RFP For ERP (FIS-MIS) Project of Pakistan Railway (Complete)

REQUEST FOR PROPOSALS
Selection of Consultant
for Development of Software for
FIS/MIS Project
PAKISTAN RAILWAYS
January, 2021
2
CONTENTS
Section 1. Letter of Invitation ...................................................................................................4

Section 2. Instructions to Consultants.......................................................................................6
DATA SHEET ......................................................................................................................24
Section 3. Technical Proposal - Standard Forms ....................................................................29
Section 4. Financial Proposal - Standard Forms .....................................................................41
Section 5. Terms of Reference ................................................................................................49
Section 6. Standard Form of Contract.....................................................................................50
3
Section 1. Letter of Invitation
Invitation No
th
Dated: , 2021
Ministry of Railways
Government of Pakistan
Project Management Unit
Pakistan Railways Headquarters, Lahore, Pakistan
Dear Sir,
1 . Pakistan Railways has executed an exercise for Restructuring & Up-gradation of

Pakistan Railways Financial & Management Information System (FIS / MIS Project).
2. The Project Management Unit, Ministry of Railways, now invites proposals to provide the
consulting services: Pakistan Railways – Development of Software (ERP) for FIS/MIS
Project. More details of the services are provided in the Terms of Reference.
2. Eligible Consultants, possessing the required capabilities, may participate in the bidding
process.
3. The RFP Documents can be downloaded from PR website (--------------) Or PPRA
website (--------------------) or can be had from the undernoted office during office hours
from------------to-------------, on payment of Rs…………………….
4. A Consultant will be selected under Quality and Cost Based Selection (QCBS) and in
accordance with the procedures described in this RFP and in accordance with the
procedures set out in Public Procurement Rules, 2004 and the Public Procurement
Regulations for Procurement of Consultancy Services Regulations, 2010.
5. The RFP includes the following documents:

Section 1 - Letter of Invitation
Section 2 - Instructions to Consultants (including Data Sheet and Evaluation
Criteria)
Section 3 - Technical Proposal - Standard Forms
Section 4 - Financial Proposal - Standard Forms
Section 1. Letter of Invitation 5
Section 5 - Terms of Reference

Section 5- Appendixes (containing study reports of FIS/MIS projects)
Section 6 - Standard Forms of Contract
6. The RFP, duly completed as per instructions contained
therein, shall be delivered on-------------or before--------------
at the following address, which will be opened at--------------
----hours at the same date in the presence of the
representatives of participating Consulting firms, who wish
to attend. No Bid (RFP) will be entertained after-----------
hours on delivery date----------------------.
7- No bid (RFP) will be received either by mail, post or
electronic means. Only those bid bids (RFP) will be
entertained for further process, which shall be received by
the consultancy firms, through their authorized
representatives in person.
Yours Sincerely,
Project Director,
Project Management Unit,
Pakistan Railways Headquarters Office,
Lahore, Pakistan.
Ph: +92-42-
Email:
Website:
6
Section 2. Instructions to Consultants
Definitions..................................................................................................................................7
1. Introduction ....................................................................................................................8
Fraud and Corruption .........................................................................................................10
Eligibility ...........................................................................................................................12
Eligibility of Sub-Consultants............................................................................................13
Origin of Goods and Consulting Services .........................................................................13
Only one Proposal ..............................................................................................................13
Proposal Validity ...............................................................................................................13
2. Clarification and Amendment of RFP Documents ......................................................13
3. Preparation of Proposals ..............................................................................................14
Technical Proposal Format and Content ............................................................................15
Financial Proposals ............................................................................................................17
Taxes ..................................................................................................................................17
4. Submission, Receipt, and Opening of Proposals .........................................................18
5. Proposal Evaluation .....................................................................................................19
Evaluation of Technical Proposals.....................................................................................19
Financial Proposals for QBS..............................................................................................19
Public Opening and Evaluation of Financial Proposals (only for QCBS, FBS, and LCS)20
6. Negotiations .................................................................................................................21
Technical negotiations .......................................................................................................21
Financial negotiations ........................................................................................................21
Availability of Professional staff/experts...........................................................................22
Conclusion of the negotiations...........................................................................................22
7. Award of Contract........................................................................................................22
8. Confidentiality .............................................................................................................22
Section 2. Instructions to Consultants 7
Definitions (a) “Client” means the agency with which the selected Consultant
signs the Contract for the Services.
(b) “Consultant” means any entity or person that may provide or
provides the Services to the Client under the Contract.
(c) “Contract” means the Contract signed by the Parties and all the
attached documents listed in its Clause 1, that are the General
Conditions (GC), the Special Conditions (SC), and the
Appendices.
(d) “Data Sheet” means such part of the Instructions to Consultants
used to reflect specific assignment conditions.
(e) “Day” means calendar day.
(f) “Government” means the government of the Client’s country.
(g) “Instructions to Consultants” (Section 2 of the RFP) means the
document which provides Consultants with all information
needed to prepare their Proposals.
(h) “Personnel” means professionals and support staff provided by
the Consultant or by any Sub-Consultant and assigned to perform
the Services or any part thereof; “Foreign Personnel” means such
professionals and support staff who at the time of being so
provided had their domicile outside the Government’s country;
“Local Personnel” means such professionals and support staff
who at the time of being so provided had their domicile inside
the Government’s country.
(i) “Proposal” means the Technical Proposal and the Financial
Proposal.
(j) “RFP” means the Request For Proposal to be prepared by the
Client for the selection of Consultants.
(k) “Services” means the work to be performed by the Consultant
pursuant to the Contract.
(l) “Sub-Consultant” means any person or entity with whom the
Consultant subcontracts any part of the Services.
(m) “Terms of Reference” (TOR) means the document included in
the RFP as Section 5 which explains the objectives, scope of
work, activities, tasks to be performed, respective responsibilities
of the Client and the Consultant, and expected results and
deliverables of the assignment.

(n) “committee” means the Consultant Selection Committee of the
Client.
1. Introduction 1.1 The Client named in the Data Sheet will select a consulting
firm/organization (the Consultant) from those listed in the
Letter of Invitation, in accordance with the method of
selection specified in the Data Sheet.
1.2 The shortlisted Consultants are invited to submit a Technical
Proposal and a Financial Proposal,
as specified in the Data Sheet, for consulting services
required for the assignment named in the Data Sheet. The
Proposal will be the basis for contract negotiations and
ultimately for a signed Contract with the selected Consultant.
1.3 Consultants should familiarize themselves with local
conditions and take them into account in preparing their
Proposals. To obtain first-hand information on the assignment
and local conditions, Consultants are encouraged to visit the
Client before submitting a proposal and to attend a pre-
proposal conference if one is specified in the Data Sheet.
Attending the pre-proposal conference is optional.
Consultants should contact the Client’s representative named
in the Data Sheet to arrange for their visit or to obtain
additional information on the pre-proposal conference.
Consultants should ensure that these officials are advised of
the visit in adequate time to allow them to make appropriate
arrangements.
1.4 The Client will timely provide at no cost to the Consultants
the inputs and facilities specified in the Data Sheet, assist the
firm in obtaining licenses and permits needed to carry out the
services, and make available relevant project data and reports.
1.5 Consultants shall bear all costs associated with the preparation
and submission of their proposals and contract negotiation.
The Client is not bound to accept any proposal, and reserves
the right to annul the selection process at any time prior to
Contract award, without thereby incurring any liability to the
Consultants.
Conflict of 1.6 Client's policy requires that Consultants provide professional,

Interest objective, and impartial advice and at all times hold the
Client’s interests paramount, strictly avoid conflicts with
other assignments or their own corporate interests and act
without any consideration for future work.

1.6.1 Without limitation on the generality of the foregoing,
Consultants, and any of their affiliates, shall be
considered to have a conflict of interest and shall not
be recruited, under any of the circumstances set forth
below:
Conflicting (i) A firm that has been engaged by the Client to

activities provide goods, works or services other than
consulting services for a project, and any of its
affiliates, shall be disqualified from providing
consulting services related to those goods,
works or services. Conversely, a firm hired to
provide consulting services for the preparation
or implementation of a project, and any of its
affiliates, shall be disqualified from
subsequently providing goods or works or
services other than consulting services
resulting from or directly related to the firm’s
consulting services for such preparation or
implementation. For the purpose of this
paragraph, services other than consulting
services are defined as those leading to a
measurable physical output, for example
surveys, exploratory drilling, aerial
photography, and satellite imagery.
Conflicting (ii) A Consultant (including its Personnel and Sub-

assignments Consultants) or any of its affiliates shall not be
hired for any assignment that, by its nature,
may be in conflict with another assignment of
the Consultant to be executed for the same or
for another Client. For example, a Consultant
hired to prepare engineering design for an
infrastructure project shall not be engaged to
prepare an independent environmental
assessment for the same project, and a
Consultant assisting a Client in the
privatization of public assets shall not
purchase, nor advise purchasers of, such assets.
Similarly, a Consultant hired to prepare Terms
of Reference for an assignment should not be
hired for the assignment in question.
Conflicting (iii) A Consultant (including its Personnel and Sub-

relationships Consultants) that has a business or family
relationship with a member of the Client’s staff
who is directly or indirectly involved in any

part of (i) the preparation of the Terms of
Reference of the assignment, (ii) the selection
process for such assignment, or (iii)
supervision of the Contract, may not be
awarded a Contract, unless the conflict
stemming from this relationship has been
resolved in a manner acceptable to the Client
throughout the selection process and the
execution of the Contract.
1.6.2 Consultants have an obligation to disclose any
situation of actual or potential conflict that impacts
their capacity to serve the best interest of their Client,
or that may reasonably be perceived as having this
effect. Failure to disclose said situations may lead to
the disqualification of the Consultant or the
termination of its Contract.
1.6.3 No agency or current employees of the Client shall
work as Consultants under their own ministries,
departments or agencies. Recruiting former
government employees of the Client to work for their
former ministries, departments or agencies is
acceptable provided no conflict of interest exists.
When the Consultant nominates any government
employee as Personnel in their technical proposal,
such Personnel must have written certification from
their government or employer confirming that they are
on leave without pay from their official position and
allowed to work full-time outside of their previous
official position. Such certification shall be provided
to the Client by the Consultant as part of his technical
proposal.
Unfair 1.6.4 If a Consultant could derive a competitive advantage

Advantage from having provided consulting services related to the
assignment in question, the Client shall make available
to all Consultants together with this RFP all
information that would in that respect give such
Consultant any competitive advantage over
competing Consultants.
Fraud and 1.7 It is the Clients' policy to require that consultants and their
Corruption agents (whether declared or not), personnel, sub-contractors,
sub-consultants, service providers and suppliers under contracts,
observe the highest standard of ethics during the selection and
execution of such contracts.1 In pursuance of this policy, the

Client:
(a) defines, for the purposes of this provision, the terms set
forth below as follows:
(i) “corrupt and fraudulent practices2” is the offering,
giving, receiving or soliciting, directly or
indirectly, of anything of value to influence
improperly the action of a public official or the
supplier or contractor in the procurement process
on in contract execution to the determinant of the
procuring agencies; or misrepresentation of facts in
order to influence a procurement process or the
execution of a contract to the detriment of the
procuring agencies3;
(ii) “collusive practices4” among bidders (prior to or
after bid submission) designed to establish bid
prices at artificial, non-competitive levels and to
deprive the procuring agencies of the benefits of
free and open competition and any request for or
solicitation of anything of value by any public
official in the course of the exercise of his duty;
(iii) “coercive practices5”is impairing or harming, or
threatening to impair or harm, directly or indirectly,
any party or the property of the party to influence
improperly the actions of a party;
(iv) “obstructive practice”
(aa) deliberately destroying, falsifying, altering or
concealing of evidence material to the
investigation or making false statements to
investigators in order to materially impede an
investigation into allegations of a corrupt,
fraudulent, coercive, or collusive practice;
and/or threatening, harassing, or intimidating
1
In this context, any action taken by a consultant or a sub-consultant to influence the selection process or
contract execution for undue advantage is improper.
2
This refers to a public official acting in relation to the selection process or contract execution. In this context
“public official” includes Client's staff and employees of other organizations taking or reviewing selection
decisions.
3
This relate to the selection process or contract execution; and the “misrepresentation” is intended to influence
the selection process or contract execution.
4
"Bidders" refer to participants in the procurement or selection process (including public officials) attempting
to establish contract prices at artificial, non competitive levels.
5
"Party" refers to a participant in the selection process or contract execution
any party to prevent it from disclosing its

knowledge of matters relevant to the
investigation or from pursuing the
investigation, or
(bb) acts intended to materially impede the
exercise of the Client’s inspection and audit
rights provided for under paragraph 1.7.1
below.
(b) will reject a proposal for award if it determines that the
consultant recommended for award has, directly or
through an agent, engaged in corrupt, fraudulent,
collusive, coercive, or obstructive practices in competing
for the contract in question; and
(c) will sanction a firm or an individual at any time, in
accordance with prevailing Client’s sanctions procedures,
including by publicly declaring such firm or individual
ineligible, either indefinitely or for a stated period of
time: (i) to be awarded a contract, and (ii) to be a
nominated sub-consultant, sub-contractor, supplier, or
service provider of an otherwise eligible firm being
awarded a contract.
1.71 In further pursuance of this policy, Consultants shall permit
the Client to inspect their accounts and records and other documents
relating to the submission of proposals and contract performance, and
to have them audited by auditors appointed by the Client.
1.8 Consultants, their agents (whether declared or not), personnel,
sub-contractors, sub-consultants, service providers and
suppliers shall not be under a declaration of ineligibility for
corrupt and fraudulent practices issued by the Client in
accordance with the above para. 1.7. Furthermore, the
Consultants shall be aware of the provisions on fraud and
corruption stated in the specific clauses in the General
Conditions of Contract.
1.9 Consultants shall furnish information on commissions and
gratuities, if any, paid or to be paid to agents relating to this
proposal and during execution of the assignment if the
Consultant is awarded the Contract, as requested in the
Financial Proposal submission form (Section 4).
Eligibility 1.10 A firm or an individual sanctioned by the Client in accordance

with the above para. 1.7 (c) shall be ineligible to be awarded a
Client contract, or to benefit from a other Client contracts,
financially or otherwise, during such period of time as the

Client shall determine.
Eligibility of 1.11 In case a Consultant intends to associate with Consultants

Sub-Consultants who have not been selected and/or individual expert(s), such
other Consultants and/or individual expert(s) shall be subject
to the eligibility criteria set forth in the RFP.
Origin of Goods 1.12 Goods supplied and Consulting Services provided under the
and Consulting Contract may originate from any country except if:
Services
(i) as a matter of law or official regulation, the Client’s
country prohibits commercial relations with that
country; or
(ii) by an act of compliance with a decision of the United
nations Security Council taken under Chapter VII of
the Charter of the United Nations, the Client’s Country
prohibits any imports of goods from that country or
any payments to persons or entities in that country.
Only one 1.13 If a Consultant submits or participates in more than one

Proposal proposal, such proposals shall be disqualified.
1.14 The Data Sheet indicates how long Consultants’ Proposals
must remain valid after the submission date. During this
period, Consultants shall maintain the availability of
Proposal Professional staff nominated in the Proposal. The Client will
Validity make its best effort to complete negotiations within this
period. Should the need arise, however, the Client may
request Consultants to extend the validity period of their
proposals. Consultants who agree to such extension shall
confirm that they maintain the availability of the Professional
staff nominated in the Proposal, or in their confirmation of
extension of validity of the Proposal, Consultants could
submit new staff in replacement, who would be considered in
the final evaluation for contract award. Consultants who do
not agree have the right to refuse to extend the validity of their
Proposals.
2.1 Consultants may request a clarification of any of the RFP
documents up to the number of days indicated in the Data
Sheet before the proposal submission date. Any request for
2. Clarification clarification must be sent in writing, or by standard electronic
and means to the Client’s address indicated in the Data Sheet. The
Amendment of
RFP Documents
Client will respond in writing, or by standard electronic means

and will send written copies of the response (including an
explanation of the query but without identifying the source of
inquiry) to all Consultants. Should the Client deem it
necessary to amend the RFP as a result of a clarification, it
shall do so following the procedure under para. 2.2.
2.2 At any time before the submission of Proposals, the Client
may amend the RFP by issuing an addendum in writing or by
standard electronic means. The addendum shall be sent to all
Consultants and will be binding on them. Consultants shall
acknowledge receipt of all amendments. To give Consultants
reasonable time in which to take an amendment into account
in their Proposals the Client may, if the amendment is
substantial, extend the deadline for the submission of
Proposals.
3. Preparation of 3.1 The Proposal (see para. 1.2), as well as all related
Proposals correspondence exchanged by the Consultants and the Client,
shall be written in the language (s) specified in the Data
Sheet.
3.2 In preparing their Proposal, Consultants are expected to

examine in detail the documents comprising the RFP.
Material deficiencies in providing the information requested
may result in rejection of a Proposal.
3.3 While preparing the Technical Proposal, Consultants must

give particular attention to the following:
(a) If a Consultant considers that it may enhance its
expertise for the assignment by associating with other
Consultants in a joint venture or sub- consultancy, it
may associate with other consultants as indicated in
the Data Sheet. A selected Consultant must first obtain
the approval of the Client if it wishes to enter into a
joint venture/consortium with other Consultant(s).
In case of a joint venture, all partners shall be jointly
and severally liable and shall indicate who will act as
the leader member the joint venture/consortium.
(b) The estimated number of Professional staff-months or
the budget for executing the assignment shall be
shown in the Data Sheet, but not both. However, the
Proposal shall be based on the number of Professional

staff-months or budget estimated by the Consultants.
For fixed-budget-based assignments, the available
budget is given in the Data Sheet, and the Financial
Proposal shall not exceed this budget, while the
estimated number of Professional staff-months shall
not be disclosed.
(c) Alternative professional staff shall not be proposed,
and only one curriculum vitae (CV) may be submitted
for each position.
Language (d) Documents to be issued by the Consultants as part of
this assignment must be in the language(s) specified in
the Reference Paragraph 3.1 of the Data Sheet. If
Reference Paragraph 3.1 indicates two languages, the
language in which the proposal of the successful
Consultant will be submitted shall govern for the
purpose of interpretation. It is desirable that the firm’s
Personnel have a working knowledge of the Client’s
national language.
Technical 3.4 Depending on the nature of the assignment, Consultants are

Proposal required to submit a Full Technical Proposal (FTP). The
Format and Data Sheet indicates the format of the Technical
Content Proposal to be submitted. Submission of the wrong type
of Technical Proposal will result in the Proposal being
deemed non- responsive. The Technical Proposal shall provide
the information indicated in the following paras from (a) to (g)
using the attached Standard Forms (Section 3). Paragraph (c)
(ii) indicates the recommended number of pages for the
description of the approach, methodology and work plan of
the FTP. A page is considered to be one printed side of A4 or
letter size paper.
(a) (i) A brief description of the
Consultants’ organization and an outline of recent
experience of the Consultants and, in the case of
joint venture, for each partner, on assignments of a
similar nature is required in Form TECH-2 of
Section 3. For each assignment, the outline should
indicate the names of Sub-Consultants/
Professional staff who participated, duration of the
assignment, contract amount, and Consultant’s
involvement. Information should be provided only
for those assignments for which the Consultant
was legally contracted by the client as a

corporation or as one of the major firms within a
joint venture. Assignments completed by
individual Professional staff working privately or
through other consulting firms cannot be claimed
as the experience of the Consultant, or that of the
Consultant’s associates, but can be claimed by the
Professional staff themselves in their CVs.
Consultants should be prepared to substantiate the
claimed experience if so requested by the Client.
(b) (i) Comments and suggestions on the

Terms of Reference including workable suggestions
that could improve the quality/ effectiveness of the
assignment; and on requirements for counterpart
staff and facilities including: administrative support,
office space, local transportation, equipment, data,
etc. to be provided by the Client (Form TECH-3 of
Section 3).
(c) (i) A description of the

approach, methodology and work plan for
performing the assignment covering the following
subjects: technical approach and methodology,
work plan, and organization and staffing schedule.
Guidance on the content of this section of the
Technical Proposals is provided under Form
TECH-4 of Section 3. The work plan should be
consistent with the Work Schedule (Form TECH-8
of Section 3) which will show in the form of a bar
chart the timing proposed for each activity.
(d) The list of the proposed Professional staff team by

area of expertise, the position that would be assigned

to each staff team member, and their tasks (Form
TECH-5 of Section 3).
(e) Estimates of the staff input (staff-months of foreign
and local professionals) needed to carry out the
assignment (Form TECH-7 of Section 3). The staff-
months input should be indicated separately for home
office and field activities, and for foreign and local
Professional staff.
(f) CVs of the Professional staff signed by the staff
themselves or by the authorized representative of the
Professional Staff (Form TECH-6 of Section 3).
(g) A detailed description of the proposed methodology
and staffing for training, if the Data Sheet specifies
training as a specific component of the assignment.
3.5 The Technical Proposal shall not include any financial

information. A Technical Proposal containing financial
information may be declared non responsive.
Financial 3.6 The Financial Proposal shall be prepared using the attached
Proposals Standard Forms (Section 4). It shall list all costs associated
with the assignment, including (a) remuneration for staff
(foreign and local, in the field and at the Consultants’ home
office), and (b) reimbursable expenses indicated in the Data
Sheet. If appropriate, these costs should be broken down by
activity and, if appropriate, into foreign and local
expenditures. All activities and items described in the
Technical Proposal must be priced separately; activities and
items described in the Technical Proposal but not priced, shall
be assumed to be included in the prices of other activities or
items.
tant may be subject to local taxes
Taxes (such as: value added or sales tax,
3 social charges or income taxes on
. nonresident Foreign Personnel,
7 duties, fees, levies) on amounts
payable by the Client under the
T Contract. The Client will state in the
h Data Sheet if the Consultant is
e subject to payment of any local
taxes. Any such amounts shall not be
C included in the Financial Proposal as
o they will not be evaluated, but they
n will be discussed at contract
s negotiations, and applicable amounts
u will be included in the Contract.
l
3 e services in PKR onl y.

. The Client requires Consultants to state the portion of their
8 price representing local cost in the national currency only.
3.9
C Commissions and gratuities, if any, paid or to be paid by
o Consultants and related to the assignment will be listed in the
n Financial Proposal Form FIN-1 of Section 4.
s
4.1 The original proposal (Technical Proposal and Financial
u
Proposal; shall contain no interlineations or overwriting,
l
except as necessary to correct errors made by the Consultants
t
themselves. The person who signed the proposal must initial
a
such corrections. Submission letters for both Technical and
n
Financial Proposals should respectively be in the format of
t
TECH-1 of Section 3, and FIN-1 of Section 4.
s
4.2 An authorized representative of the Consultants shall initial all
m pages of the original Technical and Financial Proposals. The
a authorization shall be in the form of a written power of
y attorney accompanying the Proposal or in any other form
demonstrating that the representative has been duly authorized
e to sign. The signed Technical and Financial Proposals shall be
x marked “ORIGINAL”.
p
4.3
r The Technical Proposal shall be marked “ORIGINAL” or
e “COPY” as appropriate. The Technical Proposals shall be sent
s to the addresses referred to in para. 4.5 and in the number of
s copies indicated in the Data Sheet. All required copies of the
Technical Proposal are to be made from the original. If there
t are discrepancies between the original and the copies of the
h Technical Proposal, the original governs.
e
4.4 The original and all copies of the Technical Proposal shall be
p placed in a sealed envelope clearly marked “TECHNICAL
r PROPOSAL” Similarly, the original Financial Proposal (if
i required under the selection method indicated in the Data
c Sheet) shall be placed in a sealed envelope clearly marked
e “FINANCIAL PROPOSAL” followed by the name of the
assignment, and with a warning “DO NOT OPEN WITH THE
o TECHNICAL PROPOSAL.” The envelopes containing the
f Technical and Financial Proposals shall be placed into an
outer envelope and sealed. This outer envelope shall bear the
t submission address, and name of assignment, and be clearly
h marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE
OFFICIAL APPOINTED, BEFORE HOURS ON ,
TH
, 2021”. The Client shall not be responsible for
misplacement, losing or premature opening if the outer

envelope is not sealed and/or marked as stipulated. This
circumstance may be case for Proposal rejection. If the
Financial Proposal is not submitted in a separate sealed
envelope duly marked as indicated above, this will constitute
grounds for declaring the Proposal non-responsive.
4.5 The Proposals must be sent to the address/addresses indicated
in the Data Sheet and received by the Client no later than the
time and the date indicated in the Data Sheet, or any extension
to this date in accordance with Para. 2.2. Any proposal
received by the Client after the deadline for submission shall
be rejected and returned unopened.
4.6 The Client shall open the Technical Proposal on the same day
30 minutes after the deadline for their submission. The
envelopes with the Financial Proposal shall remain sealed and
securely stored.
4.7 All bids shall be opened publicly in the presence of the
bidders or their representatives who may choose to be present,
at the time and place announced prior to the bidding. The
procuring agency shall read aloud the unit price as well as the
bid amount and shall record the minutes of the bid opening.
All bidders in attendance shall sign an attendance sheet.
5. Proposal 5.1 From the time the Proposals are opened to the time the
Evaluation Contract is awarded, the Consultants should not contact the
Client on any matter related to its Technical and/or Financial
Proposal. Any effort by Consultants to influence the Client in
the examination, evaluation, ranking of Proposals, and
recommendation for award of Contract may result in the
rejection of the Consultants’ Proposal.
Evaluators of Technical Proposals shall have no access to the
Financial Proposals until the technical evaluation is concluded
and approved by competent authority.
Evaluation of 5.2 The evaluation committee shall evaluate the Technical

Technical Proposals on the basis of their responsiveness to the Terms of
Proposals Reference, applying the evaluation criteria, sub-criteria, and
point system specified in the Data Sheet. Each responsive
Proposal will be given a technical score (St). A Proposal shall
be rejected at this stage if it does not respond to important
aspects of the RFP, and particularly the Terms of Reference or
if it fails to achieve the minimum technical score indicated in
the Data Sheet.
Public Opening and Evaluation of Financial Proposals

5.4 After the technical evaluation is completed and approved by competent authority, the
Client shall inform the Consultants who have submitted proposals the technical
scores obtained by their Technical Proposals, and shall notify those
Consultants whose Proposals did not meet the minimum qualifying mark or were
considered non responsive to the RFP and TOR, that their Financial Proposals will be
returned unopened after completing the selection process. The Client shall
simultaneously notify in writing to Consultants that have secured the minimum
qualifying mark, the date, time and location for opening the Financial Proposals.
The opening date should allow Consultants sufficient time to make arrangements for
attending the opening. Consultants’ attendance at the opening of Financial Proposals is
optional.
5.5 Financial Proposals shall be opened publicly in the presence of the Consultants’
representatives who choose to attend. The name of the Consultants, and the technical
scores of the Consultants shall be read aloud. The Financial Proposal of the Consultants
who met the minimum qualifying mark will then be inspected to confirm that they have
remained sealed and unopened. These Financial Proposals shall be then opened, and
the total prices read aloud and recorded.
5.6 The Evaluation Committee will correct any computational errors. When correcting
computational errors, in case of discrepancy between a partial amount and the total
amount, or between word and figures the formers will prevail. In addition to the above
corrections, as indicated under para. 3.6, activities and items described in the Technical
Proposal but not priced, shall be assumed to be included in the prices of other activities
or items. In case an activity or line item is quantified in the Financial Proposal
differently from the Technical Proposal, (i) if the Time-Based form of contract has been
included in the RFP, the Evaluation Committee shall correct the quantification indicated
in the Financial Proposal so as to make it consistent with that indicated in the
Technical Proposal, apply the relevant unit price included in the Financial Proposal to
the corrected quantity and correct the total Proposal cost, (ii) if the Lump-Sum form of
contract has been included in the RFP, no corrections are applied to the Financial
Proposal in this respect.
5.7 The lowest evaluated Financial Proposal (Fm) will be given
the maximum financial score (Sf) of 100 points. The financial
scores (Sf) of the other Financial Proposals will be computed
as indicated in the Data Sheet. Proposals will be ranked
according to their combined technical (St) and financial
(Sf) scores using the weights (T = the weight given to the
Technical Proposal; P = the weight given to the Financial
Proposal; T + P = 1) indicated in the Data Sheet: S = St x T%
+ Sf x P%. The firm achieving the highest combined technical
and financial score will be invited for negotiations.
6. Negotiations 6.1 Negotiations will be held at the date and address indicated in
the Data Sheet. The invited Consultant will, as a pre-requisite
for attendance at the negotiations, confirm availability of all
Professional staff. Failure in satisfying such requirements may
Section 2. Instructions to Consultants result 21
in the Client proceeding to negotiate with the next-
ranked Consultant. Representatives conducting negotiations
on behalf of the Consultant must have written authority to
negotiate and conclude a Contract.
Technical 6.2 Negotiations will include a discussion of the Technical

negotiations Proposal, the proposed technical approach and methodology,
work plan, and organization and staffing, and any suggestions
made by the Consultant to improve the Terms of Reference.
The Client and the Consultants will finalize the Terms of
Reference, staffing schedule, work schedule, logistics, and
reporting. These documents will then be incorporated in the
Contract as “Description of Services”. Special attention will
be paid to clearly defining the inputs and facilities required
from the Client to ensure satisfactory implementation of the
assignment. The Client shall prepare minutes of negotiations
which will be signed by the Client and the Consultant.
Financial 6.3 If applicable, it is the responsibility of the Consultant, before
starting financial negotiations, to contact the local tax
negotiations authorities to determine the local tax amount to be paid by the

Consultant under the Contract. The financial negotiations will
include a clarification (if any) of the firm’s tax liability in the
Client’s country, and the manner in which it will be reflected
in the Contract; and will reflect the agreed technical
modifications in the cost of the services. In the cases of
QCBS, Fixed-Budget Selection, and the Least-Cost Selection
methods, unless there are exceptional reasons, the financial
negotiations will involve neither the remuneration rates for
staff nor other proposed unit rates. For other methods,
Consultants will provide the Client with the information on
remuneration rates described in the Appendix attached to
Section 4 - Financial Proposal - Standard Forms of this RFP.
Availability of 6.4 Having selected the Consultant on the basis of, among other
Professional things, an evaluation of proposed Professional staff, the Client
staff/experts expects to negotiate a Contract on the basis of the Professional
staff named in the Proposal. Before contract negotiations, the
Client will require assurances that the Professional staff will
be actually available. The Client will not consider
substitutions during contract negotiations unless both parties
agree that undue delay in the selection process makes such
substitution unavoidable or for reasons such as death or
medical incapacity. If this is not the case and if it is
established that Professional staff were offered in the proposal
without confirming their availability, the Consultant may be
disqualified. Any proposed substitute shall have equivalent or
better qualifications and experience than the original
candidate and be submitted by the Consultant within the
period of time specified in the letter of invitation to negotiate.
Conclusion of 6.5 Negotiations will conclude with a review of the draft

the negotiations Contract. To complete negotiations the Client and the
Consultant will initial the agreed Contract. If negotiations fail,
the Client will invite the Consultant whose Proposal received
the second highest score to negotiate a Contract.
7. Award of 7.1 After completing negotiations the Client shall award the
Contract Contract to the selected Consultant. After Contract signature,
the Client shall return the unopened Financial Proposals to the
unsuccessful Consultants.
7.2 The Consultant is expected to commence the assignment on
the date and at the location specified in the Data Sheet.
8. Confidentiality 8.1 Information relating to evaluation of Proposals and

recommendations concerning awards shall not be disclosed to
the Consultants who submitted the Proposals or to other
persons not officially concerned with the process, until the

publication of the award of Contract. The undue use by any
Consultant of confidential information related to the process
may result in the rejection of its Proposal and may be subject
to the provisions of the client’s antifraud and corruption
policy.
Instructions to Consultants
DATA SHEET
Paragraph
Reference
1.1 Name of the Client: Project Management Unit, Ministry of Railways,

Method of selection: Quality and Cost Based Selection (QCBS) as per the
Public Procurement Regulations for Procurement of Consultancy Services
Regulations, 2010.
1.2 Financial Proposal to be submitted together with Technical Proposal:

Yes
Name of the assignment is: Pakistan Railways – Software (ERP) for

FIS/MIS Project
1.3 A pre-proposal conference will be held: NO
1.4 The Client will provide the following inputs and facilities: Relevant software
and hardware specification likely to be used for Software installation &
operation, design documents to automate financial and management
information system of Pakistan Railways. These design documents are
mandatory to be complied with in the proposed software by the bidders.
Softcopy of documented business requirements in shape of various
reports as mentioned in RFP.
Suitable office space and facilitation for setting up communication
lines.
1.6.1 (a) The Client envisages the need for continuity for downstream work:
No
1.11 No association is allowed.

1.14 Proposals must remain valid 90 days after the submission date, i.e. until:
To
2.1 Clarifications may be requested not later than 21 days before the submission
date i.e., from to , .
The address for requesting clarifications is:

Project Director, Project Management Unit, Ministry of Railways
Telephone: +92-42-99201983 Facsimile: +92-42-99201983
E-mail: pd.pmu@hotmail.com
3.1 Proposals shall be submitted in the following language: English
3.3 (a) Consultants may associate with other Consultants in a joint

venture/Consortium: yes
All Consultants, considering them eligible in accordance with criteria stated in

RFP, are eligible to apply.
3.3 (b) The estimated number of professional staff-months required for the
assignment is: 70
The provided number is only an estimate and the firms are required to
provide their own staffing commensurate with their methodology.
3.4 The format of the Technical Proposal to be submitted is: FTP.
3.4 (c) The firms are encouraged to give 2-3 examples of each functional area to
show conformity with Pakistan Railways' design documents developed.
These examples would facilitate the evaluators in determining the
comparative ranking of the various proposals.
3.4 (g) Training is a specific component of this assignment: Yes
The Consultant shall provide training as given in Terms of Reference.
3.6 (1) cost of necessary travel, including transportation of the Personnel by the
most appropriate means of transport and the most direct practicable route;
(2) cost of applicable international or local communications such as the use

of telephone and facsimile required for the purpose of the Services;
(3) cost of printing and dispatching of the reports to be produced for the
Services; and
(4) cost of such further items required for purposes of the Services not
covered in the foregoing.
3.7 Amounts payable by the Client to the Consultant under the contract to be
subject to local taxation (withholding tax regime and sales tax as applicable
in Pakistan): Yes
Client will Deduct and pay such taxes on behalf of the Consultant onward
deposit in Government treasury as per applicable provisions relevant laws
enforceable for the time being in Pakistan.
3.8 Consultant to state all cost in the national currency (Pakistan Rupees):
Yes
4.3 Consultant must submit the original and two copies of the Technical
Proposal, and the original of the Financial Proposal.
4.5 The Proposal submission address is:

Project Director
Project Management Unit, Ministry of Railways
Pakistan Railways Headquarters
Lahore, Pakistan
Proposals must be submitted no later than the following date and time:
At or before hrs on ,
5.1 No bidder shall be allowed to alter or modify his bid after the bids have been
opened. However, the Client may seek and accept clarifications to the bid
that do not change the substance of the bid. Any request for clarification in
the bid, made by the procuring agency shall invariably be in writing. The
response to such request shall also be in writing.
5.2 Criteria, sub-criteria, and point system for the evaluation of Full Technical
Proposals are:
Points
(i) Specific experience of the Consultants relevant to the assignment: 10
(ii) Adequacy of the proposed methodology and work plan
in responding to the Terms of Reference:
a) Technical approach and methodology (including work flow examples 3.4(c)) 35
b) Work plan 10
c) Organization and staffing 05
Total points for criterion (ii): 50

(iii) Key professional staff qualifications and competence for the assignment:
a) Team Leader/Project Manager 10
b) Solutions Architect 5
c) Quality Assurance Manager 5
d) Software Engineers / Functional Consultants 5
One for each of the major functional areas i.e HR payroll, costing, fixed assets, financials
and inventories/ purchases.
e) Database Manager / Technical Consultant 5
Total points for criterion (iii): 30
The number of points to be assigned to each of the above positions or disciplines shall
be determined considering the following three sub-criteria and relevant percentage
weights:
1) General qualifications 20%

2) Adequacy for the assignment (proposed technologies) 40%
3) Relevant experience in software projects comparable in size and complexity
40%
Total weight: 100%
(iv) Suitability of the transfer of knowledge (training) program:
a) Relevance of training program 3

b) Training approach and methodology 2
c) Qualifications of experts and trainers 2
Total points for criterion (iv): 7
(v) Technical Support Capability and Service Level Agreements 3
Refer to TOR clauses 3.6.3, 3.6.4 & 4.4
Total points for the five criteria: 100

The minimum technical score St required to pass is: 60 Points
5.3 Not Applicable
5.6 The single currency for price conversions is: Pakistani Rupees
The source of official selling rates is: State Bank of Pakistan
The rate of exchange shall be the selling rate, prevailing on the date of
opening of bids specified, as notified by the State Bank of Pakistan on that
day.
5.7 The formula for determining the financial scores is the following:
Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the lowest price

and F the price of the proposal under consideration.
The weights given to the Technical and Financial Proposals are:

T = 0.7, and
P = 0.3
6.1 Expected date and address for contract negotiations:

from to
Project Director
Project Management Unit, Ministry of Railways
Lahore, Pakistan
6.2 The Committee will negotiate only with the highest ranked bidder regarding
aggregate of Technical & Financial proposal.
The Committee shall not permit substitution of key staff, unless both parties
agree that undue delay in selection process makes such substitution
unavoidable. In case of failure of negotiations with highest ranked bidder,
the Committee may invite the next ranked bidder for such negotiations or
discussions. Negotiations are to be carried out by committee and its minutes
shall be recorded.
6.3 There will be no Financial negotiations. This is restricted in accordance with
restriction imposed on financial negotiations under
Rule 40 of the Public Procurement Rules, 2004.
7.1 The client shall announce the results of bid evaluation in the form of a report
giving justification for acceptance or rejection of bids at least ten days prior
to the award of procurement contract.
7.2 Expected date for commencement of consulting services:

Wil be Fifteen days after signing of Contract.
Lahore, Pakistan
29
Section 3. Technical Proposal - Standard Forms
[Comments in brackets [ ] provide guidance to the shortlisted Consultants for the

preparation of their Technical Proposals; they should not appear on the Technical Proposals
to be submitted.]
Refer to Reference Paragraph 3.4 of the Data Sheet for format of Technical Proposal to be
submitted, and paragraph 3.4 of Section 2 of the RFP for Standard Forms required and
number of pages recommended.
Form TECH-1: Technical Proposal Submission Form ............................................................30

Form TECH-2: Consultant’s Organization and Experience ....................................................31
A - Consultant’s Organization ...........................................................................................31
B - Consultant’s Experience ..............................................................................................32
Form TECH-3: Comments and Suggestions on the Terms of Reference and on Counterpart
Staff and Facilities to be Provided by the Client .....................................................................33
A - On the Terms of Reference ..........................................................................................33
B - On Counterpart Staff and Facilities .............................................................................34
Form TECH-4: Description of Approach, Methodology and Work Plan for Performing the
Assignment ..............................................................................................................................35
Form TECH-5: Team Composition and Task Assignments ....................................................36
Form TECH-6: Curriculum Vitae (CV) for Proposed Professional Staff................................37
Form TECH-7: Staffing Schedule1 ..........................................................................................39
Form TECH-8 Work Schedule ..............................................................................................40
Section 3. Technical Proposal – Standard Forms 30
Form TECH-1: Technical Proposal Submission Form
[Location, Date]
To: [Name and address of Client]
Dear Sirs:
We, the undersigned, offer to provide the consulting services for [Insert title of
assignment] in accordance with your Request for Proposal dated [Insert Date] and our
Proposal [single entity/JV/Consortium. We are hereby submitting our Proposal, which
includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope1.
We are submitting our Proposal in association with: [Insert a list with full name and
address of each member JV/Consortium Consultant]2
We hereby declare that all the information and statements made in this Proposal are
true and accept that any misinterpretation contained in it may lead to our disqualification.
If negotiations are held during the period of validity of the Proposal, i.e., before the
date indicated in Paragraph Reference 1.14 of the Data Sheet, we undertake to negotiate on
the basis of the proposed staff. Our Proposal is binding upon us and subject to the
modifications resulting from Contract negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to

the assignment not later than the date indicated in Paragraph Reference 7.2 of the Data Sheet.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature [In full and initials]:

Name and Title of Signatory:
Name of Firm:
Address:
1 [In case Paragraph Reference 1.2 of the Data Sheet requires to submit a Technical Proposal only, replace
this sentence with: “We are hereby submitting our Proposal, which includes this Technical Proposal only.”]
2 [Delete in case no association is foreseen.]
Form TECH-2: Consultant’s Organization and Experience

A - Consultant’s Organization
[Provide here a brief (two pages) description of the background and organization of your
firm/entity and each member of JV/Consortium for this assignment.]
B - Consultant’s Experience
[Using the format below, provide information on each assignment for which your firm/each
member of JV or consortium for this assignment, was legally contracted either individually
as a corporate entity or as one of the major companies within an association, for carrying
out consulting services similar to the ones requested under this assignment. At least give 5
experiences.]
Assignment name: Approx. value of the contract (in current US$ or Euro):
Country: Duration of assignment (months):

Location within country:
Name of Client: Total No of staff-months of the assignment:
Address: Approx. value of the services provided by your firm

under the contract (in current US$ or Euro):
Start date (month/year): No of professional staff-months provided by associated

Completion date (month/year): Consultants:
Name of associated Consultants, if any: Name of senior professional staff of your firm
involved and functions performed (indicate most
significant profiles such as Project
Director/Coordinator, Team Leader):
Narrative description of Project:
Description of actual services provided by your staff within the assignment:
Firm’s Name:
Note: The firm will submit completion certificates from clients for assignments completed
and client satisfaction certificates for assignments in progress.
Form TECH-3: Comments and Suggestions on the Terms of

Reference and on Counterpart Staff and Facilities to be Provided
by the Client
A - On the Terms of Reference
[Present and justify here any modifications or improvement to the Terms of Reference you
are proposing to improve performance in carrying out the assignment (such as deleting some
activity you consider unnecessary, or adding another, or proposing a different phasing of the
activities). Such suggestions should be concise and to the point, and incorporated in your
Proposal.]
B - On Counterpart Staff and Facilities
[Comment here on counterpart staff and facilities to be provided by the Client according to
Paragraph Reference 1.4 of the Data Sheet including: administrative support, office space,
local transportation, equipment, data, etc.]
Form TECH-4: Description of Approach, Methodology and

Work Plan for Performing the Assignment
[Technical approach, methodology and work plan are key components of the Technical
Proposal. You are suggested to present your Technical Proposal (50 pages, inclusive of
charts and diagrams) divided into the following three chapters:
a) Technical Approach and Methodology,

b) Work Plan, and
c) Organization and Staffing,
a) Technical Approach and Methodology. In this chapter you should explain your
understanding of the objectives of the assignment, approach to the services, methodology for
carrying out the activities and obtaining the expected output, and the degree of detail of such
output. You should highlight the problems being addressed and their importance, and explain
the technical approach you would adopt to address them. You should also explain the
methodologies you propose to adopt and highlight the compatibility of those methodologies
with the proposed approach.
b) Work Plan. In this chapter you should propose the main activities of the assignment,
their content and duration, phasing and interrelations, milestones (including interim
approvals by the Client), and delivery dates of the reports. The proposed work plan should
be consistent with the technical approach and methodology, showing understanding of the
TOR and ability to translate them into a feasible working plan. A list of the final documents,
including reports, drawings, and tables to be delivered as final output, should be included
here. The work plan should be consistent with the Work Schedule of Form TECH-8.
d) Organization and Staffing. In this chapter you should propose the structure and
composition of your team. You should list the main disciplines of the assignment, the key
expert responsible, and proposed technical and support staff.
e) The firms are encouraged to give 2-3 examples of each functional area to show
conformity with Pakistan Railways' design documents as mentioned in Data Sheet
3.4(c).Non presentation of examples may impact point scored in technical score and
methodology.
Section 3 – Technical Proposal – Standard Forms 36
Form TECH-5: Team Composition and Task Assignments
Professional Staff
Name of Staff Firm Area of Expertise Position Assigned Task Assigned
01 PR-RFP-FIS-MIS - 13 Aug
Form TECH-6: Curriculum Vitae (CV) for Proposed

Professional Staff
1. Proposed Position [only one candidate shall be nominated for each position]:
2. Name of Firm [Insert name of firm proposing the staff]:
3. Name of Staff [Insert full name]:
4. Date of Birth: Nationality:
5. Education [Indicate college/university and other specialized education of staff member, giving names of
institutions, degrees obtained, and dates of obtainment]:
6. Membership of Professional Associations:
7. Other Training [Indicate significant training since degrees under 5 - Education were obtained]:
8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:
9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and
writing]:
10. Employment Record [Starting with present position, list in reverse order every employment held by
staff member since graduation, giving for each employment (see format here below): dates of employment,
name of employing organization, positions held.]:
From [Year]: To [Year]:

Employer:
Positions held:
11. Detailed Tasks Assigned 12. Work Undertaken that Best Illustrates Capability to
Handle the Tasks Assigned
[List all tasks to be performed [Among the assignments in which the staff has been involved,
under this assignment] indicate the following information for those assignments that best
illustrate staff capability to handle the tasks listed under point 11.]
Name of assignment or project:

Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
13. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes myself, my qualifications, and my experience. I understand that any wilful
misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date:
[Signature of staff member or authorized representative of the staff] Day/Month/Year
Full name of authorized representative:

Form TECH-7: Staffing Schedule1
Staff input (in the form of a bar chart)2 Total staff-month input
N° Name of Staff
1 2 3 4 5 6 7 8 9 10 11 12 n Home Field3 Total
Foreign
[Home]
1
[Field]
n
Subtotal
Local
[Home]
1
[Field]
n
Subtotal
Total
1 For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category (e.g.: draftsmen, clerical staff, etc.).
2 Months are counted from the start of the assignment. For each staff indicate separately staff input for home and field work.
3 Field work means work carried out at a place other than the Consultant's home office.
Full time input

Part time input
Form TECH-8 Work Schedule
Months2
N° Activity1
1 2 3 4 5 6 7 8 9 10 11 12 n
1
2
3
4
5
1 Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Client
approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase.
2 Duration of activities shall be indicated in the form of a bar chart.
41
Section 4. Financial Proposal - Standard Forms
[Comments in brackets [ ] provide guidance to the shortlisted Consultants for the preparation
of their Financial Proposals; they should not appear on the Financial Proposals to be
submitted.]
Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal
according to the instructions provided under para. 3.6 of Section 2. Such Forms are to be
used whichever is the selection method indicated in para. 4 of the Letter of Invitation.
[The Appendix specifies the FORMs to be used for Financial Proposal.]
Form FIN-1: Financial Proposal Submission Form ................................................................ 42

Form FIN-2: Summary of Costs ............................................................................................. 43
Form FIN-3: Breakdown of Costs by Activity1 ...................................................................... 44
Form FIN-4: Breakdown of Remuneration1 (Lump-Sum) ...................................................... 45
Form FIN-5: Breakdown of Reimbursable Expenses (Lump-Sum) ....................................... 46
FORM FIN-6. Performance Security Bank Guarantee ...................................................... 47
Section 4 – Financial Proposal – Standard Forms 42
Form FIN-1: Financial Proposal Submission Form
[Location, Date]
To: [Name and address of Client]
Dear Sirs:
We, the undersigned, offer to provide the consulting services for [Insert title of
assignment] in accordance with your Request for Proposal dated [Insert Date] and our
Technical Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in
words and figures1]. This amount is inclusive of the local taxes.
Our Financial Proposal shall be binding upon us, up to expiration of the validity period
of the Proposal, i.e. before the date indicated in Paragraph Reference 1.14 of the Data Sheet.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature [In full and initials]:

Name and Title of Signatory:
Name of Firm:
Address:
1 Amounts must coincide with the ones indicated under Total Cost of Financial proposal in Form FIN-2.
Section 4 – Financial Proposal – Standard Forms 43
Form FIN-2: Summary of Costs
Total Costs of Financial Proposal
1
Form FIN-3: Breakdown of Costs by
Activity1
Group of Activities (Phase):2
Cost component
Remuneration
Reimbursable Expenses
Subtotals
45
Section 4 – Financial Proposal – Standard Forms
Form FIN-4: Breakdown of Remuneration1 (Lump-Sum)
(This Form FIN-4 shall only be used when the Lump-Sum Form of Contract has been
included in the RFP. Information to be provided in this Form shall only be used to establish
payments to the Consultant for possible additional services requested by the Client)
Name2 Position3 Staff-month Rate4
Foreign Staff
[Home]
[Field]
Local Staff
[Home]
[Field]
All costs shall be in PKR only, by converting foreign costs into PKR as per conversion described in RFP
46
Form FIN-5: Breakdown of Reimbursable Expenses (Lump-Sum)

(Information to be provided in this Form shall only be used to establish payments to the
Consultant for possible additional services requested by the Client)
N° Description1 Unit Unit Cost2
Per diem allowances Day
International flights3 Trip
Miscellaneous travel expenses Trip
Communication costs between [Insert

place] and [Insert place]
Drafting, reproduction of reports
Equipment, instruments, materials,

supplies, etc.
Shipment of personal effects Trip
Use of computers, software
Laboratory tests.
Subcontracts
Local transportation costs
Office rent, clerical assistance
Training of the Client’s personnel 4
1 Delete items that are not applicable or add other items according to Paragraph Reference 3.6 of the Data
Sheet.
2 Indicate unit cost and currency.
3 Indicate route of each flight, and if the trip is one- or two-ways.
4 Only if the training is a major component of the assignment, defined as such in the TOR.
47
FORM FIN-6. Performance Security Bank Guarantee

(unconditional)
Date: [ Consultant insert: date of bid ]
IFB: [ Pakistan Railways insert: IFB name and number ]
Contract: [Pakistan Railways insert: name of Contract ]
To: Project Director / Project Management Unit,

Pakistan Railways,
Headquarters Office, Lahore
Dear Sir / Madam
We refer to the Contract Agreement (“the Contract”) signed on [ insert: date ] between you and [ insert:
name of consultant ] (“the Consultant”) concerning design, supply, installation, and achieving
Operational Acceptance of [ insert: a brief description of the Information System ]. By this letter we, the
undersigned, [ insert: name of Bank], a bank (or company) organized under the laws of [ insert: country of
Bank ] and having its registered/principal office at [ insert: address of Bank ], (hereinafter, “the Bank”) do
hereby jointly and severally with the Consultant irrevocably guarantee payment owed to you by the Consultant,
pursuant to the Contract, up to the sum of [ insert: amount in numbers and words ]. This guarantee shall be
reduced or expire as provided for by SCC Clause 9.3.
We undertake to make payment under this Letter of Guarantee upon receipt by us of your first written
demand signed by your duly authorized officer declaring the Consultant to be in default under the Contract and
without cavil or argument any sum or sums within the above-named limits, without your need to prove or show
grounds or reasons for your demand and without the right of the Consultant to dispute or question such demand.
Our liability under this Letter of Guarantee shall be to pay to you whichever is the lesser of the sum so requested
or the amount then guaranteed under this Letter in respect of any demand duly made under this Letter prior to
expiry of this Letter of Guarantee, without being entitled to inquire whether or not this payment is lawfully
demanded.
This Letter of Guarantee shall be valid from the date of issue until the date of expiration of the
guarantee, as governed by the Contract. Except for the documents herein specified, no other documents or other
action shall be required, notwithstanding any applicable law or regulation. Our liability under this Letter of
Guarantee shall become null and void immediately upon its expiry, whether it is returned or not, and no claim
may be made under this Letter after such expiry or after the aggregate of the sums paid by us to you shall equal
the sums guaranteed under this Letter, whichever is the earlier. All notices to be given under this Letter shall be
given by registered (airmail) post to the addressee at the address herein set out or as otherwise advised by and
between the parties hereto.
We hereby agree that any part of the Contract may be amended, renewed, extended, modified,
compromised, released, or discharged by mutual agreement between you and the Consultant, and this security
may be exchanged or surrendered without in any way impairing or affecting our liabilities hereunder without
notice to us and without the necessity for any additional endorsement, consent, or guarantee by us, provided,
however, that the sum guaranteed shall not be increased or decreased.
No action, event, or condition that by any applicable law should operate to discharge us from liability
hereunder shall have any effect and we hereby waive any right we may have to apply such law, so that in all
respects our liability hereunder shall be irrevocable and, except as stated herein, unconditional in all respects.
For and on behalf of the Bank
Sig
ned
:
Dat
e:
in the capacity of: [ insert: title or other appropriate designation ]
Common Seal of the Bank

Section 5. Terms of
Reference
SECTION 5
Terms of Reference
Technical Requirements
(including Implementation Schedule)
Table of Contents: Technical Requirements
A. Background.........................................................................................................................1
1.1 Pakistan Railways .......................................................................................................1
1.2 Business Objectives of Pakistan Railways .................................................................1
1.3 Acronyms Used in These Technical Requirements ....................................................2
B. Business Function and Performance Requirements .......................................................2
2.1 Business Requirements to Be Met by the System ......................................................2
2.2 Functional Performance Requirements of the System ................................................2
2.3 Related Information Technology Issues and Initiatives..............................................3
C. Technical Specifications ....................................................................................................3
3.1 General Technical Requirements ................................................................................4
3.2 Computing Hardware Specifications ..........................................................................5
3.3 Network and Communications Specifications ............................................................5
3.4 Software Specifications ..............................................................................................5
3.5 System Management, Administration, and Security Specifications ...........................6
3.6 Service Specifications .................................................................................................7
3.7 Documentation Requirements ...................................................................................10
3.8 Service Specifications ...............................................................................................11
3.9 Documentation Requirements ...................................................................................11
3.10 Disaster Recovery .....................................................................................................11
3.11 Data Center Specifications ........................................................................................12
3.12 Service Level Agreement ..........................................................................................12
D. Testing and Quality Assurance Requirements ..............................................................12
4.1 Inspection and Tests ..................................................................................................12
4.2 Installation of the System..........................................................................................13
4.3 Commissioning and Operational Acceptance ...........................................................14
4.4 Defect Liability .........................................................................................................17
4.5 Functional Guarantees ..............................................................................................19
E. Intellectual Property Rights .............................................................................................20
5.1 Intellectual Property Rights Warranty ......................................................................20
5.2 Intellectual Property Rights Indemnity .....................................................................20
5.3 Copyright ..................................................................................................................22
F. Implementation Schedule ................................................................................................24
Implementation Schedule Table Software .........................................................................24
G. Project Plan .........................................................................................................................7
6.1 Project Plan .................................................................................................................7
6.2 Constituents of Project Plan ........................................................................................7
6.3 Approval of Project Plan .............................................................................................7
System Inventory Table (Supply and Installation Cost Items) ............ Error! Bookmark not
defined.
Table of Holidays and Other Non-Working Days8
Technical Requirements for Information System
A. BACKGROUND
1.1 Pakistan Railways
1.1.1 The government of Pakistan wishes to revitalize the performance of the Railway in Pakistan so
that it plays its rightful role within the transport sector and supports fully the expected economic
and social development of the country. Many steps are being taken in this respect. One of such
aspect is to carryout the automation of Railway’s functions.
Among such measures, it has been decided to develop an ERP software for the Financial System
Functions & Transactions to integrate all the Financial Information of all functionaries of
Railways in such a meaningful manner that it shall conform to the New Accounting Model
(NAM) & International Financial Reporting Standards (IFRS), since adopted by Federal
Government Departments and as per International Accounting Standards (IAS). Besides, the ERP
shall be developed in a manner that it could manipulate & processes the Data Base to develop a
meaningful Management Information System (MIS) to facilitate the commercial oriented decision
support system (DSS) at each level of administration. All the developed modules by Consultant
shall work integrally as per requirement of an ERP.
The FIS/MIS project is being executed to achieve this objective effectively and to adopt a lines of
business approach.
Following Reports have been developed through this project after reviewing existing systems for
achieving compliance with NAM & IFRS and orientation of commercial line of business
approach ;
 Financial Accounting Model;

