ENTERPRISE WIDE RISK MANAGEMENT DEPARTMENT (EWRM) PROJECT RISK AND INSURANCE MANAGEMENT SYSTEM USER MANUAL CONTRACTOR Prepared by : ERP21 SDN. BHD. LOT 8, JALAN PJU 3/39, SUNWAY DAMANSARA TECHNOLOGY PARK, 47810 PETALING JAYA, SELANGOR DARUL EHSAN. Phone No. : 603 7885 0468 Fax No. : 603 7885 0727
Copyright 2012 ERP21 Sdn Bhd All rights reserved. No part of this publication may be reprinted, reproduced, stored in a retrieval system or transmitted, in any form or by any means, without the prior permission in writing from the owner. First published and distributed in May 2012
TABLE OF CONTENTS 1.0 INTRODUCTION TO PRMS... 4 1.1 VISION OF THE SYSTEM... 4 1.2 BENEFITS OF THE SYSTEM... 5 1.3 THE MAIN STAKEHOLDERS AND THE KEY BENEFITS... 5 1.4 ABBREVIATION... 8 2.0 SYSTEM LOGIN... 9 3.0 SYSTEM MANAGEMENT... 9 3.1 FORGOT PASSWORD FOR NON-TNB STAFF... 9 3.2 CHANGE PASSWORD... 10 4.0 PROCURE NEW INSURANCE POLICY... 11 4.1 CONTRACT OF WORKS (VIEW PROJECT)... 11 4.2 CONTRACT FOR SERVICES... 18 5.0 AMEND/EXTEND INSURANCE POLICY... 19 5.1 AMEND/EXTEND CEAR INSURANCE POLICY... 21 5.2 AMEND/EXTEND WC INSURANCE POLICY... 24 5.3 AMEND/EXTEND MOC INSURANCE POLICY... 26 5.4 AMEND/EXTEND GIT INSURANCE POLICY... 29 6.0 NOTIFY CLAIM... 31 6.1 PROJECT LISTING... 31 6.2 CLAIM WITHOUT COVER... 34 7.0 VIEW EXISTING CLAIM... 37
1.0 INTRODUCTION TO PRMS Project Risk Management Information System (PRMS) is a new system developed for TNB s Enterprise Wide Risk Management (EWRM) department to address some the issues that are inherent in the current business processes and IT systems. 1.1 Vision of the system Vision of the system is to improve the overall management of project portfolio and project risks with special focus on the delivery of end-to-end services for insurance procurement and claim processing. The vision is supported by the following objectives. To improve Project Risk Management practices for timely and accuracy of declaration To improve recovery of loss through insurance and contractual clauses To improve communications and sharing of project insurance and claims issues with project managers and relevant departments To create a standardised platform for risk assessment of projects across TNB and To be able to measure and rank contractor performance based on their capabilities and losses incurred in the project PRMS User Manual Page 4 of 38
1.2 Benefits of the system The major anticipated benefits of this project as follows. All projects undertaken are adequately covered by insurance as a risk mitigation To avoid potential rejection of claims or unresolved claims due to incomplete, inaccurate or missing information To improve process efficiency and stakeholder satisfaction by lowering cost of processing and faster service turnaround time whilst maintaining the agreed quality targets To has more time available for EWRM to focus on value-adding, strategic and planning activities to take the business to the next level of service performance through continuous business process improvements 1.3 The main stakeholders and the key benefits Stakeholder TNB Management Key Benefits assurance that the company comply fully to the national laws and other regulatory bodies requirements with respect to OSH more accurate and up-to-date information to improve policy decision making especially in the areas of risk management, OSH and tender management PRMS User Manual Page 5 of 38
Enterprise Wide Risk Management Department (EWRM) comprehensive overview of project portfolio (project value, status, performance, etc) improve overall customer service (faster service turnaround time) reduce incidents of unsuccessful claims improve insurer s confidence of TNB projects monitor project manager & contractor performance deliver a more comprehensive project risk management platform better handling of critical equipments better detection of fraud Project Manager easier to complete project risks documentations (available guides/templates on-line) easier to communicate or share critical project information e.g. project issues improve customer service (more efficient insurance submission & claims processing) improve decision making due to availability and accuracy of critical project information easier to monitor contractor performance Insured Party assurance that all risks are adequately covered adequately reduce time in claims processing due to faster investigation time Insurance Company (Insurer) or Broker on-line access to insurance request resulting in faster turnaround time for insurance proposal & quotations (elimination of errors due to manual input, incomplete PRMS User Manual Page 6 of 38
