The document discusses the digitization of the sanctioning process at Shriram Pistons and Rings Ltd. (SPRL) through the development of an online portal. It outlines the current paper-based process, issues with it like high turnaround times and lack of traceability. It then details the 7 steps followed to develop and implement the countermeasure of a dedicated online portal - understanding the situation, creating a plan of action, analyzing factors, developing and testing the portal, confirming its effectiveness through KPIs, standardizing controls and future integration plans. The portal digitized the process, reduced turnaround times by 50%, eliminated paper/storage costs and improved traceability.

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Agenda: Inssan Suggestions Summit 2022
Akash Dogra
Date: July 07-08, 2022
Digitization of Sanctioning process at SPRL
THEME – Paperless Office through Digitization

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Company Overview & History
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Shriram Pistons and Rings Ltd. (SPRL) is a public limited company established in the year 1972 for manufacturing of
Precision Automotive Components, with its Registered Office located at New Delhi, India. SPRL has two state of the art
manufacturing facility. One at Ghaziabad, UP and the other at Pathredi, Rajasthan, wherein we manufacture precision
engine components such as Piston, Piston Rings, Engine valve & Piston Pin.

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Theme
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Paperless Office thru Digitisation
by
Digitisation of Sanction Approval across SPRL
Project Team : Project Champion
Mr. Mukesh Arora
Project Guide
Mr. Sachin Tyagi
Central Coordinators
Mr. Sanjay Sharma
Ms. Neha Pandey
Team members
Mr. Akash Dogra
Mr. Yatendra Jain
Mr. Navneet Khandelwal

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7 TPM Step Problem solving methodology
Future Plan
Standardization and Establishing control
Confirming Effectiveness
Developing & Implementing countermeasures
Analysing the factors
Creating a Plan of Action
Understanding current situation & setting the target
Reason for Theme selection

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1. Reason for Theme selection
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Company Vision
⮚ World Class Company, the
preferred choice of global
customers.
⮚ Motivated, Dedicated and System
Oriented associates.
Digital Vision
⮚ Staying ahead in a competitive
environment and meet
customer expectations through
end to end digital
transformation.
SMART Supply
Chain
Management
Data driven
Performance
management
Office
Automation
Digital Mfg
(MES + ERP)
Demand forecasting
Replenishment Planning
End to End Track & Trace
system
Digital APQP, NED linked with
MES
MIS, High 5+
Paperless TPM, Safety,
Training etc
ELO Algorithm first time Mfg
Ind.
Advanced Planning and
Scheduling
Rating: Relative performance
Ranking : Healthy competition
Real time Plan vs Actual
Real time OEE/ Traceability /
SPC
Auto Promotion
recommendations
Auto Production Planning
Alerts for losses & escalations Dynamic Dashboards for all
levels

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2. Understanding current situation & setting the target
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Preparation of
proposals
•Collection of large Information in
many Annexures to create the
proposal
Physical movement
to obtain approvals
• Physical movement of user
between multiple departments-
in a sequence
Post Management
Approvals
•Generation of manual sanction
no. after approval
•Circulation of copies for
information & records
Physical Storage
•Requirement of large space to
store current & old sanctions
Sanction approval Process for various Investment proposals at SPRL
It is one of the most tedious & time consuming Administrative Processes across SPRL.

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2. Understanding current situation & setting the target
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Major Deliverables Current Situation Targets
Cost Incidence
Annually :
10,000 nos. paper plus printing
costs
Paperless system
Physical Storage space required
to keep records
Approx. 140 m^3 of Space for 1
Deptt.
No Space (Digital)
Manpower movement Time Non value adding activity Elimination of Movement
Traceability of Sanctions Difficult to tell Real Time status
Turnaround time from sanction
Draft to Approvals
Average of 20 Days from Draft
till approval
At least 50% Reduction in
time
The Targets were set considering the drawbacks related to the existing process

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3. Creating a Plan of Action
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Project Kick off : Aug’19
Deployment target : By Dec’19
S.No Major Activities Owner
Target Month
of Completion
Aug-19 Sep-19 Oct-19 Nov-19 Dec-19
Tentative Timelines
1 Project Kick Off & Core Team Finalization Leadership Team Aug-19
2 Understanding of current situation Core Team Aug-19
3 Identification of Pain areas & Target setting
Leadership & Core
Team
Sep-19
4
Identification of various solutions in the market &
Evaluation thru Cost benefit analysis
Core Team Sep-19
5
Finalization of Solution & Rodmap Preparation for
Deployment
Leadership Team Sep-19
6 Requirements gathering Core Team Oct-19
7 Prototyping & Development Dependent on Solution Nov-19
8 Testing & User Acceptance Dependent on Solution Nov-19
9 Training to Users Core Team/IT Dec-19
10 Go Live Leadership Team Dec-19