 Cost Accounting Model;
 Accounting Manuals (23 No.)
 Business Codes (6 No.)
Business Objectives of Pakistan Railways
1.2.1 Pakistan Railways appointed consultants for development of a Financial Information
System and Management Information System (FIS / MIS) to achieve the objective
explained in Para 1.1.1. As part of the assignment the consultants have developed design
document for Development of ERP Software for implementation of FIS / MIS in these
Reports.
These reports are attached as Appendix-A of this Software Design documents and shall
be strictly treated as part of TOR. Consultant shall carefully study these reports and
coding system for an objective implementation in the proposed ERP.
Now Pakistan Railways intends to procure the development of ERP Software
according to the design documents so developed.
1
1.3 Acronyms Used in These Technical Requirements
1.3.1 A detailed list of Acronyms used in this document is included in Annexure – 1 (list of
acronyms)
B. BUSINESS FUNCTION AND PERFORMANCE REQUIREMENTS

2.1 Business Requirements to Be Met by the System
2.1.1 The business requirements of Pakistan Railways for ERP software have been documented
and are elaborated with TOR as Appendix-A, duly explained in Para 1.1.1. The system
shall accommodate the requirements to fully implement the information documented in
the documents of Appendix-A. The system shall be fully capable to process and
manipulate the Data Base to develop a MIS, as prescribed in the documents of Appendix-
A.
2.1.2 The proposed software solution should strictly comply with Pakistan Railways Design
Documents which have been developed after study and gap analysis of the existing
systems. No business process re-engineering is allowed.
2.1.3 The firm shall give confirmation in writing that it accepts responsibility for the successful
integration and inter-operability of all components of the information system as required
by this RFP (TOR) including various reporting requirements in accordance with Pakistan
Railways Design Documents and requirements as mentioned above.
2.2 Functional Performance Requirements of the System

2.2.1 The required system when deployed will cater to all concurrent users entering Data
simultaneously as listed in Annexure – 3 (Hardware specification guidelines document)
2.2.2 The Consultant’s obligations cover the provision of all Information Technologies,
Materials and other Goods (as would be required for development of ERP Software) as
well as the performance of all Services required for the Design, Development, and
Implementation (including, quality assurance, Delivery, Pre-commissioning, Installation,
Testing, Commissioning and imparting Training) of the System, in accordance with the
plans, procedures, specifications, drawings, codes, and any other documents specified in
the Contract and the Agreed and Finalized Project Plan.
The Consultant shall, unless specifically excluded in the Contract, perform all such work
and / or supply all such items and Materials not specifically mentioned in the Contract
but that can be reasonably inferred from the Contract as being required for attaining
Operational Acceptance of the System as if such work and / or items and Materials were
expressly mentioned in the Contract, except supply & installation of Hardware.
Client will appoint another Contractor for the supply & installation of Hardware through
separate & unique contract, which supply and installation will run parallel with the ERP
Software Development. The Consultant shall achieve installation of the Developed ERP
Software on the installed Hardware by supplier along with Operational Acceptance of the
System (or Subsystem(s) where a separate time for Operational Acceptance of such
Subsystem(s) is specified in the Contract or Project Plan) within the time specified in the
2
SCC and in accordance with the time schedule specified in the Implementation Schedule
in the Technical Requirements Section and any refinements made in the Agreed and
Finalized Project Plan, or within such extended time to which the Supplier shall be
entitled (Extension of Time for Achieving Operational Acceptance)
Note No.1: [To be deleted from RFP, after mentioning of additional Functional
requirements]
(MOR may add the Functional Requirements, since developed at Ministry level, as
an accompanying Annexure or mention their compliance by inserting a suitable
clause to this effect.)
2.3 Related Information Technology Issues and Initiatives

2.3.1 Consultant shall inspect before submission of financial proposal at his own responsibility
the module of pension disbursements, and detail of PR Revenue Automation module to ensure
that these two modules will be properly integrated with the newly developed FIS/MIS modules by
the consultant. Pension disbursement module is already running in Pakistan Railways
Headquarters Office, Lahore. Automation of Pakistan Railways Revenue system will be got
developed and supplied to the Consultant, fourth (4) months after its development. The
Consultant shall also discuss about these modules with relevant employees working on these
modules. The consultant will be facilitated by the Project Director of PMU for this purpose
These systems are required to be integrated with the proposed FIS/MIS module and it will
be responsibility of consultant that, these module and newly developed FIS/MIS modules
work as a single unit (ERP) for effective & efficient functioning of Cost Account system and
developed part of FIS/MIS.
Note:2:[ To be deleted from RFP after needful]
The aspect of paper work, study, gap analysis, reframing and coding along with preparation of
Business Flow Diagram, Logical Data Flow Diagram& Entity Relationship Diagram. This part of
work is left over and can be get done in parallel to Development of ERP Software. However, this is
a must to work the complete FIS, especially, MIS Reports, Balance Sheet etc.
2.4 INTEGRATION REQUIREMENTS

The proposed application software must be integrated with existing systems in use by
Pakistan Railways as well as external systems of the Controller-General of Accounts in
accordance with principles of interoperability and in pursuit of the public finance
objectives of the Government of Pakistan. All associated costs of integration shall be
quoted as part of the financial proposal. It is the bidder’s responsibility to ascertain costs
associated with integration. Technical information on current systems can be provided by
the IT Department of the Ministry of Railways upon request and if required.
Systems include:
1. Pension System of Pakistan Railways
2. Land Record Management Information System (LRMIS) of Pakistan Railways
3
3. Ticketing System of Pakistan Railways
4. HRMIS System of Pakistan Railways
5. RPMS System of Pakistan Railways
6. Financial Accounting & Budgeting System (FABS) of the Controller-General of Accounts
7. Railway Automated Booking and Travel Assistance (RABTA) Future Project
In case of any update in software systems mentioned above or procured from the bidder,
bidder will also be responsible to check the compatibility. If required any change in code in
procured system bidder will be liable to update the code. Whenever there is a requirement to
update code on Consultant side. Consultant will be liable to accommodate that request.
Integration should not be limited to the only above-mentioned system, any new system
procured or developed by the client that required integration should be easily integrated with
system designed by Consultant. Consultant will also responsible to accommodate the new
integration request within the post implementation support period.
All the system existing and newly developed within the post implementation period (5 years)
and newly procured ERP work as a single unit for costing system and financial system of
Pakistan Railways.
Note No.3: [To be deleted from RFP, after taking appropriate decision]
(The period of five (5) years mentioned by MOR is on high side. This may increase the
quoted price too high. In PMU opinion, this period be curtailed to one year. After that
it shall be responsibility of developer of any other module to develop it for integrating it
with ERP, if so required)
TECHNICAL SPECIFICATIONS
3.1 General Technical Requirements
3.1.1 Language Support: All information technologies must provide support for the English
Language. Specifically, all display technologies and software must support the ISO ------
character set and perform sorting according to ------------------.
3.1.2 DATES: All information technologies MUST properly display, calculate, and transmit
date data, including, but not restricted to 21st-Century date data.
3.1.3 Electrical Power: All active (powered) equipment must operate on 220v +/- 20v, 50Hz
+/- 2Hz. All active equipment must include power plugs standard in Pakistan.
3.1.4 Environmental: Unless otherwise specified, all equipment must operate in environments
of (-20) to 50 degrees centigrade, 20-99 percent relative humidity, and 0-40 grams per
cubic meter of dust.
4
3.1.5 Safety:
3.1.5.1 Unless otherwise specified, all equipment must operate at noise levels no greater
than 55 decibels.
3.1.5.2 All electronic equipment that emits electromagnetic energy must be certified as
meeting US FCC class B or EN 55022 and EN 50082-1, or equivalent, emission
standards.
Note No.4 [To be deleted from RFP after consultation with DG/IT]
These requirements may be reviewed by DG/IT and document additional
requirements, if deemed necessary.
3.2 Computing the detailed Hardware details and Hardware Specifications

3.2.1 Detailed Hardware requirement for the smooth running of the developed Software and
their detailed Specification are to be provided by the Consultant. For this purpose, the
software specifications requirements guide lines are provided as Annexure – 3 of this
RFP shall be consulted for guidance.
3.3 Network and Communications Specifications

3.3.1 Local Area Network(S):
3.3.1.1 Detailed local area network and communication requirements are included in
Annexure – 3 (Hardware design document)
3.3.1.2 All Local Area Network(s) will conform to or exceed the specifications as laid
down by the vendor in the technical bid documents.
3.3.1.3 All Data Centre Network(s) will conform to or exceed the specifications as laid
3.3.2 Wide-Area Network:
3.3.2.1 Detailed wide area network requirements are included in Annexure – 3 (hardware
design document)
3.3.2.2 All Wide Area Network(s) will conform to or exceed the specifications as laid
3.4 Software Specifications

3.4.1 System Software and System-Management Utilities:
3.4.1.1 All user workstations will use Operating Systems based on Microsoft Windows
(Indicate required Version) or higher.
3.4.1.2 All user workstations will have an enterprise level Anti-Virus solution, enabling
updates from a central location on the Wide Area Network. (any specific anti-
virous may be indicated)
3.4.1.3 All user workstations will be part of a network management system for system
administration, maintenance updates and troubleshooting.
5
3.4.2 Networking and Communications Software:
3.4.1.1 Support TCP/IP Protocols
3.4.1.2 Support for HTTP and HTTPS Protocols
3.4.1.3 Support for FTP and Secure FTP Protocols
3.4.1.4 Support for NFS Protocols
3.4.3 Database Software and Development Tools:
3.4.3.1 Support for latest version of ERP Level, RMBS Data Base appropriate for the
developed system and in use as on ------------ RDBMS with latest version with Front End
Facility.
3.5 System Management, Administration, and Security Specifications

3.5.1 General Requirements:
3.5.1.1 A report is provided that gives information on the implications of
providing a role with access to a particular field, table or form (e.g. “giving
permission to access this form will allow the user to navigate to another
form and change field values even though the field is not visible on this
form”).
3.5.1.2 Role based access is sufficiently granular that one can be sure that only
those with a need to access certain data will be able to access that data.
3.5.1.3 It is relatively easy to deactivate access for a user.
3.5.1.4 Users are not required to have access privileges to the underlying database
in order to run workflow processes.
3.5.1.5 Context-sensitive roles can be defined (e.g. this user can perform function
for specified records only at a specified point in the processing cycle).
3.5.1.6 Roles can be established that allow a user to process sensitive data in the
software but restrict that user from downloading the data.
3.5.1.7 The third-party products and reporting tools which the Consultant says are
part of an integrated package have a role-based architecture that is
consistent with the software rather than a standalone role-based
architecture (e.g. Adhoc reporting Tools).
3.5.1.8 There is a web-based tool provided that allows you to see the access that
has been provided to a user with respect to the fields/tables/forms in the
software, its underlying database, and integrated third party products and
reporting tools if any.
3.5.1.9 There is a tool that allows easy to manage access to and deactivation from
the software, its underlying database and the integrated third-party
products and reporting tools if any.
3.5.1.10 The integrated system (consisting of the software, the underlying database,
and/or the integrated third-party products) has password change policies
and timelines which can be subordinated to and controlled by the Pakistan
Railways System Administrators.
6
3.5.1.11 The software system requires a strong password.
3.5.1.12 There is a low overhead but secure method to change a password.
3.5.1.13 Data fields can be encrypted at the database level.
3.5.1.14 All data fields come with auditing enabled.
3.5.1.15 Adding audit trails to data fields does not cause a significant degradation
of performance.
3.5.1.16 Each data field is adequately documented in a data dictionary.
3.5.1.17 As Pakistan Railways articulates the standards/rules that define a data
field, these standards/rules are then easily imported into a data dictionary.
3.5.1.18 If fields have table lookups, only values from the table can be entered into
the field unless otherwise specified by Pakistan Railways.
3.5.1.19 There are validity rules in place to ensure consistency of data across fields.
3.5.1.20 Sufficient data reconciliation and exception reports are provided.
3.5.1.21 There are adequate system features in place to prevent the creation of
duplicate records during batch transactions. If not possible, Reports are
provided that make it easy to locate duplicate records and Functions are
provided by the system that make it relatively easy to correct duplicate
records.
3.5.1.22 The reporting tool(s) recommended by the software Consultant encrypt
sensitive data as the data passes from the central system to desktops, other
data center servers, etc.
3.5.1.23 The system generates reports showing who has requested data exports that
include sensitive data.
3.6 Service Specifications

3.6.1 System Integration:
3.6.1.1 Consultant will provide specifications of data fields required to be populated by
Pakistan Railways of current systems being deployed; namely being Pension
system (Pakistan Railway has deployed PIFRA-SAP based system) and Revenue
Automation Project (likely to be developed as a parallel activity during
development of ERP Software by Consultant). Client will ensure that all services
created to this function will be responsibility of Client.
3.6.1.2 Consultant will make available all relevant documents / manuals describing the
integration and detailed description of the services provided for these functions in
printed as well as soft format, as elaborated in Para 3.6.1.1
3.6.1.3 Wherever references are made in the Contract to codes and standards in
accordance with which the Contract shall be executed, the edition or the revised
version of such codes and standards current at the date twenty-eight (28) days
prior to date of bid submission shall apply unless otherwise specified in the SCC.
During Contract execution, any changes in such codes and standards shall be
applied after approval by Pakistan Railways.
3.6.2 Training and Training Materials:
7
3.6.2.1 Master Trainers: Consultant will provide user level training 20 master trainers.
3.6.2.2 User: Consultant will provide user level training split by functional area, to 200
users.
3.6.2.3 Technical: Consultant shall provide Technical level training to 10 number of
users.
3.6.2.4 Management: Consultant shall provide Management level training to 10 number
of users.
3.6.3 Technical Support:
3.6.3.1 Warranty Service: Consultant shall provide comprehensive warranty coverage for
a period of 3 years. Consultant will respond to technical support request in a
timely fashion as laid out in a Technical Warranty Service Level Agreement to
be submitted by the Consultant.
3.6.3.2 User support / hot line: Consultant will provide a dedicated hotline for user
support for a period of 1 Year.
3.6.3.3 Technical Assistance: Consultant will provide Technical Assistance for a period
of 1 Year
Note: [To be deleted after insertion]
The period of different services may be increased by MOR before issue, as
thought appropriate. However, it will add to cost. The period given in this
clause is appropriate as per PMU)
3.6.4 Product updates
3.6.4.1 At any point during performance of the Contract, should technological advances
be introduced by the Consultant for Information Technologies originally offered
by the Consultant in its bid and still to be delivered, the Consultant shall be
obligated to offer to Pakistan Railways the latest versions of the available
Information Technologies having equal or better performance or functionality at
the same or lesser unit prices.
3.6.4.2 At any point during performance of the Contract, for Information Technologies
still to be delivered, the Consultant will also pass on to Pakistan Railways any
cost reductions and additional and/or improved support and facilities that it offers
to other clients of the Consultant in Islamic Republic of Pakistan.
3.6.4.3 During performance of the Contract, the Consultant shall offer to Pakistan
Railways all new versions, releases, and updates of Standard Software, as well as
related documentation and technical support services, within thirty (30) days of
their availability from the Consultant to other clients of the Consultant in Islamic
Republic of Pakistan, and no later than twelve (12) months after they are released
in the country of origin.
3.6.4.4 During the Warranty Period the Consultant will provide at no additional cost to
Pakistan Railways all new versions, releases, and updates for all Standard
8
Software that are used in the System, within thirty (30) days of their availability
from the Consultant to other clients of the Consultant in Islamic Republic of
Pakistan, and no later than twelve (12) months after they are released in the
country of origin of the Software.
3.6.4.5 Pakistan Railways shall introduce all new versions, releases or updates of the
Software within eighteen (18) months of receipt of a production-ready copy of
the new version, release, or update, provided that the new version, release, or
update does not adversely affect System operation or performance or require
extensive reworking of the System. In cases where the new version, release, or
update adversely affects System operation or performance, or requires extensive
reworking of the System, the Consultant shall continue to support and maintain
the version or release previously in operation for as long as necessary to allow
introduction of the new version, release, or update. In no case shall the
Consultant stop supporting or maintaining a version or release of the Software
less than twenty-four (24) months after Pakistan Railways receives a production-
ready copy of a subsequent version, release, or update. Pakistan Railways shall
use all reasonable endeavors to implement any new version, release, or update as
soon as practicable, subject to the twenty-four-month-long stop date.
3.6.5 Software License Agreements
3.6.5.1 Except to the extent that the Intellectual Property Rights in the Software vest in
Pakistan Railways, the Consultant hereby grants to Pakistan Railways license to
access and use the Software, including all inventions, designs, and marks
embodied in the Software.
3.6.5.2 Such license to access and use the Software shall:
(a) be:
(i) nonexclusive;
(ii) fully paid up and irrevocable;
(iii) valid throughout the territory of Islamic Republic of Pakistan; and
(iv) subject to additional restrictions (if any) as specified in the Technical
Requirements.
(b) permit the Software to be:
(i) used or copied for use on or with the computer(s) for which it was
acquired, plus a backup computer(s) of the same or similar capacity, if
the primary is(are) inoperative, and during a reasonable transitional
period when use is being transferred between primary and backup;
(ii) used or copied for use on or transferred to a replacement computer(s),

(and use on the original and replacement computer(s) may be
simultaneous during a reasonable transitional period) provided that, if
the Technical Requirements and/or the Consultant’s bid specifies a
class of computer to which the license is restricted and unless the
9
Consultant agrees otherwise in writing, the replacement computer(s)
is(are) within that class;
(iii) if the nature of the System is such as to permit such access, accessed
from other computers connected to the primary and/or backup
computer(s) by means of a local or wide-area network or similar
arrangement, and used on or copied for use on those other computers to
the extent necessary to that access;
(iv) reproduced for safekeeping or backup purposes;
(v) customized, adapted, or combined with other computer software for use
by Pakistan Railways, provided that derivative software incorporating
any substantial part of the delivered, restricted Software shall be subject
to same restrictions as are set forth in this Contract;
(vi) disclosed to, and reproduced for use by, support service suppliers and
their subcontractors, (and Pakistan Railways may sublicense such
persons to use and copy for use the Software) to the extent reasonably
necessary to the performance of their support service contracts, subject
to the same restrictions as are set forth in this Contract; and
(vii) disclosed to, and reproduced for use by, Pakistan Railways and by such
other persons (and Pakistan Railways may sublicense such persons to
use and copy for use the Software), subject to the same restrictions as
are set forth in this Contract.
3.6.6 Data Conversion and Migration:
3.6.6.1 Consultant will be responsible for converting/migrating data for the following
functional areas into their system:
3.6.6.1.1 Inventory: 40,000 Items Data (Approximately). Available in soft
format.
3.6.6.1.2 Fixed Assets: 350,000 Items Data (Approximately).
Available in soft format.
3.6.6.1.3 Human Resources: 90,000 Employees on Payroll
(Approximately). Available in soft format.
3.6.6.2 Consultant will be provided detailed plans, stating data entry processes, data
validation rules, data quality checks to be used during the entire data
conversion/migration process.
3.6.6.2 Consultant will provide corresponding timelines for the entire data
conversion/migration process.
3.7 Documentation Rééquipements

3.7.1 END-User documents :
10
3.7.1.1 Consultant shall provide Training Manuals for Super Users (Master Trainers) as
printed copies and Soft Format (Portable Document Format). These manuals will
be split by individual functional areas.
3.7.1.2 Consultant shall provide Training Manuals for End Users (Data Entry Personnel)
as printed copies and Soft Format (Portable Document Format). These manuals
will be split by individual functional areas.
3.7.1.3 Consultant shall provide Training Manuals for Technical Users (System
Administrators, Database Administrators etc.) as printed copies and Soft Format
(Portable Document Format). These manuals will be split by individual
functional areas.
3.7.2 Technical Documents:
3.7.2.1 Consultant shall provide in printed as well as soft format (portable document
format) the following technical documents:
Listing of Tables, Data Fields being used in bridges
Listing of Tables, Data Fields being used in Reports
3.8 Service Specifications

3.8.1 Training and Training Materials:
3.8.1.1 Training of Pakistan Railways technical Team for installation specific tasks will
be the responsibility of the vendor.
3.8.1.2 Technical Documents: Detailed inventory items broken down by individual
machines will be provided in printed as well as soft format.
3.8.2 Technical Support:
3.8.2.1 Warranty Service: As per standard Pakistan Railways Policy
3.8.2.2 User support / hot line: As per standard Pakistan Railways Policy
3.8.2.3 Technical Assistance: As per standard Pakistan Railways Policy
3.9 Documentation Requirements

3.9.1 User: Detailed training materials will be provided for training end users on their
respective platforms. These will be in printed format as well as soft format.
3.9.2 Technical: Detailed training materials will be provided for training Network
Administrators on their respective platforms. These will be in printed format as well as
soft format.
3.9.3 Management: Detailed training materials will be provided for training Network and
Maintenance Managers on their respective platforms. These will be in printed format as
well as soft format.
3.10 Disaster Recovery
11
Pakistan Railways wishes to implement Disaster Recovery of its intended data centre. The
Disaster Recovery implementation will be split into two phases, Design of Disaster Recovery and
actual implementation. The design phase will be an integral part of this Contract. Any and all
software that are required for implementation of Disaster Recovery will be provided for and will
be considered as part of the deliverables of this Contract. The scope of work for the disaster
recovery will be as follows:
1. Design of Disaster Recovery technical landscape stating all software and hardware
requirements
2. Definition and elaboration of Disaster Recovery Standard Operating Procedures
3. Detailed documentation of Disaster Recovery Technical landscape listing software and
hardware requirements
4. Detailed documentation of Disaster Recovery SOPs
The design of Disaster Recovery for Pakistan Railways FIS/MIS system, as stated in the scope of
the system, will be the responsibility of the software consultant and considered a portion of the
Consultant’s deliverables as stated in the Terms of Reference Implementation Schedule.
3.11 Data Centre Specifications

Pakistan Railways FIS/MIS system will run off an intended data center. The design of this data
center will be the responsibility of the software consultant. The scope of work for the data center
specifications will be as follows:
1. Data Center design schematics stating all components and parameters that will make
construction of the data center possible
2. Data Center specifications stating all software and hardware requirements
3. Data center specifications as indicated in Annexur-3 (Hardware Specification guidelines)
3.12 Service Level Agreement

Pakistan Railways FIS/MIS system will require a Service Level Agreement (SLA) between
Pakistan Railways and Software Developing Consultant. A guidance template (stating minimum
requirements which should be complied with) is provided in Annexure 6.
All headings in the template must be addressed. Absence of an SLA will be considered grounds
for rejection of RFP proposal.
D. TESTING AND QUALITY ASSURANCE REQUIREMENTS
4.1 Inspection and Tests
12
4.1.1 Pakistan Railways or its representative (Third party validation/supervising Consultant)
shall have the right to inspect and/or test any components of the System, as specified in
the Technical Requirements, to confirm their good working order and/or conformity to
the Contract at the point of delivery and/or at the Project Site.
4.1.2 Pakistan Railways or their designated representatives (Third party validation/supervising
Consultant) shall be entitled to attend any such inspections and/or tests of the
components, provided that Pakistan Railways shall bear all costs and expenses incurred
in connection with such attendance, including but not limited to all inspection agent fees,
travel, and related expenses.
4.1.3 Should the inspected or tested components fail to conform to the Contract, Pakistan
Railways may reject the component(s), and the Consultant shall either replace the
rejected component(s), or make alterations as necessary so that it meets the Contract
requirements free of cost to Pakistan Railways.
4.1.4 The authorized representative of Pakistan Railways (Third party validation/supervising
Consultant) may require the Consultant to carry out any inspection and/or test not
specified in the Contract, provided that the Consultant’s reasonable costs and expenses
incurred in the carrying out of such inspection and/or test shall be added to the Contract
Price. Further, if such inspection and/or test impedes the progress of work on the System
and/or the Consultant’s performance of its other obligations under the Contract, due
allowance will be made in respect of the Time for Achieving Operational Acceptance and
the other obligations so affected.
4.1.5 If any dispute or difference of opinion shall arise between the parties in connection with
or caused by an inspection and/or with regard to any component to be incorporated in the
System that cannot be settled amicably between the parties within a reasonable period of
time, either party may invoke the process pursuant to GCC ---------------------.
4.2 Installation of the System
4.2.1 As soon as the System, or any Subsystem, has, in the opinion of the Consultant, been
delivered, Pre-commissioned, and made ready for Commissioning and Operational
Acceptance Testing in accordance with the Technical Requirements, the SCC and the
Agreed and Finalized Project Plan, the Consultant shall so notify Pakistan Railways in
writing.
4.2.2 Pakistan Railway’s Representative (Third party validation/supervising Consultant) shall,
within fourteen (14) days after receipt of the Consultant’s notice, either issue an
Installation Certificate in the form specified in Annex 4, stating that the System, or major
component or Subsystem (if Acceptance by major component or Subsystem is specified
in the Contract), has achieved Installation by the date of the Consultant’s notice, or notify
the Consultant in writing of any defects and/or deficiencies, including, but not limited to,
defects or deficiencies in the interoperability or integration of the various components
and/or Subsystems making up the System. The Consultant shall use all reasonable
endeavors to promptly remedy any defect and/or deficiencies that the Representative has
notified the Consultant of. The Consultant shall then promptly carry out retesting of the
System or Subsystem and, when in the Consultant’s opinion the System or Subsystem is
13
ready for Commissioning and Operational Acceptance Testing, notify Pakistan Railways
in writing, in accordance with Clause 4.2.1 above. The procedure set out in this Clause
4.2.2 shall be repeated, as necessary, until an Installation Certificate is issued.
4.2.3 If the Pakistan Railways’ Representative (Third party validation/supervising Consultant)
fails to issue the Installation Certificate and fails to inform the Consultant of any defects
and/or deficiencies within fourteen (14) days after receipt of the Consultant’s notice
under Clause 4.2.1 above, or if Pakistan Railways puts the System or a Subsystem into
production operation, then the System (or Subsystem) shall be deemed to have achieved
successful Installation as of the date of the Consultant’s notice or repeated notice, or
when Pakistan Railways put the System into production operation, as the case may be.
4.3 Commissioning and Operational Acceptance

4.3.1 Commissioning
4.3.1.1 Commissioning of the System (or Subsystem if specified in the Contract) shall be
commenced by the Consultant:
(a) immediately after the Installation Certificate is issued by the Pakistan
Railway’s Representative (Third party validation/supervising
Consultant); or
(b) as otherwise specified in the Technical Requirement or the Agreed and
Finalized Project Plan; or
(c) immediately after Installation is deemed to have occurred, under Clause
4.2.3 of this section.
4.3.1.2 Pakistan Railways shall supply the operating and technical personnel and all
materials and information reasonably required to enable the Consultant to carry
out its obligations with respect to Commissioning.
Production use of the System or Subsystem(s) shall not commence prior to the
start of formal Operational Acceptance Testing.
4.3.2 Operational Acceptance Tests
4.3.2.1 The Operational Acceptance Tests (and repeats of such tests) shall be the
primary responsibility of Pakistan Railways or Third party validation/supervising
Consultant, but shall be conducted with the full cooperation of the Consultant
during Commissioning of the System (or Subsystem[s] if specified in the
Contract), to ascertain whether the System (or major component or
Subsystem[s]) conforms to the Technical Requirements and design documents
and meets the standard of performance quoted in the Consultant’s bid, including,
but not restricted to, the functional and technical performance requirements. The
Operational Acceptance Tests during Commissioning will be conducted as
specified in the Technical Requirements and/or the Agreed and Finalized Project
Plan. Operational Acceptance Testing shall be conducted in accordance with
System or the Subsystems, the tests, the test procedures and the required results
14
for acceptance. Operational Acceptance shall be interpreted as accepted when all
business functions stated by Pakistan Railways have been verified to be catered
to according to the Design Documents.
At Pakistan Railway’s discretion, Operational Acceptance Tests may also be
performed on upgrades and new version releases, and Goods that are added or
field-modified after Operational Acceptance of the System.
4.3.2.2 If for reasons attributable to Pakistan Railways, the Operational Acceptance Test
of the System (or Subsystem[s] or major component if allowed by the SCC
and/or the Technical Specifications) cannot be successfully completed within the
15 days from the date of installation or any other period agreed upon in writing
by Pakistan Railways and the Consultant, the Consultant shall be deemed to have
fulfilled its obligations with respect to the technical and functional aspects of the
Technical Specifications, SCC and/or the Agreed and Finalized Project Plan, and
SCC Clause 3.6 shall not apply.
4.3.3 Operational Acceptance

4.3.3.1 Subject to Clause 4.3.4 (Partial Acceptance) below, Operational Acceptance shall
occur in respect of the System, when
(a) the Operational Acceptance Tests, as specified in the Technical
Requirements, and/or SCC and/or the Agreed and Finalized Project Plan
have been successfully completed; or
(b) the Operational Acceptance Tests have not been successfully completed
or have not been carried out for reasons that are attributable to Pakistan
Railways within the period from the date of Installation or any other
agreed-upon period as specified in Clause 4.3.2.2 above; or
(c) Pakistan Railways has put the System into production or use for sixty
(60) consecutive days. If the System is put into production or use in this
manner, the Consultant shall notify Pakistan Railways and document
such use.
4.3.3.2 At any time after any of the events set out in Clause 4.3.3.1 above have occurred,
the Consultant may give a notice to the Pakistan Railways Representative
requesting the issue of an Operational Acceptance Certificate.
4.3.3.3 After consultation with Pakistan Railways, and within fourteen (14) days after
receipt of the Consultant’s notice, the Pakistan Railways Representative shall:
(a) issue an Operational Acceptance Certificate; or
(b) notify the Consultant in writing of any defect or deficiencies or other
reason for the failure of the Operational Acceptance Tests; or
15
(c) issue the Operational Acceptance Certificate, if the situation covered by
Clause 4.3.3.1 (b) above arises.
4.3.3.4 The Consultant shall use all reasonable endeavors to promptly remedy any defect
and/or deficiencies and/or other reasons for the failure of the Operational
Acceptance Test that the Pakistan Railways Representative has notified the
Consultant of. Once such remedies have been made by the Consultant, the
Consultant shall notify Pakistan Railways, and Pakistan Railways, with the full
cooperation of the Consultant, shall use all reasonable endeavors to promptly
carry out retesting of the System or Subsystem. Upon the successful conclusion
of the Operational Acceptance Tests, the Consultant shall notify Pakistan
Railways of its request for Operational Acceptance Certification, in accordance
with Clause 4.3.3.3 above. Pakistan Railways shall then issue to the Consultant
the Operational Acceptance Certification in accordance with Clause 4.3.3.3 (a),
or shall notify the Consultant of further defects, deficiencies, or other reasons for
the failure of the Operational Acceptance Test. The procedure set out in this
Clause 4.3.3.4 shall be repeated, as necessary, until an Operational Acceptance
Certificate is issued.
4.3.3.5 If the System or Subsystem fails to pass the Operational Acceptance Test(s) in
accordance with Clause 4.3.2 above, then either:
(a) Pakistan Railways may consider terminating the Contract, pursuant to
GCC Clause 2.6.1;
or
(b) if the failure to achieve Operational Acceptance within the specified time
period is a result of the failure of Pakistan Railways to fulfill its
obligations under the Contract, then the Consultant shall be deemed to
have fulfilled its obligations with respect to the relevant technical and
functional aspects of the Contract, and Clauses 4.5.3 and 5.5.4 below
shall not apply.
4.3.3.6 If within fourteen (14) days after receipt of the Consultant’s notice the Pakistan
Railways Representative fails to issue the Operational Acceptance Certificate or
fails to inform the Consultant in writing of the justifiable reasons why the
Pakistan Railways Representative has not issued the Operational Acceptance
Certificate, the System or Subsystem shall be deemed to have been accepted as of
the date of the Pakistan Railways Representative’s said notice.
4.3.4 Partial Acceptance
4.3.4.1 If specified in the Contract, Installation and Commissioning shall be carried out
individually for each identified major component or Subsystem(s) of the System.
In this event, the provisions in the Contract relating to Installation and
Commissioning, including the Operational Acceptance Test, shall apply to each
such major component or Subsystem individually, and Operational Acceptance
Certificate(s) shall be issued accordingly for each such major component or
16
Subsystem of the System, subject to the limitations contained in Clause 4.3.4.2
below.
4.3.4.2 The issuance of Operational Acceptance Certificates for individual major
components or Subsystems pursuant to Clause 4.3.4.1 above shall not relieve the
Consultant of its obligation to obtain an Operational Acceptance Certificate for
the System as a whole once all major components and Subsystems have been
supplied, installed, tested, and commissioned.
4.3.4.3 In the case of minor components for the System that by their nature do not require
Commissioning or an Operational Acceptance Test (e.g., minor fittings, furnishings or
site works, etc.), the Pakistan Railways Representative shall issue an Operational
Acceptance Certificate within fourteen (14) days after the fittings and/or furnishings have
been delivered and/or installed or the site works have been completed. The Consultant
shall, however, use all reasonable endeavors to promptly remedy any defects or
deficiencies in such minor components detected by Pakistan Railways or Consultant.
4.4 Defect Liability

4.4.1 The Consultant warrants that the System, including all Information Technologies,
Materials, and other Goods supplied and Services provided, shall be free from defects in
the design, engineering, materials, and workmanship that prevent the System and/or any
of its components from fulfilling the Technical Requirements or that limit in a material
fashion the performance, reliability, or extensibility of the System and/or Subsystems.
Commercial warranty provisions of products supplied under the Contract shall apply to
the extent that they do not conflict with the provisions of this Contract.
4.4.2 The Consultant also warrants that the Information Technologies, Materials, and other
Goods supplied under the Contract are new, unused, and incorporate all recent
improvements in design that materially affect the System’s or Subsystem’s ability to
fulfil the Technical Requirements.
4.4.3 In addition, the Consultant warrants that: (i) all Goods components to be incorporated
into the System form part of the Consultant’s and/or Subcontractor’s current product
lines, (ii) they have been previously released to the market.
4.4.4 The Warranty Period shall commence from the date of Operational Acceptance of the
System (or of any major component or Subsystem for which separate Operational
Acceptance is provided for in the Contract) and shall extend for 36 months. During the
warranty period the Consultant must commence the work necessary to remedy defects or
damage within 1 working day of notification.
4.4.5 If during the Warranty Period any defect as described above should be found in the
design, engineering, Materials, and workmanship of the Information Technologies and
other Goods supplied or of the Services provided by the Consultant, the Consultant shall
promptly, in consultation and agreement with Pakistan Railways regarding appropriate
remedying of the defects, and at its sole cost, repair, replace, or otherwise make good (as
the Consultant shall, at its discretion, determine) such defect as well as any damage to the
System caused by such defect. Any defective Information Technologies or other Goods
that have been replaced by the Consultant shall remain the property of the Consultant.
17
4.4.6 The Consultant shall not be responsible for the repair, replacement, or making good of
any defect or of any damage to the System arising out of or resulting from any of the
following causes provide that it is reasonably established that the fault /defect is because
of the fallowing g reason:
(a) improper operation or maintenance of the System by Pakistan Railways;
(b) normal wear and tear;
(c) use of the System with items not supplied by the Consultant, unless otherwise identified
in the Technical Requirements, or approved by the Consultant; or
(d) modifications made to the System by Pakistan Railways, or a third party, not approved by
the Consultant.
4.4.7 The Consultant’s obligations under defect liability shall not apply to:
(a) any materials that are normally consumed in operation or have a normal life
shorter than the Warranty Period; or
(b) any designs, specifications, or other data designed, supplied, or specified by or on
behalf of Pakistan Railways or any matters for which the Consultant has
disclaimed responsibility, which is in addition to the design, specification etc
already settle down in the contract.
4.4.8 Pakistan Railways shall give the Consultant a notice promptly following the discovery of
such defect, stating the nature of any such defect together with all available evidence.
Pakistan Railways shall afford all reasonable opportunity for the Consultant to inspect
any such defect. Pakistan Railways shall afford the Consultant all necessary access to the
System and the site to enable the Consultant to perform its obligations.
4.4.9 The Consultant may, with the consent of Pakistan Railways, remove from the site any
Information Technologies and other Goods that are defective, if the nature of the defect,
and/or any damage to the System caused by the defect, is such that repairs cannot be
expeditiously carried out at the site. If the repair, replacement, or making good is of such
a character that it may affect the efficiency of the System, Pakistan Railways may give
the Consultant notice requiring that tests of the defective part be made by the Consultant
immediately upon completion of such remedial work, whereupon the Consultant shall
carry out such tests.
If such part fails the tests, the Consultant shall carry out further repair, replacement, or
making good (as the case may be) until that part of the System passes such tests. The
tests shall be agreed upon by Pakistan Railways and the Consultant.
4.4.10 If the Consultant fails to commence the work necessary to remedy such defect or any
damage to the System caused by such defect within the time period specified above,
Pakistan Railways may, following notice to the Consultant, proceed to do such work or
contract a third party (or parties) to do such work, and the reasonable costs incurred by
18
Pakistan Railways in connection with such work shall be paid to Pakistan Railways by
the Consultant or may be deducted by Pakistan Railways from any monies due the
Consultant or claimed under the Performance Security.
4.4.11 If the System or Subsystem cannot be used by reason of such defect and/or making good
of such defect, the Warranty Period for the System shall be extended by a period equal to
the period during which the System or Subsystem could not be used by Pakistan
Railways because of such defect and/or making good of such defect.
4.4.12 Items substituted for defective parts of the System during the Warranty Period shall be
covered by the Defect Liability Warranty for the remainder of the Warranty Period
applicable for the part replaced or three (3) months, whichever is greater.
4.4.13 At the request of Pakistan Railways and without prejudice to any other rights and
remedies that Pakistan Railways may have against the Consultant under the Contract, the
Consultant will offer all possible assistance to Pakistan Railways to seek warranty
services or remedial action from any subcontracted third-party producers or licensor of
Goods included in the System, including without limitation assignment or transfer in
favor of Pakistan Railways of the benefit of any warranties given by such producers or
licensors to the Consultant.
4.5 Functional Guarantees

4.5.1 The Consultant guarantees that, once the Operational Acceptance Certificate(s) has been
issued, the System represents a complete, integrated solution to Pakistan Railway’s
requirements set forth in the Technical Requirements and it conforms to all other aspects
of the Contract including the Design Documents. The Consultant acknowledges how
technical conformance of the System to the Contract requirements will be determined.
4.5.2 “Year 2000 Compliance.” The Consultant warrants that the Information Systems and
Technologies being supplied under this Contract are designed or modified, and fully
tested, to operate without interruption or manual intervention in compliance with Contract
requirements for dates before and after 2000 AD, including correct treatment of year 2000
as a leap year, date data century recognition, calculations that accommodate same-century
and multi-century formulas and date values, and date data interface fields that allow the
specification of century.
4.5.3 If, for reasons attributable to the Consultant, the System does not conform to the Technical
Requirements or does not conform to all other aspects of the Contract, the Consultant shall
at its cost and expense make such changes, modifications, and/or additions to the System
as may be necessary to conform to the Technical Requirements and meet all functional
and performance standards. The Consultant shall notify Pakistan Railways upon
completion of the necessary changes, modifications, and/or additions and shall request
Pakistan Railways to repeat the Operational Acceptance Tests until the System achieves
Operational Acceptance.
19
4.5.4 If the System (or Subsystem[s]) fails to achieve Operational Acceptance, Pakistan
Railways may consider termination of the Contract and forfeiture of the Consultant’s
performance security in accordance in compensation for the extra costs and delays likely
to result from this failure.
E. INTELLECTUAL PROPERTY RIGHTS
5.1 Intellectual Property Rights Warranty

5.1.1 The Consultant hereby represents and warrants that:
(a) the System as supplied, installed, tested, and accepted;
(b) use of the System in accordance with the Contract; and
(c) copying of the Software and Materials provided to Pakistan Railways in
accordance with the Contract
do not and will not infringe any Intellectual Property Rights held by any third party and
that it has all necessary rights or at its sole expense shall have secured in writing all
transfers of rights and other consents necessary to make the assignments, licenses, and
other transfers of Intellectual Property Rights and the warranties set forth in the Contract,
and for Pakistan Railways to own or exercise all Intellectual Property Rights as provided
in the Contract. Without limitation, the Consultant shall secure all necessary written
agreements, consents, and transfers of rights from its employees and other persons or
entities whose services are used for development of the System.
5.2 Intellectual Property Rights Indemnity
5.2.1 The Consultant shall indemnify and hold harmless Pakistan Railways and its employees
and officers from and against any and all losses, liabilities, and costs (including losses,
liabilities, and costs incurred in defending a claim alleging such a liability), that Pakistan
Railways or its employees or officers may suffer as a result of any infringement or
alleged infringement of any Intellectual Property Rights by reason of:
(a) installation of the System by the Consultant or the use of the System, including
the Materials, in the country where the site is located;
(b) copying of the Software and Materials provided the Consultant in accordance
with the Agreement; and
(c) sale of the products produced by the System in any country, except to the extent
that such losses, liabilities, and costs arise as a result of Pakistan Railway’s
breach.
5.2.2 Such indemnity shall not cover any use of the System, including the Materials, other than
for the purpose indicated by or to be reasonably inferred from the Contract, any
infringement resulting from the use of the System, or any products of the System
20
produced thereby in association or combination with any other goods or services not
supplied by the Consultant, where the infringement arises because of such association or
combination and not because of use of the System in its own right.
5.2.3 Such indemnities shall also not apply if any claim of infringement:
(a) is asserted by a parent, subsidiary, or affiliate of Pakistan Railway’s organization;
(b) is a direct result of a design mandated by Pakistan Railway’s Technical
Requirements and the possibility of such infringement was duly noted in the
Consultant’s Bid; or
(c) results from the alteration of the System, including the Materials, by Pakistan
Railways or any persons other than the Consultant or a person authorized by the
Consultant.
5.2.4 If any proceedings are brought or any claim is made against Pakistan Railways arising
out of the matters referred above, Pakistan Railways shall promptly give the Consultant
notice of such proceedings or claims, and the Consultant may at its own expense and in
Pakistan Railway’s name conduct such proceedings or claim and any negotiations for the
settlement of any such proceedings or claim.
If the Consultant fails to notify Pakistan Railways within twenty-eight (28) days after
receipt of such notice that it intends to conduct any such proceedings or claim, then
Pakistan Railways shall be free to conduct the same on its own behalf. Unless the
Consultant has so failed to notify Pakistan Railways within the twenty-eight (28) days,
Pakistan Railways shall make no admission that may be prejudicial to the defense of any
such proceedings or claim. Pakistan Railways shall, at the Consultant’s request, afford
all available assistance to the Consultant in conducting such proceedings or claim and
shall be reimbursed by the Consultant for all reasonable expenses incurred in so doing.
5.2.5 Pakistan Railways shall indemnify and hold harmless the Consultant and its employees,
officers, and Subcontractors from and against any and all losses, liabilities, and costs
(including losses, liabilities, and costs incurred in defending a claim alleging such a
liability) that the Consultant or its employees, officers, or Subcontractors may suffer as a
result of any infringement or alleged infringement of any Intellectual Property Rights
arising out of or in connection with any design, data, drawing, specification, or other
documents or materials provided to the Consultant in connection with this Contract by
Pakistan Railways or any persons (other than the Consultant) contracted by Pakistan
Railways, except to the extent that such losses, liabilities, and costs arise as a result of the
Consultant’s breach.
5.2.6 Such indemnity shall not cover any use of the design, data, drawing, specification, or
other documents or materials, other than for the purpose indicated by or to be reasonably
inferred from the Contract, or any infringement resulting from the use of the design, data,
drawing, specification, or other documents or materials, or any products produced
thereby, in association or combination with any other Goods or Services not provided by
Pakistan Railways or any other person contacted by Pakistan Railways, where the
infringement arises because of such association or combination and not because of the
21
use of the design, data, drawing, specification, or other documents or materials in its own
right.
5.2.7 Such indemnities shall also not apply:
(a) if any claim of infringement is asserted by a parent, subsidiary, or affiliate of the
Consultant’s organization;
(b) to the extent that any claim of infringement caused by the alteration, by the
Consultant, or any persons contracted by the Consultant, of the design, data,
drawing, specification, or other documents or materials provided to the
Consultant by Pakistan Railways or any persons contracted by Pakistan
Railways.
5.2.8 If any proceedings are brought or any claim is made against the Consultant arising out of
the matters referred to in Clause 5.2.5, the Consultant shall promptly give Pakistan
Railways notice of such proceedings or claims, and Pakistan Railways may at its own
expense and in the Consultant’s name conduct such proceedings or claim and any
negotiations for the settlement of any such proceedings or claim. If Pakistan Railways
fails to notify the Consultant within twenty-eight (28) days after receipt of such notice
that it intends to conduct any such proceedings or claim, then the Consultant shall be free
to conduct the same on its own behalf. Unless Pakistan Railways has so failed to notify
the Consultant within the twenty-eight (28) days, the Consultant shall make no admission
that may be prejudicial to the defense of any such proceedings or claim. The Consultant
shall, at Pakistan Railway’s request, afford all available assistance to Pakistan Railways
in conducting such proceedings or claim and shall be reimbursed by Pakistan Railways
for all reasonable expenses incurred in so doing.
5.3 Copyright
5.3.1 The Intellectual Property Rights in all Standard Software and Standard Materials shall
remain vested in the owner of such rights.
5.3.2 Pakistan Railways agrees to restrict use, copying, or duplication of the Standard Software
and Standard Materials in accordance software license agreement, except that additional
copies of Standard Materials may be made by Pakistan Railways for use within the scope
of the project of which the System is a part, in the event that the Consultant does not
deliver copies within thirty (30) days from receipt of a request for such Standard
Materials.
5.3.3 Pakistan Railway’s contractual rights to use the Standard Software or elements of the
Standard Software may not be assigned, licensed, or otherwise transferred voluntarily
except in accordance with the relevant license agreement or as may be otherwise specified
below.
5.3.4 Pakistan Railway’s and the Consultant’s rights and obligations with respect to Custom
Software or elements of the Custom Software, including any license agreements, and with
respect to Custom Materials or elements of the Custom Materials are that the intellectual
property rights will vest with Pakistan Railways. The Intellectual Property Rights in all
Custom Software and Custom Materials, at the date of this Contract or on creation of the
22
rights (if later than the date of this Contract), vest in Pakistan Railways. The Consultant
shall do and execute or arrange for the doing and executing of each necessary act,
document, and thing that Pakistan Railways may consider necessary or desirable to perfect
the right, title, and interest of Pakistan Railways in and to those rights. In respect of such
Custom Software and Custom Materials, the Consultant shall ensure that the holder of a
moral right in such an item does not assert it, and the Consultant shall, if requested to do
so by Pakistan Railways and where permitted by applicable law, ensure that the holder of
such a moral right waives it.
5.3.5 Consultant will provide all the licenses, development kits and codes which are otherwise
not the intellectual property of any Off the Shelf (OTS) software manufacturers for the
FIS/MIS software to be developed/customized.
23
F. IMPLEMENTATION SCHEDULE
Implementation Schedule Table Software
24
Weeks end
Off The Shelf / Customised Off Custom Development Weeks starts from
S. No. Milestone from
the Shelf Solution Deliverables Deliverables Effective date
Effective date
1 Project Initiation W0 W0
Project Plan, software quality Project Plan, software quality

assurance plan, training plan, plan assurance plan, training plan, plan
stating integration between stating integration between
2 Project Plan proposed designed Software and proposed designed Software and W0 W04
system already running by Pakistan system already running by
Railways and in accordance with Pakistan Railways and in
G.C.C.NO 6.2. accordance with G.C.C.NO 6.2
1- Future process model 1- Future process model
2- Stating Customization 2- Stating Customization
3.1 3- Profiling Option 3- Profiling Option
4- user acceptance tests 4- user acceptance tests
3.2 Solution Design W04 W08
for various modules for various modules
3.3 and sub-component of and sub-component of
3.4 the project the project
UI Design Screen
4 Use Interface Design Screen Use Interface Design Screen W08 W38
Data center design, detail of Data center design, detail of

hardware requirement for running hardware requirement for running
proposed software solution, and proposed software solution, and
Data Centre Design and
5 technical details and specifications technical details and specifications W08 W12
Hardware Requirement
of disaster recovery center and as of disaster recovery center and as
specified G.C.C No 3.10 and specified G.C.C No 3.10 and
G.C.C No 3.11 . G.C.C No 3.11 ..
25
In accordance with the Software In accordance with the Software
design specifications and TOR design specifications and TOR
Development of Software technical requirement given in the technical requirement given in the
6 W08 W38
contract assignment and on issue of contract assignment and on issue
acceptance certificate as given at of acceptance certificate as given
annexure-4 of this agreement. at annexure-4 of this agreement.
Implementation of newly
Implementation of newly developed developed software and user
Implementation of Newly software which would require acceptance tests which would
7 W28 W32
Develop Software installation certificate as provided at require installation certificate as
Annx-5 of this agreement. provided at Annx-5 of this
agreement.
8 user acceptance tests user acceptance tests user acceptance tests W40 W44
9 User Documentation User Documentation User Documentation W32 W36
Training of Users as per detail Training of Users as per detail

10 Training of Users W30 W52
given in the contract agreement. given in the contract agreement.
11 Sign Off Sign Off Sign Off W52 W52
26
G. PROJECT PLAN
6.1 Project Plan

6.1.1 In close cooperation with Pakistan Railways and based on the Work Plan included in the
Consultant’s bid, the Consultant shall develop a Project Plan encompassing the activities
specified in the Contract. The contents of the Project Plan shall be as specified in the
Technical Requirements.
6.1.2 The Consultant shall formally present to Pakistan Railways the Project Plan in
accordance with the procedure specified below.
6.1.3 If required, the impact on the Implementation Schedule of modifications agreed during
finalization of the Agreed and Finalized Project Plan shall be incorporated in the Contract
by amendment, in accordance with GCC Clauses 2.4.
6.1.4 The Consultant shall undertake to supply, install, test, and commission the System in
accordance with the Agreed and Finalized Project Plan and the Contract.
6.1.5 The Progress and other reports specified in the SCC shall be prepared by the Consultant
and submitted to Pakistan Railways in the format and frequency specified in the
Technical Requirements
6.2 Constituents of Project Plan
6.2.1 Chapters in the Project Plan shall address the following subjects:
a) Project Organization and Management Plan
b) Delivery and Installation Plan
c) Training Plan
d) Pre-Commissioning and Operational Testing Plan
e) Warranty Service Plan
f) Task, Time and Resource Schedules
g) Technical Support Plan
6.3 Approval of Project Plan
6.3.1 Within 2 weeks from the Effective Date of the Contract, the Consultant shall present a
Project Plan to Pakistan Railways. Pakistan Railways shall, within 1 week of receipt of
the Project Plan, notify the Consultant 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 and/or the SCC herein called non-conformity. The Consultant shall,
within 1 week of receipt of such notification, correct the Project Plan and resubmit to
Pakistan Railways. This procedure shall be repeated as necessary until the Project Plan is
free from non-conformities. When the Project Plan is free from non-conformities,
Pakistan Railways shall provide confirmation in writing to the Consultant. This
approved Project Plan (“the Agreed and Finalized Project Plan”) shall be contractually
binding on Pakistan Railways and the Consultant.
2.7
TABLE OF HOLIDAYS AND OTHER NON-WORKING DAYS
All Pakistan Government Notified Gazette Holiday
2.8
Annexure-1
List of Acronyms
Abbreviations Complete Description
A & AR (T) Accounts and Approximate Return Section, Traffic Accounts Branch
AVLB Armed Vehicle Launching Bridge
A & L Section Aids & Loans Section
Accounts Office Balance Sheet (Coaching) Sub-section Traffic Accounts
A.O.C (T)
Branch
A.O.G (T) Accounts Office Balance Sheet (Goods) Sub-section Traffic Accounts Branch
AAO Assistant Accounts Officer

