sap-queries - DHI

As business process in RISE with SAP will not be exactly same to the way they are implemented currently in SAP ECC, will there be a need of business process reingeneering/ business process consulting as part of this project?

If yes, are the standardised business process template already prepared or is it part of scope for SI to prepare for this project.

Part of SI to prepare.

Will all business processes across DoCs be standardised to follow RISE with SAP best practices? 

As currently certain processes in SAP ECC deviate from eachother for respective DoC.

Doc standardized. 

Will DHI form a central project team by selecting core teams from all the DoCs to execute Phase I implementation for all DoCs in one go?

Yes

As per ToR, DHI level consolidated reports as per prescribed formats will require all DoCs to go live with RISE with SAP in one go, kindly share your thoughts and comments

Could also be everyone with SAP phase 1 and everyone else just integrated through SAP integration layer. SI to propose a option they think most appropriate.

Is data extraction from the current system SI’s responsibility? (Data includes master data, open transaction data and historical data)

Yes

Can you kindly provide a list of required modules and business functions to be implemented for each DoC under DHI.

This is required for the business process standardisation planning.

SI to propose.

If data migration generates a need of collecting data from respective DoCs and their regional offices, will it be the responsibility of the respective DoCs or the SI, if confirmed?

Responsibility of SI to collect from DoC.

DoCs are currently using certian banking related automated interfaces which are interfaced with locally hosted SAP ECC systems. Will DHI facilitate all permissions from various financial institutions (BoB/ BNB / T Bank) to ensure security compliance as now this communication will be outside the country?

Yes DHI will facilitate.

Is PHPA & KHEL company not part of the scope. It's not mentioned in the RFP anywhere.

All DHI owned and controlled companies are in Scope, please add any company you feel is not listed.

Are the Chart of Accounts unified across all the 22 entities?

Yes

Should the historical data be migrated from existing ECC. If so, how many years?

Only what is needed to complete phase 1 as a priority. If we require any additional data across other phases we will create a separate project for that migration.

How many on-premise workflows are deployed in ECC right now. Can we get details of workflows by SAP instance.

This is a green field deployment. None of the existing workflows will be transferred unless Rise does not have a industry standard process will a migration from ECC be allowed.

Can we get the details of current Integrations with third party systems. Module wise - type of integration, technology, third party system details.

SI to propose integrations to make Phase 1 work.

Can we get the details of the existing epayments interface.

If required to complete Phase 1, SI to be more specific about the details they need and why.

Can we get the blueprint and customisation documents for all the SAP implementations.

This is a Greenfield deployment and DHI companies will use the standard processes, forms and reports from the deployment. Minimal customization will be allowed by exception only.

RFP says minimum customisation required but wherever absolutely mandatory customisation needs to be done. Can we understand who will make the decision on whether the customisation is mandatory and how is that controlled to keep it to the minimum.

DHI committee with SI and Company focal person, using a set of rules that will be strict to avoid customizations.

Should the implementation team be completely onsite or can it be hybrid.

As long as the team member is Bhutanese and based in Bhutan they can work from onsite or hybrid.

Are the payment terms in the RFP fixed or can the bidder propose their own payment terms.

SI can propose and DHI will consider the proposal

Can third party tools be proposed as part of proposal or should we follow SAP BOM.

SI can propose alternatives that is better for the overall implementation speed and cost, which DHI will consider.

The time for bid submission is very less and we would like to request for an extension of at least 2 weeks from 16th June 2023.

Extension granted by two weeks from the 16 June.

As per ITC 16.1 (f) in datasheet , it says The consultant is allowed to provide estimates of local professional only. For this implementation of Rise with SAP, PCE, we need to hire few international consultants, Does this mean that we are not allowed to provide estimates for the international consulants we hire for the implementation?

No international consultants are allowed. This RFP must be completed by Bhutanese staff based in Bhutan. DHI will consider proposals with an extended delivery time scale to allow the use of only Bhutanese based Bhutanese nationals. This is a opportunity to build the human capital in Bhutan for the SI.

As per 10.1 in datasheet, it says JV is not allowed, There are some areas of the implementation where we need to sub contract to International firms, Will Sub Contracting be allowed?

See response to question 13. 

2.1

5

None

As we all know RISE with SAP is a complete offering of ERP software, industry practices, and outcome-driven services for migrating your SAP ERP to the cloud.

For Rise with SAP for DHI Group companies, is it based on Public Cloud or Private Cloud. The skill required for each is different and clarification on this will help us to plan the right skills.

