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BSNL

Business Blueprint Document

External Civil Projects
Business Process No .- BSNL_BBP_PS_SD_Ext Civil Project

(POC- CORP, KTK & MAH )

Version:2.1

<22 nd Jan 2010>

Approved By
Track Lead (BSNL)- Mr. Raj Kumar
Track Lead (HCL)- Mr. Rajesh Jain
Consultant (SAP India) Mr. Nitin Bhardwaj

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Version Control
Date

Version
1.0

1.1
2.0

2.1

Author
Rajeev Sharma/Gaurav
Verma/Pawan Yadav,
Amit Gandhi, Shambhu
Sarkar
Rajesh Jain
Rajesh Jain, Rajeev
Sharma/Gaurav
Verma/Pawan Yadav,
Amit Gandhi, Shambhu
Sarkar
BSNL/HCL ERP/SAP
INDIA

Change Description
Draft

Review
Final Submission and agreement

Discussed and Mutually agreed

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Table of Contents
1.

GENERAL EXPLANATION:- ............................................................................. 4

1.1

REQUIREMENTS / EXPECTATIONS:- .......................................................... 4

1.2

TO BE PROCESS DESCRIPTION:- ............................................................... 8

1.3

CROSS FUNCTIONAL CONSIDERATION:- ............................................... 13

1.4

ASSOCIATED PROCESSES:- ..................................................................... 15

1.5

BUSINESS MODEL / PROCESS FLOW- PDF FILE OF VISIO .................... 15

1.6

EXPLANATIONS OF FUNCTIONS AND EVENTS:- .................................... 18

SYSTEM CONSIDERATIONS.......................................................................... 19

2.1

SPECIAL ORGANISATIONAL CONSIDERATIONS:- .................................. 19

2.2

CHANGES TO EXISTING ORGANISATION:- .............................................. 19

2.3

DESCRIPTION OF FUNCTIONAL DEFICITS:- ............................................ 19

2.4

APPROACHES TO COVERING FUNCTIONAL DEFICITS:- ........................ 20

2.5

NOTES ON FURTHER IMPROVEMENTS:- ................................................. 20

2.6

SYSTEM CONFIGURATION CONSIDERATIONS:- ..................................... 20

2.7

AUTHORISATION AND USER ROLES:- ..................................................... 20

2.8

ADDITIONAL DATA REQUIREMENTS:- ..................................................... 23

2.9

INTERFACE REQUIREMENTS:-.................................................................. 23

2.10

REPORTING REQUIREMENTS:- ................................................................. 24

2.11

ENHANCEMENTS, LISTS AND FORMS:- ................................................... 24

2.12

ANNEXURE:- ............................................................................................... 24

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1. General Explanation:Bharat Sanchar Nigam Ltd. formed in October, 2000, is World's 7th largest
Telecommunications Company providing comprehensive range of telecom services in
India: Wire line, CDMA mobile, GSM Mobile, Internet, Broadband, Carrier service,
MPLS-VPN, VSAT, VoIP services, IN Services etc. BSNL has installed Quality Telecom
Network in the country and is now focusing on improving it, expanding the network,
introducing new telecom services with ICT applications in villages and winning
customer's confidence.
Civil Wing in BSNL is responsible for providing & maintaining vital infrastructure for
providing Telecom services. Civil Wing has to support all BSNL function groups for
development of their civil infrastructure.The Civil Wing cadre in all these setups is being
maintained by BSNL.
The Civil Wing is responsible for:

Construction of Telephone Exchange Buildings, Residential Buildings, office

accommodations, Administrative Buildings, Microwave Towers, Satellite
communication Buildings etc
Developmental works viz road, water tanks, landscapes & horticulture works etc.
Construction of cable duct & cable duct chambers & other similar works related to
external plant.
Environmental works for Telephone Exchange Buildings.
Construction/furnishing of customer service centres/call centres.
Supply of Tower, foundations and erection of different type of towers
Day to Day and Annual maintenance operations and addition/alteration works.
Facility Management such as Housekeeping, Security operations of buildings and
IQs in some of the circles.
Rehabilitation and retrofitting of buildings.
Interior and furnishing works
Compilation of Asset (Land and Building) records and its valuation.
Execution of Commercial Exploitation - BSNL Assets Projects.
Real Estate management (REM) through harnessing the BSNL assets(L&B).
Execution of USO Towers (IP) Project
Updating the specifications of buildings, Quality Assurance and Technical Audit of
BSNL assets, contract documents, vendor enlistment and policy statement/document
for commercial exploitation.
Fair Rent Assessment for hiring of buildings/land (FRAC) for BSNL infrastructure.

