User Manual for Works Portal Maintenance Work MSEDCL

Works Portal Web Application

1. Enter following URL in web browser to access application

http://maintenance.mahadiscom.in/MaintenancePortal/
2. RAPDRP User Credentials will be used for login to application
3. Circle In-charge will create Division wise Letter of Empanelment & Contract Agreement for
Substation and Division In-charge will create Subdivision wise Letter of Empanelment &
Contract Agreement for DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line &
Underground Cable.
4. Division In-charge will create MO (Maintenance Order) for Substation and Subdivision In-charge
will create MO (Maintenance Order) for DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable.
5. Circle In-charge will create Division wise WO (Work Order) for Substation and Division In-
charge will create Subdivision wise WO (Work Order) for DTC/ HT Overhead Line &
Underground Cable/ LT Overhead Line & Underground Cable.
6. Vendor will submit JMC through Vendor Mobile App.
7. Section In-charge will verify JMC through Employee Mobile App.
8. Subdivision In-charge will scrutinize JMC.
9. Division In-charge will approve JMC.
10. Vendor will submit Invoice through Vendor Invoice Tracking system.
11. Division In-charge will approve Invoice through Vendor Invoice Tracking system.

1. Creation & Search of Letter of Empanelment and Contract Agreement

1.1. Creation & Search of LoE for Asset Type Sub-Station
Circle In-charge will create Letter of Empanelment & Contract Agreement for Asset Type Sub-
Station
Click on Maintenance > Manage Letter of Empanelment & Contract Agreement option.
Fill in all required details in following screen.

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1. Select Division
2. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>
3. Select Asset Type <Sub-Station>
4. Select Vendor Type<New Vendor/ Regular Vendor/ Unemployed Engineer>
5. Enter Vendor Code or Vendor Name (minimum 3 characters) and the press SPACE BAR
twice to search vendors.
6. Select Vendor
7. Enter Tender No.

Click on Search button

Click on PDF icon under Download Letter of Empanelment.

Letter of Empanelment will be downloaded in PDF format.

Click on PDF icon for Download Contract Agreement button.

Contract Agreement will be downloaded in PDF format.

Click on Create Letter of Empanelment & Contract Agreement link

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station>
3. Select Division
4. Select Vendor Category <New Vendor/ Regular Vendor/ Unemployed Engineer>
5. Enter Vendor Code or Vendor Name (minimum 3 characters) and the press SPACE BAR
twice to search vendors.
6. Select Vendor
7. Enter Tender Reference Number
8. Select Tender Date
9. Select Addendum Date
10. Select Vendor Offer Letter Date
11. Select L-1 Matching Consent Letter Date
12. Enter Negotiation Reference Number
13. Select Negotiation Date
14. Enter Performance Security Deposit (Rs.)
15. Enter Payable & Claimed At (Place)
16. Select NA/ At Par/ Above/ Below and Enter Rates Quoted for FY2019-20 in %
17. Select NA/ At Par/ Above/ Below and Enter Rates Quoted for FY2020-21 in %
18. Select NA/ At Par/ Above/ Below and Enter Rates Quoted for FY2021-22 in %

Click on Create LoE &Agreement button.

Letter of Empanelment & Contract Agreement will be downloaded in PDF format one after other.

1.2. Creation & Search of LoE for Asset Type DTC/ HT Overhead Line & Underground Cable/
LT Overhead Line & Underground Cable
Division In-charge will create Letter of Empanelment & Contract Agreement for Asset Type
DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line & Underground Cable
Click on Maintenance > Manage Letter of Empanelment & Contract Agreement option.

Fill in all required details in following screen.

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1. Select Subdivision
2. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>
3. Select Asset Type <Sub-Station/ DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable >
4. Select Vendor Type<New Vendor/ Regular Vendor/ Unemployed Engineer>
5. Enter Vendor Code or Vendor Name (minimum 3 characters) and the press SPACE BAR
twice to search vendors.
6. Select Vendor
7. Enter Tender No.

Click on Search button

Click on PDF icon under Download Letter of Empanelment.

Letter of Empanelment will be downloaded in PDF format.

