Erp

Transcript

INTRODUCTION y Datacom Solutions Private Limited (Datacom) is the Telecom Flagship Company of the Videocon Group. Datacom plans to launch its services from Tamilnadu and expanding to other circles providing pan India GSM services by end of 2009. Datacom plans to capture the customer base to over 15 million within 3 years of starting operations. To achieve its objective of becoming the most successful new entrant into the market, the company is currently in the process of setting up the IT infrastructure to support the roll out and operations of the GSM network in order to provide quality services to its customers. y Business process, rules and scenarios- journal and ledger y IBM-Global Business Services has carried out workshops to understand the Journal process flows. The scope of this document is to understand the process flows, business rules and exception handling mechanism involved in the Journal Process. Process Map ± Process maps describe the series of activities that are carried out within the boundaries of the process description. Process Maps, in this document, are formulated based on the IDEF Process Mapping Methodology. Process Descriptions ± This section describes each of the activities depicted in the process map in further detail. The Process Description incorporates the standard operating procedure for an activity. Post high level solutioning the same shall also depict if the activity is manual / system enabled / automated. Business Scenarios and Rules ± This section captures the alternate scenarios that arise for a particular Business process. The flows for the variations have also been captured. Business Rules and policies pertaining to certain process flows are also captured at relevant sections. Exception Scenarios ± The document captures all the scenarios for exceptions to the process, where applicable. This gives a process overview and provides details under the following heads y y y y Business Process, Rules and Scenarios - PREPAID_ERP IBM-Global Business Services has carried out workshops to understand the business and process flows related to Starter Kits, Recharge Vouchers and ETOPUP which form the main components of the Prepaid Services from the ERP perspective. The scope of this is to understand the business process. The gives a process overview and provides details under the following heads y Process Map ± Process maps describe the series of activities that are carried out within the boundaries of the process description. Process Maps, in this document, are formulated based on the IDEF Process Mapping Methodology. y Process Descriptions ± This section describes each of the activities depicted in the process map in further detail. The process details incorporate the standard operating procedure for an activity. Post high level solutioning the same shall also depict if the activity is manual / system enabled / automated. y y y y y y Business Scenarios and Rules ± This section captures the alternate scenarios that arise for a particular Business process. The flows for the variations have also been captured. Business Rules and policies pertaining to certain process flows are also captured at relevant sections. Exception Scenarios ± This captures all the scenarios for exceptions to the process, where applicable. Additional Functional Requirements ± This section captures the specific system functionalities asked for, in addition to the other business requirements in the mentioned Business Processes. Other Scenarios ± Further, some of the scenarios involving the customer creation process and sales return process are captured and elaborated separately in this. Reporting Requirements ± Covered in each section separately. JOURNAL AND LEDGER PROCESS y Journaling and General Ledger accumulate financial transactions into data that can be handled by accounting and bookkeeping departments, and which is reported to the General Ledger. Process Map y The AR component has a batch Journal Extract process that extracts all the financial activities that were posted to the system (and were not reported to G/L from the last Journaling Process run), and extracts these activities, with all the relevant information that will be required for the Journaling process. Journal Analyze handles the Journal Extract file that was produced by the Journal Extract process, and for each financial transaction, it assigns logical accounts based on the qualification rules defined during the implementation phase. For each logical account, the relevant breakdown attributes are needed, and attached to the activity. The process produces the Journal Analyze file. Journal Accumulation process performs G/L accumulation of similar G/L transactions. If there are similar G/L transactions (same logical account (GL code) and same breakdown fields), the activities are summed. For the accumulated transaction, the process will map to the relevant G/L physical account (GL code). y y GL Entry y The AR component will provide flexibility for mapping financial transactions to various GL codes (defined by implementation). Even single financial activity, such as invoice or credit may be broken to the charge level and therefore will have multiple G/L transactions sent to oracle each containing different G/L physical account. GL feed is required in Oracle specific format on circle wise basis. There should be control total with of number of records and total amount should come as file header at file level and batch level and total of all the detail lines of a batch should tally with batch control total and total of all the detail lines in a file should tally with total of file header. The AR component will report every immediate financial activity that affects the account balance to the transaction log which, as part of end-of-day processing, is reported to the G/L module. When a bill cycle is confirmed, all pending transactions and all the charges that are billed, also generate transaction log entries and are reported to G/L at the end-of-day. The financial activities that are part of G/L reporting are: Invoice