Bsnl Bbp Ps Sd Ext Civil Project 2.1

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BSNL

Business Blueprint Document External Civil Projects

Business Process No .- BSNL_BBP_PS_SD_Ext Civil Project

(POC- CORP, KTK & MAH) Version:2.1

Approved By

Track Lead (BSNL)- Mr. Raj Kumar

Track Lead (HCL)- Mr. Rajesh Jain

Consultant (SAP India) Mr. Nitin Bhardwaj


Version Control Date Version Author Change Description

1.0 Rajeev Sharma/Gaurav

Verma/Pawan Yadav,

Amit Gandhi, Shambhu

Sarkar

Draft

1.1 Rajesh Jain Review

2.0 Rajesh Jain, Rajeev

Sharma/Gaurav

Verma/Pawan Yadav,

Amit Gandhi, Shambhu

Sarkar

Final Submission and agreement

2.1 BSNL/HCL ERP/SAP

INDIA

Discussed and Mutually agreed


Table of Contents

1. GENERAL EXPLANATION:- ............................................................................. 4

1.1 REQUIREMENTS / EXPECTATIONS:- .......................................................... 4

1.2 TO BE PROCESS DESCRIPTION:- ............................................................... 8

1.3 CROSS FUNCTIONAL CONSIDERATION:- ............................................... 13

1.4 ASSOCIATED PROCESSES:- ..................................................................... 15

1.5 BUSINESS MODEL / PROCESS FLOW- PDF FILE OF VISIO .................... 15

1.6 EXPLANATIONS OF FUNCTIONS AND EVENTS:- .................................... 18

2 SYSTEM CONSIDERATIONS .......................................................................... 19

2.1 SPECIAL ORGANISATIONAL CONSIDERATIONS:- .................................. 19

2.2 CHANGES TO EXISTING ORGANISATION:- .............................................. 19

2.3 DESCRIPTION OF FUNCTIONAL DEFICITS:- ............................................ 19

2.4 APPROACHES TO COVERING FUNCTIONAL DEFICITS:- ........................ 20

2.5 NOTES ON FURTHER IMPROVEMENTS:- ................................................. 20

2.6 SYSTEM CONFIGURATION CONSIDERATIONS:- ..................................... 20

2.7 AUTHORISATION AND USER ROLES:- ..................................................... 20

2.8 ADDITIONAL DATA REQUIREMENTS:- ..................................................... 23

2.9 INTERFACE REQUIREMENTS:-.................................................................. 23

2.10 REPORTING REQUIREMENTS:- ................................................................. 24

2.11 ENHANCEMENTS, LISTS AND FORMS:- ................................................... 24

2.12 ANNEXURE:- ............................................................................................... 24


1. General Explanation:-

Bharat Sanchar Nigam Ltd. formed in October, 2000, is World's 7th largest Telecommunications Company providing comprehensive range of telecom services in India: Wire line, CDMA mobile, GSM Mobile, Internet, Broadband, Carrier service, MPLS-VPN, VSAT, VoIP services, IN Services etc. BSNL has installed Quality Telecom Network in the country and is now focusing on improving it, expanding the network, introducing new telecom services with ICT applications in villages and winning customer's confidence.

Civil Wing in BSNL is responsible for providing & maintaining vital infrastructure for providing Telecom services. Civil Wing has to support all BSNL function groups for development of their civil infrastructure.The Civil Wing cadre in all these setups is being maintained by BSNL.

The Civil Wing is responsible for:

Construction of Telephone Exchange Buildings, Residential Buildings, office accommodations, Administrative Buildings, Microwave Towers, Satellite communication Buildings etc

Developmental works viz road, water tanks, landscapes & horticulture works etc.

Construction of cable duct & cable duct chambers & other similar works related to external plant.

Environmental works for Telephone Exchange Buildings.

Construction/furnishing of customer service centres/call centres.

Supply of Tower, foundations and erection of different type of towers

Day to Day and Annual maintenance operations and addition/alteration works.

Facility Management such as Housekeeping, Security operations of buildings and IQs in some of the circles.

Rehabilitation and retrofitting of buildings.

Interior and furnishing works

Compilation of Asset (Land and Building) records and its valuation.

Execution of Commercial Exploitation - BSNL Assets Projects.

Real Estate management (REM) through harnessing the BSNL assets(L&B).

Execution of USO Towers (IP) Project

Updating the specifications of buildings, Quality Assurance and Technical Audit of BSNL assets, contract documents, vendor enlistment and policy statement/document for commercial exploitation.