Click on PDF icon for Download Contract Agreement button.

Contract Agreement will be downloaded in PDF format.

Click on Create Letter of Empanelment & Contract Agreement link

1.2.1 Creation & Search of LoE for Asset Type DTC/ HT Overhead Line & Underground
Cable/ LT Overhead Line & Underground Cable for New Vendor/ Regular Vendor

Click on Create Letter of Empanelment & Contract Agreement link

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line &
Underground Cable >
3. Select Subdivision
4. Select Vendor Category <New Vendor/ Regular Vendor/ Unemployed Engineer>
5. Enter Vendor Code or Vendor Name (minimum 3 characters) and the press SPACE BAR
twice to search vendors.
6. Select Vendor
7. Enter Tender Reference Number
8. Select Tender Date
9. Select Addendum Date
10. Select Vendor Offer Letter Date
11. Select L-1 Matching Consent Letter Date
12. Enter Negotiation Reference Number
13. Select Negotiation Date
14. Enter Performance Security Deposit (Rs.)
15. Enter Payable & Claimed At (Place)
16. Enter Rates Quoted for FY2019-20 in % and Select Above/ Below
17. Enter Rates Quoted for FY2020-21 in % and Select Above/ Below
18. Enter Rates Quoted for FY2021-22 in % and Select Above/ Below

Click on Create LoE & Agreement button.

Letter of Empanelment & Contract Agreement will be downloaded in PDF format one after other.

1.2.2 Creation & Search of LoE for Asset Type DTC/ HT Overhead Line & Underground
Cable/ LT Overhead Line & Underground Cable for Unemployed Engineers

Click on Create Letter of Empanelment & Contract Agreement link

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line &
Underground Cable >
3. Select Subdivision
4. Select Vendor Category <New Vendor/ Regular Vendor/ Unemployed Engineer>
5. Enter Vendor Code or Vendor Name (minimum 3 characters) and the press SPACE BAR
twice to search vendors.
6. Select Vendor
7. Enter Tender Reference Number
8. Select Tender Date
9. Select Addendum Date
10. Enter Performance Security Deposit (Rs.)
11. Enter Payable & Claimed At (Place)

Click on Create LoE & Agreement button to Create & download LoE in PDF format & Contract
Agreement in PDF format.

2. Creation & Search of MO (Maintenance Order)

2.1. Creation & Search of MO for Asset Type Sub-Station
Division In-charge will create MO for Asset Type Sub-Station.
Click on Maintenance > Manage Maintenance Order option.

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station/ DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable >
3. Select Schedule Type<A/ B/ C>

Click on Search button

Click on MP MO ID link

Maintenance Order details will be displayed on screen.

For Schedule Type A:

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station>
3. Select Schedule Type <A>
4. Select Affected Part
5. Select Cause
6. Select Damage
7. Select Section
8. Select Notification
9. Enter Order Description

Click on Add Services/Materials button

Fill in all required details in following screen.

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1. Select DTCs

Click on Create Maintenance Order button.

Maintenance Order will be created in SAP ERP system through integration.

For Schedule Type B/ C:

Fill in all required details in following screen.

1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

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2. Select Asset Type <Sub-Station>
3. Select Schedule Type <B/ C>
4. Select Asset
5. Select Affected Part
6. Select Cause
7. Select Damage
8. Select Section
9. Select Notification
10. Enter Order Description

Click on Add Services/ Materials button

Fill in all required details in following screen.

1. Select Service
2. Select Activity
3. Enter Quantity
4. Click on Add Services button
5. Add Multiple Services as above, if required
6. Click on Delete button to delete added ones
7. Select Material
8. Enter Quantity
9. Select Provided By <MSEDCL/ Vendor>
10. Click on Add Materials button
11. Click on Delete button to delete added ones
12. Add Multiple Materials as above, if required

Click on Create Maintenance Order button.

Maintenance Order will be created in SAP ERP system through integration.

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2.2. Creation & Search of MO for Asset Type DTC/ HT Overhead Line & Underground Cable/
LT Overhead Line & Underground Cable
Subdivision In-charge will create MO for Asset Type DTC/ HT Overhead Line & Underground
Cable/ LT Overhead Line & Underground Cable.

