Section V - Schedule of Requirements

Section V.
Schedule of Requirements
Contents
1. List of Service and Delivery Schedule ......................................................................... 3
2. Technical Specifications .............................................................................................. 5
3. Drawings ..................................................................................................................... 7
4. Inspections and Tests .....................................................................................................
1
1. List of Service and Delivery Schedule
Schedule of Requirements for Supply, Installation and Implementation of Integrated Financial and
Operational Management System
Final (Project Site) Destination as specified in BDS: CAAN offices, Nepal
Latest Delivery of Service Date: Seven year from the first Service Module live date
Bidder’s offered Delivery date [to be provided by the bidder]:
Line Description of Services Quantity Physical

Item unit
N
1. Financial Automation package (core applications)
a. Financial Management and Reporting Module
b. Procurement, Inventory & Fixed Assets Management
Module
c. Human Resource & Payroll Management Module
d. Engineering Service Module
e. Internal Audit Module
1.1 Solution which covers the mandatory requirements at Section V 1 Lot Service
(centralized management for all airports and offices)
1.2 Implementation, Commissioning, Testing, Migration, Change 1 Lot Service
Management, roll out all offices and live the system
2. Airport Operation Automation Package
a. Revenue Management (Billing) Module
b. Airport Operational Database Module
c. Resource Management System (RMS) Module
d. Integration System (IS) Module
e. Flight Operation Management Module
(centralized management for all airports)
Management, roll out all airports and live the system
3 RDBMS Databases and Other Applications
(centralized management for all airports)
2
Management, roll out all airports and live the system
4 Software upgradation, maintenance and support
4.1 Warranty of applications, maintenance and support, license of 1 Lot Service
applications. The grand total of 5 years (beyond the initial
implement period of 2 years from contract date) period as per
the scope.
5 Training and Development
5.1 Training and development as per the requirement in Section V 1 Lot Service
Breakdown of Maintenance & Support Service

Service/Years 2+1st 2+2nd 2+3rd 2+4th 2+5th Total
Year Year Year Year Year
1 Version Upgrades, support,
warranties, service, annual
operating costs of software for
Financial Automation package
and Airport Operation
Automation Package including
any third party
2 Client License of applications
Financial Automation package
Airport Operation Automation

Package
RDBMS Databases and Other
Applications (if any)
Grand Total
Provision of future procurement of additional Service

The bidder shall be liable to supply the additional service as per clause in this document for the project
whole or part of project if CAAN intense to continue these service beyond the project period.
3
2. Technical Specifications
4
1. Contents
1. Introduction 7
2. Objectives 10
3. Acronyms used in Technical Requirements 11
4. Scope of Service 12
5. Implementation Team 13
6. Methodology 13
7. Reporting Requirement 14
8. Detail Technical & Functional Requirements: 16
I. System Administration and Control ..................................................................................... 16

II. Financial Management and Reporting ................................................................................. 21
a. General Ledger & Budget: ........................................................................................... 21
b. Cash & Bank Management: ......................................................................................... 26
c. Receivables Management: ............................................................................................ 28
d. Payables Management:................................................................................................. 36
e. Project Accounting: ...................................................................................................... 43
III. Revenue Management (Billing) ........................................................................................... 48
IV. Procurement, Inventory & Fixed Assets Management.......................................................... 56
a. Procurement: ................................................................................................................ 56
b. Inventory Management: ............................................................................................... 61
c. Fixed Asset Management ............................................................................................. 64
V. Human Resource & Payroll Management ............................................................................ 68
a. Human Resource Management .................................................................................... 68
b. Attendance & Leave Process ........................................................................................ 71
c. Travel Request and Claims Process .............................................................................. 74
d. Training & Education .................................................................................................. 76
e. Employee Rating and License Management… ......................................................... 80
f. Employee Transfer Process .......................................................................................... 80
g. Promotion and Appraisal Process................................................................................. 82
5
h. Retirement & Benefits .................................................................................................. 85
i. Payroll Management .................................................................................................... 87
VI. Airport Operational Database .............................................................................................. 92
VII. Resource Management System (RMS) .............................................................................. 105
VIII. Flight Operation Management ........................................................................................112
IX. Engineering Service .......................................................................................................... 113
X. Integration System (IS) ..................................................................................................... 119
XI. Internal Audit .......................................................................................................................... 122
XII. Detail Hardware/Environment Requirements ................................................................... 122
XIII. Detail License Requirement ........................................................................................... 123
XIV. Non-Functional Requirements ........................................................................................ 123
XV. Database Management and Other System Requirements................................................. 127
XVI. Training and Capacity Development ............................................................................... 129
XVII. Support and Maintenance Requirements ........................................................................ 130
XVIII. Final Acceptance – User Acceptance Test (UAT) ......................................................... 133
XIX. Terms of Service ......................................................................................................... 134
6
1. Introduction
Civil Aviation Authority of Nepal (CAAN), hereinafter referred to as CAAN is an organization
established on 31 December 1998 under Civil Aviation Act, 1996. The primary role of the
organization is to ensure Safe, Secured, Efficient, Standard, and Quality Service in Civil Aviation
and Airport Operations.
CAAN is the regulator of civil aviation as well as the service provider in the areas of Air Navigation
Services and Aerodrome Operations. CAAN is the statutory body responsible for managing airports
in Nepal as well as airspace regulation and regulation of air transport. The organization is currently
operating 1 International Airport, 2 under construction international airports, 4 domestic hub airports,
and 26 other regular operated airports in Nepal. An overall organizational structure of CAAN is given
in Exhibit 1.
7
EXHIBIT -1 (Organization Hierarchy)
8
It is carrying out its operation from multiple locations across Nepal with IT infrastructure managed from
its central office located at Babarmahal, Kathmandu, and Tribhuvan International Airport. On the
Aviation / aeronautical side it is using international level software and system and is in the process of
upgrading the system to the latest and state of the art system. Different departments are using different
systems that do not communicate with each other for their operations resulting in operational
inefficiency, data duplication, inefficient reporting, higher maintenance costs, scalability issues, etc.
During the past few years, CAAN management has done a considerable job towards centralizing and
digitalizing the Accounting and Financial Management of the organization through the Central Billing
System, Central Payroll, Central Accounting System, and Document Management System.
Owing to its offices in disperse geographic locations, its immense responsibility, organization size, and
huge financial transactions; now, there is a need to channelize the effort toward standardizing and moving
toward a robust and unified system that communicates with peripheral systems, reduces redundancy of
data entry, minimizes error, increases efficiency, provides analytics and aids in audit and informed
management decision making.
Further, due to the rapid rise in digitization and adoption of technology as well as the need to comply
with national and international standards like IFRS/NFRS, there is an acute need for a Unified and Robust
Financial Management System.
The effort of management has been overshadowed by the fragmented and unplanned system being used
in CAAN. Systems have been implemented in almost every sector related to financial management but:
• Systems are designed to solve immediate need rather than the organization vision
• They do not properly address user requirement
• They do not standardize operations
• They do not increase efficiency or free manpower
• They do not aid management in informed decision making
• They do not talk to each other. Same data entered in multiple systems.
CAAN invites proposals from interested suppliers for the design, supply, installation, testing and
commissioning as well as maintenance support of Integrated Financial and Operational management System
at multiple airports and office in Nepal with Centralized management model. CAAN will make capital
investment, i.e., pay for all software/implementation work
The purpose of this document is to provide the Service and technical requirements specific to Civil Aviation
Authority of Nepal to identify and select an industry standard high-quality solution which could provide
dynamic and optimal process and functionalities to maximize the benefits for all airports and offices, airlines
etc.
The CAAN data center at TIA (Kathmandu) shall serve as the main core room hosting the necessary systems
(servers, network switches, firewalls etc.) serving the Integrated facilities at all airports.
9
The summary of relevant facts and proposed data are in Annexes.
2. Objectives
Through this bidding process, CAAN is willing to identify an eligible bidder for the Supply, Delivery,
Installation, and Commissioning of ERP systems and Platforms at the organization.
The major objective of this assignment is to enhance the operational efficiency and effectiveness of
CAAN through the implementation of an enterprise-wide system. CAAN has envisioned to establish an
integrated computerized system to:
• Efficiently manage its daily operations and resources
• Ensure the Effectiveness in Control
• Ensure timely and accurate MIS reports
• Ensure employees’ efficiency through task automation and elimination of repetitive tasks
• Enhance Accountability at all levels
• Ensure Convenience to stakeholders and
• Ensure Seamless Integration of all the department-specific activities and information.
The objective of the Project is to replace the current standalone system and implement the Centralized
Integrated ERP System to handle back office operation and airport operations & airline requirements in
compliance with ICAO and IATA recommended Practice.
10
3. Acronyms used in Technical Requirements
A-CDM Airport Collaborative Decision-Making
ADS-B Automatic Dependent Surveillance-Broadcast
AFTN Aeronautical Fixed Telecommunications Network
AMHS Aeronautical Message Handling System
BHS Baggage Handling System
BRS Baggage reconciliation solution
BRS Baggage Reconciliation System
CAAN Civil Aviation Authority of Nepal
COTS Commercial-off-the-shelf ERP Application
CPMD Corporate Planning & Monitoring Department
CUPPS Terminal equipment for common use
DW Data Warehouse
FDPS Flight Data Processing System
IFRS International Financial Reporting Standards
LDAP Lightweight Directory Access Protocol
LDM Load Message
MVT Aircraft Movement Message
NFRS Nepal Financial Reporting Standards
NTP Network Time Protocol
ODA Organization Designation Authorization
PMR Passenger with Reduced Mobility
RMS Resource Management System
SCR Slot Clearance Request/Reply
SSIM Standard Schedules Information
TIA Tribhuvan International Airport
WSG World Slot Guidelines
11
4. Scope of Service
The scope of services has been defined in two phases i.e., Phase I and Phase II. Phase I will be of 24
months whereas Phase II will be of 60 months. The detail plans for either of the phases are as following:
Phase I - The proposed solution shall be implemented as per the overall functional requirements
mentioned in the bidding document. The key components of the implementation include:
Component 1: Analyze and Revise the SRS to meet end the end user requirement based on the functional
module requirement in the bidding document.
Component 2: Supply and Installation of Software

Component 3: Customization and Implementation Services for ERP System
• Customization of ERP System
• Data Migration
• Implementation of ERP systems for piloting at specified Pilot locations
• Roll out of ERP Solution

• Integration with existing software applications
Component 4: Capacity Building and Change Management
• Capacity Building Plan
• Trainings
• Change Management Strategy
• Change Management Workshops
Component 5: Go-live, Operation and Maintenance.

Component 6: Roll-out all airports and office operation
Phase II - The key component of implementation schedule in this phase will include:
Component 6: Post Operational Support and Maintenance
Annual Maintenance Contract (AMC) for Software license renewal and On-going
support
Integration with forthcoming software applications
12
5. Implementation Team
The project will be implemented by the implementation team that shall comprises of
• Project Managers from CAAN,
• Project Managers, Functional Members and Technical Members for each module from Supplier
• Other Project Teams (at implementation level i.e., Location wise)

• Other stakeholders like Auditors, Suppliers, Airlines, Banks etc. (as necessary)
Key Activities
• Documentation of the final requirements and approval from Project manager.
• Functional and technical analysis of the requirements.

• Design and customization of the solution in line with the requirements.
• Document the project deliverables with suitable timeline.
• Conduct conference room piloting and change management workshop.
• End user training, UAT and Implementation of the project.
• Provide operation and maintenance support.

• Communicate to Project Management Team and subsequently to Division Heads, if any issue,
in project execution and delivery.
6. Methodology
The supplier shall adopt the standard project implementation methodologies to install and commission
the proposed ERP solution. The implementation plan is depicted as following and is of illustrative nature.
The supplier is expected to strictly adhere to the standard methodologies for Assessment, Design,
Documentation, Development, Customization, Testing, UAT, Piloting, Rollout, Operation &
Maintenance, Backup & Restoration, Quality Management, Risk Management, Capacity Building and
Change Management.
13
The supplier is advisable to follow the agile methodology of system development and
Implementation to meet the end-user requirements in multiple stage where end-user could not
provide the overall requirements at once.
7. Reporting Requirement
The general reports to be submitted by the supplier are as listed below:
i) Project Plan
• Detailed Project Plan

• Business Process As-is and To-be Document
• Technical Design Document (TDD)
• Risk Management Plan

• Change Management Plan
• Project Work Plan (Modular)
• Resource Schedule
• Operation and Maintenance Plan
The supplier shall provide and present a Project Plan within Fourteen (14) days from the date of
Commencement of Services, The Client shall notify the supplier of any respects in which it considers
that the Project Plan does not adequately ensure that the proposed program of work, proposed methods,
and/or proposed Information Technologies will satisfy the technical requirements. The Supplier shall,
within three (3) days of receipt of such notification, correct the Project Plan and resubmit to the Client.
This procedure shall be repeated as necessary until the Project Plan is free from non-conformities. When
the Project Plan is free from nonconformities, the Client shall provide confirmation in writing to the
supplier. This approved Project Plan (“the Agreed and Finalized Project Plan”) shall be contractually
binding on the Client and the Supplier.
Current Workflow Report

The supplier shall study the As-Is process pertaining to all the departments and the relevant
requirements mentioned in the bidding document and submit As-Is document to the client. This
will be the basis for the supplier as well as the client to make any necessary corrections or changes
in the workflow.
To Be Report
14
The supplier submit a To Be document after proper study of this document, As-Is process, and
conference room piloting. The document shall be the base for system implementation.
Monthly Status Report

The supplier shall submit a Monthly Status report at the end of each calendar month and the
report should include:
• Status of assignment
• Activities behind/ahead of schedule
• Bottlenecks if any
• Assistance Required from departments
• Key issues requiring correction in data/information maintained by ERP System.
Hardware and Network Specification Requirement Report

• The supplier must submit the detailed hardware, network, and infrastructure application
requirement document to smoothly run the proposed software considering the growth for
at least 10 years from the date of operation.
15
The supplier is advisable to follow the agile methodology of system development and
Implementation to meet the end-user requirements in multiple stage where end-user could not
provide the overall requirements at once.
7. Reporting Requirement
The general reports to be submitted by the supplier are as listed below:
i) Project Plan
• Detailed Project Plan

• Business Process As-is and To-be Document
• Technical Design Document (TDD)
• Risk Management Plan

• Change Management Plan
• Project Work Plan (Modular)
• Resource Schedule
• Operation and Maintenance Plan
The supplier shall provide and present a Project Plan within Fourteen (14) days from the date of
Commencement of Services, The Client shall notify the supplier of any respects in which it considers
that the Project Plan does not adequately ensure that the proposed program of work, proposed methods,
and/or proposed Information Technologies will satisfy the technical requirements. The Supplier shall,
within three (3) days of receipt of such notification, correct the Project Plan and resubmit to the Client.
This procedure shall be repeated as necessary until the Project Plan is free from non-conformities. When
the Project Plan is free from nonconformities, the Client shall provide confirmation in writing to the
supplier. This approved Project Plan (“the Agreed and Finalized Project Plan”) shall be contractually
binding on the Client and the Supplier.
Current Workflow Report

The supplier shall study the As-Is process pertaining to all the departments and the relevant
requirements mentioned in the bidding document and submit As-Is document to the client. This
will be the basis for the supplier as well as the client to make any necessary corrections or changes
in the workflow.
To Be Report
14
The supplier submit a To Be document after proper study of this document, As-Is process, and
conference room piloting. The document shall be the base for system implementation.
Monthly Status Report

The supplier shall submit a Monthly Status report at the end of each calendar month and the
report should include:
• Status of assignment
• Activities behind/ahead of schedule
• Bottlenecks if any
• Assistance Required from departments
• Key issues requiring correction in data/information maintained by ERP System.
Hardware and Network Specification Requirement Report

• The supplier must submit the detailed hardware, network, and infrastructure application
requirement document to smoothly run the proposed software considering the growth for
at least 10 years from the date of operation.
15
8. Detail Technical & Functional Requirements:
I. System Administration and Control:

No Requirement Compliance Supplier
(Full/Part/Non) Remarks
AC-1 The proposed system must combine the following
modules into a single platform integrated into
Commercial-Off-The-Shelf (COTS) ERP:
- Accounting, Finance and Budget &
Controls
- Aeronautical Billing, Commercial and
Revenue Management
- Human Resource & Payroll
- Procurement, Inventory, Fixed Assets
Management, and Payables
Management
- Service Module
- Airport Operational Database
- Resource Management System
- Integration System
AC-2 The proposed system must be a 3-tier architecture

consisting: a) presentation tier or UI, b) logic or
business tier (middleware), and c) database
management system tier
AC-3 The system must be multi-location, without the need
to extend operating system and database licenses,
only acquiring the use licenses for the configuration
of a new airport on the same ERP platform.
AC-4 The system with its modules must be integrated into

an ERP with Database and ERP of the same vendor.
AC-5 High availability system with hot database replication

and in the event of primary server failure, balancing
should be transparent to users without data loss. Must
be based on a relational database management system
(RDBMS).
AC-6 The supplier must offer a centralized architecture for

all airports in a datacenter room at Tribhuvan
International Airport (TIA), Kathmandu, and the
16
backup site is proposed for Gautam Buddha
International Airport, Bhairahawa around 300 km
apart from TIA.
AC-7 The system should be accessible through web clients.

