11

Rajasthan Rajya Vidyut Prasaran Nigam Ltd.

Implementation of ERP in RVPN

Jan’ 2018

22

Agenda

✓ Introduction

✓ Project Objectives

✓ Project Implementation

✓ Project Scope

✓ Project Benefits

✓ The Way Ahead

33

Introduction

44

RVPN - An Introduction

✓RVPN is a State Transmission Utility(STU) of Rajasthan

✓Responsible for transfer of bulk power

✓Created in July 2000 from the erstwhile RSEB

✓Total no. of EHV Grid Sub Station :550 Nos

✓Total Length of EHV Transmission Lines :36595 Ckt. Km

✓Total No. of Employees :8500

✓Peak Power handled during FY17-18 :11290 MW

55

Project at a Glance

✓Project Start Date : Feb- 2015

✓Project Go Live : 1st April -2016

✓Project Cost : Rs. 72 Crores over 5 years

✓Users : 1390

✓Geographical spread : 790 offices in Rajasthan

✓ERP : SAP

✓Database : HANA Database with 3 tier landscape

✓Communication : Leased lines/Broadband/Fibre/Datacard

66

System Architecture

77

Project Objectives

88

Project Objectives

✓ Improvement in Operational Efficiencies of the EHV GSSs

➢Enhancing System availability

➢Minimizing breakdowns/maintenance time

➢Reducing transmission losses

✓Better Project Management

➢By reducing cost through better cash and inventory management

➢Better quality of Capital works

✓Automation and standardisation of Business Processes

➢To avoid duplication of effort and reduce inaccuracies

➢ Improved transparency

➢Management Information and business analytics

99

Project Implementation

1010

Project Implementation: Stages

Project Preparation

Business Blue Print

RealizationFinal

Preparation

GO LIVE &

Support

Plan project

Build project

charter

Set up

Implementation

standards and

procedures

Execute kick-off

System setup

(DEV&QA)

Production

hardware

installation

Quality check:

Project

preparation

AS-IS -Business

Processes

Enhancements

Authorizations

ABAP Objects

Organization

Structure

Finalization

organizational

configuration

Business

processes Config.

Conduct

organizational

change

management

Planning for Cut

Over

Unit Testing

Integration &

acceptance test

Plan end user

training

Master data

Migration

System Set up

(PRD)

organizational

configuration

Business

processes Config.

Conduct

organizational

change

management

Planning for Cut

Over

Unit Testing

Integration &

acceptance test

Plan end user

training

Master data

Migration

System Set up

(PRD)

Monitor live

environment

Close open

issues

Start long term

support plan

End User

support

1111

Project Implementation: Philosophy

✓Think Big, Start Small, Scale up Fast

✓Agile in preference to Big Bang Waterfall

✓Bottom up to get Buy-in of all Stakeholders

✓Transform and not Translate

✓Business Process Re-engineering

1212

Business Process Re-Engineering

✓ Cash Book

➢ Manual to Electronic

➢ Four column to one column

➢ Bank Account for each office opened

➢ On line Fund transfer to each office

✓ Work Indenting Memo (WIM number) system eliminated

➢ Online sanction of detailed estimation of the works

➢ Creation of Work Breakdown Structure (WBS) element

➢ Automatic booking of expenditure on actual location

➢ Separate booking process (ATD) eliminated

1313

Project Scope

1414

Project Scope

✓Project Management

➢Project creation to Project Closure

✓Material Management

➢ Indent to Procurement to Payment

✓Finance & Controlling

➢Payment to Balance sheet

✓Plant Maintenance

➢Operations and Maintenance of EHV GSS and Transmission lines

✓Human Capital Management

➢Hire to Retire

➢Payroll

➢Employee Self Service

1515

Project Management Module

✓Project Planning, Cost Estimation, Budgeting

✓Physical and financial progress & monitoring

✓Monitoring of regulatory and legal approvals

➢Forest, PTCC, Railways, Aviation, NHAI

✓Payments

✓Project Closure

✓ Identified & listed all ongoing capital works

➢2016 works captured in the system

1616

Project Management Module

Project Monitoring Tool

WBS Structure Physical Progress

1717

Material Management Module

✓Material Requirement

➢ Indent Process : 6200 Nos Indent entered

✓Procurement

➢Purchase Order Generation & Finalization

• 9300 Nos POs entered

✓Allotment (DI) and Receipt of material (MIGO)

✓ Inventory Monitoring : On line visibility of total stock

1818

Material Management Module

Procurement of Goods and Services to Payment

Indent Process Purchase Case Closure Process

1919

Plant Maintenance Module

✓Monitoring of Operational parameters of all GSS

➢Total GSS : 550

➢Energy Profile, Tripping, Capacitor Bank Operations, Voltage Profile, MVAR

➢ System Availability & Healthiness

➢ Testing of Quality of EHV Transformers Oil

✓Automatic Scheduling of Maintenance Orders of Equipments

➢ Total Nos of Equipment captured : 180641

➢ Monthly, Quarterly and annual Scheduling orders : 916988

➢ Completed Orders : 910867

➢ Target Achieved : 99.35%

2020

Plant Maintenance Module

Operations and Maintenance of EHV Grid Sub Stations (GSS) and Lines

Voltage Details Tripping Details

2121

Finance & Controlling Module

✓Generation of Financial Statement (Balance Sheet & Profit and Loss A/c)

