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BSNL
Approved By
Track Lead (BSNL)- Mr. Raj Kumar
Track Lead (HCL)- Mr. Rajesh Jain
Consultant (SAP India) Mr. Nitin Bhardwaj
22-Jan-10
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Version Control
Date
Version
1.0
1.1
2.0
2.1
Author
Rajeev Sharma/Gaurav
Verma/Pawan Yadav,
Amit Gandhi, Shambhu
Sarkar
Rajesh Jain
Rajesh Jain, Rajeev
Sharma/Gaurav
Verma/Pawan Yadav,
Amit Gandhi, Shambhu
Sarkar
BSNL/HCL ERP/SAP
INDIA
Change Description
Draft
Review
Final Submission and agreement
22-Jan-10
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Table of Contents
1.
1.1
1.2
1.3
1.4
1.5
1.6
SYSTEM CONSIDERATIONS.......................................................................... 19
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
INTERFACE REQUIREMENTS:-.................................................................. 23
2.10
2.11
2.12
ANNEXURE:- ............................................................................................... 24
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1. General Explanation:Bharat Sanchar Nigam Ltd. formed in October, 2000, is World's 7th largest
Telecommunications Company providing comprehensive range of telecom services in
India: Wire line, CDMA mobile, GSM Mobile, Internet, Broadband, Carrier service,
MPLS-VPN, VSAT, VoIP services, IN Services etc. BSNL has installed Quality Telecom
Network in the country and is now focusing on improving it, expanding the network,
introducing new telecom services with ICT applications in villages and winning
customer's confidence.
Civil Wing in BSNL is responsible for providing & maintaining vital infrastructure for
providing Telecom services. Civil Wing has to support all BSNL function groups for
development of their civil infrastructure.The Civil Wing cadre in all these setups is being
maintained by BSNL.
The Civil Wing is responsible for:
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IM STRUCTURE
For NB Projects
NB Projects
Below
Hierarchy will
be same as
describe under
KTK Circle
MAH Circle
KTK Circle
Comm.
Exploitations
Ext Works
Civil Works
Electrical
Works
Gujarat Circle
Below
Hierarchy will
be same as
describe under
KTK Circle
USO (IP)
Civil Works
Electrical
Works
b) The system should have a provision to capture the Action Plan in the system as per
the targets assigned by corporate/circle.
c) As is Process: - For external projects/Comm. Exploitations of existing lands &
building the funds requirement is allocated from the circle or corporate as per the
requirement as and when the project comes. This process in current scenario is
done on adhoc basis.
To Be Process: - There shall be an IM structure created in the system (captured as
above) wherein the corporate shall allocate the funds as per the action plan. This
fund or budget is given to meet the cost on account of EMD or PBG and any cost for
executing the External Projects/ Comm. Exploitations of existing lands & building.
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Approval mechanism for inquiry is required to approve the same based on approval
hierarchy of BSNL.
Separate billing provision for Services & Material.
Requirement is there to capture the Service tax only (for Composite service tax
billing) where-in the service tax is charged as applicable.
Validation for the approval of Price/Cost Sheet in inquiry before Contract creation.
1.1.2.3 Release Order requirements:a) Release Order is required to be created based on project.
Release Order should be referring to the contract based on the quantity and
values both.
b) Two separate release orders pertaining to Deposit work/ PMC work may refer to one
contract.
1.1.2.4 Outbound Delivery requirements:a) Outbound delivery is required for following processes:
1.1.2.5
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a) Project Structure (External) shall be created as per the below hierarchy including
Project Definition, WBS Elements and Different Activities:-
Note: The above is just an indicative of the PS Structure further WBS, activities
and Milestone can be added at the time of realisation phase as well as at the
execution phase.
b) Individual Site wise Project structure shall be created by Executive Engineer - civil,
each project shall be containing the following information at the time of creation:
Field Name (all mandatory)
Example of Values
PMC
Type of Work
Deposit
Turn Key
Office/Admin Building
Staff quarters
technical building
training Centers
Auditoriums
Lab
Towers
Others
Type Of Project
Guest House
Note: - Name of the customer shall be picked up from the Sales Order to the
Projects.
c) Organizational elements such as Company Code, Business Area and Profit centre
are mandatory field which are require to be entered at the time of creating the
project.
