Вы находитесь на странице: 1из 207

IPM User Guide

IPM User Guide


[Nokia Networks]

Version 4.0 Page 1


IPM User Guide

Contents
Contents ...........................................................................................................................................2
1. GETTING STARTED ................................................................................................................ 16
1.1 Technical Requirements/Recommendations .......................................................................... 16
1.1.1 Internet and Network Connectivity ............................................................................................ 16
1.1.2 Browser ...................................................................................................................................... 16
1.1.3 Java ............................................................................................................................................ 16
1.1.4 Security ...................................................................................................................................... 16
1.1.5 Screen Resolution ...................................................................................................................... 16
1.2 General Remarks................................................................................................................... 16
1.2.1 Back Button ............................................................................................................................... 16
1.2.2 Action Confirmation .................................................................................................................. 16
1.2.3 Idle Time Out ............................................................................................................................. 17
1.2.4 Parallel Account Usage .............................................................................................................. 17
1.3 Logging On ............................................................................................................................ 17
1.3.1 Log on to IPM ............................................................................................................................ 17
1.3.2 Forgotten Password .................................................................................................................... 17
1.3.3 Create/Update User Profile ........................................................................................................ 18
1.3.4 Change NOLS Password............................................................................................................ 18
1.3.5 Access Project Homepage .......................................................................................................... 18
2. DEFAULT PROJECT FUNCTIONALITIES ............................................................................................ 19
2.1 General Navigation ................................................................................................................ 19
2.1.1 Upper Navigation Menu Bar ...................................................................................................... 19
2.1.2 Select Project ............................................................................................................................. 19
2.1.3 Project/Site Links and Site Process Guide ................................................................................. 20
2.2 Project Homepage ................................................................................................................. 21
2.2.1 Project Details ............................................................................................................................ 21
2.2.2 Search......................................................................................................................................... 21
2.2.3 Advance Search.......................................................................................................................... 23
2.2.4 Mass Create and Copy functionality .......................................................................................... 25
2.2.5 Link Search ................................................................................................................................ 29

Version 4.0 Page 2


IPM User Guide

2.3 Documentation ...................................................................................................................... 29


2.3.1 Documentation Navigation ........................................................................................................ 29
2.3.2 Browse Project Documents ........................................................................................................ 29
2.3.3 DM Status .................................................................................................................................. 30
2.3.4 DM Tasks ................................................................................................................................... 32
2.3.5 DM Search ................................................................................................................................. 33
2. REPORTING .......................................................................................................................... 36
3.1.1 Browse Reports................................................................................................................... 37
4. OPTIONAL PROJECT FUNCTIONALITIES ........................................................................... 37
4.1 Project Link .......................................................................................................................... 37
4.1.1 Acceptances Required ................................................................................................................ 38
4.1.2 HERA......................................................................................................................................... 41
4.2 My Tasks ................................................................................................................................ 42
4.2.1 My Open WIs ............................................................................................................................. 42
4.2.2 My WIs ...................................................................................................................................... 42
4.2.3 My Team WIs ............................................................................................................................ 43
4.3 Custom Fields ........................................................................................................................ 43
4.4 Mass Update .......................................................................................................................... 44
4.4.1 Mass WI Query .......................................................................................................................... 45
4.4.2 Mass WP Query ......................................................................................................................... 46
4.4.3 Mass Update – Work Items/Work Packages .............................................................................. 48
4.4.4 Mass Update – Change Requests ............................................................................................... 50
4.4.5 Mass Update – Custom Data ...................................................................................................... 53
4.4.6 Data Upload ............................................................................................................................... 54
5. SITE FUNCTIONALITIES ........................................................................................................ 64
5.1 Site Side Navigation Bar ........................................................................................................ 64
5.2 Site/Candidate Details (View) ................................................................................................ 64
5.3 Site Map (View) ..................................................................................................................... 65
5.4 Site Contact Info (View) ........................................................................................................ 66
5.5 Site Documentation (Browse)................................................................................................. 67
6. OPTIONAL SITE FUNCTIONALITIES .................................................................................... 67
6.1 Site ........................................................................................................................................ 67

Version 4.0 Page 3


IPM User Guide

6.1.1 Create Site .................................................................................................................................. 68


6.1.2 Create Additional Candidates .................................................................................................... 70
6.1.3 Update Site/Candidate Details ................................................................................................... 73
6.1.4 Delete Site/Candidate................................................................................................................. 74
6.2 Contacts ................................................................................................................................ 74
6.2.1 Create New Contact ................................................................................................................... 74
6.2.2 Assign New Contact................................................................................................................... 75
6.2.3 Edit Existing Contact ................................................................................................................. 76
6.2.4 Remove Assigned Contact ......................................................................................................... 77
6.3 Change Requests (CR): ......................................................................................................... 78
6.3.1 Change Requests (Browse) ........................................................................................................ 78
6.3.2 Create Change Request .............................................................................................................. 79
6.3.3 Copy Change Request (CR) ....................................................................................................... 81
6.3.4 View Existing CRs ..................................................................................................................... 82
6.3.5 Business Rules for CR Status "Closed" ..................................................................................... 84
6.3.6 Delete Existing CRs ................................................................................................................... 85
6.4 Quality................................................................................................................................... 86
6.4.1 Site Quality (Browse)................................................................................................................. 86
6.4.2 Assign a Project Checklist ......................................................................................................... 87
6.4.3 View Assigned Checklists ......................................................................................................... 88
6.4.4 Update Checklist Details ............................................................................................................ 90
6.4.5 Update Assessment Details ........................................................................................................ 91
6.4.6 Delete Checklist ......................................................................................................................... 92
6.4.7 View Open Deficiencies ............................................................................................................ 93
6.4.8 View Closed Deficiencies .......................................................................................................... 95
6.4.9 View Deficiency Details ............................................................................................................ 96
6.4.10 Record Deficiency.................................................................................................................... 97
6.4.11 Edit Deficiency ........................................................................................................................ 99
6.4.12 Add Quality Document ............................................................................................................ 99
6.4.13 Delete Deficiency................................................................................................................... 101
6.4.14 Close Deficiency .................................................................................................................... 101
6.4.15 Export Checklist..................................................................................................................... 102

Version 4.0 Page 4


IPM User Guide

6.4.16 Import Checklist..................................................................................................................... 104


6.5 Site Configuration ............................................................................................................... 105
6.5.1 View Site Configuration .......................................................................................................... 105
6.5.2 Add New Configuration ........................................................................................................... 106
6.5.3 Add New AE System ............................................................................................................... 107
6.5.4 Edit Configuration.................................................................................................................... 108
6.6 Work Packages .................................................................................................................... 108
6.6.1 Navigation ................................................................................................................................ 109
6.6.2 Browse Work Packages ........................................................................................................... 109
6.6.3 Work Package Details (View).................................................................................................. 109
6.6.4 Call-Off .................................................................................................................................... 110
6.6.5 Update Work Package .............................................................................................................. 110
6.6.5.1 Project WP for SUS Care ...................................................................................................... 115
6.6.6 Generate Planned Date ............................................................................................................. 116
6.6.7 Generate Forecast Date ............................................................................................................ 118
6.6.8 Update Forecast Date ............................................................................................................... 118
6.6.9 DM Work Items ....................................................................................................................... 119
6.6.10 SMS Work Items .................................................................................................................... 120
6.6.11 TS Work Items ....................................................................................................................... 121
6.6.12 Export to Excel....................................................................................................................... 122
6.6.13 Remove .................................................................................................................................. 122
6.6.14 Sub-Process (Master/Slave Concept): .................................................................................... 123
6.7 (Transmission) MW Links ................................................................................................... 125
6.7.1 Navigation bar .......................................................................................................................... 125
6.7.2 View Links ............................................................................................................................... 125
6.7.3 Create Links ............................................................................................................................. 128
6.7.4 Edit Links ................................................................................................................................. 128
6.7.5 Delete Links ............................................................................................................................. 129
6.7.6 Links Documentation ............................................................................................................... 129
6.8 Health & Safety ................................................................................................................... 130
6.8.1 View Health and Safety Information ....................................................................................... 130
6.8.2 Export to Excel ........................................................................................................................ 131

Version 4.0 Page 5


IPM User Guide

6.8.3 Health & Safety Information (Create/Update) ......................................................................... 131


6.8.4 Create Risk Assessment ........................................................................................................... 131
6.8.5 Update Risk Assessment .......................................................................................................... 132
6.8.6 Delete Risk Assessment ........................................................................................................... 132
6.8.7 Create Hazard........................................................................................................................... 132
6.8.8 Update Hazard ......................................................................................................................... 133
6.8.9 Delete Hazard........................................................................................................................... 134
7. OPTIONAL WORK PACKAGE FUNCTIONALITY .............................................................. 134
7.1 Site Logs .............................................................................................................................. 134
7.1.1 View Site Logs ......................................................................................................................... 134
7.1.2 Create Site Logs ....................................................................................................................... 134
7.1.3 Update Site Logs ...................................................................................................................... 136
7.1.4 Delete Site Log ........................................................................................................................ 136
7.1.6 Care Site Log – Feedback Module ........................................................................................... 137
7.2 Change Requests (CR) ......................................................................................................... 137
7.2.1 Navigation ................................................................................................................................ 137
7.2.2 Create Change Request (CR) ................................................................................................... 138
7.2.3 Edit Change Request (CR) ....................................................................................................... 139
7.2.4 Select CR WP .......................................................................................................................... 141
7.2.5 Call-Off CR WP ....................................................................................................................... 141
7.2.6 Add CR Document ................................................................................................................... 142
7.3 Order Details ....................................................................................................................... 143
7.4 Equipment Page .................................................................................................................. 147
7.5 Permits ................................................................................................................................ 149
7.5.1 View Permits ............................................................................................................................ 149
7.5.2 Add Additional Permits ........................................................................................................... 150
7.5.3 Update Permits ......................................................................................................................... 150
7.5.4 Delete Permits .......................................................................................................................... 150
7.6 Leases .................................................................................................................................. 151
7.6.1 View Leases ............................................................................................................................. 151
7.6.2 Add More Leases ..................................................................................................................... 152
7.6.3 Update Lease / Lease Record ................................................................................................... 153

Version 4.0 Page 6


IPM User Guide

7.6.4 Delete Lease ............................................................................................................................. 153


7.6.5 Delete Lease Records ............................................................................................................... 153
8. DOCUMENT MANAGEMENT ............................................................................................... 154
8.1 Folders................................................................................................................................. 154
8.1.1 View ......................................................................................................................................... 154
8.1.2 View Folder Details ................................................................................................................. 154
8.1.3 Show Locations ........................................................................................................................ 156
8.1.4 Send Link ................................................................................................................................. 157
8.2 Documents ........................................................................................................................... 158
8.2.1 Browse ..................................................................................................................................... 158
8.2.2 Add New Document(s) ............................................................................................................ 158
8.2.3 View Document Details: .......................................................................................................... 161
8.2.4 Edit Document Details ............................................................................................................. 164
8.2.5 Link Document (Site)............................................................................................................... 165
8.2.6 View / Delete Previous Versions ............................................................................................. 165
8.2.7 View Document ....................................................................................................................... 166
8.2.8 Send Link ................................................................................................................................. 167
8.2.9 Edit Document ......................................................................................................................... 170
8.2.10 Link Document (Project) ....................................................................................................... 171
8.2.11 Show Locations ...................................................................................................................... 173
8.2.12 Remove Link .......................................................................................................................... 173
8.2.13 Move Document ..................................................................................................................... 173
8.2.14 Send to Workflow .................................................................................................................. 175
8.2.15 Delete Document.................................................................................................................... 177
9. CUSTOM DATA ........................................................................................................................... 179
10. PROJECT WORK PACKAGE ............................................................................................... 181
11. REAL TIME INTERFACE .............................................................................................................. 182
11.1 Navigation .......................................................................................................................... 182
11.2 How RTI3 Works ................................................................................................................. 183
11.3 Set-up for RTI3 usage ................................................................................................................ 183
11.4 Site Alignment .................................................................................................................... 186
11.4.1 Site Created from SAP Data ................................................................................................... 188

Version 4.0 Page 7


IPM User Guide

11.4.2 Site Linked Manually .............................................................................................................. 189


11.5 Sales Orders........................................................................................................................ 190
11.5.1 Linking a Sales Order to WP – Automated ............................................................................. 192
11.5.2 Linking Sales Order to WP – Manually ................................................................................... 194
11.5.3 Latest Delivery Date and Supplier Purchase Order Information ........................................... 195
11.5.4 Work Item Linkage ................................................................................................................. 195
11.5.5 Work Item – Customer Invoice Trigger .................................................................................. 195
11.5.6 Supplier Invoice Trigger ......................................................................................................... 196
11.5.7 SAP Project Selector ............................................................................................................... 196
11.6 RTI3 with Full Scope ............................................................................................................ 197
11.6.1 How to activate the Full Scope data flow from SAP .............................................................. 198
11.6.2 Full scope / automatic hiding feature in IPM......................................................................... 198
11.7 How RTI4 works .................................................................................................................. 199
11.8 RTI4 set-up in IPM............................................................................................................... 199
11.9 RTI 4 acceptance Message triggering in IPM......................................................................... 199
11.10 RTI4: IA/CA message information in IPM ........................................................................... 200
11.11 Sellable Additional Works and Extra Works ....................................................................... 201
11.11.1 Definitions ............................................................................................................................ 201
11.11.2 Sellable Additional Works .................................................................................................... 202
11.11.3 Extra Works .......................................................................................................................... 202
11.11.4 Intelligent Updating ............................................................................................................. 202
11.12 Purchasing and Billing Scenarios ........................................................................................ 203
11.12.1 Service Tasks and Purchasing Scenarios .............................................................................. 203
11.12.2 Scenario codes and Billing Scenarios ................................................................................... 204
11.13 Excluded Sales Orders ....................................................................................................... 204
11.14 RTI Import Status Page ...................................................................................................... 205
12. Non Conformance Updates ................................................................................................... 206

Version 4.0 Page 8


IPM User Guide

List of Figures
Figure 1: IPM Homepage Header ................................................................................................................ 19

Figure 2: IPM Homepage ............................................................................................................................ 20

Figure 3: IPM Homepage Links ................................................................................................................... 20

Figure 4: IPM Homepage Tip Of the Day .................................................................................................... 21

Figure 5: IPM Homepage Search ................................................................................................................. 21

Figure 6: IPM Homepage Quick Search....................................................................................................... 21

Figure 7: Site search list grid ....................................................................................................................... 23

Figure 8: Site search WP list grid................................................................................................................. 23

Figure 9: Advance Search Tab ..................................................................................................................... 24

Figure 10: Site search list grid ..................................................................................................................... 25

Figure 11: Site search WP list grid............................................................................................................... 25

Figure 12: Create Work Package ................................................................................................................. 26

Figure 13: Copy Work Pakage ..................................................................................................................... 28

Figure 14: Project Documentation .............................................................................................................. 30

Figure 15: DM Status................................................................................................................................... 31

Figure 16: DM Tasks .................................................................................................................................... 32

Figure 17: DM Search .................................................................................................................................. 33

Figure 18: DM Search .................................................................................................................................. 33

Figure 19: DM Search Documents .............................................................................................................. 34

Figure 20: Document Search Result Page ................................................................................................... 35

Figure 21: Document Search Result Grid .................................................................................................... 36

Figure 22: Reporting Link ............................................................................................................................ 37

Figure 23: Project Reports Page.................................................................................................................. 37

Figure 24: Acceptance Required ................................................................................................................. 38

Figure 25: Internal Acceptance Required ................................................................................................... 39

Figure 26: Customer Acceptance ................................................................................................................ 40

Version 4.0 Page 9


IPM User Guide

Figure 27: Hera............................................................................................................................................ 41

Figure 28: MyTasks Link .............................................................................................................................. 42

Figure 29: Mass Update via Search ............................................................................................................. 44

Figure 30: Mass Update Work Packages Search ......................................................................................... 44

Figure 31: Mass Update WI search ............................................................................................................. 45

Figure 32: Mass Update WI search Grid ..................................................................................................... 45

Figure 33: Mass Update WP Tab ................................................................................................................. 47

Figure 34: Mass Update WP search Grid .................................................................................................... 47

Figure 35: <Provide Caption> ...................................................................................................................... 48

Figure 36: Mass Update WI / WP search Grid ............................................................................................ 49

Figure 37: Mass Update WI search Grid ..................................................................................................... 49

Figure 38: Mass Update Change Requests ................................................................................................. 50

Figure 39: Mass Update Change Requests Search Grid .............................................................................. 51

Figure 40: Mass Update Data Upload ......................................................................................................... 54

Figure 41: Mass Update Download Template ............................................................................................ 54

Figure 42: Mass Update WP ID ................................................................................................................... 55

Figure 43: Mass Update WP Call Off ........................................................................................................... 55

Figure 44: Mass update WP & WI Upload Doc ........................................................................................... 56

Figure 45: Mass Update Data Upload Functionality ................................................................................... 59

Figure 46: Mass Update Data Upload Functionality Error Page ................................................................. 59

Figure 47: Mass Update Data Upload Downloaded file.............................................................................. 60

Figure 48: Site/Candidate Details ............................................................................................................... 65

Figure 49: Site Contact Info......................................................................................................................... 66

Figure 50: Site Documentation Page .......................................................................................................... 67

Figure 51: Create Site .................................................................................................................................. 68

Figure 52: Search Site Grid .......................................................................................................................... 70

Figure 53: Create New Candidate ............................................................................................................... 71

Version 4.0 Page 10


IPM User Guide

Figure 54: Update Site/Candidate Details page .......................................................................................... 73

Figure 55: Assign New Contact ................................................................................................................... 76

Figure 56: Change Management................................................................................................................. 78

Figure 57: Change Management................................................................................................................. 78

Figure 58: Create/Copy Change Request .................................................................................................... 79

Figure 59: Create Change Request.............................................................................................................. 79

Figure 60: Edit Change Request page ......................................................................................................... 80

Figure 61: Edit Change Request page ......................................................................................................... 81

Figure 62: View Existing CR’s ...................................................................................................................... 82

Figure 63: Add Supplier ............................................................................................................................... 83

Figure 64: Add Supplier ............................................................................................................................... 84

Figure 65: CR Rules To Close ....................................................................................................................... 84

Figure 66: CR Delete Page ........................................................................................................................... 85

Figure 67: Quality Link ................................................................................................................................ 86

Figure 68: Site Quality Page ........................................................................................................................ 87

Figure 69: Assign Project CheckList ............................................................................................................. 87

Figure 70: View Assigned CheckList’s.......................................................................................................... 88

Figure 71: Self-Assessment ......................................................................................................................... 89

Figure 72: View Checklist page ................................................................................................................... 89

Figure 73: Update Check List Details page .................................................................................................. 90

Figure 74: Site Quality Edit Assessment Page ............................................................................................. 91

Figure 75: Edit Assessment Page ................................................................................................................ 92

Figure 76: View Checklist Edit Assessment ................................................................................................. 92

Figure 77: Delete Check List ........................................................................................................................ 93

Figure 78: Quality Link ................................................................................................................................ 93

Figure 79: Open Deficiencies ...................................................................................................................... 94

Figure 80: Closed Deficiencies .................................................................................................................... 95

Version 4.0 Page 11


IPM User Guide

Figure 81: Checklist Items........................................................................................................................... 96

Figure 82: Deficiency Info ........................................................................................................................... 97

Figure 83: View Checklists........................................................................................................................... 98

Figure 84: Edit Check List ............................................................................................................................ 98

Figure 85: Add Quality Document............................................................................................................... 99

Figure 86: Open deficiency ....................................................................................................................... 101

Figure 87: Close deficiency ....................................................................................................................... 102

Figure 88: Export CheckList ....................................................................................................................... 103

Figure 89: Import Check List ..................................................................................................................... 104

Figure 90: Site Configurations ................................................................................................................... 105

Figure 91: View Site Configurations .......................................................................................................... 106

Figure 92: Add New Site Configurations ................................................................................................... 107

Figure 93: Work Packages page ................................................................................................................ 109

Figure 94: Work Item Audit....................................................................................................................... 111

Figure 95: Work Item Search Grid............................................................................................................. 117

Figure 96: Work Item Search Grid............................................................................................................. 118

Figure 97: Site Search Result Grid Meta Info ............................................................................................ 125

Figure 98: View Transmission Links page.................................................................................................. 126

Figure 99: View Transmission Links Details Page ...................................................................................... 126

Figure 100: A / B End Details..................................................................................................................... 126

Figure 101: Link Map................................................................................................................................. 127

Figure 102: WP Association ...................................................................................................................... 127

Figure 103: Link Documentation ............................................................................................................... 127

Figure 104: View Transmission Links ........................................................................................................ 128

Figure 105: Edit Link .................................................................................................................................. 128

Figure 106: Delete Link ............................................................................................................................. 129

Figure 107: Health & Safety Information page ......................................................................................... 130

Version 4.0 Page 12


IPM User Guide

Figure 108: Health and Safety Update ...................................................................................................... 131

Figure 109: Site Logs Link .......................................................................................................................... 134

Figure 110: Edit site log............................................................................................................................. 135

Figure 111: Update Site Log ...................................................................................................................... 136

Figure 112: Change Request Link .............................................................................................................. 137

Figure 113: Create or Copy Change Request Page ................................................................................... 138

Figure 114: Change Request Page ............................................................................................................ 140

Figure 115: Order Details Tab .................................................................................................................. 144

Figure 116: Link Work Packages ............................................................................................................... 145

Figure 117: Equipment Link ..................................................................................................................... 148

Figure 118: Permits Link ........................................................................................................................... 149

Figure 119: Leases View ............................................................................................................................ 152

Figure 120: View Folder Details ............................................................................................................... 155

Figure 121: Reviews and Approvals Screen ............................................................................................. 156

Figure 122: Linked Folder Locations page ............................................................................................... 156

Figure 123: Add New Document ............................................................................................................... 159

Figure 124: Document Details Page ......................................................................................................... 159

Figure 125:Documents Details View ........................................................................................................ 162

Figure 126: Site Document Details........................................................................................................... 163

Figure 127: Document Version Details ..................................................................................................... 165

Figure 128: Document View Link ............................................................................................................. 166

Figure 129: Send Link Page ....................................................................................................................... 168

Figure 130: Link Document Link ............................................................................................................... 172

Figure 131: Remove Link .......................................................................................................................... 173

Figure 132: Move Document Link ............................................................................................................ 174

Figure 133: Reviews and Approvals ......................................................................................................... 176

Figure 134: Document Delete Link........................................................................................................... 178

Version 4.0 Page 13


IPM User Guide

Figure 135: Custom Data........................................................................................................................... 179

Figure 136: Custom Data Search Grid ...................................................................................................... 180

Figure 137: Edit Custom Data ................................................................................................................... 180

Figure 138: Project Work Package ............................................................................................................ 181

Figure 139: Project Work Package Page .................................................................................................. 181

Figure 140: RTI Link .................................................................................................................................. 182

Figure 141: RTI Administration Link......................................................................................................... 182

Figure 142: RTI Operative Tasks Link ....................................................................................................... 183

Figure 143: RTI Administration Page ....................................................................................................... 184

Figure 144: RTI Administration Search Grid ............................................................................................ 185

Figure 145: RTI Administration ................................................................................................................ 186

Figure 146: RTI Administration ................................................................................................................ 186

Figure 147: Site Alignment ....................................................................................................................... 187

Figure 148: Sales Orders ........................................................................................................................... 190

Figure 149: Sales Orders........................................................................................................................... 201

Figure 150: RTI Operative Tasks............................................................................................................... 202

Figure 151: RTI Operative Tasks............................................................................................................... 205

Figure 152: RTI Import Status Monitor .................................................................................................... 206

Version 4.0 Page 14


IPM User Guide

List of Abbreviations

Abbreviations Expansion
ACL Access Control List
AP Acceptance Punchlist
ChM Change Management

CL ID Checklist ID
CR Change Requests
DC Deficiency Tracking
DWP Default Work Packages

IPM Integrated Project Management


Mbps Megabits Per Second
QDN Quality Defect Number
RTI Real Time Interface
SA Self-Assessment
SMS Sort Message Service
SSL Secure Sockets Layer
TS Time Stamp
WI Work Item
WP Work Package

Version 4.0 Page 15


IPM User Guide

1. GETTING STARTED
This section explains technical requirements, general requirements and logging information of IPM
project.

1.1 Technical Requirements/Recommendations


The technical requirements includes detail description of recommended setting of internet connectivity,
browser, supported java versions and screen resolutions.
1.1.1 Internet and Network Connectivity

A minimum connection speed of 1 mbps is recommended for Integrated project Management


(IPM) usage (preferred connection speed is 10Mbit/s).

1.1.2 Browser

The following browsers are supported by IPM:

 Microsoft Internet Explorer 11


 Mozilla Firefox 45.0
 Google Chrome 53.0

Use your default browser settings for Security and Internet Options. Configure the browser to
accept cookies and have correct Security Setup (use SSL).
Enable (optional) and allow per-session cookies that are stored on your computer.

1.1.3 Java
Use Oracle JVM 1.6 or later versions
According to the browser settings, enable JavaScript with your browser using Java as the default.

1.1.4 Security
It is required that your Secure Sockets Layer (SSL) encryption be version 3.0 or later, active, and
uses a 128-bit encryption cipher strength.

1.1.5 Screen Resolution


Due to the width of some IPM pages, a screen resolution of 1280 x 1024 is recommended.
However, this is only a recommendation as it is possible to view the page contents by scrolling.

1.2 General Remarks


1.2.1 Back Button
Use of the Back button in browser is not supported within IPM.
1.2.2 Action Confirmation
Prior to exiting a page, remember to complete/confirm any actions. Moving away from a page
prior to confirming/saving any changes may result in lost information.

Version 4.0 Page 16


IPM User Guide

1.2.3 Idle Time Out


IPM will automatically log off any user who is inactive for longer than two (2) hours.
Additionally, as a security measure, all users are required to log on again after four (4) hours of
active use.

1.2.4 Parallel Account Usage


As a security feature, each user account is prevented from having parallel HTTP sessions from
more than one IP address per application server node. If the user has an open idle session (based
on idle-time configuration), the session will be logged off, and the new session is started. If the
open session is still active, a new session will not be started (an error message will appear).
Note: This does not prevent the opening of multiple sessions within a single IP address.

1.3 Logging On
Request a user account prior to accessing IPM. To request an account, contact your project
administrator (IPM Key User).

1.3.1 Log on to IPM


1. Open your browser and enter the Nokia Networks Online Services (NOLS) address:
https://online.portal.nsn/ipm (it is also possible to access IPM using
https://online.portal.nsn.com but there are more steps that way).

2. Enter your username and type your password in the Log-in section of the log on page (note:
password is case sensitive).

3. Press the ENTER key or alternatively click Log-in.


 If your username and/or password is not accepted, an error message will appear.

 If your password is rejected three (3) times or more, your user account will get
locked.

 If your user information is accepted and you:

 Only have access to one (1) project, IPM will default to the Project Homepage.

 Have access to multiple projects, the IPM homepage will be displayed listing
multiple projects of your selection.

Note:
 It is also possible to enter IPM using the Nokia Networks Online Services (NOLS)
main page by clicking the Deployment tab at the top of the screen.

1.3.2 Forgotten Password


1. If you have forgotten your password, go to the NOLS Log-in page
(https://online.nokiasolutionsandnetworks.com) and click the Forgot Password link.

2. On the NOLS Password Reset page, fill in your username and email account information and
click Submit.
Version 4.0 Page 17
IPM User Guide

NOTE: If your account has become locked due to multiple unsuccessful log on attempts, you will
need to send an email to: Support, Nols (Nokia - Global) nols.support@nokia.com

3. Your password will be sent through email to corresponding NOLS user mail Id.

1.3.3 Create/Update User Profile


When logging on to NOLS for the first time (and periodically thereafter), the My Profile page is
displayed by default (skipping step 1 below).
To create/update a user profile, perform the following steps:

1. In the NOLS upper navigation panel, select the My Profile link. The My Profile page will
appear.
On this page it is possible to modify the following:

 User Information
 Title

 Name (first, middle and last)

 Work address (road, city, state, postal code & country)


 Work contact info (phone, fax, email & time zone)

 Access the change password link


 Role
 By either selecting from a general role list or entering your ID number (if internal)

 Subscriptions to Nokia information services (through email)

2. Click Save after you have created/updated your information (all mandatory fields are
marked in bold and marked with a * sign). All information is immediately updated within the
system.

1.3.4 Change NOLS Password


To change the NOLS password, perform the following steps:
1. On the NOLS homepage, under the Tools section, click the Change Password link.
Or,
In the NOLS navigation panel (visible from any page), select the My Profile link, under the User
Details section, click the Change your password link. The Change Password page will appear.
2. Enter your current password, new password (twice) and click Submit.
 Password must be at least 8 characters long and should contain at least one (1) number.
It should be different from your previous three (3) passwords.

