Attachment_1.b_-FUNCTIONAL_REQUIREMENTS_SPECIFICATIONS_CHECKLIST.docx

FUNCTIONAL REQUIREMENTS SPECIFICATIONS CHECKLIST

This section of Functional Requirements takes care of the General system requirements

Please indicate your response as one of the following for each specification.

Sup - Functionality available as a standard package feature including Supporting the requirements via modifications (screen configurations, reports, GUI tailoring, etc.)

3rd- Supported via a third party solution

Cus - Functionality not available. It would be customized to meet the requirements i.e. changes to source code

Ns- Functionality not supported

Instructions

Complete the table by placing an X in the appropriate column for each criterion. The X’s should represent the current state of a particular product or service. There is no correct number of X’s that the review team is looking for. However, customizations and 3rd party tools should represent no more than 20% of the required functionality.

Response Value Table

The proposed system should

independent

standard application and legacy applications and support user exits

routines

other vendors

acquisition system, biometric devices etc.

the cause of the error and the recommended course of action

number) in all types of data entry

access profile

balance data of all the modules so that the report writer and inquiries can accumulate balances quickly rather than add up all the relevant transactions

way they ask for and present information

programming changes

happening correctly

properties etc.

(as per user definitions)

system based on different department needs

The system should provide a provision for centralized updates.

purpose

purpose

OLE DB compliant.

required to execute various system maintenance functions including: Backup management, Multiple monitoring sessions, Storage archival and retrieval, Performance monitoring (application and system), Ability to monitor executing jobs, Database optimization

/tools and tools to easily export data

(Financial information, key performance indicators, etc.) based on user profile

Software Development Kit (SDK) that allows the technical staff to enhance and integrate the system.

browsers like Edge, Firefox, Chrome etc.

transaction dates for holidays, weekends, etc.

on: User Name, Role, User ID, Date user was created, Last login

available only to defined processes

transaction, fields affected and before and after data values (please specify the contents of Audit Trail record)

document formats such as TIFF, PDF, JPG, PDF a, MS Office documents, emails, faxes etc.

FINANCE

FINANCE

FINANCE PROCESSES

Accounting Setup

for a user specified period

necessary range of currencies across all the modules

Account Payables

Government Funding

Integration with IFMIS/ Banks (efts)

Accounts Receivables

Fixed Asset Depreciation

[Straight Line, Reducing Balance ….]

Cash Management

Imprest Management Petty Cash

Per Diem

Surrendable Imprest

Donor Funding/Consignments accounting

Product setup requirements

Reports

heads:

• By revenue/ expense heads

• By Asset/Liability heads

• By transaction types

• By status in the workflow process like draft, pending

company's needs, as per the details listed below:

• Ability to allow users to specify the exact layout of the required report including location of the fields, header, footer, page numbering, title etc.

• Ability to export extracted data and graphical reports to spreadsheets / databases/ presentations

to form the reports required by them

email/internet/intranet etc.

Asset Management

Asset

Asset Maintenance

schedule

(Preventative/)

Asset Location Management

PARTNER RELATIONS

Customer Relationship Management

Customer basic data : Names, Code, Address, Contacts, budget allocation

of customer calls by CCRs

capture at goods receipt (to be able provide for the varying requirements of various partners/donors/owners of stock) The system shall capture supplier delivery notification through NMS Portal/ or Email

Delivery i.e(NDA Release/ DELIVERY NOTE/ Invoice/ Letter of Undertaking(Short shelf life items

Quantity (Control) – flexibility, but max quantity delivered = quantity ordered Batch Nos/Expiry, Manufacturer, Country of Origin

assignment of cycle counts tasks to pickers

· Frequency of picks

· Volume

· Weight

· Item value

· Batch Nos

· Manufacturer

· Country of origin

· Location [zone]

· Warehouse

on variables including:

· Frequency of picks

· Volume

· Weight

· Item value

· Nature of Item [Fragile etc]

· Handling type[Cold chain items]

analysis

write-offs based on consumption rate, demand, AMC etc

principles as selling stock (FEFO/ FIFO)

& notifications

· System shall capture Returns outwards (Returns Out Form)

· The system shall support capture of Credit Notes (from supplier)

· The system shall support Returns outwards Approvals

The Systems shall support capturing Customer Returns based on customer Discrepancies form input The System shall provide customer returns form on the NMS portal for customer self service. The System shall link returns inwards to complaints mgt/ ticketing workflow The system shall support reintroduction of returns into stock The system shall support Financial Reconciliation of returned items.

