By Vasanth Prabhu

AGM

ERP

Information Technology Organogram

Head - IT

Head of Department

SAP-CC IT Infra AD&QC IT Logistics

Head of Group/ Team Leaders

SAP-ERP

SAP-ISU

Communication

IT Sarthi

Data Center

AD

Mobility

SAP BW

SAP BASIS

SAP Functional/ ABAP Experts

Communication/ Database/ Network/

Hardware Experts

JAVA/ SQL/ ASP.NET Experts

Initial Challenges in July 2002- Network & Operations Management

53% AT&C – Huge Losses to Govt . of Delhi

Dilapidated Distribution Network -TPDDL area accounted for 40% of the total units shed in Delhi. An average consumer faced 110 hours of interruption.

Issues in Fault Restoration – no accountability as system was prone to manipulation.

Dismal functionality rate of Street Lights –issues with road owning agencies.

No systemic process for Communication to Consumers - with regard to power interruptions.

Material availability and monitoring of stock levels – a key concern

Institutionalized Theft of Power – ineffective process to deal with defaulters

Fire Fighting stage called for immediate actions which could give quick results,

and help us gain credibility amongst consumers

20,000 applications pending for New Connections - even Attribute change (Name, Load etc.) requests were pending for years

1,00,000 Billing Complaints - 15% of the consumer base complaints pending in files

Erroneous Consumer Database – 50% of consumers had some form of an error

Absence of Consumer Relationship approaches – virtually no emphasis on consumer comfort

No Digitization

- Limited Computerization / Absence of CRM for tracking and monitoring of Consumer Complaints

Nothing moved unless long hours were spent standing in queues

with absolutely No civic amenities.

Initial Challenges in July 2002- Revenue Cycle Process

Turnaround Snapshot

Parameter Unit Jul 02 Mar 16 % ChangeAT&C Losses % 53.1 8.88 83%

System Reliability – ASAI -Availability Index % 70 99.48 42%

Transformer Failure Rate % 11 0.61 95%

Length of Network Ckt. Km 6750 11190 66%

Street Light Functionality % 40 99.4 149%

New Connection Energization Time Days 51.8 5 90%

Meter Replacement Time Days 25 4 84%

Provisional Billing % 15 1.34 91%

Defective Bills % 6 0.14 98%

Bill Complaint Resolution Days 45 4 91%

Mean Time to Repair Faults Hours 11 1.55 86%

Call Center Performance - Service Level % - 92

Consumer Satisfaction Index % - 86

Capex Incurred (Cumulative) Rs. Cr 1210 5897 387%

Revenue Rs. Cr 1156 6875 495%

Consumers Lacs 7 15.15 117%

Employees Nos. 5600 3525 37%

Initial Challenges

• No IT Culture

• No Network Infrastructure: No e-mail system; No ManagementInformation System

• Customer Care as per the whims & fancies of the untrainedmanpower – No systematic supervision & tracking

• Grossly inadequate Billing & Collection Systems with extensiveRevenue Leakages

• Average age of employees 45+, No knowledge of PC Operation

HOW WE DID IT?

7/7/2018 8

Approach and Focus Areas towards implementing various

Technologies

• Identification and evaluation of initial challenges

• Reduction of AT&C Losses

• Phased manner implementations

• Business Process Re-engineering – Strengthening of Key

Business Processes (Like Billing) initially

• Innovation and Automation

• Adoption of Process and Technology Best Practices

• Integrated approach towards process mapping

• Consumer convenience

• IT application end user convenience (Constant Training and

Development)

Setting up of – Technology

Infrastructure

COMMUNICATION NETWORK

OFFICES

TRANSCO

Grid Stations

Sub Transmission

Grid Stations

Distribution

Stations

CUSTOMERS

SCADA/ DMS/DA

SAP-ISU

(BI/FICA/DM/CS)

SAP

(PM/PS/MM/HR/FICO)

GIS

Call Centre

OMS

Current Technology Landscape

AMR/PG/SPT BILL

WEBDATA

CENTER

1

ISO 9001 & ISO 27001 certified

WEBDATA

CENTER

2

2700 Desktops/Laptops, 171 Servers, 132 Locations

Business Continuity

Facility Solution Available

Data Replication Real time synchronous replication (shipping and storage of logs on real time and application of these logs at remote site after half an hour)

Email High Availability - Clustered mode and Database Availability Group (DAG) mode for data replication

Critical Servers In clustered mode for critical applications e.g. Exchange, SAP etc.

