PS-Full Turnkey msedcl Project

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1) Project Initialization [T-code: CJ20N]

i) Project Creation

ii) Creation of Top Level WBS Element

iii) Creation of WBS Element (for activity)

iv) Creation of Network if there is standard network then user can copy network

v) Assignment of Component (Materials)

vi) Project Estimate [T-code: ZPS_Estimate]

vii) Assignment of Estimate to Top Level WBS Element [T-code: CV01N]

viii) Notification Creation [T-code: IQS1; IQS2]

ix) BR Approval, MERC Approval [T-code: ZPS_BR; ZPS_PROMERC]

x) Project Budget Assignment to Top Level WBS Element

xi) User Status Release

xii) Budget Allocation to each WBS Element [T-code: IMCCP3]

xiii) Budget Release from each WBS Element [T-code: CJ32]

2) Project Execution

i) Project Release System Status Release

ii) Project Purchase Order Creation [T-code: ZPS_PO]

a) Creation of Material Purchase Order

b) Creation of Civil Purchase Order

c) Creation of Centages Purchase Order

iii) Material Receipt [T-code: MIGO; Mvt. Type: 103 and 105]

iv) Creation of Service Entry Sheet for Civil [T-code: ZPS_SES]

v) JMC Creation Material & Civil [T-code: ZPS_JMC]

vi) JMC Approval [T-code: ZPS_JMC01]

vii) Creation of RA Bill [T-code: ZPS_RABILL]

viii) RA Bill Approval [T-code: ZPS_RABILL01]

ix) Invoice Creation [T-code: ZPS_INV]

x) Service Entry Sheet Creation [T-code: ZPS_SES]

xi) Invoice Parking from FI [T-code: ZFI_PROJECT_INVOICE]

xii) Payment for Vendor (Invoice Posting) [T-code: MIR6]

xiii) Goods Issue (Consumption) [T-code: ZPS_GI]

xiv) WCR Creation [T-code: ZPS_WCR01]

xv) WCR Handing Over Taking Over [T-code: ZPS_WCR02]

xvi) WCR Approval [T-code: ZPS_WCR03]

xvii) Settlement AUC Creation [T-code: CJ88]

xviii) Project Closure

Full Turnkey Project Process Flow

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T-code: CJ20N Authorized Person: AE (Estimate) Click Create --- Project Project Definition: Check the relevant project code using T-code: OPSJ

First two letters of Project (To be provided by Creator) Next two digit will be Fiscal Year (To be provided by Creator) Last three digit value as 001 Project Serial No. (will be generated by System as under)

For Eg. IN-15-001 Enter this value at Project Definition and click Search

Pop-up Window will appear: Project Definition

Click Search System will propose next available No. For Eg. IN-15-014 Click OK Proposed No. will be seen as Project Definition in Project created Project Definition & Press Enter Goto Control Tab: Project Profile Goto Basic Data Tab: Plant Click Intermediate Save

PROJECT CREATION

IN-15-001

IN-15-014 Enter Details of the Project

Select relevant Project Profile from Dropdown List

Enter Plant Code

PROJECT IS NOW CREATED

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There are two methods for creation of top level WBS Element for Project: Method 1: Select Project under Project Structure Click on WBS Overview Goto Basic Data Tab: (Table will appear) Level WBS Elements Description 1 Top WBS(Same as Project Defination) (Same as Project Description) 1 1 1 At Serial No. 1

WBS Element Column: Enter Project No. (Same as Project Definition) Description Column: Enter Project Name (Same as Project Description)

& Press Enter Goto User Tab: Enter Scheme Name and Cost Data Date Goto Assignment Tab: Enter Costing Sheet (Search & select) Goto Custom Enhancement of Project (Made Mandatory): Select Project Definition in Project Structure Go to Cust. Enhancement and add necessary information of Project manually. Such as Phase of Project, Tender NO, Tender Cost, Percentage Quoted etc. Click intermediate Save Method 2: Select Project Right click Create WBS Element WBS Element will be created as IF-15-014.01 Delete .01 to save Top Level WBS Element at Project Level Goto User Tab: Enter Scheme Name and Cost Data Date Goto Assignment Tab: Enter Costing Sheet (Search & select)

Creation of Top Level WBS Element for Project

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Goto Custom Enhancement of Project (Made Mandatory) Select Project Definition in Project Structure Go to Cust. Enhancement and add necessary information of Project manually. Such as Phase of Project, Tender NO, Tender Cost, Percentage Quoted etc. Click intermediate Save There are two methods for creation of activity level WBS Element for Project: Method 1: Select Project under Project Structure Click on WBS Overview Goto Basic Data Tab: (Table will appear with project no. serial no. 1) Level WBS Elements Description 1 Top WBS(Same as Project Defination) (Same as Project Description) 2 Second Level WBS(TOP WBS.01) Activity Description 2 Second Level WBS(TOP WBS.02) Activity Description 1 At Serial No. 2

WBS Element Column: Enter Project No. with .01, .02, etc for each activity Description Column: Enter Activity Details for each activity WBS Element

& click intermediate save Note: We go on adding Second Level WBS in Level 2 only. We can add upto 999 Second Level WBS elements (Activities) Method 2: Select Top Level WBS Element Right click Create WBS Element WBS Element will be created as IF-15-014.01 Repeat for each activity WBS Element will be created as IF-15-014.02, IF-15-014.03, etc & click intermediate save

THE TOP LEVEL WBS ELEMENT IS NOW CREATED

Creation of Activity Level WBS Element for Project

THE ACTIVITY LEVEL WBS ELEMENTS FOR EACH ACTIVITY IS NOW CREATED

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Select the concern/ respective WBS Element created for activity Right click Create Copy Network Pop up window will appear (Copy from): Std. Network Search & Select relevant standard activity Click OK & intermediate save Select on respective Activity Click on Component Overview Click Edit in Toolbar Components Explode BOM Pop-up Window will appear (BOM selection): Material Plant Usage Click OK Pop-up window will appear (Copy Bill of Material Item) with all materials required for concern Activity Select all (or only required material) and click copy & click intermediate save

Creation of Network & Activity

THIS WILL CREATE INDIVIDUAL WBS ELEMENT WISE NETWORK & ACTIVITY

Creation & Linking Activity wise Material List

Enter Activity No.

