2 Enterprise Information Management System (EIMS) Training Manual

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2 Asset Management Developed by: Tech Mahindra Ltd Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 59

3 TABLE OF CONTENTS 1 MODULE DESCRIPTION BASIC DEFINITIONS PROCESS DIAGRAM MODULE FEATURES SECURITY FEATURE SEARCH IMPORT/EXPORT UTILITIES: HINDI/ENGLISH SUPPORT ASSIGN SCHEME TO MULTIPLE OFFICE(S) TRANSFER ESTABLISHMENT ASSET TO OFFICES(S) VIEW/UPDATE ASSET DATA REPORTING FEATURE ROLES AND PERMISSIONS HOW TO ACCESS ASSET MANAGEMENT MODULE FROM EIMS HOME PAGE USING A DIRECT LINK ROLE BASED SCREEN ACCESS Module Admin Screen: Asset Registration Screen: Asset Update Screen: Active/De-active Asset Screen: Import Asset Data Data Entry User Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 60

4 Screen: Technical Asset Registration and Update Screen: Asset Structure Registration and Update Screen: Establishment Asset Registration and Update Supervisory Role Screen: View Registered Asset Screen: View Asset Report CASE STUDY STEPS IN ASSET MANAGEMENT Register Technical Asset View & Edit Technical Assets Upload and Download Design of Work Register Structure Register Establishment Asset Lease and Auction Asset Reports Technical Asset Report Establishment Asset Report REFERENCES Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 61

5 1 Module Description Asset management enables management of WRD's assets, both physical (such as buildings, equipment, infrastructure etc.). The organizational assets are defined in the section below. 2 Basic Definitions Physical asset management: the practice of managing the whole life cycle (design, construction, commissioning, operating, maintaining, repairing, modifying, replacing and commissioning/disposal) of physical and infrastructure/irrigation assets such as structures, power stations, water regulating structures facilities, irrigation networks, transport systems, buildings and other physical assets. Fixed assets management: an accounting process that seeks to track fixed assets for the purposes of financial accounting. IT asset management: the set of business practices that join financial, contractual and inventory functions to support life cycle management and strategic decision making for the IT environment. This is also one of the processes defined within IT service management. Digital asset management: a form of electronic media content management that includes digital assets. Apart from the general definitions given above the Asset Management Module defines the following categories of assets, in line with the terminologies used commonly in WRD: Technical Asset: The Technical Asset function described consists of Irrigation Water Management including operations and maintenance of canal system, regulation of system, irrigation recording and Irrigation Billing. Irrigation assets consider as immovable asset like: Dam, Barrage, LIS, Weir, Canal etc. Establishment Asset: Establishment Assets are movable assets which can be transfer from one to another location. Building, Land, Rest House, Vehicle etc. fall in the category of establishment asset Re-construction: Assets are upgraded to increase a level of service (technological improvement) or meet legislative requirements. Disposal: Assets are typically disposed of due to obsolescence. The module has functionality of disposal of assets through auction. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 62

6 3 Process Diagram Any asset follows a life cycle as depicted below. Each phase of the life cycle has different form of information that can be elicited for use by WRD for its evaluation and monitoring purposes. 4 Module Features The key features of the modules are listed below: Data Entry screens for registration of assets Asset Inventory, where details of assets can be seen location-wise and project-wise on a spatial database or in the form of a report Database with respect to Acts, Procedures, Government and other administrative Orders related to acquisition of Assets Transfer/relocation of assets Record of assets for disposal through auction. 4.1 Security Feature The module has login based permissions and access. It means one user can t access or remove/update the information created by EIMS user. Also some of the screens or facilities in the modules are extended/available to a category of user as per the roles. Note to the user: Please do not share your login and passwords with other users Please update your passwords regularly Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 63

7 4.2 Search EIMS gives search facilities for retrieval of data. On the search screen the user is required to enter key phrases to enable search. The various search screens available in Asset Management modules are as follows: Search Technical Asset details: facility to search Technical Asset details for an Office, Asset Type (Dam/Barrage/LIS/Weir/Ghat), Asset Status, Asset Name and Asset Classification (Major/Medium/Minor). Search Establishment Asset details: facility to search Establishment Asset details for an Office, Asset Name and Asset Type (Building/Furniture/Land/Vehicle). 4.3 Import/Export Utilities: Importing Technical & Establishment Assets data in correct excel format Note to the user: For Importing of data please ensure that the excel sheet in required format is used and the data is verified before upload. Wrong data or erroneous entries in the import excel sheet will cause the application to throw an error. In such case, please ensure correctness of excel fields, excel format. Exporting data of Technical Asset details to an excel/pdf files Exporting data of Establishment Asset details to an excel/pdf files 4.4 Hindi/English Support The module has provision to switch between Hindi and English. For data entry forms, the data entry is possible in English only. The form fields can toggle between Hindi and English. 4.5 Assign Scheme to Multiple Office(s) This facility assigns a scheme to multiple offices. These are the schemes which have jurisdiction boundaries extending to one or multiple office. 4.6 Transfer Establishment Asset to Offices(s) This feature: Enables transferring of Assets (Building, Vehicle, IT Assets, Furniture etc.) Maintaining the information of transferred assets and its new office details. 4.7 View/Update Asset Data This feature allows user to view and update of Asset Data. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 64