AB No. Account Bill Number
ACCAO Assistant Chief Cost Accounts Officer
ACD Assistant Controller of Depots
ACOS Assistant Controller of Stores
ACP Assistant Controller of Purchase
ACR Annual Confidential Report
Admin (G) Administration Section, General Branch
Admin (T) Administration Section, Traffic Accounts Branch
AEE Assistant Electrical Engineer
AEN Assistant Engineer
AGM Additional General Manager
AGPR Accountant General Pakistan Revenue
AGP Auditor General of Pakistan
AIOW Assistant Inspector of Works
AL Absentee List
AMC Average Monthly Consumption
AME Assistant Mechanical Engineer
AO Accounts Officer
AOAS Administrative Overheads Allocation Statement
APCC Annual Plan Co-ordination Committee
APO Assistant Personnel Officer
AS Assistant Secretary
ASE Assistant Signal Engineer
ASP Assistant Superintendent Press
Asstt. Dir. A & L Assistant Director Aids and Loans Section
ATE Assistant Telecom Engineer
ATM Assistant Traffic Manager
B.A. (T) Booking Agencies Section, Traffic Accounts Branch
B.S. (T) Balance Sheet Section, Traffic Accounts Branch
BI Block Inspector
BLI Ballast Inspector
2.9
Books (G) Books and Budget Section, General Branch
Books (T) Books Section, Traffic Accounts Branch
BOQ Bill of Quantity
BPT Blank Paper Tickets
BPV Bank Payment Voucher
BRV Bank Receipt Voucher
C&W Carriage and Wagon
C.O. (T) Cash Office, Traffic Accounts Branch
CA Chartered Accountant
CAN Computer Adjustment Note
CAO Chief Accounts Officer
CBA City Booking Agency
CBU Complete Build Units
CBS Central Books Section
CC Cost Centre
CCAO Chief Cost Accounts Officer
CCM Chief Commercial Manager / Chief Chemist and Metallurgist
CCP Chief Controller of Purchase
CCS Chief Controller of Stores
CCT Chief Cashier and Treasurer
CCTO Chief Cash and Treasurery Officer
CDL Central Diesel Locomotive
CDWP Central Development Working Party
CFI Carriage Factory Islamabad
CIA Chief Internal Auditor
CIP Chief Inspector Production
CKD Complete Knocked Down (Units)
CMA Controller of Military Accounts
CME Chief Mechanical Engineer
CMM Chief Marketing Manager
CMO Chief Medical Officer
CO Cash Order
CoA Chart of Accounts
COPS Chief Operating Superintendent
CPPO Chief Planning and Project Officer
CPO Chief Personnel Officer
CPV Cash Payment Voucher
CR Note Cash Remittance Note
CR Section Central Routine Section
CRP Completion Report
CRV Cash Receipt Voucher
CSC China Supplier Credit
CSF Concrete Sleeper Factory
CTS Central Transportation Section
CWIP Capital Work In Progress
CYM Chief Yard Master
DAO Divisional Accounts Officer.
DCD District Controller of Depots
DCOS District Controller of Stores
2.10
DCOS District Controller of Stores
DCOS (G) District Controller of Store (General)
DCOS (S) District Controller of Stores (Shipping)
DCP District Controller of Purchase
DCPI District Controller of Purchase and Inspection
DD FIS/MIS Deputy Director FIS/MIS
DDR Daily Damage Return
DE Divisional Engineer (Civil)
DEE Divisional Electrical Engineer
DEE (ET) Divisional Electrical Engineer (Electric traction)
DEE (P) Divisional Electrical Engineer (Power)
DEN Divisional Engineer
DGAR Director General Audit Railways
DGM Deputy General Manager
Dir. FIS / MIS Director FIS/MIS
DISCO Distribution Companies
DME Divisional Mechanical Engineer
DMO Divisional Medical Officer
DOT Doubling of Track
DPC Data Processing Cell
DPM Divisional Pay Master
DPO Divisional Personnel Officer
DRF Depreciation Reserve Fund
DS Divisional Superintendent
DSE Divisional Signal Engineer
DSKP Depot Store Keeper
DTC Book Daily Trains Cash Book
DTE Divisional Telecom Engineer
DTO Divisional Transportation Officer
DTR Depot Transaction Report
Dy. CCAO Deputy Chief Cost Accounts Officer
Dy. CCP Deputy Chief Controller of Purchase
Dy. CCS Deputy Chief Controller of Stores
Dy. FA & CAO Deputy Financial advisor and Chief Accounts Officer
Dy.CAO Deputy Chief Accounts Officer
E (T) Establishment Section, General Branch
EAD Economic Affairs Division
EC Section Enrolment of Contractor Section
ECNEC Executive Committee & National Economic Council
EFT Excess Fare Ticket
EG Section Establishment Gazetted Section
ES Error Sheet
Ex. Fee Exchange Risk Fee
F Aid Foreign Aid
FA Financial Advisor
FA & CAO Financial Advisor and Chief Accounts Officer
FA & CAO - Financial Advisor and Chief Accounts Office-Manufacturing and Services
M&S
FA & CAO - PR Financial Advisor and Chief Accounts Officer-Pakistan Railways
2.11
FAA Foreign Aid Accounts
FBR Fuel Balance Return
FDI Fuel Distribution Inspector
FDN Fuel Dispatch Note
Fgn. (T) Foreign Section Traffic Accounts Branch
FIS / MIS Financial Information System/Management Information System
FO Foreman
FO Store Foreman Store
FO (R) Foreman Running
FOB Free on Board
FOD Foreman Diesel
FOR Free on Rail
FR Fuel Requisition
G.O.C. (T) Goods Over Charge Sheet Section, Traffic Accounts Branch
G.P.F. (G) General Provident Section, General Branch
GAAP Generally Accepted Accounting Principles
GAS General Accounting Section
GB General Books
Genl. (T) General Section Traffic Accounts Branch
GITA Goods in Transit for Afghanistan
GM General Manager
GM (Operation) General Manager (Operation)
GOAS General Overheads Allocation Statement
Goods Sy. (T) Goods Summary Section, Traffic Accounts Branch
GP Gate Passes
GP Fund General Provident Fund
GPF General Provident Fund
GPO General Post Office
GS General Store
GST General Sales Tax
GTKM Gross Tonnes Kilometres
HBA House Building Advance
HC Head Clerk
HCDT Horse, Carriage & Dog Ticket
HOR High Officials Requisition
HTK Head Time Keeper
HTXR Head Train Examiner
I.A. (T) Inspection Accounts Section, Traffic Accounts Branch
IA Section Inspection of Accounts Section
IAS International Accounting Standards
IASB International Accounting Standards Board
ICAP Institute of Chartered Accountants of Pakistan
ICG Inspector of Coaching and Goods
IFRS International Financial Reporting Standards
IGTN Inter Grade Transfer Note
IL Section Import License Section
IMRS Imprest Material Requisition Schedule
Ins. (G) Inspection Section
IO Indenting Officer
2.12
IOW Inspector of Works
IP Section Invoice Processing Section
ISA Inspector of Store Accounts / International Standards on Auditing
ISRG Irrevocable Sovereign Repayment Guarantee
IT Information Technology
J Tic Job Tickets
JA Junior Auditor
JMO Junior Mechanical Officer
JV Journal Voucher
KESC Karachi Electricity Supply Company
KPT Karachi Port Trust
KVA Kilo Watt Ampere
L.B. (T) Loading Bills Section, Traffic Accounts Branch
L.C. (T) Local Classification Section Traffic Accounts Branch
L.I.C. (T) Local Invoice Checking Section Traffic Accounts Branch
L.P. (T) Local Parcel Section, Traffic Accounts Branch
L/C Letter of Credit
LDC Lower Divisional Clerk
LDS Labour Distribution Statement
LESCO Lahore Electric and Supply Company Limited
LFO Loco Foreman
LFP Leave at Full Pay
LHP Leave at Half Pay
LI List of Issue
LLHC&D (T) Local Luggage, Horse, Carriage & Dogs Section, Traffic Accounts Branch
LPC Last Pay Certificate
LPO Lost Property Office
LPR Leave Preparatory to Retirement
LR List of Receipt
LT Luggage Ticket
LWP Leave without Pay
M&S Manufacturing and Services
M Card Master Cards
MB Management Book
MC Note Miscellaneous Cash Note
MD Managing Director
MDC Section Material Data Control Section
MIS Management Information System
MIT Material Issue Ticket
MOD Modernized
MOR Ministry of Railways
MPC Master Planning Card
MPG Material Processing General
MPN Material Production Note
MR Material Requisition
MR Note Miscellaneous Receipt Note
MRTN Material Return Note
MS Medical Superintendent
MST Monthly Season Ticket
2.13
MTN Material Transfer Note
NAM New Accounting Model
NBP National Bank of Pakistan
NEC National Engineering Council
NP Section New Purchase Section
NR Nominated Repair
NS Section New Store Section
NTC & P (T) Non-issued Ticket Collection & Pass Section, Traffic Accounts Branch
O/C (T) Overcharge Sheet Coaching
OC Overcharge Sheet Coaching
OS Office Superintendent
OSP Office Superintendent Purchase
OSS Office Superintendent Stores
OTS Outturn Statement
p.a per annum
P.F. (G) Provident Fund Section, General Branch
P.O. (G) Pay Office General Branch
PB Performance Bond
PBCA Pay Bills Cheque Analysis
PC Planning Commission
Pension (G) Pension Section, General Branch
PEPCO Pakistan Electricity Power Company (Private) Limited
PI Section Purchase Intelligent Section
PIFRA Project to Improve Financial Reporting and Auditing
PL Price List
PLF Pakistan Locomotive Factory
PO Pay Order / Purchase Order / Principal Officer
POH Periodic Overhauling
PPO Pension Payment Order
PPR Public Procurement Rules
PPRA Public Procurement Regulatory Authority
PR Purchase Requisition/Pakistan Railways
PR HQ Pakistan Railways Headquarters
PRACS Pakistan Railway Advisory and Consultancy Services Limited
Pro note Promissory Note
Proc. (T) Procedure Section, Traffic Accounts Branch
PRT Piece Rate Ticket
PS Payroll Sheet
PSDP Public Sector Development Program
PTC Printed Card Ticket
PTO Privilege Ticket Order
PWI Permanent Way Inspector
PWS Piece Work Schedule
RAILCOP Railway Constructions Pakistan Limited
RC Recoupment Card
RCL Railway Standing Counsel
RLY Railway
RM Reserved Material Account
RMC Note Railway Material Consignment Note
2.14
RS Branch Rolling Stock Branch
S.&C. (S) Survey & Construction Accounts, Stores Accounts Branch
S.A.B Store Accounts Branch
S.T.E. (T) Special Ticket Examiner Section, Traffic Accounts Branch
S.TS Summary of Time Sheets
S.V. (S) Stock Verification Section, Stores Accounts Branch
SA Senior Auditor
SAN Stock Adjustment Note
SAO Senior Accounts Officer
SAO / S Senior Accounts Officer / Stores
SBF Staff Benevolent Fund
SBP State Bank of Pakistan
SF & AO Senior Finance and Accounts Officer
SFI Stationery and Form Inspector
SFO Senior Finance Officer
SI Signal Inspector
SI Bond Stamped Indemnity Bond
SIT Store In Transit
SLDS Summary of Labour Distribution Statement
SM Station Master
SMFY Store Manufactory
SMO Senior Mechanical Officer
SNGPL Sui Northern Gas Pipelines Limited
SOAS Shop Overheads Allocation Statement
SOS Senior Office Superintendent
SP Standard Price
SPM Sectional Pay Master
SPR Section Standard Price Revision Section
SSGCL Sui Southern Gas Company Limited
SSKP Sub Store Keeper
STE Special Ticket Examiner
SUR Stock Usage Report
SV Stock Verifier
SWD Special Works Depots
T.A Branch Traffic Accounts Branch
T.A.O Travelling Accounts Officer
T.B.M. (T) Traffic Book Miscellaneous Section, Traffic Accounts Branch
T.C. (T) Ticket Collection Section Traffic Accounts Branch
TA Travelling Allowance
TBG Traffic Book General
TBM Traffic Book Miscellaneous
TC Transfer Certificate
TD Transfer Divisional
TI Telecom Inspector
TIA Travelling Inspector of Accounts
TLA Temporary Labour Application
TP Ticket Printing
TPS Ticket Printing Supervisor
TR Treasury Receipt
2.15
TRB Traffic Book
TS Time Sheets
TSO Track Supply Officer
TXR Train Examiner
UDC Upper Divisional Clerk
VKM Vehicle Kilometres
W & M adv. Ways and Means Advance
w.e.f with effect from
WAB Workshop Accounts Branch
WASA Water and Sanitation Authority
WIP Work in Process
WKP Ward Keeper
WM Works Manager
WMS Workshop Manufacturing Suspense
WO Work Order
WR Work Requisition
WTS (T) Warrants Section, Traffic Accounts Branch
X (G) Expenditure Section, General Branch
XEN Executive Engineer
2.16
ANNEXURE 2
SOFTWARE DESIGN DOCUMENT
2.17
Annexure-2
Table of Contents
GENERAL LEDGER..................................................................................................................................
12
AMORTIZATION OF INTANGIBLE ASSETS

..............................................................................................15
DEPRECIATION TANGIBLE FIXED

ASSETS...............................................................................................16
IMPAIRMENT OF TANGIBLE FIXED ASSETS

...........................................................................................17
PROCUREMENT OF ROLLING STOCK – 1 OF 2

.......................................................................................18
PROCUREMENT OF ROLLING STOCK – 2 OF 2

.......................................................................................19
ACQUISITION OF
LAND..........................................................................................................................20
CAPITALIZATION OF TRACK
...................................................................................................................21
CONSTRUCTION OF BUILDINGS – 1 OF 2
..............................................................................................22
CONSTRUCTION OF BUILDINGS – 2 OF 2
..............................................................................................23
ELECTRICAL ASSETS
...............................................................................................................................24
SIGNALING
SYSTEM...............................................................................................................................25
FURNITURE & FIXTURES (ISSUANCE FROM STORE)

.............................................................................. 26
PROCUREMENT OF IT
EQUIPMENT....................................................................................................... 27
REVALUATION OF TANGIBLE FIXED ASSETS

..........................................................................................28
FIXED ASSETS.........................................................................................................................................
29
STORES - ADJUSTMENT
.........................................................................................................................32
STORES RECEIPTS - MANUFACTURING

................................................................................................. 33
STORES RECEIPTS AT SUBORDINATE STORES – 1 OF 2

......................................................................... 34
2.18
STORES RECEIPTS AT SUBORDINATE STORES – 2 OF 2
......................................................................... 35
STORES RECEIPTS – DIVISION STORE FROM USER

................................................................................36
STORE RECEIPT – PURCHASES - 1 OF 2

................................................................................................. 37
STORE RECEIPT – PURCHASES – 2 OF

2................................................................................................. 38
STORES ISSUE - MATERIAL REQUISITION AND IMPREST MATERIAL REQUISITION

SCHEDULE ............. 39
STORES ISSUE – DIVISIONAL STORE TO USER

.......................................................................................41
STORES RECEIPTS - MATERIAL RETURN

................................................................................................43
STORES SALES – 1 OF
3..........................................................................................................................44
2.19
3..........................................................................................................................45
3..........................................................................................................................46
STORES TRANSFER FROM MAIN STORES

..............................................................................................47
STORES TRANSFER FROM DIVISIONAL

STORES.....................................................................................48
ISSUANCE OF MATERIAL (OUT)

............................................................................................................. 49
TRANSFER OF MATERIAL (OUT)

............................................................................................................ 50
STORE RECEIPT ......................................................................................................................................

51
PURCHASES - 1 OF 4
..............................................................................................................................57
PURCHASES - 2 OF 4
..............................................................................................................................58
PURCHASES - 3 OF 4
..............................................................................................................................59
PURCHASES - 4 OF 4
..............................................................................................................................60
DIVISIONAL
PURCHASES........................................................................................................................61
PURCHASE -
LOCAL................................................................................................................................62
IMPORTS - 1 OF 5 ..................................................................................................................................
65
IMPORTS - 2 OF 5 ..................................................................................................................................
66
IMPORTS - 3 OF 5 ..................................................................................................................................
67
IMPORTS - 4 OF 5 ..................................................................................................................................
68
IMPORTS - 5 OF 5 ..................................................................................................................................
69
IMPORTS ............................................................................................................................................... 70
ACCOUNTS RECEIVABLES
......................................................................................................................73
2.20
FOREIGN LOANS / SUPPLIERS CREDIT
(RECEIPTS).................................................................................76
FOREIGN LOANS / SUPPLIERS CREDIT (REPAYMENT)

........................................................................... 77
FOREIGN LOANS / SUPPLIERS CREDIT

................................................................................................... 78
ACCOUNTS PAYABLE
.............................................................................................................................81
PAYROLL – 1 OF 2 ..................................................................................................................................
84
PAYROLL – 2 OF 2 ..................................................................................................................................
85
LOANS AND ADVANCES TO EMPLOYEES AND INTEREST

THEREON......................................................86
PAYROLL
................................................................................................................................................87
2.21
RAIL COSTING – OTHER
EXPENSES........................................................................................................ 90
RAIL COSTING – FUEL OPERATIONAL

.................................................................................................... 91
RAIL COSTING – FUEL NON-OPERATIONAL

...........................................................................................92
RAIL COSTING – ELECTRICITY EXPENSE AND

PREPAYMENTS................................................................93
RAIL COSTING – SUI GAS

EXPENSE........................................................................................................ 94
RAIL COSTING – BOOKING AGENCIES COMMISSION

EXPENSE.............................................................95
RAIL COSTING – COMMISSION EXPENSE

..............................................................................................96
RAIL COSTING – COMMISSION EXPENSE – FUND TRANSFER COMPANY

............................................. 97
RAIL COSTING – ACCRUAL OF EXPENSES

..............................................................................................98
RAIL COSTING – PREPAYMENTS OF EXPENSES

.....................................................................................99
RAIL COSTING – PETTY CASH EXPENSES

.............................................................................................100
RAIL COSTING – PERIODIC OVERHAULING AND NOMINATED REPAIR

............................................... 102
RAIL COSTING – RUNNING REPAIR AND MAINTENANCE - MATERIAL

................................................103
RAIL COSTING – RUNNING REPAIR AND MAINTENANCE - PAYROLL

..................................................104
RAIL COSTING – FIXED ASSETS

(DEPRECIATION).................................................................................105
RAIL COSTING – ALLOCATION FROM GENERAL

LEDGER..................................................................... 108
RAIL COSTING – INVENTORY (CONSUMPTION)

..................................................................................111
RECEIPT OF MATERIAL FROM MAIN STORES AT WORKSHOPS AND FACTORIES /

PROJECTS STORES
............................................................................................................................................................114
CONSUMPTION OF MATERIAL AT WORKSHOPS/ FACTORIES / PROJECTS

......................................... 115
2.22
PAYROLL COST AT WORKSHOPS/ FACTORIES /
PROJECTS.................................................................. 116
OVERHEADS AT WORKSHOPS/ FACTORIES /

PROJECTS...................................................................... 117
ADMINISTRATIVE OVERHEADS AT WORKSHOPS/ FACTORIES /

PROJECTS......................................... 118
ALLOCATION OF OVERHEADS TO JOBS

...............................................................................................119
WORKSHOPS COSTING – WORK ORDER

PROCESS.............................................................................. 120
WORKSHOPS COSTING – FIXED ASSETS

(DEPRECIATION)................................................................... 121
WORKSHOPS COSTING – GENERAL LEDGER

.......................................................................................124
WORKSHOPS COSTING – INVENTORY (CONSUMPTION)

.................................................................... 127
2.23
WORKSHOPS COSTING – PAYROLL
..................................................................................................... 130
CFI & PLF COSTING – WORK ORDER PROCESS

....................................................................................133
CFI & PLF COSTING – FIXED ASSETS

(DEPRECIATION)......................................................................... 134
CFI & PLF COSTING – GENERAL LEDGER

.............................................................................................137
CFI & PLF COSTING – INVENTORY

....................................................................................................... 140
CFI & PLF COSTING - PAYROLL

............................................................................................................ 143
CONCRETE SLEEPER FACTORIES – STORES

ISSUE................................................................................146
CONCRETE SLEEPER FACTORIES – PURCHASE THROUGH SHOPPING

COMMITTEE............................147
CONCRETE SLEEPER FACTORIES – MATERIAL PRODUCTION

..............................................................148
CONCRETE SLEEPER FACTORIES – PAYROLL – 1 OF 2

......................................................................... 149
CONCRETE SLEEPER FACTORIES – PAYROLL – 2OF 2

.......................................................................... 150
CONCRETE SLEEPER FACTORIES – WORK-IN-PROCESS

....................................................................... 151
CONCRETE SLEEPER FACTORIES PROCESS COSTING – PRODUCTION RECORDING

............................152
CONCRETE SLEEPER FACTORIES PROCESS COSTING – HQ OVERHEAD ALLOCATION

.........................153
CONCRETE SLEEPER FACTORIES PROCESS COSTING – SERVICE DEPARTMENT

ALLOCATION ............ 154
CONCRETE SLEEPER FACTORIES COSTING – FIXED ASSETS (DEPRECIATION)

..................................... 157
CONCRETE SLEEPER FACTORIES COSTING – GENERAL LEDGER

..........................................................160
CONCRETE SLEEPER FACTORIES COSTING – INVENTORY

................................................................... 163
CONCRETE SLEEPER FACTORIES COSTING - PAYROLL

......................................................................... 166
PROJECT COSTING – WORK ORDER PROCESS

2.24
.....................................................................................169
PROJECT COSTING – FIXED ASSETS

(DEPRECIATION).......................................................................... 170
PROJECT COSTING – GENERAL LEDGER

..............................................................................................173
PROJECT COSTING – INVENTORY (CONSUMPTION)

........................................................................... 176
PROJECT COSTING –
PAYROLL............................................................................................................. 179
BUDGET ............................................................................................................................................... 182
HUMAN RESOURCE
.............................................................................................................................185
HIRING.................................................................................................................................................201
HIRING
(CONTINUED)..........................................................................................................................202
2.25
PROMOTION ....................................................................................................................................... 203
MISCONDUCT/CORRUPTION ..............................................................................................................
204
TRANSFER............................................................................................................................................
205
TRAINING ............................................................................................................................................
206
PENSION .............................................................................................................................................. 207
TRAVELLING ........................................................................................................................................
208
PROMOTION ....................................................................................................................................... 210
211
TRANSFER............................................................................................................................................
212
TRAINING ............................................................................................................................................
213
PENSION .............................................................................................................................................. 214
HIRING.................................................................................................................................................215
PROMOTION ....................................................................................................................................... 216
217
TRANSFER............................................................................................................................................
218
TRAINING ............................................................................................................................................
219
PENSION .............................................................................................................................................. 220
2.26
DETAILED SYSTEM DESIGNS
FUNCTION DATA FLOW DIAGRAMS

GENERAL LEDGER GENERAL LEDGER
Pakistan Railways General Ledger Data Flow
Chart of account Journal Voucher Input

& Subsidiary Journal Voucher
Start
Chart of account Bank Payment Input

& Subsidiary Bank Payment
Accounts
Chart of account Bank Receipt

Input
General Ledger
& Subsidiary Bank Receipt
Chart of account
& Subsidiary Cash Payment
Cash Receipt Input
& Subsidiary Cash Receipt Borrowings Ledger
Employee Loan
Subsidiary
& Amount Information
Bridge Shop
Update
C&W
Diesel Shop
Advances
Steel Shop
Process
Data Stores
Data Flow Pension
2.27
FUNCTION LOGICAL DATA MODEL
Department
Use Use Project Type
Grant / Public Account Numbers
Accounting Units
Use
Use
Fund Account Code Use

Use Project Cost Type
Use
Cost Ojects Use
Source
Use
Detailed Cost
Gernal Ledger Use
Object Cost Type
Use
Sub Fund Use
Use Shop/Unit
Use
Major Function Cost Center
Use Use Workshop Cost
Minor Function Use

Section Use Factory/HO
Use
Detailed Function Use

Section Cost Type
Use
Accounts Payable
Sub Detailed Function Use
Update
Train Use
Accounting Elements Use

Advances
Train Type
Use
Update
Major Objects Use
Sleeper Type
Detailed Object Use Pension
Use
Update
Sleeper Factory Department

Minor Object
Use
Use
Diesel Shop
Update
Borrowing
Update
Bridge
Update
Emp Loans
Update
2.28
FUNCTION ENTITY RELATIONSHIP MODEL
Department Grant / Public Account Numbers

Dept_Code Use G_P_Code
Use
Name Description
Accounting Units Use Gernal Ledger

Use V_Type
AC_Unit_Code
Cost_Obj_Code
Description CC_Code
Sec_Code Project Type
Fund Account Code Sec_Type_Code Prj_Type_Code
Use Use Train_Code Use
Fund_Code G_P_Code Description
Dept_Code Train_Cost_Type_Cod
Description Prj_Type_Code
AC_Unit_Code
Fund_Code Cost Ojects Fund_Scr_Code
Source Prj_Cost_Type_Code
Fund Source
Scr_Code Cost_Obj_Code Use
Sub_Fund_Code D_Cost_Code Fund_Scr_Code
Scr_Code Use
Mjr_F_Code Description S_u_Code Description
Detail_Code Fac_Code S_Type_Code

Sub Fund Use Object Cost Type S_Fac_Dep_Code Project Cost Type
S_D_Code
Sub_Fund_Code AC_Element_Cod Obj_Cost_Type_Code Use Obj_Cost_Type_Code Prj_Cost_Type_Cod
Mjr_Ob_Code G_P_Code
Description Description Dept_Code Description
Detail_Ob_Code Use
Mnr_Ob_Code AC_Unit_Code
Major Function Cost Center Use Fund_Code
Use Detailed Cost
Mjr_F_Code CC_Code Scr_Code
Sub_Fund_Code D_Cost_Code
Description Description
Mjr_F_Code Description
Use
Mnr_F_Code Use Sec_Code Use

Use
Description Description AC_Element_Code
Mjr_Ob_Code Description
Detailed Function Detail_Ob_Code
Section Cost Type Mnr_Ob_Code
Detail_Code Use Workshop Cost
Sec_Type_Code
Description Use V_No Use WS_Code
Description Seq_No
V_Date Description
Sub Detailed Function
Sub_Code
S_D_Code Use Train Remarks
Use Use Factory/HO
Description Train_Code Debit Credit
Fac_Code
Description Cheque_No
Description
Accounting Elements
AC_Element_Code Use Train Type
Use
Description Train_Cost_Type_Code Update
Description
Major Objects
Mjr_Ob_Code Use
Description Sleeper Type Advances
Pension
S_Type_Code Use Update AC_Element_Co
Detailed Object Cost_Obj_Code Mnr_Ob_Code
Description Mjr_Ob_Code Mjr_Ob_Code
Detail_Ob_Code Use Mnr_Ob_Code Mjr_F_Code
Description AC_Element_Co Mnr_F_Code
Sleeper Factory Department Mjr_F_Code Fund_Code
Minor Object Mnr_F_Code Detail_Ob_Code
S_Fac_Dep_Code Use Fund_Code
Mnr_Ob_Code Fund_Scr_Code
Use Description Scr_Code G_P_Code
Description Detail_Ob_Code
Debit
Update Debit Credit
Credit
Borrowing
Mnr_Ob_Code Emp Loans Update
Cost_Obj_Code
Mnr_Ob_Code Update
Fund_Scr_Code Cost_Obj_Code
Mjr_F_Code Detail_Ob_Code
Scr_Code Mjr_Ob_Code Bridge Update
Mnr_F_Code AC_Element_Code
Sub_Fund_Code Cost_Obj_Code
G_P_Code CC_Code
AC_Element_Code Diesel Shop
Fund_Code Mnr_Ob_Code Accounts Payable Update
Detail_Ob_Code Mnr_Ob_Code
Mnr_F_Code Detail_Ob_Code
Mjr_Ob_Code Mnr_Ob_Code Mjr_Ob_Code
Mjr_F_Code Mjr_Ob_Code
G_P_Code Mjr_Ob_Code AC_Element_Code
AC_Unit_Code AC_Element_Code
Fund_Code AC_Element_Code Scr_Code
Scr_Code S_D_Code S_D_Code Mjr_F_Code
Cedit S_D_Code Detail_Code Mnr_F_Code Mnr_F_Code
Debit Mnr_F_Code
S_u_Code Mjr_F_Code G_P_Code
Debit Mjr_F_Code CC_Code
Scr_Code Detail_Ob_Code
Credit Scr_Code Fund_Code
Debit Fund_Code
Credit Detail_Ob_Code Debit
Credit
Debit
Credit
2.29
FUNCTION BUSINESS FLOW DIAGRAMS
FIXED ASSETS AMORTIZATION OF INTANGIBLE ASSETS
START
AT THE REQUIRED
PERIOD END ACCAO
REQUESTS FIS/MIS TO
PRODUCE A REPORT OF ACCAO
AMORTIZATION BY THE
COMPUTER SUB
CATEGORY WISE
FIS/MIS
DATA BASE
SUB CATEGORY
WISE
AMORTIZATION
REPORT
ACCAO PREPARES /
ACCAO
CODIFIES / CORRECTS
THE INFORMATION ON
JOURNAL VOUCHER
CODIFIED
JOURNAL VOUCHER JOURNAL
IS SENT FOR APPROVAL VOUCHER
TO DCAO
JV
APPROVED N
BY
DCAO
DD FIS/MIS (FOR
ENTRY IN
ACCOUNTING SYSTEM)
END
2.30
FIXED ASSETS DEPRECIATION TANGIBLE FIXED ASSETS
START
AT THE REQUIRED
PERIOD END ACCAO
REQUESTS FIS/MIS TO
PRODUCE A REPORT OF ACCAO
DEPRECIATION BY THE
COMPUTER SUB
CATEGORY WISE
FIS/MIS
DATA BASE
SUB CATEGORY
WISE
DEPRECIATION
REPORT
ACCAO PREPARES /
CODIFIES / CORRECTS ACCAO
THE INFORMATION ON
JOURNAL VOUCHER
CODIFIED
JOURNAL VOUCHER JOURNAL
IS SENT FOR APPROVAL VOUCHER
TO DCAO
JV
APPROVED N
BY
DCAO
DD FIS/MIS (FOR
ENTRY IN
ACCOUNTING SYSTEM)
END
2.31
FIXED ASSETS IMPAIRMENT OF TANGIBLE FIXED ASSETS
START
CCAO IN CONSULTATION
WITH TECHNICAL HEADS NOTE OF
SENDS THE AMOUNT OF IMPAIRMENT
IMPAIRMENT LOSS TO LOSS BY CCAO
AGM FINANCE
NOTE OF
IMPAIRMEN
T
LOSS VERIFIED BY
AGM FINANCE
NOTE OF
IMPAIRMENT
APPROVED BY
GM OPERATIONS
JV CODIFIED
UPON APPROVAL BY GM BY ACCAO
ACCAO PREPARES A JV &
CODIFIES IT
JV APPROVED
BY DCAO
DD FIS/MIS (FOR
ENTRY IN
ACCOUNTING SYSTEM)
END
2.32
FIXED ASSETS PROCUREMENT OF ROLLING STOCK – 1 OF 2
START
ROLLING STOCK IS
FEASIBILITY STUDY IS
DIVIDED INTO
PC-1 THREE
CONCERNED CHIEF
PREPARED BY
ENGINEER ALONG
DCME * LOCOMOTIVES
WITH COST ESTIMATES
(DEVELOPMENT) * PASSENGER CARRIAGE
* GOODS WAGONS
JUSTIFICATION
ALONG WITH
CHECKED BY NO
PROPOSED
CONCERNED
SPECIFICATIONS BY
CME
CONCERNED
DEPARTMENT
OK
VETTED BY AGM NO
(MECHANICAL)
OK
PC-1 IS SIGNED
BY GM
OPERATIONS
APPROVAL OF PC-1 IS
SECRETARY/CHAIRMA APPROVED BY
N IS SORT THROUGH CHAIRMAN PR
DIRECTOR PLANNING
DIRECTOR
PLANNING
ISLAMABAD
BELOW 100 ABOVE 100

APPROVAL BY MILLIO COST BUT BELOW APPROVAL BY
DDWP N ESTIMAT 300 MILLION CDWP
E
ABOVE 300
MILLION
APPROVAL BY
ECNEC
REQUEST FOR
FUNDS TO
FINANCE
DIVISION
FUNDS
ARRANGED BY
FINANCE
DIVISION
2.33
FIXED ASSETS PROCUREMENT OF ROLLING STOCK – 2 OF 2
1
AFTER ARRANGEMENT
REFER TO
OF FUNDS RELEVANT
PURCHASE
DEPARTMENTS SEND THE
&
PURCHASE REQUEST TO
INVENTORY
DIRECTOR
SYSTEMS
PROCUREMENT
CKD OR SEMI CKD UNITS

ASSEMBLY OF
ARE RECEIVED AT
UNITS
LOCOMOTIVE FACTORY
INSPECTION NO
BY CIRS
OK
TRANSFER
SHEET & GATE
PASS BY CIRS &
AM (WORKS)
INSPECTION NO
BY HTXR
OK
TRANSFER
SHEET IS SENT
TO ACCOUNTS
DEPARTMENT
ADDITION
NOTE TO
ACCAO FOR
CODIFICATION
APPROVAL BY
DCAO
ENTRY BY FIS/MIS IN
ASSET REGISTER
END
2.34
FIXED ASSETS ACQUISITION OF LAND
START
DEPARTMENT/PROJECT
DOR
DIRECTOR SENDS
AUTHORISES
APPLICATION TO DOR
& IDENTIFIES
AFTER SELECTION/
OWNERSHIP /
SURVEY OF THE LAND
AREA
REQUIRED
AFTER AUTHORIZATION REQUEST TO

& SCRUTINY OF TITLE PURCHASE IS SENT
CLEARENCE BY DOR TO DIRECTORATE
APPROVAL IS SENT TO PROPERTY & LAND
PD / DEPARTMENT
AFTER APPROVAL
APPROVAL OF
REQUEST IS SENT BY PD /
GM &
DEPARTMENT TO DOR
VETTING BY
FOR PROCESSING
FA&CAO
DOR GETS IT PRINTED IN COMMITTIEE

PROVINCIAL GAZETTE & ASSESSES
ALSO SENDS IT TO VALUE OF
SECRETARY REVENUE LAND
FOR VALUATION OF LAND
ASSESSMENT IS SENT TO
PD / DEPARTMENT VIA SAO ALLOTS
DRO, PD / DEPARTMENT THE AB
SENDS IT TO SAO FOR NUMBER
BOOKING OF LIABILITY
BY VIRTUE OF ENTRY
IN CO6 LIABILITY IS ENTRY IN CO6
CREATED IN BOOKS
ADDITION NOTE
ONCE THE TITLE IS
IS PREPARED BY
IF ADVANCE N TRANSFERRED TO PR,
ACCOUNTS
IS TO BE PAID ADDITION NOTE IS
DEPARTMENT
PREPARED.
Y
ADVANCE
ACCAO
AMOUNT IS
CODIFIES THE
SANCTIONED BY 1
ADDITION NOTE
SAO
1 APPROVAL BY
DCAO
AFTER ENTRY VOUCHER,

ATTACHED DOCUMENTS
FIS/MIS (FOR ENTRY IN
ARE SENT BACK TO
ASSET REGISTER)
ACCOUNTS DEPARTMENT
END
2.35
FIXED ASSETS CAPITALIZATION OF TRACK
C
CHIEF ENGINEER (CE) OPEN LINES

START A
INITIATES THE PROCESS OF LAYING OR
ADDITION NOTE
UPGRADING
OR JV PREPARED
OF TRACK
BY ACCOUNTS
ENTRY IN CO 6 DEPARTMENT
PROPOSAL IS
& ALLOTMENT
INITIATED BY
OF AB NUMBER
CE OPEN LINES
BY ACCOUNTS
ACCAO
CODIFIES THE
VOUCHERS
FEASIBILITY JV IS PREPARED
(PC2) BY BY ACCOUNTS
CONCERNED CE DEPARTMENT
APPROVAL BY
APPROVING AUTHORITY IS DEPENDENT ON
APPROVAL BY DCAO
THE AMOUNT OF PROJECT
CONCERNED PERFORM
* UPTO 500 MILLION -- DDWP OFFICER C THRU D
* UPTO 1000 MILLION -- CDWP
* MORE THAN 1000 MILLION -- ECNEC
PC1 IS D.D FIS/MIS FOR

PREPARED BY ENTRY IN SUB
PRE AUDIT OF LEDGERS
CHIEF Y
CHEQUE BILLS IN
ENGINEER D
REQUIRED ACCOUNTS
DEPARTMENT
N STOP
APPROVAL BY
CONCERNED STOP SUMMARY OF
OFFICER BILLS PASSED
CO 7 PREPARED
PROJECT IS CHEQUE
ESTABLISHED & REQUISITION
PD APPOINTED IN CHEQUE
SECTION
CHEQUE
COPIES OF FORM 1 DISTRIBUTED TO WRITTEN
TENDERING
PROCESS & CHEQUE
* SBP REGISTER /
SELECTION OF
* CENTRAL BOOK SECTION FORM 1
CONTRACTOR
* OFFICE RECORD
BILLS ARE
PREPARED BY
INSPECTOR OF State Bank of
WORKS Pakistan
AEE VERIFIES
THE BILLS
Debit Scroll from

SBP
XEN PROJECT
VERIFIES &
APPROVES THE
BILLS
Central Books
AMOUNT IS Section
N Updated CO7 Bank Payment
FINAL BILL CHARGED TO (Headquarters)
? CWIP (Cheques Detail) Voucher
COMPLETION A
REPORT IS
SUBMITTED Bank Payment
Voucher
B
B
Work Is Started
2.36
FIXED ASSETS CONSTRUCTION OF BUILDINGS – 1 OF 2
START
PC-1
SURVEY REPORT BY CE,
PREPARED BY
COST ESTIMATE & PLAN
DCE
BY CONCERNED DIVISION
(OPEN LINE)
CHECKED BY NO
CE
(OPEN LINE)
OK
VETTED NO
BY AGM
OK
PC-1 IS
APPROVED BY
GM
OPERATIONS
APPROVAL OF PC-1 IS
SECRETARY / APPROVED BY
CHAIRMAN IS SORT CHAIRMAN PR
THROUGH DIRECTOR
PLANNING
DIRECTOR
PLANNING
ISLAMABAD
BELOW 40
ABOVE 40
MILLION
APPROVAL BY COST BUT BELOW APPROVAL BY
DDWP ESTIMAT 500 MILLION CDWP
E
ABOVE 500
MILLION
APPROVAL BY
ECNEC
REQUEST FOR
FUNDS TO
FINANCE
DIVISION
FINANCE DIVISION SENDS

THE CASE BACK TO MOR FUNDS
AFTER APPROVAL OF ARRANGED BY
FUNDS, MOR SENDS THE FINANCE
CASE TO PD \ DS VIA DIVISION
GM OPERATIONS
2.37
FIXED ASSETS CONSTRUCTION OF BUILDINGS – 2 OF 2
1
TENDER COMMITTEE
SELECTS AND AWARD
THE CONTRACT AFTER REFER TO
GM’S APPROVAL AND TENDER
INFORM THE PD \ PROCESS
DEPARTMENT OF THE
SUCCESSFUL BIDDER
AMOUNTS ARE
PROGRESS Y CHARGED TO
BILLING CWIP TILL
COMPLETION
FINAL BILL IS RECEIVED

IN ACCOUNTS DEPT: AB BILL RECEIVED
NUMBER IS ASSIGNED &
LIABILITY IS CREATED
BY PREPARING JV
JV IS SENT TO
ACCAO FOR
CODIFICATIO
N
CODIFIED JV IS
APPROVED BY
DCAO
PARTIAL BILLING
COMPLETIO
N PROCESS SHALL GO ON
N REPORT ENTRY BY FIS/MIS
TILL THE BUILDING IS
OK IN SUBSIDIARY
COMPLETE AND FINAL
LEDGER
Y BILL IS SUBMITTED
ADDITION
NOTE
PREPARED BY
ACCOUNTS
DEPARTMENT
ADDITION
NOTE TO
ACCAO FOR
CODIFICATION
APPROVAL BY
DCAO
ENTRY BY FIS/MIS
IN ASSET REGISTER
END
2.38
FIXED ASSETS ELECTRICAL ASSETS
***ELECTRICAL ITEMS
WITH A LONG PERIOD START
OF LIFE AND HAVING A
VALUE ABOVE Rs. ? ARE
TO BE TREATED AS
ASSETS
THREE COPIES OF MATERIAL

MATERIAL REQUISITIO
REQUISITION IS N *** IT IS THE DUTY OF THE
PREPARED BY THE USER TO SEND THE GREEN
USER COPY TO THE RELEVANT
ACCOUNTS OFFICER. UNTIL HE
SENDS THE COPY ITEMS ARE
MR IS TREATED AS STORE IN TRANSIT.
ALL THREE COPIES ARE APPROVED BY
APPROVED BY THE RELEVANT
RELEVANT OFFICER OFFICER
SK / FOREMAN GETS THE STORE

ACKNOWLEDGEMENT KEEPER /
OF USER ON WHITE FOREMAN
COPY AND RETAINS IT AS ISSUES THE
RECORD MATERIAL
USER SENDS THE GREEN GREEN COPY OF ACCOUNTS OFFICER

COPY TO RELEVANT MR IS SENT TO PREPARES THE ADDITION
ACCOUNTS OFFICER FOR ACCOUNTS NOTE & SENDS IT TO
ACCOUNTING PURPOSES OFFICER ACCAO FOR CODING,
& RETAINS GREEN COPY IS SENT IN
YELLOW COPY FOR A BATCH FOR ENTRY IN
HIS OWN RECORD STORE LEDGER
ADDITION
NOTE IS
CODIFIED BY
ACCAO
ADDITION
NOTE IS
APPROVED BY
DCAO
FIS/MIS (FOR
ENTRY IN ASSET
REGISTER)
END
2.39
FIXED ASSETS SIGNALING SYSTEM
START
DIVISIONAL SIGNAL DEMAND

ENGINEER REQUESTS LETTER /
THE ISSUANCE OF MATERIAL
MATERIAL EITHER BY REQUISITIO
DEMAND LETTER OR
N
MATERIAL
REQUISITION
MR VETTED BY
DAO
MR APPROVED
BY DS
MATERIAL REQUISITION
IS REFERRED TO STORE
DEPARTMENT FOR STORE
ISSUANCE OF MATERIAL DEPARTMENT
OR PURCHASE THROUGH
DCE SIGNAL & CE SIGNAL
STORE
KEEPER
ISSUES THE
MATERIAL
ACCOUNTS OFFICER GREEN COPY OF

PREPARES JOURNAL MR IS SENT TO
VOUCHER AND ACCOUNTS
ADDITION NOTE AND OFFICER
FORWARDS THEM TO
ACCAO FOR CODING
ADDITION
NOTE IS
CODIFIED BY
ACCAO
APPROVAL BY
DCAO
ENTRY BY FIS/MIS IN
ASSET REGISTER
END
2.40
FIXED ASSETS FURNITURE & FIXTURES (ISSUANCE FROM STORE)
START
FURNITURE
ISSUED FROM
ALL FURNITURE & TRAFFIC STORE
FIXTURES ARE PURCHASED ON MR
BY DTO
MR APPROVED
BY RELEVANT
OFFICIAL
MR GREEN
COPY IS SENT
TO ACCOUNTS
DEPARTMENT
ADDITION NOTE
ACCOUNTS OFFICER IS PREPARED BY
PREPARES ADDITION ACCOUNTS
NOTE AND FORWARDS IT
TO ACCAO FOR CODING
ADDITION
NOTE IS
CODIFIED BY
ACCAO
APPROVAL BY
DCAO
ENTRY BY FIS/MIS IN
ASSET REGISTER
END
2.41
FIXED ASSETS PROCUREMENT OF IT EQUIPMENT
START
REQUEST FROM
ALL IT EQUIPMENT TO BE
CONCERNED
CAPITALIZED IS VETTED
DEPARTMENT
BY DIRECTOR IT
REQUEST
IS VETTED BY
DIR IT
CAPITAL R
OR
REVENUE
APPROVED BY
GM
OPERATIONS
REFER TO
PURCHASE
PROCESS
AFTER PURCHASE AND IT STORE

ACCEPTANCE IT ITEMS ISSUES THE
ARE ISSUED TO ITEMS
REQUISITE
DEPARTMENT
ACCOUNTS OFFICER ADDITION NOTE

PREPARES ADDITION IS PREPARED BY
NOTE AND FORWARDS IT ACCOUNTS
TO ACCAO FOR CODING OFFICER
ADDITION
NOTE IS
CODIFIED BY
ACCAO
APPROVAL BY
DCAO
ENTRY BY FIS/MIS IN
ASSET REGISTER
END
2.42
FIXED ASSETS REVALUATION OF TANGIBLE FIXED ASSETS
START
THE PROCESS IS INITIATED BY CCAO IN

CONSULTATION WITH TECHNICAL
HEADS DESIGNS REVALUATION REVALUATION
POLICY. AN INDEPENDENT VALUER IS DOCUMENT IS
APPOINTED FOLLOWING PPRA RULES. SENT TO CCAO
THE VALUER’S CARRY OUT PHYSICAL
REVALUATION BASED ON ASSET
REGISTER PROVIDED TO THEM BY PR.
REVALUATIO
N VETTED BY
TECHNICAL
HEADS
APPROVED BY
GM
OPERATIONS
APPROVED
REVALUATION NOTE
TO DCAO’S FOR
PROCESSING
APPROVED
REVALUATION NOTE
TO ACCAO FOR CODING
APPROVAL BY
DCAO
ENTRY BY FIS/MIS IN
ASSET REGISTER
END
2.43
FUNCTION DATA FLOW DIAGRAM
FIXED ASSETS FIXED ASSETS
Accounts
Preparation of Asset Addition Fixed Asset Addition Asset

Input Register Information
Fixed Asset
Addition Note
Asset Information
Asset Information Asset Information
Preparation of Preparation of
Preparation of
Fixed Asset Fixed Asset Depreciation
Revaluation Note
Transfer Disposal
Revaluation Input
Asset Transfer Input Asset Disposal Input
Revaluation Transfer Disposal Asset Depreciation

Register Register Register Information to GL
Transfer Asset Information

Asset Disposal
Information To GL
Revaluation Information
Update
General Ledger
Process
Fixed Asset Ledger
Data Stores
Data Flow
2.44
Accounts Fixed Asset Addition

Use
Location Code Use
Asset Code
Use
Use
Use
Use Use
Fixed Asset Disposal
Fixed Asset Transfer
General Ledger
Fixed Asset Ledger
2.45

AC_Code Use FAA_No
AC_Code
Description
L_Code
Asset_Code
Location Code
Use FAA_Date
L_Code
Cutodian
Description Amount
Specification_Asset
Asset Code Expected_Date
Asset_Code UseCommencement
Core_NonCore
Description AB_Allocation_No
Use Requisitioned By
Use Recommended By
Use Approved By
Use
Fixed Asset Disposal Fixed Asset Transfer

Disposal_No Asset_Code
AC_Code L_Code
Asset_Code
Transfer_No
Disposal_Date Transfer_Date
Purchased_On Replacement_Value
Disposal_Price Purchased_On
Rep_Req Mode_Of_Transfer
Core_NonCore Remarks Prepared_By
Prepared_By Recommended_By
Recommended_By Approved_By
Approved_By
Fixed Asset Ledger

Asset_Code
L_Code
General Ledger Disposal_No
AC_Code
Doc_No Doc_Date
Mode_Of_Transfer
Replacement_Value
Transfer_No
Core_Non_Core
2.46
FUNCTION BUSINESS FLOW DIAGRAM
INVENTORY STORES - ADJUSTMENT
Adjustment for
differences found
during physical
stock verification
Three copies of Stock Two copies of Stock

Adjustment Note will be Adjustment Note are
prepared by the Stock prepared by the
Verifier / Store Incharge Stock Verifier
Depot
Stock verifier Store depot Stock Verifier
White & Green retain Yellow SAN (green copy)
SAN (white copy)
copies of SAN copy of SAN
Control Section
ISA office of Store / Depot
Batches of Green
copy
Approval of SAN Registration and
Retain White batching
copy END
Ledger Section
Inventory Control Section
Posting in ledgers
(Green copy)
Enter data in the system &

retained Green copy for Batches of all
record purpose Control Section documents from
of Store / Depot all Cost Centers
and Depots
Checking of
Central batches
Data Base
system
Material Data
Control Section IT Department
All types of
General Accounting reports
Processing from IT Generates
Department & computer reports
Generation of reports for collection of reports
accounting purposes
Reports General Accounting

* LI Section (stores)
* LR
END
* DAS Prepare Journal Slips
* CCAS for stores
transactions
Proposed Redundant
Existing document flow
Proposed document END

flow
2.47
INVENTORY STORES RECEIPTS - MANUFACTURING
START
Preparation of Distribution o f MPN is as follows

Material Production
Note (MPN) for * Yellow copy - Office copy
material produced at * White copy - Depot copy
work shops / CSFs * Green copy - Relevant Accounting Unit of workshops / factories
MPN (White copy)

MPN (Green copy)
alongwith material
Control Section
of Store / Depot
Relevant
2
Accounting Unit
Registration of
Receipt Note
Accounts Office Receipt section Receipt Section
batches of Green Verification Checking of

Copy of material material
Assistant Chief Cost Warehouse

Accounts Officer Control section
Checking and
Codification of Verification of MPN acceptance of
Vouchers material
Dy. Director FIS/ Warehouse Control Section

MIS Workshops/
Factories Checking and
acceptance of Batching of MPN
material (white copy)
Entry in the system
Ledger section
END
posting in ledgers Ledger Section
Posting of
receipts in
ledgers
Control Section
Central Data
Retained white copy
Base System Control Section
for record purpose
Batches of all
Final checking of
documents from
batches of MPN all Cost Centers
(white copy) and Depots
General Accounting
Section (Stores)
Generation of Material Data

END reports for Control Section IT Department
All types of
1 reports
Department & computer reports
collection of reports
END
Reports Reports
General Accounting
* LI Reports * MML
Section (Stores)
* LR * LI * UAR
2
* CCAS * UCI
for stores transactions
* UCR
Proposed Redundant
Existing document flow MPG Section
Proposed document Processing of

flow reports
2.48
INVENTORY STORES RECEIPTS AT SUBORDINATE STORES – 1 OF 2
Start
Receipt of Materials
alongwith delivery
challan at DCPI Office
(Inspection Store)
Distribution of IGP will be as follows
* Yellow copy - Gate Office

* White copy - DCPI Office
* Green copy - Purchase Accounts Section
Preparation of IGP
Yes Preparation of OGP

OGP & Relevent Ward
Internal External No &
Testing / Test Application along Keeper test the Testing require Test Application
Inspection with sample of Material material
Distribution of OGP by central transportation

DCPI Office (relevant Ward
CCM or User Test the material /
Keeper)
* Consumer sample
Test the material * Office copy
Test / inspect the material
* Two copies to vigilance
Test Report
Test Report
DCPI Office
receives Test
Rejected
Five copies of Rejected Report
DCPI will check Rejection Memo
the Report are produced
Distribution of MRN will be as follows

Accepted
* Yellow copy - CCP copy
* White copy - Depot copy Test Report
Six copies of * Green copy - SAO Stores 2.5
Computerized * Pink copy - Supplier
MRN will be
* Badami - CCS
produced Accepted
* Badami - Office copy (DCPI)
Distribution of Rejection
Memo is as follows Distribution of MRN is as follows
Distribution of MTN will be as follows Six copies of MRN
DCPI will prepare
* DCPI Office are produced
three copies of * Yellow - CCP
* Green copy - DCPI Office for Accounting purposes * CCP Office * Green - SAO (Stores)
transfer of material
* White copy - Stores / Depots / Sheds * Supplier * White - Depot
* Rejection Ward Keeper * Badami - CCS
MTN (White copy Senior Accounts Depot (white copy)

MRN (Pink copy) alongwith Material) MRN (pink copy) Officer Stores alongwith material
(green copy)
Store Incharge Store Incharge

Supplier Supplier
Receipt of Material
MRN (Pink copy) Accounts Office

MTN (White copy) MRN (pink copy) &
& Supplier 1.1
Supplier bill Batching of copies
bill
and Preparation of
Voucher
Accounts Office MRN (pink copy)

IP Section Control Section. IP Section
&
Batching of copies supplier bill
Verification of Allotment of AB Processing of
and Preparation of
Supplier bill No. in CO6 supplier bill
Voucher
Proposed Redundant
2.1 2.4 2.2 2.3
Proposed document flow
2.49
INVENTORY STORES RECEIPTS AT SUBORDINATE STORES – 2 OF 2
2.1 2.4 2.2
Allotment of AB Assistant Chief Cost

No. in CO6 in IP Accounts Officer
MRN (green copy)
section
Codification of
Voucher
Deputy Director FIS/

Control Section
MIS
Entry is made in
Entry In the System
CO7
IP Section
2.5 Pay Order & CO7 MRN (green copy)
End
Processing of
supplier bill
Entry of payment will

Cheque is prepared MPG Section.
be made in
CO7 & preparation of by Cheque Writer
2.3
in Cheque Section Entry is made in
Pay Order
Store In Transit
Register
Material Data Control

Batches of MRN Section
3 Supplier (green copy)
Processing from IT
Department &
Reports
Reports
* MML Batches of all
* LI
* UAR documents from all
* LR
END * UAI Cost Centers and
* DAS
* UCI Depots
* CCAS
* UCR
Reports Genera Accounting

1.1 IT Department
Section (stores)
* LR Generates
Prepare Journal Slips for
stores transactions computer reports
Proposed Redundant
Proposed document flow All types of reports

END
2.50
INVENTORY STORES RECEIPTS – DIVISION STORE FROM USER
Start
Distribution of Material Return will be as under Three copies of

Material Return
* Yellow Copy - Office copy (User) Note by the user
* White Copy - Store Officer
* Green Copy - User accounting unit
Green copy of
Material Return Approval from
Note Relevant Official
Store Incharge
Receive White
Copy alongwith
Material
White Copy of
Material
Requisition
Accounts Offices
Batching of copies
and Preparation of
Vouchers
Assistant Chief Cost

Accounts Officer
Codification of
Voucher

MIS
Proposed Redundant Data Entry In the

System
Proposed document
flow End
2.51
INVENTORY STORE RECEIPT – PURCHASES - 1 OF 2
Start
Receipt of Materials
alongwith delivery
challan at DCPI
Office
Distribution of IGP will be as follows (Inspection Store)
* Yellow copy - Gate Office

* White copy - DCPI Office
* Green copy - Purchase Accounts Section
Preparation of
IGP
OGP & Yes Preparation of

Relevent Ward
Internal External Test Application No Testing OGP &
Testing / Keeper test the Test Application
alongwith sample of require
Inspection material
Material
DCPI Office (relevant transportation section will be as follows CCM or User

Ward Keeper) CCM or User Test the material
Test / inspect the Test the material * Office copy

material * Two copies to vigilance
Test Report
Test Report
DCPI Office
receives Test
Rejected Report
DCPI will check
the Report
Accepted Distribution of MRN will be as follows

Five copies of
* Yellow copy - CCP copy Rejection Memo Rejected
Six copies of Test Report
* White copy - Depot copy are produced
Computerized 2.5
* Green copy - SAO Stores
MRN will be
* Pink copy - Supplier
produced * Badami - CCS Accepted
Distribution of Rejection
Memo is as follows Distribution of MRN is as
Distribution of MTN will be as follows Six copies of follows
DCPI will prepare * DCPI Office MRN are
MTN for the * Pink - Supplier

* Green copy - DCPI Office for Accounting purposes * CCP Office
transfer of material * Green - SAO (Stores)
* White copy - Stores / Depots / Sheds * Supplier
* Rejection Ward Keeper * White - Depot
* Badami - CCS
Senior Accounts Depot (white

