eOAFUser Manual

Index

Topic Topic

How to Access eOAF from Sangam How to reply to a query

How to create an eOAF How to search for the eOAF

How to start the workflow How to take a print of the eOAF

Workflow Sample email from OAF

Approver Role Reports

How to raise a query FAQs

Access eOAF from Sangam

• From Sangam, go Business Apps →eOAF.

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• Login to the application using your domain credentials

• Click on Create eOAF and select eOAF

• Fill the form using the directions given in the subsequent slides.

• Attach a document if needed.

• Click on Save/update to save the data.

• Click on close to close the form.

• Fill the data in the tabs given below:

How to create an eOAF

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General Info Purchase Requirement

Budget details

BiddingProcess

Negotiation Summary

Cost Bench-marking

Recommendation Enclosures

eOAF Login

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Create an eOAF

Click on eOAF to create a new eOAF

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Fill the form: General Information

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Fill all details as seen in the screen and click on Save button to save the from and next button move to the next page.

Purchase Requirement

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Click on the corresponding tab to fill the details. Click on Add PR Details to fill the PR details

Enter the budget details as seen above Go to index Page

Enter the fields as seen in the adjoining screen.

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Bidding Process

Enter the Bidder details fields as seen in the adjoining screen.

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Bidding Details

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Enter the technical, commercial and other award criteria (as applicable)

Click on Add Bidding details and enter the technical, safety and commercial acceptance details as needed.

The Vendor with Overall as “Acceptable” will be displayed in Negotiation Summary.

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Negotiation Summary

Click on Update Negotiation details and enter the evaluated price.The rank (L1, L2) gets calculated automatically.You can also click on “Calculate Ranking” to calculate the rank.

Select Recommended as “YES” for the recommended vendor.

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…cont

Fill in all required details and click on save/update.

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Cost Benchmarking

Click on “Add Cost Benchmarking” and enter the cost benchmarking details. Once all details are filled, click on “Add” button.

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…CONT

ENTER ALL RELEVANT DETAILS IN THE FIELDS MENTIONED IN ADJOINING SCREEN

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Click on Update recommendation and enter the amount, item description etc.Then click on update button.Price Basic is the amount without taxes. Evaluated Unit price is the price per unit with taxes.

The total Landed cost is “Evaluated Unit price” X “Qty (Units)”.

Recommendation

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…cont

Select the SOA clause, enter the contingency percentage and click on Save/Update button.

The Total landed cost gets calculated automatically.

Select the contract/OLA/Execution Period: Upto 3 years follows regular OAF; Between 3 to 5 years goes to MD-CEO for approval.

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Enclosures

1.Click on import enclosure2.Click on the plus symbol to select the file from desired location and click open. Go to index Page

1.. Select the enclosure type.2. Click on Finish. Go to index Page

…cont

1.. Click on Save/Update button.2. Click on Close to close the form.

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Start Workflow

1. To start the workflow, go to history. Click on start workflow icon next to the relevant OAF.2. All draft memos are present in the first section “In draft stage”3. All OAFs submitted for approval are in “In approval process” section.4. All Approved OAFs are in “Processed” section.

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Workflow

1. The pop-up box displays the SOA and the required approver levels.2. Select the approvers from the drop down and then click on start.

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Workflow started.

1. Once the workflow is started, it moves to the in approval process. 2. By clicking on the OAF, the selected performers can be seen.

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Approver

1. Click on Approvals-eOAF/eApproval/AMD/Concept Note/Scrap/CAD/LD2. Click on the required OAF to open the task.

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…cont

1. Use Approve/Modify button to approve the eOAF or Send the eOAF back to initiator for changes

2. Use Raise query button to raise a query to the person selected in the raise query drop down.

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…cont

1. Click on Form Preview to view the form in print preview mode

1. Click on attachments to view the attachments.

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Raise a query

1. Type the query in the comments section and click on raise query.

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Reply to a query

1. Click on queries→ Click on corresponding query type2. Click on the query listed below to open the query reply box.

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…cont

1. Type the reply in the box.2. Add an attachment by clicking on plus symbol3. Click on Reply to send the reply

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Search

1. Enter OAF No. OR file ref number or the subject and click on search.2. You can also directly click on search to search for all OAFs where you have access.3. You can also select the OAF by clicking on it and click on Adopt Form to copy the contents of the OAF into a new OAF.