Fair Rent Assessment for hiring of buildings/land (FRAC) for BSNL infrastructure.

Main features of Civil wing:

Civil wing carries out in-house planning, design and execution of buildings and infrastructure through experienced and registered contractors.

Project planning and design is facilitated through computers using various reputed software of the Civil Engineering field.

Structural Drawings are being prepared by departmental staff either manually or through computers.

All the infrastructure projects are done through systematic approach to project management techniques in a time bound manner.

All the construction works are closely monitored at various levels to ensure quality of work and its timely completion.


1.1. Requirements / Expectations:-

1.1.1. External Project Requirements:-

a) Proposed IM Structure:

NB Projects

MAH Circle KTK Circle Gujarat Circle

Civil Works

IM STRUCTURE

For NB Projects

Electrical

Works

Below

Hierarchy will

be same as

describe under

KTK Circle

Below

Hierarchy will

be same as

describe under

KTK Circle

Ext WorksComm.

ExploitationsUSO (IP)

Civil WorksElectrical

Works

b) The system should have a provision to capture the Action Plan in the system as per the targets assigned by corporate/circle.

c) As is Process: - For external projects/Comm. Exploitations of existing lands & building the funds requirement is allocated from the circle or corporate as per the requirement as and when the project comes. This process in current scenario is done on adhoc basis.

To Be Process: - There shall be an IM structure created in the system (captured as above) wherein the corporate shall allocate the funds as per the action plan. This fund or budget is given to meet the cost on account of EMD or PBG and any cost for executing the External Projects/ Comm. Exploitations of existing lands & building.

1.1.2. Lead to Cash Process:-

1.1.2.1 Lead (Inquiry) requirements:-

Separate tracking for leads of Electrical & Civil projects.

Tracking the leads on the basis of validity.


Approval mechanism for inquiry is required to approve the same based on approval hierarchy of BSNL.

Separate billing provision for Services & Material.

Requirement is there to capture the Service tax only (for Composite service tax billing) where-in the service tax is charged as applicable.

1.1.2.2 Contract requirements:-

Validation for the approval of Price/Cost Sheet in inquiry before Contract creation.

Tracking the Contract/Project on the basis of validity.

Separate billing provision for Services & Material in the Contract.

Complete Tax Capturing & Reporting (inclusive of special taxes).

1.1.2.3 Release Order requirements:- a) Release Order is required to be created based on project.

Separate tracking of External Deposit work/ PMC work Release Order.

Release Order should be referring to the contract based on the quantity and values both.

b) Two separate release orders pertaining to Deposit work/ PMC work may refer to one

contract.

1.1.2.4 Outbound Delivery requirements:-

a) Outbound delivery is required for following processes:-

Delivery of material from BSNL Stock

Delivery of material from vendor to Project Site

1.1.2.5 Commercial Invoice Requirement:-

a) Provisioning of invoice to capture material and services offered.

b) Commercial invoice is required for following billing processes:-

Milestone based billing(fixed milestone)

Cost + Margin billing (Turnkey Project)

Invoice for Consultancy Charges (PMC)

Delivery based billing

c) Commercial Invoice should capture the pricing and tax details

1.1.3. Project Structure:-


a) Project Structure (External) shall be created as per the below hierarchy including Project Definition, WBS Elements and Different Activities:-

Note: The above is just an indicative of the PS Structure further WBS, activities and Milestone can be added at the time of realisation phase as well as at the execution phase. b) Individual Site wise Project structure shall be created by Executive Engineer - civil,

each project shall be containing the following information at the time of creation:

Field Name (all mandatory) Example of Values

Type of Work

PMC

Deposit

Turn Key

Type Of Project

Office/Admin Building

Staff quarters

technical building

training Centers

Auditoriums

Lab

Towers

Others

Guest House

Note: - Name of the customer shall be picked up from the Sales Order to the Projects.

c) Organizational elements such as Company Code, Business Area and Profit centre are mandatory field which are require to be entered at the time of creating the project.

d) Project Coding shall be as follows:-


1.2. To Be Process Description:-

1.2.1 Lead Creation & Tracking :-

a) Different Inquiry document types will be created to capture External Civil Inquiry Process.

b) The inquiry will be validated for a defined period. c) There will be approval mechanism to approve the inquiry, provision for attachment

for the price sheet will be there (Word/Excel/PDF); this approval will be based on user status.

d) There will be SAP manual workflow (option to select the user id of recipient) for approval of Inquiry/quotation. Approval (validation) from the competent authority of inquiry will be required before quote/ Bid submission. An Approval mechanism for inquiry will be provided to approve the same based on approval hierarchy of BSNL.

e) Material and Services are to be captured as separate line items. Composite Service Tax will be charged on the entire value of work/service where no bifurcation is available for material and service value.

f) Sales tax will be charged on the price of material delivered whereas Service tax will be charged on services offered.

g) Quotation will be created with the reference to inquiry.