Public cloud it will be hosted in the DHI Singapore AWS account

2.1

5

Phase-I: All the companies who are with SAP system will be migrated to new system with the above mentioned components implemented.

As per the Phase wise road map depicted, does Utilities Companies mean Bhutan Power Corporation Ltd (BPC) SAP ERP/ISU system? Is our understanding of migration of entire SAP Business Applications used by DHI, DGPC and BPC to RISE with SAP on cloud which will be implemented as a green field project correct?

Yes your understanding is correct. For clarification only the components needed to produce the 5 finance reports will be migrated in this first phase, the remaining components will be migrated in phase 2 & 3

2.1

5

Phase-I: All the companies who are with SAP system will be migrated to new system with the above mentioned components implemented.

Considering the phase1 migration from ECC to Rise with SAP on S/4 Hana for DHI, BPC and DGPC will be complex and unique based on Industry verticals as DHI is focused on Holding and Investment domain and BPC on Electricity T & D domain and DGPC on Generation company, we will need focused governance, project management for each company. In this respect, can we propose the techno commercial proposal company code wise with specific project plan as per the modules and business processes and development objects as relevant for each company?

Yes

2.1

5

Phase-I: All the companies who are with SAP system will be migrated to new system with the above mentioned components implemented.

Under DGPC, is it one company code DGPC or 7 company codes viz. DGPC, BHSL, MHPA, THyE, PHPA_1, PHPA_2, KHEL to be migrated.

Each will have a unique company code, but use the same accounting ledger codes.

2.1

5

Phase-I: All the companies who are with SAP system will be migrated to new system with the above mentioned components implemented.

As DHI must have verified, SAP ISU system are mostly running across the globe on on-Premise setup and migration of the same to Rise with SAP has not happened. BPC might land up in shortfall of functional coverage compared to current ISU Systems implemeted. Since DHI focus is on the financial consolidation of the DHI companies which can be achieved through the core ERP modules, we recommend if core ERP Modules for BPC are moved to rise with SAP and SAP ISU module can be continued as on-premise setup and integrated with Rise with SAP for financial integration. If DHI can confirm whether whole of ERP/ISU migration to Rise with SAP is to be proposed or only the core ERP modules for BPC.

In case ISU functions are to be retained on ECC, It will generate a need to interface On Premise System with Cloud Systems? Will that be acceptable to DHI & BPC?

All functions will be replaced as part of the greenfield deployment on SAP rise. No on-premise solution will remain after all functions are active on Rise

2.1

5

Phase-I: All the companies who are with SAP system will be migrated to new system with the above mentioned components implemented.

Is the delivery of Rise with SAP S/4 Hana Cloud Infrastructure sizing in the scope under SI? Or this will be already taken care off by DHI?

SI will be recomending the best implementation plan and be soley responsible for delivering the project including sizing

2.1

5

Phase-I: All the companies who are with SAP system will be migrated to new system with the above mentioned components implemented.

What is the expected scope of work related to Rise with SAP S/4 hana cloud-based setup that needed to be handled by SI?

Is OS setup in our scope and this will be handled by Rise with SAP S/4 Hana cloud service provider?

Is Rise with SAP S/4 hana Dev, QA and Production setup from BASIS scope of work need to be delivered by SI or we will be handed over the system with proper landscape setup?

Is Production planned on cluster? What is the expected service required from SI?

Considering under the current setup we have DR setup as a business Continuity plan. Under Rise with SAP, is DR setup included under SI scope? If so, what are the expected services required from SI for DR services?

SI to provide a turnkey solution for all environments as expected for best practice deployment of S4 Hana including Business continuity and disaster recovery

2.1

5

In Phase-1 implementation for SAP S/4 HANA (Module and

its components), at first week of September 2023, the SI should deliver the following:

1. Uniform Chart of accounts/vendor/customer/employee

2. Stand Alone and Consolidated reports

a. Financial statements including schedules

b. Financial Planning and forecasting

c. BRS (automated)

d. Epayment

e. IFRS

f. Cash/Treasury management

g. Dashboard- Board, Management and Department

1. Is it the vision of DHI to use same COA for all DHI companies? Or we use Group COA and Company COA and mapping to handle group reporting?

2. Is it to use same vendor / customer (Business Partner) code for all DHI companies and extend the same vendor to other company codes? Or each company can create their vendor and customer code (BP) as per how each company requirement?

