ENTERPRISE WIDE RISK MANAGEMENT DEPARTMENT (EWRM · PDF fileenterprise wide risk management...

ENTERPRISE WIDE RISK MANAGEMENT DEPARTMENT (EWRM)

PROJECT RISK AND INSURANCE MANAGEMENT SYSTEM

USER MANUAL

PROJECT MANAGER

Prepared by :

ERP21 SDN. BHD.

LOT 8, JALAN PJU 3/39,

SUNWAY DAMANSARA TECHNOLOGY PARK,

47810 PETALING JAYA,

SELANGOR DARUL EHSAN.

Phone No. : 603 – 7885 0468

Fax No. : 603 – 7885 0727

Copyright ©2012 ERP21 Sdn Bhd

All rights reserved. No part of this publication may be reprinted, reproduced, stored in a retrieval

system or transmitted, in any form or by any means, without the prior permission in writing from the

owner.

First published and distributed in May 2012

TABLE OF CONTENTS

1.0 INTRODUCTION TO PRMS ..................................................................................................................... 4

1.1 VISION OF THE SYSTEM ................................................................................................................................. 4 1.2 BENEFITS OF THE SYSTEM .............................................................................................................................. 5 1.3 THE MAIN STAKEHOLDERS AND THE KEY BENEFITS .............................................................................................. 5 1.4 ABBREVIATION ........................................................................................................................................... 8

2.0 SYSTEM LOGIN ..................................................................................................................................... 9

3.0 SYSTEM MANAGEMENT ..................................................................................................................... 13

3.1 FORGOT PASSWORD FOR TNB STAFF ........................................................................................................... 13

4.0 PROCURE NEW INSURANCE POLICY .................................................................................................... 14

4.1 CONTRACT OF WORKS (NEW PROJECT) ......................................................................................................... 14 4.3 TRANSIT OF TNB’S ASSET ........................................................................................................................... 25

5.0 AMEND/EXTEND INSURANCE POLICY ................................................................................................. 27

5.1 AMEND/EXTEND CEAR INSURANCE POLICY .................................................................................................. 29 5.2 AMEND/EXTEND WC INSURANCE POLICY ..................................................................................................... 31 5.3 AMEND/EXTEND MOC INSURANCE POLICY ................................................................................................... 33 5.4 AMEND/EXTEND GIT INSURANCE POLICY ..................................................................................................... 36

6.0 NOTIFY CLAIM .................................................................................................................................... 38

6.1 PROJECT LISTING ....................................................................................................................................... 38 6.2 NOTIFY CLAIM WITHOUT COVER ................................................................................................................. 41

7.0 VIEW EXISTING CLAIM ........................................................................................................................ 44

User Manual – Project Manager

PRMS – User Manual of 45

1.0 INTRODUCTION TO PRMS

Project Risk Management Information System (PRMS) is a new system developed for TNB’s

Enterprise Wide Risk Management (EWRM) department to address some the issues that are

inherent in the current business processes and IT systems.

1.1 Vision of the system

Vision of the system is to improve the overall management of project portfolio and

project risks with special focus on the delivery of end-to-end services for insurance

procurement and claim processing. The vision is supported by the following

objectives.

• To improve Project Risk Management practices for timely and accuracy of

declaration

• To improve recovery of loss through insurance and contractual clauses

• To improve communications and sharing of project insurance and claims issues

with project managers and relevant departments

• To create a standardised platform for risk assessment of projects across TNB

and

• To be able to measure and rank contractor performance based on their

capabilities and losses incurred in the project



1.2 Benefits of the system

The major anticipated benefits of this project as follows.

• All projects undertaken are adequately covered by insurance as a risk mitigation

• To avoid potential rejection of claims or unresolved claims due to incomplete,

inaccurate or missing information

• To improve process efficiency and stakeholder satisfaction by lowering cost of

processing and faster service turnaround time whilst maintaining the agreed

quality targets

• To has more time available for EWRM to focus on value-adding, strategic and

planning activities to take the business to the next level of service performance

through continuous business process improvements

1.3 The main stakeholders and the key benefits

Stakeholder Key Benefits

TNB Management � assurance that the company comply fully to the national laws

and other regulatory bodies requirements with respect to OSH

� more accurate and up-to-date information to improve policy

decision making especially in the areas of risk management,

OSH and tender management



Enterprise Wide

Risk Management

Department

(EWRM)

� comprehensive overview of project portfolio (project value,

status, performance, etc)

� improve overall customer service (faster service turnaround

time)

