DGM (Finance)-CS Rural Electrification Corporation Limited

MrM L Kumawat

DGM (Finance)-CS
Rural Electrification Corporation Limited

Core-4, SCOPE Complex, 7 Lodhi Road

New Delhi 110003

Tel: 011 24369854

E-mail:

anupalan2728

SALES PROPOSAL

Sales Proposal Ref: anupalan/REC/001 dated July 16, 2014

anupalan
Sole Prop: Coral Servsoft Private Limited

A307 Deluxe Centre, 157c Lenin Sarani, Kolkata 700 013

Tel: +91-33-22157003 l +91-7044083101

l

01.0 Proprietary Notice

The information contained herein is proprietary to anupalanand may not be used, reproduced or disclosed to the others except as specifically permitted in writing by anupalan.The recipient of this document, by its retention and use, agrees to protect the same and the information contained herein from loss or theft.

The information contained in this document represents the views and opinions of anupalan on the issues discussed, as on the date of publication.

02.0 About anupalan

anupalan is an initiative of Coral Servsoft Pvt Ltd, engaged in development of business software products since 1988 which has to its credit, ACE - Business Accounting Software, X-ise - India's first Central Excise Software and CORALerp - a comprehensive and well integrated ERP for the Indian business.

03.0 About Rural Electrification Corporation Limited (REC)

Rural Electrification Corporation Limited, a NAVRATNA Central Public Sector Enterprise under Ministry of Power, was incorporated on July 25, 1969 under the Companies Act 1956. REC is a listed Public Sector Enterprise of Government of India and its main objective is to finance and promote rural electrification projects all over the country.

04.0 About anupalan 2728
(System for Maintenance of Secretarial Records in electronic form)

The Rule 27 of the Companies (Administration and Management) Rules, 2014mandates maintenance and inspection of document in electronic form. The deadline for conversion of existing records from physical mode to electronic mode is September 30, 2014.

anupalan has conceived about an IT system to maintain Secretarial Records in electronic form at the time of enactment of the Companies Act, 2013 itself. anupalan’s pioneering initiatives has led to creation of an IT System to meet the requirements of Rules 27 & 28 of the Companies (Administration and Management) Rules, 2014. It also endeavors to facilitate Inspection of secretarial records by various stakeholders and in future to build a comprehensive system for the secretarial department to discharge the onerous responsibilities laid by the Companies Act, 2013.

05.0 Key functionalities of anupalan 2728

1. Electronic Maintenance of Secretarial records
2. Tool for Filing & Retrieval of Documents
   (for Digitization of Secretarial documents)
3. Compliance Management
4. Tracking of Legal Notices

05.1Features of anupalan 2728

1. Electronic Maintenance of Secretarial records

A.Master Creation

• Bodies / Committees
• Business, or Resolution
• Company
• Designations
• Document Group
• KMPs
• Statutes
• Secretarial Setup
• Relatives
• Statutory Registration Nos
• Classification of Task
• Country
• Department
• States of a Country
• Classification for Analysis
• Grouping of Contacts
• Work Flow

B.Entry Screens

• Company Announcements
• Certificates / Legal Documents
• Key Appointments & Cessation
• Legal Notices / SCN / Incidence
• Meeting - Secretarial
• Notice & Agenda
• Legal Notice - Status update
• Return Filling
• Bank Receipt
• Bank Payment
• Credit Note
• Debit Note
• Journal Proper
• Charge - Registration
• Charge - Satisfaction

C.Reports

• Body/Committee Activity Summary
• Body / Committee - Attendance Register
• Certificates & Renewals Report
• Duty Payment Monitoring Report
• Covering letter for Form MBP.1
• List of Office Bearers
• Minute extract from Notice
• Minute extract
• Notice of Interest - Form MBP.1
• Register of Directors & Secretaries
• Register of Business Transacted
• Register of Corporate Announcements
• Register of Common Seal
• Return filing Monitoring Report
• Register of Directors Shareholding
• Register of Returns filed
• Register of Notices
• Related Party List
• Related Party Transaction Register
• Related Party Summary
• Register of Charges
• Register of Postal Ballot [to be developed]
• Register of Proxies [to be developed]

