6820-02 - ISS - UPRVUNL - TO-BE - FSCM-Coal Requirement Planning - V1.3

To-Be Process Document for SAP S/4HANA Fuel Supply Chain Module (FSCM): Coal Requirement Planning
To-Be Process Document for SAP S/4HANA Fuel Supply

Chain Module (FSCM): Coal Requirement Planning
Project Name: IMSS Implementation at UPRVUNL

Project ID: 6820-02 Document ID: FSCM_TO-BE_01
Document Version / Details: V-1.3/16.05.2020
Record of Release
LTI & UPRVUNL Confidential Page 2 of 26

Version Prepared By Reviewed By Authorized Release Modifications Done

No. By Date
1.0 Ganesh J.Sathianarayanan Imtiyaz 18.02.2020 Released for internal review
Swaminathan Ahmad
1.1 Ganesh J.Sathianarayanan Imtiyaz 07.03.2020 Changes as suggested have
Swaminathan Ahmad been included
1.2 Ganesh J.Sathianarayanan Imtiyaz 30.03.2020 Changes in the number
Swaminathan Ahmad format of the sections
1.3 Ganesh J.Sathianarayanan Imtiyaz 16.05.2020 Updated Core team review
Swaminathan Ahmad comments
Abbreviation
Abbreviation Description
AE Assistant Engineer

AHD Ash Handling Division
A-TPS A- Thermal Power Station
ABT Availability based tariff
BMD Boiler Maintenance Division
B-TPS B-Thermal Power Station
CE Chief Engineer
CEA Central Electricity Authority
CGM Chief General Manager
CHD Coal handling division
CIMD Control and Instrumentation Maintenance Division
CMD Coal movement division
CI Capacity Index
CIL Coal India limited
D-TPS D- Thermal Power Station
DM De-mineralized (water)
Dy-GM Deputy General Manager or SE
EE Executive Engineer
EMD Electrical Maintenance Division
ESP Electrostatic Precipitator
FPD Fuel Purchase Division
F-note Forwarding note
F&A Finance and Accounts
GM General Manager
HP/ LP High Pressure and Low-Pressure pumps
IL Instrumentation Limited
JE Junior Engineer
KPI Key performance indicator
MB Measurement Book.
MCB Main control board
MIS Management of Information Systems
NA Not Available
NCL Northern coalfields limited
O&M Operations and Maintenance
OEM Original equipment manufacturer
OGD Operation General Division
ORT Operation review technology
PLF Plant Load Factor

R&M Refurbishment and Modernization Circle
RR Railway receipt
SE Superintendent Engineer (Deputy General Manager)
SOC (Power) Send out capability.
TMD Turbine Maintenance Division
TOM Thermal Operations and Monitoring
TSD Technical Services Division
UCB Unit control board
UI Unscheduled Interchange
UPRVUNL Uttar Pradesh Rajya Vidyut Utpadan Nigam Ltd.
WTP Water Treatment Plant
WMDR Work memo debit receipt
FSA Fuel Supply Agreement
CRP Coal Requirement Planning
ACQ Actual Contracted Quantity
MIQ Monthly Indented Quantity/Monthly Rake Program
MSQ Monthly Scheduled Quantity
PLF Plant Load Factor
BPO Business Process Owner
FOIS Freight operation information system
Band Declared Grade/Actual Grade
FRS Functional Requirement Specification

Table of Contents
1. Business Outlook..........................................................................................6
2. Business Scenario’s in Fuel Supply Chain Management (FSCM)................................8
2.1 Coal Requirement Planning.............................................................................................8
3. Organization Structure..................................................................................9
3.1 Company Code...........................................................................................................10
3.2 Plant......................................................................................................................10
3.3 Purchase Organization.................................................................................................10
3.4 Purchasing Group.......................................................................................................11
3.5 Storage Location........................................................................................................11
4. Master Data..............................................................................................12
4.1 Material Master Data..................................................................................................12
4.2 Vendor Master...........................................................................................................13
4.3 Vendor Account Group:................................................................................................13
4.4 Batch Class and Characteristics......................................................................................14
4.5 Batch Class...............................................................................................................14
4.6 Batch Characteristic:...................................................................................................14
4.7 Transportation and In-Transit stock Master Data.................................................................14
4.8 Location..................................................................................................................14
4.9 Transport System.......................................................................................................15
4.10 Partner Role.............................................................................................................15
5. Business Process: Coal Requirement Planning in Fuel Supply Chain Management.......16

5.1 Requirements of Business Process...................................................................................16
5.2 Proposed Solution......................................................................................................18
5.3 Process Flow.............................................................................................................20
5.4 Process Steps............................................................................................................21
5.5 System Configuration Values.........................................................................................21
5.6 Integration Points......................................................................................................22
5.7 Fit-Gap Analysis.........................................................................................................22
5.8 Technical Developments...............................................................................................22
5.9 Organization/Entities Impacted......................................................................................24
5.10 High Level Data Migration/Cut over requirements with priority...............................................24
5.11 Standard and Customized Reports...................................................................................24
5.12 Change Management and Business Impact Assessment...........................................................24
5.13 Additional details (if any).............................................................................................24
5.14 Assumptions & dependencies (if any)...............................................................................24
5.15 Constraints...............................................................................................................24
6. Sign-off (Approval) for this document:.............................................................25

