieved during the year; infrastructure for dispatch such as
Pay loaders, Bunkers, Crushers, Feeder Breakers SILO’s, Sidings, Loading
Points, Weigh Bridges etc. and details pertaining to contracts for
movement/internal transportation of coal from collieries to loading
points/sidings/own washeries.
207 Ability to authorize/ issue permission letter after due verification of
documents accepted from customer’s representatives such as Customer’s
copy of DO, Authorization letter/Affidavit etc.
208 Ability to monitor information regarding placement of rakes, destination
details, consumer details and coordinate with siding in charges for smooth
loading through rail mode.
209 Ability to monitor the achievement vis-à-vis offtake target for the entire Area
and initiate actions as required.
210 Ability to record data in detail & generate reports regarding loading &
dispatch
211 Ability to extract information/ enter replies as required in customer
grievances, legal matters, RTI, Parliament Questions pertaining to matters
related to Area Sales level.
Sales Associate – Finance Management
212 Ability to deal with all matters pertaining to the finance related to S&M
Department at Area Level.
213 Ability to monitor and update price components specific to the Area if any
such as local taxes etc.
214 Ability to monitor and pay advances/dues collected as a part of coal value
from customers on account of duties and levies on coal, applicable to that
particular Area and which are to be paid to Central/State Govt.
215 Ability to monitor and maintain various tax related concession forms in this
regard such as those related to Entry Tax, C-Form etc.
216 Ability to raise Performance Incentive Bills, Interest Bills etc. as per provisions
of FSA’s/extant guidelines.
217 Ability to monitor the credit/financial coverage of various customers and raise
Standard/ Custom/
S No Requirements
Third Party
bills against the lifted quantity through subsidiary HQ/ Desk office
218 Ability to coordinate with Area Sales Manager in order to restrict the quantity
or raise supplementary bills in case of revision of prices, taxes which generally
occur infrequently but occurs with immediate effect i.e. with effect from
forthcoming midnight or is charged with retrospective effect.
219 Ability to process Area-wise refunds/ issue credit notes to the customer if an
excess amount is deposited by the customer or in case of quantity not being
lifted after due forfeiture of EMD, wherever applicable and in consultation
with the Subsidiary Level Sales Associate.
220 Ability to extract information/ enter replies as required in customer
grievances, legal matters, RTI, Parliament Questions pertaining to matters
related to Sales Associate –Finance Area level.
Area Quality Management
221 Ability to monitor quality of coal so as to conform to the quality standards i.e.
declared grade and specified coal size to various customers.
222 Ability to monitor real time measurement of the quality parameters of coal
through utilization of on-line analyzer, automatic sampler (AMS), etc.,
wherever available.
223 Ability to Monitor Sampling & laboratory Infrastructure: - operative Auto-
Mechanical samplers, sample preparation equipment at different loading
points, analysis equipment like Bomb-Calorimeter, Humidity Chamber, etc.
224 Ability to maintain records of coal analysis being done at Area Lab and ensure
dispatch of sized coal to the consumers.
225 Ability to record details in respect of collection, sample preparation and
analysis at various laboratories at Area level and third sample which is kept as
referee sample in case of any dispute.
226 Ability to monitor quality of coal at pit head stock, heap, mines/sidings by
ensuring regular check samples.
227 Ability to maintain & monitor records pertaining to third party sampling,
wherever applicable and the analysis report as prepared by third party
sampler on the basis of which the commercial billing is done in case of power
houses as per the existing guidelines and provisions of FSA’s.
228 Ability to extract information/ enter replies as required in customer
grievances, legal matters, RTI, Parliament Questions pertaining to matters
related to Quality Area level.
Project/Colliery Level
Road Mode Dispatch Management
229 Ability to prepare the weekly or bi-weekly loading programme based on order
booking, coal availability and loading infrastructure position
230 Ability to maintain/monitor the loading infrastructure details such as Pay
loaders, Loading Points, Weigh Bridges etc.
