PROPOSAL

for

Implementation of Odoo Enterprise (Version 13) – ERP Solution

Propos ed to

Roha Pack, plc.

Addis Ababa, Ethiopia

Propos ed By:

Bluehawk Consulting, Plc

Addis Ababa, Ethiopia

www.bluehawkplc.com

January 2, 2020

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 Implementation of an Enterprise Resource Planning System for
PROJECT NAME
Roha Pack, Plc.
Propos ed by Bluehawk Consulting, plc.

Propos ed Product Odoo Enterprise Resource Planning System

Ermias Sehai (Bluehawk Consulting, plc)
Bus iness Contact ermias@bluehawkconsulting.com
+251-922-36-36-36
Da te January 2, 2020

Vers ion 1.0

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Contents
1 Introduction......................................................................................................................... 6
1.1 General Project Scope ................................................................................................6
1.2 Assumptions ................................................................................................................6
2 Objectives ......................................................................................................................... 6
3 Project Deliverables .......................................................................................................... 6
4 Project Schedule ............................................................................................................... 6
5 Company Background ...................................................................................................... 7
6 System Features ............................................................................................................... 7
7 Major Odoo Features Relevant To Roha Pack Tor Request ..................................... 7
7.1 Marketing And Sales ..................................................................................................8
7.1.1 Create Professional Quotations ............................................................................... 8
7.1.2 Manage Orders & Contracts ................................................................................... 8
7.1.3 Streamline Communication .................................................................................... 9
7.1.4 Maintain Products & Prices .................................................................................... 9
8 Sales Forecast ................................................................................................................. 10
9 Sales Inquiry .................................................................................................................... 10
10 Sales Inquiry Qotation .................................................................................................... 10
11 Sales Performa Invoice .................................................................................................. 11
12 Complaint Handling Log ................................................................................................. 11
13 Sales Order Follow-Up ................................................................................................... 11
14 Sales Report .................................................................................................................... 12
15 Production Management (Manufacturing Management) .......................................... 13
16 Production Order Processing ........................................................................................ 16
16.1 Job Card Processing .................................................................................................16
17 Material Consumption Details ....................................................................................... 17
18 Wastage Details On Job Order Basis .......................................................................... 17
19 Machine Man Power Utilization..................................................................................... 17
20 Production Output ........................................................................................................... 18
21 Break Down Details ........................................................................................................ 18
22 Planning Management.................................................................................................... 19
22.1 Production Planning.................................................................................................19
22.2 Job Orde r Creation ..................................................................................................19
22.3 Material Require ment Planning (Mrp) ..................................................................20
22.4 Production Status Follow Up...................................................................................20
23 Plant Maintenance System ............................................................................................ 21
23.1 Maintenance Status Of Machines ...........................................................................21
23.2 Maintenance History Card ......................................................................................21

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24 Store Requisition ............................................................................................................. 22
25 Job Card Processing ...................................................................................................... 22
26 Maintenance Request..................................................................................................... 23
27 Sales Forecast (Requested In Roha Pack Tor).......................................................... 23
28 Stores Management........................................................................................................ 24
28.1 Stock Details ..............................................................................................................24
28.2 Vehicle In/Out Details ..............................................................................................24
28.3 Material Requisition.................................................................................................24
28.4 Material Inward Grn ...............................................................................................24
28.5 Material Outward Gin .............................................................................................25
28.6 Direct Sales Return...................................................................................................25
28.7 Direct Internal Return .............................................................................................25
28.8 Stock Summary With Valuation .............................................................................26
29 Purchasing (Procurrment) Management ..................................................................... 27
29.1 Purchase Enquiry (Bid) ...........................................................................................27
29.2 Purchase Quotation ..................................................................................................27
29.3 Purchase Enquiry Through Indent.........................................................................27
29.4 Purchase Order.........................................................................................................28
29.5 Purchase Scheduling ................................................................................................29
29.6 Purchase Status Report............................................................................................29
29.7 L/C Status ..................................................................................................................30
29.8 Shipment Details .......................................................................................................30
30 Quality Control/Assurance ............................................................................................. 31
30.1 Quality Assurance Plan............................................................................................31
30.2 Reports.......................................................................................................................31
31 Finance ............................................................................................................................. 32
31.1 Chart Of Accounts....................................................................................................32
31.2 Trial Balance Report ................................................................................................32
31.3 Balance Sheet ............................................................................................................32
31.4 Bank Reconciliation..................................................................................................33
31.5 Profit And Loss Statement.......................................................................................33
31.6 Expense Vouche r Registered In Hr Module ..........................................................33
31.7 Inventory Control .....................................................................................................34
31.8 Budget Utilization /Control .....................................................................................34

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 31.9 Production Standard Cost .......................................................................................35
31.10 Officeial Financial State ments...............................................................................36
32 Human Resource Management .................................................................................... 36
32.1 Employee Master ......................................................................................................36
32.2 Leave Details .............................................................................................................36
32.3 Shifts (Working Time) .............................................................................................36
32.4 Daily Attendance ......................................................................................................37
32.5 Salary Generation.....................................................................................................37
32.6 Loan Management ....................................................................................................38
33 Training ............................................................................................................................. 38
33.1 Training Objective....................................................................................................38
33.2 Prerequisites..............................................................................................................38
33.3 Training Schedule.....................................................................................................38
34 Implementation Methodology ........................................................................................ 39
34.1 Requirements Gathering..........................................................................................39
34.2 Project Planning .......................................................................................................40
34.3 Analysis And Solution Design..................................................................................40
34.4 Testing .......................................................................................................................40
34.5 Presentation Of The System ....................................................................................41
34.6 Training .....................................................................................................................41
34.7 Go Live Or Deployme nt ...........................................................................................41
34.8 Organizational Change Management .....................................................................42
35 Hardware Requirements ................................................................................................ 42
35.1 System Requirements ...............................................................................................42
36 Key Personnal.................................................................................................................. 42
37 Force Majeure .................................................................................................................. 44
38 Confidentiality .................................................................................................................. 44
39 Patents And Intellectual Property Rights ..................................................................... 44