Internet Connectivity 40 Mbps Link from Tata Communications with Primary link at DC1 and Backup link at DC2 in active passive mode.

Redundancy in Replication Link Redundant OFC link between DC1 and DC2 backed up with Microwave link.

Power Power from two independent sources at data centers backed up with redundant UPS and DG set

Backups Storage Backup media are stored in two different locations – CMC office Delhi, TPC Mumbai

Software Support Agreement with Microsoft, SAP & Oracle

LAN at Data Centers Redundant LAN Switches in active-active mode with CISCO VSS technology

RAS feature at DC No single point of failure for data center infrastructure

Email Archival EMC Source One

Server OS Configuration backup Disk Image backup of all critical servers

WAN

Application failover / Fallback

BCP Technology

SAN SAN

Routers

CLARiiONCX-240

Standby ERP Servers / Exchange

Standby Exchange/ERP Servers

FC

FC

FC

FC

DC 2 Inderpuri

EMC VNX

SAN

FC

FC

FC

FC

SAN

Data Gaurd / DAG replicating changed data over network to remote site

Routers

DC 1 CENNET

Exchange SAMANVAY CRM AMR

GISExchange SAMANVAY CRM AMR

GIS

IT Security

Single sign-on through AD

Websense for URL filtering

Ironport for preventing SPAM

mail

Microsoft forefront for desktop

security

Wi-Fi protected via AAA

Bit encryption

External

User

Remote

User

Implementation of Technology

7/7/2018

Current SAP Solutions & It’s Interfaces with IT/OT Applications

Reporting Solution(From Heterogeneous DB Source)

BW on HANA

Business Ware House on HANA

BO Dashboards, Crystal Report

Other IT InterfacesAMR, MDM

Spot Billing , HDD

IVRS

Payment Gateway

Pre Paid Server

SMS & Mail Server

Lab Testing M/c

SBI

SAP Enterprise Solutions

PM Maintenance Actives

PS Project/CAPEX Actives/Schemes

MM Procurement/Inventory/MRP

HCM Personal, Payroll

FICO GL, Budget, Payments

SD Sales-Non-Energy

CS Customer Service

DM Device Management & Reading

BI Consumer Billing

FICA Consumer Payments

CRM Customer Relationship Management

BCM Call Centre solution

SRM Reverse Auction

UCES Online service to consumer

ESSReimbursement, Salary Slip, Leave

Request ,Form 16

GRC Governance Risk Control(AC)

ESB (PI)

Operational Technologies GIS Geographical Information System

OMS Outage Management System

SCADASupervisory Control and Data Acquisition : Provides Live Operation Data

DMS/DADistribution Management System for 11 KV Network/Distribution Automation

15

SAP Implementation

Implementation mandate at NDPL

“To adopt the SAP Best Practices with least developments”

Definition – Phase I

SAP Implementation Project -

The project name signifies,

“INTEGRATION OF END TO END WORK FLOW IN BUSINESS PROCESSES”

The objective of SAP implementation in NDPL was to assimilate key support processes such as Human Resources, Finance & Controlling, Plant Maintenance, Project System, Procurement and Inventory Management etc.

Implementation Team

SAP Implementation Project -

No. of SAP Users – 500

Core Team Members – 40 ( Full Time )

SAP Consulting Team – 20 (Peak)

Application replaced by SAP

• Energise : Finance , Procurement , Stores , Projects & Payroll

• Suyojana ( Custom Developed ) : Project Monitoring

• MTS ( Custom Developed ) : Material Tracking System

SAP Implementation-Phase-I

Kick Off – 3rd June 2005

Business Blueprint Signoff – 27th July 2005

Realization Phase signoff – 30th Sept 2005

GO LIVE – 1st Dec 2005

End of PGLS – 31st Jan 2006

20

ProjectPreparation

BusinessBlueprint

RealizationFinal

PreparationGo Live &Support

Critical Success Factors

Senior Management Commitment & Involvement Readiness to Change Training Able Implementation Partner Best People Full Time Project Management End User Empowerment Sound Methodology Scope Management Project review & Audit Infrastructure Availability Communication

Training of more than 500 end-users by NDPL core team.