MTN (White copy)
MRN (Pink copy) MRN (pink copy) Officer Stores copy) alongwith
alongwith material
(green copy) material
Receipt section of Control Section

Receiving store of Store / Depot
Supplier Supplier
Checking of Registration of
material Receipt Note
MRN (Pink copy) Control section MRN (pink copy)

& Supplier & Supplier
bill Verification of bill
MTN
IP Section Warehouse Control Section. MRN (pink copy) IP Section Receipt Section
&
Checking and
Verification of Allotment of AB supplier bill Processing of Checking of
acceptance of
Supplier bill No. in CO6 supplier bill material
material
Proposed Redundant
2.1 2.4 2.2 2.3
Proposed document
flow
2.52
INVENTORY STORE RECEIPT – PURCHASES – 2 OF 2
2.1 2.4 2.2 2.3
Allotment of AB Control Section

Ledger section MRN (green
No. in CO6 in IP
copy) Checking and
section Retained white copy Posting in ledgers accepting of
for record purpose material
Control Section Control Section

Central Data
2.5 END
Base System Entry is made in Batching of MRN
CO7 (white copy)
General Accounting Ledger Section

IP Section Pay Order & MRN (green
Section (Stores)
CO7 copy) Posting of
Processing of
Generation of reports for receipts in
supplier bill
accounting purposes ledgers
Entry of payment Cheque is MPG Section. Control Section

will be made in prepared by
CO7 & preparation END Cheque Writer in Entry is made in Final checking of
of Pay Order Cheque Section Store In Transit batches of MRN
Register (white copy)
Material Data
Control Section
Batches of MRN
3 Supplier (green copy)
Processing from IT
Department &
Reports
Reports
* MML Batches of all
* LI
* UAR documents from
* LR
END * UAI all Cost Centers
* DAS
* UCI and Depots
* CCAS
* UCR
Genera Accounting
Reports Section (stores) IT Department
* LI Local Accounting
* LR Prepare Journal Slips Center (X-section) Generates
for stores computer reports
transactions
Proposed document All types of

flow END reports
2.53
Annexure 2

INVENTORY STORES ISSUE - MATERIAL REQUISITION AND
IMPREST MATERIAL REQUISITION SCHEDULE
2.39
Annexure 2
START
Material Issuance
Control Section
Material issuance
receives two copies Material issuance
through Imprest
(White & green) through Material
Material Requisition
Requisition
Schedule
Verification of MRs
Distribution of MR will be as follows Distribution is as follows

Three copies of
* Yellow copy - Office copy (User) MR / IMRS are * Yellow copy - Office copy (User)
* White copy - Store Officer Warehouse prepared by user * Green copy - User Accounts
* Green copy - User relevant accounting unit through user * White copy - Depot copy
Issuance of
material
Store Control
User Dispatch Section
Section receives
MR ( white &
two copies
Receives material green copies)
White & green
copy of MR Dispatch material
copy of MR
Relevant Warehouse
Control Section Ledger Section
Accounting Unit Green copy
(AU) alongwith Issuance of material
Retained white copy
material alongwith MR /
for record purpose posting in ledgers
Green copy IMRS (green copy)
Account Office Control Section

User / Consumer
(white copy)
Central Data
Batching of green Base System Receive and
END Hashing and
copy and verify material
Preparation of batching
vouchers
Accounts Office
General Accounting
Assistant Chief Ledger Section
Section (Stores)
Cost Accounts receive green (white copy)
1
Office copies of MR /
Generation of reports for
IMRS, verify and posting in ledgers
accounting purposes
Codification of prepare batches
vouchers
Control Section
(white copy) Batches of all
documents from
MPG Follow Checking of
Deputy Director all Cost Centers
FIS / MIS batches and Depots
up for
clearance of
Data entry in the
system MDC Section
& MML IT Department
All types of
processing from IT reports
Generates
Department &
computer reports
End
Reports
General Accounting Reports
* MML
Reports Section (stores) * LI
* UAR
* LI * LR
END * UAI
* LR Prepare Journal * DAS
* UCI
Slips for stores * CCAS
* UCR
transactions
Proposed Redundant
Existing document flow MPG Section

1
Proposed document END
Processing of
flow reports
2.40
Annexure 2

INVENTORY STORES ISSUE – DIVISIONAL STORE TO USER
2.41
Start
Issuance from
Subordinate Store
Distribution of Material Requisition will be as under Three copies of

Material Issue
* Yellow Copy - Office copy (User) Ticket
prepared by the user
* White Copy - Store officer
* Green Copy - User relevant accounting unit
Approval from
Relevant Official
Two copies of MR
(Green & White
copies)
Store Incharge
Entry in
Issuance of Material,
Material Ledger
Acknowledgement
Card
form user &
Retain white copy
Green Copy of
Material
Requisition
End
Accounts Offices
Batching of copies
and Preparation of
Vouchers

Accounts Officer
Codification of
Voucher

MIS
Proposed Redundant Data Entry In the

System

End
2.42
INVENTORY STORES RECEIPTS - MATERIAL RETURN
START
Distribution of MRTN will be as follows Distribution of MRTN is as follows

Three copies of
MRTN are
* Yellow copy - Office copy (User) * Yellow copy - Office copy (User)
prepared by the
* White copy - Main store depot * Green copy - MDC through accounting unit
user
* Green copy - User relevant accounting unit through user * White copy - MDC through Stores Depot
Control Section Receipt Section

Control Section of User relevant
receives White copy White copy
Store / Depot Accounting Unit
alongwith material
Verification of
White copy Green copy
Verification of MRTN material by ACOS
alongwith material
Material may be returned due to Accounts office

Receipt Section
Warehouse the following reasons
Batching of green
checking & Preparation of
Acceptance of * Used / scraped material
evaluation of vouchers
Material * Obsolete / damaged material
material by ACOS
* Excess material
Deputy Director
Warehouse FIS / MIS
MRTN Data entry in the

Checking &
(white copy) system
acceptance of
material

Control Section Accounts Office
Control Section
Ledger Section (White copy) Codification of
Batching &
hashing of MRTN vouchers
posting in ledgers Retained white copy for
(white copy)
record purpose
Accounts office
Ledger Section Reports
Follow up for
Posting of * Stores In Transit
Central Data
clearance of Stores
receipts in * MML
Base System END In Transit & MML
ledgers
End
Control Section
General Accounting (white copy) Batches of all
Section (Stores) documents from
Checking of all Cost Centers
Generation of batches and Depots
reports for
accounting purposes
MDC Section
IT Department
All types of
processing from
reports
MPG Follow IT Department & Generates
collection of computer reports
up for reports
clearance of Stores
In Transit & MML
Reports
Reports
* MML General Accounting
* LI Reports
* UAR Section (Stores)
* LR * LI
* UAI
* DAS * LR
* UCI Prepare Journal Slips
* CCAS
* UCR for stores transactions
MPG Section
END
Processing of
reports
Proposed Redundant

END
Proposed document
flow
2.43
INVENTORY STORES SALES – 1 OF 3
START
General Stores
Material received
from user
Preparation of
survey sheets
General Stores
Conducts survey
for usable and
unusable material
Unusable / Scrap material Usable material
Usable material
Classification of send to relevant
material by Store store through
Incharge and Material Transfer
approval from Note
ACOS / DCOS
Classification of material Classification of material

Collection of
* Revenue material class wise * Ferrous End
* Capital lots * Non ferrous
* Misc. scrap
Distribution of Survey Sheets

Approval of Survey
Sheets from CCS * General Stores
Office * DPC Section
* Budget Section
* Stock Verifier
* Director General Audit
Budget Section
Budget Section
Draft tender is generated
by the system & Preparation of
approval by CCS Tender Documents
and Tender Notice
EC Section
EC Section
Forward Tender
Generation of
Notice to Publicity
Tender Notice
Branch
Tender Documents are

sold through
EC Section HQS, DCPI

KHC & ACOS (Diesel)
RWP
Contractor receive
Tender Notice &
Proposed Redundant Tender Documents

2.1
2.44
2.1
Quotations
received in sealed
tender box
Opening of
Data entry of proposals by
Quotations DCOS(G) & SAO
Stores
Tabulation
Generation of Statement is
Tabulation Report prepared by
Tabulator in DPC
Tender Committee Committee formation
Selection & approval of * Dy. CCS

suitable contractors. * Dy. FA
Final approval from CCS * Dy. PO of concerned department
Generation of Budget Section

Acceptance Letter
by the system in Preparation of
Budget Section Acceptance Letter
Budget Section
Preparation of Sale
Generation of Sale Order and approval
Order and approval from CCS
from CCS
Distribution of Cash Receipt

Contractor * CCT Office
Receives * SAO Stores
Acceptance Letter * Contractor
and Sale Order
CCT Office
Receives cash from

contractor &
preparation of cash
receipt
Distribution of Material Requisition

Budget Section
* Yellow Copy - DCD Office
* White Copy - SAO Store
Verification of cash
* Green Copy - SAO Store
realised
Proposed Redundant
Proposed document flow 3.1
2.45
3.1
DCD Office
Preparation of MR
General Stores
Batches of all
Issuance of material documents from
to contractor all Cost Centers
and Depots
MDC Section
Ledger Section IT Department
(White Copy)
Completion Report processing from IT reports
Generates
posting in ledgers Department &
computer reports
GAS Section
Central Data
Base System Accounting of scrap
sale
Control Section
General Accounting (General Stores)
Section (Stores) Budget Section
Preparation of
Generation of reports for Updation of Record Completion report
accounting purposes on completion of
sale order
General Accounting Distribution of Completion Report

Section (Stores)
End * Control Section
Preparation of Journal * Budget Section
Slips * SAO Stores
Proposed Redundant
2.46
INVENTORY STORES TRANSFER FROM MAIN STORES
Distribution of MTN will be as follows START
* Yellow copy - Office copy (User)

* White copy - IT Section through Store Officer (receiving store)
* Green copy - IT Section through Store Officer (issuing store)
Distribution of MTN is as follows
* White copy - MDC Section through Store Officer (receiving store)

* Green copy - MDC Section through Store Officer (issuing store)
Sub-Stores incharge Three copies of MTN Two copies of

prepare 3 copies of MTN will be prepared by MTN are prepared
receiving depot by receiving depot
Control Section of
Control Section of issuing depot
Main Stores Depot Receives this issuing depot
document 2 copies control Registration of MTN
section Verification of MTN (white & green copy)
(white & green copy)
Warehouse
Issuance of material
Issuance of alongwith MTN
(white copy)
material
Material Transfer Dispatch Section Material Transfer

Note (white copy) Note (white copy) Control Section
(White & Green
alongwith copies) alongwith
material material Batching of MTN
(green copy)
Material Dispatch
Receipt Section Ledger Section

Control Section of
material by ACOS issues in ledgers

Ledger Section
(Green)
Control Section posting in ledgers receiving depot Batches of all

receives White copy Final checking of documents from
alongwith material Checking of batches of MTN all Cost Centers
material (green copy) and Depots
Verification of MTN
Control Section Warehouse Material Data

Control Section IT Department
Warehouse Retained Green Checking and All types of
copy for record acceptance of reports
Acceptance of purpose material Department & computer reports
Material
Control Section
END batching of MTN Reports General Accounting

* MML
MTN (white (white copy) * UAR * LI Section (stores)
copy) * UAI * LR
* UCI * DAS Prepare Journal Slips
Ledger Section * UCR * CCAS for stores
transactions
Posting of
Ledger Section Control Section for material receipts
MPG Section Reports
(white) in ledgers
Processing of * LR
posting in ledgers record purpose
reports
Control Section
Checking of
END batches
END
Central Data
Base System
General Accounting
Section (Stores)
Generation of reports
for accounting
purposes
Proposed Redundant

MPG Follow
Proposed document
up for
flow
clearance of
Stores In Transit
& MML
END
2.47
INVENTORY STORES TRANSFER FROM DIVISIONAL STORES
Start
Distribution of Material Transfer Note will be as under Three copies of

Material Transfer Note
* Yellow Copy - Office copy of Requisitioning Store (MTN) Prepared by
* White Copy - Accounts through Requisitioning Store Requisitioning Store
* Green Copy - Accounts Office through Issuing Store
Approval from
Relevant Official
Two copies of
MTN (Green &
White copies)
Issuing Store Requisitioning

Incharge Store Incharge
Issuance of Material alongwith

Material white copy of MTN
Green Copy of White Copy of

Material Transfer Material Transfer
Note Note
Accounts Office
Batching of copies
and Preparation of
Voucher

Accounts Officer
Codification of
Voucher

MIS
Data Entry In the

Proposed Redundant System
Proposed document End

flow
2.48
INVENTORY ISSUANCE OF MATERIAL (OUT)
Start
Store Preparation of
Material Inter Grade
Transfer Note
IGT Input
Preparation of MRN (Request) input
Note(Request)
Info Material Requisition IGT Register
Preparation of Register
Material Issue Note
(Issue) MRN (Issue) input
Outward Gate Pass Relevant Material Requisition

Info
Register
Stock Verfication
Difference found
during physical stock verification
Stock Adjustment
Adjustment Input
Preparation Of Stock Register
Adjustment Note
Adjustment info against

Shortages / Excesses
Material Requisition Info
Updation Inter Grade Transfer Info Process
Data Stores
Data Flow
Stock Ledger
General Ledger
2.49
Annexure 2

INVENTORY TRANSFER OF MATERIAL (OUT)
2.50
Start
Requesting
Store
Preparation Of Material Transfer

MTN(Request) input
Material Transfer Register
(Request)
Requested Material Info
Transfer
Issuing
Store
MTN(Issue) Input
Material Transfer Register
(Issue)
Outward Gate Pass Relevant Material Transfer

Info
Register
Stock Verfication
Difference found
Stock Adjustment
Preparation Of Stock Adjustment Input
Register
Adjustment Note
Material Transfer Info
Adjustment info against

Shortages / Excesses
Updation
Process
Stock Ledger
Data Stores
Data Flow
General Ledger

INVENTORY STORE RECEIPT
2.51
Depot
Material Transfer
MTN(Request) input
Register
Preparation Of
Material Transfer
Start
(Request)
Requested Material Info
Material Received
Transfer
MTN Info Production

Store Material Info Material Production
Return Material Info
Note
MPN Input
Material Return Preparation of Register

Note Inward Gate Pass
Material Info
Preparation of MRN Input

Register
Material Receipt Note
Stock Verfication
MRTN Input Material

Difference found ReturnRegister
Stock Adjustment
Preparation Of Stock Adjustment Input
Register
Adjustment Note
Adjustment info against Shortages / Excesses
Material Return Info
Material Transfer Material Receipt Info

Updation Material Production Info
Stock Ledger
Process
Data Stores
General Ledger
Data Flow
2.52
CostCe nter
Material Production Supplier Purchase_Order Inspection
Riase Accounts Raise
Use Material Requisition

Use Use Use
Use
Material_Receipt
Depot
Use Raise
Raise
Use
Material_Transfer Use
Material_Return
Use
Curre ncy
Use
Update
Issue
Issue
Use
Item
General Ledger
Stock Ledger
Issue
Update
Issue
Update
Update
Stock Adjustment
Update
2.53
CostCe nter
CC_Id
CC_Name
Material Production Supplier Purchase_Order Inspection
MProd_No Supp_Code P_Order_No Insp_Code
CC_Id
Raise Name Currency_Code
Depot_Id Description
Supp_Code
Ac_Code
Riase Material Requisition MReq_Id
GatePass_No
Quantity
Accounts MReq_Id Depot_Id
Use CC_Id
Use P_Order_Date
Unit_Rate Ac_Code
Ac_Code Item_Code Use
Remarks Ac_Name Use Depot_Id T_of_Deliv
MP_PrepBy
Item_Code DI_Code
MP_ApprovedBy
LCA_Commission Material_Receipt
MP_IssueBy MReq_Date
Depot Firm_STR_No Insp_Code
MP_ReceivedBy Use Remarks
Freight P_Order_No
Depot_Id Qty_Demand Raise
T_Amount Supp_Code
Qty_Issue
Location Qty_Ordered MReq_Id
Use Qty_Recived Raise Rate Value Currency_Code
Qty_Accepted AllocationNo
Material_Transfer Qty_Rejected POrder_Date
Delliery_Period
MTransfer_No GatePass Item_Code
Use Allocation_No
Depot_Id Req_PrepBy Qty_Order
Item_Code Use Req_ApprovedBy Qty_recevie
M_IssueBy Qty_Accpted
To_Depot_Id Qty_Rejected
M_ReceviedBy
Remarks
Material_Return
MT_Date
Qty_Demand Use MReturn_No Curre ncy
CC_Id Use
Qty_Issue Currency_Code
Qty_Received Item_Code
Depot_Id Currency
Update
Qty_Accepted
Qty_Rejected Ac_Code
MT_PreparedBy MRet_Date Reason
MT_ApprovedBy Qty_Received
MT_IssueBy Qty_Returned
MT_ReceivedBy MRet_PreparedBy
MRet_IssueBy
Use
MRet_ReceivedBy Update
Stock Ledger
Doc_No
Update Doc_Date
Remarks
Issue Item_Code
Issue Receipts_Qty General Ledger
Item Issue_Qty
Balance_Qty
Item_Code
Item_Desc
Class Issue
Issue SubClass
Unit
Update
Stock Adjustment
St_Adj_No
Depot_Id
Stock_Adj_Date
Reason Qty
Gain_Amount
Loss_Amount
Adj_Prepared_By
Adj_Approved_By
Update
2.54
INVENTORY STORE ISSUE
Item
Issue
Inter Grade Transfer
Issue
CostCenter Material Requisition

Raise
Issue
MaterialTransfer
Issue
Stock Adjustment
Use
Raise
Use
Depot
General Ledger
Update
Raise
Account Code
Update
Use
Stocke Ledger
Update
Update
2.55
INVENTORY STORE ISSUE
Item
Item_Code
SubClass Issue
Issue
IGT_No Item_Desc
Ac_Code Class
Unit Material Requisition
IGT_Date
New_Item_Code CostCenter MReq_Id
Raise CC_Id
Old_Item_Code Issue CC_Id
Rate_old Dept_Id
Rate_Revised CC_Name Item_Code
Rate_Difference CC_Section
MReq_Date
Amount Remarks
Remarks MaterialTransfer Ac_Code
Prepared_By Issue Qty_Demand
M_Trans_Id
Item_Code Qty_Issue
Depot_Id Qty_Recived
Stock Adjustment Qty_Accepted
S_Ad_No M_Trans_Date GatePass
Depot_Id Qty_Demand Req_PrepBy
S_Ad_Date Qty_Issue Req_ApproveBy
Reson_Adj Qty_Recived M_IssueBy
Qty_Accepted M_ReceivedBy
Qty Use
Price Qty_Rejected
Gain_Amount Trans_PrepBy
Loss_Amount Trans_ApproveBy
Adj_PrepBy Raise Trans_IssueBy
Adj_ApprBy Trans_ReceivedBy
Use
General Ledger
Depot
Update
Depot_Id
Raise
Location Account Code
Depot_Name
Ac_Code
Ac_Name
Update
Use
Stocke Ledger
Depot_Id
M_Trans_Id
Item_Code
Doc_No
Doc_Date
Update Remarks
Update MReq_Id
Receipt_Qty
Issue_Qty
Balance_Qty
2.56
PURCHASE PURCHASES - 1 OF 4
START
Stores Depot
No
Material Out of Stock
available Certificate Issued
Yes
Material issued
No
Recoupment
End
required
Yes
Store Incharge will

place Purchase
Requisiton in the
system
Fund allocation by
CCS Office will
CCS Office in
verify and approve
Budget Section in
Purchase Requiston
Central Register
CCP Office Four copies of Distribution of PR is as

follows
Purchase Requisition
approval of are prepared in CCS
Purchase Requisition Office * Office copy (CCS)
* Concerned Depot
* User
* Office of CCP
NP Section
CCP office
Entry in Demand
Approval of PR
Register
is given
(computerized)
NP section
Generation of Stock Entry is made in Stock Position
Position Report by Demand Requisition is
acknowledgement
NP Section Register prepared
of PR is given
DCP Office NS section

Stock Position
Report & Purchase Stock Position
selection of mode
Proposed Redundant Requisition
of purchase Requisition is filled

2.1
2.57
2.1
Single Tender
Open Advertised Petty purchases
Enquiry
Tender (more than Running Rate
Rs. 100,000 per Less than Rs. Contract
item) 100,000 (Proprietary & Non
- proprietary basis)
Approval of GM
with the consultation
of FA & CAO P.R
Draft Tender is NP section Draft Tender is

prepared in NP prepared in NP
Section Verification of funds Draft tender is generated by Section
2.2
Checked & verified by in Import License the system Checked & verified by
ACP & DCP Final Section Checked & verified by ACP & DCP Final
approval by Dy. CCP ACP & DCP approval by Dy. CCP
Final approval by Dy. CCP
EC section EC Section
EN
Prepare Tender Generation of
D
Notice Tender Notice
NP Section forwards Tender

Notice to
IT Department for PR web
page
&
Publicity Department for news
papers

sold through
EC Section HQS,
DCPI KHC & ACOS
(Diesel) RWP
Suppliers receive
Tender Notice &
Tender Documents
Proposed Redundant

3.1
2.58
3.1
Data entry of Quotations received

proposals in sealed tender box
Generation of first Opening of

Technical evaluation proposals by DCP
report & SFO-II
No Technical
Technical proposal Proposal rejected
No passed Proposal
passed
Yes Yes
Financial proposal
Financial Proposal is
will be entered in
opened
the system
Tabulation
Statement is
Generation of
prepared by
Tabulation Report in
Tabulator in Tender
Tender section by
Section
the system
Tender Section sends

Checked & verified the Tabulation Report
by DCP & SFO to the
II Tender Committee
Direct Acceptance
Tender Committee Approval
* Up to Rs 10,000 - ACP
* Rs 100,001 to Rs 500,000 - SSTC - Dy. CCP
* Rs 10,001 to Rs 75,000 - DCP
* Rs 500,001 to Rs 2,000,000 - Dy. POTC CCP
* Rs. 75,001 to 100,000 - Dy.CCP
* More than Rs. 2,000,000 - POTC GM
Proposed Redundant

4.1
2.59
4.1
Rejected
2.2
CCP
Accepted
Generation of Fund
Preparation of Fund
Request form by
Request form by
the system in IL
Tender Section
Section
Reservation of Allocation of Funds

Recorded in
funds by Accounts by Import License
Fund Register
Office Stores Section
Generation of
Acceptance Letter Approved Fund
Recorded in
by the system in Slip by Accounts
Fund Register
Tender Section & Office Stores
approval by CCP
Office
Preparation of Distribution of A.L is as follows

Acceptance Letter by
* Supplier
Tender Section &
approval by CCP * NP - Section
* Tender Section
* Spare copy
Contract required
Yes Distribution of P.O. is as follows

No No
* One copy to DCPI
Contract is prepared * Two copies to supplier
* One copy to SAO stores
* One copy to CCS office
* One copy to consuming department
* One copy to stocking depot
Generation of * One copy to Cost Center Supervisor (special demand)
Purchase Order by Preparation of Purchase * One copy to CCP
As and when * One copy to CCP (spare copy)
NP Section & Order by NP Section &
required * One copy to Standard Price Revision section
approval from CCP approval from CCP Office
Office
Acceptance Letter
& two copies of
Purchase Order
Distribution of A.L will be as followed
* Supplier
* NP - section
* Tender section Confirmed
Supplier
Purchase Order
Distribution of P.O. will be as followed
* Two copies to supplier

* One copy to SAO Stores
* One copy to CCS Office CCP Office
DCPI receives receives confirmed
* One copy to CCP Office (office copy) material from Purchase Order
supplier
copy
Proposed Redundant

END
END
2.60
PURCHASE DIVISIONAL PURCHASES
Start
Survey by
Shopping
Committee
Quotations
collected from
suppliers
Suitable quotation
selected
Accounts Journal Voucher &

department Bills
Register and allot This voucher shall be for the
AB No. in CO6 advance payment to shopping
committee
Summary of Bills Assistant Chief Cost

passed Accounts Officer
(CO 7) is prepared Pre-audit of bills 1
(Codification of
voucher)
Deputy Director
FIS / MIS Data
Cheque Section
Entry in the
system
Vouchers and bills,

etc.
Cheque Requisition sent back to Cheque
Accounts Yes preparation
Department required
No
Concerned Official for Divisional Pay Updated CO 7
purchases (Shopping Master Register
Cheques
Committee) (Cheques Detail) End
Draw cash from
Cash received Bank
Cheque register /
Form 1 Payment Voucher 1
Material is be
received at Divisional
stores for inspection Distribution of cheque register is as
through shopping follows
committee Central Book
State Bank of
Section
Pakistan * One copy office - record
Headquarters
* One copy - State Bank of Pakistan
Distribution of MRN Shall be as follows
Material Receipt * Yellow copy - Committee Incharge Office Copy * One copy - Central Books Section (HQ)
Note will be * Pink Copy - Supplier Copy
prepared by the * Green Copy - Accounts from Store
Committee * White copy - Receiving Store Copy
Incharge
Debit Scroll from Debit Transfer Certificate is
Bank Voucher sent to concerned department
SBP
This voucher shall be used to

adjst store purchase against
Green copy of MRN Approved supplier the advance received by Assistant Chief Cost
bill alongwith Pink shopping committee Accounts Officer
Acknowledgment copy of MRN (HQ)
from Store Officer (Codification of
voucher)
Deputy Director
Accounts FIS / MIS (HQ)
End
Department Data Entry in the
Journal Voucher 1 system
Preparation of
voucher
2.61
PURCHASE PURCHASE - LOCAL
Start
Accounts
Store
Purchase Requisition Yearly

Budget
Purchase Requisition Budget Register Budget Allocation
Input
Register input
Preparation Of
Purchase
Requisition
Purchase Request Info
Preparation of Fund Request input

Fund Allocation
Request
Fund Allocation Approved
Fund Allocation
Tender Note
Preparation Of Input
Tender Register
Tender Note
Tender No Info
as Reference
Supplier Supplier Input Check List Register

Evaluation
Opening of Technical proposal Technical Proposal

input Register
Technical proposal
Process
Technical proposal Info Technical Proposal
for approval
Passed Data Stores
yes Data Flow

Financial proposal Financial Proposal
input
Register
Opening of
Financial proposal
Tabulation Report
Fund Approved against If

accepted proposal (Running Contract)
Approval
Preparation of
Preparation Of
Request For
Purchase Order
Running Contract
P.Order Inpt Request Input
P.Order Register Running Contract Info

Running Contract
Register
2.62
Cost Center
Raise
Depot
Use
Material Requsistion Purchase Requsistion
Accounts Use
Use
Raise
Issue Tender Note
Item
Check List
Technical Proposal
Supplier Sends
Raise
Purchase Order Financial Proposal

Currency Code
Raise
Use By
2.63
Cost_Center Material Requsistion

Raise Purchase Requsistion
CC_Code MReq_Id
Depot_Id PReq_No
Description
CC_Code Depot_Id
Depot Ac_Code MReq_Id
Item_Code Use Ac_Code
Depot_Id Use Item_Code
MReq_Date CC_Code
Location Remarks
Depot_Name Tender_Doc_No
Qty_Demand
Qty_Issue PReq_Date
Accounts MReq_No
Qty_Recived
Ac_Code Use Qty_Accepted MReq_Date
Qty_Rejected WOD_No
Ac_Name
GatePass
Item Req_PrepBy Raise
Req_ApprovedBy
Item_Code Issue M_IssueBy
M_ReceivedBy Tender Note Check List
Item_Desc
Tender_Doc_No Tender_Doc_No
Class
SubClass Supplier Tender_Open_Date
Raise Tender_Date
Unit Tender_Closing_Date Criterion
Supp_Code
Item_Code Checks
Name Postal_Adress Remarks
Office_Adress
Works_Factory_Adress
Tepephone_No
Mobile_No
Fax_No EMail Sends Technical Proposal
Web_Site
Technical_Proposal_No
ST_Reg_No
NIC_No Supp_Code
CCP_Reg_No Tender_Doc_No
Tender_Open_Date
Tender_Closing_Dat
e Item_Code
Purchase_Order Selling_Date
P_Order_No FP_Opening_Date
Currency_Code Qty
Financial_Proposal_No
Currency_Code Technical_Proposal_No Del_Terms
Tender_Doc_No DP_Schedual
Description
Supp_Code
Currency_Code Raise
P_Order_Date
P_Accp_Letter_No
P_Accp_Letter_Date Financial_Proposal
T_of_Deliv
DI_Code
LCA_Commission
Supp_Code
Use By Freight
Tender_Doc_No
T_Amount
Item_Code Raise Financial_Proposal_ date
CC_Code FOB
Depot_Code Item_Code
Qty_Ordered B_Doc_Price
MReq_No Specf_Price
MReq_Date Drawing_Pric
Rate e Op_Date
Value Clo_Date
Allocation_No Frm_S_Date
Dellivery_Period To_S_Date
Firm_STR_No Qty
Rate
Total_Amount
2.64
PURCHASE IMPORTS - 1 OF 5
START
Stores Depot
No
Material Out of Stock
available Certificate issued
Yes
Material issued
No
Recoupment
End
required
Yes
Store Incharge will

place Purchase
Requisition
Four copies of Fund allocation by

CCS Office will
computerized Purchase CCS Office in
verify and approve
Requisition are prepared Budget Section in
Purchase Requisition
in CCS Office Central Register
NP Section Distribution of PR is as
Four copies of
Purchase Requisition follows
Entry in Demand
are prepared in CCS
Register * Office copy (CCS)
Office
(computerized) * Concerned Depot
* User
* Office of CCP
CCP Office
Generation of Stock
Position Report by NP
Approval of PR
Section
is given
NP Section
Entry is made in Stock Position
Demand Requisition is
Register acknowledgement prepared
of PR is given
DCP Office NS Section

Stock Position
Report & Purchase
selection of mode Stock Position
Requisition
of purchase Requisition is filled
Proposed Redundant

2.1
2.65
2.1
Single Tender
Open Advertised Enquiry
Tender (more than
Rs. 100,000 per (Proprietary & Non
item) - Proprietary
Basis)
Approval of GM with
the consultation of
FA & CAO P.R
Draft Tender is NP Section Draft Tender is

prepared in NP prepared in NP
Section Verification of funds Draft Tender is generated by Section
2.2
Checked & verified by in Import License the system Checked & verified by
ACP & DCP Section Checked & verified by ACP & DCP
Final approval by Dy. ACP & DCP Final approval by Dy.
CCP Final approval by Dy. CCP CCP
EC Section EC Section
EN
Prepare Tender Generation of
D
Notice Tender Notice
NP Section forwards Tender

Notice to
IT Department for PR web
page
&
Publicity Department for news
papers

sold through
EC section HQS,
DCPI KHC & ACOS
(Diesel) RWP
Suppliers receive
Tender Notice &
Tender Documents
Proposed Redundant
Proposed document flow 3.1
2.66
3.1
Quotations are
Data entry of received in sealed
proposals Tender Box
Generation of First
Technical Evaluation Opening of
Report proposals by DCP
& SFO-II
No Technical
Technical Proposal
passed No Proposal
Proposal rejected passed
Yes Yes
Financial Proposal
will be entered in Financial Proposal is
opened
the system
Tabulation
Statement is
Generation of prepared by
Tabulation Report in Tabulator in Tender
Tender Section by Section
the system
Tender Section sends

Checked & the Tabulation
verified by DCP Report to the
& SFO II Tender Committee
Tender Committee Approval
* Rs 100,001 to Rs 500,000 - SSTC - Dy. CCP

* Rs 500,001 to Rs 2,000,000 - Dy. POTC CCP
* More than Rs. 2,000,000 - POTC GM
Proposed Redundant
4.1
2.67
4.1
Rejected
2.2
CCP
Accepted
Generation of Fund
Preparation of Fund
Request Form by
Request Form by
the system in IL
Tender Section
Section
Reservation of Allocation of Funds

Recorded in
Funds by Accounts by Import License
Fund Register
Office Stores Section
Generation of
Acceptance Letter
Approved Fund slip
by the system in Recorded in
by Accounts Office
Tender Section & Fund Register
Stores
approval by CCP
Office
Distribution of A.L is as follows

Preparation of
Acceptance Letter * Supplier
by Tender Section * NP - Section
& approval by CCP * Tender Section
* Spare copy
Distribution of P.O. is as follows

Generation of
Purchase Order by Preparation of Purchase
* One copy to DCPI
NP Section & Order by NP Section &
approval from CCP approval from CCP Office
* One copy to SAO stores
Office
* One copy to CCS office
* One copy to consuming department
* One copy to stocking depot
* One copy to Cost Center Supervisor (Special Demand)
Acceptance Letter * One copy to CCP
& two copies of * One copy to CCP (spare copy)
Purchase Order * One copy to Standard Price Revision section
Distribution of A.L will be as followed
* Supplier
* NP - Section
* Tender Section
Distribution of P.O. will be as followed Supplier

* One copy to SAO Stores
* One copy to CCS Office
* One copy to CCP Office (Office copy)
Confirmed
Proposed Redundant Purchase Order

5.1
2.68
5.1
CCP Office L C Request Purchase

Order Warranty
Receives confirmed Certificate Contract
Purchase Order /Agreement
copy
Accounts Office
Purchase
check and attach

forwarding letter
State Bank of
Pakistan
Distribution of LC is as follows
5 copies of LC * One Copy - Supplier

* One Copy - Foreign Bank
* One Copy - Accounts Office Purchase
* One Copy - Accounts Office Karachi Cantt.
* One Copy -CCP Office
ACP Office for

Supplier
distribution of LC
Bill of Lading Material
DCOS / DCOS / Shipping

Foreign Bank Shipping
Receipt of Material
Receives Bill of Receipt of Material and Generation of
Lading and Preparation of MRN
MRN
State Bank of Accounts Office

Computerized
Pakistan Karachi Cantt. Material Receipt
Material Receipt
Receives Bill of Note (MRN)
Note (MRN) (Green
Entry and Bill Accounting for (Green Copy)
Copy)
of Lading Clearing Charges
Accounts Office
Purchase
Debit Scroll Debit Scroll
Central Book Section alongwith Transfer Verification and
Certificate Accounting for
Imports
Proposed Redundant
End
2.69
PURCHASE IMPORTS
Start Store
Accounts
Purchase Requation Purchase Requisition
Input
Budget Register Budget
Register
input
Preparation Of
Purchase
Requisition
Yearly
Purchase Request Info Budget Allocation
Fund input
Fund Allocation
Fund Allocation Approved
Fund Allocation
Preparation Of
Tender Note Tender Note Input Tender Register
Tender No Info
as Reference
Supplier
Check List Register
Evaluation
Opening of Technical proposal Technical Proposal

Technical proposal input Register
Info Technical Proposal

Technical proposal for approval
Passed
yes
Opening of Financial proposal Financial Proposal

Financial proposal input Register
Process
Tabulation Report
Approval
Data Stores
Fund Approved against Data Flow

accepted proposal
P.Order Inpt P.Order Register
Preparation Of
Purchase Order
Purchase Order Info
Opening Letter Of Lc Input LC Register

Credit
2.70
PURCHASE IMPORTS
Cost Center
Raise
Depot
Use
Material Requsistion Purchase Requsistion
Accounts Use
Use
Raise
Items Tender Note
Issue
Check List
Supplier Technical Proposal

Sends
Raise
Purchase Order Financial Proposal

Currency Code
Raise
Use by
Open
Letter of Credit
2.71
PURCHASE IMPORTS
Cost_Center Material Requsistion
CC_Code Purchase Requsistion
Raise MReq_Id
PReq_No
Description Depot_Id
CC_Code Depot_Id
Ac_Code MReq_Id
Depot Ac_Code
Item_Code
Depot_Id Use Item_Code
Use MReq_Date CC_Code
Location
Remarks Tender_Doc_No
Depot_Name
Qty_Demand
Qty_Issue PReq_Date
Accounts Qty_Recived MReq_No
Ac_Code Qty_Accepted MReq_Date
Use WOD_No
Qty_Rejected
Ac_Name
GatePass
Req_PrepBy Raise
Item Req_ApprovedBy
Item_Code M_IssueBy
Issue Tender Note
Item_Desc M_ReceivedBy Check List
Class Tender_Doc_No Tender_Doc_No
SubClass Supplier Tender_Open_Date Raise Tender_Date
Unit Tender_Closing_Date Criterion
Supp_Code
Item_Code Checks
Name Postal_Adress Remarks
Office_Adress
Works_Factory_Adress
Tepephone_No Mobile_No
Fax_No EMail
Web_Site Technical Proposal
ST_Reg_No Sends
NIC_No Technical_Proposal_No
CCP_Reg_No Supp_Code
Tender_Doc_No
Tender_Open_Date
Tender_Closing_Date
Purchase_Order Item_Code
P_Order_No Selling_Date
Currency_Code Financial_Proposal_No FP_Opening_Date
Currency_Code Technical_Proposal_No Qty
Tender_Doc_No Del_Terms
Description DP_Schedual
Supp_Code
Currency_Code
Raise
P_Order_Date
P_Accp_Letter_No
P_Accp_Letter_Date Financial_Proposal
T_of_Deliv
DI_Code
LCA_Commission
Supp_Code
Freight
Use By Tender_Doc_No
T_Amount
Item_Code Financial_Proposal_ date
CC_Code Raise FOB
Depot_Code Item_Code
Qty_Ordered B_Doc_Price
MReq_No Specf_Price
MReq_Date Drawing_Price
Rate Op_Date
Value Clo_Date
Allocation_No Frm_S_Date
Dellivery_Period To_S_Date
Firm_STR_No Qty Rate
Total_Amount
Open
Letter Credit P_Order_No

Tender_Doc_No
Supp_Code
Currency_Code
2.72
ACCOUNTS RECEIVABLES ACCOUNTS RECEIVABLES
Start
General Ledger
Accounts
voucher
Input
Voucher information
Voucher Process
Data Stores
Data Flow
2.73
Department
Use Use Project Type
Accounting Units
Use
Use
Fund Account Code Use

Use Use Project Cost Type
Cost Ojects Use
Source
Use
Detailed Cost
Gernal Ledger Use
Object Cost Type
Use
Sub Fund Use
Use Shop/Unit
Use
Minor Function Use

Section Use Factory/HO
Use

Section Cost Type
Use
Train Use
Accounting Elements Use Accounts Payable

Update
Train Type
Use
Major Objects Use
Sleeper Type
Detailed Object Use
Use
Advances
Sleeper Factory Department Update

Minor Object
Use
Use
Borrowing
Pension
Update
Update
Update Diesel Shop
Update Bridge
Emp Loans
Update
2.74
Department Grant / Public Account Numbers

Material Receipt
Name Description Gernal Ledger Insp_Code
V_Type Use P_Order
Cost_Obj_Code
Accounting Units Supp_Code
Use Use CC_Code
MReq_Id
AC_Unit_Code Sec_Code
Use Currency_Code
Sec_Type_Code
Description
Train_Code P_Order_Date
Project Type
Use Train_Cost_Type_Code Item_Code
Fund Account Code Prj_Type_Code
Prj_Type_Code Qty_Order
Fund_Code Use G_P_Code Fund_Scr_Code Description Qty_Receive
Dept_Code Prj_Cost_Type_Code Qty_Accepted
Description
AC_Unit_Code D_Cost_Code Qty_Rejected
Fund_Code Cost Ojects Use S_u_Code Fund Source
Source Scr_Code Cost_Obj_Code WS_Code Fac_Code Use
Fund_Scr_Code
Scr_Code Sub_Fund_Code S_Type_Code
Use Mjr_F_Code Description
Description
S_Fac_Dep_Code
Description Mnr_F_Code Obj_Cost_Type_Code
Detail_Code
Sub Fund Use S_D_Code Object Cost Type G_P_Code
Project Cost Type
Sub_Fund_Code AC_Element_Cod Obj_Cost_Type_Code Use Use Prj_Cost_Type_Cod
Dept_Code
Mjr_Ob_Code Description AC_Unit_Code
Detail_Ob_Code Fund_Code Purchase Order
Mnr_Ob_Code Scr_Code
Use Use Sub_Fund_Code Detailed Cost
Mjr_F_Code CC_Code
Mjr_F_Code D_Cost_Code
Description Description Mnr_F_Code
Detail_Code Use Description
S_D_Code
Minor Function Section AC_Element_Code
Mnr_F_Code Sec_Code Shop/Unit
Use Use Mjr_Ob_Code
Detail_Ob_Code S_u_Code
Description Description Use
Mnr_Ob_Code Description
Detailed Function V_No
Section Cost Type Seq_No
Detail_Code
Use Sec_Type_Code V_Date
Workshop Cost
Description Sub_Code WS_Code
Description Use
Remarks Description
Sub Detailed Function Debit Use
S_D_Code Use Train Credit
Cheque_No Factory/HO
Train_Code
Description Insp_Code Fac_Code
Description Use P_Order Material Requisition
Use Description
Accounting Elements Supp_Code
MReq_Id
AC_Element_Code Use Train Type Currency_Code
Description Train_Cost_Type_Code
Use
Description
Major Objects
Mjr_Ob_Code Use
Description Sleeper Type
S_Type_Code Use Update
Detailed Object
Description Update
Detail_Ob_Code
Use
Description
Update
Minor Object S_Fac_Dep_Code Update
Mnr_Ob_Code Use
Use Description
Description
Update
Borrowing Bridge
Mnr_Ob_Code
Cost_Obj_Code Accounts Payable
Cost_Obj_Code Update Diesel Shop Pension
CC_Code Mnr_Ob_Code
Fund_Scr_Code
Mnr_Ob_Code Mjr_Ob_Code
Mnr_Ob_Code Cost_Obj_Code Advances
Mjr_F_Code Mjr_Ob_Code AC_Element_Co
Emp Loans Detail_Ob_Code AC_Element_Code Mjr_Ob_Code
Scr_Code S_D_Code AC_Element_Code Mnr_Ob_Code Mnr_Ob_Code
Mnr_F_Code Mnr_F_Code Scr_Code Mjr_Ob_Code
Cost_Obj_Code AC_Element_Code AC_Element_Co
Sub_Fund_Code Mjr_F_Code Mjr_F_Code
Detail_Ob_Code S_D_Code Mjr_F_Code Mjr_F_Code
AC_Element_Code Update Detail_Code CC_Code
Mnr_F_Code
Mnr_F_Code Mnr_F_Code
Detail_Ob_Code Mjr_Ob_Code G_P_Code
AC_Element_Code Mnr_F_Code Scr_Code Fund_Code Fund_Code
Mjr_Ob_Code Detail_Ob_Code Detail_Ob_Code
G_P_Code Mjr_F_Code Fund_Code Scr_Code
G_P_Code Fund_Code Fund_Scr_Code
Fund_Code Scr_Code Detail_Ob_Code Detail_Ob_Code
Fund_Code G_P_Code
Mnr_F_Code Debit Debit Debit
Debit
Cedit Mjr_F_Code Credit Credit Credit Debit
Credit
Debit AC_Unit_Code Credit
Scr_Code S_D_Code
S_u_Code
Debit
Credit
2.75
FOREIGN LOANS / SUPPLIERS CREDIT FOREIGN LOANS / SUPPLIERS CREDIT
(RECEIPTS)
Start
Project offices
(Demands for
foreign currency
requirement)
After negotiation After negotiation

Economic Affairs Loan agreement sent back Aids & Loans Contract agreement sent back to
to Aids & Loans Section Aids & Loans Section Preparation of
Division Section
contract agreement, -Promissory Notes
(relending terms (negotiation with
Foreign Loans Suppliers Credits promissory notes, -Sovereign Repayment Guarantee
and conditions to Economic Affairs
sovereign repayment are sent to supplier as a security
Aids & Loans Division /
guarantee
Section) Suppliers)
Repayment Schedule
(alongwith major Disbursement
terms and Advice
conditions)
Central Books Section

(preparation of transfer
certificate, voucher
and maintenance of
loan file)
Loan received in cash Loan received in kind
Distribution of Transfer Certificate

Transfer Certificate is as follows
2 copies -Office record
-Senior Accounts Officer (Stores) 1
Bank Receipt
Journal Slip Journal Voucher
Voucher 1
Monthly Accounts
End
Approval from
Assistant Chief
Cost Accounts
Officer
Deputy Director
FIS / MIS
For
Entry in the
accounting system
Various Reports
(for accrual of
interest and
exchange risk fee
etc.)
Central Books
Section
( for recording of
accrual)
End
Obsolete
Existing Document Flow
Proposed Document Flow
2.76
(REPAYMENT)
Start
Types of Loans
1.Suppliers Credits
Foreign Loans /
2.Loans re-lent by Government of Pakistan
Credits
- With exchange risk coverage
- Without exchange risk coverage
Suppliers credits Re-lent loans (with/without exchange risk coverage)
Distribution of Authorization Advice for Repayment as Finance and Member Finance /

follows: Budget Directorate Finance Division
Finance and Budget
2. Director Planning, Ministry of Railways, Islamabad Railways) prepares Pakistan) prepares Aids & Loans
(Ministry of
3. Director Procurement, Islamabad Authorization and forwards Section
Railways) End
4. FA & CAO / M&S, Pakistan Railways, Lahore Advice for Letter of Govt. (Ministry of
prepares and
5. FA & CAO, Pakistan Railways, Lahore repayment on the grant to meet Railways)
forwards Estimates
6. AEA, External Finance Wing, Islamabad basis of operational
pertaining to Foreign Repayment
7. Section Officer, Finance Division, Islamabad Promissory note shortfall
Debt Servicing of each
loan
State Bank of
FA & CAO, PR Repayment Advice
Pakistan
Headquarters, (loan wise at the
prepares letter of
Lahore time of repayment)
confirmation of
(collects and
payment / Debit
forwards)
Advice
Central Books
Section
Bank Payment /
Journal Slip
Journal Voucher
prepared by CBS
prepared by CBS
Approval from
Monthly accounts Assistant Chief
Cost Accounts
Officer
Deputy Director
FIS / MIS
For
Entry in the
accounting system
End
Proposed Redundant
2.77
Start
Accounts
Loan Information
Loan Definition
Preparation Of Loan Input
Ledger
Loan Defination
Preparation of Basic Loan Information

Repayment
Schedule
Loan Schedule
Repayment Schedule Input
Ledger
Interest Accrual Loan Schedule

Information to
Loan Ledger
General Ledger Interest Accrual Information to

GL & Loan Ledger Register
To GL Update
Loan Schedule
Process Loan Ledger Loan Ledger information
Information Register
Repayment Advice
Data Stores
Data Flow
2.78
FOREIGN LOANS / SUPPLIERS FOREIGN LOANS / SUPPLIERS CREDIT
CREDIT
Loan Ledger Register
Loan
Loan Schedule
General Ledger
2.79
FOREIGN LOANS / SUPPLIERS FOREIGN LOANS / SUPPLIERS CREDIT
CREDIT
Loan Schedule
Loan_Sechl_No Loan Ledger Register
Loan_Code Doc_No
Loan_Schel_Date Loan_Sechl_No
Total_Contract_Val Loan_Code
Amount_Foreign_Curr Doc_Date Intrest_Ex_period
EX_Rate Amount_Pak_Curr Intrest_Paid Intrest_Accrued
Loan Diburs_Date Principal_Repaid
Loan_Code Down_Payment Principal_Outstanding
Credit_Amount Exchange_Gain_Realized
Name
Grace_Period Exchange_Gain_Unrealized
Start_Date_Repay Exchange_Risk_fee_Period
Intrest_Rate_af_G_Period Exchange_Risk_Fee_Paid
Ex_Risk_Fee_Rate Exchange_Risk_Fee_Accrued
No_Installment
Install_Amount
Repay_Interval
General Ledger
2.80
ACCOUNTS PAYABLE ACCOUNTS PAYABLE
Start
Material Receipt
Register
Material Receipt Info
Updation
Accounts
Services & JV Input General Ledger

Other Bills Journal Voucher
Info against which payment done

Bank Payment
BP Input
Process Accounts Payable information
Data Stores
Accounts Payable
Data Flow
Update Ledger
2.81
Use
Use
De partme nt
Grant / Public Account Numbe rs

Use Use
Accounting Units
Material Re ce ipt
Cost Ojects
Account Code Project Type
Use
Fund
Object Cost Type Use

Use Fund Source
Source Use
Use
Use Cost Ce nte r Use

Use
Sub Fund Project Cost Type
Use
Use
Gernal Le dge r
Use Use Use
Purchase Orde r
Major Function Detailed Cost
Se ction
Use
Use
Use Use
Minor Function
Use
Shop/Unit
Section Cost Type Use

Workshop Cost
Train
Use
Sub Detaile d Function
Factory/HO
Use
Accounting Ele me nts
Train Type
Material Re quisition
Use
Use
Major Objects
Sleeper Type
Use Update
Update
Detailed Object Use
Update
Sleeper Factory De partme
Update
Use Use
Minor Object
Update
Borrowing Bridge
Update Accounts Payable
Diesel Shop Pe nsion
Advances
Emp Loans
Update
2.82
Department Use
Dept_Code Use
Material Receipt
Name Gernal Ledger Insp_Code
V_Type P_Order
G_P_Code Cost_Obj_Code
Accounting Units Supp_Code
Use Use Description CC_Code Us e MReq_Id
AC_Unit_Code Use Sec_Code Use
Currency_Code
Description Cost Ojects P_Order_Date
Train_Code Project Type
Cost_Obj_Code Use Train_Cost_Type_Code Use Item_Code
Fund Account Code Prj_Type_Code
Fund_Code Use G_P_Code Description
Fund_Scr_Code Description Qty_Receive
Dept_Code Prj_Cost_Type_Code Use Qty_Accepted
Description
Fund_Code Object Cost Type S_u_Code Fund Source
Sub_Fund_Code Fund_Scr_Code
Scr_Code Fac_Code
Use Mjr_F_Code Description
Description
S_Type_Code
e S_Fac_Dep_Code
Detail_Code Obj_Cost_Type_Cod
Sub Fund S_D_Code Cost Center Project Cost Type
Use e G_P_Code
Sub_Fund_Code AC_Element_Cod CC_Code Dept_Code Prj_Cost_Type_Cod
Mjr_Ob_Code Description AC_Unit_Code
Detail_Ob_Code Fund_Code
Mnr_Ob_Code Scr_Code
Major Function Section Detailed Cost
Use Sub_Fund_Code Purchase Order
Mjr_F_Code Mjr_F_Code D_Cost_Code
Sec_Code
Description Mnr_F_Code
Description Detail_Code Description
S_D_Code
Minor Function AC_Element_Code
Mnr_F_Code Mjr_Ob_Code
Shop/Unit
Use Section Cost Type S_u_Code
Description Detail_Ob_Code
Sec_Type_Code
Mnr_Ob_Code Description
Description
Detailed Function Use V_No Use
Seq_No
Detail_Code
Use Workshop Cost
V_Date Us e
Description Sub_Code WS_Code
Use
Train Remarks Description
Sub Detailed Function Train_Code Debit
Use
S_D_Code Credit
Use Description Us e Factory/HO
Cheque_No
Description Insp_Code Us e Fac_Code
P_Order
Description
Accounting Elements Supp_Code
MReq_Id
AC_Element_Code Use Train Type Currency_Co Material Requisition
Description Train_Cost_Type_Code de
Description
Major Objects Use
Mjr_Ob_Code Use
S_Type_Code Use Update
Detailed Object
Description Update
Detail_Ob_Code
Use
Description
Update
Minor Object S_Fac_Dep_Code Update
Mnr_Ob_Code Use
Use Description
Description
Update
Borrowing Bridge
Mnr_Ob_Code
Cost_Obj_Code Accounts Payable
Cost_Obj_Code Update Diesel Shop Pension
CC_Code Mnr_Ob_Code
Fund_Scr_Code
Mnr_Ob_Code Mjr_Ob_Code Mnr_Ob_Code Cost_Obj_Code Advances
Mjr_F_Code Emp Loans AC_Element_Code Mjr_Ob_Code Mjr_Ob_Code AC_Element_Co
Detail_Ob_Code
Scr_Code
S_D_Code AC_Element_Code Mnr_Ob_Code Mnr_Ob_Code
Mnr_F_Code
Mnr_F_Code Scr_Code AC_Element_Co Mjr_Ob_Code
Cost_Obj_Code AC_Element_Code
Sub_Fund_Code
Mjr_F_Code Mjr_F_Code Mjr_F_Code Mjr_F_Code
Detail_Ob_Code S_D_Code
AC_Element_Code Update Detail_Code CC_Code Mnr_F_Code Mnr_F_Code Mnr_F_Code
Mjr_Ob_Code
Detail_Ob_Code
Scr_Code G_P_Code Fund_Code Fund_Code
AC_Element_Code Mnr_F_Code
Mjr_Ob_Code
Fund_Code Detail_Ob_Code Scr_Code Detail_Ob_Code
G_P_Code Mjr_F_Code
G_P_Code
Detail_Ob_Code Fund_Code Detail_Ob_Code Fund_Scr_Code
Fund_Code Scr_Code
Fund_Code G_P_Code
Mnr_F_Code Debit Debit Debit Debit
Cedit Mjr_F_Code Credit Credit Debit
Credit Credit
Scr_Code
S_D_Code
S_u_Code
Debit
Credit
2.83
PAYROLL PAYROLL – 1 OF 2
Start
Departments
Modified Employee Modified Employee

Master Data Form Employees payroll Employee payroll
Temporary Labour Master Data Form
1 (new induction) (Payment on hourly (payment on (new induction) 1
(TLA) rate) monthly rate)
Employee Master Attendance

Employee Master
Data Form Register
Data Form
(new induction) (at each office /
(for changes)
cost centre)
Muster Rool (L- Modified Monthly

1/Large/ Distribution of Attendence report as Attendance Report
Job Ticket & Monthly
Workshop) follows: (2 copies)
Absentee Lists Attendance Report
prepared by head -Admin section (concerned cost
time keeper -Office record centre/department)
Admin Section
Head Time Keeper (preparation of
abstract data)
Variable
Modified Summary Summary of Time Changes in Payroll Summary of Modified Summary
Time Sheets Deductions in
of Time Sheets Sheets Advice Attendance of Attendance
Payroll
IT Section (entry
in payroll
system)
1 Generates and
forwards
Computerized
payroll repots
Distribution of computerized
payroll reports
Admin Section
receives payroll
1 - Accounts Department
reports and slips
2 - Office Record (admin section)
3 - Employee (pay slip only)
Accounts
Departement
(for recording)
Register of Bills
CO 6 (allotment
of AB number)
Journal Voucher
(accrual)
1.1