1.2.2 Contract Creation:-

a) Successful quotation/Bid will only be converted into contract. The contract document structure will be uniform for all contract type irrespective of Deposit work or PMC work.

b) Contract will be having a validity period. c) Following data will be copied from quotation to contract document,

Sold to Party (Customer placing the order)

Ship to Party (Project Site)

Material Code & quantity(for material to be delivered)

Material Code (for services to be offered and quantity if required)


d) Pricing:

Material value will be captured based on approved material prices.

In case of material, Sales Taxes e.g. CST and VAT to be captured.

For Installation of material, Service tax will be applicable.

Any special tax applicable will be captured as manual condition type.

A separate line item to be created for the total contract Value where bifurcation is not available for material value and Installation value (For Composite service tax)

BSNL to provide the details of various existing & required pricing structures to be configured in the system.

e) Project will be executable at multiple sites referring to same contract. This means that consignee details captured in the system shall be such that the state specific sales taxes can be captured in case the sites are in different states.

1.2.3 Creation of Release Order:-

a) Release Order will be created with reference to Contract. There will be two type of civil release order. Deposit Work Order

PMC Work Order

Note: - Different order type will be use to identify the type of work for sales analysis purpose.

b) Following data will be copied from Contract to Release Order Document

Sold to Party (Customer placing the order)

Ship to Party (Project Site)

Material Code & quantity(for material to be delivered)

Material Code (for services to be offered)

Prices & Taxes (as applicable)

Note: - The Contract reference (value or quantity) will be mandatory for creating any work order.

c) Required Project (WBS) will be assigned in the work Order for capturing of Planned

Revenue.

d) Defined Milestone (created in project based on the agreed terms and condition) will be copied from Project to Releases Order.

e) Following billing scenarios will be provisioned,

Milestone based billing(fixed milestone)

Cost + Margin billing

Invoice for Consultancy charges. (Charges for validating vendor invoice)

Delivery based billing

1.2.4 Creation of Outbound Delivery:-

Note:- The below mentioned scenarios do not exist in the As-IS process , but the provision is

kept in the system to take care of the invoicing.

Two scenarios will be addressed,

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a) Delivery from BSNL stock

In this case the delivery will happen from BSNL stock by referring the work Order. Following Accounting entries are passed,

COGS (Cost of Goods sold) account Dr Inventory account. Cr.

b) Delivery from Vendor to Project Site

Most of cases BSNL directly procure from vendor and consume the material at project site. In this case no delivery will happen from BSNL stock Therefore no delivery document will be created.

1.2.5 Invoicing:-

a) Following billing scenarios will be addressed,

1. Milestone billing:-

In this scenario, the total project value is based on contract value. Based on milestone completion, percentage of total project value will be billed as captured against the milestone.

Required project milestone will be created in Project (WBS) which will be copied in work Order.

Each milestone will be assigned Billing block automatically. This Billing block will be removed for billing by confirming actual date in Project milestone (WBS).

2. Cost + Margin billing :-

In this billing scenario, total cost consumed in project will be billed with certain margin to customer.

In this billing process any authorized billing user will see the cost accumulated in project by running a report CJI3. By adding defined margin (as agreed in the contract) in project cost. Accordingly release order will be created and billing shall be generated referring to the Work order.

3. Invoice for Consultancy Charges(PMC Scenario):-

Some cases BSNL provide consultancy to end customer for validating vendor works. In this scenario vendor send invoice to BSNL for validation. Based on work completion, BSNL verify and validate the vendor invoice and send to customer with his consultancy charges in separate invoice.

4. Delivery based billing:-

Note: - The below mentioned scenarios do not exist in the As-IS process , but the provision is

kept in the system to take care of the invoicing.

In this billing scenario, total delivered material value shall be billed (Directly issued material from BSNL stock).

b) Accounting entries for the Commercial Invoice from BSNL stock

Customer A/c Dr.

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Revenue A/c Cr.

Sales taxes A/c Cr.

