Integrated ERP_ScopeDocument

Integrated ERP Implementation at MIDC
Scope and Functionality Delivered
Maharashtra Industrial Development Corporation
Udyog Sarathi,
Mahakali Caves Road, Andheri(E),
Mumbai: 400093
Phone : +91 22 26872074
www.midcindia.org

Page ii
Digital MIDC, Scope & Functionality Delivered
Table of Contents
1 Executive Summary...............................................................................................................1
2 Introduction..........................................................................................................................2
2.1 Purpose ........................................................................................................................................2
3 Initiative Map .......................................................................................................................3
4 Initiative Details....................................................................................................................4
4.1 ERP - Accounting & Finance..............................................................................................................4
4.2 ERP: Planning Department...............................................................................................................5
4.3 ERP E&MD: Tender & Works – Works Management System...........................................................6
4.4 ERP: GAD...........................................................................................................................................8
4.5 ERP: Legal..........................................................................................................................................9
4.6 ERP: Fire ............................................................................................................................................9
4.7 ERP: Land Acquisition......................................................................................................................10
4.8 ERP: Environment ...........................................................................................................................10
4.9 ERP: Marketing & PR.......................................................................................................................11
4.10 Integrated File Movement System................................................................................................12
4.11 New www.midcindia.org website.................................................................................................12
4.12 Single Window Clearance .............................................................................................................13
4.13 Property Exchange module...........................................................................................................14
4.14 Customer Portal on www.midcindia.org ......................................................................................15
4.15 Vendor Portal on www.midcindia.org [E-Tendering] ..................................................................15
4.16 Agency: Fire Agency Licensing Application...................................................................................16
4.17 Intranet Portal for Employees.......................................................................................................16

Integrated ERP Implementation at MIDC, Scope & Functionality Delivered
1 EXECUTIVE SUMMARY
“Integrated ERP” initiative at MIDC intends to achieve the goal of e-enabling MIDC’s customers, vendors and
employees. It will reduce dependency on physical papers and files by electronically capturing most of the
MIDC’s processes and customer interactions, leading to better customer and employee experience,
increased transparency, better decision making and governance.
Maha-e-Biz
Business Services
Portal
GoM
Departments
Land
Departm
ent
Fire
Departm
ent
CEO’s
Office
Engineeri
ng
Works
Planning
Departme
nt
Land
Departm
ent
Technical
Sanction
General
Administration
Field Office
Employee
General
Public
Payment
Gateway
File
Movement
System/
Doc Mgmt
Microsoft AX
Dynamics
Terminal Servers
for WAN users
Works
Management
System
(E &MD)
Payroll AX
Internet / WAN
SSiinnggllee ssoouurrccee ooff DDaattaa
Custom
ers /
Investor
s
Customer /
Investor
Land
Management
System
AutoDCR/
BPAMS
MIDC IT
Infrastructure

2 INTRODUCTION
2.1 Purpose
This document summarizes various initiatives undertaken by during the implementation of Integrated ERP
under the aegis of digitizing MIDC.
Implementation of Integrated ERP at MIDC was a bold and challenging endeavor which we all have been able
to deploy successfully; most of the modules are in use for 8 months to 38 months period already. Now the
usage transition of a few modules is underway.
MIDC has already put in place the IT infrastructure and the processes for Integrated ERP initiative to achieve
following objectives –
 To create a one stop Business facilitation destination.
 To enable entrepreneurs to submit applications with ease.
 To provide hassle free service to the entrepreneurs
 To improve customer satisfaction.
 To meet the Service level commitments under the Citizen Charter

