Survey | Groundbed - Registration Processing Rev1 · 2018. 1. 23. · capture contractor specific...

ADWEA ENTERPRISE ASSET MANAGEMENT SYSTEM

Chapter 02

Registration Processing Maximo Enterprise Asset Management System

“An IT Strategy Driven Project”

Abu Dhabi Water & Electricity Authority ADWEA

In This Chapter This chapter contains the following topics:

Topic See Page Chapter Overview 2-1 Abbreviations 2-2 Registration / Updating Application 2-3 Registration / Updating Application Tabs 2-4 Entering First Registration Information 2-16 Reviewing First Registration Information 2-29 Updating Supplier Profile 2-33 Updating Principal Profile 2-38 Chapter Summary 2-41

Registration Processing ____________________________________________________ 2-1


Chapter Overview

Introduction Once a request for First Registration from a Supplier or for Pre-Qualification of an Overseas Manufacturer is accepted by ADWEA, the next step for the Supplier is to update his profile. This is done in the Registration/Updating Application in the E-Registration Module of Maximo. This application is also used to update the profile of an existing Supplier who is already registered with ADWEA and his record is available in the Commercial Directory. Once the supplier updates his profile in this application, it is reviewed by ADWEA and if accepted, it becomes a part of the ADWEA Commercial Directory.

Chapter Focus This chapter focuses on the Registration / Updating application which deals with the update of Supplier Profile.

Learning Objectives

When you have completed this chapter, you should be able to add all information related to a Supplier including;

• General Details (e.g. Addresses, Contacts, Financial etc.)

• Licenses information

• Vendor Details,

• Contractor Details,

• Manufacturer Details

At the end you will be able to write a record to ADWEA Commercial Directory Companies application based on the information entered in this application.

2-2 ____________________________________________________ Registration Processing


Abbreviations

Abbreviations Description CD Commercial Directory EREG E-Registration PG Product Group WG Work Group CRS Companies Registration Section



Registration / Updating Application

Introduction This application is the main application of E-Registration Module and is used both by Supplier as well as ADWEA Companies Registration Section for updating a Supplier profile and writing it to the Commercial Directory Companies application.

The data captured or utilised by the Registration/Updating application comprises of:

• Basic Supplier Data: Name, Addresses, Ownership, Quality Assurance, Company Profile, Certificates, Licenses, Financial Information, Contacts, Bank Information, Sponsors, Company to Company Relationship etc.

• Supplier Capability Data: Work Group (Services), Work Experience and Clients.

• Product Data: Product Group, Product Stocked and Related Experience.


This application can be accessed from the Start Centre page by directly clicking on the link under Favorite Applications portlet as shown below.

Also the application can be accessed from the Go To Menu in Start Center and then Commercial Directory module and E-Registration sub module as shown below;



Registration/Updating Application Tabs

List Tab This is the first tab and is used for searching Companies based on the fields available in this tab.

Company tab This is the main header tab in the Registration/Updating Application

and is used to identify basic company information including name, contact, type, etc. A company could be associated with more than one type. For example, a company could be of type Vendor, Manufacturer and also Contractor at the same time. The Companies tab will help in identifying all various types a company is associated with and also the current registration Status.



Registration/Updating Application tabs continued

Licenses Tab Any company can have one or more of the license types. These are the general licenses that a company has to attain in order to be registered into ADWEA Commercial Directory. The Licenses tab captures general licenses information along with details such as Registration Numbers, Issue Dates, and Expiry Dates for each license type. The companies shall provide proof of licenses, which can be attached to the Attached Documents tab.

General Details Tab

This tab contains the basic supplier data. There are following subtabs in this tab; Addresses tab This tab is used to store addresses for the Company.




Contacts tab This tab is used to store contacts for the Company.

Owners tab

This tab is used to store Owners information for the Company.

Sponsors tab

This tab is used to store Sponsors information for the Company.



Financial Data tab

This tab is used to store Financial Details of the Company.

Banks tab

This tab is used to store Bank Details of the Company.

HSE/QA tab

This tab is used to store Health, Safety, Environment and Quality Assurance data of the Company.




Vendor Details tab

The Vendor Details tab captures information specific to companies registered as type Vendor. Information about Manufacturer (Principals), associated with a vendor along with their agencies and products, is stored in this tab.

The Vendor Details tab contains further sub-tabs to organize all the Vendor related information in a more meaningful format. These sub-tabs are:

1. Related Company 2. Stock List 3. Sourcer Link 4. Experience

Related Company A Vendor may represent several other companies. You can enter multiple rows of other companies’ records.




