Proposal ERP Implementation-Phoenix Solar-ERPNext v1.0

Proposal for
ERP Implementation (ERPNext)
at
Phoenix Solar Power Solutions Llp
Ver 1.0
INDIBA BUSINESS SOLUTIONS
September 2019
Proposal for implementation of ERPNext
CONFIDENTIALITY STATEMENT
This document contains information that is proprietary and confidential to Indiba Business Solutions,
which shall not be disclosed outside Client, transmitted or duplicated, used in whole or in part for any
purpose other than its intended purpose. Any use or disclosure in whole or in part of this information
without express written permission of Indiba Business Solutions is prohibited. Any other company and
product names mentioned are used for identification purposes only and may be trademarks of their
respective owners.
© 2017 - Indiba Business Solutions (IBSL)
Confidential Page 2 of 20
Table of Contents
Table of Contents
EXECUTIVE SUMMARY ....................................................................................................................................................... 5
1 PROPOSAL FOR ERP IMPLEMENTATION .............................................................................................................. 6
1.1 BUSINESS BACKGROUND .............................................................................................................................................. 6
1.2 PROJECT SCOPE ............................................................................................................................................................ 7
1.3 LOCATION SCOPE ......................................................................................................................................................... 7
1.4 MODULES IN SCOPE ...................................................................................................................................................... 7
1.5 IMPLEMENTATION METHODOLOGY .............................................................................................................................. 7
1.6 PROJECT TEAM ............................................................................................................................................................. 9
1.7 PROJECT MANAGEMENT APPROACH ........................................................................................................................... 10
1.8 SCHEDULE AND TIMELINES......................................................................................................................................... 13
1.9 RISK MANAGEMENT ................................................................................................................................................... 14
1.10 KEY ASSUMPTIONS ..................................................................................................................................................... 15
1.11 HARDWARE SIZING ..................................................................................................................................................... 16
2 FINANCIAL DETAILS .................................................................................................................................................. 17
3 TERMS & CONDITIONS .............................................................................................................................................. 18
Executive Summary
Indiba Business Solutions (IBSL) is pleased to present the proposal for establishing a robust ERP system
to support the operations and future growth plans of Phoenix Solar Power Solutions Llp (Hereafter
referred to as Phoenix Solar).
PHOENIX SOLAR is manufacturer of consumer packaged goods with factory operations in Indore and
HO in Pune.
We www.ibsl-it.com are an end-to-end IT Solutions Company, offers solutions including business

process re-engineering, enterprise solutions, software development, Application and Infrastructure
management and networking. IBSL provides solutions for internal enterprise automation in the form of
EAI (Enterprise Application Integration) solutions - as well as external automation – in the form of
Value Chain Management services through SCM and CRM and PLM Solutions. IBSL helps its clients
define IT project strategies, design, architect and implement the solutions.
Our services brief is as below:
IT Services Consulting Outsourcing Products
•ERP Services -Business One, Oracle- •Supply Chain Management – •SCM – Inventory and Production •HCMZONE - Enabling dynamic
NetSuite, INFOR, Microsoft-Nav, Process Assessment, SC Execution transaction Processing workforce. Complete HRMS solution
QAD (MFG/PRO), ZOHO,ERPNext SAP,INFOR (WMS)
•Manufacturing & Engineering– MES •Process Benchmarking – •Finance and Accounts – ERP •SALESZONE– Tertiary sales
(GE Plant Apps, Werum) , SAP MII Operational Excellence ,Finance Transactions , AR, AP, Statutory management
• - PLM Solutions, Engineering Effectiveness Benchmarking and filing and reporting
Changes, Reverse Engineering , Engineering Development Process
Integration of CAD/CAE/CAM Benchmarking
software
•HR & Payroll – Training,
Recruitment, Leave Administration,
•Analytics and Insights – Big data, Payroll Processing
SAP HANA, SAP Lumira, Tableau •Digital Transformation – Digital
strategy consultancy and •Design and content management –
•Technology – Custom development, Implementation Websites, offline designs
Android,ioS Development
Application Management, •Cloud Strategy and Assessment – •Knowledge Documentation –
Application Modernization, System Strategy definition and Product and Process
Integration (JAVA,VB,C#, Ruby On Transformation, Readiness documentation, Interactive
Rails, Progress, ABAP, SAP B1 Add- Assessment, Cloud Suitability of Technical Manuals, Translations
Ons) Assets
Our USP is our commitment to success.
1 Proposal for ERP Implementation
1.1 Business Background
PHOENIX SOLAR is in the business of Electrical contracts and Solar installlations.
While IBSL provides services around leading ERPs like SAP, Oracle-NetSuite, INFOR, Microsoft; we
believe it is the implementation approach and methodology & attitude of ownership that defines the
project success.
This proposal is for the implementation of ERPNext for the required functions.
1.2 Project Scope
1. Implementation of ERPNext for 3 Companies
1.3 Location Scope
 Pune operations
1.4 Modules in Scope
 Sales management
 Purchasing
 Manufacturing
 Accounting
 Project Management
 Inventory
1.5 Implementation Methodology
The key phases of the implementation are
The project management including project start pre-requirement gathering phase and during ongoing
implementation is an integral part of the project.
Phase 1: Project Preparation

