Overview
Country or Region: India
Industry: Renewable Energy Development Agencies in the government sector

Typical Customer Profile
REDAs (Renewable energy development Agencies) are set up in each state in India to promote the use of alternative and renewable energies. The state agencies get support for projects from state and union government primarily to procure renewable energy devices and sell them at subsidized rates to beneficiaries directly or through the district collectorates.

Business Situation
Most of these agencies are run without any business software, either manually or with some help from general purpose MS Office tools, sometime coupled with accounting software packages. The need for an integrated view of the entire business process of the agencies is strongly felt to get control of the operations. This view is however not available with the current mode of working. The need to manage the paperwork in a contextual manner is also felt but not available.

Solution
A specialized XREDA specific software solution created on a world class business suite, Microsoft Dynamics Nav.

“Renewable Energy Samadhan on Microsoft Dynamics promises to fulfill the long felt need for an integrated business solution, with contextual storage of business documents. “
Mr. Manoj Tiwari, Managing Director, Samadhan
Renewable Energy Samadhan created for JREDA addresses the unique needs of the agencies by giving a full control on the operations from the time the agencies plans a project to a successful closure.
While the software is meant to be used for the day to day working, Microsoft Dynamics Nav is a reliable and integrated framework to manage the financial, inventory, purchase, sales, beneficiary relationships, collectable control and most importantly meet the statutory and reporting requirements of the agencies.
The natural integration of the solution with Microsoft Office which includes Microsoft Excel and Microsoft Outlook (the communication interface) helps the organization in leveraging the information in the integrated solution in multiple ways.
The ease with which add on components like payroll, multiple level authorizations, subcontracting, e-commerce etc can be added gives the comfort to the organization that the solution will grow to accommodate the growing needs of a growing organization.

“The object of Agency is to explore and exploit through better planning, investigation, research, development, field testing and demonstration, the use of new and renewable energy sources, the necessity of which is being felt due to fast depletion of the conventional sources of energy because of their adverse effect on the environment.”

Background of JREDA
The Jharkhand Renewable Energy Development Agency (JREDA) is incorporated as a society act in year 2001 under the administrative control of the Department of Energy, Govt. of Jharkhand for promoting use of renewable energy sources in the state. Being a nodal agency, JREDA is working for implementation of fiscal and financial incentives made available by the Ministry of New and Renewable Energy Sources (MNRES), Govt. of India and Indian Renewable Energy Development Agency (IREDA). It is at present implementing agency for various central and state government sponsored schemes/ projects in the area of renewable energy in the State. The MOTO of JREDA are :

• To create awareness about the uses of Solar, Wind, Biogas and Biomass based various technologies among the public.

• To promote the policies and programmes necessary for popularizing the applications of various new and renewable energy technologies in the State.

• To promote the installation of power plants based on renewable energy sources for Energy Security.

• To promote the energy conservation measures for efficient use of energy resources.

• To promote green building design for efficient use of energy in housing, commercial and industrial sector.

Programmes handled

• Remote Village Electrification

• Solar Photovoltaic Programme

• Solar Water Heating Programme

• National Bio-gas Programme

• Improved/Unnat Chulha Programme

• Bio-fuel Pilot Demonstration Programme

• Solar Water Pump Pilot Demonstration Programme

• Small/Mini/Micro Hydel Power Project

• Wind Energy Programme

• Integrated Rural Energy Programme

• Bio-mass Gasification Programme

• Public Awareness and Training Programme

Business objectives
JREDA is at present implementing agency for various Central and State Govt. sponsored schemes/projects in the area of renewable energy in the State. Therefore

• The whole project should be incorporated in the ERP in such a way that in any moment authorized person can see the status of the project in each and every aspect of the project.

• Fund sanctioned and received ratio with respect to different stages of the project.

• Implementation stage of the project.

• Project wise status of utilization certificate received.

• Completely integrated system with no reconciliation.

• Alerts and notifications built into the system, easily configurable by the users to automatically draw attention to different aspects of business when necessary.

• Reliable, Scalable, easy to use, easy to maintain, with upgrade paths to future technologies, e-commerce ready application with industry best practices.

• Availability of real time, updated information from all parts of the organization to everyone concerned.

• Consolidated as well as the detailed drilled down view of the entire business available for strategic, tactical and day to day decision making.

• Alerts for Short and excess Supply of project based items

• Tracking of Vendor payment project wise

• Requisition of Fund for from MNRE

• History of Vendor wise Rejections

• Integration of projects.

• Customer Complaints management

Problems and concern areas addressed

• Due to various disparate applications in JREDA it has became difficult for them to track status of the Project.

• Due to absence of proper tracking of fund availability analysis, some time fund allocated for one programme get used in other programme. Although fund for the said programme can be availed by sending utilisation certificate to concern authority.

• Most of the customers of JREDA are Govt. Offices and head of such offices are of the rank of DC/DDC/BDO they have their own engagement in other fields. Therefore some time such customers of JREDA do not focus mainly on schemes & programmes. In these circumstances product sent from JREDA are kept idle in their offices for long time which leads to the expiry and damage. Therefore JREDA wants to maintain proper delivery and despatch system to handle this situation.