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Factors Major Deliverables
1. Paper Qty.
2. Printing cost
3. Overhead Cost
Cost Incidence
4. Storage of minimum 3 copies required as per
Company Office order guidelines
Physical Storage space
5. Inter/Intra Plant movement
Manpower movement Time to
obtain approvals
6.Manual Workflow Traceability of Sanctions
7.Preparation of sanction & all annexures
8.Multi level Approval
9.Rework leading to re-initiation
10.Inter/Intra Plant movement
Turnaround time from sanction Draft
to Approvals
4. Analyzing the Factors
The factors contributing to the drawbacks with the current system were mapped & analysed

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4. Analyzing the Factors
1. Huge Paper Qty.
2. Printing costs
3. Manpower Cost
4. Storage of minimum 3 copies
required as per Office order
guidelines
5. Inter Plant movement
of Papers
5. Intra Plant movement of
Papers
6. Manual
Workflow

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4. Analyzing the Factors
Turnaround Time of sanction Approval
7. Preparation & Vetting
of too many Annexures
Justification Item Check list Cost Breakup
8. Multilevel Approvals

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5. Developing & Implementing countermeasures
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Considering the advantages & long term benefits , It was decided to develop a dedicated online portal
• 2 Nos. Countermeasures were explored keeping the current situation in view
• The benefit analysis was done based on the targets as below:
S.No Features
Approvals on Gmail / Lotus
Notes
A dedicated Portal
For sanction approval
Counter Measure 1 Counter Measure 2
1 Workflow Manual Automated
2 Traceability of Sanctions Cumbersome Very Easy
3 Digital Signatures Not Available Available
4 Storage Manual Process Digital
5 Deployment Time Relatively low Takes time
6 Investment Very less Relatively High
Considering the obvious advantages & long term benefits ,
It was decided to get a dedicated online portal developed.

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5. Developing & Implementing countermeasures
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The Software
Development Life cycle
approach was followed
to develop the software
specific to SPRL
Requirements
2. Workflows , Templates
of each investment
sanction type devised
1. Core team finalized
& Deadlines defined
After Step no 1,2 The
software development
part was initiated
After development,
Software was run on trial
by running a few dummy
sanctions
GO LIVE
IT resource allocated
to ensure day to day
running
Idea generation for
Continuous
improvement

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5. Developing & Implementing countermeasures
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S.NO. Major Activities Owner Timeline Plan v Actual Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20
Aug-19 Plan
Aug-19 Actual
Aug-19 Plan
Sep-19 Actual
Sep-19 Plan
Oct-19 Actual
Sep-19 Plan
Oct-19 Actual
Oct-19 - Nov'19 Plan
Oct-19 - Dec'19 Actual
Nov-19 Plan
Jan-20 Actual
Nov-19 Plan
Feb-20 Actual
Nov-19 Plan
Mar-20 Actual
Dec-19 Plan
Jul-20 Actual
TERAI
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TERAI/Shriram
TERAI
Shriram
Shriram
TERAI
TERAI/Shriram
Shriram
TERAI
Go Live
Covid Pandemic Breakout
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2
3
4
5
6
7
Project Kick Off & Core
Team Finalization
Submission of Functional
Requirement Documents
Requirements Gathering
and Sign Off
Prototype & Design Sign
Off
Development of Sanction
Workflow Portal for
Training – Shriram Team
UAT – Shriram Team
UAT Iterations
-The Go live date was initially revised from Dec’19 to Mar’20
-Unfortunately due to the breakout of the Covid pandemic , The Portal finally went live in July’20
Plan v Actual Deployment

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5. Developing & Implementing countermeasures
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SPRL e-Approval Workflow Portal User Dashboard
Indents List

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5. Developing & Implementing countermeasures
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Documents Upload
Routing Table
Indent Creation

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6. Confirming Effectiveness
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Project KPI’s Current Situation Targets
Cost Incidence
10,000 Pages plus printing costs
annually
Paperless system
Physical Storage space required
to keep records
Approx. 140 m^3 of Space for 1
Deptt.
No Space (Digital)
Manpower movement Time Non value adding activity Elimination of Movement
Traceability of Sanctions Difficult to tell Real Time status
Turnaround time from sanction
Draft to Approvals
Avg. 15-30 Days 50% Reduction in time
To confirm the effectiveness of the system deployed , The targets previously set were reviewed