Main features of Civil wing:

Civil wing carries out in-house planning, design and execution of buildings and
infrastructure through experienced and registered contractors.
Project planning and design is facilitated through computers using various reputed
software of the Civil Engineering field.
Structural Drawings are being prepared by departmental staff either manually or
through computers.
All the infrastructure projects are done through systematic approach to project
management techniques in a time bound manner.
All the construction works are closely monitored at various levels to ensure quality of
work and its timely completion.

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1.1. Requirements / Expectations:1.1.1. External Project Requirements:a) Proposed IM Structure:

IM STRUCTURE
For NB Projects
NB Projects

Below
Hierarchy will
be same as
describe under
KTK Circle

MAH Circle

KTK Circle

Comm.
Exploitations

Ext Works

Civil Works

Electrical
Works

Gujarat Circle

Below
Hierarchy will
be same as
describe under
KTK Circle

USO (IP)

Civil Works

Electrical
Works

b) The system should have a provision to capture the Action Plan in the system as per
the targets assigned by corporate/circle.
c) As is Process: - For external projects/Comm. Exploitations of existing lands &
building the funds requirement is allocated from the circle or corporate as per the
requirement as and when the project comes. This process in current scenario is
done on adhoc basis.
To Be Process: - There shall be an IM structure created in the system (captured as
above) wherein the corporate shall allocate the funds as per the action plan. This
fund or budget is given to meet the cost on account of EMD or PBG and any cost for
executing the External Projects/ Comm. Exploitations of existing lands & building.

1.1.2. Lead to Cash Process:1.1.2.1 Lead (Inquiry) requirements:

Separate tracking for leads of Electrical & Civil projects.

Tracking the leads on the basis of validity.

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Approval mechanism for inquiry is required to approve the same based on approval
hierarchy of BSNL.
Separate billing provision for Services & Material.
Requirement is there to capture the Service tax only (for Composite service tax
billing) where-in the service tax is charged as applicable.

1.1.2.2 Contract requirements:

Validation for the approval of Price/Cost Sheet in inquiry before Contract creation.

Tracking the Contract/Project on the basis of validity.

Separate billing provision for Services & Material in the Contract.

Complete Tax Capturing & Reporting (inclusive of special taxes).

1.1.2.3 Release Order requirements:a) Release Order is required to be created based on project.

Separate tracking of External Deposit work/ PMC work Release Order.

Release Order should be referring to the contract based on the quantity and
values both.

b) Two separate release orders pertaining to Deposit work/ PMC work may refer to one
contract.

1.1.2.4 Outbound Delivery requirements:a) Outbound delivery is required for following processes:

Delivery of material from BSNL Stock

Delivery of material from vendor to Project Site

1.1.2.5

Commercial Invoice Requirement:-

a) Provisioning of invoice to capture material and services offered.

b) Commercial invoice is required for following billing processes: Milestone based billing(fixed milestone)
Cost + Margin billing (Turnkey Project)
Invoice for Consultancy Charges (PMC)
Delivery based billing
c) Commercial Invoice should capture the pricing and tax details

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a) Project Structure (External) shall be created as per the below hierarchy including
Project Definition, WBS Elements and Different Activities:-

Note: The above is just an indicative of the PS Structure further WBS, activities
and Milestone can be added at the time of realisation phase as well as at the
execution phase.
b) Individual Site wise Project structure shall be created by Executive Engineer - civil,
each project shall be containing the following information at the time of creation:
Field Name (all mandatory)

Example of Values
PMC

Type of Work

Deposit
Turn Key
Office/Admin Building
Staff quarters
technical building
training Centers
Auditoriums
Lab
Towers
Others

Type Of Project

Guest House

Note: - Name of the customer shall be picked up from the Sales Order to the
Projects.
c) Organizational elements such as Company Code, Business Area and Profit centre
are mandatory field which are require to be entered at the time of creating the
project.
d) Project Coding shall be as follows:-

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1.2. To Be Process Description:1.2.1 Lead Creation & Tracking :a) Different Inquiry document types will be created to capture External Civil Inquiry
Process.
b) The inquiry will be validated for a defined period.
c) There will be approval mechanism to approve the inquiry, provision for attachment
for the price sheet will be there (Word/Excel/PDF); this approval will be based on
user status.
d) There will be SAP manual workflow (option to select the user id of recipient) for
approval of Inquiry/quotation. Approval (validation) from the competent authority of
inquiry will be required before quote/ Bid submission. An Approval mechanism for
inquiry will be provided to approve the same based on approval hierarchy of BSNL.
e) Material and Services are to be captured as separate line items. Composite Service
Tax will be charged on the entire value of work/service where no bifurcation is
available for material and service value.
f) Sales tax will be charged on the price of material delivered whereas Service tax will
be charged on services offered.
g) Quotation will be created with the reference to inquiry.