Application installation in each client desktop must
be avoided. It must support more widespread
browsers such as the following, but not limited to:
- Internet Explorer 9 or superior
- Microsoft Edge Browser
- Google Chrome
- Mozilla Firefox
- Safari
AC-8 The system must also be accessed through mobile

clients through Android and IOS Applications.
AC-9 The system should use mechanisms for connecting to

the server, workstation, and application through a
username and a password.
AC-10 The system must allow a system administrator to

restrict a user's access to any component of the system
or any airports. All users should strictly have access
to information relevant to their job description only.
AC-11 The system must enable user authentication and

access to resources through Active Directory or
similar that has been implemented in CAAN domain
servers.
AC-12 The system must allow the definition of roles and/or

associated profiles security levels and access rights.
AC-13 The system should provide control mechanisms to

access data stored in the database, allowing to create,
read, update and delete data and tables-based profiles
of end-users and technicians.
AC-14 The system should provide for the possibility of

activating audit mechanisms for any of the data inside
the system.
17
AC-15 The system should support store and access records
in Nepali Unicode font.
AC-16 Calendar & Clock

The system should use GMT +5:45 time zone and
should have Bikram Sambat (BS) calendar in addition
to Gregorian Calendar.
AC-17 End-user interface:

The system should provide an end-user interface
based on the use of user-friendly windows.
The system must allow the use of filters on the
screens of different system modules.
AC-18 The system shoud have end user web protal as per
requirement of CAAN at least but not limited for the
following
 CAAN employee
 Airlines
 Ground Handlers Agencis
 Government agiencies
 Other agencies idenfied at implimentations
AC-19 The system must provide a centralized record for the
definition and configuration of all data/information
parameters flight and airport resources.
AC-20 The system must allow validation of data, seizures

manually or through automatic interfaces, using
configurations and definitions stored in the database
of knowledge.
AC-21 The solution must allow to add/customize data tables

configurations associated with flights and to be able
to contain information operational variables of
variable length (e.g., list of code shares, delay codes,
special passengers, etc.).
AC-22 The solution must be fully customizable to allow the

addition/deletion of an unlimited number of custom
fields so that it is possible to get the level of detail
necessary in any functional area.
18
AC-23 The system must support IATA and ICAO codes.
Both coding systems can be used interchangeably and
simultaneously in displays, configurations, rules, etc.
AC-24 The system must provide the ability to configure

several cascading calculation steps using easily
configurable rules.
AC-25 The system must be able to define data validation

rules fully configurable and to alert users in case of
inconsistencies. If necessary, it must be possible to
configure these rules to prevent the user from entering
conflicting data or wrong. In such a case, the reason
the data is errors must be explained to the user
according to the context.
AC-26 The user must be able to display data quality
indicators highlighting potential issues that need to be
addressed.
AC-27 Facility to verify and control data through system

validation.
AC-28 The system should generate numbers automatically in

all areas of operation with unique series for each
fiscal year.
AC-29 The system must have customized dashboards

according to job descriptions. The information shown
on the screen should only be relevant to the user’s job
role.
AC-30 Each document created along with accounting

records must capture user ID and timestamp in the
transaction for each maker and checker.
AC-31 Grouping and analysis should be flexible and user-

definable.
AC-32 The system must have the ability to define data

structure for each type of record. The system should
send error information where a user tries to post a
document with incomplete information.
19
AC-33 The system must have a place to define the work date
range for each user. The date must be the current date
for all users except for few administrative users.
AC-34 The system must have the ability to export and import
data to and from excel files easily by all users in the
front end without any support from IT Department.
AC-35 The system must have the ability to export reports in

Excel, Word, PDF formats.
AC-36 The system must have the ability to schedule reports

that are required on regular intervals. Such scheduling
should be done easily performed by each user from
the report request page.
AC-37 Ability to attach scan copy of documents in all areas

of operation for future reference and audit purpose.
Such scan copies should also form a part of the
disaster recovery plan.
AC-38 The system should have a reporting feature that offers

the possibility of a comprehensive analysis of data in
real-time and at any level of detail.
AC-39 The tools must have report presenting options,

querying options, and designing options.
AC-40 The system must offer a centralized architecture for all

airports in a datacenter maintained at Tribhuvan
International Airport (TIA), Kathmandu and the proposed
backup site located Gautam Buddha International Airpot,
Bhairahawa around 300 km apart from TIA
AC-41 All the modules shall be multi-branches or multiple
divisions. The whole system modules should be rollout to
all branches or divisions where applicable.
AC-42 The system must use CAAN’s logo and official theme to
personalize the system in CAAN Name.
20
II. Financial Management and Reporting
a. General Ledger & Budget:
Requirement Compliance Supplier
No
The finance module should consist of the following:
 General Ledger
 Cost and Revenue Centers
 Budgets
 Account Receivable
 Account Payable
 Cash and Bank Book
 Bank Reconciliation
FM-1  Project Accounting
 Fixed Assets
 Inventory
 Payroll
 Multicurrency
 Month End/Year End Procedures
 Investment portfolio
 Audit module
The finance module should be integrated with

following areas of operation:
 Airlines Registration Data (Customers)
 Flight Registration Data
 Crew Registration Data
 Flight Information Data
 Landing & Parking Data
 Cargo Data
 Asset Maintenance Data
FM-2  Inventory (Purchase, Issue, Consumption)
 Space Lease/Rental Contracts
 Billing Data (Sales Invoices)
 Cash Receipts
 Payments
 Employee Data (Attendance, Payroll
Components)
 Employee Welfare Fund
 Loans & Advances
Configurable Chart of Accounts for implementation

FM-3 of NFRS (Nepal Financial Reporting Standard).
21
No
Chart of Accounts must be easily configurable into
groups and subgroups to show totals and subtotal to
FM-4
multiple levels.
Chart of Accounts must be created, modified, or

deleted by authorized person only and system should
FM-5 maintain logs for such changes. Accounts already
having transactions should not be allowed to delete.
The Chart of Account itself must display the balances

in those accounts. Filtering options must be available
FM-6
in the page itself.
The system must have the ability to report

Receivables, Payables, Balance Sheet, Income
FM-7 Statement, Cash flow, Inventory Reports on real
time.
The system should allow the users to define the

accounting periods as per user definition for Month,
FM-8 Quarter, Year and same should be used for financial
reporting and analysis purpose.
The module should allow for multiple open periods.

FM-9
The system must have the ability to view and
compare financial reports for different accounting
FM-10
periods.
System should have the ability to generate

profitability reports for each cost & revenue center.
Cost & revenue center-wise Trial balance, Income
FM-11
statement, Balance sheet must be generated from the
system.
During the year end process, the system shall be

capable of performing the daily functionalities from
the current year and once the year end process is
FM-12 completed, prior period entries should still be
allowed when required. These prior period entries
should have specific identification.
Budget need to be entered in the system for analysis

FM-13
of actual performance against budget for the financial
22
No
year. At beginning of the each fiscal year system need
to capture budget data from CAAN-BMIS.
Budget can be allocated against each GL Account

heads, Cost Centre and Revenue Centre combined or
FM-14
separate.
The system must allow G/L wise, cost and revenue

center-wise performance analysis against allocated
FM-15 budget for the accounting periods combined and
separate.
Budgeted amount, utilization and remaining budget

for each account head must be visible in the G/L
FM-16 Accounts. System should not allow any entry above
budgetary limits without prior approval.
Additional budget and budget transfer from one head

FM-17 to another must be supported by the system.
Financial Transactions are recorded differently for

different types of vouchers. The system should be
able to record following voucher types:
a) Sales Voucher
FM-18 b) Purchase Voucher
c) Journal Voucher
d) Payment Voucher
e) Cash/Receipt Voucher
Voucher numbering should be different for each

FM-19 voucher types, cost centers and revenue centers.
System should automatically start new voucher

numbering for new Fiscal year based on a predefined
FM-20
format.
System must support one maker and another checker

for voucher postings. Such approvers can be in one-
to-one user basis or many-to-one user basis or multi-
FM-21
layer approvers in series one after other depending on
type of document and amount limit.
23
No
Approval can be given for one voucher at a time as
well as for a group of vouchers in a batch. Both
FM-22
processes should be allowed in the system.
Same type of vouchers can be repeated on periodic

intervals. System should have the feature to save such
FM-23
vouchers as a template to be used when necessary.
Deferment of revenue and expenses can be required

in some cases to comply with NFRS. The system
FM-24 must have the ability to record deferred revenue and
expenses based on a schedule automatically.
Scan copy of all supporting documents like vendor

invoices, payment advices, quotations, etc. need to be
attached with the voucher for verification and future
FM-25
reference. System should have the ability to attach
such documents and extract whenever required.
CAAN is a VAT registered entity. Purchase VAT

Book and Sales VAT Book must be maintained in the
FM-26 system in the format prescribed by the relevant VAT
laws.
Purchase VAT should be automatically calculated by

the system while booking purchase or expenses
FM-27 where applicable and sent to separate VAT
Receivable ledger.
System should automatically calculate VAT on sales

invoices issued by CAAN to its customers at
specified rate where applicable as prescribed in the
FM-28 relevant VAT and Tax laws. This VAT amount
should be included in the customer invoice and sent
to separate VAT Payable Ledger.
Reports for monthly reconciliations and VAT Return

FM-29 filing should be generated from the system.
The TDS amount should be deducted from payables

FM-30 amount and sent to separate TDS Payable ledger.
Reports required for monthly TDS reconciliation and

FM-31
TDS returns needs to be generated from the system.
24
No
After the TDS is paid, system should record the TDS

payment details (Cheque number, Fiscal year, TAX
FM-32 Submission Number, Submission date) and close the
TDS Entries.
TDS head-wise, Vendor-wise, Customer-wise,

Employee-wise, TDS Statements should be
FM-33
generated from the system.
Chart of Account and cost center creation,

modification, deletion should be centralized and only
FM-34
authorized to an account manager.
Change logs should be maintained for any changes in

FM-35 the COA and cost centers.
Creation, modification, deletion of bank accounts,

vendors, customers, fixed assets, employees,
inventories, contract master, project master, can be
FM-36
done by divisions but restricted to authorized
employee only.
Change log should be maintained for any changes to

FM-37 above mentioned master data.
All documents including Purchase order, sales

orders, transfer orders, journal vouchers, payment
vouchers, cash receipt vouchers, PDC Cheque entries
FM-38
etc. must be approved by at least one user other than
the person creating the document.
All documents should be accessed by only the

relevant personnel from the division and authorized
personnel from head office. Even Trial balance
FM-39
pertaining to other divisions should not be viewed by
another department.
Employee records and payroll data should strictly be

viewed by the employee only and the payroll staff
FM-40
(HR & Accounts) only.
Sales prices/fees for all services can be updated in the

FM-41
system by a centralized administrative user only.
25
No
Log must be maintained for the sales price/fee data in

FM-42 the system.
Source codes should be maintained for all type of

accounting transactions. Eg: purchase journal, sales
FM-43
journal, inventory journal, etc.
Sales bill should strictly be generated on current date

FM-44 only.
Voucher once posted should not be editable in

anyway. It should be only corrected by reversal or by
FM-45
doing an adjustment entry.
System must have the ability to reverse each type of

transaction if needed. All the effects should be
FM-46
nullified by such reversal.
b. Cash & Bank Management:

Bank Account Master should be maintained in the
system to be used as a sub ledger. Different Bank
FM-47
accounts can be linked to different GL accounts.
FM-48 Bank Accounts must be created, modified, or deleted

by authorized person only and system should
maintain logs for such changes. Accounts already
FM-49 System must have the feature to reconcile Bank

account transactions with GL Account Transaction.
Details of the transactions should be shown by the
system for any difference.
FM-50 System must maintain Cash Register, Bank Register,

and Cheque Register.
FM-51 The summary cash and bank book should have the
following fields with period-wise filtering options.
26
Also, detail cash and bank book should be available
in the system for transaction wise detail view.
Opening Cash Book balance for each Account

Total Receipts for the day at the period end
Total Payments for the day at the period end
Cash Book Closing Balance for the Account at the
period end
FM-52 Bank Account transactions can be recorded in Local

and foreign currencies. System should be able to
maintain the records and generate reports in both the
currencies.
FM-53 System should be able to calculate, and book realized

foreign currency gain/loss at the time of transaction
and unrealized foreign currency gain/loss on each
period end closings automatically for all foreign
currency bank accounts.
FM-54 System should have inbuilt options to prepare Bank

Reconciliations at least on periodic basis.
FM-55 System should have the ability to match transactions

based on Cheque numbers, amounts, and bank
statements automatically and generate unmatched
entries.
FM-56 System should allow manual matching for those

unmatched entries in the system.
FM-57 The system shall be capable of managing the petty

cash.
FM-58 Bank Accounts must be created, modified, or deleted

by authorized person only and system should
maintain logs for such changes. Accounts already
FM-59 System must have the feature to reconcile Bank
account transactions with GL Account Transaction.
Details of the transactions should be shown by the
system for any difference.
27
FM-60 A system should be able to handle the daily
operations at the cashier. Cash or bank vouchers
collected for miscellaneous payments (membership
registration, document purchases, examination fees,
etc.) should be properly accounted in the system.
FM-61 Investment Portfolio Management
The System should have a row for each Investment

made and should have the following fields
Code No/Ref. No.

Date of Sale/investment
Date of Maturity
No. of Days/months/years
Amount Invested
Interest Rate
Total Interest
TDS Amount
Face Value
Related Bank A/c
FM-62 Once an investment made system should be

automatically updated and the User interface should
generate automatic Pop-ups on respective maturity
dates of the Investments.
c. Receivables Management:
Customer Registration should be done with fields as
mentioned below:
a) Customer Code
b) Customer Name
c) Airline Registration No.
d) Customer Address (Municipality, District,
FM-63
State, Country in the drop-down list)
(Multiple Address for same customer should
be maintained)
e) VAT/PAN Registration Number
f) Customer Type (Internal/External,
Local/Foreign, Private/Government etc.)
28
g) Customer Group (As per revenue heads)
h) VAT Applicability field
i) Phone number
j) Email address
k) Website address
l) Contact Person (at least 2 contact persons
with phone numbers and designation fields)
m) Credit Days
n) Credit limit
o) Security Type (Advance, Letter of Credit,
Bank Guarantee, Security Cheque)
p) Credit Terms (Payment Discounts, Interest
Charges, Penalty)
q) Payment Methods (Cash, Cheque, IPS,
others)
r) Transaction Currency
s) Customer Bank Account Details (Name,
Number, Address, Branch, SWIFT Code)
t) Ability to attach Agreement Documents (at
least 2)
u) Place to add notes in the customer card.
v) Ability to block transaction with the customer
(options: invoice only, cash receipt only or
both)
w) Sales Representative responsible for the
customer
x) Default revenue Account, Default Receivable
Account
y) Interaction logs recording with the customers.
Customer duplication should be strictly checked by

the system by using VAT/PAN Numbers, Phone
FM-64
numbers, etc.
Customer creation can be done at any division, but

the customer account should only be usable after
FM-65
verification by a higher authority.
System should also have a feature to merge any

duplicate customers if by mistake duplicate ledgers
were created by any users. The process should merge
FM-66
customer ledger including ledger entries in one single
ledger. This facility should be available only to
account administrator.
29
Customers are assigned with credit limits, where

credit limit is crossed, system should send reminders
FM-67 to users and send warning at the time of billing so that
necessary action may be taken with that customer.
Each customer is provided with some credit days

except cash customers. System should have the
FM-68 ability to report receivables based on invoice date as
well as due dates.
Ageing reports should be viewed based on invoice

FM-69 date as well as due dates.
When due dates are crossed for any invoices, system

should send reminders to customers and the user
FM-70
about those overdue invoices.
There must be a feature to set reminder terms to

different customers and reminders must be sent by the
FM-71
system in accordance with the terms defined.
System should maintain logs for the reminders sent to

FM-72 customers.
System must have a feature to levy certain penalty

FM-73 amount on each reminder sent to customers.
CAAN gives certain discount to customers who pay

within some stipulated time. Such payment discount
should be automatically recorded by the system in
FM-74
accordance with the payment terms assigned to that
customer.
Where customer has crossed the due dates, customers

are charged with interests in the amount due on each
invoice with the days such amount remained due.
Different customer can be charged with different rate
FM-75
of interest at different time interval. System must
have a feature to maintain master data for the interest
rates in start and end date for that rate.
Interest on overdue balances can be calculated at

FM-76
monthly intervals by the system. However, user must
30
have the ability to calculate such interest in a
customer on ad-hoc basis.
Calculated interest should be posted to customer

account by the system. Such transaction should be
FM-77 specifically identified as interest charges for the said
period in the customer’s ledger.
Payments from customers can be received in Cheque,

Postdated Cheque, Bank Transfers, Digital Payment
Services, or in Cash. User should be able to make
FM-78
entries for all these receipts and provide printed
receipt to the customer.
System should maintain receipt register for all type of

receipts with receipt number, customer number,
FM-79 receipt date, voucher date, Cheque number,
depositor’s name, receiver’s name.
Cheque register should be maintained in the system

for proper handling of Cheque and to assure timely
deposits, track encashment or bounce for the
deposited Cheque. Where Cheque is bounced,
FM-80
customer should be notified via SMS and email from
the system. Number of bounces should also be
recorded.
When Post Dated Cheque is received from a

customer, separate register should be maintained for
PDC. System should send reminders for mature PDC
for timely deposits. Tracking for PDC with maturity,
deposited PDC, Bounced PDC, expired PDC or
FM-81
cancelled PDC should be available in the system.
When cash is received at bank, Cash Entry should be
generated from the same PDC register to close the
PDC.
When customer directly deposit to bank, user should

be able to make cash receipt entries upon receipt of
FM-82 such deposit vouchers. Deposit reference number
must be recorded in such cases.
The numbering for cash receipts and cash receipt

FM-83
voucher should be generated by the system uniquely
31
for each branch, division and type or receipt. User
should be able to find the entries in future with
reference to the same number.
The system should create accounting entries

FM-84 automatically to GL for each receipt on real-time.
When cash receipt entry is made in the system, the

receipt should be applied to invoices on FIFO basis
FM-85
by default.
System should have the ability to accept partial

payments against Invoices and show remaining
FM-86
amount from that invoice as remaining amount.
User should also be able to choose an invoice at the

time of cash receipt entry to apply with that specific
FM-87 invoice. Multiple invoices can also be selected for
applying receipts.
A receipt that is already applied and posted in GL

may be voided, if a Cheque is dishonored. The
FM-88 applied invoice also needs to be unapplied
automatically in such cases.
System must also have a feature to un-apply and

apply receipts against invoices manually after the
cash receipts are posted. This is required for monthly
FM-89
reconciliations and corrections where receipts are
applied to wrong invoices.
Sometimes invoices can go into disputes. Such

invoices will be hold for payment until the dispute is
FM-90 settled. The invoices should be marked as disputed
and should not be applied with any receipts.
For customers transacting in foreign currency,

customer ledger should be maintained in both
FM-91
currencies with exchange rates.
When cash is received in foreign currency against

invoice in foreign currency, system should calculate
FM-92
Foreign Currency Gain/Loss amount and post it to
Realized Fx Gain/Loss Account in the GL.
32
For period end closings, system should calculate

Unrealized Foreign Exchange gain/loss using closing
exchange rate from exchange rate master data in all
FM-93
foreign currency receivables and post to Unrealized
Fx gain/loss Account automatically.
For customers transacting in foreign currency:

 Invoices should be printed in foreign
currency.
 Customer Ledger should be available in
Foreign and Local Currency
FM-94
 Balance confirmation report should be
available in Foreign and local currency
 Customer Ageing reports should be available
in Foreign and Local currency
A vendor of Accounts Payable and a customer of

Accounts Receivable may be same in some cases.
System should maintain a link between Vendor
FM-95 Master and Customer Master to identify common
vendor/customer and show net balances for that
Customer/Vendor.
Based on customer invoices and average collection,

system should have the ability to perform qualitative
FM-96 analysis of a customer and assign a quality rating on
a periodic basis.
Customer invoices can also be settled through credit

memos sometimes. Sales return entries and credit
FM-97 memos should be entered and generated from the
system.
Customers should be provided web access to enter

passenger, cargo, inflight catering data etc. Customer
should have the ability to view their data in the
FM-98 system, invoice details, receipt details, PDC details,
Customer ledger, balance confirmation report,
Overdue invoices, etc.
The web portal should also include digital payment

FM-99 services popular in Nepal. When the customer
completes payment from such platform, system
33
should make automatic cash receipt entries upon
successful payments. These entries should be
numbered separately and must have separate
identification for source for reconciliation purpose.
Logs should be maintained for all such attempts to
pay with transaction id, date, time, and
success/failure status.
Payment from banks can be done on rare occasions

for certain refunds. System should have the facility to
FM-100 maintain customer bank account details so that
payment can be processed when required.
The portal must have the ability to lodge grievances

online and track status for actions taken against the
FM-101
complaints.
Cash receipt entries must have the ability to attach

scan copy of any documents that might be required
FM-102
for future.
Facility shall be available to the Airport Management

Staff, AIS Staff, Aircraft Registration, Air Traffic
Control Staff, Academy etc. to check whether the
charges have been settled / availability of Credit
FM-103 facilities and the limits thereon, before allowing
aircraft to depart. Facility should be available for
Finance Department to raise ad-hoc/miscellaneous
invoices when required.
Average collection period analysis (Number of days

FM-104 taken to pay from invoice date).
Facility to obtain category wise, division wise,

statements and consolidated statements shall be
FM-105
available.
Ability to enter receipts back dated pertaining to

previous periods, with option to control entries in the
previous periods. Such rights should be given to only
FM-106 specific person only. Interest charges already posted
to customers ledger should be taken care by the
system in such cases.
34
Facility should be available to view all transactions of
FM-107 customers since the system is used by the company.
The system should automatically reverse the journal

FM-108 entry if invoice or receipt is cancelled.
Allow user defined aging categories for report

viewing (eg. 30 days bucket, 2 weeks bucket, 3
months bucket, 1 year bucket) for receivables. The
FM-109
ageing bucket should be flexible and can be entered
at the time of viewing the report.
System must have the ability to choose whether to

include or exclude zero balance accounts at the time
FM-110
of viewing reports in all reports.
Activate / deactivate customers on request based on

FM-111 adequate authority level.
Reports must include (non-exclusive):
 Average age of receivable.

