review meeting dated 16-08-2014 western telecom region

REVIEW MEETING DATED 16-08-2014

WESTERN TELECOM REGION

ERPENTERPRISE RESOURCE PLANNING

ERP REVIEWConnectivity to ERP Server at HyderabadERP SERVER : 10.197.216.213

NETWORK PLAN DOMAIN REMARKS

CDR FROM NEAREST CDR ROUTER OR SWITCH

MPLS-VPN 2 MBPS GOLD

BBoVPN BUSINESS-700BROADNET-512BROADNET-256

ERPBSNL.IN

ERP REVIEWERP CONNECTIVITY : VPN OVER BROADBAND

ERP REVIEWGMM wise ERP Connectivity Status

WTR Circle Office, Mumbai :Division/Unit Connected via

CDR/VPN/BBoVPNStatus Remarks

WTR Circle Office Prabhadevi

VPN Completed

Telecom Building Prabhadevi

VPN Completed

Fountain Telecom Building-1

VPN Completed

Fountain Telecom Building-2

VPN Completed


GMM, WTR Mumbai :Division/Unit Connected via


MUMBAI VPN Completed

KALYAN VPN Completed

THANE (KOPRI) VPN Completed

THANE (DGMM OFFICE) VPN Completed

SATELLITE THANE VPN Completed

PANVEL CDR Completed

NASIK CDR Completed

DHULIA CDR Completed

RATNAGIRI CDR Completed


GMM, WTR Mumbai : continued…Division/Unit Connected via


PUNE (MHS) CDR Completed

PUNE (MPLS) CDR Completed

AHMEDNAGAR CDR Completed

AURANGABAD CDR Completed

KOLHAPUR CDR Completed

LATUR CDR Completed

PANJIM CDR Completed

SATARA CDR Completed

SOLAPUR CDR Completed


GMM, WTR Mumbai : continued…Division/Unit Connected via


NAGPUR VPN Completed

NAGPUR (SAKKARDARA)

VPN Completed

AKOLA CDR Completed

CHANDRAPUR CDR Completed

JALGAON CDR Completed

NANDED CDR Completed

YAVATMAL CDR Completed


GMM, WTR Bhopal :Division/Unit Connected via


BHOPAL (CITY) CDR Completed

BHOPAL (ARERA) CDR Completed

GWALIOR CDR Completed

GUNA CDR Completed

INDORE BBoVPN Completed

ITARSI CDR Completed

MANDSAUR CDR Completed

RATLAM BBoVPN Completed

UJJAIN BBoVPN Completed


GMM, WTR Bhopal : continued…Division/Unit Connected via


JABALPUR CDR CompletedCHATARPUR BBoVPN CompletedCHINDWARA BBoVPN CompletedNARSINGHPUR CDR CompletedREWA BBoVPN CompletedSAGAR CDR CompletedRAIPUR CDR CompletedBILASPUR CDR CompletedDURG CDR CompletedAMBIKAPUR CDR CompletedJAGDALPUR CDR Completed


GMM, WTR Ahmedabad :Division/Unit Connected via


AHMEDABAD VPN CompletedAHMEDABAD (BHADRA) CDR CompletedBARODA CDR CompletedBHARUCH CDR CompletedBULSAD CDR CompletedGODHRA CDR CompletedHIMMATNAGAR CDR CompletedMEHSANA CDR CompletedPALANPUR CDR CompletedSURAT CDR Completed


GMM, WTR Ahmedabad : continued…Division/Unit Connected via


RAJKOT CDR CompletedBHAVNAGAR CDR CompletedBHUJ CDR CompletedJAMNAGAR CDR CompletedJUNAGARH CDR CompletedSURENDRANAGAR CDR Completed