1.2.6 Creation of Corporate Funds Plan: -

In order to meet the funds requirement for the External projects the corporate shall be giving the circle wise funds under the Civil head (as per the IM structure). This shall be in line with the proposed targets. For the details of the same please refer to

the FI BBP document no. BSNL_BBP_FICO_CAPEX_IM_PROCESSES_V1.0

1.2.7 Project Creation and Costing:-

Scenario 1(Civil Project) a) After the work order is created in the system by the Executive Engineer or the

competent authority on the basis of the Purchase order received from the customer, the Project shall be created using the templates as captured in the Project Structure Section as well as based on contractual details.

b) At this stage Person Responsible for the top level WBS element shall be entered as per the competency.

Scenario 2 (Civil Part as a part of Electrical Project) a) The CE or the competent authority gets the intimation to create the project/detail

the Civil WBS work from the respective Electrical Wing along with the Civil WBS code and approved drawing detail from the Architect Department (or from customer) via SAP workflow mail.

1.2.8 WBS Costing and budgeting by Civil Wing: -

a) In case of external projects a Preliminary estimate (if required) otherwise a detailed estimate shall be created at the initial level only. To assist in preparation of cost estimate information shall also be available from SAP on the updated purchase price of the services on a real time basis for the same or different circles as well as the DSR item codes.

c) After creation of Cost estimate the user status (User status is a functionality in SAP system to update the progress of project by an authorized person) is changed to Cost Estimate Created by authorized civil wing person.

d) Next step will be the roll up of the cost to IM position in the system to be done by Civil Finance wing which will ensure that the cost estimate is visible in line with the budget at the respective IM Position.

e) Budgeting:- Budgeting (to be read in conjunction with the funds allotment )shall be done as per the cost estimate (either more or less) to the work package or the WBS element. The expense in such case shall not be possible to be exceeded beyond 10% of the budgeted values. This is in line with the BSNL policy of expense control.

f) In case the value of estimate is beyond 10% of the approved value (while execution) then additional /supplementary funds shall be asked for by the Executive Engineer (or the defined authorized personnel of Civil wing)from the concerned as per the competence.

g) Civil Finance wing (as per the competence) on receiving the request for additional fund shall provide the necessary funds from the IM structure and intimation shall be given to the Executive Engineer (or the requesting authority) on the same.

Note:-

The funds approval related to each WBS element shall be as per the financial powers of the concerned official in line with the BSNL policies.

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The information flow shall be by means of manual workflow (SAP Mail) where-in based on the cost estimate the sender selects the username /User ID of the recipient and automatically sends the cost estimate via the SAP Mail.

1.2.9 Project Execution:- a) The execution process starts with the information of project concurred and

approved being available to the CE/SE/Executive Engineer (or the defined authorized personnel of Civil wing) through the SAP workflow mail.

b) After getting the FI concurrence the project is released by the competent authority. Release of the project shall mean that now only the logistical processes can be initiated from the project

c) If required the Detailed Drawings, Detailed estimate shall be prepared internally else the PR no. shall be generated on the Civil WBS element and the tendering process shall follow. The subsequent process is as captured in the MM BBP Document No.

BSNL_P1_ALL_BBP_MM_PUR

d) Recording Project Progress:-System shall be configured to capture the following key information for Civil WBS element by either a user status, Milestone or through normal logistical transactions so that the project progress is available.

Sr No Key Information PS Object

1 Survey of the site Activities

2 Layout/Preliminary Drawings User Status

3 Approval from Municipal Authorities User Status

4 Details arch drawings User Status

5 structural drawings User Status

6 soil investigation Milestone

7 Horticulture work/land scaping Milestone

8 Foundation Milestone

9 Slab Completion Milestone

10 Building Use Permission Milestone

11 Structure Completion Milestone

12 Internal work completion Milestone

13 External Development Milestone

Disclaimer: - Above list can be further modified as per the project monitoring at the time of project execution.

e) Services Entry against the Service Order/work order (MB):- The services shall

also be recorded in the system by the JTO/SDE as per the MM process captured in

BBP Document no. BSNL_P1_ALL_BBP_MM_PUR to record the project progress.

f) Inspection Process:- After doing Pre Inspection by Executing Authority, the concerned person of the WBS element shall update the user status as Pre Inspection Done and Information communicated to Customer (Offering Memo). On getting the information of Inspection completed the user shall update the status that Inspection is completed in the SAP system. A scanned copy of the Clearance report shall be attached to the WBS element (wherever applicable) after customer inspection is over.