D.Other Reports

• Address Book
• Address Stickers
• Telephone Directory

E.Task Management

• Assign Tasks
• Close Tasks
• Work Carried Out
• Task setup
• Reports - Task Management
• Task Status Report
• Work Done Register

2. Digitization of Secretarial Documents

• Digitally capture key documents / certificates of each group company (like, Certificate of Incorporations, PAN Cards, MOA, Agreements, etc.)
• Digitally capture all returns filed (MCA & for other compliances) along with pdf files, SRN, etc.
• Digitise entire flow of Notice to Minute procedure as per Secretarial Standard
• Digitise Corporate Announcements
• Comply-on-the-fly: retrieve documents just by sending e-mail.

3. Compliance Management

1. Statutes / Regulations
2. Specify statutes as may be applicable for an entity (create new ones, statutes can be country or state specific)
3. Specify person responsible for compliance of each statutes (for each entity)
4. Specify compliances (like returns & statutory payments required to be filed under each statutes (along with attributes such as, periodicity, due date, penalties, etc.)
5. Compliance filings
6. Compliance filings by respective compliance in-charge to be done, for each statute – entity – and period
7. Documentary evidence of compliance filings can also be digitized in the system, like scanned images of challans, .pdf files of e-filings or any other binary file
8. Pro-active e-mail & sms alerts to respective compliance in-charge about the forthcoming compliances falling due
9. Comply-on-the-fly: check compliance status simply by sending e-mail

4. Tracking of Legal Notices

• Record legal notices received
• Assign Task to attend it
• Record progress of hearings, etc
• Update status of legal notices / cases periodically for disclosure in Corporate Governance report
• Reports
• Litigation tracker
• History of each notice / case
• Task status pending with various employees / consultants

05.2REC’s specific requirements

1. Feature to print extracts of minutes with only text relating to resolution
2. Feature to print extracts of minutes with text relating to narrative and resolution
3. Scanned initial of the Chairman to be printed on all pages of minutes and on the last page, full signature to be printed.
4. Facility to attach multiple documents to an agenda of the meeting notice
5. Facility to print complete notice together with the content of the attachment(s) of each agenda item.
6. Facility to print notice together without content of the attachment(s) of agenda item.
7. Facility to e-mail the notice from the system itself.

06.0 Scope of work - Digitization of past Secretarial records

1. One-time-company documents

1. Certificate of Incorporation - Original
2. Certificate of Incorporation - Revised versions, if any
3. Forms filed with ROC / MCA for company incorporation
4. MOA
5. PAN Cards of company
6. PAN Cards of current KMPs
7. Registration certificates under applicable statutes not requiring renewal
   (like, Professional Tax, Service tax, VAT. RBI, etc.)

2. Annual documents

1. Registration certificates under applicable statutes requiring renewal(like, Trade licence, etc.)
2. All forms / returns filed with ROC / MCA
3. Notice and agenda for meetings of all bodies (Shareholders, the Board, Audit Committee, Investors' Grievances Committee, etc.). Scope of work will involve capturing only the heading of the business agendas together with attaching the respective documents, if required. The narrative and resolution of each business won’t be in the scope of work.
4. Minutes of meetings of all bodies (Shareholders, the Board, Audit Committee, Investors' Grievances Committee, etc.). Scope of work will involve capturing only the heading of the business conducted at the meeting together with attaching the respective documents, if required. The narrative and resolution of each business won’t be in the scope of work.
5. Annual Reports
6. Corporate Announcements
7. ITRs
8. Business, Loan, Rent & other Agreements entered into by the company during the year

