ENTERPRISE WIDE RISK MANAGEMENT DEPARTMENT (EWRM)

ENTERPRISE WIDE RISK MANAGEMENT DEPARTMENT (EWRM) PROJECT RISK AND INSURANCE MANAGEMENT SYSTEM USER MANUAL INSURER 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 June 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 NEW USER REGISTRATION... 9 2.1 REGISTRATION OF TNB S STAFF... 9 2.2 REGISTRATION OF NON-TNB S STAFF... 11 3.0 FORGOT PASSWORD... 13 3.1 FORGOT PASSWORD FOR NON-TNB STAFF... 13 3.2 FORGOT PASSWORD FOR TNB STAFF... 14 4.0 SYSTEM LOGIN... 14 5.0 SYSTEM MANAGEMENT... 15 5.1 CHANGE PASSWORD... 15 6.0 INSURANCE PROCUREMENT... 15 6.1 PROCESS NEW DECLARATION... 15 6.2 UPLOAD DOCUMENT... 23 7.0 INSURANCE CLAIM... 25 7.1 CLAIM PROCEED OR REPUDIATE... 25 7.2 APPOINT LOSS ADJUSTER... 27

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 29

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 29

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 29

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 29

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 29

2.0 NEW USER REGISTRATION A new user is required to register online as a main pre-requisite to access to the system. Please follow the steps given below. 1) Open Internet Explorer (IE) browser in your desktop. 2) Please visit http://prms.tnb.com.my/ and a main page of the system will be displayed as in figure 1. 3) Click at New User Registration. There are 2 types of user registration i.e. registration for TNB s and non TNB s staff. Figure 1 2.1 Registration of TNB S Staff Figure 2 1) Select Yes at dropdown menu. PRMS User Manual Page 9 of 29

2) Click Next button. Figure 3 1) Fill up the form. 2) Click Register button to register user. Figure 4 1) Pop-up message will display. 2) Click OK button. System will automatically activated user as Project Manager and may login to the system. PRMS User Manual Page 10 of 29

2.2 Registration of Non-TNB S Staff Figure 5 1) Select user type. 2) Click Next button. Figure 6 3) Select user role. 4) Click Next button. PRMS User Manual Page 11 of 29

Figure 7 5) Fill up the form. 6) Click Cancel button to cancel registration. 7) Click Register button. Figure 8 8) Pop-up message will be display. 9) Click OK button. PRMS User Manual Page 12 of 29

3.0 FORGOT PASSWORD Figure 9 3.1 Forgot Password for Non-TNB Staff Figure 10 For non-tnb staff, if forgot password. Please refer to Figure 10 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. PRMS User Manual Page 13 of 29

3.2 Forgot Password for TNB Staff Figure 11 1) Click AD Password System hyperlink. System will directly go to TNB S AD System. 4.0 SYSTEM LOGIN Figure 12 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 12 to log into the system. 1) Fill up username and password. 2) Click Login button. PRMS User Manual Page 14 of 29

5.0 SYSTEM MANAGEMENT 5.1 Change Password Figure 13 Point to System Management menu and click Change Password. Please refer to Figure 13 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. 6.0 INSURANCE PROCUREMENT 6.1 Process New Declaration 1) Go to menu Insurance Procurement >> Insurance Listing CEAR / WC / MOC. Figure 14 2) A new screen will display as in Figure 15 below. Search project by using the filtering component provided. Choose Policy Status = NEW INSURANCE DECLARATION or AMDEXT-NEW INSURANCE DECLARATION. Click Search button. You may also enter a combination of information for searching. At List of Insurance Policy, click hyperlink in column of Contract No. at the selected insurance policy to process. PRMS User Manual Page 15 of 29

Figure 15 3) Screen will display Project Details, Project Manager Information, Contractor Information and Policy Information. Select Master Policy? and other relevant data as in Figure 16. Click Save button to save the record. PRMS User Manual Page 16 of 29