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g) Milestone confirmation: - As per the contract details the milestones shall be created in the system on the respective WBS element for raising the invoice to the customer. These predefined Milestones shall also be having a scheduled date and once the work related to the milestone is completed, the same shall be confirmed by the civil wing and an actual date shall be input on the milestone. This will remove the billing block in the work order and an invoice shall be raised to the customer as explained in the SD Billing section.

n) Journal posting by Finance:- Any other cost which is not attributable to Procurement(of material and services) and Direction and execution , e.g. fees to be given for permission to govt. Bodies etc. can be directly booked via FI postings in system using the respective WBS element(Miscellaneous etc.)

Note: - The actual cost and the revenue values shall be regularly updated to the system after the transactions automatically and the same is available in the standard reports of Projects systems.

1.2.10 Project Closure:-

a) On getting the inspection done the individual WBS element is set a status as TECO. Or Technical Complete, this status shall signify that the work is technically complete. The concerned site-in-charge or Executive Engineer shall change the user status to Hand over done.

b) Finance team settles all the expenses and Revenues related to Project. c) Civil Wing team monitors the Defect Liability period information and confirms the

milestone related to the same. d) Project is closed by changing the status to Closed (CLSD).

1.3 Cross Functional Consideration: - Integration Requirement in detail

1.3.1 FI Integration:-

a) In Some Contract, customer retains some amount as retention. This amount is settled at the end of the project as per agreement with customer. There should be provision to book the revenue with or without retention amount. (Need to discuss with FI- Integration Point)

b) Most of cases BSNL charges Composite Service tax where no bifurcation is available for material and service value. No utilization is there in such scenarios against the Cenvat etc.

c) In some of the contracts BSNL takes the advance from the customer, this advance amount is adjusted against each invoice as per milestone achieve.

d) To book the expenses on A/C of miscellaneous charges when project is not released.

e) Civil Wing shall be using the FI organizational structure values (say e.g. Controlling area, Company code, Business area and Divisions) as per the details captured in FI

BBP document no BSNL_BBP_FICO_Org Structure_V0.2 related to the BSNL organization structure.

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f) IM (Investment Management) structure shall be as captured in the requirements

section and as per the FI BBP document No. BSNL_BBP_FICO_CAPEX_IM_

MASTER DATA_V1.0.

g) Option to have an excel working related to Action Plan as well as a field to enter the quantity related to the funds requirement should be there in system in the IM structure.

h) The manpower charges for External Projects :-

Plan Manpower Cost: - Manpower Cost Planning is done as per Viability Report-Details.

i) For details on settlement of AUC/Profitability segment the system shall be configured

as per the details captured in FI BBP document no. BSNL_BBP_FICO_ASSETS

ACCOUNTING_V1.0.doc j) Process for acceptance of PBG/EMD amount will be captured in FI BBP Document

No. BSNL_BBP_FICO_AP NON PO IV_V1.0

k) Service tax process shall be captured in FI BBP Document number BSNL_BBP_

FICO_Taxation_V1.0 l) Payments to contractor as per MB (Invoice Verification Process) shall be captured in

details in the FI BBP Document No. BSNL_BBP_FICO_AP PO IV_V1.0.doc

1.3.2 Integration with MM:-

a) MM organizational structure: - Civil PS process shall be using the logistics organizational elements like Plant, Purchase organization, purchasing group etc. For

the details on the same please refer to the MM blue print document no BSNL_P1_

ALL_ BBP_MM_LO b) The Civil department shall create the detailed estimate using the Items code

mentioned in DPAR/DSR and also using Market Rate Items. For details of master

creation please refer to the MM Master BBP Document no. BSNL_P1_ALL_

BBP_MM_MD

c) Tendering in detail is captured in the SRM BBP document no.BSNL_P1_ALL_

BBP_SRM_Tendering

d) Procurement process related to Civil shall be as per following details:-

There is no centralized procurement (non Site specific) of materials for Civil Wing in the As-Is Process.

Purchase Requisition shall be given from project (PS Module) for procurement of services to the MM department for specific procurement.

For further details on above points please refer to the MM BBP Document No.

BSNL_P1_ALL_BBP_MM_PUR

e) Services Entry against the Service Order/work order

Four levels of approvals are required in the system before the payment is made to

vendor:-

1st level (creation) :- By JTO/SDE

2nd Level (Checking) :- By SDE

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3rd Level (FI Checking and Concurrence):- AO

4th Level (Passed for Payment):- By Ex. En.