8 4.8 Reporting Feature These are customized reports and are available publicly (i.e. anybody can access it over internet). The module has the following public reports Technical Asset Report: - It generates Scheme Category wise (Major/Medium/Minor) of Technical Asset. Office Wise Technical Asset Report: - It generates Office wise (CE/Circle/Division/Sub Division) cumulative Report of total asset count. Building and Land Report - It generates Office wise no. of Building and Land registered in Asset Management. Tree and Other Miscellaneous Asset Report It generates Office wise no. of Tree and Other Miscellaneous (Vehicle, Furniture, IT Assets, Rest House, and Grass etc.) assets registered in Asset Management. Admin Report - Report shows all Active/De-active Assets which are registered in Asset Management. Note to the user: The reports can be downloaded in pdf/excel format for taking print outs or keeping office records. 5 Roles and Permissions This module has role based access and permissions and the permissions for the screens are listed below for reference: Screen/Process Provisioned Roles Permission SDO EE SE CE Administrator Asset View View View View Register, Update, Active/De-active Design of Work Upload/ Download Upload/ Download Upload/ Download Upload/ Download View. Upload/ Download Generate Report View View View View View Note to the user: Please note that, based on user privileges some screens may or may not be visible. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 65

9 6 How to Access Asset Management Module 6.1 From EIMS Home Page EIMS ds varxzr Asset Management Module Access djus ds fy;s fueu steps dk vuqlj.k djsa& Address box esa type djsa vksj enter button nck;saa (In the address bar type then press enter button to visit Water Resource Department's Web Site). Address box fueukuqlkj Portal dk home page open gks tkrk gsa (Following home page of portal will be open) Asset Management Module open djus ds fy;s home page esa EIMS Login option click djsaa (To open Asset Management Module select EIMS login from home page). Click here Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 66

10 Click here Asset Management Module ij click djsaa (Click on Asset Management Module) Module screen esa login ID vksj Password fy[ksa vksj login button ij click dj nsaa (Enter Login ID and Password and click on Login button.) lqyrkiwozd y fxu gksus ij] home ist uhps nh xbz Ldzhu dh rjg çnf'kzr gksrk gsa (After Successful Login, home page of module is displayed.) Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 67

11 6.2 Using a direct link Click on this link to access module Role Based Screen Access The roles in EIMS can be any of the following: Admin role - is for provisioning of basic/master data of an module Data Entry role is for entering of basic form data Supervisory role is for review/approval/rejection/modification of data Decision making role is for viewing of report and decision making The various screens as per role are listed in the sections below Module Admin The module admin role has access to the following screens: Screen: Asset Registration Role Access Permission Administrator Register Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 68

12 Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 69

13 Screen: Asset Update Role Access Permission Administrator Edit/Update Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 70

14 Screen: Active/De-active Asset Role Access Permission Administrator Active/De-Active Click here for Active or Deactive any Asset. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 71

15 Screen: Import Asset Data Role Access Permission Administrator Import Click here for Import Asset Data Click here for open Import Asset Data Screen Data Entry User The following screens are available in the Asset Management module for making form based data entry: Screen: Technical Asset Registration and Update Role Access Permission Administrator Registration Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 72

16 Dam Registration - Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 73

17 Barrage Registration Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 74

18 Similarly Weir, Flood Control (Ghat) and LIS can be register Screen: Asset Structure Registration and Update Role Access Permission Administrator Structure Registration Head Sluice Registration - Canal Registration Similarly Spillway, Waste Weir, Distributory, Minor and Outlet can be register Screen: Establishment Asset Registration and Update Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 75

19 Role Access Permission Administrator Registration Building Registration - Similarly Furniture, Grass, IT Asset, Land, Rest House, Tree and Vehicle can be register Supervisory Role Screen: View Registered Asset Roles SDO EE SE CE Administrator Access View View View View View Permission Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 76

20 Screen: View Asset Report Roles SDO EE SE CE Administrator Access View View View View View Permission Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 77

