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Corporate Technical Alert SAP System

User Guide

Table of Contents
Definition ....................................................................................................................................................................... 2
Corporate Technical Alert Criteria ........................................................................................................................... 2
SAP Roles ....................................................................................................................................................................... 2
CTA Scenarios ............................................................................................................................................................... 3
Agent: Initiator ......................................................................................................................................................... 3
Agent: Issuing Organization Supervisor & Division Head (Reviewers)............................................................. 9
Agent: Issuing Organization Department Head (Concurrence) ...................................................................... 10
Agent: EK&RD (Validation & Dispatch) ............................................................................................................... 11
Agent: Standards Organization Reviewer .......................................................................................................... 14
Agent: Chief Engineer ........................................................................................................................................... 15
Agent: Proponent Organization Manager (Approver) ..................................................................................... 16
Agent: Proponent Coordinator ............................................................................................................................. 19
Agent: Proponent Processor ................................................................................................................................. 20
Agent: Proponent Coordinator ............................................................................................................................. 21
Agent: Proponent Processor ................................................................................................................................. 24
Agent: Proponent Coordinator ............................................................................................................................. 25
Agent: Proponent Approver.................................................................................................................................. 26
Reporting Section ....................................................................................................................................................... 28

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Definition

Corporate Technical Alert (CTA) is a structured SAP framework including set of engineering
recommendations, addressed to specific End-User(s), to proactively alert system technical
deficiencies that have a potential to significantly impact Health, Safety, Security or
Environment.

Corporate Technical Alert Criteria


The Corporate Technical Alert shall be initiated and processed to address, but not limited to,
the following:
4.1. Retroactive Safety Requirements mandated by revisions to MSAER as defined by SAEP-
125.
4.2. Recommendations of internal/external technical reports that are related to Health,
Safety, Security or Environment impact.
4.3. Any directions received from the government for immediate implementation.
4.4. Lack of proper interpretation of MSAERs or international code requirements that could
have significant impact on Health, Safety, Security or Environment.
4.5. Findings and recommendations captured from plant incident investigations.
4.6. Reported manufacturing defects or potential equipment failures.

4.7 Major and critical project lessons learned.

SAP Roles:
Following are the list of user and the roles to be associated with it.
User has to ask roles to AMD for performing the action for Follow Up-Notification.
User Role
Issuing Organization Initiator QM:EKRD:CTA_IOI:0001
Issuing Organization Reviewer QM:EKRD:CTA_IOR:0001
Issuing Organization Approver QM:EKRD:CTA_IOA:0001
Proponent Approver QM:EKRD:CTA_PAP:0001
Proponent Coordinator QM:EKRD:CTA_PCO:0001
Proponent Processor QM:EKRD:CTA_PPR:0001
Chief Engineer QM:EKRD:CTA_CE:0001

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CTA Scenarios
There are two scenarios for Corporate Technical Alert (CTA) Notification
Scenario – I: CTA notification is issued by standards organizations.
Scenario – II: CTA notification is issued by non-standards organizations.
For Scenario – II, EK&RD is involved to validate and dispatch the technical alert to the
appropriate standards organization.
Here is an explained scenario based on notification issued by non-standards organization

Agent: Initiator
Responsibility:
 To initiate a notification following the criteria detailed in the governing procedure SAEP-
206.

1) Request the required SAP through eServices > Authorization Access > SAP role assignment
> PRC > then add the initiator role with justification and submit for approval.
2) Once it is approved, you can access the system by going to My Homes  Systems >
operations
3)  Corporate Technical Alert.
4) After click, it displays the below screen

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5) User will click on ‘Create Technical Alert’ button to proceed for notification creation.

6) User will enter the input data like


- Notification (CTA) Title
- Description for Notification
- Contact Person Name in field Additional Contact
- Select the proponent
- User will click on ‘Add’ button to select the Proponent Organization.