3. Click Submit. Your password will have been successfully changed.

1.3.5 Access Project Homepage


To access Project homepage, log on to IPM (see Chapter 1.3.1 for instructions).

Version 4.0 Page 18


IPM User Guide

In the IPM homepage, default project or last project worked on by the user, will be selected by
default.

If you want to change the project, select the project from the Select Project drop-down List as
displayed in IPM Homepage Header.

Figure 1: IPM Homepage Header

For the selected Project, homepage will be displayed.

2. DEFAULT PROJECT FUNCTIONALITIES


2.1 General Navigation
2.1.1 Upper Navigation Menu Bar
The IPM Upper Navigation Menu bar is visible at top in all pages of IPM.
This bar includes the following links by default:
 Project
 Documentation
 Reporting
 RTI
 Tools
 Project Administration (For users who have access to this module)
 My Tasks
 General Administration (For users who have access to this module)
2.1.2 Select Project
The Select Project drop-down list is visible on the top-right side in all pages of the application.
After you select the required project, respective project data is displayed in the homepage.

Version 4.0 Page 19


IPM User Guide

Figure 2: IPM Homepage

2.1.3 Project/Site Links and Site Process Guide


These links are project specific (maintained by project administrators) and only available from
the Project homepage.
 My Links – User-specific links (not project specific) defined by each individual user (5
maximum)
 Project Links – Links to project relevant web pages defined by the project team and
visible to all project users (5 maximum)
 Document Links – Links to project documents defined by the project team and visible to
all project users (5 maximum)
 Site Process Guide – Links to system-based information (standard for all NI projects)

Figure 3: IPM Homepage Links

Version 4.0 Page 20


IPM User Guide

Apart from this, the application has Maintenance/Tip of the day section. Any maintenance
information for IPM application will be displayed in this section and some general tips for usage
of IPM application will be displayed.

Figure 4: IPM Homepage Tip Of the Day

2.2 Project Homepage


2.2.1 Project Details

On the Project homepage, the following information is displayed in the Project Details section.
 Project ID (automated number assigned by IPM)
 Project Name
 Project Director (name)
 Project Key User (name + hyperlink)

 Address (Main Office Location)

 (Key User) Contact Phone (number)

2.2.2 Search
The Search section is visible from the Project homepage. But, user can access search from any
page at the top-right menu bar. From this section it is possible to search if you have been granted
access.

Figure 5: IPM Homepage Search

Figure 6: IPM Homepage Quick Search

To perform a quick search, perform the following steps:

Version 4.0 Page 21


IPM User Guide

1. Select the predefined field from the drop-down list and enter search records by inserting the
value. The Search Combo Fields are available on all IPM pages:
The following fields are available:
 CRID (*)
 Cust. Site Code (*)
 Ext. System ID (*)
 Link Cust. Name
 Manual CBM #
 Manual CPO # (*)
 Manual SO #
 Manual SPO #
 Manual SvO #
 Phase (*)
 RTI CBM #
 RTI CPO # (*)
 RTI SO #
 RTI SPO #
 RTI SvO #
 RTI WBS Code (*)
 RTI Invoice #
 Site Conf. Sys. ID
 WP ID
 ZI Partner
 All Custom fields/combos (except check boxes and/or Site Log fields)

Business Rules
 Wild cards are allowed for the fields with (*).

 Empty search is not allowed in the quick search.

 Default maximum result to display for each search criteria is 5000 records.

 If searched records are more than 5000, it will display total number of records found but
in the grid only 5000 records will be displayed.

 For the quick search result, the search result grid displays only default columns and also
column setting button will not appear.

 For the quick search result grid in-line editing will be not be available.

 Result grid supports Sorting and Filtering functionality.

 Customer Site Code is having hyperlink to open the site in the same page in a new tab.
User is allowed to open maximum of 10 sites.

Version 4.0 Page 22


IPM User Guide

 If Search result is only one, it will automatically open the site/WP along with site search
result.

 Column selection button is available only for advance Site/WP search to select the list of
columns in Site/WP search result grid.

 User can export searched record to excel using “Export To Excel” Button.

Figure 7: Site search list grid

 User can view the WPs by clicking on expand view button in the site search result grid.

Figure 8: Site search WP list grid

2.2.3 Advance Search


The Advance Search tab is visible from the Project homepage. User can access Advance search
from any page at the top-right side of the menu bar. Using this tab, user can search following field
data:
 Site Search
 Work Package Search
 Custom Data

 User can select any search in any tab that is Site, WP, and Custom Data.
 After selecting the tab, user will get predefined filtering fields.
 Enter the search criteria in required field(s).
 Save Search option is available under advanced search option for Site and Work
package tabs.

Version 4.0 Page 23


IPM User Guide

 User can save search criteria by giving some name to it, which user can use later by
simply selecting the search name from drop-down list available under advanced search
tab (Available after search saved).
 User can Update/Delete an already saved search.
 Each user can save up to 20 searches per project, 10 for advanced search-site and 10 for
advanced search- Work packages tab.

Figure 9: Advance Search Tab

Business Rules
 Wild cards (*) are not allowed for the advance search fields.

 Default maximum search result for each Searching Criteria is 5000 records per page.

 If searched records are more than 5000, it will display total number of records found but
in the grid only 5000 records will be displayed.

 Performing search, result will be displayed in the search result grid.

 Result grid supports sorting and filtering functionality.

 Customer Site Code is having hyperlink to open the site in the same page in new tab.

 In-line editing is also supported for editable fields.

- From the search result grid, user has to click Edit present against each row; it will
enable all the editable fields for editing. Update the field value(s).

- Click Update.

 If Search result is only one, it will automatically open the site along with site/WP search
result.

Version 4.0 Page 24


IPM User Guide

 Column selection button is available to select the list of columns in Site search result
grid.

 When Open deficiency check box is selected, then user will get list of Sites with Open
deficiency

 When Open deficiency check box is not selected, then deficiency information for sites is
not shown in Site search results

Figure 10: Site search list grid

 User can view the WPs by clicking on expand view button in the site search result grid.

 Advance search grid also support export to excel functionality for the searched data.

Figure 11: Site search WP list grid

2.2.4 Mass Create and Copy functionality


On the Site Search result grid, five buttons are available and among them three buttons
will be unavailable till user selects one or multiple sites.
 New Site

Version 4.0 Page 25


IPM User Guide

 Cancel
 Commit
 New WP
 Copy WP

2.2.4.1 Create WP
This functionality enables the mass DWP call-off.
1. To select the site(s), click on the checkbox.

2. Click New WP, where you get a pop up of Create Work Package as shown in figure
12.

3. Select DWP from the drop-down combo list.

4. Select the (default) work package to create (create section).

5. Work Packages are created and the following message is displayed at the top of the
page:
‘Successfully created <number> of <default work package name> work packages’
NOTE: Maximum 10 WPs we can call-off or copy at a time.

Figure 12: Create Work Package

2.2.4.2 Copy WP or WP + Configuration


To copy WP or WP + Configuration, perform the following steps:
1. Select checkbox to the site(s) (Search results Grid) to which user would like to have
the WP created on.
2. Click Copy WP.
3. Select the Work Package or Configuration or Work Package+ Configuration
from the drop-down list (copy section).
4. Enter a valid WP ID (no wildcards allowed).

Work Package is copied and the following message is displayed at the top of the page
‘successfully copied <WP ID / Name> to (<#>) selected sites.

Version 4.0 Page 26


IPM User Guide

The following fields are copied (Note: Everything in the existing called-off work package
is copied, except for the dates and customer purchase order information (manual CPO
and/or RTI CPO):
 Default WPID
 WPName
 Invoicing Notes
 TI / CW / NPSA WP
 Status
 Scope
 Change Request WP
 Phase
 Custom
 Partial Payment WP
 WBS
 Product Configuration
 Dimension
 Notes
 Weight
 Workitem Fields that will be copied are
 Id
 DefaultWIID
 ItemType
 ItemSubType
 SiteProcessPhase(SPP)
 Notes
 CustomerInvoiceTrigger
 SupplierInvoiceTrigger
 SupplierPaymentTrigger
 DOP Trigger
 Site Trigger
 ProjectSpecificMilestones
 NewGlobalMilestones
 GlobalInchstone
 PlannedDateRequired
 SpmDescription
 SpmPercentage
 SogNumber
 WI’s SOG
 CompletedByCompany
 CompletedByPerson
 smsEnabled
 timestampWorkItem

Version 4.0 Page 27


IPM User Guide

 WorkItem Documents and their corresponding responsible persons


 WorkItems field that will be auto populated are –
 Zone (should be copied from the corresponding candidate under which the
workpackage is being copied)
 PackageId
 DateCreated (current date)
 CreatedBy (Username)
 Delivery Type (only for Care Pj)
 Delivery Type Mandatory (only for Care Pj)

Copy Date functionality will be available and this will make coping the
Planned/Forecast/Actual Date to the new WPs created.

Figure 13: Copy Work Pakage


2.2.4.3 Copy Configuration
To copy configuration, perform the following steps:
1. Select the Site Configuration from the drop-down list (copy section). Note: This will
unhide the Work Package columns in the results section.

2. Enter a valid Configuration ID (no wildcards allowed).

3. Select the sites (results section) and work packages (optional – for association) they
would like to have the configuration copied to.

4. Click Copy. Site Configuration is copied and the following message is displayed at the
top of the page:

Successfully copied <Configuration ID/Name> to (<#>) selected sites.

Version 4.0 Page 28


IPM User Guide

2.2.5 Link Search


The Link Search can be performed as quick search from the Project homepage. From this
section, it is possible to search for links within the selected link field you have been granted
access.

2.3 Documentation
2.3.1 Documentation Navigation
The (project) Documentation link is accessible through the Documentation field present on
the Menu bar.

Once clicked, the links displayed within this bar vary depending on access rights; however
the default links are as follows:

 Project Documents – Link to the Project Documentation page (visible to all users
having a valid document management account)

 Status –Link to DM Status page (visible only to document / folder owners).

 Tasks – Link to the DM Tasks page (visible only to users having document/CSF reviewer and/or
approver rights).

 Document Admin

 Management

2.3.2 Browse Project Documents

The Project Documents link is accessible through the Documentation drop-down list.
The purpose of the Project Documents page is to centrally manage all associated project
documentation. For example, project plan, resource plan, and so on. Visibility to the folder and
documents are based on folder/ document permissions (ACLs).

Version 4.0 Page 29


IPM User Guide

Figure 14: Project Documentation

To browse the project documentation folder, perform the following steps:


1. Access the Project Documentation page (through one of the Project Documentation links)

2. Click the sign next to the project folder you would like to open.

The folder will open displaying all subfolders and/or documents to which you have access to.

As the project and site-level basic document management functionalities are similar, refer to the
Site Document Management chapter of this guide for additional functionalities.

2.3.3 DM Status
The purpose of the DM Status page is to quickly view the status of all documents you are marked
as the owner for.
To browse the DM Status page, perform the following steps:

Version 4.0 Page 30


IPM User Guide

Figure 15: DM Status

1. Access the DM Status page (through the Documentation navigation links).

By default, the page will open with the Date filter set to Due within 7 days (that is the document
due date is within the next seven day time period).

2. Select those filters which you would like to limit the results to and click the Filter.

The page will refresh displaying all documents meeting the defined filters/ criteria.

Note:
 Only document/folder owners are able to see this link (otherwise the ‘Status’ link will
remain hidden)

 If a document is linked to a work package (WP) work item (WI), the DM column will be
set to ‘Y’.

 If a document is a project document, the DM, Permission Zone, and CSC columns will
remain blank.

 Clicking the name of the document will open the Document Details page.

 Clicking View next to a document will open the latest version of that document.

 By default, inactive documents (those documents not in an active workflow which have
not been accessed for six months) are automatically archived. The archive column
displays the date on which the document will be archived. If you have sufficient
permissions (‘change state’), it is possible to reset the time of the automatic archiving
(ticking this box again starts the six month countdown).

Version 4.0 Page 31


IPM User Guide

2.3.4 DM Tasks
The purpose of the DM Tasks page is to highlight those documents/customer site folders (CSF),
which are awaiting the logged on user’s review and/or approval.

Figure 16: DM Tasks


2.3.4.1 To View Assigned DM Tasks
To view documentation objects (that is documents and/or customer site folders) assigned
to the logged you, perform the following steps:
1. Access the DM Tasks page (through the Project Documentation side navigation links).

By default, the page will open with the Date filter set to This Week (that is the document
due date is within the next seven day time period)

2. Select those filters which you would like to limit the results to and click Filter.

The page will refresh displaying all documents meeting the defined filters/criteria.

2.3.4.2 To Complete Assigned DM Tasks


To review, approve and/or reject selected objects, perform the following steps:
1. For each listed document/CSF, view the details (clicking the name link) or view the
document (clicking the view button).

2. Once after viewing do Review/Approve or Reject the object by clicking on the


associated radio button and then clicking Update.

Page will refresh with the completed objects moving to the ‘Completed’ DM Tasks page.

2.3.4.3 To View Completed DM Tasks

At any time, you may view those tasks you have already completed as follows:
1. Access the DM Tasks page (through the Project Documentation side navigation links).

2. Click the Completed link (right upper navigation).

The Completed DM Tasks page will be displayed highlighting all tasks as read-only.

Note:

Version 4.0 Page 32


IPM User Guide

 Only users having either Reviewer and/or Approver rights will be able to see this
link.

 If an object is rejected, the Comments field is mandatory.

 Sorting is done on each page as follows: Date, Permission Zone, CSC, Name,
and then Type.

 When completing a task, the status of the object is displayed making it so that if
an object is ‘In Internal Approval’, selecting the Review/Approve radio button
will mark the object as ‘Internally Approved’. If rejected, the object will gain the
status of ‘Internally Rejected’.

2.3.5 DM Search
Click the DM Search tab present under Advance Search. A sub panel is displayed allowing you
to search for documents and folders/document within the selected permission zones you have
been granted access.

Figure 17: DM Search

2.3.5.1 Folder Search


By default, when you click DM Search, the system will default to the Folder Search page.

Figure 18: DM Search

To search for a folder, perform the following steps:


1. Specify none, any, or all of the available search parameters. By default, folder type is set to
DM and Location to Site. Permission Zone is NOT mandatory.

2. Click Search.
Version 4.0 Page 33
IPM User Guide

The Search Results page will be displayed highlighting those folders meeting the defined
criteria.

3. From this page it is then possible to select multiple folders to:

 Mass Delete

 Mass Export

 Mass Export to Excel

Note:
 It is possible to use wildcards (*) when searching by CSC and Folder Name.

 Permission Zone is only visible (and mandatory) when Location = Site.

 When Folder Type = CSF the following fields are also visible:
 Status

 Linked to Work Package (will only display those WPs (WP ID + Name) containing
DM type WIs)

 Linked to Work Item (will only show DM WIs based on selected WP)
 On the Search Results page, only users with Delete rights will see the Delete column
(otherwise is hidden).

2.3.5.2 Document Search


This page is to be used to search for project or site documentation matching the specified criteria.

Figure 19: DM Search Documents

To search for a document, perform the following steps:

Version 4.0 Page 34


IPM User Guide

1. Specify none, any or all of the available search parameters. By default, Location = Site and
Permission Zone is mandatory.

2. Click Search.

The Search Results page will be displayed highlighting those documents meeting the defined
criteria.

Figure 20: Document Search Result Page

3. From this page it is then possible to select multiple documents to:

 Mass Delete

 Mass Export to Excel

Note:
 It is possible to use wildcards (*) when searching by CSC and Document Name.

 Permission Zone is only visible (and mandatory) when Location = Site.

 Sub-function/Phase
 Values displayed depend on whether location = Site or Project

 If Location = Site (Process Phase is displayed)

 If Location = Project (Project Sub-function is displayed)


 Doc Type
 Values depend on whether location = Site or Project

 If Location = Site (site doc types are displayed)

 If Location = Project (project doc types are displayed)


 Linked to Work Package (will only display those WP’s (WP ID + Name) containing DM
type WIs)

Version 4.0 Page 35


IPM User Guide

 Linked to Work Item (will only display DM WIs based on selected WP)

 On the Search Results page, only users with Delete rights will see the Delete column
(otherwise is hidden).

2.3.5.3 Export to Excel


The purpose of this functionality is to create a listing of the search results information within
an excel sheet.
To export to excel the specified objects:
1. Access the Document Search Results or Folder Search Results page (through the DM
Search functionality).
2. Click on check box next to those objects to have their information
exported into an excel sheet.
3. Click Export to Excel.

Figure 21: Document Search Result Grid

The excel sheet will be created and you will be prompted asking if you would like to open, save,
or then cancel the operation. If you select open or save the metadata associated with the selected
objects will be visible within the excel file.
Note:
 This does not export the actual object, but instead all of the data/info associated with that
object.

2. REPORTING
The Reporting link is accessible through the Upper Menu bars. Once clicked, you will be taken
to the Project Reports page.
The purpose of this page is to centrally manage all associated project reports. Visibility to the
folders and documents are based on the defined access rights.

Version 4.0 Page 36


IPM User Guide

Figure 22: Reporting Link

3.1.1 Browse Reports


To browse the Reports folder, perform the following steps:
1. From the Project Reports page, the report folder tree should be visible in the left
panel.

2. Click the sign next to the report folder you would like to open.

3. The folder will open displaying in the right hand panel all subfolders and/or reports to
which you have access to and have a Display Name defined.

Figure 23: Project Reports Page

Note:
 Files and folders that you do not have access are not be displayed. If you try to access
them directly (for example, bookmarked URL and so on) the system will not allow it.

4. OPTIONAL PROJECT FUNCTIONALITIES


4.1 Project Link
If you have access to this functionality, the Project link is found in the Project Side Navigation
bar. From the Project link, you will find the Acceptances Required, HERA, My Open WIs, My
WIs, My Team WIs pages:

Version 4.0 Page 37


IPM User Guide

4.1.1 Acceptances Required


The purpose of the Acceptances Required page is to quickly highlight those scopes of
work (work packages) which are still pending internal and/or customer acceptance. The
Reload button at the top of the page is used to refresh the page.
For this page:
 Rows are sorted by default based on (work) Package ID

Figure 24: Acceptance Required

 It is possible to change the column sorting by clicking on one of the following


headers:

– WBS

– Customer Site Code

– Candidate Status
– Work Package ID

– Work Package (name)

– Item

– SPO# /CBM#

– Days old

– Permission Zone

Version 4.0 Page 38


IPM User Guide

 The following name links are available:

– Customer Site Code → Site Details page

– Work Package → Work Package Details page

– Item → Work Package Details page with the relevant Work Item open

 Also displayed is whether a Supplier PO and/or Customer Billing Milestone exist (or
not) for that item, the number of days the acceptance has been pending and the
permission zone the site belongs to.
Note:
 Based on your user rights you may have access to one or both of these
sections.

 You only will see those work packages containing the work item types (network
planning/site acquisition; construction works; implementation) that you have been
granted access to.

 This page is sorted in descending order by days outstanding.

 The Supplier PO and Customer Billing Milestone fields are only applicable for
projects using RTI (SAP – IPM interface).

4.1.1.1 Internal Acceptance Required


Items (Work Package Work Items) displayed in this section are missing the
Internal Acceptance (example displayed below). When the acceptance has been
given (selected), it will no longer be displayed on this page (once it has been
refreshed).

Figure 25: Internal Acceptance Required

Note:
 Acceptance check boxes will remain unavailable until the WI has an actual date.

Version 4.0 Page 39


IPM User Guide

 For RTI projects (SOG>1), acceptance tick box remains unavailable until SPO has been
aligned to “SPO #” field for WI.

 Once selected, the system will automatically store the individual’s username and date.
 The acceptance is saved only after the Update is clicked.

 The manual GR field is read-only until the Internal Acceptance is given.

 WI acceptance becomes read-only when the corresponding logistics transaction (GR


manual or RTI) has been completed.

 Once GR (manual or RTI) is completed, no changes are allowed to:


 Manual SPO #

 SPO #

4.1.1.2 Customer Acceptance Required


Items (Work Package Work Items) displayed in this section are missing the Customer
Acceptance (example displayed below). When the acceptance has been given (selected),
it will no longer be displayed on this page (once it has been refreshed).

Figure 26: Customer Acceptance

Note:
 Acceptance check boxes will remain unavailable until the WI has an actual date.

 For RTI projects (SOG>1), acceptance check box remains unavailable until CBM
has been aligned to “CBM #” field for WI.

 After selection, the system will automatically store the individual’s username and
date.
 The acceptance is saved only after the Update is clicked.

 The manual BB field – BBR Released - is read-only until the corresponding


acceptance is given.

 Customer Acceptance becomes read-only when the corresponding logistics


transaction (BB rel. manual or SAP) has been completed.

Version 4.0 Page 40


IPM User Guide

After the BB rel. (manual or RTI) is completed, no changes are allowed to the Customer Billing
Milestone combo (if no value selected, the field remains editable until the selection made)

4.1.1.3 Export to Excel


To export the Acceptances required page information to excel, perform the following
steps:
1. Click Export to Excel.

A pop-up window will appear asking if you would like to open, save, or cancel:

– Open – Opens the file in a new window.

– Save –A file download pop-up window will appear asking you to specify the location
where you would like the export to be saved.

– Cancel – Cancels the request.

2. Select whether to open the file (without saving) or then save the file and then open.

4. The Excel export will be visible detailing the information from the Acceptances
required page.

4.1.2 HERA
HERA is the lead tool in productive use within OPS IDS. Today, HERA is used to manage all
projects that are having OEM components and are requiring pre-installation or pre-integration.
This is typically the case for systems like IMS or One-NDS.
The PMs will be able to find all the HERA SOs, which have been tracked in an IPM Work
Package (RTI or Manual) or a match on Customer Name is found.
The HERA button will re-direct the PM to the HERA Tool log-in in order to retrieve more
information about the Delivery Info for that particular order.

Figure 27: Hera

Version 4.0 Page 41


IPM User Guide

The HERA button will be also available in In Order Details Page as well Equipment Page, if the
HERA SO# is found in IPM.

4.2 My Tasks

4.2.1 My Open WIs


The access rights/visibility for the new link My Open WIs are:

Figure 28: MyTasks Link

 User which is Resource for that IPM Project

 User has at least one of the WI read permissions

 User has read access to at least one project permission zone


 When this link is hit, then IPM will report ALL the WPs (in Work Package Search result
Page) which have at least one Active (no excluded as N/A) WI w/o Actual Date and the
Person assigned to that WI is equal to the current NOLS User Name

 WP Status not Cancelled

4.2.2 My WIs
The access rights/visibility for the new link My WIs are:
 User which is Resource for that IPM Project

 User has at least one of the WI read permissions

 User has read access to at least one project permission zone


 Active status (no excluded as N/A) WI w/o Actual Date

 Actual Date enable (not grey) [on the fly check]

 Person assigned to that WI is equal to the current NOLS User Name

 Forecast <> null

 WP Status not Cancelled

Version 4.0 Page 42


IPM User Guide

 WP Status not Completed

The results will be displayed in search results grid with the capability to Update the fields and
Export to xls; no pagination and max 1000 records (ASIS)
Performance can be low if too many records are in the search.

4.2.3 My Team WIs


The access rights/visibility for the new link My Team WIs are:
 User should be one of the resource for that IPM Project

 User has at least one of the WI read permissions


 User has read access to at least one project permission zone
selected, then IPM will report ALL the WIs which have Active status (no excluded as N/A)
WI w/o Actual Date
 “Actual Date” should be enabled (not grey) [on the fly check]

 Company assigned to that WI is equal to the current NOLS User Name’s Company

 Forecast date should be null

 WP Status should not be ‘Cancelled’

 WP Status should not be ‘Completed’

The results will be displayed in search result grid selected with the capability to update the fields
and Export to Excel; no pagination and maximum 1000 records will be displayed.
Performance can be low if too many records are in the search.

4.3 Custom Fields


In case you want to further localize your process within IPM, Custom fields may help you do this. These
project specific fields are at the following levels:
 Site
 Candidate
 Work Packages/Mass Update WP
 Work Item/Mass Update WI
 Site Log
 Change Request
 Custom Data

Custom fields may be text fields, dates, URLs, combo boxes with project specific selection, and check
boxes. The administration is done by the Project Key User in the Project Administration link. WP/WI
Custom fields can be localized at DWP/DWI level so that each field can have a different property for
called off WP/WI.
If a Custom Field (txt or combo) is set-up as Hide, then the field won’t be visible in:
 User Interface

 Site bar Search

Version 4.0 Page 43


IPM User Guide

 Site Search Pages

 Mass Update and/or CR Mass Update.

If a Custom Field (txt or combo) is set-up as Search, then the field will be visible in Site bar Search and
in the Advanced Search. A “More >> / << Less” link will be available in the Mass Update Work Item
Search page. After Clicking on that link, It will display more Search fields.

4.4 Mass Update


If you have access to this functionality, the Mass Update link is found in the IPM Menu Bar ->
Tools -> Mass Update. User can perform mass update either by using Mass Update via Data
File or Mass Update via Search.

Figure 29: Mass Update via Search

Mass Update via search


Click the Mass Update via search link, it will redirect you to the mass update search page where
you can perform the following search using given filter criteria.
 WorkPackage
 Work Item
 Change Request
 Custom Data

Figure 30: Mass Update Work Packages Search

Search result page will open list of search record in smart table. The purpose of these
pages is to quickly update multiple work items, work packages, change requests, and
Custom data.

Version 4.0 Page 44


IPM User Guide

4.4.1 Mass WI Query


To perform a mass (multiple) update of work items, you will need to first perform a query
(search) for those work packages which contain that item type /subtype.
To perform a general WI query, perform the following:
1. Specify the search parameters; Search will be enabled only when all mandatory fields are
entered. After performing search, user will get list of records as per the search criteria.

Figure 31: Mass Update WI search

In the result table first row is column Name and sorting, second row is for filtering,
third one to enter data to be populated, fourth row is for column level selection to
populate data and reset. After this, records will be displayed.

Figure 32: Mass Update WI search Grid

 The same business rules apply as on the Work Package Details page that is only the
fields/data/information which you have access to will be displayed and/or is
updatable.

Version 4.0 Page 45


IPM User Guide

 Work Item Selection


 It is not possible to select a WP prior to selecting either Region/Zone or else then
Permission Zone.

 It is not possible to select a WI prior to selecting a WP (drop-down list will not


contain any values)

 Only those WPs to which the user has access to will be displayed.

 If a WP is selected, the displayed WIs should be limited to only those included to that
WP.

 Dependency only works one way from the WP combo to WI combo.


 WIs are sorted in the combo according to the Work Item id.

 The selected filter values of the last executed query are always displayed on the page
(above the query buttons).

 These will be reset if you leave the project pages.

 Work Items from Cancelled Work Packages should not be visible in WI Mass Update
since they cannot be edited in WP details either.

 Otherwise, it is possible to reset these values by selecting Clear All at the top of the
page. This will clear:
 All filter selections

 Any uncommitted changes

 Mass populate data entry values

4.4.2 Mass WP Query


To perform a mass (multiple) update of Work Packages (WP), you need to first perform a search
for those work packages.
To perform a general WP Search, perform the following steps:

1. On the Mass Update – WP tab, specify the search parameters, only Mandatory field is Work
Package Name, the others are used to fine tune the search criteria.

Version 4.0 Page 46


IPM User Guide

Figure 33: Mass Update WP Tab

2. Click Search. User will get records as per the following screen.

Figure 34: Mass Update WP search Grid

3. Click either the Excel Export or Query:

 Export to Excel: For selected mandatory and optional filters user can able to export the
query results to an Excel file.

 Refresh: To perform refresh.

 Cancel: To revert the changes.

 Populate: To populate the entered data to all the selected rows and columns.

 Update: To commit the populated data.

 Column Setting: To Display/Hide Columns.

4. If no results are found, “0 Record found” text will be displayed.


Note:
 Like in the Mass Update - WI tab, the selected filter values of the last executed query
are always displayed on the page (above the query buttons).

 These will be reset if you leave the project pages.

Version 4.0 Page 47


IPM User Guide

 Tooltips have been implemented on pages to support page usage.

 Mass Update from DWP can be performed by clicking the relevant WPs and Update
(Update DWP).

 Only the Custom fields not hidden for that Default Work Package will be available for
updating.
4.4.3 Mass Update – Work Items/Work Packages
After the Search has been executed and the results are displayed, it is possible to perform the
mass update. Performing a mass update will allow you to populate selected field values for
multiple rows.
To update multiple rows with the same value, perform the following steps:
1. Fill in the data entry row fields which you would like to mass populate to the identified
work packages (results displayed are based on your WI &WP Search)

Figure 35: <Provide Caption>

2. Select/Clear all rows for updated by selecting the data entry row check
box or manually select all rows which you would like to have update with this
information.
3. Select the columns which you would like to have updated with this
information:
 Editable fields will follow the same business rules as defined in the Work Package
Details page.