21 7 Case Study 7.1 Steps in Asset Management Steps to be taken to manage Assets are: 1. Register Technical Asset 2. View and Edit Technical Asset 3. Upload and Download Design of Work 4. Register Structure 5. Register Establishment Asset 6. Lease and Auction Asset 7. Reports Register Technical Asset Primary Role/Assigned Role: Admin Operations: 1. Login as Administrator 2. Go to main Menu>Register Assets (for new Record) 3. Click on Register Technical scheme Tab 4. Fill all Mandatory Fields of form. 5. To save the record Click on Save button. Below Screen Shot are showing Final Step - Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 78

22 Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 79

23 Click Here View & Edit Technical Assets Primary Role/Assigned Role: Admin View Role: EE/SE/CE Operations: 1. Login as Administrator 2. Go to main Menu>Asset Inventory and Maintenance 3. Click on View Technical Assets Tab 4. Fill Search fields (Asset Name) and click on Search button. Below Screen Shot are showing Expected Steps- Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 80

24 Click Here After click on Search Button, it shows below screen. Click Here Click on Scheme ID for view asset details Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 81

25 Edit Asset details User 'Edit' button dk mi;ksx djds cka/k fooj.k esa ifjorzu dj ldrs gsa blds fy;s particular Dam ds Edit button click djsaa Click Here uhps nh xbz Ldzhu esa lacaf/kr tkudkjh vimsv djsa vksj var esa Update button click djsaa Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 82

26 Click Here Similarly Barrage, LIS, Flood Control (Ghat) and Weir can be register Upload and Download Design of Work Primary Role: Admin Assigned Role: SDO, EE, SE and CE Operations: 1. Login as Admin Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 83

27 2. Go to main Menu>Asset Inventory and Maintenance 3. Click on View Technical Assets Tab 4. Fill Search fields and click on Search button. 5. Click on Scheme ID link button. Click to view Scheme Details. Click on Upload Design link button Check radio button for any structure (Head Sluice, Spillway, Minor etc.) to upload its Design Document. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 84

28 Click here to open upload design form. Click here to upload document. Click on Upload button to upload design. For download design for that particular scheme click on View Design button. Click here to open download design form. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 85

29 Click here to view designs. Check structure and click on view button for view uploaded document on that particular scheme. Click on link to download file. Click on file for download Register Structure Primary Role/Assigned Role: Admin Operations: 6. Login as Administrator 7. Go to main Menu>Asset Inventory and Maintenance 8. Click on View Technical Assets Tab 9. Fill Search fields and click on Search button. 10. Click on Add Structure button->select Sub Structure->fill all mandatory field->then click on Save button-> Structure saved successfully Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 86

30 Head Sluice cuk, (Create Head Sluice) Click Here Click Here Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 87

31 Ukgj cuk;sa (Create Canal) Click Here Similarly Spillway, Waste Weir, Distributory, Minor and Outlet can be register Register Establishment Asset Primary Role/Assigned Role: Admin Operations: 1. Login as Administrator 2. Go to main Menu>Register Assets 3. Click on Register Establishment Asset Tab 4. Select Office Name and Asset Type (Building, Land, Rest House, Vehicle etc) 5. Fill all Mandatory Fields of form. 6. Click on Save button Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 88

32 Register Building Register IT Asset Click Here Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 89

33 Similarly, other Establishment Asset (Furniture, Vehicle, Grass, Tree, Rest House, and Land) can be register Lease and Auction Asset Primary Role/Assigned Role: Admin Operations: 1. Login as Administrator 2. Go to main Menu>Accounting 3. Click on Lease Asset Tab 4. Fill all Mandatory Fields of form. 5. Click on Save Search Window Register Lease Asset Register Auction Asset Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 90

34 Auction Asset dks register djus ds fy, Create New Button ij click djsaa xbz screen dh t:jh field dks Hkjsa vksj save button ij click djsaa Reports Primary Role/Assigned Role: SDO/EE/SE/CE/Admin Operations: 1. Login as SDO/EE/SE/CE/Admin 2. Go to main Menu>Asset Reports Technical Asset Report It shows the graphical view of all the technical assets. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 91

35 Establishment Asset Report It shows 2 reports are as follows For Building and Land Report:- Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 92

36 For Tree and Grass Report:- 8 References S. No. Reference Document 1 A Compilation of Technical Circulars for Irrigation Works in Madhya Pradesh, B.R. Banga. 2 EIMS Task 1 4 Reports, TechM 3 MTR I III, DHV 4 Dam Data Book MPWRD 5 Department Structure, Proposal Documents provided by WRD 6 Discussions and Minutes of Meetings from various discussions and suggestions. 7 Feedback received from online Trac < 8 SRS and Design Documents of the module. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 93