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ENTERPRISE WIDE RISK MANAGEMENT DEPARTMENT (EWRM)

PROJECT RISK AND INSURANCE MANAGEMENT SYSTEM

USER MANUAL

EWRM

Prepared by :

ERP21 SDN. BHD.

LOT 8, JALAN PJU 3/39,

SUNWAY DAMANSARA TECHNOLOGY PARK,

47810 PETALING JAYA,

SELANGOR DARUL EHSAN.

Phone No. : 603 – 7885 0468

Fax No. : 603 – 7885 0727

Copyright ©2012 ERP21 Sdn Bhd

All rights reserved. No part of this publication may be reprinted, reproduced, stored in a retrieval

system or transmitted, in any form or by any means, without the prior permission in writing from the

owner.

First published and distributed in May 2012

TABLE OF CONTENTS

1.0 INTRODUCTION TO PRMS ..................................................................................................................... 4

1.1 VISION OF THE SYSTEM ................................................................................................................................. 4 1.2 BENEFITS OF THE SYSTEM .............................................................................................................................. 5 1.3 THE MAIN STAKEHOLDERS AND THE KEY BENEFITS .............................................................................................. 5 1.4 ABBREVIATION ........................................................................................................................................... 8

2.0 NEW USER REGISTRATION .................................................................................................................... 9

2.1 REGISTRATION OF TNB’S STAFF .................................................................................................................... 9 2.2 REGISTRATION OF NON-TNB’S STAFF .......................................................................................................... 11

3.0 SYSTEM LOGIN ................................................................................................................................... 13

4.0 SYSTEM MANAGEMENT ..................................................................................................................... 13

4.1 FORGOT PASSWORD FOR TNB STAFF ........................................................................................................... 13

5.0 INSURANCE PROCUREMENT ............................................................................................................... 14

5.1 PROCESS MASTER POLICY - UPLOAD PURCHASE ORDER (PO) ........................................................................... 14 5.2 CONTRACT FOR SERVICES ........................................................................................................................... 16 5.3 NON-MASTER POLICY ................................................................................................................................ 20

6.0 NOTIFY CLAIM .................................................................................................................................... 24

6.1 PROJECT LISTING ....................................................................................................................................... 24 6.2 NOTIFY CLAIM WITHOUT COVER ................................................................................................................. 27

7.0 VIEW EXISTING CLAIM ........................................................................................................................ 30

7.1 VIEW CLAIM INFORMATION, IMMEDIATE ADVICE OR UPDATE CLAIM PROGRESS. ................................................. 30 7.2 SPECIAL CASE CLAIM (EWRM ONLY) ........................................................................................................... 34

8.0 INSURANCE PROCUREMENT REPORT ................................................................................................. 35

8.1 LIST OF POLICY TYPE BY DEPARTMENT & DIVISION ......................................................................................... 35 8.2 TOTAL PREMIUM WITH COVER NOTE AND WITHOUT COVER NOTE ................................................................... 37 8.3 NO. OF DECLARATION WITH COVER NOTE AND WITHOUT COVER NOTE ............................................................ 38 8.4 OUTSTANDING PREMIUM WITH/ WITHOUT PO FROM TNB ............................................................................ 39 8.5 PREMIUM REPORT .................................................................................................................................... 41 8.6 NO. OF DECLARATION FOR GIT ................................................................................................................... 41 8.7 VALUE OF CARGO FOR GIT ......................................................................................................................... 42 8.8 PREMIUM ADVICE COMMUNICATED TO INSURED PARTY WITHIN 48 HOURS ....................................................... 43 8.9 LIST OF PROJECT REQUEST FOR EXTENSION .................................................................................................... 44

9.0 INSURANCE CLAIM REPORT ................................................................................................................ 45