Customer Credited with value of returned stock, and inventory value debited with corresponding returned value.

waves) (Note: the stock movement feature should prevent allocations of stock while movement action is in progress/i.e. incomplete, and should not move allocated/reserved stock/i.e. stock already on pick) BI required to analyze movements

Monitoring

following sub-processes

· Stock Take Planning

· Create a Stock Take Team

· Create A Stock Take Schedule/ Meetings

· Generate Stock Take Template [For capturing additional product information]

· During the stock take, Stock movements, picks, receipts are restricted (There shouldn’t be any open customer orders or receipts from suppliers). Close/ Finish all open transactions

· Lock up the system & Back up (Stock Take Mode)

· Users generate stock count sheets. There should be flexibility in generation (by warehouse, zone, location, by product attributes): information include –product Code, Description, UOM, Batch number, Expiry Date where applicable

· Data capture

· The system shall generate a discrepancy report

· Repeat counts will be requested incase of discrepancy

· Stock take includes edits in batch nos, Expiry Dates

· The system shall produce a variance report

· Financial Reconciliation

· Post to Inventory

· Reopen the system for normal Operations

· Back up the system again

Amongst the details that shall be captured include:

· Product code

· Description

· Alternative Code

· Substitutes

· Storage types

· Picking instructions

· Replenishment settings (max/min levels, pick location) etc.

· Package Sizes, Weight,

· Supplier Details

· Product categorization based on: stock category (Essential/Non-Essential, Analgesic etc.), Account

· Pickings settings – Picking area, min picking quantity, min

· batch picking, palette IDs

· Barcodes

· Picture of the product

· Required fields [Fields that must be captured when receiving the product] – {Country of origin, NDA Reg, LTR- Local Technical Rep, Manufacturer}

· Tag Product to Level of Care (HCI, HCII)

· Linkage btw same product with different UOM (100mg Panadol Vs 200mg Panadol) – UOM

· Dosage Forms

· Manufacturers

Finance & Quality

setup

stock card templates to ease Loading of product data

into account Pipeline stock/ Expiry/ Demand/ AMC

notifications on the System and Email targeted to relevant departments/roles in the organization based on the Product Forecasting changes

dashboards into PDF/XLS/Word

· Product information- Code, Name

· Customer Order Qty – Captured in order entry

· Procurement Plan Qty (for the cycle) +-20% deviation allowed

· Year to Date budget consumption per item & remaining budget

· Year to Date Total Budget consumption.

· Quantity Encoded – Supply Quantity

· A Notes Field for each item whose qty ordered is different than that encoded

Ability to pick items based on:

· Batch Nos

· Manufacturer

· Country of origin

· Location [zone]

· Warehouse

grouping/ranking of Orders to Encode

Based on inventory forecasting intelligence [esp. Expiry data], the system shall prompt the user with other stock items under the same product but different UOM. E.g. Paracetamol 500mg tablet (UOM 1000) and Paracetamol 500mg tablet (UOM 500)

Present/select substitute products during creation/encoding.

new orders

been picked

zone?]

have been received at the end of conveyor Documentation: Delivery Note, Invoices, Shipment Manifest, Job card for 3pl

service provider (based on a journey)

The system shall support generation of Delivery Notes to the customer and capture Signed & stamped DELIVERY NOTEs once goods are delivered.

The system shall support Inventory management for cross docking (XD). Additionally the Cross Docking process should go through the normal pre-action data entry, requisite authorizations, quality assurance and pre-audit process and various logs should be able to log the returned item(s) for future review.

The system shall support traceability of items issued using cross docks by capturing & using item attributes such as:

· Batch numbers

· Order Aging Report

· Open Orders

· Closed Orders

Capture Zones, Districts, Facilities Capture Delivery Routes Capture Delivery Modes: Point To Point, Hub& Spoke(3rd Party ), Direct Delivery, Cross Dock, Emergencies, Delivery start date Order Deadline (Customer view) Order End Date The system shall generate alerts/flags as different deadlines are reached. (Order Dates Alerts/ Flags – GM/HOSAM) Schedule Calendar Point To Point (p2p) Ability to Monitor, Alert/Notify on Customer Orders not received by

i) Customer Order Deadline – To [CCA] cc [CCR]

ii) Delivery Deadline – TLO, CCD, CCR

Procurement Plans in various formats including xls/xslx/csv amongst others

Procurement Plan Details Facility Information Financial Year Cycle Budget Total Annual Budget

Particulars Item Code Description

UOM

Price Item Categories Planned AMC Plan must be submitted by Submission Deadline (Usually End of March)

