Opportunity Summary
A multinational business with its headquarters in Ireland and operations in 8 countries, Toonz Media specializes in media and family entertainment. The best entertainment firm, Toonz, has extensive knowledge of visual effects, animation, content creation, and other fields. With locations in India, Singapore, United States, UAE, Spain, United Kingdom, New Zealand.
Animation, visual effects, live action, and gaming are some of the revenue-generating services for Toonz. Toonz have grown leaps and bounds that they are looking at a transformation journey in their entire project management and financial systems.
Major applications at Toonz are Shotgun for 3D making and Matrix Plus, an internally designed tool, for 2D creation. Their financial systems runs on Tally. As discussed Toonz would like to have a seamless integration of the new ERP system with all the above three applications. Management thinks that we need to have one single system which is robust and scalable to create a single source of truth for the organization. From this perspective Toonz would like to bring down the dependency on both shotgun and Matrix plus by integrating seamlessly. However, we need to derive actual end points to be connected in between.
The ZOHO is the current legacy system they used for the CRM. Tally for the Accounting.
There will be a lot of custom segments, for instance in 2D animation processes like storyboarding, preproduction, and postproduction. These all need to be defined in the system. They are also interested in intercompany transactions, budgeting, allocation schedules, expense amortisation, period closing checklists, cash forecasts, etc of the NetSuite.
As per the current understanding a strong ERP should be implemented, configured, customized and integrated as mentioned above to accomplish the desired results.
Proposal summary
The document covers the scope of configuration and implementation of
- NetSuite SuiteSuccess Financials First Standard Cloud Service
With add on as below
- NetSuite Fixed Asset Management Mid-Market Cloud Service
- NetSuite Suite Projects Cloud Service
- NetSuite Revenue Management Cloud Service
- NetSuite OneWorld Cloud Service
- NetSuite OneWorld Additional Country/Currency Cloud Service
- NetSuite General Access Cloud Service User
- NetSuite Employee Self-Serv Cloud Service 5-Pk Users
- Customer Learning Cloud Support Company Pass – Standard
- NetSuite Sandbox Environment Cloud Service
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 – Toonz Animation India Pvt Ltd
Products – NetSuite SuiteSuccess Financials First Standard Cloud Service
User access required – 1) General User Access- 20
2) Light users – 250
Implementation Tenure – 90 working days
Customer would make the above-listed modules available with the number of users mentioned for access to NetSuite. The system requires to be configured for the specific customer.
This NetSuite implementation project has 3 major stakeholders. They are:
1. Toonz Animation India Pvt Ltd
2. NetSuite – Product owner.
3. Jobin and Jismi (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 with 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. User Acceptance Testing in production.
6. 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 desired quality business and financial reports for a well-informed Fact-based Decision making.
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, 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.
Products and details
| Item | Description |
| NetSuite SuiteSuccess Financials First Standard Cloud Service | NetSuite SuiteSuccess Financials First Std Cloud Service includes: ** ERP with G/L, Accounts Payable, Purchasing, Inventory, Order Entry, A/R, Expense Reporting, Advanced Shipping with integrated shipping depending on your location, use of Fulfillment Requests and Automatic Location Assignment for up to 5000 orders annually. ** NetSuite CRM Sales Force Automation with quote and order management, Marketing Automation with campaigns; Customer Service/Support ** Productivity tools including contacts/calendar/events **NetSuite Subsidiary Management within customer’s home country for a single currency. Additional countries/currencies require separate purchase of OneWorld ** NetSuite Financial Management Cloud Service ** NetSuite Advanced Electronic Bank Payments Cloud Service ** Real-time Dashboards with key business metrics, report snapshots ** Customer, Vendor and Partner Center logins ** NetSuite Basic Customer Support. Current URL Terms for support are located at www.netsuite.com/supportterms. ** 5 Employee Self-Service Users ** 30,000 integrated bulk mail merges per month ** 120,000 campaign emails per year with no single blast exceeding 10,000 recipients ** Max of 30 general access users ** Includes 1 Learning Cloud Support Pass-single user license pursuant to the Learning Cloud Support Pass terms and conditions found at https://www.oracle.com/corporate/contracts/ cloud-services/netsuite/descriptions.html NetSuite Standard Service Tier: ** Maximum of 100GB of File Cabinet Storage, which is included with Standard Service Tier. ** Maximum 100 Full Licensed Users Provisioned (excluding Employee Center, Partner Center, Advanced Partner Center, Vendor Center and Customer Center) ** Maximum 200,000 monthly transaction lines ** Maximum of 1 SuiteCloud+ license |