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1 INTRODUCTION

This document presents a proposal for the development of an Enterprise Resource Planning
System to be implemented at Roha Pack, Plc manufacturing plant in Addis Ababa.

1.1 General Project Scope

The scope and estimates cover the application of the system at Roha Pack and for the
functions of one economic unit.

1.2 Assumptions

Bluehawk Consulting, plc would be provided active assistance and information during the
requirement gathering phase from Roha Pack and its stakeholders and would use the existing
data to model the system and use it as a reference point. It is our assumption that additional
information will be needed to accurately model the product to meet the needs of Roha Pack
and that such information will be availed as needed. Lack of active assistance can impact the
performance of deployed modules and/or project completion schedule.

2 Objectives
Number Objecti ve Description
1 Implementation of Odoo Enterprise Resource Planning (ERP) software applications to support Roha
Pack operations, specifically focusing on the following modules and associated functionalities.
1. Marketing & Sales
2. Purchasing
3. Inventory
4. Production (Manufacturing)
5. Accounting & Finance
6. Human Resource Management & Payroll Processing

3 Project Deliverables

Number Del iverable

1 The system will be delivered either on a module by module basis or with multiple modules being
deployed at once based in further discussions with Roha Pack. Standard functionalities of each module
will be delivered. Upon further discussion, some modules may be customized to better meet the needs
of Roha Pack. A detailed deliverable list will be developed once a requirements analysis has been
completed.

4 Project Schedule
We es timate that it will ta ke four months to i mplement the s tandard modules of the Odoo Enterprise listed under Objectives. Some
fea tures that a re specific to Roha Pack operations may need to be customized. It i s difficult to give a n accurate estimate of specific
cus tomization. However, the modules that will be i mplemented will enable Roha Pack to run i ts operations as described i n i ts ToR.

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5 COMPANY BACKGROUND

Bluehawk Consulting
Bluehawk Consulting, LLC, is a management consulting firm focused on unlocking potentials through
strategic planning and focused execution. We serve clients across a wide range of industries. Established in
2011 in Seattle, Washington (USA), the founders of Bluehawk set out to build a firm that is uniquely
equipped with capabilities to deliver great value with meaningful impact for our clients, our people, and
our communities. We recognize that our people are the key to our client success; that is why we assemble
the right people with the right experience to help clients across the globe.

We deliver a consistent set of services based on deep industry knowledge and focused service offerings.
Our service offering and industry focus helps us develop a deep understanding of our clients’ needs and
provides us with the insight, skills, and resources to address specific challenges and opportunities. Our
clients count on us to help them transform their challenges into possibilities with long -term value. We
know how to anticipate, collaborate, and innovate to create opportunities from these challenges.

We measure our success by the enduring success of our clients. We help our clients make lasting
improvements and realize their most important goals by creating long-term value and delivering impactful
results.

Bluehawk Consulting, plc is a sister-company of Bluehawk Consulting, LLC and operates under the same
principles and values as the parent company. The principals of Bluehawk Consulting plc have proven
experience implementing IT systems in diverse industries both in the USA and here in Ethiopia. Our
experience includes IT strategy development and implementation, technology architecture development,
project and program management, and ERP systems implementation.

6 SYSTEM FEATURES

Odoo Enterprise Application (Version 13) will automate specific activities within the
requested modules with an integrated software application with a purpose to facilitate the
flow of information between and across the business functions covered by the implemented
modules.

Odoo can run on a variety of hardware and network configurations employing a common
(integrated) database and associated applications that provide a consistent look and feel
throughout each module.

The following are key Odoo modules features that are selected to provide an overview of
what Odoo can in light of specific needs expressed in Roha Pack’s terms of reference
document.

7 Major Odoo Features Relevant to Roha Pack ToR Request

Odoo includes a comprehensive suite of business applications including Sales, CRM, Project
management, Warehouse management, Manufacturing, Financial Management, and Human
Resources. A complete ERP system made up of different modules and integrates all the
portions of the business. All business departments and their functionality can be integrated

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via Odoo ERP. Once you implement the Odoo ERP which helps you to analyze all the activities
in day to day basis and also which helps us to monitor all activities. The role of the ERP
manufacturing module is to complete the inventory management by implementing the
operations specific to a streamlined manufacturing process.

7.1 Marketing and Sales

7.1.1 Create Professional Quotations

Quotation Builder
Create a polished quote quickly. Use predefined products, price lists, and templates to
help salespeople work more efficiently.
Quotation Template
Design custom quotation templates in just a few clicks and reuses them to save time.
Pro-forma
Send Pro-forma invoices to your customers.
Upselling
Quotations are optimized to help your company sell more by proposing extra options,
additional products, applying closing triggers, discounts, etc.
Electronic Signature
Sell faster with electronic signatures, allowing your customers to review and sign your
quotations online.
Variants Grid Entry v13
Add product variants to your sales orders with a grid, or matrix, displaying all the
possible combinations of a product's attributes (e.g. sizes, colors).