1.2.2 Contract Creation:a) Successful quotation/Bid will only be converted into contract. The contract document
structure will be uniform for all contract type irrespective of Deposit work or PMC
work.
b) Contract will be having a validity period.
c) Following data will be copied from quotation to contract document,
Sold to Party (Customer placing the order)
Ship to Party (Project Site)
Material Code & quantity(for material to be delivered)
Material Code (for services to be offered and quantity if required)

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d) Pricing:
Material value will be captured based on approved material prices.
In case of material, Sales Taxes e.g. CST and VAT to be captured.
For Installation of material, Service tax will be applicable.
Any special tax applicable will be captured as manual condition type.
A separate line item to be created for the total contract Value where bifurcation is
not available for material value and Installation value (For Composite service tax)
BSNL to provide the details of various existing & required pricing structures to be
configured in the system.
e) Project will be executable at multiple sites referring to same contract. This means
that consignee details captured in the system shall be such that the state specific
sales taxes can be captured in case the sites are in different states.

1.2.3 Creation of Release Order:a) Release Order will be created with reference to Contract. There will be two type of
civil release order.
Deposit Work Order
PMC Work Order
Note: - Different order type will be use to identify the type of work for sales analysis
purpose.
b) Following data will be copied from Contract to Release Order Document

Sold to Party (Customer placing the order)

Ship to Party (Project Site)
Material Code & quantity(for material to be delivered)
Material Code (for services to be offered)
Prices & Taxes (as applicable)

Note: - The Contract reference (value or quantity) will be mandatory for creating any
work order.
c) Required Project (WBS) will be assigned in the work Order for capturing of Planned
Revenue.
d) Defined Milestone (created in project based on the agreed terms and condition) will
be copied from Project to Releases Order.
e) Following billing scenarios will be provisioned,
Milestone based billing(fixed milestone)
Cost + Margin billing
Invoice for Consultancy charges. (Charges for validating vendor invoice)
Delivery based billing

1.2.4 Creation of Outbound Delivery:Note:- The below mentioned scenarios do not exist in the As-IS process , but the provision is
kept in the system to take care of the invoicing.
Two scenarios will be addressed,

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a) Delivery from BSNL stock

In this case the delivery will happen from BSNL stock by referring the work Order.
Following Accounting entries are passed,
COGS (Cost of Goods sold) account Dr
Inventory account.
Cr.

b) Delivery from Vendor to Project Site

Most of cases BSNL directly procure from vendor and consume the material at
project site. In this case no delivery will happen from BSNL stock Therefore no
delivery document will be created.

1.2.5 Invoicing:a) Following billing scenarios will be addressed,

1. Milestone billing: In this scenario, the total project value is based on contract value. Based on
milestone completion, percentage of total project value will be billed as captured
against the milestone.
Required project milestone will be created in Project (WBS) which will be copied in
work Order.
Each milestone will be assigned Billing block automatically. This Billing block will
be removed for billing by confirming actual date in Project milestone (WBS).

2. Cost + Margin billing : In this billing scenario, total cost consumed in project will be billed with certain
margin to customer.
In this billing process any authorized billing user will see the cost accumulated in
project by running a report CJI3. By adding defined margin (as agreed in the
contract) in project cost. Accordingly release order will be created and billing shall
be generated referring to the Work order.
3. Invoice for Consultancy Charges(PMC Scenario): Some cases BSNL provide consultancy to end customer for validating vendor
works. In this scenario vendor send invoice to BSNL for validation. Based on work
completion, BSNL verify and validate the vendor invoice and send to customer
with his consultancy charges in separate invoice.
4. Delivery based billing:Note: - The below mentioned scenarios do not exist in the As-IS process , but the provision is
kept in the system to take care of the invoicing.

In this billing scenario, total delivered material value shall be billed (Directly issued
material from BSNL stock).

b) Accounting entries for the Commercial Invoice from BSNL stock

Customer A/c

Dr.

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Revenue A/c
Sales taxes A/c

Cr.
Cr.