Full time off-site and on-site support of SAP Team

Awards & Recognitions.. to name a few

Winner of SAP ACE Award 2008

Contracts Paperless Office

Materials Management Module (MM)

SAP-MM module is used for Procurement Handling &Inventory Management. Its all about managing thematerials i.e. the resources of an organization

S.No. Features

1 Purchasing

2 Inventory Management

3 Material Valuation

4 Invoice Verification

5 Physical Inventory

6 Materials Requirement Planning (MRP)

7 Integration of SAP-MM with SAP-SRM for E-procurement & Reverse Auction Process

8 Integration of SAP-MM with ADOBE Interactive Forms

Procurement Process

S.No. Features

1 Purchase Requisition (Manual, Automatic) - SAP-MM

2 Request For Quotation (RFQ)

3 Quotation

4 Comparative Statement, Negotiations

5 Purchase Proposal – Adobe Interactive Forms

6 Purchase Order/ Rate Contract – SAP-MM

7 Goods Receipt – SAP-MM

8 Invoice Verification – SAP-MM

9 Payment Processing – SAP-FI

SAP-SRM- E-procurement,

Reverse Auction

Procurement Process

S.No. Features

10 Online Vendor Registration - SAP-SRM

11 Collaboration System for Tender Documents – SAP Cfolders

12TPDDL Enterprise Website – Access Tender Advertisements, Tender/Corrigendum documents for vendors, Link to E-tender & New vendor registration process

13 Digital Signing of documents – Purchase Orders, Rate Contracts, Release Orders, Material Dispatch Clearance Certificate(MDCC), Material Utilization Consumption Certificate

14 Material Dispatch Clearance Certificate, Material Utilization Consumption Certificate - SAP-MM

SRM E-Procurement

S.No. Features

1 Online Tender Creations/Approvals

2 Online Response & Award Process

3 Submission of Bidder Quotation

4 Receiving & Evaluating Quotation – Techno-Commercial & Price Bid Evaluation

5 Online Vendor Registration

6 Security Mechanism

7 Cfolder (Collaboration Folder)

8 Reverse Auction Process

E-Tendering

Online Tender Creations/ Approvals

• Single Part

• Two Part Bidding (Technical Evaluation required prior to Price Bid Opening) with option for EMD/Tender Fee mandatory checks

• Limited/ Open Tenders

• Digital Signature/ Encryption Process

• Approval Process as per DOP

Cfolder (Collaboration) system

• Uploading of relevant documents in SRM Cfolder (Collaboration) system –Tender/Corrigendum/Technical Bids by Bidders/Technical Evaluation documents/ Tender Fee/EMD etc..

• A separate option is provided to Bidders to upload the breakup of the prices as per BOM. This document so uploaded will be accessible/visible only after price bid opening approval process.

• The price bid so entered is stored in an encrypted form in database

E-Tendering

Online Response & Award Process

• Submission of Bidder Quotation

• New Bidder - Download Bid document

• Vendor Registration / Participation – Mandatory for Submitting Bid

• Includes submitting Tender Fee & EMD

• Technical Bid Submission

• Price/Quotation Submission

• Receiving & Evaluating Quotation – Techno-Commercial & Price Bid Evaluation

• Bidder Response Status (Interested or Not Interested)

• Publish Reply to Pre Bid Queries

• Technical Opening, Technical Evaluation

• Technical Acceptance/Rejection

• Price Opening

• Comparative Statements

• Acceptance of Final Bidder & PO/RC creation directly from RFx response

E-Tendering

Permission

• Technical Bid Opening Committee & Price Bid Opening Committee - No need for

tender committee to physically come to a single location for bid openings

• Simultaneous logon and approval by committee members within a defined time

frame will result in opening the submitted bids

• Online Technical Evaluation

Adobe Interactive Forms

Purchase Proposal Form (PP)

Contract Amendment Form (CA)

Scrap Sale Approval Form

Contracts SLA

Savings

Sr.No Procurement Process Savings (FY)

1 SAP SRM Reverse Auction (54 Auctions conducted in FY 2014-15)

48 Crores against gross procurement of 321 Crores. Savings – 15%BA satisfaction increased by around 13 percentage points

2 SAP SRM E-Procurement Process (Estimated 150 Tenders in a FY)

Estimated Procurement cycle time reduction – 15 days. Estimated savings of 1000 pages per tender – 1000 * 150 = 1,50,000 pages saved CO2 reductions = 18 cedar trees