 If you select a column without filling in a value for that column, an empty value will
be populated.

4. Click Populate.

All uncommitted changes (that is those changes which have not yet been saved to the system) are
highlighted with a blue background.

Version 4.0 Page 48


IPM User Guide

Figure 36: Mass Update WI / WP search Grid

 A column counter (displayed under the Reset text) displays how many rows have
uncommitted changes.

 It is possible to still modify manually any uncommitted changes at this point.

5. Review your proposed updates and when satisfied, click Update to save the changes to the
system.

6. When completed, a confirmation message will appear at the top of the page detailing the
number of updated rows. Additionally, a green checkmark will appear next to the successfully
updated rows.

Should any rows encounter validation errors, a yellow exclamation row marker is displayed
along with an error message at the top of the screen and behind the rows with the error.

To update multiple rows with different values

1. Fill in the data to those fields you would like to populate to the identified
Work packages (results displayed are based on your WP Query)
2. See steps 4-6 in the earlier subsection.

Figure 37: Mass Update WI search Grid

Note:
 Refresh refreshes the values for the selected rows from the database.

 The Reset hyperlink returns the original query values for the respective column.

 From the Mass Update - WI page, it is possible to mass trigger the Generate Planned,
Generate Forecast, and Update Forecast actions for the selected records. However, it
should be noted that this will update the whole Work Package even though on this page
only one Work Item is displayed.

Version 4.0 Page 49


IPM User Guide

 Time Stamp work items can also be updated through Mass update WI page. However, TS
work items are not colored (like in a WP).

 Cancelled Work Packages should be visible in WP Mass Update where Notes field can be
edited.

4.4.4 Mass Update – Change Requests


When the Mass Update – Change Requests tab is selected, the New search page is opened. User
need to fill all required fields and click Search.

Figure 38: Mass Update Change Requests

As CR related data size is huge, user can restrict the search by selecting Number of CRs in the
search criteria.
CR View can be also selected during search: NEW, Ready for Authorization, and Closed.
CR View and Number of CRs:
New - CR Status = New; Ready for Authorization is Null
Latest 200 CR records - listed in reverse CR ID order.
Ready for Authorization – CR Status = New; Ready for Authorization is not Null
Latest 200 CR records - listed in reverse CR ID order.
Closed – CR Status = Closed
Latest 200 CR Records – listed in reverse CR Closed Date order
After the search, user will be able to see the records as per the searched criteria.

Version 4.0 Page 50


IPM User Guide

Figure 39: Mass Update Change Requests Search Grid

Note: On this page some fields are always read-only (for example, Liability, Executing
Organization), and some functions cannot be performed (for example, Supplier selection, Internal
Rejection and Customer Rejection) so the user should select the CR ID hyperlink and update the
data record individually.
RECOMMENDATION – to use Google Chrome, for best performance.

Filtering and sorting at column level are supported.


Column headers that are displayed as underlined can be selected to sort the columns
alphanumerically. Firstly A to Z, then on second selection Z to A.

Hyperlinks
Selecting the hyperlink will check the user access and, if passed, open the data record in
another browser window:
 Customer Site Code

 CR ID

 CR WP
 Original WP
The browser window for the Mass Update - Change Request page remains open, but any
changes committed in individual data records should be retrieved by re-selecting the
Query button.

Tool tips
Tooltips are applied to Column headings
Display the tooltips from the Edit Change Request pages
Tooltips are applied to result values
Tooltips are applied to CR ID – CR Name value
Tooltips are applied to CR Work Package Name – WP status from CR WP value

Version 4.0 Page 51


IPM User Guide

Tooltips are applied to Tabs


The tooltips for the Tabs are in addition to the text field displayed on the page and tab
itself, so that end users are aware of the basic tab criteria before they select it.

Buttons:
Query – Execute query
Excel Export – Export results to excel
Update – Updates all rows with any uncommitted changes
Clear All – Clears everything on the page

A moving tool tip on the data record will display Customer Site Code/Site Name/CR
Name, and also the field name for the check boxes.
This is to support navigation to the right side of the page, and correct data record updates.
8. Pop-up box
Selecting the information button will open a pop-up box, listing all the fields in read
mode for Change Request data record. Access control is as per user rights on the Edit
Change Request page.
9. Button actions
Query
Based on the values selected in the Optional filters and Column filters, each tab is
refreshed to display a maximum of 200 CR records that meet the tab business rules and
user permissions.
Any unsaved changes to the Change Requests records are discarded. The user will be
prompted about uncommitted changes.
The current tab is refreshed, and when selecting another tab the data for that tab is then
fetched.
The Optional Filter link is closed to the more link.
Query can also be selected after successful updates to enable the next set of data records
that meet the tab and filter criteria to be displayed.

Excel
Export to excel will Exports complete data to Excel and is presented with the Column
headings and data as displayed on the tabs.
Any unsaved changes to the Change Requests records are discarded. The user should be
prompted about uncommitted changes. Export to Excel should be as per user permissions.

Clear All
Will remove ALL the filters applied in the Optional Filter section, AND ALL filters
applied to the columns in EACH tab.
Discard any unsaved data, and refresh the page with saved data that meets that tab’s
criteria.
For example, if from the Ready for Authorization tab a CR is now in status Closed, it
will no longer be displayed on this tab.
It refreshes the page data as if the page has been opened through the Mass Update –
Change Requests link – runs the query again, and displays the New tab.
Update

Version 4.0 Page 52


IPM User Guide

The following section details the Update tasks.

10. Mass Update tasks


Only the data records on display on the tab currently selected (maximum of 200 data
records per tab) can be updated.
Filters selected will remain, until changed by the end user.
Free text fields, check boxes, and date fields can be updated directly.
Combo boxes using this button:
The CR Description is updated by selecting the field, a box appears and the text can be
input there.
If the data record meets the business rules and validation checks the changes are
committed to the database.
For cases where the validation checks are not met:
 CR is updated by another user, or the same user in another browser or browser
window.
"CR x could not be updated due to other system updates“
 CR is deleted by another user
"CR x could not be updated as it has been deleted from the database“ “x”
represents the CR ID number.

How to inform the user of successful updates?


 Page level – X CR records have been successfully updated.

How to inform the user of validation errors?


 Page level - Validation notifications should be displayed in a text field below the
page label. (As currently displayed on the other Mass Update pages). There
should be a count of validation errors.

 Row level – (red box) – Tool tip on the box notifying the user of the validation
errors. Display the column heading(s) in red where uncommitted changes exist.

On the existing Mass Update WP and WI pages, the following validation notifications are
used, and they are utilized for Mass Update - Change Request page:
- committed change

- Validation error (with tool tip for reason)

Validation error – Error message text as per Edit Change Request page
Data and validation checks for mandatory fields – as per business rules on Edit Change
Request page.
4.4.5 Mass Update – Custom Data
Similarly we have Mass update Custom data search to update multiple custom data fields in a
single go.

Version 4.0 Page 53


IPM User Guide

4.4.6 Data Upload


To mass update IPM or perform certain transaction, IPM makes available Data Upload
functionality that is working with predefined templates. The Data File has to be an excel file with
“.xls” extension.

Figure 40: Mass Update Data Upload

User can perform following mass update operations from the Mass Update via Data File Page
present under Tools tab present in menu bar.
 Update from DWP
 Call-off WP
 Both WP and WI Update
User can download the default template from the same page by selecting operation name present
under Download the Template to upload drop-down list.

Figure 41: Mass Update Download Template

4.4.6.1 Update from DWP


Screenshot of blank Data File template.
Cell A1 should always have WP ID, then from cell A2, A3… the WP ID which are
wished to be updated from the DWP

Version 4.0 Page 54


IPM User Guide

Figure 42: Mass Update WP ID

 Current limit on number of rows for ‘Update from DPW’ is 500 rows.

4.4.6.2 Mass WP Call-off


User can call-off multiple WPs for the different sites in the selected project using this
template. First row is for the field name and rest of the rows are for data.
For normal WP call-off, Cell A1 should always have Site ID that is, system site code,
Cell B1 is respective site candidate ID, which are wished to be updated with the newly
called-off WP then Cell C1 is for the DWP ID to be called-off.
Apart from normal WP call-off, user can also call-off a WP and link that WP to a master
WP, for this user has to update Cell D1 MasterWPid fields.
If user wants to call-off a CR WP and link to a CR, for this user has to update Cell E1
crid.
In addition, if user wants to call-off Cluster WP, for this user has to update Cell F1 and
SOG1,2,3… starts from the Cell G1.

Figure 43: Mass Update WP Call Off

 Current limit on number of rows for ‘Mass call-off WP’ is 1000 rows.

4.4.6.3 Mass update WP & WI


User can update multiple WorkPackage and WorkItems having different DWPs using
single .xls sheet.

Version 4.0 Page 55


IPM User Guide

Figure 44: Mass update WP & WI Upload Doc

For this operation, first two rows are having field Names that is Cell A1, B1, and C1 will
have Project ID, DWP ID and WP ID respectively. Rest of the columns starting from Cell
D2 are for the WP and WI fields. If for the second row field name respective first row
field Cell is empty it means it’s WP field else respective WI ID field.
The Data File template can be created in Excel by adding following values per cell (must
be saved as anyname.xls):
Header:
1. A1 = Project ID

2. B1 =DWP ID

3. C1 = WP ID

4. A3 onwards in column A = must be filled with the selected IPM project Id


number.

5. B3 onwards in column B = must be filled with the selected default work


package Id number.

6. C3 onwards in column C = must be filled with the IPM Work package Id

7. D1 onwards = selected work item number.

8. D2 onwards = selected work item field tag.

D2 values: You can freely choose the number of work item/fields and add them to the
Data File as columns based on the following list of allowed fields.

Table 1: WI Update Fields

Work Item Fields that can be Data Type


updated with Data Upload
Planned Date
Forecast Date

Version 4.0 Page 56


IPM User Guide

Work Item Fields that can be Data Type


updated with Data Upload
Actual Date
Person Number (id)
Company Number (id)
Planned Date
Int Certificate# Text
Int Certificate# Date Received Date
Other Certificate# Text
Other Certificate# Date Received Date
Notes Text
Actual Start Time Date
Forecast Compl. Time hh:mm
Actual Compl. Time hh:mm
Custom Text WI 1 Text
Custom Text WI 2 Text
Custom Text WI 3 Text
Custom Text WI 4 Text
Custom Date WI 1 Date
Custom Date WI 2 Date
Custom Date WI 3 Date
Custom Date WI 4 Date
Custom Date WI 5 Date
Custom Date WI 6 Date
Custom Tick Box WI 1 0 or 1
Custom Tick Box WI 2 0 or 1
Custom Tick Box WI 3 0 or 1
Custom Combo WI 1 Number (id)
Custom Combo WI 2 Number (id)
Custom Combo WI 3 Number (id)
Custom Combo WI 4 Number (id)
Custom URL WI 1 Text
Int Acceptance 0 or 1
WI Internal Acceptance Date Date
WI Internal Approver Text
Cust Acceptance 0 or 1
WI Customer Acceptance Date Date
WI Customer Approver Text
Supplier Pymt IA 0 or 1
Manual SPO # Text
Manual CBM# Text
GR Date Date
BB Released Date
SPB Released Date

Version 4.0 Page 57


IPM User Guide

Table 2: WP Update Fields

Phase
Product Config
Dimension
Notes
Custom Date WP 1
Custom Date WP 2
Custom Date WP 3
Custom Date WP 4
Custom Text WP 1
Custom Text WP 2
Custom Text WP 3
Custom Text WP 4
Custom Text WP 5
Custom Text WP 6
Custom Check Box WP 1
Custom Combo WP 1
Custom Combo WP 2
Custom Combo WP 3
Custom Combo WP 4
Custom URL WP 1

NOTE: User can also use Inchstone value in place of WI ID.


 IPM validates that each Custom Combo WI for which specific data has been
provided, is non-hidden, (Hide checkbox not checked). Also that each Custom
Combo WI value that has been provided, is a valid active value. If this
validations fails, an error will be logged at row level.

 Changes in validation logic were done to allow updates on: Planned


(*)/Forecast/Actual dates, CA/IA, Supplier Pymt IA, “Manual” GR Date and BB
released, provided in the same Data File row. Validation Logic checks:

 (*) If the WI does not require a planned date, then the as-is business rule is still
valid, that is a planned date cannot be entered. Submitting a planned date through
Data File will lead to a validation error.
 That all necessary data to satisfy the work item´s business rules are provided
within the uploaded Data File or within the work item and Data File. As an
example, now it´s not required to upload two times a data file in case the user
wants to update a work item with Forecast and Actual dates.

 It is used the same Data File template, no changes were done at this level.

 Note that no WI dependency check will be validated for: CA WI that drives IA or


for Actual Date of Predecessor. This means that validation scope is at WI level
and are not included any dependency check with any other WI or at same WI.

Version 4.0 Page 58


IPM User Guide

 The backend processing script was updated including an actual limitation of up to


1000 rows per data file. This is due to performance issues found when processing
a greater number of rows. We intend to improve and increase this limit in future
releases with further code changes/updates.

4.4.6.4 Data Upload functionality


To perform the mass update based on Data File:
1. On Data Upload page, click Browse to search for the Data file to be uploaded.

2. After uploading, wait until the Data File is processed by the backend, this can take
several minutes depending on queue position and file size. (Please consider several
minutes for bigger files)

NOTE: Every 40 seconds queued Processing tab data will get refreshed.

Figure 45: Mass Update Data Upload Functionality

7. If errors are detected while processing, the Data file will be listed in the error tab
page. By clicking on the Data File name you can see error description, or in case of many
errors, download an error log file containing error details.

Figure 46: Mass Update Data Upload Functionality Error Page

Version 4.0 Page 59


IPM User Guide

Figure 47: Mass Update Data Upload Downloaded file

If no errors are found, the Data File will be listed in the processed tab.

Table 3: Data Upload Validation Error

Error Message Error Description


Work Item actual date missing while trying to enter WI should have actual date for Internal
internal acceptance Acceptance to be done
Cannot remove Internal Acceptance as value for GR If WI has GR Date (SAP), then Internal
Date (SAP) has arrived acceptance cannot be removed
Work item completion actual date may not be later Work item completion actual date may not be
than today later than today
Date_Fields : (Planned, WI Completion Forecast
Date, WI Completion Actual Date, WI Internal
Certificate Date, WI Other Certificate Date,
WI_GR_in_SAP, WI Customer Acceptance, WI
SPB Released SAP, custom Date Wi1, custom
Date Wi2, custom Date Wi3, custom Date Wi4,
custom Date Wi5, custom Date Wi6)
Valid data format: DD-Mon-YYYY (01-Jan-2017)
Date_Fields value(xxx) is not in the correct IPM Valid cell format in excel file for date fields:
date format (DD-Mon-YYYY) General or Text
Field Names and limit of each field :

WI Completion Actual Time(5), WI Notes(500),


WI Internal Certificate(30), WI Other
Certificate(30), custom Text WI1(50), custom
FieldName exceeds maximum length ( Text WI2(50), custom Text WI3(50), custom Text
maxLength(xx) ) WI4(50), WI Manual SPO Number(15), WI

Version 4.0 Page 60


IPM User Guide

Manual CBM Number(15), custom URL WI1(250)

Work item completion actual date cannot be Work item completion actual date and
provided simultaneously with completion forecast completion forecast date cannot be provided
date simultaneously in same row for WP
Work item internal acceptance date may not be Work item internal acceptance date may not be
later than today later than today
Work item completion actual date may not be later Work item completion actual date may not be
than today later than today
Actual date can be entered only within 7 days after Actual date can be entered only within 7 days
work completion after work completion
Work item customer acceptance date may not be Work item customer acceptance date may not
later than today be later than today
Internal Acceptance missing while trying to enter Internal Acceptance missing while trying to
GR in SAP enter GR in SAP
Customer Acceptance missing while trying to enter Customer Acceptance missing while trying to
Billing Block Released enter Billing Block Released
The valid format for Actual Start Time for work
The valid format for Actual Start Time for work item item is dd-MMM-yyyy HH:mm:ss. Please modify
is dd-MMM-yyyy HH:mm:ss. Please modify the field the field accordingly to proceed with the work
accordingly to proceed with the work item update item update
Invalid actual completion time 'xxxxxx' on work Invalid actual completion time 'xxxxxx' on work
item, valid range is 00:00 - 23:59 item, valid range is 00:00 - 23:59
Invalid planned completion time 'xxxxxxxx' on work Invalid planned completion time 'xxxxxxxx' on
item , valid range is 00:00 - 23:59 work item , valid range is 00:00 - 23:59
Customer billing milestone must be unique within a Customer billing milestone must be unique
work package. within a work package.
Supplier purchase order must be unique within a Supplier purchase order must be unique within a
work package. work package.
WBS is valid formats :If length is 17 valid format
is : "X-XXXX-XX-XX-XXXX", If length is 17 valid
SAP WBS format not acceptable format is : "G-XXXXXXXXX-XXX-XXX-XXXXX"
Could not process file. File not found! File cannot be processed
The uploader of the file %s is no more a valid IPM
user. File not processed! User is not authorized to update
No project ID found from cell A2. File not Project id is not given in .xls file and it is a
processed! mandatory field.
No project with ID found from IPM. File not Given project id is not a valid.

Version 4.0 Page 61


IPM User Guide

processed!
DWP ID is invalid Given DWP is invalid, DWP should be a number.
DWP does not belong to project. File not
processed! Given DWP is not in that project.
A non-valid WI number found from cell This
number does not exist in the DWP. File not
processed! Given work item id is not exist in given DWP.
User does not have access to project. File not
processed! User does not have access to project
User does not have write access to any zones in User does not have write access to any
project File not processed! permission zones in project
An unknown WI field identifier found from cell. File
not processed! Unknown WI field Name
Wi field should not be repeated for same work
Field is in multiple columns. File not processed! item
File has more than the allowed rows. File not File has more than the allowed rows (1000 max
processed! limit) which is configured in database.
File has more than the allowed columns. File not File has more than the allowed columns (10 max
processed! limit) which is configured in database.
No WP with ID exists in project. Row not
processed! Given work package is not exist in given project.
WP is not linked to DWP. Row not processed! Given WP is not linked to given DWP.
User is not authorized to update WP User does not have permission to update WP
Invalid (check box) value for (XXX) field. Row not Valid values for check box : 1 is for check, 0 is for
processed! un-check
WI# in WP cannot be modified, as it is not Active Given work item is not an active work item, In-
(N/A). Row not processed! active work items cannot be updatable.
WP does not have WI# , even as has been
submitted for it. Row not processed! Work item not belongs to work package
As per business rule planned date is disabled
As per business rule WI Completion Forecast
Date is disabled
As per business rule WI Completion Actual Date
is disabled
As per business rule WI Actual Start Time is
disabled
As per business rule WI Completion Actual Time
is disabled
As per business rule WI Completion Forecast
Time is disabled
As per business rule WI Completed By Person is
Field disabled due to business rules disabled

Version 4.0 Page 62


IPM User Guide

As per business rule WI Completed By Company


is disabled
As per business rule WI Internal Acceptance is
disabled
As per business rule WI Customer Acceptance is
disabled
As per business rule WI Supplier Acceptance is
disabled
As per business rule WI Manual Spo Number is
disabled
As per business rule WI Manual Cbm Number is
disabled
As per business rule WI GR(SAP) is disabled
As per business rule WI Billing Block is disabled
As per business rule WI SPB Released(SAP) is
disabled
Person provided without Company for WI. This is Company id should be provided in same row
not supported. Row not processed! along with Person id for WP
Company provided without Person for WI, and
prior data exists for Person. Scenario not Person id should be provided in same row along
supported. Row not processed! with Company id for WP
Person provided for WI is not valid for provided
Company. Person id is not valid for Company
Company provided for WI is not valid for project Company id is not a valid for project
Custom field hidden as per Default Work Item’s
configuration. Data cannot be entered. Custom fields are hidden and cannot be updated
Custom combo hidden as per Default Work Item’s
configuration. Data cannot be entered. Row not Custom combos are hidden and cannot be
processed! updated
XXX in WP cannot be updated, 'XXX' is not a valid
active value. Row not processed! Custom combo value not a valid
DWP ID Not valid If User Given dwp in the sheet is not valid
DWP ID Not Related to this Project DWP is not Related to Current selected project
Site not found Customer site code is not valid
Candidate Status Should be Accepted or WP does if candidate status is not accepted or WP doesn't
not have any TI Work Items have any TI work items
User doesn't have the permission to access the
No Access to Site Details site

Note:
 Data Files has a limit number of rows to be processed, up to 15,000 rows
including header.

Version 4.0 Page 63


IPM User Guide

 When processing a row, if error is detected on one field, the whole row will be
skipped.

 If the Data File contains several errors, processing will be stopped.

5. SITE FUNCTIONALITIES
5.1 Site Side Navigation Bar
The Site Side Navigation bar is only visible once a site has been selected (using the site search
functionality found on the project homepage).
Links displayed within this bar vary depending on access rights; however the default links are as
follows:
 Customer Site Code – Shown behind the Site text, this takes users to the Site/Candidate
Details page.

 Contacts – Link to Site Contacts page.

 Documentation – Link to the Site Documentation page (site folder).

5.2 Site/Candidate Details (View)


To view the details of a site/candidate:
1. Perform a site search (see Chapter 2.2.2), perform the following steps.

2. If multiple results are found, you must select a site/candidate from the available list on the
Site Search Results page.
If, based on your search criteria, only one match is found you will automatically be redirected
to the Site Details page for that site.
3. On the Site Details page, the following information is displayed as read-only.

Version 4.0 Page 64


IPM User Guide

Figure 48: Site/Candidate Details

Site Details: This displays the basic geographical location for the site, site type, required user
permissions to view the page, customer site code and whether or not this site belongs to a cluster.
Candidate Information: This section displays the status of the candidate, its location as well as
the other basic information regarding equipment, building type, and ownership. From here it is
also possible to see whether or not a site folder exists yet for the site. User can switch between the
candidates for TK projects.
Access Info: Scrolling to the bottom of the Site Details page displays the necessary information
and/or instructions for accessing the site.

5.3 Site Map (View)


In addition to viewing site details fields, it is possible to view the site on a map. Site map can be
launched from three (3) links on the Site/Candidate page:
- Address (Search string is created from the following fields: Address, Postal code, City, Region,
Country)

- Latitude Degrees (Search string is created from the following fields: Latitude degrees and
Longitude degrees)

- Latitude Decimal (Search string is created from the following fields: Latitude decimals and
Longitude decimals)

The reason for the varying links is the fact that the coordinate location may differ from the
address location. Should any of the locations be invalid (not found on the map application) then
the system will default to the other locations. For example, if the Address is clicked the system
will first try Decimals and then Degrees. Should these fail to produce a valid location, an error

Version 4.0 Page 65


IPM User Guide

message is displayed. When one of the links is selected, a pop-up message of the Site Map is
displayed:

The displayed map is dynamic with all normal map functions enabled (Zoom, Pan, Driving
Directions). By clicking on either the location link under the title or the site place marker on the
map, will open the Driving Directions controls.

5.4 Site Contact Info (View)


To access the contact information for a site, click the Contacts link visible from the Site Side
Navigation bar.

Figure 49: Site Contact Info

If a contact exists for the site (it is possible to have multiple), their name, role and contact
information will be displayed.
If no contacts exist for the site, a “No Contacts Assigned” message is displayed:

Version 4.0 Page 66


IPM User Guide

5.5 Site Documentation (Browse)


The Site Documentation link is only accessible through the Site Side Navigation bar.
The purpose of the Site Documentation page is to centrally manage all site documentation (Site
Folder). For example, Technical Site Survey Report, Line of Site Report, Detailed Design
Drawings, and so on. Visibility to the folders and documents are based on folder/document access
rights (ACLs).

Figure 50: Site Documentation Page

To browse the project documentation folder, in the left panel the site folder tree should be visible.
 Folder name = Customer Site Code
 Default structure is maintained by the project administrator (Key User)

1. Click the sign next to the folder you would like to open.

The folder will open displaying in the right panel, all subfolders and/or documents to which you
have access to.
As the project and site level document management functionalities are similar, refer to the
Document Management chapter of this guide for additional functionalities.

6. OPTIONAL SITE FUNCTIONALITIES


6.1 Site
These additional functionalities are not provided by default that is these rights must be assigned
by the project administrator (Key User).

Version 4.0 Page 67


IPM User Guide

6.1.1 Create Site


If you have the right to create sites, Create Site is visible on the Site Search result grid.
To create a new site:
1. Click New Site. The New Site page will be displayed showing the fields displayed in the Site
Details page.

Figure 51: Create Site

3. Fill in the mandatory fields plus any/all optional fields. Mandatory fields include:

Version 4.0 Page 68


IPM User Guide

 Customer Site Code

 Permission Zone

4. Click Create (at the top of the page).

Updated information will be saved to the system and the new “Site Details” page for the site will
open.

Note:

 If a site is created in an Implementation (TI) project, the default candidate (A) will also
be created. It is only possible to have one candidate per each TI site.

 If it is a Turnkey (TK) project, Candidate 0 = Search Ring.

 The following fields are automatically created in IPM:


– Site Level: Service area, country, customer, and project

– Candidate Level: Service area, country, customer, project, zone, system site
code, candidate, status changed date, candidate status, create site folder

 You must select the zone from those which you have write access to (read access is not
enough)

 When you select a region, the zone list is updated to only display those within the
selected region. If you select a zone first, the region it belongs to will automatically
populate.

 There is NO link between the Permission Zone and the Project Region/Zone

 The Customer Site Code must be unique within the project and its value is NOT case
sensitive.

 Only one of the coordinate pairs (Degrees or Decimals) needs to be filled. The system
will automatically convert the degrees to decimals and vice versa.

 After creating a Site/Candidate in IPM, we are able to track the following data through
the Reporting Solution:
i. Candidate Creation Date

ii. Candidate Created By

Version 4.0 Page 69


IPM User Guide

6.1.2 Create Additional Candidates

Available for turnkey projects only, this functionality allows you to create multiple
candidates for a site.

To create a new candidate:


1. Open the Search Site page from Homepage and select a site for which you want to
create a candidate.

2. Click New Candidate at the top of the page.

Figure 52: Search Site Grid

The Site Details page for the new candidate will be displayed.

4. Fill in the mandatory field (Candidate ID) plus any/all optional fields.

Version 4.0 Page 70


IPM User Guide

Figure 53: Create New Candidate

5. Click Create Candidate (at the bottom of the page).

You will be returned to the Site Details page with the new candidate information and a message
at the top of the page stating that your candidate was successfully created.

Note:
 Candidate ID must be unique to that site (duplicates not allowed).
 It is recommended to use alphabets rather than numbering for the candidate number. The
reason is that the system only supports a single character to this field. If you use numbers,

Version 4.0 Page 71


IPM User Guide

the maximum number of candidates would be 9, whereas if you use the alphabet you
would have up to 26 candidates.

 Your project must be defined as a Turnkey project for you to create new sites.
For example, Candidate = 0 otherwise by default for the TI project the site
created will be candidate = A and no additional candidates can be created.

 In Turnkey projects, the candidate 0 indicates the nominal search ring/area:

– Candidate 0 is always created with Status=Accepted

–Note that the Customer Site code and Permission Zone which you
specify for Candidate 0 will be the Customer Site code and Permission
Zone that will be used for all other candidates

– The System Site code for all candidates will stay the same as was
created for the nominal site

– Only one (1) non-zero candidate can have a status of Accepted at a


time

 The Customer site code has to be unique for the IPM project.

 The following candidate fields are automatically filled by the system and are
read-only:

– Service Area

– Country

– Customer

– Project

– Zone

– System Site Code

– Status Changed Date – current date

– Site Folder

Version 4.0 Page 72


IPM User Guide

6.1.3 Update Site/Candidate Details


If you have update rights, Update will be visible on the Site Details page under the Access Info
Section and at the top of the Candidate Details page.

Figure 54: Update Site/Candidate Details page

To update a site, perform the following steps:


1. Open the Site Details page for the selected site using CSC hyperlink present in site
search grid. It will open in new tab next to site Search tab.

2. Update (and/or edit existing) site details information.

 After the System Site Code is created, Customer Site Code and Permission Zone
are read-only.

 It is possible for the project administrator (Key User) to update the Customer Site
Code and/or Permission Zone if required.

3. When you have made all required updates, click Update.

Changes are saved to the system, the page refreshed and an update notification displayed
at the top of the page.

Note:
 Even with update rights, the Permission Zone and Customer Site Code fields
are read-only by default. To edit these, you must select the individual edit

Version 4.0 Page 73


IPM User Guide

buttons located next to the field. Once updated/saved, these become read-
only again.
 If the Customer Site Code is updated, the site folder name/path will also be
updated.

 The same business rules (for example, drop-down logistics) are the same as
when creating a site (previous chapter).

 If you would like to update the details, remember to click Update before
you create another candidate otherwise your changes will be discarded.