1.2.6 Creation of Corporate Funds Plan:

In order to meet the funds requirement for the External projects the corporate shall
be giving the circle wise funds under the Civil head (as per the IM structure). This
shall be in line with the proposed targets. For the details of the same please refer to
the FI BBP document no. BSNL_BBP_FICO_CAPEX_IM_PROCESSES_V1.0

1.2.7 Project Creation and Costing:

Scenario 1(Civil Project)

a) After the work order is created in the system by the Executive Engineer or the
competent authority on the basis of the Purchase order received from the
customer, the Project shall be created using the templates as captured in the
Project Structure Section as well as based on contractual details.
b) At this stage Person Responsible for the top level WBS element shall be
entered as per the competency.

Scenario 2 (Civil Part as a part of Electrical Project)

a) The CE or the competent authority gets the intimation to create the project/detail
the Civil WBS work from the respective Electrical Wing along with the Civil WBS
code and approved drawing detail from the Architect Department (or from
customer) via SAP workflow mail.

1.2.8 WBS Costing and budgeting by Civil Wing: a) In case of external projects a Preliminary estimate (if required) otherwise a detailed
estimate shall be created at the initial level only. To assist in preparation of cost
estimate information shall also be available from SAP on the updated purchase price
of the services on a real time basis for the same or different circles as well as the
DSR item codes.
c) After creation of Cost estimate the user status (User status is a functionality in SAP
system to update the progress of project by an authorized person) is changed to
Cost Estimate Created by authorized civil wing person.
d) Next step will be the roll up of the cost to IM position in the system to be done by
Civil Finance wing which will ensure that the cost estimate is visible in line with the
budget at the respective IM Position.
e) Budgeting:- Budgeting (to be read in conjunction with the funds allotment )shall be
done as per the cost estimate (either more or less) to the work package or the WBS
element. The expense in such case shall not be possible to be exceeded beyond
10% of the budgeted values. This is in line with the BSNL policy of expense control.
f) In case the value of estimate is beyond 10% of the approved value (while execution)
then additional /supplementary funds shall be asked for by the Executive Engineer
(or the defined authorized personnel of Civil wing)from the concerned as per the
competence.
g) Civil Finance wing (as per the competence) on receiving the request for additional
fund shall provide the necessary funds from the IM structure and intimation shall be
given to the Executive Engineer (or the requesting authority) on the same.
Note: The funds approval related to each WBS element shall be as per the financial
powers of the concerned official in line with the BSNL policies.

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The information flow shall be by means of manual workflow (SAP Mail) where-in
based on the cost estimate the sender selects the username /User ID of the
recipient and automatically sends the cost estimate via the SAP Mail.

1.2.9 Project Execution:a) The execution process starts with the information of project concurred and
approved being available to the CE/SE/Executive Engineer (or the defined
authorized personnel of Civil wing) through the SAP workflow mail.
b) After getting the FI concurrence the project is released by the competent authority.
Release of the project shall mean that now only the logistical processes can be
initiated from the project
c) If required the Detailed Drawings, Detailed estimate shall be prepared internally else
the PR no. shall be generated on the Civil WBS element and the tendering process
shall follow. The subsequent process is as captured in the MM BBP Document No.

BSNL_P1_ALL_BBP_MM_PUR
d) Recording Project Progress:-System shall be configured to capture the following
key information for Civil WBS element by either a user status, Milestone or through
normal logistical transactions so that the project progress is available.
Sr No
Key Information
PS Object
1
Survey of the site
Activities
2
Layout/Preliminary Drawings
User Status
3
Approval from Municipal Authorities
User Status
4
Details arch drawings
User Status
5
structural drawings
User Status
6
soil investigation
Milestone
Milestone
7
Horticulture work/land scaping
Milestone
8
Foundation
Milestone
9
Slab Completion
Milestone
10
Building Use Permission
Milestone
11
Structure Completion
Milestone
12
Internal work completion
Milestone
13
External Development
Disclaimer: - Above list can be further modified as per the project monitoring at the
time of project execution.
e) Services Entry against the Service Order/work order (MB):- The services shall
also be recorded in the system by the JTO/SDE as per the MM process captured in
BBP Document no. BSNL_P1_ALL_BBP_MM_PUR to record the project progress.
f)

Inspection Process:- After doing Pre Inspection by Executing Authority, the

concerned person of the WBS element shall update the user status as Pre
Inspection Done and Information communicated to Customer (Offering Memo). On
getting the information of Inspection completed the user shall update the status that
Inspection is completed in the SAP system.
A scanned copy of the Clearance report shall be attached to the WBS
element (wherever applicable) after customer inspection is over.