Enter Plant Code

6 (Default Value)

THIS WILL LINK MATERIAL REQUIRED AS PER STANDARD ACTIVITY DATA TO PROJECT

ACTIVITY

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Important Note:

However, the material list added to each activity as above is a standard List of material

required for an activity. But many times considering the on-site situation the actual material

requirement may differ from standard material requirement.

Therefore, any changes in required material quantity shall be carried out in sap also.

Further if any material is not required, same shall be deleted as no zero quantity is accepted by

system. Also, if any additional material is required then same shall also be added in components

of respective activities.

Select respective Material under activity Goto Purch. Data Tab Requirement Qty & click intermediate save Select respective material in activity Right Click Delete & click intermediate save Select respective Activity and Click on Component Overview Total Tab (Table with already added Material List) will open Goto end of the material list and add material code in material column at last row of the table (Material can also be searched and selected by using F4)

Procedure for Change in Required Material Quantity

Change & Enter actual required Qty Unit

THIS WILL CHANGE MATERIAL REQUIRED QUANTITY

Procedure for Deletion of Material

THIS WILL DELETE MATERIAL FROM ACTIVITY

Procedure for Addition of Material not available in standard Activity

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A message will appear as Price cannot be maintained for given material. It means that we have to enter price of material added. There are two methods for adding the price. Method 1: If Price of material as per Cost Data or Tender is not known Select material Click on Purch. Data Tab click on Price/Currency Now click on Extras in Toolbar select Material Price Explore If Price is added then its OK, if price is not added or some error appears that Price of given Material cannot be determined then change the Cost Data Date of Top WBS Element and then repeat the procedure. The price will now be added for Given Material & click intermediate save Method 2: If Price of material as per Cost Data or Tender is known Select Material click on Purch. Data Tab click & enter Price as under Price/Currency Price Unit No Fix Price & click intermediate save Select respective activity click on Internal Tab Goto Execution Factor Now Goto Location Tab (if Location is already known) Enter Locations Details & intermediate save

Click Here INR

Enter Price manually INR

1

THIS WILL ADD PRICE OF MATERAIL REQUIRED WHICH IS NOT AVAILABLE IN STANDARD ACTIVITY

Procedure for including material for multiple Locations in one activity

Enter manually

THIS WILL INCLUDE ALL THE LOCATIONS, MATERIAL QUANTITY WILL BE AUTOMATICALLY CALCULATED AS PER NO. OF LOCATIONS

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Select respective activity click on Activity Element Overview click on Ext. Processing Tab (Table will appear) Check Service and add Description of Service required in Description Column & Press Enter Pop-up window [Element Detail data (Basic)] will open Click on Assignment Tab Window (Service Specifications: Ext. Specs Task List Maintain) will open and table will appear Search & select relevant service in Service No. column if available If not available then only enter details / short text of service manually Enter Quantity, Units as LS (by default), Gross Price Enter Cost Element as 40300105 (by default for Project) & Press Enter & Click back Pop-up window [Element details data (Basic)] will open Click OK (about 4 to 5 times) & click intermediate save. Select respective material in an activity click Purch. Data Tab Price/Currency & intermediate save

Procedure for adding additional service required for a given activity

THIS WILL ADD REQUIRED SERVICE IN THE ACTIVITY

Procedure for Changing Price of material


THE PRICE OF MATERIAL IS NOW CHANGED

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Select Top Level WBS Element Right Click Create WBS Element New WBS Element will be created Enter Description for New WBS Element & Press Enter Now Select New WBS Element Right click on WBS Element create Network Enter Description for Network & Press Enter Now Select Newly created WBS Element Right click on Network Create Activity (Internal) & Press Enter Select newly created activity click on component overview Table will open Enter Material code in material column or search and select required material Enter Quantity & Press Enter A message will appear Price Cannot be determined for material _________ It means that we have to enter price of material added. There are two methods for adding the price. Method 1: If Price of material as per Cost Data or Tender is not known Select material Click on Purch. Data Tab click on Price/Currency Now click on Extras in Toolbar select Material Price Explore If Price is added then its OK, if price is not added or some error appears that Price of given Material cannot be determined then change the Cost Data Date of Top WBS Element and then repeat the procedure. The price will now be added for Given Material & click intermediate save Method 2: If Price of material as per Cost Data or Tender is known Select Material click on Purch. Data Tab click & enter Price as under Price/Currency Price Unit No Fix Price & click intermediate save Repeat the above mentioned procedure for all material required in said activity

Creating Non Standard Activity (Manually)

Click Here INR


1

THIS WILL ADD NEW (NON-STANDARD) ACTIVITY TO PROJECT

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If the activity is to be created for amount of work in decimals For Eg. An activity is to be created for 4.5 Kms of HT Line. In this case, the Execution factor cannot be entered in Decimals as system will not accept decimal for Execution factor. Therefore, in this case, while linking the material to respective activity through BOM Explode, the same shall be done for the total quantity required i.e. 4.5 kms in above mentioned example and Execution Factor shall be entered as 1. Note: Some material will appear in Fraction when we enter decimal in required quantity, then we have change the material quantity as per our requirement of project. T-Code: ZPS_Estimate Authorized Person: AE (Estimate) DPR Creation window will open Project Number Selection Option

o Project wise o Activity wise o Civil Activity wise Select Relevant as per requirement o BOQ/Network wise o Project wise collective & Execute Pop-up window will appear (Print) Enter Output Device as LP01 (Default value) & click Print Preview Estimate/DPR will appear Enter T-code: PDF! and save the Estimate/ DPR in PDF format

Procedure for entering amount of work in Decimals

THIS WILL TAKE TOTAL WORK/QUANTITY UNDER PROJECT IN DECIMAL. ALSO, SAME

PROCEDURE SHALL BE FOLLOEW IF NO. OF WORK IN ANY ACTIVITY IS >= 1000

Procedure for Estimate/ DPR Creation

Enter Project No.