Figure 16 4) A pop up message will be displayed as follows when the record is successfully saved as in Figure 17. Click OK button. Figure 17 5) If Master Policy = No, system will redirect you to insurance policy listing as in step 2. If Master Policy = YES, Create PA button will appear for you to create PRMS User Manual Page 17 of 29

Premium Advice for that policy as in Figure 18. Click Create PA button to create Premium Advice. Figure 18 6) Key in information details as in Figure 19 and click Save button to save the record. PRMS User Manual Page 18 of 29

Figure 19 7) A pop up message will be displayed when the record is successfully saved as in Figure 20. Click OK button. The policy status now is ISSUE PA or AMDEXT-ISSUE PA. PRMS User Manual Page 19 of 29

Figure 20 8) Edit and Next button will appear automatically upon record saved. Click Edit button to edit the premium advice. Click Next button to go to next page. PRMS User Manual Page 20 of 29

Figure 21 9) Please refer to Figure 22 and click Print button to print the document. PRMS User Manual Page 21 of 29

Figure 22 10) A pop up message of File Download will be displayed when the Print button clicked as in Figure 23. Click Open button to open the document in Microsoft Office World or click Save button to save the document in.doc format. PRMS User Manual Page 22 of 29

Figure 23 6.2 Upload Document 1) In the page of List of Insurance Policy as in Figure 24, click hyperlink in the column of Cover Note / Invoice / Policy Endorsement at selected insurance policy. Figure 24 PRMS User Manual Page 23 of 29

2) In panel Upload Cover Note / Invoice / Policy Endorsement, key in information details of the related document as in Figure 25. Figure 25 3) To upload the document, click Browse button. 4) Choose file to upload, enter information and click Upload & Save button as in Figure 26. Figure 26 PRMS User Manual Page 24 of 29

5) A pop up message will be displayed upon successful upload document as in Figure 27. Click OK button. Figure 27 6) List of uploaded document will be displayed as in Figure 28 as follows. You may read the file by clicking at hyperlink in column File Name OR click Delete button to delete file. Figure 28 7.0 INSURANCE CLAIM 7.1 Claim Proceed or Repudiate 1) Go to menu Insurance Claim >> View My Existing Claim as in Figure 29. Figure 29 2) Under List of Claim, click hyperlink at the column of Party Making Claim to proceed or repudiate that project as in Figure 30. You may search your claim by using the filtering component provided. Click Search button. PRMS User Manual Page 25 of 29

Figure 30 3) A new screen will display Update Claim Progress Status & Insurance Policy as in Figure 31. To view claim details, click at the tab of Claim Information. Figure 31 PRMS User Manual Page 26 of 29

4) At the tab of Update Claim Progress Status & Insurance Policy, select Proceed as to accept or Repudiated as to reject the claim from the list of Claim Progress Status field as in Figure 32. Key in Remark (if necessary) and select Insurance Policy (if necessary). Figure 32 5) Click Save button to save the record. 6) A pop up message will be displayed when the record is successfully saved as in Figure 33. Click OK button. Figure 33 7.2 Appoint Loss Adjuster 1) Go to menu Insurance Claim >> Appoint Loss Adjuster Figure 34 PRMS User Manual Page 27 of 29

2) Under List of Claim, click hyperlink at the column of Party Making Claim to proceed or repudiate that project as in Figure 35. You may search your claim by using the filtering component provided. Click Search button. Figure 35 3) A new screen will display Appoint Loss Adjuster as in Figure 36. To view claim details, click at the tab of Claim Information. Figure 36 4) At the tab of Appoint Loss Adjuster, key in Reserve Amount (if necessary). PRMS User Manual Page 28 of 29

5) Select Loss Adjuster s company at the field of Company Name and details information of the selected loss adjuster company will be automatically displayed as in Figure 37. 6) Select Person in Charge by tick the check box of column Loss Adjuster as below. Figure 37 7) Click Save button to save the record and a pop up message following message will be displayed. Click OK button. Figure 38 PRMS User Manual Page 29 of 29