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g) Milestone confirmation: - As per the contract details the milestones shall be

created in the system on the respective WBS element for raising the invoice to the
customer. These predefined Milestones shall also be having a scheduled date and
once the work related to the milestone is completed, the same shall be confirmed by
the civil wing and an actual date shall be input on the milestone.
This will remove the billing block in the work order and an invoice shall be raised to
the customer as explained in the SD Billing section.
n) Journal posting by Finance:- Any other cost which is not attributable to
Procurement(of material and services) and Direction and execution , e.g. fees to be
given for permission to govt. Bodies etc. can be directly booked via FI postings in
system using the respective WBS element(Miscellaneous etc.)
Note: - The actual cost and the revenue values shall be regularly updated to the
system after the transactions automatically and the same is available in the standard
reports of Projects systems.

1.2.10 Project Closure:a) On getting the inspection done the individual WBS element is set a status as
TECO. Or Technical Complete, this status shall signify that the work is technically
complete. The concerned site-in-charge or Executive Engineer shall change the user
status to Hand over done.
b) Finance team settles all the expenses and Revenues related to Project.
c) Civil Wing team monitors the Defect Liability period information and confirms the
milestone related to the same.
d) Project is closed by changing the status to Closed (CLSD).

1.3 Cross Functional Consideration: - Integration Requirement in detail

1.3.1 FI Integration:a) In Some Contract, customer retains some amount as retention. This amount is
settled at the end of the project as per agreement with customer. There should be
provision to book the revenue with or without retention amount. (Need to discuss with
FI- Integration Point)
b) Most of cases BSNL charges Composite Service tax where no bifurcation is
available for material and service value. No utilization is there in such scenarios
against the Cenvat etc.
c) In some of the contracts BSNL takes the advance from the customer, this advance
amount is adjusted against each invoice as per milestone achieve.
d) To book the expenses on A/C of miscellaneous charges when project is not
released.
e) Civil Wing shall be using the FI organizational structure values (say e.g. Controlling
area, Company code, Business area and Divisions) as per the details captured in FI
BBP document no BSNL_BBP_FICO_Org Structure_V0.2 related to the BSNL
organization structure.

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f)

IM (Investment Management) structure shall be as captured in the requirements

section and as per the FI BBP document No. BSNL_BBP_FICO_CAPEX_IM_
MASTER DATA_V1.0.

g) Option to have an excel working related to Action Plan as well as a field to enter the
quantity related to the funds requirement should be there in system in the IM
structure.
h) The manpower charges for External Projects :Plan Manpower Cost: - Manpower Cost Planning is done as per Viability
Report-Details.
i)

For details on settlement of AUC/Profitability segment the system shall be configured

as per the details captured in FI BBP document no. BSNL_BBP_FICO_ASSETS

ACCOUNTING_V1.0.doc
j)

Process for acceptance of PBG/EMD amount will be captured in FI BBP Document

No. BSNL_BBP_FICO_AP NON PO IV_V1.0
k) Service tax process shall be captured in FI BBP Document number BSNL_BBP_

FICO_Taxation_V1.0
l)

Payments to contractor as per MB (Invoice Verification Process) shall be captured in

details in the FI BBP Document No. BSNL_BBP_FICO_AP PO IV_V1.0.doc

1.3.2 Integration with MM:a) MM organizational structure: - Civil PS process shall be using the logistics
organizational elements like Plant, Purchase organization, purchasing group etc. For
the details on the same please refer to the MM blue print document no BSNL_P1_

ALL_ BBP_MM_LO
b) The Civil department shall create the detailed estimate using the Items code
mentioned in DPAR/DSR and also using Market Rate Items. For details of master
creation please refer to the MM Master BBP Document no. BSNL_P1_ALL_

BBP_MM_MD
c) Tendering in detail is captured in the SRM BBP document no.BSNL_P1_ALL_

BBP_SRM_Tendering
d) Procurement process related to Civil shall be as per following details:

There is no centralized procurement (non Site specific) of materials for Civil Wing
in the As-Is Process.
Purchase Requisition shall be given from project (PS Module) for procurement of
services to the MM department for specific procurement.

For further details on above points please refer to the MM BBP Document No.

BSNL_P1_ALL_BBP_MM_PUR
e) Services Entry against the Service Order/work order
Four levels of approvals are required in the system before the payment is made to
vendor: 1st level (creation) :- By JTO/SDE
2nd Level (Checking) :- By SDE

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3rd Level (FI Checking and Concurrence):- AO

4th Level (Passed for Payment):- By Ex. En.

Only abstract shall be captured in the service entry sheet.