➢ 994 nos of cash book made on line

✓Monitoring of Budgetary Control on expenditure

➢Proper booking of expenditure on capital and R&M head

✓Proper Booking of Capital expenditure

➢On line details of actual consumption and Material at Site (MAS)

✓ Capitalization of Assets & Depreciation posting

2222

Finance and Controlling Module

Payments to Balance Sheet Generation

Cash Book Balance Sheet

2323

Human Capital Management & Payroll

✓Organizational structure

✓Personnel Administration from Hire to Retire

✓Payroll Processing

• Data of 8500 Employees made online

✓Employee Self Service (ESS) Portal

• Online Property Declaration

• Online IT Declaration

2424

Human Capital Management & Payroll

Human Resources Management and Payment of Salary

Employee Master Data Org. Structure

2525

Employee Self Service

2626

Project Features

✓Business Analytics

✓Dashboards

✓Electronic Payment

✓Document Management System

✓Work Performance Builder for Online Training

➢Complete process video for hand holding users

2727

Project Features - Business Analytics and Dashboard

Business Analytics Dashboard

2828

Project Features – DMS & Work Performance Builder

DMS Work Performance Builder

2929

Project Benefits

3030

Project Benefits – Operational Efficiency

Reduction in Transmission losses

4.214.11

3.89

3.35

0

0.5

1

1.5

2

2.5

3

3.5

4

4.5

2013-14 2014-15 2015-16 2016-17

%Transmission Loss

%Transmission Loss

Effective monitoring helped save Rs. 136 Crore in FY16-17

3.89

3.35

3

3.1

3.2

3.3

3.4

3.5

3.6

3.7

3.8

3.9

4

2015-16 2016-17

%Transmission Losses

%Transmission Losses

3131

Project Benefits - Operational Efficiency

Effective monitoring helped attain stable voltage

Voltage Management-132 kV Level

3232

Project Benefits - Operational Efficiency

Effective monitoring helped attain stable voltage

Voltage Management-220 kV Level

3333

Project Benefits – Improved Maintenance

Creation of Asset database helped halve the no. of defective equipment

944

389

0

100

200

300

400

500

600

700

800

900

1000

Not Installed & Not Working(Material)

Not Installed & NotWorking

205

84

0

50

100

150

200

250Installed & Not Working (Equipment)

Installed & NotWorking

3434

Project Benefits - Improved Maintenance

527.461

356.871

0

100

200

300

400

500

600

Total Restringing of E/W Required(Kms)

Total Restringing done (Kms)

Earth Wire Status

Total Restringing of E/W Required (Kms)

Total Restringing done (Kms)

Creation of Asset database helped identify assets requiring repair

3535

Project Benefits - Disposal of Scrap

Creation of Asset database helped identify scrap

Increase in revenue from sale of scrap by Rs. 16 crores

19

35

0

5

10

15

20

25

30

35

40

2016-17 2017-18

Revenue from Sale of Scrap

538

475

440

450

460

470

480

490

500

510

520

530

540

550

Total No. of GSS Scrap Free GSS

Scrap Free GSS

Status on Dec-17(88% ScrapFree)

3636

Project Benefits

✓Project Management

➢ Improved monitoring of physical and financial progress of works

➢Effective Budget control of capital works

➢Monitoring of closure of purchase orders: > 4700 closed

➢Refund to the tune of Rs. 136 Cr. (SD etc) made to vendors

➢Recovery of Rs. 2.46 Cr. made from vendors/contractor

✓Timely submission of Financial statements

✓ Inventory Control ➢ On line visibility of stock at all 3 Central Store locations and at GSSs/sites also

➢ Availability of Material at Site (MAS), Work in Progress (WIP)

✓ Improved head count as employee master data made on line

➢135 nos employee separated from RVPN roll

3737

Project Benefits - Business Process Standardization

✓ Maintenance activities of GSS

➢ Automatic scheduling resulted in uniform process across RVPN

➢ Maintenance, Tripping register eliminated

✓Capitalization of Assets and Depreciation posting

➢ Rules defined in SAP-ERP as per regulatory frame work

• Eliminates manual calculations and reduces chances of error

✓Cost Estimation of Capital works

➢ Standard template created with standard issue rate

3838

Project : The Way Ahead

3939

The Way ahead

✓ Vendor Bill Tracking

➢Facility to be made available to vendors for tracking the status of their bills

✓ On line payment to Vendors

✓ On line facilities to employees

➢Filing of Employee claims like Travel, Conveyance, Orderly Allowances

➢On line leave application

➢On line submission of APAR

➢Online Service Book

✓ On line filing of GST return

4040

Thank You