MLM TSM R1.1 V02 - globalprocurement.enel.com · 15/12/2017 Final MLM TSM R1.1 RM700-User Manual...

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RM700-User Manual [PPM 134855 Digitaly -

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Cycle Management ]

15/12/2017 Final MLM TSM R1.1 RM700-User Manual (UK) V02.docx 43

MLM TSM R1.1 V02

RM700-User Manual

This document contains proprietary information of Enel SpA and shall only be used by the recipient in relation to the purposes for which it was received. Any form of reproduction or disclosure without the express consent of Enel SpA is prohibited.

Written by: Donato Lombardi, Luisa Aversa, Giulio Marinangeli - Webresults 14/02/2018

Verified by: Irene Cappiello – ENEL GICT 15/02/2018

Approved by: Irene Cappiello – ENEL GICT 15/02/2018

Global ICT Unit / Unit




Template Type Title Document Code Date and Version Name of document Page of

RM700-User Manual Document User Manual [PPM 134855

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2.0 Final MLM TSM R1.1 RM700-User Manual (UK)

V02.docx

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Template Info

Name MLM TSM R1.1 RM700-User Manual (UK) Version 2.0

Written by Donato Lombardi, Luisa Aversa, Giulio Marinangeli - Webresults Date 14/02/2018

Verified by Irene Cappiello – ENEL GICT Date 15/02/2018

Approved by Irene Cappiello – ENEL GICT Date 15/02/2018






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Distribution List

List of recipients and delivery modes of the document.

Name Reference

The document is sent by mail and is still available on the web site / FTP Server.

Changes to the document

The changes in the document must be detailed in this table:

VERSION CONTROL

Date Version Written by Reviewed by Section Description of Changes

18/01/2018 V01 D. Lombardo G. Marinangeli ALL UK Version

14/02/2018 V02 G.Marinangeli G. Marinangeli 3.2.1.0 and 3.2.1.2

Minor change: 3.2.1.0 (added Priority and Case Origin description) and 3.2.1.2 (added CSV file details)

Table 1 – Version Control

References

[1]Donato Lombardo, Luisa Aversa, Giulio Marinangeli MLM TSM R1.1 RM700-User Manual V01, 01/2018






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Index

1. Definition, acronyms, abbreviations ................................................................. 5

2. Introduction to Material Lifecycle Management ............................................... 6

3. User Manual Document MLM- Module TSM ...................................................... 7 3.1 Navigation .................................................................................................................... 7 3.2 Create new technical specification ................................................................................ 7 3.3 New version of an existing TSM ................................................................................. 29 3.4 Modify Material Details ............................................................................................... 31 3.5 Enter/Modification Material Codes .............................................................................. 32 3.6 Discard the TSM ......................................................................................................... 35 3.7 TSM Generic .............................................................................................................. 36 3.8 Advanced Search ....................................................................................................... 39 3.9 List of System Profile .................................................................................................. 40 3.10 User access and profiling ........................................................................................... 40

4 Annexes ............................................................................................................. 43






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1. Definition, acronyms, abbreviations

The table below contains the definition of terms, acronyms and abbreviations

Acronym Description

TSM Technical Specification Management

TCA Technical Conformity Assessment

QCA Quality Control Activities

CMD Components and Materials Defect

E-D E-Distribuzione SpA






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2. Introduction to Material Lifecycle Management

As part of the Digitaly process, the need emerged to unify, computerize and manage on a single platform the processes of Technical Specification Management (TSM), Technical Conformity Assessment (TCA), Quality Control Activities (QCA) and Components and Materials Defect (CMD) of the Material Lifecycle Management. This User Manual describes the steps of the TSM (Technical Specification Management), for the management of the process of creating and modifying the technical specifications related to the materials and to related workflow with sequential phases:

Phase 1 – “create/edit a technical specification”

Phase 2 – “internal draft sharing”

Phase 3 – “official draft sharing”

Phase 4 – “verifying”

Phase 5 – “in approval”

Phase 6 – “official release” Access to the individual phases and read / write permissions is regulated by a profile matrix on which access users are defined. The platform used is Salesforce.com.






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3. User Manual Document MLM- Module TSM

3.1 Navigation

On the home page, there are four links:

Search Material Details

Search TSM

Create new TSM

TSM Advanced Search

3.2 Create new technical specification

To create a new technical specification, there is a series of steps to be followed on the system. The various phases and their functionalities are listed below.

