Opportunity Summary
GMA Pinnacle Automotives Private Limited is the Authorized dealer for Jeep SUVs in Kerala. They have their presence in the cities like Aluva -Muttom, Vytilaa – Maradu, and Muvattupuzha. Also, the Jeep service center at Kakkanad. The company is headquartered in Aluva. The company does not have an existing ERP now. The company currently use Salesforce and Siebel tools now. We assume the Siebel tool used by them is the product of Oracle itself. Siebel is CRM solution. The automotive industry widely uses this software.
The company needs access for all the 110 employees in the company. The sales rep needs access to both the sales order management and performance management activities. The dashboards view for all the roles should have a feasible one which may take less time for them to respond to the customers. The reminders for all the invoices, calls etc. need to be configured.
No Intercompany transactions are going on. No bills from one subsidiary will be paid by another subsidiary. The GMA Pinnacle uses INR as the base currency and do not include the multiple financial budgets and no budgets are created using multiple currencies.
Proposal summary (to customize)
This document is an effort to explain how we as a NetSuite partner can bring value to your business to solve the business pain areas, modernize the systems and processes for improving agility and thereby harness your maximum growth potential.
Project Overview
Customer Name – GMA Pinnacle Automotives Private Limited
Products- Suite Success Financials Standard
User access required- 110 General User Access
Implementation Tenure – 90 working days (with 4 user license + 1 user license as a buffer)
This NetSuite implementation project has 3 major stakeholders. They are:
1. GMA Pinnacle Automotives Private Limited
2. NetSuite – Product owner
3. Jobin and Jismi IT Services (shortly mentioned as J&J) – Implementer.
The implementer plans to assign a Project Manager with 5+ years of experience in NetSuite implementation. He / She is assisted by 3-5 experienced NetSuite developers/consultants from the implementer side. They will step in when needed and step out when the implementation is completed.
The implementation tenure has been identified as the number of working days mentioned above, excluding Gap analysis and meetings, without factoring in any unforeseen issues emerging in between. There are 5 broad phases in this implementation before it can go live. They are:
1. Project Kick-off.
2. Enable NetSuite Features’ User configuration, Business process alignment.
3. Sandbox environment given for UAT and customer confirmation.
4. Sandbox to Production movement
5. Go Live
Successful implementation of NetSuite ERP helps the customer leverage a great work practice with efficient and seamless workflow between departments as well as enable its senior business users to have the desired quality business and financial reports for a well-informed fact-based decision making.
Solution In Detail
As per our assumption, GMA Pinnacle needs the below-mentioned NetSuite Products.
1. Suite Success financials Standard
2. NetSuite Sandbox account
3. Oracle Learning Portal
4. User access (User access count we can defined as per the discussions with Lead)
We can create a portal in which sales reps have access to do the following activities, so the number of users access we can reduce: –
- Real time inventory stock (Availability of cars)
- Reminders
- Create sales orders
- Self-analysis with available incentives of the resources
- All the HR activities
The Two-way integration must be done between the NetSuite and the newly created Portal. The sales rep gets information about the above activities in this portal, and updates the sales order form accordingly.
The data must be taken from the Siebel, Salesforce to NetSuite, and made available on the portal. The data have to be populated from
The portal will have other customizations such as approval process and the dashboard systems for the better understanding of the resources.
We also need an additional HR system which can handle all the HR activities. Presently, we suggest BrightHR, a human resources management system that enables you to handle employee data, absences, staff holidays, rotas and shifts, expenses, and training all on one safe and user-friendly digital platform.
Proposed Integrations with NetSuite
- Siebel
- Sales Force
- HR systems (HR systems need to be confirmed after the feasibility check with Different Vendors. Eg. BrightHR)
- Portal with NetSuite
Based on the integrations from Siebel, SalesForce, and the HR system we must set up the Dashboard as per the user preference with reminders and the other required features.
The HR system is required to handle it efficiently for everyone in the organization. But this functionality is not provided by Oracle NetSuite for Indian users. Therefore, we need to suggest an HR system. And One-way integration is needed with NetSuite. Then the data has to be populated from the HR system to NetSuite and display in the NetSuite portal.
Note: The platform and the Server of the Portal need to be confirmed as per the discussion with the client.
Scope and Description of Services
This section explains the module-wise functionalities and the detailed scope of work defined in the discovery sessions. On a general note, the scope of this project would include standard Oracle NetSuite implementation services and best practices on the below-listed modules. The requirements are detailed in the sections below.
Implementation Scope
In the general setup session, J&J consultants configure the basic configuration for the above-specified modules. J&J will configure the NetSuite basic configuration (Rename Records/Transactions, Business segments, Currency and exchange rates, Tax nexus configuration) as the first task. The customer shall identify and propose at this time any additional custom fields to be considered to be included in the sample import. After completing the basic configuration of the modules and sample import, the fundamental QA process would be executed. The configurations and the sample data import are planned to be executed first in the Sandbox if available or else it would be done in the production itself. Upon confirmation from the customer, it will be finally implemented with the actual data.