| NetSuite Fixed Asset Management Mid-Market Cloud Service | Fixed Asset Management: ** Acquire, Depreciate, Dispose and Revalue assets ** Depreciation Management ** Asset Process Accounting Automation ** Real Time Asset Reporting |
| NetSuite Project Management Cloud Service | **Manage project schedules with phases/tasks/milestones, track time to project tasks, create and maintain project templates, configure and report on project profitability, and automate project billing with charge-based billing. **Allocate resources to projects with defined start/end dates, track resource skill sets, and monitor availability on the resource allocation chart. **Create project specific budgets for cost and revenue by activity code. Calculate costs for labor based on tracked time, and account for these costs in your general ledger. |
| NetSuite Revenue Management Cloud Service | Includes all NetSuite Revenue Recognition functionality (including Custom Revenue Events and Merge Revenue Arrangements) EXCEPT Revenue Allocations and associated features (the allocation of contract value across multiple Items using Fair Value Price List). |
| NetSuite OneWorld Cloud Service | NetSuite OneWorld includes: ** Management of multiple subsidiaries, business units and legal entities ** Support of consistent processes across countries ** Unlimited (dependent on customer’s requirements) subsidiaries in a single country for a single currency ** Includes 1 country/currency combination. Additional purchase required for new country/currency combination ** Comprehensive Language Management ** Support for 27 different languages ** Comprehensive Multi-Currency Management ** Audit and Compliance Reporting ** Always-on audit trail, built-in analytics, access logs and workflow ** Supports global compliance of internal and external processes ** Real-time global business insight ** Configurable Tax Engine ** Pre-configuration of tax codes and localized reporting where applicable ** Flexible indirect tax engine automates calculations ** Cross border sales and Intrastat reporting across EU countries ** Indirect Tax Compliance; Payment processing ** Pay vendor bills and employee expenses across the globe ** Take payments directly from customers. Customer understands and agrees that once NetSuite OneWorld has been provisioned to the NetSuite Service, the NetSuite Service and Customer Data cannot be switched back to a non OneWorld state. |
| NetSuite OneWorld Additional Country/Currency Cloud Service | NetSuite OneWorld Additional Country/Currency includes: ** Additional new country/currency combination |
| NetSuite General Access Cloud Service User | General access user for NetSuite. |
| NetSuite Employee Self-Serv Cloud Service 5-Pk Users | Employee Self-Service + Intranet 5 User Pack for NetSuite |
| Customer Learning Cloud Support Company Pass | The Customer Learning Cloud Support Company Pass – Premium (Partner) provides Go-Live training and ongoing adoption as described in the Training Service Descriptions https://www.oracle.com/corporate/contracts/cloud-services/ netsuite/descriptions.html#training |
| NetSuite Sandbox Environment Cloud Service | Sandbox Environment for NetSuite Customers ** Replicates production environment including data and customizations 12 $22,582.80 ** Isolated environment – changes shielded from live production account ** One production environment replication for each month of term is included ** Administrators may provide sandbox access to all production users as needed NetSuite uptime guarantee does not apply to Sandbox Environments. |
Implementation Scope
In the general setup session J&J consultants configure the basic configuration for all modules included in the provided BOM. J&J will configure the NetSuite SuiteSuccess Financials First Standard Cloud Service with add on modules as mentioned above. We would start with 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 for any additional custom fields to be considered in order to include in the sample import. After completing the basic configuration of the modules and sample import, the basic 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 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
- Order to cash
- Procure to pay
- Record to report
- Plan to produce
1. Personalization of Company Information
2. Rename 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 a 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 customization will be planned and implemented as per the milestones defined.
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 migrate all the open data to NetSuite. J&J agree 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 below table for the following databases.
In Each step customer would provide corresponding data to be migrated into NetSuite system. J&J will verify the data and do rework on the same if needed.
Data Migration list
| 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 | CSV | 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 Charge | 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.Customer does the data extraction, consolidation, and cleansing of legacy data and fills the templates provided by J&J. The implementer expects that the customer side team will follow the guidelines described in the data template provided.