9.1 LIST OF NEW CLAIMS ................................................................................................................................. 45 9.2 LIST OF CLAIMS WITH OFFERS BY INSURER .................................................................................................... 46 9.3 LIST OF CLAIMS WITH CHEQUE .................................................................................................................... 47 9.4 LIST OF CLOSED CLAIMS .............................................................................................................................. 48 9.5 LIST OF CLAIMS AWAITING FOR DOCUMENTS ................................................................................................. 49 9.6 CLAIM LISTING .......................................................................................................................................... 50 9.7 CLAIM RATIO ............................................................................................................................................ 50 9.8 CLAIM STATUS FROM YEAR TO YEAR ............................................................................................................ 51 9.9 CLAIM STATUS FOR YEAR ............................................................................................................................ 52 9.10 TIME TAKEN TO FORWARD CHEQUE TO CLAIMANT .......................................................................................... 53 9.11 INSURER’S DECISION OBTAINED ................................................................................................................... 54

User Manual – EWRM

PRMS – User Manual Page 4 of 56

1.0 INTRODUCTION TO PRMS

Project Risk Management Information System (PRMS) is a new system developed for TNB’s

Enterprise Wide Risk Management (EWRM) department to address some the issues that are

inherent in the current business processes and IT systems.

1.1 Vision of the system

Vision of the system is to improve the overall management of project portfolio and

project risks with special focus on the delivery of end-to-end services for insurance

procurement and claim processing. The vision is supported by the following

objectives.

• To improve Project Risk Management practices for timely and accuracy of

declaration

• To improve recovery of loss through insurance and contractual clauses

• To improve communications and sharing of project insurance and claims issues

with project managers and relevant departments

• To create a standardised platform for risk assessment of projects across TNB

and

• To be able to measure and rank contractor performance based on their

capabilities and losses incurred in the project



1.2 Benefits of the system

The major anticipated benefits of this project as follows.

• All projects undertaken are adequately covered by insurance as a risk mitigation

• To avoid potential rejection of claims or unresolved claims due to incomplete,

inaccurate or missing information

• To improve process efficiency and stakeholder satisfaction by lowering cost of

processing and faster service turnaround time whilst maintaining the agreed

quality targets

• To has more time available for EWRM to focus on value-adding, strategic and

planning activities to take the business to the next level of service performance

through continuous business process improvements

1.3 The main stakeholders and the key benefits

Stakeholder Key Benefits

TNB Management � assurance that the company comply fully to the national laws

and other regulatory bodies requirements with respect to OSH

� more accurate and up-to-date information to improve policy

decision making especially in the areas of risk management,

OSH and tender management



Enterprise Wide

Risk Management

Department

(EWRM)

� comprehensive overview of project portfolio (project value,

status, performance, etc)

� improve overall customer service (faster service turnaround

time)

� reduce incidents of unsuccessful claims

� improve insurer’s confidence of TNB projects

� monitor project manager & contractor performance

� deliver a more comprehensive project risk management

platform

� better handling of critical equipments

� better detection of fraud

Project Manager � easier to complete project risks documentations (available

guides/templates on-line)

� easier to communicate or share critical project information e.g.

project issues

� improve customer service (more efficient insurance submission

& claims processing)

� improve decision making due to availability and accuracy of

critical project information

� easier to monitor contractor performance

Insured Party � assurance that all risks are adequately covered adequately

� reduce time in claims processing due to faster investigation time

Insurance Company

(Insurer) or Broker

� on-line access to insurance request resulting in faster

turnaround time for insurance proposal & quotations

(elimination of errors due to manual input, incomplete



information, etc)

Contractor � improve quality of project deliverables due to improvements in

insurance & claims processes

Logistics Service

Department

� timely and more accurate information to improve logistics

planning and scheduling

Finance

Department

� earlier notification for payments disbursement (improve cash

flow planning)

� avoid potential penalty due to missed or late premium payments

Risk Managers &

Coordinator

� ability to check/verify that all projects have completed risk

assessment especially >RM100m

� assurance that critical risks are being managed & monitored

proactively by project managers

Occupational Safety

& Health

� ability to check/verify project conformance to OSH standards,

policy and guidelines

� complete and timely submissions of OSH-related incidents

Legal Services � single and up-to-date copy of all contract documents

� faster preparation and review of contract documents with

version controls

Procurement

Department

� more accurate & timely information to improve procurement

planning

� availability of contractor/supplier performance data is useful for

future contract negotiations

HODs � more accurate and timely KPI reporting

ICT Department � easier to support the system post-live (from many applications

to only a few)



1.4 Abbreviation

Abbreviation Descriptions

PRMS Project Risk and Insurance Management System

TNB Tenaga Nasional Berhad

EWRM Enterprise Wide Risk Management Department

ERP21 ERP21 Sdn Bhd

ICT Information and Communication Technology

HOD Head of Department

OSH Occupational Safety & Health



2.0 NEW USER REGISTRATION

A new user is required to register online as a main pre-requisite to access to the system.