• JREDA wants to maintain a requisition system from their customers so that supply could be maintained as per demand.

• Analysis on project with respect to budget is required.

• JREDA pays to the vendor immediately after getting recommendation of third party verification report. But JREDA does not received payment from their customers accordingly. Their customers are used to pay part payment on after the accumulation of four-five invoices. This has become a tiresome job for JREDA to maintain final accounts.

• Reminder of payments of outstanding is required.

• Approval/Delegation/Rejection system is required in most of the inside transaction of JREDA.

• Every documents or annexure of any documents should be maintained in ERP by proper linking of documents.

• Sometimes staffs of JREDA spend more than the actual allocation. Therefore control on expenditure is one of the expectations from ERP.

• Vendor Rating and Evaluation

• History of Vendor wise Rejections

• Fixed Assets Information

• Customer Complaints History and management

Sales and receivables
1. Presently JREDA has following types of customers:

1. DISTRICT - represents through DC/DDC

2. BLOCK - represents through BDO

3. INSTITUTION

4. GOVT. – Govt. employee

5. VIP -

6. INDIVIDUAL

7. NGO

2. JREDA deals with customers of following segments

1. Villages – Remote areas

2. HOME – Urban or semi urban

3. General Caste

4. Schedule Tribes (ST)

5. Schedule Caste (SC)

6. BPL – Below Poverty Line

• Information availability in an integrated manner to pursue organizational goals

• Reduce manual supervision through automation

• Manage all statutory obligations and reporting with ease

• Enhance capacity of the agencies to handle higher volumes and more diverse activities

• Transparency

• Budget/estimate control

• All activities are reported and the results of the activity is available for scrutiny

• Manage the finance better

• All locations part of the same information system

• Software is not be person dependent

• Have a software which is “ stable format”

• No holiday

• No mistake

• Dependable

• Not dependant on key persons

• Change of manpower is easier

• Role based „User Level Security‟ in Software

• Direct mailing facility‟ from the new Software

• Controlled & restricted visibility of related data

• Delegated working as against hands on management with requisite control on business processes

3. There are following types of invoicing done at JREDA.

1. Direct to District Head – DC/DDC

2. Direct to Block Head – BDO

3. Direct to others

4. Currently JREDA has one store located in Ranchi.
5. There is one sales locations at present – Ranchi.
6. There is different pricing for different customers.
7. There are following categories of

• Solar Lantern

• Solar Street Lights

• DLS 37 W CFL

• Solar Hot Water System

• Family type bio-gas plant

• Unnat Chulha

• Solar Water Pump Set

Features of the solution

• An integrated business solution

• Seamless integration with MS Office
  applications and MS Outlook

• Project Oriented approach

• Payment approval system

• Vendor Supply Schedule management
  system

• Vendor Payment Stage wise as per the agreement

• Program wise beneficiary record

• Base line survey system

• Third party verification system

• Tender management system

• Document management and archival

• Purchase committee formation and
  execution of the same

• Budget and budget control system

• Program wise Progress report (Target
  vs. actual)

• Utilization certificate program wise and beneficiary wise

• Post sale service management system

• An online updated financial statements

• Web enabled application so that it can be distributed to various districts

• Solution has in-built best practices for many processes

Reports in the solution
The system will generate the following Reports:

I) General Ledger Entries:
1. Chart of Accounts
2. G/L Register
3. General Journals
4. Detail Trial Balance

II) Financial Statements:
5. Account Schedule
6. Trial Balance
7. Profit & Loss
8. Cash Flow
9. Balance Sheet Abstract
10. Budgetary control report
11. Variance report
12. Annual report

III) Miscellaneous:
13. Reconcile Customer and Vendor Accounts
14. Consolidation of Accounts
15. Ledger (Debtors/Creditors)
16. Expenses Ledger
17. Loans and Advances Ledger
18. TDS Return
19. Form16/Form 16A
20. Fixed asset ledger
21. Fixed asset addition/deletion
22. Item wise depreciation

28. Cash Book
29. Bank Book
30. Bank Reconciliation Statement
31. Cheque Printing with payment details
32. Cheque register

V) Receivables / Payables:
33. Order – Detail / Summary
34. Aging – Detail / Summary
35. Balance to Date
36. Trial Balance – Detail / Summary
37. Customer Statement
38. Customer / Vendor Payment Receipt
39. Customer Reminder Letters

VI) Inventory:
40. Inventory List
41. Inventory Valuation
42. Inventory Status
43. Item Age Composition – Value and Qty (Inventory aging)
44. Physical Stock Adjustment report

VII) Order Processing:
1. Sales Quote
2. Sales Order
3. Invoice
4. Credit Memo
5. Shipment
6. Customer Order Detail/Summary
7. Sales Statistics
8. Customer – Payment Receipt Sales Budget VS Actual sales report.