2.Customer is required to provide the data in the format submitted by J&J for transactional and master data migration. Upon request from customer, J&J would help extract the data and validate it with 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 the scope.
4. 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 will only migrate the data of To Do status in data Migration List. If any change needs for the same will be considered through a change request.
Project Assumptions-General
1. The Services outlined will be executed remotely.
2. The language for communication will be English. The mode of communication via telephone, email, and any of the 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, the J&J is not liable for any kind of penalties or any compensation in any form to customer in any terms.
4. After the order is awarded to J&J we will be preparing a detailed Business Requirement Document by doing a detailed discovery and if we find our prior estimations are way too lower than the actuals, J&J will put a revised services quote for the same.
5. The implementation will be completed only if the customer shares the required user accesses.
Project Scope Exclusions
Below mentioned points would be out of scope for this project.
- Anything not specifically documented in the NetSuite Product 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.
- For GST and E-Invoicing purpose J&J as a partner to ClearTax, we can integrate the same with NetSuite as desired. However, ClearTax subscription costs are excluded.
- Any cost for Hardware, or any other Software.
- 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 unless otherwise defined in the scope.
● 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 during the project. Please note that NetSuite releases happen yearly twice, and it is an automated process.
● Any historical data migrations other than 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 by written notice, propose the applicable changes. Within 24 working hours of receipt of the written notice, Project Leads from either side shall e-meet, 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 any more details needed for the project and add this into 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 errors. 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 acclimate 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 of change. By teaching employees from the company’s various departments on how to use the new system the way it was meant to be used will eliminate any doubts, misunderstandings, unnecessary errors and problems.
Training -Terms and Conditions
- JJ will provide training for the staff who are officially recommended by the customer management side.
- Customer shall ensure all the functional users are mandatorily covered in the training. Maximum attendee count shall be mentioned in the Offer page.
- 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 by JJ. This training will take approximately 40 hours and will be completed in a week time.
- This training is clearly focused on the end users at the customer place and duration required is as mentioned in the Offer page.
- Developer or Consultant role trainings would be out of scope of this program.
Key Offer details
The implementation time is identified as 90 working days from the first day of approval (Public holidays, Saturdays and Sundays are excluded). 3 to 5 employees of Jobin And Jismi. 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 |
| NetSuite SuiteSuccess Financials First Standard Cloud Service With add on modules as below NetSuite Fixed Asset Management Mid-Market Cloud ServiceNetSuite Suite Projects Cloud ServiceNetSuite Revenue Management Cloud ServiceNetSuite OneWorld Cloud ServiceNetSuite OneWorld Additional Country/Currency Cloud ServiceNetSuite General Access Cloud Service User NetSuite Employee Self-Serv Cloud Service 5-Pk UsersCustomer Learning Cloud Support Company Pass – StandardNetSuite Sandbox Environment Cloud Service |
| End user Training |
| Project Duration – 90 working days |
| Go Live |
Investment Schedule
Commercials
| Particulars | Price $ |
| Subscription Charges – 1st year | $ |
| Implementation charges (Fixed price Model) | $ |
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 |
| Project Module Setup |
| Revenue Management Setup |
| Fixed Asset Management Setup |
| Integration with ShotGun |
| 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 Implementation Charges |
| 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 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.
- Two separate POs to be released
- Subscription PO directly to Oracle
- Implementation PO to J&J and sign off the Agreement.
- Unavailability of customer stakeholders, delays from Client, delay in the input data or any other reason not in control of J&J, shall not be a reason for delaying / not paying the agreed charges.
- Above prices are valid till 15th Jan 2023
- For any support required after Go Live, J&J propose to execute through a separate contract of work. Ongoing support engagement, customization or Change Request services are provided by J&J on demand basis @ an hourly rate of USD $40. We also have Service Packs for ongoing support to make it convenient for both parties.
Support against requirement
Jobin And Jismi, is always supportive of our customers and ready to cater to any business process enhancement request after going live with a pre-approved cost and material basis. This is flexible and most of our customers find it viable. In this case customer required to provide clear requirements and deliverables. Once JJ receives the same, the Business Analysts analyze the requirement and submit the Quote for the same. On the approval of the same the solutions 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, customer agrees to pay US$100,000 as compensation to Jobin And Jismi.
Limitation of Liability
Jobin & Jismi 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 has to be signed by one or two official persons who are representing the company with concerning responsibilities and part of the top management at the customer 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.