7.1.2 Manage Orders & Contracts

Sales Orders
Convert quotations into sales orders in one click. Save time with the ability to modify
sales orders, sell product kits, and ship partial orders.
Manage Invoicing from Sales Orders
Invoice on ordered or delivered quantities, based on time and materials. Manage
payment terms by a customer or by invoice. Easily track and follow up on invoice
aging.
Customer Portal
Provide customers with access to an online portal to view their quotes, sales orders,
and track the status of delivery orders in real-time.
Order-Specific Routes
Apply special routes from order lines: drop shipping, replenish on order, etc.

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 Contracts
Track each phase of a contract such as invoicing, renewal, and upselling. Fully
integrated with Odoo Subscriptions for managing recurring invoices such as
memberships or service contracts, contract renewal alerts, and contract options as
well as track recurring revenue via the MRR dashboard.

7.1.3 Streamline Communication

Schedule Activities

Follow key quotations and orders in just a click and get alerts based on relevant activities.
Email Gateways

See all of your email communications automatically attached to the associated customer
order, allowing you to trace back on discussions and negotiate more efficiently.
On-Boarding Emails

Create email templates for specific products to provide relevant information to buyers such as
instructions, service reminders, etc.

7.1.4 Maintain Products & Prices

Product Variants
Create and configure products with multiple attributes or variants such as size, color,
finish, etc.
Discounts
Apply discounts on any quotation line item and if the discount is visible or hidden.
Product Types
Manage any type of product including services, stock able products, delivery charges,
electronic products, or consumables.
Third-Party Shipper
Compute shipping costs automatically, print shipping labels and track your shipment.
Works with UPS, DHL, FedEx, USPS, Bpost, Easypost.
Shipping Cost
Compute shipping costs based on multiple variables (weight, volume quantity, margin,
delivery address, etc.)
Coupons
Create a custom coupon code for a pricelist and allow your customers to activate their
discount at purchase.
Product Configurator
Configure and sell your products by easily selecting your variants attributes with exclusion
and optional products.
Units of Measure
Sell product in multiple units of measure and let Odoo manages the conversion.
Pricelists
Compute the correct price based on customer conditions. Add pricelists to individual
products depending on each customer's segment. Automatically use the applicable
pricelist based on order conditions such as quantity and/or time.

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8 Sales Forecast

The sales forecast is prepared based on various parameters including previous sales history and the current sales
orders. It can be used to
 Track the performance of the sales team and to forecast future sales estimates in a given period.
 Analyze the purchase requisition that needs to be issued to meet the deadline for production at the
right time. To serve this purpose in Odoo we make use of the Master production schedule

You will have access to your sales funnel performance from the Sales module. The pipeline analysis report is
perfect for the Sales Manager to periodically review the sales pipeline with the relevant sales teams. Simply by
accessing this basic report, you can get a quick overview of your actual sales performance, Expected revenue,
overpassed deadline, Delay to assign (the average time between lead creation and lead assignment), Delay to
close (average time between lead assignment and close) and the number of interactions per opportunity. This
module enables one to evaluate the current pipeline of each of your salespeople and forecast monthly revenue
by the sales team as long as your salespeople correctly set up the expected closing and the expected revenue for
each one of their opportunities

9 Sales Inquiry

Odoo has a Customer relationship management module on which we can respond and register to sales inquiry
from Leads on what is called Pipeline. Each inquiry can go through the four different stages of probability to
Success named New, Qualified, Proposition and Won or Lost. Based on the phone number, address and email
address Odoo automatically data mines the system to modify the probability dynamically. This enquiry can be
followed by multiple employees in the organization.

10 Sales Inquiry Quotation

Sales enquiry quotation can be generated both from the pipeline of the CRM module
mentioned above or from the Sales module. Creating the sales enquiry quotation from the
CRM Pipeline enables the salesperson to see the previous interactions with the client
enabling him to prepare a quotation that fits the client’s needs.

The sales quotation can have additional information such as optional products the
salesperson might suggest, the shipping policy and the estimated delivery date. The sales
quotation can be sent directly to the customer’s email or on a printed paper form.

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The system permits creating custom quotation templates that enable the sales team to
quickly send a complete quotation. On each template, one can also specify discounts if the
option is activated in the Sales settings.

11 Sales Performa Invoice

The option to generate the pro forma invoice to be sent to the customers noting the kind and
quantity of goods, their value, and other important information such as weight and
transportation charges is available in the Sales module.

12 Complaint Handling Log

Odoo Helpdesk module will be sufficient to handle a complaint. This module will enable the
company to follow-up on each complaint logged in the system. Tickets raised from the
Helpdesk module will be also available in the CRM module, enabling appropriate measures of
solving the issue including scheduling a meeting with the client to be made.
We can also configure Odoo to create complaint tickets automatically upon receiving emails
to a specific email address of the company or from the company’s website forms in addition
to the manual ticket created.

13 Sales Order Follow-Up

The responsible person can follow-up on sales orders right from the dashboard overview or
can generate a report. Through this module, we can also track the delivery status, issue
invoices and register payments on each sales order.
Odoo logs every task performed on the system and it displays the history of every task
performed. In this section, we can log notes and schedule activity right from within the
specific sales order.