information, etc) Contractor Logistics Service Department Finance Department Risk Managers & Coordinator Occupational Safety & Health Legal Services Procurement Department HODs ICT Department improve quality of project deliverables due to improvements in insurance & claims processes timely and more accurate information to improve logistics planning and scheduling earlier notification for payments disbursement (improve cash flow planning) avoid potential penalty due to missed or late premium payments ability to check/verify that all projects have completed risk assessment especially >RM100m assurance that critical risks are being managed & monitored proactively by project managers ability to check/verify project conformance to OSH standards, policy and guidelines complete and timely submissions of OSH-related incidents single and up-to-date copy of all contract documents faster preparation and review of contract documents with version controls more accurate & timely information to improve procurement planning availability of contractor/supplier performance data is useful for future contract negotiations more accurate and timely KPI reporting easier to support the system post-live (from many applications to only a few) PRMS User Manual Page 7 of 38
1.4 Abbreviation Abbreviation PRMS TNB EWRM ERP21 ICT HOD OSH Descriptions Project Risk and Insurance Management System Tenaga Nasional Berhad Enterprise Wide Risk Management Department ERP21 Sdn Bhd Information and Communication Technology Head of Department Occupational Safety & Health PRMS User Manual Page 8 of 38
2.0 SYSTEM LOGIN Figure 1 Log into the system using a new password sent to you thru email. The password will be sent after the System Administrator activated your registered account. Please refer to Figure 1 to log into the system. 1) Fill up username and password. 2) Click Login button. 3.0 SYSTEM MANAGEMENT 3.1 Forgot Password for Non-TNB Staff Figure 2 PRMS User Manual Page 9 of 38
For non-tnb staff, if forgot password. Please refer to Figure 2 and the steps as follows. 1) Select Are you TNB s staff No 2) Key in your registered Username 3) Click Reset Password button. A pop up message will display Password has been reset and click OK button. 4) A new password will sent thru your registered email. Please check your email to get a new password to login to the system. 3.2 Change Password Figure 3 Point to System Management menu and click Change Password. Please refer to Figure 3 above and the steps as follows. 1) Fill up the form. 2) Click Submit button. Please use the new password to log into the system. PRMS User Manual Page 10 of 38
4.0 PROCURE NEW INSURANCE POLICY 4.1 Contract of Works (View Project) 1) Go to menu Insurance Procurement >> Procure New Insurance Policy as in Figure 1. Figure 4 2) As a contractor, you are able to view project information created by the Project Manager. If there is a project created you may view the information details. Select CONTRACT OF WORKS at Type of works / services. Click Next button as in Figure 5. Figure 5 PRMS User Manual Page 11 of 38
Figure 6 3) A new page will automatically display as in Figure 6. At the bottom of the page is a List of Project. Click hyperlink at the selected column namely as Contract No. to view the project details and/or to request for insurance policy. You may search your project by using the filtering component provided. Enter one or combination of information and click Search button. 4) In Project Information screen, you are able to view your Project Details, Project Manager Information and Contractor Information. Please refer to Figure 7. Figure 7 5) As in Figure 7, click Request for Insurance button to request insurance policy of the selected project. PRMS User Manual Page 12 of 38
6) Select insurance policy required and click Next button as in Figure 8. User Manual Contractor Figure 8 7) Click at the selected insurance tab (e.g. CEAR Insurance Policy) and key in all the information required. Click Save button to save the record. Please refer to Figure 9. PRMS User Manual Page 13 of 38
Figure 9 8) A pop up message will be displayed as follows when the record is successfully saved as in Figure 10. Click OK button. Figure 10 9) The information will automatically display at the bottom of the screen as in Figure 11. To add new request of same insurance policy type, follow step 7 until 8. 10) Repeat step 7 until 8 to key in another insurance policy i.e at the tab of MOC Insurance Policy and GIT Insurance Policy. Please refer to Figure 12 and 13 PRMS User Manual Page 14 of 38
Figure 11 Figure 12 PRMS User Manual Page 15 of 38