6.1.4 Delete Site/Candidate


Perform the following steps to Delete Site/Candidate:
1. Open the Site Search grid page and select the site(s)/Candidate(s).

2. Change the candidate status to either Rejected or On-Hold and fill in the Change
Reason (if these are not changed, an error message will appear).

3. Remove any associated links for the site (if not removed an error message will appear)

4. Click Delete. A confirmation window will appear.

5. If you confirm the deletion, the selected site plus all related records/information will be
removed.

Note:
 If multiple candidates exist for a site, the site delete button will NOT be
enabled till site is selected.

 If site documentation exists for a deleted site, these folders are not removed by
default.

 If you wish to delete the site folder, follow the instructions provided in the
document management chapter of this handbook to remove the folder contents
prior to deleting the site. Otherwise, contact your project administrator for
support.

6.2 Contacts
The contacts functionality are accessed through the Contact link found in the Site Side Navigation bar.
6.2.1 Create New Contact
To create a new contact in the IPM system:

Version 4.0 Page 74


IPM User Guide

Create New Contact Page

1. On the Contacts page for the selected site, fill in the mandatory fields along with
any/all optional fields in the Create New Contact section in Contacts page. Mandatory
fields include:

 Last name

 First name

2. Click Create (at the bottom of the page).

3. The new contact will be displayed in the Assigned Contacts section of the page with
its complete details available for editing.

Note:
 To avoid creating duplicate entries, thoroughly check all available contacts carefully prior to
creating a new contact.
 Contacts are not project specific, so contacts created here are visible for use in other projects.
 After creation of contacts, it is not possible to delete the contacts (it can only be removed them
from the site).
 On creating a contact, it will automatically be assigned to the selected candidate.
 On updating a contact for the candidate, it will update the contact details for the project. (For
example, the contact details will be updated for all the sites holding the contact).

6.2.2 Assign New Contact


To assign a new (but already existing in the system) contact to a site, perform the following steps:

Version 4.0 Page 75


IPM User Guide

Figure 55: Assign New Contact

1. Select the contact(s) from the list of available contacts. (To select multiple contacts, hold
the CTRL button and click on the contacts you wish to add.)

2. Click Assign to assign the contact to the site.

3. Click Update to update the contacts.

4. The contact will now be assigned to the site, and is editable.

Note:
 The contacts are not project specific, so is allowed to be shared across programs.

6.2.3 Edit Existing Contact


To edit an assigned contact:
1. Update and/or edit existing information for the selected contact on Contacts page of the
selected site.

2. On completion of all required updates, click Update available at the bottom of the
contact’s section.

3. Changes are then saved to the system and the page gets refreshed.

Version 4.0 Page 76


IPM User Guide

Edit Contact Page

Note:
 If any changes are made to a contact, those changes are reflected on all projects where
that contact is being used. Therefore, it is recommended not to modify the contacts until
the project administrator confirms (through reporting) the projects using that particular
contact.

 It is only possible to update single contact at a time, as each contact has its own Update
button.

 On trying to make changes to several contacts at one time, only the changes for the
contact whose update button is clicked will be saved.
6.2.4 Remove Assigned Contact
To remove an assigned contact from a site, perform the following steps:
1. On the Contacts page for the selected site, in the Assigned Contacts section, select
the contact to be removed from the site. (To select multiple contacts click on all those
contacts to be removed.)

2. Click Remove to remove those contacts.

3. Click Update to complete the action.

The selected contact(s) will be removed from the site.

Version 4.0 Page 77


IPM User Guide

Note:
 On failure to click the Update button after the changes are made, the contacts
will still be visible on the Contacts page.

6.3 Change Requests (CR):

If you have access to the Change Management (ChM) module, the Change Requests link is
found in the Site Side Navigation Bar.

Figure 56: Change Management

The purpose of the ChM module is to record any additional works and/or sellable additional
works required for the site. In other words, this module is used to track change/claim
management for the site.
6.3.1 Change Requests (Browse)
The purpose of the Change Requests page is to Initiate change requests, Copy change requests,
or View existing change requests on site. For each site, this is the ChM homepage from which
most activities occur and access the Work Package (WP) CR functionalities.

Figure 57: Change Management

Note:
 Change Requests link is always visible if you have one of the basic change requests
permissions (otherwise, link is not visible).

 An exclamation mark is visible next to the Change Requests link on the navigation panel
if the site has a CR on any WP with a status other than Closed.

Version 4.0 Page 78


IPM User Guide

6.3.2 Create Change Request

Figure 58: Create/Copy Change Request

To create a new CR, click Create/Copy Change Request present on Change Requests page:
1. Select an Original WP from the drop-down list.
2. Click Create. A pop-up message will appear asking for confirmation
3. Click OK.
You will be directed to the WP Create Change Request page.
4. Clicking Cancel will end the operation and direct you back to the Change
Requests page.

Figure 59: Create Change Request

5. Fill in the mandatory fields and the optional fields.


6. Once you have filled in all of the desired information, click Create; the Edit Change
Request page will be displayed with the saved information.

Version 4.0 Page 79


IPM User Guide

Figure 60: Edit Change Request page

Note:

 Original WP field:
 Shows WP ID and names sorted in ascending order.
 Lists all WPs not having a CR WP Flag for the current site.
 Shows only those accessible WPs.
 Is visible to those having create rights.
 Fields shown with “*” are mandatory fields.
 CRs cannot be created for 0 candidates (Search Rings).
 Currency by default is the Default Currency for the Project, and if there is no
Default Currency, then it is EUR; however, it is possible to select a different
value from the drop-down list if there are values that have been added to the
Project Currencies list (through Project Info).
 Internal Approver drop-down list contains only the names of individuals
allowed to approve/authorize a CR on behalf of NOKIA NETWORKS for the
project.
 Customer Approver (not shown), is only displayed if the Liability is equal to
the Customer Name. That drop-down list only shows the names of individuals
within the project who are allowed to approve/authorize the CR on behalf of the
Customer.

Version 4.0 Page 80


IPM User Guide

Call-off CR WP

 It is possible to call-off the CR WP at the same time as the CR creation.

 For a Default WP to be available for call-off it has to be in Active status and


have the CR WP check box selected.

6.3.3 Copy Change Request (CR)


This functionality allows to create a copy of an existing CR.
To copy an existing CR, perform the following steps:
1. Select an Original WP from the drop-down list.

2. Enter a valid Reference CR number.

3. Click Create. A pop-up message will appear asking for confirmation.

4. Click OK. You will be directed to the WP Edit Change Request page.

5. Clicking Cancel will end the operation and return you to the Change Requests
page.

Figure 61: Edit Change Request page

Version 4.0 Page 81


IPM User Guide

Note:

 Original WP field:
 Shows WP ID and names sorted in ascending order.

 Lists all WPs for the current site which do not have a CR WP Flag or CR Closed Flag.

 Shows only accessible WPs.

 Reference CR field:
 If this field is null, a new CR is created for the given Original WP.

 If the field has an invalid value, error message is displayed.

 If this field has a valid value, a copy of the existing Reference CR is created for the
specified Original WP.

 No wildcards allowed.

 It does not matter which site or site type the Reference CR is on. If the CR ID is typed
correctly and you have sufficient permissions, then the CR should be copied.

 Copied fields include:


 CR Name, Initiating Org, CR Type, Business Line, Cost Estimate (Currency), Sales
Amount (Currency), Description, Executing Org, Custom Field 2, Supplier, Custom Field
3, VOA, and VOA Line Number (for all suppliers existing in the source CR).
 If there is a unique WBS (assigned at the WP level) then it is copied from the Original
WP to the CR WP (edit mode) during CR creation.
 This section is only visible to those having create rights.

6.3.4 View Existing CRs

Figure 62: View Existing CR’s

Version 4.0 Page 82


IPM User Guide

To view an existing CR, Click the CR ID hyperlink for the selected CR.
The WP Edit Change Request page will open.

Note:
 CRs are grouped by the WP (original) to which they are linked to.

 Both WPs and CRs are sorted in descending order (newest first).

 If the CR has a CR WP attached, clicking the name hyperlink will open the WP
Details page.
 To update an existing CR, perform the following steps:

1. On the site Change Requests page, select the CR to be updated.

The Edit Change Request page is displayed.

2. Edit/Update required information and click the Update button.

The information will be updated and the page will be refreshed.

Note:

 To save the update, mandatory fields must be completed. Those include: CR


Name, Cost Estimate, Liability, Initiating Org, Executing Org, SAP Category,
CR Category, and Internal Authorizer.

 Sales Amount is only shown if Liability equals Customer (name). On selecting


Partner/Subcontractor as Executing Organization, the Add Supplier button
is enabled.

Figure 63: Add Supplier

After clicking Add Supplier the following screen will be appeared.

Version 4.0 Page 83


IPM User Guide

Figure 64: Add Supplier

6.3.5 Business Rules for CR Status "Closed"


To close a CR, one of the following combinations are required as shown in the following figure:

Figure 65: CR Rules To Close

Version 4.0 Page 84


IPM User Guide

6.3.6 Delete Existing CRs

Figure 66: CR Delete Page

To delete existing CRs:


1. Select the Delete box next to the CR(s) to be removed.

2. Click Delete.

A pop-up message will appear asking for confirmation.

3. Click Ok (Clicking Cancel will end the operation and revert to the Change
Requests page).

The newly deleted CR(s) should no longer be visible.

Note:
 It is possible to delete multiple CRs.

 The Delete check box is only visible if the CR:


 Does not have any quality defects or documents.

 Is not linked to a CR WP.

 Is not ready for Ordering.

 Only those CRs having a check box can be deleted.


 Delete functionality is only available to users having delete rights.

Version 4.0 Page 85


IPM User Guide

6.4 Quality
If you have access to the Quality module, the Quality link is found in the Site Side Navigation
bar.
The purpose of the quality pages is to track the site quality history including on-site training,
quality status during the course of work, assessments and/or customer Punchlists. Clicking on the
Quality link will navigate to the Site Quality page.

Figure 67: Quality Link

6.4.1 Site Quality (Browse)

The purpose of the Site Quality page is to give an overview of the site quality activities. It is
possible to browse all open and closed deficiencies and associated project quality checklists, from
this page. For each site, this is the quality homepage from which most activities occur and/or get
access to site quality functionalities.

Version 4.0 Page 86


IPM User Guide

Figure 68: Site Quality Page

Note:
 Depending on user rights, access is provided to one or more checklist types (Not all of
these sections may be visible all users).

 The Deficiency Tracking section (located above the Self-Assessment section) is


invisible if that type of checklist has not yet been assigned for the site.

6.4.2 Assign a Project Checklist

The purpose of this functionality is to assign a quality checklist to the site.

Figure 69: Assign Project CheckList

To assign a checklist, perform the following steps:

1. Select the checklist that you would like to assign to the site from Assign a Project Checklist to
this Site section from Checklists drop-down list. The displayed checklists are project specific
and are maintained by the project administrator (Key User).

2. Select Work Packages (scope of works) this checklist is associated with.

Version 4.0 Page 87


IPM User Guide

3. Select the Checklist Type (only those whose access has been granted, are visible from the drop-
down list).

4. Click Assign.

You will be returned to the Site Quality page where the new checklist is visible.

Note:
 Only work packages you have access to for that site are visible in the drop-down list.

 It is not possible to change the Checklist Type once it has been selected.

 You must have create rights, otherwise The Assign Checklist to Site button and associated page
is not visible.

6.4.3 View Assigned Checklists


Within the Site Quality page, each checklist type has its own section. There are four
Checklist Types available for project use:
 Deficiency Tracking (section is not displayed unless there is a checklist assigned)
 Self-Assessment
 Acceptance Punchlist
 Assessment

If a Deficiency Checklist is assigned to a site, the ID, Name and Opened Date are
displayed by default.

Figure 70: View Assigned CheckList’s

If an Assessment, Self-Assessment, or Quality Assessment type checklist is assigned to a


site, the ID, Name, Assessment Date, Assessor, and Indexes (Site/Service Indexes) are
visible by default.

Version 4.0 Page 88


IPM User Guide

Figure 71: Self-Assessment

To view the contents of a checklist:


1. On the Site Quality page, select the checklist to be viewed, by clicking on the checklist name
link.
2. For Assessment, Self-Assessment, and Acceptance Punchlist type checklists, click the View or
Edit located behind the checklist to be viewed.
3. For Deficiency Tracking type checklist, click the Record Item located behind the checklist to
be viewed.
The View Checklist page will be displayed.

Figure 72: View Checklist page

From this page it is possible to view: The checklist details (associated WP, opened date, opened by
organization, and assessment date/assessor for the other checklist types) and item information (open
deficiencies). In addition, one has the possibility to directly open and close defects as well as edit the WP
association to which work the checklist is related to.

Quality Item Comments field is not directly visible on this page. However, the View Checklist
page includes a tooltip functionality that becomes activated when user moves the mouse cursor on
top of the Quality Item text. The tooltip will display any possible text that has been entered to the
comments field.

Note:
 If user only has Read rights for the checklist type, no Open/Close checkboxes will be
available.

Version 4.0 Page 89


IPM User Guide

 If user has Update rights for the checklist type, the Item Description will be a
hyperlink through which the Deficiency page can be accessed in case the
deficiency:

 Has not yet been assigned a Responsible Company

 Has been assigned to the same Company user works for

 Belongs to the user whose Company Type equals to Internal

 If a defect has been assigned to a Responsible Company other than the one user
works for, no hyperlink will be displayed.

6.4.4 Update Checklist Details

The Checklist Details section is mostly automated. Opened by, Opened by Co and Opened by
Org sections are automatically filled in, for cases where the IPM User is correctly linked to a
Resource entry within the IPM database.

The Opened by Person combo box must be manually filled in cases where the Opened by fields
are not automatically populated. It is enough that one chooses the person’s name and the
remaining fields are filled in by the system.

Figure 73: Update Check List Details page

To modify the general checklist details after it has been assigned to a site, you need to:
1. Access the View Checklist page (see Chapter 6.4.3 for reference).

2. In the Checklist Details section, make the necessary changes to the editable
fields.

Version 4.0 Page 90


IPM User Guide

 From here it is possible to modify the WP association opened by


organization (in case not filled in already).

 The WP field is mandatory ( it is not possible to update if no values are


specified).

 Based on you access rights, you may also have the possibility to update the
opened by company and/or person.

3. Click Update (located under the Checklist Details section).

Changes are saved to the system and the page is refreshed.

Note:

 Opened date is the system date on which the checklist was assigned to a site
(edit/select is not possible).
 Individuals having Restricted access rights to the checklist type are able to view
the Comments fields (otherwise these are hidden).

6.4.5 Update Assessment Details

To update the assessment information, perform the following steps available on Self-
Assessment, Acceptance Punchlist and Assessment Checklist types:

1. On the “Site Quality” page, Click Edit located at the end of the selected checklist
row.

Figure 74: Site Quality Edit Assessment Page

The Edit Assessment page will appear.


Based on User rights, assessment date, assessor and comments fields can be updated.
2. Click Update located beneath the Assessment section.

3. Changes are saved to the system and the page is refreshed.

Version 4.0 Page 91


IPM User Guide

Figure 75: Edit Assessment Page

Optionally, the Assessment Details can be updated in the View Checklist page.

Figure 76: View Checklist Edit Assessment

6.4.6 Delete Checklist

To delete a checklist from a site, perform the following steps:


1. Open the View Checklist page or Edit Checklist page.

2. Click Delete in the Checklist Details section.

Version 4.0 Page 92


IPM User Guide

Figure 77: Delete Check List

A confirmation window will appear.

On confirmation of deletion, the checklist and all related records/information will be


removed returning you to the Site Quality page.

Note:

 A checklist associated with a CR cannot be deleted by user. On trying to delete,


an error message will appear.

6.4.7 View Open Deficiencies

If an open deficiency exists for a site, a red exclamation mark is shown on the Site Side
Navigation bar next to the Quality link:

Figure 78: Quality Link

In the Site Quality page, all open deficiencies for the checklist type(s) you have access to
(belonging to the company or are unassigned) are shown at the top of the page in the
Open Deficiencies section.

Version 4.0 Page 93


IPM User Guide

Figure 79: Open Deficiencies

Within this section, only the basic information is displayed for each deficiency including:

 Quality Defect Number (QDN) – This is a unique system generated number


assigned to each defect when they are opened. Tip: The first six (6) digits are the
quality checklist number.

 Checklist ID (CL ID) – This is a unique system generated number assigned to


each checklist, on assigning it to a site.

 Type (Checklist Type) – Values shown include DC (Deficiency Tracking), Self-


Assessment (SA), Acceptance Punchlist (AP), or Assessment Checklist (QA).

 Item – This is the project item number having a default value based on project
default quality checklist.

 Name – Item name

 Responsible Org – Responsibility is assigned to the deficiency when it is created


in the system, which is based on the project share of responsibility and is agreed
upon in the project planning phase.

 Severity – Values range between 1-4 for deficiencies. These are defined in the
global organization per quality item with level one (1) being the most severe and
level four (4) the most minor.

 Dates:
 Opened – Date deficiency was reported.
 Forecast – System generated date based on project default lead-
times for each severity level (for example, the default lead-time
for severity one (1) defects is typically 24hrs or one (1) day).

To view the more detailed information regarding the deficiency (for example, deficiency
description information), open the View Deficiency page. If a checklist has an open
defect on it, a red exclamation mark is also shown next to the checklist ID.

Version 4.0 Page 94


IPM User Guide

6.4.8 View Closed Deficiencies

The purpose of this section is to store the historical information regarding deficiency
corrections done for the site. It is located on the Site Quality page. This section can be
accessed by clicking the Show Closed Deficiencies button at the top of the page under
the Open Deficiencies section.
Once clicked, the Closed Deficiencies section will appear.

Figure 80: Closed Deficiencies

Within this section, only the basic information will be displayed for each deficiency,
similar to Open Deficiencies section, including:

 Quality Defect Number (QDN) – This is a unique system generated number


assigned to each defect when they are opened. Tip: The first six (6) digits are the
quality checklist number.

 Checklist ID (CL ID) – This is a unique system generated number assigned to


each checklist when it is assigned to a site.

 Type (Checklist Type) – Values shown include DC (Deficiency Tracking), SA


(Self-Assessment), AP (Acceptance Punchlist), or QA (Assessment Checklist)

 Item – This is the project item number and its default value is based on project
default quality checklist.

 Name – Item name

 Responsible Org – Responsibility is assigned to the deficiency when it is created


in the system, these should be based on the project share of responsibility and is
agreed upon in the project planning phase.

Version 4.0 Page 95


IPM User Guide

 Severity – Value ranges between 1-4 for deficiencies. These are defined in the
global organization per quality item with level one (1) being the most severe and
level four (4) the most minor.

 Closed Date – It is the date when deficiency was closed.

6.4.9 View Deficiency Details

The purpose of this page is to present all details associated with a created deficiency.

To open the Deficiency Details page for an open deficiency:


1. On the Site Quality page, in the Open Deficiencies or Closed Deficiencies section,
Click View found at the end of the row for the deficiency you want to view. OR Open
the View Checklist page by clicking the checklist name link.
2. Expand the folder structure in the Checklist Items section to view the quality items
(Tip: A red exclamation mark is displayed in front of the folders containing the open
deficiency).

3. Click the Item Description text which is a hyperlink to the open deficiency.

4. The Deficiency page is displayed:


Within the Deficiency page, the Checklist Item section shows the checklist information
(name and type) and quality item information (category, subcategory, name, project
specific item comments and severity). QDN is displayed at the top of the page in the title.
Additionally, next to the severity level there is a check box labelled SMS that is used to
trigger SMS notifications to the responsible person as well they can close the defect or
reassign it to another person. Also, a log of all sent messages is displayed.

Figure 81: Checklist Items

Deficiency section lists the information provided when the defect was raised (opened
date, description, responsibility, and due date)

Version 4.0 Page 96


IPM User Guide

Figure 82: Deficiency Info

Deficiency closing section: If the deficiency is open, this information will be blank. For
closed deficiencies, this section shows the closing details (organization which closed the
deficiency, date, and actions taken).

Note:
 The following fields are only visible if you have Restricted visibility else its
hidden:
 Deficiency Section: Opened by Org, Opened by Co, and Opened by.

 Closing Section: Recorded by Org, Recorded by Co, and Recorded


by.

 If a defect is unassigned, Responsible Co is blank. In such case, the


Responsible Person and Closed by fields will be hidden.

 If a defect is open, a close check box is displayed. If closed, the close date is
displayed.

 SMS messages can be sent only to responsible persons with valid IPM
accounts with phone number, access rights, and other set-up. Message will be
sent 24 hours prior to the defect clearance due date and is valid for 48 hrs.

6.4.10 Record Deficiency

To be able to record a deficiency, you must first assign the associated checklist to the site
(see Chapter 5.3.2). Once assigned:
1. Access the View Checklists page by clicking the selected checklist name link.

2. Expand the quality folder tree to show the item you wish to record.

Version 4.0 Page 97


IPM User Guide

Figure 83: View Checklists

3. Select the checkbox Open for the item you wish to record a deficiency for.

4. Additional fields appears. These are used to assign the Responsible Person for the
deficiency and for providing additional details/comments.

Figure 84: Edit Check List

5. To finish recording the deficiency, fill in all/some/or only the mandatory information:

Version 4.0 Page 98


IPM User Guide

Mandatory Field:

 Responsible Org – Drop-down list (NOKIA NETWORKS, Customer or


Supplier/Partner). This is the party responsible for clearing the defect which
is based on the project’s agreed Share of Responsibilities.

6. Click Update found at the bottom of the page as well as after the checklist header
details.

Information is saved to the system and the page is refreshed.

Note:

 User will be redirected to Edit Deficiency page if they open only one
deficiency or else user will be in same page.
 Opened date is automatically populated (system date).
 Responsible Person field is only visible if the defect has been assigned to the
company (Responsible Co) or if they are working for NOKIA NETWORKS
and have Restricted permissions.

 SMS defect closure functions also works in the same manner and same fields
will be populated except Description.

6.4.11 Edit Deficiency


To edit an existing deficiency, perform the following steps:
1. In the opened or closed deficiencies section, click Edit located behind the item you
would like to modify (alternatively you can click Edit found on the View Checklist page
or Edit Checklist page).

The Deficiency page will open.

2. Fill in and/or update the required information (the responsible org field is mandatory).

3. Click Update at the bottom of the page.

Changes are updated in the system and the page is refreshed.

6.4.12 Add Quality Document

Figure 85: Add Quality Document

Version 4.0 Page 99


IPM User Guide

To add a supporting document, perform the following steps:


1. Click Add Document. A confirmation pop-up will appear.

2.Select Ok (clicking cancel will end the operation and revert to the Record or Edit
Deficiency page).

The Add New Quality Document page will be displayed.

3. Click Add to select the document(s) to be uploaded.

4. Fill in any optional (name/description) and mandatory information document type.

5. Click Add Document.

Document is now visible from the Deficiency page.

Note:
 If there are documents linked to a quality item, when collapsed (Initial state), five
most recently modified documents will be shown.

 Only those documents to which user has access to are displayed based on
document permissions.

 If a site folder has not been created for the site and the add document button is
pressed, an error message will appear at the top of the page.

 If a site folder does exist for the site:


 The Quality subfolder will be created as soon as the user tries to
upload a document. Within the subfolder, additional folders are
created as Quality Checklist ID > Quality Defect Number (this is to
easier locate the documents).

 Quality subfolder location is based on whether the project is TI or


TK.

TK: /project/Site Documentation/PermZone/


NokiaSiteCode/Candidate/Quality

TI: /project/Site Documentation/PermZone/ NokiaSiteCode/Quality


 It is only possible to link up to ten (10) documents per quality item.

 If you try to upload more than ten (10) documents, an error message is shown.

 Only documents having the quality item attribute (such as, those created within
the quality module) are visible in the Deficiency page (not the whole content of
the Quality folder).

Version 4.0 Page 100


IPM User Guide

 The Quality Subfolder including contents are visible in the Site Documentation
folder structure.

 It is possible to add documents from the Site Documentation area to the Quality
subfolder. However, documents/folders added in the Site Documentation area are
not shown in the Deficiency page (as they do not have the quality item attribute).

6.4.13 Delete Deficiency

To delete a deficiency:

1. Access the Deficiency page.

2. Click Delete” found at the bottom of the page (under the Deficiency Closing section).
A confirmation window will appear.

. After the confirmation of the deletion, the selected deficiency and all related
information will be deleted and you will be directed to the Site Quality page.

6.4.14 Close Deficiency

To close an open deficiency, perform the following steps:


1. Select the Close checkbox for the defect.

2. Fill all/some/only the mandatory information for the newly appeared fields.

3. Click Update present at the top of the page.

Figure 86: Open deficiency

Version 4.0 Page 101


IPM User Guide

Optionally, one can open the Deficiency page through the Item Description hyperlink:
1. Fill in all/some/only the mandatory information in the Close Deficiency
Section:

Figure 87: Close deficiency

Mandatory information includes:

 Closed by Org – Drop-down field (NOKIA NETWORKS, Customer or


Supplier/Partner). This is the organization which cleared the defect on
site.
 Clearing Check box – This will automatically populate the closed date
(system date).

2. Click Update at the bottom of the page.

A message will be displayed at the top of the page informing about the successful
update.

6.4.15 Export Checklist

To export a quality checklist to excel you will need to save the export template to your
computer prior to completing the following steps:
1. Click the Export button behind the checklist to be exported on the Site Quality page
(for the selected site).

The Export Checklist page will appear.

Version 4.0 Page 102


IPM User Guide

Figure 88: Export CheckList

2. Click Browse to select the export template that you saved to your computer.

4. Once you have selected the template (and it shows in the template file window), click
Export.

5. The file download pop-up window will appear asking if you would like to open, save
or cancel this operation.

 Open – Selecting this option will open the exported excel in a new
window.

 Save – Selecting this option a File Download pop-up will appear asking
you to specify the location where you would like the export saved data.

 Cancel – Selecting this option cancels request to view.

The exported checklist should now be available for viewing.

Note:
 You cannot export unless you have the export template.

 When you export the checklist, the default name = checklist – [checklist
number].xls

Version 4.0 Page 103


IPM User Guide

6.4.16 Import Checklist

To be able to import a site checklist, you must first save the exported checklist to your
computer.

1. In the exported excel sheet, all fields normally displayed in the Deficiency page are
shown. Using this excel it is possible to record a new deficiency, edit an existing
deficiency and/or, close existing deficiencies in an offline mode.

2. Once you have filled in and/or updated all required information, .click Save.

3. When you are ready to upload the checklist back to IPM, enter the Site Quality page
for the selected site.

4. Click Import behind the checklist you would like to import.


The Import Checklist page will be displayed.

Figure 89: Import Check List

6. Click Browse to locate the modified export file.

7. Once you have found the correct checklist (and it is visible in the file import field),
click Import.

The Validate Imported Checklist page will be displayed. On the page, two sections are
displayed:

 Checklist Details: This read-only section shows the Checklist ID, Name,
and Type.

 Modified Checklist Items: It is the number of modified items shown


behind Name. In this section, all of the items which were modified in the
excel sheet (and/or those which differ from the current system values)
are displayed.

Version 4.0 Page 104


IPM User Guide

8. In the Modified Checklist Items section, check if all information displayed is correct
and if all mandatory fields have been filled in (see previous deficiency chapters for
complete list).

9. Once all information has been filled in the correct format and validated, click Submit.

11. If there is a problem, an error message will be displayed at the top of the page (For
example, if a mandatory field is left empty, an error message will be displayed).

If the import is successful, you will be returned to the Site Quality page and a message
will be displayed at the top of the page displaying the number of deficiencies recorded,
updated, and/or closed.

Note:
 It is not possible to update deficiency details for defects that are closed. On trying, the
following messages will be shown:
 The error message will be displayed if you try to update read-only fields.

 It is possible for others to modify the checklist in IPM from the time you have
exported; therefore, it is strongly recommended that you carefully validate all
modified information prior to clicking Submit.

 When importing a checklist only those fields which have been modified and
mandatory fields are displayed for validation (for example, you must modify
non-mandatory fields in order to display them in the Validation page).

6.5 Site Configuration


If you have access to the Configuration module, the Configuration link is found in the Site Side
Navigation bar. Clicking this link will take you to the Site Configurations page.

Figure 90: Site Configurations

The purpose of the configuration pages is to provide basic information regarding the planned
and/or installed configurations on WP level (including Civil Works related configurations).
6.5.1 View Site Configuration
To view the details of an existing site configuration, perform the
following steps:

Version 4.0 Page 105


IPM User Guide

1. On the Site Configurations page, click the More link or Edit located behind the
configuration that you would like to view.

Figure 91: View Site Configurations

2. On the View Site Configuration page, the following information is displayed. On


clicking the Edit button:

 Product/Element Details: This shows the basic configuration information


such as Product Family, Product, Product Group, Product Version.
 WP Association: If a configuration has been associated with a specific WP,
the ID and name of the WP is displayed here.