Principal Products For each Related Company selected, you can define multiples rows of Product Groups and related information.

Principal Addresses For each Related Company selected, you can enter one or multiple Addresses. At least one address has to be set as Default Address.

Principal Contacts For each Related Company selected, you can enter one or multiple Contacts. At least one contract has to be set as Default Contact.

2-10 ___________________________________________________ Registration Processing



Stock List This tab stores the product information of the company. Information of product groups along with their assessment grades and Stock Value is captured here. In case Vendor has its own local inventory, then stock list screen will be used to list these products.

Sourcer Links Sourcer Links tab stores only Product Groups for Sourcer. If a supplier does not have registered manufacturer for some product group but still can provide ADWEA with the same product, then Sourcer Links tab can be used to list Product Group ID for such material.

Experience This tab is used to track product experience for the selected company that is indicated as a vendor. In this tab you can specify experience details such as Product ID, Project, Client which Vendor supplied with specified product, year of supply, etc.




Contractor Details tab

When a company wants to register as a Contractor, and the Contractor check box on the Company tab is checked then the Contractor Details tab becomes visible. This tab is designed to capture contractor specific information including Associates, Services and Experiences for each service.

The Contractor tab has the following sub-tabs 1. Work Groups 2. Associates

Work Group This tab covers any services provided by the selected Contractor.

Experience For each service, Contractor will provide list of experiences available. These experiences are stored as a sub-tab to this tab.




Associates This tab will only be visible to the ADWEA CRS. In the Associate Tab, you can specify all associates related to this Contractor. Every Associate will be registered as a separate company record in the Commercial Directory.




Manufacturer Details tab

Similar to the Vendor and Contractor Details tabs, the Manufacturer Details tab includes information specific to companies registered as Manufacturer type. Note that this tab is only visible for the companies who wants to register as Type Manufacturer, by checking the checkbox of Manufacturer on the Company Tab. Here, you will find information of the products offered by this manufacturer and experiences for each of the products that are offered.

Products & List of Major Experiences

Products This tab is used to list all the Products manufactured by this manufacturer.

List of Major Experiences This tab is used to track product experience for the selected company that is indicated as a Manufacturer. In this tab you can specify experience details such as Product ID, Project, Client which Manufacturer supplied with specified product, year of supply, etc.




Log tab This tab is used by the Supplier or Registration Department to record

events for Registration. There are two sub tabs in this tab as;

1. Work Log 2. Communication Log

Work Log This tab is used to record events by manually entering a new line. Once a line is entered, it becomes read only and cannot be altered.

Communication Log This tab displays all the communication mails which have been generated by selecting action of Create Communication from the select action menu.




A dialog box opens where user can enter the details of the message to be sent as email.

Once a mail has been sent, it will be displayed in the Communications Log tab.



Entering First Registration Information

Entering First Registration Information

Scenario In previous chapter we created a request for First Registration as ‘Delta Corporation’ which was a newly established company in Abu Dhabi and deals with supply of Electrical Transformers and services for installation of these transformers. The request was approved by ADWEA and a user name and password was sent to the Supplier. Using the following steps, we will update the information for Registration with ADWEA as a representative of Delta Corporation.

Step Action

1 Open Internet Explorer (web browser) and go to ADWEA web site. Click on the E-registration for Companies link as shown below.



Step Action 2 A new Internet Explorer window will open showing the Login page for E-

Registration. Since the supplier is already registered with ADWEA, he can login with his Username and Password information.

Enter supplier username and password on the Login page and press Enter or Sign In button.

3 The user will be taken to Change Password screen, where he can change his password;

Enter ‘maximo’ as your New Password and same in the Confirm New Password field.

4 A confirmation message will appear. Press OK button to continue.



Step Action 5 On the Start Centre page, click on the link of Registration / Updating application.

6 On the List tab press Enter to get your record for update. Click on the Company

number to open the record for editing.

7 On the Company tab following information will be available based on the

information you provided on the Request for First Registration application.



Step Action 8 Enter following information;

Update Description First Registration Update Establishment Date 01/06/2009 Country AE Emirate If the Country is selected as AE then the Emirate

field will become editable and default to ABU DHABI. You can change it from the value list to any other Emirate.

Home Page www.deltacorp.ae Vendor Remarks First time registration

The page will look like the following;

9 Click on the Next button to move to next tab.

Also you can directly select the next tab.



Step Action 10 On the Licenses tab following information will be available based on the

information you provided on the Request for First Registration application.