Implementation would progress as follows.
- Configuration Workflow
- Design to Build
- Lead to Quote
- Order to cash
- Procure to pay
- Record to report
- Plan to produce
1. Personalization of Company Information
2. Renaming of Records/Transactions, Auto-Generated Numbers, and Preferences
3. Installation of NetSuite Leading Practice dashboards without modification.
4. UI Forms customization
5. Configuration of Roles
6. Currency and exchange rates
7. Tax nexus configuration for India. J&J concluded that the customer will use the native tax features available in NetSuite. Any changes required to this will be scoped later and executed through change request procedure.
8. Business segments (Departments, Locations & Classes)
9. Fiscal year set up
10. Financial reporting – Native NetSuite reports are available in the system. Data filtering can be done through classifications.
11. Standard configuration for cost management
12. Journal, and journal processing will be based on the NetSuite native features. Custom approval workflows will be considered as a change request.
13. PDF template set up: Native advanced PDF templates are available in NetSuite accounts. If the customer would like to modify the templates this will be handled as a change request.
14. The scope is limited to the implementation of features available in the NetSuite module you will purchase. Features/process requirements (extended features) outside the default capability of NetSuite is considered as customization and the it will be planned and implemented after Go-Live.
Data Migration
Data migration is an essential and critical phase of project implementation. It allows the customer to use the system as a continuation of the legacy system. As a best practice, we propose the customer migrates all the open data to NetSuite. J&J agrees to migrate the following data from the legacy system to NetSuite before going live.
J&J will do data migration following a 5-level process as given in the table below for the following databases.
In Each step, the customer would provide the corresponding data to be migrated into the NetSuite system. J&J will verify the data and rework the same if needed.
Data Migration list (to customize)
| Data Migration Levels | Details | Method | Status |
| Data Migration of static lists and sample relationships data and transactions (Level 1) | Load/Create Static Lists (Departments, Classes, Locations) | CSV | To Do |
| Load Expense Categories- Not mentioned now in the scope | CSV | To Do | |
| Load/Modify Chart of Accounts (Single book accounting). Multi-Book accounting is out of scope | To Do | ||
| Data Migration (Level 2) Full list of relationship | Employees | CSV | To Do |
| Customers | CSV | ||
| Vendors | CSV | ||
| Contacts | CSV | ||
| Item | CSV | ||
| Non-inventory | CSV | ||
| Service | CSV | ||
| Other Charges | CSV | ||
| Accounting Lists (COA) | |||
| Data Migration Open Data (Level 4) | Opening Balances (Trial Balance) | CSV | To Do |
| Open A/R | CSV | ||
| Open A/P | CSV | ||
| Open Credit Memos | CSV | ||
| Open Return Authorizations | CSV | ||
| Work Order | CSV | ||
| Project and Project task | CSV | ||
| Open Vendor Credits | CSV | ||
| Final Data Migration (Level 5) | Cutover of Lists | CSV | To DO |
| Cutover of Inventory | CSV | ||
| Cutover Open Transactions | CSV | ||
| Item Master Cutover, Cutover Trial Balance as of Go-Live | CSV |
Data Migration Assumptions
1.The customer does the data extraction, consolidation, and cleansing of legacy data and fills the templates provided by J&J. The implementer expects that the team from the customer side will follow the guidelines described in the data template provided.
2.The customer is required to provide the data in the format submitted by J&J for transactional and master data migration. Upon request from the customer, J&J would help extract the data and validate with the customer at an additional cost.
3. Legacy closed data migration is considered as a change request and not part of the scope of this implementation proposal. Historical data migration is not included in it.
4. The customer agrees to conduct the necessary data reconciliation, validation, and verification before it sends the filled-in data template to the project manager of the implementer for open data migration.
5. J&J only migrates the data of To Do status in the data Migration List. If any change is needed, the same will be considered through a change request.
6. There will be 2 iterations approved and they will be chargeable if there are more.
Project Assumptions-General
1. The Services outlined will be executed remotely.
2. The language for communication will be English. The mode of communication will be via telephone, email, and any web-conference platforms like TEAMS
3. If the agreed milestones are not completed due to the unavailability of the dedicated
team/members from customer side, J&J is not liable for any kind of penalties or any compensation in any form to the customer in any terms.
Project Scope Exclusions
The below-mentioned points would be out of scope for this project.