d) Project Coding shall be as follows:-
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1.2. To Be Process Description:1.2.1 Lead Creation & Tracking :a) Different Inquiry document types will be created to capture External Civil Inquiry
Process.
b) The inquiry will be validated for a defined period.
c) There will be approval mechanism to approve the inquiry, provision for attachment
for the price sheet will be there (Word/Excel/PDF); this approval will be based on
user status.
d) There will be SAP manual workflow (option to select the user id of recipient) for
approval of Inquiry/quotation. Approval (validation) from the competent authority of
inquiry will be required before quote/ Bid submission. An Approval mechanism for
inquiry will be provided to approve the same based on approval hierarchy of BSNL.
e) Material and Services are to be captured as separate line items. Composite Service
Tax will be charged on the entire value of work/service where no bifurcation is
available for material and service value.
f) Sales tax will be charged on the price of material delivered whereas Service tax will
be charged on services offered.
g) Quotation will be created with the reference to inquiry.
1.2.2 Contract Creation:a) Successful quotation/Bid will only be converted into contract. The contract document
structure will be uniform for all contract type irrespective of Deposit work or PMC
work.
b) Contract will be having a validity period.
c) Following data will be copied from quotation to contract document,
Sold to Party (Customer placing the order)
Ship to Party (Project Site)
Material Code & quantity(for material to be delivered)
Material Code (for services to be offered and quantity if required)
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d) Pricing:
Material value will be captured based on approved material prices.
In case of material, Sales Taxes e.g. CST and VAT to be captured.
For Installation of material, Service tax will be applicable.
Any special tax applicable will be captured as manual condition type.
A separate line item to be created for the total contract Value where bifurcation is
not available for material value and Installation value (For Composite service tax)
BSNL to provide the details of various existing & required pricing structures to be
configured in the system.
e) Project will be executable at multiple sites referring to same contract. This means
that consignee details captured in the system shall be such that the state specific
sales taxes can be captured in case the sites are in different states.
1.2.3 Creation of Release Order:a) Release Order will be created with reference to Contract. There will be two type of
civil release order.
Deposit Work Order
PMC Work Order
Note: - Different order type will be use to identify the type of work for sales analysis
purpose.
b) Following data will be copied from Contract to Release Order Document
Note: - The Contract reference (value or quantity) will be mandatory for creating any
work order.
c) Required Project (WBS) will be assigned in the work Order for capturing of Planned
Revenue.
d) Defined Milestone (created in project based on the agreed terms and condition) will
be copied from Project to Releases Order.
e) Following billing scenarios will be provisioned,
Milestone based billing(fixed milestone)
Cost + Margin billing
Invoice for Consultancy charges. (Charges for validating vendor invoice)
Delivery based billing
1.2.4 Creation of Outbound Delivery:Note:- The below mentioned scenarios do not exist in the As-IS process , but the provision is
kept in the system to take care of the invoicing.
Two scenarios will be addressed,
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2. Cost + Margin billing : In this billing scenario, total cost consumed in project will be billed with certain
margin to customer.
In this billing process any authorized billing user will see the cost accumulated in
project by running a report CJI3. By adding defined margin (as agreed in the
contract) in project cost. Accordingly release order will be created and billing shall
be generated referring to the Work order.
3. Invoice for Consultancy Charges(PMC Scenario): Some cases BSNL provide consultancy to end customer for validating vendor
works. In this scenario vendor send invoice to BSNL for validation. Based on work
completion, BSNL verify and validate the vendor invoice and send to customer
with his consultancy charges in separate invoice.
4. Delivery based billing:Note: - The below mentioned scenarios do not exist in the As-IS process , but the provision is
kept in the system to take care of the invoicing.
In this billing scenario, total delivered material value shall be billed (Directly issued
material from BSNL stock).
Customer A/c
Dr.
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Revenue A/c
Sales taxes A/c
Cr.
Cr.