1.Business Outlook
UPRVUNL is wholly owned state thermal power utility with present generating capacity of 5160
MW, operating 4 Thermal Power Projects within Uttar Pradesh.
Uttar Pradesh Rajya Vidyut Utpadan Nigam Limited (UPRVUNL) was constituted on dated
25.08.1980 under the Companies' Act 1956 for generation of thermal power in the state sector.
Today it is looking after operations of 4 thermal power plants located in different parts of U.P.,
with a total generation capacity of 5160 MW as follows
Name of Power Installed Derated Capacity Upcoming Remarks

Station Capacity Capacity
ANPARA, 3X210 MW 3X210 MW = 630 N/A N/A

SONEBHADRA 2X500 MW MW
2X500MW 2X500 MW = 1000
MW
2X500MW = 1000
MW
OBRA, 1X100 MW 1X94 MW = 94 MW 2x660 94 MW under

SONEBHADRA 5X200 MW 5X200 MW = 1000 MW deletion
2X660 MW MW 2X660 MW under
construction
PARICHHA, 2X110 MW 2X110 MW = 220 1140 MW 2X110 MW under

JHANSI 2X210 MW MW deletion
2X250 MW 2X210 MW =420
MW
2X250 MW =500
MW
HARDUAGANJ, 1X110 MW 1X110 MW = 110 1x660 660 MW under

ALIGARH 2X250 MW MW MW construction
2X250 MW = 500
MW
PANKI, N/A N/A 1x660MW 660 MW under

KANPUR construction
JAWAHARPUR N/A N/A 2x660 1320 MW

MW = Under construction
1320MW JVUNL –
Subsidiary of
UPRVUNL
Uttar Pradesh Rajya Vidyut Utpadan Nigam Limited (UPRVUNL) is currently in the process of
implementing SAP ERP S/4 HANA as a central ERP application for managing overall business

functions. L&T Infotech (LTI) a division of Larsen & Toubro Group Company has been selected as
the external service provider for providing services to UPRVUNL for this project.
SAP S/4 HANA Solution is expected to integrate all the related business processes in scope and
provide business decision support for functions such as business planning, budgeting etc.,
The following modules of SAP S/4 HANA are being implemented as part of this Project:
With the implementation of S/4 HANA, UPRVUNL wishes to achieve the following key
objectives and business benefits;
 Business process/function standardization and process integration.
 Data harmonization, ensuring clean and accurate data.
 Enhanced dependability and performance.
 Higher job satisfaction and motivation for employees.
 Enterprise-wide access to all asset-related data repositories.
 Improved information management to enable information availability.
 Enable adoption of best practices.
 Effective monitoring
 Increased efficiency and productivity.
 Reducing costs.
 Streamlining processes.
 Employee data maintained centrally and would be up to date, thus reducing efforts of
maintaining data at multiple systems and locations.
 Provide more transparency and reduce the cycle time in employee HR process via ESS.
 Increase data accuracy that will in turn lead to reduction in human errors and rework if
any.
 Seniors / Supervisors would be able to take various decisions / approvals thru MSS.
 Migrating certain manual paper-based process to SAP ERP thus reducing the cycle
time, cost and efforts.

Fuel handling unit at the plants is responsible for fuel planning, handling and purchase. The unit
handles coal, furnace oil and high-speed diesel. The Fuel handling unit is headed by GM
(general manager) at the plants. There is a fuel department at headquarters which headed by CE.
Its primary role is to ensure proper linkage, continuous monitoring of fuel at the plants and to
manage different situations related to transportation and availability of fuel. Based on the
position of coal stock at various plants, the headquarters can facilitate reallocation of coal by
diverting coal destined for one plant to others.
Currently the sources of fuel are CIL and its subsidiaries (NCL, WCL, CCL and BCC).
2.Business Scenario’s in Fuel Supply Chain Management (FSCM)
Business scenarios in Fuel Supply Management at UPRVUNL are as follows.
1. Coal Requirement Planning
2. Coal Procurement (Transportation & Logistics)
3. Coal Inspection (Quality Management)
2.1 Coal Requirement Planning
Objectives of Fuel Management:
1. Planning and Procurement of appropriate quantity and quality of Coal suitable for the design
parameters of the plant and achieving the generation targets.
2. Proper coordination with collieries and railways
3. Effective fuel handling to minimize the wastage and demurrage charges to have stock for
meeting the Coal lean periods and to ensure quality preservation during stocking
4. Continuous monitoring of the fuel quantity and consumption for continuous improvement.
5. Efficient consumption to achieve the targets set by the regulator
6. Have a proper fuel accounting
7. Ensure continuous feeding of Coal to the generating units by proper operation and
maintenance of Plant.
Requirement Planning – Coal
1. Quarterly requirement of fuel is estimated based on the planned outage plans, generation
targets and the average specific consumption of the fuel.
2. Data from all the thermal power stations is collected and sent to the headquarters.
3. The total fuel requirement is sent to the Standing Linkage Committee (SLC).
4. Linkage Committee allocates the Coal mines
5. Quantity of Coal allocated, and monthly dispatch schedule is sent to the plants.
6. The minutes of meeting, in which the quantity of Coal is allocated to the plants, is sent to the
managing director, UPRVUNL.
7. CE (Chief Engineer), Fuel receives daily stock position at different plants.
Requirement Planning – Oil
1. Oil Storage level is monitored by the fuel handling division. The consumption of oil is
measured daily by the fuel handling division.
2. A proper lead time is calculated based on the specific consumption and generation
targets.
3. In order to avail the best offer, the price bids are invited from the Oil companies. Oil is
purchased only from selected Oil PSU’s.