Payment Backout Fund transfer from Fund transfer to Credit (all levels ± account, invoice and charge) Credit Reversal Refund Refund Reversal Deposit Creation Deposit Release Deposit Cancel Dishonored Check Dispute Creation Dispute Cancel Dispute Justify Dispute Reject Write Off Write Off Reversal y y y y y y y y y y y y y y y y y y y y y y y AR component provides flexibility to run G/L process on required basis for more than once in a day. It provides an extract that has accumulated financial data at G/L code level to Oracle. GL information is provided in csv format on circle wise basis. y Categorization of Customers in terms of Journalizing y y System will support Customer base can be categorized in journaling based on account categories by defining break down rules at account category level. Different G/L codes for revenue/owning can be defined and financial transactions can be mapped to these codes based on qualification and break down rules that are configurable Revenue streams Postpaid Airtime Local- Datacom to Datacom Local- Datacom to Other GSM Local- Datacom to WLL Local- Datacom to Fixed Line National- Datacom to Datacom National- Datacom to Others International- Datacom Postpaid VCC (Virtual calling cards) CUG (Closed user Group) Toll free numbers PCO Airtime Discounts (waivers) Billing Adjustments Bill Plan rentals Topping Rentals, e.g. F&F, M to M, Night speak, happy hours Network Promise Bonus Rental Waivers Rentals billing adjustments Roaming rentals- Intl - Postpaid Roaming rentals- Intl waivers Rentals Roaming Rentals Roaming Tap in & National Roaming- Tap in Datacom to Datacom Tap Out National Roaming- Tap in Other Operators International Roaming- Tap in Other OperatorsPostpaid National Roaming- Tap in Dual IMSI International Roaming- Tap in Dual IMSI Billing adjustments to Subscribers National Roaming- Tap out - Datacom to Datacom National Roaming- Tap out - Datacom to non Datacom International Roaming- Tap out Roaming SMS Postpaid Roaming Surcharge - Tap in Mark up International - Direct Roaming Surcharge - Tap in Mark-up International - DUAL IMSI Roaming Surcharge - Roaming Surcharge Billing Adjustments Roaming Call Forward (RCF) INCOMING International Roaming Call Forward (RCF) INCOMING - IBR (Domestic) Local National International Waivers Billing adjustments SMS Rentals (subscription based services) P to A Bulk SMS VMS usage/ billing Adjustments/ Fixed charges CLI charges/ Billing adjustments/ CLI Restriction rentals Rentals/ Usage/ discounts & waivers MMS usage/ billing Adjustments/ Fixed charges tones/ Download/ Subscription/ Usage Rentals Usage VAS Revenue-Contract Itemized Billing Roaming Surcharge Roaming Forward call VAS SMS Contract Enhanced SMS VMS CLI GPRS MMS Ring Back Hello tunes Black Berry Other VAS Revenue VAS Revenue-Contract Call Forward VAS Revenue- Contract others SMS Terminating Revenue Local/ National/ International Interconnect Revenue Postpaid Revenue Local- GSM to Datacom Local- Fixed Line to Datacom National- Datacom NLDO to Datacom National- NLDO to Datacom International- ILDO to Datacom International- SMS Terminating Revenue Activation Revenue Activation Revenue- Postpaid Activation Revenue- Billing adjustments Bill plan charges/ Premium numbers/ Late payment charges/ Bounced cheque charges/ SIM replacement / Reactivation/ WAP Charges,/ Loyalty Points(if applicable) etc. Other Charges y System Enabled. We may define different charge codes for different services. Set of/each charge code(s) can be mapped to a different GL code for journaling. Asset Receivables Subscribers Subscribers Control account ± Billed Subscribers Control account ± Unbilled Prepaid Negative Balance Receivable A/c Collection Subscriber Control A/c - Cash collection Subscriber Control A/c-Cheque collection Subscriber Control A/c-Credit Card collection Subscriber Control A/c-ECS / SI / Net- banking Subscriber Control A/c-Security Deposit adjustments etc Subscriber Control A/c-Intercircle collections Subscriber Control A/c-eRecharge Collections Subscribers Control account-Collection through Barter/Setoff Unidentified Receipts-Postpaid Sale Unapplied Receipts ± Postpaid Unapplied Receipts ± Others Unapplied Receipts ± On Account Unidentified Receipts Unapplied Receipts y y System Enabled. Break down fields can be defined to map payments to GL accounts based on instrument type and payment source. All unidentified payments are posted to Exceptional Control Account. Liabilities Security Deposits Security Deposit Subscribers ± Local Security Deposit Subscribers ± STD Security Deposit Subscribers - ISD Security Deposit Subscribers - Membership Fees Security Deposit Subscribers-Roaming - International Security Deposit Subscribers - Corporate Deposit Security Deposit Subscribers - PCO Security Deposit Subscribers - ILD Advance Revenue - Mobile Postpaid Post Paid Advance Revenue-Bill Plan Rental Post Paid Advance Revenue-Upfront Fee Post Paid Advance Revenue-VAS Rental Post Paid Advance Revenue - Roaming Rental Service tax payable Service Tax payable Account-Billing Service Tax payable Account-Recharge Coupons Service Tax payable Account-Roaming Service Tax on Inroamers Service Tax On payable Account-UC Service Tax reversed on Bad Debts Written off Service Tax Payable - Exempt Services_8% Surcharge (field can be blank if Surcharge not applicable) Surcharge-Billing Surcharge -Recharge Coupons Surcharge ±Roaming Surcharge- In Inroamers Surcharge ±IUC Surcharge on Bad Debts Written off Surcharge - Exempt Services_8% Education Cess Education Cess-Billing Education Cess-Recharge Coupons Education Cess-Roaming Education Cess- In Inroamers Education Cess ±IUC Education Cess on Bad Debts Written off Education Cess - Exempt Services_8% Higher Education Cess Higher Education Cess-Billing Higher Education Cess-Recharge Coupons Higher Education Cess-Roaming Higher Education Cess- In Inroamers Higher Education Cess ±IUC Higher Education Cess on Bad Debts Written off Higher Education Cess - Exempt Services_8% Local Taxes (field can be blank if local tax not applicable) Local Tax-Billing Local Tax -Recharge Coupons Local Tax ±Roaming Local Tax - In Inroamers Local Tax ±IUC Local Tax on Bad Debts Written off Local Tax - Exempt Services_8% Sales Taxes (field can be blank if Sales tax not applicable) Sales Tax-Billing Sales Tax -Recharge Coupons Sales Tax -Roaming Sales Tax - In Inroamers Sales Tax ±IUC Sales Tax on Bad Debts Written off Sales Tax - Exempt Services_8% y System Enabled. Break down rules can be configured to map different security deposits, rentals and tax to different GL codes. Audit Trail for G/L transactions y y The AR component maintains detailed GL information. This provides audit trail for G/L posting down to the transaction level. Subscriber wise details (mentioning the bill cycle too) will be required for each GL feed as a document support for entries in ERP through GL feed. These details are available in data base and using Extract Tool, data can be extracted by account in excel readable format. Unbilled revenue report y y y The Earned Unbilled Revenue reports are produced on a monthly basis. The data is summed and mapped into physical accounts according to General Ledger rules. The following flow depicts the report production: Figure 0-1: Figure Report Production Flow y y y Unbilled OC data relevant to the current calendar month is extracted from Amdocs Invoicing and Unbilled UC is extracted from Rater. The files are sent to Amdocs Accounts Receivable. The GL processes are activated with the Rater and Invoicing input files. The GL groups and maps the data into the GL table according to the GL rules defined in the implementation stage. An extract process extracts the unbilled information at the end of the month in CSV format. y While calculating unbilled usage, recurring charges and one time charges, all discounts allowances & loyalty points, whether on real time basis (callable) or on billing basis, should have been factored. Objective is to book the net revenue accruing to the company. The unbilled usage charges considered for Journaling are including event discounts. Billed Unearned Revenue y The A/R component will report as part of end-of-month reporting, deferred revenue transactions for billed recurring charges (including discounts) and credits (adjustments) that their coverage period end date is in the future. Therefore portion of these transactions are considered billed but not earned. Ex: The charge and credit transactions in the system. Coverage Amount Start Date 300 -30 16/04/2008 16/04/2008 Coverage End Revenue Date Code 15/05/2008 15/05/2008 RC RC Charge Type DBT CRD y y The journalized data would be like below where journal calendar month end is 30/04/2008: Debit Amount 30 15 Coverage Date 16/04/2008 30/04/2008 Start Coverage Date 15/05/2008 15/05/2008 End Logical Account Total Transaction Billed Unearned Revenue Credit .ID Amount 1 2 300 150 REPORTS y Ageing report is required for Debtors. All subscribers with any outstanding amount will be considered as debtor. Format of the report will be as follows: Security 0-30 deposit B1 amount Acct1 Acct2 30-60 B2 60-90 90120 B3 B4 240-270 B9 >270 B10 Acctn Sum Xxx Yyy Zzz y y y Buckets should be configurable. Total Security Deposit amount against each customer account along with breakup i.e. ISD Security Deposit, Intl. Roaming security deposit etc.. Above report should also include Secured debtors & unsecured debtors. All the Interfacing GL fees is required in readable excel report format on periodic basis, available before the end of the month also Subscriber related general information and security deposits details like date and month of deposits etc is also required. ADDITIONAL FUNCTIONAL REQUIREMENTS (TO BE ANALYZED FOR FEASIBILITY) Sl. No. Feasibility Assessment Date Feasibility Comment Daily earned and unearned rental (daily 12/10/2009 prorated RC) + unbilled usage updates to Not supported in product external GL User should be able to extract the report for 20/10/2009 The product supports journalizing unbilled transactions, during the month also, st unbilled transactions at end of month starting from 1 calendar day to date of only. extraction or date mentioned for reports and on adhoc basis Unapplied Receipts 20/10/2009 Not supported in product Requirement 1 2 3 STARTUP KIT PROCESS y The ³Startup Kit process´ will include processes related to startup kit component procurement, kitting, distribution, payment, receipts and return processes. This section covers the processes under all such scenarios. The Startup Kit process can be broadly divided into three high level processes 1. Procurement, Receipt and Payment 2. Pairing and Kitting 3. Distribution and Activation. A high level process flow diagram is shown below: y y Startup Kit components procurement & payment process y The procurement of the components for startup kit is explained in the following flow diagram. Process Step Description Demand planning Input: Market research/ Sales history Process: for SIM packs - The Marketing team will create monthly projections for prepaid services (starter packs and re-charge vouchers) and send it to SCM. Output: Demand Plan Create Purchase Requisitions for Starter Kit Components based on projected demand Inputs: Demand for SIM packs from the Marketing and SIM series information from Technical Team Process: - Based on demand, Marketing will create a purchase requisition for SIM components. - Purchase requisition to be created on the SIMs for the desired quantity and for the respective circles. Each circle to have a separate purchase requisition. - One purchase requisition for for each circle. - Purchase requisition approval process (if required). Output: Approved Purchase Requisition Create Purchase Orders based on Purchase Agreements with Vendor Input: Approved Purchase Requisition Process: - SCM reviews approved purchase requisitions. - SCM will create a purchase order for the approved purchase requisition against purchase agreement with vendor - Purchase order approval process (if required). - Purchase order communicated to the vendor along with SIM series information Output: Approved Purchase Order Create GRN