THIS WILL GIVE TOTAL ESTIMATE OF PROJECT WITH AMOUNT

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Select Activity click on milestone overview Table will appear Usage Column Enter 0002 or search & select Finish Execution Description Column Enter Description for Milestone Finish Date Enter Date upto which the work shall be Executed and completed & Press Enter Now Select Milestone Click Basic Tab Enter Milestone Quantity (Quantity shall be absolute Quantity and nor percentage of work to be carried out. The % symbol beside the box will be removed by zensar. & click intermediate save T-Code: CV01N Authorized Person: AE (Estimate) Create Document: Initial Screen Document Type & Press Enter Document Data Tab will open Description Click Open Original below for attachment of DPR (PDF File) saved earlier Browse and attach file To Lock the file; Right Click on Lock Symbol below on attached file and select Check In

Creation of Milestone for Activity

THIS WILL CREATE MILESTONE UNDER ACTIVITY. THERE CAN ALSO BE MORE THAN ONE

MILESTONE UNDER AN ACTIVITY

Assignment of Estimate (PDF) to Top Level WBS Element of Project

Search & Select DPR

Enter Description Eg. DPR For Project

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Pop-up window (Check in Document Vault) will open Check Vault and select the row below and click OK The Lock Open Symbol will be changed to Lock closed i.e. the file is attached in Zip Now click on Object Links & select WBS Element tab Table will open Enter WBS Element in column and Press Enter & Click Save {Note the Document No. created} ===== T-Code: IQS1 Authorized Person: AE (Estimate) Notification Type & Press Enter Create Claim: DPR Approval Goto Subject Tab WBS Element A message will appear The Currency for the cost is adopted from the Company Code Click OK Goto Subject Below: Description Subject Long Text Click on Document Attachment Tab: (Table will appear) TY Column Enter DPR or search & select

THIS WILL ATTACH THE PDF FILE OF PROJECT ESTIMATE TO TOP LEVEL WBS ELEMENT. SIMILARLY, OTHER TENDER DOCUMENTS, SUCH AS CONTRACTORS INVOICE,

DOCUMENTS, ETC CAN ALSO BE SCANNED AND SAVED IN PROJECT

Creation of Notification for DPR Approval

P1

Enter Project No.

Enter Details such as DPR Approval Process

Enter long text message or Email Content

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Document Column Enter Document No. Created earlier (marked as above) Press Enter & click save {Note Notification No. Created} T-Code: IQS2 Authorized Person: AE (Estimate) Notification & Press Enter Change Claim: DPR Approval __________ Click Send on right hand side of screen under Action Box Word Document will open for entering detailed message Click Send with Note: Note for Recipient Goto Recipient Tab (Below): Table will open Recipient column Enter User IDs one in each row as per requirement Recipient Type Column Keep it Blank Express Email column check wherever applicable CC Column check wherever applicable BCC column check wherever applicable Click send & save

THIS WILL ATTACH CREATE NOTIFICATION FOR PROJECT. THERE SHALL ALWAYS BE ONLY ONE NOTIFICATION PER PROJECT AND ALL THE COMMUNICATIONS SHALL BE

CARRIED OUT USING SAME NOTIFICATION NO.

Sending the Notification to other User/Partners

Enter Notification No. created above


THE NOTIFICATION WILL BE SENT TO INBOX OF RESPECTIVE USER ID

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When we select/open a project at Customer enhancement tab it is seen that following information is not editable:

i) MERC Approval No. ii) MERC Approval Date iii) Board Resolution No. iv) Board Resolution Date v) Cost approved in principally by MERC

The above mentioned fields are not mandatory. However, to link all project information with ERP (SAP), it is recommended to maintain the above mentioned field also as under: 1) Include Board Resolution Details in the Project:

T-Code: ZPS_BR Authorized Person: HO Level Project Board Resolution No. and Date Board Resolution Number Board Resolution Date Select Create & Execute Maintain Project BR No. and Date (Table will appear) Project Definition column Enter Project No. & Press Enter Select Row click Service of object (above) Create Create Attachment Browse and attach scan copy of BR (if available) Again click Service of object (above) send send object with note [To send notification of BR details inclusion in Project if required] Pop-up window (Create Document and Send) Note for Recipient

Goto Recipient Tab (Below): Table will open Recipient column Enter User IDs one in each row as per requirement

Including Board Resolution and MERC Approval Data in Project

Enter Board Resolution No.

Enter Board Resolution Date


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Recipient Type Column Keep it Blank Express Email column check wherever applicable CC Column check wherever applicable BCC column check wherever applicable Click send & save

2) Include MERC Approval Details in the Project: T-Code: ZPS_PROMERC Authorized Person: HO Level Project MERC No. and Date Fill details: MERC Approval Number MERC Approval Date

Select Create & Execute Maintain Project MERC Approval No. and Date (Table will appear) Project Definition column Enter Project No. & Press Enter MERC Approval Cost (Rs) column Enter amount approved by MERC Click services for object create Create attachment [To send notification of details inclusion in Project if required]

Pop-up window (Create Document and Send)

Note for Recipient Goto Recipient Tab (Below): Table will open Recipient column Enter User IDs one in each row as per requirement Recipient Type Column Keep it Blank

THE BOARD RESOLUTION NO. AND BOARD RESOLUTION DATE WILL APPEAR IN THE PROJECT AT CUST. ENHANCEMENT TAB

Enter MERC Approval No.