4. The best offer is availed, and an order is placed mentioning the delivery schedule.
3.Organization Structure
Organization structure in SAP S/4 HANA represents the Clients Organization Structure from
the perspective of conducting the business. The Organization structure of the Client need to be
properly represented in the system in order to derive the desired results. SAP S/4 HANA works
on the nodes of the Organizational Units and Master Data. While the data flows from Master
data, the data is being maintained and reported based on Organizational Units.
UNL (Uttar Pradesh Rajya Vidyut Utpadan Nigam Limited) and JNL (Jawaharpur Vidyut
Utpadan Nigam Limited) is created as a Company Codes which are separate Legal entities.
Various plants and Storage locations will be created under these Company Codes to monitor
Inventory Management and Quality Management.
Organization Structure: Fuel Supply Chain Management
Organization Structure SAP S/4 HANA

3.1 Company Code

Definition:
The Company code is the central Organizational Unit of external accounting within SAP
System. The business transactions relevant for Financial Accounting are entered, saved, and
evaluated at Company Code level. You usually create a legally independent Company in the
SAP System with one Company Code.
Use:
a. All business transactions related to FSCM are processed within a Company Code.
b. UPRVUNL will have 2 Company Codes namely UNL and JNL as follows.
Company Code Company code Name
UNL Uttar Pradesh Vidyut Utpadan Nigam Limited
JNL Jawaharpur Vidyut Nigam Limited
3.2 Plant
Definition:
Plant is an Organizational Unit serving to subdivide an enterprise according to Production,
Procurement, Maintenance, and Materials Planning aspects. It is a place where either material is
produced, or goods and services are provided or where maintenance is carried out or
Depots/Godowns/Branch Office from where the materials are stocked and sold to Customer.
Use:
a. The Material stocks are valuated at Plant level.
b. The Material Stocks are managed within a plant
c. Material requirements are planned for each Plant
Structure:
Plant Code in S/4 HANA is 4-character alpha numeric structure with name.
Plant Code Plant Name
1000 UPRVUNL Corporate Office
1001 Anpara Thermal Power Station
1002 Obra Thermal Power Plant
1003 Harduaganj Thermal Power Plant
1004 Parichha Thermal Power Plant
1005 Panki Thermal Power Station
2001 Jawaharpur Thermal Power Plant
3.3 Purchase Organization
Definition:
An Organizational Unit which is responsible for procuring materials or services for one or more
plants and for negotiating general conditions of purchase with the Vendors. The Purchase
Organization assumes Legal responsibility for all the external Purchase transactions. Purchase
Organization has alpha numeric naming convention with 4 digits.
Use:
a. Purchase Organization has its own Vendor Master Data

b. All items of an external purchasing document that is, request for quotation, purchase order,
contract, or scheduling agreement, belong to a Purchase Organization.
c. A Purchase Organization can be divided into several purchase groups that are responsible
for different operational areas.
d. The Purchase Organization is the highest level of aggregation for Purchasing statistics.
e. Vendor evaluation is carried out at Purchase Organization level.
f. Purchase info record, and Source list master data contains reference to Purchase
Organization.
Structure
A centralized purchase organization will be created for UNL and JNL respectively. This will
meet the needs of local and central procurements for both the Company Codes.
Sr. Purchase Org Purchase Plants
No Organization Code
1 Uttar Pradesh Rajya Vidyut Utpadan 1000 All Thermal power plants
2 Jawaharpur Vidyut Utpadan 2000 Jawaharpur TPS
3.4 Purchasing Group
Definition:
Purchase Group is a set of buyer or group of buyers responsible for certain purchasing activities.
Use:
a. A Purchasing group can also act/work for several purchasing organizations i.e. Purchasing
groups are global and client specific.
b. Purchasing group are assigned to Materials at Plant level (In the material master record, in
purchasing view, purchasing groups are assigned to a material. If a buyer is common for more
than one plant that it is possible to assign the same purchasing group in all plants.
c. The Purchasing group is further subdivided into buyer groups, which are responsible for day
to
day buying activities.
3.5 Storage Location
Definition:
A Storage location is the place where stock is physically kept within a plant. Storage location is
an Organizational Unit that allows differentiation of Stocks within a Plant.
Use:
a. Storage location have a 4-digit alpha numeric code and are assigned to the plant code.
b. Physical Inventories are carried out at storage location level
c. List of Storage locations.
Plant Plant Type of Coal Storage Location nos.
Code
Anpara Thermal Power Plant 1001 Crushed
Anpara Thermal Power Plant 1001 Uncrushed
Obra Thermal Power Plant 1002 Crushed
Obra Thermal Power Plant 1002 Uncrushed
Harduaganj Thermal Power Plant 1003 Crushed
Harduaganj Thermal Power Plant 1003 Uncrushed
Parichha Thermal Power Plant 1004 Crushed
Parichha Thermal Power Plant 1004 Uncrushed

