TNT - IFHRMS - SCM - LOCK & KEY - Handout

IFHRMS - Lock & Key Management
Integrated Financial and Human

Resource Management System
(IFHRMS)
Government of Tamil Nadu
Lock & Key Management
Page 1
Table of Contents
Table of Contents ..................................................................................................................... 2

1. Introduction ........................................................................................................................ 3
2. Create New Lock & Key (DT) .......................................................................................... 4
3. Request for New Key (ST) ................................................................................................. 4
4. Release the Request Lock&Key (DT) .............................................................................. 5
5. Request for Duplicate Key (Key Repair) (ST) ................................................................. 6
6. Request for Duplicate Key (Lost Key) (ST) ....................................................................... 7
7. Releasing the Duplicate for Repaired / Lost Key (DT) ..................................................... 8
8. Request for Key Return (ST) .............................................................................................. 9
9. Request for Dispose a key (DT) .......................................................................................... 9
Page 2
1. Introduction
1.1. Purpose
This document is intended to explain the Strong Room & Inventory Management process
followed by the Tamil Nadu Treasury Department.
 Lock & Key Management.
1.2. Intended Audience and Reading Suggestions
The main intended audience for this document is the business owners of the proposed system.
This document should be readable by business owners of the proposed system. They must be
able to verify that their business requirements have been documented here completely,
accurately and unambiguously.
Data Architects, Application Architects and Technical Architects of IFHRMS would also find
the information in this document useful when they need to design a solution that will address
these business requirements
1.3. Product Scope
The lock and key maintenance at TO level. At the time of loss of key, the information passed
to TO. The TO provide the duplicate key to open. After open the lock and key deleted from the
system and get the new lock and key from spare.
Generic Process Flow:

Each Process will involve 3 roles:
Initiator: Will enter the details against employee record.
Verifier: Verifies the details entered by the Assistant/Accountant.
User Login in as Verifier: (IFHRMS Portal  Oracle EBS  Strong Room  Worklist
Notification)
 Go to Notification section and click the link to verify.

 Click verify button.
Approver: Approves the details verified by the verifier.
User Login in as Approver: (IFHRMS Portal  Oracle EBS  Strong Room  Worklist
Notification)
 Go to Notification section and click the link to Approve.

 Click on approve button.
Page 3
Process / Confirmation Success Notification
User Login in as Initiator: (IFHRMS Portal  Oracle EBS  Strong Room  Worklist
Notification)
 Go to Notification section and click link for successfully completed notification.
2. Create New Lock & Key (DT)
2.1. Create the New Lock & Key Request
User Login in as Initiator: (IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key
Management)
 Create New Lock/Key.
 Add New Lock/Key.
 Provide Lock Details Like Lock Number, Make and Model, Key Number.
 Click Review button and Click Submit button to complete Transaction.
2.2. Verifying the New Lock & Key Request
Notification)

2.3. Approving the New Lock & Key Request
Notification)

2.4. Process / Confirmation Success Notification
Notification)
3. Request for New Key (ST)
3.1 Request for New Lock & Key
Management)
 Create Request for new lock and key.
 Provide reference date and Note and click submit button.
Page 4
3.2 Verifying the Request Lock & key
Notification)

3.3 Approve the Request Lock & Key
Notification)

3.4 Process / Confirmation Success Notification
Notification)
4. Release the Request Lock&Key (DT)

4.1 Release the Lock & Key
(IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key

User Login in as Initiator:
Management Add New Lock/Key)
 Go to lock and key management.

 List of available key under concern District Treasury will be displayed.
 Click the details section for available lock and key.
 After navigating to details section of the particular lock and key click Release button.
 Provide details for the concern Sub Treasury where the particular lock and key to be
assign.
 Click Save button; Click Review button and Click Submit button to complete
Transaction.
4.2 Verifying the Release Requested Lock & Key
Notification)

Page 5
4.3 Approve the Release Requested Key
Notification)

4.4 Process / Confimation Success Notification
Notification)
 Go to Notification section and click link for transaction success notification.
5. Request for Duplicate Key (Key Repair) (ST)

5.1. Request for Duplicate (Key Repair) Key

Management)
 Go to Request for new Lock / key.
 Change Lock / Key condition as Repair.
 Provide reason for duplicate key in Note.
Transaction.
5.2. Verifying the Duplicate Key (Key Repair) Request
Notification)

5.3. Approve the Duplicate Key (Key Repair) Request

Notification)