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Print of the OAF

1. Go to History → eOAF 2. Click on the print icon to take a print of the OAF.

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Print of the Tata Power eOAF

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Sample email from eOAF

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Reports

1. Go to Reports → eOAF 2. Select the fields and click on download to get a report of eOAF created/approved by you.

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FAQs

When should I create an eOAF

Q. At what stage do we create the eOAF? Ans. For that we refer to the PR to PO cycle.

PR to PO Cycle System level #

PR in SAP 1

RFQ by CC externally/SAP 2

Offers Received-Tech & Fin externally 3

Bid Analysis/Quotation Maintenance in SAP/externally 4

eOAF in Documentum 5

PO in SAP 6

Invoice in SAP 7

Major Type of eOAF Used For/Used By RemarksNew eOAF Capex or Opex/CC/Business For any procurement eOAF will be created by Corp.

Contracts only. If original eOAF is created by someone else, the sub type of change order will be used by the Business.

Change OrderChanging PO/Owner of the original eOAF For Change Order within(terminated at Chief

CC)/beyond contingency.Single Pager eOAF Capex from 10 to 35 lakhs; Opex from 5 to

10 lakhs/ BusinessSingle Page Approvals provision to be followed for any procurement below 5 lakh (irrespective of Opex / Capex). For any procurement > 10,000/- approvals thru Documentum only.

Single Party One-time approval taken in absence of multi-party/Business

Approved by MB and above.

eOAF-AMD Date extension only/Business To be used only if amount of eOAF is unchanged

eOAF-LD To waive or apply LD/Business Used by Tata Power, CGPL,TPADL,MPL

eOAF Generic All other SOAs (and Non-SOA based approvals)/Anyone

Categories like Approval by MD, CFO, HR Training, MOC etc.

eOAF Scrap Material Disposal after auction/CC For Asset retirement before auction, eOAF Generic is to be used

e-Concept Note Before PR/Business Used by CGPL,MPL,TPADL

Major types of eOAF

Sub-Types of eOAF

Sub-Types of orders to be created in eOAF Creator Remarks

Repeat Order Business within 6 months of PO

Change Order within Contingency Business After PO, if original eOAF was created by other user.

Change Order without Contingency Business After PO, if original eOAF was created by other user.

Emergency Procurement Business For emergency procurement

Recommendation Proposal CC Placing eOAF for subsidiaries

Post Facto Business After service has been rendered by the vendor and payment needs to be made

Other DetailsTcode for SAP Report to enter budget details:

Give budget details exactly as appearing in SAPUse SAP report S_ALR_87013620 for OPEX budget and S_ALR__87013558 for CAPEX budget

Misc:

Q. How do I reactivate my account for creating eOAF?A. Send an email to ecm.uss@tatapower.com. In subject mention, “Activate”.

Q. How do I change an approver in eOAF?A. Log a service request. Select category as “Documentum → Delegation”.

Q. How do I get an eOAF terminated as it is no longer needed and approver is unable to reject/modify?A. Log a service request. Select category as “Documentum → Termination”.

Q. How do I get authorization for creating eOAF?A. Log a service request. Select category as “Documentum → Authorization”. Select application name as “eOAF, LD Waiver, Scrap” and Function name as “Creator/Approver”.

Q. I am from TPSSL. How to log an SR for eOAF Delegation/Termination/Authorization?A. Log a service request. Select category as “SR-TPSSL”.

Thank You!Website: www.tatapower.com

Email Id: iservice@tatapower.com

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