3. Exception: If the configuration is an Antenna (AE System type), the following


additional section is displayed:

 Antenna: This section details all associated antenna information such as


Manufacturer, Type, Tilt, Number, Height, and Bearing. Additionally, the
feeder information is displayed like Feeder type, Length, Quantity, Height,
Support, TRXs, Frequency, and so on.
6.5.2 Add New Configuration
To add a new configuration to the site, perform the following steps:

Version 4.0 Page 106


IPM User Guide

Figure 92: Add New Site Configurations

1. On the Site Configurations page, click Add New Site Configuration.

The Create Site Configurations page will be displayed.


2. Fill in the mandatory fields and any/all optional fields. Mandatory fields includes:

 Product – Project specific drop-down list maintained by the project


administrator.

3. Click Create present at the bottom of the page.

4. You will be returned to the Site Configurations page with the new configuration now
being displayed.

Note:

 It is not mandatory to link to a WP (although recommended). Additionally, IPM


supports multiple WP linkages where you can link multiple WP to the respective
Site configuration but linking the same WP more than once to the site
configuration is not possible.

6.5.3 Add New AE System


To add a new antenna system to the site, perform the following steps:
1. On the Site Configurations page, click Add New AE System.

Version 4.0 Page 107


IPM User Guide

The Create AE System page will be displayed.


The upper portion of the page displays the same sections as displayed in the Site
Configuration page with the only exception being that the Element Type field is
automatically filled in with Ae Systems.
Additionally, the Add new antenna sections is shown beneath.

2. Fill in all Optional fields and the Mandatory fields. Custom ID (CID) is optional and
can be used to identify the Ae System.

3. Click Create present at the bottom of the page.

You will be directed to the Site Configurations page with the new configuration now
being displayed.

Note:
 It is not mandatory to link to a WP (although recommended). Additionally, IPM
supports multiple WP linkages.

 Once the antenna is created, it is no longer possible to edit the Equipment type.

 To add additional sectors, first save and then edit the page – You will now have
the ability to add new sectors.

 It is possible to have up to 12 antenna rows.

6.5.4 Edit Configuration


To edit an existing configuration, perform the following steps:

1. On the Site Configurations page, click Edit. The Edit page will open.

2. Fill in and/or update the required information.

3. Click Update located at the bottom of the page.

4. Changes are updated in the system, page is refreshed and updated notification is
displayed at the top of the page.

6.6 Work Packages


If you have access to the WP module, the Work Package link is found in the Site Side Navigation bar.
Clicking on the link will take you to the Work Packages page.

Version 4.0 Page 108


IPM User Guide

Once a WP has been called-off to a site, the actual planning or work can be done. The purpose of the
work package page is to provide information regarding the planned/actual work as well as information on
milestone (work item) levels for progress tracking and follow-up.
6.6.1 Navigation
The WP top Menu bar is only visible once a WP has been selected for a site. Links shown
within this bar varies depending on access rights; however the default link provides WP
details.
6.6.2 Browse Work Packages
It is possible to browse all existing work packages for a site from the Work Package
page.
Depending on your access rights, it is from this page that you will be able to call-off new
work package and/or view/edit/delete existing work packages.
6.6.3 Work Package Details (View)
To view the details of a WP, perform the following steps:

Figure 93: Work Packages page

1. In the Work Packages page, select an existing WP that you want to view.

2. On the Work Package Details page, the following information is displayed:

 Work Package Details: This displays the basic information pertaining to the
WP.
 Work Item Details: This section includes the Work item description, Progress
dates, Responsibility, Certification and any Additional notes/info that the project
would like to be displayed.

Version 4.0 Page 109


IPM User Guide

6.6.4 Call-Off
Within IPM, the Project Administrator is responsible for setting up a series of Default
Work Packages (DWP) according to the defined project scope/sales packages. When
calling-off a new work package for a site, only those default WPs having access to are
displayed. The DWP set-up is defined in greater detail in the IPM Administrator Guide.
To call-off a new work package for the site:
1. On the Work Packages page for the selected site, click the Call-off work package
link at the top of the page.

The Call-off Work Package page will be displayed showing those WP which you have
been granted access to.
2. Select the WP to be added on the site and click Call-Off present at the bottom of the
page.

The Work Package Details page will be displayed (see previous chapter).

3. Fill in any/all optional fields.

4. Click Update present at the bottom of the page.

The information will be updated, page will be refreshed and WP update notification will
be displayed at the top of the page.

Note:
 By default, the WP status is set to Created upon creation.

 The CR WP Flag value is only brought in at initial call-off.

 WPs containing TI work items:


 Call-off is only allowed if the candidate ID is not 0.

 The WP can only be called-off for accepted candidates.

 Network Planning and Site Acquisition Work Packages (NWP and SA WP)
 Call-off is allowed for all candidate IDs.
 WPs contain:
 Call-off is only allowed if the candidate ID is not 0.

6.6.5 Update Work Package


To update an existing WP, perform the following steps:
1. On the Work Package Details page, fill in and/or update the necessary information.

2. Click Update Work Package located at the bottom of the page.

Information will be updated in the system, the page will be refreshed and updates
notification will be displayed at the top of the page.

Version 4.0 Page 110


IPM User Guide

4. For Audit information, Audit info link is available in WP under expanded view of
Work Item. Once user clicks that link, pop-up window will appear with audit details.
User can see when the following fields were updated and by whom:
 Planned date
 Forecast date
 Actual date
 Person and Company
Applies to both Site and Project level WPs for last six months only. It should be
displayed even when updates happen from Mass update WI search or Mass update by
data file for the mentioned fields.

Figure 94: Work Item Audit

Note:
 CR WP Flag
 If a WP has been linked to a CR record as Original WP or CR WP this flag is
not selected and read-only. Only if the CR link is removed, the flag will
become editable again.
 Partial Payment WP
 Marks the WP for having partial payments.
 Default value is taken from the DWP at call-off (non-editable).
 If selected, the SPT section is enabled for the WP.
 If selected, it is possible to remove if no
 SPO number is recorded to any SPT WI.
 Payment internally accepted to any SPT WI.
 SPB Released (SAP) to SPT WI.
 If SPT selection is cleared, the associated fields remain hidden (those fields
defined in the expand section).

Version 4.0 Page 111


IPM User Guide

 An error message should be displayed if the user tries to remove the


checkbox and link a SPO to an item: ‘You are attempting to update and
delete a work item simultaneously. Please select only one action and try
again.’
 CR Closed Flag
 Can only be used when WP is NOT CR WP.

 Purpose: When creating a CR, a WP with this Flag applied is not available to
select as Original WP.
 N/A Flag
 Allows you to mark a work item as non-applicable.
 Capability, through a check box on top of the column, to select all the
illegible work items as N/A.
 This will disable all work item fields and mark this row to be skipped in the
planned/forecast date auto populated/updated.
 Removing a N/A Flag will make the fields editable again.
 It is not possible to mark a work item as N/A if it has an actual date or
invoicing trigger linked to it.
 Once a work item is marked as N/A, it is no longer visible in the list.
 It is possible to view all N/A items by clicking the All link located above the
N/A column.
 All N/A items are dimmed and are read-only until the N/A Flag is removed.
 N/A items are not visible on the Order Details or Mass Update pages.
 SMS Column
 IPM is enabled with the possibility to send SMS messages to the responsible
person of the work item and to allow them to updated start and end times as
well as forecast dates. Also reassignment of the work is possible through
SMS.
 If automatic sending is enabled, messages will be sent 24 hours prior to the
item forecast date.
 Messages can be sent manually by selecting the check box for the work item
in the SMS column.
 Red exclamation mark means that only manual messaging is enabled for this
particular work item.
 Green exclamation mark is an indication that at least one (possibly multiple)
message(s) has been sent from the item. Additionally, this has a tooltip
showing all of the SMS messages sent from the work item. This becomes
visible when mouse cursor is set on top of the area.
 If an SMS is sent the following fields will become read-only: Forecast,
Actual, SMS check box, Actual Start Time, and Actual Compl. Time.

Version 4.0 Page 112


IPM User Guide

 SO Quantity (editable drop-down)


 Combo would only have two values, none and 1 (with the need to support
higher integers in the future with the implementation of the multiple SO
concept).

 In instances where SO quantity = 0 value of none will be displayed (in


database 0 may be used).

 This is applicable only to projects having SAP IP = 3 (RTI) or above. Values


under 3, for SAP IP , this functionality should be unavailable.

 If a SOG value exists and it is to be removed (for example, changing from 1


to null), then a confirmation message will be displayed.
 Sales Orders
 When a Sales Order number is entered for any customer purchase order, the
system checks that the given sales order number is not already in use by any
other customer purchase order in the project; duplicate usage is not allowed.

 If the WO has been linked to a Sales Order and:


– The Supplier Purchase Orders or Customer Billing Milestones
have not been linked to a work item. The Sales Order will be
displayed with a RED background.

– Any of the Sales Order’s Service Packages have been rejected.


They will be indicated with an ORANGE background.

 All SSPs are rejected. The entire Sales Order’s background will be ORANGE.
 The Sales Order number may be cleared; thus, disassociating the work
package from the Sales Order.
 If the Sales Order number is cleared, all Customer Billing Milestone and
Supplier Purchase Order associations on all of the work package’s items will
also be cleared.

 Customer Purchase Orders


 Work packages should only have one customer purchase order each.

If the work package has multiple customer purchase orders, only the first one
is considered. (There can be max 10 customer POs).
 Work Package WBS Code
 When a sales order number is entered for the work package’s only (or first)
customer purchase order, the system looks up the WBS code for that sales
order number from the data in the SAP Staging Area.
 If the work package’s WBS code field is empty, the system sets this to the
value found from the sales order (see previous step).
 If the work package’s WBS code is already the same as the sales order’s
code, no action is taken.

Version 4.0 Page 113


IPM User Guide

 If the work package’s WBS code is different than the WBS code of the sales
order, this is clearly and visibly flagged to the user but the system takes no
action and preserves the existing value—both the work package’s existing
value and the value from the sales order are displayed clearly and the user
may update the value as desired.
If the work package has more than 1 SO linked to it with a different WBS
code, the field will be filled in with the text MULTI.
 When a WP is called-off from call off work package page, the SAP WBS
code field is always editable and value in the field is null.
 Completion Dates
 If the DWP requires a planned date and no dates have yet been filled in the
Work Item section, only the “Completion Planned” dates are editable (others
are non-editable).

 Once the “Completion Planned” date is filled, (either by hand or by the


generate functionalities) the field will become read-only and the work item
“Completion Forecast” date will be editable.

 It is possible to update the Forecast date several times (either manually or


using the generate functionalities).

Once the Actual completion date for the work item has been filled, the
“Completion Forecast” date will be read-only (however, this lock can be
reversed by deleting the Actual date).
 Work Package Completed Date
 This date cannot be edited by a user.
 The work package closed date is set by the system according to the following
rules:
– When all Work Items for a selected Work Package are completed
(that is at the time when the last work item is marked completed), the
current date is set as the work package’s completed date.
– If, for a completed Work Package, any of the already completed
Work Items is reopened, the work package’s completed date is
cleared.
– If, for a completed Work Package, any of the Work Item completion
dates is updated, the work package’s completion date is updated to be
the current date.

 Resources & Companies


 When the Completed by person field is filled, the Completed by company
field will be automatically filled if a predefined company has been listed for
that resource.

 If the Completed by company field is filled, only the relevant resources


allocated to that company are listed.

Version 4.0 Page 114


IPM User Guide

 Only active resources / companies are shown in the drop-down fields.


 Acceptances
 The Internal Acceptance is ONLY required to be completed when the work
item has been predefined to be a supplier invoice trigger (and invoice trigger
has been set).

 For RTI projects (SOG>1) acceptance, check box remains unavailable until
SPO has been aligned to “SPO #” field for WI.

 The GR is only enabled when the Internal Acceptance has been completed.

 The Customer Acceptance is ONLY required to be completed when the work


item has been predefined to be a Customer invoice trigger (and invoice
trigger has been set).

 For RTI projects (SOG>1) acceptance, check box remains unavailable until
CBM has been aligned to “CBM #” field for WI.

 The billing block released date is only enabled when the Customer
Acceptance has been completed.

 Note that there is NO business rules that specify which acceptance should be
done first as this is project specific (in case the milestone is both a supplier
and customer invoice trigger).

 WP/DM WI and DWP/DM


 A WP is called off from certain DWP, with certain DWP DM WIs.

 Later changes are done to the DWP, including changes (additions, removals,
etc) to the DWP’s DM WIs – including changes to Reviewers and
Approvers.

 Update from DWP is done.

 In the “DM Work Items” page, if one now links (using the “Add’) a
document to one of the DM WIs, then that document will get the Reviewers
and Approvers ad they are in the DWP as per the latest updates.

6.6.5.1 Project WP for SUS Care


For CARE Software Services Projects, a Project level work package is available in IPM
for “call-off”.
The Project Work Package features a product details section which shows drop downs for
the user to select the corresponding product, version and other attributes related to the
delivery project. The data available in the drop downs are from Enovia PLM integrated to
IPM. Another section of the Project Work package features work items to track the

Version 4.0 Page 115


IPM User Guide

progress of the project from start to closure including mandatory Mass Rollout work
items.
Project work packages can be searched from IPM Home page by using the Work Package
Id.
In the below screenshot we can see Product Details section of PWP for SUS Care. All the
fields marked in * are mandatory fields and needs to be filled.

6.6.6 Generate Planned Date


This functionality allows you to generate a default planned schedule for a WP by using
the initial work item date along with pre-defined default lead times (maintained by the
project administrator). The work items may have sequential or parallel scheduling.

Version 4.0 Page 116


IPM User Guide

Figure 95: Work Item Search Grid

To generate the Completion Planned date (for items requiring a planned date), perform
the following steps:
1. In the Work Items section, fill in the Completion Planned date for the first work
item.

2. Click Generate Planned located at the end of the column.

All subsequent work items’ Completion Planned date will be populated based on the
default lead times and the fields will turn read-only.

Note:

 This functionality finds the last available value in the tree in the planned column.
Last available value in the planned column can be either of the following:
 Manually entered just before using Generate Planned button (without
saving the value to the database).


A value that was saved to the work item earlier. In this case column is read-
only.
 Beginning from the starting value (row), the function calculates a date for each
Work Item row = the previous work item’s date plus the lead time.

 After the button is pressed the column is read-only and cannot be changed.

 If no Completion Planned dates are specified or if a default work item is


missing a lead-time an error is shown.

 Items marked as N/A will be skipped.

Version 4.0 Page 117


IPM User Guide

6.6.7 Generate Forecast Date


This functionality allows you to generate a default forecast schedule for a work package
by using the initial work item date along with pre-defined default lead times (maintained
by the project administrator). The work items may have sequential or parallel scheduling.

Figure 96: Work Item Search Grid

To generate the Completion Forecast date, perform the following steps:


1. In the Work Items section, fill in the Completion Forecast date for the first work
item.

2. Click Generate Forecast located at the end of the column.

3. All subsequent work items’ Completion Forecast date will be populated based on the
default lead times and the page will be refreshed.

Note:
 This functionality finds the last non-empty value in the forecast column which is not
situated above a locked row.
 If no such row exists, an error message is displayed.
 If such row exists, the system goes down the list starting from the next row and
calculates a forecast time for each work item so that the row's forecast date
becomes the previous date plus the default lead time.
 If the last work item has a date, pressing the Generate Forecast button will do nothing.

 Items marked as N/A will be skipped.

6.6.8 Update Forecast Date


This functionality allows you to update the default forecast schedule for a WP by using
the supplied actual dates for a work item.
To update the Completion Forecast schedule, perform the following steps:

Version 4.0 Page 118


IPM User Guide

1. In the Work Items section, fill in the Completion Actual date for the work item
(optional).

2. Click Update Forecast located at the end of the column.

All subsequent work items’ Completion Forecast date will be populated based on the
actual completion date + default lead times and the page will be refreshed. The work
items may have sequential or parallel scheduling.

Note:
 The Completion Actual field will only be shown for those work items having a
Completion Forecast date listed.

 This functionality finds the last non-empty value in the actual column:

 If actual completion date is found, the system goes down the forecast
column starting from the next row and calculates a new time for each
work item forecast date (actual date + default lead time)

 If no actual completion date is found, the system finds first available


forecast date. If at least one forecast date is available, it will recalculate
and update the forecast dates of the work items from the first available
forecast date onwards.

 If the last work item has a locked date, pressing the Update Forecast
button will do nothing.

 This function ignores existing values, overwriting everything in the forecast


column from x+1 downward (except in those instances where no actual dates
exist).

 The completion date value cannot be later than today’s date.

 Items marked as N/A will be skipped.

6.6.9 DM Work Items


For work items which have been flagged as Document Management (DM), the Actual
Date is automatically populated based on the associated DM object.
There are two possible ways to link a DM object to a Work Item. Firstly, to link it in the
object’s details page (discussed in the DM Section). The other is to do it through the DM
Work Items page.
To link an object through the DM WI page, perform the following steps:
1. Click Add next to the incomplete work item (not shown in this screen shot as these are
already attached).

Version 4.0 Page 119


IPM User Guide

A pop-up window will be displayed showing all matching objects within that Site folder
which match the criteria and are not yet attached to another work item. Select the object
to associate with the work item.

3. Once associated, the status of the object will be displayed (see screen shot).

Note:
 For documents, if there is more than one applicable workflow date, the last to one
be completed is shown, for example:
 Doc 1 workflow date = 02 Feb 2009 (Int Approval Required / ext
Approval N/A).
 Doc 2 workflow date = 31 Jan 2009 (Review & Int Approval Required /
Ext approval N/A).

 Doc 3 workflow date = 20 Feb 2009 (Int Approval & Ext Approval
Required / review N/A).

 Date shown = 20 Feb 2009.


 For CSF it is just the last applicable date of the workflow.

 All fields are read-only and populated based on the selected DWP WI default
values.

 If a WI is marked as N/A on the WI page (previous chapter) the:


 WI Documentation is marked as N/A.

 The N/A check box will be dimmed (only marking the WI applicable in
the WI page will make this check box editable again).

6.6.10 SMS Work Items


 Work items that have been activated for SMS messaging can be identified based
on the check box that is available in the SMS column.

 The SMS checkbox becomes editable if the item has a forecast date (today or in
the future), responsible person with adequate access rights and IPM account with
a phone number. Additionally the project must have a time zone set for it in the
project set-up pages.

 Messages can be sent either automatically or manually. Automatic messages are


sent 24 hours prior to the item forecast dates based on local project time zone.
Manual messages can be sent at any time.
 If an SMS is sent the following fields will become uneditable: Forecast, Actual,
SMS check box, Actual Start Time and Actual Compl. Time.

 After the message is sent the receiver has 48h time to reply. IPM can receive the
item start time (field: Actual Start Time) as well as end time such as, Actual Date

Version 4.0 Page 120


IPM User Guide

+ Actual Compl. Time. In addition, the item forecast date can be adjusted with an
SMS reply as well as the work being reassigned to another person.

 Reply SMS in most cases needs only one letter and no IDs.

 When the work completion message is received, the fields Person and Company
are set to read only.

 SMS entries for the work item will be made read-only, and can only be changed
via IPM Support with a valid approval.

 Access rights are validated when messages are sent, as well as when they are
received back to IPM.

 Red exclamation mark means that only manual messaging is enabled for this
particular work item.

 Green exclamation mark is an indication that at least one (possibly multiple)


message(s) has been sent from the item. Additionally, it has a tooltip showing all
of the SMS messages sent from the work item. This becomes visible when mouse
cursor is set on top of the area.
Note:
 Local time is used for the SMS entries i.e. time stamps.

 One user can have 16 concurrent SMS dialogues on-going. The 17th message will
be delivered once one of the earlier messages has been answered.

 Message forwarding is not possible, but re-assignment through IPM is enabled.

 Currently messages can be sent to users either via Finland or Germany.


Possibilities are considered based on business case analysis.

6.6.11 TS Work Items


Work items, which have been flagged as Time Stamp (TS), are displayed with light
yellow background colour. Certain functionalities are different compared to normal work
items:
 To enter actual date, forecast date is not mandatory.

 Once actual date is entered and WP updated, actual date becomes non-editable
and Actual Compl. Time is automatically populated based on the current time.

 Actual date cannot be older than seven days, such as, actual date needs to be
entered within seven days after work completion.

Note:
 Current date can be entered to the actual field by hovering on the field.

Version 4.0 Page 121


IPM User Guide

 Both actual date and actual compl. time fields become non-editable once actual
date is entered and WP updated.

 SMS messaging is not possible for TS Work Items.

6.6.12 Export to Excel


To export the work package information to excel, perform the following steps:
1. Click Export to Excel located at the bottom of the Work Package Details page.

A pop-up window will appear asking if you would like to open, save or cancel:

 Open – Selecting this option will open the file in a new window.

 Save – Selecting this option, a File Download pop-up will appear asking you to
specify the location where you would like the export saved.

 Cancel – Selecting this option cancels the request.

2. Select whether to open the file (without saving) or to save the file and then open.

The excel export will be visible displaying the work package details on the following
three sheets:

 Work Package Details

 Customer Purchase Orders

 Work Items

6.6.13 Remove
To remove a work package from a site, perform the following steps:
1. On the Work Packages page, select those WPs you wish to remove.

2. Click Remove present at the bottom of the page.

3. The WP (along with all associated records/information) will be removed and the page
will be refreshed.
Note:
 A WP cannot be deleted, if it has an associated Site Log, CR, Customer Purchase
Order, or Quality Checklist.
 No confirmation message is given when deleting a work package.
 Remove button will not be visible if you do not have the associated delete
permissions.
 WP are sorted by Name and WP status.

Version 4.0 Page 122


IPM User Guide

 If all the WP are in the same status, the WPID will be used to sort the packages
in descending order.

6.6.14 Sub-Process (Master/Slave Concept):

 In order to set-up a Master/Slave WI/WP, refer to the IPM Admin Guide.

Automatic Updates:

 Once the Actual date of the Master WI is filled, IPM to perform the following
actions for each Linked WI(s) (they can be in the same WP or in Slaves).
 IPM to copy/populate the Planned (if foreseen)/Forecast/Actual Date,
copying/transferring it from the Master WI, if null in the Linked WI(s) (if not
greyed out in the UI, dependency required/permission zones/SPP to be
validated).

 IPM to reverse/erase the Actual Date (only, no Planned/Forecast) without breaking


any rules (if not greyed out in the UI, dependency required) if the Linked WI(s)
Actual Date is = Master WI Actual Date.

 Once the IA/CA is filled in in the Master WI, IPM to perform the following actions
for each Linked WI(s) (they can be in the same WP or in Slaves).
 IPM to copy/populate the IA/CA acceptance data (check box + time stamp +
username), copying/transferring it from the Master WI, if null for the Linked
WI(s) (WI set up as SIT/CIT) without breaking any rules, and eventually send
RTI IDOC if enabled for that particular item.

 IPM to reverse/erase the IA/CA acceptance data (check box + time stamp +
username) w/o breaking any rules (if not greyed out in the UI, access rights on
Permission Zone to be validated) if the Linked WI(s) IA/CA Date is = Master WI
IA/CA Date as well the Username

Loops and chains:


 IPM to consider for the business rule on Actual Date and IA/CA *only* 1 Level in
the process.

 IPM to consider the highest value in case we have more than one successful update
on the same WI.

Business Rules on Failure on Master Updates


 In case during the validation of current business rules the updates on the Master
failed, then also the Slave’s updates should not happen / should fail. We’ll do so that
the Master’s updates are done as one (first) transaction, and the auto-populations in
separate transaction(s). If the Master update fails, we do not proceed to the auto-
population logic at all.
Slave WP linked to a Master WP

Version 4.0 Page 123


IPM User Guide

 After having done the DWP setting, we can link the Slave WP to a Master in two
way:
 Call-Off button

 Manual Linkage

 If the Call-Off button is pushed, IPM will open the Call-off Work Package page for
selecting the WP to be linked to the Master (as Slave).

 In case the WP # is updated directly to the WP # field in the “Linked WPs” section,
IPM after the UPDATE button is pushed, performs the following check prior to
committing the transaction:

can’t have more masters!).


• Work Package linked to a Work Item Check that the WP # belongs to the IPM
Project which is currently in use
• Check that the IPM End User has the eventually linked WP’s Permission Zone as
Write Zone.
• Check that the WP # just inserted has none WP # linked from it. Check to be done
at called off WP for to-be slave: it should not have outbound Links defined at WP
level. (A Slave WP can’t be a Master WP).
• In case the validation fail because of any checks, IPM to report an Error message on
the header of the page following the standard
There were validation errors:
– You have tried to link to a Slave WP another Master. A Slave WP can’t have
more Masters WP.
– You have tried to link to a Slave WP which doesn’t belong to the same IPM
Project.
– You do not have WP (write) Permission Zone on the Slave WP.
– You have tried to link to a Slave WP which already is a Master WP.

Once the validation is successful, IPM to link the Linked WP to the Master WP and
fill in the Master WP and Linked WPs data in the new section as described earlier.

 In case of (retrospective) manual linkage, then IPM posts ONLY the Actual Date to the
Slaves w/o breaking any rules just after the UPDATE. After this initial transaction the auto-
updates will continue normally, such as, whenever an Actual Date, IA or CA is added or
removed, IPM needs to investigate whether auto-updates to linked WIs are needed.

Work Package linked to a Work Item


 In order to link a WP to a WI, the following setting should be enable in the DWP at DWI
level.

 The Call Off on DWI level will enable the following Call-Off button in the WP.

Version 4.0 Page 124


IPM User Guide

 If I want to link a WP to the WI, Call-Off button should be used and picked up the
right WP

 NOTE: The Actual Date of the WI which has been linked to a WP won’t be editable.
The Actual Date will be filled in by IPM automatically once the Linked WP
Completion date is filled in automatically by IPM. If Forecast Date, as well Planned
Date if required, are null, then IPM to copy the same date in the WI. If for any reason

the Actual Date from the master WP/WI.

6.7 (Transmission) MW Links

6.7.1 Navigation bar

The Links Side Navigation bar is only visible once a link has been selected (either by
selecting on a site or then by using the link search functionality found on the project
homepage).

Figure 97: Site Search Result Grid Meta Info

Once selected, the Site Side Navigation bar is replaced with the Transmission Links side
navigation bar. From here it is possible to access the A or B end (site details page) for the
link.

6.7.2 View Links

To view a new transmission link for the site, perform the following steps:

1. On the Site Side Navigation bar, click the Links link.


The View Transmission Links page will be displayed.

Version 4.0 Page 125


IPM User Guide

Figure 98: View Transmission Links page

2. Click View.

The Transmission Links Details page will appear. On the details page, the following
information is displayed as read-only.

Link Details – General information pertaining to the link: ID, status, type, name,
priority frequency, remarks, and so on.

Figure 99: View Transmission Links Details Page

A / B End Details – information regarding each site ends

Figure 100: A / B End Details

Version 4.0 Page 126


IPM User Guide

Link Map – Shows the link between the end points on a map. On clicking the
place markers on the map, user can navigate to the respective site.

Figure 101: Link Map

WP Association – Associates the link with the relevant work package (optional).

Figure 102: WP Association

Links Documentation – Links specific folder tree (structure) and associated


subfolders to store all links related documentation (such as, LOS Report, and so
on).

Figure 103: Link Documentation

Note:
 Site map is defined based on the site/candidate locations. The order in which the
locations are checked for validity is:
Decimal coordinates, Degree coordinates, Address - if none are valid, no link
map is shown.

Version 4.0 Page 127


IPM User Guide

6.7.3 Create Links


To create a new transmission link for the site, perform the following step:

1. In the View Transmission Links page, fill in the Customer Site Code and Candidate
ID for the link and click Create.

Figure 104: View Transmission Links

The Transmission Links Details page will be displayed along with the successfully
created notification.

Note:
 When creating a link on a site, it will be by default the A-end of the Link.

 You cannot create a Link to the same Candidate (creating a link with itself).

 You cannot create a duplicate link (or reverse link)! (A<>B vs. B<>A).

 Candidate is case sensitive.

6.7.4 Edit Links


To edit an existing link, perform the following steps:
1. On the View Transmission Links page, click Edit.

Figure 105: Edit Link

The Transmission Links Details page will open.

Version 4.0 Page 128


IPM User Guide

2. Fill in and/or update the links information.

4. Click Update located at the bottom of the page.

5. Changes are updated in the system, page is refreshed and an update notification is
displayed at the top of the page.

Note:
 Link ID is a system generated field and cannot be edited (only visible from the
View Transmission Links page.

 It is not possible to change the A or B end site (can only be deleted and re-
created).

6.7.5 Delete Links


To delete an existing link, perform the following steps:
1. On the View Transmission Links page, click the Edit button behind the link you
would like to delete.