for the components received at the Warehouse (Kitting facility) Input: Approved Purchase Order & Physical Material Receipt Process: - Marketing does an inspection at the vendor location on the components before the shipment to Datacom warehouse. - Vendor SIM file with SIM details such as (PIN Nos., PUK Nos., etc) is sent by vendor in advance - SCM/ CSD loads the Vendor SIM file into the Subscriber Resource Management (SRM) system - Once material is received at Datacom, the Goods Receipt Note (GRN) will be created on physical verification of quantity received. Output: GRN and physical copy of vendor invoice Vendor Invoice Input: GRN and vendor invoice in original duly authorized and payment Process: - Original vendor invoice is dispatched by SCM (warehouse) to processing central vendor helpdesk (SCM) along with the relevant documents to get it verified from concerned departments and onwards submission to Finance for processing. - Finance creates invoice in the system. - The invoice is validated and approved. - Payment is processed. - Payment sent to the vendor. Output: Invoice processing and payment to vendor Demand Generation for Pre-Paid Starter Kits Sub-Processes Data collection analysis Demand generation Requirements & - The Marketing team will collect data for sales history along with market research reports, if any. - Data on the past and expected promotion schemes is gathered. - Based on the above information, demand generation is done. - The demand plans are presented in the form of monthly projections distributor/ zone wise/circle wise. - The monthly projection is communicated to the SCM department for material planning. Purchase requisitions for starter kit components Sub-Processes Purchase Requisition Creation Requirements - Based on the monthly projection, the Marketing department creates requisitions. The requisition can be monthly for each circle and will be created by a pre-defined date. - Business user will specify the item code (SIM, etc.) in the requisition. - Business user can create requisitions from pre-defined requisition templates. - Business user will attach the SIM series (from Technical team) information to be sent to the SIM vendor along with the requisition. - Other requirements: o Business user can query on the existing requisitions. o Business user can cancel existing requisitions. o Business user can change the existing requisitions in incomplete state. o Business user can query on the existing stock status information. o Business user can access the existing pre-negotiated prices from the purchase agreements from the existing catalogue. o Business user can create a new requisition by copying an existing requisition. o Buyer can see the existing list of open requisitions. o Business user can create requisitions against valid account codes only. o Business user can create requisitions against multiple account codes. o Auto-generation of requisitions can be possible if Min-Max planning process is adopted. o Ability to prevent users entering invalid account codes (Circle code, department/division, account, etc). Account alias functionality is Purchase Requisition Approval Purchase Requisition Cancellation Reporting required make selection of account codes easier and more user-friendly. - The requisition will be approved based on given delegation of authority (if applicable). - Approvers will get notifications with details for taking actions. - Approver should have visibility of total budget, approved requisitions till date and unconsumed budget. - An approver can forward the requisition to another person by adding the approver name. - The approval hierarchy will based on authorization limits by amount, item category, charge account and location. - Users can impose budgetary controls to stop users creating Requisition if allocated budget is already consumed. It can be at GL account level or based on predefined budget parameters. A message should popup to user if it is over budget and user should not able to save the transaction. - Business users can cancel the open purchase requisition completely or partially. - Only authorized users can cancel a requisition. - A Report should available for buyer with all the open requisition along with a list of potential vendors who provides the requested items, these vendors history, details of all the contract made with them, Pending releases, purchase documents currently released to them with received, un-received, in-transit quantity details, Vendors past performance analysis etc - List of open requisitions with details for starter kit components/ recharge vouchers. - List of requisitions based on different criteria like items, dates, status (approved, cancelled, open, close), etc. - Requisition summary - Requisition details - Requisition analysis - Requisition approval DOA - Requisition reconciliation Purchase order for starter kit components Sub-Processes Purchase Agreement Creation Requirements - Request for Quotation (RFQs): o SCM will create RFQs on multiple suppliers. o SCM user will enter quotation against the RFQ for each supplier. - Award of Contract: o Buyer will perform a quote analysis. o The best quote will be selected and a blanket purchase order agreement (rate contract) will be created. o The approval hierarchy for agreement approval will based on authorization limits by amount, item category, charge account and location. - Blanket Agreement features: o Validity dates and agreement amount will be entered in the blanket agreement. o Buyer will be notified before a specified number of days before agreement expiry date to enable re-negotiation of agreement extension. o One blanket agreement can be used for multiple circles (global) and different agreements for each circle are not required. o Buyer will be able to modify a purchase agreement on price, validity, etc. o Vendor will get email/ SMS on approval of a purchase agreement. o Existing contracts can be queried on based on criteria like Supplier, Item, Status, etc. - Supplier should have visibility of contract through portal and should have ability to