Note: User can select the multiple Organization if the findings are same. It will generate
the individual notification with respect to Partner.

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7) Further user will click on ‘Add Finding’ button where the fields in observation section
like ‘Detail’, ‘Completion Date’ & ‘Priority’ will be filled.
- User can also delete the observation by clicking delete option appearing for each
observation.
- User can add multiple recommendation by clicking on ‘Add Recommendation’ button.

8) User will click on ‘Save’ button to generate the notification number.

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9) User can also assign the supporting document by clicking on ‘Attachment’ tab

10) User can also click on ‘Preview’ button to see the observation & recommendation in PDF
files.

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11) User will click on ‘Submit’ button to trigger the workflow.

12) The workflow will be triggered to Initiator itself for self-review.


- User will log on to SAP system to review the workflow
- User will click on 'SAP Business Workplace’ icon.

13) User will click on ‘Inbox’ as shown


- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item showing Technical Alert Notification
number.

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14) User will double click on work Item, below screen will be displayed.

15) Initiator will review once again. User can also add the observation in this stage.
- After changing any content or adding new observation, user has to click on ‘Save’
button.
- After saving, below screen will be displayed.

*Note: If the workflow requires to be rejected, user will click on ‘Reject’ button. Then
the status of of notification will be ‘DRAFT’ and again user can proceed the same
notification. User has to search the notification in initial screen when user logs on portal
and by double clicking on notification number, user can access the same notification.

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Agent: Issuing Organization Supervisor & Division Head (Reviewers)
Responsibility:
 To review the notification initiated by Initiator.
16) User will log on to SAP system
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Corporate
Technical Alert Notification number.

17) User will double click on work item, below screen will be displayed.
- Further user will click on ‘Approve’ button to submit the workflow.
- The workflow will be triggered to issuing organization Approver.

*Note: If the workflow requires to be rejected, user will click on ‘Return’ button. The
workflow will be triggered to Initiator again for review.

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Agent: Issuing Organization Department Head (Concurrence)
Responsibility:
 To review and concur the notification reviewed by Issuing organization supervisor &
Division Head.
18) User will log on to SAP system
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Corporate
Technical Alert Notification number.

19) User will double click on work item, below screen will be displayed.
- Further user will click on ‘Approve’ button to submit the workflow.
- The workflow will be triggered to EK & RD Review.

*Note: If the workflow requires to be rejected, user will click on ‘Return’ button. The
workflow will be triggered to Initiator again for review.
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Agent: EK&RD (Validation & Dispatch)
Responsibility:
 To validate and dispatch the notification to the appropriate standards organizations
 User will reject the notification if it non-technical.
 User can insert an agent to review the notification.
20) User will log on to SAP system
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Corporate
Technical Alert Notification number.

21) User will double click on work item, below screen will be displayed.
- User will click on ‘Route List’ to add the reviewer

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22) After clicking on ‘Route List’ below screen will be displayed.
- User will place the cursor on ‘Level -4’ and click on ‘Insert New Approver’.

23) It will display below screen


- User will enter Agent Category as Reviewer and click on F4 Help for finding the
position.

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24) User will search the position with respect to system ID of Reviewer.

25) Further user will click on ‘Reviewed’ button to submit the workflow.
- The workflow will be triggered to Reviewer.

*Note: If the workflow requires to be rejected, user will click on ‘Return’ button. The
workflow will be triggered to Initiator again for review.

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Agent: Standards Organization Reviewer
Responsibility:
 To review the notification whether it is technical relevant.
 User will reject the notification if it non-technical.
 User can insert an agent to review the notification.
26) User will log on to SAP system
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Corporate
Technical Alert Notification number.

27) User will double click on work item, below screen will be displayed.
- After review, user will click on ‘Reviewed’ button to submit the workflow to next
level.
- The workflow will be triggered to Chief Engneer.

