FLYON GROUP

24th December 2013

PROPOSAL FOR THE INTEGRATED INFORMATION SYSTEM
REALSOFT ERP SOFTWARE SOLUTION

No: 9092013-INKE160(Revised-2)

Tel: + (91-484) 2624991

Email: sales@realsoft.in
Visit us: www.realsoft.in
 TABLE OF CONTENTS

A. Executive Summary ------------------------------------------------------------------------------------3

B. Background ------------------------------------------------------------------------------------------------4
B.1. FLYON GROUP . ---------------------------------------------------------------------------------4
B.2. Business Challenges---------------------------------------------------------------------------4
B.3. Business Process ------------------------------------------------------------------------------ 5
C. Methodology -----------------------------------------------------------------------------------------------6
C.1. Implementation Methodology and Tools -----------------------------------------------6
D. Scope of Work -------------------------------------------------------------------------------------------7
D.1. Solutions ------------------------------------------------------------------------------------------7
D.2. Project Scope -------------------------------------------------------------------------------------7
E. Functional Scope -----------------------------------------------------------------------------------------7
E.1. Functional Scope -------------------------------------------------------------------------------8
F. Project Management ---------------------------------------------------------------------------------- 10
F.1. Project Management Plan ------------------------------------------------------------------ 10
G. Commercials ------------------------------------------------------------------------------------------- 11
G.1. License and Maintenance fee ------------------------------------------------------------ 11
G.2. Implementation Service Terms and Conditions ------------------------------------ 11
H. Critical Success Factors------------------------------------------------------------------------------ 13
H.1. Critical Success Factors ------------------------------------------------------------------- 13
H.2. Commitments from FLYON GROUP .for the success -------------------------------- 14
EXECUTIVE SUMMARY
The RealSoft Implementation initiative at FLYON GROUP.represents a strategic program which is
critical to the successful delivery of the RealSoft solution. Coral Solutions (CORAL) is committed to
working with FLYON GROUP.to deliver a successful RealSoft Implementation; we believe our
partnership will be extremely strong.

This proposal is for the implementation of the first phase of RealSoft Enterprise solution and for
license of the software. The first phase of the implementation will be for the company in Thrissur .

CORAL proposes to a technology platform will enable FLYON GROUP.to reduce the total cost of
ownership in the long run and also to provide for a bridge to connect current and future systems.

The RealSoft implementation project envisages an implementation time of two months for Go
live for the Thrissur office followed by a 2 week onsite support period. Since this project involves
an investment of time of the functional users from various functional areas, the timelines proposed
are those which are achievable and yet do not disrupt regular business activities of FLYON
GROUP.. This implementation will cover the Commercial modules of Finance, Accounts, Inventory,
Purchase, Project Management, Job Costing, HR, Payroll, Time Sheet, Contracting, Tender
Management and Administrative modules, Sales.
B. BACKGROUND
B.1. FLYON GROUP.
A celebrated name in the field of electrical contracting and cable tv servies, one of the
fastest growing contractors and service providers in Kerala, with over decades of experience in the
business of electrical contracting, cable tv services and construction, FLYON GROUP. Have
completed a wide variety of projects and have a huge customer base.
With a team of efficient and dedicated engineers, supervisors and other officials, FLYON GROUP.
Leaves no stone unturned.

B.2. Business Challenges

FLYON GROUP. Has been using different softwares and manual process for their day-to-day
operations. However the Management of FLYON GROUP. Has found that the information and the
output from the existing system is not to their specific requirements and FLYON GROUP.
Approached Coral Business Solutions to address the strategic and operational challenges faced by
the organization and to take into account the information needs of the organization. Some of the
challenges faced by the company are listed below:

G.
. Strategic
Timely availability of integrated information across the company
Analytic reports – by branches, projects, lines of business, market segments and customers
Financial metrics for the entire company
Making full company automation

II) Tactical and Operational

Coral Business Solutions with their RealSoft ERP package will attempt to address these
needs in order to be able to assess the fit of the RealSoft ERP package, Coral Business Solutions
conducted a study in their Thrissur office for all accounting and commercial functions of the
enterprise. These are listed out in detail in the section scope of work in this document.