acknowledge the contract. - Amendment in rate contracts for various reasons like price revision, validity revision. - Changes in schedule should be visible on real time on web portal. - On-line communication with supplier for visibility and for reducing lead time. - Ability to store contract related documents in document management system. - Ability to create, edit, print and inquire on contract text. - SCM buyer will review, based on different criteria, open requisitions created for startup kit components or re-charge vouchers for each circle. - SCM buyer can select multiple requisitions and convert it into a single purchase order. - SCM buyer will provide reference to a specific purchase agreement against which purchase order needs to be created. - SCM buyer will include note to supplier, if required. - SCM buyer can add multiple items (multiple lines) in a single Creation of purchase order from purchase requisition Purchase order approval Purchase order modification/ cancellation purchase order. - Purchase order lines can be charged to multiple charge account codes. - Standard terms and conditions, SLAs and note to vendor can be added as an attachment to a purchase order. - Once GRN is created for complete order quantity and invoice is processed, purchase order will get closed automatically. - Circle wise purchasing from HO for respective OUs with shipment to circle warehouse of that circle or Circle wise purchasing at circle with shipment to circle warehouse. Purchase document can contain one or more ship-to locations for that circle. - It can be specified on the purchase order whether the receipt will be expensed off (against pre-defined account) or delivered to inventory. - The approval hierarchy for purchase order approval will based on authorization limits by amount, item category or location. - The users in the approval hierarchy can approve or reject the purchase order. - Users falling in the approval hierarchy will be notified for taking action (approval/ rejection). - An approver can forward the purchase order to another person by adding the approver name. - Vendor will get email on approval of a purchase agreement. - Purchase order will be printed/ re-printed and sent/ fax to the vendor. - Supplier can access the purchase order through portal and have ability to acknowledge the contract. (Will be implemented as part of drop II) - Approver should receive decision support - visibility of total budget, approved requisitions till date and unconsumed budget, rate contract with vendor, vendor performance, price variation, available quantity, released purchase documents and un-received or in-transit quantity against these released purchase documents. - Authorized users can cancel the open purchase order completely or partially. - Business users can modify an open purchase order for quantity, need by- date, etc. - Purchase order re-approval process will happen in case of any modification in the purchase order. - Purchase order changes can be tracked by purchase order revisions. - Approved supplier lists will be set up. - Sourcing rules can be defined and ranks and percentage for share of business can be defined. Supplier share of business has to maintained in system and based on their share schedules has to be auto created, sent for approval(web enabled approval workflow) and release to supplier any change in schedule quantity will require a fresh approval. User should also be able to raise the manual schedules and in this case also a workflow enabled approval is required. - Ability to automatically close a Purchase Order when all items are received and the final invoice is paid. PO / PO line can be re-opened if Reporting required. - List of open purchase orders for starter kit components/ re-charge vouchers. - List of purchase orders based on different criteria like items, dates, supplier, PO type, status (approved, cancelled, open, close), PO creation date, etc. - Print out of the purchase order for sending it to the vendor. GRN for starter kit components Sub-Processes GRN creation Requirements - On physical receipt of material from the vendor, the receiver (SCM) will create a GRN in the system and record the actual quantity received based on the purchase order selected. - GRN will be created against purchase order. - Each receipt can be associated with a lot number. - Suppliers can submit advance shipment notice on portal where vendor can enter shipment details prior to the actual physical shipment of material. ASN should contain all the details required to create GRN in the system and can be referred while creating GRN to avoid manual data entry. - Date wise dispatch schedule against purchase orders will be available On the portal for the supplier. - Needs ability to capture all the documents supplier requires from Datacom before shipment take place. - Once the GRN has been made ASN should not be updatable. - Inspection can be performed at the vendor site before physical dispatch of the shipment. In case of any issues, it should be fixed before the shipment is physically dispatched. - Receiver (SCM) will inspect the received goods for quantity or other visible issues and Approve/ Reject before delivering the goods into inventory. - Receiver (SCM) will capture the reasons in case of Rejections. - Once the above steps are completed, the goods will be delivered to inventory and be available for use. - SCM will deliver the material in the relevant sub-inventory in the warehouse for stocking the material. - List of GRNs/ material delivered to inventory based on different criteria like items, dates, suppliers, etc. - List of receipts based on the inspection result. - Stock details report. Inspection Deliver to inventory Reporting - Inventory ageing report - Obsolete inventory report - Written off inventory report - Stock register report. Vendor invoice generation and payment Sub-Processes Invoice creation Requirements - Finance users will create vendor invoice against a purchase order on receipt of the original invoice. Invoice validation, - Finance users will match the vendor invoice against