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14 Sales Report

Weekly, monthly, quarterly, six months and yearly

Sales analyses reports, show various analysis on sales in tabular and graph format

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15 Production Management (Manufacturing Management)

Manage
Manufacturing orders
Manage your products into assembly lines or manual assembly.
Work orders
Launch production of items needed in the final assembly of your products.
Barcode
Use barcode to speed up your manufacturing operations: lot or serial number scanning,
start/pause/stop stopwatch, trigger a maintenance request, move to the next step, etc.
Repair orders
Manage repairs of items under warranty or as a service.
Editable MOs
You are now able to consume other products despite what was initially planned and edit MOs
once they are done.
Unbilled orders
Disassemble a finished product and recuperate components.

Schedule & Plan

Plan manufacturing
Get a clear view of your whole planning and easily reschedule manufacturing.
Organize work orders
Have access to all available resources and plan ahead with your production.
Manage Bill of Materials
Keep track of the availability of items in stock and production time.
Work center Capacity
MRP II scheduler using capacities and schedules of work centers

Flexible Master Data

Create multi-level Bills of Materials
Set a Bill of Materials within another in order to manufacture components of a
product in another Bill of Materials.
Optional routing
Create new routings for work orders in order to sequence your production depending
on the routing used.
Version changes
Allow your products to evolve and add configurable options when creating orders.
Kits
Odoo's kitting features allows your salesperson to sell a kit, but you will deliver a set of
products.

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 PLM
Versioning
Easily get differences between versions to track changes.
PLM
Track versions of products and ECO's as well as their respective documents.
Merge different ECO's corresponding to the same BoM.
Engineering Changes
Track changes with a great kanban process for ECOs.
Document Management
Store plans and worksheets directly on the bill of materials and routings.

Quality
Control Points
Automatically trigger quality checks for the manufacturing department.
Quality Checks
Deploy your statistical process control easily with checks.
Quality Alerts
Organize your work using the kanban view of quality alerts.

Maintenance
Preventive Maintenance
Trigger maintenance requests automatically based on KPIs.
Corrective Maintenance
Trigger corrective maintenance directly from the control center panel.
Calendar
Schedule maintenance operations with a calendar.
Statistics
Get all maintenance statistics computed for you: MTBF, ...

Work Centre Control Panel

Tablets
Set tablets on every work center to organize their work efficiently.
Record production
Register productions, scan products, lots or serial numbers.
Worksheets
Display worksheets directly on the work center with instructions for the operator.
Misc Operations
Scrap products, create quality alerts, perform checks, right from the work center.
Alerts
Use alerts to show changes or quality checks to the operator.
Work order steps
Define multiple steps in a work order and link them to worksheet pages: scan a
product, take a picture, quality control, etc.

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 Reporting
Traceability
Get a full upstream traceability report on the components used during the
manufacturing process
Cost analysis
Track the cost of each manufacturing order based on the cost of the components and
on the cost of your operations (labor or material).
Overall Equipment Effectiveness
Analyze your work centers loads, the productivity losses and track your overall
equipment effectiveness (OEE)

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16 Production order processing

Manufacturing module in Odoo with the integration of other Odoo modules as needed,
manage all manufacturing-related activities. For any product that needs to be manufactured,
we can attach Bills of Material (BoM) which consists of complete details of items required to
manufacture (produce) the product. The manufacturing modules allow you to complete
integration of your manufacturing process including Planning, Scheduling, Process
Management, Procurement of Materials, and Management of your BoM. You can manage
your manufacturing process in two different ways. You can work with one document, or
decide to have more information and control over it.
In the first case, Odoo makes things easier and helps you manage work with one
document only: the manufacturing order. No complex steps during the process, you
just have to schedule the job and record the production.

Manage Manufacturing Without Routings: - If your manufacturing process is limited to

one place, one person and one step, you will probably use manufacturing orders
without routings.
If work this way, there are two basic phases from planning to production:
 Create a manufacturing order
 Record the production

But, if you need more control, you can use additional documents (steps) to your
manufacturing process. This way, Manufacturing Orders are divided into one or more steps
defined by Work Orders and performed in a sequence defined by routings.

Using Odoo will allow you to precisely schedule the job, analyze your efficiency but also have
ease when realizing each step of your manufacturing process. You can add routings to the Bill
of Materials (BoMs)and configure your operations taking place at different work centers.
The Work Centers are the locations at which work orders are performed. When
manufacturing this way, each Work Order is scheduled individually. You will also have access
to time and capacity planning, as well as reports on costing and efficiency for each Work
Center.

16.1 Job Card Processing

To process a production order, we first need to create the Bill of materials. Bill of Materials
can be prepared using the manufacturing and Product Lifecycle management modules. We
can configure Odoo to take simple BOM, Configurable Bom is also known as Variants and
Multilevel BOM (if the material used on producing a product is als o a collection of other
materials). When introducing a new BOM or making changes we can configure the ERP
system to have various Checkups and approval points before it is applied in the production
line.

Once BOM is created upon Issuing a Job order the sys tem will get the materials required to
manufacture the Product automatically

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.

17 Material Consumption Details

Weekly, monthly actual vs plan

Periodic reports are available showing the material consumption and production of finished products. we will
customize the reports to reflect exactly as the company’s needs. The system will log the planned quantity to be
spent on certain orders from the bill of materials and upon production if there is a difference we can register it
in the system and the system will generate the Plan vs Actual report.

