PREFACE

Gujarat Energy Transmission Corporation Ltd, GETCO, was formed in 1999 and was registered under the Companies Act 1956. GETCO Commenced commercial operations from April 1, 2005 and was notified as the State Transmission Utility (STU) by the Government of Gujarat(GOG). GETCO as the STU is entrusted the task of transmitting power generated in the State from generating stations to the destination of load centers. The bulk power generated at various generating stations in the State and the share of Power generated by Central Sector Stations is transmitted by GETCO to Distribution companies at various interface points in the State through an extensive network of 400KV, 220KV, 132KV and 66KV transmission lines and substations. GETCO carries energy to all the six distribution companies in State. GETCO’s journey after the unbundling process from 2005 onwards has been on right path fulfilling the objective of separate entity as Transmission Utility of State. Confidence and support of stake holders and Government is noteworthy and we are committed to fulfill their expectations. We have made uniform growth in all functional areas of our transmission business with an objective of long term sustainability. Operation and Maintenance of transmission network like a backbone and blood in human body, has been very vigilant and alert with its aged inherited assets to maintain System Availability and contain transmission losses. Power handling capacity of network has gone up from 7587 MW to 13105 MW since 2005 and to operate this network with utmost dexterity, network expansion programme has to support timely. GETCO is building massive network for transmission of bulk power in forms of EHV transmission lines & substations. For reliability & safe operation of grid, quality products & inspection procedure can not be over emphasized. To ascertain the quality of equipments / material a team of Engineers for inspection and separate QUALITY department has been formed. Further GETCO believes in enhancing the synergy within company as well as with the supplier / vendor and consider them as partner of success. To achieve the same GETCO has developed Software Package “ICMS - Inspection Call Management System” which manages approvals of Drawings, Type Test, Manufacturing Quality Plan and Inspection management under one common platform. It is hoped the benefits of ICMS would allow the vendors, on the one hand for timely submission and approval and on the other hand will give them room to concentrate on quality of equipments and timely delivery. S. K. Negi Managing Director,

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USER GUIDE FOR INSPECTION CALL MANAGEMENT SYSTEM INTRODUCTION : GETCO has developed software for inspection call management which includes on line submission of Drawing, Type tests, Manufacturing Quality Plan against purchase orders issued by GETCO as well as materials to be supplied against Engineering, Procurement & Commissioning (EPC) contracts. And for the same at present following procedure is being followed.

IMPORTANT POINTS FOR SUPPLIER :

� After placement of Purchase order by GETCO vendor have to login with their login ID & Password (same will be informed separately). Vendor have to change password first & then have to submit Mail ID & Mobile No. on which mail & SMS will be sent.

� On login vendor can see all the orders placed on him only, then have submit Bank Guarantee, Drawings, balance Type Test if any, Manufacturing Quality Plan.

� Please note that on submission of all the balance type test, GETCO will

approve the same. Further submission of hard copy of Type test is mandatory being important document.

� GETCO will approve Drawings, balance Type Test & Manufacturing Quality Plan. Same will be informed by Mail also.

� In case if there is any point in the same, point will be informed to vendor for compliance.

� On all the compliances GETCO will approve Drawings, Type Test & MQP (As stated above).

� For stage inspection it is mandatory to get approval of required Drawings for stage as defined in this software.

� If proto inspection is required before offering final inspection as per A/T then all the required drawings shall be got approved before offering proto inspection. After approval of proto, final inspection can be offered.

� Final inspection can not be offered where stage inspection is pending (In

case where stage inspection is must).

� Please do not share your login ID & password to any as it can be misused.

� Inspection call can be raised before minimum 15 days from schedule date of inspection.

� On submission of inspection call, GETCO will assign the same to inspector & mail as well SMS will be issued to GETCO inspector, as well as to vendor regarding deputation.

� Once inspection call is submitted it can be modified for scheduled date of inspection & Quantity offered before One week from scheduled date of

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inspection. Thereafter any changes can not be allowed as GETCO inspector have planned for inspection.