In order to meet the funds requirement for the External projects the corporate shall
be giving the circle wise funds under the Civil head (as per the IM structure). This
shall be in line with the proposed targets. For the details of the same please refer to
the FI BBP document no. BSNL_BBP_FICO_CAPEX_IM_PROCESSES_V1.0
1.2.8 WBS Costing and budgeting by Civil Wing: a) In case of external projects a Preliminary estimate (if required) otherwise a detailed
estimate shall be created at the initial level only. To assist in preparation of cost
estimate information shall also be available from SAP on the updated purchase price
of the services on a real time basis for the same or different circles as well as the
DSR item codes.
c) After creation of Cost estimate the user status (User status is a functionality in SAP
system to update the progress of project by an authorized person) is changed to
Cost Estimate Created by authorized civil wing person.
d) Next step will be the roll up of the cost to IM position in the system to be done by
Civil Finance wing which will ensure that the cost estimate is visible in line with the
budget at the respective IM Position.
e) Budgeting:- Budgeting (to be read in conjunction with the funds allotment )shall be
done as per the cost estimate (either more or less) to the work package or the WBS
element. The expense in such case shall not be possible to be exceeded beyond
10% of the budgeted values. This is in line with the BSNL policy of expense control.
f) In case the value of estimate is beyond 10% of the approved value (while execution)
then additional /supplementary funds shall be asked for by the Executive Engineer
(or the defined authorized personnel of Civil wing)from the concerned as per the
competence.
g) Civil Finance wing (as per the competence) on receiving the request for additional
fund shall provide the necessary funds from the IM structure and intimation shall be
given to the Executive Engineer (or the requesting authority) on the same.
Note: The funds approval related to each WBS element shall be as per the financial
powers of the concerned official in line with the BSNL policies.
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The information flow shall be by means of manual workflow (SAP Mail) where-in
based on the cost estimate the sender selects the username /User ID of the
recipient and automatically sends the cost estimate via the SAP Mail.
1.2.9 Project Execution:a) The execution process starts with the information of project concurred and
approved being available to the CE/SE/Executive Engineer (or the defined
authorized personnel of Civil wing) through the SAP workflow mail.
b) After getting the FI concurrence the project is released by the competent authority.
Release of the project shall mean that now only the logistical processes can be
initiated from the project
c) If required the Detailed Drawings, Detailed estimate shall be prepared internally else
the PR no. shall be generated on the Civil WBS element and the tendering process
shall follow. The subsequent process is as captured in the MM BBP Document No.
BSNL_P1_ALL_BBP_MM_PUR
d) Recording Project Progress:-System shall be configured to capture the following
key information for Civil WBS element by either a user status, Milestone or through
normal logistical transactions so that the project progress is available.
Sr No
Key Information
PS Object
1
Survey of the site
Activities
2
Layout/Preliminary Drawings
User Status
3
Approval from Municipal Authorities
User Status
4
Details arch drawings
User Status
5
structural drawings
User Status
6
soil investigation
Milestone
Milestone
7
Horticulture work/land scaping
Milestone
8
Foundation
Milestone
9
Slab Completion
Milestone
10
Building Use Permission
Milestone
11
Structure Completion
Milestone
12
Internal work completion
Milestone
13
External Development
Disclaimer: - Above list can be further modified as per the project monitoring at the
time of project execution.
e) Services Entry against the Service Order/work order (MB):- The services shall
also be recorded in the system by the JTO/SDE as per the MM process captured in
BBP Document no. BSNL_P1_ALL_BBP_MM_PUR to record the project progress.
f)
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1.2.10 Project Closure:a) On getting the inspection done the individual WBS element is set a status as
TECO. Or Technical Complete, this status shall signify that the work is technically
complete. The concerned site-in-charge or Executive Engineer shall change the user
status to Hand over done.
b) Finance team settles all the expenses and Revenues related to Project.
c) Civil Wing team monitors the Defect Liability period information and confirms the
milestone related to the same.
d) Project is closed by changing the status to Closed (CLSD).
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f)
g) Option to have an excel working related to Action Plan as well as a field to enter the
quantity related to the funds requirement should be there in system in the IM
structure.
h) The manpower charges for External Projects :Plan Manpower Cost: - Manpower Cost Planning is done as per Viability
Report-Details.
i)
ACCOUNTING_V1.0.doc
j)
FICO_Taxation_V1.0
l)
1.3.2 Integration with MM:a) MM organizational structure: - Civil PS process shall be using the logistics
organizational elements like Plant, Purchase organization, purchasing group etc. For
the details on the same please refer to the MM blue print document no BSNL_P1_
ALL_ BBP_MM_LO
b) The Civil department shall create the detailed estimate using the Items code
mentioned in DPAR/DSR and also using Market Rate Items. For details of master
creation please refer to the MM Master BBP Document no. BSNL_P1_ALL_
BBP_MM_MD
c) Tendering in detail is captured in the SRM BBP document no.BSNL_P1_ALL_
BBP_SRM_Tendering
d) Procurement process related to Civil shall be as per following details:
There is no centralized procurement (non Site specific) of materials for Civil Wing
in the As-Is Process.