18 Wastage details on job order basis

The manufacturing module has options to register scrap for each production order upon its
execution. The system will report the scrap on the basis of each production order or
periodically (weekly, monthly…)

19 Machine manpower utilization

To calculate the cost of producing an order, machine and manpower utilization. The system
registers the equipment in each work center. The hourly running cost of utilizing the work
center is also registered in the form. During production, we can mark the starting of
production that activates a timer indicating the time spent in producing the specific order.
We stop the timer at the end of production and through this process we can get reports
indicating the running time of the machines and the labor spent in each work center and be
able to automatically calculate the cost of manufacturing and running cost in great and
accurate detail.

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20 Production output

This report will show the produced good list including the consumed materials and scrap generated on the
production.

21 Break down details

The maintenance module of Odoo enables different approaches to report equipment

breakdown(failure).
1, During production if equipment failure occurs the incident can be directly reported from
the work center and related information will be indicated. The system will notify the
department responsible for the information collected to perform corrective maintenance.
2, The maintenance department can directly register the break down from their panel.

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22 Planning management

22.1 Production planning

Production planning also known as Production scheduling enables registration of production
either from the sales requirement or sales forecast. The system checks the materials required
to produce the products and reserves the materials if required. Based on this the personnel
responsible for the task can issue a purchase request.

If it is required we can configure the system to launch production flow immediately from the
production plan.

22.2 Job order creation

As indicated above. after the Production planning, we can configure the system to trigger (issue) a production
order automatically on the right date or the production planning department can initiate the plan by marking it
“TO DO”

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22.3 Material Requirement Planning (MRP)
Based on the sales forecast, production order, inventory available on hand and the estimated delivery time of
the materials from the supplier, the system indicates the amount of stock the company needs to order and on
which date it should do so in order to satisfy the production plan.

22.4 Production status follow up

The system provides several reports regarding the status of production orders. In order to
have more control over the production process, we can set work orders which are performed
in a sequence defined by routings.

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23 Plant maintenance system

23.1 Maintenance status of machines

The System will handle both the corrective and scheduled preventive maintenance types of equipment on the
company. A dashboard is going to be available indicating the overall status of the maintenance department
showing the list of scheduled maintenance and new requests that might have come from the Pr oduction
department and the status of those job orders. Different types of reports will be generated delivering info
regarding the status of the machines and the jobs the department has done, is doing and planning to do.

23.2 Maintenance history card

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24 Store requisition

We will customize the Odoo system to enable the Maintenance department to issue store
requisition of equipment they need to the store department and depending on the
availability of stock and the approval of the store personnel the system will give a chance to
either make Internal transfers or issue purchase requests.

25 Job card processing

The system keeps track of every task performed on a breakdown from ticket issuing until it is
marked Job completed. We will configure the system to report on the different stages the
process went through including request for repair date and the actual repair start date, end
date, asset name on which breakdown arises and the task performed in the asset including
the equipment’s replaced or modified.

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26 Maintenance Request

27 Sales forecast (Requested in Roha Pack ToR)

Apart from the preventive maintenance scheduled in the system, one can issue maintenance
request from either the maintenance department itself of from production department and
in this form, we will take all the necessary information regarding the breakdown which will
help the maintenance department to be ready before going to the work centers to do the
maintenance.

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28 Stores Management

28.1 Stock details

The stock opening balance is registered as the opening balance in the stock adjustment screen. Ones the stock
opening balance is registered the stock movement determines the balance at any time.

28.2 Vehicle in/out details

We are going to customize the GRN and GIN forms to enable data entry regarding the
Gatekeeper, Vehicle, and Driver info.

28.3 Material requisition

The Odoo system handles material requisition.

28.4 Material inward GRN

Purchase orders are tracked and GRNS are validated against the original PO to ensure the completeness and
accuracy of received goods.

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28.5 Material outward GIN
According to the material requisition from the production department, the system records the goods that are
issued from the store.

28.6 Direct Sales return

The system allows such transactions.

28.7 Direct internal return

The system is going to be customized to ensure the return of materials from the Production or maintenance
departments including data given to us from the company.

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28.8 Stock summary with Valuation
Odoo has a valuation report, the valuation of a product as of today or any time in the past.

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29 Purchasing (Procurement) Management

29.1 Purchase Enquiry (Bid)

The system is going to be able to perform the task.

29.2 Purchase quotation

The system registers RFQ and changes are recorded when we actual ly send it to the vendors

29.3 Purchase enquiry through indent

The ERP system is capable of handling purchase enquiry through indent.

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29.4 Purchase order
The system is designed to easily change the RFQ that won to be marked as Purchase Order

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29.5 Purchase scheduling
The system can be configured to create a draft purchase order for the future. This can be shown in the calendar
view and the system will alert us on time.

29.6 Purchase status report

The purchase analysis report has a lot of features to analysis purchasing in table and graph format. It can be
generated based on different date range and other parameters.

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29.7 L/C status
The Odoo system will be customized to serve such functionality.

29.8 Shipment details

Odoo has a very sophisticated sequence of operations (a group of stock movements) called route. For example,
if the purchase is an import from another country the movement of the purchased product from the vendor to
here can be configured. The movement can be from vendor to the port of vendors country, from vendor country
to vessel, from vessel to port of Djibouti, the port of Djibouti to custom and so on.

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30 Quality control/Assurance

30.1 Quality assurance plan

To assure Quality of production the admin can setup Quality control steps in the production
life cycle and the production cannot commence without the approval of the quality assurance
team.
We can also define quality control plans to trigger quality checks at specific inventory
operations (receiving and a final inspection) or manufacturing operations (in-process
inspection).
The manufacturing department can trigger quality alerts directly from their WorkCentre
control panel and the right people get the information in real-time.
Better communication will lower manufacturing downtimes and improve efficiency.