Enter MERC Approval Date


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Express Email column check wherever applicable CC Column check wherever applicable BCC column check wherever applicable Click send & save

Select Top Level WBS Element Goto Assignment Tab Go Below upto Assignment to Investment Program Position Investment Program Search & Select Relevant Project Budget Position ID Search & Select Relevant & intermediate save Select Project Click on Basic Data Tab Click on Symbol beside System Status Change Status: It will show Status as 1 Created Now Click on 2 ADPR - Approved DPR & click back Now User Status ADPR Click on Symbol beside System Status again

THE MERC APPROVAL NO., DATE AND COST APPROVED IN PRINCIPALLY BY MERC WILL APPEAR IN THE PROJECT AT CUST. ENHANCEMENT TAB

Project Budget Allocation to Top Level WBS Element

THIS WILL ASSIGN BUDGET FROM RESPECTIVE PLAN i.e. INFRA, DPDC, etc TO PROJECT

{TOP LEVEL WBS ELEMENT}

User Status Release of Project

i

i

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Click on 3 MERC - Approved by MERC & click back Now User Status MERC Click on Symbol beside System Status again Click on 4 BOQF BOQ Floated & click back Now User Status BOQF Click on Symbol beside System Status again Click on 5 REL Release & click back Now User Status REL & intermediate save T-Code: IMCCP3 Authorized Person: DyM (F&A) Transfer Plan to Project Budget Uncheck Test Run Project & Execute T-Code: CJ30 Change Original Budget Project Definition & Enter

i

i

THE PROJECT IS NOW RELEASED UNDER USER STATUS

Budget Allocation to Each WBS Element

Enter Project No.

THE BUDGET IS ALLOCATED TO EACH WBS ELEMENT

View - Budget Allocation to Each WBS Element

Enter Project No.

IT WILL SHOW THAT THE BUDGET HAS BEEN ALLOCATED TO EACH WBS ELEMENT

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T-Code: CJ32 Authorized Person: DyM (F&A) Change Release: Initial Screen Project Definition & click Release Change Release: WBS Element Overview Table will appear Select all (from below of table) Click Edit at Toolbar Click Copy view Pop-up window will appear Restriction Tab Select 11 Current Budget Pop-up window (copy view) will appear Percentage Select Overwrite & click OK & click save T-Code: CJ20N Authorized Person: EE (H.O.D.) Select Project Click Edit on Toolbar Status Release OR Cntrl + F2 & save Now System Status will be

Budget Release for Each WBS Element

Enter Project No.

100 %

THE BUDGET FOR PROJECT IS NOW RELEASED

Project Release System Status Release

THE PROJECT IS NOW RELEASED UNDER SYSTEM STATUS

REL

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T-Code: ZPS_PO Authorized Person: AE (Purchase) Project Purchase Order Creation Project No. Vendor Retention in Percent Select o % Below Est. Cost Select/ Check Relevant Field o % Above Est. Cost

% Quoted rate

Note: For At-Par Quoted rate select any of % above or below Est. Cost & Enter % Quoted rate as Zero (0). Select

o Material PO o Civil Work PO o Centages PO Note: Centages is applicable only on Material & click Execute {Note the PO order no. Generated} Repeat same for all three types of PO to be created.

Creation of Purchase Order

Enter Project No.

Enter Vendor No. or search & select same

Enter Retention %

Enter % rate below or above as quoted by the Vendor

Select any one relevant at one time and create separate PO for all three items (if required)

THE PURCHASE ORDERS ARE NOW CREATED FOR ALL THREE WORKS i.e. MATERIAL, CIVIL AND CENTAGES

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After creation of Purchase Order, if it is required to change the Quantity or Price of material or to add any activity then same can be done as under: 1) Open Project using T-code: CJ20N

Select Material or Service whose price or Quantity is to be changed click on Purch. Data Tab Change Price or Quantity as per requirement & Press Enter A Message will appear A Purchase order already exists for purchase requisition _______ Click OK Note:

While changing Price or Quantity in any activity a message appears Error in Commitment Check, it means that Budget has been exceeded. So in this case, supplement the budget and then repeat step (1) again as system will not allow saving changes made without supplement budget.

2) After release of supplementary budget and changing the price or quantity or addition of

activity, the purchase orders created earlier needs to be changed by PO Freezing as under: T-Code: ZPS_POFRZ Authorized Person: AE (Purchase) PO Change for Freezing Project Definition Select

o Material PO o Civil Work PO o Centages PO & Execute A Message will appear in Pop-up window Special PO ___________________ Changed Note: If Changes is made in Only Civil Activity Only Civil Po Shall be freezed Only Material Activity Material and Centages both PO shall be freezed Civil & Material Activity All three PO shall be freezed

Purchase Order Freezing

Enter Project No.

Select any one relevant at one time and create separate freezing for all three items (if required)

IN THIS WAY THE PO FOR EACH i.e. MATERIAL, CIVIL AND CENTAGES CAN BE CHANGED

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The procedure for release of supplementary budget comprises of four steps: 1) Allocation of supplementary budget to Top Level WBS Element T-Code: IM52 Authorized Person: DyM (F&A) Budget Distribution: - Investment Program Position ID Approval Year Goto Process Transaction (Below) Select Supplements Goto WBS Element From Project only & Execute Change Budget Distribution Supplements: Item Overview (Table will open) Add required Supplementary budget in supplement column at Sr. No. 2 i.e. for Project No. 2) Release of Supplement Budget to Top Level WBS Element

T-Code: CJ32 Authorized Person: DyM (F&A) Change Release: Initial Screen Project Definition & click Release Change Release: WBS Element Overview Table will appear Select all (from below of table) Click Edit at Toolbar Click Copy view Pop-up window will appear Restriction Tab

Supplementary Budget - Release

Search & Select

Enter Project No.

Enter Project No.

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Select 11 Current Budget Pop-up window (copy view) will appear Percentage Select Overwrite & click OK & click save

3) Transfer of Supplement Budget from Top Level WBS Element to Activity Level WBS Element

[Transfer/ Supplement of Budget (distributable) from Top Level WBS to Activity WBS]

T-Code: CJ37 Authorized Person: DyM (F&A) Change Supplement: Initial Screen Project Definition & click Supplement Change Supplement: WBS Element Overview Table will appear Add required amount to relevant activity WBS Element in Supplement Column & click save. 4) Release of Supplement Budget to Activity Level WBS Element T-Code: CJ32 DyM (F&A) Change Release: Initial Screen Project Definition & click Release Change Release: WBS Element Overview Table will appear Select all (from below of table) Click Edit at Toolbar Click Copy view Pop-up window will appear Restriction Tab

100 %

Enter Project No.

Enter Project No.