SSA - KALYAN

Kalyan1- E10B

Kalyan1-CDot

Kalyan1-OCB

Kalyan1-TAX OCB

Kalyan1- Tandem OCB

Dombivelli1-OCB-Local

Dombivelli1 C-DOT

Talasari1 CDOT

Ulhasnagar-OCB

Ulhasnagar2-OCB

Ulhasnagar1-Fetex

Ulhasnagar1-E-10B

Dombivelli1-EWSD Vasai Papdi1 OCB

Wada1 CDOT

Mokhada1 CDOT

E1

Shahapur1-C-DOTMurbad CDOT

Badalapur East1 EWSD

Vasai Road 1 OCB

Bhiwandi1 CDOT

Bhiwandi1-OCB Local

Jawhar1 CDOT

Bhiwandi1-AXE

NIB II Cloud

Central routerAggregation router

Palghar1 CDOT

Tarapur1 OCB

Dahanu1 CDOT

FE STM1

FE

CSR Network

Pune CRKalyan

SSA - AHMEDABAD

Railwaypura

Bapunagar 5ESS

Naranpura 5ESS

Navrangpura EWSD

SanandCDot MAX-L

BarwalaCDot MAX-XL

Bhadra 5ESS

Dhandhuka CDot MAX-L

DholkaCDot MAX-L

Vasna EWSD

Jamalpur EWSD

Naranpura E10B

Gulbai TekraEWSD

Bhadra TAX EWSD

Gulbai TekraTAX OCB

Gulbai Tekra TAX AXE-10

Gandhinagar OCB

Gandhinagar E10B

Dehgam CDOT MAX-XL

Gandhinagar 5 ESS

OCB

EWSD

LG-WLL BSC-0

LG-WLL BSC-1

Navrangpura OCB

Central Router at GBT (32 addl. E1s)

NIB II Cloud

FE

AHMEDABAD

VADODARA

E1STM1 FE

CSR Network

Viramgam CDot MAX-L

Vasna E-10B

ZTE-WLL

STM-1

STM 1

AggregationRouter at Bhadra NIB

Existing router

4 E1FE

32 E1s

SSA - BHOPAL

NIB II Cloud

Central Router

BHOPAL

CSR Network

STM1

AggregationRouter

INDORE

FE

E1

STM1

FE

RS Nagar EWSD

Obedullagan CDOT

Berasia CDOT

Ashta CDOT Sehore CDOT Budhni CDOT

Govindpura C-DOT

City E10B

CTX TAX II

CTX OCB

ATX ZTE WLL-MSC

ATX EWSD

ATX OCB TAX I

FE/E3

FE

SSA (1) Network – ERP Users

SSA(1) – Site 1SSA(1) – Site 2SSA(1) – Site 3

Proposed ERP User Access Connectivity to CDR MPLS for Circle Offices

NIB-2 MPLS VPN Network

PE Router (Cisco 7613)

PE Router (Cisco 7613)

Aggregation Router

(Cisco 7609)

Aggregation Router

(Cisco 7609)

STM-1/FESTM-1/FE

CDR Aggregation Network

Aggregation Router

(Cisco 7609)

Aggregation Router

(Cisco 7609)

Aggregation Router

(Cisco 7609)

Aggregation Router

(Cisco 7609)

Remote Router

SSA (2) Network – ERP Users

SSA(2) – Site 1SSA(2) – Site 2SSA(2) – Site 3

ERP REVIEWGMM wise Status of Filled-up Templates

WTR Circle Office, Mumbai :ERP

ModuleTotal

TemplatesFilled-up uploaded Pending Remarks

HCM 38 35 20 15

FICO 18 17 9 8

PM 11 1 1 0

MM 5 4 4 0

REM 23 1 0 1

PS 2 0 0 0


GMM, WTR Mumbai :ERP

ModuleTotal


HCM 132 120 76 44

FICO 72 54 41 13

PM 40 20 0 20

MM 20 1 1 0

REM 23 0 0 0

PS 2 0 0 0


GMM, WTR Bhopal :ERP

ModuleTotal


HCM 99 91 58 33

FICO 54 49 30 19

PM 30 0 0 0

MM 15 1 1 0

REM 23 0 0 0

PS 2 0 0 0


GMM, WTR Ahmedabad :ERP

ModuleTotal


HCM 66 60 38 22

FICO 36 31 18 13

PM 20 14 0 14

MM 10 1 0 1

REM 23 0 0 0

PS 2 0 0 0

ERP REVIEWGMM wise Status of SAP CLIENT in PCs

WTR Circle Office, Mumbai :