During this phase the team goes through initial planning and preparation.
Phase 2: Business Blueprint

The purpose of this phase is to achieve a common understanding of how the company intends to run
ERPNext to support their business. The result is the Business Blueprint, a detailed documentation of
the results gathered during requirements workshops.
Phase 3: Realization
The purpose of this phase is to implement all the business process requirements based on the Business
Blueprint. The system configuration methodology is provided in two work packages: Baseline (major
scope); and Final configuration (remaining scope).
Phase 4: Final Preparation

The purpose of this phase is to complete the final preparation (including testing, end user Training,
system management and cutover activities) to finalize your readiness to go live. The Final Preparation
phase also serves to resolve all critical open issues. On successful completion of this phase, you are
ready to run your business in your live ERPNEXT System.
Phase 5 & 6: Go Live & Support

The purpose of this phase is to move from a project-oriented, pre-production environment to live
production operation.
1.6 Project Team
STEERING COMMITTEE
Customer Management
IBSL Relationship Manager
Customer IBSL
Project Manager Project Manager
IBSL Team
(Functional & Technical)
BUSINESS
Technical Team
Team
IBSL SUPPORT GROUPS

Quality Groups, Infrastructure
IBSL Team
Project Manager
IBSL Project Manager will be overall responsible for all the activities to be performed by IBSL. He will
also be coordinating with Client as and when required. He will be reporting to a steering committee,
which will comprise Client Management and IBSL’ Relationship manager.
The responsibilities of the Project Manager will be as follows:

 Defining and managing project scope
 Organizing project resources
 Defining roles and responsibilities
 Creating and managing the project plan
 Managing issues
 Communication
 Managing project risks
 Maintaining project repository
 Change requests evaluation and incorporation
 Status reporting to client and IBSL management
 Quality management
 Sign-off on project deliverables
Team Members
IBSL team members will consist of consultants with functional and technical background.
The responsibilities of the team members will be:

 Business process analysis
 Gap analysis
 Business process mapping
 Functional specification and technical specification preparation
 Custom development
 Unit testing, integration testing and user acceptance testing
 Conference room pilot
 Documentation
 User training
 Quality assurance
 Status reporting
Client Team
Project Manager
He will be responsible for the co-ordination of project activities. He will be the main interface between
IBSL and client users. He will also monitor project progress on a continuous basis.
Client Functional Team

This team will consist of functional users from different departments. This team will have exhaustive
knowledge of the business processes followed by client. This team will give necessary input to IBSL in
devising the business solution for client. This team will also be responsible for user acceptance testing
of the proposed solution.
Client Technical Team