Please follow the steps given below.

1) Open Internet Explorer (IE) browser in your desktop.

2) Please visit http://prms.tnb.com.my/ and a main page of the system will be displayed

as in figure a.

3) Click at New User Registration. There are 2 types of user registration i.e. registration

for TNB’s and non TNB’s staff.

Figure a

2.1 Registration of TNB’S Staff

Figure b

1) Select ‘Yes’ at dropdown menu.



2) Click Next button.

Figure c

1) Fill up the form.

2) Click Register button to register user.

Figure d

1) Pop-up message will display.

2) Click OK button. System will automatically activated user as Project Manager

and may login to the system.



2.2 Registration of Non-TNB’S Staff

Figure e

1) Select user type.


Figure f

3) Select user role.




Figure g

5) Fill up the form.

6) Click Cancel button to cancel registration.

7) Click Register button.

Figure h

8) Pop-up message will be display.

9) Click OK button.



3.0 SYSTEM LOGIN

Figure 1

Log into the system using your Staff No as Username and email password as the Password

to log into the system as in Figure 1.

1) Enter username and password.

2) Click Login button.

4.0 SYSTEM MANAGEMENT

4.1 Forgot Password for TNB Staff

Figure 2

1) Select ‘Yes’ at dropdown menu.

2) Click at ‘AD Password System’ hyperlink.

3) System will directly go to TNB’s AD Password System.



5.0 INSURANCE PROCUREMENT

5.1 Process Master Policy - Upload Purchase Order (PO)

1) Go to menu Insurance Procurement >> Insurance Listing – CEAR / WC / MOC as in

Figure 3.

Figure 3

2) You may search your project by using the filtering component provided. At the top

of the page, enter one or combination of information and click Search button as in

Figure 4.

Figure 4



3) A List of Insurance Policy is displayed at the bottom of the screen. Under the

column of Purchase Order, click hyperlink Upload PO at selected insurance policy.

4) A new screen will display as in Figure 5. At the field of File, click Browse button.

Figure 5

5) Choose file to upload, enter information and click Upload & Save button.

Figure 6

6) A pop up message will be displayed as in Figure 7 when the Purchase Order is

successfully saved. Click OK button.



Figure 7

7) List of uploaded file will be displayed as in Figure 8. You may access the file by

single click at hyperlink under the column File Name.

8) Click Delete button to delete the existing record as in Figure 8.

Figure 8

5.2 Contract For Services

1) Go to menu Insurance Procurement >> Project Listing (Contract For Services) as in

Figure 9.

Figure 9

2) You may search your project by using the filtering component provided. Enter one

or combination of information and click Search button as in Figure 10.



3) A project listing is displayed at the bottom of the screen. Under the column of

Project Title, click the hyperlink of selected project to view the project information

details.

Figure 10

4) You are required to call/contact the person in charge and fill in the Project Manager

Information, Contractor Information and Insurance Information at each tab as in

Figure 11, 12 and 13. Click Save button to save the record.

Figure 11



Figure 12

Figure 13

5) A pop up message will be displayed as in Figure 14 when the record is successfully

saved. Click OK button.

Figure 14

6) Please refer to a panel as in Figure 15 to upload Insurance document, premium advice

or invoice. Click at Browse button to upload document.



Figure 15

7) Choose file to upload, select Document Type, key in Description and click Upload

button. Please refer to Figure 16.

Figure 16

8) A pop up message will be displayed as in Figure 17 when the file is successfully

uploaded. Click OK button.

Figure 17



9) List of uploaded file will be displayed as in Figure 18. You may access the file by single

click at the hyperlink of selected record under the column of File Name.

Figure 18

10) Click Delete button to delete the selected record.

*Notes : Once document is uploaded; to change the insurer company, you have to delete

all the uploaded document first. Then, you may select a different insurer.