B.3BUSINESS PROCESS

Actual business process will be studied by Coral’s Implementation Engineers .They will design a
work flow and based on that implementation will be carried out.
C. METHODOLOGY

C.1. Implementation Methodology and Tools

CORAL Implementation Methodology

CORAL Methodology –for Rapid Successful Implementation
The CORAL implementation methodology is a phased, process oriented methodology, and is the
umbrella for CORAL’s toolset that streamlines implementation projects and minimizes risk. The
Methodology takes a disciplined step-by-step approach to project management, supporting project
teams’ with templates, tools, questionnaires/checklists, including technical guidebooks and
accelerators. It empowers companies to exploit the power of the accelerated features and tools
already built into Coral Solutions.
Benefits of using the methodology include:
 Faster implementations
 More reliable projects by following a structured approach
 Lower risk
 More efficient use of resources
 Reduced costs
 Effective project management based on PMI-aligned templates

CORAL Professional Services drives the success of all projects using its methodology, which
sequences the entire project lifecycle into five key and non-overlapping phases:
1. Initiate
2. Design
3. Implementation
4. Deliver
5. Support
Key Activities in the Phases as per the Methodology
PHASE 1 – INITIATE

During this phase, project goals, a high level scope and a project plan are defined and the
implementation strategy is defined and approved. At the same time, the project procedures,
standards, organization and staffing are finalized. Roles and responsibilities of the entire project
team are agreed upon and documented as are the deliverables and the appropriate sign off
authorities. The Project Charter is documented and signed off as a part of this methodology.

PHASE 2 – DESIGN

In this phase, all functional and technical key designs are documented in, the Business Solution
Design document. This phase is lead by functional and industry experts from CORAL Professional
services. A key part of this process is to conduct a series of requirements and process workshops
with all key project resources to ensure the resulting business process design is effective, efficient,
simple and complete. An important activity addressed is the data conversion strategy which
includes identification of data sources, data cleansing and conversion procedures.

PHASE 3 – IMPLEMENTATION

In the implementation phase, the RealSoft system will be configured to meet the solution design
requirements as decided in the previous phase. A pilot system will be designed which represents
the core business process settings. This is verified by the key functional team users assigned to the
project. All development such as interfaces, data conversion programs, reports, and any required
customizing is built. Legacy data conversion programs are created and tested. Test cases are
created along with a test plan, which is used to manage an extensive testing process. All systems
are tested thoroughly in this phase using test scripts covering the entire business scenario.

PHASE 4 – DELIVERY

In this phase detailed transition and cutover plans are created and executed. The production
system is installed and setup with sample and data developed during the project. An internal help
desk mechanism to address issues in Go Live will be created as a part of this phase.

PHASE 5 – SUPPORT

An easily accessible production support organization must be in place to support the end user
community, not just for the first critical days of production operations, but also for long-term support.

Finally, the completed project is closed, and support responsibility is passed to the internal help
desk organization.
D. SCOPE OF WORK
Understanding of Scope of RealSoft Professional Services
From business point of view, FLYON GROUP. Expects to implement RealSoft ERP solution in their
Thrissur office. In this proposal, the details for Phase I are highlighted. Some of the guiding
principles for working out the scope of the project are:
% Provide accurate financial and inventory reporting of data for effective monitoring
% Provide the backbone for implementing any other Coral Solutions in the future

D.1. Solutions
Overview
This section covers the indicative solution that is required by FLYON GROUP.. The solution fit to
FLYON GROUP.business requirements are discussed separately in the corresponding sections
under Project Scope, as well as our current understanding of the envisaged integration scenario
and landscape. Further project-level activities are required to refine this understanding, and planned
during the Initiate phase and Design phase.

D.2. Project Scope

The purpose of this section is to clearly state the scope of the project so that it can be understood
by FLYON GROUP.steering committee and evaluation team.
The CORAL implementation will be carried out on the RealSoft version 1.6.315 software. The
following is the scope statement serving as the foundation for the resource estimate.
Enterprise Scope
The geographical and organizational scope of the project would be as follows:
Organizational scope: FLYON GROUP.
Geographical scope: FLYON GROUP. Offices – Thrissur
E.1 FUNCTIONAL SCOPE
Identifying assumptions at the outset of the project helps to ensure that CORAL meets FLYON
GROUP.critical requirements and expectations. Accordingly, CORAL has made the following
assumptions about scope based on the information provided by FLYON GROUP.and Coral’s earlier
experiences with similar system implementations. All the assumptions will be listed in the technical
document of the project and it will be agreed and signed between the authorities in advance.

