SRS Asset Management eRAMS

Intellicon Private Limited

SRS Report – eRAMS – Web based Asset Management System for RIL

Date: 6/1/07

eRAMSSRS Report

Version: 1.0

Revision History

Date Version Description Author6/1/07 1.0 First Draft Nipa Shah

Intellicon Pvt. Ltd.

eRAMS – Web based Asset Management system

Objective:RIL wants to have IT related Assets operations under one system, which takes care of all the problems currently being faced in Asset Management. Right now 95% of procurement and material is delivered to Central IT Asset Team based at Nocil Campus, Navi Mumbai, better known as CIAT. CIAT in turn will check the material against PO, will do primary QC and installation process, stack the material in stores. As on request CIAT will transfer the stock to various locations across the country. RIL wants to map this process in a software system for better operations.

Pain Areas:1. No proper Asset tracking2. No History of Assets3. No proper Asset recovery from employee while leaving from job.4. No Central control on Assets5. No data on faulty assets and it’s up time

General Features:

1. The system is to be used across the country. So it should be web enabled. 2. HHT operations should be online through RF connectivity.3. Database will be SQL Server (2000 or 2003 or 2005).4. Give less opportunity for data entry while day to day operations. Give only

selection through a combo box or a grid for low probability of manual errors.

Pre-Requisite Data Entry:

1. All companies database.2. All locations database with all legal compliances to transfer the stock.3. Company wise location wise LST and CST number database4. All employees database with location code and employee code (Probably from

SAP).5. All Vendors database with Preferred Service Agent for all locations.6. All components database with Tag requirement flag and BOM.7. Company wise Insurance Policies for material movement8. Way Bills (Road Permit) entries company wise state wise.9. Location wise Way Bill availability10. Projects under taken

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System Architecture:

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Processes Involved in Operation (May include one or more sub processes):

1. Data import from SAP ( PO Detail)2. Material In 3. Material Out4. Material Receive @ location5. Asset Allocation6. Asset Un-allocation7. Physical Stock verification (Cycle Count)8. Faulty Assets handling9. Material In @ Other location than Central location10. Material Out from other location than Central location11. Dead assets Or Assets held for disposal12. AMC13. IT Asset Clearance Process while employee leaving from Job.14. Add Assets for existing assets

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1. Data Import from SAP (PO Detail)

Description:PO is generated from SAP. That information is required to start the material in process. As soon as the PO is generated in SAP, one text file will be generated at particular location by SAP module. That file in turn will be uploaded in Asset-RIL software.

Complexities Involved:

1. File generation Mode - manually or automatic2. File upload Mode - manually (by user intervention click on a button) or

automatic.3. Duration of scanning if file upload mode is automatic.4. Format of file (Fields and type)

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Process Flow:

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2. Material In Process

Description:This process guides to take the material in at RIL central location. This process involves many other sub processes.


1. There are materials which are having multiple accessories but are given one tag only (SUN Server, POS terminals etc). So tag format is such that it should take care of the same. The tag format is: IT-CCC-ASSSSSS-NN/NN where, CCC is category code, SSSSSS is serial number, NN / NN is part number out of total part numbers like 1 of 6.

2. Some materials like PC, laptop may required some installation process to be done before storing them in to warehouse.

3. Some times some PC under goes the process of re configuration – one extra module of RAM, Hard Disk etc.

4. If the vendor is new, his PSA is not entered in the system. Take care of the same. 5. The warranty date of all materials should be updated in the detail after

confirmation with PSA.6. SAP Asset tag should be entered against each and every material.7. Partial receipt of a PO is also possible. But variance in one line item is not to

support.8. If all the materials of the PO are received, IT certificate should be prepared

automatically.9. There should be a process of creating IT certificate manually. This is required in

case of partial material receipt against a PO and IT certificate is required.10. Only warranty expiry date (Specific date) is to be entered at the time of material

in with other data entries. Warranty duration is not required.

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Process Flow:

3. Material Out Process

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Description:When any material to be moved out from central location it should undergo this procedure. This process is initiated by the site coordinator at various locations. After getting approval on the same, it is directed to CIAT. CIAT will dispatch the material accordingly with necessary documents.


1. Each and every state is having different legal compliances on stock transfer. So all the required documents list should be suggested by system as per the location.

2. Octroi is applicable in some of the states So Octroi should be calculated automatically and should be attached with the document dockets if Stock Transfer Note (STN) is made for such a location.

3. STN should be printed out as per the format required.4. Some verification process should be there for the material to go out after STN is

generated.5. Gate Pass should be printed out as per the format required.6. Some times re- packaging of material is required.7. Packaging slip must be prepared for each and every cartoon being dispatched. It

should contain following information on it:a. Dimension of cartoon.b. Weight of cartoonc. Assets barcode which is packed in the cartoon.d. Brief description of consignee (to which location the cartoon being

dispatched)e. Number of cartoon from total number of cartoon of the same location like

1 of 26, 2 of 26 etc.8. The security guy should present while loading of the truck for physical material

check process on HHT.

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Process Flow:

4. Material Receive @ location

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Description:Material is dispatched to the location by STN. Now the material has reached to destination. This process should be done at location to make system aware the material has been reached to the destination.


1. All major locations will be having HHT so this at major locations this process will be done by HHT but at minor location where HHT is not available, this facility should be provided in web based application also. As far as software is concern, we have to provide the facility in both the modules. So this is double effort.

Process Flow:

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5. Asset Allocation

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Description: Once the material is reached at site, it should be allocated to the user. Otherwise it will be part of stores at that particular location. While allocating, employee id is a MUST. If the asset is being used as location asset like Network switch or router still ownership of that asset is required. So in the system it will be allocated to the owner of that asset.