This team will consist of IT department personnel. This team will acquire knowledge about system
administration and technical issues during the project. They will also carry out data Migration
(extraction, preparation and uploading into proposed system).
1.7 Project Management Approach
IBSL uses well-defined project management processes and methodologies to effectively manage
projects, address the smooth coordination of different teams. These include:
 Commitment of senior management to build the relationship
 Well-defined communication plan
 Intranet/Internet based information sharing

 Proven requirement management process
 Proven configuration management process
 Proven change management process
IBSL’ project management methodology is based on clear structuring of the project work into phases
and activities, which leads to appropriate deliveries as scheduled.
Project Planning
Defining the project strategy

This activity involves finalizing the strategy for the major issues, which will have a significant impact on
the selection of the Project Methodology for the project. Prior to defining the project strategy, the
project objectives will be studied and understood from the contract or its equivalent. The Project
Manager will refer the process assets and measurement repository information and will use it
appropriately for the current project activities.
A Project Plan will be prepared, which will contain:

 List of activities and sub-activities for each activity stream, the persons responsible and the
resource requirements for the activities
 Location of each group of activities, and the communication mechanism between the locations
 Schedule of activities for monitoring and control
 Project reporting formats and contents
Project Monitoring and Control
All project monitoring will be done against the project plan prepared initially and refined with the
progress of the project. The Project Manager will monitor the progress of the activities against the plan
and prepares periodic project status reports. This project report is intended for discussion in the
Project Status meetings.
For effective monitoring of the project progress, IBSL proposes to have the following:
Weekly Status Meetings

The IBSL project team will have weekly status meetings, where all control procedures will be analyzed
and plan for the following week will be decided. In addition, ad-hoc meetings will also be held with
concerned team members, as required.
Status Reporting
The IBSL project team will provide weekly or fortnightly status reports to the client. These reports will
be discussed during progress report meetings, action items will be drawn, and minutes will be
communicated to all parties concerned. The format and content of the reports will be decided
between the client Project Manager and IBSL Project Manager. These reports will be maintained for
continuous improvement purposes. Contents of such reports will typically include the following:
 Completed activities, and activities yet in-progress as against the project plan
 Unplanned activities
 Risks
 Cumulative project metrics
 Changes in the project
 High-level items to be configured
 Issues / Resolution
Progress Report Meetings

IBSL and client will have weekly or fortnightly meetings to monitor progress of the project. In this
meeting, actual progress against plans will be reviewed, action items will be drawn, respective owners
will be identified and adaptive action will be decided.
Issues and Responses

All issues will be communicated through memo/e-mail. An issue will be assigned priority to determine
if the issue is critical and requires immediate response or if the issue is less critical and requires quick
though not necessarily immediate response or if the issue is medium/low and has a work around. The
format of these memos and response times of issues will again be decided in consultation between the
client Project Manager and IBSL Project Manager.
Project Management Tool

IBSL extensively uses an in-house developed project management tool to automate the Quality
Management System by enforcing a process in the project and thereby increasing consistency and
quality of the product. The tool also provides comprehensive software configuration and software
metrics features.
Project Management - Best Practices

IBSL through its vast experience on various projects on varied technologies has gained lot of Best
Practices and ’lessons learnt’ on Project Management techniques. IBSL has a systematic process of
capturing all the lessons learnt and Best Practices at the end of each project into a formal repository
called Process Assets Library (PAL). PAL is an easy reference to process related information, Project
documents, lessons learnt, Best Practices, and FAQs and is accessible across the organization for
knowledge sharing. PAL also contains information such as checklists being used by the projects, causal
analysis reports and monthly status reports of projects. These are constantly updated based on
feedback from Project Management Reviews (PMR) and Process Improvement Initiatives.
Problem Reporting and Escalation