Standard/ Custom/
S No Requirements
Third Party
231 Ability to generate & issue the Entry Token cum Loading Slips for a particular
day (One for each truck) to the authorised representatives with relevant
details.
232 Ability to receive, record & monitor details of the respective entry token cum
loading slip in respect of all the trucks in the mine premises, tare weighed at
designated weigh bridge, loaded at designated loading point, and gross
weighed at the same weigh bridge.
233 Ability to ensure issuance of Truck-wise Invoice-cum-Challan and Transit Pass
to the designated truck at the time of gross weighment
234 Ability to provide access to state authorities (wherever applicable) through a
module for generation of Transit Pass (as per the requirement of the State
Government) from the system itself and hence ensuring uniformity across
states after deliberations with respective state authorities
235 Ability to integrate with the existing portals of state govt./others, where ever
available and also have provisions for hard copy Transit passes in others, as
per the prevailing system.
236 Ability to integrate with the existing Weigh Bridge software (provided by
various third parties responsible for Weigh Bridge maintenance) for
generation of Invoice-cum-Challan
237 Ability to monitor the lifting details in the system
Siding Management
238 Ability to monitor the loading infrastructure details e.g. dozers, pay loaders
available, present Stock at Siding and its characteristics, Coal transported
to the sidings etc.
239 Ability to record & monitor transport of coal to the siding in detail- trips,
quantity, grade, source, etc.
240 Ability to have prior access to information pertaining to date-wise rake
allotted to siding, placement of rakes, destination details, consumer
details, outstanding rakes, etc.
241 Ability to record information pertaining to supply of rakes in the system
such as placement time; number of supplied boxes; wagon numbers along
with carrying capacity and type; details in respect of sick boxes, if any &
generation of memo in respect of sick boxes for informing railways.
242 Ability to integrate with rail Weigh Bridges/Weigh Bridge software thereby
enabling recording of loading/weighment related details such as loading
time, wagon-wise weights(net/gross) etc.
243 Ability to coordinate with Railways providing information such as
Completion of loading time to the Railway Station Master in the prescribed
format; with the Railway Goods Clerk for generation of Railway
Receipt(RR) based on the weighment sheet.
244 Ability to generate Forwarding note/Delivery note on the basis of
weighment and Invoice on the basis of the RR.
Standard/ Custom/
S No Requirements
Third Party
245 Ability to monitor loading times against prescribed time for loading at that
siding, demurrages, under loading, over loading as per extant
rules/guidelines/provisions of FSA’s.
246 Ability to record demurrage details –accountal, time & charges
247 Ability to record penal quantity & charges – overloading, under-loading
etc.
248 Ability to record siding stock, heap on real time basis.
249 Ability to schedule dispatch at designated dispatch points through In-
house washeries, Road Mode for dispatch through private washeries, ,
dedicated Merry Go Round Systems, Own Wagons, belt, rope etc.
250 Ability to generate Delivery Note, Invoices on the basis of the weigh
records as per entitlement and financial coverage in accordance with
provisions of FSA/MoU/extant guidelines.
251 Ability to monitor dispatch performance in respect of loading programme
and record reasons for short fall if any.
Desk Office
Sales
252 Ability to integrate with FOIS (Freight Operations Information Systems-
wherever rail programming is undertaken by the Desk Office) and perform
functions such as according consent to customers’ programme for rail
movement after due validation of entitlement and financial coverage and
processing amendments in the sanctioned programme, if required.
253 Ability to monitor the Security Deposit and Financial Coverage. of each
customer.
254 Ability to notify respective consumers regarding extension/amendment
required in Bank Guarantee(s), if any, say because of change in Coal Price
etc. by the desk office or subsidiary HQ.
255 Ability to access information required to communicate/correspond or for
Coordination meeting with Railways.
256 Ability to monitor information pertaining to allocation of coking coal for
correspondence/ coordination meeting with officials of SAIL, Other Steel
Plants and Railways.
257 Ability to extract information/ enter replies as required in customer
grievances, legal matters, RTI, Parliament Questions pertaining to matters
related to Desk Offices (Sales).
