RMS User document

Tata Power-Risk Management System- Reference Manual

14th November, 11

TABLE OF CONTENTS

1.PROCESS FLOW

2.INTRODUCTION

3.SYSTEM LOGIN

4.HOME PAGE

5.MASTERS

5.1.Company

5.2.External Users

5.3.Category

5.4.Sub-Category

5.5.Location

5.6.Committee

5.7.Assign Roles

5.8.Risk Champion

5.9.Impact Band

5.10.Likelihood Band

5.11.EPM

1.PROCESS FLOW

Figure shown below describes the work flow of the Risk Management System. The flow chart describes a procedure using which a Risk can be added into the system.

All the roles except RMC Chairman/Coordinator & Risk Champion will be able to create a Risk on the system. In case Risk is entered by Risk Owner or DRMSC Chairman/Coordinator, the risk will remain pending for assignment of Risk Owners & Champions by the Company Administrator/RMSC Chairman/RMSC Coordinator.

Figure 2b

Figure 2c

2.INTRODUCTION

The document is a user manual for the Tata Power-Risk Management System.

The system has been secured with a login and password and can be used by entering the Employee ID and Password (of Sangam).

Following are different logins / roles present in the system:

  • Administrator
  • Audit Committee Member
  • Company Administrator
  • RMC Member
  • RMC Chairman
  • RMSC Chairman
  • RMSC Coordinator
  • RMSC Member
  • DRMSC Chairman
  • DRMSC Coordinator
  • DRMSC Member
  • Risk Owner
  • Risk Champion
  • Action Taker
  • External Users

3.SYSTEM LOGIN

User will be able to log in using the Sangam Employee ID and password. Please refer to the screen shot below for more details:

As shown in the screenshot above, user will have to select his/her User Type which indicates whether he/she is an External User (i.e. Other than Tata Power) or an Internal User (i.e. Tata Power Employee). Depending on the type of user selected the user has to enter the user name (i.e. Employee number in case of Tata Power employees) and password which will allow him to access the system.

4.HOME PAGE

The home page will display the information of the logged in user. User will be able to view the roles assigned to him/her (on the system) with the help of this screen.

5.MASTERS

All the masters can be accessed by the Central Administrator while certain masters can be accessed only by Company Administrator. The RMS system has following set of masters.

5.1.Company

The Central Administrator has the facility to add new Company in the system. In order to add a new company following information will be entered into the system:

  • Code
  • Full Name
  • Short Name in the textboxes provided.

On click of the “Add” button a new company will be added into the system. Administrator can delete the record by clicking on the button and update the information by clicking on the button.

Please refer to the screen shot below for more details.

5.2.External Users

The Central Administrator/Company Administrator has the facility to assign External Users on the system. On Click of “Add External Users” link a pop-up window opens where the user has to enter details of the external user. If the Central Administrator assigns an external user then he has to select company name from company dropdown and has to enter

  • name of the external user
  • login id
  • password
  • confirm password
  • email id
  • contact no and
  • has to select “Is Audit Committee Member” from the radio buttons provided.

In case of Central Administrator, company dropdown would be filled with all the companies, whereas for Company Administrator only those companies would get filled for which the user has been designated as company administrator. On click of “Save Details” button the details will be saved and External User will be added on the system.

Please refer to the screen shot below for more details.

If the logged in user is Company Administrator then the following screen will be displayed where user can view external user data and can edit the logged in external user details.

Please refer to the screen shot below for more details.

On click of the “Add External Users” link, following popup window will be displayed:

On clicking “Save Details” the data will be saved in the system.

The Central Administrator/ Company Administrator can deactivate the user by clicking button provided for each user. On click the following message box is displayed.

A click on “OK” will deactivate the external user.

The Central Administrator/Company Administrator can re-activate the user by clicking button which prompts the following message box.

A click on “OK” button will activate the external user.

5.3.Category

The Central Administrator will have the rights to create a new Category. As soon as the Category is created, its subcategory with same name will be automatically created in the system.

In order to create a new category, user has to enter the Category No and Category Name in the textbox provided.

A category can be deleted by clicking on the button provided adjacent to each record and a category can be edited by clicking on the button.

Please refer to the screen shot below for more details.

5.4.Sub-Category

The Central Administrator has the facility to map the Category with the Sub-Category. By default, a Category will have a subcategory of the same name. Administrator has to select the Category from category drop-down list and then enter the Sub-Category in the textbox provided for the respective category. On click of the “Add” button, the details i.e. mapping the Category with the Sub-Category will be added. The Administrator can delete the record by clicking on the button and can update the record by clicking on the button.

Please refer to the screen shot below for more details.

5.5.Location

The Central Administrator as well as the Company Administrator has the facility to map the Company with the Location. Central Administrator has to select the Company from company drop-down list and has to enter the Location in the textbox provided. On click of the “Add” button the details will be saved, which will allow mapping of the Company with the Location. The Company Administrator will be able to view the list of only those Companies for which he has been assigned as the Company Administrator. The Administrators can delete the record by clicking on the button and can update the record by clicking on the button.

Please refer to the screen shot below for more details.

