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Sip Movement Process: No Tracking/control No Deadlines For Clearing The Files

1) A portal can be created to upload documents for SIP movements to streamline the process and avoid delays from emailing documents. 2) Key documents can be vetted simultaneously through the portal to reduce approval times. 3) Tracking SIP movements through a portal would provide visibility of delays and allow automated reminders to be sent to resolve delays.

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Shaharyar Waliullah
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51 views2 pages

Sip Movement Process: No Tracking/control No Deadlines For Clearing The Files

1) A portal can be created to upload documents for SIP movements to streamline the process and avoid delays from emailing documents. 2) Key documents can be vetted simultaneously through the portal to reduce approval times. 3) Tracking SIP movements through a portal would provide visibility of delays and allow automated reminders to be sent to resolve delays.

Uploaded by

Shaharyar Waliullah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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A portal can be set up to upload annexures of required

SIP MOVEMENT
documents before the first movement such as BOM/Payback
working/mapping/Scrap to avoid emails and reminders. The
vetting of same data can be done simultaneously. No extra
PROCESS
time will be required by DF to vet after approval from PMO.

DELAY
No tracking/control
Email for soft copy No deadlines for clearing the files
data to user

SIP File
preparation File sent to HT/PMO File sent to DF
File approved from PMO Vetting by DF
File approved from DCDO

Email for soft copy


data to user same data already shared with PMO

File sent to CDO File approved from TPRE


Give recommendationsl File sent to TPRE
TPRE analyses the proposal
File approved from CDO

File sent back to DF


File sent to FBA WBS communicated WBS communicated Terminate
FBA processes WBS
to DF to IBC

File sent back to PMO/HT


Possible delay for
rework of proposal

File sent back to IBC for rework after After rework file sent to POM
TPRE recommendations PMO analyses the rework File then sent to DF File sent to FBA

Terminate
WBS communicated to IBC WBS communicated to DF FBA processes WBS
There is no tracking of the moved file, no control to tackle the delays. An SIP
tracking portal will
>>>Currently centralized tracking is only done through DCDO office and that
through via inward/outward or by calling the respective departments.

PROPOSED PROCESS

1. Allow to create a link that will be updated as per the movement of the file.

2. Delays due to soft copies of documents can be tackled by allowing to upload the
documents on the portal to avoid emails which can be accessed by designated
users.

3. The file movement may generate an automated email to the initial user, the
current handler and their immediate bosses along with a TAT

4. In case of delays automated reminder email can be sent to the department head.

5. Tracking will be visible to Ams-Managers-DGMs and GMs.

Currently we don t have control to track the delays. If GM or consumer (for SF


cases) asks about a file it causes a disruption in the on-going work and a chain
reaction/emails start to track a file as it then includes cross functional personnel.
SIP EXECUTION
PROCESS

As the WBS is issued an automated link be LT work being carried


created, user to specify the scope of Work Out simultaneously
Such as Total PMTs involved/ Poles/Spans/ Completion/WIP can be updated on
PMT installation which can be view by cross portal in terms of daily progress
functional departments
Email to be sent for job forwarding. The updating of portal must
generate an automatic email to the respective department for a job
Earthing/PMT installation/AMR installation

End of
SIP execution starts
after issuance of
New/existing PMT earthing job to be Job forwarded to RPR for month
PMT installation-Job to be forwarded
WBS from FBA HT side work Forwarded to Earthing dept. AMR installation
To SSM

Portal Link will enable cross functional


departments to analyze the performance

Initiation of emails from different departments


about completion and WIP of SIP
RPR
PMO
DF
BF etc
Sending repetitive emails causes disruption.

Current process:

1. WBS Communicated to IBC


2. LT side work started as per scope.
3. HT side work started as per scope.
4. After completion of HT work job is forwarded to earthing department for earthing
of existing/New Proposed PMT.
5. After completion of Earthing job is the forwarded to SSM for PMT installation.
6. Progress of ABC work/SIP is to be given on daily basis and is compared with
total scope of work.
7.. At month end email is routed thorugh different departments RPR/ DF/ PMO/ BF
to evaluate monthly performance.

PROPOSED PROCESS

1. Assuming a tracking link of SIP movement of a particular file is created.


2. WBS intimation given on automated generated e-mail through portal.
3.Major scope of work may be updated on portal along with relevant information on
portal.
4. Automatic email should be routed to cross functional departments for their work
e.g Earthing—PMT installation—AMR installation.
5.Daily progress to be updated on portal so that progress can be viewed functional
heads/cross functional departments.

No reason to send emails to concerned department to track progress or


completion of SIPs. Any cross functional department/functional heads can
view them on portal.

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