All outstanding issues are reported in the status reports. These are discussed at the periodic status
meetings. If any critical issue is not resolved, the issue is escalated to the next higher level to ensure
quick resolution.
1.8 Schedule and Timelines
Key Notes
 Total implementation timeline is 2 months
1.9 Risk Management
Following are some of the risks as perceived by IBSL, their consequences and mitigation:
RISK PERCEIVED CONSEQUENCES MITIGATION
Hardware (Server(s)) not Possible delay in the commencement of ERPNext Project commencement should happen after server
available for Start of Project installation task in the project. is in place.
Loss of availability of systems Possible delays in project tasks, possible impacts to PHOENIX SOLAR has to see that hardware/software
needed to support project project milestones and/or additional costs to environment is administered ‘as-production’ during
project to make up lost time use additional the project process, complete with extensive
resources. backups and high-availability. Implement a Change
Control procedure. Provide both development and
production hardware capability during project.
Loss of network availability Loss of the network during work hours will impact PHOENIX SOLAR has to see that network support
impacts project the fulfillment of project tasks, possible additional maintained for high availability requirement.
costs to client dependent on costs.
Client personnel required are Possible delay to project tasks. Loss of key input, Project Champion and Project Manager
made not available by continuity of project personnel. communicating this issue to Management
management Committee.
Client technical personnel Scheduled project activity may be delayed, Client personnel should have the appropriate
that are required do not have potentially impacting project milestones or budget. approvals and a clear mandate to be available as
sufficient skills to undertake required/scheduled. Additional resources will be
the work brought in to support key client personnel.
Loss of project team Possible significant impacts to project tasks, key Ongoing client initiative to augment user and
members during the project deliverables, project milestone achievement, and technical procedures, document key decisions, and
subsequently budget. Loss of key skills during aspects of the project process, and prepare in-house
critical time frames. training programs.
Project Room facilities not Work is delayed due to inadequate/proper Identification of physical space requirements
ready for start of project workspace. immediately following completion of agreements;
schedule a thirty-day advance preparation period
prior to on-site activities.
Significant changes in the Move non-critical project components into Confirm that all principals agree on project scope at
scope of the project occur subsequent phase or establish parallel time and time of project initiation.
materials engagements.
Review of project Delays in project tasks, possible additional cost to Seek a clear project charter sponsored by all
deliverables and sign-off is the projects or ultimate impact on project members of the management and project
not timely resulting in delays milestones possible suspension of IBSL’ activities committees. The charter should mandate, clear &
on-site due to inability to progress on related timely review and approval of project deliverables.
tasks.
Request for change after Exceeding the scheduled completion date and Get To-Be process validated by PHOENIX SOLAR and
requirements are frozen. budget. follow a well-defined change management
procedure thereafter.
Delay in setting up hardware, Delay in implementing the proposed system as per PHOENIX SOLAR to ensure the delivery compliance
networking infrastructure, the set dates.
and system software. with the hardware and base product (software)
vendor.
Delay in acquisition and Delay in implementing the proposed system as per Request PHOENIX SOLAR take appropriate action to
installation of required the set dates. ensure acquisition of product.
version of ERPNEXT
Applications
Problems during legacy Data migration may take longer time than Early planning on transition from existing system to
database migration. anticipated. new system and use of data transfer tools.
1.10 Key Assumptions
1. PHOENIX SOLAR will ensure that the Master data templates for Business partners, Item
Master, warehouses, Chart of Accounts, Tax master, Bank master, Employee master etc will
be filled in accurately & returned within 7 days.
2. Application and Database server will be provided by PHOENIX SOLAR
3. Any development on application other than ERPNext and portal is out of scope.
4. Data /Master Data cleaning and maintenance will be owned by PHOENIX SOLAR by business
owners.
5. Desktops, Infrastructure like internet connectivity for the team on site will be provided by
PHOENIX SOLAR
1.11 Hardware Sizing
 Server Sizing
Component Required
Processor 1x Intel® Xeon® E3 ( or equivalent)
Memory 8 GB (minimum) 16 ~ 32 GB (recommended)
Hard Disk System partition 5 GB Data partition 15 GB
 Work Stations
Component Required
Processor 1x Intel® Core® i3 ( or equivalent)
Memory 2 GB (minimum) 4 ~ 8 GB (recommended)
Hard Disk System partition 2 GB Data partition 1 GB
2 Financial Details
Pricing:
o IBSL Proposes On-premise implementation with INR 165,000 for the following
 Unlimited User licenses
 Implementation – includes Process Mapping, Data Migration, Training,
Cut over and Go-Live with One month support
Taxes extra as applicable
Payment Terms:
 30% Advance
 30% After UAT Acceptance
 40% After go-live
Bank and Other Details