Figure 13 11) For tab WC Insurance Policy, data will automatically captured upon CEAR Insurance Policy is saved. Even though, the value of Estimated Total Wages and Party to Pay Premium of the WC insurance policy may be updated once click at the hyperlink in the column of Estimated Total Wages (RM) as in Figure 14 and 15. Figure 14 12) Once information is edited, click Save button to save the record. Figure 15 PRMS User Manual Page 16 of 38
13) Click Submit to Insurer button to submit all the insurance policies saved. User Manual Contractor Figure 16 14) Confirmation message box appear. Click OK button to proceed OR Cancel button to cancel submission. Figure 17 15) Following message will be displayed upon successful submission. Click OK button. Project Manager and Contractor will receive acknowledgement email that the insurance application has been sent to insurer. Figure 18 PRMS User Manual Page 17 of 38
4.2 Contract for Services 1) Go to menu Insurance Procurement >> Procure New Insurance Policy as in Figure 19. Figure 19 2) Select CONTRACT FOR SERVICES at Type of works / services. Click Next button. Figure 20 3) Key in Project Information and click button Submit as in Figure 21. Figure 21 PRMS User Manual Page 18 of 38
4) A pop up message will be displayed in Figure 22 when the record is successfully saved. Click OK button. Figure 22 5) The information will automatically display at the bottom of the screen as in Figure 23. Under column of Action, either click edit button or delete button to edit or delete the record. Edit the record and click Submit button to submit the record. EWRM is able to access and edit the information submitted by the Project Manager. Figure 26 5.0 AMEND/EXTEND INSURANCE POLICY 1) Go to menu Insurance Procurement >> Amend/Extend Insurance Policy. Figure 27 PRMS User Manual Page 19 of 38
2) In Insurance Amendment/Extension screen, under List of Project, click hyperlink of project s contract number namely as Contract No. To view project details and list of insurance policy that has been issued cover note or invoice or policy as in Figure 28 and 29. You may also search your project by using the filtering component provided. Enter one or combination of information and click Search button. Figure 28 PRMS User Manual Page 20 of 38
Figure 29 5.1 Amend/Extend CEAR Insurance Policy 1) Under List of CEAR, click hyperlink at the column of Site/Location/Route for the insurance policy that required amend/extend as in Figure 30. Figure 30 2) Amend/extend policy information. Please refer to Figure 31. PRMS User Manual Page 21 of 38
Figure 31 3) Upload evidence document by clicking Browse. button. Please refer to Figure 32. PRMS User Manual Page 22 of 38
Figure 32 4) Please refer to Figure 40 to choose file to upload, enter Description and click Upload button. Figure 33 5) Document uploaded will be displayed at the bottom of the page as in Figure 34. You may delete the document by single click at delete button or upload another evidence document by repeating step 3 and 4. Figure 34 PRMS User Manual Page 23 of 38
6) Click Submit button to submit your amendment/extension application. The following pop up message will be displayed in Figure 42 when the policy is successfully submitted. Click OK button. Project Manager and Contractor will receive acknowledgement email that the insurance amendment/extension application has been sent to insurer. Figure 35 7) If the WC insurance policy is pairing with the CEAR policy in step 6, the policy will automatically amended and submitted to insurer. 5.2 Amend/Extend WC Insurance Policy 1) Under List of WC, click hyperlink in column Site/Location/Route for the insurance policy that need to be amend/extend. Figure 36 2) Amend Estimated Total Wages. PRMS User Manual Page 24 of 38
Figure 37 3) Upload evidence document by clicking button Browse. Figure 38 4) Choose file to upload, enter Description and click Upload button. Figure 39 PRMS User Manual Page 25 of 38
5) Document uploaded will be displayed at the bottom of the page as in Figure 40. You may delete the document by clicking delete button or upload another evidence document by repeating step 3 and 4. Figure 40 6) Click Submit button to submit your amendment/extension application. The following pop up message will be displayed in Figure 41 when the application is successfully submitted. Click OK button. Project Manager and Contractor will receive acknowledgement email that the insurance amendment/extension application has been sent to insurer. Figure 41 5.3 Amend/Extend MOC Insurance Policy 1) At List of MOC, click hyperlink in column Cargo Owner for the insurance policy that need to be amend/extend. Figure 42 PRMS User Manual Page 26 of 38