For details of Service Entry/R.A Bill process please refer to the MM Blue print No
BSNL_P1_ALL_BBP_MM_PUR. and FI BBP No. BSNL_BBP_FICO_AP PO

IV_V1.0.doc
Disclaimer: This BBP document covers the integration aspects of SAP MM and FI-CO module
related to SAP project system module. This document does not cover the entire process of SAP
MM and FICO related to Civil business process.
Note: This BBP document covers the integration aspects of SAP MM and FI-CO module related
to SAP project system module. This document does not cover the entire process of SAP MM and
FICO related to Electrical business process.

1.3.3 SD Integration:The logical linkage to Sales and Distribution module shall be by means of the following:a) Capturing the WBS code in Work order.
b) Capturing the Customer Code in Project Systems.
c) Capturing Milestone Billing plan in Work Order.
The actual revenue shall be updated to the projects Module automatically as and when
the invoicing is done to the customer.
Actual cost to the project shall be on account of the Material issue/service entry sheet or
direct FI postings.

1.4 Associated Processes:Following is the list of associated processes which form an integral part of External
Projects Civil process.
a) Inquiry to Cash Process:- AS explained in the section above in the above section no.
1.1.2 .
b) Project Estimate Process:- Outside SAP (only the summary values of component
heads are captured in SAP IM )
c) Approval of Project Estimate:- AS per SAP Mail
d) Tendering and Procurement: - Details as per the BBP document no. BSNL_P1_
ALL_BBP_SRM_Tendering of MM.
e) Material/Service Acceptance: - Details as per the BBP document no.BSNL_P1_
ALL_BBP_MM_PUR of MM.
f) Settlement: - Details as per the BBP document no.BSNL_BBP_FICO_ PROFIT
CENTRE ACTG_V1.0.doc of FI-CO.

1.5 Business Model / Process Flow- PDF File of Visio

1.5.1 Project Requirement:-

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1.5.2 Project Lead to Order:-

1.5.3 Project Planning:-

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Circle Civil Wing

Signature

Name

Finance Team of Respective Wing

1.5.4 Project Execution:-

1.5.5 Project Closure:-

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External Project Civil

Circle Civil Wing

Testing and project closure : Infra Civil

SAP

Civil Div/Civil Circle (EE/SE)

Inform Circle Civil

team for
completion of work.

Project Status shall be

changed to TECO once
final inspection is
completed and attach
Clearance and
Commissioning Report as
SAP
PS text

After completion of
complete work MB is filled
(Service entry is accepted)
and SDE submit the bill to
EE by updating status.

SAP

Periodic inspection will

be carried out by CE/EE/
SE update user status.

START

Final Inspection

SAP

Inform Customer about

closure of the Project by
EE/SE

Take Building Use

Permission from local
authorities

EE civil wing technically

close the project and Raise
final invoice on customer
(After Defect liability period
if any)

SAP

NO
After completion of
site work final
inspection will be
carried out by EE/
SE

All work
completed?

YES

Circle Finance Team

SAP

SAP

SAP

Collect amount
from customer

Finance team carry

out profitability
analysis for Project.

Finance team settle

the cost and
revenues on to
project.

End

Dispute management

SAP

Notes

Signature

Name

Subject Matter Expert (SME)

1.6 Explanations of Functions and Events:-Trigger to a Different

process, Yes/No of approvals and typically work flows.

1.6.1 Inquiry to Cash process:

There will be approval mechanism to approve the inquiry, provision for

attachment for the price sheet will be there (Word/Excel/PDF); this approval will
be based on user status.

1.6.2 Project Creation process:

The trigger to create the external project shall be from the Civil Department (in
case of Civil Project). Similarly information shall flow to civil department in case if
the project has a Civil work involved in it by Electrical Wing. Both ways it will be
by SAP manual workflow mail.

1.6.3 Project Execution:

Information on the reservation is created from the projects team and the reports
shall be available in the system for the stores in charge for the project wise
material or equipment requirement.
The materials/service shall be issued to the project WBS element as per the
stipulations and information for the same shall be given to the site-in charge by
SAP mail.
After the service entry sheet is created a work flow mail shall be given to the
concerned authority of the civil wing as per the MM blue print (no. Mentioned
earlier BSNL_P1_ALL_BBP_MM_PUR)

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Information to FI on inspection/A/T done shall be passed on with a manual workflow

by Civil Wing.

2 System considerations
2.1 Special Organisational Considerations:

For civil wing the purchasing authority as well as the execution team in-charge is the
same authority hence both the functions are performed by same entity.
In the To Be Scenarios the Role of Architecture in SAP system shall be to attach the
drawing to the respective WBS element and update the respective user statuses
only.

2.2 Changes to Existing Organisation:Change in steps, Change Management, Point form

Work by the Civil Wing on the project shall start only on the receipt of the information
from different business lines/SSAs or user departments along with the WBS code.
The assignment to WBS element with a position in IM shall initiate the budgeting or
funds allotment. The change from As-Is is that the funds allotment shall be done by
concerned IFA of Circle/SSA from the IM position rather than following the current
process of allocation of the funds from circle or corporate on an adhoc basis.
In the new system there shall not be any approval on the hard copy of the estimate.
All the approvals shall be system based. System shall keep an automatic record of
the changes to the user-status and the person ID who has made these changes for
future reference purpose.
All the projects or the detailing of WBS related to Civil works shall be created in the
system by competent authority of civil wing.
All the internal Information related to projects work (which require instruction or
approval) shall be initiated via SAP workflow mails.
All the confirmation on the important events (captured as Milestones) need to be
updated with the Actual Dates to get the real time progress update by the respective
authorities (Circle/SSA/Civil/Business Line)
The Civil Wing shall receive the work request of the business line via SAP mail and
it is only after the civil wing gives the Preliminary estimate, the final Project Estimate
shall be created by the respective Business Lines.
Approved quotation/ bid will only be converted into contract.
In case of Cost + Margin Billing, the Billing value will be referred from the work
Order.

2.3 Description of Functional Deficits:The details of functional deficits are as follows:S.No.

Functional Deficits

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Page 19 of 26

Creation of Extra Fields for External Civil

projects

Note sheet with comments of the respective

approver along with the Cost estimate

2.4 Approaches to covering Functional Deficits:S.No.

1

Functional Deficits
Creation of Extra Fields for External Civil
projects

Approach
Development

Note sheet with comments of the respective

approver along with the Cost estimate

Development

2.5 Notes on Further Improvements:

End to End process visibility of the system

Clarity and transparency of the system in terms of capturing the User-ID, Date and
time of the person who is making the changes.
Real time availability of Financial and progress reports related to project.
System based tracking of funds w.r.t the budget allocated for the project.
Clear visibility of the person responsible for the overall project as well as at the
component level of the project.

2.6 System Configuration Considerations:N/A

2.7 Authorisation and User Roles:sr
no

Steps

Where

Role/Designation
Create

Annual budget is
arrived for the Ext
Civil Project (IM top
position is created)

Corporate

Budget is bifurcated
to Circle wise (level
two position is
created in IM)

Corporate

22-Jan-10

Change

Display
(only)

Page 20 of 26

3
Create Inquiry for
customer along with
Partner Function

Corporate Civil
Wing/Circle Civil
Wing (CE)/Civil
Div/Civil Circle
(EE/SE)/Architect
wing

CE till JTO

CE till JTO

CE till
JTO

EE/SDE/JTO

CE till EE

CE till
EE

Attach Quotation as
a document to a
Inquiry

Corporate Civil
Wing

PGM/ED approve
pricing details

Corporate Civil
Wing

As per User Status

Obtain approvals for

pricing from
competent
authority(
CE/PGM/ED)

Circle Civil Wing

(CE)

As per User Status

Create Contract
along with contract
details

Circle Civil Wing

(CE)

CE/SE/EE

CE/SE/EE

CE till
JTO

Create Project
structure

Circle Civil Wing

(CE)

CE/SE/EE

CE/SE/EE

CE till
JTO

Update Contract
(assign Billing WBS
and Billing Plan)

Circle Civil Wing

(CE)

CE/SE/EE

CE/SE/EE

CE till
JTO

10

Assign activities to
Project (Task need
to be carried out)

Circle Civil Wing

(CE)

CE till JTO

CE/SE/EE

CE till
JTO

11

Planning team
prepares the Project
Estimate for
Individual Project.
(PE)

Circle Civil Wing

(CE)

CE till JTO

CE/SE/EE

CE till
JTO

12

Assign billing and

Progress Milestone
for Project

Circle Civil Wing

(CE)

CE/SE/EE

CE/SE/EE

CE till
JTO

13

Planning team
update Project
status on creation
of plan cost
information shall
pass on to concern
finance team.

Circle Civil Wing

(CE)

CE till JTO

CE/SE/EE

CE till
JTO

14

Reviews the over all

project costing and
estimation done

Finance Team of
Respective Wing

IFA of
approving
authority

IFA of
approving
authority

CE till
JTO/JAO

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Page 21 of 26

15

Assign Project to the

IM Position to
Respective circle

Finance Team of
Respective Wing

IFA of
approving
authority

IFA of
approving
authority

CE till
JTO/JAO

16

Finance concurs the

Project based on
Financial powers of
the CE/SE/EE via
user status

Finance Team of
Respective Wing

IFA of
approving
authority

IFA of
approving
authority

CE till
JTO/JAO

17

Information shall
pass on to concern
CE/SE/EE for
approval.

