PROJECT SYSTEM TRAINING MANUAL On Investment Management Program Structure & Appropriation Request FOR Druk Green Power

Corporation Limited / Druk Holdings and Investments Limited

Wipro Ltd. Date: Version 0.1

Table of Contents 1. Create Investment Program ............................................................................................ 1 2 Create Investment Program Position .............................................................................. 3 3 Create Investment Program Structure ............................................................................ 5 4 Create Appropriation Request ........................................................................................ 9 5 To send appropriation request (proposed project) for approval ..................................... 15 6 To approve appropriation request by approver. ............................................................ 16 7 Create project upon approval........................................................................................ 23 8 Create Project Structure ............................................................................................... 25

ii

1. Create Investment Program Procedural Steps I. Access <Create Investment program > transaction by: Accounting Investment Management Program Master Data Investment Program Definition Create. IM01

Via Menus Via Transaction Code II.

On screen <Create Inv. Program Definition: Initial Screen>, enter the following information:

Field Name Investment Program Approval Year Program Type

Description Investment Program Approval Year Program Type

R/O/C R R R

User Action and Values Enter the description of the Investment Program Type the Financial year for e.g. 2011 Select from the dropdown list DGPC

Comments

III.

On screen <Create Inv. Program Definition>, enter the following information:

Field Name Program Description Budget Distributed annually FI variant

Description Investment Program Description Budgeting distribution annual Financial Year Variant

R/O/C R R

User Action and Values Type investment program description Activate

Comments

Currency

Currency

Select the option from the drop down list K4 Jan. to Dec. Company code currency BTN

(Note: on above table, in column R/O/C: R = Required, O = Optional, C = Conditional)

IV.

Go to Menu bar then select Inv. Prg. Definition Save, the following screen will be displayed.

2 Create Investment Program Position I. Access <Create Investment program structure > transaction by: Via Menus Via Transaction Code II. Accounting Investment Management Programs Master Data Investment Program position Create. IM11

Create inv. Program Position and enter information in the fields as specified in the table below:

Field Name Investment program Position ID Approval Year Click on III. button

Description Investment program Top level position ID Approval year

R/O/C R R R

User Action and Values Enter investment program ID Enter Top position ID similar to program definition ID Type the fiscal year e.g., 2011

Create inv. Program Position under organizational unit tab enter information in the fields as specified in the table below:

Field Name Description Position ID Investment program description Controlling Controlling area area Company Company code Code IV.

R/O/C R R O

User Action and Values Enter description for top position ID Select controlling area from dropdown list Select company code from the dropdown list

Go to menu bar select Inv. Prog. Position Save

3 Create Investment Program Structure I. Access <Create Investment program structure > transaction by: Accounting Investment Management Programs Master Data Investment Program structure Change. IM22

Via Menus Via Transaction Code II.

Create inv. Program structure, enter information in the fields as specified in the table below:

Field Name Investment program Position ID Approval Year

Description Investment program Top level position ID Approval year

R/O/C R R R

User Action and Values Enter investment program ID Enter Top position ID Enter approval year

III.

Select enter button or click on

button

IV.

Select top position ID and click on create button to create program structure which results Create Inv. Program positions screen popup.

Field Name Position ID Name

Description R/O/C Position ID R Description for position R ID

User Action and Values Position ID for second level Enter description

Click on V.

button

To expand top level program, click on + so that user can view subordinate programs as follows.

VI.

To create sub-programs further select required program and go to menu bar select object create. System will popup create Inv. Program Positions window. Choose radio button of subordinate.

VII.

Select Copy button from status bar of the window Create Inv. Program Position.

VIII.

User can create desired no. of programs by entering following information in each row. Description R/O/C Position ID R Description for position R ID User Action and Values Position ID Enter description

Field Name Position ID Name

If you want to find errors select Check button.

Go to menu bar and select object save then system will take you following screen.

To exit go to menu bar select Inv. Program struct. Exit 4 Create Appropriation Request Procedural Steps I. Access <Create Appropriate Request > transaction by: Via Menus Accounting Investment Management Appropriation Request Edit Appropriation Request Individual processing IMA11

Via Transaction Code

System will display following Display Appropriate Request: screen

II.

To create new appropriation request, go to menu bar select Approp. Request create then system will popup Create Appropriat. window as follows.

III.

Choose Approp. Request type as 3 for DGPC and 4 for DHI and click on

button.

If system popup set controlling area window then select DP01 for DGPC and Dagachhu companies. For DHI select DI01 as company code.

IV.

System will display following screen to create new appropriation request.

10

V.