� Vendor have to submit routine test reports before Three days from

scheduled date. In case of repeated failure in submission three times, GETCO will cancel the call and same will be referred in Vendor Evaluation.

� If validity of bank Guarantee or Delivery period is over system will not allow to raise call & mail will be generated.

� On completion of inspection GETCO inspector will submit inspection

report online. GETCO will issue Material Dispatch Clearance Certificate (MDCC) for preparation of Dispatch Instruction. Material Dispatch Clearance Certificate will be of two Type (1) Commercial MDCC, in case where all the accessories are ready at the time of inspection & inspected. (2) Non Commercial MDCC, in case where all the accessories are not ready , for example if isolator is ordered with structure if only isolators are offered & inspected then Non Commercial MDCC will be issued. Against which material can be dispatched as per Dispatch Instruction but no payment will be released.

� On completion of inspection as per order quantity vendor can not raise

further inspection call. In case damage during transit, shortfall at store or in case non acceptability at store due to any reason. Vendor have to approach Procurement deptt. of GETCO with relevant documents to revise the quantity in this programme enable to raise inspection call.

Login menu is as below.

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On receipt of Purchase order vendor have to login and can see all the orders placed in favor of him. Out of vendor have to select the required order to submit balance Type Test reports if any, MQP and Drawings for approval.

The screen shot for PO/LOI status, to check the status of order click against PO.

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From this menu the vendor can know the status of Bank Guarantee, Drawing, MQP and Type Test. On submission & approval from GETCO vendor can raise inspection call. For submission of type test select type test management.

Click submit type test and same way for Drawing & MQP management.

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On submission of any drawing, MQP or Type Test, the server will generate mail to vendor regarding receipt of documents to GETCO & will also generate the mail to GETCO regarding availability of documents for approval on line. GETCO will scrutinize the Drawings & if any point /comment to be conveyed to vendor will attach or mark the same on PDF file and send back to Vendor for necessary correction, through mail. Vendor shall comply points / make corrections and resubmit after login. GETCO will approve Drawing, MQP or Type Test and the Vendor can raise the inspection call. STEP : 1

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For submission of inspection call vendor have to select type of inspection call, like stage , proto type and final etc.

STEP : 2

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STEP : 3

Before three days from schedule date of inspection vendor have to submit routine test reports by selecting routine test report management.

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Important : Interlock is there for log in the inspection call w.r.t. the inspection date (i.e. minimum 15 day time period required for log in for inspection call against date of inspection). Cancellation of inspection call : Vendor can not cancel the inspection call if Seven days are left up to schedule date of inspection. Before seven days from schedule date of inspection he can cancel the call in case any unavoidable circumstances. On inspection call submission by vendor through our web site, a mail will be generated by system to inspection wing regarding submission of inspection call by Vendor. Call No. will also be generated by system and can be seen by vendor also. Submission of inspection report: Inspector will carryout inspection and will submit reports in PDF format by ICM application through web. On receipt of inspection reports inspection wing will prepare auto numbered MDCC to project Department through system. MDCC : MDCC will be of two type, One is Commercial MDCC in case of all the parts of offered item are inspected & are as per GETCO’s requirement. If any part / accessory is not ready for inspection Non commercial MDCC will be issued. On which GETCO will issue Dispatch Instruction & vendor can dispatch the material at site but can not get payment. Commercial MDCC can be issued only on inspection of all the accessories. For example if Breaker is ordered with Clamp connectors & structure and only breaker is offered for inspection then Non commercial MDCC will be issued.

Benefits of the software to vendors :

(1) Hassle free. (2) Vendor can submit drawings, type tests & manufacturing quality plan,

inspection call etc. from their office only, means procedure will be very fast then existing.

(3) Easy monitoring of drawing approval, Type test, MQP & Inspection call flow by vendor as they can see status on line.

(4) Vendors need not to follow up for tracing their approvals, call status etc. (5) This will eliminate assumptions / apprehensions from both sides, due to

transparent on line procedure.

IF YOU HAVE ANY DIFFICULTIES PLEASE GO ON “ SUPPORT “ AND SUBMIT YOUR DIFFICULTY.