Finance Team of
Respective Wing

IFA of
approving
authority

IFA of
approving
authority

CE till
JTO/JAO

18

After concurrence
from Finance (CE)
head approves the
project (Release
Project)

Circle Civil Wing

(CE)

19

Create Down
payment
Request/milestone
payment

Finance Team of
Respective Wing

IFA of
approving
authority

IFA of
approving
authority

CE till
JTO/JAO

Finance Team of
Respective Wing

IFA of
approving
authority

IFA of
approving
authority

CE till
JTO/JAO

Civil Div/Civil
Circle (EE/SE)

EE/SDE

EE/SDE

CE till
JTO

Civil Div/Civil
Circle (EE/SE)

EE/SDE

EE/SDE

CE Till
JTO

20

21

22

Update account
receivable
Service order issued
to selected Architect
by SDE/EE according
to the financial
powers
Architect prepares
Layout &
Preliminary drawing
and assign as PS
Text

As per User Status

23

Architect prepares
Detail drawing and
DE shall be created
by civil wing

Civil Div/Civil
Circle (EE/SE)

CE/SE/EE/SDE CE/SE/EE/SDE

24

Drawing is reviewed
technically by
project executer
CE/SE/EE and
update user status
after review.

Civil Div/Civil
Circle (EE/SE)

As per User Status

22-Jan-10

CE Till
JTO

Page 22 of 26

25

26

JTO/SDE fill MB
(service entry sheet)
and update/confirm
project
activities/Milestones
Periodic inspection
will be carried out
by CE/EE/SE update
user status.
After completion of
complete work MB
is filled (Service
entry is accepted)
and SDE submit the
bill to EE by
updating status.

Civil Div/Civil
Circle (EE/SE)

SDE/JTO

Civil Div/Civil
Circle (EE/SE)

EE/SDE/JTO

CE Till
JTO

As per User Status

Civil Div/Civil
Circle (EE/SE)

SDE/JTO

EE/SDE/JTO

CE Till
JTO

Civil Div/Civil
Circle (EE/SE)

CE/SE/EE

CE/SE/EE

CE Till
JTO

29

EE civil wing Raise

final invoice on
customer (After
Defect liability
period if any)

Civil Div/Civil
Circle (EE/SE)

EE

EE

CE Till
JTO

30

Finance team carry

out profitability
analysis for Project.

Circle Finance
Team

EE/AO

EE/AO

CE till
JTO

31

Finance team settle

the cost and
revenues on to
project.

Circle Finance
Team

EE/AO

EE/AO

CE till
JTO

27

28

Project Status shall

be changed to TECO
once final inspection
is completed and
attach Clearance
and Commissioning
Report as PS text

Note:- The role of Architect wing of BSNL (if applicable) shall be same as per the details
captured in the BBP document for Civil Internal Projects.

2.8 Additional Data Requirements:N/A

2.9 Interface Requirements:N/A
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Page 23 of 26

2.10 Reporting Requirements:PS_Dev_CW_05

PS_Dev_CW_06
PS_Dev_CW_07
PS_Dev_CW_08
PS_Dev_CW_09
Standard
Standard

M_1 Expenditure
M_2PR 50L-20Cr
M_3 Tower
Q_1Action Plan
Y_2 RE-BE
Plan vs Actual cost & Revenue Reports w.r.t Division,
Projects
Customer Specific Projects w.r.t no of Project & Values

Reports
Reports
Reports
Reports
Reports
Reports
Reports

2.11 Enhancements, Lists and Forms:PS_Dev_CW_01

PS_Dev_CW_02
SD_Dev_CW_01

Customer Field Enhancement

Note Sheet editable/un editable
Invoice Layout

Enhancements
Enhancements
Form

2.12 Annexure:2.12.1 Process Flow

Visio-Ext Civil
Projects.pdf

2.12.2 MOM External projects BBP Workshop

MOM Civil 18th Jan

to 20th jan.pdf

2.12.3 Integration Document SAP PS-MM & SAP PS-FI

FI-PS Integration for MM-PS Integration

for Ext Civil.pdf
Ext Civil.pdf

SD-PS Integration
for Ext Civil .pdf

2.12.4 Reporting Requirements:

Civil Reports.zip

2.12.5 GAP List Next Action Item

22-Jan-10

Page 24 of 26

Civil GAP List.zip

22-Jan-10

Page 25 of 26