3 INITIATIVE MAP
The diagram below tries to represent the various initiatives @ MIDC :
Area Description
Portal
Investors - www.midcindia.org
Rolling out of www.midcindia.org on Microsoft
Office SharePoint Server
Single Window Clearance (SWC)
Property Exchange
Customers - www.midcindia.org Water Bill, e-Payment
Vendors – www.midcindia.org e-Tendering
Agency Fire Agency Application
Intranet for Employees
Intranet portal website for Employee Collaboration
and Document Management
ERP
MIDC Departments
E&MD
GAD
Finance & Accounts
Environment
Water Billing
Payroll
Fire
Land Acquisition
Legal
PR & Marketing
Others
Integrated File Management
System
Replaced the existing DJMS (Document Journey
Management System) with web-enabled solution
with more features and integrated with ERP
Employee Enablement
Critical factors considered while planning the release:
a. Relatively stand-alone modules with minimal set of integration touch points when compared to the
downstream modules
b. Identified interim integration touch points with legacy/downstream modules and has identified
workarounds/standard operating procedures to execute processes in a seamless fashion
c. To cater to MIDC ask of planning a staggered release wherein it would act as a testing ground to take
up the downstream complex modules
d. Learning obtained during Release 1 cycle can be applied in the downstream releases (Release 2 and
Release 3)

4 INITIATIVE DETAILS
4.1 ERP - Accounting & Finance
Automating transaction of the Accounts department and budgeting activity. This module integrates with
other modules which lead to finance transactions as well.
Brief Description
Process Flows documented
• GL Codification
• Cash & Bank Transactions.
• Cheque books and Receipt books
• Imprest cash
• GAD / Establishment Expenses
• Employee loans & advances
• Utility payments
• Contractor Payment
• Running bill payment & works payments
• Miscellaneous Public Works Advance (MPWA)
• Water bill Receipt.
• Other receipts
• Transfer Entry Book
• Transfer Between Corporations (TBCO)
• Journal entries
• Fund management & requests from Divisions
• Investment tracking at HQ
• Month end closure process
• Year-end closure process
• Budgeting
• Costing
• Internal Audit
• Revenue Control Cell
• Internal Audit.
• Fixed Asset
Inter Department Touch-points
1. GAD/Establishment
a) Contract management for Transport, Canteen
b) Processing of various employee allowances, Medical, bag, vehicle, etc.,
c) Processing of employee loans & advances, deductions and follow-up.
d) Processing of supplementary payroll details like shift allowance, tea, overtime allowances
e) LTC and LTA processing
f) Additional duty charges.
g) NMR payments
h) Payment of Transfer grants.
i) Vehicle management and tracking of expenses.

j) Procurement of office supplies and the related liability accounting and payment process
2. Engineering & Maintenance
a) Capital & Revenue Works - Form 46 - First and Final Bill processing
b) Capital & Revenue Works - Form 47 - Running bill processing
c) Capital & Revenue Works - Form 67 - Intermediate bill for Lump sum contract
d) Capital & Revenue Works - Form 68 - Running bill processing for Lump sum contract
3. Material Management
a) Item/Inventory master design
b) Purchase process
c) CSR rate maintenance for progress billing
d) Material Receipt process and integration with TEBI & ERP
e) Material Issue process and integration with TEBI & ERP
f) Material issue adjustment process in case of purchase price variances
g) Inventory physical verification and shortage accounting
h) Inventory scrapping process and accounting
i) Inventory inter division transfer process
4. Land Management
a) Land Acquisition (Payments)
b) Land Management (Income)
ERP would allow Excel files containing the daily readings from the existing biometric attendance system to be
uploaded to update employee attendance.
4.2 ERP: Planning Department
Post land acquisition the land is divided into Industrial areas and further into Industrial plots for allocation
by the Planning Department.
Brief Description:
The Planning module covers about 12 processes. The main processes out of these include :
a> Preparation of Layout Plans involving possession of land, receipt of village map from Regional office,
receipt of contour map from DE/EE, matching boundaries between the Village and the Contour map.
b> Preparation of Zonal Plans: This involves identification of zones like commercial, open space,
residential etc.
c> Part Layout Plans: This involves creation of a detailed plot layout for that zone including numbering.
d> Handling of special cases requiring special approval: This involves cases that do not satisfy or meet all
the rules as laid down in DC Rule book and hence require special permission from the Planning
department. Need to record information pertaining to cases handled by deptt. so that a “Special
Cases Handled Report” can be generated for fixing accountability.
e> It is also involved in preparation and submission of proposals of Industrial Township to be set up for
various industrial areas of MIDC.

