OPERATION MANAGEMENT SYSTEM – “Cooltek OMS”
The following data briefly summarizes the intended functionality of the required system. The customized product
should cater to, but not limited to, the described relationship matrix and inter-dependence of data framework.
PRIMARY MODULES:
SL NAME OF MODULE INTENDED USERS
.
1 ENQUIRY & QUOTATION System Admin, Manager, Sales Executive, Accountant, Project Engineer,
Jr. Engineer
2 PROJECT MANAGEMENT System Admin, Manager, Accountant, Project Engineer, Jr. Engineer,
Site Supervisor
3 INVOICE & FINANCIALS System Admin, Manager, Accountant, Jr. Accountant, Project Engineer
4 MATERIAL MANAGEMENT System Admin, Manager, Accountant, Jr. Accountant, Project Engineer,
Site Supervisor
5 HR MANAGEMENT (HRMS) System Admin, Manager, Accountant, Jr. Accountant, Project Engineer,
Jr. Engineer, Site Supervisor
6 VENDOR MANAGEMENT System Admin, Manager, Accountant, Jr. Accountant, Project Engineer,
Jr. Engineer
USER ROLES
SL USER ROLE ACCESS LEVEL
1 System Admin Control, Edit, View, Notify Everything.
Approving Authority for all levels of requests.
Require dedicated Dashboard on login.
2 Manager View & Notify Everything.
Control HRMS, Vendor Management, Invoice & Financials.
Approving Authority for all levels of requests.
Require dedicated Dashboard on login.
3 Accountant Control Invoice & Financials, Material Management.
View and Generate reports for All Project Inventory.
Approving Authority for Material Deviation Statement on receipt at site.
Control HRMS User Section, Vendor Management for Assigned Project.
Require dedicated Dashboard on login.
4 Sales Executive Control Enquiry & Quotation.
View Project Management, Material Management for Assigned Project.
Control HRMS User Section, Vendor Management for Assigned Project.
Require dedicated Dashboard on login.
5 Project Engineer Control Project Management, Material Management for Assigned Project.
View All Project Inventory Summary.
Approving Authority for Jr. Engineer & Site Supervisor requests.
Control HRMS User Section, Vendor Management for Assigned Project.
Require dedicated Dashboard on login.
6 Junior Engineer Create BOM for Assigned Project under Project Management.
Create BOM for Project BOQ under Enquiry & Quotation.
View Assigned Project Inventory Summary.
Control HRMS User Section, Vendor Management for Assigned Project.
Require dedicated Dashboard on login.
7 Site Supervisor Control Good Receipt and Material Issue under Material Management.
Create Daily Progress Report under Project Management.
View Assigned Project Inventory Summary.
Control HRMS User Section, Vendor Management.
Require dedicated Dashboard on login.
MODULE DETAILING:
ENQUIRY & QUOTATION
ENQUIRY & QUOTATION
RETAIL/ PROJECTS GOVT. TENDER
CLIENT DETAILS CLIENT DETAILS
(refer Form) (refer Form)
CREATE DOWNLOAD ENTER PROJECT
QUOTE COSTING TOOL DETAILS
(on admin approval)
(refer Form)
UPLOAD BOQ
ENTER COSTING
SUMMARY
CREATE BOM (refer Form)
DOWNLOAD
COSTING TOOL
(on admin approval)
UPLOAD FINAL GENERATE PDF
SELECT TYPE COSTING
ENTER PRICE (refer Form)
(on admin approval) (SITC/ S+ITC)
UPLOAD FINAL
COSTING / REVIEW/ CREATE GENERATE PDF
UPLOAD CSV TERMS & CONDITIONS (refer Form)
FILE FOR
COMPLETING
ABOVE
COMPOSITE LEDGER
GENERATE QUOTATION NO.
AGAINST FORM FILL UP
As the entire module will take time to be completed, need to create
“Generate Quotation No.” option for Retail part w.e.f. 1st April, 2023.
CREATE PROVISION FOR ADMIN APPROVALS ADD REMINDER FOR STATUS UPDATE FOR
BEFORE ADDITION TO COMPOSITE LEDGER UNTAGGED PROJECTS EVERY FORTNIGHT.
PROJECT MANAGEMENT
PROJECT MANAGEMENT
IMPORT PROJECTS FROM QUOTATION LEDGER
TAGGED AS "SUCCESSFUL" AND CREATE
"BOOKED PROJECT LEDGER"
SELECT INDIVIDUAL PROJECT FOR
DETAILING
PROJECT UPLOAD PROJECT
SCHEDULING BOQ
MILESTONE MATRIX
MATERIAL SCHEDULE OF
PLANNING RATES
DAILY PROGRESS
REPORT
UPLOAD BILL OF
QUANTITIES
RA BILLING
CREATE BILL OF MATERIALS AS
PER PRODUCT MASTER IN SYNC PART RATE TYPE
WILL TALLY DATA
PART QUANTITY TYPE
GENERATE CONSOLIDATED
BILL OF MATERIALS
FOR BOOKING CLIENT PO IN TALLY AS PER GENERATED BOM
FOR TRACKING CHALLAN WISE MATERIAL RECEIPT AT SITE
FOR ISSUING SUPPLIER PO FROM TALLY
As the entire module will take time to be completed, need to create
“Daily Progress Report” section at the earliest.