General Assumptions
1. The initial implementation will focus on meeting the most critical business needs, and
standardizing process. As such, FLYON GROUP.needs to support a culture of teamwork, in which
every desire of every user will be satisfied during the implementation.
2. FLYON GROUP.will provide administrative support to aid in the creation and maintenance of
project documentation, communications and schedules.
3. All documentation and related materials will be developed in English.
4. All deliverables will be developed for industry standard Microsoft Windows-based PCs using
appropriate Microsoft Office applications (Microsoft SQL Server 2005 and Excel). CORAL will
provide project team members the necessary hardware and software to develop these deliverables.
Microsoft SQL Server is the back-end database using for the solution and FLYON GROUP.should
provide this application with appropriate server machine. The costs associated with developing any
materials using other software or hardware will be reviewed separately with FLYON GROUP.
5. Any data cleansing or data cleanup is wholly the responsibility of FLYON GROUP..
6. FLYON GROUP. Will provide data-entry resources to load conversion data if it is mutually agreed
that this is the most efficient method

Environment and Access Assumptions

1. FLYON GROUP.will provide any unique hardware or software required for access to its CORAL
solution(s), other information systems, or FLYON GROUP.networks.
2. CORAL will be provided with full access to FLYON GROUP.facilities necessary for the project,
including all necessary identification material (badges, cards, etc). This includes full access to
buildings and systems during and after normal business hours, on weekends, and on holidays.
Limitation of CORAL access during these times may reduce Coral’s ability to maintain proposed
schedule.

Project Team Training Assumptions

1. FLYON GROUP.will provide any needed classrooms or conferencing systems for end user
training and will take responsibility for ensuring that networked computers in the classrooms
function properly.
2. The success of the project is largely dependent on FLYON GROUP.providing access to key
employees, conducting rapid technical reviews, and granting approvals of draft materials. FLYON
GROUP.and CORAL will agree on turnaround requirements during the project’s analysis phase.

Time and Cost Overrun Assumptions

CORAL has assumed two month implementation period for Go live followed by two weeks
implementation support period after the implementation.
CORAL shall charge and FLYON GROUP.shall compensate CORAL for the time and cost overrun
as per the average man day rate of this project, for the period of delay as the commercial proposal.
All delay as and when proactively identified by CORAL Project Manager or FLYON GROUP.Project
Manager will be brought to notice of the other party immediately, and the subsequent impact of the
delay in terms of cost and time overrun will be calculated and presented to the steering committee
or project sponsor whoever is available.
If the delay however, is directly and solely attributable to CORAL, CORAL shall complete all
deliverables as per the Project Plan without any extra charges to the Licensee.
All delays, as and when proactively identified by any of the Project Managers will be brought
to the notice of the other party on a regular basis.
F. PROJECT MANAGEMENT

F.1. Project Management Plan

One of the key factors in successfully delivering the FLYON GROUP.project will be establishing a
structured and disciplined project management capability. Coral’s comprehensive approach to
project management focuses on jointly defining project expectations, managing progress against
plan, completing deliverables as efficiently and effectively as possible, and achieving the expected
project results.
Project Approach
Proposed Project Timeline:
CORAL will work with FLYON GROUP.to ensure that the RealSoft solution offering is delivered in
the first phase for the Thrissur and other sites
In accordance with the project plan, the timelines for the implementation is as follows:

IMPLEMENTATION TIMELINES

Phase/ Elapsed 1-7 8-14 15-45 45-60

Days
Initiate
Design
Implement
Deliver & Support

*** Note: This implementation project will be the first phase in the Thrissur . It is envisaged that Go
live will be at the end of the 8th week period. Thereafter, two week onsite support period is assumed
in the proposal.