*Note: If the workflow requires to be rejected, user will click on ‘Return’ button. The
workflow will be triggered to Initiator again for review.
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Agent: Chief Engineer
Responsibility-
 To approve the notification reviewed and concurred by the standards organization.
28) User will log on to SAP system
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Corporate
Technical Alert Notification number.

29) User will double click on work item, below screen will be displayed.
- After review, user will click on ‘Reviewed’ button to submit the workflow to next
level.
- The workflow will be completed.

*Note: If the workflow requires to be rejected, user will click on ‘Return’ button. The
workflow will be triggered to Initiator again for review.

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Proponent Notification
 Once the Chief Engineer approves, it will be triggered to Proponent Manager with respect
to Organization based on partner defined.
 Proponent Manager has to get the recommendation done based on findings defined in
notification.
 As user has selected one Proponent Organization, so one notification will be triggered with
two observation.

Agent: Proponent Organization Manager (Approver)


Responsibility:
 To review the technical alert assigned to his organization and determine the
applicability.
 To assign the Proponent Coordinator for accomplishing the task.
30) User will log on to SAP system
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Proponent
Technical Alert Notification Number i.e. 600004833.

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31) User will double click on work item, below screen will be displayed.
- After review, user will click on ‘Approve’ button.

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32) After clicking, system will generate the pop up message to enter the Cordinator, as
shown

33) User will click on F4 help to search Coordinator based on various option as shown below
- User will enter System ID

34) After clicking on button, below screen appears. User will double click on position.

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35) The below pop up will be displayed for confirming decision to generate the workflow to
next level. i.e. Proponent Coordinator
- User will click on ‘Yes’ button to trigger the workflow.

Agent: Proponent Coordinator


Responsibility:
 To assign the Proponent Processor to identify the actions required with ETCs.
36) Now workflow will be triggered to Proponent Coordinator.
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Proponent
Technical Alert

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37) User will double click on work item, below screen will be displayed.
- User will assign Proponent Processor for each observation.
- User will click on ‘Save’ button.
- Further user will click on ‘Assign’ button to trigger the workflow to assigned
Proponent Processor.

Note: In this notification, there are two findings given based on Audit Report. Therefore
Two Proponent Processor has been assigned separately to accomplish the task.

Agent: Proponent Processor


Responsibility:
 To further review the technical alert and identify the actions required along with ETCs.
 Submit back the (Workflow) to Proponent Coordinator for review

Considering the Observation – 0001


38) Now workflow will be triggered to Proponent Processor.
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Proponent
Technical Alert.

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39) User will double click on work item, below screen will be displayed.
- User will mention the action performed to satisfy the observation in Audit.
- User will click on ‘Save’ button.
- Further user will click on ‘Completed’ button to trigger the workflow to Proponent
Coordinator.

Agent: Proponent Coordinator


Responsibility:
 To review the action taken by Proponent Processor.
 To submit the workflow to next level if action is appropriate
 To assign the task to same Prop. Processor or another if action is not appropriate.
40) Now workflow will be triggered to Proponent Coordinator.
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Proponent
Technical Alert

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41) User will double click on work item, below screen will be displayed.
- User will review the work.
- If appropriate action has been taken, user will click on ‘Reviewed’ button to submit
the workflow to next level.

Suppose User did not perform as per recommendation, Prop. Coordinator will change the
Prop. Processor
- User will maintain system ID of required Prop. Processor i.e. T_PPR2
- User will click on ‘Save’ button

42) User will double click on work item, below screen will be displayed.
- The work item will be opened.
- User will review the action performed by Prop. Processor.

43) Suppose User did not perform as per recommendation, Prop. Coordinator will change the
Prop. Processor
- User will maintain system ID of required Prop. Processor i.e. T_PPR2
- User will click on ‘Save’ button

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44) Below screen will display after saving

45) User will click on ‘Assign’ button

46) User will press enter.


- It will pop up message.
- User will click on ‘Save’ button to trigger the workflow to assigned Prop. Processor.

