Srs Asset Management Erams

Intellicon Private Limited SRS Report – eRAMS – Web based Asset Management System for RIL

Date: 6/1/07 eRAMS SRS Report Version: 1.0

Revision History Date 6/1/07

Version 1.0

Description First Draft

Author Nipa Shah

Intellicon Pvt. Ltd.

eRAMS – Web based Asset Management system Objective: RIL wants to have IT related Assets operations under one system, which takes care of all the problems currently being faced in Asset Management. Right now 95% of procurement and material is delivered to Central IT Asset Team based at Nocil Campus, Navi Mumbai, better known as CIAT. CIAT in turn will check the material against PO, will do primary QC and installation process, stack the material in stores. As on request CIAT will transfer the stock to various locations across the country. RIL wants to map this process in a software system for better operations. Pain Areas: 1. No proper Asset tracking 2. No History of Assets 3. No proper Asset recovery from employee while leaving from job. 4. No Central control on Assets 5. No data on faulty assets and it’s up time General Features: 1. 2. 3. 4.

The system is to be used across the country. So it should be web enabled. HHT operations should be online through RF connectivity. Database will be SQL Server (2000 or 2003 or 2005). Give less opportunity for data entry while day to day operations. Give only selection through a combo box or a grid for low probability of manual errors.

Pre-Requisite Data Entry: 1. 2. 3. 4.

All companies database. All locations database with all legal compliances to transfer the stock. Company wise location wise LST and CST number database All employees database with location code and employee code (Probably from SAP). 5. All Vendors database with Preferred Service Agent for all locations. 6. All components database with Tag requirement flag and BOM. 7. Company wise Insurance Policies for material movement 8. Way Bills (Road Permit) entries company wise state wise. 9. Location wise Way Bill availability 10. Projects under taken

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Intellicon Pvt. Ltd. System Architecture:

eRAMS – System Architecture

SQL Server Database Server Web Server

Internet

Typical setup @ location

Site Coordinator

CIAT , Navi Mumbai

HOD

Note: There will be n number of such locations.

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Intellicon Pvt. Ltd.

Processes Involved in Operation (May include one or more sub processes): 1. Data import from SAP ( PO Detail) 2. Material In 3. Material Out 4. Material Receive @ location 5. Asset Allocation 6. Asset Un-allocation 7. Physical Stock verification (Cycle Count) 8. Faulty Assets handling 9. Material In @ Other location than Central location 10. Material Out from other location than Central location 11. Dead assets Or Assets held for disposal 12. AMC 13. IT Asset Clearance Process while employee leaving from Job. 14. Add Assets for existing assets

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Intellicon Pvt. Ltd.

1. Data Import from SAP (PO Detail) Description: PO is generated from SAP. That information is required to start the material in process. As soon as the PO is generated in SAP, one text file will be generated at particular location by SAP module. That file in turn will be uploaded in Asset-RIL software. Complexities Involved: 1. File generation Mode - manually or automatic 2. File upload Mode - manually (by user intervention click on a button) or automatic. 3. Duration of scanning if file upload mode is automatic. 4. Format of file (Fields and type)

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Intellicon Pvt. Ltd. Process Flow: Process Name : Data upload from SAP (PO Detail)

SAP

PO generation.

Text file generated and stored in particular location

eRAMS Open the Text file generated by SAP from particular location and read records one by one.

Save detail in Database

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Intellicon Pvt. Ltd. 2. Material In Process Description: This process guides to take the material in at RIL central location. This process involves many other sub processes. Complexities Involved: 1. There are materials which are having multiple accessories but are given one tag only (SUN Server, POS terminals etc). So tag format is such that it should take care of the same. The tag format is: IT-CCC-ASSSSSS-NN/NN where, CCC is category code, SSSSSS is serial number, NN / NN is part number out of total part numbers like 1 of 6. 2. Some materials like PC, laptop may required some installation process to be done before storing them in to warehouse. 3. Some times some PC under goes the process of re configuration – one extra module of RAM, Hard Disk etc. 4. If the vendor is new, his PSA is not entered in the system. Take care of the same. 5. The warranty date of all materials should be updated in the detail after confirmation with PSA. 6. SAP Asset tag should be entered against each and every material. 7. Partial receipt of a PO is also possible. But variance in one line item is not to support. 8. If all the materials of the PO are received, IT certificate should be prepared automatically. 9. There should be a process of creating IT certificate manually. This is required in case of partial material receipt against a PO and IT certificate is required. 10. Only warranty expiry date (Specific date) is to be entered at the time of material in with other data entries. Warranty duration is not required.