a purchase order approval, cancellation, or a GRN (full or partial quantity). matching - Invoice validation and approval process will be completed. - Based on the approved invoice and payment terms, the Finance team Payment will release payment. - Payment batch can be created by clubbing multiple invoices into a single payment. - List invoices in the system along with their status. Reporting - Payment report based on suppliers, dates, etc. 2.2 Startup Pack Pairing and Kitting process y The pairing and kitting of the components into startup kit is explained in the following flow diagram. Process Step Mobile Series Description Number Input: Mobile Number Series received from the regulatory Process: - The Marketing Department will receive the number series from the Generation regulatory body. - It will segregate the number series in buckets based on the bucketing policy (premium number series, corporate series, etc.). Output: Bucket wise number series along with the series available for prepaid in the retail market. Pairing of SIM Input: numbers and - SIM number series received from the vendor SIM file - Since there will be more than one file from the vendor, there should be a Mobile numbers check list to verify all the file received and technical team should be able to confirm the accuracy of file and its contents in same checklist. - Pre-paid mobile number series for retail Process: - SCM will receive the vendor SIM file in advance before the physical receipt of the SIM shipment. - Initially, CSD will do the pairing for all the available SIM series and Mobile number but later paring activity will be done on request basis to manage the inventory level against distributor orders. System generated notification with order no, number of starter kit to be paired, type of starter kit (lifetime, standard etc) will be sent to corporate CSD or a predefined mail distribution list. - The pairing information will be sent to the SCM circle warehouse team to be used in the kitting process. Output: SIM series and Mobile series pairing Kitting of Starter Input: - SIM series and Mobile series pairing Packets - Starter pack components at the kitting warehouse Process: - SCM will arrange to move the starter pack components to the kitting area in the warehouse outsourced to a kitting vendor. - SCM will receive the SIM & Mobile number pairing information from CSD. - Kitting of starter packets performed by outsourced vendor. - Sample inspection by SCM/ Marketing on the completed starter packets. - Starter packets handed over to Datacom SCM personnel for storage into inventory. Output: Starter Packets with all the components and pairing information Mobile Number Series Generation Sub-Processes Requirements Receipt of Mobile Number series Upload of the series Number bucketing - The Number series owner from the Marketing team will receive the Mobile Number series from the Regulatory authority. - The Number series owner will be responsible for uploading the series into the Subscriber Resource Management (SRM) system. - Based on the policy framed by the Marketing department, the SRM system will allocate the available mobile number series in buckets viz. premium series, corporate series, retail series, etc. - CSD will have access to the retail series for pre-paid in the system. Pairing of SIM series and Mobile series Sub-Processes Requirements Receipt of SIM file from vendor Upload of SIM series Pairing Release of pairing information - CSD will do the pairing of the SIM series and the mobile number series. - The pairing information will be sent to the SCM circle warehouse team to be used in the kitting process. The pairing information is also sent to the Technical team for loading into IN and HLR. - SCM will receive the vendor SIM file in advance before the physical receipt of the SIM shipment. - The SIM series will be uploaded in the SRM by SCM. Kitting process Sub-Processes Requirements Receipt of kitting components in kitting area Pairing information to the kitting team Kitting process - Based on the components received and the pairing information by the kitting vendor, kitting will be done in the kitting area of the circle warehouse. - SCM/ Marketing will do a random sample inspection from time to time on the completed kits. - Any defects will be recorded & reported to the kitting vendor by the inspector. - Kitting vendor to review the complete lot and take corrective actions. Deliver to inventory - SCM/ Marketing will do a random sample inspection from time to time on the completed kits. - Any defects will be recorded & reported to the kitting vendor by the inspector. - Kitting vendor to review the complete lot and take corrective actions. - Starter packets handed over to Datacom SCM. - SCM delivers the completed starter packets into inventory. - Accounting for valuation of inventory will be on FIFO value basis. - Tracker for reconciliation between the number of components issued versus the number of kits produced. - SCM will receive the SIM & Mobile number pairing information from CSD. - The components required for starter packets will be made available to the kitting vendor in the kitting area by the SCM department. Inspection Deliver to inventory Reporting 2.3 Startup Pack distribution The process for order management, distribution and activation of the startup kits is given below: . Process Step Distributor ordering process Description Input: Sales information Process: This process will cover all the transactions and information exchange to get a sales order from a distributor. The sales order will be accompanied by a pre-payment in the form of demand draft/ RTGS/ EFT. Output: Sales Order and Payment Realization Order processing Input: Sales Order & Distribution of Process: Once the Sales Order is booked into the system, SCM will arrange for distribution to the distributor. Starter Packs Output: Shipment confirmation to the distributor 2.3.1 Starter Pack Distributor Ordering Process Sub-Processes Requirements Receipt of Sales Order & Payment - All sales orders will be placed by the distributor on its letter