� reduce incidents of unsuccessful claims

� improve insurer’s confidence of TNB projects

� monitor project manager & contractor performance

� deliver a more comprehensive project risk management

platform

� better handling of critical equipments

� better detection of fraud

Project Manager � easier to complete project risks documentations (available

guides/templates on-line)

� easier to communicate or share critical project information e.g.

project issues

� improve customer service (more efficient insurance submission

& claims processing)

� improve decision making due to availability and accuracy of

critical project information

� easier to monitor contractor performance

Insured Party � assurance that all risks are adequately covered adequately

� reduce time in claims processing due to faster investigation time

Insurance Company

(Insurer) or Broker

� on-line access to insurance request resulting in faster

turnaround time for insurance proposal & quotations

(elimination of errors due to manual input, incomplete



information, etc)

Contractor � improve quality of project deliverables due to improvements in

insurance & claims processes

Logistics Service

Department

� timely and more accurate information to improve logistics

planning and scheduling

Finance

Department

� earlier notification for payments disbursement (improve cash

flow planning)

� avoid potential penalty due to missed or late premium payments

Risk Managers &

Coordinator

� ability to check/verify that all projects have completed risk

assessment especially >RM100m

� assurance that critical risks are being managed & monitored

proactively by project managers

Occupational Safety

& Health

� ability to check/verify project conformance to OSH standards,

policy and guidelines

� complete and timely submissions of OSH-related incidents

Legal Services � single and up-to-date copy of all contract documents

� faster preparation and review of contract documents with

version controls

Procurement

Department

� more accurate & timely information to improve procurement

planning

� availability of contractor/supplier performance data is useful for

future contract negotiations

HODs � more accurate and timely KPI reporting

ICT Department � easier to support the system post-live (from many applications

to only a few)



1.4 Abbreviation

Abbreviation Descriptions

PRMS Project Risk and Insurance Management System

TNB Tenaga Nasional Berhad

EWRM Enterprise Wide Risk Management Department

ERP21 ERP21 Sdn Bhd

ICT Information and Communication Technology

HOD Head of Department

OSH Occupational Safety & Health



2.0 NEW USER REGISTRATION

A new user is required to register online as a main pre-requisite to access to the system.

Please follow the steps given below.

1) Open Internet Explorer (IE) browser in your desktop.

2) Please visit http://prms.tnb.com.my/ and a main page of the system will be displayed

as in figure 1.

3) Click at New User Registration. There are 2 types of user registration i.e. registration

for TNB’s and non TNB’s staff.

Figure 1

2.1 Registration of TNB’S Staff

Figure 2

1) Select ‘Yes’ at dropdown menu.



2) Click Next button.

Figure 3

1) Fill up the form.

2) Click Register button to register user.

Figure 4

1) Pop-up message will display.

2) Click OK button. System will automatically activated user as Project Manager

and may login to the system.



2.2 Registration of Non-TNB’S Staff

Figure 5

1) Select user type.


Figure 6

3) Select user role.




Figure 7

5) Fill up the form.

6) Click Cancel button to cancel registration.

7) Click Register button.

Figure 8

8) Pop-up message will be display.

9) Click OK button.



3.0 SYSTEM LOGIN

Figure 9

Log into the system using your Staff No as Username and email password as the Password

to log into the system as in Figure 9.

1) Enter username and password.

2) Click Login button.

4.0 SYSTEM MANAGEMENT

4.1 Forgot Password for TNB Staff

Figure 10

1) Select ‘Yes’ at dropdown menu.

2) Click at ‘AD Password System’ hyperlink.

3) System will directly go to TNB’s AD Password System.



5.0 PROCURE NEW INSURANCE POLICY

5.1 Contract of Works (New Project)

1) Go to menu Insurance Procurement >> Procure New Insurance Policy as in Figure

11.

Figure 11

2) Select CONTRACT OF WORKS at Type of works / services. Click Next button as in

Figure 12.

Figure 12

3) Click Enter New Project Information button as in Figure 13.

Figure 13



4) Complete all information in tab Project Details, Project Manager Information,

and Contractor Information. Click Save button. Please refer to Figure 14 until

16.

Figure 14

Figure 15



Figure 16

5) A pop up message will be displayed in Figure 17 when the record is successfully

saved. Click OK button.

Figure 17

6) In Search Existing Project screen as in Figure 18, at the bottom of the page is a

List of Project. Click hyperlink at the selected column namely as Contract No. to

view the project details and/or to request for insurance policy. You may search

your project by using the filtering component provided. Enter one or

combination of information and click Search button.