f> Formulation/Amendment of Development control rules. an intranet MOSS implementation can be
considered to assist in collaboration during the course of this process which can allow centralization
of documents and document sharing
Touch point with different stakeholders include
a. Customer: Providing information to customers with respect to their queries concerning the
Planning department.
b. Employee: This includes interaction with other departments like Regional offices,
Engineering & Maintenance department. Inter-department collaboration. SharePoint portal
will be implemented to address collaboration issues and centralized repository of
Information and easy search.
c. Vendors: None.
d. Government Agencies : nil
4.3 ERP E&MD: Tender & Works – Works Management System
The Engineering department plans and budgets for works across the state, depending on the development
stage of each industrial area. It also takes up maintenance activities for existing utilities and Industrial
areas based on the plans & policies of MIDC, the State Government as well as the Central Government.
Brief Description
 Budgeting
 Preparation
 Reporting
 Estimation
 Preparation of Department Schedule of Rates(DSR)
 Administrative Approval (ADP)
 Technical Sanction (TS)
 e-Tendering
 Draft Tender Papers Approval (DTP)
 Tender Notice
 Tender Queries
 Pre-Bid Meeting
 Tender response
 Tender Opening
 Tender Acceptance
 Works Monitoring & Billing
 Execution/Records/Drawings
 Billing/Payment
 Defect Liabilities & Records
 Quality Audit
 Project Management Consulting

 DC Works
 SPA (Special Planning Authority)
 Building Plan Approval
 Building Plan Approval
 Occupancy Certificate
 Temporary Construction
 Dealing with unauthorized constructions
 Plinth Completion Certificate
 Maintenance
 Maintenance of Water Supply Schemes
 Record Equipment Readings
 Safety Audit /Inspections
 Maintenance of Civil Infrastructure
 Stores
 Need for Material
 Requisition on Works
 Requisition by Maintenance Staff
 Maintain Stock Levels
 Office Supplies
 Procurement/Material receipt:
 Tender
 Quotation
 Rate Contract
 Surplus(Unused) Material
 Material ceased
 Dismantled Material
 Quality Control
 Stock Movement
 Inter-Store Transfer
 Inter Sub-Division Transfer
 Maintain Stock Level
 Dismantled Materials
 Stock Taking
 Land : Feasibility Report, Proposal & Compensation
 Fire : Provisional & Final NoC
 Legal : Board decisions, Litigation
 A&FD : Tenders, Work Bills
 Planning : Contour Map, D.C. Rules
 GAD : Establishment & Administration Matters
 Environment : Effluent Treatment & Drainage

4.4 ERP: GAD
The General Administration Department activities of Human Resources Management and other
administrative activities automation through various sub-modules.
Brief Description
 Vehicle Management
 Office Stationary Procurement & Distribution
 Advances, Sundry Expenses & Allowances
 Telephone Bills, Recreation Facilities
 Recruitment & Selection
 Confidential Reports, Increments & Special increments, Promotion
 Deputation, Transfer, Leave Management
 Maintenance of Service Book,
 Facilities to Employees
 Security Management
 Manpower Planning, Training & Development
 Departmental Enquiry
a) A&FD, E&MD, Fire
a. Employee Master – Service Book, Recruitment & Appointment Details
b. Submission and Approval status, advance, allowance, Telephone Bills
c. Transfer Details, Promotion Details
d. Leave Management
e. Confidential Reporting
f. Vehicle Management
g. Office Stationary Procurement & Distribution
The sub-modules released in 2 parts are as follows:
Release 1:
Employee Self Service
Manpower Planning
Deputation
Disciplinary Actions
Recruitment
Confirmation & Transfer
Employee Training
Recreational Facilities
Release 2:
Office Stationary purchase & distribution
Increments
Promotions
Telephone Bills
Facilities to Employees
Leave Management
Security Management