head or email along with payment details. These details will be received by the Sales department. - Sales team ensures the details to be put in a pre-defined template and forwards it to Sales coordinator along with payment details. - Sales coordinator will check for stock availability. - Sales coordinator will create Sales order in the system using bulk upload from MS Excel. - Sales coordinator will forward the payment details to Finance along with payment instrument in case of a demand draft. - Finance takes necessary steps towards payment realization. - If the order is a new distributor, Finance verifies relevant documents before allotting a unique customer number to the party. - Any shortage in the required documents will be coordinated with the distributor with the help of Sales. - Any discrepancy in the above, order is declined and Finance conveys the message to the Sales admin who communicates to the distributor. - Invoice will get generated once Finance has confirmed the payment realization from the distributor and after getting the confirmation from Bank/ MIS. - There will be a restriction in generating an invoice for distributors having negative or less balance. - Each sales order will have a unique number in a circle. Reporting - Invoice print/ re-print & Gate pass report - Sales order report with status - Distributor detail listing reporting Payment processing and Order confirmation Order Processing The ordering process is explained in the subsequent diagram. Order Processing & Distribution of Starter Packs Sub-Processes Requirements Order processing - SCM receives the information on payment confirmation mail from Finance. An email would go to SCM for shipment of goods and a SMS will go to pre-defined mobile number/s in sales or other department. - Stock issuance and valuation will be carried out on a FIFO basis - In case of Stock out scenario, Sales to confirm on the shipment priority on the existing open sales orders. - SCM prepares for packaging the kits available in the circle inventory. Distribution - Package is picked by the logistics team (part of SCM). - Stock gets depleted from the inventory. At this point of time a SMS will go to Predefined mobile number/s in sales or other department with status of shipment confirmation. Reporting - Invoice is generated by finance (previous step) and a print out of the invoice is attached along with the package. - The logistics team co-ordinates with the third party shipper for package shipment. - Invoice copy print/ re-print - Sale register/ Invoice details report - Stock transfer report 3 RECHARGE VOUCHER PROCESS y The recharge voucher process will broadly involve procurement of printed recharge voucher, payments, distribution, receipts, activation and returns. This section covers the processes under all such scenarios. A high level process flow is given below: y Requisition, Procurement, Receipt & Payment for Re-charge vouchers processes y The re-charge voucher procurement (printing job) is explained in the following flow diagram. Process Step Description Demand planning - The Marketing team will collect data for sales history along with market for Recharge research reports, if any. vouchers - Data on the past and expected promotion schemes is gathered. - Based on the above information, demand generation is done. - The demand plans are presented in the form of monthly projections distributor/ zone wise/circlewise. - The monthly projection is communicated to the SCM department for material planning. Voucher Series Inputs: Demand details from SCM department Process: Voucher series is generated by the technical team based on the Generation inputs received from the SCM department. Output: File containing encrypted voucher series Create Purchase Requisitions for Re-charge vouchers based on - Based on the monthly projection, the Marketing department creates requisitions. The requisition can be monthly for each circle and will be created by a pre-defined date. - Business user will specify the item code (SIM, etc.) in the requisition. - Business user can create requisitions from pre-defined requisition projected demand templates. - Business user will attach the SIM series (from Technical team) information to be sent to the SIM vendor along with the requisition. - Other requirements: o Business user can query on the existing requisitions. o Business user can cancel existing requisitions. o Business user can change the existing requisitions in incomplete state. o Business user can query on the existing stock status information. o Business user can access the existing pre-negotiated prices from the purchase agreements from the existing catalogue. o Business user can create a new requisition by copying an existing requisition. o Buyer can see the existing list of open requisitions. o Business user can create requisitions against valid account codes only. o Business user can create requisitions against multiple account codes. o Auto-generation of requisitions can be possible if Min-Max planning process is adopted. o Ability to prevent users entering invalid account codes (Circle code, department/division, account, etc). Account alias functionality is required make selection of account codes easier and more user-friendly. Create Purchase - Request for Quotation (RFQs): Orders o SCM will create RFQs on multiple suppliers. based on Blanket o SCM user will enter quotation against the RFQ for each supplier. - Award of Contract: Rate Agreements o Buyer will perform a quote analysis. o The best quote will be selected and a blanket purchase order agreement (rate contract) will be created. o The approval hierarchy for agreement approval will based on authorization limits by amount, item category, charge account and location. Create GRN for On physical receipt of material from the vendor, the receiver (SCM) will the create a GRN in the system and record the actual quantity received based components on the purchase order selected. received at the Warehouse - GRN will be created against purchase order. - Each receipt can be associated with a lot number. - Suppliers