3 Adobe Interactive Forms – Purchase Proposal & Contract Amendment Process

Average approval Process time reduced from 19.5 days to 5.5 days Procurement cycle time reduced by a total of 14 days

Inventory Management

On Ground Process Improvement

• Central Stores – Single point control of Logistics and Delivery

• Door Delivery

• Delivery of materials within 24 hrs of receipt of reservation for O&M; within 3

days for projects

• 24 X 7 Operation (Three Shift Operation)

• Just In Time Concept (JIT)

• Material Requirement Planning

• Vertical Space Utilization, Improvement in Storage System

Under Implementation

• RFID/Barcode/QR code based Inventory Management

Material Requirement Planning (MRP)

Material Requirement

entered in schemes

Material Requirement

entered in

Maintenance

orders

MRP Run

STOCK O&M

and Project

Stock levels of

materialAlternate code and

its available stock

Open PR/purchase

ordersMRP Output

Just In Time (JIT)

Single Window Material Issue

165 fast moving Items are identified as per analysis of last 6 month consumption

data.

Shed has been identified as common shed for new activity of single window issue

process.

Identified items shifted to common shed from all other different sheds through our

existing manpower.

Ownership decided for shed & dedicated intercom provided.

Responsibilities decided to replenish the stock on weekly basis.

Monitoring and controlling of material issue through single window is already

implemented.

MIS of material issue are being submitted to store operation in-charge and HOG

(MM) on daily/weekly basis.

Feedbacks of customers are being taken.

Single Window Material Issue

39

Multi Level Storage

Vertical Space Utilization

Vertical Carousal - Spares

Compactor – Stationery Materials

Compactor

Vendor Evaluation

Vendor Evaluation

Vendor Performance Evaluation

SURAKSHA

BIRD

Vendor Non compliances

SAP

BA-ID Card Management

System

MIS ReportsBased on the formulas, Class-I to Class-III are

defined.

Material Quality

Safety Violations

Late Delivery

SAMPATTI

Employee database

Asset Management

SAP - Technical &

financial approval

Project Execution

GIS - As-built

drawings

GIS – Master data

updation having

GIS ID SAP - Reconcile &

Capitalize having

SAP ID & GIS ID

Assets created (GIS ID-

SAP ID-FAR ID)

Customer

Requirement

System

Requirement

CRM

ERP (SAP)

SAP –

Scheme ID

created

SAP –

Scheme

defined

ERP (SAP)

GIS (Design Manager)SAP - Bill of

Materials

SAP - Orders &

materials

Finance assets

updated

Asset Management Process

Capex Management Process

Regulatory

Group

Business Associates

Capitalization &

Asset Creation

Monitoring Dashboard for Sustenance

BI System

Management Approval for Investment

Board Approval

Scheme Amendment

NEG Scheme

PreparationContracts

Stores

Project TeamFinance

Regulator

Execution

Commissioning

SRM

Scheme Approval and Capitalization Process

Cost Data BookDERC Scheme Approvals

51

Tax Updation

CDB rates

provided by

Contracts, but

updated by

Stores

Major materials

maintained

ZPS55 –

Transaction for

calculation of

scheme output

Provision of Three

type of scheme

output

52

TPDDL Cost

DERC CDB Cost

53

After Development- Comparative cost of TPDDL & DERC

CDB appears on same page

ROW Process

ROW Process Automation

Project Officer Processes around 800 applications for ROW permissions

Attach Requisite Documents

Pre-defined internal Approvals for Preparation of financial Instruments (DD/BG)

No Hard copy movement , Man-hours saved

Approx. 600 man-days per year required for movement of files from one desk to

another

Plant Maintenance

Plant Maintenance (PM)

Overall maintenance related business processes andfunctions – Identify, document & correct failures anddegradation of any asset

S.No. Features

1 Breakdown / Emergency Maintenance Activity

2 Preventive Maintenance

3 Predictive Maintenance

4 Integration of SAP-PM with other SAP modules

Electrical Network Assets Mapping

All assets which are direct /indirect part of electrical distribution network are categorised as electrical network assets