3.2.1.0 Phase 1 – Create/Edit TSM

It is possible to generate a new technical specification through the "Create new TSM" link.






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After the click, the user accesses the creation of a new TSM (CASE) by filling out the form with the required mandatory data, identified by the asterisk and if needed it is possible to enter further data:






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The requested data are:

Name: “Enter the name of the specification”;

Description: “Enter a description or title”;

Status: “Read-only field indicates the status of the TSM, in this case it is automatically populated as New”;

REV: enter the revision of the Technical Specification document.

Country: Select country (GLOBAL/COUNTRY) by picklist.

Close Phase date: enter a closing date for the next phase;

Private: It is possible to create a Private TSM (visible only to owner and private role user)

Generic / TSM Cross: It is possible to create a Generic/Cross TSM

Planned close date: enter a planned closing date for TSM

Merchandise Group: “It is possible to search the merchandise group, after the “Save” it will be automatically entered the related fields: Global MG, MG Local and Units”;

Verifier: enter a Verifier from a list of users;

Verifier 2: enter a Verifier 2 from a list of users;

Verifier 3: enter a Verifier 3 from a list of users;

Approver: enter an Approver from a list of users;

Email reference: if the field is blank it will be automatically populated with the email of the owner;

Contact Name: it is possible to select an ENEL reference contact from a predefined contact list (not necessary).

Priority: this field have a preset value:Medium (no effect on workflow)

Case Origin: this field have a preset value:TSM (cannot be change)

When the "Save" button is pressed, the new Case TSM will be created. In particular the system will automatically create:

two groups linked to CASE o ”Internal Team” for the discussion during the “Internal Draft” phase o “Collab Group” for the discussion during the “Official draft” phase

The user can proceed with the processing of the TSM through the following progress states.

o Upload the document of the TSM in the Files section.






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o Access to groups created automatically when the CASE is created.

o Proceed to insert users by clicking on Add button

Files Section

Access to groups to enter the

users






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Once the users are entered in the two groups, to go back to the main section of the Case, you have to click on the Case number in the Records section.

Selection of

members






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To go to the next phase of the TSM Process, it is necessary to click on the “Activity Name” link from the Activities section.

Once you are in the Activity section, where the details of the Activity are shown, you need to open the activities by clicking on the "Open Activity" button

It is necessary to complete all the fields identified as mandatory that are marked with a red bar






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When the activities are completed, the user could move to the next phase, through "Go to INTERNAL DRAFT" button.

When the Phase 1 is completed, the system automatically performs the following actions:

o Share the read-only file in the Internal Team o The Notification will be sent to the owner and if selected (optionally) in

Activities, to the members of the “Internal Group” o Start Phase 2 “Internal Draft”

Activity completed






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3.2.1.1 Phase 2 –Internal Draft (private draft sharing)

In the phase 2 both the owner of the specification and the members of the internal team (that have been selected in phase 1) participate. Members of the group access to the "My group" in the home page to select the pertinent group

The members of the Internal Team can offer their contribution by proposing comments, images or attachments. The owner of the specification can accept / reject the comments and in case he can insert these changes in the master file.

Share file with internal

team






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Once the owner has collected all the comments of the group, he proceeds to unify the information in his MASTER document (in word format) and then he reloads it in the "Files" section of the CASE.

The closure of Phase 2 must be linked to the closure of the respective ACTIVITY which includes the following check list:

Enter the next close phase date (optional)

Confirm to proceed through "Act_Confirm" checkbox

Once the activities are completed, the user can save and go to the next phase through "Go to OFFICIAL DRAFT" button.






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When the Phase is closed, the system automatically performs the following actions:

change the status of the phase from "Internal draft" to "Official draft"

Share the new file in the “COLLAB GROUP”

Start the phase 3 “Official Draft”

The Notification will be sent to the owner and if selected (optionally) in Activities, to the members of the “Collab Group”

3.2.1.2 Phase 3 – Official Draft (Official draft sharing)

The owner and the members of the internal collaborating team have access to TSM Phase. This activity takes place in the "internal collaborators" group for the internal team. Internal collaborators can post comments, images and attach documents via Group. At the end of the phase, the owner can decide whether to proceed to the next phase "Go To VERIFYING", or to go back to the Phase 2 "Return to INTERNAL DRAFT" or to cancel the TSM "Discard".






