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User Manual

Project System

TCS Limited TCS Client Confidential

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USER MANUAL <PS11>

New Service Connection Project

Submitted to

WEST BENGAL STATE ELECTRICITY DISTRIBUTION COMPANY LTD

By

TATA CONSULTANCY SERVICES LIMITED

VVEERRSSIIOONN:: 44..00

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DOCUMENT HISTORY

Version Document Name Date Author Reviewed BY

1.0 User Manual – New Connection Project

12.11.2015 Subhabrata Bhandari

Sourav Mukherjee


26.11.2015 Abhishek Sarkar

Sourav Mukherjee


07.12.2015 Abhishek Sarkar

Sourav Mukherjee

4.0 User Manual – New Connection Project after the incorporation of Modified Cable Rate Matrix

28.12.2018 Sajal Mukherjee

Project Name Document Name Document Location WBSEDCL ERP User Manual – New Connection Project

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TABLE OF CONTENTS

1. FUNCTIONALITY ............................................................................................................................................. 5 2. LOG ON TO SAP EASY ACCESS ....................................................................................................................... 5 3. PROCESS FLOW DIAGRAM (NEW CONNECTION) ............................................................................................ 10 4. NEW SERVICE CONNECTION DATA MAINTENANCE ...................................................................................... 14 5. IMPORTANT POINTS TO REMEMBER ............................................................................................................... 25

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LIST OF FIGURES

Figure 1 : Log on to SAP ................................................................................................................ 5 Figure 2 : SAP Easy Access ........................................................................................................... 6

Figure 3 : Command Box in SAP Easy Access .............................................................................. 6

Figure 4 : T-Code in Command Box .............................................................................................. 7

Figure 5 : Add T-Codes to Favorites .............................................................................................. 8 Figure 6 : Manual entry of a transaction ......................................................................................... 8 Figure 7 : Favorites List .................................................................................................................. 9 Figure 8 : Initial Screen ................................................................................................................ 14

Figure 9 : Supply Code Search Help ............................................................................................ 15 Figure 10 : Order Issue Date Search Help .................................................................................... 15

Figure 11 : Selection Screen ......................................................................................................... 16 Figure 12 : View New connection Data Maintenance ................................................................. 16 Figure 13 : Enter Necessary Fields .............................................................................................. 17

Figure 14 : View of Execution cost and WBSEDCL Contribution ............................................. 17 Figure 15 : Overview of New Connection cable rate .................................................................. 20

Figure 16 : View of project structure ........................................................................................... 21

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1. Functionality

User can create New Connection Project for both Pole and Non Pole cases.

2. Log on to SAP Easy Access

a) User logs in to SAP using logon credentials.

Figure 1 : Log on to SAP

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b) After successful login, the following screen is displayed.

Figure 2 : SAP Easy Access

c) In SAP, any screen is associated with a Transaction Code (T-Code) using which the

user can open the screen from SAP Easy Access screen.

Figure 3 : Command Box in SAP Easy Access

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d) The highlighted box in the following screen, is called 'Command Box', where user

types the T-Code and presses 'Enter'.

Figure 4 : T-Code in Command Box

e) Favorites Menu and its use User can also mark a Transaction Code (T-Code) as 'favourite'. By this, user will not be required to remember and type the T-Code each time, he/she logs in. To add a T-Code as favourite, user needs to right click on 'Favorites' button and choose 'Insert Transaction' option.

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Figure 5 : Add T-Codes to Favorites

A pop-up window appears, with label "Manual entry of a transaction", where user will type the T-Code and presses 'Enter'.

Figure 6 : Manual entry of a transaction

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User will find the T-Code in his/her Favorites list, where he/she can 'double click' to execute the T-Code directly. User does not require to type the T-Code in Command box.

Figure 7 : Favorites List

User can mark all the frequently used T-Codes as Favorite like this.

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3. Process flow Diagram (New connection)

Mark Connection Type (ZNCD)

Pole Connection Non Pole

Connection

Cost Estimation (ZBOM)

Create Document

(CV01N / CV02N)

Inspection and

Installation Confirmed

CRM sends Work

Orders to ERP (ZNCD)

A B

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Appropriation

Request (IMA11)

Create Project

Structure (CJ20N) (NPC/3433102/11/15/01)

Auto-Create Project

Structure (CJ20N) (NCN/3433102/11/15)

A B

Enter Service

Specifications for

Activities (CJ20N)

Enter Purchasing

Group / Org for

Activities (CJ20N)

Project Structure

Completed

(CJ20N)

Create CWIP (AS01) and

Define Settlement Rule

(CJ20N / CJ02)

Release WBS

(CJ20N)

Auto-create

Purchase

Requisition (PR)

(CJ20N)

Create Purchase

Order (ME21N)

including relevant Tax

C

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Release Purchase

Order (ME29N)

C

Pole Connection

Project

Non Pole

Connection Project

Distribute / Issue /

Consumption

of

Materials

(ZMDC,

ZMREQ,

ZMREQA,

ZRMDC,

ZMIGO,

ZMCON)

Acceptance of

Service (ML81N)

Confirmation of

Activity (CN25)

Crate Invoice

against PO

(MIRO)

D

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D

Project Monitoring

i. Physical: CN41

ii. Financial: CJI3

Actual Cost

Settlement to

CWIP (CJ88)

Change WBS

status as TECO

(CJ20N)

WBS Report for Assets

(ZNCR) i. Consumer Contribution Asset

ii. WBSEDCL Contribution Asset

Fixed Asset

(AIAB)

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4. New Service Connection Data Maintenance

a) The New Connection details (Work Orders) are automatically entered into ERP

system.

b) User can view the same using T-Code ZNCD.

Transaction Code

ZNCD

Figure 8 : Initial Screen

c) User can open New Connection data using 2 optional selection input i. Supply Code, ii. Order Issue Date Range

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d) Screenshot of Search help for Supply Code and Date Range given below.

i) Supply Code

Figure 9 : Supply Code Search Help

ii) Order Issue date

Figure 10 : Order Issue Date Search Help

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e) User will select relevant Supply Code / Order Issue Date, and the following screen appears.

Figure 11 : Selection Screen

f) Now user will mark the Cable Type, Connection type and other relevant details.

For the Applications with Work Order Date before 01.01.2019-

1) After entering the details in the Selection screen, click on Execute Button

(F8), and the following screens appears.

Figure 12 : View New connection Data Maintenance

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2) User will enter Inspection date, Pole/Non Pole Indicator and Cable Type from

Search Help Box.

Figure 13 : Enter Necessary Fields

3) Click on Save button.

4) The Execution Cost field is auto-populated for Non-Pole and Pole Underground cases, based on predefined Cable Rate Matrix.

Figure 14 : View of Execution cost and WBSEDCL Contribution

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For the Applications with Work Order Date beyond 01.01.2019-

1. After entering the details in the Selection screen, click on Execute Button

(F8), and the following screens appears.

2. User will enter Inspection date. User will choose the Connection Type and Cable Type from Search Help.

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3. User must choose valid combination of Connection Type (Marked as New) and Cable Type.

4. User needs to specify the Cable Length (Note: Cable length can be entered maximum up to 10 meter for Drop16(D16) and Drop 25(D25) Services and maximum up to 27 meter for the other connection types.)

5. User need to specify the additional charges if there is any. (INR 53 as

inspection charge for 3Phase Connections and INR 50 as mobilization charges for 1Phase Connections)

6. Click on Save button.

7. The Execution Cost field is auto-populated for Non-Pole cases, based on predefined Modified Cable Rate Matrix.

Execution Cost = Cable Length * Rate per meter of Cable + Service Connection Cost + Additional Cost (If any).

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g) The Cable Rates are maintained via T-code – ZCBLRATE.

Figure 15 : Overview of New Connection cable rate

The modified Cable Rates are maintained via T-Code – ZNEWCBLRATE

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h) There will be a batch program run periodically to create the project for non pole with project code as follows:

1. Non Pole Connection

i) User can view the project structure via T-code CJ20N. (For Non Pole)

Figure 16 : View of project structure

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j) Each WBS(s) element will be tagged to individual work order (CRM).

k) User can find all user fields of Activity fetched automatically from CRM provided data.

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l) User will specify Service Specification for each Activity manually. Execution cost per Activity must be equal to respective Service Gross Price

m) Pole Case: User need to select “POLE” indicator in “ZNCD” n) Execution cost will not updated in ZNCD automatically only for “Pole

Underground” cases based on available Rate maintained at ZCBLRATE. Note: Procurement and posting process same as NON TURNKEY project.