1. Only site coordinator can do allocation and within his/her site only. S/he can not allocate other site’s asset or can not allocate an asset to other site’s employee.

Process Flow:

6. Asset Un-allocation

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Description:

Once the asset is allocated to someone it can not be re-allocated till it is freed. So with un-allocation, site coordinator can free the asset and then it can be re-allocated. This is also required in case of an employee leaving the organization and his/her allocated asset comes to site coordinator.


Same complexity involved as asset allocation.

Process Flow:

7. Physical Stock verification (Cycle Count)

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Description:This is a very counter part process of all other process as this is a verification process whether what ever entered in the system are correct or not. So this is a measure to correctness of data + current status of assets in the organization. This is physical checking of assets. Whatever assets are the organization is having, whether those assets are physically found or not.

Complexities Involved:1. Weekly checking at central location and monthly on sites should happen.

Schedule creation facility should be there.2. Re-conciliation report should be present to concern person.3. Actual user of the asset must be identified by the process.4. Facility to move missing Assets records in Missing Account.5. If the user is not identified in one cycle, there should be provision to start a cycle

only for those assets whose users are not identified.6. The cycle should be initiated for a building at least, not up to floors and rooms.

Process Flow:

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8. Faulty Assets handling

Description:

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It is possible assets become faulty. Assets may go faulty while different stages of life cycle. Problems must be identified and sorted out in time and assets must be up and running. But there should be a defined process, through which we can track these easily and effectively.

Complexities Involved:1. Assets may go faulty within warranty period or after warranty expired. 2. Assets may have AMC taken or not the AMC taken.3. Assets may go faulty or found faulty during different stages of stages like QC,

dispatch, allocated etc. Same process should follow to handle faulty assets and the original process (material out, allocation etc.) should not affect with this findings. Parent process should complete with other assets.

4. Vendor or PSA of the location information must be available with the system.

Process Flow:

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9. Material In @ Other location than Central location

Description:

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It may happen that some material is directly shipped to the destination location not to the central location. So material in process for other location is required to be incorporated within the system.


1. Material DC/invoice will be with the site coordinator. So it is required to verify data entry done by site coordinator by the authorized person at central location. Otherwise performance will be affected in further processes.

2. DC/Invoice will be scanned, attached as PDF and uploaded along with the data entry for central person to verify.

3. Till the entry is not verified by central person, it is editable. But once the entry is verified by central person, it becomes a non-editable record. After verification only authorized person can modify the record.

4. If the record is not verified in 15 days of entry, notification should be generated to the central authorized person.

5. After verification, CIAT will generate the Asset Tag stickers and send it to the location. The site coordinator will then stick the stickers to assets (HHT label sticking process) and then the material will be ready to use or allocate.

Process Flow:

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10. Material Out from other location than Central location

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Description:It may happen sometimes that other location required to dispatch material. So material out process access should be given to other locations also.

There process is not differing from the material out process from central location. So permission to access the process will serve the purpose.

11. Dead assets Or Assets held for disposal

Description:Dead Assets or assets held for disposal are the assets which can not be taken into use or the assets now become useless for the organization. So there should be some way to remove the asset from database. There should be some provision in the system for declaring the assets as dead assets or assets held for disposal.

Complexities Involved:1. The asset can be scraped or can be sold off.2. If the asset is scraped, there is no value attached to it. If the asset is sold off, there

is some value attached to it which is to be informed to account department.

Process Flow:

12. AMC

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Description:Once warranty period is expired, organization may go for AMC for the asset. Data capturing module of AMC should be there in the system.

Complexities Involved:1. AMC – Contract related details to be captured.2. Asset detail will be there in hard copy of the contract. Soft copy can be attached

as PDF with the contract in system. 3. Notification should be generated to concern persons on expiry of warranty/AMC

duration. It should be before some days of expiry and that days are configurable.4. Contract renewal facility should be there.5. Provision to capture the payment details

Process Flow:

13. IT Asset Clearance Process while employee leaving from Job.

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Description:When the employee is leaving the organization, all Assets allocated to him should be taken back. Right now there is no such track is available so sometimes organization is not able to get back the assets from employee. This problem should be taken cared in the system.


There is no complexity involved in this process.

Process Flow:

14. Add Assets for existing Assets

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Description:There will be many assets in the organization which is already purchased and used before the system is in place. There must be some process to take those assets into system database. This can be a complex process.


1. First part is data entry of all assets which is done by CIAT, as CIAT is having information of all assets. This should have the location entry to which the asset currently is belonging to.

2. Some assets may be entered by site coordinator on location if CIAT is not aware of the same.

3. After doing data entry, Asset tag is to be printed. In some case it may be required in some cases it may not. So this is the complexity.

4. If asset tags are printed, the sticking process also should be done accordingly.5. Next and final process is asset allocation which is to be done by site

coordinator for in use assets.

Process Flow:

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Project BOM:

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Software:Component Name

Installation @ + Qty

Development Tool

Architecture/Language

eRAMS web site

Web Server – 1

.NET 2005 Web based / ASP.NET

eRAMS web Service for HHT application

Web Server – 1

.NET 2005 Web based / ASP.NET

HHT application/s

Each HHT – Number of HHT

.NET 2005 Device based / C#.NET in CF

Database Database Server – 1

SQL Server 2005

NA

Hardware:Name Configuration Qty LocationApplication Server

P V with 1 GB RAM, 80 GB HDD, should be accessible through Internet from all locations.

1 Central

Database Server

P V with 1 GB RAM , 160 GB HDD

1 Central

Zebra Barcode Printer

1 Central

HHP 9500 1 + major locations

Central + all major locations

Access Points 1 + major locations

Central + all major locations

Keyboard wedged PC Scanners

Minor locations

All minor locations

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SRS Asset Management eRAMS

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