Associate Finance
258 Ability to maintain & monitor different kind of Bank Guarantees
(submitted against Security Deposit, Financial Coverage Bank Guarantee or
Commitment Guarantee), other combinations of Financial Coverage such
as IRLC, cash deposit etc. in accordance with the provisions of FSA’s, e-
Auction schemes or the extant guidelines.
Standard/ Custom/
S No Requirements
Third Party
259 Ability to view/monitor bills (regular as well as supplementary) and ensure
their timely disbursement to respective consumers. or banks (in case of
IRLC)
260 Ability to perform FSA wise and customer wise reconciliation of bills with
the payments received.
261 Ability to issue credit notes on account of grade slippage or/and stone
assessment as per relevant clauses of FSA after due approval by
competent authority on the bills raised.
262 Ability to monitor and maintain various tax related concession forms such
as C Form, Form 27 C etc.
263 Ability to monitor and maintain details regarding old outstanding dues,
disputed dues and their realisation.
264 Ability to extract information/ enter replies as required in customer
grievances, legal matters, RTI, Parliament Questions pertaining to matters
related to Desk Offices (Associate Finance).
265 Ability to prepare quotations, prepare contract and incorporate changes as
required for CMPDI offers to its customers.
266 Billing and invoicing of consultancy jobs performed by CMPDI, and closure
of contracts
Functionality Matrix (FM) for Asset Management, Plant Maintenance and Operation (E&M,
Excavation, Washery, E&T & System)
Sl. No. Requirement Description Standard/ Custom/
Third Party
Preparation of monthly performance of underground machinery (SDL,
LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) report
1. Ability to generate equipment-wise data for numbers of machines (SDL,
LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.) on roll
2. Ability to prepare maintenance log for each machine
3. Ability to generate total coal production per day by SDL, LHD, High
Capacity LHD, CM, PSLW, High Wall, Short wall etc. separately
4. Ability to generate average productivity [production in Ton Per Day
(TPD) per SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall
etc. ]
5. Ability to provide information regarding average % availability of SDL,
LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. separately
6. Ability to provide information regarding average % utilization of SDL,
LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc. separately
7. Ability to provide information regarding productivity, % availability and
% utilization as per CMPDI Norms for SDL, LHD, High Capacity LHD, CM,
PSLW, High Wall, Short wall etc.
8. Ability to provide information regarding progressive productivity, %
availability and % utilization for current year for SDL, LHD, High Capacity
LHD, CM, PSLW, High Wall, Short wall etc.
9. Ability to provide information regarding productivity, % availability and
% utilization of the equipment of same month of previous year for SDL,
LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.
10. Ability to provide information regarding progressive productivity, %
availability and % utilization of the equipment till same month of
previous year for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall,
Short wall etc.
11. Ability to provide Comparison of the productivity, % availability and %
utilization of the equipment with the benchmarked data prepared by
CMPDI for SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short
wall etc.
12. Ability to provide comparison with the productivity, % availability and %
utilization of the equipment with the similar data of previous year for
SDL, LHD, High Capacity LHD, CM, PSLW, High Wall, Short wall etc.
13. Ability to provide subsidiary wise revised norms of productivity, %
availability and % utilization from CMPDI for SDL, LHD, High Capacity
LHD, CM, PSLW, High Wall, Short wall etc.
14. Ability to provide Justification from subsidiaries on abnormal deviation
of productivity, % availability and % utilization of the equipment, if any,
189. Ability to provide the date of supply of each item at the consignee store
for which PBG is applicable.
190. Ability to provide the validity period of bank guarantee against each
supply of item at the consignee store for which PBG is applicable
indicating the purchase order reference
191. Ability to provide the mine wise issue particulars of each items from the
consignee stores indicating the date and quantity.
192. Ability to provide the date of commissioning of each item.
193. Ability to provide the failures/down time of each item during the
warranty period.
194. Ability to provide the remedial action taken by the equipment/store
supplier to rectify warranty failures.