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Intellicon Pvt. Ltd. Process Flow: Process Name: Material In

Material arrives at warehouse gate with DC

Material serial number scanning on HHT with PO number

1. Enter PO Number 2. Scan serial numbers one by one. (As per box numbers given to them)

Data entry of other details (Rate, Tax etc.) as per invoice

Set Optional Process (Installation Process) flag

Asset Tag printing

1. Scan Serial Number of Asset 2. It will display Asset tag number 3. Stick the Asset Tag to the Asset. 4. Scan the Tag.

Guided Label Sticking through HHT

Any material required Installation Process?

Yes No

Installation Process

Store the material in location (Put Away) in warehouse Page 1

3. Material Out Process Confidential

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Intellicon Pvt. Ltd. Description: When any material to be moved out from central location it should undergo this procedure. This process is initiated by the site coordinator at various locations. After getting approval on the same, it is directed to CIAT. CIAT will dispatch the material accordingly with necessary documents. Complexities Involved: 1. Each and every state is having different legal compliances on stock transfer. So all the required documents list should be suggested by system as per the location. 2. Octroi is applicable in some of the states So Octroi should be calculated automatically and should be attached with the document dockets if Stock Transfer Note (STN) is made for such a location. 3. STN should be printed out as per the format required. 4. Some verification process should be there for the material to go out after STN is generated. 5. Gate Pass should be printed out as per the format required. 6. Some times re- packaging of material is required. 7. Packaging slip must be prepared for each and every cartoon being dispatched. It should contain following information on it: a. Dimension of cartoon. b. Weight of cartoon c. Assets barcode which is packed in the cartoon. d. Brief description of consignee (to which location the cartoon being dispatched) e. Number of cartoon from total number of cartoon of the same location like 1 of 26, 2 of 26 etc. 8. The security guy should present while loading of the truck for physical material check process on HHT.

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Intellicon Pvt. Ltd. Process Flow:

Process Name: Material Out MRF from site co -ordinator

Get Approval from HOD (Site coordinator’s responsibility)

Prepare and print STN for staging dept . Print STN number barcode on the print out

Pick up the material as per STN

1. Scan STN Number 2. Scan serial numbers of asset till all the assets are not scanned.

Do Packaging and keep the material ready to dispatch.

Print STN and necessary documents

Material load process on HHT by Security Person

1. Scan STN number 2. Scan all the assets barcode on Packaging slip of each cartoon. Page 1

4. Material Receive @ location Confidential

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Intellicon Pvt. Ltd. Description: Material is dispatched to the location by STN. Now the material has reached to destination. This process should be done at location to make system aware the material has been reached to the destination. Complexities Involved: 1. All major locations will be having HHT so this at major locations this process will be done by HHT but at minor location where HHT is not available, this facility should be provided in web based application also. As far as software is concern, we have to provide the facility in both the modules. So this is double effort.

Process Flow:

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Intellicon Pvt. Ltd.

Material Receipt @ location HHT Module

Scan all received Assets

Update Status in Database

eRAMS Module

Select the STN Number

Select material serial number

Confirm the receipt

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5. Asset Allocation

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Intellicon Pvt. Ltd. Description: Once the material is reached at site, it should be allocated to the user. Otherwise it will be part of stores at that particular location. While allocating, employee id is a MUST. If the asset is being used as location asset like Network switch or router still ownership of that asset is required. So in the system it will be allocated to the owner of that asset. Complexities Involved: 1. Only site coordinator can do allocation and within his/her site only. S/he can not allocate other site’s asset or can not allocate an asset to other site’s employee. Process Flow:

Process Name: Asset Allocation Select Asset

Select Employee

Confirm the allocation Page 1

6. Asset Un-allocation Confidential

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Intellicon Pvt. Ltd. Description: Once the asset is allocated to someone it can not be re-allocated till it is freed. So with un-allocation, site coordinator can free the asset and then it can be re-allocated. This is also required in case of an employee leaving the organization and his/her allocated asset comes to site coordinator. Complexities Involved: Same complexity involved as asset allocation. Process Flow:

Process Name: Asset Un-Allocation Select Asset

Confirm the un-allocation Page 1

7. Physical Stock verification (Cycle Count) Confidential

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Intellicon Pvt. Ltd. Description: This is a very counter part process of all other process as this is a verification process whether what ever entered in the system are correct or not. So this is a measure to correctness of data + current status of assets in the organization. This is physical checking of assets. Whatever assets are the organization is having, whether those assets are physically found or not. Complexities Involved: 1. Weekly checking at central location and monthly on sites should happen. Schedule creation facility should be there. 2. Re-conciliation report should be present to concern person. 3. Actual user of the asset must be identified by the process. 4. Facility to move missing Assets records in Missing Account. 5. If the user is not identified in one cycle, there should be provision to start a cycle only for those assets whose users are not identified. 6. The cycle should be initiated for a building at least, not up to floors and rooms.

Process Flow:

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Intellicon Pvt. Ltd.

Process Name: Cycle Counting Create Cycle Counting order for a building

Download Data to HHT

Scan all assets of the building through HHT

Upload the data in database from HHT

Give Reconciliation Report (Assets which should not be here but they are scanned, Assets which should be there but not scanned.)

1. Scan the Asset. 2. It should display the User Name. 3. Verify the User with it’s Employee code. 4. If it is matched , select Yes, If not, select No. 5. If the user is not identified due to any reason, select Not identified.

Get input for each mismatched assets in specific and take action accordingly.

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8. Faulty Assets handling Description:

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Intellicon Pvt. Ltd. It is possible assets become faulty. Assets may go faulty while different stages of life cycle. Problems must be identified and sorted out in time and assets must be up and running. But there should be a defined process, through which we can track these easily and effectively. Complexities Involved: 1. Assets may go faulty within warranty period or after warranty expired. 2. Assets may have AMC taken or not the AMC taken. 3. Assets may go faulty or found faulty during different stages of stages like QC, dispatch, allocated etc. Same process should follow to handle faulty assets and the original process (material out, allocation etc.) should not affect with this findings. Parent process should complete with other assets. 4. Vendor or PSA of the location information must be available with the system.

Process Flow:

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Process Name: Assets Fault Handling

Mark the Asset as Faulty

Save Date and time stamp of the event

Track the Vendor or PSA and send an e-mail.

Asset is repaired by concern Agency

Mark the asset as up and running

Save the date time stamp of the event

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9. Material In @ Other location than Central location Description:

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Intellicon Pvt. Ltd. It may happen that some material is directly shipped to the destination location not to the central location. So material in process for other location is required to be incorporated within the system. Complexities Involved: 1. Material DC/invoice will be with the site coordinator. So it is required to verify data entry done by site coordinator by the authorized person at central location. Otherwise performance will be affected in further processes. 2. DC/Invoice will be scanned, attached as PDF and uploaded along with the data entry for central person to verify. 3. Till the entry is not verified by central person, it is editable. But once the entry is verified by central person, it becomes a non-editable record. After verification only authorized person can modify the record. 4. If the record is not verified in 15 days of entry, notification should be generated to the central authorized person. 5. After verification, CIAT will generate the Asset Tag stickers and send it to the location. The site coordinator will then stick the stickers to assets (HHT label sticking process) and then the material will be ready to use or allocate.

Process Flow:

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Intellicon Pvt. Ltd. Process Name: Material In @ Other location

Material arrives at the location with DC

Material serial number scanning on HHT with PO number

Data entry of other details (Rate, Tax etc.) as per invoice, Scan document copies and upload with entry as PDF attachement

1. Enter PO Number 2. Scan serial numbers one by one. (As per box numbers given to them)

@ Central Location

Verify the data entry against the PDF attached Asset Tag Printing

Send Tags to location with serial number sheet

Guided Label Sticking through HHT

Material in to local stores

1. Scan Serial Number of Asset 2. It will display Asset tag number 3. Stick the Asset Tag to the Asset . 4. Scan the Tag.