11 Click on the to view the Line details and enter the following information; Issue From City/Emirate

ABU DHABI

Scope of Activities Supply of Spare Parts Issue Date 30/06/2009 Expiry Date 30/06/2019

Repeat the same steps for second License Type. The page will look like the following;

12 Save your record by pressing the Save button.

13 Press Next button to move to General Details tab.



Step Action 14 The first tab in the General Details tab is the Addresses tab. Click on New Row

button to enter an Address details.

15 Enter data as shown below;

Press Next button to move to next tab.

16 On the Contacts tab, you can see some of the information already populated from the Request for First Registration application.

17 Fill in the remaining information. Your screen will look like following;



Step Action 18 Press Next button to move to next tab.

19 On the Owners tab you can select or enter the Name of the Owner of Delta Corp

and his related information.

Note: The sum of Percentage of all lines should not exceed 100, otherwise Maximo will give a message to enter correct percentages.

20 Press Next button to move to next tab.

21 You can enter the information for Sponsors similar to Owners tab;


23 Enter following information in the Financial Data tab;




Step Action 25 Enter following information in the Banks tab;


27 Enter following information in the HSE/QA tab;

28 Press Next button to move to Vendor Details tab.

29 Click on New Row button under Related Company tab to enter Principal Company

name for this Vendor.



Step Action 30 To add Principal Products to the above Related Company, click on the New Row

button under Principal Products sub tab.

31 Enter the Product Details for the Principal and press Next button to move to Principal Addresses tab.

32 Enter the Principal Address as follows and press Next button to move to Principal Contacts tab.

33 Enter the Principal Contact as follows;

34 Press Next button to move to Stock List tab.



Step Action 35 Enter following information and press next button to move to Sourcer Link tab.

36 Enter following information and press next button to move to Experience tab.

37 Enter following information in the Experience tab.


39 In order to fill the Contractor Details or Manufacturer Details, the

Contractor? and the Manufacturer? fields on the Company tab have to be checked first.



Step Action 40 Go to the Contractor Details tab and click on New Row under Work

Groups/Services sub tab;

41 Select the appropriate Work Group for this Contractor;

42 Click on the New Row button under Experience Section.

43 Enter following information in the Experience section and press Next to continue.



Step Action 44 In the Manufacturer Details tab, click on the New Row button under Products

Section.

45 Enter following information.

46 Click on the New Row button under List of Major Experiences.

47 Enter following information.



Step Action 48 Save your record by pressing the Save button.

49 Write your Company number here __________________ (e.g. 9920656-UPD01).

This number will be used in next exercises.

50 Once you are finished, you need to initiate the Workflow for approval of your Registration Data. Click on the Workflow Route button as shown below to initiate the workflow.

Once the Workflow is initiated, the record cannot be changed by the

Supplier.



Reviewing First Registration Information

Reviewing First Registration Information

Scenario ‘Delta Corporation LLC’ has updated their profile as Vendor, Contractor and Manufacturer. We will now review their profile as ADWEA CRS representative and approve their profile and write to Commercial Directory. Using the following steps, we will update the information for Registration with ADWEA as a representative of Delta Corporation.

Step Action

1 Login to Maximo as a CRS person. Go to Commercial Directory / E-Registration Module and select Registration/Updating Application.

2 Enter your noted Company No (e.g.9920656-UPD01) in the Company field on the List tab and press enter.

3 Open the Company by clicking on the Company number.

4 As a CRS person you can see some additional fields and tabs which

are not available to the Supplier. (e.g. Overall Grade, Incorporation Date and Associates tab in the Contractor Details tab etc)

5 Review the information entered by the Supplier in each tab.



Step Action 6 On the Licenses tab for each entered License, you have to select Yes in the

Accepted field, in order to allow this License to be copied to the Commercial Directory for this Supplier. If you don’t want to accept any License, select No in this field.

7 Similarly in the Vendor Details tab, you can accept or reject a Related Company and its Principal Products by selecting required Yes or No in the Accepted fields as shown below;

If there are more than one Principals entered, you have to accept each Principal individually. Also, if there are more than one Products entered for one Principal, you have to accept each Product individually.



Step Action 8 Similarly accept any Product Group under Stock List and Sourcer Link tabs.

9 Accept the entered Workgroup in the Contractor Details tab.

10 Accept the entered Products in the Manufacturer Details tab.



Step Action 11 Save your record by pressing the Save button.

12 Once you are finished reviewing the Supplier profile and accepted or partially

rejected his entered information, you can create a Company record in the Commercial Directory through workflow. If authorized, you can also create a Company record from the Selection Menu by selecting action Approve by CRS.