Panki Thermal Power Plant 1005 Crushed

Panki Thermal Power Plant 1005 Uncrushed
4.Master Data
Master data contains information that is used over a long period of time. Master data forms the
basis of Fuel Supply Chain Management. Data about the products as well as about business
partners (Vendors) are stored in the master data and is the basis for Coal Supply Chain. Master
data is the building structure in SAP. Various Master data elements are required which also has
certain integration elements of cross modules such as;
1. Material Master
2. Vendor Master
3. Batch Class and Characteristics
4. Location
5. Transport System
6. Partner
7. Vehicle
8. Transport Unit
4.1 Material Master Data
The Material master contains information’s on all the materials that UPRVUNL procures, stores
and consumes. It is UPRVUNL central source for retrieving material specific data. This
information is stored in the individual material master records in S/4 HANA.
The material master is used by all components in the SAP Logistics System. The integration of
all material data in a single database object eliminates redundancy in data storage. In the SAP
Logistics System, the data contained in the material master is required, for example, for the
following functions.
1. In Purchasing for Ordering
2. In Inventory Management for goods movement postings and physical inventory.
3. In Invoice verification for posting invoices
Material Type:
Material having similar attributes are categorized together and assigned to a material type;
Following standard material types are being used in UPRVUNL
Sr. Material Type Material Type Price Number Example
No Code Description Control Range
1 ROH Raw Material S External Coal

Material Group:
Material group is a key that, is used to group together several materials or services with the
same attributes. Each Material or Service is assigned to a particular material group. Material
group is used for reporting purpose and we can restrict the scope of analyses and search material
master records via search helps.
Keeping in view of the business process of Coal supply chain mapping the following fields will
be maintained for creating the Material Master;
Screen View Field Remark
Basic Data 1 Unit of measure Mandatory
Material Group Optional
Classification Class (Batch Class) Mandatory

Screen View Field Remark
Purchasing Purchasing group Mandatory

Batch Management indicator Mandatory
Quality Management Inspection Type Optional
Accounting 1 Valuation class Mandatory
Costing 1 Price Control Mandatory
Profit Center Mandatory
Storage Location Stock Storage location Mandatory
Process steps for Material Master (Coal)
Process Steps Transaction Explanation, variations and Business
Code exceptions Role/Actor
MM-01-01-01 MM01 Create Material Master Central team
MM-01-01-02 MM02 Change Material Master Central team
MM-01-01-03 MM03 Display Material Master Central team
4.2 Vendor Master
Definition:
The Vendor Master database contains information about the Vendors who supply the material
or service to UPRVUNL. The information is stored in individual Vendor Master records. A
Vendor master record contains the Vendor’s name and address as well as data such as currency,
terms of payment, and pricing group.
Since Vendor’s are generally Creditors (Accounts Payable) the Vendor master record also
contains accounting information such as relevant control account (reconciliation account) in the
general ledger.
Use:
a. To create purchase orders and contracts
b. Payment processing for Vendors
4.3 Vendor Account Group:
Vendors are broadly grouped into different group by using Vendor Account Group. During the
Vendor master creation every Vendor needs to be assigned to a Vendor Account Group.
Following Vendor Account Groups will be created and the same will be available during
Vendor master creation;
Sr. No Vendor Account Group Description Number Range
1 ZDOM Domestic vendors 100000-199999
2 ZIMP Import vendors 200000-299999
4.3.1 Vendor category:

Following Vendor category options are available in basic view of Vendor master and same need
to be chosen from dropdown while creating Vendor Master;
1. Supplier-Coal Companies
2. Contractor-Third Party Inspection Agencies
3. Transport-Railways

4.4 Batch Class and Characteristics

Batch classification is a functionality to store batch specific data such as Ash content, Moisture,
Grade, GCV etc.
Characteristic are criteria or test attribute against which values are entered in batch class.
4.5 Batch Class
One Class of type batch class will be created for Coal inspection process. This object
encapsulates the characteristics that with criteria
Batch Class Type Description
023 Coal Sample
4.6 Batch Characteristic:
In the Coal inspection process at UPRVUNL, Characteristics is created while creating and
assigned to class. Two different types of Characteristics shall be created
1. User defined characteristics such as Grade, GCV, Ash content, Inherent moisture.
2. Characteristics for which values are posted automatically e.g. Dispatched date.
4.7 Transportation and In-Transit stock Master Data
An in-transit plant and an in-transit storage location are entered in the transport system master
data record to represent stock which is being transported.
4.8 Location
Definition:
Location is fixed point in Supply Chain where is Coal is handled in supply source such as
Railway siding or receiving source such as power plants where loading or discharge activities
takes place respectively where stock holdings exist.
Location is categorized as origin or destination location E.g. Siding is an origin location and
Plant can be origin location or destination location
Vendors shall be set as locations during In-Transit.
The following structural parameters are defined to set up Location.
Parameters Description
Location ID Unique Identification of Location (Siding or Plant etc.)
Location Type Origin or Destination location
Location name Detailed description of Location
 *ROM Coal, Washed Coal, Deshaled Coal materials are assigned to the defined
locations
4.9 Transport System

Transport system is the in-transit stock holding object of Coal representing the Mode of
Transport (Railways)
One of the functions of a transport system is to link the locations in the supply chain. As a
result, at least two locations must be assigned to a transport system. A location can either be an
origin for the transport system (supplies Coal into transport system), or the location can be a
destination of the transport system (receives Coal from the transport system). A location can
also be defined as both an origin and a destination. As a result, the Coal Supply network is
defined in terms of loading and discharge points for each transport system.
An in-transit plant and an in-transit storage location are created in transport system is a pre-
requisite master data set up required to represent stock available in transport system

The key parameters required to set up transport system.