• Transformers ( Power Transformers/ Distribution Transformers/ CT/ PT)

• Switchgears (66 kV /33 kV /11 kV/6.6 kV/430 V/220 V

• Sub Transmission Lines/Feeders (O/H or U/G)

• LT Distribution Lines/Feeders (O/H or U/G)

• Energy Meters

• Protection Relays/Control Panels

• Maintenance/Measuring Instruments

• SCADA/Automation Instruments

• Battery Bank/Battery Chargers

• Capacitor Bank

• Poles/Towers

• Grid Sub Stations

• Distribution Sub Stations

Transformers ( Power Transformers/

Distribution Transformers/ CT/ PT/IVT)

Switchgears (66 kV /33 kV /11 kV/6.6

kV/430 V/220 V

Energy Meters

Protection Relays/Control Panels

Maintenance/Measuring Instruments

SCADA/Automation Instruments

Battery Bank/Battery Chargers

Capacitor Bank

Poles/Towers

Sub-Transmission Lines/Feeders

(O/H or U/G)

LT Distribution Lines/Feeders (O/H

or U/G)

Grid Sub Stations

Distribution Sub Stations

Mapping of Operational Assets

Technical Objects :

EquipmentFunctional Location

Network Assets

Online Performance Management System

Performance Management Tool

• Organization uses Balance Score Card (BSC) as a strategy Performance

Management Tool

• The scorecard translates vision and strategy into four notional perspective

• Financial

• Customer

• Internal Process

• Learning & Growth

• Bottom-Up approach is followed while framing Corporate BSC

• But in certain cases related to Safety & CSR – Top-Down approach is being

followed

• Employees at time of Goal Setting have to align their KRAs to organization vision

by linking it to specific objectives as set in Corporate/Functional/Departmental

BSC

PPDS Stage & Form Status

PPDS Stage Form Status

Goal SettingGoal Setting at Appraisee

Goal Setting at Appraiser

Mid-YearMYR at Appraisee

MYR at Appraiser

Final

Final Assessment at Appraiser

Final Assessment at Appraiser 2

Final Review at Reviewer

Completed Completed

Moderation Process Final Moderating Rating

Feedback ProcessProcess triggers after the Form Completed Stage and

declaration of ratings and Feedback is captured

PPDS- Using SAP

• Version - SAP ECC 6.06 (SAP-HR PMS)

• Tab based navigation instead of a single page form –

Multiple Tabs introduced for different parameters like KRA, Additional Task,

KBA, Training Needs, Overall Final Assessment, Feedback

PPDS- Using SAP

Mid-Year – KBA Evaluation by Appraiser

Bell Curve

Employee Self Service

Employee Self Service

S.No. Features

1 Leave Request

2 Salary Statement

3 Reimbursement Desk

4 PPDS

5 Increment Letters

6 Promotion Letters

7 Online Personnel Development Plan

8 IT Asset Request

9 Mass Leave Approval Process

10 Tax- Saving Declaration/Actuals

Reimbursement Desk

IT Asset Request

Additional Processes

Additional Process/Activities

S.No. Features

1 Handing Over Taking Over Process (HOTO)

2 GIS-Equipment-FAR Mapping

3 Structural Position Vacancy

4 Quality Resolution Process

5 Regulatory Process, Scheme Monitoring Report, Capitalization Report

6 ECC Upgrades, Technical & Functional Upgrades

7 SAP FIORI – Approvals on Mobile

IT-Application Development

7/7/2018

Sugam (TPDDL Website)

Internet Portal of TPDDL

Main Highlights:

• Bill Payment Section

• Consumer Details on UCES

• Safety Incidents Reporting Section

• Ethical Incident Reporting Section

• Career Portal for resume upload

• Consumer Feedback

• Company Information

Intranet Portal - SANCHAY

• Daily News and Roasters

• Innovation Management

(SHINE)

• Survey & Quiz

• Work Flow Management

• Video Clippings

• Interviews in media by

Top Mgmts.