Click on Maintenance > Manage Maintenance Order option.

Fill in all required details in following screen.

1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station/ DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable >
3. Select Schedule Type<A/ B/ C>

Click on Search button

Click on MP MO ID link

Maintenance Order details will be displayed on screen.

For Schedule Type A:

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line &
Underground Cable >
3. Select Schedule Type <A>
4. Select Affected Part
5. Select Cause
6. Select Damage
7. Select Section
8. Select Notification
9. Enter Order Description

Click on Add Services/ Materials button

Fill in all required details in following screen.

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1. Select DTCs

Click on Create Maintenance Order button.

Maintenance Order will be created in SAP ERP system through integration.

For Schedule Type B/ C:

Fill in all required details in following screen.

1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

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2. Select Asset Type <DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line &
Underground Cable >
3. Select Schedule Type <B/ C>
4. Select Asset
5. Select Affected Part
6. Select Cause
7. Select Damage
8. Select Section
9. Select Notification
10. Enter Order Description

Click on Add Services/Materials button

Fill in all required details in following screen.

1. Select Service
2. Select Activity
3. Enter Quantity
4. Click on Add Services button
5. Add Multiple Services as above, if required
6. Click on Delete button to delete added ones
7. Select Material
8. Enter Quantity
9. Select Provided By <MSEDCL/ Vendor>
10. Click on Add Materials button
11. Click on Delete button to delete added ones
12. Add Multiple Materials as above, if required

Click on Create Maintenance Order button.

Maintenance Order will be created in SAP ERP system through integration.

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3. Creation & Search of WO (Work Order)

3.1. Creation & Search of WO for Asset Type Sub-Station
Circle In-charge will create WO for Asset Type Sub-Station.
Click on Maintenance > Manage Work Order option.

Fill in all required details in following screen.

1. Select Division
2. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>
3. Select Asset Type <Sub-Station>
4. Select Schedule Type <A/ B/ C>
5. Select Order Type <Full Turnkey/ Partial Turnkey>
6. Select Vendor Type <New Vendor/ Regular Vendor/ Unemployed Engineer>
7. Enter Vendor Code or Vendor Name (minimum 3 characters) and the press SPACE BAR
twice to search vendors.
8. Select Vendor
9. Enter Tender No.

Click on Search button

Click on Download Work Order button.

Work Order will be downloaded in PDF format.

Click on Create Work Order link

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line &
Underground Cable >
3. Select Schedule Type <A/ B/ C>
4. Select Order Type <Full Turnkey/ Partial Turnkey>

Click on Search button

Click on MO number to check Maintenance Order details

Fill in all required details in following screen.

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1. Select MOs
2. Select Assign to Vendor
3. Select LOE ID - Tender No
4. Select From Date
5. Select To Date
6. Enter Order Description
7. Confirm Retention Amount in % (10% for vendor material).
8. Confirm LoA Maximum Value.
9. Confirm Rates Quoted for FY2019-20 in % and Select Above/ Below
10. Confirm Rates Quoted for FY2020-21 in % and Select Above/ Below
11. Confirm Rates Quoted for FY2021-22 in % and Select Above/ Below

Click on Create Work Order button.

Work Order will be created in SAP ERP system through integration.

Work Order will be issued to Vendor on round-robin basis as follows:

1. PM-SS for Circle

2. BM-SS for Circle
3. PM-DTC for Division
4. BM-DTC for Division
5. PM-HT for Division
6. BM-HT for Division
7. PM-LT for Division
8. BM-LT for Division

3.2. Creation & Search of WO for Asset Type DTC/ HT Overhead Line & Underground Cable/
LT Overhead Line & Underground Cable
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Division In-charge will create WO for Asset Type DTC/ HT Overhead Line & Underground
Cable/ LT Overhead Line & Underground Cable.
Click on Maintenance > Manage Work Order option.

Fill in all required details in following screen.