On screen <Create Appropriation Request under General data tab> enter the information in the fields as specified in the table below:

Description Field Name Reason for investment Scale Priority Approval year Planned Approval Reason for investment Investment size classification Priority of the appropriation request Approval year for project Specifies the date on which the applicant would like to have the proposed project approved Plan start date for project implementation Projects which require approval from external authorities

R/O/C O O O R R

User Action and Values Choose relevant reason from dropdown list Choose relevant scale from dropdown list Choose priority from the dropdown list Enter approval year Enter expected approved date

Implementation start External authorities

Enter expected start date Activate indicator if project requires external authority approval (Govt. environment authorities)

11

Person Involved Project SAP user ID of project applicant applicant Fuct. Partner Function Partner Partner

R R R

Enter SAP User ID of project applicant Select no. of approvers as per DoP from drop down list Select relevant approver SAP user ID from the dropdown list as per approver level

VI.

Select Control data

tab.

On screen <Create Appropriation Request under Control data tab> enter the information in the fields as specified in the table below:

Field Name Investment program

Description Investment program ID Approval year

R/O/C R R R

User Action and Values Enter relevant program definition ID Enter Approval year of investment program Choose relevant position ID for which appropriation request is related

Position ID

Position ID

12

VII.

Select Organizational unit

tab

On screen <Create Appropriation Request under Organizational unit tab> enter the information in the fields as specified in the table below:

Field Name Resp. Cost centre Resp. Plant

Description Responsible cost center Plant

R/O/C R

User Action and Values Enter the cost center that is responsible for the appropriation request Enter Plant code for which appropriation request is relevant

13

VIII.

Select variants

tab tab under variant tab of

To carry out rough cut cost planning, select appropriation request (optional).

IX.

To attach supporting documents of proposed project, select variant tab of appropriation request (optional).

tab under

Prerequisite: All relevant documents must be assigned to Document info record (DIR) using CN01N (T-code). System assigns an internal number for DIR.

14

Field Name Ty. Document X.

Description Document type Document number

R/O/C R R

User Action and Values Choose relevant document type Enter relevant document number

Go to menu bar select Approp. Request Save. System displays a message Appropriation request 1############## was created on status bar.

5 To send appropriation request (proposed project) for approval. Procedural Steps I. Access <Create Appropriate Request > transaction by: Accounting Investment Management Appropriation Request Edit Appropriation Request Individual processing IMA11

Via Menus Via Transaction Code

System will display following Display Appropriate Request: screen II. In the tool bar of appropriation request Worklist on displays, click on button which will open worklist area.

15

III.

Select appropriation request from the worklist which requires to send for approval and click on icon. Appropriation request will open. Select Control data Click on tab. button.

IV. V. VI.

System status will be changed from Created to For approval and system will display message mail to 1st approver. VII. Go to menu bar select Approp. Request Save. on status bar. System will trigger

6 To approve appropriation request by approver. I. Access <Workplace > transaction by: Via Menus Via Transaction Code SAP Menu Office Workplace SBWP

16

II.

Click on workflow, system will open workflow pane where pending appropriation request for approval can be viewed.

17

III.

Double click on appropriation request to review and approve, then system will open appropriation request with display mode.

IV.

To review appropriation request select each tab one by one.

18

V.

To go through supporting documents of proposed project, select System will display following screen.

tab

VI.

Select

tab then system will display following screen.

VII.

Select document line and click attached to DIR.

button then system will display all documents

Select document from DIR and click on

button then system will open document.

VIII.

To view plan values for proposed project, select

tab.

IX.

To make comments on appropriation request, click right side of dropdown menu will display then select CreateCreate note.

button then

20

System will display create note window

X.

button or press F3 button from To approve or reject go to tool bar and click on your keyboard then system will display following screen.

If Appropriation request to be approved, Click on Approve button. If more than one approver is existed for appropriation request then system forward appropriation request to next level approver. Otherwise Applicant will receive a mail with approved status of appropriation request in his/her business SAP workplace. If Appropriation request to be rejected, Click on Rejected button. Applicant will receive a mail with rejected status of appropriation request in his/her business SAP workplace and system will update appropriation status as rejected.

21

If Appropriation request to be postponed, Click on Postpone button. Applicant will receive a mail with Appropriation request 0001000000XX was postponed in his/her business SAP workplace and system will update appropriation status as created. If Appropriation request to be cancel for further decision, Click on cancel button. Appropriation request message would be available in SAP business workplace for further decision. XI. Once clicked on approve button appropriation request will disappear from workflow view.

XII.

Repeat above steps to approve or reject by next level approver. Upon approval Appropriation Request system status will be changed as Approved

22

7 Create project upon approval I. Change appropriation request from display mode to change mode by clicking Select tab. icon

II.

Click on following screen.

button to create new project then system will display

23

III.

Select

tab.

IV.

Click on

button then system will display message

Then another system status will be changed from measure created to replaced by measure. V. Click on System will display message button to assign status as Technically completed. on status bar. VI. button to close appropriation request. Click on System will change status from technically completed to close status and message will be displayed on status bar

24

8 Create Project Structure Procedural Steps Via Menus Logistics or Accounting > Project System > Project > Project Builder Project Builder CJ20N

Via Transaction Code I. II. III.

Go for menu Project Open. Using selection criteria in the pop up, open the appropriate project which is created using appropriation request. Create remaining project structure as described in project structure creation manual.

25