Figure 18

7) In Project Information screen, you are able to view your Project Details, Project

Manager Information and Contractor Information. Please refer to Figure 19.

Figure 19

Click Edit Information button to edit the project information as in Figure 20. Click

Save button after editing information is complete.



Figure 20

8) As in Figure 19, click Request for Insurance button to request insurance policy

of the selected project.

9) Select insurance policy required and click Next button as in Figure 21.

Figure 21



10) Click at the selected insurance tab (e.g. CEAR Insurance Policy) and key in all the

information required. Click Save button to save the record. Please refer to

Figure 22.

Figure 22

11) A pop up message will be displayed as follows when the record is successfully

saved as in Figure 23. Click OK button.

Figure 23



12) The information will automatically display at the bottom of the screen as in

Figure 24. To add new request of same insurance policy type, follow step 19

until 21.

Figure 24

13) Repeat step 19 until 21 to key in another insurance policy i.e at the tab of MOC

Insurance Policy and GIT Insurance Policy. Please refer to Figure 25 and 26.



Figure 25

Figure 26



14) For tab WC Insurance Policy, data will automatically captured upon CEAR Insurance

Policy is saved. Even though, the value of Estimated Total Wages and Party to Pay

Premium of the WC insurance policy may be updated once click at the hyperlink in the

column of Estimated Total Wages (RM) as in Figure 27 and 28.

Figure 27

15) Once information is edited, click Save button to save the record.

Figure 28

16) Click Submit to Insurer button to submit all the insurance policies saved.

Figure 29

17) Confirmation message box appear. Click OK button to proceed OR Cancel button to

cancel submission.

Figure 30



18) Following message will be displayed upon successful submission. Click OK

button. Project Manager and Contractor will receive acknowledgement email

that the insurance application has been sent to insurer.

Figure 31

5.2 Contract for Services

1) Go to menu Insurance Procurement >> Procure New Insurance Policy as in Figure

32.

Figure 32

2) Select CONTRACT FOR SERVICES at Type of works / services. Click Next button.

Figure 33



3) Key in Project Information and click Submit button.

Figure 34



Figure 35


Figure 36. Under column of Action, either click edit button or delete button to

edit or delete the record. Edit the record and click Submit button to submit the

record. EWRM is able to access and edit the information submitted by the

Project Manager.

Figure 36



5.3 Transit of TNB’s Asset

1) Go to menu Insurance Procurement >> Procure New Insurance Policy.

Figure 37

2) Select TRANSIT OF TNB’S ASSET at Type of works / services. Click Next button.

Figure 38

3) Click Request for Insurance button as in Figure 39.

Figure 39

4) Key in details of the information and click Save button to save the record. To

save and add new record of GIT click Save & Add New GIT button as in Figure

30.



Figure 40



Figure 41




Figure 42.

Figure 42

8) The following pop up message will be displayed in Figure 43 when the record is

successfully submitted. Click OK button. To add more request, repeat step 14

until 18.

Figure 43

6.0 AMEND/EXTEND INSURANCE POLICY

1) Go to menu Insurance Procurement >> Amend/Extend Insurance Policy.

Figure 44

2) In Insurance Amendment/Extension screen, under List of Project, click hyperlink of

project’s contract number namely as Contract No. To view project details and list of

insurance policy that has been issued cover note or invoice or policy as in Figure 45

and 46. You may also search your project by using the filtering component provided.

Enter one or combination of information and click Search button.



Figure 45

Figure 46



6.1 Amend/Extend CEAR Insurance Policy

1) Under List of CEAR, click hyperlink at the column of Site/Location/Route for the

insurance policy that required amend/extend as in Figure 47.

Figure 47

2) Amend/extend policy information. Please refer to Figure 48.

Figure 48



3) Upload evidence document by clicking Browse…. button. Please refer to Figure

49.

Figure 49

4) Please refer to Figure 50 to choose file to upload, enter Description and click

Upload button.

Figure 50

5) Document uploaded will be displayed at the bottom of the page as in Figure 51.

You may delete the document by single click at delete button or upload another

evidence document by repeating step 13 and 14.



Figure 51

6) Click Submit button to submit your amendment/extension application. The

following pop up message will be displayed in Figure 52 when the policy is

successfully submitted. Click OK button. Project Manager and Contractor will

receive acknowledgement email that the insurance amendment/extension

application has been sent to insurer.

Figure 52

7) If the WC insurance policy is pairing with the CEAR policy in step 6, the policy

will automatically amended and submitted to insurer.

6.2 Amend/Extend WC Insurance Policy

1) Under List of WC, click hyperlink in column Site/Location/Route for the insurance policy

that need to be amend/extend.

Figure 53



2) Amend Estimated Total Wages.

Figure 54

3) Upload evidence document by clicking button Browse….

Figure 55

4) Choose file to upload, enter Description and click Upload button.

Figure 56



5) Document uploaded will be displayed at the bottom of the page as in Figure 57.

You may delete the document by clicking delete button or upload another

evidence document by repeating step 13 and 14.

Figure 57

6) Click Submit button to submit your amendment/extension application. The

following pop up message will be displayed in Figure 58 when the application is

successfully submitted. Click OK button. Project Manager and Contractor will

receive acknowledgement email that the insurance amendment/extension

application has been sent to insurer.

Figure 58

6.3 Amend/Extend MOC Insurance Policy

1) At List of MOC, click hyperlink in column Cargo Owner for the insurance policy that

need to be amend/extend.

Figure 59



2) Amend/extend policy information.

Figure 60



3) Upload evidence document by clicking Browse… button.

Figure 61


Figure 62

5) Document uploaded will be displayed below Upload button. You may delete the

document by single click at delete button or upload another evidence document

by repeating step 13 and 14.

Figure 63



6) Click Submit button to submit your amendment/extension application.

7) A pop up message will be displayed upon successful submission. Click OK


that the insurance amendment/extension application has been sent to insurer.

Figure 64

6.4 Amend/Extend GIT Insurance Policy

1) At List of GIT, click hyperlink in column Cargo Owner for the insurance policy that need

to be amend/extend.

Figure 65

2) Amend/extend policy information.

Figure 66



3) Upload evidence document by clicking Browse… button.

Figure 67


Figure 68

5) Document uploaded will be displayed below Upload button. You may delete the

document by clicking delete button or upload another evidence document by

repeating step 13 and 14.

Figure 69

6) Click Submit button to submit your amendment/extension application.



7) A pop up message will be displayed upon successful submission. Click OK


that the insurance amendment/extension application has been sent to insurer.

Figure 70

7.0 NOTIFY CLAIM

1) Go to menu Insurance Claim >> Search Existing Project.

Figure 71

7.1 Project Listing

1) Under the list of project manager’s project, click hyperlink in column Contract

No to notify claim for the selected project. You may search your project by using

the filtering component provided. Click Search button. Please refer to Figure 66.

Figure 72



2) You may search your project by using the filtering component provided. Click

Search button.

3) Enter claim information.

Figure 73

4) On selecting Insurance Policy, list of policy (that has been paid) for the selected

policy type will be displayed below. Choose one policy from the list.

Figure 74



5) For Witness Name and Contact No, enter information and click Save button.

Record will be displayed bottom of the page. Repeat the same step for more

than one witness.

Figure 75

6) Click Save button to save the record. A pop up message will be displayed when

the record is successfully saved. Click OK button.

Figure 76

7) The information is saved and will be displayed at the bottom of the page. You

may edit the information before submitting to insurer by clicking Edit button

under Action column.

Figure 77

8) Add more claim notification for same project repeating step 72 until 76. Submit

all claims by clicking button Submit to Insurer. Confirmation message box appear.

Click OK button to proceed OR Cancel button to cancel submission as in Figure 77.



Figure 78

9) A pop up message will be displayed upon successful submission of the claim(s) to

insurer. Click OK button. Insurer will receive acknowledgement email that

claim(s) notification has been submitted to them. Please refer to Figure 76.

Figure 77

7.2 Notify Claim Without Cover

1) If your project is not listed in List of Project, click at hyperlink HERE to Notify

Claim.

Figure 78`

2) Enter project details and click Next button as in Figure 74.

3) Edit the information of Project Manager and click Next button as in Figure 75.

4) Select Contractor’s Company Name and tick person in charge. Click Next button

as in Figure 79.



Figure 79

Figure 80



Figure 81

5) Enter Claim Information and click Save button as in Figure 82.

Figure 82



6) A pop up message will be displayed upon successful saving. Click OK button.

Figure 83

7) List of notified claim will be displayed as follows for editing or deletion.

Figure 84

8.0 VIEW EXISTING CLAIM

1) Go to menu Insurance Claim >> View My Existing Claim.

Figure 85

2) List of Claim will be displayed as in Figure 84. You may search your existing claim by

using the searching component provided and click Search button. Click at hyperlink in

column Party Making Claim to view loss details.

3) List of Claim is displayed in Figure 84 as Loss Details.

4) Please refer to Figure 84 to view Loss details.



Figure 86

Figure 87

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