5.3 Non-Master Policy

1) Go to menu Insurance Procurement >> Insurance Listing – Non Master Policy

(EWRM) as in Figure 19.

Figure 19

2) You may search your project by using the filtering component as in Figure 20. Enter

one or combination of information and click Search button.

3) A List of Insurance Policy is displayed at the bottom of the screen. Under the

column of Contract No, click the hyperlink of selected project to process the

insurance policy.



Figure 20

4) For the policy of GIT and Contract for Services, select Insurer and upload relevant

document as in Figure 21.

5) For the policy of CEAR, WC and MOC, select Master Policy, Insurer, upload relevant

document and enter Gross Premium, Government Service Tax, Stamp Duty and Total

Premium Payable as in Figure 22.



Figure 21

Figure 22



6) To upload documents (Premium Advice, Invoice, Purchase Order, Cover Note, Policy

Endorsement or Insurance Policy), click Browse button.

7) Choose file to upload, enter relevant information and click Upload & Save button.

Figure 23

8) A pop up message will be displayed as in Figure 24 when the file is successfully

uploaded. Click OK button.

Figure 24

9) List of uploaded file will be displayed as in Figure 25. You may You may access the file

by single click at the hyperlink of selected record under the column of File Name.

Figure 25



10) Click Delete button to delete the selected record.

11) Enter the information of Gross Premium, Government Service Tax, Stamp Duty and

Total Premium Payable. Click Save button to save the record.

Figure 26

6.0 NOTIFY CLAIM

1) Go to menu Insurance Claim >> Search Existing Project.

Figure 27

6.1 Project Listing

1) Under the list of project manager’s project, click hyperlink in column Contract No

to notify claim for the selected project. You may search your project by using the

filtering component provided. Click Search button. Please refer to Figure 28.

Figure 28



2) You may search your project by using the filtering component provided. Click

Search button.

3) Enter claim information.

Figure 29

4) On selecting Insurance Policy, list of policy (that has been paid) for the selected

policy type will be displayed below. Choose one policy from the list.

Figure 30



5) For Witness Name and Contact No, enter information and click Save button.

Record will be displayed bottom of the page. Repeat the same step for more than

one witness.

Figure 31

6) Click Save button to save the record. A pop up message will be displayed when the

record is successfully saved. Click OK button.

Figure 32

7) The information is saved and will be displayed at the bottom of the page. You may

edit the information before submitting to insurer by clicking Edit button under

Action column.

Figure 33

8) Add more claim notification for same project repeating step 2 until 6. Submit all claims

by clicking button Submit to Insurer. Confirmation message box appear. Click OK button to

proceed OR Cancel button to cancel submission as in Figure 34.



Figure 34

9) A pop up message will be displayed upon successful submission of the claim(s) to

insurer . Click OK button. Insurer will receive acknowledgement email that claim(s)

notification has been submitted to them. Please refer to Figure 35.

Figure 35

6.2 Notify Claim Without Cover

1) If your project is not listed in List of Project, click at hyperlink HERE to notify claim.

Figure 36

2) Enter project details and click Next button as in Figure 37.

3) Edit the information of Project Manager and click Next button as in Figure 38.

4) Select Contractor’s Company Name and tick person in charge. Click Next button as

in Figure 39.



Figure 37

Figure 38



Figure 39

5) Enter Claim Information and click Save button as in Figure 40.

Figure 40



6) A pop up message will be displayed upon successful saving. Click OK button.

Figure 41

7) List of notified claim will be displayed below for editing or deletion.

Figure 42

7.0 VIEW EXISTING CLAIM

7.1 View Claim Information, Immediate Advice or Update Claim Progress.

1) Go to menu Insurance Claim >> View My Existing Claim

Figure 43

2) List of Claim will be displayed as in Figure 44. You may search your existing claim by

using the searching component provided and click Search button.

3) Click at hyperlink of under Party Making Claim column to view claim information

details, Immediate Advice uploaded, or to update claim progress of the selected claim.



Figure 44

4) In the screen of EWRM Update as in Figure 45, click at Claim Information tab to view

information details of the claim.

Figure 45



5) To view Immediate Advice uploaded, click at Loss Adjuster Update tab and click

hyperlink under the File Name column as in Figure 46.