2. Pole Connection

a) User will manually create Appropriation Requests manually /supply code/month/year.

b) The Project Profile will be New Connection Profile.

c) The Coding mask will be as follows:

d) User can create multiple appropriation requests too based on number of new connection requests.

e) User will choose Appropriation Request Type from ‘9’, ‘10’, ‘11’ based on DOP.

NPC/XXXXXXX/00/00/00 (NPC/SUPPLYCODE/MONTH/YEAR/SERIAL

)

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f) Once the appropriation request is approved, user will initiate the Project from IMA11.

g) The WBS Description should follow the structure as follows:

WBS ID WBS Description

NPC/31221200/04/15/01-01 NPC/31221200/04/15/01/90017 (where 90017 is the CRM Work Order Number)

For Pole Connection Projects, user must provide the WBS Description carefully. Only ‘/’ must be given as delimiter and it must replace WBS Element serial no. with Work Order Number.

h) There will be a single WBS per Work Order.

i) Each WBS will have 2 Networks (for Material and Service respectively)

a) New Connection Material (Non Procurement Profile), b) New Connection Service (Procurement Profile)

j) Rest of the process will be same as Non Turnkey project.

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5. Important points to remember

1. User will mark only Installed Connections.

2. User need to generate Purchase Requisition (PR) and thereby PO (Tax will be included during PO creation) for New Connection activities; Issuance of PO using ME21N for New Service Connections is to be discontinued from 26-Nov-2015 (PS-PM Go Live).

3. While marking ZNCD, user must observe if Execution Cost field is populated (after SAVE) for Non Pole and Pole Underground (PUG) cases.

4. User must notify and raise a ticket if Execution Cost is not populated (except Pole Connections)

5. Non Pole Connections marked on day 1 in ZNCD will be reflected in Project Structure

(CJ20N) on day 2.

6. Only Non Pole connections with valid Execution Cost will be picked up by system and included in project structure automatically.

7. User must maintain a list of applications, while preparing Cost Estimation for a number of Pole Connections, to prevent duplicate entry of consumer details during forthcoming Estimations / Projects.

8. Cancelled Applications will be flown to ERP with Work Order Status 'C' and Issued Applications will have marking as 'I'.

9. User, if fills up details of a Non Pole Cancelled Application, it will be picked up by system and will Lock (AALK: Account Assignment Locked) the corresponding Activity.

10. If a cancelled application, picked up by system and the Corresponding activity is not found in project structure, it will be identified as an erroneous entry and ERP_STATUS field will become 'E' for such entry.

11. If a WBS (Non Pole) has already been released by user for payment processing and a pending application of the same Work Order arrives to ERP; system will pick it up and create a New Network under the same WBS automatically.

12. User needs to release the Network to create a New PR for pending applications of the same Work Order (WBS).

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13. User can always take advantage of PR Collection Indicator to group / segregate number of activities and collect PR as per convenience.

14. There will be a single WBS per (CRM) Work Order. It is recommended NOT to Release the WBS until all applications are captured under it.

15. There will be a parent WBS for any New Connection Project.

16. Parent WBS ID / Description will be same as Project ID.

17. Each Child WBS description will contain the Work Order Number at the end, prefixed by forward slash (/). For Pole cases, users have to ensure the same manually. Example: NPC/3314200/11/15/01/90060

18. For Pole Projects, user will create 2 Networks under same WBS (Work Order):

Material Network (Non Procurement Profile): User will create an Internal Activity and tag all required materials into it.

Service Network (Procurement Profile): User will create individual Service Activity for each consumer and fill up Service Specification Gross Price as per Erection Work Costing.

19. For Non Pole projects, Meters and other materials (if applicable) to be issued from store creating manual reservation; those will not be tagged to Project Structure.

20. For New Connection projects, there will only 2 Fixed Assets: a. Consumer Contribution Asset b. WBSEDCL Contribution Asset

21. For the Applications with Work Order Date Before 01.01.2019 user needs to select the Old Connection Type and Cable Type. Execution cost will be populated based on the old cable rate matrix (T-Code - ZCBLRATE).

22. For the Applications with Work Order Date Beyond 01.01.2019 user needs to select the NEW Connection Type (Marked as New) and Cable Type. Additionally user needs to specify the length of the cable and Additional Cost (If there is any). Execution cost will be populated based on the new cable rate matrix (T-Code- ZNEWCABLERATE). The logic for the calculation of the execution cost will be – Execution Cost = Cable Length * Rate per meter of Cable + Service Connection Cost + Additional Cost (If any).

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