1. Select Division
2. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>
3. Select Asset Type <Sub-Station>
4. Select Schedule Type <A/ B/ C>
5. Select Order Type <Full Turnkey/ Partial Turnkey>
6. Select Vendor Type<New Vendor/ Regular Vendor/ Unemployed Engineer>
7. Enter Vendor Code or Vendor Name (minimum 3 characters) and the press SPACE BAR
twice to search vendors.
8. Select Vendor
9. Enter Tender No.

Click on Search button

Click on Download Work Order button.

Work Order will be downloaded in PDF format.

Click on Download Contract Agreement button.

Contract Agreement will be downloaded in PDF format.

Click on Create Work Order link

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <DTC/ HT Overhead Line & Underground Cable/ LT Overhead Line &
Underground Cable>
3. Select Schedule Type <A/ B/ C>
4. Select Order Type <Full Turnkey/ Partial Turnkey>

Click on Search button.

Click on MO Number to check Maintenance Order details.

Fill in all required details in following screen.

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1. Select MOs
2. Select Assign to Vendor
3. Select LOE ID - Tender No
4. Select From Date
5. Select To Date
6. Enter Order Description
7. Confirm Retention Amount in % (10% for vendor material).
8. Confirm LoA Maximum Value.
9. Confirm Rates Quoted for FY2019-20 in % and Select Above/ Below
10. Confirm Rates Quoted for FY2020-21 in % and Select Above/ Below
11. Confirm Rates Quoted for FY2021-22 in % and Select Above/ Below

Click on Create Work Order button.

Work Order will be created in SAP ERP system through integration.

Work Order will be downloaded in PDF format.

Work Order will be issued to Vendor on round-robin basis as follows:

1. PM-SS for Circle
2. BM-SS for Circle
3. PM-DTC for Division
4. BM-DTC for Division
5. PM-HT for Division
6. BM-HT for Division
7. PM-LT for Division
8. BM-LT for Division

4. Creation & Search of JMC (Joint Measurement Certificate) & SES (Service Entry Sheet)
4.1. Submission of JMC
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Vendor will submit JMC through Vendor (Location Capture) Mobile App.

Login to Mobile App using user credentials. (Username will be Vendor Code including prefix 0
(zero) and Password will be Password@1)

Click on Maintenance tab.

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List of Work Orders assigned to Vendor will be displayed.

Select Work Order.

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List of Maintenance Orders under selected Work Order will be displayed.

Select Maintenance Order.

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Take photograph of activity before starting work along with geo-coordinates of location.
User can select photo from gallery or click new photo.
Click on Upload photo to server button

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Take photograph of activity after completion of work along with geo-coordinates of location.
User can select photo from gallery or click new photo.
Click on Upload photo to server button

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Select Status Pending/ Completed/ Not Required.

Click on Synchronize to server button

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4.2. Verification of JMC (Under Development)

Section in-charge will verify JMC through Employee Mobile App by signing JMC checklist
along with Vendor.

4.3. Scrutiny of JMC

4.3.1. Upload of JMC Checklist
Subdivision in-charge will upload scanned copies of JMC checklist signed by both Section in-
charge & Vendor.

Click on Maintenance > Manage JMC & SES option.

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station/ DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable >
3. Select Schedule Type<A/ B/ C>

Click on Search button

Click on Upload JMC button

1. Choose JMC Checklist file one by one (only .jpg file accepted)

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Click on Upload button

Upload JMC button will be displayed only after both before & after work photos are uploaded by
Vendor.

Upload JMC button will be displayed for MO of Contract Type Preventive Maintenance.

Click on Download JMC button

All Uploaded JMC Checklist will be displayed

Click on icon to Download

4.3.2. Creation & Search of SES

Subdivision in-charge will create SES.
Click on Maintenance > Manage JMC & SES option.

Fill in all required details in following screen.

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1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station/ DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable >
3. Select Schedule Type<A/ B/ C>

Click on Search button

Click on Create JMC

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1. Enter Consumption Quantity for all Services

2. Enter Short Text
3. Select Start Date
4. Select End Date
5. Select Line Number
6. Enter Inward Number
7. Enter Vendor Invoice Number

Click on Save SES Details button

JMC Status will be forwarded

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4.4. Creation & Search of Material Consumption

Division in-charge will approve JMC.
Click on Maintenance > Manage JMC & SES option.