30.2 Reports
There are already reports serving the needs of the Quality assurance team and we can
customize any other reports as requested.

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31 Finance

31.1 Chart of Accounts

Chart of Accounts in Odoo displays the ledgers and is also capable of displaying it in groups with some
customization.

31.2 Trial Balance Report

Odoo has trial balance in the fini cal report

31.3 Balance Sheet

The balance sheet report is capable of comparing the selected year report with another fiscal year so that it will
show how the company status is changed.

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31.4 Bank Reconciliation
Odoo has a feature to handle bank statements. It matches the entry in the accounting system with the
corresponding bank transaction.

31.5 Profit and Loss Statement

One of the financial reports in odoo is profit and loss

31.6 Expense Voucher registered in the HR module

It has a user interface for registering vouchers. These expenses can be registered in HR and can be integrated
with finance.

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31.7 Inventory control
Odoo has inventory control which is integrated with accounting and finance. The inventory
can be integrated with an account in two options: real-time or periodical.

For the case of real-time each inventory movement if they result in gain or loss in the
inventory the related accounting entry will be registered automatically. That means the value
of the inventory and the value of accounting entry will always be the same. For the case of a
periodical, accounting entry of inventory change has to be registered periodically. The
valuation report of the inventory system will help by providing relevant data.

31.8 Budget utilization /control

Odoo has budge planning and utilization tracking parts in the accounting system. This
system defines budget elements called fiscal position. In Fiscal position, the date range can be
a budget year, quarter or any range and then it matches related accounts. Then whenever
journal entry is registered the system will calculate the consumption of the budget.

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31.9 Production Standard Cost
The Odoo ERP enables to compute the cost of goods sol d by considering the cost of BOM and the generic cost of
production in each work center which in turn is used to get the production standard cost. In the work centers ,
the admin is going to set a generic cost with a time constraint to produce taking into consideration the machine
utilization and manpower. On production, the system can keep track of the time spent producing the product
enhance giving a better production cost.

31.10 Official Financial Reports and Statements

Profit & Loss

Navigate easily through the flow of information from the Profit & Loss report.
Cash flow statement
Get a cash flow statement in real time with lots of options in the filters.
General ledger
Search and filter in the general ledger easily and zoom into documents in just a click.
Advanced Taxes Management
Odoo's tax engine support a wide range of tax computations: price included / excluded,
percentage, grid, tax on taxes, partial exemptions, etc.
Consolidated Journal Report
The consolidated journal displays what happened in each journal organized month by month
for readability.
Balance Sheet
Get your current year earnings automatically reported to your balance sheet to report at any
time without having to close/open fiscal years.
Tax Audit Report
The tax audit report allows you to check how the tax report is computed for audit purposes. In
the tax report, select a line and click on the "audit" button to audit the journal items (base
and tax in the same report).

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32 Human Resource Management

32.1 Employee Master

The Odoo HR management efficiently manages Employee personal details including bank
account details, salary, Time and Attendance, Leaves, Expenses, Recruitment,
and Employee evaluation.

32.2 Leave Details

Different types of leaves such as sick leave, morning leave can be configured in the system. Whenever the
employee request for the leave he/she can request from there PC and their manager can approve it online.

32.3 Shifts (Working Time)

The shift management module allows the user to create and manage employee work shifts. The admin can
create various shifts according to the working hours and assign shifts in the employee work contract.

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32.4 Daily Attendance
The attendance system is also available in the Odoo ERP system and it does all the main features you expect
from Attendance modules but to make the process automated we will make use of other apps that enable
integration with biometric devices like fingerprint and face recognition.

32.5 Salary Generation

The payroll system will be configured to Ethiopians style Payslip is available.

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32.6 Loan Management
The Odoo Employee Loan management system will enable employees to ask for a loan online and for the admin
to approve or reject the request online. Some of the features include.
1. Register different types of loan into the system
2. Dashboard to show the number of each type of loan running in the system along with
its status.
3. Admin can configure the EMI deductions from the employee
4. An employee can request the postponement of certain months EMI which can be
approved or rejected by the admin.
5. Admin can configure the time in months to commence the EMI

33 TRAINING

33.1 Training Objective

Training will be conducted at Roha Pack offices or in a facility mutually agreed by both parties
to be conducive to the success of the training sessions. On completion of their training the
participants will have;
o Acquired an understanding of the general Odoo system and the technologies.
o Understanding their specific roles and responsibilities in operating the system
o Ability to manage and navigate work through various interfaces

33.2 Prerequisites

The basic concept of Windows, web applications and typing skills. It is assumed that the user
of each module is an experienced professional in his related field of work.

33.3 Training Schedule

Course Title Hours

TBD TBD

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34 IMPLEMENTATION METHODOLOGY

Although each project is unique and requires an approach that is customized to the task at
hand, having a consistent and repeatable project implementation methodology increases the
probability of success and sustainability of the implemented solution. However, having a
complicated implementation methodology is by no means better than a well-thought-out but
simple approach.

Following is our basic implementation methodology.

