ERP Implementation Project Terms and Condition

General Terms and Conditions

The consultancy fees cover the standard adaptation processes of ERP software in the light of the information received during the negotiations with the Customer. In the case that customer requests additional development and customization, the service will be invoiced at the same unit prices.

Takamol LLC fees do not include VAT, other taxes, duties and charges in force at the time of contract. When these changes or new ones are added, the Customer is billed separately or added to the invoices.

Travel and accommodation expenses in services that are provided outside of Istanbul, are covered by the Customer.

Major Risks

Risks will become clear when the main issues and details are identified during the conceptual design phase. However, from our experience to date, we can share the following clauses and possible prevention methods:

Project Indifference / Reluctance of Top/Senior Management

In case of the indifference, reluctance or absenteeism of the top/senior management to the Project, the company and consultants, relevant actions will be taken to ensure the participation of the management in the project.

Uncertainty of Processes

It is recommended to follow the processes with the registered meetings and documents of the project and to communicate with the reference.

Changing Scope

The change of the scope that is defined in the project scope and explained in detail in conceptual design is the project risk and necessary warnings are made for this purpose. It is important that everyone reads and clearly understands the scope beforehand. Even the slightest additional scope may seem easy, but it should be noted that it can do additional work.

Consultant Change

Attitudes and discourse that negatively affect the motivation and dedication of the consultants should be avoided as the consultant changes during the project will cause partial loss of know-how in the project.

Fast Decision Making in Conceptual Phase

The success of the project should not be expected only from the consulting firm or related consultants. The client should adapt to the timetable and phases of the project as well as the consultant firm. For this purpose, conceptual design is one of the most important determinant phases of the project and it is necessary to transfer the customer’s pre-conceptual design processes and the roadmap to the project team and consultancy firm. In this way, processes can be effectively passed over the processes in the conceptual phase and a quick decision mechanism will be operated. This, together with a good and accurate determination of the needs, will ensure that the project plan does not sag in the timetable provided and that the next stage will be timely.

Test Planning

Customer and process owners are expected to actively participate in the testing process and provide feedback in order to bring a successful project to life. It is expected that different tests will be performed by non-project participants and business units to understand the process and functional characteristics of the project, to commission it successfully and to see the deficiencies before use. The test approach and what kind of support is expected during the project will be explained to the customer as the customer’s critical support is required.

Assumptions, Constraints and External Dependencies

  • It may change according to additional demands / requirements that will occur as a result of detailed design. The difference in the number of consulting days that may arise in detailed analysis will be offered separately.
  • Local and suburban transportation costs incurred during the project will be billed separately.
  • It is assumed that food and accommodation will be covered by the Customer during the project. In the event of non-payment, related costs will be billed separately.
  • Project live usage support will be provided for 1 month from the date of transition. At the end of this period, the closure of the project will be realized by analyzing the errors / problems reported during this period. New functionality not covered by this process will not be added.
  • The conceptual design document to be created during the project will be communicated by the Customer in accordance with the infrastructure designs, but the Customer infrastructure design document will not be created by Takamol LLC.
  • The selection and implementation of 3rd party solutions and devices is the responsibility of the customer.
  • The client is expected to appoint a person as Project Manager. This person is expected to work with Takamol LLC project manager and be assigned as the sole point of contact during the entire project.
  • Responsibilities will be determined by the customer (Customer) in different roles to contribute to the project work. The customer project team is expected to work with Takamol LLC project team during the project. Time constraints that may arise from the customer project team are the most important factors that will affect the success of the project. Additional consultancy services that may arise due to possible customer-induced delays will be charged separately.
  • The conceptual design document prepared as a result of the project conceptual design phase is expected to be reviewed and approved by the Customer and Takamol LLC. The document is expected to be approved within one week after it is submitted for final review approval. In case the design approval is delayed, the project works will be stopped and this delay period will have a direct effect on the project live transition date.
  • User trainings within the scope of the project will be given to Customer project module responsible and key users. It is foreseen that the trainings to be provided to the end users will be carried out by the Customer project team and additional training requests will be evaluated separately.
  • It is envisaged that the end-user documentation will be performed by the customer within the scope of the project. Any additional documentation requests will be evaluated separately.
  • The working place of the project teams is determined by “Customer” and Takamol LLC. The working hours of the project team are determined as 09:00 – 17:00 from Monday to Saturday.
  • The daily rate is based on 8 (eight) hours of daily work.
  • Takamol LLC project team will help plan and manage user acceptance tests. However, it is the responsibility of the Customer to carry out the tests and give the approval of the project acceptance.
  • In order to carry out the project works in a healthy way, it is critical that the decisions are taken by the Customer in a timely manner (scope, process, prototypes, resources, acceptability criteria), and that the process owners and key users are involved.
  • The customer is responsible for internal communication during the project acceptance and dissemination process.
  • During the project works, it is the customer’s responsibility to prepare the requested data in the specified order, to clean up the data and to update the design.
  • The scope of the data transfer will be limited to the transfer of the main and process data required for the transition to live use. Historical data and historical data will not be transferred.
  • If Takamol LLC consultants leave the project due to insufficiency or change of work, the process of having the substitutes’ information about the project will be carried out by Takamol LLC as soon as possible and at no cost.
  • As part of the Project team, the Client will provide resources that are knowledgeable, decision- making and available to work in the Project.
  • The Project is designed to ensure that the Client is timely and regularly available to monitor the progress of the Project; will be supported by top management who will act as decision- makers in problem resolution.
  • “Customer” will provide adequate working environment and facilities for Takamol LLC to perform the assigned tasks. This; adequate conference rooms, partitions and telephone access are also included. The customer will provide Takamol LLC with all necessary authorizations.
  • “Customer” will support the Takamol LLC team to use their laptops in their network.
  • It is expected that a permanent project room will be provided at the customer location with a network line where project teams can work and provide telephone, whiteboard, projector, printer and internet access. Takamol LLC will be granted access to all facilities required for the Project and belonging to the Customer and End User, including all necessary identification materials (ID cards, cards, etc.) for the execution of the work. This includes the necessary access to these buildings and systems during and after normal business hours, weekends and holidays. Restricting Takamol LLC’s access to these times may adversely affect Takamol LLC’s compliance with the proposed program. Takamol LLC will also be authorized to remotely access Client’s systems.
  • Responsibilities and default conditions are deemed to be Customer’s essential contractual obligations.
  • Customer acknowledges that the fees and timetables specified in this Job Notice are subject to change if Customer fails to fulfill its responsibilities and the Project default conditions.
  • Mutual agreement is reached that the operational requirements, resources, dates and related payments may be changed through the Request for Change Procedure, including if the Customer fails to meet / fulfill his responsibilities and assumed conditions in a timely and appropriate manner and / or if Project resources are not provided.
  • Takamol LLC project team is expected to be able to benefit from “Customer” facilities (food, entrance card, service usage, parking, etc.). In addition, Takamol LLC project team, customer project location transportation, food, accommodation and so on. expenses will be borne by the customer.