- Anything not specifically documented in the NetSuite Product analysis section, it would be out of scope
- Any Infrastructure support including hardware and software
- Data extraction cleanup and data quality assurance activities
- Organization Change Management and Business Process Reengineering
- Decommissioning of any legacy systems
- Engaging with the third-party vendors of the customer
- Any cost for Hardware, Software
- Any Integration would be part of the phase 2 scope and there would be a separate proposal submitted as required
- Any change to achieve a non-Standard or Unavailable product
feature
● Any Customization other than what is specified in this proposal would not be part of the scope. It can be taken up as a change request
● Custom segments setup
● Custom Approval workflows or any automation in the native processes
● Oracle Upgrade & Patching support. It is assumed that there will not be any patching or upgrade during the execution. However, as a goodwill, J&J will take care of the upgrade and patches that happen till Go-Live. Please note that NetSuite releases happen yearly twice and it is an automated process
● Any historical data migrations other than what is mentioned in the scope to NetSuite. It is a change request and J&J would submit a budget and time quote after analyzing the details of the migration project
Change Control Procedure
In the event, the customer requests a change to J&J in any of the specifications, requirements, or scope of work.
1. The party seeking the change shall, by written notice, propose the applicable changes. Within 24 working hours of receipt of the written notice, Project Leads from both sides shall meet, either in person or via telephone conference, to discuss the proposed changes (Change Meeting).
2. The parties must provide high-level details of the impact on schedule, scope, and cost of the project.
3. The change is presented to the steering committee meeting for approval.
4. If the change is urgent, then an urgent steering committee meeting can be called for.
5. The steering committee representative from J&J will have the authority to approve/reject the changes for logical reasons
6. Once approved, J&J will provide more details needed for the project and add this to the scope for further execution.
7. The change requests analysis, and implementation will be charged at the rate mentioned in the section “Investments Schedule”
Training and Learning
The Impact
Implementing a new system at a company is a big change for many employees. Many times, a new or upgraded solution will include new sections, tools, buttons and improved processes that will allow businesses to be more productive in the long run and reduce human error. However, because of all these changes and new processes, it is quite unlikely that all users (employees) will be on the same page when learning the new system on their own, which can prevent the company from seeing all the efficiencies the IT provider promised with the upgraded system. This is usually the moment where executives blame the software system and /or provider for not performing as originally planned. What many seem to forget is that software solutions can only show all of its benefits if used properly.
Therefore, investing in training will allow businesses to see the benefits that come with the implementation of a new IT system. Training before the system officially goes live at the company will give employees a chance to get acclimatized to any new processes and work out any problems with the system before it is implemented. This will also help with any resistance coming from employees who are hesitant to change. By teaching employees of the company’s various departments how to use the new system the way it was meant to be used, it will eliminate any doubts, misunderstandings, unnecessary errors and problems.
Training-Terms and Conditions
- Jobin and Jismi IT Services LLP is providing training for the staff who are officially recommended by the customer management side
- The customer shall ensure all the functional users are mandatorily covered in the training. Maximum attendee count shall be mentioned in the Offer page.
- The customer shall make sure selected employees are well enough to handle their day-to-day business process and handle the software.
- JJ Consultants will provide training on the native process of NetSuite on the implementing modules. This training will take approximately 40 hours and will be completed in a week.
- This training is clearly focused on the end users at the customer’s place and the duration required is as mentioned on the Offer page.
- Developer or Consultant role training would be out of scope of this program.
Key Offer details
Implementation time is identified as 60 working days from the first day of approval (Public holidays, Saturdays and Sundays are excluded). Three to 5 employees of Jobin and Jismi IT Services LLP are assigned to do this project under the supervision of a project manager.
| Offer | Standard Count |
| Custom Field | 25 |
| Report/ Saved search | 5 |
| Role Dashboard set up | 5 |
| Standard NetSuite PDF Template | 5 |
| Forms | 5 |
| Email Template | 5 |
| Product |
| Suite Success Financials Standard |
| Training – 40 Hours |
| Project Period – 60-100 Working Days |
| Go-Live date – Not decided yet |
Investment Schedule
Commercials
| Particulars | Price $ |
| Implementation Total Project Price (Fixed price Model) | |
| Clear tax integration –E-Invoicing |
Project Milestone Table
| Particulars |
| Milestone 1: NetSuite Standard Configuration |
| NetSuite Account configuration and Subsidiary structure set up, Bundle deployment |
| L2Q, O2C, P2P, R2R Process setup |
| PDF Development and Report |
| Milestone 2: Data Migration |
| Entity data – Data Migration |
| Transaction – Data Migration |
| Cut over process |
| QA Sandbox |
| Sandbox UAT confirmation |
| Milestone 3: Production Movement and Go live |
| Production Migration |
| QA Production account |
| Training and Go-Live |
Invoicing Schedule
| Project Schedule | Deliverable | Percentage of TCV |
| Contract Signature | Contract Signature | 20% |
| Standard Configuration | Milestone 1 | 30% |
| Migration, cut-over process. | Milestone 2 | 30% |
| Training- | Milestone 3 | 20% |
| Go-Live |
Terms & Conditions
- The above pricing is exclusive of any taxes and levies as per the country and export / import laws. The taxes would be effective as per the governing laws at the time of invoicing.