34.1 Requirements Gathering

Analyzing business and technology requirements is the first step in our implementation
approach. Properly performing the technical and functional requirements planning,
gathering, analyzing are critical to any ERP project success. A missed requirement or false
assumption can have serious impacts later on in the systems development life cycle. Effective
requirements planning activities are as much a business issue as a technology issue. That’s
why our approach combines equal parts of business insight and technology know-how. Our
consistent and field-tested methodology provides the structure that is often lacking in
requirements initiatives, along with the flexibility to apply a wide range of tools and
templates tailored to the particular demands of ERP projects.
In this process, we investigate, solicit, and when necessary challenge the explicitly-stated and
unstated but apparent requirements, workflow, deliverables and present a statement that is
put forward as the premise to be maintained and proved. We identify and document the
current as well as desired business processes and analysis other parameters that are required
to implement Odoo.
The purpose of the Requirements discipline is to:
 Facilitate a common understanding of system functionality with all stakeholders.
 Define the boundaries of the system, and identify the boundary systems with which
the system needs to integrate or interact.
 Review previously defined requirements provided by Roha Pack.
 Provide the system integrators the details necessary to implement the system.
 Represent a contract between users and system developers.
 Provide the testers the requirements that the system should be tested against.
 Provide the project manager a basis for estimating the time to develop and test the
system.
 Group stakeholder requests in a logical manner.
 Establish project traceability.
To achieve this, the first step is identifying stakeholders and eliciting, analyzing, and
formalizing their requests. The requirements work products are then developed to fully
describe the system in a way that views all stakeholders as important sources of information.
These requirements analysis will establish a common understanding of what the system will
do and how the system will do it.
The main goals envisioned by executing the key tasks in the Requirements discipline are to:
 Document and maintain a Requirements Management Plan for all required activities
on the project
 Capture the current state of the business processes and propose the future state
based on the requirements and aligned with the Requirements Management Plan.

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  Elicit the functional and non-functional requirements and define use cases.
 Develop an agreement between Roha Pack and Bluehawk for the product
requirements and maintain the Software Requirements Specification (SRS) throughout
the project life cycle.
These documented cases will be the basis and inputs for solution development and system
configuration.

34.2 Project Planning

We will prepare a systematic sequencing of the requirements gathered, responsibilities and
timeline of the project and schedule the tasks. We set mutually agreed objectives about the
project implementation approach and execute tasks as per the implementation plan with
proper system policies for monitoring and controlling project progress.

34.3 Analysis and Solution design

The Analysis and Design phase will be a critical component to the overall success of the
project as it provides the foundation for the eventual development of the solution set. The
tasks within Analysis and Design utilize the approved system requirements as an input to
develop the overall solutions set. This solution set will define the functional and technical
specifications which describe how the requirements are met by the solution.

Analysis and Design validate requirements specifications against business needs while aligning
them to the overall architecture. Establishing a methodology for Analysis and Design allows
for a clear differentiation between requirements and design. A thorough analysis of the
requirements provides a clear specification for what Roha Pack wants the solution to do and
how the organization should operate and helps to make sure that all requirements are
included within the design. Our analysis will include a thorough review of existing Roha Pack
technology and business architecture, as well as a definition of the future application and
data architectures.

The design process includes the initial creation of the overall design approach that will be
used by Roha Pack and Bluehawk to design and review the solution. Our design approach
gives the solution architects the ability to work with Roha Pack to confirm that the
appropriate designs meet the requirements and helps to make sure that appropriate reuse of
business and technical services is identified whenever possible. We will do a collective review
of each proposed design that allows us to quickly create quality designs in a highly
collaborative environment with Roha Pack. With Odoo ERP it is straight forward to ensure a
business model converts into actionable design and solution to transform objectives into real-
world solutions.

34.4 Testing
Our methodology for Systems Integration provides an industry-standard testing approach
that integrates our testing processes, methods, and tools with the testing artifacts produced
during the solution development. For Roha Pack technology implementation to be effective,
quality must be built-in from the beginning and not just tested at the end. We bring an
established testing approach that includes a transparent and broad process supporting the
development and use of fully integrated toolset throughout the entire testing life cycle to
confirm requirements have been addressed. We provide an organized, well documented, and
structured process for managing and executing functional, technical, and deployment testing
to drive effectiveness at Roha Pack.

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34.5 Presentation of the system
After the testing of Odoo solution design to ensure that business flows described in the analysis document is
fully covered, we present it to key stakeholders. After an agreement from the key stakeholders, the system will
be ready for general use deployment.

34.6 Training
Our approach to end-user training focuses on the learning requirements of those who will be directly or
indirectly impacted by the project. Our experience with ERP implementations has prepared us to work
collaboratively with Roha Pack to address specific training needs. We will jointly define the training
requirements and scale and tailor our approach appropriately, balancing the targeted audiences’ needs with the
needs of the various stakeholders with minimum disruption to on-going operations.

The diagram below provides an overview of Bluehawk’s training program design process.

34.7 Go Live or Deployment

Deployment or go-live is the process of transitioning to the new Odoo ERP applications in a
production environment. The purpose of the Deployment discipline is to:
 Plan and execute the necessary production deployment activities to make the
software product available to the end-user
 Incorporate the movement from the legacy systems or manual processes to the new
technical solution
 Define and implement systematic controls to manage changes to configuration items
 Implement audits and controls used to ensure the integrity of configuration items
throughout the life of a project
Although deployment activities peak towards the project end, some of the activities occur
earlier to plan and prepare for the deployment. Prior to the production deployment, support
and deployment activities are planned and support processes are defined. The
implementation team provides real-time support for any problems that arise in this process.