Confidential Reporting
Vehicle Management
4.5 ERP: Legal
Legal department takes care of the corporate affairs and also manages the Legal cases related to MIDC.
Brief Description
 DCM – Department of Corporate Matters
 Consolidation of Agenda Item
 Arranging logistics for Board Meeting
 Preparation of MOM
 Approval of MOM
 Circulation of MOM
 Legal - Managing Court cases
 Advocate Details
 Advocate Fee Schedule
 Case Details
 Update Case Status
 Advocate Payment
 Below District court
 Above District court
4.6 ERP: Fire
Fire Department manages preparedness for and incident management of disasters or similar incidences
through tracking of various calls / actions etc.
Brief Description
The Fire services module covers about 25 processes. The main processes out of these include
a. Fire Station employees Leave calendar: Functionality to help fire station in-charge to plan the leave
of employees of a fire station to ensure presence of minimum number of fire personnel at any given
time.
b. Out pass Register: Feature to enable fire station in-charge to monitor the movement of the fire
personnel outside fire station premises.
c. Hazardous Material Reporting: Functionality to enable plot holders to report the storage of
hazardous material in their premises to enable fire personnel to plan in case of fire call.
d. Fire Calls reporting: Functionality to enable online reporting and alert of fire calls.
e. Fire Cess Collection: Ability to collect and monitor fire cess.
f. Fire Station day to day operations viz. Record of equipment testing and servicing etc.
g. Fixed Asset Management: Ability to manage assets related to fire station.

a. Customer: This includes hazardous materials reporting. This would be implemented using
the MIDC web extranet portal.
b. Employee: This would cover leave calendar, out pass register, fire call reporting, vehicle
history, Orderly room register etc. This would be implemented in EP. The workflow related to
fire NOC both provisional and final and the fire protection fee and additional fire protection
fee collection in handled through Building plan Approval management System (BPAMS).
4.7 ERP: Land Acquisition
Land Acquisition department starts acquiring identified lands by interacting with the owners and the
revenue officials by preparing Land Acquisition proposals and other documentations. Further the land is
evaluated, payment negotiations are carried out and documentation carried out.
Brief Description
 Land identification process
 Scrutiny of Development plans and information collection on sites
 Finalization of most suitable sites by the Land Selection committee
 Approval by MIDC HQ & Preparation of proposal by RO
 Preparation of formal proposal and submission to Government
 Land Acquisition & Publication of Chapter VI Notification
 Initiation of Joint measurement by RO/LAO & carrying out Joint Measurement
 Preparation of corrigendum/Fresh notification/De-notifications
 Hearing of objections to Notice U/S 32(2) of the MID Act 1961
 Preparation of Notice U/S 32(2), 32(1), 32(5) of the MID Act, 1961
 Valuations of Land & Negotiations for compensation
 Preparation of compensation order U/S 33(2) & 36(1) of MID Act 1961
 Handing over land to MIDC
 Land Acquisition under Section 15(B)
 Acquiring land under 2(g)/ application for 2(g) notification of the land acquired.
 Land pre-allotment & Advance Payment for Land Acquisition
a. A&FD : Accounts and finance for fees payments
b. A&FD : Accounts and finance for disbursement payments
c. SEZ : Transfer of lease from proprietor, partnership, private to proprietor
d. E&MD : Tendering process for plot sale
4.8 ERP: Environment
Environment Services department monitors the environment affecting elements in the industrial area
situation
Brief Description
In the Environment module the total number of processes covered is about 10. The main processes
include:

a. Common Effluent Treatment Plat (CETP) operations both in terms of performance and progress.
b. Common Hazardous Waste Treatment, Storage and Disposal Facility (CHWTSDF) operations both
in terms of performance and progress.
c. Environment Protection Service charge (EPSC)/Drainage Cess (DC) collection and reporting.
d. Infrastructure Damage Charge (IDC) Collection and reporting.
e. Collection and reporting of data regarding Tree Plantation Program/Rain Water Harvesting/Recycle
and re-use of waste water at water treatment plant.
f. Collection and reporting data relating to Bio technology fund and Bank guarantees handled by
environment department.
a. Employee: This would cover CETP operations, CHWTSDF operations, EPSC & Drainage cess collection
and reporting, IDC collection and reporting Collection and reporting of data regarding Tree Plantation
Program/Rain Water Harvesting/Recycle and re-use of waste water at water treatment plant. This
would be implemented in EP/AX.
b. Government Agencies: MPCB. Extranet portal will have facility to enable interaction between
environment department and MPCB.
4.9 ERP: Marketing & PR
MIDC’s Department for Marketing & PR organizes for the public relation activities / events.
Brief Description
The process for the PRO starts with Ministry of Industry / Industry Secretary requesting MIDC for one of the
above items. The CEO / Joint CEO then forward the same letter with remarks to GM, Public Relations, who in
turns forwards to his team to work on the same. The format for preparation depends on the particular
request. Once the format is prepared, it is send to higher authorities for approval. The administrative
approval, if not already given, is sent to CEO / Joint CEO for their approval.
Following are the activities performed in the PRO function of MIDC
a. Event Management
1. Exhibition
2. Summits
3. Seminars
b. Preparing a Point to Point Program for Touring Delegates
c. Preparing the entire schedule for Foreign Tours
d. Preparation of Advertisements
1. Display, e.g., Inauguration of Industrial Estate
2. Classifieds, e.g., Tender Notices.
e. Preparation of Publicity material, e.g., CD preparation / cutting.
f. Press Conference Arrangement
g. Publication of Periodicals, e.g., Vikas Darpan
h. Maintenance of Library and Procurement of Library material.