195. Ability to provide the losses if any incurred due to failure of
equipment/stores.
196. Ability to provide the overall performance of the item during the
warranty period.
197. Ability to provide the status of clearance accorded to Purchase
Department. for release of bank guarantee.
198. Ability to provide the list of outstanding cases of PBG pending at any
point of time for performance report along with outstanding claims
199. Ability to provide the list of outstanding cases of PBG for which
clearances is not given citing reason for non-clearance and period of
extension recommended.
200. Ability to provide the validity and extension status of PBG submitted
against each order.
675. Ability to provide the date of supply of each item at the consignee store
for which PBG is applicable.
676. Ability to provide the validity period of bank guarantee against each
supply of item at the consignee store for which PBG is applicable
indicating the purchase order reference
677. Ability to provide the Location (unit/Area/department) wise issue
particulars of each items from the consignee stores indicating the date
and quantity.
678. Ability to provide the date of commissioning of each item.
679. Ability to provide the failures/down time of each item during the
warranty period.
680. Ability to provide the remedial action taken by the equipment/store
supplier to rectify warranty failures.
681. Ability to provide the losses if any incurred due to failure of
equipment/stores.
682. Ability to provide the overall performance of the item during the
warranty period.
683. Ability to provide the status of clearance accorded to MM/Purchase
Department. for release of bank guarantee.
684. Ability to provide the list of outstanding cases of PBG pending at any
point of time for performance report along with outstanding claims
685. Ability to provide the list of outstanding cases of PBG for which
clearances is not given citing reason for non-clearance and period of
extension recommended.
686. Ability to provide the validity and extension status of PBG submitted
against each order.
687. Any user defined report.
CENTRALIZED AWARD OF ANNUAL MAINTENANCE CONTRACT
688. Ability to provide the list the Annual maintenance contract awarded,
indicating the item covered, period of contract and value of contract.
689. Ability to provide the commencement date of each maintenance
contract.
690. Ability to provide the performance of execution of contract on
continuous basis by user concerned indicating outstanding failures,
penalties recommended, outstanding claims etc.
Requirement Planning
726. Ability to provide equipment wise/ Location (Area/unit/department)
wise and item wise annual requirement of stores and spares based on
maintenance plan/past consumption, stock and due on order.
727. Ability to provide item wise stocks and net quantity of spares required to
be procured.
Procurement Status
728. Ability to provide Location (unit/Area/department) wise/ item wise
indent status of stores and spare items indented.
729. Ability to provide Location (unit/Area/department) wise / item wise
procurement and order status of stores and spare items indented.
730. Ability to provide item wise receipt of stores and spare part items
indented.
731. Ability to provide Location (unit/Area/department) wise/ item wise
spares and stores issued from stores.
S Standard/ Custom/
Requirements
No. Third party
of seasonal diseases
Lab Test Requisition
18 Ability to display various tests corresponding to disease
19 Ability for doctor to add/remove tests as per his/her choice