Only abstract shall be captured in the service entry sheet. For details of Service Entry/R.A Bill process please refer to the MM Blue print No

BSNL_P1_ALL_BBP_MM_PUR. and FI BBP No. BSNL_BBP_FICO_AP PO

IV_V1.0.doc

Disclaimer: This BBP document covers the integration aspects of SAP MM and FI-CO module related to SAP project system module. This document does not cover the entire process of SAP

MM and FICO related to Civil business process.

Note: This BBP document covers the integration aspects of SAP MM and FI-CO module related to SAP project system module. This document does not cover the entire process of SAP MM and

FICO related to Electrical business process.

1.3.3 SD Integration:-

The logical linkage to Sales and Distribution module shall be by means of the following:- a) Capturing the WBS code in Work order. b) Capturing the Customer Code in Project Systems. c) Capturing Milestone Billing plan in Work Order.

The actual revenue shall be updated to the projects Module automatically as and when the invoicing is done to the customer. Actual cost to the project shall be on account of the Material issue/service entry sheet or direct FI postings.

1.4 Associated Processes:-

Following is the list of associated processes which form an integral part of External Projects Civil process.

a) Inquiry to Cash Process:- AS explained in the section above in the above section no. 1.1.2 .

b) Project Estimate Process:- Outside SAP (only the summary values of component heads are captured in SAP IM )

c) Approval of Project Estimate:- AS per SAP Mail d) Tendering and Procurement: - Details as per the BBP document no. BSNL_P1_

ALL_BBP_SRM_Tendering of MM.

e) Material/Service Acceptance: - Details as per the BBP document no.BSNL_P1_ ALL_BBP_MM_PUR of MM.

f) Settlement: - Details as per the BBP document no.BSNL_BBP_FICO_ PROFIT CENTRE ACTG_V1.0.doc of FI-CO.

1.5 Business Model / Process Flow- PDF File of Visio

1.5.1 Project Requirement:-

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1.5.2 Project Lead to Order:-

1.5.3 Project Planning:-

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Finance Team of Respective W

ing

Circle Civil Wing

Name

Signature

1.5.4 Project Execution:-


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Testing and project closure : Infra Civil

External Project Civil

Circle Finance Team

Final Inspection

Civil Div/Civil Circle (EE/SE)

Circle Civil Wing

Subject Matter Expert (SME)

Name

Signature

Notes

YES

Periodic inspection will

be carried out by CE/EE/

SE update user status.

START

NO

After completion of

complete work MB is filled

(Service entry is accepted)

and SDE submit the bill to EE by updating status.

SAP

After completion of

site work final inspection will be

carried out by EE/

SESAP

All work

completed?

Project Status shall be changed to TECO once

final inspection is

completed and attach

Clearance and

Commissioning Report as

PS text

SAP

A

Inform Circle Civil

team for

completion of work.

SAP

A

Collect amount

from customer

Finance team settle

the cost and

revenues on to

project.

SAP

End

Finance team carry

out profitability

analysis for Project.

SAP

SAP

SAP

EE civil wing technically

close the project and Raise

final invoice on customer

(After Defect liability period

if any) SAP

Inform Customer about

closure of the Project by

EE/SE

Take Building Use

Permission from local

authorities

Dispute management

1.6 Explanations of Functions and Events:-Trigger to a Different

process, Yes/No of approvals and typically work flows.

1.6.1 Inquiry to Cash process:- There will be approval mechanism to approve the inquiry, provision for

attachment for the price sheet will be there (Word/Excel/PDF); this approval will be based on user status.

1.6.2 Project Creation process:- The trigger to create the external project shall be from the Civil Department (in

case of Civil Project). Similarly information shall flow to civil department in case if the project has a Civil work involved in it by Electrical Wing. Both ways it will be by SAP manual workflow mail.

1.6.3 Project Execution:- Information on the reservation is created from the projects team and the reports

shall be available in the system for the stores in charge for the project wise material or equipment requirement.

The materials/service shall be issued to the project WBS element as per the stipulations and information for the same shall be given to the site-in charge by SAP mail.

After the service entry sheet is created a work flow mail shall be given to the concerned authority of the civil wing as per the MM blue print (no. Mentioned

earlier BSNL_P1_ALL_BBP_MM_PUR)


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Information to FI on inspection/A/T done shall be passed on with a manual workflow by Civil Wing.

2 System considerations

2.1 Special Organisational Considerations:-

For civil wing the purchasing authority as well as the execution team in-charge is the same authority hence both the functions are performed by same entity.

In the To Be Scenarios the Role of Architecture in SAP system shall be to attach the drawing to the respective WBS element and update the respective user statuses only.