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34.8 Organizational Change Management
Getting the system in place is only half the race. Achieving a return on your technology
investment requires that systems, processes, and people improve in step with one another.
Integral to the success is recognition of the fact that the project implementation project
taking the organization and individuals through uncertainty and addressing all “change-
related issues” proactively and methodically. Doing so takes leadership; stakeholder
alignment and involvement; consistent, meaningful communication that addresses people’s
“me” questions; role-specific learning; and the internal capabilities to sustain the changes
beyond go-live.
We embed our organizational change management approach into our delivery services, with
a focus on keeping the people-related issues and impacts “front and center” at every stage of
the project life cycle.
Each of our clients brings its own unique set of organizational challenges and requirements.
To manage — and lead — the change efforts, Roha Pack may require a tailored organizational
change management strategy supported by proven approaches and processes. We will work
with Roha Pack project leadership and key stakeholders to establish an overall organizational
change management strategy — or road map — for mobilizing and guiding the organizational
change management activities across each phase of the project life cycle.

35 HARDWARE REQUIREMENTS

35.1 System Requirements

The ERP system will be a client-server architecture and will require the following hardware.
Servers
On the server-side Roha Pack will need to acquire high-performance servers for the core
application and database. In addition,
o Each of the servers would need to have a backup system.
o Enabled data backup to removable storage or tape system.
o Hard Drives will be configured to withstand some hardware failure to help minimize
data loss.
o High-speed Internet and related provisions need to be established if access to the
system from outside the company network is desired.
Client-Side
On the client-side, we would need a local area network (LAN) connected PC, laptop, and/or
tablet computer running Windows, with a compatible web browser installed on each device.
Note: Hardware IS NOT included in this proposal.

36 KEY PERSONNEL

Professional Staff
Name Firm Area of Expertise Position Tasks Assigned
Ermias Sehai Bluehawk Program & project Project  Manage project plan
Consulting, plc. management, IT Manager (schedule, cost,
systems strategy performance)
development and  Oversee Stakeholder

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 operational identification and buy-in
execution,  Oversee the
knowledge identification of a
management, prioritized list of action
plans, and capacity
building plan
 Develop
recommendations for
monitoring progress and
adjustments, when
necessary


Tsegaye Bekele Independent Systems analysis and Technical  Lead the current state
design, information Solutions and desired future state
technology Team Lead assessment of Roha Pack
architecture  Lead ERP solution design
development, ERP and development
solutions, finance,  Participate as a team
and accounting member in the
business processes, development of IT
hands-on experience strategy (Identify
in Odoo ERP priorities, thrusts, focus
implementation areas to reach desired
future state)
 Participate as a team
member in the
identification of a
prioritized list of
projects, action plans,
and capacity building
plans
 Lead the information
security plan
development
 Develop
recommendations for
monitoring and
evaluation schemes.
Haileslassie Bluehawk Systems analysis and IT Specialist  Participate in “current
Yakob Consulting design, information state” and “desired
technology future state” assessment
architecture  Participate in ERP
development, mobile solution design and
(android and iOS) development
development  Participate in the
specialist, development of IT
programmer strategy (Identify
priorities, thrusts, focus
areas to reach desired
future state)
 Participate as a team
member in the
identification of a
prioritized list of

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 projects, action plans,
and capacity building
plans
 Lead all tasks related to
interface to mobile
platforms
Other Experts Bluehawk Deployed as needed. 
Consulting

37 FORCE MAJEURE

Events regarded by both parties to be force majeure events such as war, riots, fire, floods, or
any natural or man-made event that is beyond the control of the parties may force a delay,
suspension, or cancellation of the project. The confirmation of a force majeure event must be
based on confirmation of an authoritative body jointly recognized by both parties.

Postponement period
If either party is forced to suspend or postpone the contract performance due to force
majeure event, the contract performance will be correspondingly delayed, and the
postponement period will equal to the time when the force majeure event is in effect.

38 CONFIDENTIALITY

1. Both parties unanimously agree that, while the during the course of this proposal or at
any time afterward in the case of its acceptance or dismissal, either party will keep strictly
confidential all the information regarding issues, business, or operations pertaining to the
other party and the information provided by either party to the other party.
2. Except with the authorization of the company or due to the need for related parties to
conduct operations, neither party may disclose any confidential information at any time
to any person outside of this agreement scope. Both parties further agree not to turn over
any confidential information to any person, unless with the written consent of the other
party. Both parties agree not to copy or transcribe confidential information.
3. This clause does not apply to the contents listed below:
a. Content that is public knowledge or that is in the category of common knowledge;
b. Contents that are public knowledge due to publications or other reasons
(excluding unauthorized actions or negligence), and that has become common
knowledge;
c. Contents provided by any third party without restrictions, for which contents the
said third party has no express or implicit obligations to keep confidential;
d. Contents that are required by law to be disclosed to any institution or
organization.

39 PATENTS AND INTELLECTUAL PROPERTY RIGHTS

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11.1 Both contracting parties will be responsible for the protection of the patents and
trademarks of their respective products.

11.2 Bluehawk Consulting guarantees that the system provided to the client for use under
this project is not subject to claims or legal proceedings filed by a third-party
concerning infringement of its patents trademarks, industrial designs, or other
protected rights. All disputes that consequently arise will be handled by Bluehawk
Consulting.

11.3 The system developed by Bluehawk in this project will be under license to the client,
and its software copyrights belong to the respective legal copyright holders.

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