 Office Address :
IBSL-ConsultAdd
402 P5 Pentagon, Cybercity, Magarpatta City,
Pune, Maharashtra 411028
India
 Goods and Service Tax Registration No.- 27ABYPN9181C1Z0
 Bank Details :
Bank Of India - Pimple Saudagar Branch, Pune, Maharashtra - 411027
A/C No.- 055820110000211
ISFC : BKID0000558
3 Terms & Conditions
Validity of Proposal
The validity of the proposal is till 15th Sept 2019
Payment
The payment shall be by means of electronic transfer (RTGS /NEFT) to the beneficiary account as per
the details provided in the Performa Invoice. All Bank charges are to be borne by the payee.
---------------------------------------------------------------------------------------------
Bank Of India - Pimple Saudagar Branch, Pune, Maharashtra - 411027
A/C No.- 055820110000211
ISFC : BKID0000558
-----------------------------------------------------------------------------------------------
Language for Communication
The official written language for communication on this assignment will be English. Further all
deliverables will be in English language. Hindi can be the language of verbal communication as
need be.
Letter of Acceptance
As the first step for the assignment, PHOENIX SOLAR will issue to IBSL a Letter of Acceptance.
This letter will refer to the proposal and confirm its acceptance.
Lead Time
IBSL will commence work on the assignment within two (2) weeks of receiving the Letter of
Acceptance from PHOENIX SOLAR . All efforts will be made by IBSL to start the assignment at an
earlier date.
Project Location
IBSL consultants will be based at both PHOENIX SOLAR ’s location in Pune and offshore location
at IBSL office Pune, India
Additional Support and Services
In case PHOENIX SOLAR requires IBSL’ services beyond those covered in this proposal, IBSL
shall undertake these under a separate proposal/agreement. Specifically such tasks shall
include work items that fall under the Change Management Procedure.
Confidentiality
All deliverables as well as information including advice, recommendation, observations and
comments transferred by IBSL to PHOENIX SOLAR will be for the sole and exclusive use of
PHOENIX SOLAR . PHOENIX SOLAR will not disclose the said-transferred items to any other
organization without the written consent of IBSL.
Indemnity
PHOENIX SOLAR will, during the period of the coverage of this proposal indemnify and hold
IBSL harmless from any loss, claim or damage unless caused by the negligence of IBSL’
personnel to any person or property arising out of the use or possession of the equipment or
location by IBSL or its personnel.
Force Majeure
Should either party be prevented from performing any of its obligations under this proposal for
reasons of any cause beyond its reasonable control, the time for performance shall be extended
until the operation or such cause has ceased, provided the party affected gives prompt notice
to the other of any such factors or inability to perform, assumes performance as soon as such
factors disappear or are circumvented. If under this clause either party is excused performance
of any obligations for a continuous period of ninety (90) days, then the other party may at any
time hereafter while such performance continues to be excused, terminate this agreement
without liability, by notice in writing to the other.
Arbitration
In the event of a dispute or difference of any nature whatsoever between IBSL and PHOENIX
SOLAR during the course of the assignment arising as a result of this proposal, the same will be
referred for arbitration to a Board of Arbitration. This Board will be constituted prior to the
commencement of the arbitration and will comprise two arbitrators and an umpire. IBSL and
PHOENIX SOLAR will each nominate an arbitrator to the Board and these arbitrators will
appoint the umpire. Arbitration will be carried out at IBSL’ office in Pune.
Termination
IBSL and PHOENIX SOLAR will have the right to terminate the agreement resulting from this
proposal by giving a thirty (30) days written notice to the other upon situations arising due to
non-compliance of the stipulations of this proposal. The termination notice will be held valid
only if it is preceded by a corresponding non-compliance notice issued at least thirty (30) days
prior to the date of the termination notice and if the non-compliance has continued up to the
date of the termination notice.
If IBSL issues the termination notice, then PHOENIX SOLAR will pay IBSL all payments due as of
the termination date stated in the notice, including those for the proportion of work completed
in the on-going stage, until termination.
If PHOENIX SOLAR issues the termination notice, then PHOENIX SOLAR will pay IBSL all
amounts due as of the termination date stated in the notice as well as the payment that would
have become due upon completion of the stage encompassing the termination date.
Work Environment
PHOENIX SOLAR is expected to provide the necessary working environment to IBSL consultants
working on this assignment, at no cost to IBSL. This includes, but is not limited to, PCs with
connectivity to the PHOENIX SOLAR -ERP server, office space and facilities like photocopying,
Internet, email, software packages (like MS Office, Visio etc.), office consumable and
communication facilities such as telephone, fax and electronic mail.
Tax & Levies
If the transaction covered by this offer is eligible to any tax or other levies, PHOENIX SOLAR
shall reimburse to IBSL their liability for payment of such tax / levy including interest and / or
any other sum, if any, payable thereof.
Working Hours
Normal working hours for IBSL consultants will be from 9:00 AM – 6:00 PM (Monday through
Friday, excluding holidays in India). However, if IBSL consultants need to work beyond normal
office hours and/or during weekends, PHOENIX SOLAR should provide all necessary
infrastructure facilities and ensure that the team from PHOENIX SOLAR is available.
Standards
IBSL shall follow its Quality Standards during the execution of this project.
Other Clauses
Any clauses other than the ones listed herein will be included only with mutual agreement
between IBSL and PHOENIX SOLAR .