Parameters Description
The transport system ID and transport system
Transport System ID
description are freely definable
Shipping Type Defines the Mode of transport (Railways)
An in-transit plant and an in-transit storage location
In-Transit plant and Storage Location are entered in the transport system master data record
to represent stock which is being transported
The tolerance level is used to check actual movement
Tolerance level
quantities against the quantities available from FOIS
4.10 Partner Role
The Partner role Master Data is used to define various business partners associated with Coal
Supply Chain. The Various partners that are identified are Vendor (Railways), Receiver
(Thermal Power Plant), Inspection agencies, Supplier (Coal Companies) etc.
Parameters Details
Partner object To define if it’s a Vendor or Plant
1.Vendor-Railways
Role Type 2.Vendor-Inspection agency
3.Receiver-Plant
Differentiator To define Transport System (Railways)
Partner Roles for Transport System

5.Business Process: Coal Requirement Planning in Fuel Supply Chain Management
Process Number: FSCM-01
Name of Business Process: Fuel Supply Chain Management (FSCM)
Name of Sub Process / Scenario: Coal Requirement Planning (FSCM-01)
Flow Chart of Activities: UPRVUNL-FSCM-Flowchart- FSCM-01
6820-02-IMSS_UPRV 6820-02_IMSS_UPR
VUNL_TO-BE_FSCM-Coal Requirement Planning_V1.3.pdf
UNL_FSCM_Coal_Requirement_Planning_V1.1.vsd
5.1 Requirements of Business Process

a. Ability to generate Annual, Quarterly and Monthly Plan for Coal procurement
b. Ability to Perform Planning process considering the available stock on Hand

c. Ability to consider unit wise demand and to consolidate per Power Station
d. Ability to also consolidate the overall demand across power stations
e. Ability to estimate the fuel requirement for new projects based on standard formulae
for fuel consumption.
f. Ability to calculate the fuel shortage based on the requirement and the available fuel
sourcing options
Pain areas
g.All the planning activities are mostly performed today manually in spreadsheets.
h.No central Planning system is available with real time data across the plants.
Process Requirement Detailed Description of Functional and Compliance Reference

ID Tracking Non - Functional Requirement (Standard/Custom/N Process ID/
Number ot possible/Third Section No.
Party/Not Reqd.)
FSCM- FRS-FSCM-1.1 Ability to produce the annual fuel Custom Development FSCM-01-03
01 procurement plan based on consumption
data, Long-term contracts and fuel
sourcing options available etc.
FSCM- FRS-FSCM-1.2 Ability to estimate the fuel requirement Custom Development 5.8.5
01 for new projects based on standard
formulae for fuel consumption
FSCM- FRS-FSCM-1.3 Can a database of fuel sources be Custom development FSCM-02-
01 generated and managed in a Coal
deregulated environment? Procurement
FSCM- FRS-FSCM-1.4 Ability to calculate the fuel shortage Custom Development 5.8.6
01 based on the requirement and the
available fuel sourcing options
FSCM- FRS-FSCM-1.5 Can a database of fuel sources be Custom development FSCM-02-
01 generated and managed in a regulated Coal
environment? Procurement
FSCM- FRS-FSCM-1.6 Can the details of the Fuel supply Fully FSCM-01-02
01 agreements (FSA) with various suppliers
be maintained in a database?
FSCM- FRS-FSCM-1.7 Can the fuel supply Fully FSCM-01-02
01 agreement (FSA) be recorded and
revisions maintained centrally?
FSCM- FRS-FSCM-1.8 Can the consolidated Custom Development 5.8.7
01 fuel budget for all the plants be produced
based on the procurement plan?
FSCM- FRS-FSCM-1.9 Can the actual Custom Development 5.8.8
01 Utilization of fuel-budget be tracked
based on payments to supplier?
FSCM- FRS-FSCM- Can the details of regular Enhancement 5.8.9
01 1.10 interactions with external agencies be
compiled and stored in the system?
FSCM- FRS-FSCM- Can the record of these interactions be Enhancement 5.8.10
01 1.11 recorded centrally in a chronological
order, for review when formulating fuel

Process Requirement Detailed Description of Functional and Compliance Reference

ID Tracking Non - Functional Requirement (Standard/Custom/N Process ID/
Number ot possible/Third Section No.
Party/Not Reqd.)
sourcing strategies?
FSCM- FRS-FSCM- Ability to forecast daily requirements for Custom development 5.8.12
01 1.12 Coal based on generation schedule, coal
stock, available source of Coal etc,
FSCM- FRS-FSCM- For gas-based stations, Custom Development MM-Report
01 1.13 can daily requirement for gas be
forecast based on generation schedule
and fuel stock?
FSCM- FRS-FSCM- Ability to create delivery schedule based Custom Development FSCM-02-
01 1.14 on supply-agreements while taking the Coal
requirement into consideration Procurement
FSCM- FRS-FSCM- Ability to calculate the amount of coal Custom Development. 5.8.15
01 1.15 supplied by vendors against FSA
FSCM- FRS-FSCM- Can a 'procurement Fully MM
01 1.16 process' like procurement of inventory -Procurement
items be followed for the procurement of Process
fuel-oil?