2.2 Changes to Existing Organisation:-

Change in steps, Change Management, Point form

Work by the Civil Wing on the project shall start only on the receipt of the information from different business lines/SSAs or user departments along with the WBS code.

The assignment to WBS element with a position in IM shall initiate the budgeting or funds allotment. The change from As-Is is that the funds allotment shall be done by concerned IFA of Circle/SSA from the IM position rather than following the current process of allocation of the funds from circle or corporate on an adhoc basis.

In the new system there shall not be any approval on the hard copy of the estimate. All the approvals shall be system based. System shall keep an automatic record of the changes to the user-status and the person ID who has made these changes for future reference purpose.

All the projects or the detailing of WBS related to Civil works shall be created in the system by competent authority of civil wing.

All the internal Information related to projects work (which require instruction or approval) shall be initiated via SAP workflow mails.

All the confirmation on the important events (captured as Milestones) need to be updated with the Actual Dates to get the real time progress update by the respective authorities (Circle/SSA/Civil/Business Line)

The Civil Wing shall receive the work request of the business line via SAP mail and it is only after the civil wing gives the Preliminary estimate, the final Project Estimate shall be created by the respective Business Lines.

Approved quotation/ bid will only be converted into contract. In case of Cost + Margin Billing, the Billing value will be referred from the work

Order.

2.3 Description of Functional Deficits:-

The details of functional deficits are as follows:-

S.No. Functional Deficits

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1

Creation of Extra Fields for External Civil

projects

2

Note sheet with comments of the respective

approver along with the Cost estimate

2.4 Approaches to covering Functional Deficits:-

S.No. Functional Deficits Approach

1

Creation of Extra Fields for External Civil

projects Development

2

Note sheet with comments of the respective

approver along with the Cost estimate Development

2.5 Notes on Further Improvements:-

End to End process visibility of the system

Clarity and transparency of the system in terms of capturing the User-ID, Date and time of the person who is making the changes.

Real time availability of Financial and progress reports related to project.

System based tracking of funds w.r.t the budget allocated for the project. Clear visibility of the person responsible for the overall project as well as at the

component level of the project.

2.6 System Configuration Considerations:-

N/A

2.7 Authorisation and User Roles:-

sr

no Steps Where Role/Designation

Create Change

Display

(only)

1

Annual budget is

arrived for the Ext

Civil Project (IM top

position is created)

Corporate

2

Budget is bifurcated

to Circle wise (level

two position is

created in IM)

Corporate

22-Jan-10 Page 21 of 26

3 Create Inquiry for

customer along with

Partner Function

Corporate Civil

Wing/Circle Civil

Wing (CE)/Civil

Div/Civil Circle

(EE/SE)/Architect

wing

CE till JTO CE till JTO CE till

JTO

4 Attach Quotation as

a document to a

Inquiry

Corporate Civil

Wing EE/SDE/JTO CE till EE

CE till

EE

5 PGM/ED approve

pricing details

Corporate Civil

Wing As per User Status

6

Obtain approvals for

pricing from

competent

authority(

CE/PGM/ED)

Circle Civil Wing

(CE) As per User Status

7 Create Contract

along with contract

details

Circle Civil Wing

(CE) CE/SE/EE CE/SE/EE

CE till

JTO

8 Create Project

structure

Circle Civil Wing


CE till

JTO

9 Update Contract

(assign Billing WBS

and Billing Plan)

Circle Civil Wing


CE till

JTO

10 Assign activities to

Project (Task need

to be carried out)

Circle Civil Wing

(CE) CE till JTO CE/SE/EE

CE till

JTO

11

Planning team

prepares the Project

Estimate for

Individual Project.

(PE)

Circle Civil Wing


CE till

JTO

12 Assign billing and

Progress Milestone

for Project

Circle Civil Wing


CE till

JTO

13

Planning team

update Project

status on creation

of plan cost

information shall

pass on to concern

finance team.

Circle Civil Wing


CE till

JTO

14 Reviews the over all

project costing and

estimation done

Finance Team of

Respective Wing

IFA of

approving

authority

IFA of

approving

authority

CE till

JTO/JAO

22-Jan-10 Page 22 of 26

15 Assign Project to the

IM Position to

Respective circle

Finance Team of

Respective Wing

IFA of

approving

authority

IFA of

approving

authority

CE till

JTO/JAO

16

Finance concurs the

Project based on

Financial powers of

the CE/SE/EE via

user status

Finance Team of

Respective Wing

IFA of

approving

authority

IFA of

approving

authority

CE till

JTO/JAO

17

Information shall

pass on to concern

CE/SE/EE for

approval.