13 Once this action is performed the status of this E-Registration record will become CLOSE and a Company is created having number same as the E-Registration Company No but without ‘-UPD01’ (e.g. 9920656).

14 If there is any Related Company accepted in the Vendor tab and when CRS selects Approve by CRS action, a Principal Company is also created in the Commercial Directory, having all the details from the Principal Products, Principal Address and Principal Contacts tab.



Updating Supplier Profile


Scenario ‘Delta Corporation LLC’ is already registered with ADWEA and now wants to update its profile. Using the following steps, we will update the profile of Delta Corporation.

Step Action






Enter supplier username and password on the Login page and press Enter or Sign In button.

3 On the Start Centre page, click on the link of Registration / Updating application.

4 On the List tab press Enter to get the list of your previous updates.



Step Action 5 While remaining on the List tab, select action Update Profile from the Select

Action Menu

6 Following message will be displayed;

7 By pressing OK, a new E-Registration record will be generated having ‘-UPD02’ in the Company field. This number suggests that it’s the second update for this company.



Step Action 8 Type ‘Licenses Update’ in the Update Description field and go to Licenses tab.

9 Click on the New Row button to enter another License in this tab and enter

information as shown below;


11 You can also update the information in the rest of the tabs in a similar manner as

you did for Licenses.

12 Once you are finished, you need to initiate the Workflow for approval of your Updated Data. Click on the Workflow Route button as shown below to initiate the workflow.



Step Action 13 The record will then be reviewed by ADWEA CRS and if approved following

actions will be performed by Maximo;

1. Archiving of Existing Company: A copy of Current Company Record in Commercial Directory will be created in the system having a suffix of ‘.1’ or ‘.2’ and so on. E.g. in our case the Copied company will be having number ‘9920656.1’. The status of this Company will be CLOSE, so that it will not be selectable in any other application.

2. Overwriting Existing Data: The data of the current Company Record will be overwritten with the approved data of the E-Registration Company record. Which means that the new company will be having the same number as ‘9920656’ but with updated data.



Updating Principal Profile


Scenario ‘Star Traders LLC’ had submitted a request for Pre-Qualification of his Principal ‘5 Star Electrical Equipments Manufacturer’. The request was approved and a User name and Password had been sent to the Star Traders LLC to update profile of its Principal. Using the following steps, we will update the profile of Principal ‘5 Star Electrical Equipments Manufacturer’.

Step Action






Enter the received username and password on the Login page and press Enter or Sign In button.

3 On the Start Centre page, click on the link of Registration / Updating application.

4 While remaining on the List tab, select action Update Profile from the Select

Action Menu



Step Action 5 Following message will be displayed;

6 Go to the Manufacturer Details tab and Products Sub tab.

7 You can add a new Product by pressing New Row or you can change the information related to the existing Product.


9 You can also update the information in the rest of the tabs if required.

10 Once you are finished, you need to initiate the Workflow for approval of your

Updated Data. Click on the Workflow Route button as shown below to initiate the workflow.

11 The record will then be reviewed by ADWEA CRS and if approved the Principal

profile will be updated.



Chapter Summary


This application is the main application of E-Registration Module and is used both by Supplier as well as ADWEA Companies Registration Section for updating a Supplier profile and writing it to the Commercial Directory Companies application.

Registration / Updating Application Tabs

Following Tabs are used in Companies application;

1. List Tab 2. Companies Tab 3. Licenses Tab 4. General Details Tab. 5. Vendor Tab. 6. Contractor Tab 7. Manufacturer Tab. 8. Log Tab.

Vendor, Contractor and Manufacturer tabs will be displayed only when the Company Type check box is checked for these types in the Companies tab.

First Registration Information

All the information about the Supplier is entered by him when his request for First Registration is approved. This includes his Addresses, Contacts, Services and Products etc. Once all the information is filled, ADWEA CRS reviews the information and creates a Company record from this data automatically.


A registered Supplier can update all his information using the Registration / Updating application. The updated record again goes to ADWEA CRS for review and once approved the Company record in CD is updated.


When the request for Pre-Qualification of an Overseas Manufacturer is accepted, the Local Supplier can log in with Overseas Manufacturer user name and password and updates the Principal profile.

Survey | Groundbed - Registration Processing Rev1 · 2018. 1. 23. · capture contractor specific...

Documents

Transcript of Survey | Groundbed - Registration Processing Rev1 · 2018. 1. 23. · capture contractor specific...