 Average number of collection days.
 No. Aircraft Movements (based on time, airline
wise etc.)
 Average revenue for a given period of time
 Date of last Invoice.
 Number of Invoices for a given period of time
 Customer Credit status (Balance and remaining
credit)
FM-112  Customer Transaction Register (Summary/Detail)
 Customer History Report
 Receivable amount by customer or by GL control
account
 Overdue invoices by Customer or Customer type
 Customer Statement of account, Reminder letter,
Balance confirmation letter etc. (in customized
format)
 Customers with credit balance
 Open or Paid invoices by customer (by Invoice No.
or by Invoice/Line No.)
 Daily receipts register
35
 Receipts history by Customer or Payment type or
Invoice
 Standard report for tracking unapplied receipts
 Aged customer statement of account
(Summary/Detail). The system should have the
ability to generate ageing report for the past dates as
well.
d. Payables Management:
FM-113 Payables arise as a procurement of goods, work
or services, advance payments to such suppliers,
employee payments, withheld taxes to
government, etc. System should have the ability
to record accruals and payments of such
transactions.
FM-114 Vendor Registration should be done with fields as

mentioned below:
a) Vendor Code
b) Vendor Name
c) Vendor Address (with Municipality, District,
State, Country in the drop-down list)
d) VAT/PAN Registration Number
e) Vendor Group
f) VAT Applicability field
g) TDS Applicability Rates
h) Phone numbers
i) Email address
j) Website address
k) Contact Person (at least 2 with phone numbers
and designation fields)
l) Credit Days
m) Payment Methods (Cash, Cheque, IPS,
others)
n) Supply Location
o) Transaction Currency
p) Vendor Bank Account Details (Name,
Number, Address, Branch, SWIFT Code)
q) Ability to attach Agreement Documents (at
least 2)
36
r) Place to add notes in the vendor card
s) Ability to block transaction with the vendor
(options: purchase only, payment only or
both)
FM-115 The system should be able to handle all Payments to

be released upon matching with the corresponding
purchase requisition, purchase order, service order,
GRN, purchase invoice, expenditure approval, credit
notes etc.
FM-116 Once the invoice is created, the payments section will

release a Cheque for the invoiced amount comparing
the GRN and the invoice. Once the payment is
released, the payment details shall be visible to the
procuring division also.
FM-117 The system must have a payment suggestion. The

payment suggestion be based upon.
 Vendor category (Local, Foreign etc.)
 Due date
 Payment method (Cheque or DD or TT etc.)
 Voucher types (Vendor Invoices, Staff advances
etc.)
 Vendor priority
FM-118 Some payments can be put on hold for various

reasons. System should have a feature to specifically
mark those payable lines as put on hold with reasons.
FM-119 Payments can be made in same or different currency

than the expense/invoice were booked. System
should be able to calculate remaining amounts in such
expenses/invoices where payments are made in same
or different currency. Report should generate with
both local & foreign currencies.
FM-120 Payment can be made after approval by higher

authority only. System must have voucher approval
mechanism that can be configured easily. Payment
voucher may require approval by one approver or
series of approvers depending on the payment
amount. The voucher should be posted only after
approval.
37
FM-121 The posted payments should close the payable lines

and show updated vendor balance and ageing reports
on real-time.
FM-122 Payments can be made on bill-to-bill basis and on

periodic basis depending on vendor contracts. System
should have the feature to close payable lines on bill-
to-bill basis and on FIFO basis.
FM-123 When invoice lines are not fully closed, system

should show the invoice amount and remaining
amount in the invoice line.
FM-124 Advance payments to vendors can only be made by

matching it with the recommended quotation,
guarantee or purchase order in part or full after
approval from higher authority.
FM-125 Vendors may be paid advances against specific

purchase orders or on account. Invoices/Purchase-
orders may be advanced in part/full.
FM-126 Payments can be made through Bank Cheque,

Payment Advice, IPS (Interbank Payment System),
and other popular digital payment solutions.
a. For payment made through Cheque, system

should print such Cheque and maintain
Cheque register. The Cheque also need to be
cancelled at some instances.
b. Payment advice is used for Payroll payment;
system should generate such advice.
c. IPS payment should be integrated in the
system. System should be able to generate
payments, complete such transactions and
maintain logs for all successful and
unsuccessful transactions.
d. Other popular digital payment solutions also
need to be integrated. System should be able
to generate payments, complete such
transactions and maintain logs for all
successful and unsuccessful transactions.
38
FM-127 The Accounts Payable System should support entry,

approval, and payment of advances to employees
(Salary advances, Duty travel advances, Expense
Reports etc.).
FM-128 The system shall be capable of handling payments

with employee service number or department code
such as medical treatment, cash advance, etc.
FM-129 System should have the facility to see payment detail

and summary for a time period for all locations.
FM-130 The system shall be capable of making LC payments

also track LC wise payables for each LC. LC margin
deposits should be tracked with LC numbers, Purpose
etc. to track settlements.
FM-131 Where payables were booked foreign currencies,

payments will also be done in same currency. At the
time of payment, system should automatically
calculate, and record Realized foreign currency
gain/loss in the GL accounts.
FM-132 On each period end closings, for account payables in

foreign currencies, system should be able to calculate
unrealized gain/loss amount and record in respective
GL accounts.
FM-133 Payables and payments for Land acquisition for new

projects is also managed by CAAN. System must
have the ability to make those payments with
reference to payment schedules.
FM-134 The system should provide facilities to identify

duplicate vendors and merge them into one. While
doing such mergers, system should merge all the
ledger entries also.
FM-135 Maintain Payment terms, Discount terms, Early

payment discount, Late payment penalties etc.
offered by the vendor. The payment processing
should consider these terms to maximize the
discounts and minimize the penalties.
39
FM-136 Recurring payments will be used if a predefined

amount is to be paid to a vendor periodically based on
an invoice or contract terms. As soon as a user
registers a Recurring Payment, the request is
automatically routed to the respective approver. Upon
approval, the recurring payment record becomes
active and will be automatically paid during the
standard payment cycle at the appropriate time.
FM-137 If advance has been paid for an invoice, system

should adjust the advance automatically. Offset on
account payment against invoices payable.
FM-138 System should provide an ageing report of advances

paid.
FM-139 Provide the ability for the user to create and maintain
templates, set up for a specific vendor for goods
and/or services that are commonly purchased. The
user can retrieve the template, make the necessary
updates and release.
FM-140 Payment of advances to employees is similar to the

payment of invoices to the vendors. Hence employee
ledgers also need to me maintained separately in the
system. Functions that are available for invoices
should be available for Employee advances also,
wherever applicable.
FM-141 When there is an invoice towards incidental charges

such as freight, customs or insurance which is related
to a consignment received, the system should allow
the users to match these invoices to the respective
GRN or Purchase Order before making payments.
FM-142 Payment should not be cleared unless goods are

accepted by the concerned department and electronic
approval is provided.
FM-143 Enable Partial payments of invoices and payments in

instalments.
40
FM-144 Enable payments to one-time vendors who are not
defined in the payable system.
FM-145 Consolidate multiple payments to a single payee.
FM-146 The system should support:

 Part payment of invoices, Payment of invoices in
instalments
 Recurring Payment as per contracts, Pre-paid
Invoices
 Petty cash payment
FM-147 Allow defining multiple bank accounts for different

vendors and payments (normally, depending on
currency).
FM-148 Provide the capability to prevent payment to a vendor

with a debit balance (AR).
FM-149 Hold Payments:

 Enable to hold Payments for a specific vendor/
specific invoice.
 Automatically hold payment of invoices that do not
match with PO.
 Provide user definable hold types.
 Hold removal should be based on user permission
control.
FM-150 A quick payment option should be provided to select

the vendor and the invoice for immediate payment.
FM-151 Credit notes:

 Credit notes may be against a specific invoice or for
a vendor. Adjust the credit notes to against invoices
and pay the balance.
 If a credit note is not fully used by one payment,
maintain the balance of the credit for application
against a future payment.
 Send a note to the supplier that a credit has been
applied to the affected payment.
FM-152 Bank Transfer payments
41
 Print Bank transfer letters with Vendor bank
Account details.
 Provide for inputting debit/credit memos and apply
them to the invoice.
FM-153 Remittance advices

 Print remittance advices for all payments with
detailed breakup of the payment.
 Email the remittance advices to the vendors directly
from the system.
FM-154 Automatically generate unique payment

identification numbers based on a pre-defined
number series.
FM-155 Payment can be cancelled for various reasons some

time. The payment cancellation involves.
 Mark the payment as cancelled and post the

cancellation reason in the payment record.
 Reverse the associated accounting entries in the GL.
 Reset the associated voucher, vendor invoice,
expense report or advance status to “ready to pay”
status.
The system should allow cancelling payments.
FM-156 The system must have a feature to reconcile vendor

ledger with GL accounts automatically and point out
the differences in a list.
FM-157 Generate warning while making payment to vendors

who is also a customer if any outstanding amount is
due from him.
FM-158 Reports for Payables Management (nonexclusive):

 Open vendor transactions
 Payment voucher
 Bank transfer advice
 Cash requirement report (proposed payments
listing based on due date)
42
 Age the payable reports (Summary and detail)
by Due date, by Invoice date with facility to
input time bucket for age classification
 Historical vendor invoices (settled fully)
 Purchase back-order reports
 Material Receipts for which invoice is not yet
received
 Vendor Statement of Account in foreign/local
currency
 Overdue invoices by vendor
 Vendor purchases/purchase-
returns/payments/voided-payments
 Invoices on hold
 Email to suppliers (Vendor ledger, Balance
Confirmation, Remittance advice etc.)
 Outstanding analysis by Department or Cost
Centre
 Accounts payable sub ledger in summary and
in detail
 Payment due alert
 Payment due date management
 Check Register
 User friendly report writer for ad hoc
inquiries/reports
e. Project Accounting:
FM-159 Small and large construction projects are always
going on at CAAN. It needs to track the project-wise
expenses and payments.
FM-160 The system shall be able to create & maintain

project master.
FM-161 The system must be integrated with Fixed Asset

Module, Finance Module, HRM Module
43
FM-162 The system should generate a unique identification
number for each project. It should include details of
contractor and job description.
FM-163 It should be able to create a Project, Subprojects and

Work Breakdown Structures (WBS) based on type of
projects (i.e. project executed by self, turnkey project,
execution of project with materials procurement etc.)
FM-164 It shall be possible to categorize projects for reporting

purposes.
FM-165 The system should be able to keep project open

across multiple accounting period and year
FM-166 It shall be capable to create Project Specific Material
codes, Equipment and other resources. Also have
ability to assign employees, resources, Equipment to
Individual task.
FM-167 Project wise inventory should be managed and should
have facility to transfer such inventories to main
inventory after project completion or handover
completed.
FM-168 When there are number of Sub Contractors for a
particular main contractor for a Project it should be
possible to link activities and their financial values by
a parent-child relationship.
FM-169 System should have a facility to categorize projects

depending on the Funding Sources/Structure for each
project.
FM-170 System should provide facility to enable the

amendment and updating of project details and the
maintenance of complete audit trails.
FM-171 The system shall maintain scanned images (progress

related pictures) related to each project.
FM-172 System should provide facility to add user definable

qualitative data/physical progress
data/remarks/comments to a project file. This should
be capable of being referenced to project, stage and
activity.
44
FM-173 Account codes /Sub codes –The number of digits in
the account codes/sub codes should be decided at
implementation level and there should be a Flexible
Chart of Accounts which provides user friendly
interface when dealing with other sub modules in the
Finance division as well as other main modules.
FM-174 System should provide facility to record project

retention, advance payments, bank securities details,
insurance and penalties (if any). Further system
should give option to pop-up user friendly Reminders
on such items on respective dates.
FM-175 System should provide for re-allocation/transfer of

budgeted funds between & across projects.
FM-176 System should be able to create an unstructured project

(ad-hoc) when a work breakdown structure is not
required
FM-177 Capable to handle Scope Change Management &

Variation Management-Easily merge approved changes
into the current schedule, such as approved changes to
activities and resource assignments since the Baselines
was established
FM-178 Capable to identify, categorize and prioritize potential

risks associated with specific WBS elements and
Resources. It must support the creation of risk
Management.
FM-179 Invoices can be received from contractors on various
stages as per the terms of contract. System must have
the ability to maintain such payment terms for each
project.
FM-180 While recording the invoice in books of account, user

should be able to tag the project ID in the expense.
The expense should be booked in a WIP asset account
separately for each project.
FM-181 Project wise payables should be maintained in the

system.
FM-182 Some payments can be retained for certain period

even after completion of the project as part of
45
warranty. The retained money should be in
conformity with the terms of payment. Such retained
money should be specifically identified as money
retention and project ID.
FM-183 Depreciation should not be calculated for such WIP

Assets.
FM-184 On the completion of the project system should have

option to allow capitalizing of related assets as a fixed
asset in the asset module. When and where necessary
system should allow for partial capitalization/late
Capitalization.
FM-185 The system shall be capable of specifying the

commissioning date for asset depreciation.
FM-186 System should allow the projects to be carried

forward to the next year. The project shall continue
for each coming year until it is completed.
FM-187 System should have an option to re-open closed

projects within a reasonable period (say within 3
months) beyond this period re-opening should be
restricted and only based on reasonable justifications.
FM-188 The user shall have the facility to release Cash

advances with the approval of the authorized
personnel.
FM-189 The authorized user shall have the facility to post

journal entries to general ledger/Project sub ledger
directly upon validated.
FM-190 All accounts in the Projects Sub Ledger Module

should be linked to respective accounts in the
Company Chart of Accounts enabling automatic
/online updating upon passing posting entries by the
Authorized officers.
FM-191 Capability to assign a Project Head, Project Manager,

Accountable Person and Key Stakeholder to all Projects
and Sub-projects within a Project Structure.
46
FM-192 Ability to attach documents including CAD designs,
maps for networks etc. to a project, sub project, Work
Order or Work Order task.
FM-193 Ability to conduct cash flow analysis for a minimum

of a year.
FM-194 Ability to record third party information against the
project. This could include financial authority
information, special environmental and/ or operational
requirements etc.
FM-195 Ability to maintain project percentage completed status

- based on work to date for a project. This shall not just
look at time based criteria but also work completion
information in terms of Work Order completion details
i.e. resource estimates/ usage etc.
FM-196 Ability of producing performance reports for: Projects

that were closed within the year and their expenditure
amount, Projects that are ongoing to show total
approved budget and work-in-progress against the
budget, Project performance review based.
FM-197 The system should have facilities to manage project

loans with interest capitalizing facilities on specified
term or yearly. Interest calculation, payment
schedule/EMI creation facilities should be available.
FM-198 Contractor claim/arbiter/reward/penalty/bonus records
management should be available.
FM-199 Reports for Project Management (non-exclusive):
 Project Budget vs. Actual Expenses
 Project-wise Payables
 Retention Money (Project-wise)
 Price adjustment
 Ongoing Project Lists
 Completed Projects
 Planned Projects
 Physical progress (project wise)
47
III.Revenue Management (Billing)
Major Source of revenue for CAAN are:
 Landing & Parking Fees
 Cargo Handling Fees
 Passenger service charge (PSC)
 Communication & Navigation Charges
 Ground Handling Charges
 Security Charges
 Fire Safety Charges
 Airlines Fuel Charges
 Inflight Catering Charges
 Executive Lounge Charges
 Airlines Registration/Renewal Charges
 Royalty charges
 Advertisement charges
 Flight registration Charges
BI-1  Flight Permission Charges
 Flight Repairs/repairs Permission Charges
 Crew Registration Charges
 Vehicle Entry/Parking Charges
 Security Pass Charges
 Rental Income
 Land lease Income
 Telephone/Internet Service Charges
 Academic/Training fees
 Time extended hour charge
 Metrology Charge
 Overfly charges
 Other Miscellaneous sources as prescribed in
the related regulations, directives or policy of
CAAN.
System should have the facility for the Air Traffic

Control Staff at the tower to enter data on aircraft
BI-2 registration, Landing & Parking duration etc. from
the tower.
Passenger data, Cargo data, In-flight catering data,

BI-3 should be entered by airlines (customers). Airlines
should have access to enter these data, view their
48
ledger, ageing reports and process payment using
Interbank Payment Services (connect IPS for
example). This feature can be provided using other
external systems as well.
The data entered by ATC and Airlines must be

approved by another responsible authority before it is
used by revenue section for billing purpose. The
BI-4
approver should also have the right to correct the data
where necessary before approval.
Landing and Parking charges is based on Flight Type

(Domestic, International), Flight weight, Airport
where the flight is landed and parked, time of landing,
BI-5
etc. Flight Master data should include all information
required for billing purpose.
System should maintain master rate list for landing,

parking, passenger service, cargo, and other charges
as applicable for billing as prescribed in policy
document published by CAAN. The rates can vary
differently for different date interval. The system
BI-6
must have the ability to enter future rates defining the
starting and ending dates for that price. When new
rate list is entered, system must also retain historical
price list.
Based on the approved flight data, Tax invoices need

BI-7 to be generated from the system on periodic basis.
The invoice should be calculated fully by the system

BI-8 without manual intervention.
If a customer has multiple billing addresses, system

should maintain all the addresses in the customer
master list and allow user to choose an address at the
BI-9 time of billing. Same should be printed in the invoice.
Also, system should print customer mailing labels
from the same address.
VAT as per the VAT laws is applicable for all

customers within Nepal and not applicable in case of
BI-10
foreign customers. Invoice must calculate and include
VAT where applicable.
49
The billing system must strictly comply with the legal

requirements prescribed by Inland Revenue
BI-11
Department of Nepal.
Once the tax invoice is generated, it can only be

cancelled through a sales return document. The
BI-12
invoice should be cancelled otherwise.
CAAN operates from different locations including all

airports in Nepal. Tax invoice should be generated at
BI-13 each location separately with unique serial number
for each location.
Same customer account number will be used by all

locations for billing. System should specifically be
able to differentiate the invoices with their location.
BI-14
The cash receipts should also close the invoices for
such locations only for which the cash were received.
One invoice can include billing amounts for different

revenue heads. The system must have the ability to
BI-15 post these amounts to different GL Accounts in
accordance with their revenue heads.
The revenue can be allocated to different revenue

centers (Division, Department, Cost Centre,
Location, Product Type, Account number, Activity,
BI-16 Event etc.). Allow unlimited account allocation lines
in the invoice for revenue reporting. The user may
override default account distribution.
The receivable amount, ageing reports, overdue

balance resulting from such invoices should be
visible to all departments like Accounts department,
BI-17
flight safety department, etc. where necessary on real
time basis.
The system should send a warning to the user while

creating an invoice where a customer has an overdue
BI-18 balance or has crossed the allowed credit limit to the
customer.
50
Payment terms must be defined for each customer in
the customer master and same should be reflected in
BI-19
invoices as well.
Tax Invoice for chartered flights are generated before

the flight takes off from the airport. The system must
BI-20
allow for such type of billing.
Facility shall be available to the Airport Management

Staff, AIS Staff and Air Traffic Control Staff to check
whether the charges have been settled / availability of
BI-21
Credit facilities and the limits thereon, before
allowing aircraft to depart.
The system must allow account users to generate

other ad-hoc invoices when necessary. These ad-hoc
BI-22 invoices must be posted to GL accounts as per
accounting policies followed by CAAN.
It is one of the prime responsibilities of Flight safety

department to maintain Airline registration and
renewal, Flight registration and renewal, Crew
registration and renewal. Safety audit for registration
and renewal is also conducted by flight safety.
BI-23
Certain fee is charged for all its services provided.
System should generate invoices to all the services
provided by flight safety department at prescribed
rates.
System must maintain the updated master list along

with history for such prices as prescribed by CAAN
BI-24 policies published time to time and generate invoices
without manual intervention.
Flight safety also need to access Flight information

and receivable reports about the airlines before
renewal. System should allow all the information
BI-25
required information in easy-to-understand format to
such departments.
For rent income, invoices should be generated from

the system using the customer contract data
BI-26
maintained in the system in periodic interval.
51
The system should maintain the master records for
such rents including fields such as Alpha-numeric
asset tag no., building, room, cost center, asset type,
BI-27 asset class, stock no. serial no. manufacturer, model
no. book type, etc. whatever property is managed by
this division.
System should maintain the contract information for

properties given in rent, contract start and end date for
tracking or expiry and renewal, rates at which the
BI-28 property is rented. The user shall have the capability
to enter and edit commercial terms applicable for
each property and for individual contract.
The user shall have the option to define different asset

classes or asset for example by asset numbers,
BI-29
airports, business unit etc.
Invoice is generated from the system based on the

rates in the master list and property lease agreement
BI-30
with the customer on periodic basis.
The Corporate division shall receive details of all

payments made to Finance division on daily basis
with necessary details/advices such as rent,
BI-31
concession fee, telephone, internet etc. including the
asset code allocated for each item.
TDS on rent is applicable in such transactions.