07.0 Cost Overview:

Quantity

Taxes and levies shall be charged extra, as applicable

08.0 Additional Costs

Description

Unit

Taxes and levies shall be charged extra, as applicable

09.0 Other terms and conditions

• Implementation shall start within 15 working days from the date of receipt of purchase order with due payment at anupalan end.
• Responsibility of availability, functioning and licensing of required hardware & software at the installation site shall be of REC
• REC shall ensure indemnity to anupalan for any licensing or copyright issue of any software used byREC other than those licensed by anupalan.
• REC shall provide suitable manpower to coordinate successful implementation of work.
• REC shall arrange for lodging & boarding as well local conveyance for manpower deputed at their end.
• All payments are non-refundable.
• In case of any unforeseen circumstances beyond anupalan’s control, anupalan’s liability shall be limited to the satisfactory implementation of the above mentioned software solution (anupalan 2728) or portion of the payment made for which service has not been rendered.
• anupalan 2728has been developed with highest possible technological skill set. In spite of that, if any error occurs after implementation of the same, the liability of anupalan shall be limited to rectification of those errors. In case of irreparable errors anupalan shall refund the portion of basic sell price of the software depending upon the period for which software has been used and subject to maximum 50% of the basic sell price.
• This proposal is valid till August 14, 2014.

• All disputes shall be subject to jurisdiction of Kolkata High Court.

Annexure A
Minimum Requirements – Hardware & Operating System

Server

• Intel Xeon Quad Core processor
• 8 GB RAM (preferable 16 GB RAM)
• 320 GB HDD
• Windows 2003 Server onward operating system, Enterprise Edition, with the latest Service Pack
• Microsoft SQL Server 2008, Enterprise Edition,with the latest Service Pack

Client

• Intel Core2Duo processor
• 2 GB RAM
• 120 GB HDD
• Windows XP onwards, Professional Edition, SP-2

Software Components (supplied by anupalan with CORAL erp Installer)

• Microsoft .NET Framework 3.5, with the latest Service Pack
• Crystal Reports Components

Optional Software Components

• Microsoft Office
• Adobe Reader

* The above recommendations are suggestive, and may vary from case to case depending on the data volume, concurrent working and other factors.

Annexure B

System features of anupalan 2728

1. Enterprise Features
2. Multiple Legal Entities, Branches & Divisions
3. Concept of Cost Centre as basis of MIS reporting
4. Concept of Book Closure date to block Editing of transactions prior to this date
5. Up to 3 levels of authorisation
6. Restrict authorisation on the basis of Branch & Divisions
7. Generate document numbers on yearly / monthly / daily basis
8. Generate prefix/suffix in document numbers based on Company
9. Users can customize their Menu
10. Security Features
11. Build on RDBMS (MS SQL Server*) for robust security.
12. Comprehensive Access Rights restricting users to access to specified options only.
13. For each option, ADD/EDIT/DELETE access can further be specified
14. Restrict users to access specified Branches, Divisions, Locations, Agents, Item masters and Subledgers (Parties)
15. Restrict users to Edit self-created transactions only
16. Restrict users to Edit transactions created since specified number of days in the past
17. Restrict Users to change Posting Date in EDIT mode
18. Concept of linking Users with Profile
19. Transaction Audit Recording & related reports
20. Various Daily reports - who has captured which Transactions, who has generated which report how many times, Checklist of Transaction created
21. Technology Integration
22. Email Integration: Generate reports at pre-scheduled time. It can also generate transaction based e-mails.
23. SMS Integration: Generate transaction based SMS.
24. Need based SMS Transmission
25. Mobile Phone Applications: Mobile applications, integrated with anupalan 2728can be developed
26. Dash Board: Dashboards can be custom made to provide single point view of your business.
27. Data Exchange capability to export / import data with Third party software, like Enterprise software for financial data.
28. Import data from Excel
29. Document Printing Features
30. No requirement for Pre-printed Stationery, all document printings designed in A4/A5 size
31. Option to print Logo in document printings (separately branch / division wise)
32. Option to print address and other details branch / division wise document printings
33. Bulk Printing of any Document based on date range, document no. or User
34. Supports printing multiple document printing formats from a single document
35. CORALerp - the unique ERP platform on which anupalan 2728
36. CORALerp developments, standard as well as customised, is deployed using a simple process called GDS (Global Deployment System).

CORALerp's unique system architecture keeps it agile for future up-gradation and customisation.

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