Accounts Officer
Codifies voucher
and forwards
Approval from
Deputy Chief
Accounts Officer
Deputy Director
FIS / MIS (entry in
the accounting Redundant
system)
Obsolete
Voucher and salary
bills Existing Document Flow
Pre-audit
(Accounts
Department)
2.1
2.84
PAYROLL PAYROLL – 2 OF 2
2.1
CO7 / PBCA
Cheque Section
Cheques Cheque Requisition

End Concerned Party
State Bank of
Pakistan Cheque Register / Distribution of Form 1 is as
Prepares and Form I folows
forwards Debit (3 copies) -State Bank of Pakistan
Scroll on the basis -Central Books Section
of cheques -Office Record
encashed
Central Books Updated CO7 /

Section PBCA
(Headquarters)
Bank Payment
Payment Voucher
Voucher
1.1
2.85
PAYROLL LOANS AND ADVANCES TO EMPLOYEES AND INTEREST
THEREON
Start
Application of
Loan / Advance
from employee
Co-ordination /
Admin Section
collects and
forwards the
application
Competent
authority sanctions
and prepares
sanction letter
Co-ordination /
Admin Section
Prepares and
forwards
Pay Order (an
internal document)
along with
Sanction letter
Accounts
Department
(for recording)
Register of Bills
CO 6 (allotment
of AB number)
Suspense Register
Pre Audit of bills Loans / Advances
Summary of bills
Cheque Section for passed
Requisition of End
(CO7)
Cheques
Updated CO7 Payment Voucher

Concerned cheques Senior Accounts
Employee Officer
From Assistant
Staff Loan Advice
Chief Cost
(after approval from
Accounts Officer
Deputy Chief 1
(after Codification)
State Bank of Cheque Register / Accounts Officer)
Distribution of copies are as follows Codified voucher
Pakistan Form I -State Bank of Pakistan
prepares and 3 copies -Central Books Section
forwards
-Office record
Debit scroll Deputy Director
FIS / MIS (entry in Approval from
the loans and Deputy Chief
advances module) Accounts Officer
2
Central Books
2 Section
(Headquarters) Report on interest
accrued
(at month end) Deputy Director
to SAO FIS / MIS (entry in
the GL / Subsidiary
Scheme)
Bank Payment
Voucher
Journal Voucher
(interest accrual) End
1
Obsolete

1
2.86
PAYROLL PAYROLL
Department
Employee
Hiring
Employee Info Modified Employee

Input Master Data
Employee Previous
Employee Info Employee Register
Information Employee
Modification
Employee
Info Employee Info
Employee Loan Employee Adjustment against Executives Basis

Preparation of Employee
Input Loan Loan Employee Attendance
Duty Roaster Attendance
Input
Overtime Hours &

Duty Roaster Input Regular Hours Info
Loan Advice Loan Adjustment
Register Register
Duty Roaster Employee
Time Sheet Register
Register Attendance Register
Employee Leave Info
Update Loan Duty Roaster Info Employee Leave Info

History
Deduction
/ Allowances
Loan History
Register
Payroll
Generation Process
Installment Information
Update Salary
Data Stores
Reg ister
Data Flow
Update Salary Salary
Register Register
2.87
PAYROLL PAYROLL
Employee Employee_BasicHis
Cost_Center Veriable_Allowences
Departments Tours
PostCodes
Designations
Exetive_Pay
Pay_Scales
Attendance_Summary Veriable_Deductions
ACC_Unit Salary_Register
Deductions
Stations
Attendance_TimeSheet
Allowences
Duty_Roster
Sections
Employee_Catagories Projects
Loan_Advice Trains
Leaves Loan_Classification
Loan_History
2.88
PAYROLL PAYROLL
Cost_Ce nter
CC_Code Duty_Roster
Duty_Roster_Code
Description Employee Emp_Code Emp_Code (FK)
Pay_Code (FK) Employee_BasicHis Pay_Code (FK)
CC_Code (FK) Emp_Code (FK) CC_Code (FK)
Dept_Code (FK) Tours Dept_Code (FK)
His_Date Hourly_Rate
Scale_Code (FK) Tour_Code Pice_Work_Rate Scale_Code (FK)
AU_Code (FK) Veriable_Allowe nces
AC_No Bank_Branch AU_Code (FK)
Description Emp_Code (FK)
Departments Tour_Code (FK) Overtime_Rate Tour_Code (FK)
Start_Day Veri_Allowence_Code
Dept_Code Ded_Code (FK) Pay_Code (FK) Ded_Code (FK)
End_Day Pay_Code (FK)
CC_Code (FK Post_Code (FK) CC_Code (FK) Des_Code (FK)
Des_Code (FK) CC_Code (FK) Allowence_Code (FK)
Description Dept_Code (FK) Dept_Code (FK)
Allowence_Code (FK) Scale_Code (FK) Post_Code (FK)
PostCodes Scale_Code (FK)
Emp_Cat_Code (FK) AU_Code (FK) Emp_Cat_Code (FK)
Post_Code AU_Code (FK)
Designations Emp_Name Tour_Code (FK) Ded_Code (FK) Remarks
Date_Joining Description Tour_Code (FK)
Des_Code Ded_Code (FK)
Overtime_Rate Des_Code (FK) New_Pay_Code
Description Hourly_Rate Exetive_Pay New_CC_Code
Allowence_Code (FK)
Pice_Work_Rate Pay_Code Post_Code (FK) New_Dept_Code
AC_No Emp_Cat_Code (FK) New_Des_Code
Pay_Scales Bank_Branch Description New_Scale_Code
Amount New_AU_Code
Scale_Code
Atte ndance_Summary New_Ded_Code
Description Veriable_De ductions
AttSum_Code New_Tour_Code
Emp_Code (FK)
Emp_Code (FK) Salary_Register New_Overtime_Rate
Veri_Ded_Code
CC_Code (FK) Emp_Code (FK) New_Pice_Work_Rate
ACC_Unit Pay_Code (FK)
Dept_Code (FK) Pay_Code (FK) New_Hourly_Rate
AU_Code CC_Code (FK)
Scale_Code (FK) CC_Code (FK) New_AC_No
Dept_Code (FK)
Description AU_Code (FK) Dept_Code (FK) New_Bank_Branch
Scale_Code (FK)
Tour_Code (FK) Scale_Code (FK) Des_Code (FK)
AU_Code (FK)
Ded_Code (FK) AU_Code (FK) Allowence_Code (FK)
Tour_Code (FK)
Lev_Code (FK) Tour_Code (FK) Post_Code (FK)
Ded_Code (FK)
Pay_Code (FK) Ded_Code (FK) Emp_Cat_Code (FK)
Deductions Des_Code (FK)
Ded_Code Des_Code (FK) Des_Code (FK) Allowence_Code (FK)
Allowence_Code (FK) Allowence_Code (FK) Post_Code (FK)
Description Post_Code (FK) Veri_Allowence_Code (FK) Emp_Cat_Code (FK)
Amount Emp_Cat_Code (FK) Veri_Ded_Code (FK)
Duty_Roster_Code (FK) Description
Atte ndance_Time Shee t Post_Code (FK) Veri_Ded_Amount
Allowe nces
Allowence_Code AttTime_Code Emp_Cat_Code (FK)
Emp_Code (FK) Sal_Date
Description CC_Code (FK)
Amount BasicSal_Amount
Dept_Code (FK) Allowance_Amount
Scale_Code (FK) Deduction_Amount
AU_Code (FK) AB_No
Tour_Code (FK) Interest_Accrued_Amount
Ded_Code (FK) Lev_Code Mileage_Amount
Leaves
(FK) Pay_Code (FK)
Lev_Code Loan_History
Pro_Code (FK) Des_Code Loan_Advice
Description (FK) Allowence_Code Emp_Code (FK)
Loan_Code
Type (FK) Post_Code (FK) Pay_Code (FK)
Emp_Code (FK)
Limit Emp_Cat_Code (FK) Loan_Code (FK)
Pay_Code (FK)
Work_Order_Code (FK) CC_Code (FK)
CC_Code (FK)
Dept_Code (FK)
Employee_Catagories Reg_Hours Dept_Code (FK)
Scale_Code (FK)
Emp_Cat_Code Over_Time Scale_Code (FK)
AU_Code (FK)
Piece_Work_Hour AU_Code (FK)
Description Tour_Code (FK)
Tour_Code (FK)
Ded_Code (FK)
Ded_Code (FK)
Des_Code (FK)
LoanClass_Code (FK)
LoanClass_Code (FK)
Des_Code (FK)
Allowence_Code (FK) Train_Cost_Le dger
Allowence_Code (FK)
Projects Post_Code (FK)
Post_Code (FK)
Pro_Code Emp_Cat_Code (FK)
Emp_Cat_Code (FK)
Description Principal_OutStanding_Amount
Description
Principal_Rec_Amount
Loan_Amount
Intrest_Accrued
Sections Installments
Interest_Rec_Amount
Sec_Code Installment_Amount
Interest_Balance Loan_Rec_Date
Work_Order Intrest_Rate
Description Remarks
Work_Order_Code Installment_Period
Disbursement_Date
Description
Loan_Start_Date
Stations
Loan_Retire_Date
Stat_Code
Description
Loan_Classification
Trains
LoanClass_Code
Train_Code
Description
Name
Origen
Destination
Stops
V_km
Gross_km
2.89
COSTING RAIL COSTING – OTHER EXPENSES
START
PROPOSAL FOR
PROPOSAL FOR EXPENDITURE IS MADE BY ANY DEPARTMENT EXPENDITURE
& AFTER APPROVAL FROM COMPETENT AUTHORITY IS SENT 1 BY COMPETENT
TO BUDGET SECTION FOR APPROVAL AUTHORITY
BUDGET SECTION SCRUTNIZES THE PROPOSAL IN DETAIL &

CHECKS THE AVAILABILITY OF FUNDS. IF FUNDS ARE NOT FUNDS N
STOP
AVAILABLE THE ORIGINATING DEPARTMENT IS TOLD NOT AVAILABLE
TO INCUR THE EXPENDITURE.
Y
AFTER CLEARANCE FROM BUDGET DEPARTMENT THE
SENT BACK TO
PROPOSAL IS SENT TO ACCOUNTS DEPARTMENT FOR N
OK BY A/C DEPARTMENT
APPROVAL. IF ANY DISCREPANCY IS FOUND IN THE PROPOSAL
DEPT: FOR
IT IS SENT BACK TO THE ORIGINATING DEPARTMENT FOR
RESUBMISSION
REMOVAL OF DISCREPANCY
Y
SANCTION IS
SOUGHT BY
COMPETENT 1
AUTHORITY
3
INCURRENCE OF
EXPENDITURE &
CENTRAL BOOK
VERIFICATION STATE BANK OF CONCERNED
SECTION (HQ)
OF BILLS PAKISTAN PARTY
A/C DEPT:
ALLOTS AB
NUMBER & BANK PAYMENT STOP
DEBIT SCROLL
UPDATES CO 6 VOUCHER
JV IS PREPARED
BY A/C DEPT: 2
CODING OF JV
2 BY ACCAO
APPROVAL BY
DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
N CHEQUE
STOP
REQUIRED
PRE AUDIT OF
BILLS IN A/C AFTER PRE AUDIT ACCOUNTS
DEPT: DEPARTMENT SENDS THE BILLS
TO CHEQUE SECTION
AFTER PRE
AUDIT CO 7 IS
UPDATED
CHEQUE
REQUISITION IS
RAISED
DISTRIBUTION OF FORM 1
DETAILS POSTED IN (3 COPIES) IS AS BELOW
FORM 1 & CHEQUE * STATE BANK OF PAKISTAN
REGISTER * CENTRAL BOOK SECTION
* OFFICE COPY
2.90
COSTING RAIL COSTING – FUEL OPERATIONAL
TRAIN
REQUI DRIVER ISSUES THE MATERIAL
OIL CSITION (MR) ALONG WITH HSD START
ONSUMPTION RETURN (O.P 27-A)
MATERIAL
REQUISITION
& (O.P 27-A)
BY DRIVER
MR & (O.P 27-A)

TO
LOCOMOTIVES
SHED
FUEL CHECKER
IN FUEL PLANT DISTRIBUTION OF MR IS AS BELOW
APPROVES MR * GREEN - ACCOUNTS
(3 COPIES) * WHITE - HEADQUARTER
* YELLOW - OFFICE COPY SHED
CONSIDERS
TRAIN DRIVER RETURNS (O.P 27-A) TO RATION CARD &
LOCOMOTIVE SHED AFTER COMPLETION APPROVES GREEN COPY OF
BATCHES OF
OF TRIP O.P 27-A MR & O.P 27-A TO
WHITE COPY
DME FOR
OF MR AT HQ
APPROVAL
FUEL IS ISSUED A/C DEPT

& ISSUE BOOK PROCESING PREPARES JV
UPDATED OF MR AT AFTER
MDCS APPROVAL
HQ
JV TO ACCAO
STOP FOR CODING
DOCUMENTS
DOCUMENTS INCLUDE DAILY OTHER DOCUMENTS INCLUDE OIL
PREPARED ON APPROVAL BY
ISSUANCE OF FUEL TO OTHER DOCUMENTS CONSUMPTION RETURN (O.P 27-A), OIL
THE BASIS OF DCAO
DEPARTMENTS & FUEL STOCK FOR ANALYSIS CONSUMPTION SUMMARY (O.P 28) &
ISSUE BOOK
CARD LOAD VARIATION (O.P 54)
DETAILS OF THE
D.D FIS/MIS FOR
ISSUE FOR THE
ENTRY IN
MONTH (O.P 6)
SYSTEM
FUEL RATION FUEL
CARD (O.P 55) CONSUMPTION
AVG (O.P 73) STOP
FUEL BALANCE
RETURN (FBR)
(O.P 31)
NEXT ISSUANCE
OF FUEL IN STOP
CONSIDERATION
STORE A/C’S TO RATION
PREPARE CARD
JOURNAL SLIPS
& TC
STOP
TC IS SENT TO
CONCERNED
DIVISION
STOP
2.91
COSTING RAIL COSTING – FUEL NON-OPERATIONAL
THE CO
MATERINCERNED DEPARTMENT RAISES THE
ROLLIN AL REQUISITION & GETS IT APPROVED START
BY G STOCK BRANCH (RSB)
MATERIAL
REQUISITION
DISTRIBUTION OF MR IS AS FOLLOWS APPROVAL OF

* GREEN COPY - ACCOUNTS DEPARTMENT MR (3 COPIES)
* WHITE COPY - HEADQUARTER FROM RSB
* YELLOW COPY - LOCOMOTIVE SHED
BATCHES OF MR LOCOMOTIV BATCHES OF MR

(WHITE COPY) E SHED (GREEN COPY)
FOREMAN
APPROVAL BY
MR RUNNING
DME
PROCESS IN APPROVES MR
MDC
SECTION
A/C DEPT:
PREPARES JV
STOP
FUEL SECTION ACCAO FOR

CODING
APPROVAL BY
DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
STOP
DISTRIBUTION OF GATE PASS IS AS

GATE PASS HSD OIL DISTRIBUTION OF O.P 29 IS AS FOLLOWS
FOLLOWS
FUEL (FOR NON
* FUEL SECTION - 2 COPIES (4 COPIES)
PLANT OPERATION) * FUEL SECTION - 1 COPY
* GATE MAN - 1 COPY
O.P 29 * CONCERNED DEPARTMENT - 1 COPY
* CONCERNED DEPARTMENT - 1 COPY
STOP STOP
FUEL
ISSUED
ISSUE
BOOK
DETAILS OF
FUEL STOCK
MONTHLY ISSUE
CARD
(O.P 6)
STOP
FUEL BALANCE
RETURN (FBR)
(O.P 31)
JOURNAL SLIPS
& TC BY STORE
ACCOUNTS
TC SENT TO
CONCERNED
DIVISION
STOP
2.92
COSTING RAIL COSTING – ELECTRICITY EXPENSE AND
PREPAYMENTS
PEPCO SENDS TO ELECTRICAL DEPARTMENT
(HQ) MONTHLY ADVICE FOR ADVANCE
PAYMENT TO BE ADJUSTED AGAINST
STATEMENT OF ACTUAL ELECTRICAL CHARGES
AT MONTH END.
EACH INSTALLATION RECEIVES A MONTHLY START
BILL BY CONCERNED DISCOS WHILE PEPCO
SENDS A SUMMARY OF ACTUAL BILLS TO HQ.
PEPCO PEPCO DISCOS
MONTHLY ACTUAL CHARGES ACTUAL BILLS

ADVANCE PAYMENT ADVICE IS ADVANCE BY COMPANY & OF ELECTRICITY
AVERAGE OF LAST 12 MONTHS PAYMENT DIVISION TO ED TO CONNECTION
ACTUAL BILLS ADVICE TO ED (HQ) HOLDERS
(HQ)
ADVANCE BILL DIVISION/

IS SENT TO FA & COMPANY WISE 2
CAO FOR BREAKUP OF
CONCURRENCE CHARGES
AFTER A/C DEPT:

CONCURRENCE PREPARES
APPROVAL IS AFTER ADJ OF ADV TRANSFER
SOUGHT FROM GM BILL TC IS PREPARED CERTIFICAT
E
DIVISIONS
AFTER APPROVAL MATCH & STATEMENT SENT
AB NUMBER & ENTRY IN AB NO. IS GET IT TO ED (HQ) FOR
REGISTER OF BILLS IS MADE BY ALLOTED & CO6 IS 2 SIGNED BY NEXT MONTHS
ACCOUNTS DEPARTMENT (HQ) UPDATED DAO PAYMENT
AFTER PRE
AFTER PRE AUDIT ACCOUNTS JOURNAL
AUDIT CO 7 IS STOP
DEPARTMENT SENDS THE BILLS VOUCHER
UPDATED
TO CHEQUE SECTION PREPARED IN
A/C DEPT:
CHEQUE
REQUISITION IS 1
RAISED
DETAILS POSTED DISTRIBUTION OF FORM 1

IN FORM 1 & (3 COPIES) IS AS BELOW
CHEQUE * STATE BANK OF PAKISTAN
* OFFICE COPY
CENTRAL BOOK
STATE BANK OF
SECTION (HQ) PEPCO
PAKISTAN
BANK PAYMENT STOP

DEBIT SCROLL
VOUCHER
BPV TO ACCAO
1 FOR CODING
APPROVAL
FROM DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
2.93
STOP
2.94
COSTING RAIL COSTING – SUI GAS EXPENSE
START
GAS DISTRIBUTION COMPANIES SEND GAS BILLS TO

BILLS TO COORDINATORS (CO-ORD) WHO IOW’S BY CO-
SENDS IT TO CONCERNED INSPECTOR OF ORD
WORKS (IOW)
IOW VERIFIES &

SENDS BACK TO
CO-ORD
BUDGET SECTION (BS) AFTER CHECKING VERIFIED

THE AVAILABILITY OF FUNDS SENDS BILLS TO
THE BILLS BACK TO COORDINATOR FOR BUDGET
FURTHER PROCESSING SECTION
BILLS TO
COORDINATOR GETS APPROVAL OF CONCERNED
DIVISIONAL ENGINEER (DEN) & DEN FOR
THEN SENDS TO ACCOUNTS APPROVAL
DEPARTMENT
JV IS PREPARED
BY A/C DEPT:
A/C DEPT:
ALLOTS AB
NUMBER &
UPDATES CO 6
1
CODING OF
VOUCHERS BY PRE AUDIT OF
2 ACCAO BILLS BY A/C
DEPT:
APPROVAL BY SUMMARY OF
DCAO BILLS PASSED &
CO 7 IS
UPDATED
VOUCHERS & BILLS RETURNED TO

ACCOUNTS DEPARTMENT D.D FIS/MIS FOR
ENTRY IN SYSTEM CHEQUE
REQUISITION
IS RAISED
Y
CHEQUE
1
REQUIRED
DETAILS POSTED DISTRIBUTION OF FORM 1
IN FORM 1 & (3 COPIES) IS AS BELOW
N
STOP * OFFICE COPY
CENTRAL BOOK CONCERNED

STATE BANK OF
SECTION (HQ) DISTRIBUTION
PAKISTAN
COMPANY
BANK PAYMENT
DEBIT SCROLL STOP
2 VOUCHER
2.95
COSTING RAIL COSTING – BOOKING AGENCIES COMMISSION
EXPENSE START
CITY
BOOKING
AGENCIES
LOCAL
PASSENGER COMMISSION
CLASSIFICATIO BILLS
N RETURN
LC SECTION FOR
CHECKING
BOOKING
INTIMATION TO TRAFFIC BOOK SECTION (TRB-1) AGENCY
FOR AMOUNT OF PAYMENT SECTION
VERIFIES
A/C DEPT:
ALLOTS AB NO.
& CO 6 UPDATED
BILL TO REPORT ON
FA & CAO (R) ACCRUAL OF
FOR APPROVAL COMMISSION
A/C DEPT: JOURNAL

ALLOTS AB NO. VOUCHER
& CO 6 UPDATED PREPARED
AFTER PRE ACCAO FOR

AUDIT CO 7 IS CODING OF
2 UPDATED 1 VOUCHERS
CHEQUE
DCAO FOR
PREPARED IN TA
APPROVAL
CELL
DETAILS POSTED
IN FORM 1 & DISTRIBUTION OF FORM D.D FIS/MIS FOR
CHEQUE 1 (3 COPIES) IS AS BELOW ENTRY IN SYSTEM
REGISTER * STATE BANK OF PAKISTAN
* CENTRAL BOOK SECTION
* OFFICE COPY
Y CHEQUE
2
REQUIRED
CENTRAL BOOK
STATE BANK OF CONCERNED N
SECTION (HQ)
PAKISTAN PARTY
STOP
BANK PAYMENT STOP

DEBIT SCROLL
VOUCHER
2.96
COSTING RAIL COSTING – COMMISSION EXPENSE
START
SECURITY SERVICES COLLECT CASH FROM VARIOUS CASH FROM

LOCATIONS & TRANSFER IT TO NATIONAL BANK OF STATIONS,
PAKISTAN (NBP) FOR ONWARD TRANSFER TO PAKISTAN DRY PORT
RAILWAY ACCOUNT WITH STATE BANK OF PAKISTAN (SBP) (SERVICES)
DISTRIBUTION OF TREASURY RECEIPTS IS AS FOLLOWS

TREASURY
RECEIPTS BY * STATE BANK OF PAKISTAN (SBP)
NBP * NATIONAL BANK OF PAKISTAN (NBP)
* BANK CELL TA BRANCH
NBP BILLS SENT

TO BANK CELL
TA BRANCH
VERIFICATION
CENTRAL BOOK OF BILLS AT
SECTION BANK CELL TA
BRANCH
STOP
ALLOTMENT
PRE AUDIT OF
AFTER PRE AUDIT ACCOUNTS OF AB NUMBER
BILLS IN A/C
DEPARTMENT SENDS THE BILLS IN A/C DEPT:
DEPT:
TO CHEQUE SECTION CO 6
REPORT ON
FA & CAO FOR
ACCRUAL OF
APPROVAL
COMMISSION
AFTER PRE JOURNAL

AUDIT CO 7 IS VOUCHER
2 UPDATED PREPARED
DEBIT AGAINST CHEQUE ACCAO FOR

E-SECTION (HQ) PREPARED IN TA CODING OF
THROUGH TC CELL 1
VOUCHERS
DETAILS POSTED DISTRIBUTION OF FORM

STOP IN FORM 1 & DCAO FOR
1 (3 COPIES) IS AS BELOW
CHEQUE * STATE BANK OF PAKISTAN APPROVAL
* OFFICE COPY
D.D FIS/MIS FOR

ENTRY IN SYSTEM
CENTRAL BOOK
STATE BANK OF CONCERNED
SECTION (HQ)
PAKISTAN PARTY
Y CHEQUE
2
REQUIRED
BANK PAYMENT
VOUCHER STOP
DEBIT SCROLL N
STOP
2.97
COSTING RAIL COSTING – COMMISSION EXPENSE – FUND
TRANSFER
COMPANY
HANDLING OF CASH FROM RAILWAY OFFICES TO SBP &
START
FROM SBP TO VARIOUS RAILWAY OFFICES IS CARRIED OUT

BY SECURITY AGENCIES. AN AGREED FEE IS PAID TO
SECURITY AGENCY/AGENCIES FOR THESE SERVICES. FUNDS
TRANSFER BY
SECURITY
SERVICE
COMMISSION
BILL BY
SECURITY
SERVICES
ALLOT AB NO:
CO 6 &
VERIFICATIO
N OF BILL
PAYMENT REPORT ON
BILL IS SCRUTINIZED & PASSED BY TA BRANCH AS WELL SECTION OF TA ACCRUAL OF
AS A REPORT ON ACCRUAL OF COMMISSION IS PREPARED BRANCH COMMISSION
1
JOURNAL
FA & CAO (R)
VOUCHER IS
FOR APPROVAL
PREPARED
ACCAO FOR
CODING OF
VOUCHERS
AFTER PRE 1
AUDIT CO 7 IS
2 UPDATED
DCAO FOR
APPROVAL
DEBIT AGAINST CHEQUE
E-SECTION (HQ) PREPARED IN TA
THROUGH TC CELL
D.D FIS/MIS FOR

ENTRY IN SYSTEM
DETAILS DISTRIBUTION OF FORM
STOP POSTED IN 1 (3 COPIES) IS AS BELOW
FORM 1 &
REGISTER Y CHEQUE
* CENTRAL BOOK SECTION 2
* OFFICE COPY REQUIRED
CENTRAL BOOK STOP

SECTION (HQ)
PAKISTAN PARTY
BANK PAYMENT STOP

DEBIT SCROLL
VOUCHER
2.98
COSTING RAIL COSTING – ACCRUAL OF EXPENSES
THE PR
ACCOUOCESS STARTS & IS INITIATED BY
DOCUMNTS DEPARTMENT. THE SOURCE
ALLOTENT IS REGISTER OF BILLS CO 6 & START
MENT OF AB NUMBER.
JOURNAL
VOUCHER
ACCAO FOR
CODING OF
1 VOUCHER
APPROVAL BY
DCAO
DD FIS/MIS FOR
ENTRY IN SYSTEM
N
CHEQUE TO STOP
BE MADE
PRE AUDIT
IN A/C DEPT
CO 7 IS
PREPARED
CHEQUE
SECTION
REQUISITIONS &
WRITES CHEQUE
CHEQUE TO CHEQUE FORM 1 DISTRIBUTION IS AS FOLLOWS

CO 7 UPDATED
PARTY OR REGISTER
WITH CHEQUE
DIVISION FORM 1 * SBP
DETAILS
PAY MASTER (3 COPIES) * CENTRAL BOOK SECTION
* OFFICE COPY
DEBIT SCROLL UPON RECEIPT OF DEBIT SCROLL

STOP BANK PAYMENT
FROM SBP TO FROM STATE BANK OF PAKISTAN
2 VOUCHER
CBS (HQ) CENTRAL BOOK SECTION (HQ)
UPDATES THE CO 7 & PREPARES BPV
1 2
2.99
COSTING RAIL COSTING – PREPAYMENTS OF EXPENSES
START
PROPOSAL FOR
PROPOSAL FOR PRE-PAYMENTS IS MADE BY ANY DEPARTMENT PRE-PAYMENTS ***AT EACH MONTH END ACCOUNTS DEPARTMENT
& AFTER APPROVAL FROM COMPETENT AUTHORITY IS SENT 1 BY COMPETENT ADJUST THE PRE-PAID EXPENSES & ALLOCATE IT
TO BUDGET SECTION FOR APPROVAL AUTHORITY TO TRAIN COST
BUDGET SECTION SCRUTINIZES THE PROPOSAL IN DETAIL &

CHECKS THE AVAILABILITY OF FUNDS. IF FUNDS ARE NOT N
FUNDS
STOP
AVAILABLE THE ORIGINATING DEPARTMENT IS TOLD NOT AVAILABLE
TO MAKE THE PRE-PAYMENT.
Y
AFTER CLEARANCE FROM BUDGET DEPARTMENT THE
SENT BACK TO
PROPOSAL IS SENT TO ACCOUNTS DEPARTMENT FOR N
OK BY A/C DEPARTMENT
APPROVAL. IF ANY DISCREPANCY IS FOUND IN THE PROPOSAL
DEPT: FOR
IT IS SENT BACK TO THE ORIGINATING DEPARTMENT FOR
RESUBMISSION
REMOVAL OF DISCREPANCY
Y
SANCTION IS
SOUGHT BY
COMPETENT 1
AUTHORITY
VERIFICATIO
N OF BILLS BY
CONCERNED
DEPARTMENT
2
A/C DEPT:
ALLOTS AB
NUMBER &
UPDATES CO 6 CODING OF BPV
BY ACCAO
PRE AUDIT OF
AFTER PRE AUDIT ACCOUNTS
BILLS BY A/C
DEPARTMENT SENDS THE BILLS
DEPT: APPROVAL BY
TO CHEQUE SECTION
DCAO
SUMMARY OF
BILLS PASSED &
CO 7 IS
D.D FIS/MIS FOR
UPDATED
ENTRY IN SYSTEM
CHEQUE
REQUISITION STOP
IS RAISED
DETAILS POSTED (3 COPIES) IS AS BELOW
IN FORM 1 &
* OFFICE COPY
CENTRAL BOOK
SECTION (HQ)
PAKISTAN PARTY
BANK PAYMENT STOP

DEBIT SCROLL
VOUCHER
2.10
0
COSTING RAIL COSTING – PETTY CASH EXPENSES
2.100
WHEN EXPENSE IS INCURRED BY ANY START
DEPARTMENT FROM PETTY CASH THE BILL
IS PREPARED, PRE AUDIT IS PERFORMED &
THE NORMAL PROCESS IS ADOPTED FOR THE
PAYMENT.
PREPARATION
OF BILL
A/C DEPT:
ALLOTS AB
NUMBER &
UPDATES CO 6
PRE AUDIT OF
BILLS IN A/C
DEPARTMENT
AFTER PRE
AUDIT CO 7 IS AFTER PRE AUDIT ACCOUNTS
UPDATED DEPARTMENT SENDS THE BILLS
TO CHEQUE SECTION
CHEQUE
REQUISITION IS
RAISED & CHEQUE
WRITTEN
POSTING IN CO 7 DISTRIBUTION OF FORM 1

CHEQUE (3 COPIES) IS AS BELOW
REGISTER &
FORM 1 * STATE BANK OF PAKISTAN
* OFFICE COPY
CENTRAL BOOK
SECTION (HQ)
PAKISTAN DEPARTMENT
BANK PAYMENT STOP

VOUCHER BY DEBIT SCROLL
A/C DEPT:
CODING OF BPV
BY ACCAO
APPROVAL BY
DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
STOP
2.101
COSTING RAIL COSTING – PERIODIC OVERHAULING AND
NOMINATED
REPAIR START
CONCERNED DIVISION SENDS THE ROLLING TC IS PREPARED

STOCK FOR REPAIR TO CARRIAGE/WAGON & SENT TO
WORKSHOP WHERE THE REPAIR IS CARRIED CONCERNED
OUT & TRANSFER CERTIFICATE (TC) IS DIVISION
PREPARED BY WORKSHOP A/C DEPARTMENT
ACCEPTANCE &
APPROVAL OF
TC
JOURNAL
VOUCHER BY
A/C DEPT: OF
DIVISION
JV TO
ACCAO FOR
CODING
JV TO
DCAO FOR
APPROVAL
D.D FIS/MIS FOR

ENTRY IN SYSTEM
STOP
2.102
COSTING RAIL COSTING – RUNNING REPAIR AND MAINTENANCE -
MATERIAL Start
Locomotives /
Coaches /
Wagons
Locomotive shed /
Washing line /
Sick line
Examine by
concerned
Foreman / Officer
End No Material Required
Yes
Concerned
Supervisor
Material
Material Issue
Requisition
Ticket (MIT)
Concerned Concerned Head

Foreman of Department
Accounts
Approved
Green Copy to Accounts Section Department
Material
White Copy for Store prepares Journal
Requisition
Yellow Copy retained by the user Voucher
(3 Copy)
Assistant Chief
Green and white Cost Accounts
copy send to Officer
Store for issuance (Codification of
of material Voucher)
Approval from
Foreman Store Deputy Chief
Accounts Officer
Approval for
Issuance of Deputy Director
FIS / MIS (Entry in
Material
the Accounting
System)
Batches of Green
Issuance of Store Copy of MR after
End
Material issuance
Proposed redundant

End
2.103
COSTING RAIL COSTING – RUNNING REPAIR AND MAINTENANCE - PAYROLL
EACH COS
LOCOMOT T CENTRE PREPARES PAYROLL SHEET OF
FOREMAN IVE SHED / WASHING LINE & SICK LINE.
LOCOMOT CONCERNED ALLOCATE PAY & ALLOWANCES TO START
CONCERNED IVES / CARRIAGE / WAGON
PAYROLL SHEET
APPROVAL BY
HEAD OF
DEPARTMENT
ACCOUNTS
OFFICE
A/C DEPT:
ALLOTS AB
NUMBER &
UPDATES CO 6
JOURNAL
VOUCHER &
BILLS
CODING OF JV
1 BY ACCAO
APPROVAL BY
DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
VOUCHERS &
BILLS TO A/C Y
CHEQUE
DEPARTMENT REQUIRED
PRE AUDIT OF
AFTER PRE AUDIT ACCOUNTS
BILLS BY A/C STOP
DEPARTMENT SENDS THE BILLS
DEPT:
TO CHEQUE SECTION
SUMMARY OF
BILLS PASSED &
CO 7 IS
UPDATED
CHEQUE
REQUISITION IS
RAISED
DETAILS POSTED IN (3 COPIES) IS AS BELOW
FORM 1 & CHEQUE
REGISTER * STATE BANK OF PAKISTAN
* OFFICE COPY
CENTRAL BOOK
STATE BANK OF DIVISIONAL
SECTION (HQ)
PAKISTAN PAY
MASTER
BANK PAYMENT STOP

DEBIT SCROLL
VOUCHER
2.104
COSTING RAIL COSTING – FIXED ASSETS (DEPRECIATION)
Start
Get Info from Trains Trains_Information

Registers Information Register
Vehicle KM Gross_Ton_KM_Vehicle_KM
Info Register
Provide
Required
Info
Costing Train_Cost_Ledger
Update
Process Register
Process
End
Data Stores
Data Flow
2.105
COSTING RAIL COSTING –FIXED ASSETS (DEPRECIATION)
Gross_Ton_KM_Vehicle_K
Main_Sections
Employee
Sub_Sections
Train_Cost_Ledger
Stations
Trains_Information
Fix_Asset_Register
Train_Stops
Train_Passes
Train_Coaches
2.106
COSTING RAIL COSTING – FIXED ASSETS (DEPRECIATION)
Gross_Ton_KM_Vehicle_KM
Main_Sections G_T_KM_V_KM
Main_Section_Code Main_Section_Code (FK)
Sub_Section_Code (FK) Sub_Section_Code (FK)
Train_Code (FK)
Main_Description
Start_Station (FK)
Total_Length_KM
End_Station (FK)
Engin_Class (FK)
Employee Engin_Tare Coches_Tare

Total_Vehicals
Emp_Code
Sub_Sections Days_Per_Singal_Trip
Sub_Section_Code Emp_Name Gross_Tonnes_KM
Vehical_KM
Description
From_Section
To_Section
Length_KM
Train_Cost_Ledger
Nam_Code
Ac_Code
Trains_Information
Dept_Code
Train_Code CC_Code
Start_Station (FK) Stations Section_Code
End_Station (FK) Station_Code
Station_Code
Engin_Class (FK) Train_Code (FK)
Description
Description Cost_Type
Section_Cost_Type
Train_Stops Fix_Asset_Register
Train_Cost_Type
Train_Code (FK) Asset_Code
Rupees
Start_Station (FK) Description
End_Station (FK)
Station_Code (FK)
Engin_Class (FK)
Train_Passes
Train_Code (FK)
Start_Station (FK)
End_Station (FK)
Station_Code (FK)
Engin_Class (FK)
Train_Coaches
Train_Code (FK)
Start_Station (FK)
End_Station (FK)
Station_Code
Engin_Class (FK)
Class_Code (FK)
Description
No
2.107
COSTING RAIL COSTING – ALLOCATION FROM GENERAL
LEDGER
Start
Get Info from Vouchers General_Ledger

Provide
Required
Info
Update
Process Register
Process
End Data Stores
Data Flow
2.108
COSTING RAIL COSTING – ALLOCATION FROM GENERAL LEDGER
Train_Cost_Ledger
General_Ledgerc
2.109
COSTING RAIL COSTING – ALLOCATION FROM GENERAL LEDGER
Train_Cost_Ledger
Nam_Code
General_Ledgerc Ac_Code
V_Type Dept_Code
V_No CC_Code
Seq_No Section_Code
V_Date Station_Code
Train_Code
Cost_Type
Section_Cost_Type
Station_Cost_Type
Train_Cost_Type
Rupees
2.110
COSTING RAIL COSTING – INVENTORY (CONSUMPTION)
Start
Diesel Consumption Diesel_Consumption_OP27

Info Register
Get Info from Trains Trains_Information

Vehicle KM Gross_Ton_KM_Vehicle_KM
Info Register
Provide
Required
Info Inventory Material_Requision
Info Register
Update
Process Register
Process
Data Stores
End
Data Flow
2.111
Gross_Ton_KM_Ve hicle _K
Main_Sections
Employee
Sub_Sections
De sie l_Consumption_OP27
Train_Cost_Le dge
Trains_Information Stations
Train_Stops
Train_Passe s
Fix_Asse t_Re giste r
Material_Requisition
Train_Coache s
2.112
Gross_Ton_KM_Ve hicle _KM

Main_Se ctions G_T_KM_V_KM
Main_Section_Code Main_Section_Code (FK)
Sub_Section_Code (FK) Sub_Section_Code (FK)
Train_Code (FK)
Main_Description
Start_Station (FK)
Total_Length_KM
End_Station (FK)
Engin_Class (FK)
Employe e Engin_Tare Coches_Tare

Total_Vehicals
Emp_Code
Sub_Sections Days_Per_Singal_Trip
Sub_Section_Code Emp_Name Gross_Tonnes_KM
Vehical_KM
Description
From_Section
To_Section
Length_KM De sie l_Consumption_OP27
Trip_Code
Emp_Code (FK)
Trains_Information Train_Code (FK)
Train_Cost_Le dge r
Train_Code From_Station (FK)
Start_Station (FK) To_Station (FK)
End_Station (FK) Stations Start_Station (FK)
Engin_Class (FK) Station_Code End_Station (FK)
Engin_Class (FK)
Trip_Date
Fuel_Rec_Inches
Train_Stops Fuel_Rec_Gallons
Train_Code (FK) From_Time
Start_Station (FK) To_Time
End_Station (FK) Total_Hours
Station_Code (FK) Total_Miles
Engin_Class (FK) Fuel_Made_Over_Inches
Fuel_Made_Over_Gallons
Train_Passe s
Train_Code (FK)
Start_Station (FK) Material_Requisition
End_Station (FK)
MReq_Id
Station_Code (FK) Fix_Asse t_Re giste r
CC_Id
Engin_Class (FK) Asset_Code Ac_Code
Description Depot_Id
Item_Code
Train_Coache s
MReq_Date
Train_Code (FK)
Remarks
Start_Station (FK)
Qty_Demand
End_Station (FK)
Qty_Issue
Station_Code
Qty_Received
Engin_Class (FK)
Qty_Accepted
Class_Code (FK)
Qty_Rejected
Description GatePass
No Req_PrepBy
Req_ApprovedBy
M_IssueBy
M_ReceviedBy
2.113
COSTING RECEIPT OF MATERIAL FROM MAIN STORES AT
WORKSHOPS AND
FACTORIES / PROJECTS STORES START
WORKSHOP STORES (SUB STORES) RAISE THE MTN RAISED BY

WORKSHOP YELLOW COPY OF MTN IS RETAINED BY
MATERIAL TRANSFER NOTE (MTN) TO MAIN
STORES REQUISITIONING STORE WHILE GREEN & WHITE COPIES
STORES IN TRIPLICATE ON THE BASIS OF THE
ARE SENT TO CHIEF CONTROLLER STORES (CCS)
AVERAGE MONTHLY CONSUMPTION
MAIN STORE
CCS
MTN WHITE
MTN
COPY
GREEN COPY
& MATERIAL
SAO STORES
MATERIAL MATERIAL
RECEIVED & DATA CONTROL GREEN COPY OF MTN IS SENT TO ACCOUNTS
ACCEPTED BY SECTION SECTION CCS FOR FURTHER PROCESSING
REQUISITIONE
R
MTN WHITE
COPY TO
ACCOUNTS END
SECTION OF
REQUISITIONER
JOURNAL
VOUCHER
ACCAO FOR
CODIFICATION
OF VOUCHERS
APPROVAL
FROM DCAO
D.D FIS/MIS FOR

ENTRY IN LEDGERS
END
2.114
COSTING CONSUMPTION OF MATERIAL AT WORKSHOPS/
FACTORIES /
PROJECTS START
USER / COST CENTRE WILL RAISE MATERIAL

REQUISITION (MR) TO SUB STORE FOR ISSUANCE MR
OF MATERIAL. IS RAISED BY
DISTRIBUTION OF MR IS AS FOLLOWS USER / COST
CENTER
* YELLOW - USER COPY
* WHITE - STORES RECORD
* GREEN - ACCOUNTS SECTION
MR
IS SENT TO
STORES
MR GREEN
MR WHITE COPY
COPY
WHITE COPY ITEMS ARE

IS RETAINED ISSUED TO USER
AS STORES & LEDGER CARD
RECORD UPDATED
STOP USER SIGNS THE

RECEIPT ON
GREEN COPY
PROJECT /
SENIOR
ACCOUNTS
OFFICER
JV IS PREPARED
BY ACCOUNTS
SECTION
ACCAO FOR
CODIFICATIO
N OF
VOUCHERS
DCAO
APPROVES
VOUCHERS
D.D FIS/MIS FOR

ENTRY IN LEDGERS
STOP
2.115
COSTING PAYROLL COST AT WORKSHOPS/ FACTORIES /
PROJECTS
SHOPS AND COST CENTERS SEND THE JOB
TICKETS & ABSENTEE LISTS TO THE HEAD
HTK
TIME KEEPER (HTK) FOR PREPARATION OF
TIME SHEET & ONWARD PROCESSING OF
PAYROLL
SUMMARY OF
TIME SHEETS TIME
SHEETS
ACCOUNTS PAYROLL BILLS IT EMPLOYEES MASTER

MASTER CARD
SECTION SECTION CARD DATA
CO 6
SUMMARY OF
& ALLOTMENT
TIME SHEETS
OF AB NUMBER
JOURNAL LABOUR
VOUCHER DISTRIBUTION
& BILLS STATEMENT
JOURNAL SUMMARY OF
VOUCHER LABOUR
& DISTRIBUTION
1 BILLS TO ACCAO STATEMENT
FOR CODING
APPROVAL
FROM DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
N
CHEQUE STOP
REQUIRED
VOUCHERS &
BILLS SENT TO
ACCOUNTS
SECTION
PRE AUDIT
OF BILLS
SUMMARY OF
BILLS PASSED
CO 7 IS
PREPARED
CHEQUE
REQUISITION
IN CHEQUE
SECTION
CHEQUE
PREPARED &
CHEQUE IS SENT TO DPM
SENT TO DPM
CO 7 UPDATED
PAYMENT
WITH CHEQUE
VOUCHER
DETAILS
DISTRIBUTION OF FORM 1 IS AS CHEQUE 1

FOLLOWS REGISTER /
FORM 1
* STATE BANK OF PAKISTAN (SBP) (Triplicate)
* CENTRAL BOOK SECTION (HQ)
* OFFICE COPY
SBP SENDS
DEBIT SCROLL
TO HQ
CENTRAL BOOK
SECTION (HQ)
PREPARES BANK
VOUCHER
2.116
COSTING OVERHEADS AT WORKSHOPS/ FACTORIES / PROJECTS
PROCEDURE OF RECORDING
START
STARTS WITH ARRIVAL OF
BILLS TO BE PAID
BILLS RECEIVED
BY COST
CENTRE /
DEPARTMENTS
BILLS ARE SENT

TO ACCOUNTS
SECTION AFTER
DUE PROCESS
ACCOUNTS
SECTION ALLOT
AB NUMBER &
ENTRY IN CO 6
ACCOUNTS
JOURNAL VOUCHER ALONG SECTION
WITH BILLS IS SENT TO ACCAO PREPARES JV
JOURNAL
VOUCHER FOR
1 CODING TO
ACCAO
APPROVAL BY
DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
N
CHEQUE STOP
REQUIRED
VOUCHERS &
BILLS SENT TO
ACCOUNTS
SECTION
PRE AUDIT
OF BILLS
SUMMARY OF
BILLS PASSED
CO 7 IS
PREPARED
CHEQUE
REQUISITION
IN CHEQUE
SECTION
CHEQUE
CHEQUE IS SENT TO CONCERNED PREPARED &
PARTY SENT TO DPM
CO 7 UPDATED
PAYMENT
WITH CHEQUE
VOUCHER
DETAILS
DISTRIBUTION OF FORM 1 IS AS CHEQUE 1

FOLLOWS REGISTER /
FORM 1
* OFFICE COPY
SBP SENDS
DEBIT SCROLL
TO HQ
CENTRAL BOOK
SECTION (HQ)
PREPARES BANK
VOUCHER
2.117
COSTING ADMINISTRATIVE OVERHEADS AT WORKSHOPS/ FACTORIES /
PROJECTS
THIRD WE
PROCESS
EK OF EVERY MONTH TIME OFFICE INITIATES THE
REPORT F
OF PAYROLL PROCESSING BY MAKING ATTENDANCE
START
ROM THE ATTENDANCE REGISTER
ATTENDANCE
ATTENDANCE REPORT (AR) IS MADE IN
REPORT IS
PREPARED BY
TRIPLICATE. DISTRIBUTION OF AR IS AS FOLLOWS
TIME OFFICE
* OFFICE COPY
* 2 COPIES TO LABOUR BUREAU (LB)
AR IS SENT TO
LB WITH
ATTENDANCE
REGISTER
LB PREPARES &
LB PREPARES SUMMARY OF ATTENDANCE (SOA) IN DUPLICATE, SENDS SOA
ONE FOR THEIR RECORD & OTHER FOR PAYROLL PROCESS IN IT TO IT SECTION
SECTION
IT SECTION
PROCESS
PAYROLL BILLS ARE PREPARED IN TRIPLICATE. ALL 3 COPIES PAYROLL BILLS
ARE SENT TO LB & SENDS IT TO LB
LB CARRIES OUT
VERIFICATION & CHECKING OF PAYROLL BILLS IS VERIFICATION
CARRIED OUT WITH THE HELP OF EMPLOYEE RECORD & CHECKING
DISTRIBUTION OF PAYROLL BILL IS AS UNDER PAYROLL BILLS

* OFFICE RECORD ARE
* EMPLOYEE COPY DISTRIBUTED
* ACCOUNTS COPY WITH AR & ATTENDANCE REGISTER
ACCOUNTS
SECTION
CO 6
& ALLOTMENT
OF AB NUMBER
JOURNAL
VOUCHER &
BILLS
JOURNAL
VOUCHER &
1 BILLS TO ACCAO
FOR CODING
APPROVAL
FROM DCAO
D.D FIS/MIS FOR

ENTRY IN SYSTEM
N
CHEQUE
STOP
REQUIRED
VOUCHERS &
BILLS SENT TO
ACCOUNTS
SECTION
PRE AUDIT
OF BILLS
SUMMARY OF
BILLS PASSED
CO 7 IS
PREPARED
CHEQUE
REQUISITION
IN CHEQUE
SECTION
CHEQUE
PREPARED &
SENT TO BANK
CO 7 UPDATED
PAYMENT
WITH CHEQUE
VOUCHER
DETAILS
DISTRIBUTION OF FORM 1 IS AS
CHEQUE
FOLLOWS REGISTER / 1
FORM 1
* OFFICE COPY
SBP SENDS
DEBIT SCROLL
TO HQ
CENTRAL BOOK
SECTION (HQ)
PREPARES 1
BANK VOUCHER
2.118
COSTING ALLOCATION OF OVERHEADS TO JOBS
IF A PROJECT OFFICE (PO) IS OPERATING MORE
START
THAN ONE PROJECT ACTUAL OVERHEAD
ALLOCATION TO WORK ORDERS / PROJECTS IS
CARRIED OUT BY ACCAO ON MONTHLY BASIS
PROJECT
ACCOUNTS
OFFICER
PO ACCAO OVERHEADS ALLOCATION TO WORK

Y
OPERATING PREPARES THE ORDERS / PROJECTS ON THE BASIS
MULTIPLE OVERHEADS OF TOTAL PROJECT COST OF EACH
PROJECTS ALLOCATIO PROJECT
N
N
JV PREPARED
BY PROJECT
ACCOUNTS
OFFICER
ACCAO FOR
CODIFICATION
OF VOUCHERS
APPROVAL
FROM DCAO
DEPUTY DIRECTOR (D.D) FIS / MIS

ENTERS THE DATA IN SUBSIDIARY
D.D FIS/MIS FOR
LEDGER
ENTRY
END
2.119
COSTING WORKSHOPS COSTING – WORK ORDER PROCESS
Start
Material Producton Work Order

Note Register Complete Register
Work Order info

to Stock Ledger Work Order Complete Info
Update
Update
Work Order Input Update Work Order Update Work Order
Input Input
Stock Ledger Fixed Asset Ledger General Ledger

Register Register Register
Process
Data Stores
Data Flow
2.120
COSTING WORKSHOPS COSTING – FIXED ASSETS
(DEPRECIATION)
Start
Depreciation
Relevant Depreciation Info
Costing Process
Process
Data Stores
Cost Ledger Register

Data Flow
2.121
COSTING WORKSHOPS COSTING – FIXED ASSETS (DEPRECIATION)
Fixed Asset Addition

Accounts Use
Location Code Use
Asset Code Use
Use Use
Use
Use
Revaluation
Fixed Asset Ledger Cost_Ledger

R/143
2.122
COSTING WORKSHOPS COSTING – FIXED ASSETS (DEPRECIATION)

AC_Code Use FAA_No
AC_Code
Description
L_Code
Asset_Code
Location Code
Use FAA_Date
L_Code
Cutodian
Description Amount
Specification_Asset
Core_NonCore
Description Requisitioned By
Recommended By
Approved By
Use
Use Use

Disposal_No
AC_Code
Asset_Code
Disposal_Date
Use Asset_Code
Purchased_On
Disposal_Price L_Code
Rep_Req Transfer_No
Core_NonCore Transfer_Date
Prepared_By Replacement_Value
Recommended_By Purchased_On
Approved_By Mode_Of_Transfer
Remarks Prepared_By
Recommended_By
Approved_By
Revaluation
Revaluation_No
Asset_Code
Revaluation_Date
Revaluation_By Fixed Asset Ledger
Location Asset_Code
Remarks L_Code
Asset_Identification_No Disposal_No Cost_Ledger
Cost Assessed Value AC_Code Asset_Code
Accumulated Depriciatio L_Code
Written Down Value Doc_No Doc_Date
Mode_Of_Transfer R/143 Disposal_No
Revaluation Rate Revalued AC_Code
Amount Revaluation Replacement_Value
Surplus Transfer_No Amount
Core_Non_Core
2.123
COSTING WORKSHOPS COSTING – GENERAL LEDGER
Start
Vouchers
Vouchers I nformation
Update
Process
Allocation Information
Relevant Input Data Stores
Data Flow
2.124
De partme nt Use Grant / Public Account Numbe rs

Use
Use Use
Accounting Units

Fund Use
Cost Ojects
Use Fund Source
Source
Use
Use Object Cost Type Use

Use Use
Use
Use Gernal Le dge r
Cost Ce nte r
Use Use
Use Use
Minor Function Se ction Use Use

Use Shop/Unit
Use Use
Detailed Function Use Section Cost Type

Workshop Cost
Use
Sub Detaile d Function Use

Train
Factory/HO
Accounting Ele me nts Use

Train Type
Major Objects Use

Sleeper Type
Use Update
Detailed Object Update

Use
Update
Sleeper Factory De partme nt
Update
Minor Object Use Use
Update
Borrowing Bridge
Accounts Payable
Update Diesel Shop Pe nsion
Advances
Emp Loans
Update
2.125
De partme nt Grant / Public Account Numbe rs

Use
Name Description
Accounting Units Gernal Le dge r

Use
Use V_Type
AC_Unit_Code
Cost_Obj_Code
Description CC_Code
AC_Unit_Code
Fund Source
Source Scr_Code Prj_Cost_Type_Code
Use
Cost_Obj_Code Fund_Scr_Code
Scr_Code Sub_Fund_Code D_Cost_Code
Use S_u_Code
Mjr_F_Code Description Description
Description WS_Code
Mnr_F_Code
Detail_Code Fac_Code
Sub Fund Use Object Cost Type S_Type_Code Project Cost Type
S_D_Code
Sub_Fund_Code AC_Element_Cod Obj_Cost_Type_Code Use S_Fac_Dep_Code Prj_Cost_Type_Cod
Mjr_Ob_Code Obj_Cost_Type_Code
Description Description G_P_Code Description
Detail_Ob_Code Use
Mnr_Ob_Code Dept_Code
Major Function Cost Ce nte r AC_Unit_Code
Use Use Detailed Cost
Mjr_F_Code CC_Code Fund_Code
Scr_Code D_Cost_Code
Sub_Fund_Code Description
Use
Mjr_F_Code
Minor Function Se ction Mnr_F_Code
Use
Sec_Type_Code
Description Use V_No W S_Code
Use
Description Seq_No
V_Date Description
Sub_Code
Use Use Factory/HO
Train_Code Debit
Description Fac_Code
Description Credit
Cheque_No Description
Use
Description
Major Obje cts
Mjr_Ob_Code Use
Description Slee per Type
Use Update
S_Type_Code
Detailed Obje ct
Description Update
Detail_Ob_Code
Use
Description
Update
Slee per Factory De partme nt
Minor Obje ct Update
S_Fac_Dep_Code
Mnr_Ob_Code Use
Use
Description
Description
Update
Borrowing
Bridge
Mnr_Ob_Code
Cost_Obj_Code
Accounts Payable
Update Diesel Shop
Cost_Obj_Code
CC_Code Mnr_Ob_Code Pe nsion
Fund_Scr_Code Mjr_Ob_Code Mnr_Ob_Code Cost_Obj_Code
Advances
Mnr_Ob_Code
Detail_Ob_Code
Mnr_F_Code Mnr_F_Code Scr_Code AC_Element_Co Mjr_Ob_Code
Sub_Fund_Code Mjr_F_Code Mjr_F_Code Mjr_F_Code Mjr_F_Code
Detail_Ob_Code Update S_D_Code
AC_Element_Code CC_Code Mnr_F_Code Mnr_F_Code Mnr_F_Code
Mjr_Ob_Code Detail_Code
Detail_Ob_Code Scr_Code G_P_Code Fund_Code Fund_Code
Mjr_Ob_Code Fund_Code Detail_Ob_Code Scr_Code Detail_Ob_Code
G_P_Code Mjr_F_Code
G_P_Code Detail_Ob_Code Fund_Code Detail_Ob_Code Fund_Scr_Code
Fund_Code Scr_Code
Fund_Code G_P_Code
Debit
Credit
Scr_Code S_D_Code
S_u_Code
Debit
Credit
2.126
COSTING WORKSHOPS COSTING – INVENTORY
(CONSUMPTION)
Start
Register
Relevant Material Requisition