System should track such TDS deductions and
payment from customers. TDS report should be
BI-32
generated from the system for voucher reconciliation
provided by the customers.
Advance deposit or security deposit may be required

from different class of customers. The system shall
process the capability to manage the deposit for all
BI-33
property including the contract information. Such
amount should be independent of receivable ledger.
Bank Guarantee may be provided by customers in

BI-34 some cases. Guarantee amount with customer
information, issue/expiry dates, renewal information,
52
should be maintained the system and same should be
linked to the customers’ credit facility.
Near expiry guarantees should be specifically marked

BI-35 and highlighted on the user dashboard.
Invoice also need to be generated for advertisement

income. For fixed advertising spaces, contract list
should include such spaces. For ad-hoc advertising
BI-36
spaces, ad-hoc invoices should be generated on need
basis.
Facility shall be available to monitor and maintain the

Rental & Concession Agreements originated by
BI-37 Commercial/Properties/Corporate Dept. (Agreement
Maintenance Facility)
Flight report and cargo report should be generated

from the system in a prescribed format for
reconciliation with cargo physically received at the
BI-38
warehouse and cargo directly released from the
airport.
There are various other sources of revenue that needs

to generate invoices to customers, book income and
receive payment from customers. Such income
should be booked in their specific heads. Cash
BI-39
receipts and receivable balances must be tracked in
the system. This also need to be automated in the
system where possible.
Invoicing can be done in local currency as well as

foreign currency for different customers. The default
transaction currency must be defined in the customer
BI-40
master. Invoices should be generated in the same
currency as defined in customer master.
System should have the ability to auto update

exchange rates for all currencies on daily basis as per
Nepal Rastra Bank Published rate as well as manual
BI-41
exchange rate input should also be provided for each
type of transaction.
53
Income account, VAT account should be maintained
in local currency. Receivable account for foreign
BI-42 currency transaction should be maintained in both
currencies.
Scan copy of supporting documents may need to be

attached with sales invoices at the time of invoicing
as well as after invoicing for future references.
BI-43 System should have the ability to upload such
documents, add notes to the documents, and view and
download whenever required.
Approval may be required from higher authority

before invoicing some customers in some cases.
BI-44 System should have the ability to define such
conditions where such approval is required.
Where approval is required, system should stop

further processing of such documents without
BI-45 approval from the authority defined in the approval
requirement defined in the system.
Approval can be required based on document type,

department (user) basis or chain of approvers may
require approving the document before processing.
BI-46 System should support such architecture of approval
setup with ceiling amount in each type of transactions
for each user that can be approved by that user.
When approval is required, system should send

notification to approvers from the system. The
approver should have the facility to approve the
BI-47 document, reject the document (after adding reasons
for rejection in the document), delegate to another
user for approval.
When the approver is on leave or not available due to

any other reason, the approval should be delegated to
BI-48
another person in his absence.
System must maintain logs for all the approvals as

who sent the document with date and time and who
BI-49
approved/rejected the document with date and time.
54
The system should be able prevent duplicate
BI-50 invoicing for same transaction.
Reports (non-exclusive):
 Customer Master Report (filtering options for

various types of analysis)
 Customers on hold
 Customer Credit status (Balance and remaining
credit, overdue balance)
 Customer Transaction Register (Summary/Detail)
 Customer ledger vs. GL Account reconciliation
report
 Customer History Report
 Customer PTD/YTD
invoices/returns/Receipts/voided receipts
 Customer Performance report in terms of sales
 Profitability Report by Customer, by revenue heads,
area, other groups as defined in customer master
 Customers with credit balance
BI-51  Budget vs. Actual sales
 Daily invoices register
 Open or Paid invoices by customer (by Invoice No.
or by Invoice/Line No.)
 Daily receipts register
 Contract expiring Customers
 Registration Expiring Customers
 Permission expiring customers
 Permission expiring Flights
 Top 10 customers
 Customer above 1 Lakhs rupees sales statement
 Customer Sales VAT report
 Customer TDS Report
 Turnover details for this period, year to date, and
last year
 Last invoice date and amount
 History of invoices
55
IV. Procurement, Inventory & Fixed Assets Management
a. Procurement:
No. Requirement Compliance Supplier
The system shall be capable of maintaining a supplier
GM-1 registry with renewal in every financial year option.
On this registry, it shall be possible to maintain details
about items and services which they can supply, the
related cost, the credit limit and period which they
allow and the status of the supplier (Active, Inactive,
blacklisted).
GM-2 The system should not allow duplicate ledger creation

for a vendor. This can be checked using vendors
VAT\PAN Registration number, phone numbers, etc.
VAT\PAN may duplicate for some venders, system
should be allowed for such venders on manual
verification.
GM-3 Various categorization for vendors should be

available based on type of goods or services, area,
rating, country, etc.
GM-4 Most of the purchases for goods and services are

centralized. System should also allow procurement at
all divisions when required.
GM-5 Requisition can be done by any divisions for goods

and services. If the goods or services are available
within the organization, it will be provided internally.
Process for procurement should begin if it is not
available internally. Availability of budget should be
checked in the system before the procurement process
begins.
GM-6 The requisition raised in the system should be closed

with information like provided internally, closed on
budget unavailability, etc. with closure date. Where
the requisition is forwarded to procurement division
for purchases the information should be updated in
the requisition document for status tracking. The
person creating the requisition should have the ability
to track the status.
56
GM-7 Purchase process can be done by different
departments, divisions and sections with amount
limitation. The purchase process requires approval
from higher authority before it moves forward.
Approving authority is determined based on
department and amount limit.
GM-8 When the purchase amount is less than a prescribed

limit, the goods or service can be directly purchased
from listed vendors.
GM-9 Where the amount is above that limit the procurement

division supplies section shall have facility to
generate a “Request for Quotations” using the
purchase requisition as the base document. During
this process, all required information from the
purchase requisition shall be automatically picked for
the RFQ. It shall be possible to select relevant
suppliers for all items of the RFQ from the pre-
maintained supplier register.
GM-10 The user shall have an option check whether at least

one RFQ has been created for each item on a PR.
Once the RFQ is finalized, the system shall be
capable of printing out each RFQ along with the
mailing labels.
GM-11 Once Quotations are received by supplies section,

they shall select best supplies and send a purchase
order. The created purchase order must be attached
with at least 3 best quotations received from vendors
as proof of the quotation process for future reference.
GM-12 The system shall be capable of cancelling any PR or

PO. This shall be available only for authorized people
to perform.
GM-13 Bid Bond can be required for Quotations from

vendors in some bids. The bond amount should be
recorded in the system with specific identification for
refund or settlement later.
GM-14 Ones the PO is awarded to a supplier, they may need

to provide some security amount or bank guarantee as
57
performance bond. Therefore, the system shall have
the capability to add details of such bond in the
system.
GM-15 Where advance payments need to be done, system

should have the ability to check payment terms and
ensure that payment are done as per the payment
terms. Were LC is provided to supplier, such LC
details need to be maintained in the system.
GM-16 In case of services, the services can be provided based

on the terms of service. Payment shall be processed
after completion of such services or as per contract.
The system should have the ability to track fulfilment
of such services.
GM-17 Once the goods are received at the respective stores,

they shall have the ability to generate Goods
Received Note from the Purchase Order created
earlier. The inventory quantity should be increased
immediately when GRN is done. User should also be
able to add any additional cost if incurred by the
company.
GM-18 The goods received should be kept separately until

quality check in not performed. System should have
the ability to maintain such goods.
GM-19 Quality checks are performed for the goods received.

Then the goods are arranged in their respective bins
for quality passed goods and separate bin will be used
for quality failed goods. Such goods will be returned
through Purchase return documents. The system
should have the put-away feature to arrange the goods
into bins after doing GRN.
GM-20 Goods can be supplied in multiple consignments.

System must have the ability to receive and invoice
items partially and track back orders for each
Purchase orders.
GM-21 Purchase GRN, Purchase Invoicing, Purchase

Returns should form a part of system. All the above
58
transactions should immediately effect GL accounts
and party ledgers.
GM-22 For perishable items, system should have the ability

to enter expiry dates for the items received.
GM-23 When items are purchases from abroad, excise duty,

customs duty, freight, etc. are applicable. Such
expenses should be tracked form each consignment
with respect to Pragyapanpatra number (customs
release document). Such expenses need to capitalize
as well as recorded as revenue expenditure in some
cases. System should have the ability to do both.
GM-24 After GRN is completed by the Admin

department/procurement division (stores section), the
physical document will be forwarded to
Finance/Accounts department. Accounts department
will perform purchase vouchering from the same
purchase order earlier where GRN was done by
Admin department (stores section).
GM-25 Single invoice can be received from vendors for

multiple consignment of goods received. System
must have the ability to combine all the goods receipt
lines for that purchase invoice and do one purchase
voucher posting.
GM-26 The system should prohibit the entry of duplicate

vendor invoices.
GM-27 Where goods or services are procured from a VAT

registered party, system should automatically
calculate VAT amount in such purchase invoices.
GM-28 On invoicing the purchase, accounting entries should

be automatically done on real time by the system.
VAT amount should be debited separately to a VAT
receivable account with specific identification as to
whether it is an import VAT or domestic VAT, VAT
on capital expenditure or revenue expenditure.
System should only record claimable VAT as
receivable.
59
GM-29 Some part of VAT amount is paid to the vendor and
remaining is paid directly to IRD as per IRD clauses.
Such amount of vendor-wise VAT withheld and paid
information should be tracked in the system.
GM-30 Purchase VAT book should be maintained in the

system required by Inland Revenue Department,
Nepal.
GM-31 Where TDS is applicable, System should have the

ability to calculate TDS in the purchase invoices or
Purchase journal and record in TDS Payable account
in the GL separately.
GM-32 Purchase invoicing can also be done partially when

partial goods are received from a Purchase Order.
System must have the ability to perform partial
invoicing.
GM-33 System should maintain data for quantity ordered,

quantity received, and quantity invoiced for each item
in the purchase order.
GM-34 When Purchase order is completely received and the

order is fulfilled. The system should automatically
close the purchase order and send the order to
document archive for future reference.
GM-35 Some orders can be considered closed if the supplier

is not supplying anymore. System should have the
facility to close the order manually and send it to
document archive.
GM-36 Only open purchase orders should exist in the

purchase orders list.
GM-37 Purchases can be done in foreign currencies also.

Where foreign currency purchases are done, system
should maintain vendor ledger in both the currencies
with exchange rates.
GM-38 Approval mechanism will also be required for

purchase processing in different conditions.
60
GM-39 Reports for Purchases (nonexclusive):
 Purchase Orders
 Open Purchase orders list
 Open Purchase requisitions
 Top Vendors based on purchase
value/outstanding balance
 Location wise Purchase analysis
 Item wise vendor purchase report
 Open Purchase invoices
 Purchase VAT Books
 Purchase TDS Report
 Purchase GRN report
 Purchase Return Report
 Purchase Order Ageing
 Vendor wise Purchase Items quantity and
Value
 Fixed Asset Acquisition report
 User alert reports
b. Inventory Management:
GM-40 CAAN maintains inventory of various items such as
stationary items for consumption and spare parts for
equipment and machinery maintenance. Movement
of such inventory from procurement to consumption
should be recorded in the system.
GM-41 Stock planning is done based on minimum stock

quantity for such inventory. System should suggest
purchase when inventory level is below the
prescribed limit.
GM-42 System should maintain master data for such

inventory planning, and fields required for inventory
planning and reporting.
GM-43 Each item should be identified with a unique code.

Where suppliers provide item codes, same code can
61
be used in the system. Where item is supplied without
any code, system should generate alphanumeric
codes for such items based on pre-assigned number
series.
GM-44 The inventory module should integrate with finance

module in following areas of operation:
 Purchase Requisition
 Purchase Order
 Goods Received Note
 Goods Returned Notes
 Stock Adjustments
 Stocks Transfers
 Stores Requisition
 Stock Consumption
GM-45 CAAN maintains inventory at multiple locations.

Minimum inventory level should be defined in each
location for all items in the system. Location wise
planning feature should be available. Stock register
should be maintained for all locations in the system.
GM-46 Procurement of inventory can be done from any

department/division. GRN should be done at every
warehouse for purchases as well as internal transfers.
GM-47 Requisition method should be defined in each

location for all items. Material requirement planning
should be done for each inventory based on this
method and minimum stock level.
GM-48 System should create Purchase requisition or transfer

requisition using the method defined for all item in
each location.
GM-49 Bins and Zones are maintained for proper

management of the warehouses, system should be
able to track items and quantity available in each bins
and zones on real time.
GM-50 Inventory are classified into different categories.

System should allow users to create categories when
required. Also other fields for inventory classification
are required for reporting purpose.
62
GM-51 Different category of items should be linked to

different GL Accounts for purchase accounts,
inventory accounts and expense accounts.
GM-52 Some inventory needs serial number tracking to track

warranty dates from suppliers. System should have
the ability to track such warranty claims to be made.
GM-53 For perishable items, expiry date tracking is

necessary. System should maintain expiry dates for
such goods and suggest picking of near expiry items
while issuing items. Also, system should generate
expired items report for any expired items.
GM-54 Expired items may need to be disposed. Such disposal

entries should be done through inventory adjustments
after approval by higher authority.
GM-55 Physical counting of stock is done at least once in a

year. However, for high value items, monthly stock
tacking is required and for medium range items
quarterly stock tacking should be performed. System
must have a feature to define physical counting period
for each item. System should suggest random items
to be counted on a periodic basis, so that physical
stock is always reconciled.
GM-56 For any discrepancies found during the physical stock

taking, inventory adjustment needs to be done in the
system. The adjustment journals must be approved by
higher authority.
GM-57 System must maintain the details of inventory

transaction such as Purchase GRN, Transfer Issue,
Transfer GRN, Consumption (Employee,
department, Service, Repairs), Adjustments, and
Disposal. The transaction details should be available
anytime with document references any time in the
system.
GM-58 Following stock reports must be generated from the

system (the list is not exclusive):
63
 Periodic Stock Ledger (Quantity and Value)
 Items Group wise stock report
 Stock Movement Reports
 Stock Consumption Report
 Supplier wise, Periodic Item purchase report
 Stock Transfer Report
 Location wise Stock Report
 Expired Items Report
 Disposed Item Report (Auction, waive etc.)
 Physical Variance Report
 Inventory Adjustment Report
 Inventory Requirement Report
 Bin wise Inventory report
 Stock Ageing Reports (based on Purchase
GRN date)
c. Fixed Asset Management

GM-59 Fixed Assets are recognized if the value of the asset
is above prescribed limit in the policy guidelines
published by CAAN.
GM-60 The module shall be capable of managing all types of

assets such as Land & Building, Plant & Machinery,
Vehicles, Furniture, Equipment, etc. Fixed Assets
Register to be maintained with the following details:
 Assets Category
 Asset code (minimum of 12 digits)
 Description of Asset
 Model and Serial number of the Asset
 Location/Division/Section
 Responsible Employee
 Date of acquisition
 Value
 Accumulated Depreciation
 Maintenance Details
 Insurance Value
 Date of disposal
64
 Asset transfers.
 Scan copy legal ownership document
GM-61 Serial number is used for physical tracking of asset.

It should be auto generated from the system
differently for different group of assets as well as
manual number should also be allowed.
GM-62 Fixed assets can have parent child relationship. This

capability to identify them should be available in the
system.
GM-63 Different fixed asset should be linked to different GL

Accounts according to the category of asset for
recording acquisition, accumulated depreciation,
depreciation expense, disposal, gain/loss on disposal.
GM-64 Purchase of Fixed asset can be recorded in any

currency, Fixed Asset register should be maintained
in local currency.
GM-65 Insurance of Fixed Asset can be done in group and

singly also. System should be able to track insured
and uninsured assets, Insurance expiry dates,
reminder for renewal, Insured Value, Insurance
Premium.
GM-66 Allocation of fixed asset costs from one asset to

another along with depreciation should be allowed in
the system.
GM-67 Depreciation methods prescribed by company law

and tax law are different. System must have the
ability to calculate and maintain multiple
depreciation books. Only one should be integrated to
GL Accounts.
GM-68 Fixed asset can be transferred from one division to

another, one location to another, one employee to
another. Such transfers should be recorded in the
system. Movement history of such asset also needs to
be maintained.
65
GM-69 Assets that need maintenance and not in working
condition should be marked as under maintenance.
Such flag should be removed after maintenance is
completed.
GM-70 Once the asset is created, related documents such as

Operation Manuals, Service Schedules, and Service
Manual etc. should be attached to each Asset.
GM-71 Repair and maintenance expenses for all assets need

to be tracked for each asset through maintenance
register.
GM-72 Some assets need maintenance at a regular time

interval. System should have the feature to record
such dates and send reminder to users.
GM-73 Fuel expenses for each asset should be tracked in the

system (vehicle, electric generators, etc.).
GM-74 Disposal of fixed assets should be done through sales

invoice. Approval is required before such disposal.
System should calculate gain/loss on disposal of such
asset. Sales return should also be allowed in the
system for disposed fixed assets. Any gain/loss
recorded at disposal should be reversed at the time of
such sales returns.
GM-75 Reports for compliance requirement as well as MIS

should be generated from the system. Some of the
reports are listed (non-exclusive) below:
a) Fixed Asset Report showing acquisition cost,

depreciation, book value. With Opening, Net
Change, and closing Balance for a given time
interval with all depreciation books used.
b) Acquisition List (Assets acquired during a
given time interval)
c) Projected Value (with future depreciation)
d) Fully depreciated Assets
e) Fixed Asset Location with responsible
Employee
f) Insured Assets and Uninsured assets with
insurance value and fixed asset book value.
66
g) Maintenance register showing list of assets
that went through repair and maintenance
with maintenance cost for a given time
interval.
h) Asset under maintenance reports.
i) Insurance Expiry reports.
j) Service Reminder reports.
k) Individual asset wise history report
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V. Human Resource & Payroll Management
i. Human Resource Management

No Requirement Compliance Suppliers
HR-1 The Human Resource Module should cover
following areas of operation:
 Recruitment
 Attendance
 Leave
 Travel
 Training
 Transfer
 Promotion
 Appraisal
 Payroll
 Loans & Advances
 Retirement & Settlement Module
 Pension Payments,
HR-2 All the modules in HR management listed above

should be tightly integrated with finance module for
payroll processing, loans and advance processing,
retirement benefits payment and release.
HR-3 The employee master database should be formed and

shall contain information such as Employee Number,
Name, join date, Retirement date, recruitment type,
Level/position, Division/department, Darbandi
Karyalaya/Kamkaj Karyalaya, years of service,
contact information, address, family details,
Insurance information (life/health/accidental), Bank
Details, Loans/advances, Education details, Training
Details, Provident fund account number, CIT
Number, Work-shift, suspensions, Employee
Welfare Fund Number, terminations, transfers and
re-instatements, Pension Holder Records etc.
HR-4 The system should have a unique window for HR

users with dashboards showing relevant information,
reports, and menu options.
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HR-5 The system shall have the ability to communicate
automatically with administration and HR
departments.
HR-6 All employees should have access to HR Module

through an employee portal.
HR-7 Each user shall have dashboard which is customized

to the job role.
HR-8 The employee portal should allow users to see his

employment status, apply for leave, write grievance
letter, make request for transfer, make request for
training and education, and write resignation letter
and similar activities.
HR-9 The system shall process the facility to maintain the

records of personnel accidents including the payment
of compensation and generate reports. Tracks and
reports workers’ compensation claims.
HR-10 The system should allow employees to process

medical insurance claim and attach relevant
documents.
HR-11 The user shall be able to view communications

posted by relevant authority.
HR-12 The employees of CAAN shall have access to links

such as, Documents (forms may be saved and/or
printed), Web sites, E-mails, etc.
HR-13 Each employee shall have the facility to view, update

their personal information, Company property assign
to them, etc.
HR-14 The system shall provide the integration between the

benefits module and the payroll module.
HR-15 The user shall be able to define different benefit

packages and allocate them to user groups according
to their user eligibility rules.
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HR-16 The user shall be able to create and modify
benefit/deduction plans based on employee status
change.
HR-17 The user shall be capable of handling the employee

health insurance schemes.
HR-18 The system shall track and maintain information for

dependents and beneficiaries.
HR-19 The system shall provide the ability to support

benefit/deduction goals and limits as well as to
recovers benefit/deduction amounts that have been
put into arrears.
HR-20 As all benefits are maintained in the system, the user

shall be able to assign benefits to employees by
clicking on each benefit. It shall be possible to do the
same to remove benefits as well.
HR-21 The user shall be able to drill into benefit groups and
plans to check specific enrolment information such
as a list of employees whose enrolments are
completed, in progress, or not yet started.
HR-22 The system shall be able to manage the individual

employees’ different types of deposits/savings
provided by CAAN, applicable interest rate and
interest capitalization as per rules.
HR-23 The system shall be capable of maintaining details of
different categories of loans taken by employees.
Apply interest rate, calculate and capitalization as
CAAN policy. It shall be possible to administer loan
borrowed on amount as well as assisting in
identifying the eligible amount.
HR-24 The system shall be capable to calculate fixed interest

amount/ penalty/instalment /EMI of various types –
simple / compound / monthly reducing and capture
repayment conditions. System should support to
change any specific instalment/ EMI and define the
effect on the remaining EMIs on change in interest
rates etc.
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HR-25 The system shall provide a facility for the employees
to request for update their benefit coverage based on
life event changes like marital status, life insurance
purchase, full or part disability, with supporting
document attachment etc.
HR-26 Employees shall have the facility to view new job

openings and apply as well.
HR-27 The system shall provide facilities for employees to

access to the company policies/ manuals/ procedures
/ formats / check list etc. appropriately.
HR-28 The user shall have an option to store electronic files

and scanned documents related to employees within
the system.
HR-29 User shall have access to standard reports other than

the reports listed in this document which shall be
confirmed during the implementation.
ii. Attendance & Leave Process:

HR-30 System should have attendance module to maintain
employees’ attendance, leave availed, accumulated
leave & absence.
HR-31 Attendance data should be integrated to the system

from biometric attendance machine.
HR-32 Work-shifts and employee roster should be

maintained in the system. The work-shift assigned to
each employee should be visible in each user
dashboard. Based on work shifts employee have
bonus or lunch allowances, system should have
option to track such data at payroll generation.
HR-33 Based on the in-time and out-time received from

punching machine, work-shifts and roster, system
should maintain each day attendance. System should
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have the ability to identify absence, late attendance,
half days, etc.
HR-34 There should be a feature to record overtime work

performed by employees in the attendance module.
HR-35 HR should have the ability to ask for clarification

regarding unsatisfactory attendance to an employee.
The query raised by HR should be visible to the HR,
the employee whom the clarification is asked to and
employee’s reporting manager.
HR-36 The employee should be able to reply for the

clarification from the system. Same clarification
should be approved by the reporting manager.
HR-37 HR person should have the ability to verify, approve

and update employees’ attendance from HR user
role in the system.
HR-38 All employees should be available in their

designated places at office hours after punching the
attendance. Random physical check is performed to
ensure that the employees are in their seats. System
should have place to enter any discrepancies for an
employee. Such discrepancies should be highlighted
in HR dashboard.
HR-39 Employees can avail leave on different leave titles,

and each title has different policies and limits
defined by CAAN policies. Leave master should be
maintained in the system. Leave title, number of
days, conditions should be updated with each
modification in CAAN policies. System should be
able to handle such changes.
HR-40 All employees are entitled to leave as defined in

CAAN employment policies. To avail such leaves
other than CAAN holidays, an employee should
write a leave application with reasons.
HR-41 All employees should have access to the system

through an Employee Portal to view his work-shift,
see other notifications issued by CAAN relevant to
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employees, apply for leave as per CAAN policies,
see leave approval status, see attendance data, leave
availed and accumulated leave data.
HR-42 Any employee absents for 60 days without approved

leave application is termed as “gayal” and is be
penalized as per CAAN policies. Such employee
should be highlighted in HR dashboard. The number
of days can change with change in policies. Such
change should also be made possible in the system.
HR-43 Each employee will fill leave request form and

submit for approval to sanction authority.
Leave title-wise balance will be shown in the
employee dashboard.
HR-44 An employee shall be able to apply for combined

leave for different leave title in the same application.
HR-45 For leave approval, system should have the feature

to setup workflows for approval on employee-to-
employee basis, department basis, and in multiple
layers of approvers.
HR-46 The request for leave should be sent to the approvers

email from the system and visible in approver’s
dashboard and HR Dashboard. The leave approval
process shall be as per CAAN organization structure
and polices.
HR-47 The approving authority should have the facility to

approve, reject or delegate the approval to senior
authority. If the approval is rejected or delegated to
other authority, the approver should be able to write
reasons for the same.
HR-48 The leave approval and rejection should be notified

to the employee and HR through an automated
email. The approved leave should also show in the
HR dashboard.
HR-49 Employee leave register should be updated on leave

application approval.
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HR-50 Paid and unpaid Leave should be separately
maintained and reported.
HR-51 Leave rejected list should also be maintained in the

system.
HR-52 Employee should have the ability to cancel or

modify the leave request. On cancellation and
modification of leave request, new notification
should be sent to approvers through an email and be
visible in approver and HR dashboard.
HR-53 Payroll Calculation should be based on the

attendance register maintained in the system. Certain
or whole attendee exemption option should be
available in the system.
HR-54 System shall have option to ad-hoc entry for

attendance and leave for authorized user.
HR-55 Attendance History reports, Leave Balance Reports,
Leave Carried forward reports, Leave rejected
Reports, Employee Absence Report, Employee
Roster Report, Customization reports etc.
iii. Travel Request and Claims Process:

HR-56 System should have travel request module to
manage employees travel requirement for official
purpose.
HR-57 Employee-wise travel register should be maintained

in the system.
HR-58 Travel Request form should be filled by an employee

and sent for approval from the approving authority.
The travel request must include information such as:
Employee details, travel location, reason for travel,
duration of travel, travel mode, cash advance
requirement, etc.
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HR-59 Travel Request should be visible in approver

dashboard and HR dashboard.
HR-60 Approval for travel should be notified through email

to and in user dashboard to employee, line manager,
HR (Admin) Department, and Accounts for release of
advance amount etc.
HR-61 Internal tourism request form should maintained and

approved as leave workflow system.
HR-62 Employee level-wise checklist should be maintained
in the system for assessment of eligibility of an
employee for requested travel. The eligibility criteria
should be fulfilled before approval of such travel
requests.
HR-63 After the travel or internal tourism has been

completed, claim form shall be filled up by the
employee and send for approval. The claim must
include information such as: Employee details, travel
details, travel request form attachment, claim details.
HR-64 The approval for travel claim should be sent to

concern authority through email and shown in
Dashboard. The approved details should be
forwarded to accounts and employee through
automated email and dashboard to the employee and
accounts department for payment.
HR-65 Accounts department should be able to create

accounting voucher for the payment and close the
travel claim document.
HR-66  Employee Travel History

 Rejected Travel Requests
 Travelling Expenses (Employee-wise, level-
wise, division-wise)
 Budget vs. Actual Expense
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iv. Training and Education:
HR-67 System should have a module to manage employee
training, education and License management with
education, training and license details, history,
request and approvals.
HR-68 The system shall maintain a competency library of all

employees and it shall track core competencies
associated with their next/future job.
HR-69 System user shall be able to create a career plan for

employees based on license, skills, training, and
education.
HR-70 The user shall have the ability to search for the
following data.
 Skill Code
 Skill Description/ License Ratings
 Experience Level
 Proficiency Level
HR-71 The system shall track employee /medical fitness test

/licenses/certification/expiration dates and
professional associations with a specified limit.
HR-72 Annual Training Calendar should be maintained in

system with following details: Date of training, Name
of training, Functional Coverage, Resource person
(Internal/ External with expertized area), Expected
Venue, Vendor, Expected Participants, etc.
HR-73 Employee-wise training register should be

maintained in the system for training details and to
keep track of employees’ commitment after the
training and education as per CAAN policies and
practices.
HR-74 Based on the training calendar, HR should be able to

create training cards in the system with training
details, participants list (based on their previous
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trainings and needs assessment), trainee name, venue,
etc.
HR-75 Employee level-wise checklist should be maintained

in the system for assessment of eligibility of an
employee the planned or requested training and
education program.
HR-76 The training card should be sent for approval to the

authorized personnel with multi-layer approval
requirement.
HR-77 When the training card is approved, automated email

should be sent to all participants and concern division
heads. A reminder email should also be sent to the
participants one day before the training.
HR-78 When the training is completed, HR should be able to

import training attendance in the system, based on the
attendance machine if applicable, employee
information should be updated. Where employee has
a contract related to the training for after training
service period or other conditions, same should be
updated in the terms of employment for the
employee.
HR-79 CAAN sends its employees for education for a long

period of time that can last for years. Such education
is also planned by HR based on CAAN policies and
guidelines to select the employee going for the
education within the country or abroad.
HR-80 HR should initiate the plan by creating a suitable

candidate for the education. Approval request is sent
to higher authority for approval.
HR-81 The approving authority can approve, reject, or

delegate the approval request. On rejection, the
approver should add reasons for rejection and suggest
another employee if necessary.
HR-82 Employee should also be able to make request for a

training from employee portal. Based on the request,
his education, experience and other CAAN policies,
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HR can process his request or reject the request with
reasons.
HR-83 Training request register should be maintained in the

system so that HR can give priority to such
employees then the opportunity arises.
HR-84 On approval, the employee and the HR and division

heads are notified through email.
HR-85 The user shall be able to maintain details of training

courses currently conducted by CAAN. These can
include internal courses as well as to external courses.
HR-86 The system shall be capable of managing training
courses. User shall be able to add, remove employees
to training courses. Once the training is completed,
details of participants shall be maintained until
deleted by an authorized person.
HR-87 Each Department or Training division has a
budgetary allocation for training, the system shall
deduct the necessary amounts when employees are
enrolled for the training. With this, it shall be possible
to track the budget utilization by division for training.
HR-88 The user shall be able to maintain a training schedule
for all employee groups. Therefore, by using this
information, the system shall handle the training
needs analysis and suggest the training need for
employees.
HR-89 The training module shall be interconnected with
performance management / competency management
/ succession planning / Employee Development
processes / Payroll management.
Examinations
HR-90 The module should allow the authorized users
(Administrators) to design and set exams consisting
of a large variety of Question types such as:
 Multiple Choice
 Calculated
 Simple Calculated
 Description
 Essay
 Matching
 Embedded Answers (Cloze)
 Short-Answer
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 Numerical
 Random Short-Answer Matching
 True/False.
HR-91 These questions are to be kept in a course Question
bank and needs to be re-used within courses and
between courses.
HR-92 Exams must be able to be automatically graded, and
be re-graded if questions are modified and the
administrator must be able to choose whether to give
feedback and/or show the correct answers.
HR-93 Exams must have a limited time window outside of
which they are not available and such time windows
to be set up.
HR-94 This module must be flexible with different question
types, randomly generated exams from pools of
questions, allowing candidates to have repeated
attempts at a question or retake exams multiple times,
and have the computer score it all.
HR-95 Exam questions and Exam answers must be able to be
shuffled (randomized) to reduce cheating.
HR-96 Enable the candidate to choose the number of
Questions to be displayed on screen at a time
HR-97 Questions must allow images, audio, video etc.
HR-98 Questions must be able to be imported from external
text files.
HR-99 It shall be possible to register students to exams.
HR-100 Provision to get feedback from the candidate about
the examination, immediately after the examination
HR-101 Exam result Publication and hard copy certificate
printing in respective design of CAAN.
HR-102 CAAN have different divisions or department such as
CAAN academy, Flight Safety Standard Department,
ANS Safety Standard Department etc. have role to
conduct different examination, certification, course
management, question management etc., each unit
should have independent access to this module with
proper segregate of data to each other. Data should be
accessible to the concern data owner only.
HR-103 Reports:
 Employee Training History
 Training Calendar vs. Actuals
 Training Budgets vs. Actuals
 Employee Training Requests
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 Employee on Trainings Details
 Employee Training Commitment and
Fulfilments
 Employee and course completed
 Course wise trainees
v. Employee Rating and License Management:

rating and license management with different group
of employee, different license categories, data of
expiration, allowance based rating, fitness test
rating, request process for license, expiration
notification, license renewal process, adding
category on previous licenses etc. as per CAAN
policies and practices.
HR-105 Employee rating and License management module
shall be tightly integrated with HRM, training,
employee transfer process, Payroll Management
Module.
HR-106 Multiple divisions should have option to record
employee license and process records independently.
HR-107 System should have computer based examination and
manual screening test records, fitness test records
options etc.
HR-108 Employee License information should be displayed
on the employee dashboard.
HR-109 Employee License Rating List, License Expiration
Report, Individual License Reports etc.
vi. Employee Transfer Process:

transfer processes with transfer history, transfer
requisition and approvals.
HR-111 Employee-wise transfer register should be
maintained in the system.
80
HR-112 For each division and position, HR (Admin) can
manage employee requirement through temporary
(Kamkaj) and permanent (darbandi) transfer
processes as defined in CAAN employee transfer
policies and practices. System should have option for
both types of transfer approvals process.
HR-113 Transfer requisition should be made for multiple

employees, to and from multiple divisions in one
requisition.
HR-114 HR department should have the ability to raise
transfer requisition based on vacant seats, positions
and human resources availability in different
divisions and positions.
HR-115 The transfer requisition should be sent for approval

for higher authorities. The approval should be
required on multiple layer one after another. The
approval request should be visible in approver
dashboard.
HR-116 Once the transfer requisition is approved by all the

approvers, transfer notice should be sent through
automated email to all the employees, reporting
managers, HR (Admin) department and concern
division heads.
HR-117 The transfer information should be updated in

employee information page.
HR-118 Employee can also request for transfer. System

should have a feature for an employee to request for
transfer with preferred location based on some
priority, division, and reasons.
HR-119 The transfer if deemed valid HR should forward the

request for approval to the line manager, division
head for approval.
HR-120 The approvers should be notified through automated

emails and should also show in their dashboards.
HR-121 The approvers may approve the transfer or reject or

change the transfer type (Permanent or Temporary)
81
with reasons in the system. The approval or rejection
should be notified to the employee.
HR-122 The transfer request history should be maintained in

the system.
HR-123 When the transfer request is approved by all the

approvers, transfer notice should be sent through
automated email to all the employees, reporting
managers, HR (Admin) department and division
heads.
HR-124 Reports:
 Employee Transfer (Permanent/Temporary)
History
 Transfer Request Status
 Rejected Transfers
 Relocation and Outstation Allowances
Details
vii. Promotion and Appraisal Process:

HR-125 System should have a module to manage appraisal
and promotion process for each employee.
HR-126 HR (Admin) person should be able to create

appraisal forms for employees and assign the forms
to each employee.
HR-127 The user shall be able to define the appraisal steps.

These steps will differ among different employee
groups.
HR-128 The appraisal form should be filled by all the

employees and forward to line managers for approval.
HR-129 The line manager should have the feature to approve

the appraisal or make changes in the appraisal form
and forward to HR (Admin) Department.
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HR-130 The approved appraisal form should be notified and

should be view by the employee in his dashboard
also.
HR-131 System must have a feature to assign points to

employees based on years of service, place of service,
attendance, education qualifications, trainings, etc.
HR-132 After all the appraisal forms are received, a

comparative report should be generated from the
system. The system shall be capable of generating an
acknowledgment letter with the review results.
HR-133 Capability shall be available for reporting and

analysis of performance ratings for various employee
groups.
HR-134 All historical reviews shall be made accessible to

managers or administrators.
HR-135 Based on the ratings provided, highest scoring

employees will be selected and recommended for
promotion. System should have a feature to send such
recommendation to the higher authorities. The
promotion process needs multiple levels of approvals.
HR-136 When the promotion process is approved, employee

should be notified, and employee information should
be updated in the system.
HR-137 Examination based promotion process should be

supported by HR module. Vacancy information
should be circulated to employees through employee
portal also.
HR-138 Based on the appraisal process, system should have

the ability to select top best performing employees
each year.
HR-139 The top performing employees are recommended for

yearly prize given to its best employees by CAAN as
per the policies defined.
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HR-140 The best employee awarded record should be updated
in employee information every year.
HR-141 As per CAAN policies and practice employee scoring

should have ad-hoc entry option and should
maintained securely (Gopya) and accessible to
certain authorized user only.
HR-142 For any activities that needs disciplinary charges,
legal charges and penalization to the employees,
system should also have a feature to raise such
document and send for recommendation and
approval.
HR-143 Such legal charges taken against an employee should

be maintained in employee information as employee
history.
HR-144 An employee should have a facility to raise

grievances against promotion, appraisal, disciplinary
charges, etc. using employee portal.
HR-145 HR (Admin) should have the facility to view such

grievances, take action and update status of that
complain raised in the system. The user should be
able to see the complaint status in his dashboard.
HR-146 Reports:
 Appraisal History
 Division-wise, Department-wise, Level-wise,
Employee-wise Scores
 Appraisal Letters
 Promotion Letters
 Top performing employees
 Appraisal Forms
 Prize and charge action list
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viii. Retirement & Benefits:

HR-147 System should have a module to manage retirement
and retirement benefits to all employees working
with CAAN.
HR-148 Retirement of an employee can occur through

mandatory retirement due to years of service,
retirement age, resignation or through termination.
System should have the capability to handle all types
of retirement processes and benefit payment
processing.
HR-149 For retirement through resignation, an employee

should have the ability to apply for resignation with
reasons through employee portal.
HR-150 The resignation request should be received by HR in

HR dashboard.
HR-151 The resignation if met with all the terms of

employment, should be forwarded by the HR
(Admin) to line manager, Department/Division head
for approval.
HR-152 The approving authority can approve or reject with

reason. Same should be notified to the HR (Admin)
and the Employee through email and dashboard
notification.
HR-153 Documentation for resignation will be made in

respect of the following documents:
 Staff Counselling report
 Exit interview form
 IT Privilege Form
 Clearance Letters
 Terms of employment
HR-154 HR (Admin) should forward the retirement document

to the line manager, division manager for approval.
The document should also be approved by all relevant
departments and staffs for clearance of any duties or
financial liabilities.
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HR-155 HR should be able to ensure handover process is done

properly using the system.
HR-156 After completion of all the documentation, HR should

forward the retirement document for approval.
HR-157 When the document is approved by all the approvers,

the retirement process is complete. Retirement letter
should be generated from the system. Retirement
information should be updated in employee
information.
HR-158 System should enable HR (Admin) to calculate all the

benefits that an employee is eligible for.
HR-159 The benefits calculated should be sent for approval

and after approval notified to finance department for
payment release.
HR-160 For retiring employees, last month salary should be

put on hold until clearance is received from all
relevant departments. System should support the
process.
HR-161 Letters should be generated for release of retirement

funds from the system.
HR-162 Reports:
 Retirement History
 Settlement receivable and payable
 Final settlement reports
 Gratuity Reports
 Retirement Fund Release Reports
 Retired Employees List
 Probable retired employee report (time
range)
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ix. Payroll and Pension Management
HR-163 The finance module shall integrate with the HRM,
payroll module to process information /documents
such as,
 Recruitment details, promotion details,
employee leave/absence, demographic
analysis of employees such as age wise,
gender wise, Department wise analysis etc.
analysis etc.
 Salary revisions (Basic/Grade)
 Overtime /no pay
 Employee License rating grade
 Bonus
 Payments for trainees
 Welfare payments
 Travel Expenses
 Pension
HR-164 The employee payroll master data such as Employee

Number, Name, join date, Retirement date,
recruitment type, years of service, Insurance
information (life/health/accidental), Bank Details,
Loans/advances, Education details, Provident fund
account number, suspensions, terminations, transfers
and re-instatements shall be maintained in the HR
module.
HR-165 System should have facility to define/ alter multiple

types of loans and Advances as per the applicable
rules and regulations. Facility for on-line application
of loans, via self-service employee portal.
HR-166 System should maintain Pensioner database for all
employees before 2056 BS who choose for pension
option and retirement fund for others.
HR-167 Payroll components (Heads of salary and other
facilities) should be maintained separately.
HR-168 The payroll components must be in the form of a

master list that can be added by user if the payroll
component changes in future.
HR-169 With each level of employee, applicable payroll

component should be assigned.
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HR-170 Apart from level of employees, some employees can

have other specific type of payments applicable to
them only. The special component should also be
maintained in the system.
HR-171 Deduction details should be maintained in a similar

manner to payroll components. Deductions such as
payroll tax, gratuity, retirement fund and other
welfare fund should be maintained in the system.
HR-172 Karmachari Kalyankari Kosh (Employee Welfare

Fund), a different entity manages CAAN employee
welfare fund. Amount sent to this fund and instalment
of loan provided by the fund should be deducted from
the salary as deduction. The System should be able to
communicate with Employee Welfare Fund
Management System.
HR-173 The payroll system shall process the salaries once a

month.
HR-174 Payroll calculation is done centrally by the Head

Office. Over Time duties, Lunch and other expenses
is paid by the division directly to employee. All
payment should form part of payroll for tax
calculation.
HR-175 Trainee (students) in academic division is provided

with lunch expenses. This should also be accounted
in the system. They should also be treated as
employees for payroll purpose.
HR-176 Attendance data from attendance machine should be

integrated to ERP system. The data should be
authenticated and updated for missing attendance and
verified by HR personnel in the ERP system. The
approved attendance should not be editable
afterwards.
HR-177 System should calculate monthly payroll based on the

attendance, employee level, payment details,
deductions etc. applicable to each employee.
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HR-178 The calculated payroll should show each head-wise
calculated data for an employee on the screen.
HR-179 The calculated payroll should be verified by another

person and the approved by higher authority before
pay-slip is generated.
HR-180 Employee-wise pay-slip, Bank Payment Advice

should be generated in a format prescribed by CAAN.
Employee Payslip should be available in HRM
Employee dashboard.
HR-181 The system should have the ability to create

accounting voucher from the payroll calculation
sheet. The voucher should be generated in detail for
each employee accounts.
HR-182 The system should automatically send the respective

amounts to salary expense account, loan account,
Welfare fund account, tax account, salary payable
account.
HR-183 Income tax calculation must follow the income tax

law prevalent in Nepal.
HR-184 The system shall consider, overtime/no-pay and other

recoveries received from various divisions and
process the monthly salary.
HR-185 Provision shall be made available to workout bonus

payments and to make attendance incentive payments
with applicable TAX deductions.
HR-186 Employee wise tax deduction should be maintained.