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Select 11 Current Budget Pop-up window (copy view) will appear Percentage Select Overwrite & click OK & click save T-Code: ME22N (For Changes in PO Order) Authorized Person: AE (Purchase) Click on Other Purchase Order Pop-up window (Select Document) o PO Select Relevant o Purchase Requisition & Press Enter Purchase Order will be displayed

i) Change in % Retention amount Click open Header Click on Payment Processing Tab Retention Retention Default Selection Change & Enter Required Value & click Save

ii) Change in % Above or Below Est. Amount

Click Open Header Click on Condition Tab Pricing Element (Table will appear) CNTY Name Amount ZPR2 % Below Est. Cost Change & Enter Required Value & click save

100 %

IN THIS WAY THE SUPPLEMENT BUDGET CAN BE GIVEN TO ANY ACTIVITY AS PER

REQUIREMENT

Change in PO - % Retention Amount; % Above or Below Est. Amount

H Applicable (Header Level)

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A message will appear in Pup-up window Enter reason for change of version, Enter requester for Version Click on Version Tab in Header and enter following value in tables top row:

Reason Column Search & select Text Freezing or any other details Requested By Enter User Id

& Save Repeat same for other Purchase Orders of Project T-Code: MIGO Authorized Person: Add.EE (M) I) MIGO (103) Display Material Document: - Select GR from Block Stck & click Execute List of material for project will appear

i) For Material from Within State Select First Material from Material Tab (Below) Select Item OK & Second Material in table OK column and then click Contents Button below This will select all the materials in the list. Now uncheck the material from outside state Goto General Tab (above) at Header Enter Delivery Note Goto MSEDCL Data Tab Go Below upto WS/OS Material Enter Value as 01 (for Within State) & click check, if no errors then click Post {Note Document No. created}

ii) For Material Outside State Repeat the MIGO Steps mentioned above upto display of list of material. Now only balance material [unchecked from Step (i) above] will appear i.e. only the material from outside state will be displayed.

THE % RETENTION AND % ABOVE OR BELOW EST. COST IN PROJECT WILL CHANGE

Material Receipt MIGO (103) & (105)

Goods Receipt Purchase Order Purchase Order No. 103

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Select First Material from Material Tab (Below) Select Item OK & Second Material in table OK column and then click Contents Button below This will select all the materials in the list. Now uncheck the material from outside state Goto General Tab (above) at Header Enter Delivery Note Goto MSEDCL Data Tab Go Below upto WS/OS Material Enter Value as 02 (for Outside State) & click check, if no errors then click Post {Note Document No. created}

II) MIGO (105)

MIGO (105) means the material received vide MIGO (103) has been checked & Tested and found OK. So, it is now being accepted. For material within State: Select & click Execute List of material for Project (within State Materials) will be displayed

Select First Material from Material Tab (Below) Select Item OK & Second Material in table OK column and then click Contents Button below

This will select all the materials in the list. Now click Check Message will appear at Pop-up window (Display Log) Maintain serial numbers for Quantity _______ Click on respective item No. Go to Serial No. Tab Enter Serial Number Repeat steps for all items Nos Displayed in Message & click Check; if no errors then click Post. {Note Document No. Created} For Material Outside State: Repeat the same procedure for Material outside state & Note Document No. Created

NOW, MATERIAL HAS BEEN ONLY RECEIVED AT VENDOR STORE LOCATION (V001). IT IS YET NOT TESTED, CHECKED NOR ACCEPTED

Release GR Blocked Stock Material Document Material Document No. No.

105

THE MATERIAL RECEIVED IS NOW ACCEPTED FOR EXECUTION OF WORK. THE SAID MATERIAL WILL NOW APPEAR AT JMC ALSO.

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T-Code: ZPS_SES Authorized Person: DyEE (O) Service Entry Sheet Creation: - Select Civil SES WBS Element Posting Date & Execute Civil Entry Sheet Creation (Table will appear along with the List of Civil Activity): - Here SES Qty is not editable and fixed at 1. So, if in a particular activity such as Land Development, the total Qty is say 6, then six separate service entry sheet will be created. Similarly, only one Row-activity at one time can be selected. (No multiple selections is allowed). Select relevant Row of activity and click Create {Note the Entry Sheet No. so created} Repeat for all required civil activity in all WBS Element having civil activity. T-code: ZPS_JMC Authorized Person: Section Incharge Joint Measurement Certificate: -

o Capital Full Turnkey o Capital Partial Turnkey o O&M Service Project Select relevant from

o Create (Select for creation of New JMC) o Change (Select for making changes in rejected JMC) o Display (Select to view created JMC)

Creation of Civil Service Entry Sheet

Enter WBS Element No. having Civil Activity

Enter Date

THE SERVICE ENTRY SHEET FOR CIVIL ACTIVITY IS NOW CREATED AND ONLY THEREAFTER CIVIL JMC CAN BE CREATED.

Creation of JMC (Joint Measurement Certificate)

Select Relevant as per Project Profile

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Create for: -

o Material Activity o Civil Activity Project Selection Criteria: - Project Definition Activity Code Network Number Network Item No. & Execute Joint Measurement Certificate Creation: - Fill the following Mandatory Details: Subdivision Enter Subdivision Code Section Enter Section code Location Enter Location of Work or Search and select if Location details

already entered in Project Name of Work - Enter details of Work carried out Work Finish Date - Enter actual work finish date Joint Measurement Date - Enter Actual JMC date Milestone - Select relevant milestone from drop down list & Press Enter Milestone date will now be automatically displayed Now, Enter JMC Quantity (actual measured) of each material in JMC table displayed below & click save {Note the JMC No. created}

Select relevant but in case JMC for both activities is to be created, select material activity prior to civil activity.