Management Worklist Notification)
Page 6
5.5. Key Status Changing for Releasing the Duplicate Key
Management)
 Post completion of Duplicate key request , select change lock staus from Non Usable
to Ready to use.
5.6. Verifying the Key Status Changes for Releasing the Duplicate Key

User Login in as Verifier:

5.7. Approve the Key Status Changes for Releasing the Duplicate Key

User Login in as Approver:


6. Request for Duplicate Key (Lost Key) (ST)

6.1. Request for Duplicate Key (Lost Key)
Management)
 Go to Request for new Lock / key.
 Change Lock / Key condition as Lost.
 Enter details for CSR / FIR number, Date,Filed by,Police Station Name,Key Numbers
 Provide reason for Lost key in Note.
Transaction.
6.2. Verifying the Duplicate Key (Lost Key) Request

Page 7
6.3. Approve the Duplicate Key (Lost Key) Request


7. Releasing the Duplicate for Repaired / Lost Key (DT)

7.1. Duplicate for Repaired / Lost Key Request
Management)
 Go to Lock details section.

 Select lost / Repair status key.
 Click lock icon under Release Duplicate Key Column for Releasing the Duplicate
key.
 After the navigation of new screen provide Received by and Release date details.
Transaction.
7.2. Verifying Duplicate for Repaired / Lost Key Request


7.3. Approving Duplicate for Repaired / Lost Key Request


Page 8

8. Request for Key Return (ST)

8.1. Request for Key Return Request
Management)
 Go to Lock Details Section and select required lock details to return.

 Click Return button to process.
8.2. Verifying the Key Return Request


8.3. Approve the Key Return Request


9. Request for Dispose a key (DT)

9.1. Request for Dispose a key
Management)
 Post approval confirmation of Return Request initatied from Sub Treasury.
 District Treasury will receive notification for the Return Request.
 Go to Lock Details section and select Non Usable status details.
 Click Dispose button for the particular Non Usable key.
Page 9
9.2. Verifying the Dispose a key


9.3. Approve the Dispose a key


Page 10

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IFHRMS - Lock & Key Management

Integrated Financial and Human

Government of Tamil Nadu

Lock & Key Management

Table of Contents ..................................................................................................................... 2

1.2. Intended Audience and Reading Suggestions

1.3. Product Scope

Generic Process Flow:

Initiator: Will enter the details against employee record.

Verifier: Verifies the details entered by the Assistant/Accountant.

 Go to Notification section and click the link to verify.

Approver: Approves the details verified by the verifier.

 Go to Notification section and click the link to Approve.

Process / Confirmation Success Notification

 Go to Notification section and click link for successfully completed notification.

2. Create New Lock & Key (DT)

2.1. Create the New Lock & Key Request

2.2. Verifying the New Lock & Key Request

 Go to Notification section and click the link to verify.

2.3. Approving the New Lock & Key Request

 Go to Notification section and click the link to Approve.

2.4. Process / Confirmation Success Notification

 Go to Notification section and click link for successfully completed notification.

3. Request for New Key (ST)

3.1 Request for New Lock & Key

3.2 Verifying the Request Lock & key

 Go to Notification section and click the link to verify.

3.3 Approve the Request Lock & Key

 Go to Notification section and click the link to Approve.

3.4 Process / Confirmation Success Notification

 Go to Notification section and click link for successfully completed notification.

4. Release the Request Lock&Key (DT)

(IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key

 Go to lock and key management.

4.2 Verifying the Release Requested Lock & Key

 Go to Notification section and click the link to verify.

4.3 Approve the Release Requested Key

 Go to Notification section and click the link to Approve.

4.4 Process / Confimation Success Notification

 Go to Notification section and click link for transaction success notification.

5. Request for Duplicate Key (Key Repair) (ST)

(IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key

5.2. Verifying the Duplicate Key (Key Repair) Request

 Go to Notification section and click the link to verify.

5.3. Approve the Duplicate Key (Key Repair) Request

 Go to Notification section and click the link to Approve.

5.4. Process / Confirmation Success Notification

 Go to Notification section and click link for transaction success notification.

5.5. Key Status Changing for Releasing the Duplicate Key

(IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key

 Go to Notification section and click the link to verify.

(IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key

 Go to Notification section and click the link to Approve.

5.8. Process / Confirmation Success Notification

(IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key

 Go to Notification section and click link for successfully completed notification.

6. Request for Duplicate Key (Lost Key) (ST)

6.2. Verifying the Duplicate Key (Lost Key) Request

(IFHRMS Portal  Oracle EBS  Strong Room  Lock & Key

 Go to Notification section and click the link to verify.

 Click verify button.

6.3. Approve the Duplicate Key (Lost Key) Request