Payment of such tax should also be updated in the
system with tax submission number, payment date,
and fiscal year.
HR-187 The system shall provide the facility to work out and
deduct advances at different times of the year. The
request for the advances shall be made from the
individual department.
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HR-188 Facility shall be provided to compute Gratuity as per
laid down procedures.
HR-189 The system shall have the facility to backup each

month’s salary data before processing the salaries.
HR-190 Employees shall have the facility to view their

individual salary details with restricted access.
HR-191 The system should have the ability to calculate

payrolls for all employees, group of employees
(division-wise), level of employees, selective
employees, individual employee at a time. The
system must have the ability to exclude the criteria
said earlier and process payroll for others.
HR-192 If an employee is at the last month of his/her

employment, the system shall process the last
month’s salary and hold the payment. At this time, the
system shall indicate the authorized person regarding
this matter and that person shall have the capability to
deduct any amount owe by the employee to the
company and pay the salary.
HR-193 System shall be capable of generating the pension

payment sheet monthly to manage pension
Payments of pensioners.
HR-194 The system shall be capable of managing IPS
payment monthly.
HR-195 Required reports (non-exclusive):

 Payroll Summary for the month
 Payroll detail for the month
 Employee Payslip
 Bank Advise
 Tax Deduction summary
 Tax Deduction Detail
 Loan Deduction Summary/Detail
 Employee Payment History
 Suspension/termination
 Retiring Employees List
 Pensioner Payment Summary/Detail
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VI. Airport Operational Database:
AD-1 The system must allow, based on the data, to manage
programming of the airlines and the planning of the
airport resources associated with the operations to be
carried out with following information:
 Airport information enroute, selectable by
ICAO/IATA code airport.
 Obtain information from aircraft
operators, selectable by the ICAO/IATA
code of the airline.
 Obtain data from the aircraft operated at
the airport, selectable by the ICAO/IATA
code of the aircraft.
 Details of specific configurations
selectable by number registration of the
aircraft.
AD-2 The should be able to configure aircraft with

Manufacturer, Series, Model, Registrations, owner,
operators etc.
AD-3 Flight schedules can be incorporated into the system
from airlines or air navigation entities by SCR
messages following the IATA standards set out in
Chapter 6 of the SSIM manual.
AD-4 AODB must have portal interfaces (customer
interface) to import flight information (seasonal
calendar or daily updates) of airlines, ground support
companies and / or government agencies and
approval process from authorized personnel from
CAAN or Airports
AD-5 There should be a feature for the management of the
operation of the planning of seasonal flights as of the
daily flights, and allow to:
 Generate the schedule of seasonal
flights.
 Manage the allocation rules based
on priorities so that the system
automatically allocates the
necessary resources for each
operation.
AD-6 The system must allow management of flights that do

not come from the seasonal schedule, such as
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unplanned airline flights, military flights, aero-
ambulances, corporate flights, trainings, etc.
AD-7 Users should be able to make adjustments to the

planning imposed by day-to-day incidents, such as
cancellations, delays, detours, route changes and
others. This information that can be provided by the
airline through ICAO/IATA messages, must be
processed and automatically incorporated into the
system.
AD-8 Through this module it must be possible to automate

the assignment of the different elements that can be
used during an operation, such as boarding gates,
luggage belts, etc.
AD-9 System should have the ability to manage the

additional data to the operation, which will influence
the subsequent check-in process, such as passengers,
times of use of the equipment, refueling of fuel, etc.
AD-10 It must have a tool for generating scenarios, or
simulations (analysis "what if"), whose objective is to
anticipate the availability of airport resources based
on certain simulated conditions: new operations,
changes in the schedules of the same or works in the
infrastructures of the airport that affect the resources.
AD-11 The main ODA module should include different sub-

modules, clearly identified, to:
 The configuration and
parameterization of the General Data
of the Airport.
 The management of the operation of
the planning of seasonal flights as of
the daily flights.
AD-12 The parameterization submodule, among others,

should allow to configure parameters of:
 Cargo Units
 Mail Unit
 Types of fuel
 Minutes of Arrival and Departure
Delay independently.
 Minutes of Control of Collection first
suitcase.
 Taxi time by default.
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 Minimum time of stay in parking
position.
AD-13 As for the resources of the Airport, the submodule of

parameterization should allow to configure among
others:
 Types of Airports (domestic or
international)
 Types of Schedules (Peak Time, Not
Peak)
 List of airports with IATA and ICAO
codes, Name, city, state, and country.
 Runways of the Airport.
 Terminals.
 Parking Positions.
 Check-in/ check-in counters.
 Baggage Claim Straps.
 Boarding Gates.
AD-14 It should allow to configure the seasons established

by ICAO/IATA in reference to the summer and
winter season, with the dates marked in the
ICAO/IATA World Slot Guidelines (WSG).
AD-15 The AODB will need to be integrated with the

Resource Management System (RMS), Flight
Information Display (FIDS) and Billing modules.
This integration must be in "native" mode i.e., it will
not necessarily require going through the integration
platform.
AD-16 AODB, through the Integration Platform, should

exchange information with at least the following
systems:
 Common Use Passenger processing System
(CUPPS)
 State of counters and doors (open, closed),
flight closure, number of passengers.
 AODB- BHS (Baggage Handling System)
and BRS (Baggage Reconciliation System)
 Flight Information, Planning, Changes and
assignment of parking positions of aircraft
and luggage etc.
 BHS - AODB: First / last luggage etc.
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 AODB – FDPS/AMHS: flight information,
planning, changes etc.
 FDPS/AMHS – AODB: landing clearance,
aircraft number, hours landing and take-off
etc.
 The exchange of information between AODB
and ATC System.
 Corresponding website: flight related
information
 Mobile app: flight related information
AD-17 AODB, through the Integration Platform, should

receive information at least as
 Information on movements and schedules
(estimated time of arrival / departure, etc.), the
seasonal forecasts of the companies, the
number of passengers, etc.
 Flight plan, information on take-off, arrival
and departure aerodromes departure and
destination, NOTAMS, etc.
 External weather information: weather
information on the origin and destination of
the flight
 Message Format: ICAO recommended Type,
Type B Message and XML
AD-18 The AODB, through the Integration Platform, must

provide, real time flight information related to the use
of contact doors boarding or remote positions to the
different parties: Companies, airlines, ground support
companies, etc.
Specifying, for example, the time of boarding, the
arrival time of bus to the remote position as well as
the following data:
 Flight Code
 Boarding gate
 Remote position
 Scheduled date and time
 Date and time of the effective operation
 Date and time of boarding bridge availability
 Date and time of availability of land vehicles
 Number of land vehicles
AD-19 AODB shall have to generate Pre-billing information

that will record the following:
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 Domestic flight contact position
 First 30 minutes or half-hour or fraction of an
hour additional
 Related services
 Water, internet, and electrical services
 Remote position of air conditioning
 Land transport of vehicles
 Disembarkation of land vehicles
 International flights
 Contact position
 Use of track lights (markup)
AD-20 The AODB must provide, on time information on

aircraft type (ICAO code) flights and the type of
aircraft (ICAO code and domestic, international
code) including boarding points or remote parking
positions to prepare for departure or take-off, for each
departure flight, information on the passengers on
board, the distance travelled and the type of flight
(national, international). This information shall be
sent to the billing system.
AD-21 The solution must make it possible to simultaneously

manage several airports as centralized configuration.
This solution must be based on:
 Common platform environment.
 Unique databases and tables consolidating
information from flight, etc. centralized
airports.
 Unique reference data for centralized airports.
 Configuration data and configurable
operating rules potentially different by
airport.
 Views, masks, screens, color codes, etc.
configurable potentially different by airport.
 A dynamic reconfiguration of access rights
through different airports. Some users can
access multiple airports, while others are
limited to airports.
 Flight reports at an airport can be used to
determine flight reports at another airport
managed by the same solution.
 A consolidated data warehouse containing the
data from centralized airports, allowing
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dashboards general, without multi-database
queries being required.
 The multi-airport configuration must be able
to be fully managed at distance, and
dynamically. For example, adding rules
operations, or new resources at an airport
should not impact other airports, and must be
able to operate without having need to reboot
the system.
AD-22 Authentication and access control:

 The system should use same connection
mechanisms of AODB username and a
password.
 The system must allow a system administrator
to restrict user access to any component of the
system.
 The system must allow user authentication
and access to resources through LDAP and /
or the active airport directory.
 The system must allow the definition of roles
and / or associated profiles security levels and
access rights.
 The system should provide control
mechanisms for access to data stored in the
database, to create, query, update, erase data
and tables accordingly profiles of end users
and technicians.
 The system should provide for the possibility
of activating audit mechanisms for data and /
or tables.
AD-23 End user interface:

 The system should provide an end user
interface based on the use of user-friendly
windows.
 The system must allow the use of filters on the
screens of the different system modules.
 The system must use and be compatible with
IATA, ICAO codes for airport codes,
countries, cities, airlines, types of aircraft.
AD-24 The AODB shall provide essential information for the

proper functioning of the internal processes of the
airport, as well as processes associated with airlines,
ground support companies and airport organizations.
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AD-25 The interface graphic (GUI) will allow an authorized
user to add, modify or manually delete fields
associated with a flight. The screens (forms) will
facilitate the entry of all data, no data will be saved
directly in the data tables without verification by the
system.
AD-26 The system must be intuitive and easy to use

(interface-based configurable graphic). It must
support client technology lightweight to ensure the
mobility of the airport.
AD-27 AODB should capture and store relevant data for its
functioning from internal and external systems. The
sources of data can be:
 Manual update by airlines, ground support
companies or airport authorities directly from
limited portal accessible to them.
 Automatic update by airlines, airlines ground
handling companies or airport authorities (to
be through processes such as Excel sheet
loading containing updates, etc. ...)
 Updated through ICAO/IATA messages or
any other program such as SITATEXT/Type
B Message
 Updated by airport staff.
AD-28 AODB shall be able to centrally enter, store and

maintain all relevant master data. This shall include
but shall not be limited to:
 Customer master data (i.e., airlines, flight
schools)
 Aircraft master data (i.e., aircraft type,
specific aircraft data)
 Airport master data (i.e., origin/destination
airport countries, zones and specific airports
with clear name IATA and ICAO code)
 Resource master data (parking positions,
piers, check in counters, baggage belts,
resource times)
 Billing master data (tariffs, condition rules
and prices)
AD-29 Passengers on arrival and departure must be

registered for each flight, broken down at least into:
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 Paid passengers.
 Children
 diplomats
 Other tax-exempt passengers
 Passengers in transit
 PMR passengers (reduced mobility using an
access with assistance and wheelchair)
AD-30 The system must provide a user-friendly interface for

creating and the management of business and
operational rules, without programming and without
contacting the suppliers.
AD-31 Flight recordings must be kept active for 90 days at

least. A long-term data storage system should be set
up, in which the archiving of data that are no longer
active and facilitating access to information.
AD-32 AODB should handle daily and seasonal flights.

 Seasonal Flight Planning
 Unlimited number of flight seasons
 Unlimited periods per season
 Import functionality to import from flight
plan coordination or airline systems.
 Daily Flight Planning
 Automatic generation of daily flight plan
from flight plan
 Easy means of entering ad hoc movements
(general aviation, search and rescue
operations)
 Support user to enter timestamps like ET/AT
by creating timestamp.
 Support user to enter master data references
like registration, airport by auto completers
and search functionality.
 Plausibility check for all master data fields
(i.e., PAX number plausibly for aircraft)
AD-33 The system must allow several operators to access the

same data simultaneously. Data refresh and
synchronization must be done entirely in real time,
without any intervention of the user.
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AD-34 The system must provide an undo /redo function users
to test a feature and return to the state before if
necessary.
AD-35 The system should help detect any irregular situation

occurring in an airport and likely to have negative
repercussions on the downstream processes and
service levels and must help to result. It must be
possible to visualize these situations on dashboards in
real time. These dashboards must be configurable by
authorized airport users. This functionality must be
achieved either within the AODB or within the
Resource Management System (RMS).
AD-36 The following information is required at least for

airport operations:
a) Nature of the flight
 Address (country of arrival / departure
number)
 Type of flight (planned, charter, cargo,
military, general aviation, ambulance .... etc.)
b) Information posted for the airline.
 The name of the airline (ICAO/IATA)
 Airline code share code (ICAO/IATA)
c) Name of airline
 Abbreviated name of the airline
 Name of airline
 Other name of airline
 Airline company membership group (if
applicable)
 Airline Marketing Alliance, If applicable
d. Flight information
 flight number
 Flight exploitation number
 Code share code flight (s)
e. Flight time
 Date and time of scheduled flight (arrival /
departure) (schedule)
 Date and approximate time of arrival /
departure flight (ETA / ETD)
 Actual date and time of arrival and departure
of the flight (Touchdown and Take off)
 Actual date and time of the aircraft station and
its exit of parking
f. Route information
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 Destination - Channel 1, Channel 2 Channel
3 (IATA standard - upstream of three previous
cities)
 Origin - 1.2 of 3 (IATA standard - up to three
cities downstream)
g. Aircraft Information
 Aircraft type and series (ICAO/IATA)
 Aircraft subtype (ICAO/IATA)
 Other type of aircraft
 Aircraft number
 Maximum take-off weight (MTOW) of the
aircraft
h. Location and resources of the flight
 Terminal identification
 Terminal name
 Gate assigned.
 Previous gate assigned.
 Closing time of the door
 Door opening time.
i. Information on ground assistance
 Handling Identification / Ground Service
Company
 Other identification of service providers
 Food Delivery (Yes / No) (Catering)
 Flight season start date.
 Flight season end date
 Other areas (airline, aircraft type, etc.)
AD-37 The system must allow the establishment of flight

schedules seasonal and pre-allocation of resources
over the coming seasons.
AD-38 The system must have automatic or manual

mechanisms for entering and recording seasonal
flight schedules from external systems, with different
types and file formats.
AD-39 The system must generate daily information on

flights from seasonal flight schedules.
AD-40 Each flight movement must be considered as a unique

record in the system, regardless of the planning. The
management of a flight in real time must not lead to
any loss of functionality at any time in the future or
the past (where a cancelled flight does not cancel
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scheduled flights in the base for rest of the season,
etc.).
AD-41 The system must allow the daily operation and

movement of aircraft and resources, whether
automatic or manual, based on information available
and received from the different internal systems.
AD-42 The system must allow the recording and

management of flights not from seasonal schedules,
such as unplanned airlines, general aviation flights,
etc.
AD-43 The system must be able to adjust the daily planning

of incidents, such as cancellation, delay, variances,
changes itinerary, etc.
AD-44 The daily operational programming must contain at

least the following information:
 Scheduled arrival or departure times.
 Real flight gates.
 Carousels / tracks for arrival flights.
 First and last baggage delivery for arrival
flights.
 Aircraft types and categories.
 Registration numbers
 Positions of stationing the aircraft.
 Flight status.
 Irregular operations for the flights to be made,
return to the block, diversion, and
cancellation.
 Number of passengers by man, woman, child.
 Number of passengers for flights and by class
of service.
 Number of passengers exempt from tax.
 Counting passengers requiring special
assistance for flights and type of assistance.
AD-45 The system must be able to manage the information

from the transponders of the aircraft, collected
through a system of Mode-S / ADS-B receivers.
The integration with this sub-system shall be done
through web services.
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AD-46 Of those aircraft that comply with the ADS-B
standard, the identification of the flight number
and/or Call Sign must be tracked.
AD-47 The following time tags and time tags must be

automatically recorded in the AODB:
 Date, time, and minute of landing / take off.
 Time elapsed from Landing / Take Off to
abandon / enter runway.
 Date, time, and minute of departure/entry by
taxiway (apron)
 Elapsed time from exit /entry in taxiway to
parking position.
 Date time and minute of Arrival /
abandonment of parking position, which can
be considered as time of On Block / Off
Block.
AD-48 Records must be processed and stored in the AODB

for subsequent check-in to the airline based on the
parameters established in the contract.
AD-49 The Airport Management system must have a

predictive module. This module should compare the
history of operations of the last 5 equivalent seasons
(Summer / Winter) along with the planning of the
next season. Of the result, the predictive module must
 Give the indicators of the expected occupancy
of passengers with expected percentage of
cargo on the declared seats.
 Forecast of delays.
AD-50 Prediction of Pax Flow in the different areas of the

terminal by hourly sections in the following areas:
 Billing Area.
 Security Checkpoints.
 Immigration.
 Boarding Area.
AD-51 Reporting:
 The system should provide the standard
reports list that include all reports required in
general year cycle and for general auditing
propose.
103
 The system should allow the editing of reports
by hour, daily, weekly, monthly, and yearly.
 The system must enable the recording,
traceability and generation of summaries
associated with performance data such as:
number of messages per interface (sending
and receiving), number of messages for a
period of (sending and receiving), number of
errors, number of connections.
 All reports must be accessible in text and / or
in the form of graphics.
 All reports must be exportable into text,
Excel, XML or pdf files.
 These reports must be able to be automatically
generated at intervals regular configurable by
standard tool, with file server backup.
 The reporting solution must work in real time
and KPI (aircraft punctuality, etc.).
 The system shall be display synchronized
Gantt charts and dashboards on up to 4
separate screens with the ability to display
separately defined resources on separate
screens.
 The schema of the Data Warehouse database
must be published and extensible.
 The system must be able to maintain an Audit
trail of all changes to system data.
 Able to generate various reports. Example:
OTP report; Delayed flight report for both
arrivals & departures on daily or weekly or
any other definable intervals on need basis.
 Able to select the output of the reports (table,
chart type, colors, etc.)
 Able to generate customizable reports.
 Heavy usage of the reporting solution should
have no impact on the operational systems
(AODB etc.)
AD-52 Dashboard Tools