5.6.Committee

The Central Administrator as well as Company Administrator has the facility to add Risk Management Sub-Committee and Division Risk Management Sub-Committee on the system. The Administrators would have to select the RMSC or DRMSC from the radio list provided along with the company from the “Company” dropdown list and enter the name of RMSC/DRMSC into the textbox provided.

The Company Administrator willbe able to view the list of only those Companies for which he has been assigned as the Company Administrator. On click of “Add” button the details will be saved and the RMSC/DRMSC will be assigned to the Company. The Central Administrator and Company Administrators can delete the record by clicking on the button and can update the record by clicking on the button.

Please refer to the screen shot below for more details.

5.7.Assign Roles

This link is used to assign various roles (like Central Administrator, Company Administrator, Audit Committee Member, RMC, RMSC and DRMSC) to the employees. On click of the “Assign Roles” link a pop-up window will allow the user to enter the details for assigning the different roles on the system. Any employee can be assigned a role by searching his/her name using Employee text box. User has to select the desired employee’s name from the Employee auto complete and then select the desired role from Roles drop down. Depending upon the role selected by the user the following fields are mandatory:

On Clicking the “Assign Roles” link the following pop-up window opens.

  • Central Administrator

1)Employee Name(Auto fill)

  • Company Administrator

1)Employee Name(Auto fill)

2)Company Name(Drop-down list)

  • Audit Committee Member

1)Employee Name(Auto fill)

2)Company Name(Drop-down list)

  • RMC

1)Employee Name(Auto fill)

2)Company Name(Drop-down list)

3)Level(Radio list)

(i) Chairman

(ii) Member

  • RMSC

1)Employee Name(Auto fill)

2)Company Name(Drop-down list)

3)RMSC Name(Drop-down list)

4)Level(Radio list)

(i)Chairman

(ii)Coordinator

(iii)Member

5)Member Type(Radio list)

(i)Core

(ii)Associate

  • DRMSC

1)Employee Name(Auto fill)

2)Company Name(Drop-down list)

3)DRMSC Name(Drop-down list)

4)Level(Radio list)

(i)Chairman

(ii)Coordinator

(iii)Member

5)Member Type(Radio list)

(i)Core

(ii)Associate

On click of the “Create” button the role is assigned to the chosen employee.

The Central Administrator can remove the role assigned to a user by clicking on the button.

Note: Depending on the User Login, the roles assignment may vary depending on Hierarchy of Roles
For example: The Company Administrator cannot be assigned the role of Central Administrator. The Company Administrator will be able to view data only for his company assigned to him.

5.8.Risk Champion

The Central Administrator and the Company Administrator has the facility to add Risk Champion on the system. The user who is assigned role of Risk Champion for one company cannot be assigned to another company. Administrator has to select a company from the “Company” dropdown list and then select an employee using autocomplete textbox. To select an employee from the autocomplete a single alphabet of the name can be entered, the textbox will show all the employees containing that alphabet and then required employee can be selected from the list. On click of “Add” button the details will be saved and the Risk Champion will be assigned to the Company. Administrator can delete the record by clicking on the button and can update the record by clicking on the button.

Please refer to the screen shot below for more details.

5.9.Impact Band

The Central Administrator will be able to create new Risk impact range for a given company. Administrator has to select the Company from company drop-down list and has to enter (From) and (To) values (which indicated rupees in crores) respectively in the textbox provided for the selected company. When the administrator is entering the first record he / she has to enter the numerical digit in both From and To textboxes, after which the From TextBox will be frozen with the consecutive number and the administrator will then have to enter values in only in the To Textbox. On click of the “Add” button the details will be saved, which will allow mapping the Company with the Risk Impact range. The Administrator can delete the record only in the descending order of Impact Band, by clicking on the button.

Please refer to the screen shot below for more details.

5.10.Likelihood Band

Administrator will be able to create new Risk Likelihood range for a given company.He/She has to select the Company from company drop-down list and enter range (in %) along with the description in the textbox provided for the selected company. When the administrator is entering the first record he / she has to enter the percentage value in both, From and To textboxes, after which the From textbox would be frozen and values will have to be entered in the “To” textbox only. On click of the “Add” button the details will be saved, which will allow mapping the Company with the Likelihood Band range. The Administrator can delete the record only in the descending order of Likelihood Band, by clicking on the button.

Please refer to the screen shot below for more details.

5.11.EPM

This master will be maintained by the Central Administrator or Company Administrator for their company.

On click of the “Upload EPM”link, the following screen will be displayed

For Uploading a new “EPM” the excel sheet needs to be created in the following manner :

- First Column Company shortName

- Second Column EPM Number

- Third Column EPM Name

The file has to be saved in Excel in tab-delimited format with the name as "EPM.txt".

On click of “Upload Data” the EPM is uploaded in the system as shown below.

Central Administrator can view uploaded data before submitting it. If the administrator feels that there is a mistake in the upload file then he can delete the data by clicking on “Delete EPM” button, and upload it again. If the data is proper then the administrator has to click on “Submit EPM” button which will save the data in the database and the administrator can view by clicking on “View EPM” link.

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