· Items Available to Facility Level

· Budget Available to facility

· Historical Ordering behavior & Budget

· Ceiling: (Budget allocation -+ Deviation)

reporting and monitoring

· Facilities that have not submitted plans

· Comparisons between Procured Vs Budgeted amounts (Should be able to also compare consolidated figures)

Budgetary Allocations Details I. Ability to capture Total Allocation from MOFPED [Ministry of financial planning and Economic Development] II. Ability to capture/select Financial Year III. Ability to define vote functions Facility Levels e.g. Level Centre Level II, Health Centre Level III, Health Centre Level IV, National Referral Hospitals and Others. Special Programs that include Immunization, ARVs, Laboratory among others IV. Ability to capture allocated budget amount for each Vote Function as specified in the Output Budgeting Tool V. Ability to set expenditure ceiling for facilities [ability to distribute Facility Level allocation to individual facilities under that category to provide ceiling value for facility budget/plan (Total level allocation divide by number of facilities under that level)] VI. Ability to link facilities and Commodities to vote functions and funds allocated.

Data Captured shall include:

i. Name of Donor/Owner/Partner

ii. Description of Donor

iii. Amount Donated

iv. Financial Year

Details:

· Donor/Owner (GOU/Global Fund/ USAID etc)

· Financial Year

· Service Provided (PS, PSD, PSCD etc)

· % Charge

· Total Amount/Value donated/provided

· Actual Charge

NMS Operations Budget 8%X+Y

Resource Department, Customer Service and any other department.

& functions. (The different levels and their amounts).

for a given vote function

1. Serial No

2. Product Description

Management/ Board Council Approval

Procurement Reference No I. Entity Details II. Procurement Type III. Sequence No (Generated) IV. Financial Year Particulars of Procurement I. Subject of Procurement II. Procurement Plan Ref No (Auto-linked) III. Location for Delivery IV. Date Required V. Member/User making request VI. Head of Department approving/confirming request Details of the Items to be procured I. Item Number II. Description of the Item III. Quantity of the item IV. Unit of Measure V. Estimated Unit Cost VI. Market Price of the Procurement VII. Currency Estimated Total Cost

the items being requisitioned

have existing contracts

trading/non trading)

bid document

in Creation of bid document]

approval

existence of issues (Returned to procurement)

tenders (Other communication methods should be supported)

Ability to capture details in prescribed Form (Pre-bid meetings)

I. Name and Address of supplier II. Date of receipt III. Time of receipt IV. Number of envelops received V. Method of receipt (whether person or bid box) VI. Name of officer

Ability to specify documents required in the tender evaluation process

Ability for the contracts committee to approve/reject an award.

Ability to define award notice display period as specified by law

days defined above on the following:

I. Entity noticeboard

II. PPDA

III. NMS website

[Workflow]

solicitor general based on the value specified above

Process.

Contract Manager

1. A supplier

2. Products/ Items

· Call-off Order reference no’s (generated)

· Contract Number

· Particulars: Quantity, unit price, UOM, Total Price

· Delivery dates

period & contract status)

approval of call-off – Procurement plan figures

- Stock runs out fast

- Normal stock

- Limited/slow movement

- Extra Stock

- Expiry of stock

- Space Constraints

Details in Form must include:

· Procurement Reference

· Code of Procuring & Disposing Entity

· Type of Service (Works/Supplies/Non-consultancy services)

· Financial year

· Sequence Number (System Generated)

· Particulars of Prequalification

· Subject of pre-qualification

· Procurement Plan Reference (Is this a reference to a line item in procurement plan?)

· Submission by PDU & Decisions of contract committee and necessary justifications (see prescribed form)

· Declarations by PDU & Contracts committee

· Date of submission to contracts committee

Prequalification Constraints Classes A – High Value High Volume B – Low Value, Low Volume Prequalification Period expiry 3yrs

Assessment from the aggregated/collated details of submitted prequalification requests.

Details of the Prequalification

Evaluation shall include:

· Procurement Reference details(Copied from prescribed Form)

· Code of Procuring & Disposing Entity

· Type of Service (Works/Supplies/Non-consultancy services)

· Financial year

· Sequence Number (System Generated)

All submitted prequalification requests (Form X) are assessed in a single assessment document (Form Y), therefore, the system requires the capability to collate information from form X into form Y requirements.

PDF/MS Word format. (XLS Supplier Listing). A template format for this report shall be provided by NMS

information in a format specified by NMS

Measurement System (PPMS)

performance indicators specified

form to be proposed]

method…