The Transmission Details page will be displayed.

2. Click Delete located under the A-End Details section.

Figure 106: Delete Link

A confirmation window will appear.


On confirmation the deletion, the link will be removed (along with all associated
information) and user will be reverted to the View Transmission Links page.

Note:

 If Link has Link folder, it is not deleted (this must be deleted manually prior to
deleting the link).

6.7.6 Links Documentation

To browse the links documentation folder, perform the following steps:


1. In the left panel the site folder tree should be visible.

Version 4.0 Page 129


IPM User Guide

 Folder name = Link ID

 Default structure is maintained by the project administrator (Key User)

2. Click the sign next to the folder you would like to open.

The folder will open displaying in the right panel all subfolders and/or documents to
which you have access to.

As the project and site level document management functionalities are similar, refer to
the Document Management chapter of this guide for additional functionalities.
6.8 Health & Safety
If you have access to the Health & Safety (H&S) module, the Health & Safety link is found in
the Site Side Navigation bar.
The purpose of the H&S pages is to record any health and safety information, potential/existing
hazards and risks found on the site. Clicking on the Health & Safety link will take you to the
Health & Safety Information page.

Figure 107: Health & Safety Information page

6.8.1 View Health and Safety Information


To view existing H&S information for the site, perform the following steps:
1. On the Site Side Navigation bar, click the Health & Safety link.

The Health & Safety Information page will be displayed. On this page, the following
information is displayed as read-only:

 Candidate H&S Info – General information about the type of H&S assessment
to have taken place as well as who provided the information and if any additional
information has been requested.
 Site Info – This section details the emergency/accident procedures, rules and
other welfare/environmental information for the site.

Version 4.0 Page 130


IPM User Guide

 Risk Assessment – Any potential risks found at the site should be documented
here as well as the risk type, rating and any provisions necessary.
 H&S Hazards – This section documents any hazards currently existing on a site.
Information stored here includes: Type, Instructions, Affected parties, and
Control measures as well as when it was created and cleared.

6.8.2 Export to Excel


To export the information to an excel sheet, click Export to Excel present at the bottom
of the page.
The excel export will be visible detailing the information from the page.

6.8.3 Health & Safety Information (Create/Update)


To create/update H&S Information, perform the following steps:
1. On the Health & Safety Information page for the selected site, fill in selected fields
in the Candidate H&S Information and Site Information sections.

2. Click Update Health & Safety Information (located after the Site Information
section).

The updated information will be displayed.

Figure 108: Health and Safety Update

Note:
 The H&S module is not available for zero candidates.
6.8.4 Create Risk Assessment
To create a Risk Assessment for the site, perform the following steps:
1. In the Risk Assessment section, click Create a new risk assessment link.

The Risk Assessment section will be displayed.

2. Fill in the mandatory information, mandatory fields include:

 Document reference – Project specific reference to specified documents


(maintained by the project administrator).

 Type of risk assessment – Activity or environmental risk.

Version 4.0 Page 131


IPM User Guide

 Assessment provision – These are dependent on the document reference


selected.

 Risk rating – High, medium or low.

 Activity/environment description – Free text field to detail the risk for


that activity/environment.

3. Click Create Assessment.

The assessment will be saved with the date and username filled in automatically.

Note:
 The Risk Assessment ID is automatically assigned by IPM when you click the update button.

 The Document Reference and Assessment Provisions are project specific and maintained
by the project administrator.

 It is possible to create multiple Risk Assessments per candidate.

6.8.5 Update Risk Assessment


To update a risk assessment, perform the following steps:
1. In the Health & Safety Information page for the site, scroll down to the Risk
Assessment section.

2. Update the required information (all fields are mandatory).

3. When you have made all required updates, click Update Assessments located
beneath the Risk Assessment section.

Changes will be saved to the system, page will be refreshed and an update
notification will be displayed at the top of the page.

6.8.6 Delete Risk Assessment


To delete a risk assessment, perform the following steps:
1. On the Health & Safety Information page, in the Risk Assessment section,
click Delete for the Risk Assessment you would like to delete (located beneath
the assessment).

2. The risk assessment will be removed, page will be refreshed and a deletion
notification will be displayed at the top of the page.

Note:
 No confirmations are given on clicking delete.

6.8.7 Create Hazard


To create an H&S hazard for the site, perform the following steps:

Version 4.0 Page 132


IPM User Guide

1. In the Risk Assessment section, click the Create new health & safety
hazard link.

2. The H&S Hazard section will be displayed.

3. Fill in the mandatory information, mandatory fields include:


 Hazard type – Drop-down list (For example, access, adverse
weather, and so on).
 Risk rating – High, medium or low.
 Hazard instructions –Instructions to proceed with care.

 People affected – Who does this hazard affect, for example, self,
self and others, and so on.

 Hazard details – Free text field to detail the hazard.

 Control measure required – Those measures/actions required to


control the hazard.

4. Click Create Hazard.

5. The hazard will be saved with the date and username filled in automatically.

Note:
 The Hazard ID is automatically assigned by IPM on clicking Update button.

 The Cleared by/Date Cleared fields will remain blank until the Corrective
Actions field has been filled.

 It is possible to create multiple hazards per candidate.

6.8.8 Update Hazard


To update a hazard, perform the following steps:
1. In Health & Safety Information page for the site, scroll down to the H&S
Hazards section.

2. Update the required information.

3. When you have made all required updates, click the Update Hazards button
located beneath the H&S Hazard section.

Changes will be saved to the system, page will be refreshed and the update
notification will be displayed at the top of the page.

Note:

Version 4.0 Page 133


IPM User Guide

 Once you fill in the Corrective Actions Taken field, the Cleared by/Date
Cleared fields will automatically populate with the current date + your user
name and will no longer be editable.

6.8.9 Delete Hazard


To delete a hazard, perform the following step:
 On the Health & Safety Information page, in the H&S Hazard section,
click Delete for the hazard you would like to delete located beneath the
hazard.

The hazard will be removed, page will be refreshed and a deletion message will be
displayed at the top of the page.

Note:
 No confirmation is given prior to deleting.

7. OPTIONAL WORK PACKAGE FUNCTIONALITY


7.1 Site Logs

If you have access to the Site Logs functionality, the Site Logs link is found in the Work Package Side
Navigation bar.
The purpose of the Site Logs pages is to provide a notebook like feature to record any daily actions,
issues, and so on, for the site. Clicking on this link will take you to the Site Logs page.

Figure 109: Site Logs Link

7.1.1 View Site Logs


To view existing site logs, perform the following step:
 On the Site Logs page, Click on edit button to view siteLog.
The View Site Log page will be displayed.

Note:
 If no Site Logs currently exists; a message will be displayed on the page.

7.1.2 Create Site Logs


To create a site log, perform the following steps:
1. On the Site Logs page for the selected work package, click Create New Site Log.

Version 4.0 Page 134


IPM User Guide

The Edit Site Log page will be displayed.

Figure 110: Edit site log

2. Fill in the selected fields and click Update.

The information is saved, page is refreshed and the creation message is displayed at the top of the
page.

Note:
 It is only possible to create Site Logs for non-0 candidates.

 A work package with associated Site Logs cannot be deleted until these are removed.

 Work Item subtype is mandatory if the Work Item type field has been filled in.

 A site log’s associated work package may not be changed after the site log has been created.

Version 4.0 Page 135


IPM User Guide

 It is possible to create multiple site logs per work package.

 It will be possible to add site level documents linked to Site Logs. A new Add Document will be
available for this purpose on the Edit Site Log page.

 If the WI is assigned to the Site Log, following logo will be displayed.

7.1.3 Update Site Logs


To update an existing site log, perform the following steps:
1. On the Site Logs page for the selected work package, click Edit for the site log to be updated.

Figure 111: Update Site Log

The Edit Site Log page will be displayed.

2. Edit/update the required information and click Update.

The information will be saved, page will be refreshed and an update notification will be displayed at
the top of the page.

7.1.4 Delete Site Log


To delete a site log from a work package, perform the following steps:
1. On the Site Logs page, click Delete.

A confirmation window will appear.

Version 4.0 Page 136


IPM User Guide

2. On confirming the deletion, the site log (and all associated information) will be deleted and the
page will be refreshed.

7.1.6 Care Site Log – Feedback Module


The scope of this functionality is to ensure you can track SWS activity specific feedback on work
package level (site log).
This functionality will partially replaces current SWST feedback functionality and applies only for
Care Projects and for Care Default Work Packages.
The feedback will be recorded with the data-entry history (when and who gave the feedback) and then
adding comments will be possible on existing feedback.
A: Two drop-down fields linked to the Site Log:
- Feedback Category
- Feedback Phase
B: - Date/Updated by: Auto populated with IPM user and current date for the last four persons who
updated the entry details.
- By clicking Add new Entry Details, a new text box is created and by clicking the Add new
Entry Details, an update is made.
- A maximum of four (4) Entry Details boxes can be created per site log.

7.2 Change Requests (CR)


The purpose of the ChM module is to record any extra works and/or sellable additional works required for
the site. In other words, this module is used to track changes/claim management for the site.

7.2.1 Navigation
The Create CR link:
 Is visible if the WP is not a CR WP.

 Directs to the Create Change Request page.

Figure 112: Change Request Link

The Change Request link:


 Not Visible
 If the WP is a CR WP

 No CR currently exists
 Directs to the Edit Change Request page if:

Version 4.0 Page 137


IPM User Guide

 WP is an Original WP with 1 CR

 CR WP
 Directs to the Change Requests page if:
 WP is an Original WP with more than 1 CR

7.2.2 Create Change Request (CR)


To create a CR, perform the following steps:
1. Click the Create CR link found on the WP Side Navigation bar or follow the instructions in
the Site Change Requests section.

The Create Change Request page will be displayed.

Figure 113: Create or Copy Change Request Page

2. Fill in the mandatory fields plus any/all optional fields. Mandatory fields include:

 CR Name – Name to which the CR can be referred (should be descriptive).

 Initiating Org – Organization initiating the change request.

 Liability – Party believed responsible for paying for the change.

 Cost Estimate – Initial estimate of how much the change will potentially cost the project.

 CR Category – Perceived reason for the change.

 Internal Authorizer – NOKIA NETWORKS Customer project team member


responsible for approval the Change Request.

Version 4.0 Page 138


IPM User Guide

3. Once you have filled in all of the desired information, click Create.

The Edit Change Request page will be displayed with the saved information.

Note:
 CRs cannot be created for zero candidates (Search rings)

 ‘Currency’ is the default currency for the project, and if there is no Default Currency it is
EUR; however, it is possible to select a different value from the drop-down list.
 Scroll Down if there are values that have been added to the Project currencies list (using
Project Info)

 Internal Approver drop-down list contains only the names of individuals allowed to
approve / authorize a CR on behalf of NOKIA Networks for the project.

 Customer Approver (not shown), is only displayed if the ‘Liability’ is equal to the
Customer name. That drop-down list only displays the names of individuals within the
project allowed to approve/authorize the CR on behalf of the Customer.

Call-off CR Work Package


 At the same time as the CR creation it is possible to call-off the CR Work Package.

 For a Default Work Package to be available for call-off it has to be in ‘Active’ status and
have the CR WP check box selected.

7.2.3 Edit Change Request (CR)


To update an existing change request, perform the following steps:
1. Select the CR to be updated from the site Change Requests page, (you can also access this
page using the WP navigation).

The Edit Change Request page will get displayed.

3. Edit/Update the required information and click the Update button.

4. The information will be updated as follows and the page gets refreshed as shown in the
following screenshot.

Version 4.0 Page 139


IPM User Guide

Figure 114: Change Request Page


Note:
 Mandatory fields must be completed for the update to save. Those include: CR Name,
Cost Estimate, Liability, Initiating Org, Executing Org, SAP Category, CR Category and
Internal Authorizer

 ‘Sales Amount’ is only displayed if Liability = Customer (name)

Selecting ‘Partner/Subcontractor’ as the Executing Organization will enable the Add


Supplier button
After selecting Add Supplier:
 The Supplier drop-down list only displays the Supplier selected (active or inactive) plus
all active Suppliers within the project. If the selected Supplier is inactive and a new value
is selected (and updated), it will no longer be visible from the drop-down list.

 It is possible to have up to five (5) suppliers for a single CR. Click the Add Supplier link
to add a new section (Supplier, Custom Field 3, VOA Number and VOA Line Number).

 By default, 1 (one) section is displayed (making it possible to add four (4)).

 Once there are five (5) suppliers, the link is no longer visible.

 If you want to remove a supplier, merely change the Supplier value back to ‘(none)’ and
click the Update button (Supplier will be removed along with all associated information).

Authorizations section
 If Liability = Customer (name), then the additional Customer Authorization fields are
also displayed: Discussions Started, Recorded by and Recorded date.

Version 4.0 Page 140


IPM User Guide

 Note: Recorded info (by and date) are visible as Tooltips on the Authorizer labels, and
visible to users with Res or Administrator rights.

Documentation section
Related Defects section
 This section will display those defects linked to the site which are available for linking to
the CR.
 Only those quality checklists/items are displayed which have been associated with that
site.
 An exclamation mark is displayed next to the quality item if the defect is still open.

7.2.4 Select CR WP
To select a CR WP (existing in drop-down list), perform the following steps:
1. Select a value from the drop-down list.

2. Click Update .

Note:
 Only WPs having the CR WP Flag and not already linked to a CR are displayed as values.

 Will be displayed as a hyperlink if there is a CR WP selected.

 This hyperlink opens the respective WP Details page.

 Only existing WPs which do not have a CR already attached to it and/or SAP data will be
displayed in the drop-down list.

 It is possible to change the WP up until the Ready for Ordering flag has been selected. Once
selected, this becomes read-only.

 The value (none) is always available.

7.2.5 Call-Off CR WP
Follow these steps to call-off a CR WP:
1. Click the Call-Off Work Package link

A pop-up message will appear asking for confirmation.

2. Click Ok (clicking Cancel will end the operation and return you to the Edit Change Request
page).

The Call-Off Work Package page will be displayed.

4. Select the WP to be called-off and click Call-Off.

Version 4.0 Page 141


IPM User Guide

The WP will be linked to the CR WP.

Note:
 If the CR has a CR WP already selected, the Call-Off Work Package link is not displayed.

 Proceeding to the call-off will result in any unsaved changes to be lost (so save your page
prior to clicking)

 On the Call-Off Work Package page:


 If you navigate to another page prior selecting the call-off button, no WP will be
called off or linked to the CR.

 If you click the back button and perform any operation there, then an error message
will appear.

 The listing of available WPs for call-off is limited to those having the CR WP flag.

 If only one WP with this flag exists, then the call off is done automatically.

7.2.6 Add CR Document


To add a supporting document, perform the following steps:
1. . Click Add Document.

A confirmation pop-up will appear.

2. Select Ok (clicking cancel will end the operation and return you to the Edit Change Request
page).

The Add New CR Document page will be displayed


3. . Click Add to select the document(s) to upload.

4. Fill in any optional information (name / description) and any mandatory (document type)

5. Click Add Document. .

6. Document is now visible from the Edit CR page.

Note:
 If there are documents linked to a CR, when collapsed (Initial state), five most recently
modified documents will get displayed.

 Only those documents which user can access will get displayed (based on doc ACLs)

 If a site folder has not been created for the site:


 And the Add document button is clicked, an error message will appear at the top
of the page

Version 4.0 Page 142


IPM User Guide

 If a site folder exists for the site


 The CR subfolder will be created as soon as the user tries to upload a document
from the Edit CR page.

 CR subfolder location is based on whether the project is TI or TK.

 TK:/project/Site Documentation / PermZone / NokiaSiteCode / Candidate / CR

 TI: -./project/Site Documentation/PermZone/NokiaSiteCode/CR


 As it is possible to have multiple CRs for an individual site, the CR ID is used to
differentiate.

 It is only possible to link up to ten (10) documents per CR.

 If you try to upload more than ten (10) documents, an error message is displayed.

 Only documents having the CR ID attribute (that is those created from the Edit CR page)
are visible in the Edit CR page (not the whole content of the CR document folder).

 The CR Subfolder (including contents) are visible in the Site Documentation folder
structure.

 It is possible to add documents from the Site Documentation area to the CR subfolder.

 However, documents/folders added in the Site Documentation area are not displayed in
the Edit CR page (as they do not have the CR ID attribute).

7.3 Order Details


 Order Details page includes all the relevant data for the Order.
 Sales Order Group (SOG): grouping of work items according to SAP Sales Orders
 Customer Purchase Order data (both RTI driven and manual)
 SO, SvO, SPO (including SPO value) and CBM

 Customer and Supplier Invoice Triggers

 Supplier Payment Triggers

 Fields used for supplier partial payment process

 RTI4 message status information

Version 4.0 Page 143


IPM User Guide

 Order Details page can be accessed through the tab at the top or through the navigation link
to the left of the page. These are highlighted in red if the WP has one or more unlinked
objects, and in orange, if SO is cancelled in SAP.

 More/Less link in RTI CPO section is highlighted in red or orange according to the color of
Order Details tab, refer the page shown above. The RTI CPO section opens by default when
accessing Order Details page, if there is at least one item not linked to the WP, which is
Order Details tab highlighted in red. The following screenshot explains this:

Figure 115: Order Details Tab


 Default RTI CPO section with SOG=1 is only available for RTI activated projects.

 Create RTI CPO button is available. Max RTI CPO per WP is 15, along with Sales Order Groups.
 SOG Name can be given in order to better recognize the service for the SO

 PCI quantity and hidden PCIs are displayed in PCI column

 SPO value, currency and creation date are displayed in the SPO value section

 Manual CPO section can be used for manual order tracking. These fields are not checked for
validations by the system. Maximum numbers of rows are 15.

Version 4.0 Page 144


IPM User Guide

 Linked WPs/Master WP section between Manual CPO and WI section, will display the WP#,
CSC, Site Name, Master WI# of the WP linked to it. The following screenshot explains this:

Figure 116: Link Work Packages

 WI section in Order Details page will display the following:


 SPP: Site Process Phase of the WI
 CIT/SIT: Invoice triggers
 During the course of work, additional invoice triggers may be required to complete the
relevant scope of works
 On a Work Package basis, the new Order Details page allows you to increase, decrease
or completely remove the triggers for the already called-off work package
 The change is only applicable for this instance of the work package and does not affect any other
DWP or other already called-off work packages
 SO Group: Combines SOG and SOG Name from RTI CPO section
 SO #: Copied from RTI CPO section
 CBM #: Displays CBM and description. Unlinked CBM items are highlighted in red.
 SPO #: Displays SPO and vendor. Unlinked SPO items are highlighted in red.
 Linked WI #: Displays the Linked WI #, if any, for a particular WI.
 SPT: Supplier Payment Trigger activated, if partial payment WP in DWP is selected at
call-off.
 Supplier Payment PO: SPOs, which are aligned in the RTI CPO section, are included in
dropdown
 SPM %: Copied from DWP at call-off, but editable
 SPM Description: Copied from DWP at call-off, but editable

Version 4.0 Page 145


IPM User Guide

 More/Less link: Displayed, if the WI has a SPT, or if RTI4 messaging has been activated
for the WI: IA/CA Message and (SAP Confirmation) IDOC#
Note:

 SO # and SvO # fields in RTI CPO section are unavailable, if either customer acceptance
or internal acceptance has been performed for one of the WIs in the WP and one of the WIs
belongs to the particular SOG
 Delete check box for RTI CPO row is enabled when
 RTI CPO has no linked SvO (‘SvO #’ is empty)
RTI CPO has no related WI (based on SOG#), which would have a (selected
and) locked CIT, SIT or SPT, or an un-editable SO Group
 If the RTI CPO is deleted by the user (that is user selects the check box and
clicks Update), IPM has to set SO Group as ‘0/null’ to all the WIs that were
linked to the RTI CPO(s) just deleted (user can delete more than one at the
same time) and automatically un check any selected CIT/SIT/SPT.
 SO Group is disabled, if CBM or SPO exists or SPT field is disabled.
 By changing the SOG from 1 to 0 in the WI the CIT, SIT and SPT will be unchecked and
dimmed. Additionally, SPT related fields are emptied and hidden.
 The CIT (Customer Invoice Trigger) is unavailable when there is data linked to the
following fields:
 Customer Acceptance
 BB Released (RTI or manual)
 Cust. Billing Mlst.
 Manual CBM #
 The SIT (Supplier Invoice Trigger) is unavailable when there is data linked to the
following fields:
 SPO # (RTI)
 Manual SPO # (SAP/Manual)
 Internal acceptance
 GR Date (RTI or manual)
 SPT:
 WIs cannot have SPT, if none of the WIs in the WP has SIT.

SPT is unavailable, if one or more of the following fields have the following
value:
 Order Details tab WI section:
 Supplier Payment PO
 WI Details tab WI section:
 Pymt Internally Accepted
 SPB Released (SAP)

Version 4.0 Page 146


IPM User Guide

 CBM # is unavailable, when BBR date is available (RTI or manual)


 SPO # is unavailable, when GR date is available (RTI or manual)

 For RTI Projects and SOG=0, if CIT/SIT are select, IPM will display only manual fields such as
GR/BBR.
 Tool tip is available for many of the fields in Order details page. If the tool tip displayed is
depending on the browser used.
 Only user groups with SAP permissions (Extended permission SAP user group linked to Work
Item type and Work Item level permissions (Read or Update)) will have access to Order Details
page.

7.4 Equipment Page

Equipment page displays the equipment delivery information, based on RTI Sales Orders that are linked
to the WP:
 Sales Order Group (SOG): Grouping of work items according to SAP Sales Orders

 Customer Purchase Order data, SO number, Latest delivery date (LDD) and SVO#

 All PCI line items from the SO: PCI line number, PCI description, and (Qty)

 Delivering Plant in SAP P20

 Scheduled and Actual delivery dates to DOP

 Actual delivery date to Site

 SAP document numbers for reference

 Ship to Party: DOP information in DOP delivery case, Site information in direct Site
delivery case
The following screenshot explains the Equipment

Version 4.0 Page 147


IPM User Guide

Figure 117: Equipment Link


Underneath the Equipment details, the page displays a list of the Work items and allows user to
mark the ‘Site’ and/or ‘DOP’ delivery work items. This selection automatically updates the work
item’s planned and actual date based on delivery data sent from SAP P20 through RTI.
 The Site / DOP selection can be defaulted from DWP.

Note:
 The equipment data is visible for projects who have selected ‘Full scope’ in SAP P20 for
the RTI data scope

 The Planned delivery date is based on ‘SO IDOC’ data, Sales orders that have been
created in SAP P20

 The Actual delivery dates are based on Equipment delivery postings in SAP P20 and this
data is delivered to IPM with ‘EGR’ idoc messages automatically

 The check boxes become locked once some plan/actual dates have been received through
RTI

 Once the ‘DOP’ is selected for a WI, DOP Forecast Date is filled in automatically based
on SAP latest schedule DOP date, but only in case if there is no Forecast date entered
manually

 Scheduled date is copied to Planned date in case it has not been entered manually (with
‘RTI’ next to the date)

 Both dates should remain editable (that is, manual changes possible) according to the
current rules in WI

Version 4.0 Page 148


IPM User Guide

 Actual Date is populated automatically only if Complete Delivery of the SO has been
performed in SAP. Complete delivery means that all PCIs, which are included in the SO,
have the actual delivery date received from SAP P20 in EGR idoc messages

 In case of ‘retrospective’ data linking in IP (case where the delivery is already completed
in SAP P20 before data linking in IPM), planned and actual dates are also automatically
updated, once the SO has been linked to WP

7.5 Permits
If your project is responsible for permitting and you have access to this functionality, the Permits link
will be present in the Work Package Side Navigation bar (Note: This will read ‘Create Permit’ if no
permits currently exist for the site).
The following page provides a general framework in which the permits for a site can be successfully
followed-up.

Figure 118: Permits Link


7.5.1 View Permits
To view existing work package permits follow these steps:
1. Click the Permits link in the Work Package Navigation bar.

2. The Permits page will get displayed containing the following information:

 Number of Permits – This section displays the number of permits currently existing for
the work package.

Version 4.0 Page 149


IPM User Guide

 Permit Package Info – This section covers the basic information related to the permit
package. Most information present here is project specific and managed by the project
administrator.

 Permits –This section provides detail information about all the permits belonging to the
permit package for example. Name, dates, responsibility, fees and so on.

7.5.2 Add Additional Permits


To add additional permits to the permit package follow these steps:
1. In the Permit Package page, type the number of permits you would like to add.

2. Click Add More Permits.

The new permits will get displayed in the Permits section.


Note:
 A work package may have only one permit package, but multiple permits may be tracked
(up to 50 allowed)

 Only a positive number can be used to increase the number of permits.

7.5.3 Update Permits


To update an existing permit, perform the following steps
1. In the Permit Package page, update/edit the required information.

2. Click Update Permits present at the bottom of the page.

Changes are saved and the page gets refreshed.

Note:
 Project number field only allows positive numbers.

 Actual dates can only be today’s date or then +1 (allowing for time zone differences). No
future dates are allowed.

7.5.4 Delete Permits


To delete a permit, perform the following steps
1. On the Permits page, behind the permits that you would like to delete, select the
deletion box.

2. Click Update Permits.

The permits will be removed and the page gets refreshed.


Note:
 Deleting a permits package is only possible after deleting all of the permits within it.
Therefore, this button is only visible once all permits have been deleted.

Version 4.0 Page 150


IPM User Guide

 It is possible to delete a work package which has permits attached to it (so be careful
while deleting work packages).

 It is possible to delete multiple records at a time.

 No confirmation will be provided prior to deleting.

7.6 Leases
If your project is responsible for leasing and you have access to this functionality, the Lease/s link will be
present in the Work Package Side Navigation bar (if no lease records currently exist for the site, it will
read Create Lease/s).
The purpose of this page is to support the tracking, monitoring and follow-up of lease related information.
This is accomplished by providing a structured framework in which local flexibility can be achieved by
tracking the locally required information.

7.6.1 View Leases


To view existing leases, perform the following steps:
1. Click the Leases link present in the Work Package Side Navigation bar.

The Lease page will get displayed.

3. Click the names of the lease that you would like to view. The following page appears:

Version 4.0 Page 151


IPM User Guide

Figure 119: Leases View

4. The Information for Lease XXX page will get displayed including the following:

 Number of Lease Records – This displays the number of lease records


currently existing for the work package.
 Lease Info – This section covers the basic information related to the
lease. Most information here is project specific and managed by the
project administrator.
 Lease Records –This section details all the leases belonging to the work
package for example, name, dates, responsibility, fees and so on.
Note:
 A work package may contain multiple leases (up to 50).

 Any work package may contain lease information (irrelevant of work item types).

7.6.2 Add More Leases


To add additional lease records to the permit package, perform the following steps:
1. In the Lease page, type the number of leases you would like to add.

2. Click Add More Leases.

The new leases will get displayed in the Existing Leases section.

Note:

Version 4.0 Page 152


IPM User Guide

 When entering the number of leases, only positive numbers are allowed.

 The system will automatically generate a unique Lease number for the leases
created.

7.6.3 Update Lease / Lease Record


To update an existing lease, perform the following steps:
1. In the Lease page, click the lease name link of the lease you would like to edit /
update.

2. Update/edit the desired information on the Information for Lease XXX page

3. Click Update Lease present at the bottom of the page.

Changes are saved and the page gets refreshed.

Note:
 Project number field only allows positive numbers.

 Actual dates can only be today’s date or then +1 (allowing for time zone
differences). No future dates are allowed!

7.6.4 Delete Lease


To delete a lease from a work package, perform the following steps:
1. On the work package Lease page, select the lease which you would like to delete.
2. Click Remove Selected Lease.
3. The lease will be removed and the page gets refreshed.

Note:
 If a record (or records) exists for a lease you must manually remove it (them)
prior to deleting the lease.

 It is only possible to remove one lease at a time.

 No confirmation is provided while deleting a lease.

 If a work package has any leases attached to it, it may still be deleted without
having to remove those leases. Should it be deleted, all lease information /
records are also deleted.

7.6.5 Delete Lease Records


To delete a lease record from a lease, perform the following:
1. On the Lease page, click the names of the lease which records you would like to
delete.

The Information for Lease XXX page will get displayed.

Version 4.0 Page 153


IPM User Guide

2. In the Lease Records section, select those lease records that you would like to delete.

4. Click the Update Lease button.

The lease records will be removed and the page gets refreshed.

Note:
- No confirmation is provided while deleting a lease record.

8. DOCUMENT MANAGEMENT
8.1 Folders
8.1.1 View
To view existing folder contents, follow the relevant browse documentation instructions
presented in earlier sections (Project Documentation Chapter 2.4; Site Documentation
Chapter 4.4; Link Documentation Chapter 5.7.6).

8.1.2 View Folder Details


In IPM, only project administrators have the right to create folders. However, it is
possible to view the existing folder’s details.