5.2 Proposed Solution

Raw Coal Planning
1.Fuel Supply Agreement (FSA/Coal Supply agreement) is signed between UPRVUNL and
Coal Company (Subsidiaries of CIL) with 20-year Agreement
2.Before the expiry of 5 years of Fuel Supply Agreement correspondences / meeting may be
held with coal companies regarding revision of quantity, terms and conditions, etc., if
required.
3.However, UPRVUNL requires to plan and regulate the supply and Procurement of Coal at
Yearly /Quarterly and monthly basis
4.This enables to;
a.Plan and commit power production
b.Plan more efficiently the monthly Rail movement program and Inform Coal companies
and Railways for optimized Stock supply
c.Enables Optimized stock storage of Coal at each TPS
d.Avoids frequent quota transfer
FSCM Solution and Planning

1. SAP FSCM offers very efficient Fuel Planning and supply system
2. Coal is maintained with Units of Measure (Weight unit-TO and the Proportionated heat
content based GCV)
3. Coal Supply Management Process
Coal Supply is managed considering the following Input Factors
a. Annual Contracted Quantity
b. No. of Days of stock available
c. MSQ (Monthly Scheduled Quantity) as per Contract
d. Quantity/Percentage dispatched till date
With the above factors a production plan is derived for each plant for the amount to be produced
based on following dependent factors.
5.2.1 Coal Requirement Planning Process
Pre-Requisite Data:
1. Data from FSA on Quantity Per Coal Company for all Thermal Power Stations
2. Anpara Thermal Power Station-e.g. 1001 against it
3. Coal Company (Name of the Coal Company supplying Coal)
4. ACQ-Quantity in Tonnes
5. Grade Band of ROM Coal-e.g.: G5-G15- This is fixed in FSA
6. Per Day Consumption/Unit/Plant-85% of PLF and Considering Specific Coal
Consumption of 650 grams
7. Ratio/Qtr: Q1:Q2: Q3:Q4-25:22:25:28
8. No. of Days of stock to be maintained
Execute a custom Report Z_CoalPlan to get information for Coal requirement for the
subsequent month
The following information is available to enable the user to plan
a. Material
b. Plant
c. Coal Company

d. Available Stock (Raw Coal at multiple Storage locations+ Crushed Coal-Grade Wise)
e. No. of Days of stock, Plant wise and Coal Company wise with multiple options of MIQ
(Monthly Indented quantity) for the subsequent month is Proposed considering certain
parameters in various options.
5.2.2 MIQ (Monthly Indented Quantity) Proposal- 1-Planned as Pro-rata
1. Quantity that should have been received as Per ACQ –Pro Rata basis till date
2. Remaining to be dispatched for the year-As Per Pro-rata
3. Quantity for the subsequent month based on Pro-rata based on the ratio of the Quarter
Difference quantity on the no. of days of stock available and required days stock (Distributed
based on ACQ received per coal company and as per the Quantity to be received for the
current Quarterly ratio)
5.2.3 MIQ (Monthly Indented Quantity) Proposal 2-Based on Quantity received
1. Quantity Actually Dispatched till Previous month
2. Percentage Quantity Dispatched till Previous month (Pro-rata Basis)
1. 90% or More received –Invites Performance Incentive (PI)-
2. 75% less –Invites Penalty-
3. The above percentage will be modified based on inputs on flexi utilization
3. Quantity Actually Dispatched
4. For the current month till date
4. Percentage Quantity Dispatched till date for current month (Pro-rata Basis)
5. Quantity Actually dispatched
5. For the current year till date (Month wise to be consolidated)
Percentage Quantity Dispatched till date for the year till date (Pro-rata Basis)-On ACQ
Basis also
6. Remaining to be consumed for the current Quarter as per the quarterly ratio
Quantity for the subsequent month based on Actual receipts for the current quarter and
remaining to be received
7. Difference quantity on the no. of days of stock available and required days stock
((Distributed based on ACQ received per coal company and as per the Quantity to be
received for the current Quarterly ratio))
5.2.4 MIQ (Monthly Indented Quantity) Proposal 3-Based on history of Dispatches/
Materialization (3 years)
1. Average Quantity based on the dispatches/Materialization for the subsequent month during
the past 3 years.
5.2.5 MIQ (Monthly Indented Quantity) Proposal 4-Based on history of weighted average
consumption (3 years)
1. Average Quantity based on the Consumption pattern for the subsequent month.
e.g. If the subsequent month is October, the weighted average consumption of October for
the past 3 or 5 years is calculated based on the data available and proposed.
2. Difference quantity on the no. of days of stock available and required days of stock.
Coal Planning report
Coal Planning.xlsx
5.2.6 Cost effective distribution of MIQ Quantity and prioritize the Coal Company Per
Plant
1. With the above Proposal options available on MIQ user is provided with the information on
quantity in Tons to be planned for rake movement /Per Coal Company

2. With information on Proposed Quantity in Tons being available it is possible to optimize

quantity of MIQ and prioritize the Coal company for each plant and considering Flexible
utilization based on.
a) Cost of Coal/Grade/Unit (Kg or Ton)
b) Weighted Average GCV of coal based on past sampling results per 1000 GCV Cost
Based on the above factors the most cost-effective Coal grades and priority list is prepared
With Already available information on Coal Companies and Grades that are supplied it is now
Possible; To Proportionally distribute the quantity Per Coal Company/Per Plant for the rake
program
Optimization and communicate to FOIS
1. Based on the above decision points Rake program is prepared and maintained/uploaded in
FOIS
Document type
Serial Document type for Description (XX-Char) Number Range (XX
Number Purchase.Order Char)
1 ZUNB Standard Purchase Order
5.3 Process Flow

Process Diagram: Coal requirement planning
5.4 Process Steps

Process Process Narration T-code Role &
Step Responsibility
FSCM-01- Fuel Supply Agreement (FSA/Coal Supply Z_Contract SE/EE/AE
01 agreement) is signed between UPRVUNL (Fuel Purchase