Figure 46

6) To update claim progress, click at EWRM Update tab and key in the information in

appropriate field(s) as in Figure 47.

7) Click Save button to save the record. A pop up message will automatically display

when the process is completely success. Please refer to Figure 48.



Figure 48



Figure 49

7.2 Special Case Claim (EWRM only)

1) Go to menu Insurance Claim >> Special Case Claim as in figure below.

Figure 50

2) Key in the information as in Figure 51. All the mandatory fields * is compulsory to

be filled.

Figure 51



3) Click Save button to save the record. A pop up message will automatically display

when the record is saved. Please refer to Figure 52 as follows.

Figure 52

8.0 INSURANCE PROCUREMENT REPORT

8.1 List of Policy Type by Department & Division

Figure 53

1. Choose information to filter report.

2. Click View Report button to run the report.

3. The report will display as in Figure 54.

Figure 54



4. To print the report, click at print icon as in Figure 55.

Figure 55

5. A pop up message will display Print Properties as in Figure 56

Figure 56

6. Click OK button.

7. To export the report to another type of document (i.e. PDF, Microsoft Excel (97-

2003), Microsoft Excel (97-2003) Data-Only, Microsoft Excel Workbook Data-

only, Microsoft Word (97-2003), Microsoft Word (97-2003)-Editable, Rich Text

Format (RTF), Character Separated Values (CSV) and XML), choose file format as

in Figure 57.

Figure 57



8. Click at Export button and a pop up message will display File Download as in

Figure 58.

Figure 58

9. Click Open button to open the document without save the file.

10. Click Save button to save the document.

8.2 Total Premium With Cover Note and Without Cover Note

Figure 59

1. Select start and end Date of Declare as in Figure 59.





Figure 60

8.3 No. of Declaration With Cover Note and Without Cover Note

Figure 61

1. Select start and end Date of Declaration as in Figure 61.





Figure 62

8.4 Outstanding Premium With/ Without PO from TNB

Figure 63

1. Select start and end Date of Declare and date of Compare with as at * as in

Figure 63 above.

2. Click With PO button to run the report.


4. Click Without PO button to run the report.




Figure 64

Figure 65



8.5 Premium Report

Figure 66

1. Select start and end Date of Declaration as in Figure 66 above.



Figure 67

8.6 No. of Declaration for GIT

Figure 68

1. Select start and end Date of Declaration or Division as in Figure 68 above.





Figure 69

8.7 Value of Cargo for GIT

Figure 70

1. Select start and end Date of Declaration or Division as in Figure 70 above.


3. The report will display as in Figure 71 as follows.



Figure 71

8.8 Premium Advice Communicated to Insured Party Within 48 Hours

Figure 72

1. Select start and end Date of Declaration * (month) and also year as in Figure 72

above.





Figure 73

8.9 List of Project Request for Extension

Figure 74

1. Select start and end Date of Declaration of Extension or Division as in Figure 74

above.





Figure 75

9.0 INSURANCE CLAIM REPORT

9.1 List of New Claims

Figure 76

1. Select Category, start and end Notification Date.

2. Choose other information to filter report as in Figure 76 above.



Figure 77



9.2 List of Claims With Offers by Insurer

Figure 78

1. Select start and end Notification Date.




Figure 79



9.3 List of Claims With Cheque

Figure 80





Figure 81



9.4 List of Closed Claims

Figure 82





Figure 83



9.5 List of Claims Awaiting for Documents

Figure 84





Figure 85



9.6 Claim Listing

Figure 86

1. Select Notification Date – Month and Year.




Figure 87

9.7 Claim Ratio

Figure 88

1. Select start and end Year.






Figure 89

9.8 Claim Status From Year to Year

Figure 90

1. Select start and end Year as in Figure 90 above.





Figure 91

9.9 Claim Status for Year

Figure 92

1. Select Year as in Figure 92 above.





Figure 93

9.10 Time Taken to Forward Cheque to Claimant

Figure 94

1. Select start and end Notification Date (Month to Month) and year as in Figure

94 above.





Figure 95

9.11 Insurer’s Decision Obtained

Figure 96

1. Select start and end Notification Date (Month to Month) and Year as in Figure

96 above.





Figure 97