Purchase Requisition shall be given from project (PS Module) for procurement of
services to the MM department for specific procurement.
For further details on above points please refer to the MM BBP Document No.
BSNL_P1_ALL_BBP_MM_PUR
e) Services Entry against the Service Order/work order
Four levels of approvals are required in the system before the payment is made to
vendor: 1st level (creation) :- By JTO/SDE
2nd Level (Checking) :- By SDE
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IV_V1.0.doc
Disclaimer: This BBP document covers the integration aspects of SAP MM and FI-CO module
related to SAP project system module. This document does not cover the entire process of SAP
MM and FICO related to Civil business process.
Note: This BBP document covers the integration aspects of SAP MM and FI-CO module related
to SAP project system module. This document does not cover the entire process of SAP MM and
FICO related to Electrical business process.
1.3.3 SD Integration:The logical linkage to Sales and Distribution module shall be by means of the following:a) Capturing the WBS code in Work order.
b) Capturing the Customer Code in Project Systems.
c) Capturing Milestone Billing plan in Work Order.
The actual revenue shall be updated to the projects Module automatically as and when
the invoicing is done to the customer.
Actual cost to the project shall be on account of the Material issue/service entry sheet or
direct FI postings.
1.4 Associated Processes:Following is the list of associated processes which form an integral part of External
Projects Civil process.
a) Inquiry to Cash Process:- AS explained in the section above in the above section no.
1.1.2 .
b) Project Estimate Process:- Outside SAP (only the summary values of component
heads are captured in SAP IM )
c) Approval of Project Estimate:- AS per SAP Mail
d) Tendering and Procurement: - Details as per the BBP document no. BSNL_P1_
ALL_BBP_SRM_Tendering of MM.
e) Material/Service Acceptance: - Details as per the BBP document no.BSNL_P1_
ALL_BBP_MM_PUR of MM.
f) Settlement: - Details as per the BBP document no.BSNL_BBP_FICO_ PROFIT
CENTRE ACTG_V1.0.doc of FI-CO.
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Signature
Name
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SAP
After completion of
complete work MB is filled
(Service entry is accepted)
and SDE submit the bill to
EE by updating status.
SAP
START
Final Inspection
SAP
SAP
NO
After completion of
site work final
inspection will be
carried out by EE/
SE
All work
completed?
YES
SAP
SAP
SAP
Collect amount
from customer
End
Dispute management
SAP
Notes
Signature
Name
The trigger to create the external project shall be from the Civil Department (in
case of Civil Project). Similarly information shall flow to civil department in case if
the project has a Civil work involved in it by Electrical Wing. Both ways it will be
by SAP manual workflow mail.
Information on the reservation is created from the projects team and the reports
shall be available in the system for the stores in charge for the project wise
material or equipment requirement.
The materials/service shall be issued to the project WBS element as per the
stipulations and information for the same shall be given to the site-in charge by
SAP mail.
After the service entry sheet is created a work flow mail shall be given to the
concerned authority of the civil wing as per the MM blue print (no. Mentioned
earlier BSNL_P1_ALL_BBP_MM_PUR)
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2 System considerations
2.1 Special Organisational Considerations:
For civil wing the purchasing authority as well as the execution team in-charge is the
same authority hence both the functions are performed by same entity.
In the To Be Scenarios the Role of Architecture in SAP system shall be to attach the
drawing to the respective WBS element and update the respective user statuses
only.