Info
Update
Relevant Input
Process
Data Stores
Data Flow
2.127
COSTING WORKSHOPS COSTING – INVENTORY (CONSUMPTION)
Item
Issue
CostCenter Raise
Depot Cost Ledger

Use
Shop
Use
Use
Account Code
2.128
COSTING WORKSHOPS COSTING – INVENTORY (CONSUMPTION)
Item
Item_Code Issue
SubClass
Item_Desc
Class
Unit
CostCenter MReq_Id
Raise CC_Id
CC_Id Dept_Id
CC_Name Item_Code
CC_Section Shop_Code
MReq_Date
Depot Remarks Cost Ledger
Depot_Id Ac_Code MReq_Id
Use Qty_Demand CC_Id
Location Qty_Issue
Depot_Name MReq_Date
Qty_Recived
Work Order No
Qty_Accepted
Shop_Unit
Qty_Rejected
GatePass
Req_PrepBy
Req_ApproveBy
M_IssueBy
Shop
Shop_Code
Description
Shop_Unit
Use
Use
Account Code
Ac_Code
Ac_Name
2.129
COSTING WORKSHOPS COSTING – PAYROLL
Start
Attendance Time
Sheet
Relevant Time Sheet

Info
Update
Relevant Input
Process
Data Stores
Data Flow
2.130
Cost_Center
Duty_Roster
Employee
Employee_BasicHis
Tours
Veriable_Allowe nces
Departments
PostCodes
Designations
Exetive_Pay
Pay_Scales
Veriable_Deductions
Attendance_Summary
Salary_Register
ACC_Unit
Deductions
Allowences
Leaves
Train_Cost_Ledger
Loan_History
Loan_Advice
Employee_Catagories
Projects
Work_Order
Cost Ledger
Loan_Classification
2.131
Cost_Center
Duty_Roster
CC_Code
Duty_Roster_Code
Description Employee Emp_Code (FK)
Emp_Code Pay_Code Employee_BasicHis
Pay_Code (FK)
(FK) CC_Code (FK) Emp_Code (FK) CC_Code (FK)
His_Date
Scale_Code (FK) Tour_Code Hourly_Rate Scale_Code (FK)
AU_Code (FK) Pice_Work_Rate AU_Code (FK)
Departments Tour_Code (FK) AC_No Tour_Code (FK)
Dept_Code Ded_Code (FK) Bank_Branch Ded_Code (FK)
CC_Code (FK) Post_Code (FK) Overtime_Rate Des_Code (FK)
Description Dept_Code (FK) Pay_Code (FK)
Allowence_Code (FK) PostCodes CC_Code (FK) Post_Code (FK)
Emp_Cat_Code (FK) Scale_Code (FK) Emp_Cat_Code (FK)
Post_Code AU_Code (FK) Dept_Code (FK)
Designations Emp_Name Tour_Code (FK) Scale_Code (FK) Remarks
Description AU_Code (FK)
Des_Code Date_Joining Ded_Code (FK)
Overtime_Rate Des_Code (FK) Ded_Code (FK)
Description Hourly_Rate Exetive_Pay Tour_Code (FK)
Allowence_Code (FK)
Pice_Work_Rate Pay_Code Post_Code (FK) New_Pay_Code
AC_No Emp_Cat_Code (FK) New_CC_Code
Pay_Scales Description New_Dept_Code
Amount New_Des_Code
Scale_Code
Attendance_Summary Veriable_Deductions New_Scale_Code
Description New_AU_Code
AttSum_Code Emp_Code (FK)
Emp_Code (FK) Salary_Register New_Ded_Code
Veri_Ded_Code
CC_Code (FK) Emp_Code (FK) New_Tour_Code
Dept_Code (FK) Pay_Code (FK) New_Overtime_Rate
Scale_Code (FK) CC_Code (FK) New_Pice_Work_Rate
Dept_Code (FK)
Description AU_Code (FK) Dept_Code (FK) New_Hourly_Rate
Scale_Code (FK)
Tour_Code (FK) Scale_Code (FK) New_AC_No
AU_Code (FK)
Ded_Code (FK) AU_Code (FK) New_Bank_Branch
Tour_Code (FK)
Lev_Code (FK) Tour_Code (FK) Des_Code (FK)
Ded_Code (FK)
Deductions Pay_Code (FK) Ded_Code (FK) Allowence_Code (FK)
Des_Code (FK)
Des_Code (FK) Des_Code (FK) Post_Code (FK)
Ded_Code Allowence_Code (FK)
Allowence_Code (FK) Allowence_Code (FK) Emp_Cat_Code (FK)
Description Post_Code (FK)
Post_Code (FK) Veri_Allowence_Code (FK) Emp_Cat_Code (FK)
Allowences Attendance_TimeSheet Post_Code (FK) Veri_Ded_Amount
AU_Code (FK) AB_No
Interest_Accrued_Amount
Leaves Tour_Code (FK) Mileage_Amount Train_Cost_Ledger
Ded_Code (FK) Lev_Code
(FK) Pay_Code (FK) Loan_Advice
Description Pro_Code (FK) Des_Code Emp_Code (FK)
Loan_Code Emp_Code
Type (FK) Allowence_Code Pay_Code (FK)
(FK) Pay_Code (FK)
Limit (FK) Post_Code (FK) Loan_Code (FK)
CC_Code (FK)
Emp_Cat_Code (FK) CC_Code (FK)
Dept_Code (FK)
Employee_Catagories Work_Order_Code (FK) Dept_Code (FK)
Scale_Code (FK)
Scale_Code (FK)
Emp_Cat_Code Reg_Hours AU_Code (FK)
AU_Code (FK)
Over_Time Tour_Code (FK)
Ded_Code (FK)
Ded_Code (FK)
LoanClass_Code (FK)
Des_Code (FK)
Des_Code (FK)
Projects LoanClass_Code (FK)
Allowence_Code (FK)
Pro_Code Allowence_Code (FK)
Post_Code (FK)
Post_Code (FK)
Description Emp_Cat_Code (FK)
Cost Ledger Emp_Cat_Code (FK)
Description
AttTime_Code (FK) Principal_OutStanding_Amount
Loan_Amount
Emp_Code (FK) Principal_Rec_Amount
Installments
CC_Code (FK) Work_Order Intrest_Accrued
Installment_Amount
Dept_Code (FK) Interest_Rec_Amount
Work_Order_Code Intrest_Rate
Scale_Code (FK) Interest_Balance Loan_Rec_Date
Installment_Period
AU_Code (FK) Description Remarks
Disbursement_Date
Tour_Code (FK) Loan_Start_Date
Ded_Code (FK) Loan_Retire_Date
Lev_Code (FK)
Pay_Code (FK)
Pro_Code (FK)
Des_Code (FK) Loan_Classification
Allowence_Code (FK) LoanClass_Code
Post_Code (FK) Description
Emp_Cat_Code (FK)
Work_Order_Code (FK
2.132
COSTING CFI & PLF COSTING – WORK ORDER PROCESS
Start

Work Order info

Update
Update
Input Input

Process
Data Stores
Data Flow
2.133
COSTING CFI & PLF COSTING – FIXED ASSETS (DEPRECIATION)
Start
Depreciation
Costing Process
Process
Data Stores

Data Flow
2.134

Accounts Use
Location Code Use
Asset Code Use
Use Use
Use
Use
Revaluation

R/143
2.135

AC_Code Use FAA_No
AC_Code
Description
L_Code
Asset_Code
Location Code
Use FAA_Date
L_Code
Cutodian
Description Amount
Specification_Asset
Core_NonCore
Recommended By
Approved By
Use
Use Use

Disposal_No
AC_Code
Asset_Code
Disposal_Date
Use Asset_Code
Purchased_On
Rep_Req Transfer_No
Remarks Prepared_By
Recommended_By
Approved_By
Revaluation
Revaluation_No
Asset_Code
Revaluation_Date
Location Asset_Code
Remarks L_Code
Core_Non_Core
2.136
COSTING CFI & PLF COSTING – GENERAL LEDGER
Start
Vouchers
Vouchers Information
Update
Process Relevant Input
Data Stores

Data Flow
2.137

Use
Use Use
Accounting Units

Fund Use
Cost Ojects
Use Fund Source
Source Use

Use Use
Use
Use Gernal Le dge r
Cost Ce nte r Use
Use
Use Use

Use Shop/Unit
Use Use

Workshop Cost
Use

Train
Factory/HO

Train Type
Major Obje cts Use

Slee per Type
Use Update
Detailed Obje ct Update

Use
Update
Update
Minor Obje ct Use
Use
Update
Borrowing Bridge
Accounts Payable
Advances
Emp Loans
Update
2.138

Use
Name Description

Use
Use V_Type
AC_Unit_Code
Cost_Obj_Code
Description CC_Code
AC_Unit_Code
Fund Source
Use
Use S_u_Code
Description WS_Code
Mnr_F_Code
S_D_Code
Detail_Ob_Code Use
Use
Mjr_F_Code
Use
Sec_Type_Code
Use
Description Seq_No
V_Date Description
Sub_Code
Use Use Factory/HO
Train_Code Debit
Description Credit
Use
Description
Major Obje cts
Mjr_Ob_Code Use
Use Update
S_Type_Code
Detailed Obje ct
Description Update
Detail_Ob_Code
Use
Description
Update
S_Fac_Dep_Code
Mnr_Ob_Code Use
Use
Description
Description
Update
Borrowing
Bridge
Mnr_Ob_Code
Cost_Obj_Code
Accounts Payable
Update Diesel Shop
Cost_Obj_Code
Advances
Mnr_Ob_Code
Detail_Ob_Code
G_P_Code Mjr_F_Code
Fund_Code Scr_Code
Fund_Code G_P_Code
Debit
Credit
Scr_Code S_D_Code
S_u_Code
Debit
Credit
2.139
COSTING CFI & PLF COSTING – INVENTORY
Start
Register

Info
Update
Relevant Input
Process
Data Stores
Data Flow
2.140
Item
Issue
CostCenter Raise
Depot Cost Ledger

Use
Shop
Use
Use
Account Code
2.141
Item
Item_Code Issue
SubClass
Item_Desc
Class
CostCenter MReq_Id
Raise CC_Id
CC_Id Dept_Id
CC_Name Item_Code
MReq_Date
Location Qty_Issue
Qty_Recived
Work Order No
Qty_Accepted
Shop_Unit
Qty_Rejected
GatePass
Req_PrepBy
Req_ApproveBy
M_IssueBy
Shop
Shop_Code
Description
Shop_Unit
Use
Use
Account Code
Ac_Code
Ac_Name
2.142
COSTING CFI & PLF COSTING - PAYROLL
Start
Attendance Time
Sheet
Relevant Time Sheet

Info
Update
Process Allocation Information

Relevant Input
Data Stores
Data Flow Cost Ledger Register
2.143
Cost_Center
Duty_Roster
Employee
Employee_BasicHis
Tours
Departments
PostCodes
Designations
Exetive_Pay
Pay_Scales
Veriable_Deductions
Attendance_Summary
Salary_Register
ACC_Unit
Deductions
Allowences
Leaves
Train_Cost_Ledger
Loan_History
Loan_Advice
Employee_Catagories
Projects
Work_Order
Cost Ledger
Loan_Classification
2.144
Cost_Center
Duty_Roster
CC_Code
Duty_Roster_Code
Pay_Code (FK)
His_Date
Allowence_Code (FK)
Amount New_Des_Code
Scale_Code
Veri_Ded_Code
Dept_Code (FK)
Scale_Code (FK)
AU_Code (FK)
Tour_Code (FK)
Ded_Code (FK)
Des_Code (FK)
AU_Code (FK) AB_No
Loan_Code Emp_Code
(FK) Pay_Code (FK)
CC_Code (FK)
Dept_Code (FK)
Scale_Code (FK)
Scale_Code (FK)
AU_Code (FK)
Ded_Code (FK)
Ded_Code (FK)
LoanClass_Code (FK)
Des_Code (FK)
Des_Code (FK)
Allowence_Code (FK)
Post_Code (FK)
Post_Code (FK)
Description
Loan_Amount
Installments
Installment_Amount
Installment_Period
Disbursement_Date
Lev_Code (FK)
Pay_Code (FK)
Pro_Code (FK)
Emp_Cat_Code (FK)
Work_Order_Code (FK
2.145
COSTING CONCRETE SLEEPER FACTORIES – STORES ISSUE
START
MR IS FILLED DISTRIBUTION OF MR IS AS FOLLOWS

USER FILLS THE MATERIAL IN BY THE * YELLOW COPY - OFFICE RECORD (USER)
REQUISITION (MR) IN TRIPLICATE USER * WHITE COPY - STORE OFFICE RECORD
* GREEN COPY - ACCOUNTS OFFICE
MR IS
APPROVED BY
THE WORKS
MANAGER
STORES OFFICER (SO)

ISSUES MATERIAL SO MAKES
RETAINS WHITE COPY ENTRY IN
& MATERIAL
ACKNOWLEDGEMEN LEDGER
T CARD
GREEN COPY OF MR IS END

SENT CSF ACCOUNTS
OFFICE FOR VOUCHER
PREPARATION
BATCHES OF MR
& VOUCHERS TO
ACCAO FOR
CODIFICATION
D.D FIS/MIS FOR

ENTRY IN SYSTEM
END
2.146
COSTING CONCRETE SLEEPER FACTORIES – PURCHASE
THROUGH SHOPPING
COMMITTEE START
IF ITEMS REQUISITIONED ON MR ARE

OUT OF STOCK & EMERGENCY LOCAL SURVEY BY
PURCHASE IS NECESSARY, AN “OUT OF SHOPPING
STOCK CERTIFICATE” IS ISSUED BY COMMITTE
DISTRICT OFFICER. E
REQUISITION & CERTIFICATE ARE
SENT TO SHOPPING COMMITTEE
FORMED BY DS.
QUOTATIONS
COLLECTED
SUITABLE
QUOTATION
SELECTED
ACCOUNTS
DEPARTMENT
ALLOTS AB No.
IN CO 6
** DISTRIBUTION OF MRN IS AS FOLLOWS JOURNAL

VOUCHER
& BILLS THIS VOUCHER IS FOR THE ADVANCE
* YELLOW COPY - CCOMMITTEE INCHARGE / OFFICE COPY PAYMENT TO SHOPPING COMMITTEE
* PINK COPY - SUPPLIER COPY
* GREEN COPY - ACCOUNTS THROUGH STORES
* WHITE COPY - RECEIVING STORE COPY VOUCHERS
SENT TO ACCAO
FOR BANK PAYMENT VOUCHER IS GIVEN TO
1
CODIFICATION HEAD OF COMMITTEE FOR ADVANCE
*** DISTRIBUTION OF CHEQUE REGISTER OR FULL & FINAL PAYMENT
IN TRIPLICATE IS AS FOLLOWS
1 OFFICE COPY FOR RECORD

2 STATE BANK OF PAKISTAN (SBP) D.D FIS/MIS FOR
ENTRY IN
3 CENTRAL BOOK SECTION (HQ)
SYSTEMS
CHEQUE N
END
REQUIRED
PRE-AUDIT OF
VOUCHERS &
BILLS AT
ACCOUNTS
DEPARTMENT
SUMMARY OF
BILLS PASSED &
CO 7 IS
PREPARED
CHEQUE IS CO 7 REGISTER
DIVISIONAL REQUISITIONE UPDATED
CASH GIVEN TO
PAY MASTER D FROM WITH CHEQUE
HEAD SHOPPING
DRAWS CASH CHEQUE DETAILS
COMMITTEE
FROM BANK SECTION
THIS VOUCHER IS NOT
THE ACTUAL
MATERIAL
PAYMENT PAYMENT VOUCHER,
RECEIVED AT *** VOUCHER RATHER A PRECURSOR
DIV STORE FOR CHEQUE TO AUTHORISE
INSPECTION BY REGISTER / ISSUANCE OF CHEQUE
COMMITTEE FORM 1 TO THE PARTY
1
MATERIAL
RECEIPT NOTE
** (MRN) IS
FORM 1 IS SENT
PREPARED BY
TO SBP &
COMMITTEE
CENTRAL BOOK
SECTION
DEBIT SCROLL
MRN (GREEN) RECEIVED FROM
ACKNOWLEDGE MRN (PINK) SBP
MENT FROM ALONG
STORE WITH BILL BANK PAYMENT
INCHARGE VOUCHER IS
PREPARED BY
CBS
ACOOUNTS THIS VOUCHER IS USED ACCAO (HQ)

DEPARTMENT TO ADJUST STORE FOR
PREPARES PURCHASE AGAINST THE CODIFICATIO
VOUCHERS ADVANCE RECEIVED BY N OF
SHOPPING COMMITTEE VOUCHERS
1
DEBIT TRANSFER CERTIFICATE IS
D.D FIS/MIS FOR
SENT TO CONCERNED DEPARTMENT
ENTRY IN
SYSTEMS
END
2.147
COSTING CONCRETE SLEEPER FACTORIES – MATERIAL
PRODUCTION
START
THE DISTRIBUTION OF MPN IS AS FOLLOWS PREPARATION

* YELLOW COPY - OFFICE COPY OF MATERIAL
* WHITE COPY - DEPOT COPY PRODUCTION
* GREEN COPY - ACCOUNTS COPY NOTE (MPN)
APPROVAL BY
WORKS
MANAGER
MPN (GREEN) MPN (WHITE)

TO CSF WITH
ACCOUNTS MATERIAL TO
OFFICE RECEIPT
SECTION
BATCHES OF CONTROL
MPN (GREEN) SECTION
TO ACCAO FOR VERIFICATIO
CODING N OF MPN
WAREHOUSE
CHECKING &
D.D FIS/MIS (CSF)
ACCEPTANCE
FOR ENTRY IN
OF MATERIAL
SYSTEM
END WHITE COPY OF THE VOUCHER IS

LEDGER SECTION RETAINED BY CONTROL SECTION AS
FOR ENTRY IN RECORD
DATABASE
DATA BASE
GENERATION OF
REPORTS BY
ACCOUNTS
END
2.148
COSTING CONCRETE SLEEPER FACTORIES – PAYROLL – 1 OF 2
START
CONCRETE
SLEEPER
FACTOY
PERMANENT EMPLOYEES
(HOURLY) EXECUTIVE / MASTER DATA
TEMPORARY ADMINISTRATIV FORM
EMPLOYEES E PAYROLL (NEW INDUCTIONS)
PAYROLL
HEAD
TIME MONTHLY
KEEPER ATTENDANCE TWO COPIES ARE PRNTED OF WHICH
REPORT FROM
3 ATTENDANCE REGISTER ONE IS RETAINED FOR OFFICE RECORD
TIME SHEET
PAYROLL PERMANENT
PROCESS IN EMPLOYEES
IT SECTION PAYROLL
(FACTORY & HQ
STAFF)
SUMMARY OF
TIME SHEET
& ABSTRACT
DATA DATABASE ABSTRACT FOLLOWING ARE CATERED THROUGH
DATA BY ADMIN THE ABSTRACT DATA
SECTION 1. MODIFIED SUMMARY OF ATTENDANCE
2. VARIABLE DEDUCTIONS
3 3. CHANGES IN MASTER DATA
DISTRIBUTION OF COMPUTERIZED PAYROLL PAYROLL SLIPS
REPORTS (3 COPIES)
1 - ACCOUNTS DEPARTMENT REPORTS (2
3
2 - OFFICE RECORD (ADMIN SECTION) COPIES)
3 - EMPLOYEE (PAY SLIP ONLY)
PAYROLL
VERIFICATIO
N BY ADMIN
SECTION
PAYROLL COPY TO
CSF ACCOUNTS
DEPARTMENT FOR
RECORDING
ALLOTMENT OF
AB NUMBER IN
CO 6
VOUCHER &
SALARY BILLS
PRE AUDIT
ACCOUNTS
DEPARTMENT
2.149
COSTING CONCRETE SLEEPER FACTORIES – PAYROLL – 2OF 2
1
ENTRY IN CO 7 /
PBCA
CHEQUE
CONCERNED PREPARED IN
CHEQUES ARE GIVEN TO THE PERSONNEL CHEQUE
CONCERNED PERSONNEL SECTION
CHEQUE DISTRIBUTION OF CHEQUE REGISTER IS AS

END FOLLOWS
REGISTER
FORM I * OFFICE COPY
* STATE BANK OF PAKISTAN
UPDATED CO 7 /
PBCA
PAYMENT
VOUCHER
ACCAO FOR
CODIFICATIO
N OF
VOUCHER
DCAO FOR
APPROVAL
OF VOUCHERS
D.D FIS/MIS FOR

ENTRY IN SYSTEM
END
2.150
COSTING CONCRETE SLEEPER FACTORIES – WORK-IN-PROCESS
START
WORK IN
PROCESS
COSTING
ACCOUNTS
CONCRETE
DEPARTMENT
SLEEPER
(COST)
FACTORY
HQ
FACTORY
OVERHEADS ADMIN &
PRODUCTION SERVICE
(JV, BANK ACCOUNTS
DEPARTMENTS DEPARTMENTS
PAYMENT DEPARTMENT
VOUCHER)
MATERIAL
MATERIA LABOUR THROUGH MR & 1 ALLOCATION OF
L THROUGH LABOUR 1 OVERHEADS
THROUGH TIME THROUGH THROUGH
MR SHEET TIME SHEET JV / BPV
ALLOCATION TO
Y WIP BY ACCAO
Y
ON NORMAL
PRODUCTION DIRECT PRODUCTION
DIRECT LABOUR PRODUCTION
DEPARTMENT MATERIA DEPARTMENT
CAPACITY
L
N N
ALLOCATION OF ALLOCATION OF
2 2 MONTHLY
INDIRECT INDIRECT
MATERIAL / LABOUR / ADJUSTMENT IN
OVERHEADS OVERHEADS WIP ACCOUNT
TO WIP TO WIP
1 1
2 1
ALLOCATION OF
DIREC INDIRECT COST
T ON ACTUAL
COST PRODUCTION
WORK IN
PROCESS
ACCOUNT
DAILY
PRODUCTION
SHEET
(YARD
STACKING)
MATERIAL
PRODUCTION
NOTE CHARGED
TO STORE
END
2.151
COSTING CONCRETE SLEEPER FACTORIES PROCESS
COSTING –
PRODUCTION RECORDING
Start
Daily Production Equivalents Units

Sheet Register Register Input
Inventory Info
Stock Ledger
Register
Stock Ledger Info
Daily Production sheet

CSF Cost Ledger Info Insertion & Equivalents Units Input
CSF Cost Ledger
Production Register
Update
Stock Ledger &

CSF Cost Ledger Information
Process
Data Stores Stock Adjustment

Register
Data Flow
General Ldger
2.152
COSTING – HQ OVERHEAD ALLOCATION
Start
CSF Capacity Stock Ledger

Register Register
Inventory Info
Capacity Info
Update
CSF Info
Process
Update information
Data Stores
CSF Cost Ledger

Data Flow
Register
2.153
COSTING – SERVICE DEPARTMENT ALLOCATION
Start
Stock Ledger
Register
Inventory Info
Update
CSF Info
Process
Update information
Data Stores
CSF Cost Ledger

Data Flow
Register
2.154
COSTING CONCRETE SLEEPER FACTORIES PROCESS COSTING – HQ SERVICE
DEPARTMENT
Item
Issue
Issue
Issue Raise
CostCenter
MaterialTransfer
Issue
Stock Adjustment
Use CSF_Capacity
Raise
Use
Depot Update
Raise
Account Code
Use Update
Cost_Ledger
Stocke Ledger
Update
Update
2.155
COSTING CONCRETE SLEEPER FACTORIES PROCESS COSTING – HQ SERVICE
DEPARTMENT
Item
Item_Code
Inter Grade Transfer SubClass Issue
IGT_No
Issue Item_Desc
Ac_Code Class
IGT_Date
New_Item_Code CostCenter MReq_Id
Old_Item_Code Raise CC_Id
Issue CC_Id Dept_Id
Rate_old
Rate_Revised CC_Name Item_Code
Rate_Difference CC_Section MReq_Date
Amount Remarks
Remarks MaterialTransfer Ac_Code
Prepared_By Qty_Demand
Issue M_Trans_Id
Item_Code Qty_Issue
Depot_Id Qty_Recived
Stock Adjustment Qty_Accepted
S_Ad_No M_Trans_Date GatePass
Depot_Id Qty_Demand Req_PrepBy CSF_Capacity
S_Ad_Date Qty_Issue Req_ApproveBy
Qty_Recived M_IssueBy Code
Reson_Adj
Qty_Accepted M_ReceivedBy CC_Id
Qty Use
Price Qty_Rejected
Description
Gain_Amount Trans_PrepBy
Norm_Capcity
Loss_Amount Trans_ApproveBy
Unit
Adj_PrepBy Trans_IssueBy
Raise Qty
Adj_ApprBy Trans_ReceivedBy
Use
Depot Update
Depot_Id
Raise Location Account Code
Depot_Name
Ac_Code
Ac_Name
Cost_Ledger
Depot_Id
M_Trans_Id
Use Update MReq_Id
Item_Code
Doc_No
CC_Id
Code
Stocke Ledger
Amount
Depot_Id
M_Trans_Id
Update MReq_Id
Item_Code
Doc_No
Update
CC_Id
Doc_Date
Remarks
Receipt_Qty
Issue_Qty
2.156
COSTING CONCRETE SLEEPER FACTORIES COSTING –
FIXED ASSETS (DEPRECIATION)
Start
Depreciation
Costing Process
Process
Data Stores

Data Flow
2.157
COSTING CONCRETE SLEEPER FACTORIES COSTING – FIXED ASSETS (DEPRECIATION)

Accounts Use
Location Code Use
Asset Code Use
Use Use
Use
Use
Revaluation

R/143
2.158
COSTING CONCRETE SLEEPER FACTORIES COSTING – FIXED ASSETS (DEPRECIATION)

AC_Code Use FAA_No
AC_Code
Description
L_Code
Asset_Code
Location Code
Use FAA_Date
L_Code
Cutodian
Description Amount
Specification_Asset
Core_NonCore
Recommended By
Approved By
Use
Use Use

Disposal_No
AC_Code
Asset_Code
Disposal_Date
Use Asset_Code
Purchased_On
Rep_Req Transfer_No
Remarks Prepared_By
Recommended_By
Approved_By
Revaluation
Revaluation_No
Asset_Code
Revaluation_Date
Location Asset_Code
Remarks L_Code
Core_Non_Core
2.159
GENERAL LEDGER
Start
Get Relevant General_Ledger

Voucher No Register
Costing
Process
Update Get
Process_Cost_Ledger
Relevant Relevant
Register
Date Data
Update Register
With Allocated
Cost
Cost Allocation
Process
Process
Data Stores
End
Data Flow
2.160
COSTING CONCRETE SLEEPER FACTORIES COSTING – GENERAL LEDGER
Process_Cost_Ledger
Departments
Cost_Center
Cost_Types
General_Ledger
Sleepre_Types
2.161
COSTING CONCRETE SLEEPER FACTORIES COSTING – GENERAL LEDGER
Departments Process_Cost_Ledger
Dept_Code Dept_Code (FK) CC_Code
(FK) Cost_Type_Code
Description
(FK) Sleepre_Type_Code
(FK
Cost_Center Amount V_No
CC_Code (FK) V_Type
(FK) Seq_No
Description (FK)
Cost_Types
Cost_Type_Code
Description General_Ledger
V_No
V_Type
Sleepre_Types Seq_No
Sleepre_Type_Code
V_Date
Description AC_Code
Sub_Code
Remarks
Debit Credit
Cheque_No
Type
2.162
INVENTORY
Material Requisition Material Production Material Transfer Material Return

Register Note Register Note Register Register
Material Production Info
Cost Relevant Cost Relevant

Material Requisition Info Material Transfer Info
Costing Process Cost Relevant

Material Return Info
Process
Data Stores
CSF Cost Ledger
Register Data Flow
2.163
COSTING CONCRETE SLEEPER FACTORIES COSTING – INVENTORY
CostCenter
Material Production
Raise
Riase Material Requisition

Accounts
Use
Use
Use Depot
Raise
Use
Material_Transfer
Use
Use
Material_Return
Use
Issue
Issue
Item
Issue
Issue Process Cost Ledger
2.164
COSTING CONCRETE SLEEPER FACTORIES COSTING – INVENTORY
CostCenter
CC_Id
CC_Name
Material Production
MProd_No Riase
CC_Id
Use Raise
Depot_Id
Ac_Code
Item_Code Accounts Material Requisition
Ac_Code MReq_Id
GatePass_No Use
Quantity Ac_Name CC_Id
Unit_Rate Ac_Code
Remarks Depot_Id
MP_PrepBy Item_Code
MP_ApprovedBy Depot
MReq_Date
MP_IssueBy Depot_Id Remarks
MP_ReceivedBy Use Use Qty_Demand Raise
Depot_Name
Qty_Issue
Qty_Recived
Qty_Accepted
Material_Transfer Qty_Rejected
MTransfer_No Use GatePass
Depot_Id Req_PrepBy
Use Req_ApprovedBy
Item_Code
CC_Id M_IssueBy
Ac_Code M_ReceviedBy
Material_Return
To_Depot_Id
Remarks Use MReturn_No
MT_Date CC_Id
Qty_Demand Item_Code
Qty_Issue Depot_Id
Qty_Received Ac_Code
Qty_Accepted MRet_Date Reason
Qty_Rejected Qty_Received
MT_PreparedBy Qty_Returned
MT_ApprovedBy Issue MRet_PreparedBy
MRet_IssueBy
MRet_ReceivedBy
Issue
Issue
Item
Item_Code
Issue Item_Desc
Class Process Cost Ledger
SubClass
Issue CC_Id
Unit
Depot_Id
Item_Code
Ac_Code
Amount
2.165
COSTING CONCRETE SLEEPER FACTORIES COSTING -
PAYROLL
Start
Attendance Time
Sheet Register
Relevant Time Sheet Info
Costing Process
Process
Data Stores
CSF Cost Ledger
Data Flow Register
2.166
COSTING CONCRETE SLEEPER FACTORIES COSTING - PAYROLL
Proces s Cos t Ledger
Departments
Cos t Types Code
Us e
Us e
Cos t Center
Time Sheet
Us e
2.167
COSTING CONCRETE SLEEPER FACTORIES COSTING - PAYROLL
Proces s Cos t Ledger

Time_Sheet_Code
CC_Code Dept_Code
Departments
Sleeper_Type_Code
Dept_Code Cost_Type_Code
Description Amount
Cos t Types Code

Cost_Type_Code
Dept_Code (FK)
Description
Sleeper Type
Sleeper_Type_Code Us e
Us e
Description
Cos t Center
CC_Code
Description Time Sheet
Time_Sheet_Code (FK)
CC_Code (FK) Dept_Code
(FK) Sleeper_Type_Code
Us e (FK) Cost_Type_Code (FK)
Employe Token No Total
Amount of Wages Rate
Per Hour
Prepared By
Approved By
2.168
COSTING PROJECT COSTING – WORK ORDER PROCESS
Start

Work Order info

Update
Update
Input Input

Process
Data Stores
Data Flow
2.169
COSTING PROJECT COSTING – FIXED ASSETS (DEPRECIATION)
Start
Depreciation
Costing Process
Process
Data Stores

Data Flow
2.170

Accounts Use
Location Code Use
Asset Code Use
Use Use
Use
Use
Revaluation

R/143
2.171

AC_Code Use FAA_No
AC_Code
Description
L_Code
Asset_Code
Location Code
Use FAA_Date
L_Code
Cutodian
Description Amount
Specification_Asset
Core_NonCore
Recommended By
Approved By
Use
Use Use

Disposal_No
AC_Code
Asset_Code
Disposal_Date
Use Asset_Code
Purchased_On
Rep_Req Transfer_No
Remarks Prepared_By
Recommended_By
Approved_By
Revaluation
Revaluation_No
Asset_Code
Revaluation_Date
Location Asset_Code
Remarks L_Code
Core_Non_Core
2.172
COSTING PROJECT COSTING – GENERAL LEDGER
Start
Vouchers
Vouchers I nformation
Update
Process
Relevant Input Data Stores
Data Flow
2.173

Use
Use Use
Accounting Units

Fund Use
Cost Ojects
Use Fund Source
Source
Use

Use Use
Use
Use Gernal Le dge r
Cost Ce nte r
Use Use
Use Use

Use Shop/Unit
Use Use

Workshop Cost
Use
Sub Detaile d Function Use

Train
Factory/HO

Train Type
Major Objects Use

Sleeper Type
Use Update
Detailed Object Update

Use
Update
Update
Minor Object Use Use
Update
Borrowing Bridge
Accounts Payable
Advances
Emp Loans
Update
2.174

Use
Name Description

Use
Use V_Type
AC_Unit_Code
Cost_Obj_Code
Description CC_Code
AC_Unit_Code
Fund Source
Use
Use S_u_Code
Description WS_Code
Mnr_F_Code
S_D_Code
Detail_Ob_Code Use
Use
Mjr_F_Code
Use
Sec_Type_Code
Use
Description Seq_No
V_Date Description
Sub_Code
Use Use Factory/HO
Train_Code Debit
Description Credit
Use
Description
Major Obje cts
Mjr_Ob_Code Use
Use Update
S_Type_Code
Detailed Obje ct
Description Update
Detail_Ob_Code
Use
Description
Update
S_Fac_Dep_Code
Mnr_Ob_Code Use
Use
Description
Description
Update
Borrowing
Bridge
Mnr_Ob_Code
Cost_Obj_Code
Accounts Payable
Update Diesel Shop
Cost_Obj_Code
Advances
Mnr_Ob_Code
Detail_Ob_Code
G_P_Code Mjr_F_Code
Fund_Code Scr_Code
Fund_Code G_P_Code
Debit
Credit
Scr_Code S_D_Code
S_u_Code
Debit
Credit
2.175
COSTING PROJECT COSTING – INVENTORY (CONSUMPTION)
Start
Register

Info
Update
Relevant Input
Process
Data Stores
Data Flow
2.176
Item
Issue
CostCenter Raise
Depot Cost Ledger

Use
Shop
Use
Use
Account Code
2.177
Item
Item_Code Issue
SubClass
Item_Desc
Class
Unit
CostCenter MReq_Id
Raise CC_Id
CC_Id Dept_Id
CC_Name Item_Code
MReq_Date
Location Qty_Issue
Qty_Recived
Work Order No
Qty_Accepted
Shop_Unit
Qty_Rejected
GatePass
Req_PrepBy
Req_ApproveBy
M_IssueBy
Shop
Shop_Code
Description
Shop_Unit
Use
Use
Account Code
Ac_Code
Ac_Name
2.178
COSTING PROJECT COSTING – PAYROLL
Start
Attendance Time
Sheet
Relevant Time Sheet

Info
Update
Relevant Input
Process
Data Stores

Data Flow
2.179
Cost_Center
Duty_Roster
Employee
Employee_BasicHis
Tours
Departments
PostCodes
Designations
Exetive_Pay
Pay_Scales
Veriable_Deductions
Attendance_Summary
Salary_Register
ACC_Unit
Deductions
Allowences
Leaves
Train_Cost_Ledger
Loan_History
Loan_Advice
Employee_Catagories
Projects
Work_Order
Cost Ledger
Loan_Classification
2.180
Cost_Center
Duty_Roster
CC_Code
Duty_Roster_Code
Pay_Code (FK)
His_Date
Allowence_Code (FK)
Amount New_Des_Code
Scale_Code
Veri_Ded_Code
Dept_Code (FK)
Scale_Code (FK)
AU_Code (FK)
Tour_Code (FK)
Ded_Code (FK)
Des_Code (FK)
AU_Code (FK) AB_No
Loan_Code Emp_Code
(FK) Pay_Code (FK)
CC_Code (FK)
Dept_Code (FK)
Scale_Code (FK)
Scale_Code (FK)
AU_Code (FK)
Ded_Code (FK)
Ded_Code (FK)
LoanClass_Code (FK)
Des_Code (FK)
Des_Code (FK)
Allowence_Code (FK)
Post_Code (FK)
Post_Code (FK)
Description
Loan_Amount
Installments
Installment_Amount
Installment_Period
Disbursement_Date
Lev_Code (FK)
Pay_Code (FK)
Pro_Code (FK)
Emp_Cat_Code (FK)
Work_Order_Code (FK
2.181
BUDGET BUDGET
Start
Accounts Preparation of Budget Input Budget Register

Budget Input Form
Store
Fund Allocation
On Approval
Bank Payment / Cash Payment

General Ledger Budget Amount Updated
Information
Updation
Asset Information
Process
Data Stores
Register Data Flow
2.182
BUDGET BUDGET
De partme nt
Use Update Project Type
Grant / Public Account Numbe rs Use
Use De partme nt
Use Budget Re giste r
Fund Account Code

Use
Use Project Cost Type
Use
Cost Ojects
Use
Source
Use Detailed Cost
Gernal Le dge r Use
Object Cost Type
Use
Sub Fund Use
Shop/Unit
Use
Use
Major Function Cost Ce nte r
Minor Function Fixed Asset Addition

Use Section
Use Factory/HO
Use
Detailed Function
Use Section Cost Type
Update
Use
Sub Detailed Function Advances Pe nsion

Use Accounts Payable Diesel Shop Bridge
Emp Loans
Train Use

Use
Update
Train Type
Use
Major Obje cts Update
Use
Update
Sleeper Type
Detailed Object Use
Update
Use
Update
Sleeper Factory De partme nt Update
Minor Obje ct
Use
Use
Borrowing
Update
2.183
BUDGET BUDGET
De partme nt
G_P_Code
Dept_Code
Description
Name
Budget Re giste r
Use
Gernal Le dge r Doc_Date

Accounting Units Use
AC_Unit_Code
V_Type De partme nt G_P_Code
Use Cost_Obj_Code
Depot_Code Dept_Code
Description CC_Code AC_Unit_Code
Use Project Type Description
Sec_Code Fund_Code
Fund Account Code Sec_Type_Code Prj_Type_Code Scr_Code
Fund_Code
Use G_P_Code Use Train_Code Sub_Fund_Code
Description
Dept_Code Train_Cost_Type_Cod Mjr_F_Code
AC_Unit_Code Mnr_F_Code
Fund_Code Cost Oje cts Fund_Scr_Code Use Detail_Code
Source Fund Source
Scr_Code Prj_Cost_Type_Code S_D_Code
Cost_Obj_Code Use Fund_Scr_Code
Scr_Code Sub_Fund_Code D_Cost_Code Use AC_Element_Code
Use S_u_Code
Mjr_F_Code Description Description Mjr_Ob_Code
Description WS_Code
Mnr_F_Code Detail_Ob_Code
Detail_Code Fac_Code Mnr_Ob_Code
S_D_Code Depot_Code V_Type
AC_Element_Cod Obj_Cost_Type_Code Use S_Fac_Dep_Code Use Prj_Cost_Type_Cod Cost_Obj_Code
Sub_Fund_Code
Mjr_Ob_Code Obj_Cost_Type_Code CC_Code Sec_Code
Detail_Ob_Code Sec_Type_Code
Mnr_Ob_Code Dept_Code Train_Code
Use Use Detailed Cost Train_Cost_Type_Cod
Mjr_F_Code CC_Code Fund_Code Prj_Type_Code
Description Fund_Scr_Code
Description Sub_Fund_Code Use Description Prj_Cost_Type_Code
Mjr_F_Code D_Cost_Code
Use Detail_Code Shop/Unit
S_D_Code S_u_Code S_u_Code
Description Description AC_Element_Code WS_Code Fac_Code
S_Type_Code
Detailed Function Detail_Ob_Code S_Fac_Dep_Code
Detail_Code Use Use Works hop Cost
Sec_Type_Code Obj_Cost_Type_Code
Description V_No WS_Code
Use
Description Seq_No Amount
V_Date Description
Sub_Code
Use Use Factory/HO
Train_Code Debit Credit
Cheque_No
Description
Description
AC_Element_Code Use Train Type Update
Description Use
Train_Cost_Type_Code
Description
Major Obje cts
Mjr_Ob_Code Use Fixed Asset Addition
Use Update
S_Type_Code
Detailed Obje ct
Description Update
Detail_Ob_Code
Use
Description
Update
S_Fac_Dep_Code
Mnr_Ob_Code Use
Use Description
Description
Update
Borrowing Bridge
Mnr_Ob_Code
Cost_Obj_Code
Accounts Payable
Update Diesel Shop
Cost_Obj_Code
Fund_Scr_Code Mnr_Ob_Code Advance s
Mnr_Ob_Code Mjr_Ob_Code Cost_Obj_Code
Detail_Ob_Code
AC_Element_Code CC_Code Scr_Code Mnr_F_Code Mnr_F_Code Mnr_F_Code
Detail_Ob_Code Fund_Code G_P_Code Fund_Code Fund_Code
Mjr_Ob_Code Detail_Ob_Code Detail_Ob_Code Scr_Code Detail_Ob_Code
G_P_Code Mjr_F_Code
G_P_Code Fund_Code Detail_Ob_Code Fund_Scr_Code
Fund_Code Scr_Code
Fund_Code Debit G_P_Code
Mnr_F_Code Credit Debit Debit
Debit
Cedit Mjr_F_Code Credit Credit Debit
Credit
Scr_Code S_D_Code
S_u_Code
Debit Credit
2.184
HUMAN RESOURCE HUMAN RESOURCE
Start
List of Vacancies
(DAOs / SAOs / DSs /
MDs / SRPs / POs
prepare and forward)
FA & CAO-PR / CPO /

-NOC is obtained from IG Police -List of vacancies at
Establishment Division (collects and forwards for headquarters is prepared by
before recruitment approval from Ministry of CPO
Railways)
Advertisement -Selection committee is

in three (3) daily constituted for recruitment
newspapers purpose
Applications on plain
papers from applicants
alongwith required
documents
Detail of applicants is
entered in application
register for consideration
of eligibility criteria
Selection Committee / FA & CAO-PR

/ IG Police / DS / MD / CPO Offices
(scrutinize and inform the applicants
through registered post)
Physical
Is recruitment for
Yes Measurement Cleared End
Police Dept.
Test No
Yes
No
Physical
Endurance Test
BS 01 to 04 BS 05 to 10 BS 11 BS 17
Through Public
Service
Commission
Question papers for (PSC)
written tests
prepared by Cleared
concerned officials Yes
Papers checked by No
Solved papers 1.Concerned DSs / SAOs / SRPs
deposited with / PDs / POs
admin section 2.Selection Committee End
3.Nominated Officers
Candidate
No End
passed in test
Yes
Called for
interview
2.1
2.185
2.1
Interview by
committee
Selected in
No End
interview
Yes
Medical Test of
each candidate by
professional staff
Cleared No End
Yes
Training of employees of BS 01 to
04 will be conducted after
appointment by: Is recruitment
-PWIs for BS 01 to 04
-IOWs
-BLIs
No
Training will be conducted

Training separately for:
(at Walton Training -Police
Academy) -Accounts
-Executives
Yes
Successful
No End
completion
Yes
Appointment
Letter to -No prescribed format is
successful used for appointment
letter
candidates
2.1.1
2.186
2.1.1
Joining report
Allotment of
employee number
and issuance of
Employee Card
Start of probation -No deduction is made in
period respect of GP fund,
(ranging from 6 Welfare fund and B.fund
months to 1 year) during probation period
Service / personal
record of each
List of persons Application on
employee is
appointed prescribed form for
maintained
(by respective Railway cards of
(by personnel branch /
head) dependents
admin section)
Accounts Officer / IT Application is Distribution of copies

(update the register and attested by the For BS 16 and above For BS 01 to 15 as follows:
Personal file History of Service
allot the employee respective head of Service book -official use
number) department -employee use
DGM office
Intimation regarding 01- IT section for Documentation Recording
collects and verify
allotment of payroll generation the correctness of
employee number 02- Respective office
information
Payroll data
End
Intimation to GPF Railway

section Dismissal /
Cards issued
On completion of Leaves Promotions inquiry / Transfers
to the
probation period reinstatement
employee
3.5 3.1 3.2 3.3 3.4

End
Special
appreciations /
awards recorded in Retirement / Training /
Employee benefits
personal files / pension Courses
history of service
3.8 3.7 3.6

End
2.187
3.1
Employee
(Gazetted / Non
Gazetted) will
apply for leave on
prescribed form
For Other Leaves For Casual Leave
Application For
Leave Application For
Genl. 59 Casual Leave
Genl. 60 Revised
Approval of LFP will be as follows:

For gazetted staff (subject to verification of DGRA)
-CPO / DS in case of executives Authorized officer
-FA & CAO / DAO in case of accounts will approve the
-IG in case of police application
For non gazetted staff

-Dy.CPO / Office head in case of exectives Leave marked on
-DAO / office head in case of accounts attendance
-SRP in case of police
register/time sheet
(by time keeper/
Sanctioned leave
admin section)
application
Gazetted employees
Non Gazetted employees
Monthly Attendance
Report -No Monthly attendance
(all type of leaves report in case of workers on
will be mentioned) hourly rate
Summary of
Attendance /
Time Sheet
Establishment Respective
Personnel / Deputy Director
Gazetted (EG) division /
Accounts office FIS / MIS
department accounts office
(in personal file of (Entry in the
(for updation of (for updation of
employee) payroll system)
leave record) leave record)
Obsolete
Data relating to leaves
Leave module will

update the leave
balance of each
employee
2.188
3.2
Accounts Officer /
Confidential prepares and
forwards various documents
for approval
Notification Combine seniority Comparative

regarding List of vacancies Comparative
list of employees Performance
retirement / and detail of analysis of mojor Clearance certificate
eligible for Evaluation analysis
resignation of departmental cadre personal traits
promotion (CPE) / ACRs
officers
Senior Accounts Officer /

Admin collects and then
proceeds for approval of
DPC meeting through FA
& CAO / PR
Approval from member

finance regarding constitution
of DPC and holding of
meeting is forwarded to the
FA & CAO / PR
Working papers contains

Dy. CAO / Co-ord prepares -Detail of vacant posts
and forwards working paper -Evaluation of eligible officers as
for DPC meeting per ACR and CPE analysis
Minimum criteria for promotion

-at least 3 good ACRs/PERs in last 5 years
-there should be no adverse remarks in last 5 years ACRs/
DPC meets to consider the
PERs
promotion case
-No penalty awarded during last 5 years
-No disciplinary proceeding /action/case in court of law
pending against officer
Minutes of meeting
(prepared by Dy. CAO /
Co- ord)
Documents are forwarded to

Following documents are attached
JD / F&B (MOR) for
-Minutes of meeting
approval of Chairman /
-Two sets of working papers containing
Secretary (Railways) under
relevant documents
the authorization of FA &
-ACRs of officers
CAO / PR
Notification of promotion by Office order regarding

Ministry of Railways promotions is circularized on
(Railway Board) to FA & End
the basis of notification to all
CAO / PR concerned by FA & CAO /PR
2.189
3.3
Misconduct /
Corruption by the
employee
F.I.R Charge sheet / 01- Dy. CAO / GB

by the Railways report 02- Respective Head of
Police Station by Vigilance Department
Directorate
Employee Dy. CAO / GB

statement under (considers the case
oath and appoints
Inquiry Officer)
Show Cause Notice

(Genl. 225)
Criminal by Dy. CAO /
proceedings against GB
the employee (For Departmental
Inquiry)
Inquiry Officer
Accused employee
receives copy of
Court decision on receives the notice
notice for
the case under
departmental
acknowledgement
inquiry
Reply of show Inquiry Report Inquiry report consists of

End cause notice and followings:
alongwith reply is
questionnaire of forwarded to Dy. - Brief history of the case
inquiry officer CAO / GB - Proceeding of the inquiry
- Findings / suggestions
1.2
1.1
Findings
Released from
favourable to Yes
charge
employee
No
Show Cause Application for

After approval Accused employee Notice reinstatement and
Found guilty of (on penalty of
personal hearing is reply to show cause regularization of
1.1 misconduct /
conducted at FA & notice and request for dismissal from period by the
No corruption
CAO / PR office personal hearing service) employee
Yes
Personal hearing
Distribution of copies of dismissal order is as follows: by competent
- Employee authority
- Respective Divisional Head
Dismissal Order - Pension section
- GP Fund section
Order of competent
- Joint Director / F & B
authority for
- Personal file of employee
reinstatement and
regularization of
period
3.3.1
End
2.190
3.3.1
Employee receives
the order under
acknowledgement in
witness of respective
head
Appeal to
Appellate No End
Authority
Yes
Appeal alongwith
other documents to
the respective head
for onward
submission to FA &
CAO / PR
FA & CAO / PR
collects and forwards
the appeal to
Appellate Authority
Decision / Order Copy to:

of Appellate - FA & CAO / PR
Authority on - Employee
appeal - JD / F & B
- Personal file
Letter to
employee for
In favour of return of
No
employee
employee card
Yes
1.2 Appeal to Federal

No End
Service Tribunal
Yes
Appeal through
any advocate of
high court by
employee
Para wise
Judgement by comments by
End Favourable Court respondents to
No
to employee the court
Yes
1.2
2.191
3.4
Transfers (Division to
Division or Branch to
Branch)
On request of Through office

employee(s) order
Proposal for
Application for transfer transfer of class III
(to the DS / DAO / and IV staff
Head of department)
BS 05 staff in contact
Less than two
On promotion No year stay with public with less
No than 3 year service
DS / Head of
department
collects and
Yes
forwards with
recommendations
Personal approval of
Dy.CPO / DS / Head Yes
Yes of department
FA & CAO / CPO
/ DPO / IGP
receives and No
considers the
transfer
Transfer orders by
Transfer orders by
Divisional Office
Mutual exchange For vacant post Headquarters
(categories not
Office
controlled by HQ
Expenses of
transfer borne by -Relaxation may be Approval of the
Is post vacant?
employees and no given by the CPO / FA & CAO
joining time competent authority
allowed
Yes
No
Appeal under the

End
End Acceptable to approval of DS
No
employee (forwarded to HQ)
Transfer orders
alongwith Last Pay Yes
Certificate (LPC)
to the respective
office Before relieving
staff Decision of the
(consent of the Headquarters
division and office after
approval of the consideration of
Headquarters) the case
No
Free passes for Grant of leave

transport of luggage (joining time) with In favour of
etc. at discretion of prior approval of employee
authorized officer respective head
Joining report by
employee in new
End Yes
office / department
End
2.192
3.5
GP fund section
-Intimation is given to payroll
allot account
section (IT) for deduction of
number to the
monthly subscription
employee
Pay slip showing

monthly
-Interest is calculated on outstanding subscription,
balance annually at the rates notified Entry in the advance out of GPF
by the GOP and credited to GPF and recovery of
employee’s account Ledger advance
Statement of GPF
Journal slip of interest Nomination by account annually to
is forwarded to book employee on the the employees under
section prescribed form acknowledgement
for payment of
GPF balance
End End
Nomination kept
in lock and key -In case of death of employee,
and reference is balance of GPF is paid to the
given in employee person so nominated
ledger
Within six months

before retirement
application from
employee to
respective office
Payroll (IT) section stop

deduction of monthly
subscription
Head of Department
intimate the GPF section
regarding termination /
retirement of employee
Date and cause of

termination of
service are
mentioned in
employee ledger
Employee account is
closed and
transferred to the
List of Closed
Accounts
Application (Genl Following documents will be

96) by employee to attached with the application:
executive office / -Copy of CNIC
respective head -Retirement Notice
-Copy of Railway Employee Card
3.5.1
2.193
3.5.1
Executive office /
respective office gets
it verified from
accounts office and
forwards to Fund
Section
Calculation of
interest and GP fund
balance is checked
for last 20-25 years
C.A. 35 (Pay
order) is prepared
by fund section
Register of bills
(CO 6) allotment
of AB No.
Summary of Bills
Passed
(CO 7)
Cheque Section
Cheques -Payment of GPF is noted on

End Concerned Party Cheque the List of Closed Account
Requisition
State Bank of
Pakistan Cheque register /
-One copy Retained Updated CO7
Prepares and form 1
by Office (Cheques Detail)
forwards Debit (3 Copies)
Scroll on the basis
of Cheques
Central Books
Payment Voucher
Section
(Headquarters)
Assistant Chief
Cost Accounts
1 Officer
Bank Payment (for Codification)
Voucher
Approval from
Deputy Chief
Accounts Officer
Deputy Director
FIS / MIS
(Entry in the
Accounting
System)
End
2.194
3.6
Accounts Executive Police

Department Department Department
3.6.1
-Members of various categories of Nomination of Followings will not be eligible for exams:
Class III Establishment of staff for training is Exams for promotion
-Employees with less than one year service
Accounts Department of Pakistan made by General from UDC to Head
-Employees already appeared three times in the
Railways Branch Clerk and SCC to
exams (except at the discretion of CPO for
are eligible Head Commercial
fourth attempt only)
Clerk
Lectures are be conducted by

-Precis and drafting
delivered by the the Chief
-Subjects dealt with the particular branch
competent Personnel Officer
-General rules and procedures
officers upto the (CPO)
level of BS - 19
Papers will be set

Course - II Course - Course - at Headquarters
(6 months) III (3 IV (3 and sent to
months) months) different centres
-For staff who have not passed
S.R.A.S Examination -For staff who have not passed -For newely recruited staff with
Appendix II - A Examination less than one year service
More than 40% More than

marks in each 50% marks in No End
No subject any subject
Yes
Yes Yes
Viva voce test by Particular subject

the Board will be exempted
nominated by the in subsequent
CPO examinations
Qualify the
exams End
No
Yes
Promoted to next
higher grade on
occurrence of
vacancy
End
2.195
3.6.1
For Assistant Sub

Inspectors (ASIs) For Constables
Probationers
Recruit Course -At Police Training School,
School Course
(after Walton or any other Police
(after
appointment) Training Centre
appointment)
40% marks in
Qualify the Qualify the Fail in more
No 1 No No aggregate in
course course than 2 subjects
other subjects
Yes
Yes
Yes Yes
14 days notice of Only one repeat
termination to chance is
employee No provided to
A - Prosecution Work (3 months)
Have to undergo Standby Guard appear in next
B - Police Line Working (1
the four (4) duty for 12 examination
month)
courses months
C - Attachment with SP Office (2
months) D - Working of Police Station (6
months)
Qualify the Both conditions