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10. Material Out from other location than Central location Confidential

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Intellicon Pvt. Ltd. Description: It may happen sometimes that other location required to dispatch material. So material out process access should be given to other locations also. There process is not differing from the material out process from central location. So permission to access the process will serve the purpose. 11. Dead assets Or Assets held for disposal Description: Dead Assets or assets held for disposal are the assets which can not be taken into use or the assets now become useless for the organization. So there should be some way to remove the asset from database. There should be some provision in the system for declaring the assets as dead assets or assets held for disposal. Complexities Involved: 1. The asset can be scraped or can be sold off. 2. If the asset is scraped, there is no value attached to it. If the asset is sold off, there is some value attached to it which is to be informed to account department. Process Flow:

Process Name: Declare Dead Asset

Select Asset Mark the Asset as Dead Asset

Whether the Asset is sold off Yes

Enter Value Detail (Amount, Mode of transaction, cheque number, bank name, date etc.)

No

Save Detail and exit Page 1

12. AMC

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Intellicon Pvt. Ltd. Description: Once warranty period is expired, organization may go for AMC for the asset. Data capturing module of AMC should be there in the system. Complexities Involved: 1. AMC – Contract related details to be captured. 2. Asset detail will be there in hard copy of the contract. Soft copy can be attached as PDF with the contract in system. 3. Notification should be generated to concern persons on expiry of warranty/AMC duration. It should be before some days of expiry and that days are configurable. 4. Contract renewal facility should be there. 5. Provision to capture the payment details Process Flow:

Process Name: AMC @signing the contract

@expiry of contract

Enter Contract Details

Give Notification to owner of AMC

Scan contract copy and attach as PDF file

User should have following options for notification: 1. Remind after some period (Period should be definable) 2. Don’t remind

Configure before days to give Notification on expiry Enter Payment Details

Notification should go if: 1. User has selected to do so 2. Contract is already expired 3. Contract is renewed. Page 1

13. IT Asset Clearance Process while employee leaving from Job.

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Intellicon Pvt. Ltd. Description: When the employee is leaving the organization, all Assets allocated to him should be taken back. Right now there is no such track is available so sometimes organization is not able to get back the assets from employee. This problem should be taken cared in the system. Complexities Involved: There is no complexity involved in this process. Process Flow:

Process Name : IT Asset Clearance for Employee Asset recovery process on HHT

1. Enter Employee ID 2. Scan the Asset one by one.

Update Asset Status in the system

All the assets recovered?

Yes

Print IT Asset Clearance Certificate for the employee

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14. Add Assets for existing Assets

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Intellicon Pvt. Ltd. Description: There will be many assets in the organization which is already purchased and used before the system is in place. There must be some process to take those assets into system database. This can be a complex process. Complexities Involved: 1. 2. 3. 4. 5.

First part is data entry of all assets which is done by CIAT, as CIAT is having information of all assets. This should have the location entry to which the asset currently is belonging to. Some assets may be entered by site coordinator on location if CIAT is not aware of the same. After doing data entry, Asset tag is to be printed. In some case it may be required in some cases it may not. So this is the complexity. If asset tags are printed, the sticking process also should be done accordingly. Next and final process is asset allocation which is to be done by site coordinator for in use assets.

Process Flow:

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Intellicon Pvt. Ltd.

Process Name: Add Assets By CIAT Enter all required details like Purchase detail, warranty detail etc. for each and every assets which is right now with the organization

Enter the location to which right now the asset is belonging to.

Asset Tag printing

@ location Asset Tag Sticking process on HHT

Asset Allocation Page 1

Project BOM:

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Intellicon Pvt. Ltd. Software: Component Name eRAMS web site eRAMS web Service for HHT application HHT application/s Database

Hardware: Name Application Server Database Server Zebra Barcode Printer HHP 9500 Access Points Keyboard wedged PC Scanners

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Installation @ + Qty Web Server –1 Web Server –1

Development Tool .NET 2005

Architecture/Language

.NET 2005

Web based / ASP.NET

Each HHT – Number of HHT Database Server – 1

.NET 2005

Device based / C#.NET in CF

SQL Server 2005

NA

Web based / ASP.NET

Configuration P V with 1 GB RAM, 80 GB HDD, should be accessible through Internet from all locations. P V with 1 GB RAM , 160 GB HDD

Qty 1

Location Central

1

Central

1

Central

1 + major locations 1 + major locations Minor locations

Central + all major locations Central + all major locations All minor locations

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