Fill in all required details in following screen.

1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station/ DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable >
3. Select Schedule Type<A/ B/ C>

Click on Search button

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Click on Create Material button

Enter Consumption Quantity

Enter Shor Text
Select Line Number
Enter Inward Number
Enter Vendor Invoice Number
Click Save Materials button

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4.5. Approval of JMC (SES & Material Consumption)

Division in-charge will approve JMC.
Click on Maintenance > Manage JMC & SES option.

Fill in all required details in following screen.

1. Select Contract Type <Preventive Maintenance/ Breakdown Maintenance>

2. Select Asset Type <Sub-Station/ DTC/ HT Overhead Line & Underground Cable/ LT
Overhead Line & Underground Cable >
3. Select Schedule Type<A/ B/ C>

Click on Search button

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Click on Approve JMC button

Click on Approve JMC-SES button

SES & Material consumption will be done in SAP ERP system through integration.

5. Creation of Reports
Employee will create report

Click on Reports > Maintenance > Division-Wise Letter of Empanelment option.

Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise Vendor-Wise Letter of Empanelment option.
Report will be downloaded in excel format.
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Click on Reports > Maintenance > Division-Wise Work Orders option.

Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise Vendor-Wise Work Orders option.
Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise LoE & Work Order option.
Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise Vendor-Wise LoE & Work Order option.
Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise LoE, MO, Work Order option.
Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise Vendor-Wise LoE, MO, Work Order option.
Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise JMC-SES option.

Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise Vendor-Wise JMC-SES option

Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise LoE, Work Order, SES option.
Report will be downloaded in excel format.

Click on Reports > Maintenance > Division-Wise Vendor-Wise LoE, Work Order, SES option.
Report will be downloaded in excel format.

Click on Reports > Maintenance > No. of LoEs Created option (Under Development)
Fill in all required details in following screen.

1. Select Region
2. Select Zone
3. Select Circle
4. Select Division
5. Select Subdivision
6. Select From Date
7. Select To Date
8. Select Report Type <Abstract/ List>
Click on Create Report button

6. Documents
6.1. Click on Application Guidelines link on Login screen
6.2. Click on User Manual for Maintenance link on Login screen
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6.3. Guideline Documents
Click on Help > Guideline Documents > Application Guidelines
Click on Help > Guideline Documents > Maintenance option
Execution of R&M works and utilisation of funds
6.4. Tender Documents (SBD)
Click on Help > Tender Documents (SBD) > Maintenance option
Standard Bid Tender Document, Draft copy of Letter for Empanelment & Contract Agreement.
6.5. Process Flow
Click on Help > Process Flow > Maintenance option
6.6. User Manual
Click on Help > User Manual > Maintenance option

7. Abbreviations
7.1. MSEDCL = Maharashtra State Electricity Distribution Company Limited
7.2. LoE = Letter of Empanelment
7.3. LoA = Letter of Award
7.4. MO = Maintenance Order
7.5. PO = Purchase Order
7.6. WO = Work Order
7.7. FO = Framework Order
7.8. SES = Service Entry Sheet
7.9. PT = Partial Trunkey
7.10. FT = Full Turnkey
7.11. JMC = Joint Measurement Certificate
7.12. EMD = Earnest Money Deposit
7.13. PSD = Performance Security Deposit
7.14. GST = Goods & Service Tax
7.15. PM = Preventive Maintenance
7.16. BM = Breakdown Maintenance
7.17. DDF = Dedicated Distribution Facility
7.18. NDDF = Non-Dedicated Distribution Facility
7.19. SS = Substation
7.20. DTC = Distribution Transformer Centre
7.21. DT = Distribution Transformer
7.22. PT = Distribution Transformer
7.23. HT = High Tension
7.24. LT = Low Tension
7.25. UEE = Unemployed Electrical Engineer

8. Application Support
For any Suggestions/ Queries/ Problems, please contact Works Portal support team on email ID
[email protected]

Please read Application Guidelines, Process Flow & User Manuals before contacting Works Portal
support team.

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