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Within the group, the acceptance / rejection of the comments is a responsibility of the owner who adds the reasons of his refusal commenting in the group. Upon completion of the steps above mentionated, the owner has to assess whether:

a) Go back to the phase 2 and to re-share the document as Internal draft b) Go to the next phase “Verifying”.

a) In the case A: the owner can enter an expected closing date Phase and the system

must:

change the status of the phase from "Official draft" to "Internal draft "

Start the phase 2

The Notification will be sent to the owner and if selected (optionally) in Activities, to the members of the “Internal Group”

Share the latest version of the file in the Internal Group

b) In the case B: the owner has to:

Enter the “Material Details” information by clicking on the drop-down menu and selecting the "New Material Details" item, in this way he can define a "Material Details Template" - these fields will be linked to the “Material Code” and not to the CASE:






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Details of the information to be inserted:

Material Details Template Name (required)

Warranty months Warranty period

Tech Reference Technical contacts (text field)

TCA System (S1, S2, S3, T1, T2, T3).

Effort Enel TCA (days)

QCA Category (1,2,3)

Time Standard Enel TCA: o Prototype (days) o TCA Dossier (days) o Enel approval of TCA request (days)

Identification and entering (from the drop-down menu) of the Material Code to which the TSM must refer:






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It is possible to remove Material Codes






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Additional Material Codes can be added

Warning. The Material Code inserted must exist on TAM. It's possible to upload the Material Codes massively through a CSV file to which it is possible to match a Material Details template. If necessary from the Material Codes list it is possible to change for each Material Code the associated "material details" template.

The CSV file must have 4 columns: NAME;TYPECODE;COUNTRYCODE;DESCRIPTION The separator char is semicolon “;” and the value of CountryCode must have 2 chars (IT, ES, CO, CL). A Rollback action start in case of any upload failure and if there is an error no material code will be insert. Upload the latest TSM version in Word format and attach the final version in PDF format before to go to the next phase.






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The Phase closure must be subject to the closure of the respective ACTIVITY:






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Once the activities are completed, the user has to click on the “Go To Verifying” button to go to the next phase.






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When the Phase is closed, the system automatically performs the following actions:

change the status of the phase from “official draft” to “Verifying”;

start the phase 4;

send notification to the owner and to the Verifier (by system and email).

3.2.1.3 Phase 4 – Verifying

The system, according to the verifiers that are selected during the creation of the TSM, creates a verification phase for each verifier (for example if two verifiers are entered, there will be two verification phases). In the standard specifications you can enter from 1 to 3 verifiers. In this phase, only the verifier user associated with the TSM case can access.

The technical specification can only be validated by the selected verifier. Accessing to the phase activity, you have to indicate in the checklist that the file has been verified or you have to enter a comment for the refusal.






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When the activity is completed, the verifier decides whether to go back (to reject) to "Internal draft" or to bring (to accept) the specification to the next status (If there are other verifiers) or "In Approval".

If TSM is “OK”, the system automatically performs the following actions:






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change the status of the phase from “Verifying” to “In Approval”;

start the phase 5;

send notification to the owner and to the Approver (by system and email).

If the TSM is “KO”, the system automatically performs the following actions:

change the status of the phase from “Verifying” to “Internal draft”;

Share the file in the internal group;

Start the phase 2

the Notification will be sent to the owner and if selected (optionally) in Activities, to the members of the “Internal Group”

3.2.1.4 Phase 5 – Approval TSM






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In this phase, only approver user associated with the TSM case can access.

The technical specification can only be validated by the selected approver. By accessing the phase activity, he must indicate in the checklist that the file has been approved or enter a comment for the refusal.






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When the activity is completed, the approver decides whether to go back (to reject) to "Internal draft" or to bring (to accept) the specification to the last status "Go to OFFICIAL RELEASE ".

If the TSM is “OK”, the system automatically performs the following actions:

change the status of the phase from “In Approval” to “Official Release”;

start the phase 6;

send notification to the owner (by system and email);

Set the Approval Date in the TSM CASE with the approval date.






