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User Manual for Design Review Council Audit in

eLMS

For AFS PD - E&E and Relevant users only

Released on 01st Aug, 2016

Strictly Confidential document. All Rights Reserved to Mahindra & Mahindra also

regarding distribution, exploitation, editing, and reproduction as well as in the event of

application for Industrial Property Rights.

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Document Release History

Revision Date Author Version Summary Approver

V1.0.0 18-Aug-2015 Jawad Ahmed S Initial Version.

V2.0.0 18-July-2016 Jawad Ahmed S Modified version based on

new workflow

V3.0.0 01-Aug-2016 Jawad Ahmed S Added a new state in the

workflow

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Table of Contents

1. INTRODUCTION ....................................................................................................... 4

2. DESIGN REVIEW COUNCIL AUDIT PROCESS WORKFLOW .............................................. 5

3. ACCESS ELMS LOGIN PAGE THROUGH MCONNECT ....................................................... 6

4. DRC WORKFLOW STATES.......................................................................................... 8

4.1. SUBMITTED ....................................................................................................... 8

4.2. AUDIT UNDER PLAN .......................................................................................... 11

4.3. REJECTED ....................................................................................................... 13

4.4. MODIFICATION REQUESTED .............................................................................. 14

4.5. AUDIT REPORTS ATTACHED ............................................................................... 15

4.6. CLOSURE IN PROGRESS .................................................................................... 17

4.7. CLOSED .......................................................................................................... 18

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1. Introduction

The scope of this document is to instruct / teach an end user on how to initiate, manage and

control DRC Audit use case using eLMS tool.

DRC Audit is performed 4 times in a vehicle project lifecycle based on the MPDS gateways. The

following illustrates the DRC Audit frequency.

DRC1 & DRC2 Audits – It is performed before VV gateway and the vehicle build phase falls in

Concept Phase (MULE)

DRC3 Audit – It is performed before SOP gateway and the vehicle build phase falls in VP0 or

VP

DRC4 Audit – It is performed before SOP gateway and the vehicle build phase falls in VP or PP

Following are the states whose details are given in Chapter 4.

1.1 SUBMITTED

1.2 AUDIT UNDER PLAN

1.3 REJECTED

1.4 MODIFICATION REQUESTED

1.5 AUDIT REPORT ATTACHED

1.6 CLOSURE IN PROGRESS

1.7 CLOSED

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2. Design Review Council Audit process workflow

Figure 1:

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3. Access eLMS login page through mCONNECT

3.1. Launch any browser (IE10 / Firefox / Chrome) and access

https://mahindraonline.sharepoint.com/sites/mconnect/pages/default.aspx

(Refer Figure 2)

3.2. Click on More link from M&M Subsites section (Refer Figure 3)

Click on More link

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3.3. Click on E&E eLMS link from the MConnect // M&M Subsites list (Refer Figure 4)

3.4. eLMS Login page is loaded successfully as shown below (Refer Figure 5)

Click on E&E eLMS link from M&M Subsites

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4. DRC workflow states

4.1. SUBMITTED

4.1.1. DRC creation is not project specific. People who has access to Design Review Council

project area can create a DRC and also view the status of DRC.

4.1.2. To create a DRC you need to enter your login ID (Mahindra\Token No) and the password

that is given for Windows login.

4.1.3. Once you login E&E eLMS Dashboard is displayed (Refer Figure 6)

Figure 6:

4.1.4. User can create a DRC by clicking the Create a Design Review icon from the Dashboard

(Refer Figure 7).

Figure 7:

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4.1.5. The DRC page is displayed as shown in Figure 8.

Figure 8:

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4.1.6. User can also create a DRC by navigating into the DRC dashboard and clicking on Create a Design Review icon as shown in Figure 9.

Figure 9:

4.1.7. The DRC page is displayed as shown in Figure 8.

Select Design Review Council

project from Other Projects area

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4.1.8. The creator has to be either System Engineer or System Lead. A DRC auditor will not have access or permission to create a DRC.

4.1.9. The creator will fill all the mandatory fields, assign the DRC to auditor by selecting his name in Assigned To field and save the work

item. The state gets changed to SUBMITTED (Refer Figure 10). The creator will also add the HOD and CC Lead names in the

Subscribers section. Reason for Rejection field also gets enabled.

Figure 10:

4.2. AUDIT UNDER PLAN

4.2.1. The auditor will get a mail notification regarding the DRC work item. The auditor can either accept or reject the DRC.

4.2.2. If the audit is legal then auditor will select the action Auditor Accepts and save the work item (Refer Figure 11).

4.2.3. Observe that all the fields become read only except Task Completion Date.

4.2.4. DRC auditor will not be able to modify any fields in the SUBMITTED state.

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Figure 11:

4.2.5. The state changes to AUDIT UNDER PLAN, the Open Audit, Closed Audit and Total Audit Points fields gets enabled (Refer Figure

12).

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4.3. REJECTED

4.3.1. While reviewing the DRC if auditor find the DRC is not genuine then he will reject the DRC by selecting the action Auditor Rejects,

provides the reason for rejection in Reason for Rejection field, assign it back to creator in Assigned To field and save the work item

(Refer Figure 13).

Figure 13:

4.3.2. The state gets changed to REJECTED, no further action can be performed (Refer Figure 14)

Figure 14:

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4.4. MODIFICATION REQUESTED

4.4.1. While auditing the DRC if the auditor requires some modifications to be done then he/she will select the action Need Modification,

select the creator name in the Assigned To field, provide the details in Discussion field and save the DRC.

4.4.2. The state changes to MODIFICATION REQUESTED, the creator along with the stakeholders will get a mail notification on the state

change.

4.4.3. The creator has to then select Initialize action, change the DRC as requested, assign it back to auditor and save it. The state changes

to SUBMITTED (As shown in Figure 10).

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4.5. AUDIT REPORTS ATTACHED

4.5.1. The auditor will fill the open audit, closed audit points and the total will automatically sum the two and will be displayed in the Total

Audit Points column.

4.5.2. The auditor has to attach the audit points gathered through excel in the tool by clicking on Attach Supported Documents link as

shown in figure 15.

Figure 15:

4.5.3. The auditor will browse the audit findings sheet, attach it to the DRC and save the work item as shown in figure 16.

Figure 16:

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4.5.4. After attaching all the audit points, the auditor will fill the Open and Closed Audit Points field, select the action Attach Audit

Reports and save the work item DRC (Refer Figure 17).

Figure 17:

4.5.5. The state changes to AUDIT REPORTS ATTACHED, all the stakeholders will get a mail notification regarding the attached audit points

status (Refer Figure 18).

Figure 18:

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4.6. CLOSURE IN PROGRESS

4.6.1. The auditor will then fill all the audit points and once all open points are closed (i.e. Closed Audit Points becomes 0) then he will

assign the DRC to the creator by filling the Closed Audit Points section, assign it to the creator in Assigned To field, select the action

Assign to SE / SL and save the DRC (Refer Figure 19).

Figure 19:

4.6.2. The state changes to CLOSURE IN PROGRESS, all the stakeholders including the creator will get a mail regarding the closure of the DRC

(Refer Figure 20).

Figure 20:

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4.7. CLOSED

4.7.1. Once all the points are closed then audit will attach the final updated audit findings, select the action Audit Closure and save the DRC

(Refer Figure 21).

4.7.2. Observe that all the fields get greyed out and no further action can be performed.

Figure 21:

4.7.3. The state changes to CLOSED and all the stakeholders are notified about the DRC closure (Refer Figure 22).

Figure 22: