eVPM INSTRUCTIONS for SUPPLIERS
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30Jul24
05jul24
20jun2024
25apr24
Rev
Date DD/MM/YY
Issued
Issued
Issued
Issued
STATUS
Roberta Ruggeri/Audrey Ughetto
Roberta Ruggeri/Audrey Ughetto
Roberta Ruggeri/Audrey Ughetto
Roberta Ruggeri/Audrey Ughetto
n.a
n.a
n.a
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WRITTEN BY (name & visa)
CHECKED BY (name & visa)
APPROVED BY (name & visa)
DOCUMENT REVISIONS
INDEX
Page
1.1. 1.2.
2.1. 2.2. 2.3. 2.4.
3.1.
4.1. 4.2.
5.1.
7.1.
8.1.
ACCESS TO EVPM Software Requirements Address, Access and Support
GUIDE FOR NAVIGATION IN EVPM To do List eVPM Login/Logout Page eVPM Home Page MR view
NOTIFICATION OF INSPECTION (NOI) MODULE Create a NOI
MANUFACTURING DATA RECORD BOOK (MDRB) MODULE Create MDRB Index Create MDRB
SUPPLIER PUNCH LIST (SPL) MODULE Manage SPL
OUTSTANDING SUPPLIER PUNCH LIST (OSPL) MODULE
MONTHLY PROGRESS REPORT (MPR) MODULE Create a MPR
IRN MODULE Manage IRN
PIM/HOM
3 3 3
3 3 4 5 10
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22 23 25
28 29
31
33 33
41 42
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1.
ACCESS TO eVPM
1.1.
Software Requirements
In order to use eVPM please follow Edge and/or Chrome.
1.2. Address, Access and Support
The URL address of eVPM is:
https://evpm.apps.technipenergies.com/
Supplier contacts will receive an e-mail generated by eVPM with the link to access
If you need some support on eVPM please contact this email address : evpmglobalsupport@ten.com
GUIDE FOR NAVIGATION IN EVPM
2.1.
To do List
o Main contact in eVPM can create the accounts for their colleagues (tutorial videos available) o Notification of Inspection to be created inside eVPM (tutorial videos available) o o When a SPL is created inside eVPM by the Inspector the Supplier will provide inside eVPM the closure
Index of the MDRB and then MDRB to be created inside eVPM (tutorial videos available)
date and closure evidences.
o When an OSPL is created inside eVPM by the Inspector the Supplier will complete the OSPL and sign it
in eVPM
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o Create the Monthly Progress Report inside eVPM o Sign the IRN inside eVPM
2.2.
eVPM Login/Logout Page
To log-in in eVPM click on the link received by mail
To logout from eVPM, click the username on top right side of the screen.
Click “Yes” for confirmation
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2.3.
eVPM Home Page
As soon as Supplier will access, in the top left side of the screen will find this menu
Selecting “Dashbord”, a welcome page will appear with a summary of various that can can be customized.
Click on the username on top right side of the screen and select “Settings”
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A “shopping item” page will appear, and supplier can select the data to see in welcome page
Selecting “Project” , it will appear the list of the Projects for which Supplier received a Purchase Order and on which eVPM is already deployed.
It contains general information about the Project.
The order of the columns can be customized.
The layout grid can be saved.
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Click here
and then assign a grid configuration name.
The various grid configurations can be selected.
By selecting “Admin” Supplier will have the possibility to edit the data relevant to itself or it sub-suppliers.
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Manage Supplier Data
By clicking on “Manage supplier”, Supplier can add a contact of its organization This contact will receive a link though e-mail to access eVPM
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Manage Sub -supplier Data
By clicking on “Manage Sub-suppliers”, Supplier can add a list of its sub suppliers with the relevant main information.
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2.4.
MR view
Clicking on Project name, it will appear the list of the Material Requisitions for which the Supplier has received a Purchase Order.
The order of the columns can be customized, and configuration grid saved (see para 2.3.)
Clicking on MR number, Supplier will have a page contains general information about the MR/PO This information is not editable by Supplier.
Supplier will also find the list of items/tags included in the Material Requisition with main information (Description, qty, Contractual delivery date, IRC date, Delivery Place , Heat number).
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Supplier will have the possibility to:
• Assign one or more tags to its Sub-suppliers
2.Click here
1.Select the tags to be assigned
Supplier will select the sub supplier and will push “Assign”
Sub supplier can act as “Supplier “in all the modules but only for the part of items assigned to him.
• Add subcomponents
Supplier will have the possibility to add one or more sub-components for each tag not indicated in the MR (i.e in case of Packages).
Supplier will expand the tag
Click here
Click here
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Supplier will add the details of subcomponent (number and description) and will have the possibility to assign to its sub supplier.
2 Click here to add
- Fill in the information
Supplier will have the possibility to edit/cancel the subcomponents added, if needed.
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3.
NOTIFICATION OF INSPECTION (NOI) MODULE
NOI module shall be dedicated to generating and monitoring the “Notification of Inspections” issued by Suppliers and then managed by T.EN, in compliance with Project requirements.
In the MR view, Supplier will enter in NOI module
Supplier can:
- Create a new NOI
- Modify/Revise NOI
- Validate a sub-supplier NOI (future implementation)
- Download NOI
Sub-Supplier (permissions are limited to its part of supply) can:
- Create a new NOI
- Modify/Revise NOI
- Download NOI
3.1.
Create a NOI
To create a new NOI, Supplier will click on “Create NOI”
A new page will open, and the Supplier will have to put inside all the requested information pertinent to the NOI.
• Tags
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2.click here
1.Flag the tags
Supplier will have the possibility to indicate the notified quantities for inspection.
As alternative, Supplier will have the possibility to download the list of all tags clicking
The Excel file extracted can be used by Supplier and then uploaded clicking
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• FQCP Steps
Supplier shall insert the FQCP Step clicking here
Supplier will put the requested information inside the form
Mandatory ones are:
o Tag associated to FQCP step (supplier will select the tags from the list) o FQCP step number o FQCP reference o Duration (how many hours) o Starting time o Start and end Date o Attendance Level for TEN & for Client o Activity description
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Click here
•
Inspection Place details
Supplier will have the information relevant to inspection location
• Supply status
Supplier will have to indicate of the supply is “partial” or “complete”
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• Contact people
Supplier will have to indicate the people inside its organization to be contacted for inspections
2.Click here
1.Flag the contact names
If a contact is not yet listed, Supplier can add clicking “Add New Contact”.
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Click here
• Applicable documents
Supplier will have to indicate the technical documentation applicable for the inspection adding it manually or selecting from GAIA list
Option1
click on “Add New document”
Data inserted shall be the same of the ones uploaded into GAIA tool and include:
o Document number o Document title o Revision number o SR Code
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o Review Code
If Supplier will insert one document in code 1, the tool will show an alert requesting the confirmation of the action
Option 2 click on “Add GAIA document”
A pick up list will appear and Suppliers will have the possibility to select the documents necessary for inspection
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• Mailing list for NOI distribution
Supplier will have to indicate to the people outside its organization to whom the NOI will be received (T.EN and Client email addresses communicated as per Project instructions).
If a contact is not present in the mail list, Supplier shall click “Add Additional contact” to add it.
When all the previous information has been inserted, at the end of the page the Supplier can:
save the NOI as “draft” to submit later on
• • Register NOI to submit it officially
Each NOI submitted shall be automatically numbered at “MR level”.
As soon as registered in eVPM, the NOI shall be dispatched, simultaneously and automatically, to all the email addresses indicated in the dedicated field inside the NOI form.
Each NOI shall be stored into eVPM through a dedicated line record. Supplier will have access exclusively to NOIs created by itself or by its sub-suppliers (belonging to the MRs assigned).
The order of the columns can be customized and configuration grid saved (see par. 2.2).
Each NOI will have a dedicated column to show the status of the NOI (e.g. Submitted, Draft, Accepted, Rejected, Assigned, Transferred, Closed, etc…). It will be highlighted also when the NOI has been issued with less time notice requested (SHORT NOTICE).
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There will be also an alert in RED when the NOI submitted has a document in code 1.
NOI can be revised by clicking the icon In that case, the revised NOI shall follow the same process of the original NOI. The revised NOI takes the same serial number of the old NOI, just changing the Revision number. The revised NOI replaces the old NOI in the dashboard.
NOI can also be duplicated by clicking the icon
.
NOI can be viewed clicking the icon
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Supplier will have the possibility to download the NOI in pdf file.
MANUFACTURING DATA RECORD BOOK (MDRB) MODULE
MDRB module shall be dedicated to the management of the MDRB (Manufacturing Data Record Book), The module will include functions to create the Index, facilitating the upload of documentation towards the MDRB “sections”, automatizing the compilation of the dossier and granting the traceability of documentation linking it to relative tags.
In the MR view, Supplier will enter in MDRB module
-
Click here
-
Flag the NOI
In MDRB module Supplier will:
create and modify index upload files
• • • delete files (if not already signed by T.EN) • download the finalized copy of the MDRB
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4.1.
Create MDRB Index
The MDRB will be created by Supplier according to a standard pre-determined Index (different for each commodity) customized according to Project needs, respecting the minimum requirements as per T.EN Spec. PP-015. To create a new Index, Supplier will click on “Create MDRB Index”
Index and relative MDRB can be specific for a single item tag, a family/series of tags or an entire MR. In case the Index shall be defined for a specific tag (or for a series/family of tags), it will be applied to the MDRB of that specific tag only (or to a specific series/family of tags only).
2.Click here
1.Flag the tags
As alternative, Supplier will have the possibility to download the list of all tags clicking
The Excel file extracted can be used by Supplier and then uploaded clicking
In case of the first Index, Supplier shall select “New Index” and click “Add new section”
A screen will appear to compile the sections of the index.
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2.Click here to save
The index can include different paragraphs and sub-paragraphs
1.Write the name of section
Click here to add a sub section
2.Click here to save
1.Write the name of sub- section
To modify the title of the section/sub section click the icon
To delete a section/sub section click the icon
In case there are index already uploaded, Supplier shall select “Duplicate Index” to create a new one
Index shall be prepared by Supplier also compiling a standard excel table to be downloaded and then uploaded into the tool
Click here to create new index
When the index has been created, at the end of the page Supplier can:
•
save the Index as “draft” to submit it later on
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• Submit officially the Index
Supplier can create as many Indexes as needed.
Each Index submitted shall be automatically numbered at “MR level”
Each MDRB shall be stored into eVPM through a dedicated line record Supplier will have access exclusively to MDRBs created by itself or by its sub-suppliers.
The order of the columns can be customized and configuration grid saved (see par. 2.2)
Each line will have a dedicated column to show the status of the MDRB index (submitted or approved) and MDRB (e.g. Index under approval, in Progress, etc…).
The first issue of the Index shall be mandatorily approved by the assigned Inspector before proceeding with further steps (i.e. MDRB population). Supplier can always, anytime, modify the Index as the supply progresses
clicking the icon
The Supplier will have the possibility to download the index in Excel or Pdf file.
Flag here
4.2.
Create MDRB
Once the index is created and reviewed by the (Lead) Inspector, all required documentation can be uploaded.
Supplier will click on icon
to enter inside the MDRB and go to “Step 2 : Upload Documents”
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Each time a document is uploaded into the MDRB, Supplier will have to indicate in which section the certificate shall be recorded.
-
Click here to upload the document
-
click on the section
1.Add the file
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Enter Description
-
Flag the item/items
-
click here
In case the MDRB refers to several tags, Supplier shall select, from the tag list, the tags to which the uploaded certificate is referring to (more/all tags can be selected simultaneously).
Supplier shall provide “native” searchable files or making scanned files searchable through dedicated function (i.e. OCR). In case a file is found “non searchable”, eVPM will alert Supplier
The status of a document uploaded by Supplier will appear as DRAFT
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The Supplier will then flag the document and send it for Approval.
1.Flag the document
Each document/certificate uploaded by Supplier will be marked as “To Be Reviewed” until the assigned inspector reviews it.
- click here
As soon as a file is formally reviewed by the assigned inspector, it becomes “frozen”, no longer modifiable nor erasable by Supplier
If any file needs to be deleted from MDRB:
•
if the file is still NOT reviewed/stamped by Inspector, Supplier can do directly clicking on icon
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•
If the file is already stamped by Inspector, Supplier will request to remove the stamp clicking on this
icon
When all the documents have been uploaded by the Supplier inside the MDRB, the inspector shall check the completion of the MDRB. If the MDRB is deemed satisfactory, the inspector will finalize and so freeze the MDRB. After its finalization, the MDRB could not be modified by Supplier If any modification is required, the Supplier will have the possibility to request the removal of final validation inspector to let MDRB editable again.
Then, a new check and following “approval” by inspector shall be performed in order to finalize the MDRB.
Supplier will have the possibility to download MDRB once it is finalized.
During the compilation of the MDRB, the system shall check the presence of closed Punch points related to the tags included in the MDRB. In case any Punch point has been issued (and then closed) towards the tags involved in the MDRB, eVPM shall include inside the dedicated section of the MDRB the list of closed Punch points.
Moreover, if also an Outstanding SPL (OSPL) is present, it shall be included into the MDRB. Also in this case the OSPL shall be included automatically inside the MDRB, in the relevant section, as far as it is accepted by the Site Manager.
SUPPLIER PUNCH LIST (SPL) MODULE
SPL (Supplier Punch List) module shall be dedicated to track and manage the pending actions to be completed by Supplier within a specific date.
In the MR view, Supplier will enter in SPL module.
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A dashboard will be present listing all Punch Points issued by the inspector for a specific MR. Supplier will have the access exclusively to SPLs issued for its MRs.
The order of the columns can be customized and configuration grid saved (see par. 2.3)
5.1.
Manage SPL
As soon as the inspector will open a Punch Point, an alert will be received by Supplier.
Supplier will enter in the SPL module and will find the new punch point with the status “SUBMITTED”
Click here to manage SPL
Clicking the icon Supplier will have to insert the “Closure Date” and provide the evidences of the closure Supplier can also add “Remarks” in the dedicated box
, Supplier will enter in Punch Point detail to work on it
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Click here to upload closure evidences
1 Choose files to be uploaded
2.Click here
Then Supplier will have to click on “Update & close “
In the general dashboard Supplier will find the punch point with the status “Closed by supplier”.
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Supplier will have the possibility to download SPL as pdf or Excel file
Flag the Punch to be downloaded
The validation of punch points will be made by T.EN (Inspector or VP Coordinator). T.EN can validate or reject it. In case of rejection, an alert is sent to the Supplier, required to carry out further actions needed to close the punch point.
OUTSTANDING SUPPLIER PUNCH LIST (OSPL) MODULE
OSPL (Outstanding Supplier Punch List) module shall be dedicated to track and manage the pending actions to be completed at Site after the issue of the IRN.
Punch Points still open at the time of the IRN shall be transferred in a new document called “OSPL - Outstanding SPL” to be handed over to the Site
As soon as an OSPL is created, an alert will be received by Supplier
Supplier will enter in the OSPL module and will find a dashboard listing all OSPL issued for its MRs
A new OSPL will appear with the status “To be completed by Supplier”
Click here to manage SPL
Clicking the icon
, Supplier will enter in OSPL to work on it
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Supplier will have to insert the requested information as per below screen , not all the data are mandatory. Then, Supplier will click on “Sign & Submit”
The validation of OSPL will be made by T.EN VP Coordinator. T.EN can validate or reject it. In case of rejection, an alert is sent to the Supplier, required to carry out further actions needed to close the punch point. Once validated, OSPL is sent to Site Manager for signature Supplier will receive an alert when the OSPL has been signed by Site Manager
Supplier will have the possibility to download OSPL as pdf or Excel file
Flag OSPL to be downloaded
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7.
MONTHLY PROGRESS REPORT (MPR) MODULE
MPR module shall be dedicated to facilitating the MPR preparation and issuance by the Supplier
In the MR view, Supplier will enter in MPR module
Supplier can:
- Create a new MPR
- Modify/Duplicate MPR
- Download MPR pdf file
7.1.
Create a MPR
To create a new MPR, Supplier will click on “Create Report”
A new page will open, and the Supplier will find the various sections of the MPR to be filled in (not all are mandatory). These different sections are the same one as the one in MPR template.
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• General section
• Highlights section
In this section Supplier will fill in the information expanding the various lines
1.Flag the tags
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Examples
1.1 Technical Area of concerns and Mitigations Actions
1.4 Key Progress
1.5 Key Dates
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• HSE section
•
Engineering section
•
Procurement section
• Fabrication section
In this section Supplier will fill in the information expanding the various lines
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Examples
5.1 Fabrication Progress
5.6 PO/MR Quantity Ordered and Completed
• QC section
In this section Supplier will fill in the information expanding the various lines
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Examples
6.1 Inspection and Testing
6.5 Inspection Look Ahead
6.5 Inspection Look Ahead
Supplier will have the possibility to upload the Inspection Look Ahead
• Wokload section
Supplier will have to indicate the information regarding its workload
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• Ex- proof section
In this section Supplier will fill in the information expanding the various lines (if applicable)
• Attachments
In this section Supplier will have the possibility to attach any additional document
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When all the previous information has been inserted, at the end of the page the Supplier can:
save the MPR as “draft” to submit later on
• • Submit MPR to issue it officially
Each MPR submitted will be automatically numbered
Each MPR shall be stored into eVPM through a dedicated line record.
Each MPR will have dedicated columns to show the status of the report, the next submission date, delay highlighted
MPR can be revised by clicking the icon
MPR can also be duplicated by clicking the icon
.
MPR can be viewed clicking the icon
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Supplier will have the possibility to download the MPR in pdf file (only if the report has been submitted) and upload it in Gaia.
IRN MODULE
In the MR view, Supplier will enter in IRN module
A dashboard will be present listing all IRNs issued for a specific MR. Supplier will have access exclusively to IRNs issued for its MRs.
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8.1.
Manage IRN
As soon as an IRN is issued, an alert will be received by Supplier.
Supplier will enter in the IRN module and will find the new IRN with the status “To be Signed by Supplier”
Clicking the icon
, Supplier will enter in IRN detail to revise/sign it
Supplier will find the various sections of the IRN for its review before signature.
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At the end of the page the Supplier can:
• Revise the IRN asking to do modifications • Sign the IRN
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Supplier will have the possibility to download IRN as pdf file
PIM/HOM
In this module Supplier will find the PIM and HOM reports issued for its MRs No action is required.
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Project: Q-32859 - NMDC - Ruwais Folder: PO_TEMPLATE_Ruwais_rev._10