Enter Project No. & Press Enter

Search & Select Relevant Activity Code & Press enter

Will be automatically filled

Select relevant from drop down list

THE MATERIAL JMC IS NOW CREATED

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Civil JMC: - Only after creation of Material JMC, Civil JMC can be created as while creating Civil JMC, the system asks for Material JMC No. For creation of Civil JMC, use T-code: ZPS_JMC and repeat all the steps upto execution by selecting Civil Activity and Execute Joint Measurement Certificate Creation: - Enter Ref Material JMC No. Enter JMC no. Created above & Press Enter Remaining all fields will be filled automatically as filled while creating Material JMC Now, Enter JMC Quantity (actual measured) of each material in JMC table displayed below & click save {Note the JMC No. created} T-Code: ZPS_JMC01 Authorized Person: SDO JMC Approval: - JMC Number & Execute JMC Page will open. Check the JMC Quantity if OK then click Approve Else Reject with Remarks. In case the JMC is rejected, the creator has to change or correct the JMC using T-Code; ZPS_JMC by selecting Change option Entering Project Definition Entering JMC Number Thereafter, the corrected JMC is to be saved and same will again be available for approval from concern SDO by repeating above mentioned steps. Repeat the same for Civil JMC also.

THE CIVIL JMC IS NOW CREATED

JMC (Joint Measurement Certificate) Approval

Enter JMC No.

THE JMC IS NOW APPROVED AND JMC QUANTITY WILL NOW APPEAR IN RA BILL

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Note: 1) The JMC creation and approval procedure shall be carried out with due care as once JMC is

approved; the JMC Quantity cannot be changed at any level.

2) If in any activity there are both material & civil activities and if at certain location, only material activity work has been carried out and civil work is not required, then in such case both material and civil JMC has to be created and approved for said location by Material JMC with actual quantity and Civil JMC with zero Quantity otherwise the system will not allow creation of RA bill without Civil JMC.

T-Code: ZPS_RABILL Authorized Person: JE (O) Running Account Bill: - Note: 1) Single RA Bill can be created for Multiple JMCs of one Activity 2) While creating RA Bill, only Material JMC No. is entered as Civil JMC is already linked to

Material JMC during creation. On execution of RA Bill using Material JMC No., the Civil Work is automatically included in RA Bill

Select relevant from

o Create (Select for creation of New RA Bill) o Change (Select for making changes in rejected RA Bill) o Display (Select to view created RA Bill) Fill the Details: - Project Definition Activity Code Material JMC Number & Execute Running Account Bill Creation: - (Table will appear) Enter Quantity of material at RA Bill Qty column for within state (WS) or outside state (OS) RA Bill Quantity = JMC Quantity =< MIGO (105) Quantity The Cumulative RA Bill Quantity cannot exceed Total MIGO (105) Quantity

Creation of Running Account Bill (RA Bill)


Search & Select Relevant Activity Code & Press enter

Search & Select Material JMC No. & Press enter

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Civil activity by default will be shown zero 0 for outside state column as it shall be entered for within state only.

Click save {Note the RA Bill No. created} T-Code: ZPS_RABILL01 Authorized Person: SDO Running Account Bill Approval: - RA Bill Number & click Execute Running Account Bill Display: - Check the RA Bill Quantity if OK then click Approve Else Reject with Remarks. In case the RA Bill is rejected, the creator has to change or correct the RA Bill using T-Code; ZPS_RABILL by selecting Change option Entering Project Definition Entering RA Bill Number Thereafter, the corrected RA Bill is to be saved and same will again be available for approval from concern SDO by repeating above mentioned steps. T-Code: ZPS_INV Authorized Person: DyEE (O) Billing Invoice Certificate: - A single Invoice can be created for multiple RA Bill.

THE RUNNING ACCOUNT BILL (RA BILL) IS NOW CREATED

Running Account Bill (RA Bill) Approval

Enter RA Bill No. or search & select & Press enter

THE RUNNING ACCOUNT BILL (RA BILL) IS NOW APPROVED AND INVOICE CAN BE CREATED

Creation of Invoice

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Select relevant from

o Create (Select for creation of New Invoice) o Change (Select for making changes in Invoice) o Display (Select to view created Invoice) Fill the Details: - Project Definition RA Bill Number & Execute Billing Invoice Certificate: - Check all Details and if required following field can be filled:

Additional Deduction in % Reimbursement of Electrical Inspection fee RI Charges Other Charges

Accordingly, Net Payable amount will change. Check Posting Date & Click Save. {Note the Invoice No. Created} T-Code: ZPS_SES Authorized Person: DyEE (O) The value or amount of Centages will already be displayed in the invoice created above. But the invoice printing option will only be available after creation of Service Entry Sheet for Centages. Service Entry Sheet Creation: - Select Centages SES Fill Details: Project No.


Search & Select RA Bill No. & Press enter

THE INVOICE IS NOW CREATED AGAINST RA BILL

Creation of Service Entry Sheet (For Centages)

Enter Project No. & Press enter

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Invoice No. Network Number Network Item No. Posting Date & Execute {Note SES No. created} T-Code: ZPS_PROJECT_INVOICE Authorized Person: DyM (F&A) Invoice Parking for Project: -

o Within State Invoice (For WS Materials)

o Outside State Invoice (For OS Materials)

o Civil Work Invoice o Centages Invoice & Execute 1) Invoice Parking for Project (within state)

Enter Following details:

Invoice Number Enter Invoice Number [Mandatory]

Posting Date Enter Date [Mandatory]

Reference Enter Details (Any details) [Mandatory]

Text Enter Details (Any Details) [Mandatory]

Document Header Text Enter Details (Any Details) [Mandatory]

Baseline Date Enter Date (COD Date) [Mandatory]

Search & Select Relevant Invoice No. & Press enter

Will be automatically filled

Select relevant from drop down list

Enter Date

THE SERVICE ENTRY SHEET IS NOW CREATED AND SO THE PRINT OUT OF INVOICE CAN

BE TAKEN USING T-CODE: ZPS_INV AND SELECTING DISPLAY OPTION.

Invoice Parking

Select each at one time for Every Invoice Created

- 33 -

Due Date of Retention Enter Date including Warranty/ Guarantee Period [Mandatory]

Terms of Payment [Not Mandatory] & Execute {Note the Document Parked No. created} Repeat procedure for Outside State Material, Civil Work Invoice, Centages Invoice & and note the respective Document No. created.