2) Amend/extend policy information. Figure 43 PRMS User Manual Page 27 of 38
3) Upload evidence document by clicking Browse button. User Manual Contractor Figure 44 4) Choose file to upload, enter Description and click Upload button. Figure 45 5) Document uploaded will be displayed below Upload button. You may delete the document by single click at delete button or upload another evidence document by repeating step 3 and 4. Figure 46 PRMS User Manual Page 28 of 38
6) Click Submit button to submit your amendment/extension application. 7) A pop up message will be displayed upon successful submission. Click OK button. Project Manager and Contractor will receive acknowledgement email that the insurance amendment/extension application has been sent to insurer. Figure 47 5.4 Amend/Extend GIT Insurance Policy 1) At List of GIT, click hyperlink in column Cargo Owner for the insurance policy that need to be amend/extend. Figure 48 2) Amend/extend policy information. Figure 49 PRMS User Manual Page 29 of 38
3) Upload evidence document by clicking Browse button. User Manual Contractor Figure 50 4) Choose file to upload, enter Description and click Upload button. Figure 51 5) Document uploaded will be displayed below Upload button. You may delete the document by clicking delete button or upload another evidence document by repeating step 3 and 4. Figure 52 6) Click Submit button to submit your amendment/extension application. PRMS User Manual Page 30 of 38
7) A pop up message will be displayed upon successful submission. Click OK button. Project Manager and Contractor will receive acknowledgement email that the insurance amendment/extension application has been sent to insurer. Figure 53 6.0 NOTIFY CLAIM 1) Go to menu Insurance Claim >> Search Existing Project. Figure 54 6.1 Project Listing 1) At list of the project manager s project as in Figure 55, click hyperlink in column Contract No to notify claim for the selected project. You may search your project by using the filtering component provided. Click Search button. Figure 55 PRMS User Manual Page 31 of 38
2) Enter claim information. Figure 56 3) On selecting Insurance Policy, list of policy (that has been paid) for the selected policy type will be displayed below. Choose one policy from the list. Figure 57 PRMS User Manual Page 32 of 38
4) For Witness Name and Contact No, enter information and click Save button. Record will be displayed bottom of the page. Repeat the same step for more than one witness. Figure 58 5) Click Save button to save the record. A pop up message will be displayed upon successful saving. Click OK button. Figure 59 6) The information is saved and will be displayed at the bottom of the page. You may edit the information before submitting to insurer by clicking Edit button under Action column. Figure 60 7) Add more claim notification for same project repeating step 2 until 6. Submit all claims by clicking button Submit to Insurer. Confirmation message box appear. Click OK button to proceed OR Cancel button to cancel submission. PRMS User Manual Page 33 of 38
Figure 61 8) A pop up message will be displayed upon successful submission of the claim(s). Click OK button. Insurer will receive acknowledgement email that claim(s) notification has been submitted to them. Figure 62 6.2 Claim Without Cover 1) If your project is not listed in List of Project, click at hyperlink HERE to Notify Claim. Figure 63 2) Enter project details and click Next button as in Figure 64. 3) Edit the information of Project Manager and click Next button as in Figure 65. 4) Select Contractor s Company Name and tick person in charge. Click Next button as in Figure 66. PRMS User Manual Page 34 of 38
Figure 64 Figure 65 PRMS User Manual Page 35 of 38
Figure 66 5) Enter Claim Information and click Save button as in Figure 67. Figure 67 PRMS User Manual Page 36 of 38
6) A pop up message will be displayed upon successful saving. Click OK button. Figure 68 7) List of Claim Notify will be displayed as follows for editing or deletion. Figure 69 7.0 VIEW EXISTING CLAIM 1) Go to menu Insurance Claim >> View My Existing Claim. Figure 70 2) List of Claim will be displayed as in Figure 71. You may search your claim by using the searching component provided and click Search button. Click at hyperlink in column Party Making Claim to view loss details. 3) List of Claim is displayed in Figure 71 as Loss Details. 4) Please refer to Figure 71 to view Loss details. PRMS User Manual Page 37 of 38
Figure 71 Figure 72 PRMS User Manual Page 38 of 38