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Proposal for

ERP Implementation (ERPNext)

Phoenix Solar Power Solutions Llp

INDIBA BUSINESS SOLUTIONS

We www.ibsl-it.com are an end-to-end IT Solutions Company, offers solutions including business

IT Services Consulting Outsourcing Products

Our USP is our commitment to success.

1 Proposal for ERP Implementation

1.1 Business Background

PHOENIX SOLAR is in the business of Electrical contracts and Solar installlations.

1.2 Project Scope

1. Implementation of ERPNext for 3 Companies

1.3 Location Scope

1.4 Modules in Scope

1.5 Implementation Methodology

The key phases of the implementation are

Phase 1: Project Preparation

Phase 2: Business Blueprint

Phase 4: Final Preparation

Phase 5 & 6: Go Live & Support

1.6 Project Team

IBSL SUPPORT GROUPS

The responsibilities of the Project Manager will be as follows:

The responsibilities of the team members will be:

Client Functional Team

Client Technical Team

1.7 Project Management Approach

 Intranet/Internet based information sharing

Defining the project strategy

A Project Plan will be prepared, which will contain:

Project Monitoring and Control

Weekly Status Meetings

Progress Report Meetings

Issues and Responses

Project Management Tool

Project Management - Best Practices

Problem Reporting and Escalation

1.8 Schedule and Timelines

1.9 Risk Management

1.10 Key Assumptions

1.11 Hardware Sizing

Processor 1x Intel® Xeon® E3 ( or equivalent)

Memory 8 GB (minimum) 16 ~ 32 GB (recommended)

Hard Disk System partition 5 GB Data partition 15 GB

Processor 1x Intel® Core® i3 ( or equivalent)

Memory 2 GB (minimum) 4 ~ 8 GB (recommended)

Hard Disk System partition 2 GB Data partition 1 GB

Taxes extra as applicable

Bank and Other Details

3 Terms & Conditions

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