• Internal Functions &

Awards

• Links to General Business

Catalogs / Portals

• Climate & Weather

TPDDL Applications

77

Document Repository - Opedia

• Intranet Portal for all • Management Circulars

• Office Orders

• Procedures, Forms

• Guidelines

• Manuals

• Presentations

• Disaster Plans & BCP Plans

• Full Text Searching Facility

• IMS & ISMS Process, Procedures

and Forms

Safety Incident Tracking System

• To log any type of safety related

incidents, conditions, concerns,

unsafe acts & near miss incidents by

any employee, BA or Consumer

• This application is accessible from

both SANCHAY(Intranet) &

SUGAM(Internet)

• MTM review and findings with

complete workflow

Suraksha Portal

Biometric Attendance Reports

• All Employees can see attendance

for self and his reportees

• Attendance coordinator can see

report for any No. of employees

Biometric Attendance System

Sewa Portal

Sewa – CS Portal of TPDDL

Following are the salient features :

• Volunteer Online Registration

• Provision for adding BA’s

information

• Attendance of Volunteers

• Detailed Tracking of activities

• Invitation to volunteers & reminders

for registered events

81

Ethics Portal

Easy Reporting of Ethical Concern by-

• Providing description and category (Ethics /

Vigilance / Sexual Harassment) only

• Reporting to any member of Ethics Management

Team

• Discretionary disclosure of own identity and

other details of concern

• Taking print of reported concern

• Accessing the software by typing “ethics” on

Internet Explorer within TPDDL domain - no need to

remember the link

• Reading NCOC and other Policies related to

Ethics

82

Other Generic Applications

Benefits:

• Reducing your carbon footprint

• Saving on fuel expense

• Having to drive less often

• Getting to know people from your work

Features of Car Pool Appn:

• Post Schedule for Car Pool

• Request for Car Pool from Existing

available Schedule

• Respond to request received for Car

Pool

• Auto-Alert to Car Pool Initiator and

Requester

• Confirm Car Pool

83

Other Generic Applications

Permit to Leave -

• Workflow based system which has provision to capture

the out of office requirements of an employee with option

for approval on mail to reporting authority and information

to security personal

• Early leaving

• Meetings in other premises

• Late coming

• Official tour ‘s [Out of station ]

• Also has provision for capture of attendance ,

however the same is not being used

Lets Buy – Sale of pre-owned items –

• A common communication platform for employees to post

their advertisements (available/wanted) for selected

categories of products such as household items, flats ,

vehicles etc

• Any adv will remain active for 30 days and after that user

may report the same if required.

• TPDDL assumes no liability or responsibility of the goods

transacted via the application

Technology (IT-OT) Roadmap

• July 2002 – No IT/Digital culture

• 2002-03 – DEBS, Office Automation, Network Infrastructure, EnterpriseWebsite. Business Process Re-engineering, Change Management, DevelopingPeople skills on technology

• 2003-07 – Primary Data Centre (PDC), Bulk Billing System, AMR, SAP ERP,CRM, GIS, SAP Business Warehouse, SCADA, Substation Automation(66/33/11 KV)

• 2007-12 – Secondary Data Centre (SDC), SAP ISU, Distributed ManagementSystem (11 KV), Outage Management System (LT network), SAP BCM (CallCentre Solution), SAP SRM Reverse Auction

• 2013 Onwards – SAP BW on HANA, SAP SRM E-Procurement, SAP Upgrade• Next Ten year Technology Road map, Smart Grid with Auto Demand Response

(ADR), Enterprise Application Integration, Mobile Solutions, Business Analytics,

Integrated Communication System, Data Historian

• Manned Grids

• Non communicable control panels

• DEBS - Billing

• Energize – Enterprise System

• E-mail and website

• IT Infrastructure

• Substation Automation & Interim

SCADA

• Communication Infrastructure

• GIS readiness for Sub transmission

• SAP-R3 (FICO, PM, MM, PS, HCM)

• Bulk Billing System

• BIRD

• AMR, Sakshat, Sanchay and RMS

• SCADA system

• DMS readiness

• GIS readiness for Distribution

Network

• SAMBANDH

• SAP-ESS, PMS

• DEBS Up-gradation

• Payment Gateway

• SAP-ISU, ESLA

• Secondary Data Centre (SDC)

• GIS readiness for LT network &

Consumers

• DMS & DA implementation

• Outage Management System

• Smart Grid with Auto Demand

Response

• Enterprise Application Integration

• Mobile Solution

• Business Analytics

• Integrated communication system

• Data Historian

• Enterprise Management System

Operational Technology Information Technology

87

Technology implementation is a Journey ,

not a Destination

Thank You