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If the TSM is “KO”, the system automatically performs the following actions:

change the status of the phase from “In Approval” to “internal draft”;

Share the file in the internal group;

Start the phase 2

the notification will be sent to the owner and if selected (optionally) in Activities, to the members of the “Internal Group”

3.3 New version of an existing TSM

The user who wants to create a revision of a TSM has to use an existing TSM in the “Distribuited” status. From the home page, you has to search for the TSM using the "Search TSM" link.






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Select the TSM

From the detail of the case is present the button “Clone TSM”

Clicking on the "Clone TSM" button the system makes a copy of the TSM, increasing automatically its Rev, changes the status in "New" and keeps the Material Codes associated with it (Material Codes will be shown later in the "Official Draft" status). The specification is processed according to what is described in chapter 3.2 of TSM processing.

Status

“Distribuited”






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3.4 Modify Material Details

From the home page, by clicking on the "Search Material Details" link, you can access to a list of Material Details that can be filtered.

After clicking on the name of the Material Details it is possible to change the contents:

Material Details Template Name (required)

Warranty months Warranty period

Tech Reference Technical contacts (text field)

TCA System (S1, S2, S3, T1, T2, T3).

Effort Enel TCA (days)

QCA Category (1,2,3)

Time Standard Enel TCAi: o Prototype (days) o TCA Dossier (days) o Enel approval of TCA request (days)






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o Enel approval of TCA request (days)

3.5 Enter/Modification Material Codes

It is possible to enter or modify Material Codes during the TSM creation, in the "Official Draft" phase; Please note that the Material Codes on the SFDC platform are identified by the name Products






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During the TSM creation in the "Official Draft" phase

From the drop-down menu in the Link Type Code section






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Select New Type Code button

Enter the Material Codes with the following fields:

Material Code Name of Material Code;

MaterialDetails Id Technical-Commercial Reference;

InfoType Code Identification of the group of Material Codes;

Short Description;

Country Material Code.






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3.6 Discard the TSM

In the New, Internal draft and Official release phases it is possible to cancel the specifications, using the "Discard" button. The specification can be deleted only by the user who is creating the specification. The system offers the use of Activity to guide users in the navigation. The "Discard" CASE status can only be selected from phase 1 to phase 3 of TSM processing.






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3.7 TSM Generic

To create a new TSM generic, it is possible to use the “Create new TSM” link

From the creation of the TSM you have to select the "Generic" checkbox and to type "CROSS" in the Merchandise Groups field and you have to enter all the relevant information. The Generic TSM does not require the verification and the approval phases so the VERIFIERS-APPROVERS section should not be populated






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When you have saved it, you are in the "New" phase where you have to upload the word and the pdf file and the activities must be completed.






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After completing these steps it is possible to send the TSM in Official Release or discard it

Insert File

Complete the

activities






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3.8 Advanced Search

With the “TSM advanced search” link it is possible to search a specific TSM

From the drop-down menu in the Field section you have to enter the field of the TSM that you want use to do the search. In the Operator section, enter the search condition. In the Value section, enter the value to be searched. With the Add Filter button you can add other search filters in order to refine the search with the values of interest.






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The Clear button deletes the search filters set previously.

3.9 List of System Profile

The profiling of the users that determines the use of the TSM functionalities is defined below:

Table 2 – List of Profile

3.10 User access and profiling

To access to the portal, the user has to connect to the link: - https://e-mlm.my.salesforce.com/ (ORG Production) The users can access to the ENEL system through Single Sign On with provided ENEL credentials (upper case and lower case numbers), which have been configured on the system.

When you access to the link, the "ENEL SSO" button will appear automatically, the user has to press the "ENEL SSO" button and he will be directed to the Salesforce home page. The "Internal Team" profile displays the following screen;

PROFILE Case File Comments Verification Approvation. Groups Search Material Details

Readonly x x x

RefTech x x x x x x

TeamInt x x x x

Verifer x x x x x x x

Approver x x x x x x x x

https://e-mlm.my.salesforce.com/






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The "Read-Only" profile displays the following screen:

All the other profiles will see this screen:






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4 Annexes

Include any reference document or any other relevant information to be considered.

MLM TSM R1.1 V02 - globalprocurement.enel.com · 15/12/2017 Final MLM TSM R1.1 RM700-User Manual...

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Transcript of MLM TSM R1.1 V02 - globalprocurement.enel.com · 15/12/2017 Final MLM TSM R1.1 RM700-User Manual...