INVOICE & FINANCIALS
INVOICE & FINANCIALS
IMPORT DATA FROM
"ONGOING PROJECT LEDGER"
INVOICING PROJECT FINANCIAL
CREATE INVOICE GENERATE INV. NO.
FROM FROM RA/ AMC
PRODUCT PROJECT BILL
MASTER BOQ COVER
ENTER DETAILS (as
per form)
CONSOLIDATED
"INVOICE LEDGER"
RA BILL EXPENSE
SUMMARY DETAILS
DYNAMIC
LIST FOR
GST FILING
TAG
PROJECT-WISE SUMMARY
(as per entry form)
PROJECT-WISE
MONTHLY SUMMARY
(as per enrty form)
CASHFLOW
STATEMENT
FOR CREATING INVOICE FROM PROJECT BOQ, ASK FOR SITC / S+ITC PRICING.
IF SITC IS DIVIDED INTO PARTS, ASK FOR DEFINING THE DIVISION IN %-AGE.
MATERIAL MANAGEMENT
MATERIAL MANAGEMENT
CREATE PRODUCT MASTER
FROM TALLY DATA WITH
GST-HSN CODES
MATERIAL TRANSIT PROJECT INVENTORY
MANAGEMENT
CREATE CHALLAN
SELECT PROJECT FROM
"ONGOING PROJECT LEDGER"
SELECT PROJECT FROM "ONGOING
PROJECT LEDGER"
SELECT CHALLAN FOR MATERIAL
RECEIPT BY SITE SUPERVISOR
SPECIFY SERVICE
DELIVERY LOCATION
MATERIAL RECEIPT
ACKNOWLEDGEMENT BY
SELECT PRODUCTS FROM SITE SUPERVISOR
PRODUCT MASTER
GENERATE DEVIATION
ENTER MAKE, STATEMENT
QTY & RATE
GENERATE PDF WITH CREATE "MATERIAL RECEIPT
TOTAL VALUE GENERATE CHALLAN LEDGER" AS PER
MASTER LEDGER ACKNOWLEDGEMENT BY SITE
GENERATE PDF WITH SUPERVISOR
UNIT RATES
CREATE "MATERIAL ISSUE FORM"
WITH PRODUCTS AS PER "MATERIAL
RECEIPT LEDGER"
GENERATE DAILY
CONSUMPTION REPORT
GENERATE PROJECT-WISE
STOCK STATEMENT
HR MANAGEMENT SYSTEM
HR MANAGEMENT SYSTEM (HRMS)
EMPLOYEE DETAIL MASTER LIST WITH
DOWNLOADABLE LINK FOR PHOTO & FAMILY
PHOTO (as per Entry Form)
GENERATE UNIQUE ID
GENERATE PDF FOR ID CARD
CONSOLIDATED STAFF LEDGER
TASK REPORTING SYSTEM ATTENDANCE & LEAVE LOAN REQUESTS
MANAGEMENT
POSTING OF TASKS INVOLVED
MONTHLY UPDATE OF GENERATE EMPLOYEE WISE
(BI-WEEKLY)
ATTENDANCE RECORDS FROM LOAN ELIGIBILITY CALCULATOR
TALLY PAYROLL DATA BASED ON PAYROLL & SERVICE
RECORDS
APPROVAL REQUEST TO NEXT
HIGHER USERS
GENERATE EMPLOYEE LEAVE
APPLICATION REQUEST FOR
APPROVAL BY HIGHER USERS GENERATE EMPLOYEE LOAN
APPLICATION REQUEST FOR
APPROVAL BY HIGHER
PROVISION FOR RATING DURING USERS
TASK ACKNOWLEDGEMENT
GENERATE EMPLOYEE-WISE
SERVICE BOOK/ RECORDS
GENERATE CONSOLIDATED GENERATE EMPLOYEE-
STAFF RATING LEDGER WISE LOAN
TRANSACTION
VENDOR MANAGEMENT
VENDOR MANAGEMENT
SERVICE VENDORS PURCHASE VENDORS
CONTRACTOR ENLISTMENT PURCHASE VENDOR LEDGER WITH
(AS PER ENTRY FORM) PRODUCT CATEGORY DETAILS
GENERATE PROJECT-WISE PO
CREATE NEW PRODUCT MASTER FOR TO VENDORS IN PDF
CONTRACTOR SERVICE WORK
GENERATE PROJECT-WISE
CONTRACT MANAGEMENT PO LEDGER
FINAL RATE WITH BOQ
FROM SERVICES MASTER
WITH PROJECT TAGGING
ISSUE OF WO & GENERATE
AGREEMENT AFTER REVIEW
OF TERM & CONDITIONS
RA BILLING AS PER WO ON
PART QTY BASIS