Functional Deficits
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Functional Deficits
Creation of Extra Fields for External Civil
projects
Approach
Development
Development
Steps
Where
Role/Designation
Create
Annual budget is
arrived for the Ext
Civil Project (IM top
position is created)
Corporate
Budget is bifurcated
to Circle wise (level
two position is
created in IM)
Corporate
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Change
Display
(only)
Page 20 of 26
3
Create Inquiry for
customer along with
Partner Function
Corporate Civil
Wing/Circle Civil
Wing (CE)/Civil
Div/Civil Circle
(EE/SE)/Architect
wing
CE till JTO
CE till JTO
CE till
JTO
EE/SDE/JTO
CE till EE
CE till
EE
Attach Quotation as
a document to a
Inquiry
Corporate Civil
Wing
PGM/ED approve
pricing details
Corporate Civil
Wing
Create Contract
along with contract
details
CE/SE/EE
CE/SE/EE
CE till
JTO
Create Project
structure
CE/SE/EE
CE/SE/EE
CE till
JTO
Update Contract
(assign Billing WBS
and Billing Plan)
CE/SE/EE
CE/SE/EE
CE till
JTO
10
Assign activities to
Project (Task need
to be carried out)
CE till JTO
CE/SE/EE
CE till
JTO
11
Planning team
prepares the Project
Estimate for
Individual Project.
(PE)
CE till JTO
CE/SE/EE
CE till
JTO
12
CE/SE/EE
CE/SE/EE
CE till
JTO
13
Planning team
update Project
status on creation
of plan cost
information shall
pass on to concern
finance team.
CE till JTO
CE/SE/EE
CE till
JTO
14
Finance Team of
Respective Wing
IFA of
approving
authority
IFA of
approving
authority
CE till
JTO/JAO
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15
Finance Team of
Respective Wing
IFA of
approving
authority
IFA of
approving
authority
CE till
JTO/JAO
16
Finance Team of
Respective Wing
IFA of
approving
authority
IFA of
approving
authority
CE till
JTO/JAO
17
Information shall
pass on to concern
CE/SE/EE for
approval.
Finance Team of
Respective Wing
IFA of
approving
authority
IFA of
approving
authority
CE till
JTO/JAO
18
After concurrence
from Finance (CE)
head approves the
project (Release
Project)
19
Create Down
payment
Request/milestone
payment
Finance Team of
Respective Wing
IFA of
approving
authority
IFA of
approving
authority
CE till
JTO/JAO
Finance Team of
Respective Wing
IFA of
approving
authority
IFA of
approving
authority
CE till
JTO/JAO
Civil Div/Civil
Circle (EE/SE)
EE/SDE
EE/SDE
CE till
JTO
Civil Div/Civil
Circle (EE/SE)
EE/SDE
EE/SDE
CE Till
JTO
20
21
22
Update account
receivable
Service order issued
to selected Architect
by SDE/EE according
to the financial
powers
Architect prepares
Layout &
Preliminary drawing
and assign as PS
Text
23
Architect prepares
Detail drawing and
DE shall be created
by civil wing
Civil Div/Civil
Circle (EE/SE)
CE/SE/EE/SDE CE/SE/EE/SDE
24
Drawing is reviewed
technically by
project executer
CE/SE/EE and
update user status
after review.
Civil Div/Civil
Circle (EE/SE)
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CE Till
JTO
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25
26
JTO/SDE fill MB
(service entry sheet)
and update/confirm
project
activities/Milestones
Periodic inspection
will be carried out
by CE/EE/SE update
user status.
After completion of
complete work MB
is filled (Service
entry is accepted)
and SDE submit the
bill to EE by
updating status.
Civil Div/Civil
Circle (EE/SE)
SDE/JTO
Civil Div/Civil
Circle (EE/SE)
EE/SDE/JTO
CE Till
JTO
Civil Div/Civil
Circle (EE/SE)
SDE/JTO
EE/SDE/JTO
CE Till
JTO
Civil Div/Civil
Circle (EE/SE)
CE/SE/EE
CE/SE/EE
CE Till
JTO
29
Civil Div/Civil
Circle (EE/SE)
EE
EE
CE Till
JTO
30
Circle Finance
Team
EE/AO
EE/AO
CE till
JTO
31
Circle Finance
Team
EE/AO
EE/AO
CE till
JTO
27
28
Note:- The role of Architect wing of BSNL (if applicable) shall be same as per the details
captured in the BBP document for Civil Internal Projects.
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M_1 Expenditure
M_2PR 50L-20Cr
M_3 Tower
Q_1Action Plan
Y_2 RE-BE
Plan vs Actual cost & Revenue Reports w.r.t Division,
Projects
Customer Specific Projects w.r.t no of Project & Values
Reports
Reports
Reports
Reports
Reports
Reports
Reports
Enhancements
Enhancements
Form
Visio-Ext Civil
Projects.pdf
SD-PS Integration
for Ext Civil .pdf
Civil Reports.zip
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