20 Ability to generate alert for tests to concern departments
Referral to Other OPD, IPD or Other Hospital by OPD/Casualty/IPD
doctor
21 Ability to provide choice to refer patient to other OPD, IPD, Other
Hospital
22 Ability to generate/initiate outside referral for competent approval in
case of employee or his/her dependents
23 Ability to display ward wise bed availability with specialty
24 Ability to initiate bed approval process by OPD doctor
25 Ability to generate alert for demand of bed to concern HOD / ward in-
charge
26 Ability to approve/reject bed demand by concern HOD in consultation
with Matron-in-charge of the ward
Medicine Distribution & Prescription Printing
27 Ability to generate alert for medicines for entitled patients
28 Ability to generate required information to identify entitled patients
29 Ability to generate list of prescribed medicine for a particular entitled
patient and corresponding stock availability of medicines
30 Ability to generate alert in case of stock out
31 Ability to generate and print prescription at pharmacy for entitled
patients and at designated places for non-entitled places
Casualty Entitled Patients
32 Ability to display list of doctor(s) on duty along with contact numbers
on display screen of Casualty/Emergency department
33 Ability to display hospital directory on PC/terminals of casualty doctor
/ paramedical staff
34 Ability to display contact details of other Civil/PSU hospitals on
PC/terminals of casualty doctor/ paramedical staff
35 Ability to display stock availability of medicines on PC/terminals of
casualty doctor/ paramedical staff
36 Ability to display bed availability in wards on display screen of
Casualty department as well as PC/terminals of casualty doctor/
paramedical staff
37 Ability to provide all relevant functions like entering doctor’s
S Standard/ Custom/
Requirements
No. Third party
comment, diagnostic test selection, medicine selection, OPD referral,
Indoor ward referral etc. to casualty doctor on duty
Casualty Non-entitled Patients
38 Ability to register non-entitled casualty patient as per laid down
norms
39 Ability to capture/map details of employee if non-entitled patient
comes with an employee
40 Ability to admit non entitled patients without deposit of requisite fee
and initiate proposal for competent approval
Casualty Medico-legal Cases
41 Ability to display list of cases that are to be treated as medico-legal
42 Ability to provide contact numbers of concern police station
43 Ability to maintain MLC register with relevant details
Nursing Desk
44 Ability to display bed status
45 Ability to provide doses chart for each patient
46 Ability to update doses completion status
47 Ability to enter/update vital parameters for each patient of the word
48 Ability to display pharmacy stock status
49 Ability for drug requisition from ward store
50 Ability to prepare duty roaster for nurses
51 Ability to enter doctor’s prescription
52 Ability to raise lab test requisition
53 Ability to consult other doctors on request
Bed Status and Allocation
54 Ability to check bed requisition alerts from OPD or casualty or from
other ward
55 Ability to display bed availability
56 Ability to provide registration of patient to ward and bed allocation
IPD Doctor’s Examination and Advice
57 Ability to display list of admitted patients
58 Ability to display ward wise availability of beds
59 Ability to display OT day wise schedule
60 Ability to display availability of stock of medicines, equipment, linen
etc.