can submit advance shipment notice on portal where vendor can enter shipment details prior to the actual physical shipment of material. ASN should contain all the details required to create GRN in the system and can be referred while creating GRN to avoid manual data entry. (Will be implemented as part of drop II) - Date wise dispatch schedule against purchase orders will be available on the portal for the supplier. - Needs ability to capture all the documents supplier requires from Datacom before shipment take place. - Once the GRN has been made ASN should not be updatable. Invoice generation - Finance users will create vendor invoice against a purchase order on in the receipt of the original invoice. system and payment processing to the vendors Re-Charge Voucher Series Generation Sub-Processes Requirements receipt for the Re-charge vouchers Re-charge voucher series generation Communication of the voucher series and uploading of the file Reporting Requirements - The Technical department will receive the requirements for series generation from the SCM department based on the monthly requisition demand created by the Marketing department. - Based on the above requirements, the Technical department would generate re-charge voucher series in the voucher generation system. - The file to be sent to the printer will be encrypted and password protected. - One of the files which is password protected and encrypted will be sent by the Technical team to the SCM team (for sending it to the printing vendor) - The series in the second file will be uploaded in the IN system in inactive status. - Re-charge voucher series Re-charge Vouchers ordering, distribution & activation processes Re-charge Voucher Activation Process Sub-Processes Requirements Intimation by distributor on physical receipt of material - Once the Re-charge voucher shipment reaches the distributor, he sends information to the zonal coordinator on the same through SMS/e-mail - Once the validation is done by the zonal co-ordinator, the Technical team (IN) is intimated on the Re-charge voucher series to be activated through e-mail/FAX. In exceptional cases it can be done through SMS/Phone but e-mail or FAX confirmation will be required the next day for future reference purpose. This process will be followed till the automation of the recharge voucher activation happens through the DMS system. Activation process - On getting the intimation on shipment received at the distributor end, the Technical team activates the received Re-charge voucher series in the IN system. The series will already be present in the IN system in inactive state. - List of re-charge vouchers activated Reporting 4 OTHER RETURNS) y PROCESS (CUSTOMER CREATION, SALES The following sections explain the customer creation & sales return processes. 4.1 Customer Creation/Update Process y The customer creation/ maintenance process is explained in the following flow diagram. SubProcesses New distributor identified/ change in existing distributor information Requirements - On identification of a new distributor, the Sales team gets all required documents from the distributor. - The documents reach the Sales administrator who fills a pre-defined customer creation/ modification template. - The filled template for creation/ change of distributor information is sent to the Finance team along with other documents and security deposit, if applicable - On receipt of the information in a pre-defined template and other documents, the Finance verifies the received documents. - If the request is for new customer and if the documentation is in order, Create/ Change distributor information Finance approves the customer creation request. For any change in information, only the required documents are verified and the request is approved- In case of any discrepancies, Finance reverts to the Sales admin with the relevant notes and reasons for rejection. - In case of a new customer, o Customer classification is assigned (Pre-paid/ PCO/ etc.) o The customer number will be a numeric automatic generated running number. o In case of a pre-existing customer with the same name, the new customer name will be suffixed with some other relevant word or a star (*). The customer number will be a unique identifier for each customer. - A report listing all existing customers with other relevant information. Reporting 4.2 Sales Return Process (for Starter kit & Re-charge voucher) y The sales return process is explained in the following flow diagram. Sub- Requirements Processes Identification and intimation of issue - Any issue at the retailer or customer end will flow to the distributor or retailer helpdesk (Sales/CSD/Technical team needs to define policy) - Scope of BRD is limited to Oracle ERP related requirements only. Therefore only the process of return from distributor is detailed out here and sale made to retailer/customer or any sales return from retailer/customer are not included in this document - For return from distributor, the distributor informs the zonal Sales coordinator and arranges for physical return of the defective item. - The zonal Sales coordinator fills the information received in a predefined template and sends it to: o CSD in case of SIM de-activation o IN team in case of Re-charge voucher de-activation - On receipt of the request, the CSD/ IN team will do de-activate the SIM/RC. Inspection of material received at warehouse - Inspection will be done by SCM/ Marketing on the count and value of the RC on the physical material received. - Based on the inspection observations, decision will be taken either to: o Scrap the material o Return to vendor Issue of replacement against return - Replacement will be issued once concerned departments (CSD SIM/IN-RCV & RA) confirm non-usability of SIM/ Re-charge voucher. - On receipt of confirmation, replacement from the existing stock will be issued: o Replacement of SIM will be against a zero value invoice. o Replacement of Re-charge voucher will be a sales return along with a credit note. - Sales Returns report De-activation process Reporting