To view Folder Details, perform the following steps


1. Select the documentation page (see previous chapter) from which you would like to
access the folder details.

2. Navigate to the respective folder tree to the selected folder.

3. Left Click on the selected folder.

4. Select Folder Details option from the menu. The following screenshot explains this:

Version 4.0 Page 154


IPM User Guide

Figure 120: View Folder Details


The Folder Details page will get displayed. Where the following information and
functionalities (based on user rights) are accessible:

 Folder Name – This is visible within the folder tree and should represent either
the information contained (for example, quality) or information about
responsibilities / stakeholders (for example, Supplier ABC).

 Description – This section is visible only from the folder details page, and
provides any additional information necessary (for example, contact individual
name prior to uploading any documents here and so on).

 Owner – This refers to the current folder owner (normally the project
administrator).

 Date Created – This refers the date the folder was initially created in the system
(automatic system time stamp).

 Date Modified – This refers the date the folder was last modified (automatic
system time stamp).
 Current Owner – This refers the current folder owner (normally the project
administrator).

 Folder Type – This refers to either dm or csf (customer site folder)

Version 4.0 Page 155


IPM User Guide

 Show Locations button – This navigates you to the Linked Folder Locations
page

 View Contents button – This displays the contents of the folder (including
missing items if defaults are in use).

 Send Link button – This navigates you to the Send a Link page.

Note:
 After sending the folder for approval, time stamp will be visible and available as object in
IPM universe for reporting. The following screenshot explains this:

Figure 121: Reviews and Approvals Screen


8.1.3 Show Locations
The purpose of this functionality is to display all the locations where this selected folder
has been linked.

To view locations follow these steps:


1. From the Folder Details page, click Show Locations .

2. The Linked Folder Locations page will get displayed as shown in the following
screenshot:

Figure 122: Linked Folder Locations page

Note:

 Only the folder owner/project administrator can remove these links.

Version 4.0 Page 156


IPM User Guide

8.1.4 Send Link


This functionality allows users to send a direct link (URL) to the selected folder through
email to the identified project users.

To send a link, perform the following steps:


1. Access the Folder Details page (refer Chapter 7.1.2).

2. Click Send Link (located at the end of the details section).

The Send a Link page will get displayed.

4. Select the group whose user(s) you would like to send the notification to.

O selection, all users of the group will get displayed.

5. Select the user(s) from the given list (To select multiple users, hold down your Ctrl
button and click on the users you want to add).

6. Click the button to select the users who will receive the notification (To select
all users of a group by default, you need to click the button).

7. (Optional) Type the message you would like to display in the email.

8. Set the priority status (high, medium or low).

9. Click Send.

11. Your link will be sent and you will be navigated back to the Folder Details page
where a notification message will be displayed at the top of the page.

Note:

 Once assigned, it is possible to remove recipients by:


- Selecting the recipient to be removed and clicking the button.

- Selecting the recipients to be removed (by holding the CTRL button and
selecting several) and clicking the button.

- Selecting all recipients by clicking the button.

 At least one recipient should be assigned to send a link.

Version 4.0 Page 157


IPM User Guide

 Priority is mandatory.

 Maximum message length is 126 characters.

 From here you can also copy (CTRL + C) the link to the folder.

 The link in the e-mail will direct recipient(s) to the Folder Details page.

8.2 Documents

8.2.1 Browse

To view existing folder contents, follow the relevant browse documentation instructions
presented in earlier sections (Project Documentation Chapter 2.4; Site Documentation
Chapter 4.4; Link Documentation Chapter 5.7.6).

8.2.2 Add New Document(s)

This functionality allows users to upload documents to the IPM system.


To upload up to ten (10) documents at a time perform the following steps:
1. Access the relevant documentation page (project, site or link).

2. Expand the folder tree to the selected folder.

3. Right click on the empty area.

4. Select Add new document as shown in the following screenshot.

Version 4.0 Page 158


IPM User Guide

Figure 123: Add New Document

The Document Details page will get displayed as shown in the screenshot.

Figure 124: Document Details Page


5. Click Browse to select the file to be uploaded.

Version 4.0 Page 159


IPM User Guide

6. Fill in the selected information.

7. From the top right corner of the Site Document Details page you are able to add up
to 10 upload tabs.
8. Select a file for all the upload tabs and ensure that the supporting information is
correct (will be copied from one tab to the next).

9. Click Create.

A progress bar will get displayed during the upload process indicating the percentage of
uploaded data.

10. Page is refreshed after upload is complete.

Note:

 Process Phase/Sub function


- Depending on whether the document is a project (sub function) or site
document (process phase) this field is mandatory.
 Default Doc Name
- This is a special functionality within IPM, which allows the project to set up
a series of documents as ‘required/defaults’. When adding a document, the
user is able to select that default naming convention from the drop–down list.

- When selected, this field will automatically populate the document name,
type, permissions, reviews and/or approvers.

- Contact you project administrator to confirm if this is in use within your


project and the values you should be using.

- You must select process phase/sub function to view the list of available
default values set up for that unit/phase.

 Permissions
- Only system permissions are available when selecting a permission set for a
document.

- All project permissions are displayed/visible in the drop-down list.

 Document Name
- When uploading a document, the name is set by default as the filename.

- Can be modified.

Version 4.0 Page 160


IPM User Guide

- Does not need to be unique.

- If empty, the local file name without extension should be used.

 User uploading the document automatically becomes the owner of document.

 Document lifecycle status is by default ‘none’. It is not possible to modify the


status manually, but through the approval process.

 The version of a document that is added to IPM for the first time takes by default
the value 1.0.

 The Remove button can be used to take away undesired upload tabs before the
upload process has been initiated.

 Owners
- The owner of the document will be set as default as the IPM login name.

8.2.3 View Document Details:


Perform the following steps to view the document details:

1. Access the documentation page from which you would like to access the folder details.

2. Expand the folder tree to the selected folder.

3. Right click on the selected document

4. Select the Document details option as shown in the following screenshot:

Version 4.0 Page 161


IPM User Guide

Figure 125:Documents Details View

5. The Document Details page will get displayed. From this page the following
information and functionalities (based on user rights) are accessible.

Version 4.0 Page 162


IPM User Guide

Figure 126: Site Document Details

 Project Sub function/Site Process Phase – This section depends on the


document type:
 Project Sub function for project documents
 Site Process Phase for site documents.

 Default Doc Name – This refers the project specific values specified for use by
default.

 Document Name – This is visible within the folder tree and should be based on
agreed project naming conventions/deliverables.

 Document type – This mandatory field contains general drop-down values


differing based on document type (project documents / site documents).

 Description – This is visible only from the folder details page, and supplies you
with any additional information necessary (optional)

 Owner – This refers to the current owner of the document.

 Document Root Id – This refers to the Unique Id for all documents stored in
IPM. It remains the same throughout the lifecycle of the document.

 Last Modified – This refers to the date the document was last modified
(automatic system time stamp).

Version 4.0 Page 163


IPM User Guide

 Document lock – If the document is being modified, it will be locked by that


individual.

 Project Name – Automatic (based on Project Details)

 Version – Default version is 1.0 when a document is added

 Reviewer – If the document was routed for review, the reviewers name will get
displayed here.

 Date reviewed – If the document was routed for review, date the document was
reviewed.

 Internal / External Approver – If the document was routed for approval, the
approvers name will get displayed here.

 Due Date – If the document was routed for approval and a due date was
specified, it will get displayed here.

 Date approved – If the document was routed for approval, date the document
was approved will get displayed here.

 Status – Default value is draft when a document is added.

 Show Locations button – This will navigate you to the Linked Document
Locations page.
 Send Link button – This will navigate you to the Send a Link page.
 View Document – This will open the document for viewing.

 Edit Document – This will lock the document and open it for editing.

 Delete – This will delete the document.

8.2.4 Edit Document Details

This functionality allows you to edit the document details (depending on your user
rights).

To edit the document details, perform the following steps:

1. Follow the steps listed in the View Document Details chapter to access the Document
Details page.

2. Update (and / or edit existing) document details information.

Version 4.0 Page 164


IPM User Guide

3. When you have made all of the required modifications, click Update Details (located
below the details section).

Changes are saved to the system and the page gets refreshed.

Note:

 The same business rules (for example, mandatory fields) apply while uploading a
document.

 Details may be changed as long as the document is not approved.

 From here it is possible to modify the document owner (all users belonging to the
project main user group are displayed in the drop-down list).

8.2.5 Link Document (Site)

With this functionality, it is possible to link a site document to other sites.

1. Select Permission Zone and CSC (list is displayed based on permission zone).

2. Click the Link Document.

The new linked location should be visible within the Site Details page.

8.2.6 View / Delete Previous Versions

With this functionality, it is possible to view previous versions details.


1. Follow the steps listed in the View Document Details chapter to access the Document
Details page.

2. Click Details (next to version).

Figure 127: Document Version Details

3. The Version Details page showing all previous versions will get displayed.

Version 4.0 Page 165


IPM User Guide

4. A. To view a previous version, merely click the Name link (document will open).

5. B. To delete a previous version, select those documents to be deleted (check box) and
click the Delete button.

Note:

 It is only possible to edit the current version of a document.

 It is not possible to delete a document version which has been linked to a CR; QDN
and/or WP WI.

8.2.7 View Document


To view the contents of a document, perform the following steps:
1. Follow the browse instructions to navigate to the selected document.

2. Right click on the document.

3. Click View as shown in the following screenshot:

Figure 128: Document View Link

4. A pop-up window will appear asking if you would like to open, save or cancel. The
options are explained as follows:

 Open – Click Open to open the document in a new window.

Version 4.0 Page 166


IPM User Guide

 Save –Click Save, a file download pop-up window will appear asking you to
specify the location you would like the document saved to.

 Cancel – Click Cancel to cancel your request to view.

5. Select whether to open the document (without saving) or then save the file and then
open.

The document contents will now be visible.

Note:
 The View Document button is also present on the Document Details page.

 By default, the current version of a document is displayed. To view an earlier


version, follow the steps listed in the previous chapter.

8.2.8 Send Link

This functionality allows users to send a direct link (URL) to the selected document
through email to identified project users.

To send a link, perform the following steps:


1. Follow the steps listed in the View Document Details chapter to access the Document
Details page. Click the Send Link button (located at the end of the details section).

The Send a Link page will get displayed as shown in the following screenshot.

Version 4.0 Page 167


IPM User Guide

Figure 129: Send Link Page

2. (Optional) Change the link to be copied by selecting one of the other options and
clicking the Get Link button.

 Show Document Details of this version – This will send a link to that specified
version’s Document Details page.

 Show Document Content – This will open the document without showing the
Document Details page.

 Show Document Details of the latest version – This will send a link directing
the user to the latest version’s Document Details page (irrelevant of what that
version is).

4. Select the group whose user(s) you would like to send the notification to.

5. Once selected, all users of the group will get displayed.

6. Select the user(s) from the provided list (To select multiple users, hold down your
CTRL button and click on those users you want to add).

7. Click the button to select the users who will receive the notification (To select all users
of a group by default, you need only click the button).

Version 4.0 Page 168


IPM User Guide

8. (Optional) Type the message you would like to have displayed in the email.

9. Set the priority status (high, medium or low).

10. Click Send.

11. Your link will be sent and you will be returned to the Document Details page where
a notification message will get displayed at the top of the page.

Note:
 Once assigned, it is possible to remove recipients by:
 Selecting the recipient to be removed and clicking the button.

 Selecting the recipients to be removed (by holding the CTRL button


and selecting several) and clicking the button.

 Selecting all recipients by clicking the button.

 There must be at least one recipient assigned to be able to send a link.

 Priority is mandatory.

 Maximum message length is 126 characters.

 Changing the copied link


 If you want to send a link to an earlier version of a document, you must
first select the version from the details page and then click the Send
Link button. Otherwise, only the current version’s links will be
displayed.

 From here you can also copy (Ctrl + C) the link to the document.

 If you select the users, without providing the information, as soon as you
click the Get Link button all the other information will be cleared.

 After changing the copied link to be displayed, you must click the Get
Link button otherwise the default (latest version link) will be sent.

Version 4.0 Page 169


IPM User Guide

 When sending the link, recipients of the email will be directed to the Document
Details page, unless you select to send the link to the document content.

8.2.9 Edit Document

To edit an existing document, perform the following steps:


1. Follow the steps listed in the View Document Details chapter to access the Document
Details page.

2. Click the Edit Document button (present at the end of the details section).

A confirmation window will appear.

4. If you confirm the edit, the file download pop-up window will appear asking if you
would like to open, save, or cancel:

 Open – If you click the Open button it will open the document in a new
window.

 Save – If you click the Save button, a file download pop-up window will
appear asking you to specify the location you would like the document
saved to.

 Cancel – If you click the Cancel button, it cancels the opening/saving of


the file (not the edit).

5. The Document Details page will display that the document has been locked and two
new buttons have been added:
 Save Document button – It lets you save the edited document back to
the system.

 Undo Edit button – It lets you cancel the edit.

6. Make the necessary modifications to the document and then click the Save Document.

The Save Document page will get displayed.

7. Fill in the mandatory fields and / all optional fields. Mandatory fields include the
following:

Version 4.0 Page 170


IPM User Guide

 File to save – Either manually enter the folder location or then click
Browse to open a pop-up window which will let you select the file from
your local drive.

 Version – The default value is the minor version. This may be changed
to a major version or same version.

10. The document will be saved, unlocked and you will be returned to the Document
Details page.

Note:

 It is not possible to edit a document when it has already been checked out (being
edited) by someone else.

 It is not possible to edit a document when it has already been sent for review and/or
approval.

 Undo Edit

 The Undo Edit button is only available when the document has been
checked out (that is someone is editing it).

 Only the person who started the edit can undo the edit

 If you click the Undo Edit button, the operation will be cancelled and
the document unlocked.

 Versioning:

– Same Version – X.X

– Minor Version – X.X + 0.1

– Major Version – X.X + 1.0

8.2.10 Link Document (Project)

To link a document to another (additional) location, perform the following steps:

Version 4.0 Page 171


IPM User Guide

1. Follow the browse instructions to navigate to the selected folder.

2. Right click on the selected document.

3. Click Link Document.

Figure 130: Link Document Link

4. Navigate to the location (folder) where the document will be linked.

5. Right click on the new folder.

6. Click Confirm (or Reset to change the selected location).

A confirmation window will appear.

7. If you confirm the link; a new pop-up window will appear stating that the document
has been linked successfully.

8. Click Ok and you will be navigated back to the documentation page where the page
will be refreshed and the new link is displayed.

Note:Note:

 It is not possible to add a link to a location where a link already exists (you will get
an error message).

Version 4.0 Page 172


IPM User Guide

8.2.11 Show Locations

The purpose of this functionality is to display all of the locations where this selected
document has been linked.

To view locations, perform the following steps:


1. Follow the steps listed in the View Document Details chapter to access the Document
Details page.

2. Click Show Link.

The Linked Document Locations page will get displayed.

8.2.12 Remove Link


To remove a linked location for a document, perform the following steps:
1. Follow the steps listed in the previous chapter to access the Linked Document
Locations page.

Figure 131: Remove Link

2. Click the Remove Link button for the link you would like to remove.

The link will be removed and the page gets refreshed.

8.2.13 Move Document


To move a document to a new location perform the following steps:
1. Follow the browse instructions to navigate to the selected folder.

2. Right click on the selected document.

3. Click Move.

Version 4.0 Page 173


IPM User Guide

Figure 132: Move Document Link


4. Navigate to location (folder) where the document will be moved.

3. Right click on the new folder.

4. Click Confirm (or Reset to change the selected location).

A confirmation window will appear.

5. If you confirm the move; a new pop-up window will appear stating that the document
has been moved successfully.

6. Click Ok and you will be navigated back to the documentation page where the page
will be refreshed and the new location gets displayed.

Note:Note:

 This option is available only for the document owner and project administrator.

 It is only possible to move one document at a time.

Version 4.0 Page 174


IPM User Guide

 It is only possible to move documents within the project.

 If a document is linked, it will remain linked even after the move.

 Document permissions / details remain the same once moved.

 Project documentation can only be moved within the project documentation area.

 Site documentation can only be moved within that specific site’s documentation area
(that is, cannot move from one site to another)

 All versions of the document are moved automatically.

 Reset button refreshes the folder structure if the transaction fails or you want to
cancel the move.

8.2.14 Send to Workflow

To send a document for review, internal approval and/or external approval, perform the
following steps:

1. Follow the steps listed in the View Document Details chapter to access the
Document Details page.

Version 4.0 Page 175


IPM User Guide

Figure 133: Reviews and Approvals


2. Select the users who will need to complete the necessary tasks (review and / or
approve).

3. (Optional) Select Due Date (this is automatically populated with the work item
forecast date if linked (through the DM WI functionality)

4. Select Send and click Update.

5. An email notification will be sent to the reviewers/approvers (provided the disable


emails functionality was not used). The page will refresh and the document status
will change to the relevant status.

Note:

 It is possible to select up to three (3) reviewers, three (3) internal approvers and/or
three (3) external approvers per document / CSF.

 Document/CSF is not sent to the workflow until the send has been selected and
update button pressed.

Version 4.0 Page 176


IPM User Guide

 Only the current version of a document may be sent to a workflow.

 If a document/CSF is linked to a work item (DM WI) the:


o Forecast date will automatically populate the Due Date

 At least internal approval is required…that is at least one person must internally


approve the object (the other two workflow phases are optional)

 When document is in an active workflow, it cannot be deleted or modified and access


rights cannot be changed except adding Read rights to the selected users.

 A document/CSF will automatically send the object to the next applicable workflow
when the current workflow has been completed (for example, if two reviewers are
selected and one external approver, the object will not move to external approval
until both reviewers have successfully reviewed the object).

 If a workflow phase is marked as N/A, it will be skipped.

 If TBD (to be determined) is selected for a workflow it basically acts as a placeholder


(that is it puts the workflow on hold until a user is selected for that phase).

 If the document been sent to approval workflow again, the actual date will be
removed (nullify). The new Actual Date will be set in the work item after the user
approved it in the workflow.

 In the case of IA/CA already exist for a WI, the rule is still valid where
the Actual Date cannot be changed.

8.2.15 Delete Document

To delete an existing document, perform the following steps:


1. Follow the browse instructions to navigate to the selected document.

2. Right click on the document.

3. Click Delete.

Version 4.0 Page 177


IPM User Guide

Figure 134: Document Delete Link


Document will be deleted and the page gets refreshed.

OR
1. Follow the steps listed in the View Document Details chapter to access the Document
Details page.

2. Click Delete .

A confirmation window will appear

4. If you confirm the deletion, the document will be deleted and you will be returned to
the documentation page.

Note:
 The delete option is available for the document owner and project administrators.

 It is not possible to delete an approved document.

 It is not possible to define a specific version to be removed that is deleting a


document will delete ALL versions of that document from the system.

 It is not possible to restore a deleted document.

Version 4.0 Page 178


IPM User Guide

9. CUSTOM DATA
A generic Form, named Custom Data, in IPM is available to perform fast deployment of eventually
‘local’ processes.

Figure 135: Custom Data

Access rights: User Group named Custom Data is required to have access to the Form.
In the Custom Form, the following Custom fields will be available: 
Project Fields:
- Seven Date

- 17 Text (length: 256 bytes, out of those two Notes fields (4000 bytes)

- Three Check box 


Project Combos
- 15 Combos

Version 4.0 Page 179


IPM User Guide

Figure 136: Custom Data Search Grid


The Custom Data page will report all the above fields if not hidden in their properties.
Search, Copy Custom Data and Create New Custom Data sections are available.
The minimum information for a Custom Data to be created is the Permission Zone.
For copying Custom Data, the Original Custom Data ID should be provided in the Permission Zone.

For creating Custom data, perform the following steps:


1. Select work package page and go to Custom data tab and click Create CD .
A new Custom data record is created and is displayed in Custom data grid.
2. To edit Custom data, click on the Custom data link in Custom data grid.
Custom Data Record can be linked to a WP/WI if required and for this reason WP ID Ref. and WI ID
Ref. are available.

Figure 137: Edit Custom Data

Version 4.0 Page 180


IPM User Guide

Note:
If required, a Custom Data record can be created on browser directly from the Work Package itself. Two
links are available for this, Create Custom Data and Custom Data. The first will allow to create and
link directly a Custom Data record to the Work Package, the second to browse directly the Custom Data
record(s) in case created and linked to that Work Package.

10. PROJECT WORK PACKAGE


Perform the following steps to access project work packages.

 From the menu bar Project -> Project WPs.

Figure 138: Project Work Package

 Once the user clicks on Project WPs, auto Search will be triggered. And user will get the
records.

 Copy Project WP, Create Project WP and Delete Project WP functionalities are available.

Figure 139: Project Work Package Page

Version 4.0 Page 181


IPM User Guide

11. REAL TIME INTERFACE


Real Time Interface (RTI) is the semi-automatic linkage between the SAP P20 and IPM related to the
progress tracking area.

There are two phases of RTI integration which are explained as follows:

 RTI Phase 3 and RTI Phase 4.

 RTI 3 is the data transfer from SAP P20 to IPM.

 RTI4 is the data flow from IPM to SAP P20.

 RTI3 can be used without RTI4, but RTI4 can only be taken to use after RTI3.

11.1 Navigation
If you have access to this functionality, the RTI link will be visible in the Upper Menu bar. Once
selected, the following RTI Side Navigation is displayed:

Figure 140: RTI Link

Figure 141: RTI Administration Link

Version 4.0 Page 182


IPM User Guide

Figure 142: RTI Operative Tasks Link

11.2 How RTI3 Works 


RTI data transfer is based on IDOC messages which are automatically* generated from normal
logistics transactions in SAP P20 : Site creation (WBS saved), Sales order creation and specified SO
changes, Service Purchase order creation and specified PO changes, and Service Good receipt or GR
reversal. 

Each IDOC message is carrying the required data, which has been specified for Progress tracking. 

IDOCs are sent from SAP to NAIP within two minute processing cycles (Site data approximately. 5
min). 

NAIP sends an acknowledgement message to SAP once data has been received. Logistics users can
monitor the IDOC status in SAP. 

NAIP converts the IDOC data into suitable format for IPM database and delivers the data there. 

Once the data has been saved to IPM database, it becomes visible to you and can be used in IPM
processing, site creation, WP call off and supplier allocation. Service GR and billing block released data
is automatically processed in IPM.

11.3 Set-up for RTI3 usage

Before Real Time Interface can be used with the semi-automated functionalities, following setups are
required:

 Project alignment

 Region. Zone alignment

 Supplier alignment

 Default Work package set-up

Version 4.0 Page 183


IPM User Guide

All of the RTI-functionalities can be accessed through the RTI-navigation link.

 Project Alignment-It means that all SAP Projects, which have appeared through RTI- data
exchange, need to be linked to an IPM Project. This is done through Project alignment page:

Figure 143: RTI Administration Page

Unknown IDOC processing (WBS aligned retrospectively in Project Alignment page).

1. Activation of WBS in Project Alignment page is crucial in order for IPM to be able to
sort the data to correct IPM project. If WBS alignment has not been done and idoc with
data for an unknown IPM project arrives in IPM, IPM stores all incoming idocs for this
unknown project.

2. When a WBS is linked in Project alignment page retrospectively, IPM checks during
scheduled batch operation all stored data for this WBS and links the data to the project
accordingly. Batch operation is run daily. This functionality ensures, that no idocs are
discarded due to missing WBS alignment.

Note: Data is removed from IPM, if WBS not aligned within 90 days.

Outbound Message Blocking (CA/IA messages)

During specific period end timelines GR and customer invoicing is not allowed and by using Outbound
Message Blocking functionality it is still possible to do IA and CA in IPM. System blocks message
sending towards SAP during blocking period and then messages are automatically processed and sent to
SAP after period end break.

Outbound Message blocking period alignment is mandatory for projects using automatic GR triggered by
IA and Automatic Customer Invoicing triggered by CA in IPM. When a new SAP project is aligned also

Version 4.0 Page 184


IPM User Guide

the blocking period shall be aligned according to sales mode in SAP and country. Blocking periods are
available under drop-down list as in Project Alignment picture.

Region-Zone alignment

This is carried out through Zone alignment page, by selecting the correct Permission Zone in IPM, for
each Region-Zone combination which has arrived from SAP:

Zones become locked as soon as any SAP transactional data has been linked to them in IPM (WP call-off,
SO linkage).

Figure 144: RTI Administration Search Grid

Supplier alignment

This is done using the Supplier Alignment page, where IPM Suppliers can be picked up from a drop-
down list and linked to Vendors which have appeared through RTI:

Version 4.0 Page 185


IPM User Guide

Figure 145: RTI Administration

Default WP Alignment

This is done through the DWP Alignment page, where all of Project’s DWP are available to be linked to
SAP Service Sales Packages that is Service PCI descriptions.

Figure 146: RTI Administration


11.4 Site Alignment 
RTI has three possibilities for SAP and IPM site linkage definition:

Version 4.0 Page 186


IPM User Guide

 Automated linkage (from release 2.0 onwards)

 Manual linkage

 Site creation from SAP-data 


Automated linkage- It works so, that if Site firstly exists in IPM, and thereafter corresponding SAP-
site is created, IPM will automatically link the incoming SAP- site data to correct IPM site. Automation is
based on Customer Site Code (that is Ext. Sys. ID in SAP)

Figure 147: Site Alignment 


Manual linkage- It means that an incoming SAP-site can be manually linked to an existing IPM site-
the sites which require manual linkage are displayed in Site Alignment page. 

Site creation from SAP-data- It means that no site exists in IPM before SAP site-creation for the
Customer Site Code used in SAP as Ext. Sys. ID. The sites which require Site creation are listed in Site
Alignment page. 

In the Site alignment page, the user is presented with all the sites (ZI Partners) that have been created
in SAP, but not automatically or manually linked to any site for the respective project in IPM. 

From here you are able to:


 Export to Excel – This option reports to Excel

 Manual Link – This option moves the site to the bottom section indicating that the site
will be manually linked to an existing site later.

 Auto-Create – This option enables the user to create a site based on SAP data
automatically. Note that this option is only available for TI projects.

Version 4.0 Page 187


IPM User Guide

 No Action – This keeps the site in the current status. This is also the default value when a
site has been detected.

Note:
If the Ext.Syst.ID information is missing from SAP, it will be highlighted in Red. Ask the LC / SAP
logistic user to update the information. In addition, if the Ext Sys. ID is missing, you will not be able to
select any of the options for action. 

The Auto-Create option is only available if the Ext. Sys. ID is available, the respective zone mapping
has been made and you have right permission Zone for the respective Zone and Site Details (C)
permission. 

If you have Site Details (U) permission or even (C) permission but no permission zone access, it will
be displayed like this:

Auto-Create option only available for TI projects 

Note that the same Customer site code cannot be used to create another site within the project for
example if a site already exists in the database with that Customer site code, you will not be able to create
another site. 

It is possible to set several sites to different statuses at the same time even create multiple sites at the
same time, note that if even one site created failed due to validation error, the additional sites will not be
created.

This file excludes SAP- ZI Partners on Project, Region and Zone level for example. Only sites or data
linked to a WBS with format X-XXXX-XX-XX-XXXX will be included into this report 

Any changes to the Ext. Sys. ID in SAP will be reflected in IPM, changing the Customer Site Code
accordingly if conflicts are not occurring. Otherwise the Site will be listed in the section Linked ZI
Partners with conflicting Ext. Sys. ID in Site alignment page

11.4.1 Site Created from SAP Data


If you created a site automatically from ZI Partner details, the system will create a site for you.
Note: this is only possible for TI-projects.

Note:
As you have the ability to create several sites from SAP data, you are not automatically
navigated to the created site after your update. 

It is important to check the differences between the site details in SAP versus. the data held
for the site in IPM. 

SAP is the master for the site data in ZI-partner section, and this data is also automatically
refreshed if new /changed data arrives from SAP 

Version 4.0 Page 188


IPM User Guide

Several fields are put to read-only as the site has been created from SAP data. If you would
like to have this updated, it will have to be done from SAP.
These include
 Site Name

 Customer site code -Note that Customer site code is unavailable, if the site has been
created from SAP data

 Status

 Address

 Postal code

 City

 Region
 Country

11.4.2 Site Linked Manually


If the site is new, but an existing site has already been created in the IPM project the respective ZI
Partner code can merely be linked to the site. If it is an existing site, you will have to perform the
following steps:
1. Find the correct site code.

2. Fill in the correct ZI Partner code.

3. Click Update.

4. Once the ZI Partner code has been linked to the respective site, the ZI Partner details
will get displayed.

Note: 
A ZI Partner code can only be linked to one IPM site. If you try and link it to multiple sites,
you will get an error message. 

If you try to manually link a ZI Partner code by entering a ZI Partner code that is not
recognized by the system, you will get an error message and when you load this record again,
your previous value would be gone 

ZI Partner code can be shared over more than one (1) IPM project (from RTI6 Wave 2
Release onwards). 