3. Standalone Reports: Are these expected for DHI company code as per indicated deadline? Or is it for DGPC and BPC too? Which ideally means we need to complete cloud hosting, sap system dev, qa and prod setup, proper VPN/connectivity setup bn companies and hosted cloud system location, project preparation, DHI training, BBP review, Realization, Integration and UAT, Training, Final Preparation, Master data and cutover data work and migration and Go Live in less than 2 months. Also, this comprises of all modules like FICO, MM, HCM, Payroll, SD, PS, epayment etc. and new modules like Cash/treasury management, Financial Planning and forecasting and SAC and Group Reporting. Also, lots of system related changes from ECC to S/4 Hana where new concepts like BP and material ledger are must. Therefore, would like to request to re-visit the expected timelines and if required do kindly get the timelines validated from SAP OEM too.

Same COA for all DHI owned and controlled companies, Same BP extended from DHI. The September deadline is not a hard deadline. SI to indicate when they thing a greenfield deployment with no custimisation apart from master data and 2-3 months of operational data will take to complete. September is indicative and the SI should set a realistic timeline.

2.1

5

3. Consolidated Accounts

a. Auto elimination of inter-company accounts

b. Equity method of accounting

c. Consolidated group financial statements and schedules

d. Dashboard-Board/Management/Department

This is an indicative list (not exhaustive)…

Considering the phased Rise with SAP migration approach as per the Phase wise road map depicted, the consolidated Accounts and dashboard are to be generated based on company wise actual data that will be uploaded to Group Reporting system in some flat file format under the phase 1 since the transactional system of DHI company are not implemented. Can you confirm this?

This is for the SI to decide and propose to DHI. The roadmap is indicative and not fixed. The SI is welcome to propose an alternative which they tink is more likely to achieve the overall goals of the phase 1 project, which is to produce the finaince reports with no human intervention. The raw data is entered into the system for the cashbook, everything else is generated by the system

2.1

5

Only the minimum required data will be captured in the new system to allow the reports to be generated by the SAP platform automatically. (ANNEXURE 1)

Considering the phased Rise with SAP migration approach as per the Phase wise road map depicted, the Annexure 1 Report is to be generated based on company wise actual and planned data that will be uploaded to Group Reporting system or SAC in some flat file format under the phase 1 since the transactional system of DHI company are not implemented. Can you confirm this?

The data can be loaded in any way that the SI think is appropriate for the system including the transactional components to keep integrity of the data. The purpose of phase 1 is to automate the genration of those reports and not not allow individual companies to manually produce those in excel and then upload them.

2.1

7

8. Plan for data migration to ensure streamlined data extraction, transformation, and loading from the existing ERP system implementation to the new SAP S/4HANA platform. Address any data

quality issues and perform data consistency checks during the migration process.

Since the planned Migration is a Green Field Implementation which is a suggested approach so that we can realize the new feature of Rise with SAP on S/4 Hana, we assume data migration scope is related to Master Data and Cut Over Data and No Transactional or historical data will be migrated to the Rise with SAP System. If this can be confirmed.

If otherwise, What are the Approximate Data Quantums expected to be Migrated for Master Data, Transaction Data & Historical Data. This is needed to Size the Data Migration Efforts.

Master data plus transactional data equivilent to being able to produce the reports. If the report is a three month rolling view then at least 3 months worth of data will have to be moved. We do not consider automated migration as the only option as most companies have been doing the monthly reporting outside of the existing SAP and other ERPplatforms. Checksum comparisons will be done of the data to ensure reproducing reports in the new system generates the same values as the excel reported figures

2.2

7

2.2. System Architecture

The organization structure for the overall business function is mentioned where all the companies are defined as company code under DHI company. The respective companies should not be accessible by each other however, DHI must have access to all data for group consolidation reporting.

Is DHI planning to host all companies under one client with multiple company codes or based on business domain, can be hosted as different client and different companies code? Each option has its own merits and demerits. However, if DHI has specific requirement, we can focus on the same as proposed solution.

All companies under 1 client

SAP Ariba

We understand BPC already went Live with SAP Ariba. Under the current engagement any SAP Ariba scope of work is included?

If the SI determines that Ariba has data that is critical for the success of Phase 1, then it is part of phase 1.

2.4.4

9

2.4.4. Integration with third party system

Kindly provide the third party systems to be integrated for the proposaed road map Company wise as current SAP ECC System is interated with multiple Third Party Systems for Daily Business Functions?

SI to propose which system will need to be integrated

2.4.9

10

2.4.9. Network Requirements

SI should provide the details of the network requirements for the proposed solution.