Process Process Narration T-code Role &

Step Responsibility
and Coal Company (Subsidiaries of CIL) Division)
with 20-year Agreement
DMS-XX- FSA document is uploaded in SAP and the CV01N SE/EE/AE
XX revisions to the same is recorded and (Fuel Purchase
maintained centrally in SAP DMS. Division)
The FSA document will be assigned to the
Contract (optional)
FSCM-01- Report –Provides multiple Proposal options Z_CoalPla SE/EE/AE
03 for MIQ (Multiple Indented Quantity) based n (Fuel Purchase
on various parameters. Division)
With the above Proposal options available on
MIQ user is provided with the information on
quantity in Tons to be planned for rake
movement /Per Coal Company
FSCM-01- Requirement Plan from all the Thermal SAP SE/EE/AE
04 power stations (A, B and D) is BPC/BI/B (Fuel Purchase
collated/aggregated and sent to CE (Fuel), W Division)
headquarters
FSCM-01- Quantity of MIQ and prioritization of Coal Z_Cost EE/SE/CE - Fuel
05 company per plant is optimized based on (Headquarters)
Cost of Coal/ Grade/ Unit (Kg or Ton) and
weighted average GCV.
Based on the above factors a report is
generated to provide the most cost-effective
Coal grades and priority list.
FSCM-01- Total fuel requirement is sent to the standing Manual N.A.
06 linkage committee (short-term)
FSCM-01- Standing Linkage committee accepts or External N.A.
07 reduces the proposed quantity.
FSCM-01- The proposal from the Linkage committee is Manual CE-Fuel
08 sent to UPRVUNL, HQ Headquarters
FSCM-01- Based on the above decision points Rake Outside Railways
08 program is prepared and uploaded in FOIS SAP
5.5 System Configuration Values
6820-02_IMSS_UPR
VUNL_Key Data Structure_FSCM_V1.1.xlsx
5.6 Integration Points

Module
Integration
Process ID Process Step Description Integrated
Solution details
with
FSCM-01 Coal Generation of MM Org. Structure set up
Requirement Contract/Purchase PO Document type
planning Order

5.7 Fit-Gap Analysis

Requirement Tracking Process Details
Reason for non-resolution
Number
NA NA NA
5.8 Technical Developments
Solution Type
Detailed Description of
(Enhancement
Sr. No Description Functional and Non - Functional
/Configuration/ Form/
Requirement
Interface/ Others)
Custom table with ACQ/Plant/Coal
Company/Per Day Average Custom table
1 Z_Contract
Consumption (85% PLF)/No. of
Days of stock
Report –Provides multiple Proposal
options for MIQ (Monthly Indented Custom Report
2 Z_CoalPlan
Quantity) based on various
parameters
Report –Provides information with
Custom Report
3 Z_Cost Priority of Coal Company based on
cost and GCV
Technical Developments: FRS Items
Sr. No Requirement Detailed Description of Solution Type
Tracking Functional and Non - (Enhancement
number Functional Requirement /Configuration/ Form/
Interface/ Others)
4 FRS-FSCM-1.1 System should be able to SAP BI/BW
automatically aggregate the
requirement of Coal at station and
plant level to calculate the total
requirement at the plants.
5 FRS-FSCM-1.2 Can the fuel requirement for new A custom report will have to
projects be estimated based on be developed in SAP
standard formulae for fuel S/4HANA for calculating the
consumption? requirements for the new
projects based on standard
formulae for fuel
consumption
6 FRS-FSCM-1.4 A custom report provides the fuel Custom report is to be
shortage based on the developed to show the fuel
requirements. shortage based on
requirements
(Coal Stock Card)
7 FRS-FSCM-1.8 Can the consolidated Consolidated fuel budget

Sr. No Requirement Detailed Description of Solution Type

Tracking Functional and Non - (Enhancement
number Functional Requirement /Configuration/ Form/
Interface/ Others)
fuel budget for all the plants be could be produced based on
produced based on the the procurement plan in SAP
procurement plan? BPC
8 FRS-FSCM-1.9 Can the actual utilization of fuel- The actual
budget be tracked based on utilization/consumption of
payments to supplier? fuel budget takes place
during Invoice/GR or
Payments. Reports are
available to track the actual
consumption of the budget
against the payments made
to suppliers
9 FRS-FSCM- Can the details of regular Details of the regular
1.10 interactions with external interactions with the external
agencies be compiled and stored agencies will be complied
in the system? and stored in SAP DMS
system.
10 FRS-FSCM- Can the record of these Record of the interactions
1.11 interactions be recorded centrally with the external agencies
in a chronological order, for can be maintained in SAP
review when formulating fuel DMS in a chronological
sourcing strategies? order.
11 FRS-FSCM- Can the system calculate the The amount of Coal supplied
1.15 amount of coal supplied by by the Vendors is captured in
vendors against FSA? a custom table at the
unloading point/Plant. This
data is compared with the
contracted quantity, as per
FSA, in a custom report.
12 FRS-FSCM- Ability to calculate the coal Report will be developed to
1.XX quantity required on daily basis calculate the daily coal
on the schedule of power requirement considering the
generation GCV(average) and the
power required based on SG
schedule
5.9 Organization/Entities Impacted
The Fuel Supply Management functionalities in SAP S/4 HANA will be implemented in all the
Thermal power stations
5.10 High Level Data Migration/Cut over requirements with priority
(M=Mandatory, O=Optional, H=High)
S. No Master Data Priority
1 Location Master Mandatory