T-Code: MIR6 Authorized Person: DyM (F&A) Invoice Overview Selection Criteria: - Document No. {Multiple document no. can also be entered} Goto Entry Type (Below): Select Held/Parked Go to Invoice Status (Below): Select Held Select Parked & Execute Invoice Overview: Invoice Document: - (Table will appear with all Document / Document No.) Click on Change Invoice button in row (Beside Document No.) Change Parked Invoice Document: - Click Simulate Pop-up window (Simulate Document in INR) will appear with List of Material or work Click back If Error is displayed, then change the amount such that the Balance in Right Corner is 0.00 & click simulate again Pop-up window (Simulate Document in INR) will appear with List of Material or work Click back

THE INVOICE IS NOW PARKED FOR PAYMENT

Invoice Posting

Enter Invoice Parked Document No. created above

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If no errors click Post Press enter for all the messages displayed in left hand corner below. T-Code: ZPS_GI Authorized Person: DyEE (O) Goods Issue for Project: - Project No. Invoice No. Posting Date & Execute {Note the Goods Issue Document No. created} Now, the Goods issued as above or Used against said invoice no. will not be available at Vendor Storage Location V001. T-Code: MBBS Authorized Person: DyEE (O) Valuated Sales Order and Project Stock: - Project No. & Execute Now, the Goods issued as above or Used against said invoice no. will not be available at Vendor Storage Location V001.

THE INVOICE IS NOW POSTED AND BLOCKED FOR PAYMENT

Stock Update

Search & Select Relevant Invoice No. & Press enter


Enter Date

THE STOCK IS NOW CONSUMED AND UTILIZED AGAINST ACTIVITY BILLED UNDER RESPECTIVE INVOICE


THE LIST OF UPDATED STOCK WILL BE DISPLAYED

Stock Display - View

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T-Code: ZPS_WCR01 Authorized Person: Section Incharge Work Completion Report: - Select relevant from

o Create (Select for creation of New WCR) o Change (Select for making changes in WCR) o Display (Select to view created WCR) Project No. Activity No. Material JMC No. & Execute Various Messages will be displayed Press Enter for every message Work Completion Report Creation: -

Enter Following details:

Enter Functional Location Enter Functional Location details [Eg. M-Z057-C600-D605-SDN262-DTC426310]

Work Completion Date Enter date of completion of work

Electrical Inspection Date Enter Date

Commission Date Enter Date

Nature of Buss. Enter Supply Goto Table below Enter Material Quantity in Actual Quantity Column

& click save

{Note the WCR No. created}

Creation of Work Completion Report (WCR)

Select Relevant

Search & Select Relevant Activity No. & Press enter


Search & Select Relevant Material JMC No. & Press enter

THE WORK COMPLETION REPORT IS CREATED

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T-Code: ZPS_WCR02 Authorized Person: SDO Work Completion Report: - WCR Number & click Execute Work Completion Report Change HOTO Date & click Save T-Code: ZPS_WCR03 Authorized Person: EE (HOD) Work Completion Report: - WCR Number & click Execute Work Completion Report Change & click Approve & save

WCR HOTO (Handing Over & Taking Over)

Enter WCR No. Created or Search & Select same

Enter Date

THE WCR HOTO TRANSACTION IS COMPLETE AND WCR IS READY FOR APPROVAL

Work Completion Report (WCR) - Approval

Enter WCR No. Created or Search & Select same

THE WORK COMPLETION REPORT IS APPROVED

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[Tagging All work under said activity in completed satisfactorily] T-Code: CJ20N / CN25 Authorized Person: DyEE (O) There are two methods of Activity Confirmation: - Method 1: T-Code: CJ20N Select respective activity click Edit on Toolbar Activity Confirm Enter Network Confirmation: - Short Description Processing Goto Confirm Actual (Below) Confirm Actual & click save Method 2: T-Code: CN25 Enter Network Confirmation: - Network Activity Pop-up window will appear Click Confirmation & Save

Activity Confirmation

Enter Details

100%

Date Date Qty Value Unit

Enter Network No.

Enter Activity No. (Eg. 0010)

THE ACTIVITY IS NOW CONFIRMED AND NO FURTHER WORK CAN BE CARRIED OUT UNDER THIS ACTIVITY

- 38 -

T-code: CJ88 Authorized Person: DyEE (O) Actual Settlement: Project / WBS Element/ Network: - In our Project, the cost is always assigned to respective WBS Element and so in the page displayed only WBS Element No. of the activity (to be settled) is to be entered/ filled. Project No. and Network Details are to be kept blank. Project Keep Blank OR WBS Element OR Network Keep Blank Go below and select With Hierarchy With Orders Goto Parameters (below) Settlement Period Month No. starting from April of respective Financial Year (Eg. For July Enter Value as 04) Fiscal Year Enter Year of Settlement Processing Type 1 Automatic For Partial Settlement by Technical Person Then 8 Full Settlement For Full Settlement by (F&A) Person Test Run Check for Test Run to see if any errors occurs, if no error occurs, uncheck for final run. & Execute

Project Confirmation (One Activity WBS Element at One Time)

Enter WBS Element No. of Activity

1 Automatic

- 39 -

Actual Settlement: Project/WBS Element/Network Basic List: - Check for Errors in Max Message Type column in Processing Option, If no errors, then click save. T-code: CJ8G Authorized Person: DyEE (O) Actual Settlement: Projects/ WBS Elements/ Networks: - Selection Variant Click Create ABAP: Variants Initial Screen: - Selection Variant Click Create Pop-up window (ABAP: Variants) will appear: Create Variant & click Create Pop-up window (Enter Profile) will appear: Database Prof & click OK

THE WBS ELEMENT OF ACTIVITY IS NOW FULLY / PARTIALLY SETTLED BY TECHNICAL /

F&A PERSON

Project Confirmation (Multiple Activity WBS Elements at One Time)