Finance Team of

Respective Wing

IFA of

approving

authority

IFA of

approving

authority

CE till

JTO/JAO

18

After concurrence

from Finance (CE)

head approves the

project (Release

Project)

Circle Civil Wing

(CE) As per User Status

19

Create Down

payment

Request/milestone

payment

Finance Team of

Respective Wing

IFA of

approving

authority

IFA of

approving

authority

CE till

JTO/JAO

20 Update account

receivable

Finance Team of

Respective Wing

IFA of

approving

authority

IFA of

approving

authority

CE till

JTO/JAO

21

Service order issued

to selected Architect

by SDE/EE according

to the financial

powers

Civil Div/Civil

Circle (EE/SE) EE/SDE EE/SDE

CE till

JTO

22

Architect prepares

Layout &

Preliminary drawing

and assign as PS

Text

Civil Div/Civil

Circle (EE/SE) EE/SDE EE/SDE

CE Till

JTO

23

Architect prepares

Detail drawing and

DE shall be created

by civil wing

Civil Div/Civil

Circle (EE/SE) CE/SE/EE/SDE CE/SE/EE/SDE

CE Till

JTO

24

Drawing is reviewed

technically by

project executer

CE/SE/EE and

update user status

after review.

Civil Div/Civil

Circle (EE/SE) As per User Status

22-Jan-10 Page 23 of 26

25

JTO/SDE fill MB

(service entry sheet)

and update/confirm

project

activities/Milestones

Civil Div/Civil

Circle (EE/SE) SDE/JTO EE/SDE/JTO

CE Till

JTO

26

Periodic inspection

will be carried out

by CE/EE/SE update

user status.

Civil Div/Civil

Circle (EE/SE) As per User Status

27

After completion of

complete work MB

is filled (Service

entry is accepted)

and SDE submit the

bill to EE by

updating status.

Civil Div/Civil

Circle (EE/SE) SDE/JTO EE/SDE/JTO

CE Till

JTO

28

Project Status shall

be changed to TECO

once final inspection

is completed and

attach Clearance

and Commissioning

Report as PS text

Civil Div/Civil

Circle (EE/SE) CE/SE/EE CE/SE/EE

CE Till

JTO

29

EE civil wing Raise

final invoice on

customer (After

Defect liability

period if any)

Civil Div/Civil

Circle (EE/SE) EE EE

CE Till

JTO

30 Finance team carry

out profitability

analysis for Project.

Circle Finance

Team EE/AO EE/AO

CE till

JTO

31

Finance team settle

the cost and

revenues on to

project.

Circle Finance

Team EE/AO EE/AO

CE till

JTO

Note:- The role of Architect wing of BSNL (if applicable) shall be same as per the details

captured in the BBP document for Civil Internal Projects.

2.8 Additional Data Requirements:-

N/A

2.9 Interface Requirements:-

N/A

22-Jan-10 Page 24 of 26

2.10 Reporting Requirements:-

PS_Dev_CW_05 M_1 Expenditure Reports

PS_Dev_CW_06 M_2PR 50L-20Cr Reports

PS_Dev_CW_07 M_3 Tower Reports

PS_Dev_CW_08 Q_1Action Plan Reports

PS_Dev_CW_09 Y_2 RE-BE Reports

Standard

Plan vs Actual cost & Revenue Reports w.r.t Division,

Projects Reports

Standard Customer Specific Projects w.r.t no of Project & Values Reports

2.11 Enhancements, Lists and Forms:-

PS_Dev_CW_01 Customer Field Enhancement Enhancements

PS_Dev_CW_02 Note Sheet editable/un editable Enhancements

SD_Dev_CW_01 Invoice Layout Form

2.12 Annexure:-

2.12.1 Process Flow

Visio-Ext Civil Projects.pdf

2.12.2 MOM External projects BBP Workshop

MOM Civil 18th Jan to 20th jan.pdf

2.12.3 Integration Document SAP PS-MM & SAP PS-FI

FI-PS Integration for Ext Civil.pdf

MM-PS Integration for Ext Civil.pdf

SD-PS Integration for Ext Civil .pdf

2.12.4 Reporting Requirements:

Civil Reports.zip

2.12.5 GAP List Next Action Item

22-Jan-10 Page 25 of 26

Civil GAP List.zip

Bsnl Bbp Ps Sd Ext Civil Project 2.1

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