When you create a new site that the correct permission Zone is selected upon site creation so
that it is aligned with the respective SAP region/zone combination. 

Version 4.0 Page 189


IPM User Guide

If you have manually linked the site with a ZI Partner, the Customer Site Code change option
is not available anymore. 

SAP will automatically update the ZI-partner data if any changes are made in SAP; therefore
it is crucial that these codes are the same that is Ext. Sys. ID is equal to the Customer site code

Unlinking a site
It is possible to unlink a ZI-partner from the site; this is done through Unlink button (below ZI-
data). As soon as a ZI-partner is unlinked, it can be used again for another IPM site.

Created Sites and how to follow up


Once you have created the site automatically or linked the respective ZI Partner code to an
existing site in IPM, the record will disappear from Site Alignment page. Also, all of the
automatically linked sites are never displayed in this list. You can use this page to follow-up on
the additional sites which require action.

11.5 Sales Orders


The purpose of the Sales Order Status page is to display all new Sales Orders not linked to a Work
Package, and to enable the call-off a suitable Work Package:
From this page the following information can be viewed: 
Ext. Sys. ID – This field is red if the ZI Partner has not been linked to an IPM site. If a site
has been linked, the color changes to white and a navigation link is made available.

Figure 148: Sales Orders

The following tool tips are available:


 ‘IPM Site is not currently linked to any ZI Partner’ when the SO is not assigned to a
called-off WP, and no site linked
 ‘No Site IDOC data in IPM’ when no Site IDOC - SO linked, or not to WP

Version 4.0 Page 190


IPM User Guide

A hyperlink (WP) will be available if the Site is already created/linked in IPM with at least one WP which
is a Multi SO Work Package (amount of different SOG linked to WIs > 1) and the tool tip will be as
Candidate / Candidate Status WP Name 
WBS – This field is red if no mapping for the respective Project-Region-Zone has been made.
Once this mapping is made, it changes to white. 

SO # (WP ID / SOG) – This field is red if no WP has been linked to this Sales Order. Once a
link is made white and a navigation link becomes available. A hyperlink (WP) will be displayed
when the SO has been linked to a WP. In case the IPM WPID and IPM SOG are updated in SAP
side, those information will be available if the SO is not ‘automatically’ linked otherwise (WP)
will get displayed.

WP ID and SOG shall be a number, no other characters nor additional spaces are allowed. for
example WP ID: 6824832, SOG: 2. System shows SO with WP ID and/or SOG in SOS page, if
WP ID and/or SOG field data is in wrong format according to IPM definition. Same behavior in
Sellable Additional Works and Excluded Sales Orders pages. Additionally error message is
shown in RTI Import Status page, as WP ID, SOG cannot be found in IPM DB due to incorrect
format. 
If the respective PCI has not been mapped to a Project Default WP (through Default WP
Alignment page), color is red 

SPO # not linked, red 

Vendor not mapped with Supplier (through Supplier Alignment page), red 

CBM # not mapped for the Sales order is red 

SC Scenario Code mapping defined in SAP side in the WBS Milestone 

WP Call-off button is only available on the following conditions:


 Site has been linked to ZI-Partner which has the same WBS code as Sales order

 Project – Region – Zone has been mapped to permission Zone in IPM

 Vendors – Supplier mapping completed

 Sales order has not been linked to WP, and has at least one Service Sales package
(Service PCI)

Note:

Version 4.0 Page 191


IPM User Guide

Only open Sales Orders are displayed on this page – for example If all the respective Customer
Billing Milestones for the Sales Order have their Billing blocks released and for all the Supplier PO’s the
respective Good Receipting has been done – the Sales order will not get displayed on this page. 

Only Sales Orders on Site WBS level will be displayed for example. if Sales Orders have been created
for other entities like Region or Zone level, they will not be included into this page 

The SAP SO number may have leading ‘0000’s’ in the SAP SO number – IPM will remove the
leading ‘0000’s’ so remember when searching in SAP 

Once linkages have been made to Site or WP, a navigation link becomes available for you to easily
navigate to the data record.

11.5.1 Linking a Sales Order to WP – Automated


1. Select the respective Sales Order that you want to work on.

2. Click Call-Off .

3. The Project Default Work package that has been mapped to the PCI/Service Sales Package
will be displayed.

4. In Case of Multi SO Work Package, the Sales Order Groups should be selected through the
radio button in order to proceed with the next steps. In case of mistakes when selecting SOG the
button Reselect SOG can be used to reset the selection.

5. You should now link all the respective entities for the Work package – Customer Billing
Milestones and Supplier PO’s

6. Here, you have the option to add or remove Customer and Supplier Invoice Triggers for the
called-off work package
If you have selected a SO with Service tasks defined and the respective Purchase scenarios have
been defined for the DWP, the system will automatically, based on the PS defined, link the
Supplier PO’s to the work items (refer Note section below for further details). If additionally the
SO includes Scenario Codes and the respective Billing Scenarios have been defined for the DWP,
the system will automatically, based on the BS defined, link the CBMs to the work items (see
Note section below for further details).

Once the call-off has been made, you will be navigated to the Work Package page.

If you did not already link the entities (CBM and SPOs) at the time of call-off, they will still be
highlighted in red in the Sales Information box for user update – you will now have to manually
update and link the respective entities

You are now able to update the relevant Work package details.

Note:
You must consider the related rules for Work Package call-off 

Version 4.0 Page 192


IPM User Guide

If there is only one (1) CBM and one (1 ) SPO and the DWP has only one (1) CIT and (1)
SIT, the system will automatically link the entities 

If one CBM and multiple SPO and no purchase scenario defined, then manual linkage needed 

If one CBM and multiple SPO, purchase scenario defined and all SPOs available in IPM, then
automatic linkage needed.

If multiple CBMs and no BS defined, then manual linkage needed. 



If multiple CBMs and BS defined, then automatic linkage needed.

If you decide to increase the CIT/SIT the respective Customer Billing Milestones and
Supplier PO fields will be enabled. 

You can select another DWP even if the system proposed a DWP to be called-off 

Do not create more customer and supplier invoice triggers than are required for the sales
order, this will affect your internal and customer acceptance processes 

If a Purchasing Scenario (PS) has been found for the call-off, the system will automatically
assign the Supplier PO’s to the WI based on the Service tasks used in the Supplier PO’s and
based on the DWP PS defined.
o The suggested linkage above can only be changed by changing the supplier invoice
trigger setting or changing the PS in the DWP.

o If however, the Supplier PO linkage is changed from the above, note that IPM will
overwrite the user change once any updates for the Supplier PO’s are received through
the RTI interface. But the SPO will not to be ‘moved’, even if match is found, if the SPO
is already linked to a WI that has been internally accepted. 
If a Billing Scenario (BS) has been found for the call-off, the system will automatically assign
the CBM’s to the WI based on the IPM SC used in the SAP WBS Milestone and based on the
DWP BS defined.

 Once the call-off is made, the following fields are automatically updated by the system:
 SAP Sales Order number

 SAP Service Order number

 SAP WBS Code

 Linked entities (if user already defined)

 Customer PO# and date are available

 (Note that Customer PO# is put to read-only) 


Version 4.0 Page 193


IPM User Guide

 Again, once all the entities have been linked, the Sales Order information will disappear from
Sales Order Status page

 In Multi Sales Order WP, once the WP is called off, the SO will be linked to the SOG
selected during the call off WP from SO. Additionally all the SOGs defined in the DWP will
be available for further manual linkage. Maximum number of RTI CPO is 15 and those can
be created using the button Create RTI CPO in Order Details Page.

 In case more than one SAP SO/SvO is assigned to the same WP and more than one WBS
elements linked to them, the WBS field on the WI Details page will be updated as
MULTIPLE

11.5.2 Linking Sales Order to WP – Manually


If the corresponding WP has already been called-off the linking can be done manually.
1. If no WP has been called-off, a WP has to be called-off manually (or you can do the
call-off automatically, refer previous chapter)

2. Insert the SO to the SO # field in the WP and click Update.

As you link the respective entities for the Sales Order, the colors will change to white
indicating that the link has been made.

Note:
Keep in mind that the SAP SO number can only be linked to one WP in IPM, if you try and
link another WP with the same SAP SO number , you will get the following error:

If you tried to link a SO number to a site which has a different ZI Partner code, the error will
be displayed:

If an invalid SO number is added, the following error will be displayed:

Once the linkage is made, the following fields are automatically updated by the system:
 SAP Sales Order number

 SAP Service Order number

 SAP WBS Code

 Customer PO# and date are available

 (Note that Customer PO# is put to read-only) 


Remember, that once you have linked this SAP SO number including all entities, the record
will be removed from the RTI – Sales Order Status page 

If the Sales Order only had one SPO and one CBM and the DWP had only one SIT and one
CIT defined, the system will automatically link the entities to the WI. 

Version 4.0 Page 194


IPM User Guide

If the original WP has a WBS code that does not correspond to the new SAP Sales Order
number it will be overwritten. 

Remember that once you have linked this SAP SO number, the color in the Sales Order Status
report will change to white, indicating that the link has been made.

11.5.3 Latest Delivery Date and Supplier Purchase Order Information


If any HW is ordered as part of the Service Sales Order, the latest confirmed delivery date will be
calculated based on all the items purchased and this date will be available on the WP page.
The Supplier PO data is also visible, depending on the Access Rights (Extended Permissions –
Accept. only), in the RTI Customer Purchase Order records:

Note: 
Note that latest delivery date information excludes all locally purchased items

11.5.4 Work Item Linkage


For both the manual and automated processing of Sales Order and WP, you can update the
relevant Customer Billing Milestones and Supplier PO’s to the respective Work items on the WI
page. Only the respective Supplier PO for this SAP SO and Customer Billing Milestones for this
SAP SO will be available for your selection.

11.5.5 Work Item – Customer Invoice Trigger


1. Select the correct customer billing milestone for the WI (if not already done in the automated
process).

2. Once the work has been completed, the customer acceptance is completed.

Based on the Customer acceptance, the billing block is released (LC responsibility and done in
SAP) – once this is done in SAP, through RTI, the data will be available in BB Released (SAP)
field in read-only mode.

Note:
The Work Item has to be a Customer Invoice Trigger for you to be able to link a Customer
Billing Milestone number to it, check your default WP. 

A Customer Billing Milestone can only be linked to one SAP SO and one Work item – for
example, only one WP. 

For RTI Phase 3 upwards – The manual input of Billing block released is not required as the
system will automatically check when this is done in SAP and make the information available in
read-only mode. Note however that you had to ensure the linkage of the Customer Billing
Milestones first. 

Note that the Customer Billing Milestone combines the actual billing milestones number from
SAP and the description for easier recognition. 

Version 4.0 Page 195


IPM User Guide

For RTI projects (SOG>1) acceptance check box remains unavailable until CBM has been
aligned to CBM # field for WI.

11.5.6 Supplier Invoice Trigger


To trigger supplier invoice, select the correct Supplier PO number for the WI (if not already done in the
automated process).
Once the supplier invoice work has been completed, the Internal Acceptance is completed.

Based on the Internal acceptance, the GR in SAP is completed (LC responsibility and done in
SAP), once this is done in SAP, through RTI, the data will be available in GR date (from SAP)
field in read-only mode.

Note:
• The Work Item has to be a Supplier Invoice Trigger for you to be able to link a Supplier PO to
it, check your default WP.

• A Supplier PO can only be linked to one SAP SO and one Work item – for example only one
WP.

• The Supplier PO combines the PO number and Vendor name for easier recognition.

• For Phase 3 upwards – The manual input of the GR in SAP is not required as the system will
automatically check when this is done in SAP and make the information available in read-only
mode. (If the SPO was linked to this WI first).

• For RTI projects (SOG>1) acceptance check box remains unavailable until SPO has been
aligned to SPO # field for WI.

11.5.7 SAP Project Selector 


The SAP Project Selector is visible at the top of the SOS page at all times.

The selector lists only those SAP Projects which have Sales Orders. 

Below each listed SAP Project, the page displays the total number of not marked Closed SOs
in each of the SAP Projects. Closed marked SOs have all the CBMs BBR'd and all the SPOs
GR'd. This should help to predict the loading time (page load time correlates with the SO count). 

As the last item selector offers ALL (that is, data is loaded from all SAP Projects). 

For small IPM projects (those with less than 1000 sales orders) the ALL option is defaulted
so that when you click on the Sales Order Status link the page displays immediately all the Sales
Orders 

Version 4.0 Page 196


IPM User Guide

For large IPM projects (those with at least 1000 sales orders) the project is defaulted and no
Sales Orders are displayed until the user selects one of the SAP Projects (or ALL) 

Safety Features:
 For large IPM projects (those with at least 1000 sales orders) the user is asked for
confirmation if they click the ALL link

 All links in the SAP Project Selector have double-click detection, that is, if the user
clicks any of the links while the page is already loading, they will be alerted

 For the largest IPM projects (those with at least 10.000 sales orders); the ALL link is
unavailable for performance reasons. Clicking the link results in a pop-up window
explaining that the link has been dimmed for this reason.
 Excel Export – This exports the same (SAP Project specific) data as is displayed on the
screen. The file name contains the Project ID (as previously) plus the SAP Project Code.
With the ALL option the file naming is unchanged from earlier releases

 Usability
 Sales Order Status page ‘remembers’ your latest SAP Project selection for the
duration of the session; that is if you chose a certain SAP Project and then go to
some other page , for example to call-off a Sales Order , then the previously
selected SAP Project is defaulted when you next return to the Sales Order
Status page.

 The selected SAP Project is displayed in the header of the Sales Order listing:

 The same SAP Project Selector as in Sales Order Status page has been added
also to the Excluded Sales Orders page.

 Selected SAP Projects are remembered between these two pages, that is, if one
chooses a certain SAP Project on Sales Order Status page and then clicks the
Excluded Sales Orders link, one is displayed the Excluded Sales Orders for
the same SAP Project.

11.6 RTI3 with Full Scope


• It is possible to include the full scope of SAP Sales Order data into RTI3 data flow from SAP
• This means that all PCIs, other than service PCIs (non-service), and Customer Billing
Milestones are visible in IPM
• Non-service PCI definition is based on SAP master data. PCI Item Categories for ZO06 Project
Order:
– Services PCI Item categories are: ZT45 for local and ZT4R for global. In CSM cases
Global Service PCI Item Category is ZT4S.
– Equipment’s / HW’s and Software/SW PCI Item categories: ZT40 for global and ZT4Q
for local.

Version 4.0 Page 197


IPM User Guide

11.6.1 How to activate the Full Scope data flow from SAP
Projects are activated to the RTI Data exchange using a special controlling table in SAP.
• Transaction: YCSIPM
• Enter Project ID
• Select Data transfer method
• 00 No Transfer
• 01 Batch file transfer
• 02 Real-time transfer (Service Only)
• 03 Real-time transfer (Full Scope)
• Add Username in column User
• Cost and Progress Managers have the authorization to activate/change projects into this
table
• Once the transfer method has been changed to Full Scope, all new Sales Orders will
include all types of PCIs and all Customer Billing Milestones (also SO changes that
generate IDOCs)

11.6.2 Full scope / automatic hiding feature in IPM


Full scope means that more PCIs can be sent from SAP than ‘services only’ mode. Therefore,
IPM has a special feature to simplify the user interface, with automatic hiding of ‘non-service’
PCIs in SOS page, Sellable Additional Works page, Extra Works page, and Order Details
page
• New value weight H is available in DWP maintenance to define a DWP as hidden type
of WP
• Project should create one new DWP for hiding purposes when planning to use Full
scope

• This kind of WP selection impacts to how other than service PCIs (non-service PCI) are
linked in IPM. Incoming non-service PCI is automatically linked to H type DWP if
available
• If WP has H, by default PCIs are hidden (but can be uncovered)
• Non-service PCI is based on SAP master data (item category)
•There is a setting on SAP-project level to activate/ remove the automatic hiding.
• Project team can choose if they like to hide or display the non-service PCIs as default.
• It is possible also to hide a service PCI by manually linking the incoming PCI to H type
DWP (through Default WP alignment).
 New Auto Hide check box to enable or disable automatic link of PCI to hidden DWP.
 Updated by and Updated on is automatically populated by the system based on today’s date
and using your NOLS username when changes are done on Auto Hide field Default value is
‘auto hide active’.

Note:
Steps to activate Automatic Hiding:
• Select on Project Alignment the Auto Hide check box
• Define a DWP for example. Hidden PCI and give the DWP a weight of ‘h’
• In the DWP alignment page, map all detected PCI to the newly created DWP Hidden
PCI with weight of h
Version 4.0 Page 198
IPM User Guide

As a result of the setting above:


• All PCIs that are mapped to a DWP with weight of h will be grouped under the link
Hidden PCIs (in brackets the quantity of PCIs hidden). .
• To have a look at the PCIs hidden, just click on the Hidden PCIs (#) or the link Show
all PCIs according to the following picture.

11.7 How RTI4 works


RTI4 process links IPM acceptances and SAP logistics transactions through automated data transfer:
 Internal Acceptance done in IPM will automatically make the Goods receipt posting in SAP
for the entire SAP Purchase Order, and at same time actual costs are recognized.

 Customer Acceptance done in IPM will automatically release the Customer Billing Milestone
in SAP, and this step will automatically bring the Sales Order to Invoicing list for logistics.

 Pre-requisite is that Project is using RTI3 interface.


 RTI4 process Activation is done in IPM system: IPM project level, SAP Region/Zone WBS and
Supplier levels available, to give maximum flexibility.

 There is a message Monitoring process in IPM and SAP. IPM monitoring is T2 support task. SAP
monitoring is SAP Logistics Key User task.

11.8 RTI4 set-up in IPM


IPM has multiple level activations relating to RTI4 data transfer, so that projects have maximal flexibility
for using either automated BBR and/or automated GR.
Activations are done on the following levels:
 IPM Project activation - overall RTI4 set-up

 SAP Region-Zone activation - GR and BBR separately

 Supplier activation - GR only

IPM Project level activation must be requested from IPM Support through RMT process:
After IPM Project level activation, SAP Region-Zone activation is available in Zone alignment page, and
it is selectable for GR and BBR separately.

Supplier activation in available Supplier Alignment page, for GR only.

Note: Activations can also be removed in IPM, but then you will need to be very careful and agree with
Logistics / SAP users beforehand, to ensure they will continue with manual processing instead.

11.9 RTI 4 acceptance Message triggering in IPM

Note: Only RTI3 projects can start to use RTI4 solution. Automated Goods Receipt will only take place
when all the following criteria has been met:

 IPM Project set to SAP Phase 4 - To allow IA message creation, and data flow to SAP

Version 4.0 Page 199


IPM User Guide

 RTI SPO assigned to the Work Item with SIT

 SAP Region-Zone for the SPO has been activated for RTI4

 Supplier/Vendor has been activated for RTI4

Automated Billing Block Release will only take place when all the following criteria has been met:
 IPM Project set to SAP Phase 4 - To allow CA message creation, and data flow to SAP

 RTI CBM assigned to the Work Item with CIT

 SAP Region-Zone for the CBM has been activated for RTI4

 CBM is yellow or green (in YSMBIL report in SAP)

If the RTI4 criteria are met, and RTI4 messaging is about to happen from the acceptance, lightning strike
symbol is displayed next to the Acceptance check-box:

Message triggering:
 Acceptances can only be marked once the Actual date is given for the work item, this will enable
the check box.

 Internal Acceptance (IA) in IPM will generate an IA-message in IPM, which is sent through
NAIP to SAP P20, and will trigger the GR posting in SAP.

 Customer Acceptance (CA) in IPM will generate a CA-message in IPM, which is sent through
NAIP to SAP P20, and will trigger the BBR posting in SAP.

 In addition to the Internal Acceptance and Customer Acceptance in IPM, no further acceptances
are required, but SAP transactions are allowed directly based on the IPM data.

 RTI 4: Triggering SAP transactions from IPM acceptances

11.10 RTI4: IA/CA message information in IPM

Order Details page includes information concerning IA and CA messages on WI level as soon as an
acceptance has activated the automated GR or BBR.
 Message number by IPM

 Time stamp for status shown


 Status of message: Requested, Ready for NAIP, SAP Received, Closed (Support)

 Additional faulty statuses: Failure (IPM), NAIP NACK


 By clicking the underlined IA/CA message number in Order Details page information
concerning the message (XML) will be displayed.

Version 4.0 Page 200


IPM User Guide

Note: The user shall create a RMT to IPM T2 Support including the information displayed above (if
available), if:
– A faulty message status (Failure (IPM), NAIP NACK) is found

– A message is not in status ‘SAP Received’ even two hours later than time stamp

IPM Support uses a RTI4 message monitoring tool for traffic monitoring and problem solving.

11.11 Sellable Additional Works and Extra Works

Figure 149: Sales Orders

11.11.1 Definitions
In standard customer order -driven execution process: 
The normal scope of works is agreed with customer. 

Customer commitment is received (Customer PO). This authorizes the purchasing of


related services and materials. No separate approvals required (for example. PO
approval). 

If the scope of work changes after this, one of these processes needs to be followed:
 Extra works process (Non-quality costs or Project extra work), non-
sellable.

 Sellable additional works process. 


This basic separation is based on initial understanding if the extra work will be
possible to invoice from Customer or not 

Version 4.0 Page 201


IPM User Guide

In case of non-sellable extra works, these cases are further categorized based on the
reason of extra works, to enable follow up reporting locally and globally.

11.11.2 Sellable Additional Works


All orders placed in SAP, which are defined as Sellable additional works, will be displayed in the
Sellable additional works page.
The same business rules are applicable however the page does not allow the end-user to call-off a
WP as a WP should have been called-off prior to the order being placed into SAP.

11.11.3 Extra Works


All orders placed in SAP, which are defined as Extra works, will be displayed in the Extra works
page.

Figure 150: RTI Operative Tasks


The same business rules are applicable however, the page does not allow the end-user to call-off a
WP as a WP should have been called-off prior to the order placed into SAP.

11.11.4 Intelligent Updating


 To facilitate the automated updating of both Sellable additional works and extra works,
IPM has been designed to ‘automatically update’ the respective WP based on the
following criteria.
 If an order (sellable or extra works) has been received by the system that contains an CR
id (from SAP) which corresponds to the project CR ID, the system will:
 For Sellable additional works - Check if the WP has a SO# linked to it – If not the
system will automatically link the SAP SO# to the respective WP on SOG = 1

If the SO has only one CBM and the WP has only one Customer invoice
trigger, link the CBM to the respective WI 

Version 4.0 Page 202


IPM User Guide

If the SO has only one SPO and the WP has only one Supplier invoice
trigger, link the SPO to the respective WI

 For Extra works – Check if the WP has a SvO# linked to it – If not the system will
automatically link the SAP SO# to the respective WP on SOG = 1
 If the SvO has only one SPO and the WP has only one Supplier invoice trigger, link
the SPO to the respective WI

 If the ‘intelligent updating’ did not meet this criteria, the end-user will have to
manually link the entities, for example, link the SO# or SvO# and respective CBM
and SPO.
However, if the CR ID was missing and updated in SAP and a new IDOC resent (as
this change will not automatically create a new IDOC), the same logic will be used to
check if any automated updated can be made

11.12 Purchasing and Billing Scenarios

11.12.1 Service Tasks and Purchasing Scenarios 


During the intelligent updating described in the previous chapter, once the order can be linked
to the WP, IPM will additionally check if any suitable Purchasing scenario’s (PS) can be found
based on the Supplier PO’s service tasks used and based on the PS defined for the relevant DWP. 

If a suitable PS match is found, the system will automatically link the SPO to the WI and it is
displayed in Order Details page in Service Task field. 

PS matching business rules:


 It is possible to create a PS within one SOG (normal case), but also over multiple
SOGs. In this case, the matching of PS is restricted to the specific SOG to which the
SO of SPO is linked.

 Matching is attempted only in case the counts of SITs and non-deleted SPOs match
(for example. two of both).

 In case of match the user is still able to change the SPO selections.

 If user has manually changed the SPO selection, next SPO message will update
according to created PS.

 PSs are ‘considered’ in the same order as they are on the PS Management page.

 If a match is found, the later scenarios are not considered anymore, but instead the
linkages are done based on the found scenario.

 PS matching logic does not take place, if IA done for one or more SPOs within the
PS/SOG.

Version 4.0 Page 203


IPM User Guide

Same rule applies for the order if it has only one SPO and one SIT, the system will
automatically link the SPO to the WI defined as a SIT – irrespective of the fact that PS and
Service tasks might be defined.

11.12.2 Scenario codes and Billing Scenarios 


Billing Scenarios (BS) are handled similarly as Purchasing Scenarios (PS). During WP call-
off through SOS page, SO linkage through WP ID, manual linkage to a WP or when a new SO
idoc is processed IPM will try to do BS matching, that is if any suitable BSs can be found based
on the CBM Scenario Codes (SC) used and based on the BS defined for the relevant DWP. 

If a suitable BS match is found, the system will automatically link the CBM to the WI and it
is displayed in Order Details page in SC field. 

BS matching business rules:


 It is possible to create a BS within one SOG (normal case), but also over multiple
SOGs. In this case, the matching of BS is restricted to the specific SOG to which
SO is linked.

 Matching is attempted only in case the counts of CITs and non-deleted and non-
EE (Excluding Equipment) CBMs match (for example. two of both).

 In case of match the user is still able to change the CBM selections.

 If user has manually changed the CBM selection, next SO message will update
according to created BS.

 BSs are ‘considered’ in the same order as they are on the BS Management page.

 If a match is found, the later scenarios are not considered anymore, but instead
the linkages are done based on the found scenario.

 BS matching logic does not take place, if CA done for one or more CBMs within
the BS/SOG.

However, note again that if order has only one CBM and one CIT, the system will
automatically link the CBM to the WI defined as a CIT– irrespective of the fact that BS and SCs
might be defined.

11.13 Excluded Sales Orders 


Due to project specific setup of contracts, from time-to-time there may be orders that will not
be followed-up on a per site basis (although they are placed in SAP on a per site basis) – for
example, Freight services.

Version 4.0 Page 204


IPM User Guide

Figure 151: RTI Operative Tasks


With the approval of the Cost and Progress manager, if there are orders that can be excluded
from the follow-up, the following process can be used to exclude the Sales orders from the
normal Sales order Status page. 

Define a Default Work Package – for example Excluded SO and give the DWP a weight of e. 

In the Default Work Package alignment page, map all detected SSP to the newly created
DWP Excluded SO with a weight of e. 

All SO that has a SSP mapped to a DWP with a weight of e will be moved to the Excluded
Sales Order Status page.
Examples:
• If SO only contains one PCI (SSP) and mapping to DWP with weight is e – not in SOS page but
in Excluded SO.

• If SO contains multiple PCI’s (SSPs) and even one DWP mapping indicates weight of e – not in
SOS but in Excluded SO.

11.14 RTI Import Status Page


This page displays a list of IDOCs that were discarded or require some attention.
The page opens with any data records from the current day, and it is possible to select for up to 30 days
using the refresh function at the top of the page. The returned data can also be exported to Excel.

Version 4.0 Page 205


IPM User Guide

Figure 152: RTI Import Status Monitor


The section Audit Events Indicating Error displays the discarded IDOCs, ones where there were errors
and some data records with missing data.
The section Unprocessed IDOCs primarily displays the cases that appear on the fortnightly Laundry List.

12. Non Conformance Updates


Non conformance updates enables in IPM the option to unlock certain business rules which affects work
item fields so that a Key user with Non conformance permissions can still perform necessary updates to
corresponding fields together with a function that logs the updates done by the KUs when unlocking this
BRs.

Non Conformance updates can be done at below three models:


 Site Work Package
 Mass Update WI
 Mass Update Via Data file

Any “Non Conformance” update is logged towards a non-conformance table in IPM. Log details can This
table/s to be mapped towards reporting (creation BO objects), to enable reporting containing all the
details related to the non-conformance update stored in IPM.

Version 4.0 Page 206


IPM User Guide

Figure 154: Non conformance rules

Non Conformance Rules


 Non conformance 000 - Allow update of plan date
Non conformance access allows user to update Planned date field via user interface and mass update WI
or using data upload file should be possible and the field should be open for update when planned date
is not null
 Non Conformance 001 – Allows update of work item fields
Non conformance access allows user to update work item fields such as Forecast, actual date, Person
and Company when IA or GR are not null
 Non Conformance 002 – Allows update of work item fields
Non conformance access allows user to update work item fields such as Forecast, actual date, Person
and Company when CA or BRR are not null
 Non Conformance 011 – Allows update of IA date/username
Non conformance access allows user to update IA date/username when IA is not null
 Non Conformance 012 – Allows update of CA date/username
Non conformance access allows user to update CA date/username when CA is not null
 Unlock rule which disables SPO field
SPO # should be enabled, Non conformance user can update SPO #

Version 4.0 Page 207

Вам также может понравиться