The proposed approach for the FLYON GROUP. Implementation project consists of the following
phases.
• Initiate – the organization, project processes, and technology components are prepared to begin
the implementation.
• Design – this phase focuses on design, gap assessment and tailored fit.
• Implementation– the primary objectives of this phase are to finalize building and testing of the
tailored design and continue knowledge transfer.
• Deliver – this phase focuses on preparing the business and systems for go-live and post support.
• Support Phase – the system is cutover into a production environment initiating the beginning of
formal support
G. COMMERCIALS
G.1. License and Maintenance fee
RealSoft license fee for their Thrissur location is offered to FLYON GROUP. On a special basis.
The license fee for the Head office is following:

Particulars Qty Fees Amount

(INR)
RealSoft License Fee for Electrical Contracting 1 1,60,000 1,60,000
Realsoft License Fee for General Contracting 1 60,000 60,000
Realsoft License Fee for Cable Network 1 1,30,000 1,30,000
Implementation Charges 1 30,000 30,000
Special Discount 30,000 30,000
(INR Three Lakh and Fifty Thousand only) Total 3,50,000
This fee includes a free 12 month warranty from the date of initial installation at the respective sites.
Maintenance fee will be optional at 20% of the prevailing list price at the time of expiry of the
warranty period. Project Customization beyond the scope of present requirements or additional
modules will be charged additional as amendment.

Payment Schedule for License and maintenance fee

For License fee, the payment terms are as follows:
Milestone Billing Percentage

Milestone Billing Amount (%)