VIII) Customer:
9. Customer List type wise
10. Customer Register
11. Customer Labels
12. Top Customer List
13. Customer / Item Sales
14. Balance to Date
15. Trial Balance
16. Ageing report

Renewable Energy Samadhan
Planning and control

• Planning of a new project with full details with detailed estimation of the project which can be used subsequently to measure compliance to schedules.

Equipment complaint handling
There are warranties extended on the equipments supplied which needs to be leveraged to service equipments which do not work. Renewable Energy Samadhan has a built in CRM Service module to handle the entire cycle of complaint handling to ensure a higher uptime of the equipment.

GIS tracking integration is possible
The solution can be interfaced with a GIS engine to track down the exact location of the equipment.

Financial and physical reports on the fly
The reports are available on the fly.

Remote connectivity
The software can be accessed from anywhere using internet. This mean that all the sites can use internet to update work progress daily and the traveling executives and sales persons have a ready access to the data needed by them to conduct the business effectively.
The solution can even be accessed with mobile devices with Windows operating system.

And the solution is still customizable
Though Renewable Energy Samadhan is a very comprehensive and integrated solution, it has capacity to be enhanced and customized to meet the specific needs of the particular customers.

The Microsoft Dynamics Nav edge
Microsoft Dynamics NAV features a built-in development environment in addition to a flexible architecture, facilitating an easy customization and extension of core capabilities. It delivers value by increasing process efficiency, enhancing workforce productivity, cutting operating costs, boosting employee and customer satisfaction and enabling better and faster decisions.

Benefits
The solution provides a fully integrated business management solution that automates and integrates financial information, inventory, project management, purchase, sales, and payroll functionalities.

Transparency
A transparent information system helps in arriving at all business information by all who are authorized to view.

Reduction in the need for direct supervision
This helps the senior managers in delegating with comfort. They can now employ their entrepreneurial resources where it is used in the nest manner rather than using them on running the mundane aspects of business

Document management
Renewable Energy Samadhan has facility to assist in storing of document in the relevant context. This helps the agency in rendering the office almost paper less (less paper as we call it at Samadhan).

Traceability
Backward and forward item traceability is provided for in Renewable Energy Samadhan. Compliance is easy as all reports are automatically created as the transactions are held in the organization.

Provides Seamless Integration
"Renewable Energy Samadhan on Microsoft Dynamics™ NAV provides with total integration on almost every aspect of your business. It is stable, fast, and if necessary, can be staff. As a fully integrated solution, Renewable Energy Samadhan on Dynamics NAV can help you control all business processes through one application. This can eliminate redundant processes and dramatically reduced the company's paper trail.

Enhances Stability and Security
The sophistication and scalability of the Microsoft solution helps you to keep pace with the company's growth plans and industry norms and standards. The secure, integrated business solution provides reliable information to make critical business decisions.

Increases Productivity
Productivity levels increase due to automated processes and streamlined operations. With relevant information available to employees, you see increased efficiency, effectiveness, and responsiveness within 2 months of going live on the solution.

It is estimated that you can easily save 3 to 4 man years as employees are able to collaborate more effectively and contribute efficiently towards their job due to access to the right information at the right time.

Improves Speed and Access to Information
Renewable Energy Samadhan on Microsoft® Dynamics™ NAV improves the speed of obtaining information. The biggest benefit is that Microsoft® Dynamics™ NAV provides consistent, accurate information you can analyze.

There is no need to consolidate data from various systems in order to obtain the required report. Access to up-to-the minute data ensures accurate planning and decision making.

Enhances Business Decision Making
Renewable Energy Samadhan provides realtors with better visibility of its business. They can now extract the right information at the right time to make informed business decisions. Knowing the data is consistent and accurate across the company makes it easier to manage the operations more effectively.

About Samadhan
Samadhan is a Microsoft Gold Certified Partner specializing in ERP implementation, and has expertise in providing state-of-the-art and innovative InfoTech solutions for Renewable Energy, educational institutions, auto ancillaries, sales and distributions, retail, power plants, sea food, hospitals and similar industries.

An Information Technology Consulting Company set-up in 1989 in India, it is a leading solution provider in Eastern India.

Microsoft Dynamics
Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like familiar Microsoft software such as Microsoft Office, which means less of a learning curve for your people, so they can get up and running quickly and focus on what‟s most important. And because it is from Microsoft, it easily works with the systems that your company already has implemented. By automating and streamlining financial, customer relationship, and supply chain processes, Microsoft Dynamics brings together people, processes, and technologies, increasing the productivity and effectiveness of your business, and helping you drive business success.
For more information about Microsoft Dynamics, go to:
www.microsoft.com/dynamics

For more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234 in the United States or (905) 568-9641 in Canada. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to:
www.microsoft.com

Ranchi
806, Mahabir Tower, Main Road,
Ranchi, Jharkhand,
India 834001
Phone: + 092040 66516
E-mail: info@samadhanindia.com

Jamshedpur
Phone : 092040 66516
Email: vinod@samadhanindia.com

Kolkata
Flat No.5 B, Merlin Links,166 B
S.P.Mukherjee Rd., Kolkata-26
Kolkata 700026,
India
Phone: 09204066516
Email: vinod@samadhanindia.com

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