Unit SAP Installed

Remarks

WTR Circle Office Prabhadevi YES

Telecom Building Prabhadevi YES

Fountain Telecom Building-1 YES

Fountain Telecom Building-2 (NIB) YES


GMM, WTR Mumbai :Unit SAP

InstalledRemarks

MUMBAI YES

KALYAN YES

THANE (DGMM OFFICE) YES

THANE (KOPRI) YES

SATELLITE THANE YES

PANVEL YES

NASIK YES

DHULIA YES

RATNAGIRI YES


GMM, WTR Mumbai : continued…Unit SAP

InstalledRemarks

PUNE (MHS) YES

PUNE (MPLS) YES

AHMEDNAGAR YES

AURANGABAD YES

KOLHAPUR YES

LATUR YES

PANJIM YES

SATARA YES

SOLAPUR YES


GMM, WTR Mumbai : continued…Unit SAP

InstalledRemarks

NAGPUR YES

NAGPUR (SAKKARDARA) YES

AKOLA YES

CHANDRAPUR YES

JALGAON YES

NANDED YES

YAVATMAL YES


GMM, WTR Bhopal :Unit SAP

InstalledRemarks

BHOPAL (CITY) YESBHOPAL (ARERA) YESGWALIOR YESGUNA YESINDORE YESITARSI YESMANDSAUR YESRATLAM YESUJJAIN YES


GMM, WTR Bhopal : continued…Unit SAP

InstalledRemarks

JABALPUR YESCHATARPUR YESCHINDWARA YESNARSINGHPUR YESREWA YESSAGAR YESRAIPUR YESBILASPUR YESDURG YESAMBIKAPUR YESJAGDALPUR YES


GMM, WTR Ahmedabad :Unit SAP

InstalledRemarks

AHMEDABAD YESAHMEDABAD (BHADRA) YESBARODA YESBHARUCH YESBULSAD YESGODHRA YESHIMMATNAGAR YESMEHSANA YESPALANPUR YESSURAT YES


GMM, WTR Ahmedabad : continued…Unit SAP

InstalledRemarks

RAJKOT YES

BHAVNAGAR YES

BHUJ YES

JAMNAGAR YES

JUNAGARH YES

SURENDRANAGAR YES

User’s Categorization/Creation in ERPMODULE ACTIVITY SHORT DESCRIPTION

CIRCLEHQ

HR

OMOM consist of Org Units, Positions, Person & relation between each other

2

PAPersonal Administration deals with activities related to employees on day to day basis

2

MM

STORE Manager Monitoring of Store, Diversion of Store 1

STORE In-Charge

In-charge of the Store (Goods Issue/ Receipt/ Transfer Posting/ Physical Verification of Store/etc..)

1/STORE

PROCUREMENTPurchasing Activities such as PO, Agreement/Contract

2

PMWORK CENTRE Creation of MO,PR,PO & SE 1

In-Charge Creation of notification 1

REMMASTER Lease in/out of land,bldg,towers & allotment of

qtr/IQ,propty tax etc2

TRANSACTIONL

FICO

PAYROLL Circle MDM Team for Payroll Execution 3

CSC Payment Processing Team at Circle 2

CA / Finance Budgeting / Audit / CA Team at Circle 3

WORKS Planning / Works related Task Force 2

TR TR / Collection Management 1

CLAIM CELLAcknowledging Claims of Employees / Vendors & Record Keeping

2

PSPLANNING Proj def.,WBS creation & Mtce. 2

WORKS Budg. Allocation & settlement

User’s Categorization/Creation in ERPMODULE ACTIVITY SHORT DESCRIPTION GM Ms

HR

OMOM consist of Org Units, Positions, Person & relation between each other

0

PAPersonal Administration deals with activities related to employees on day to day basis

2

MM

STORE Manager Monitoring of Store, Diversion of Store 1/GM&DGM

STORE In-Charge

In-charge of the Store (Goods Issue/ Receipt/ Transfer Posting/ Physical Verification of Store/etc..)