a. Employee: This would cover CETP operations, CHWTSDF operations, EPSC & Drainage cess collection
and reporting, IDC collection and reporting Collection and reporting of data regarding Tree Plantation
Program/Rain Water Harvesting/Recycle and re-use of waste water at water treatment plant. This
would be implemented in EP/AX.
b. Government Agencies: MPCB. Extranet portal will have facility to enable interaction between
environment department and MPCB.
4.10 Integrated File Movement System
All departments handle files & documents continuously, which need to be monitored / tracked and
information needs to be available to all the stakeholders. In addition the physical file movement, the
virtual communication also needs to be monitored.
Brief Description
System to track movement of physical files for all business processes where physical files are used. The
business process could be part of AX or other systems such as WMS, LMS etc. Facilitate tracking of files sent
within same MIDC office, across MIDC offices or sent outside MIDC to other government agencies. Provide
inwarding / outwarding capabilities for correspondences received and sent by MIDC respectively.
The details of this module are tracked in a dedicated FRD document, submitted by MCS to PMC/MIDC team.
User Touch point:
a. For MIDC Employees
 IFMS Portal – Track file, Inward / Outward, Reports
 EP – Department-wise file tracking status available within HoD dashboard in EP
 AX – File creation, tracking status
 WMS – File creation, tracking status
 LMS – File creation, tracking status
 BPAMS – File creation, tracking status
b. Government agencies / Citizens & other stakeholders
 IFMS Portal – File tracking status
4.11 New www.midcindia.org website
Upgrade of MIDC portal www.midcindia.org to new Microsoft Office SharePoint Server 2007
Brief Description:
The current MIDC website is built on a custom content management system, as part of the upgrade
Microsoft recreated most of the site on MOSS server. The new upgraded site is installed on production server
and public IP has been assigned.
The features enabled on the site are:
 Web Site Search : Searches all documents on the web site (enabled)
 Indic Search: Indexes Marathi documents (new)
 Single Click navigation: “I want to know about..”(new)

 Department Specific Forms: Services(new)
 Many broken links fixed or removed
 Approvals and Clearances for New Projects (new)
 Simpler Video streaming
 Works with most compatible browsers
New Features for MIDC:
• MOSS based Integrated Content Management
– Easier to add and change documents
– Easier to assign separate owners for separate sections
– Easier to add new Contents in the form of Lists with minimum coding
– Upload methods independent of type of document (advertisements/information/circulars
etc. all follow same procedure to upload)
• Single-Sign-on with Windows Active Directory (no need to remember additional user id +
passwords)
• Documents uploaded are automatically indexed periodically and made searchable
• Tracking of usage via usage reports
4.12 Single Window Clearance
Single Window Clearance (SWC)
Brief Description:
SWC vision is to setup a central location where information about clearances required to setup an
industry/enterprise is captured.
The ‘Integrated ERP’ portal has the following features –
 Enables a Global Access to services and application forms
 Forms may be filled and edited online with printing facility
 Processing desk information given to boost direct liaising
 Status tracking available with color codes
 Dynamic 2 way interaction on digital platform
 Approval communicated online, Printouts with Barcodes
 Distinct system of stage wise ( Pre commissioning to post commissioning) approvals
The Solution prepared for the ‘Integrated ERP’ portal operates in the following manner –
 The interface of Integrated ERP Clearance Portal is divided into two parts:
 Customer Login-For Customers
 Department Staff Login-For Department users to approve/reject/take action on submission
made by customers
 To avail any of the services under Integrated ERP, the customer needs to register his / her plot on the
portal once and then apply for various services against the registered plot
 One can reach the Integrated ERP Clearance Portal by clicking on ‘Single Window Clearance Service’
on MIDC portal (www.midcindia.org), or by typing in the url - www.services.midcindia.org/services in
the address bar of the browser.