- Payment terms would be 7 days from the Invoice date.
- Unavailability of customer stakeholders, delays from client, delay in the input data or any other reason not under the control of J&J shall not be a reason for delaying / not paying the agreed charges.
- Above prices are valid till 9th Sept. 2022
- Intercompany transaction currency is USD.
- Jobin And Jismi IT Services LLP will provide post-implementation support on-demand. (If you are paying from the Indian entity, the GST is 18% and if you are paying from your US entity, then the GST is 0%)
- For any support required after Go-Live, J&J proposes to execute it through a separate contract of work – maintenance and support engagement or Change Request management using our Service Packs. For the customization, J&J will provide a separate proposal.
Support against requirement
Jobin and Jismi IT Services LLP is always supportive of our customers and ready to cater to any business process enhancement request with a pre-approved cost and material basis. This is flexible and most of our customers find it viable. In this case, Agrocrops Singapore Pvt. Ltd was required to provide clear requirements and deliverables. Once JJ receives the same, the Business Analysts shall analyze the requirement and submit a quote for the same. Upon approval of the same, the solution will be implemented.
General Terms- Engagement
Non-Poaching clause
Both parties acknowledge that personnel to be provided to perform the services represent a significant investment in recruitment and training, the loss of which would be detrimental to the business of both. In consideration of the foregoing, both the parties agree that for the term of this Agreement for a period of one year thereafter, either party will not directly or indirectly recruit/ hire, employ, engage or discuss employment with anybody’s, employee or induce any such individual to leave the employment. For the purpose of this clause, an employee means any employee or person who has / who has been involved in providing services under this agreement. This needs to be mutual and is to be enforced with prior permission of the respective party. In the breach of this clause, the customer agrees to pay US$1000,000 as compensation to Jobin and Jismi IT Services LLP.
Limitation of Liability
Jobin and Jismi IT Services LLP and Customer are not liable to the other for any direct, indirect, incidental or consequential damages (including loss of profit or business), however arising, whether under contract, tort or otherwise, even if informed about the possibility of the same.
Confidentiality
Both parties shall treat as confidential and proprietary information, any other and all data or information received or acquired by one party relating to the Product/Services specifications and information relating to the other party, including the business affairs, correspondence, finances, and methods. Neither party shall disclose any such data or information to any person except employees for purposes related solely to this State of work and shall not reprint or reproduce such data or information in whole or part for any purposes without the prior written consent of the other party. Upon request by one party, the other party shall cause any or all of its employees to execute a form of the agreement requiring the employee to comply with the confidentiality provisions of this State of work.
Force Majeure
If any of the parties hereof finds itself unable, by reasons of the case of Force Majeure, to carry out its obligations hereunder in whole or in part, the obligation of such party, to the extent that they are affected by such Force Majeure shall be suspended as long as the impossibility so caused shall endure but not thereafter. The situation created by such Force Majeure shall be remedied, as far as possible, within all reasonable dispatch. The term Force Majeure as used herein shall mean any event, whether accidental or not, beyond the control of the affected party including but not limited to Act of God, revolution, War, Civil disturbance, storm, flood, earthquakes, explosives, strikes, lockout, sabotages, decrees, orders of regulations of any government authority. The party affected by Force Majeure shall give notice thereof (within 2 weeks) to the other party in writing or by cable or fax setting forth all necessary concerning the case of Force Majeure. Immediately following the giving of such notice, the obligations of the party giving such notice shall be suspended as said above.
Independence of Provisions
If any of the provisions of this proposal shall be invalid or unenforceable as being in violation of a law or treaty, such provision shall be without effect or considered as modified in the smallest degree needed to render it lawful and applicable while respecting as much as possible the intent of the parties, the remainder of this proposal shall not be affected, shall remain in full force and effect and shall be implemented according to its own terms.
Assignment
Neither party may assign or transfer all or part of its rights and/or obligations under this agreement without the prior consent in writing of the other party.
Amendment
This proposal may not be amended except in writing signed by a duly authorized representative of each party, or by email confirmation. No right under this proposal shall be deemed to be waived except by notice in writing/ email.
Agreement
The agreement must be signed by one or two official people who are representing the company with concerning responsibilities and part of the top management at the customer’s side.
Marketing and promotion support
This agreement constitutes J&J is authorized to use the customer company name and logo for the marketing and advocacy purposes of J&J even after the stipulated time period of the project which has been mentioned in the agreement.
Communication Details