1/DE&1/STORE

PROCUREMENT Purchasing Activities such as PO, Agreement/Contract 2

PMWORK CENTRE Creation of MO,PR,PO & SE 1/DE

In-Charge Creation of notification

REMMASTER Lease in/out of land,bldg,towers & allotment of

qtr/IQ,propty tax etc0

TRANSACTIONL 2

FICO

PAYROLL Circle MDM Team for Payroll Execution 0

CSC Payment Processing Team at Circle 0

CA / Finance Budgeting / Audit / CA Team at Circle 0

WORKS Planning / Works related Task Force 2

TR TR / Collection Management 1

CLAIM CELLAcknowledging Claims of Employees / Vendors & Record Keeping

2

PSPLANNING Proj def.,WBS creation & Mtce. 1

WORKS Budg. Allocation & settlement

FILLING OF PM TEMPLATES IN ERP

• ALL EQUIPMENTS ARE TO BE ENTERED WHICH ARE IN ASSET.

• EQUIPMENT ALSO MEANS VEHICLE, CABLE, COMPUTER, ACs etc.

• ALL EQUIPMENTS FILLED-UP IN THE PM TEMPLATE MUST HAVE A

CORRESPONDING ASSET_ID OF FICO TEMPLATE

• IF ASSET_ID IS NOT AVAILABLE FOR WANT OF ATD, AO MAY CREATE

ASSET FOR 2014-15 WITH ZERO VALUE WITHOUT WAITING FOR ATD.

DATA TO BE FILLED-UP :• PM ORGANIZATION DATA

• WORK CENTRE MASTER DATA

• FUNCTIONAL LOCATION MASTER

• EQUIPMENT MASTER

• EBOM DETAILS

ACTIVITIES IN PM MODULE

WORK FLOW : • CREATED BY INITIATOR

• ASSIGNED TO VENDOR/MECHANIC/FIELD OFFICER

• ACKNOWLEDGED BY CONCERNED PERSON

• RE-ASSIGNED TO CONCERNED PERSON

• COMPLETED BY THE CONCERNED PERSON

• CONFIRMED BY INITIATOR

• REWORK REQUIRED BY INITIATOR

NOTIFICATION :• OSNO : OUTSTANDING NOTIFICATION• NOPR : PENDING NOTIFICATION• NOCO : COMPLETED NOTIFICATION

ERP REVIEWFinalization of Store Locations

• STORE LOCATION AT SDE LEVEL

• AT BIG STATIONS, ONE SUB-STORE FOR MUX AND OTHER ONE FOR

ROUTE

• MAIN STORE UNDER THE CONTROL OF DE

• INVENTORY AVAILABLE IN THE STORES TO BE INFORMED TO

CONCERNED

AO FOR ACCOUNTING.

•

ERP REVIEWCommon mistakes/errors faced during GO-LIVE

# Issue / Risk Impact Resolution / Mitigation

1 Vendor Details not available:

• Address

• Registration details

• Pan Card,

• Bank Details

• IFSC Code

• Tax Registrations

• Duplicate Vendors

• Unidentified Vendors

• Payment automation hindered – NEFT / RTGS

• Un-reconciled vendors payables

• Audit Observation

• Distribute Data forms to collect data at the point of vendor interactions.

• Encourage Vendors to provide data through BSNL Portal

• Make payments subject to submission of data – on lines of KYC of Banks



2 Employee Details not available:

• IFSC Code

• Bank account details not updated

• Details for Retired employees

• Communication details

• Credit of Salary

• Credit of reimbursements

• Payment automation hindered – NEFT / RTGS

• Un-reconciled employee advances / payables

• Higher tax rate (TDS for not providing PAN).


• All employees to verify & update their personal details in HRMS

• Data forms to collect data at the point of retired employee interactions / Unions

• Encourage retired employees to provide data through BSNL Portal




3 Schedule of Employee Loan & Advances do not reconcile with the Trial Balance:

• Employee / Loan type break-up does not match with G/L

• Balance Outstanding does not have details / identifier

• Employee Loans and advances data can not be uploaded in SAP

• Automatic Loan management is hampered

• Un-reconciled employee Loans & Advances


• Extended Black out

• All employees to verify & update their personal details in HRMS

• Data forms to collect data at the point of retired employee interactions / Unions

• Encourage retired employees to provide data through BSNL Portal




4 IT / Arrear data not updated in HRMS correctly:

• Established processes in HRMS not being followed by units.

• Wrong data pertaining to IT/ Arrear / Perks / Medical are fed in HRMS

• Income Tax calculation would not tally with SAP

• Wrong IT liability calculated

• Salary calculation would not reconcile


• All employees to verify & update their personal IT

• Standard process to be followed across BSNL in HRMS.