61 Ability to display vital parameters of the patient as entered by nursing
staff
S Standard/ Custom/
Requirements
No. Third party
62 Ability to display lab test and imaging results of the patient
63 Ability to display case sheet of the patient
64 Ability to accept doctor’s recommendations through wireless TAB/
Hand -held-device
65 Ability to update case sheet by nursing staff as per doctor’s advice
66 Ability to initiate workflow of referral (other ward, OT etc.) on
doctor’s advice
Medical Consumables and Drugs Requisition
67 Ability to display stock availability in the ward
68 Ability to raise requisition by ward in-charge or authorised person
69 Ability to receive alert as soon as medicines are ready for dispatch
70 Ability to update stock in stores after acknowledgement from nursing
desk
Patient Parameters Monitoring
71 Ability to display bed wise patient’s vital parameters
72 Ability to generate alert in nursing terminal in case of any
abnormalities
73 Ability to generate alert (SMS, phone call etc.) for doctor by duty
nurse
Lab Test Requisition and Status
74 Ability to display list of lab tests corresponding to disease provisionally
diagnosed
75 Ability to raise lab test requisition from nursing desk as per doctor’s
advice
76 Ability to generate alert for pathology for lab test
77 Ability to initiate proposal for outside lab test (in case the same is not
available in the hospital) for competent approval
78 Ability to fetch lab test status
Duty Roster Nurses
79 Ability to display list of available nurses
80 Ability to display ward details
81 Ability to prepare duty roaster for nurses
82 Ability to alter duty roaster for nurses after getting competent
approval
Discharge and Referral
83 Ability to display list of admitted patients and his status as advise by
doctor
S Standard/ Custom/
Requirements
No. Third party
84 Ability to initiate discharge workflow from nursing deskOn doctor’s
advice
85 Ability to start referral workflow from nursing desk (to other ward or
OPD) on doctor’s advice
86 Ability to start outside referral workflow by doctor or authorised
person
87 Ability to generate death certificate by Doctor
Sick Certification For Employee
88 Ability to display list of medical symptoms corresponding to a disease
89 Ability to display list of vital parameters needed to be checked
corresponding to a disease
90 Ability to generate sick certificate/requisition for sick certificate for
specified number of rest days
91 Ability to reflect sick requisition in hospital/dispensary of concerned
project of the patient
Private Sick Certification
92 Ability to record necessary information in case patient comes with
private/non-company medical practitioner
93 Ability to issue fit certificate to the employee as per standing
guidelines
Fitness Certificate by Company Doctor
94 Ability to display patient history
95 Ability to issue final fit certificate by the hospital/dispensary of the
project concern for the employee
Lab Test Requisition
96 Ability to display patient’s turn on the display screen for collection of
sample
97 Ability to generate a sample number for tracing, reporting etc.
98 Ability to display prescribed lab tests for a particular patient
99 Ability to approve test result by authorised person (if required)
100 Ability to make test result confidential if required
Sampling and Bar-coding of Test Samples
101 Ability to correlate activities from bar-coding of test samples to
entering test results into the system
Acquisition of Data from DICOM equipment
102 Ability to take test result from DICOM equipment and update the test
report automatically
103 Ability to allow verification of test result by authorised person
S Standard/ Custom/
Requirements
No. Third party
Entry of Investigation Report – Bar Code Linking
104 Ability to allow entry of test result from non-DICOM equipment
105 Ability to allow approval of these results by authorised person
Issue of Test Reports to Ward/OPD Doctors/ Patients
106 Ability to deny access of test results until they are
authorised/approved by concern person from lab
107 Ability to allow access of test results by corresponding ward/OPD only
after results are approved
Lab test through Non-Company Lab
108 Ability to display list of approved outside labs
109 Ability to generate order for lab test from outside company provided
it is initiated by treating doctor and approved by competent authority
Medicine Packaging in Advance
110 Ability to display alert for medicines from OPD/IPD
111 Ability to update medicine packing status by pharmacist
Distribution of Medicine Against Patient Card/IDC
112 Ability to update medicine delivery status when either medicine is
handed over to the OPD entitled patient or medicine receipt
acknowledge alert received from ward
Imaging and Other Tests
Test Registration
113 Ability to check test requisition from OPD/Casualty/IPD
114 Ability to fix appointment date for test
115 Ability to print appointment slip with necessary instructions
Entry of Investigation Report
116 Ability to enter test result by authorised person
Issue of Report to Ward/OPD doctors/Patients
117 Ability to generate and print test report
Purchase of Medicines and Consumables from Imprest
118 Ability to prepare indent for medicines and consumables
119 Ability to display status of indent for local purchase
Bulk Local Purchase of Medicine
120 Ability to display list of medicines and consumables with stock and
consumption pattern
121 Ability to prepare indent for bulk purchase
Medical Store Inventory Management
S Standard/ Custom/
Requirements
No. Third party
122 Ability to generate inventory for ward/pharmacy/hospital or company
as whole