 The system shall provide interactive
dashboards that can present users with a
graphical view of ACI airport KPIs, measures
and metrics.
104
 The system must be able to provide
dashboards and analytics for use on a mobile
device.
 System shall contain a dashboard view of the
current resource plan, current KPI
performance, all upcoming tows, all rule
violations, all warnings, notifications, and
cancelled flights on one screen.
 The system shall provide dashboard with user
customizable widgets to monitor operational
KPIs and widgets, maintaining full situational
awareness with respect to KPI performance.
Users with sufficient access credentials can
setup the multiple Dashboards to track
various pre-defined KPIs.
 Users shall be able to create new Dashboard
as and when required.
AD-53 Daily/monthly Aircraft Movement, Pax movement,

cargo, sector/time wise, aircraft occupancy rate, and
other required by CAAN record should be maintained
as per the requirement of airports individually and in
consolidated form.
The data source shall be other system where
application otherwise data entry portal should be
available.
VII. Resource Management System (RMS)

RM-1 The RMS system is the platform by which the
different airports resources are managed, planned and
allocated, such as embarkation, luggage conveyors,
aircraft parking slots, etc. The module should be
available in the system.
RM-2 The RMS system must provide the necessary

functionalities to allocate resources to flight
schedules based on one or more rules that represent
the mode of operation of an airport.
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RM-3 The RMS must allow to manage airport resources in
a comfortable manner with a graphical environment
that includes the possibility of allocating resources
through a simple "drag and drop".
RM-4 If the AODB has not been able to automatically

allocate a resource, the RMS must automatically
create virtual resources, clearly differentiated by
another color and located at the top of the screen, in
which it will leave the assigned operation without a
physical resource, so that the operator performs the
assignment manually.
RM-5 It must allow the user to customize the work

environment through different colors, being able to
assign a specific color to an airline, to facilitate the
identification of operations.
RM-6 The RMS must allow to perform the following

functions:
 Resource occupancy blocks.
 Creation of aircraft earthworks.
 View in historical mode.
 View of the planning of future days,
by entering dates.
 Automatic allocation of resources
using the rules defined in the AODB.
 Access to ICAO/IATA messaging.
 Modification of the schedule of an
operation.
RM-7 The Airport Management system must include a

graph module in the plant, in which the operator can
see in a synoptic plane the resources of the AODB
and make queries of the operations assigned to each
resource.
RM-8 This module should allow the system administrator to

include drawings by terminals and areas.
RM-9 On the drawings, user should be able to configure the

resources and it should be automatically integrated
with the codes established in the AODB Database.
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RM-10 By means of color coding, it should indicate whether
the resource is free or busy and should give
information about the assigned operation, as well as
the next planned operation.
RM-11 The RMS system must operate fully in real time with
the AODB.
RM-12 The RMS system should be centrally manageable and

accessible from the multiple airport terminals.
RM-13 The architecture of the RMS system should allow a

centralized definition of users and roles, with the
ability to configure different levels access to
applications and data.
RM-14 The RMS system must be easily scalable and

configurable, especially in the case of an addition or
a removal of services (new screens, new type of
information or new sources of data to be monitored).
RM-15 It must be possible to modify the list of resources and

their characteristics by working in the planning and
in real time without restarting the application.
RM-16 The RMS system must make it possible to create

"what if" scenarios in parallel with his operation.
RM-17 The RMS system shall be configured to meet the

requirements operational requirements and
performance requirements of multiple users
connected simultaneously in the multi-airport
platform system.
RM-18 The RMS system should allow simple and efficient

management of airport resources with graphical
environment including displaying Gantt charts and
allocating resources by drag and drop.
RM-19 The solution must make it possible to quickly find a

flight in a list or a Gantt chart, using any element
describing its characteristics (origin, destination,
aircraft type, registration, transporter, ground
assistance provider, etc.)
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RM-20 The solution must allow to filter the Gantt charts for
display only resources with certain characteristics as
well as certain types of flight assignments. E.g., cargo
planes and posts cargo, or international aircraft and
movements International.
RM-21 The solution must allow an allocation of resources

entirely manual, semi-automatic and fully automatic.
RM-22 The system must be able to receive LDM and MVT

messages and display the information in a graphical
form on a dashboard.
RM-23 All data managed by the RMS interface must be

stored in the AODB database.
RM-24 The operator of the RMS system must be able to

allocate / decommission flight resources.
RM-25 Resources included in the resource management

system should be, as a minimum:
Aircraft parking slots.
Boarding and disembarking gates.
Baggage carousels.
Check-in counters and / or check-in stations (tables,
kiosks, zones)
Aircraft towing vehicles
Bus for passengers and cabin crew.
RM-26 The RMS system must allow the following:

allocation / distribution of human resources,
equipment and infrastructure for management and
operation of the airport resource reservation blocks
creation of aircraft ground movement visualization of
the planning of future days, by entering the dates,
automatic allocation of resources using rules pre-
defined, access to ICAO/IATA messaging through
the integration platform change of program of an
operation.
RM-27 Resource management:

The RMS system must allow the allocation of specific
resources.
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The RMS system must be able to generate scenarios
to allow the optimal choice to the operator.
The RMS system coupled with the AODB must be
ready to operate in an A-CDM environment
RM-28 RMS system should help define rules and priorities

associated with resource allocation.
RM-29 The solution must allow to fully configure the delay,

standard separation between two consecutive
assignments of the same resource, considering all the
known characteristics of departure or arrival flights.
RM-30 Towing must be clearly identifiable in the diagram. It

must be possible to modify the towing directly from
the Gantt chart and enter planned and actual times as
needed.
RM-31 The RMS system must allow the definition of times

and dates (start and end) for the different rules
defined.
RM-32 The RMS system must allow the declaration of

resources such as not operational or unavailable,
considering a resource individual, by resource group
and / or period.
RM-33 The RMS system should make it possible to define

the maximum capacities of resources to consider in
the allocation process.
RM-34 The check-in desk management system must allow:

The number of counters allocated according to the
characteristics.
 Managed flights.
 Common check-ins
 Possibility of assigning multiple separate
counters to all or part of flights including code
sharing or flight movement.
 Possibility of assigning specific counters to
classes of different passengers.
RM-35 Planning, restrictions and conflict management:
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 RMS should allow users to identify and create
their own restrictions and define the rules.
 RMS should provide automatic conflict alerts
stations. Including conflict resolution
functions.
RM-36 Simulation and scenario management:

 The RMS system must allow the generation
of scenarios allowing to simulate resource
management.
 The RMS system must have a scenario
generation tool, or simulations, the objective
of which is to anticipate the availability of
resources according to certain simulated
conditions:
 New operations or stop operations.
 Schedule changes
 Airport infrastructure works affecting
resources.
RM-37 Stands/Bays:
 The user shall be able to maintain stand/bay
rules that specify which aircraft are allowed
for each resource.
 The user shall be able to specify any
constraints for using stands/bays. E.g., certain
aircraft types cannot be parked together or
must be allocated to a specific location.
 The user shall be able to maintain preferences
for using stands/bays. E.g., airlines specific
agreements for stand/bay usage and buffer
times.
 The user shall be able to create overlapping
stands. E.g., where a bay can take different
configurations depending on the type of
aircraft.
RM-38 Gates:
 The user shall be able to define which gates
(arrival and departure) are allocated to a
stand/bay. Note: Gates and bays can have
different numbers.
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for using gates. E.g., airlines specific
agreements for gate usage.
 The user shall be able to allocate a gate to a
bus departure point.
 The system must allow both arrival and
departure gates.
 The user shall be able to control the activation
or deactivation of gate display screens.
 Airlines shall be able to manage the control
and content of gate displays allocated to them.
RM-39 Baggage Reclaim:

 The user shall be able to maintain reclaim
rules that specify which reclaim belts are
available for each arrival.
 The user shall be able to specify constraints
for using baggage reclaims.
for using baggage reclaims. E.g., Using
reclaims belts in a specific order to avoid
congestion or comply with airline specific
preferences.
 The system must be able to support a single
aircraft using multiple reclaim belts and
multiple aircraft using a single reclaim belt.
 The system should be able to support the
recording of first bag/last bag operations.
 The system could have the ability to calculate
baggage unloading progress so that this can be
shown on display screens.
RM-40 Counters (Check-in):

 The user shall be able to maintain counter
rules that specify which check in desks can be
allocated for departure flights.
for allocating counters. E.g., Assigning airline
counter preferences in priority order.
 The user shall be able to specify lead time for
a counter. E.g., the number of minutes before
the flight departs that the desk will close.
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 The user shall be able to specify the duration
that the counters are allocated by airline.
 The user shall be able to override counter
allocation to suit operational requirements.
 The user shall be able to control the activation
or deactivation of check-in display screens.
 Airlines shall be able to manage the control
and content of counter displays allocated to
them.
 The system should be able to smart allocate
counters based on number of passengers.
VIII. Flight Operation Management

SM-1 The system should have airline operation certificate
(AOC)/renewal management module as per CAAN
policies and practices.
SM-2 The system should have aircraft
registration/deregistration and renewal module that
have registration/renewal request and approval
process as per CAAN policies and followed practices.
SM-3 System should have option to register, deregister,
renew and flight permission request and approval for
the other aircraft such as Ultralights, Parachutes,
paragliding, drones etc.
SM-4 The system must have module to manage flight
permissions process as per CAAN policies and
practices.
SM-5 The system must be integrate with financial core
mode to assist with required information for approver
before approved registration/deregistration/renewal
of aircraft. For example mandatory checklist met or
not, all dues cleared or not, safety auditing
requirement met or not etc.
SM-6 The system must be able to record student/trainee
approval and recommendation management.
SM-7 System must be able CPL, ATP examination, pilot
skill management etc.
SM-8 The CAAN has to manage aeronautical technical
manpower (Pilot, Flight Operation Officers, Aircraft
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Maintenance Engineers etc.), their license,
certificates, heath fitness records, flight hours etc. as
per CAAN policies. The system must be able to
manage such operation and approval process as per
CAAN business process.
SM-9 Flight Operation management module shall be
integrated with AODB, and Financial Management
Module.
SM-10 System should have computer based examination
and manual screening test records, fitness test
records options etc.
SM-11 Technical manpower List, License Expiration Report,
Renewal Alerts, Individual License Reports, etc.
IX. Engineering Service

EN-1 The responsibility of engineering
Department/division is to procure, manage, maintain
all the Engineering equipment at all airports, offices,
and project sites. The system must have a module to
help the department to manage their jobs in the
system like quality assurance of purchased goods,
timely repairs, and maintenance of equipment,
always ensure availability of important spare parts,
etc.
EN-2 All engineering departments shall be able to maintain

Tasks that they carry out within the system. These
tasks can have many sub tasks as well. When creating
these tasks, it shall be possible to add the required
skills, time factors as well as to materials. The system
shall be able to manage the dependencies between all
steps. Therefore, the timelines for Service Order
(SO)’s can be estimated from the system itself.
EN-3 When an equipment is purchased, system should
automatically create the asset card with detailed
information like serial information, manufacturer
details, service details, technical details. Etc.
EN-4 The purchase module should be directly integrated

with the finance module for automated accounting
entries and payment processing.
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EN-5 Quality check should be performed for each newly

purchased item. System should have the ability to
create a quality checklist for the item. When the
quality check is completed, user should enter update
the checklist in the system. Only on passing the
criteria defined, system should allow to use the asset.
Otherwise, process for returns or repairs should
initiate.
EN-6 The module should allow to create list of all

assets/equipment’s that is managed by the division
that needs regular as well as random basis servicing
and repairs. Each asset should be uniquely identified
in the system.
EN-7 There should be a feature to import service schedules

for each asset. System should provide reminders for
service based on this schedule. The completion of
regular service should also be tracked with this
service schedule.
EN-8 System should have a feature to attach service

manuals as electronic documents or scan copies of the
manual for future reference.
EN-9 List of spare parts and their specification should be

maintained for each asset.
EN-10 Due to the emergency nature of services provided by

engineering divisions, there will be a store located for
each division. Therefore, the system shall be able to
manage more than one store. It shall be possible to
manage these stores as sub stores of the main store as
well as to individually maintained stores.
EN-11 The system shall cater for the generation of Service

Request. SR are created by authorized users. But, for
assets requiring scheduled maintenance, the system
shall generate the SR for that particular asset
automatically.
EN-12 All SR created shall be directed to the necessary

person to be approved. During the approval process,
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a service engineer should also be assigned to that
work order.
EN-13 Service engineers list with their specification should

be maintained separately.
EN-14 The assigned service should be notified through email

and the workorder should show in his dashboard.
EN-15 The assigned service engineer after proper

assessment of the asset, creates a service order with
fault codes, spare parts requirement, manpower
requirement. The created service order should be sent
for approval.
EN-16 Based on the inventory level and requirement,

inventory requisition planning should be available in
the system.
EN-17 Once a fault is reported by an employee, the system

shall notify the relevant personal to take necessary
action to rectify the issue. At this stage, the system
shall suggest actions to be performed which shall be
selected from past records of faults.
EN-18 The SO number shall be generated from the system.

The formation of the numbering system shall be done
consulting each department.
EN-19 If the SO is created without a SR, the system shall be

capable of assigning an asset number to the SO.
EN-20 The system shall give an option for the requester of a

SR to define the due dates based upon urgency of the
matter. This should help engineering division to set
priority for important jobs first.
EN-21 The approver should assign a resource person for

repairs. If the necessary skill requirements cannot be
matched within the current work force of the
company, there shall be an option to hire the
necessary expertise from external entities. Memo
should be generated and forwarded to concern
department for approval.
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EN-22 The system should maintain service person list.

Based on the service orders assigned, service persons
availability should be evaluated, and next service
should be assigned accordingly.
EN-23 Once everything is finalized, the system shall be

capable of creating a costing for the SO. At this stage,
the system shall consider the cost for material and
services as well.
EN-24 A service calendar should be maintained in the

system with planned date for service orders and
resources assigned.
EN-25 All engineering departments shall be able to maintain

Tasks that they carry out within the system. These
tasks can have many sub tasks as well. When creating
these tasks, it shall be possible to add the required
skills, time factors as well as to materials. The system
shall be able to manage the dependencies between all
steps. Therefore, the timelines for SO’s can be
estimated from the system itself.
EN-26 Because the tasks are maintained in the system, at the

time of the SO generation, it shall be possible to
attach these tasks to the SO. By going to step further,
the system shall be capable to identifying similar
SO’s and suggest tasks automatically.
EN-27 Once the Service Order is created, the relevant

engineering division shall be able to request items
from the inventory. For this, it shall be possible for
them to view the current levels of stock and if the
stock on hand is not enough, it shall be possible to
request for a “Not Available Form”. Once this is
approved from the stores section, the “Purchase
Requisition” shall be created using the NAF as the
based document.
EN-28 With the new system, the link between all relevant
documents shall be maintained. Therefore, it shall be
possible for users to move from one document to
another by clicking on the respective document. i.e.
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work order, service order, inventory requisition,
purchase order.
EN-29 Each division shall have the capability to view their

respective SR with the current status. They shall also
have the option of drill down on any document that
they require by clicking on the respective document
number.
EN-30 All management parties shall be able to view reports

which shall contain allocation of resources, time,
costing, etc.
EN-31 Requisition for inventory should be notified to store

user through email and should show in his dashboard.
EN-32 The store person should have the ability to see the
service order details from the requisition order.
EN-33 The store person should be able to issue inventory

using the inventory requisition document.
EN-34 Inventory should be received by the service

department.
EN-35 Before the service is started, service department

should ensure that NOTAM is issued where required
as per ICAO guidelines.
EN-36 When the service is started, service engineer should

update the service order status as started.
EN-37 Upon completion of service order, the status should

be updated as completed and the service order should
close.
EN-38 Inventory quantity and value should decrease and

charged to repair and maintenance expenses of that
particular asset.
EN-39 The completion of service should be notified to the

service requester, service manager and the relevant
division manager of that asset.
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EN-40 After the service is completed, service department
should ensure that NOTAM is closed for the services.
EN-41 Assets that could not be repaired should be marked

specifically and reported to all the related divisions.
Replacement process should begin from here.
EN-42 Detailed Service history should be maintained for all

assets.
EN-43 On service of insured assets, the system should allow

user to process insurance claims for that asset.
EN-44 For assets under warranty, system should report that

the asset is under warranty. Maintenance for such
asset should be procured from the vendor or warranty
claim should be processed from the service order
completed.
EN-45 Reports:
 Pending Work Orders
 Pending Service Orders
 Upcoming Services for Scheduled
maintenance
 Service Plan Report
 Assets under maintenance
 Service History
 Service Efficiency based on work order date
to service completion date.
 Inventory Consumption report
 Inventory Issue Report
 Inventory Availability Report
 Inventory Requirement Plan
 Inventory Movement reports
 Assets Under Warranty
 Insured Assets
 Insurance Claims
 Service Claims for assets under warranty
 Service Calendar
 Service Engineer Performance
 Division wise service report
 External Service Purchased
 Quality Assurance Report
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 Assets Replacement Requirement
 Resources Calendar & Availability Report
X. Integration System (IS)

IS-1 The CAAN have diverse system are implemented
with diverse platform the scope of integration shall
include following module but not limited. The
integration shall be part to integrate all system
implemented in contract period.
 AODB, CUPPS, CUSS, AMHS
 Immigration System
 BMIS, DDMS
 Employee Fund Management System
 Drone Registration, Safety Audit, Licensing
System
 FIDS
IS-2 The integration system ensures communication
between heterogeneous applications of airport
facilities. System must be able to send / receive
information to external entities and integrate it into
airport systems using open protocol software to allow
incorporation of application from different suppliers.
IS-3 This module concerns the supply of a complete

interfacing and the integration of all airport systems
providing critical data and offer a standard for the
integration of applications through a secure platform.
IS-4 The AODB must provide the real time information

through the integration system to concern systems of
the various parties involved: airlines, ground
handling companies, etc., Specifying, for example,
the opening time for boarding, the arrival time of bus
at the remote position as well as the following data:
 Flight Code
 Boarding gate
 Remote position
 Scheduled date and time
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 Date and time of actual operation
 Date and time of availability of land
vehicles
 Number of land vehicles
 Parking hours
 The use of the parking position, the
use of land vehicles, electric power
 Remote parking positions to prepare
for departure or take-off
 Boarded passenger information,
distance travelled and the type of
flight (national, international)
IS-5 The Integration System solution will integrate the

continued Multiplatform Airport Operations Systems
but does not limit to the following:
 Airport operational database (AODB) and
Data Warehouse (DW).
 Resource Management System (RMS).
 Baggage reconciliation solution (BRS)
 Flight information display system (FIDS)
 Terminal equipment for common use
(CUPPS), kiosk for common use (CUSS)
 Aeronautical billing
 AFTN / AMHS
 Mobile application (timetable guide)
 Accounting interface with ERP
 FDPS/Radar interface
IS-6 The proposed solution, which will later be integrated

into this architecture, already part of the scope of this
contract.
IS-7 The solutions must be able to integrate applications

built on heterogeneous platforms. This includes all
individual airport applications and systems that must
be integrated.
IS-8 Allow interconnection and exchange of messages and

information between airport systems, device or
terminal based systems, systems associated with
airlines and systems associated with air traffic.
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IS-9 Allow and control the synchronous or asynchronous
transfer of messages and information, allowing to
define the delivery times of the messages, the number
of delivery attempts, etc.
IS-10 Receive and send messages in XML, HTTP, SOAP

formats to and from different systems.
IS-11 Receive and send files via FTP / SFTP from and to
different systems.
IS-12 Receive and send SQL requests, via ODBC, JODBC

connections to and at from different systems.
IS-13 Allow the use of message and information exchanges

using technologies based on WEB SERVICES, SOA,
REST, JSON etc.
IS-14 Allow the exchange of messages and information,

using mechanisms security such as encryption, digital
certificates, etc.
IS-15 Allow the possibility of exchanging messages and

information through translation or data conversion
mechanisms (for example, IATA codes translate into
ICAO code and vice versa).
IS-16 The system should have mechanisms to define and

control routing, sending / receiving and purging of
messages according to different criteria.
IS-17 The system should provide mechanisms and tools to

control, reconcile and debug erroneous or pending
messages, considering identifying the causes and the
measures taken.
IS-18 The system should allow to develop interfaces with

new systems based on API in the delivered platform.
IS-19 The system should provide tools to monitor

connections by real time.
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IS-20 The system should provide possibilities for
notification of the general situation and system status
in real time through the graphical interface.
IS-21 The integration system should be easily scalable and

configurable, in particular to add or remove services
(new screens, new types of information or new data
sources etc.)
XI. Internal Audit