5 EMD / SD details not available (unidentified):

• EMD / SD outstanding for more than three years

• EMD / SD outstanding for less than three years

• EMD / SD outstanding data can not be uploaded in SAP

• In future cannot be refunded through SAP

• Un-reconciled EMD / SD

• May need to pay penalty if payment deadline will be missed



• All EMD / SD details to be dug out and matched against parties

• Write-off EMD / SD outstanding for more than three years as per BSNL policy (Treat as Misc Income)



6 Interface with banks for electronic transactions not standardized across BSNL :

• Interface for electronic upload of RTGS/NEFT transfers not in place with the banks BSNL is operating with.

• Banks not geared up with electronic bank statements in standard formats fir BRS

• Cheque printing formats not standardized

• Automatic payment process from SAP will be delayed.

• Automatic BRS will not be done.

• Manual effort will be increased leading to inherent mistakes.

• Manual Check writing to continue

• Unified bank for making payment

• Liaison with banks to get the electronic transactions in place. This should be completed for entire BSNL well in advance.

• Finalization of format required for bank reconciliation by using international formats (MT940 / Multicash) • Moving to a phase of single banker for all employees for all payroll / reimbursement related payments.



7 The Application Landscape of BSNL is not standardized across BSNL. Automated Electronic Interfaces with SAP would not work :

• Interface with QMS for fault data at NTR / ETR / WTR.

• Sancharsoft not being used for sales processes with standardized processes

• HRMS not being used in BSNL CO for payroll / HR processes

• Automatic Interfaces with SAP will not work.

• PM / SD / MM / FICO processes in SAP would get impacted.

• Non standardized interfaces / processes would leave room for errors / mischief.

• Manual effort would increase

• Reconciliation problems

• Unified Standard Application to be implemented across BSNL – QMS, HRMS, Sancharsoft etc.

• Sancharsoft to be configured with mapping tables for entire BSNL (as done for KTK)

• Sales processes to be aligned with KTK processes.

• Process standardization of entire BSNL to be done inline with processes frozen for POCs



8 Un-reconciled Remittance

• Intra-circle remittances not paired and having balance.

• Balance will not be matching at different head of account (exp/cash/bank/asset/inventory/payable/receivable)

• Incorrect TB

• Data can not be uploaded in SAP

• Un-reconciled data



• All intra-circle remittances should be paired at circle level.

• After pairing remittances, requisite heads of account will get the due credit /debit and the balance should be matched with TB.



9 Inappropriate budget at node levels of IM structure.

• Problem at the time of booking CAPEX/OPEX expenditure.

• Delay in defining applicable IM structure

• Expense booking on wrong Estimate / Project / exceeding budget allocation / closed projects


• Un-reconciled CWIP balances



• Stops inventory processing / period closure

• Budgets should be allocated appropriately to each node of an IM structure to ensure that the expenditure/budget available at bottom level is always less than the budget available in the upper node.

• Reverse mechanism or, bottom up approach should be followed to derive the appropriate budget at each node of an IM structure.

• IM structure to be defined well in advance



10 CWIP Data not reconciled with open projects / estimates


• Un-reconciled CWIP

• Asset will get proper value if CWIP could not be matched with open projects



• All Project / Estimate details to be dug out and matched against CWIP trial in advance

• Old estimates to be closed as per BSNL norms

• Reverse mechanism may be used to get this data reconciled.



11 Asset Data not reconciled with GL codes:

• Non-assets included

• Assets line items not maintained with details

• Decommissioning not taken care of

• Capitalization not updated in register

• Wrong posting of Depreciation

• Asset Class / component not proper


• Un-reconciled Asset Register

• Wrong calculation of depreciation



• All Asset to be dug out and reconciled against trial – class, component, GL wise in advance

• Retired / decommissioned assets to be accounted for prior to cutover

• Capitalization of assets – squaring of ATD / ATC to be completed prior to cutover



12 Un-reconciled Inventory

• Sancharsoft and other inventory management application inventory does not tally with TB

• Stock position is not reconciled store wise

• Non-usable inventory is not retired / scrapped


• Un-reconciled data



• All Inventory to be dug out and reconciled against trial – GL wise in advance

• Requisite treatment should be done for inventory scrapped and the scrapped inventory balance should be matched with TB before cut-over.