123 Ability to generate report for medicines going to expire after a
specified period
Annual Indent
124 Ability to generate consolidated indent
125 Ability to display stock status
126 Ability to display open purchase orders i.e inventory in procurement
pipeline
Nurses Roster Bookings
127 Ability to provide list of nurses
128 Ability to provide ward details
129 Ability to show OPD requirements (if any)
130 Ability to prepare nurses roaster and update it(if needed) by Chief
Matron or authorised person
Preparation Of OPD Schedule (including Casualty)
131 Ability to provide list of doctors and their availability status
132 Ability to prepare doctors roaster and update it(if needed) by concern
HOD or authorised person
Doctors Ward Assignment
133 Ability to prepare/update doctor’s duty roaster for wards considering
doctor’s availability and ward details by CMS or authorised person
134 Ability to prepare schedule for PME/IME
135 Ability to fix appointment for PME/IME
136 Ability to refer to different OPD, Pathology, Imaging and other test
137 Ability to generate various analysis based on PME/IME
Operation Theatre (OT) Scheduling
138 Ability to display OT requisition from OPD/IPD/Casualty
139 Ability to make schedule taking care of fixed type of operation in week
days
140 Ability to modify schedule and raising necessary alerts for emergency
operation
141 Ability to show list of non-entitled patients
142 Ability to show amount payable as patient wise, services wise and
advance paid
143 Ability to integrate medical insurance and payment gateway for non-
entitled patients
S Standard/ Custom/
Requirements
No. Third party
144 Ability to generate value of services to entitled patients for analysis
purpose
145 Ability to register the patients
145 Ability to manage Patient Referrals
147 Ability for appointment and queuing
148 Ability for Electronic Medical Record of the patients
149 Ability for Video Conferencing
150 Ability for Chat Services
151 Ability for integration with medical devices for temperature, sputum
examination, pulse measurement, BP measurement, Foetal Heart rate
monitor, ECG, Digital Stethoscope, Blood Glucose,
Peripheral Smear management, SPO2
152 Ability for tele-transmission of CT scan, Histopathology, X-rays, tele-
opthalmology
153 Ability to integrate with SMS gateway
154 Ability to manage eligibility verification
155 Manage Claims (Claims Request Submission/Receive
Response/Respond to Query)
156 Generate MIS reports
157 The system should have provision to capture Patient assessment
(Chief complaints, HOPI, Past History, Social History, Family History,
On Examination ROS, Current Medications)etc.
158 The system should have the provision to upload and view scanned
previous patient records/prescriptions supporting different file
formats like doc/pdf/image.
159 The system should have provision to view referral notes(Internal/
second opinion)
160 The system should have provision to provide advice on the
medications, Investigation required(Laboratory and Radiology), Cross-
Consults-CPOE
161 The system should have provision to capture doctor signature
162 The system should have the provision to share patient EMR during
cross-consult/Internal referral
163 The system should have provision to capture and display the
integrated medical device data
164 The system should have provision to generate prescription/Case
sheet/Report
165 The system should have provision to view radiology images
166 Ability to tag the images against the patient ID and visit no.
S Standard/ Custom/
Requirements
No. Third party
167 The system should provision to search criteria in the work list like
patient name, age, examination day, time, modality, etc
168 PACS clients (Diagnostic Workstation) should have access to a uniform
and complete patient list with all study information, independent of
the current storage location.
169 Ability to capture images from various medical imaging instruments,
including Ultrasound (US), Magnetic Resonance (MR), Positron
Emission Tomography (PET), Computed Tomography (CT), Endoscopy
(ES), Mammograms (MG), Digital Radiography (DR), Computed
Radiography (CR) Ophthalmology, Cath lab, Nuclear medicine etc.
170 The user friendly viewer software with the image manipulation tools
makes the user to do various kinds of measurements and
manipulation on the DICOM images
171 Ability to prepare reports and to support user defined templates for
quick reporting
172 Ability for MIS Reporting: PACS application should provide statistics
about the total numbers of patients, examinations, series and images.
173 Ability to calculate TAT (Min, Max, Avg etc.) for different types of
radiology areas.
174 Ability to capture treatment detail and payment made by entitled
patients for reimbursement
175 Integration with ERP system working/proposed
176 Integration with proposed Cashless card system of CIL
177 Offer should include and work with Messaging standard (HL7 – Health
Level)
178 Offer should include and work with ICD – 10 (International
Classification of Diseases)
179 Offer should include and work with Procedures standard (CPT –
Current Procedure Terminology)
180 Offer should include and work with NCD (National Drug Database)
181 Offer should include and work with PACS (Picture Archiving and
Communication System)
182 Ability to generate employee-wise report of month wise, year wise &
cumulative total expenditure in case of outside referral for employees
and their dependents
183 Ability to generate employee-wise report of month wise, year wise &
cumulative total expenditure for treatment in hospitals in Company
on account of purchase of stock out medicines & allied items for the
employee & their dependent employee wise.