S. No Master Data Priority

2 Partner Role Date Mandatory
3 Transport System Data Mandatory
5.11 Standard and Customized Reports
Report Title Transaction Report Description
Code
Stock Requirement list MD04 Real-time Stock/ Requirement List
Collective Stock Requirement MD06/MD0
Collective Stock /Requirement List
List 7
Information of stock with batch and
characteristics values. For e.g. Search
Batch Information Cockpit BMBC
based on Moisture content, Ash % Grade
etc.
Information of Rake no, Coal Co.,
Custom T-
Rake Movement Register Colliery, Date of Loading, Declared Grade,
code
Railway, Date of Receipt, Date of Release,
5.12 Change Management and Business Impact Assessment
Change Management – The business processes in Coal Handling division is mainly paper
based and email based including the Fuel Supply Contract with Coal Company, correspondence
between internal departments which are geographically in different locations, all Statutory
documents etc.,
The way the processes are being conducted at present would require change management to suit
the business processes as defined/mapped in SAP S/4 HANA.
Business Impact Assessment – There would be none or minimal impact on the business.
5.13 Additional details (if any)
Process step Additional details
N.A. NA
5.14 Assumptions & dependencies (if any)
Process step Assumptions
N.A. NA
5.15 Constraints
Process step Constraints
N.A. N.A.
6.Sign-off (Approval) for FSCM: Coal Requirement Planning
S. Name Designation & Organization Signature

No.

1 Ganesh Swaminathan SAP Consultant - LTI
2 J. Sathianarayanan SAP Solution Architect - LTI
IMSS Pragati Team

3 Mr. Vinod Kumar Shahi (AE)
Coordinator - UPRVUNL
Mr. Sandeep Rastogi (SE)

Mr. Pradeep Kumar Asthana
(EE) IMSS Core Team Members -
4
UPRVUNL
Mr. Santosh Kumar (AE)
Mr. Saurabh Singh Yadav (AE)
IMSS Core Team Head-

5 Mr. A.K Singh (CE)
UPRVUNL

6820-02 - ISS - UPRVUNL - TO-BE - FSCM-Coal Requirement Planning - V1.3

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To-Be Process Document for SAP S/4HANA Fuel Supply Chain Module (FSCM): Coal Requirement Planning

To-Be Process Document for SAP S/4HANA Fuel Supply

Project Name: IMSS Implementation at UPRVUNL

Document Version / Details: V-1.3/16.05.2020

LTI & UPRVUNL Confidential Page 2 of 26

Version Prepared By Reviewed By Authorized Release Modifications Done

LTI & UPRVUNL Confidential Page 3 of 26

LTI & UPRVUNL Confidential Page 4 of 26

LTI & UPRVUNL Confidential Page 5 of 26

5. Business Process: Coal Requirement Planning in Fuel Supply Chain Management.......16

6. Sign-off (Approval) for this document:.............................................................25

LTI & UPRVUNL Confidential Page 6 of 26

Name of Power Installed Derated Capacity Upcoming Remarks

ANPARA, 3X210 MW 3X210 MW = 630 N/A N/A

OBRA, 1X100 MW 1X94 MW = 94 MW 2x660 94 MW under

PARICHHA, 2X110 MW 2X110 MW = 220 1140 MW 2X110 MW under

HARDUAGANJ, 1X110 MW 1X110 MW = 110 1x660 660 MW under

PANKI, N/A N/A 1x660MW 660 MW under

JAWAHARPUR N/A N/A 2x660 1320 MW

LTI & UPRVUNL Confidential Page 7 of 26

LTI & UPRVUNL Confidential Page 8 of 26

LTI & UPRVUNL Confidential Page 9 of 26

Organization Structure: Fuel Supply Chain Management

Organization Structure SAP S/4 HANA

LTI & UPRVUNL Confidential Page 10 of 26

3.1 Company Code

LTI & UPRVUNL Confidential Page 11 of 26

LTI & UPRVUNL Confidential Page 12 of 26

Panki Thermal Power Plant 1005 Crushed

1 ROH Raw Material S External Coal

LTI & UPRVUNL Confidential Page 13 of 26

Screen View Field Remark

Purchasing Purchasing group Mandatory

4.3.1 Vendor category:

LTI & UPRVUNL Confidential Page 14 of 26

4.4 Batch Class and Characteristics

4.9 Transport System

LTI & UPRVUNL Confidential Page 15 of 26

The key parameters required to set up transport system.

Partner Roles for Transport System

5.1 Requirements of Business Process

LTI & UPRVUNL Confidential Page 16 of 26

Process Requirement Detailed Description of Functional and Compliance Reference

LTI & UPRVUNL Confidential Page 17 of 26

Process Requirement Detailed Description of Functional and Compliance Reference

LTI & UPRVUNL Confidential Page 18 of 26

5.2 Proposed Solution

FSCM Solution and Planning

LTI & UPRVUNL Confidential Page 19 of 26

LTI & UPRVUNL Confidential Page 20 of 26

2. With information on Proposed Quantity in Tons being available it is possible to optimize

5.3 Process Flow

5.4 Process Steps

LTI & UPRVUNL Confidential Page 21 of 26

Process Process Narration T-code Role &

5.6 Integration Points

LTI & UPRVUNL Confidential Page 22 of 26

5.7 Fit-Gap Analysis

LTI & UPRVUNL Confidential Page 23 of 26

Sr. No Requirement Detailed Description of Solution Type

LTI & UPRVUNL Confidential Page 24 of 26

S. No Master Data Priority

6.Sign-off (Approval) for FSCM: Coal Requirement Planning