Yes Minimum 3 yrs
course service upto age must be fulfilled End
No
of 32 yrs to become eligible
for exam
No
Will be considered
for promotion as Yes
3 Sub Inspector(SI) on
2
seniority cum fitness

Eligible for
basis
promotion List-A
and List-B exam
Promoted as Sub
Inspector subject - Their names are placed on
to the approval of promotion List-E
DPC
Exams will be
conducted under -Question papers prepared by
the supervision of DIG and approved by IGP
SRP
Nominated for
Upper School
Course upto the
age of 50 yrs
Nominated for
Qualify both Lower School
exams Yes Course on merit
of B-1 exam upto
age of 35
Qualify the No
course No 2 2
Only one repeat

chance is 40% marks in Fail in more
provided to Yes aggregate in No than 2 subjects
Yes
appear in next other subjects
examination Yes Qualify No 2
Promoted as
Inspector subject to
the approval of DPC End No Yes
and place on
promotion list-F - Drill Instructors posted in Promoted as Head
Training School, Walton for Constable Constables with good 1- Drill Instructor Course, OR
maximum period of 5 years (List C- service record are 2- Any two of the followings:
I) placed on List C-II -Tear Gas Course
with the approval of -Weapon Training Course
DIG -Section Commander Course
Qualify the
No 2
advance course
Head Constables
deputed for Successful
Intermediate Yes completion of
Yes School Course upto course
45 yrs age
Promoted as DCP No
subject to the
approval of DPC Successful
completion of No 2 End
course
End Yes
Promoted as ASI
based on seniority
3 cum fitness criteria - After qualifying their names are
and clearance by placed on List-D
DPC
2.196
3.7
Free Medical Facility Free Travelling Facility
Application on
Medical card / file is
prescribed form
prepared on
-All permanent employees are to respective
presentation of CNIC
entitled for free medical facility office / head of
and Railway
deparmtent
Employee Card
Prescriptions by Respective office /

medical officer / head of department
specialist on the collects and forwards
card / file to AO / APO Pass
Prescriptions by Entitlement is
medical officer / checked from
specialist on the Employee Free /
card / file Privilege Pass Card
Medical card / file is

presented to Employee
No End
dispenser for entitlement
medicine
Yes
PTO / Free /
Privilege Pass 1- Employee
No Stock issued to 2- Office use
available
employee
Yes
Reservation at Paper Ticket issued

Copy of prescriptions Entry will be made 1- Employee
station / reservation by booking clerk /
of medical officer / on medical card /
office is made on the station master on the 2- Office use
specialist submitted in file and stock
basis of Paper basis of PTO 3- Book section
CM & HO office register
Ticket / Free Pass (3 copies)
Outside purchase is
made by this office
End
(only for gazetted
employees)
2.197
3.8
Application / Three
months notice thru
H.O.D for retiring
pension
Personnel/HR
Department
Superannuated or 25
End
years Service
No
Yes
Service Card / After acquiring

Service Book / -Pension papers / Form 30
G-197 -Last pay Certificate
Pension Section
Prepares Precis /
C&R
Calculation of ½
commuted portion
of pension on the
basis of age of
employee
AO Pension
approves the
amount of
commutation
-Pension Payment Order (Disburser Portion) forwarded to Concern DPM / NBP / SM

Preparation of pay
order, PPO
-Pension Book forwarded to Pensioners
Pay Order of
Commutation
Register of bills
(CO 6) allotment of
AB No.
Summary of Bills
Passed
(CO 7)
Cheque Section
Proposed Redundant
Proposed document 3.8.1

flow
2.198
3.8.1
Cheques Cheque Requisition

End Concerned Party
State Bank of
Pakistan Cheque register /
Updated CO7
Prepares and form 1 One copy Retained (Cheques Detail)
forwards Debit (3 Copies) by Office
Scroll on the basis of
Cheques
Central Books
Section Payment Voucher
(Headquarters)
Bank Payment
Voucher
1 Accounts Officer
(for Codification)
Approval from
Deputy Chief
Accounts Officer
Deputy Director
FIS / MIS
(Entry in the
Accounting System)
Proposed Redundant
Proposed document End

flow
2.199
Start Start
Pay order (Prepared

by Pension Section)
for disbursement of
Payment From
pension thru NBP/
Station Earnings
DPM
Thru Station Master
Cash Remittance Register of bills

Note alongwith CO 6
Pension Payment (allotment of AB
Vouchers number)
Traffic Accounts Summary of Bills

Branch, Lahore Passed
(preparation of (CO 7)
transfer certificate)
Transfer Certificate
Cheque Section
along with paid
voucher
Relevant Accounting Journal Voucher

Cheque Requisition
Unit
(for posting in
Treasury Register)
Concern National Updated CO7

Cheques Payment Voucher
Bank of Pakistan / (Cheques Detail) 1
Payment Voucher Divisional Paymaster
State Bank of Cheque register /

Pakistan Prepares form 1 One copy Retained by
and forwards Debit (3 Copies) Office
Scroll on the basis of
Cheques
Accounts Officer
(for Codification)
Central Books
1 Section
(Headquarters)
Codified Voucher
Bank Payment
Voucher
Approval from
Deputy Chief
Accounts Officer
1
Proposed Redundant
Deputy Director
FIS / MIS
(Entry in the GL /
subsidiary scheme)
End
2.200
HUMAN RESOURCE HIRING
Start
Preparation of Sanctioned Sanctioned

Sanctioned Input Register
Strength Form
HR
Department Update with Revised
Sanctioned Info Sanctioned Data
want to Revised
Preparation of Physical
Revised Measurement Test
Sanctioned
Strength Form
Test Result Input
Physical
Vacancy Register Measurement Physical
Register
Vacancies
Vacancy Information
On Clearing Physical
Measurement Test
Preparation of Advertisement
Advertisement Ability Test
Advertisement Input Register Ability Test Result Input
Form
Applicants Not Required

Physical Measurement Test
Applicants Ability Test

Applicants Personal Applicant Info
Personal Information Input Register
Register
Information
Forms
Applicants
Cleared Test
Interview
Selected candidates
Test Results
Input
Medical Test Medical Test

Register
Medical Results Info
Training Result
Input
Training (at
Walton Training Result
Academy)
Register
Successful applicants
Process
Data Stores
Data Flow
Appointment Appointment
Letters Issuance Register
2.201
HUMAN RESOURCE HIRING (CONTINUED)
Issuance of
Employee
Identification No
Allotted Candidates Info
Employee Joining Employee Joining

Info Input Information Register
Employee
Registration
Employee join
confirmation info & allot
permanent Employee ID
Employee Employee Card

Preparation Of
Employee Card On completion
of probation
On Completion Employee
of probation Dependencies
Info Input
Employee Pay Preparation Of
Scale Input
Employee
Preparation of Dependents Card Employee
Employee Pay Dependents
Scale On Employee Account
Register
Pay Scale Register Allotment
Annually confidential
information
Prepration of GP
Annual Confidential Confidential Preparation of Fund Ledger
Register Information Annual
Confidential
Report Fund Input
GP Fund Ledger
Register
Awards / Certificate Awarded Employee

Register Info input Awards/ Update from Payroll
Certificate
Updating
Process
Pay roll information

Data Stores
Data Flow
Pay Roll Register
2.202
HUMAN RESOURCE PROMOTION
Start
HR
Department
On the basis of
promotion exams
On the basis of seniority List
& retirement of officers
Constitution &
Meeting Info Input Meeting Information
Promotion Constitution &
Register
Exam Meeting of DPC
Exam Results Input

Meeting Information
Promotion Exam
Result Register
DCP Decision DCP Decision
DCP Input Register
Decisio
n
Qualify Employee
Information
Promoted Employee
Promotion Information
Notification
Process Data Update Employee

Status
Stores Data
Employee Personal
Flow Information Register
2.203
HUMAN RESOURCE MISCONDUCT/CORRUPTION
Start
Investigation Charge Sheet Charge Sheet

Preparation of input Register
Charge Sheet
HR
Department Charges
Information
Lodgment of Inquiry officer Inquiry officer

F.I.R Appoints info Input information Register
Inquiry officer
Inquiry Cause
information
FIR Information
Register Preparation of Show cause
Show Cause Notice Input
Show Cause
Notice Register
Required Info
Court Decision
Results Input
Reference of
show cause
Court Reply Show

Decision Show cause
Cause Notice Reply Input
Show Cause
Information
Update Employee
personal Information
Preparation of
Employee Personal Inquiry report
Inquiry Result Input
Inquiry Result
Register
Favorable to Employee & Not Favorable

Released from charges to Employee
Dismissal
Preparation of Input Dismissal Register
Dismissal order
Reinstatement
Dismissal
Reinstatement
Information
Reinstatement Hearing person Appeal information

info input Register
Register Appeal hearing
Process
Appeal Info
Data Stores
Data Flow Update Result Input

Appeal Results
2.204
HUMAN RESOURCE TRANSFER
Start
HR
Department
Transfer notification
Information
Preparation of
Transfer Order
Transfer Order
Input
On the basis of Transfer Order

Transfer Order Register
Transfer Order
Employee Information
Appeal
Employee Appeal
Employee Appeal Information
Approval
Register Not in favour of
employee
Preparation of
End Relieving Report
Relief Input
Process
Relieving Register
Data Stores
Data Flow
2.205
HUMAN RESOURCE TRAINING
Start
HR
Department
Nominated Staff Nomination

Nomination of Info Input Information Register
staff
Staff Information
Staff courses
Information
Commencement
Of Courses
Training Course
Register
Course Completion
Information
Process
Data Stores Update Training

Course Result
Data Flow Completion
2.206
HUMAN RESOURCE PENSION
Start
HR
Department
Employee Personal
Employee information
In case of Death
Apply for family of Employee
Retirement
Pension
Retired Employee
Information Input Process
Data Stores
Update employee
Death status Pension Register
Data Flow
2.207
HUMAN RESOURCE TRAVELLING
Start
HR
Department
Application for
Free Tickets
Approval
approved
Issuance of
Tickets
Issuance Tickets
Process
Info Input
Data Stores
Employee traveling
Register Data Flow
2.208
Sanctioned Employee Dependencies

Employee Card
Vacancy
Ability Tes t
Confidential Regis ter
Advertis ement
Applicant Info
Phys ical Tes t

Medical Tes t Appointment Joining Information
Training Res ult
GP Fund Acomudation
Pay Scale
2.209
Decis ion Regis ter
Comitie Information
Employee Info
Promotion Res ult
2.210
Charge Sheet
FIR Regis ter
FIR Res ults
Show Cuas e
Dis mis s al Regis ter
Appeal Hearing Pers on

Inquiry officers Regis ter
Appeal Res ults

Inquiry Res ults
2.211
Trans fer Order
Appeal Regis ter
Relieving Regis te
2.212
Cours e Regis ter
Nomonation Regis ter
Training Res ult
2.213
Pens ion Regis ter
2.214
Vacancy Confidential Regis ter

Sanctioned Employee Dependencies
Doc_No Employee Card Doc_No
Doc_No Dep_Card_no
Card_No Doc_Date
Doc_Date
Date Date_Issue Applicant_no Emp_Id
Ac_Unit Designat ion category
Issue_Date Apprisal
Depart ment
Job_Tit le App_Recive_Date
BPS Joing_Date
Sanc_strength
min_qualificat ion
Age_Limit Applicant Info Ability Tes t
Pay_scale current Advertis ement Applicant_no
Applicant_no
proposed Doc_No
increse Doc_No Name Date
temp_perm Start_Date Father_Name Results
reason End_Date Job_Applicat ion
Prepared_By No_of_vacancies BPS
Checked_By DOB
Approved_By Education
Entered_By
Appointment
Phys ical Tes t
Medical Tes t Applicant_no
Doc_No Joining Information
Doc_No App_Date
Applicant_no Applicant_no
Doc_Date status
Doc_Date Name Join_Date
Applicant_no
Result Designat ion Doc_No
Emp_Id
Training Res ult

Doc_No GP Fund
Doc_Date Emp_Id
Applicant_no Date
Account No
Pay Scale
Doc_No
Doc_Date
Emp Id
Scale Acomudation
Doc_No
Doc_Date
Catgeroy
Remarks
2.215
Comitie Information
Doc_No
Decis ion Regis ter
Doc_No (FK) Doc_Date
Meeting_minutes
Doc_Date Names
Emp_Id Add_By
Remarks Add_On
P_Status Edit_By
Edit_On
Promotion Res ult

Doc_No (FK) Employee Info
Doc_Date Doc_No (FK)
Emp_Id Doc_Date
Ex_Result Emp_ID
Add_On Promote_Term
Add_By Promote_Status
Edit_On
Edit_By
2.216
FIR Res ults FIR Regis ter

Doc_No Charge Sheet
FIR_No
Doc_No
FIR_Date FIR_Date
Emp_Id Emp_Id Doc_Date
Results Charges
FIR_No Emp_Id
Show Cuas e
Doc_No
Doc_Date
Dis mis s al Regis ter Cause
Doc_No
Doc_Date
Emp_Id
Order
FIR_No
Appeal Hearing Pers on
Doc_No Inquiry officers Regis ter
Doc_No
Doc_Date
Person_Name Appeal Res ults Date
Emp_Id Officer_Name Inquiry Res ults
Doc_No
Emp_Id Cause
Doc_No
Date
Emp_Id Date
Rsults Results
Emp_Id
2.217
Trans fer Order

Doc_no
Doc_Date
Emp_id
Transfer_From
Transfer_To
Add_On
Appeal Regis ter
Add_By
Doc_no Edit_On
Doc_Date Edit_By
Reason
Add_By
Add_On
Edit_By
Edit_On
Relieving Regis ter

Doc_no
Doc_Date
Emp_Id
fund passes
leave
Add_By
Add_On
Edit_By
Edit_On
2.218
Cours e Regis ter

Doc_No
Emp_Id
Doc_Date
Description
Remarks
Duration
Nomonation Regis ter

Doc_No
Doc_Date
Emp_Id
Training Res ult
Doc_No
Doc_Date
Emp_Id
Results
Course
2.219
Pens ion
Regis ter
Doc_No
Emp_Id
Doc_Dat
e
Descripti
on
Remarks
Status
Category
Bank_D
etail
2.1
ANNEXURE 3
HARDWARE DESIGN DOCUMENT
(Details to be supplied in association with I.T Directorate)
2.2
Installation Certificate
Date: [ insert: date ]
Loan/Credit Number: [ insert: loan or credit number from IFB ]
IFB: [ insert: title and number of IFB ]
Contract: [ insert: name and number of Contract ]
To: [ insert: name and address of Consultant ]

Dear Sir or Madam:
Pursuant to Technical Requirements of the Contract entered into between yourselves and the
[ insert: name of Purchaser ] (hereinafter the “Purchaser”) dated [ insert: date of Contract ], relating
to the [ insert: brief description of the Information System ], we hereby notify you that the System (or a
Subsystem or major component thereof) was deemed to have been correctly installed on the date
specified below.
1. Description of the System (or relevant Subsystem or major component: [ insert: description ]
2. Date of Installation: [ insert: date ]
Notwithstanding the above, you are required to complete the outstanding items listed in the
attachment to this certificate as soon as practicable. This letter shall not relieve you of your obligation to
achieve Operational Acceptance of the System in accordance with the Contract nor of your obligations
during the Warranty Period.
For and on behalf of the Purchaser
Signed:
Date:
in the capacity of: [ state: “Project Manager” or state the title of a higher level authority in the
Purchaser’s organization ]
2.3
Annexure-3 (Hardware Design Specification Guidelines
INTRODUCTION
01. The purpose of this document is to provide a hardware systems specifications

consideration for implementation document that will lead to the implementation of infrastructure
to run the proposed Pakistan Railways Financial Information System / Management Information
System.
01.1 The scope of this document covers:
 Systems and Infrastructure specifications at Pakistan Railways Headquarters, Information

Technology Directorate.
 Systems and Infrastructure specifications at Pakistan Railways Divisional Headquarters,
Accounting Units, Offices, etc.
 Infrastructure connectivity between Pakistan Railways Headquarters and Divisional
Headquarters Main Store Depots.
This document has been prepared to provide guidance for the software designer & Developer
only.
SYSTEMS OVERVIEW
02. Systems within Pakistan Railways Headquarters will conform to N-Tier Architecture.
The main components of this design will be:
 Front End Systems

 Local Area Network / Wide Area Network Peripherals
 Application Servers
 Internet Servers
 High Speed Local Area Network Peripherals
 Database Servers
2.4
02
.1 Pakistan Railways Headquarters FIS / MIS proposed infrastructure is given in the
accompanying Table “A”:
Table “A”
PAKISTAN RAILWAYS HEADQUARTERS

FIS / MIS Proposed Infrastructure
INTERNET
FIREWALL
DIVISIONS LINKED ON
WORKSTATIONS FIXED DIGITAL LINES
AT VIA PTCL DXX
INTERNET HEADQUARTERS
SERVER Router / Modem
Wide Carriage Printer
LOCAL AREA NETWORK
Laser Printer
APPLICATION
SERVERS
HIGH SPEED DATA CENTER LAN
Wide Carriage Printer Laser Printer
DATABASE
SERVERS
2.5
02.2 Systems within Pakistan Railways Divisional Superintendents (DS) Office: The main
components of this design will be:
 Printers
02.3 Pakistan Railways Accounting Units FIS / MIS proposed infrastructure is given in the
accompanying Table “B”:
Table “B”
PAKISTAN RAILWAYS ACCOUNTING UNITS

FIXED DIGITAL LINE TO Laser Printer

PAKISTAN RAILWAYS
HEADQUARTERS Router / Modem
VIA PTCL DXX CIRCUIT
LOCAL AREA NETWORK
WORKSTATIONS
2.6
02.4 Systems within Pakistan Railways Accounting Units and Main Stores Depots: The main

 Printers
02.5 Pakistan Railways Stores Depot FIS / MIS proposed infrastructure is given in the
accompanying Table “C”:
Table “C”
PAKISTAN RAILWAYS MAIN STORES DEPOT


PAKISTAN RAILWAYS
LOCAL AREA NETWORK
WORKSTATIONS
ASSUMPTIONS AND DEPENDENCIES
03. The following dependencies will be considered:
 All Data Center Systems will be fully compliant for high availability
 Server Operating systems will be Linux/Unix
 Database Servers will be fully compliant with RMBDS Data base
2.7
GENERAL CONSTRAINTS
Total Number of Users : 150

Number of Concurrent Users : 125
Uptime Requirements : 24/7
04. The functions to be performed by the Financial Information System / Management

Information System (FIS / MIS) are:
 General Ledger
 Costing
a. Rail Costing
b. Workshops Costing
c. Factories Costing
i. Carriage Factory Costing
ii. Pakistan Locomotive Factory Costing
d. Concrete Sleeper Factory Costing
e. Project Costing
 Accounts Payable
 Accounts Receivable
a. Accrued Earnings
b. Advances to Others
 Inventories / Stores
 Purchases
 Fixed Assets
 Payroll
a. Employee Loans / Advances
 Foreign Loans / Suppliers’ Credit
 Budget
 Human Resource
SYSTEM SPECIFICATIONS
05. The proposed Financial Information System / Management Information System will run
on infrastructure that will be setup at Pakistan Railways Headquarters, Lahore.
05.1 The software will be designed and deployed on an N-Tier approach, with the main server
components staged at the Pakistan Railways Headquarters, IT Directorate and accessible through
a web based front end. This will enable the front end application to run within a browser.
2.8
05.2 The proposed infrastructure solution will include the following main components:
SERVERS
05.3 Servers will conform to the following minimum specifications (both application servers
and database servers):
Processors --------------------------------
Microprocessor type --------------------------------
Memory --------------------------------
Operating systems ----------------------------------------
STORAGE AREA NETWORK (SAN)
All server systems are required to be stateless, booting from SAN.

Number of Drives ---------------------------------
Capacity --------------------------------------
Storage Expansion Options
--------------------------------------------
Host Interface ------------------------------------------------
Supported Operating Systems --------------------------------------------------------
Clustering Support --------------------------
Availability -------------------------------------
Thin Provisioning Support ---------------------------------

Snapshot Support ----------------------------------
Replication Support -----------------------------
Management ----------------------------
2.9
WORKSTATIONS
05.4 The number of workstations required is given in the accompanying Table “D”.
Workstations will conform to the following minimum specifications:
Processors -----------------------------------
Microprocessor type ----------------------------------------
Memory -------------------------------------
Hard Disk ---------------------------------------------
Operating systems --------------------------------------
Monitor -------------------------------------------
Keyboard & Mouse --------------------------------------------
SWITCHES
05.5 The number of LAN Switches required is given in the accompanying Table “D”. Data
Center Switches must provide the following features as a minimum and be capable of 10G
connectivity:
 High-Availability Services
 QoS Services
 Scalable, Multi-Device Management Services
 Multicast Services
 Security Services
ROUTERS & FIREWALLS
05.6 Enterprise level routers and firewalls, with the following general capabilities:
 Implements flexible hierarchies
 Supports over 100,000 queues
 Allows all queues to have a minimum, maximum, and excess bandwidth with priority
propagation
 Supports thousands of sites
 Supports over a hundred IPsec tunnels
 Offers up to 8-Gbps encryption performance and up to 12-Gbps noncryptographic
throughput support
 Provides firewall performance of 5 to 20 Gbps at time of first availability, depending on the
embedded services processor
 Offers high-speed logging of a minimum 40,000 sessions per second
2.1
0
PRINTERS (LASER)
05.7 The number of Printers (Laser) required is given in the accompanying Table “D”. Laser
Printers, with the following general capabilities:
 With Network card

 Black (normal): Up to 30 ppm
 Monthly duty cycle: Up to 25,000 pages
 Recommended monthly print volume: 500 to 2500 pages
 Paper trays: 2 (1 plus 50-sheet multipurpose input tray)
PRINTERS (WIDE CARRIAGE)
05.8 The number of Printers (Wide Carriage) required is given in the accompanying Table
“D”. Printers, with the following general capabilities:
 24 – PIN Wide Carriage

 136 columns
 Direct Network capable
 680 cps.
 Parallel Port connectivity
LOCAL AREA NETWORK
05.9 All High speed Data Center LAN (Pakistan Railways Headquarters) components will be
10 Gigabit per second. (Table “A”)
05.10 All Divisional level and LANs outside the headquarters will be at 100 Megabit per
second. Please refer to Table “A” and Table “B” for the number of workstations that are to be
supported by the LANs. (Table “B”, Table “C”).
2.1
1
Table “D”
Accounting Unit / Office Printer Printer

Location Users Switch Router
Code Description (Laser) (Wide)
MIS / HR Reporting and Preparation of Financial Statements
AGM Finance Headquarters 1 1 1

F A & CAO (PR) Headquarters 1 1
F A & CAO (Revenue) Headquarters 1 1
F A & CAO (M&S) Headquarters 1 1
Chief Cost Accounts Officer Headquarters 1 1
Dy. Chief Cost Accounts Officers Headquarters 2 1
Assistant Chief Cost Accounts Officers Headquarters 2 1
Director-FIS / MIS Headquarters 1 1 1
Deputy Director-FIS / MIS Headquarters 1 1
Central Books Section Headquarters Headquarters 2 1 1
Budget Branch Headquarters 1 1
CPO Office Headquarters 5 1
19 12 3 0 0
Accounting Unit / Office Printer Printer Route

Location Users Switch
Code Description (Laser) (Wide) r
Divisional Superintendent Offices and Accounting Units
Senior Accounts Officer / GB HQ (Headquarters,
000
Lahore) Headquarters 3 1 1
001 Divisional Accounts Office, Karachi Karachi 5 1 1 1 1
002 Divisional Accounts Office, Sukkur Sukkur 4 1 1 1 1
003 Divisional Accounts Office, Multan Multan 4 1 1 1 1
004 Divisional Accounts Office, Lahore Lahore 5 1 1 1 1
005 Divisional Accounts Office, Rawalpindi Rawalpindi 4 1 1 1 1
006 Divisional Accounts Office, Quetta Quetta 3 1 1 1 1
Divisional Accounts Office, WAC/MGPR,
007 Moghalpura
(Workshop Accounts Moghalpura) 8 1 1 1
009 Divisional Accounts Office, Peshawar Peshawar 3 1 1 1 1
011 SAO/Pension & Funds, Headquarters, Lahore Headquarters 2 1 1
012 SAO/Stores, Headquarters, Lahore Headquarters 2 1
013 AO/MIS/HQ (IT Centre, HQ, Lahore) Headquarters 1 1 1
020 S F&AO/DOT (Doubling of Track, HQ, Lahore) Headquarters 1 1 1
S F&AO/M&S (Manufacturing and Services,
023
Headquarters, Lahore) Headquarters 4 1 1
S F&AO/CSF/HQ/LHR (Concrete Sleeper
026
Factories, Lahore) Headquarters 2 1 1
AO/CDL/Rawalpindi (Central Diesel Locomotive
015
Shop, Rawalpindi) Rawalpindi 3 1 1 1
S F&AO/TR Karachi (Track Rehabilitation
017
Project, Karachi) Karachi 1 1 1 1
S F&AO/EPZ Karachi (Export Processing Zone,
018
Karachi) Karachi 1 1 1
019 AO/Dry Port Karachi (Dry Port, Karachi) Karachi 1 1 1 1
S F&AO/MPS/Karachi (Mirpur Khas Project,
021
Karachi) Karachi 1 1 1 1
AO/RBOD/K.C (Right Bank Outfall Drain,
022
Senior Accounts Office/Revenue, Lahore (Traffic
010
Accounts, Lahore) Lahore 2 1 1 1 1
2.1
2
AO/STEEL SHOP/MGPR (Steel Shop,
014
Moghalpura, Lahore) Moghalpura 1 1 1 1
S F&AO/AVLB, MGPR/WAC (Moghalpura
027
Workshop Lahore) Moghalpura 1 1 1 1
S F&AO/H.C.W/MGPR (High Capacity Wagons,
028
S F&AO/RE (Rehabilitation, Moghalpura,
029
Lahore) Moghalpura 1 1 1 1
AO/C&W/Hyderabad (Carriage and Wagon
016
Shop, Hyderabad) Hyderabad 2 1 1 1
SAO/CF/Islamabad (Carriage Factory,
024
Islamabad) Islamabad 3 1 1 1
AO Payment Islamabad (Ministry of Railways,
031
SAO/LMF/Risalpur (Locomotive Factory,
025
Risalpur) Risalpur 3 1 1 1
Deputy Director/Walton (Training Centre,
030
Walton, Lahore) Lahore 1 1 1 1
A & AO I Project I SPD, Islamabad
(Strengthening Planning Directorate) Islamabad 1 1 1 1 1
A & AO I Project I 150 DE Locos I CDL Shops,
Rawalpindi Rawalpindi 1 1 1 1 1
AO I Project I PERMS, Mohgalpura, Lahore
(Procurement of Equipment for Improved
Security and Anti-terrorism Measures) Lahore 1 1 1 1
Accounts Officer / Project I S & C, Headquarters,
Lahore Lahore 1 1 1 1
A & AO Project I 100 DE Locos I CDL Shops,
77 33 18 27 25

Main Stores Depots and Purchase Offices
0250 CCS Office, Headquarters, Lahore Headquarters 4 1 1
0935 CCP Office, Headquarters, Lahore Headquarters 12 1 1
0955 DCPI Karachi Karachi 2 1 1 1
0953 DCOS Shipping Karachi Karachi 2 1
0420 DCOS Karachi Cantt Karachi Cantt 2 1 1 1
0290 DCOS Moghalpura, Lahore Moghalpura 1 1 1 1
0957 DCPI Moghalpura, Lahore Moghalpura 1 1 1 1
0300 CTS Moghalpura, Lahore Moghalpura 1 1 1 1
0251 DCD Moghalpura, Lahore Moghalpura 1 1 1 1
0310 Diesel Depot Rawalpindi 1 1 1 1
0254 ADC/Yard Depot Moghalpura 1 1 1 1
0256 AEF Main Depot Moghalpura 1 1 1
0258 BDG Main Depot Moghalpura 1 1 1
0260 Stationery Depot Moghalpura 1 1 1 1
0262 Steel Depot Moghalpura 1 1 1 1
0298 Loco Depot Moghalpura 1 1 1
0302 Carriage and Wagon Depot Moghalpura 1 1 1 1
0304 Timber Store Depot Moghalpura 1 1 1 1
0306 Signal Store Depot Moghalpura 1 1 1 1
0351 Electric Locomotive Store Depot Moghalpura 1 1 1
0406 Diesel Depot Karachi Karachi Cantt 1 1 1 1
0408 General Stores Karachi Karachi Cantt 1 1 1 1 1
2.1
3
0463 Sleeper Depot (HYD)/ Karachi Karachi (Closed)
0414 General Stores Depot Sukkur Sukkur 1 1 1 1
0458 Track Depot Sukkur Sukkur 1 1 1 1
0454 Track Depot Raiwind Raiwind 1 1 1 1
0412 Carriage & Wagon Depot Hyderabad Hyderabad 1 1 1 1
0418 General Stores Quetta Quetta 1 1 1 1
0460 Sleeper Depot/ Harripurbund Harripurbund 1 1 1 1
0308 Bridge Store Depot Jehlum 1 1 1 1
46 29 3 26 22
Printer Printer
Personnel Offices (DPO / APO) Users Switch Router
(Laser) (Wide)
Karachi Division Karachi 1
Lahore Division Lahore 1
Multan Division Multan 1
Rawalpindi Division Rawalpindi 1
Sukkur Division Sukkur 1
Quetta Division Quetta 1
Peshawar Division Peshawar 1
Carriage and Wagon Workshops, Moghalpura Moghalpura 1
Carriage Factory Islamabad Islamabad 1
Pakistan Locomotive Factory Risalpur 1
10 0 0 0 0
Total No. of Workstations : 150

Total No. of Printers (Laser) : 72
Total No. of Printers (Wide) : 21
Total No. of Switches : 50
Total No. of Routers : 44
2.1
4
ANNEX “A”
RDMBS Data Base Specifications
PHYSICAL AND LOGICAL STRUCTURES-----------------------------------
STORAGE---------------------------------------------------
DISK FILES----------------------------------------------
CONTROL FILES-----------------------------------------
DATABASE SCHEMA------------------------------------
MEMORY ARCHITECTURE---------------------------------------------
SYSTEM GLOBAL AREA-------------------------------------
LIBRARY CACHE--------------------------------
DATA DICTIONARY CACHE--------------------------
2.1
5
PROGRAM GLOBAL AREA----------------------------
PROCESSES-----------------------------
USER PROCESSES, CONNECTIONS AND SESSIONS---------------------------
CONCURRENCY AND LOCKING-----------------------------
CONFIGURATION-------------------
2.1
6
DATA CENTER STANDARDS
ONE OR MORE ENTRANCE ROOMS---------------------------------------
MAIN DISTRIBUTION AREA (MDA)---------------------------------
ONE OR MORE HORIZONTAL DISTRIBUTION AREAS (HDA)----------------------------------

-
EQUIPMENT DISTRIBUTION AREA (EDA)----------------------------
2.1
7
ZONE DISTRIBUTION AREA (ZDA)---------------------------------
BACKBONE AND HORIZONTAL CABLING-----------------------
COMPLIANT DATA CENTER SHOWING KEY FUNCTIONAL AREA--------------------
2.1
8
CABLING INFRASTRUCTURE-----------------------------------
TIERED RELIABILITY--------------------------------------
TIER I – BASIC--------------------------
TIER 2 – REDUNDANT COMPONENTS: 99.741% AVAILABILITY------------------------
TIER 3 – CONCURRENTLY MAINTAINABLE: 99.982% AVAILABILITY---------------------

------
TIER 4 – FAULT TOLERANT: 99.995% AVAILABILITY--------------------------------------
ENVIRONMENTAL CONSIDERATIONS---------------------------------------------------------------
--
POWER--------------------------------------
COOLING-----------------------------------
HOT AISLE/COLD AISLE COOLING------------------------------------
2.1
9
CONCLUSION
HIGH AVAILABILITY SYSTEMS-------------------------------------
Planned and unplanned downtime--------------------------------
Percentage calculation----------------------------------------
Measurement and interpretation---------------------------------
Closely related concepts---------------------------------
2.2
0
SYSTEM DESIGN FOR HIGH AVAILABILITY-------------------------
Note:
This information is to be provided by DG/IT
2.2
1
Software Design
Diagrams
INTRODUCTION
Purpose of this
Document
01. The p r o c e s s e s a n d diagrams depicted in this document are a direct technical

translation of the business rules stated in the following documents as adopted by Pakistan
Railways:
Report on proposed cost accounting system of Pakistan Railways.
Report on new financial accounting system for Pakistan Railways.
- Accounting Manuals
- Business Codes
Scope of this Document
01.1 The scope of this document covers the interpretation of business rules approved by
Pakistan Railways, into the following:
Business Flow Diagrams
Data Flow Diagrams
Logical Data Models
Entity Relationship Diagrams
Document
References
01.4 Additional documents that this document will refer to:
Hardware Requirement Specifications g u i d e l i n e s for
Pakistan Railways Financial Information System /
Management Information System.
2.2
2
SYSTEM OVERVIEW
02. The Financial Information System / Management Information System of Pakistan

Railways will be an Enterprise Integrated Software designed to record, process and retrieve
information for the functional areas listed below:
General Ledger
Fixed Assets
Inventories / Stores
Purchases
Accounts Receivable
a. Accrued Earnings
b. Advances to Others
Foreign Loans / Suppliers’ Credit
Accounts Payable
Payroll
a. Employee Loans / Advances
Costing
a. Rail Costing
b. Workshops Costing
c. Factories Costing
o Carriage Factory Costing
o Pakistan Locomotive Factory Costing
d. Concrete Sleeper Factories Costing
e. Project Costing
Budget
Human Resources
2.2
3
02.1 The Financial Information System / Management Information System of Pakistan
Railways will run on N-Tier Architecture. This system will have users spread out on a WAN
spanning almost the entire network of Pakistan Railways.
DESIGN CONSIDERATIONS
03. The following design considerations will be considered when development of
software commences:
Data entry into the system will be allowed in two methods:
o Front end forms by users directly
o Bulk data entry in the form of lists
The client side tier will be capable of temporarily storing current data being entered with
the capability of outputting to a standardized encrypted format file. This will be in
eventuality of link loss between data center and client and will be session based. On
resumption of communications, the front tier will be capable of loading the stored file to
send to the data center, just as if bulk data is being sent.
04. Pakistan Railways FIS / MIS will run on a high availability Data Centre based system
located at Pakistan Railways Headquarters:
The base operating system for servers will be Linux / Unix variant
The base operating system for clients will be Windows based
Current users are unfamiliar with PC operations and require extensive training
No major changes in business processes are envisioned in the near future.
GOALS AND GUIDELINES
06. The goals set by Pakistan Railways for achieving the completion of this project are
simple:
Information availability to management has a current lag of over 30 days in some

functional areas. The first goal is to bring this down to within 2 to 3 days and on real time
bring basis in some areas.
Since there is no major functional change in the existing business processes the system
should provide a “feeling” of an existing interface. Data Entry Forms should have as
close a look and feel as to the real paper forms and register formats.
Pakistan Railways has already carried out the exercise of reviewing their business rules
and this design document is a direct result of that activity. Whereas, this document states
that there will be no change in the design document when submitted to the vendor /
developer, any changes that the vendor / developer deems necessary for automation shall
be addressed jointly in conjunction with Pakistan Railways and the end decision will rest
with Pakistan Railways.
2.2
4
SYSTEM ARCHITECTURE
07. N-Tier Architectural approach will be used for the software architecture.
Logical View:
07.1 Presentation Layer: The presentation layer will contain components needed to interact
with the user of the application. Examples of such components are web pages, rich-client
forms, user interaction process components, etc.
07.2 Business Layer: The business layer will carry the core business functionality of the
application. Service-Oriented Architecture (SOA) will be employed. Simple business
functions can be implemented using stateless components whereas complex long running
transactions can be implemented using stateful workflows. The business components will be
front-ended by a service interface that will act as a facade to hide the business logic.
07.3 Data Access Layer: The data access layer will provide a simple API for accessing and
manipulating data. The components in this layer will abstract the semantics of the underlying
data access technology thus allowing the business layer to focus on business logic. Each
2.2
5
component will typically provide methods to perform Create, Read, Update, and Delete
(CRUD) operations for a specific business entity.
07.4 Data Stores: This will be the Database Layer.
APPLICATION
PRESENTATION LAYER
UI COMPONENTS
UI PROCESS COMPONENTS
BUSINESS LAYER
SERVICE INTERFACES
BUSINESS BUSINESS
WORKFLOWS COMPONENTS
DATA ACCESS LAYER
DATA ACCESS COMPONENTS
DATA STORES
2.2
6
Physical View:
Client: Suitable Browser delivery will be used.
Application Server: -----------------------------
Database Server: -------------------------------
CLLIIEENNTT
AAPPPPLLIICCAATTIO DDAATTAABBAASSEE SSEERRVVEERR

IONN SSEERRVVEERR
2.2
7
07.5 For Hardware system information please see: Hardware Design Document (Annexure
3).
INTRODUCTION
01. The purpose of this document is to provide a hardware systems specifications

consideration for implementation document that will lead to the implementation of infrastructure
to run the proposed Pakistan Railways Financial Information System / Management Information
System.
01.1 The scope of this document covers:
 Systems and Infrastructure specifications at Pakistan Railways Headquarters, Information

Technology Directorate.
 Systems and Infrastructure specifications at Pakistan Railways Divisional Headquarters,
Accounting Units, Offices, etc.
 Infrastructure connectivity between Pakistan Railways Headquarters and Divisional
Headquarters Main Store Depots.
This document has been prepared to provide guidance for the software designer & Developer
only.
SYSTEMS OVERVIEW
02. Systems within Pakistan Railways Headquarters will conform to N-Tier Architecture. The
main components of this design will be:

 Application Servers
 Internet Servers
 High Speed Local Area Network Peripherals
 Database Servers
02.1 Pakistan Railways Headquarters FIS / MIS proposed infrastructure is given in the
accompanying Table “A”:
Table “A”
PAKISTAN RAILWAYS HEADQUARTERS

INTERNET
FIREWALL
DIVISIONS LINKED ON
WORKSTATIONS FIXED DIGITAL LINES
AT VIA PTCL DXX
INTERNET HEADQUARTERS
SERVER Router / Modem
LOCAL AREA NETWORK
Laser Printer
APPLICATION
SERVERS
HIGH SPEED DATA CENTER LAN
Wide Carriage Printer Laser Printer
DATABASE
SERVERS
02.2 Systems within Pakistan Railways Divisional Superintendents (DS) Office: The main
 Printers
02.3 Pakistan Railways Accounting Units FIS / MIS proposed infrastructure is given in the
accompanying Table “B”:
Table “B”
PAKISTAN RAILWAYS ACCOUNTING UNITS


PAKISTAN RAILWAYS
LOCAL AREA NETWORK
WORKSTATIONS
02.4 Systems within Pakistan Railways Accounting Units and Main Stores Depots: The main

 Printers
02.5 Pakistan Railways Stores Depot FIS / MIS proposed infrastructure is given in the
accompanying Table “C”:
Table “C”
PAKISTAN RAILWAYS MAIN STORES DEPOT


PAKISTAN RAILWAYS
LOCAL AREA NETWORK
WORKSTATIONS
03. The following dependencies will be considered:
 All Data Center Systems will be fully compliant for high availability
 Server Operating systems will be Linux/Unix
 Database Servers will be fully compliant with RMBDS Data base
GENERAL CONSTRAINTS
Total Number of Users : 150

Number of Concurrent Users : 125
Uptime Requirements : 24/7
04. The functions to be performed by the Financial Information System / Management

Information System (FIS / MIS) are:
 General Ledger
 Costing
f. Rail Costing
g. Workshops Costing
h. Factories Costing
i. Carriage Factory Costing
ii. Pakistan Locomotive Factory Costing
i. Concrete Sleeper Factory Costing
j. Project Costing
 Accounts Payable
 Accounts Receivable
c. Accrued Earnings
d. Advances to Others
 Inventories / Stores
 Purchases
 Fixed Assets
 Payroll
b. Employee Loans / Advances
 Foreign Loans / Suppliers’ Credit
 Budget
 Human Resource
SYSTEM SPECIFICATIONS
05. The proposed Financial Information System / Management Information System will run
on infrastructure that will be setup at Pakistan Railways Headquarters, Lahore.
05.1 The software will be designed and deployed on an N-Tier approach, with the main server
components staged at the Pakistan Railways Headquarters, IT Directorate and accessible through
a web based front end. This will enable the front end application to run within a browser.
05.2 The proposed infrastructure solution will include the following main components:
SERVERS
05.3 Servers will conform to the following minimum specifications (both application servers
and database servers):
Processors --------------------------------
Microprocessor type --------------------------------
Memory --------------------------------
Operating systems ----------------------------------------
STORAGE AREA NETWORK (SAN)
All server systems are required to be stateless, booting from SAN.

Number of Drives ---------------------------------
Capacity --------------------------------------
Storage Expansion Options
--------------------------------------------
Host Interface ------------------------------------------------
Supported Operating Systems --------------------------------------------------------
Clustering Support --------------------------
Availability -------------------------------------
Thin Provisioning Support ---------------------------------

Snapshot Support ----------------------------------
Replication Support -----------------------------
Management ----------------------------
WORKSTATIONS
05.4 The number of workstations required is given in the accompanying Table “D”.
Workstations will conform to the following minimum specifications:
Processors -----------------------------------
Microprocessor type ----------------------------------------
Memory -------------------------------------
Hard Disk ---------------------------------------------
Operating systems --------------------------------------
Monitor -------------------------------------------
Keyboard & Mouse --------------------------------------------
SWITCHES
05.5 The number of LAN Switches required is given in the accompanying Table “D”. Data
Center Switches must provide the following features as a minimum and be capable of 10G
connectivity:
 High-Availability Services
 QoS Services
 Scalable, Multi-Device Management Services
 Multicast Services
 Security Services
ROUTERS & FIREWALLS
05.6 Enterprise level routers and firewalls, with the following general capabilities:
 Implements flexible hierarchies

 Supports over 100,000 queues
 Allows all queues to have a minimum, maximum, and excess bandwidth with priority
propagation
 Supports thousands of sites
 Supports over a hundred IPsec tunnels
 Offers up to 8-Gbps encryption performance and up to 12-Gbps noncryptographic throughput
support
 Provides firewall performance of 5 to 20 Gbps at time of first availability, depending on the
embedded services processor
 Offers high-speed logging of a minimum 40,000 sessions per second
PRINTERS (LASER)
05.7 The number of Printers (Laser) required is given in the accompanying Table “D”. Laser
Printers, with the following general capabilities:
 With Network card

 Black (normal): Up to 30 ppm
 Monthly duty cycle: Up to 25,000 pages
 Recommended monthly print volume: 500 to 2500 pages
 Paper trays: 2 (1 plus 50-sheet multipurpose input tray)
PRINTERS (WIDE CARRIAGE)
05.8 The number of Printers (Wide Carriage) required is given in the accompanying Table
“D”. Printers, with the following general capabilities:
 24 – PIN Wide Carriage

 136 columns
 Direct Network capable
 680 cps.
 Parallel Port connectivity
LOCAL AREA NETWORK
05.9 All High speed Data Center LAN (Pakistan Railways Headquarters) components will be
10 Gigabit per second. (Table “A”)
05.10 All Divisional level and LANs outside the headquarters will be at 100 Megabit per
second. Please refer to Table “A” and Table “B” for the number of workstations that are to be
supported by the LANs. (Table “B”, Table “C”).
Table “D”

MIS / HR Reporting and Preparation of Financial Statements
AGM Finance Headquarters 1 1 1

F A & CAO (PR) Headquarters 1 1
F A & CAO (Revenue) Headquarters 1 1
F A & CAO (M&S) Headquarters 1 1
Chief Cost Accounts Officer Headquarters 1 1
Dy. Chief Cost Accounts Officers Headquarters 2 1
Assistant Chief Cost Accounts Officers Headquarters 2 1
Director-FIS / MIS Headquarters 1 1 1
Deputy Director-FIS / MIS Headquarters 1 1
Central Books Section Headquarters Headquarters 2 1 1
Budget Branch Headquarters 1 1
CPO Office Headquarters 5 1
19 12 3 0 0

Senior Accounts Officer / GB HQ (Headquarters,
000
Lahore) Headquarters 3 1 1
001 Divisional Accounts Office, Karachi Karachi 5 1 1 1 1
002 Divisional Accounts Office, Sukkur Sukkur 4 1 1 1 1
003 Divisional Accounts Office, Multan Multan 4 1 1 1 1
004 Divisional Accounts Office, Lahore Lahore 5 1 1 1 1
005 Divisional Accounts Office, Rawalpindi Rawalpindi 4 1 1 1 1
006 Divisional Accounts Office, Quetta Quetta 3 1 1 1 1
Divisional Accounts Office, WAC/MGPR,
007 Moghalpura
(Workshop Accounts Moghalpura) 8 1 1 1
009 Divisional Accounts Office, Peshawar Peshawar 3 1 1 1 1
011 SAO/Pension & Funds, Headquarters, Lahore Headquarters 2 1 1
012 SAO/Stores, Headquarters, Lahore Headquarters 2 1
013 AO/MIS/HQ (IT Centre, HQ, Lahore) Headquarters 1 1 1
020 S F&AO/DOT (Doubling of Track, HQ, Lahore) Headquarters 1 1 1
S F&AO/M&S (Manufacturing and Services,
023
Headquarters, Lahore) Headquarters 4 1 1
S F&AO/CSF/HQ/LHR (Concrete Sleeper
026
Factories, Lahore) Headquarters 2 1 1
AO/CDL/Rawalpindi (Central Diesel Locomotive
015
Shop, Rawalpindi) Rawalpindi 3 1 1 1
S F&AO/TR Karachi (Track Rehabilitation
017
Project, Karachi) Karachi 1 1 1 1
S F&AO/EPZ Karachi (Export Processing Zone,
018
Karachi) Karachi 1 1 1
019 AO/Dry Port Karachi (Dry Port, Karachi) Karachi 1 1 1 1
S F&AO/MPS/Karachi (Mirpur Khas Project,
021
AO/RBOD/K.C (Right Bank Outfall Drain,
022
Senior Accounts Office/Revenue, Lahore (Traffic
010
Accounts, Lahore) Lahore 2 1 1 1 1
AO/STEEL SHOP/MGPR (Steel Shop,
014
027 S F&AO/AVLB, MGPR/WAC (Moghalpura Moghalpura 1 1 1 1
Workshop Lahore)
S F&AO/H.C.W/MGPR (High Capacity Wagons,
028
S F&AO/RE (Rehabilitation, Moghalpura,
029
Lahore) Moghalpura 1 1 1 1
AO/C&W/Hyderabad (Carriage and Wagon
016
Shop, Hyderabad) Hyderabad 2 1 1 1
SAO/CF/Islamabad (Carriage Factory,
024
AO Payment Islamabad (Ministry of Railways,
031
SAO/LMF/Risalpur (Locomotive Factory,
025
Risalpur) Risalpur 3 1 1 1
Deputy Director/Walton (Training Centre,
030
Walton, Lahore) Lahore 1 1 1 1
A & AO I Project I SPD, Islamabad
(Strengthening Planning Directorate) Islamabad 1 1 1 1 1
A & AO I Project I 150 DE Locos I CDL Shops,
AO I Project I PERMS, Mohgalpura, Lahore
(Procurement of Equipment for Improved
Security and Anti-terrorism Measures) Lahore 1 1 1 1
Accounts Officer / Project I S & C, Headquarters,
Lahore Lahore 1 1 1 1
A & AO Project I 100 DE Locos I CDL Shops,
77 33 18 27 25

0250 CCS Office, Headquarters, Lahore Headquarters 4 1 1
0935 CCP Office, Headquarters, Lahore Headquarters 12 1 1
0955 DCPI Karachi Karachi 2 1 1 1
0953 DCOS Shipping Karachi Karachi 2 1
0420 DCOS Karachi Cantt Karachi Cantt 2 1 1 1
0290 DCOS Moghalpura, Lahore Moghalpura 1 1 1 1
0957 DCPI Moghalpura, Lahore Moghalpura 1 1 1 1
0300 CTS Moghalpura, Lahore Moghalpura 1 1 1 1
0251 DCD Moghalpura, Lahore Moghalpura 1 1 1 1
0310 Diesel Depot Rawalpindi 1 1 1 1
0254 ADC/Yard Depot Moghalpura 1 1 1 1
0256 AEF Main Depot Moghalpura 1 1 1
0258 BDG Main Depot Moghalpura 1 1 1
0260 Stationery Depot Moghalpura 1 1 1 1
0262 Steel Depot Moghalpura 1 1 1 1
0298 Loco Depot Moghalpura 1 1 1
0302 Carriage and Wagon Depot Moghalpura 1 1 1 1
0304 Timber Store Depot Moghalpura 1 1 1 1
0306 Signal Store Depot Moghalpura 1 1 1 1
0351 Electric Locomotive Store Depot Moghalpura 1 1 1
0406 Diesel Depot Karachi Karachi Cantt 1 1 1 1
0408 General Stores Karachi Karachi Cantt 1 1 1 1 1
0463 Sleeper Depot (HYD)/ Karachi Karachi (Closed)
0414 General Stores Depot Sukkur Sukkur 1 1 1 1
0458 Track Depot Sukkur Sukkur 1 1 1 1
0454 Track Depot Raiwind Raiwind 1 1 1 1
0412 Carriage & Wagon Depot Hyderabad Hyderabad 1 1 1 1
0418 General Stores Quetta Quetta 1 1 1 1
0460 Sleeper Depot/ Harripurbund Harripurbund 1 1 1 1
0308 Bridge Store Depot Jehlum 1 1 1 1
46 29 3 26 22
Printer Printer
Personnel Offices (DPO / APO) Users Switch Router
(Laser) (Wide)
Karachi Division Karachi 1
Lahore Division Lahore 1
Multan Division Multan 1
Rawalpindi Division Rawalpindi 1
Sukkur Division Sukkur 1
Quetta Division Quetta 1
Peshawar Division Peshawar 1
Carriage and Wagon Workshops, Moghalpura Moghalpura 1
Carriage Factory Islamabad Islamabad 1
Pakistan Locomotive Factory Risalpur 1
10 0 0 0 0
Total No. of Workstations : 150

Total No. of Printers (Laser) : 72
Total No. of Printers (Wide) : 21
Total No. of Switches : 50
Total No. of Routers : 44
ANNEX “A”
RDMBS Data Base Specifications
PHYSICAL AND LOGICAL STRUCTURES
STORAGE
DISK FILES
CONTROL FILES
DATABASE SCHEMA
MEMORY ARCHITECTURE
SYSTEM GLOBAL AREA
LIBRARY CACHE
DATA DICTIONARY CACHE

PROGRAM GLOBAL AREA
PROCESSES
USER PROCESSES, CONNECTIONS AND SESSIONS
CONCURRENCY AND LOCKING
CONFIGURATION
DATA CENTER STANDARDS (TIA-942)
ONE OR MORE ENTRANCE ROOMS
MAIN DISTRIBUTION AREA (MDA)
ONE OR MORE HORIZONTAL DISTRIBUTION AREAS (HDA)
EQUIPMENT DISTRIBUTION AREA (EDA)

ZONE DISTRIBUTION AREA (ZDA)
BACKBONE AND HORIZONTAL CABLING
COMPLIANT DATA CENTER SHOWING KEY FUNCTIONAL AREA

CABLING INFRASTRUCTURE
TIERED RELIABILITY
TIER I – BASIC
TIER 2 – REDUNDANT COMPONENTS: 99.741% AVAILABILITY
TIER 3 – CONCURRENTLY MAINTAINABLE: 99.982% AVAILABILITY
TIER 4 – FAULT TOLERANT: 99.995% AVAILABILITY
ENVIRONMENTAL CONSIDERATIONS
POWER
COOLING
HOT AISLE/COLD AISLE COOLING

CONCLUSION
HIGH AVAILABILITY SYSTEMS
Planned and unplanned downtime
Percentage calculation
Measurement and interpretation
Closely related concepts

SYSTEM DESIGN FOR HIGH AVAILABILITY
Annexure 4
Installation Certificate
Contract: [ insert: name and number of Contract ]
To: [ insert: name and address of Consultant ]

Dear Sir or Madam:
Pursuant to Technical Requirements of the Contract entered into between yourselves and the
[ insert: name of Purchaser ] (hereinafter the “Purchaser”) dated [ insert: date of Contract ], relating to
the [ insert: brief description of the Information System ], we hereby notify you that the System (or a
Subsystem or major component thereof) was deemed to have been correctly installed on the date specified
below.
1. Description of the System (or relevant Subsystem or major component: [ insert: description ]
2. Date of Installation: [ insert: date ]
Notwithstanding the above, you are required to complete the outstanding items listed in the
attachment to this certificate as soon as practicable. This letter shall not relieve you of your obligation to
achieve Operational Acceptance of the System in accordance with the Contract nor of your obligations
during the Warranty Period.
Signed:
Date:
in the capacity of: [ state: “Project Manager” or state the title of a higher level authority in the
Purchaser’s organization ]
Annexure 5
7.2 Operational Acceptance Certificate

Contract: [ insert: name of System or Subsystem and number of
Contract ]
To: [ insert: name and address of Supplier ]
Dear Sir or Madam:
Pursuant to Technical Requirements (Commissioning and Operational Acceptance) of the

Contract entered into between yourselves and the [ insert: name of Purchaser ] (hereinafter the
“Purchaser”) dated [ insert: date of Contract ], relating to the [ insert: brief description of the
Information System ], we hereby notify you the System (or the Subsystem or major component identified
below) successfully completed the Operational Acceptance Tests specified in the Contract. In accordance
with the terms of the Contract, the Purchaser hereby takes over the System (or the Subsystem or major
component identified below), together with the responsibility for care and custody and the risk of loss
thereof on the date mentioned below.
1. Description of the System (or Subsystem or major component): [ insert: description ]
2. Date of Operational Acceptance: [ insert: date ]
This letter shall not relieve you of your remaining performance obligations under the Contract nor
of your obligations during the Warranty Period.
Signed:
Date:
in the capacity of: [ state: “Project Manager” or higher level authority in the Purchaser’s
organization ]
49
Section 6. Standard Form of Contract
STANDARD FORM OF CONTRACT