IA-1 System shall process all necessary tools and
procedures which are needed for Auditing purpose.
IA-2 The system shall permit Head of IA to access all data

which is input into the system by all the other
Department/divisions may be with pass word control.
IA-3 Head of IA in turn shall be permitted to make

available such information as and when necessary to
the IA staff enabling them to carry out their assigned
tasks.
XII. Detail Hardware/Environment Requirements

Bidder shall propose minimum server, storage and other hardware infrastructure for deployment
and operation including testing environment for next 10 years with justifiable clauses. The bidder
should proposes general specification for the hardware infrastructure without recommending for
any specific component or any specific platform. The system should proposed with active DR
and cool DR solutions. The specification should be a Fault tolerant High Availability solution.
The CAAN IT shall manage hardware and other infrastructure in virtualized and shared basis by
analyzing the requirement of bidder. For the testing or initial live period bidder shall to work on
minimum infrastructure platform provided by CAAN IT.
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XIII.Detail License Requirement:
The bidder must provide with following licensing structure:
SN License Type Quantity Description
LR-1 Category 1 100 These types of users will have full access for
read, write, modify, delete across all cross
functional areas to all the modules. This user
will be working directly in the systems
interface.
LR-2 Category 2 150 These types of users will full read

permissions across the system whereas
limited permissions to write, modify and
delete. This user will be working directly in
the systems interface.
LR-3 Category 3 2500 This user will access the system from
external systems. E.g. HR Portal.
XIV. Non-Functional Requirements

Usability
NR-1 The system must be able to provide validation of user
input so that very few or no errors are committed.
NR-2 The system must provide an interface suitable for
users who have a smartphone or tablet device.
NR-3 The user should be provided with on screen
instruction, help or help resources. E.g. Tutorials.
NR-4 A user manual should be supplied for each software
system.
NR-5 The system should provide an environment where a
supervisor can train or demonstrate system functions
to a novice user.
Performance
NR-6 The system must be able to provide a quick
response to user actions E.g. typically less than 5
seconds.
NR-7 The system must allow future and scalable growth
without penalty
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NR-8 Web systems must be scalable, have quick response
times and suffer no penalty from the volume of
concurrent requests.
NR-9 The processing of large volumes of batch data e.g.
billing, shall not reduce the response time of the
system.
NR-10 The processing of system reports shall not reduce
the response time of the system.
Reliability
NR-11 Systems shall be available 24x7, 365 days a year.
NR-12 The system should support fault tolerant and highly
available.
NR-13 The system shall be auto backup and recovery
mechanism
NR-14 No single point of failure shall be allowed
NR-15 The system shall meet uptime reliability of
99.95%.
NR-16 The application shall support monitoring 24 x 7 for
availability. Bidder should provide details of the
incident response plan.
NR-17 The background tasks/services running shall not
interrupt user operation.
Identity and Authentication
NR-18 The application is capable of allowing user to
configure the following for local account security:
- Passwords length.
- Passwords history.
- Password expiry.
- Number of login attempts before account
lockout and re-activation periods.
- Account retention (disable/delete) after a period
of inactivity.
NR-19 Users must validate their identity before being
allowed to reset their password.
NR-20 The solution shall be designed with industry standard
cyber security protection.
Compatibility
NR-21 The system must be capable of running in a
virtualized environment, specifically VMWare,
ESX etc.
NR-22 Current Supported Internet Browsers include: MS
Edge, Internet Explorer 11, Chrome, and Safari.
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Change Management
NR-23 The Bidder should provide a training program
tailored for each user role of the system.
NR-24 The Bidder should provide experienced training
consultants that can provide on- site tailored
training for staff and airlines/handlers.
NR-25 All changes made to production systems (from go-
live onwards) must be made in accordance with an
ITIL based change management process.
Supportability
NR-26 The Bidder shall provide an Account Manager or
representative that can be contacted for licensing,
product roadmap, feedback, enhancement requests
and other business opportunities.
NR-27 The Bidder must provide a helpdesk support
contact number which can be reached 24x7
NR-28 The helpdesk support number must provide access
to support personnel with technical skills to answer
product questions or provide problem resolution.
NR-29 The Bidder should provide an escalation point with
contact details should a problem arise with the
service being provided or to gain priority support
for a critical issue.
NR-30 The Bidder must provide on-site implementation
services for the duration of the project
implementation and go-live.
NR-31 The Bidder should be able to provide periodic
health checks of the system if instructed.
NR-32 The Bidder should be able to provide a regular
quarterly report of incidents recorded by the
helpdesk showing that SLA has been achieved/not
achieved.
Future Updates
NR-33 The Bidder should provide periodic updates to
the software to fix known issues, vulnerabilities
and provide requested enhancements.
NR-34 Throughout the term of the agreement, all major and
minor version upgrades of the software will be
provided to customer at no additional cost. Releases
should be provided at a minimum of bi-yearly.
Other Specific Requirements
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NR-35 The software provided shall be in compliance with
industry ICAO, IATA and ACI Standards and
Recommended Practices & docs for Information
Technology and allow compatibility with new
systems to be incorporated in the future.
NR-36 The solution shall be designed using current IT
products and best practices.
NR-37 The solution framework should be centralized
system that acts as a data repository for multiple
airports to improve & optimize airport operations
considerably. This framework should provide the
system at a centralized location for multiple
airports through a common shared infrastructure or
solution should be managed centrally.
NR-38 Bidder shall have to specify the airports and other
office licenses (if applicable)
NR-39 All application modules (dummy
systems) shall have to be installed on developing
and testing server for the purpose of testing and
training.
NR-40 The licensing provision should be able to create
unlimited users and allow a minimum of above
listed concurrent users including all branch users.
Or, if the concurrent user license provision isn’t
appropriate, no. of active user should be at least
1000.
NR-41 All these applications shall share the database
infrastructure and software architecture thus
largely eliminating the need for interfaces.
NR-42 The solution framework should be fully web-based
system.
NR-43 Migration of existing system data, initial data entry
into the new system (data capturing from hardcopy
files), and records (files) digitization shall be the
bidder’s responsibilities.
Non-Disclosure Agreement (NDA)
NR-44 Successful bidder has to sign the Non- Disclosure
Agreement with CAAN
Online Help
NR-45 On-line help for the application facility shall be available on
the workstation.
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NR-46 The supplier shall provide help desk incident logs and reports
for all incidents and problems.
Configuration and Backup
NR-47 The System shall provide a robust servers and appliances

configuration backup facility. Backup should be able to be
performed on ad-hoc and schedule basis.
NR-48 Following backup schedule and retention to be maintained:
Backup Schedule Retention Type
Daily 7 Days Incremental
Weekly 4 Weeks Full
Monthly 3 years Full
XV. Database Management and Other System Requirements

Database Management System:
DM-1 Use a RDBMS standard: ORACLE or MS
SQLSERVER latest release enterprise version or
equivalent
DM-2 The offered system shall have RDBMS with latest
version (64-bit) of RDBMS with latest release and
patches bundled.
DM-3 The database must include features with which the
database can be recovered in minimal time from
user errors, for example user accidentally drops an
important Master Table or even the Database.
DM-4 The database should support failover server for
high availability and disaster recovery
DM-5 The database should support active-active and
active-passive failover cluster
DM-6 The database should be scalable to support
workload generated by the proposed ERP and
Airport Operation Automation system
DM-7 Required security features:
 Auditing
 White list and Black list SQLs
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 Encryption of data in motion as well as at
rest
 Multilevel access control based on
classification of data
 Block privileged account access to
application data
 Masks and subsets sensitive production
data before sharing on nonproduction
environments
 Centralized encryption key management
platform
DM-8 Performance features:
 Read from disaster recovery database while
in recovery mode
 Performance benefit by compression
 Partition tables, indexes and index
organized tables
 Memory-optimized relational database on
application tier
 Automatic performance diagnostics and
monitoring
 Automated application and SQL tuning
 Partitioning (Table/Index)
DM-9 Have autonomous backup tools that provide points
of consistency over time
DM-10 All software in the database, including their
licenses, necessary for the proper functioning of
the system must be supplied and configured with
software support.
DM-11 The database system should not limit any data
items or counts
DM-12 Perpetual license mode, for any databases or
application software.
Other Supporting Software Components
DM-13 Supporting software component Such as JBose

Application Server, Webservers, java interpreter,
web development tools etc. (if required) must be
supplied and configured with proper license
(perpetual) where applicable
DM-14 All application software with software support,
including licenses, necessary for the proper
operation of the system and other software
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(supervision, antiviral protection, etc.) must be
supplied and configured
XVI. Training and Capacity Development

Technical Training
TN-1 Supplier shall include System Administration level
training for five (5) nos of CAAN officials nominated
by CAAN at a supplier’s Certified Training Center in
two lots. All costs related to training to be factored but
not limited to course fees, training materials, exam fees,
air fare, and per diem as per CAAN rules.
TN-2 The Supplier shall employ qualified and experienced
trainers using the most effective and efficient training
techniques to conduct the training. The training shall
cover end to end coverage of administration,
implementation procedure and operation of system.
Should cover at least 10-days full time training session.
TN-3 English language is mandatory for the instruction and
training modules. The Supplier shall provide one
complete set of training documents to each trainee at
least one (1) month prior to the commencement of the
training course.
TN-4 The supplier shall make available training system to the
same configuration and settings as the Services to be
used in production system. This is to ensure training is
delivered in a system that mirrors the production
systems.
User Training
TN-5 A comprehensive user training to be provided at least
for 60 CAAN staffs locally nominated by CAAN. The
training mechanism is train the trainer. The training
shall be local training for end users, supervisors,
advanced users training and technical support teams.
Maximum 20 trainees for each session. The training
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session shall be at least 1-week full time that cover the
comprehensive targeted user requirements.
TN-6 English language is mandatory for the instruction and
training modules. The Supplier shall provide one
complete set of training documents to each trainee at
least one (1) month prior to the commencement of the
training course in electronic and paper form.
TN-7 The supplier shall deliver training services to ensure
Services are ready for deployment and implementation
within timelines agreed with CAAN.
TN-8 The Supplier shall employ qualified and experienced
trainers using the most effective and efficient training
techniques to conduct the user training
TN-9 The supplier shall enhance, update and maintain
appropriate Training courses and materials over the
entire Term of Contract at no additional cost to CAAN
TN-10 The system shall include an online training package to
expedite training for users.
XVII. Support and Maintenance Requirements

Support Requirements
SM-1 24x7 global support center to be available for remote
monitoring and support with necessary expertise on the
propose product.
SM-2 The supplier shall have to arrange such support arrangement
for next 2+5 years from date of contract.
SM-3 The Annual Maintenance Contract of software including
third party application and software client license shall be
carried out if CAAN intends to continue the service beyond
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the initial contract period of 7 years. (The separate contract
agreement shall be carried with required services)
The reference charges shall be taken as the previous years’
service charge with applicable increment (maximum 5%
annually). The bidder shall have to agree the increment plan
(maximum 5% annually) for proposes of the continuity of
system beyond the initial contract period.
SM-4 During the entire contract period, software shall be under
maintenance of the Supplier & shall fully comply with all
the regulatory compliance, industry best practices at all
times.
SM-5 All bug fixes, version upgrades, updates related to all
components of the solution to be performed by supplier free
of cost during entire contract period.
SM-6 The supplier shall be responsible for integrate of airline
application (if any) for automation of data source on request
without any cost to CAAN or airlines.
SM-7 Mandates issued during the contract period by regulatory
/compliance bodies such as ICAO, IATA, CAAN and
PCIDSS etc. to be implemented by supplier free of cost to
CAAN.
SM-8 The Supplier shall submit a Service-Call Report to be sent
to the CAAN on monthly basis, indicating the time of call,
cause, remedial action taken and the time that the service
was restored.
SM-9 The level one, level 2 support and admin management
work shall be done by CAAN. But supplier shall have to
provide the sufficient support guideline and tools to CAAN
team. Any issues and problem that cannot handled by IT
personal shall be escalated to level 3 support team. The
level 3 support shall be available 24x7 hrs. without any
conditions.
Service Level Agreement (SLA) Requirements
SM-10 24x7 global support team should be attended promptly for
the issues arises
SM-11 The Service Level Targets CAAN intends to achieve in its
SLA is as follows:
131
Reporti Respo Resoluti
ng nse on time
window time
Severity 1 24x7 10 30 min
Mins
(core system malfunction,
performance degrade)
Severity 2 24x7 30 min 2Hours
(core system partial failure)
Severity 3 24x7 1 hour 4 Hours
Change request/New request – Critical Complete

(Major business or operational impact within 1 day
if not implemented immediately)
Change request/New request – Normal Complete
within 3 days
SM-12 The supplier shall agree to an SLA for support so as to
enable CAAN to achieve the above targets. The supplier
shall also deliver a services delivery plan (SDP) in order to
achieve the SLA
SM-13 A service credit scheme should be included in the SLA.
Minimum service credit terms shall be,
a. US$ 1,000 per hour or part of it exceeding the
resolution target for Severity 1 incidents
b. US$ 500 per hour or part of it exceeding the
resolution target for Severity 2 incidents.
c. For change request and new request targets the
service credit terms of Severity 2 incidents is
applicable unless mutually agreed by both parties
on the duration.
SM-14 If the agreed SLA is not maintained properly and is not
satisfactory, CAAN reserve the right to terminate SLA by
issuing 1 month prior notice and allow to handover other
related party to continue the service at any time.
132
XVIII. Final Acceptance – User Acceptance Test (UAT)

Technical
FA-1 The Supplier shall design detailed test procedures in
coordination with CAAN IT to verify the full compliance
of the installed System with final SRS. The test
procedures shall be submitted to CAAN for approval one
(1) month before commencement of the UAT.
FA-2 These tests shall form part of the acceptance requirements
by which the Supplier shall demonstrate to the satisfaction
of CAAN that the System installed fulfils the CAAN
requirements.
FA-3 The UAT shall be performed on site at CAAN premises
on the operational platform. The UAT will be performed
by the Supplier in the presence of CAAN and its assigned
representatives. CAAN will reserve the right to perform
some of the tests during the UAT.
FA-4 The Supplier shall be responsible for incorporate and
testing any modification found necessary as a result of the
tests. CAAN reserves the right to require any completed
test to be re-performed to verify that no adverse effects
result from the change.
FA-5 The Supplier shall also be responsible for updating all
impacted documents, including the revised test
procedures. The Supplier shall propose a new schedule for
the respective tests. Nonetheless, the Supplier shall be
responsible to ensure that the project key dates are
respected.
FA-6 There shall not be any additional cost of any form for re-
performed the tests and making the required modifications
to the system and/or documents.
FA-7 All tests pertaining to the System will be conducted with
the minimum interruptions to the airport operations and
the operational functions of all existing systems. All tests
affecting the airport operations and the reliability and
133
availability of the existing computer systems will be
scheduled during low traffic period in accordance with the
CAAN. The Supplier shall be liable for all damages
caused to the reliability and availability of the existing
systems resulting from the testing of the System.
FA-8 The UAT will be conducted in accordance with the
approved test procedures and will be witnessed by CAAN.
All test results of the UAT will be properly recorded,
documented and made available to CAAN. The System
will be deemed to have satisfactorily fulfilled the UAT
when all the tests have been completed successfully.
FA-9 The Supplier shall furnish all the necessary tools and test
equipment required to run the UAT in accordance with
this section.
FA-10 Any software failure, restart or changeover during the
UAT will be logged, reported and investigated by the
Supplier. The Supplier shall be responsible to determine
the cause of any failure and make the necessary
modifications to rectify the problems.
FA-11 UAT can be conducted separately for centralized
management and airports. Bidder shall have to propose
the plan in coordination with CAAN.
XIX. Terms of Service

TS-1 The Supplier shall be agreeing for handover overall

solution to Corporate and Monitoring Department of
CAAN with properly trained main power within 2 years
from the date of contract and agreeing with support
arrangement enlisted as in this bid document.
TS-2 The CAAN shall be engaged with Supplier for a support
agreement for additional 5 years’ period after 2 year
deployment and implementation period from the date of
contract. If the date of deployement and complete
acceptance delayed by supplier, the additional 5 years’
period begin from date of acceptance of the overall system
134
TS-3 The Supplier shall be agreeing for Annual Maintenance
Contract for the extended support agreement and software
client license if CAAN wish to continue the support
arrangement.
TS-4 The warranty and Guarantee shall be applicable for contract
period of system and service.
4. Drawings
135
5. Inspection and Test
The criteria (where applicable) for the acceptance of the installation and configuration
The following inspections and tests process shall be performed as:
1. The supplier is required to provide proof of functional tests before installing the Multiplatform
Airport Operations System in CAAN’s premises.
2. The supplier will be responsible for providing the test plan and scenarios for User Acceptance
(UAT) which will be executed in coordination with CAAN IT Team.
3. The tests will include all the procedures suggested by the supplier and approved by CAAN,
as well as other additional tests that CAAN IT will request, and all are considered as
contractual obligations of the provider.
4. The planned program of all testing and commissioning activities will be included in the project
plan. CAAN reserves the right to ask a third party to supervise.
5. Specifications must be consistent with industry recognized test
6. The supplier must ensure the on-site presence of his project manager and his design engineers
during the testing and implementation phases
7. Representatives of CAAN and the supplier will complete the Provisional Acceptance by a
signed Protocol (Provisional Acceptance Protocol).
8. All serious and significant deficiencies will be noted and the supplier will have to correct them
till the next working day. All medium and weak gaps will be noted and the supplier must
correct them within five (5) working days
9. Provisional acceptance will not be granted if critical and significant deficiencies are not
corrected.
136

Section V - Schedule of Requirements

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Section V - Schedule of Requirements

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Section V.

1. List of Service and Delivery Schedule ......................................................................... 3

2. Technical Specifications .............................................................................................. 5

4. Inspections and Tests .....................................................................................................

Line Description of Services Quantity Physical

Breakdown of Maintenance & Support Service

2 Client License of applications

Financial Automation package

Airport Operation Automation

Provision of future procurement of additional Service

3. Acronyms used in Technical Requirements 11

8. Detail Technical & Functional Requirements: 16

I. System Administration and Control ..................................................................................... 16

Component 2: Supply and Installation of Software

• Implementation of ERP systems for piloting at specified Pilot locations

• Roll out of ERP Solution

Component 5: Go-live, Operation and Maintenance.

Component 6: Post Operational Support and Maintenance

Integration with forthcoming software applications

• Other Project Teams (at implementation level i.e., Location wise)

• Documentation of the final requirements and approval from Project manager.

• Functional and technical analysis of the requirements.

• Provide operation and maintenance support.

• Detailed Project Plan

• Capacity Building Plan

Current Workflow Report

Monthly Status Report

Hardware and Network Specification Requirement Report

• Detailed Project Plan

• Capacity Building Plan

Current Workflow Report

Monthly Status Report

Hardware and Network Specification Requirement Report

I. System Administration and Control:

AC-2 The proposed system must be a 3-tier architecture

AC-4 The system with its modules must be integrated into

AC-5 High availability system with hot database replication

AC-6 The supplier must offer a centralized architecture for

AC-7 The system should be accessible through web clients.

AC-8 The system must also be accessed through mobile

AC-9 The system should use mechanisms for connecting to

AC-10 The system must allow a system administrator to

AC-11 The system must enable user authentication and

AC-12 The system must allow the definition of roles and/or

AC-13 The system should provide control mechanisms to

AC-14 The system should provide for the possibility of

AC-16 Calendar & Clock

AC-17 End-user interface:

AC-20 The system must allow validation of data, seizures

AC-21 The solution must allow to add/customize data tables

AC-22 The solution must be fully customizable to allow the

AC-24 The system must provide the ability to configure

AC-25 The system must be able to define data validation

AC-27 Facility to verify and control data through system

AC-28 The system should generate numbers automatically in

AC-29 The system must have customized dashboards

AC-30 Each document created along with accounting

AC-31 Grouping and analysis should be flexible and user-

AC-32 The system must have the ability to define data

AC-35 The system must have the ability to export reports in

AC-36 The system must have the ability to schedule reports

AC-37 Ability to attach scan copy of documents in all areas

AC-38 The system should have a reporting feature that offers

AC-39 The tools must have report presenting options,