 Registered customer can then apply for various services available under the respective departments
within MIDC
 The applications thus made are approved or rejected by the Regional Officers or other head of
departments.
 The customer comes to know about the status of his application once he logs in to his registered
account.
The flowchart of the Service Provision through the ‘Integrated ERP’ portal -
The Services are provided at the 4 levels, depending on readiness at the backend to provide interactivity
through “Digitally Integrated Service”
Level Interactivity for the Service
L-4 Online – Filling, Submission, Tracking, Approval and Delivery
L-3 Online filling and Physical Submission
L-2 Fillable PDF form
L-1 Static Form or Link to an existing Service Facilitation
4.13 Property Exchange module
Property exchange application to allow existing MIDC customers to express interest in subletting /
transferring plots
Brief Description:

Property exchange allows existing MIDC plot holders to express their interest in subletting or transferring tier
plot. Once their application details are verified by concerned authority the plots are available in a special
search area on www.midcindia.org website.
A workflow routes the application to the designated authority for approvals
Those who are interested in applying for such plots can contact the Industrial Area contact directly.
4.14 Customer Portal on www.midcindia.org
Customer portal on www.midcindia.org to allow viewing of water bills, make e-payments, hazardous
material registration and complaints.
Brief Description:
The customer portal will be linked to www.midcindia.org . This sub-portal will allow customers to :
a> Register on the site. Registration will be verified by MIDC department
b> View their water bills, initiate e-payments
c> Register any hazardous material on their plots
d> File online complaint.
A central complaint registering site would need MIDC department’s coordination to review the complaints,
address and update statuses. MIDC should setup the necessary processes.
4.15 Vendor Portal on www.midcindia.org [E-Tendering]
Vendor portal would primarily cater to the e-tendering needs
Brief Description:
The current MIDC portal allows for publishing of tenders. The proposed e-tendering solution will allow for
the following:

For Bidders:
 Register on the site with necessary digital certificate
 Download bid preparation tool
 Browse published tender
 Post Queries on Tender , View Query response
 Create bid package (2 envelope) , digitally sign the package and encrypta
For MIDC departments
 Upload and publish Tender documents
 Publish Query Responses
For MIDC Tender Committee
 View tender bids
 Verify digital signatures
 Decrypt and open the bids in presence of bidders
 Pass Financial bid information to Works Management (for E&MD) for further processing.
4.16 Agency: Fire Agency Licensing Application
The Fire Agency Licensing application allows applicants to apply for the License online and MIDC to scrutinize
the applications.
Brief Description:
This application is available online via a link on the www.midcindia.org web site. Applicants fill online “Form
M” and submit the form online for scrutiny.
MIDC department employees can access these forms on the intranet link to view and update the application
status. This is custom built solution using ASP.NET technology and Microsoft SQL Server 2008
4.17 Intranet Portal for Employees
The intranet portal will act as the primary source for internal dissipation of information. It will also be used to
host the “Enterprise Portal” module of AX.
This portal is set up on the MOSS server.
As part of ERP role out some features of Dynamics AX would be exposed on this site as part of EP (Enterprise
Portal). Some of the features which would be available as part of ERP are:
 Leave Application
 View Payslips
 Raising Purchase Requisitions and so on.

Brief Description:
MOSS installation has been created on new server http://midc-web
The base structure is to have a Landing page with relevant information and department specific sub-sites.
This base site structure has been created on the http://midc-web server. Typical content uploaded on the
site will in the form of lists (circulars, holidays, events, news articles, office locations etc.)
Dynamics AX EP Portal: Along with core ERP esp. GAD module
MIDC responsibility:
 Appoint department specific owners who need to own the information on the site and provide up-
to-date data to keep it updated.
 Ensure backup and other IT maintenance activities are carried out on the production server.

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