At the time of release of the Purchase order for License fee 40%

After Training 30%

On System Live 30%

G.2. Implementation Service Terms and Conditions
Payment Terms
FLYON GROUP. needs to make payment within 7 working days from the date of submission of
invoice.
Mobilization of Implementation Team
CORAL would require a mobilization time of one weeks from the time of signing the Purchase Order
/ Professional Services Agreement to start the project.
Quality Assurance
The relevant Quality Assurance policies and procedures for this project are incorporated under
project plan and have been described under corresponding sections earlier in the proposal. CORAL
will work closely with FLYON GROUP.to ensure that such policies and procedures are followed.
Project Office
The project office is assumed to be in FLYON GROUP.office in Thrissur
Project Holidays and Other Events
The project timeline indicated in the corresponding section refers to overall project duration, which
needs to be adjusted accordingly depending on project commencement date and public / project
holidays.
Should the project target require CORAL and FLYON GROUP.project team members to work on
certain holidays, the same will be discussed by the project managers of CORAL and FLYON
GROUP.and mutually agreed.
Working Hours and Days
The project timeline indicated in the corresponding section have been estimated taking into account
normal CORAL working days. In case the Project Manager or Consultants are required to take
leave or participate in other internal CORAL events, such schedules Manager will be communicated
well in advance to FLYON GROUP..This will be as per mutually agreed upon schedules and will
ensure that Project deliverables are not compromised.
Acceptance of Deliverables by FLYON GROUP..
CORAL’s deliverables submitted shall be reviewed and signed-off within five working days of
submission. The deliverables will be taken as accepted at the end of the said period, if there is no
feedback within this period.
Project Commencement
On acceptance of this proposal FLYON GROUP. and CORAL will enter into an Implementation
Services Agreement as per the standard service agreement of CORAL, which will be signed within
15 days of formal acceptance of the proposal communicated through a Purchase Order.
Please note that CORAL shall mobilize the resources only after the agreement is signed. CORAL
will require a lead-time of 1 week to mobilize the resources from receipt of the formal purchase
order.
Project Extensions
In the event of delays of the deliverables by the Policy Team or the Change Management team
beyond the CORAL project timelines FLYON GROUP.shall compensate CORAL for the additional
effort arising out of such extensions.
In the event of any extensions in the Project Schedule or delay on account of items beyond the
scope of the Project as defined in proposal, here to, FLYON GROUP.shall compensate CORAL for
the additional effort arising out of such extensions. The rate applicable for project extensions will be
the average man-day rate for the project.
Change Control
The efforts and cost estimates given are for fixed scope, man-days, and timeline. Any scope
changes or any changes in assumptions listed, or any delay caused by FLYON GROUP.which has
direct impact on efforts estimate of CORAL, will be brought to the notice of FLYON GROUP.Project
Manager / Steering Committee through monthly status report. CORAL and FLYON GROUP.will
jointly discuss to mitigate the impact. In the case where total CORAL efforts (man-days) need to be
increased to cater to the additional work, FLYON GROUP.will need to compensate CORAL
additionally, as per the rates agreed in the contract.
Validity
The prices and terms offered are valid for a period up to 7 days from the date of this proposal.
H.1. Critical Success Factors
The nature of an enterprise wide implementation indicates a shortened timeframe and the need to
progress at a reasonably rapid pace. The following list outlines the key critical success factors that
are needed in the FLYON GROUP.implementation project.
• Talent. The quality of the project team impacts the quality of the implemented solution. The goal
for FLYON GROUP.should be to have the best, most talented resources of the organization
dedicated to the RealSoft implementation. They must be empowered to resolve key issues in a
timely manner.
• Ownership. Visible and ongoing management ownership of the project is crucial. Senior
management should be active participants in the Project Executive Steering Committee, ensuring
that effective decisions take place. Additionally, every Project Team member must feel responsible
for the overall success of the project.
• Partnership. This project will bring together resources from many areas of the FLYON
GROUP.organization, as well as from CORAL. The project structure represents various
organizational and technical perspectives and must be supported to provide explicit issue resolution
and an environment of teamwork.
• Scope. The boundaries and objectives of this implementation have been clearly defined and
communicated in this document. There should be no doubt as to the goals the project needs to
achieve and the commitment required for success.
• Knowledge Transfer. The transfer of knowledge from the RealSoft consultants to project teams
and to the end user community must be managed effectively. Knowledge of the solution should be
viewed as a valuable organizational asset given the potential value and extent of the integration
with other processes. Extensive end user training will be required to ensure the successful
operation of the RealSoft installation.
• Acceptance. The transition to the RealSoft solution will involve change in the work environment of
both the user and systems personnel. Building commitment to this change is an important
responsibility of both the Executive Steering Committee and the project team. Solid acceptance and
commitment require time. In addition specific actions must be planned and executed at each stage
of the implementation process.
• Empowerment. Quick decision-making to resolve issues is critical to meeting project deliverables.
All team members must be empowered to make decisions and resolve issues as they arise
throughout the project lifecycle Experience has shown that the following additional factors will play a
critical role in the success of the FLYON GROUP.RealSoft implementation:
• The need to develop a business case with strategic and tangible benefits
• Focus on the organization and team scope
• Insistence on visible, real, top management involvement during and after the
implementation
• Adequate emphasis on change management
• Implementation of creative project team incentives which extend into the post
implementation period
• Rigorous project and partner management
• Reengineer in correct dosages
• Pay attention to demanding training/support needs during and after implementation: train
and retrain.
 • Free exchange of information within the team, and the communication of overall project
news throughout the organization.
Use the business case to track performance and manage change
• Identify and define ownership of the benefits—go beyond signoff
• Keep everyone focused on benefits and capabilities, not just the “go-live”
• Align expectations of benefits timing at all levels: make the implicit explicit
• Extend the planning horizon beyond go-live

H.2. Commitments required from FLYON GROUP.for success of this

project
In order to ensure that the project is successful, the following commitments are required from the
senior management of FLYON GROUP..
1. A Steering Committee of Senior Company management will be in place to guide and advise the
Project Team.
2. The project team, including FLYON GROUP.project team members and CORAL project team
members will be co-located at FLYON GROUP.facility at Thrissur .
3. Policy decisions will be made within strict turn around guidelines, normally within 24 to 48 hours.
4. All deliverables will be signed off within 5 working days from their submission as per the Project
Plan
5. Weekly or Fortnightly status reports and regular team meetings will be held to facilitate the
communication of the project status and deliverables; these will be completed/attended by all key
team members.
FLYON GROUP.staff has knowledge of the existing legacy systems from a technical perspective.
Additionally, it is anticipated that any support from other Company entities, as might be needed
(infrastructure, network, desktop support), will be available to the project team and will not detriment
Coral impact the project timeline.

(Authorized Signature) (Authorized Signature)

Coral Business Solutions FLYON GROUP