• Retired / decommissioned assets to be taken into inventory (if the same is inventorised and removed from asset register) prior to cutover

• Physical inventory to be done and updated with trial prior to cutover



13 Re-structuring of Units / Merger of Trial Balance :

• Merger of Civil and Electrical Trial balance with SSA - delay

• Delay in finalization of Treatment of CMTS units.

• Formation of CSC / CPC cells

• Delay in migration

• Reconciliation issues across units post migration

• Impacts master data and Roles & Authorization matrix of related functions

• Appropriate Notification on merger / restructuring to be issued to all units well in advance

• Merger of Civil and Electrical Trial Balance to be completed in the legacy system itself

• The merged TB to be migrated in ERP

• Treatment of CMTS unit to be finalized for all locations well in advance.

• All Master data & R&A to be prepared after the merger / restructuring.



14 Changes incorporated in ERP solution during Cutover:

• Location specific changes incorporated in the solution

• Changes done to the solution / process at the last moment

• Solution Changes released to PRD during cutover

• Pan-BSNL Standardization of business process is lost

• Last moment changes impacts the solution stability and has cascading impact on the integrated solution

• Impacts master data and Roles & Authorization matrix of related functions

• Poses reconciliation problem / Post Implementation issues

• All changes to the solution to be governed through a Change Control Board

• Effective Corporate communication / campaign on standardized processes across BSNL to all Units

• All Releases of the Application to be controlled by a Release Management Cell

• Use of tools for requirement gathering and effective monitoring of change management process (currently Mantis is used).



15 Cut-over period is not well defined: :

• Black-out period is too extended

• Business transactions are carried out during Black-out

• Delay in reconciliation of accounts

• Reconciliation issues across units post migration

• Data inconsistencies due to uncontrolled back log data

• Lot of unnecessary effort spent in bringing the system to real time

• Checks & balances are compromised making the system vulnerable.

• Ensure that all the master data is complete and correct before starting cut-over

• Ensure that all Schedules are complete and tallied during last closure of accounts prior to go-live.

• Cut-over should not exceed 3-4 days

• Business Transactions to be stopped to near complete level during the entire Blackout period.

ERP REVIEWGO-LIVE Schedule for WTR

Item Scheduled Date

Remarks

BLACK OUT START DATE

30-09-2014

FINALISATION OF TRIAL BALANCE

10-10-2014

GO-LIVE TO ERP 14-10-2014

Pre GO-LIVE ACTIVITIES

• HCM, FICO, PM AND REM MODULES WILL GO-LIVE IN SEPT-2014 EXCEPT ESS.

• SALARY FOR FIRST TIME IN ERP IN LAST WEEK OF SEPT-2014• ESS WILL GO-LIVE BETWEEN 05-10-2014 TO 10-10-2014• LEAVE TRANSACTION TO CONTINUE IN HRMS TILL 30-09-

2014• LEAVE BLACKOUT PERIOD FROM 01-10-2014• LEAVE TAKEN DURING BLACK OUT CAN BE ENTERED IN ERP

MANUALLY AFTER GO-LIVE• BLACKOUT FOR GPF/MEDICAL FROM 01-09-2014.

ERP TRAININGS• END USER TRAININGS COMPLETED :

Sl.No.

Module WTRHQ

MBI THN PUNE NGP AM RJ BPL JB RYP

1. HCM 5 3 1 2 2 3 2 1 2 4

2. FICO 4 4 1 2 2 1 0 5 2 2

3. PM 3 3 1 1 1 1 1 1 1 2

4. MM 2 1 1 0 1 1 1 2 0 2

5. REM 0 0 0 0 0 0 0 1 0 1

6. PS 0 0 0 0 0 0 0 1 0 1

TOTAL 14 11 4 5 6 6 4 11 5 12

THANK YOU

review meeting dated 16-08-2014 western telecom region

Documents

erp review erp connectivity

erp review connectivity

hyderabad erp server

wtr bhopal

wtr mumbai

broadband slide

wtr ahmedabad

review meeting