With Rise with SAP which is on cloud, Network requirement is very critical. Every transaction DHI companies does will consume international bandwidth which is expensive and again not so reliable as per current experience. Currently multiple system connected to DHI companies' SAP system viz. BOB, BNB, BTL, RRCO, Digital Kidu are mostly connected using p2p link or other dedicated link.

Therefore to propose a realistic network requirement, we would like to know where the Cloud Hosting location will be to propose minimum connectivity requirement as per cloud hosting location..

AWS Singapore region

4

12

4. Resource Requirements

Can we propose hybrid model of Resource engagement which is a mix of onsite offshore team where critical resources will be onsite and non-critical resource can be from offshore outside Bhutan?

No, the RFP is clear this is a RFP to build Bhutanese talent and therefore this is a pure Bhutanese resource project using Bhutanese based in Bhutan.

2.1-4

6

4. Resource Requirements

Does DHI require a full fledged Change Management Experts to be deployed by SI to handle Change Impact due to newly implemented applications under Rise with SAP? If yes, Can you provide an estimated no of End Users to be handled for Change Management & Training Management?

Will Training Approach for SI will be Train the Trainer or End USer Training?

SI to propose the change management model, training will be train the trainer

2.1-4

6

Change Management & Training

Does DHI require a full fledged Change Management Experts to be deployed by SI to handle Change Impact due to newly implemented applications under Rise with SAP? If yes, Can you provide an estimated no of End Users to be handled for Change Management & Training Management?

Will Training Approach for SI will be Train the Trainer or End USer Training?

See response to question 18

2.1-9

7

Full Stack Enterprise Applications Integration

Point 9 Claims: Enable automation for SAP S/4HANA by deploying a full stack integration with the rest of the

enterprise’s business software stack

Can you kindly define "Rest of the Enterprise's Business Software Stack".

The other ERP systems currently in use that is not SAP

2.3

8

Mobilization Period

2 Weeks to Mobilize all the Required Resources will be too less a time, Can it be reconsidered?

If yes, What is the maximum duration that DHI can consider?

The resources are all Bhutanese located in Bhutan, we feel it is not an unreasonable time to mobilise them. SI can propose a longer duration for DHI to conisder, keeping in mind the resources must be Bhutanese based in Bhutan.

2.3

8

Project Duration

Phase 1 Includes all the SAP ECC based DOCs currently, If all mentioned reports with Green Field Implementation has to be Live with all Business Functions implemented on Rise with SAP, The mentioned Project Duration is unrealistic? Can We propose the duration or Is it a Mandate to Go Live by 1st Week of Sept 2023.

If same is not achieved, What will be the way forward on the Project?

SI can propose a different timeline

2.4.2

8

Implementation Services

Can we get Internal working on Current Custom Developments which needs to be made available in Rise with SAP System for Effort Estimate? We will have to define RICEFWs (Custom Objects) for ensure right Efforts are sized. We request for a list of Company wise Custom Objects to be retained.

We will not migrate any of the existing objects. Companies must adjust the working process to the standard processes in SAP Rise. Only a few exceptional cases will be allowed if there is not existng best proactise equivilent will migrating an existing object be allowed

2.4.4

8

Integration with Third Party System

Can We get a list of Current Third Party System Integrations in SAP ECC which are expected to be Retained on Rise with SAP Implementation.

SI to propose which existing systems to integrate that will enable the producing of the deliverables for phase 1

2.4.10

10

Project Management

How the Teams for DHI & DOCs will be Structured as it is important to plan Team Structures to handle Multiple Companies Implementation at one Go.

SI to proposed their prefered way to work together with DHI and DHI companies

GCC Clause 59

71 (RFP)

Subcontracts:

The Consultant may subcontract work relating to the Services to an extent and with such experts and entities as may be approved in advance by the DHI. However, ITC Clause 11.1 of the Bid Data Sheet highlights that association with other consultants/ individual experts are not allowed." Can you clarify if this means it is not allowed to form a Consortium or Does it mean that Expert Consultants also can not be hired by local company?

It means you can get local Bhutanese experts and create consortiums with local Bhutanese companies only. You cannot employ non-bhutanese experts or create consotiums with non-bhutanese companies.

Generic

RFP Response Time line

Timeline provided for RFP Response is too short considering Size of the RFP - Can it be Extended for much better Clarification, Job Explanation & Proposal Prepration & Planning?

Please be specific about the amount of additional time you need. DHI will consider an extension if more than 1 responder requests the extension.