Enter Details

000000000001

- 40 -

Edit Variant: Report RKPSELOO Variant _____________ WBS Element TO Enter Range of WBS Element No. OR Click for Entering Multiple WBS Element No & Click Attributes Variant Attributes: - Description & click save Then Go Back upto Initial Page Actual Settlement: Projects/ WBS Elements/ Networks: - Selection Variant Search & Select created Variant Settlement Period Month No. starting from April of respective Financial Year (Eg. For July Enter Value as 04) Fiscal Year Enter Year of Settlement Processing Type 1 Automatic For Partial Settlement by Technical Person Then 8 Full Settlement For Full Settlement by (F&A) Person Test Run Check for Test Run to see if any errors occurs, if no error occurs, uncheck for final run. & Execute

Enter Description

1 Automatic

- 41 -

Actual Settlement: Project/WBS Element/Network Basic List: - Check for Errors in Max Message Type column in Processing Option, If no errors, then click save. T-code: CJ20N Authorized Person: EE (HOD) Open Project Select Project Click Edit on Toolbar Status Close Set & Save Note: Only Budget amount in excess to amount under Assigned column of respective activity WBS Element can be transferred at max. The procedure comprises of three steps as under: 1) Unrelease of Budget in respect of First Activity WBS Element T-code: CJ32 Authorized Person: DyM (F&A) Change Release: WBS Element: - Copy Amount under Assigned column of the activity WBS Element from where amount is to be transferred and paste the same to its respective release column. This will release only assigned column value to that activity WBS Element and remaining amount will be kept as unreleased and this unreleased amount can be transferred to another WBS Element. & click Save The balance amount i.e. difference between Current Budget (before unrelease) and amount

THE WBS ELEMENTS OF MULTIPLE ACTIVITY ARE NOW FULLY / PARTIALLY SETTLED BY

TECHNICAL / F&A PERSON

Project Closure

THE PROJECT IS NOW FLAGGED AS CLOSED FINAL CLOSURE OF PROJECT

Budget Transfer from One Activity WBS Element to another Activity WBS Element

- 42 -

at Assigned column is available for transfer to other WBS Element activity. 2) Transfer of Budget from First Activity WBS Element to Second Activity WBS

Element T-code: CJ34 Authorized Person: DyM (F&A) Transfer Budget: Initial Screen Select Overall Values too & Press Enter Transfer Budget: List Screen [Table will appear]: - Sender WBS Element column Enter WBS Element No. from where budget is to be

transferred Receiver WBS Element column Enter WBS Element No. to which Budget is to be

transferred Amount Column Enter Amount to be transferred Click check (for checking of error); if no errors, click save The amount is now transferred to current Budget of Second Activity WBS Element where budget was required. 3) Release of Budget in respect of Second Activity WBS Element T-code: CJ32 Authorized Person: DyM (F&A) Change Release: Initial Screen: - Project Definition & click Release Change Release: WBS Element Overview: - Table will appear Select all (from below of table) Click Edit at Toolbar Click Copy view Pop-up window will appear: Restriction Tab Select 11 Current Budget

Enter Project No.

- 43 -

Pop-up window (copy view) will appear: Percentage Select Overwrite & click OK & click save Note: Only Budget amount in excess to amount under Assigned column of respective activity WBS Element can be returned at max. The procedure comprises of two steps as under: 1) Unrelease of Budget in respect of First Activity WBS Element T-code: CJ32 Authorized Person: DyM (F&A) Change Release: WBS Element: - Copy Amount under Assigned column of the activity WBS Element from where amount is to be transferred and paste the same to its respective release column. This will release only assigned column value to that activity WBS Element and remaining amount will be kept as unreleased and this unreleased amount can be returned to Top Level WBS Element. & click Save The balance amount i.e. difference between Current Budget (before unrelease) and amount at Assigned column is available for return to Top Level WBS Element activity. 2) Return of Budget to Top Level WBS Element T-code: CJ38 Authorized Person: DyM (F&A) Change Return: WBS Element Overview: - Project Definition & click Return

THE ADDITIONAL AMOUNT IS TRANSFERRED TO SECOND ACTIVITY WBS ELEMENT AND IS

NOW RELEASED

100 %

Budget Return from Activity WBS Element to Top Level WBS Element

Enter Project No.

- 44 -

Change Return: WBS Element Overview: - Enter amount to be returned to top level WBS in the Return Column of respective Activity WBS Element from where budget is to be returned. Click check (for checking of error); if no errors, click save Note: Only Budget amount in excess to amount under Distributed column of Top Level WBS Element can be returned at max. The procedure comprises of two steps as under: 1) Unrelease of Budget in respect of Top Level WBS Element T-code: CJ32 Authorized Person: DyM (F&A) Change Release: WBS Element: - Copy Amount under Distributed column of the Top Level WBS Element from where amount is to be transferred and paste the same to its respective release column. This will release only Distributed column value to the Top Level WBS Element and remaining amount will be kept as unreleased and this unreleased amount can be returned to IM. & click Save The balance amount i.e. difference between Current Budget (before unrelease) and amount at Distributed column is available for return to Top Level WBS Element activity. 2) Return of Budget to Top Level WBS Element T-Code: IM52 Authorized Person: DyM (F&A) Budget Distribution: - Investment Program Position ID Approval Year

THE AMOUNT IS RETURNED TO TOP LEVEL WBS ELEMENT UNDER DISTRIBUTABLE

COLUMN

Budget Return from Project to Investment Management (IM)

Search & Select

- 45 -

Goto Process Transaction (Below) Select Return Goto WBS Element From Project only & Execute Change Budget Distribution Supplements: Item Overview (Table will open) The amount under Distributable Column of WBS Element can be returned back to IM i.e. Investment Management at max. Enter amount to be returned back to IM (max upto Distributable amount of WBS Element) at Return Column of WBS Element. & Press Enter You will see that amount is reduced in Distributable column of WBS Element (Project) and added to Distributable Column of IM (Scheme) & click Save Note: - The Budget from multiple projects can also be returned back to IM at one time. For this purpose, perform Step (1) as mentioned above i.e. T-code CJ32 in respect of all the projects and then use T-code: IM48. The table with multiple projects will appear. Enter respective amount of project to be returned back to IM at Return Column of respective Project WBS Element.

Enter Project No.

THE AMOUNT IS RETURNED TO BACK TO INVESTMENT MANAGEMENT (IM) FROM PROJECT

Documents

PS-Full Turnkey msedcl Project