49) The system will pop up to mention the reason for reassignment, as shown below-
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- User will click on ‘Save’ button to submit the workflow.

Agent: Proponent Processor


Responsibility:
 To mention the task / action performed against the observation.
 Submit the task (Workflow) to Proponent Coordinator for review
Considering the findings – 0001
47) Now workflow will be triggered to Proponent Processor.
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Proponent Alert
Notification

48) User will double click on work item, below screen will be displayed.
- User will click on ‘Add Action’ button for entering the action.
- User will mention the action performed to satisfy the recommendation in Audit.
- User will click on ‘Save’ button.
- Further user will click on ‘Completed’ button to trigger the workflow to Proponent
Coordinator.

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Agent: Proponent Coordinator
Responsibility:
 To review the work again performed by another Proponent Processor.
 Re assign the work to same or another Prop. Processor if it not up to mark.
 Submit the workflow to next level if the task is done as per recommendation.

49) Now workflow will be triggered to Proponent Coordinator.
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Proponent Alert
Notification.

50) User will double click on work item, below screen will be displayed.
- The work item will be opened.
- User will review the action performed by Prop. Processor.
- User will click on ‘Reviewed’ button to submit the workflow to next level.

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Agent: Proponent Approver
Responsibility:
 To review the approval performed by Proponent Coordinator.
 Submit the workflow to next level if the task is done as per recommendation for
observation.
51) Now workflow will be triggered to Proponent Approver.
- User will click on 'SAP Business Workplace’ icon.
- User will click on ‘Inbox’ as shown
- Further user will click on 'Workflow' as shown
- User will be able to see the generated work item having reference of Proponent Alert
Notification.

52) User will double click on work item, below screen will be displayed.
- The work item will be opened in report format
- User will review and click on ‘Approve’ button to submit the workflow.

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*Note: If the workflow needs to be reject, user will click on ‘Return’ button. After clicking, the
system will pop up message to mention the reason. Once saved, It will be triggered to Prop.
Coordinator again for review.
Similarly, the findings- 0002 follows the same path of approvals.
After closing all findings defined in notification for Proponent Organization as explained
in above steps, the notification will be closed and it will be only displayed
53) Once the notification is closed, it can not possible to change.

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Reporting Section
User will log on to portal to view the notification created for Follow Up.
1) After clicking on Portal , it displays the below screen

2) User may have many option as input like


- Proponent Organization
- Issuing Organization (Which generates notification)
- Creation Date range (for Notification)
- Technical Alert No. (Notification)
- Proponent Alert No.
User will click on ‘Search’ button after entering input.

3) After execution with any input criteria, it will display output.


- Suppose User entered the date of Notification creation as 01/04/2016 as shown

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- User will click on ‘Search button

4) It will display as shown below


- Further User will click on ‘Expand Note’ as shown by arrow

5) It will expand as shown.


- User will click on ‘Expand Node’ of notification for which details information will be
required.

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6) It will display below screen

7) It will display below information as output report

- Issuing Org./Alert No./Proponent Org.


- Main Alert No.
- Main Alert Type
- Main Alert Status
- Alert Description
- Issuing Org
- Proponent Org
- Proponent Alert
- Proponent Alert Type
- Proponent Alert Status
- Finding No.
- Finding L-Text
- Priority
- Planned Completion
- Recom. L-Text
- Recomm. No.
- Recomm. Status

8) User will be facilitated by following action like


-It is possible to download the report in Excel format
-It can be possible to take print out of current display report.
-It can be possible to hide some fields /change the sequence of fields for displaying /
printing the
Report.

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 For Option - To download the report in Excel format
-User will click on ‘Export’ button as shown in below

 For Option - To hide some fields / change the sequence of the fields for displaying /
printing the report.
-User will click on button option as shown below

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After clicking, below screen appears, where user can explore the options as per suitability.

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