FOR
ENGINEERING CONSULTANCY SERVICES
(For Large Projects)
LUMP SUM ASSIGNMENTS
Available on PEC website (www.pec.org.pk)

and PPRA website (www.ppra.org.pk)
(Harmonized with PPRA Rules)
June 11, 2007

50
PAKISTAN ENGINEERING COUNCIL

ISLAMABAD
PREFACE
1. Pakistan Engineering Council (PEC) being the statutory regulatory body has been
entrusted to regulate the engineering profession in Pakistan. It has carried out
standardization of "country specific" documents to regulate and streamline hiring of
engineering consultancy services and procurement of works in line with the advice by
Planning Commission, Govt. of Pakistan in 1996. Standard Form of Contract for
Engineering Consultancy Services (For Large Projects) - Lump Sum Assignments; is
one such document prepared by a team of experts comprising employers, constructors
and consultants. With the passage of time, this document was developed into a
complete contract document which was notified for implementation by Government
of Pakistan. On the basis of feedback received from the users of this document and
comments from PPRA in September 2005, it is revised upto June 11, 2007. It is
expected that use of this document will provide an equitable and just basis for
execution of contract agreements for providing engineering consultancy services on
lump sum remuneration basis in line with the international practice and relevant PEC
Bye-laws thus minimizing ambiguities and likely contractual disputes.
2. This document is primarily based on the standard formats prepared by NESPAK and
comprises General Conditions of Contract, Special Conditions of Contract and sample
Appendices.
3. This document is to be used for large projects with consultancy fee over Rupees
two (2.0) Million.
4. This document has been approved by ECNEC in its meeting on 12th November, 2007.
The document has been notified by Planning Commission, Government of Pakistan
vide Notification No. 8(60)WR/PC/2008 dated 12th February, 2008. It is, therefore,
mandatory for all engineering organizations and departments at Federal and
Provincial level and district governments to use this document for procurement of
engineering consultancy Services.
5. Any suggestions for improvement shall be appreciated. These may be addressed to

Registrar, PEC, Ataturk Avenue, G-5/2, Islamabad (e-mail: registrar@pec.org.pk).
(iii)
INSTRUCTIONS TO USERS OF THIS DOCUMENT
(Not to be included in the Contract Documents)
1. This document is designed for Engineering Consultancy Contract on "Lump Sum

Assignments" basis stipulated in Item-6, Appendix A of "Conduct and Practice of
Consulting Engineers Bye-Laws 1986 (SRO 809(1)/86)" issued by the Pakistan
Engineering Council. Two other documents for Engineering Consultancy Contracts
namely, (a) "Standard Form of Contract for Engineering Services (Time Based) and
(b) "Standard Form of Contract for Engineering Consultancy Services for Small
Works" are also separately published. It is expected that most of the Engineering
Consultancy contracts will generally be covered by the above three documents,
however, for any other mode of remuneration to the consultants as stipulated in
Appendix-A of the above referred PEC Bye-Laws, the users are to tailor the relevant
clause(s) to suit their requirements.
2. This document is recommended for use on such projects where the scope of
engineering consultancy services can be fairly estimated and well defined and all
inclusive fixed lump sum payment including salary cost, the overheads, the fee and
direct non-salary costs is to be made against the services.
3. This document has been developed for use of consultancy services with payment of
remunerations in Pakistani Rupees as well as in foreign currencies. However, in case
one of the currencies is not used, appropriate modifications shall be made in the
"Special Conditions of Contract" and relevant Appendices.
4. No change shall be made by the users in the "General Conditions of Contract" of this
document. Any adjustment or change to meet specific project features shall be made
only in the "Special Conditions of Contract".
5. Instructions to users are also provided in various places of this document within
parenthesis or as Note(s). Users are expected to edit and finalise this document
accordingly, by filling all the blank spaces and forms, deleting all the notes and
instructions intended to help the users.
(iviv
)
CONTRACT FOR ENGINEERING CONSULTANCY SERVICES
between
(NAME OF THE CLIENT)
and
(NAME OF THE CONSULTANTS)
for
(BRIEF SCOPE OF SERVICES)

OF (NAME OF PROJECT)
Month and Year
(vv)
TABLE OF CONTENTS
Page No.
1. FORM OF CONTRACT 1
II. GENERAL CONDITIONS OF CONTRACT 3
1. GENERAL PROVISIONS 3
1.1 Definitions 3
1.2 Law Governing the Contract 4
1.3 Language 4
1.4 Notices 4
1.5 Location 4
1.6 Authorised Representatives 4
1.7 Taxes and Duties 5
1.8 Leader of Joint Venture 5
2. COMMENCEMENT, COMPLETION, MODIFICATION,

AND TERMINATION OF CONTRACT 5
2.1 Effectiveness of Contract 5

2.2 Termination of Contract for Failure to Become Effective 5
2.3 Commencement of Services 5
2.4 Expiration of Contract 5
2.5 Modification 6
2.6 Extension of Time for Completion 6
2.7 Force Majeure 6
2.7.1 Definition 6
2.7.2 No Breach of Contract 7
2.7.3 Extension of Time 7
2.7.4 Payments 7
2.8 Suspension of Payments by the Client 7
2.9 Termination 7
2.9.1 By the Client 7
2.9.2 By the Consultants 8
2.9.3 Cessation of Services 9
2.9.4 Payment upon Termination 9
2.9.5 Disputes about Events of Termination 9
3. OBLIGATIONS OF THE CONSULTANTS 9
3.1 General 9
3.2 Consultants Not to Benefit from Commissions, Discounts, etc. 10
3.3 Confidentiality 10
3.4 Liability of the Consultants 10
3.5 Other Insurance to be Taken out by the Consultants 11
3.6 Consultants' Actions Requiring Client's Prior Approval 11
3.7 Reporting Obligations 11
3.8 Documents Prepared by the Consultants to be the Property
of the Client 11
3.9 Equipment and Materials Furnished by the Client 12
3.10 Accounting, Inspection and Auditing 12
(vivi
)
4. CONSULTANTS' PERSONNEL AND SUBCONSULTANTS 12
4.1 Description of Personnel 12

4.2 Removal and/or Replacement of Personnel 12
5. OBLIGATIONS OF THE CLIENT 13
5.1 Assistance, Coordination and Approvals 13

5.1.1 Assistance 13
5.1.2 Co-ordination 13
5.1.3 Approvals 14
5.2 Access to Land 14
5.3 Change in the Applicable Law 14
5.4 Services and Facilities 14
5.5 Payments 14
6. PAYMENTS TO THE CONSULTANTS 15
6.1 Lump Sum Remuneration 15

6.2 Contract Price 15
6.3 Terms and Conditions of Payment 15
6.4 Period of Payment 15
6.5 Delayed Payments 15
6.6 Additional Services 16
6.7 Consultants' Entitlement to Suspend Services 16
7. SETTLEMENT OF DISPUTES 16
7.1 Amicable Settlement 16

7.2 Dispute Settlement 17
8. INTEGRITY PACT 17
III. SPECIAL CONDITIONS OF CONTRACT 18

[Details to be finalised by the users]
IV APPENDICES 24
Appendix A-Description of the Services 25

Appendix B-Reporting Requirements 26
Appendix C-Key Personnel and Subconsultants 27
Appendix D-Breakdown of Contract Price in Foreign Currency 28
Appendix E-Breakdown of Contract Price in Local Currency 29
Appendix F-Services and Facilities to be Provided by the Client 30
Appendix G-Integrity Pact 31
V ALTRNATE TITLE PAGE IN CASE OF JV 32

ALTERNATE FORM OF CONTRACT IN CASE OF JV 33
LIST OF PEC CONTRACT DOCUMENTS 36
(viiv
ii)
(viii)
FORM OF CONTRACT
[Notes: 1. Use this Form of Contract when the Consultants perform Services as
Sole Consultants.
2. In case the Consultants perform Services as a Member of the joint

venture, use the Form included at the end.
3. All notes should be deleted in the final text.]
This CONTRACT (hereinafter called the "Contract") is made on the day of

month) of (year), between, on the one hand
(hereinafter called the "Client" which expression shall include the successors, legal
representatives and permitted assigns) and, on the other hand,
(hereinafter called the "Consultants" which expression shall include the successors,
legal representatives and permitted assigns).
WHEREAS
(a) the Client has requested the Consultants to provide certain consulting services
as defined in the General Conditions of Contract attached to this Contract
(hereinafter called the "Services"); and
(b) the Consultants, having represented to the Client that they have the required
professional skills, and personnel and technical resources, have agreed to
provide the Services on the terms and conditions set forth in this Contract;
NOW THEREFORE the Parties hereby agree as follows:
1. The following documents attached hereto shall be deemed to form an integral

part of this Contract:
(a) the General Conditions of Contract;

(b) the Special Conditions of Contract;
(c) the following Appendices:
[Note: If any of these Appendices are not used, the words "Not Used"
should be inserted below/next to the title of the Appendix and on the
sheet attached hereto carrying the title of that Appendix.]
Appendix A : Description of the Services

Appendix B : Reporting Requirements
Appendix C : Key Personnel and Subconsultants
Appendix D : Breakdown of Contract Price in Foreign Currency
Appendix E : Breakdown of Contract Price in Local Currency
Appendix F : Services & Facilities to be Provided by the Client
Appendix G: Integrity Pact (for Services above Rs. 10 million)
(1)
2. The mutual rights and obligations of the Client and the Consultants shall be as
set forth in the Contract, in particular:
(a) the Consultants shall carry out the Services in accordance with the
provisions of the Contract; and
(b) the Client shall make payments to the Consultants in accordance with
the provisions of the Contract.
IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed
in their respective names in two identical counterparts, each of which shall be deemed
as the original, as of the day, month and year first above written.
For and on behalf of
Witness (CLIENT)
Signatures Signatures
Name Name
Title Title
(Seal)
Witness (CONSULTANTS)
Signatures Signatures
Name Name
Title Title
(Seal)
(2)
II. GENERAL CONDITIONS OF CONTRACT
1. GENERAL PROVISIONS
1.1 Definitions
Unless the context otherwise requires, the following terms whenever used in
this Contract have the following meanings:
(a) "Applicable Law" means the laws and any other instruments having
the force of law in the Islamic Republic of Pakistan, as those may be
issued and in force from time to time;
(b) "Contract" means the Contract signed by the Parties, to which these
General Conditions of Contract (GC) are attached, together with all the
documents listed in Clause 1 of such signed Contract;
(c) "Contract Price" means the price to be paid for the performance of the
Services, in accordance with Clause 6;
(d) "Effective Date" means the date on which this Contract comes into
force and effect pursuant to Sub-Clause 2.1;
(e) "GC" means these General Conditions of Contract;
(f) "Government" means the Government of the Islamic Republic of

Pakistan and/or Provincial Government(s);
(g) "Foreign Currency" means currency other than the currency of Islamic
Republic of Pakistan.;
(h) "Local Currency" means the currency of the Islamic Republic of

Pakistan;
(i) "Member" in case the Consultants consist of a joint venture of more

than one entity, means any of the entities, and "Members" means all of
these entities;
(j) "Party" means the Client or the Consultants, as the case may be, and
"Parties" means both of them;
(k) "Personnel" means persons hired by the Consultants or by any

Subconsultant as employees and assigned to the performance of the
Services or any part thereof;
(l) "SC" means the Special Conditions of Contract by which the GC are
amended or supplemented;
(3)
(m) "Services" means the work to be performed by the Consultants
pursuant to this Contract, as described in Appendix A;
(n) "Subconsultant" means any entity to which the Consultants subcontract

any part of the Services in accordance with the provisions of Sub-
Clause 3.6;
(o) "Third Party" means any person or entity other than the Client, the
Consultants or a Subconsultant; and
(p) "Project" means the work specified in SC for which engineering

consultancy services are desired.
1.2 Law Governing the Contract
This Contract, its meaning and interpretation, and the relation between the
Parties shall be governed by the Applicable Law.
1.3 Language
This Contract has been executed in the English language which shall be the
binding and controlling language for all matters relating to the meaning or
interpretation of this Contract. All the reports and communications shall be in
the English language.
1.4 Notices
Any notice, request, or consent made pursuant to this Contract shall be in

writing and shall be deemed to have been made when delivered in person to an
Authorised Representative of the Party to whom the communication is
addressed, or when sent by registered mail, telex, or facsimile to such Party at
the address of the Authorised Representatives specified under Sub-Clause SC
1.6. A Party may change its address for notice hereunder by giving the other
Party notice of such change.
1.5 Location
The Services shall be performed at such locations as are specified in Appendix

A and, where the location of a particular task is not so specified, at such
locations as mutually agreed by the Parties.
1.6 Authorised Representatives
Any action required or permitted to be taken, and any document required or

permitted to be executed, under this Contract by the Client or the Consultants
shall be taken or executed by the Authorised Representatives specified in the
SC.
(4)
1.7 Taxes and Duties
Unless specified in the SC, the Consultants, Subconsultants, and their

Personnel shall pay such taxes, duties, fees, and other impositions as may be
levied under the Applicable Law, the amount of which is deemed to have been
included in the Contract Price.
1.8 Leader of Joint Venture
In case the Consultants consist of a joint venture of more than one entity, the
Consultants shall be jointly and severally bound to the Client for fulfillment of
the terms of the Contract and designate the Member named in the SC to act as
leader of the Joint Venture, for the purpose of receiving instructions from the
Client.
2. COMMENCEMENT, COMPLETION, MODIFICATION,

AND TERMINATION OF CONTRACT
2.1 Effectiveness of Contract
This Contract shall come into force and effect on the date (the "Effective
Date") of the Client's notice to the Consultants instructing the Consultants to
begin carrying out the Services. This notice shall confirm that the
effectiveness conditions, if any, listed in the SC have been met.
2.2 Termination of Contract for Failure to Become Effective
If this Contract has not become effective within such time period after the date
of the Contract signed by the Parties as shall be specified in the SC, either
Party may, by not less than twenty eight (28) days written notice to the other
Party, declare this Contract to be null and void, and in the event of such a
declaration by either Party, neither Party shall have any claim against the other
Party except for the work (if any) already done or costs already incurred by a
Party at the request of the other Party.
2.3 Commencement of Services
The Consultants shall begin carrying out the Services at the end of such time
period after the Effective Date as shall be specified in the SC.
2.4 Expiration of Contract
Unless terminated earlier pursuant to Sub-Clause 2.9, this Contract shall

expire when, pursuant to the provisions hereof, the Services have been
completed and the payments of remunerations including the direct costs if any,
have been made. The Services shall be completed within a period as is
(5)
specified in the SC, or such extended time as may be allowed under Sub-
Clause 2.6.
The term "Completion of Services" is as specified in the SC.
2.5 Modification
Modification of the terms and conditions of this Contract, including any

modification of the scope of the Services or of the Contract Price, may only be
made in writing, which shall be signed by both the Parties.
2.6 Extension of Time for Completion
If the scope or duration of the Services is increased:
(a) the Consultants shall inform the Client of the circumstances and
probable effects;
(b) the increase shall be regarded as Additional Services; and
(c) the Client shall extend the time for Completion of the Services
accordingly.
2.7 Force Majeure
2.7.1 Definition
(a) For the purposes of this Contract, "Force Majeure" means an event
which is beyond the reasonable control of a Party and which makes a
Party's performance of its obligations under the Contract impossible or
so impractical as to be considered impossible under the circumstances,
and includes, but is not limited to, war, riots, civil disorder,
earthquake, fire, explosion, storm, flood or other adverse weather
conditions, strikes, lockouts or other industrial actions (except where
such strikes, lockouts or other industrial actions are within the power
of the Party invoking Force Majeure to prevent), confiscation or any
other action by government agencies.
(b) Force Majeure shall not include (i) any event which is caused by the
negligence or intentional action of a Party or such Party's
Subconsultants or agents or employees, nor (ii) any event which a
diligent Party could reasonably have been expected to both (A) take
into account at the time of the conclusion of this Contract and (B)
avoid or overcome in the carrying out of its obligations hereunder.
(c) Force Majeure shall not include insufficiency of funds or failure to

make any payment required hereunder.
(6)
2.7.2 No Breach of Contract
The failure of a Party to fulfill any of its obligations under the Contract shall
not be considered to be a breach of, or default under this Contract insofar as
such inability arises from an event of Force Majeure, provided that the Party
affected by such an event; (a) has taken all reasonable precautions, due care
and reasonable alternative measures in order to carry out the terms and
conditions of this Contract; and (b) has informed the other Party in writing not
later than fifteen (15) days following the occurrence of such an event.
2.7.3 Extension of Time
Any period within which a Party shall, pursuant to this Contract, complete any
action or task, shall be extended for a period equal to the time during which
such Party was unable to perform such action as a result of Force Majeure.
2.7.4 Payments
During the period of their inability to perform the Services as a result of an

event of Force Majeure, the Consultants shall be entitled to continue to be paid
under the terms of this Contract, as well as to be reimbursed for additional
costs reasonably and necessarily incurred by them during such period for the
purpose of the Services and in reactivating the Services after the end of such
period.
2.8 Suspension of Payments by the Client
The Client may, by written notice of suspension to the Consultants, suspend

all payments to the Consultants hereunder if the Consultants fail to perform
any of their obligations under this Contract, including the carrying out of the
Services, provided that such notice of suspension (i) shall specify the nature of
the failure, and (ii) shall request the Consultants to remedy such failure within
a period not exceeding thirty (30) days after receipt by the Consultants of such
notice of suspension.
2.9 Termination
2.9.1 By the Client
The Client may terminate this Contract, by not less than thirty (30) days
written notice of termination to the Consultants, to be given after the
occurrence of any of the events specified in paragraphs (a) through (e) of this
Sub-Clause 2.9.1 and sixty (60) days' in the case of the event referred to in
paragraph (f):
(a) if the Consultants do not remedy a failure in the performance of their

obligations under the Contract, within thirty (30) days after being
(7)
notified or within any further period as the Client may have
subsequently approved in writing;
(b) if the Consultants become (or, if the Consultants consist of more than
one entity, if any of their Members becomes) insolvent or bankrupt or
enter into any agreements with their creditors for relief of debt or take
advantage of any law for the benefit of debtors or go into liquidation or
receivership whether compulsory or voluntary;
(c) if the Consultants fail to comply with any final decision reached as a
result of arbitration proceedings pursuant to Clause 7 hereof;
(d) if the Consultants submit to the Client a statement which has a material
effect on the rights, obligations or interests of the Client and which the
Consultants know to be false;
(e) if, as the result of Force Majeure, the Consultants are unable to
perform a material portion of the Services for a period of not less than
sixty (60) days;
(f) if the Client, in its sole discretion, decides to terminate this Contract.
2.9.2 By the Consultants
The Consultants may terminate this Contract, by not less than thirty (30) days
written notice to the Client, such notice to be given after the occurrence of any
of the events specified in paragraphs (a) through (d) of this Sub-Clause 2.9.2:
(a) if the Client fails to pay any monies due to the Consultants pursuant to
this Contract and not subject to dispute pursuant to Clause 7 within
forty-five (45) days after receiving written notice from the Consultants
that such payment is overdue;
(b) if the Client is in material breach of its obligations pursuant to this

Contract and has not remedied the same within forty-five (45) days (or
such longer period as the Consultants may have subsequently approved
in writing) following the receipt by the Client of the Consultants'
notice specifying such breach;
(c) if, as a result of Force Majeure, the Consultants are unable to perform a
material portion of the Services for a period of not less than sixty (60)
days;
(d) if the Client fails to comply with any final decision reached as a result
of arbitration proceedings pursuant to Clause 7 hereof.
(8)
2.9.3 Cessation of Services
Upon receipt of notice of termination under Sub-Clause 2.9.1, or giving of

notice of termination under Sub-Clause 2.9.2, the Consultants shall take all
necessary steps to bring the Services to a close in a prompt and orderly
manner and shall make every reasonable effort to keep expenditures for this
purpose to a minimum. With respect to documents prepared by the
Consultants, and equipment and materials furnished by the Client, the
Consultants shall proceed as provided, respectively, by Sub-Clauses 3.8 or
3.9.
2.9.4 Payment upon Termination
Upon termination of this Contract pursuant to Sub-Clauses 2.9.1 or 2.9.2, the

Client shall make the following payments to the Consultants:
(a) remuneration and reimbursable direct costs expenditure pursuant to

Clause 6 for Services satisfactorily performed prior to the effective
date of termination. Effective date of termination for purposes of this
Sub-Clause means the date when the prescribed notice period would
expire;
(b) except in the case of termination pursuant to paragraphs (a) through (d)
of Sub-Clause 2.9.1, reimbursement of any reasonable cost incidental
to the prompt and orderly termination of the Contract, including the
cost of the return travel of the Personnel, according to Consultants
Traveling Allowance Rules.
In order to compute the remuneration for the part of the Services satisfactorily
performed prior to the effective date of termination, the respective
remunerations shall be proportioned.
2.9.5 Disputes about Events of Termination
If either Party disputes whether an event specified in paragraphs (a) through

(e) of Sub-Clause 2.9.1 or in paragraph (a) through (d) of Sub-Clause 2.9.2
hereof has occurred, such Party may, within forty-five (45) days after receipt
of notice of termination from the other Party, refer the matter to arbitration
pursuant to Clause 7 hereof, and this Contract shall not be terminated on
account of such event except in accordance with the terms of any resulting
arbitral award.
3. OBLIGATIONS OF THE CONSULTANTS
3.1 General
The Consultants shall perform the Services and carry out their obligations
with all due diligence, efficiency, and economy, in accordance with generally
(9)
accepted professional techniques and practices, and shall observe sound
management practices, and employ appropriate advanced technology and safe
methods. The Consultants shall always act, in respect of any matter relating to
this Contract or to the Services, as faithful advisers to the Client, and shall at
all times support and safeguard the Client's legitimate interests in any dealings
with Subconsultants or third parties.
3.2 Consultants Not to Benefit from Commissions, Discounts, etc.
The remuneration of the Consultants pursuant to Clause 6 shall constitute the

Consultants' sole remuneration in connection with this Contract or the
Services, and the Consultants shall not accept for their own benefit any trade
commission, discount, or similar payment in connection with activities
pursuant to this Contract or to the Services or in the discharge of their
obligations under the Contract, and the Consultants shall use their best efforts
to ensure that the Personnel, any Subconsultants, and agents of either of them
similarly shall not receive any such additional remuneration.
3.3 Confidentiality
The Consultants, their Subconsultants, and the Personnel of either of them

shall not, either during the term or after the expiration of this Contract,
disclose any proprietary or confidential information relating to the Project, the
Services, this Contract, or the Client's business or operations without the prior
written consent of the Client.
3.4 Liability of the Consultants
The Consultants are liable for the consequence of errors and omissions on
their part or on the part of their employees in so far as the design of the Project
is concerned to the extent and with the limitations as mentioned hereinbelow.
If the Client suffers any losses or damages as a result of proven faults, errors
or omissions in the design of a project, the Consultants shall make good such
losses or damages, subject to the conditions that the maximum liability as
aforesaid shall not exceed twice the total remuneration of the Consultants for
design phase in accordance with the terms of the Contract.
The liability of the Consultants expires after one (1) year from the stipulated
date of completion of construction or after three (3) years from the date of
final completion of the design whichever is earlier.
The Consultants may, to protect themselves, insure themselves against their

liabilities but this is not obligatory. The extent of the insurance shall be up to
the limit specified in second para above. The Consultants shall procure the
necessary cover before commencing the Services and the cost of procuring
such cover shall be borne by the Consultants up to a limit of one percent of the
(10)
total remuneration of the Consultants for the design phase for every year of
keeping such cover effective.
The Consultants shall, at the request of the Client, indemnify the Client
against any or all risks arising out of the furnishing of professional services by
the Consultants to the Client, not covered by the provisions contained in the
first para above and exceeding the limits set forth in second para above
provided the actual cost of procuring such indemnity as well as costs
exceeding the limits set forth in fourth para above shall be borne by the Client.
3.5 Other Insurance to be Taken out by the Consultants
The Consultants (a) shall take out and maintain, and shall cause any
Subconsultants to take out and maintain, at their (or the Subconsultants', as the
case may be) own cost but on terms and conditions approved by the Client,
insurance against the risks, and for the coverage, as are specified in the SC;
and (b) at the Client's request, shall provide evidence to the Client showing
that such insurance has been taken out and maintained and that the current
premiums have been paid.
3.6 Consultants' Actions Requiring Client's Prior Approval
The Consultants shall obtain the Client's prior approval in writing before
taking any of the following actions:
(a) appointing such Personnel as are listed in Appendix-C merely by title

but not by name;
(b) entering into a subcontract for the performance of any part of the
Services, it being understood (i) that the selection of Subconsultants
and the terms and conditions of the subcontract shall have been
approved in writing by the Client prior to the execution of the
subcontract, and (ii) that the Consultants shall remain fully liable for
the performance of the Services by the Subconsultants and its
Personnel pursuant to this Contract;
(c) any other action that may be specified in the SC.
3.7 Reporting Obligations
The Consultants shall submit to the Client the reports and documents specified
in Appendix B in the form, in the numbers, and within the periods set forth in
the said Appendix.
3.8 Documents Prepared by the Consultants to be the Property of the Client
All plans, drawings, specifications, reports, and other documents and software
prepared by the Consultants in accordance with Sub-Clause 3.7 shall become
(11)
and remain the property of the Client, and the Consultants shall, not later than
upon termination or expiration of this Contract, deliver (if not already
delivered) all such documents and software to the Client, together with a
detailed inventory thereof. The Consultants may retain a copy of such
documents and software.
Restriction(s) about the future use of these documents is specified in the SC.
3.9 Equipment and Materials Furnished by the Client
Equipment and materials made available to the Consultants by the Client, or

purchased by the Consultants with funds provided exclusively for this purpose
by the Client, shall be the property of the Client and shall be marked
accordingly. Upon termination or expiration of this Contract, the Consultants
shall make available to the Client an inventory of such equipment and
materials and shall dispose of such equipment and materials in accordance
with the Client's instructions or afford salvage value of the same. While in
possession of such equipment and materials, the Consultants, unless otherwise
instructed by the Client in writing, shall insure them at the expense of the
Client in an amount equal to their full replacement value.
3.10 Accounting, Inspection and Auditing
The Consultants (i) shall keep accurate and systematic accounts and records
in respect of the Services hereunder, in accordance with internationally
accepted accounting principles and in such form and detail as will clearly
identify all relevant time charges, and cost, and the basis thereof, and (ii) shall
permit the Client or its designated representatives periodically, and up to one
year from the expiration or termination of this Contract, to inspect the same
and make copies thereof as well as to have them audited by auditors appointed
by the Client.
4. CONSULTANTS' PERSONNEL AND SUBCONSULTANTS
4.1 Description of Personnel
The titles, agreed job descriptions, minimum qualifications, and estimated

periods of engagement in the carrying out of the Services of the Consultants'
Key Personnel are described in Appendix C. The Key Personnel and
Subconsultants listed by title and/or by name, as the case may be, in Appendix
C are deemed to be approved by the Client.
4.2 Removal and/or Replacement of Personnel
(a) Except as the Client may otherwise agree, no changes shall be made in
the Key Personnel. If, for any reason beyond the reasonable control of
the Consultants, it becomes necessary to replace any of the Key
Personnel, the Consultants shall provide as a replacement a person of
equivalent or better qualifications;
(12)
(b) If the Client, (i) finds that any of the Personnel have committed serious
misconduct or have been charged with having committed a criminal
action; or (ii) has reasonable cause to be dissatisfied with the
performance of any of the Personnel, then the Consultants shall, at the
Client's written request specifying the grounds therefor, provide as a
replacement a person with qualifications and experience acceptable to
the Client.
(c) Except as the Client may otherwise agree, the Consultants shall; (i)
bear all the additional travel and other costs arising out of or incidental
to any removal and/or replacement; and (ii) bear any additional
remuneration, to be paid for any of the Personnel provided as a
replacement to that of the Personnel being replaced.
5. OBLIGATIONS OF THE CLIENT
5.1 Assistance, Coordination and Approvals
5.1.1 Assistance
The Client shall use its best efforts to ensure that the Client shall:
(a) provide at no cost to the Consultants, Subconsultants and Personnel

such documents prepared by the Client or other consulting engineers
appointed by the Client as shall be necessary to enable the Consultants,
Subconsultants or Personnel to perform the Services. The documents
and the time within which such documents shall be made available, are
as specified in the SC;
(b) assist to obtain the existing data pertaining or relevant to the carrying
out of the Services, with various Government and other organisations.
Such items unless paid for by the Consultants without reimbursement
by the Client, shall be returned by the Consultants upon completion of
the Services under this Contact;
(c) issue to officials, agents and representatives of the concerned

organisations, all such instructions as may be necessary or appropriate
for prompt and effective implementation of the Services;
(d) assist to obtain permits which may be required for right-of-way, entry
upon the lands and properties for the purposes of this Contract;
(e) provide to the Consultants, Subconsultants, and Personnel any such

other assistance and exemptions as may be specified in the SC.
5.1.2 Co-ordination
The Client shall:
(13)
(a) coordinate and get or expedite any necessary approval and clearances
relating to the work from any Government or Semi-Government
Agency, Department or Authority, and other concerned organisation
named in the SC.
(b) coordinate with any other consultants employed by him.
5.1.3 Approvals
The Client shall accord approval of the documents within such time as
specified in the SC, whenever these are applied for by the Consultants.
5.2 Access to Land
The Client warrants that the Consultants shall have, free of charge, unimpeded
access to all land of which access is required for the performance of the
Services.
5.3 Change in the Applicable Law
If, after the date of this Contract, there is any change in the Applicable Law
which increases or decreases the cost of the Services rendered by the
Consultants, then the remunerations and direct costs otherwise payable to the
Consultants under this Contract shall be increased or decreased accordingly,
and corresponding adjustment shall be made to the amounts referred to in Sub-
Clause 6.2 (a) or (b), as the case may be.
5.4 Services and Facilities
The Client shall make available to the Consultants, Subconsultants and the
Personnel, for the purpose of the Services and free of any charge, the services,
facilities and property described in Appendix F at the times and in the
manner specified in said Appendix F, provided that if such services, facilities
and property shall not be made available to the Consultants as and when so
specified, the Parties shall agree on; (i) any time extension that it may be
appropriate to grant to the Consultants for the performance of the Services;
(ii) the manner in which the Consultants shall procure any such services,
facilities and property from other sources; and (iii) the additional payments,
if any, to be made to the Consultants as a result thereof pursuant to Clause 6
hereinafter.
5.5 Payments
In consideration of the Services performed by the Consultants under this

Contract, the Client shall make to the Consultants such payments and in such
manner as is provided by Clause 6 of this Contract.
(14)
6. PAYMENTS TO THE CONSULTANTS
6.1 Lump Sum Remuneration
The Consultants' total remuneration shall not exceed the Contract Price and
shall be a fixed lump sum including all staff costs, incurred by the Consultants
in carrying out the Services described in Appendix A. Other reimbursable
direct costs expenditure, if any, are specified in the SC. Except as provided in
Sub-Clause 5.3, the Contract Price may only be increased above the amounts
stated in Sub-Clause 6.2 if the Parties have agreed to additional payments in
accordance with Sub-Clauses 2.5, 2.6, 5.4 or 6.6.
6.2 Contract Price
(a) Foreign currency payment shall be made in the currency or currencies

specified as foreign currency or currencies in the SC, and local
currency payment shall be made in Pakistani Rupees.
(b) The SC shall specify the break up of remuneration to be paid,

respectively, in foreign and in local currencies.
6.3 Terms and Conditions of Payment
Payment will be made to the account of the Consultants and according to the
payment schedule stated in the SC. Payments shall be made after the
conditions listed in the SC for such payments have been met, and the
Consultants have submitted an invoice to the Client specifying the amount
due.
6.4 Period of Payment
(a) Advance payment to the Consultants shall be affected within the

period specified in the SC, after signing of the Contract Agreement
between the Parties.
(b) Any other amount due to the Consultants shall be paid by the Client to
the Consultants within twenty-eight (28) days in case of local currency
and fifty six (56) days in case of foreign currency after the Consultants'
invoice has been delivered to the Client.
6.5 Delayed Payments
If the Client has delayed payments beyond the period stated in paragraph (b)
of Sub-Clause 6.4, financing charges shall be paid to the Consultants for each
day of delay at the rate specified in the SC.
(15)
6.6 Additional Services
Additional Services means:
(a) Services as approved by the Client outside the Scope of Services

described in Appendix A;
(b) Services to be performed during the period extended pursuant to Sub-

Clause 2.6, beyond the original schedule time for completion of the
Services; and
(c) any re-doing of any part of the Services as a result of Client's

instructions.
If, in the opinion of the Client, it is necessary to perform Additional Services

during the currency of the Contract for the purpose of the Project, such
Additional Services shall be performed with the prior concurrence of both the
Parties. The Consultants shall inform the Client of the additional time (if any),
and the additional remuneration and reimbursable direct costs expenditure for
such Additional Services. If there is no disagreement by the Client within two
weeks of this intimation, such additional time, remuneration and reimbursable
direct costs expenditure shall be deemed to become part of the Contract. Such
remuneration and reimbursable direct costs expenditure shall be determined on
the basis of rates provided in Appendices D and E, in case the Additional
Services are performed during the scheduled period of the Services, otherwise
remuneration for Additional Services shall be determined on the basis of
Consultants' billing rates prevailing at the time of performing the Additional
Services.
6.7 Consultants' Entitlement to Suspend Services
If the Client fails to make the payment of any of the Consultants' invoice
(excluding the advance payment), within twenty-eight (28) days after the
expiry of the time stated in paragraph (b) of Sub-Clause 6.4, within which
payment is to be made, the Consultants may after giving not less than fourteen
(14) days' prior notice to the Client, suspend the Services or reduce the rate of
carrying out the Services, unless and until the Consultants have received the
payment.
This action will not prejudice the Consultants entitlement to financing charges
under Sub-Clause 6.5.
7. SETTLEMENT OF DISPUTES
7.1 Amicable Settlement
(16)
The Parties shall use their best efforts to settle amicably all disputes arising
out of or in connection with this Contract or its interpretation.
7.2 Dispute Settlement
Any dispute between the Parties as to matters arising pursuant to this Contract
which cannot be settled amicably within thirty (30) days after receipt by one
Party of the other Party's request for such amicable settlement may be
submitted by either Party for settlement in accordance with the provisions of
the Arbitration Act, 1940 (Act No.X of 1940) and of the Rules made
thereunder and any statutory modifications thereto.
Services under the Contract shall, if reasonably possible, continue during the
arbitration proceedings and no payment due to or by the Client shall be
withheld on account of such proceedings.
8. INTEGRITY PACT
8.1 If the Consultant or any of his Subconsultants, agents or servants is found to

have violated or involved in violation of the Integrity Pact signed by the
Consultant as Appendix-G to this Form of Contract, then the Client shall be
entitled to:
(a) recover from the Consultant an amount equivalent to ten times the sum
of any commission, gratification, bribe, finder’s fee or kickback given
by the Consultant or any of his Subconsultant, agents or servants;
(b) terminate the Contract; and
(c) recover from the Consultant any loss or damage to the Client as a
result of such termination or of any other corrupt business practices of
the Consultant or any of his Subconsultant, agents or servants.
On termination of the Contract under Sub-Para (b) of this Sub-Clause, the

Consultant shall proceed in accordance with Sub-Clause 2.9.3. Payment upon
such termination shall be made under Sub-Clause 2.9.4 (a) after having
deducted the amounts due to the Client under Sub-Para (a) and (c) of this Sub-
Clause.
(17)
III. SPECIAL CONDITIONS OF CONTRACT
No. Amendments of, and Supplements to, Clauses in the General Conditions
of GC of Contract
Clause
1.1 Definitions
(p) "Project" means .....................................
1.6 Authorised Representatives
The Authorised Representatives are the following:
For the Client:
Telephone :
Facsimile :
E.Mail :
For the Consultants:
(Name of Project Manager)

(Project)
(Address)
Telephone :
Facsimile :
E.Mail :
1.7 Taxes and Duties
[Note: To be included in this Sub-Clause as agreed with the Client.]
[All notes should be deleted in final text. All blanks should be filled in.]
(18)
1.8 Leader of the Joint Venture
The leader of the Joint Venture is .................................... (name of the Member

of the Joint Venture).
[Note: If the Consultants do not consist of more than one entity, the Sub-
Clause 1.8 should be deleted.]
2.1 Effectiveness of Contract
The date on which this Contract shall come into effect is the date when the
Contract is signed by both the Parties and the amount of advance payment due
upon signing of the Contract is received by the Consultants.
2.2 Termination of Contract for Failure to Become Effective
The time period shall be ........... days, or such other period as the Parties may
agree in writing.
[Note: Fill in the time period e.g one hundred twenty (120) days.]
2.3 Commencement of Services
The Consultants shall commence the Services within twenty-one (21) days
after the date of signing of Contract Agreement, or such other time period as
the Parties may agree in writing.
2.4 Expiration of Contract
The period of completion of Services shall be ----------- days from the

Commencement Date of the Services or such other period as the Parties may
agree in writing. The Services are estimated to be completed before ......... 20...
"Completion of Services" means..................................................

..............................................................................................................................
..............................................................................................................................
3.5 Insurance to be Taken out by the Consultants
The risks and the coverages shall be as follows:
(a) Third Party motor vehicle liability insurance in respect of motor

vehicles operated in Pakistan by the Consultants or their Personnel or
any Subconsultants or their Personnel, with a minimum coverage of
Rs.................
(19)
(b) Insurance against loss of or damage to equipment purchased in whole
or in part with funds provided under the Contract.
3.6 Consultants' Actions Requiring Client's Prior Approval
The Consultants shall also clear with the Client, before commitments on any
action they propose to take under the following:
i) Issuing Variations Orders in respect of:
- additional items of Works as determined by the Engineer to be

necessary for the execution of Works.
- any new item of the Works not envisaged in the Contract

Documents and which is determined by the Engineer to be
necessary for the execution of Works.
- any item of Works covered under Provisional Sums
ii) Claim from the Contractor for extra payment with full supporting
details and Consultants recommendations, if any, for settlement.
iii) Details of any nominated sub-contracts.
iv) Any action under terms of Performance Guarantee or Insurance Policy.
v) Any action by the Consultants affecting the costs under the following
clauses of Conditions of Contract of the Construction Contract.
- Adverse Physical Conditions and Artificial Obstructions

- Suspension of Works
- Bonus and Liquidated Damages
- Certificate of Completion of Works
- Defects Liability Certificate
- Forfeiture
- Special Risks
- Frustration
vi) Final Measurement Statement
vii) Release of Retention Money
viii) Any change in the ratios of various currencies of payment.
3.8 Documents Prepared by the Consultants to be the Property of the Client
The Client and the Consultants shall not use these documents for purposes
unrelated to this Contract without the prior written approval of the other Party.
(20)
5.1.1 Assistance
(a) The Client shall make available within ...... days from the
Commencement Date, the documents namely
..................................................................................................................
..................................................................................................................
This list if warranted shall be supplemented subsequently.
(e) Other assistance and exemptions to be provided by the Client

are.............................................................................................................
..................................................................................................................
5.1.2 Coordination
(a) The departments and agencies include ...............

..............................................................................................................................
..............................................................................................................................
5.1.3 Approvals
The Client shall accord approval of the documents immediately but not later
than fourteen (14) days from the date of their submission by the Consultants.
6.1 Lump Sum Remuneration
[Note: In case there are other expenditures in respect of which reimbursement

is allowed in addition to the lump sum remuneration, details of such
reimbursable direct costs expenditure which may include
Subconsultants' costs, printing, communications, travel,
accommodation etc., may be indicated herein. Each item shall be
specified whether it is payable on the basis of (a) lump sum monthly
rate; or (b) reimbursement of actual expenditures.]
6.2 Contract Price
(a) The amount in foreign currency is ...........

The amount in local currency is Pakistani Rupees.............
(b) The break up of foreign and local currencies shall be as under:
- For Planning and Designing, total foreign currency comprising .....

(Name the currency/currencies) is ......... and total Pak Rs. is ...........
- For Construction supervision, total foreign currency

comprising........(Name the currency/currencies) is....... and total Pak
Rs. is ...............
(21)
6.3 Terms and Conditions of Payment
[Note: Terms and Conditions of Payment provided below is meant for sample
reference. This should be edited on case to case basis as per scope of
work of the engineering consultancy services of the specific project.]
For Planning and Design
A lump sum amount in foreign and local currencies against Planning and
Design referred under SC 6.2 shall be paid to the Consultants for the Services
to be completed within the period specified in SC 2.4.
Payments shall be made according to the following schedule:
(a) Advance Payment upon singing of

Contract Agreement @ 15% = Rs.-----
(b) Upon submission of Inception Report @ 10% = Rs.-----
(c) Upon submission of Detailed Design Report @ 40% = Rs.-----
(d) Upon submission of Draft Bidding Documents @ 25% = Rs.-----
(e) Upon submission of Final Bidding Documents @ 5% = Rs.-----
(f) Upon submission of Bid Evaluation Report @ 5% = Rs.-----
Total 100% = Rs.------
For Construction Supervision
(a) A lump sum amount in foreign and local currencies referred under SC
6.2 against Construction Supervision shall be paid to the Consultants
for the Services to be completed within a period specified in SC 2.4.
(b) Payment shall be made according to the following schedule:
(i) An advance payment of ....% of foreign currency and ....% of

local currency, shall be made within .....( ) days of signing of
the Contract Agreement. The advance payment will be set off
by the Client in .....(give numbers) equal installments against
the statements until the advance payment has been fully set off.
First installment for the set off shall be made....
(ii) An amount of Rs......(amount in words) shall be paid per month

for ........ months. In case the Services are completed before
the scheduled date of completion stated in Clause 2.4, the
balance amount shall be paid to the Consultants with their final
bill.
(22)
(c) As soon as practicable and preferably within thirty (30) days after the
end of each calender month during the period of the Services, the
Consultants shall submit their bill in duplicate to the Client.
Supporting documents shall be submitted for reimbursable direct costs
expenditure, if any.
6.4 Period of Payment
(a) The time period for advance payment shall be ........................( ) days
after signing of Contract Agreement by both the Parties. (Fill in the
time period e.g. thirty (30) days).
6.5 Delayed Payments
Financing charges are as under:
(i) for foreign currency = ------- percent ( %) per annum

(ii) for local currency = eight percent (8%) per annum.
(23)
IV APPENDICES
Appendix A Description
of the Services
[Give detailed descriptions of the Services to be provided, dates for completion of various
tasks, place of performance for different tasks, specific tasks to be approved by Client, etc.]
(25)
Appendix B Reporting
Requirements
Pursuant to Sub-Clause GC-3.7, the Consultants shall submit the following reports:
[List format, frequency, and contents of reports; persons to receive them; dates of submission
and the number of copies of each submittal; etc. If no reports are to be submitted, state here
"Not applicable".]
(26)
Appendix C
Key Personnel and Subconsultants
[List under: C-1 Title [and names, if already available], activities of job descriptions
of key Personnel to be assigned to work and staff-months for each.
C-2 List of approved Subconsultants (if already available); same

information with respect to their Personnel as in C-1.]
(27)
Appendix D
Breakdown of Contract Price in Foreign Currency
[List here the elements of cost used to arrive at the breakdown of the Contract Price-foreign
currency portion:
1. Remuneration for various items on the basis of rates as mutually agreed.
2. Other reimbursable direct costs expenditure.
3. Total, remuneration and reimbursable direct costs expenditure = (1 + 2)
Note:
This appendix will exclusively be used for determining remuneration for Additional Services
in accordance with Sub-Clause GC 6.6.]
(28)
Appendix E
Breakdown of Contract Price in Local Currency
[List here the elements of cost used to arrive at the breakdown of the Contract Price-local
currency portion:
1. Remuneration for various items on the basis of rates as mutually agreed.
2. Other reimbursable direct costs expenditure related to:
(a) Support staff, and work charged staff;
(b) Office expenditures related to:
(i) rentals;
(ii) furnishing and equipment;
(iii) operation and maintenance of office, office equipment and furniture,
office supplies.
(c) Transport including running and maintenance, and other associated costs;
(d) Travelling etc.
(e) Other costs
3. Total, remuneration and reimbursable direct costs expenditure = (1 + 2).
Note:
1. Each item of reimbursable direct costs expenditure shall be specified whether it is

payable on the basis of (a) lump sum monthly rate; or (b) reimbursement of actual
expenditures.
2. This appendix will exclusively be used for determining remuneration for Additional
Services in accordance with Sub-Clause GC 6.6.]
(29)
Appendix F
Services and Facilities to be Provided by the Client
The Client shall make available the following Services and Facilities:
1. Services and Facilities of the Client
The Client shall make available to the Consultants, Subconsultants and the Personnel,
for the purposes of the Services and free of any charge, the services, facilities and
property, at the times and in the manner specified hereunder:
(a)
(b)
(c) Rent will be charged by the Client only for the family status accommodation
provided to the Personnel, in the Client's colonies, at the following rates:
Type of Accommodation Monthly Rent (Rs)
.................... .................
.................... .................
(d) No rent will be charged for single status residences provided by the Client to
the Personnel.
2. Lodge Accommodation
If requested by the Consultants, the Client shall provide lodge accommodation, if

available, to all Personnel of the Consultants or the Subconsultants when on visit to
various parts of the Project area or any other station where such facilities or the lodge
accommodation of the Client exists (and provided that the Personnel of the
Consultants or the Subconsultants visit that place in connection with the Project)
under the same terms and conditions as the Client's staff is entitled.
(30)
Appendix G
(INTEGRITY PACT)
DECLARATION OF FEES, COMMISSION AND BROKERAGE ETC.

PAYABLE BY THE SUPPLIERS OF GOODS, SERVICES & WORKS IN
CONTRACTS WORTH RS. 10.00 MILLION OR MORE
Contract No._ Dated

Contract Value:
Contract Title:
………………………………… [name of Supplier] hereby declares that it has not obtained or

induced the procurement of any contract, right, interest, privilege or other obligation or
benefit from Government of Pakistan (GoP) or any administrative subdivision or agency
thereof or any other entity owned or controlled by GoP through any corrupt business practice.
Without limiting the generality of the foregoing, [name of Supplier] represents and warrants
that it has fully declared the brokerage, commission, fees etc. paid or payable to anyone and
not given or agreed to give and shall not give or agree to give to anyone within or outside
Pakistan either directly or indirectly through any natural or juridical person, including its
affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or
subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described
as consultation fee or otherwise, with the object of obtaining or inducing the procurement of
a contract, right, interest, privilege or other obligation or benefit in whatsoever form from
GoP, except that which has been expressly declared pursuant hereto.
[name of Supplier] certifies that it has made and will make full disclosure of all agreements
and arrangements with all persons in respect of or related to the transaction with GoP and has
not taken any action or will not take any action to circumvent the above declaration,
representation or warranty.
[name of Supplier] accepts full responsibility and strict liability for making any false
declaration, not making full disclosure, misrepresenting facts or taking any action likely to
defeat the purpose of this declaration, representation and warranty. It agrees that any contract,
right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall,
without prejudice to any other rights and remedies available to GoP under any law, contract
or other instrument, be voidable at the option of GoP.
Notwithstanding any rights and remedies exercised by GoP in this regard, [name of Supplier]
agrees to indemnify GoP for any loss or damage incurred by it on account of its corrupt
business practices and further pay compensation to GoP in an amount equivalent to ten time
the sum of any commission, gratification, bribe, finder’s fee or kickback given by [name of
Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any
contract, right, interest, privilege or other obligation or benefit in whatsoever form from GoP.
Name of Buyer: ……………… Name of Seller/Supplier: …………

Signature: …………………… Signature: …………………………
[Seal] [Seal]
(31)
CONTRACT FOR ENGINEERING CONSULTANCY SERVICES
LUMP SUM REMUNERATION
between
(NAME OF THE CLIENT)
and
(NAME OF THE JOINT VENTURE OF THE CONSULTANTS)
for
(BRIEF SCOPE OF SERVICES)
OF_ (NAME OF PROJECT)
Month and Year
(NAME OF THE JOINT VENTURE OF THE CONSULTANTS)

(Name of Individual Consultants)
(Name of Individual Consultants)
(32)
FORM OF CONTRACT
[Note: Use this Form of Contract when the Consultants performs Services as Joint Venture.
This CONTRACT (hereinafter called the "Contract") is made on the day of

[month] of [year], between, on the one hand,
(hereinafter called the "Client" which expression shall include the successors, legal
representatives and permitted assigns) and, on the other hand, a joint venture consisting of the
following entities, each of which will be jointly and severally liable to the Client for all the
Consultants' obligations under this Contract, namely:
(hereinafter collectively called the "Consultants" which expression shall include its
successors, legal representatives and permitted assigns).
WHEREAS
(a) the Client has requested the Consultants to provide certain consulting services as
defined in the General Conditions of Contract attached to this Contract (hereinafter
called the "Services"); and
(b) the Consultants, having represented to the Client that they have the required
professional skills, and personnel and technical resources, have agreed to provide the
Services on the terms and conditions set forth in this Contract;
NOW THEREFORE the Parties hereby agree as follows:
1. The following documents attached hereto shall be deemed to form an integral part of
this Contract:
(a) the General Conditions of Contract;

(b) the Special Conditions of Contract;
(c) the following Appendices:
(33)
[Note: If any of these Appendices are not used, the words "Not Used" should be
inserted below next to the title of the Appendix and on the sheet attached
hereto carrying the title of that Appendix.]
Appendix A: Description of Services

Appendix B: Reporting Requirements
Appendix C: Key Personnel and Subconsultants
Appendix D: Breakdown of Contract Price in Foreign Currency
Appendix E: Breakdown of Contract Price in Local Currency
Appendix F: Services & Facilities to be Provided By the Client
Appendix G: Integrity Pact (for Services above Rs. 10 Million)
2. The mutual rights and obligations of the Client and the Consultants shall be as set
forth in the Contract, in particular:
(a) the Consultants shall carry out the Services in accordance with the provisions
of the Contract; and
(b) the Client shall make payments to the Consultants in accordance with the
provisions of the Contract.
IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their
respective names in two identical parts each of which shall be deemed as the original, as of
the day, month and year first above written.
CLIENT'S NAME
Witness
Signature Signature
Name Name
Title Title
(Seal)
NAME OF THE JOINT VENTURE OF THE CONSULTANTS
(34)
Name of Member No. 1
Witness
Signature Signature
Name Name
Title Title
(Seal)
Witness
Signature Signature
Name Name
Title Title
(Seal)

Witness
Signature Signature
Name Name
Title Title
(Seal)
(35)
Appendix-A
Financial Accounts, Cost Accounts, Codes & Manuals
1. Introduction and overview of accounting system

2. Masters scheme of codification
3. Financial statements and records
4. Tangible fixed assets
5. Intangible assets
6. Long terms loan and advances to employees
7. Investments
8. Procurements
9. Stores and stocks
10. Cash and banks
11. Revenue
12. Receivables
13. Expenditures
14. Payables
15. Government Grants and Investment by Government
16. Employees benefits and payroll
17. Borrowings
18. Cost Accounting System-Rail
19. Cost Accounting System Workshop and Factories
20. Cost Accounting System Concrete Sleeper Factories
21. Project Costing
22. Budget
23. Management Information System
6 Codes
1. General Code
2. Engineering Code
3. Mechanical Code
4. Traffic Code
5. Store Code
6. Accounts Code (P-I & P-II)

RFP For ERP (FIS-MIS) Project of Pakistan Railway (Complete)

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

RFP For ERP (FIS-MIS) Project of Pakistan Railway (Complete)

Uploaded by

Copyright:

Available Formats

REQUEST FOR PROPOSALS

Section 1. Letter of Invitation ...................................................................................................4

Section 1. Letter of Invitation

1 . Pakistan Railways has executed an exercise for Restructuring & Up-gradation of

5. The RFP includes the following documents:

Section 5 - Terms of Reference

6. The RFP, duly completed as per instructions contained

therein, shall be delivered on-------------or before--------------

at the following address, which will be opened at--------------

----hours at the same date in the presence of the

representatives of participating Consulting firms, who wish

to attend. No Bid (RFP) will be entertained after-----------

hours on delivery date----------------------.

7- No bid (RFP) will be received either by mail, post or

electronic means. Only those bid bids (RFP) will be

entertained for further process, which shall be received by

the consultancy firms, through their authorized

Section 2. Instructions to Consultants

deliverables of the assignment.

Conflict of 1.6 Client's policy requires that Consultants provide professional,

without any consideration for future work.

Conflicting (i) A firm that has been engaged by the Client to

Conflicting (ii) A Consultant (including its Personnel and Sub-

Conflicting (iii) A Consultant (including its Personnel and Sub-

who is directly or indirectly involved in any

Unfair 1.6.4 If a Consultant could derive a competitive advantage

execution of such contracts.1 In pursuance of this policy, the

any party to prevent it from disclosing its

Eligibility 1.10 A firm or an individual sanctioned by the Client in accordance

financially or otherwise, during such period of time as the

Eligibility of 1.11 In case a Consultant intends to associate with Consultants

Only one 1.13 If a Consultant submits or participates in more than one

Client will respond in writing, or by standard electronic means

3.2 In preparing their Proposal, Consultants are expected to

3.3 While preparing the Technical Proposal, Consultants must

Proposal shall be based on the number of Professional

Technical 3.4 Depending on the nature of the assignment, Consultants are

was legally contracted by the client as a

(b) (i) Comments and suggestions on the

(c) (i) A description of the

(d) The list of the proposed Professional staff team by

area of expertise, the position that would be assigned

3.5 The Technical Proposal shall not include any financial

3 e services in PKR onl y.

misplacement, losing or premature opening if the outer

Evaluation of 5.2 The evaluation committee shall evaluate the Technical

Public Opening and Evaluation of Financial Proposals

Technical 6.2 Negotiations will include a discussion of the Technical

negotiations authorities to determine the local tax amount to be paid by the

Conclusion of 6.5 Negotiations will conclude with a review of the draft

8. Confidentiality 8.1 Information relating to evaluation of Proposals and

persons not officially concerned with the process, until the

1.1 Name of the Client: Project Management Unit, Ministry of Railways,

1.2 Financial Proposal to be submitted together with Technical Proposal:

Name of the assignment is: Pakistan Railways – Software (ERP) for

1.3 A pre-proposal conference will be held: NO

1.11 No association is allowed.

The address for requesting clarifications is:

3.1 Proposals shall be submitted in the following language: English

3.3 (a) Consultants may associate with other Consultants in a joint

All Consultants, considering them eligible in accordance with criteria stated in

3.4 The format of the Technical Proposal to be submitted is: FTP.

3.4 (g) Training is a specific component of this assignment: Yes