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6.1 Confirming Effectiveness : Cost Incidence & Storage
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Project KPI’s Targets
Cost Incidence Paperless system
Physical Storage space required to keep
records
No Space (Digital)
Manpower movement Time Elimination of Movement
Traceability of Sanctions Real Time status
Turnaround time from sanction Draft
to Approvals
50% Reduction in time

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6.1 Confirming Effectiveness : Cost Incidence & Storage
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Features such as PDF download & Digital signature are available thereby eliminating the
need of paper & Physical Storage

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6.1 Confirming Effectiveness : Cost Incidence & Storage
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After
Before

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6.3 Confirming Effectiveness : Manpower movement time
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Project KPI’s Targets
Cost Incidence Paperless system
Physical Storage space required to keep
records
No Space (Digital)
Manpower movement Time Elimination of Movement
Traceability of Sanctions Real Time status
Turnaround time from sanction Draft
to Approvals
50% Reduction in time

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6.3 Confirming Effectiveness : Manpower movement time
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As the sanction flows digitally , The user doesn’t need to move physically with hard
copies to various agencies as before.
After
Before

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6.4 Confirming Effectiveness : Traceability of Sanctions
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Project KPI’s Targets
Cost Incidence Paperless system
Physical Storage space required to keep
records
No Space (Digital)
Manpower movement Time Elimination of Movement
Traceability of Sanctions Real Time status
Turnaround time from sanction Draft
to Approvals
50% Reduction in time

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6.4 Confirming Effectiveness : Traceability of Sanctions
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The user can check the real time status of the sanction from his location with Time
stamps
After
Before

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6.5 Confirming Effectiveness : Turnaround time for Approvals
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Project KPI’s Targets
Cost Incidence Paperless system
Physical Storage space required to keep
records
No Space (Digital)
Manpower movement Time Elimination of Movement
Traceability of Sanctions Real Time status
Turnaround time from sanction Draft
to Approvals
50% Reduction in time

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6.5 Confirming Effectiveness : Turnaround time for Approvals
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Before :
Average Turnaround time : 20 days
After :
Average Turnaround time : 7 days
Paper based approvals
S.No. Sanction No. Date of Inititation Date of approval
Turn around time
(In days)
1 OI19-10421-21 21/04/2018 06/06/2018 46
2 OI19-10421-19 17/05/2018 06/06/2018 20
3 OI19-10203-20 24/05/2018 05/06/2018 12
4 OI19-10201-038 07/06/2018 05/07/2018 28
5 OI19-10201-029 13/06/2018 30/06/2018 17
6 OI19-10661-042 09/07/2018 14/07/2018 5
7 PLC19-14421-007 14/07/2018 22/08/2018 39
8 PC19-10203-010 18/07/2018 12/08/2018 25
9 OI19-10821-050 01/08/2018 24/08/2018 23
10 OI19-10803-048 10/08/2018 24/08/2018 14
11 OI19-10202-055 16/08/2018 30/08/2018 14
12 SP19-10201-068 16/08/2018 03/09/2018 18
13 SP19-10201-067 21/08/2018 03/09/2018 13
14 SP19-10621-071 23/08/2018 07/09/2018 15
15 SP19-10201-072 28/08/2018 07/09/2018 10
16 SP19-10401-069 31/08/2018 03/09/2018 3
17 SP19-10401-073 03/09/2018 10/09/2018 7
18 BR19-10201-014 11/09/2018 29/10/2018 48
19 PC19-10206-014 24/09/2018 12/10/2018 18
20 BR19-10201-013 11/10/2018 27/10/2018 16
Average No. of days of Approval 20
Digital sanction Approval thru Portal
S.No. Sanction No.
Date of
Inititation
Date of approval
Turn around time
(In days)
1 SP2110421086 11/03/2021 17/03/2021 6
2 SP2110201087 18/03/2021 23/03/2021 5
3 SP2110201089 19/03/2021 25/03/2021 6
4 OI2110503027 28/03/2021 31/03/2021 3
5 PC2213206004 12/05/2021 21/05/2021 9
6 OT2210401034 09/07/2021 22/07/2021 13
7 OT2210201035 19/07/2021 02/08/2021 14
8 OT2210421036 24/07/2021 06/08/2021 13
9 SP2210641056 05/08/2021 09/08/2021 4
10 PC2210206011 17/08/2021 26/08/2021 9
11 SP2210641064 28/08/2021 10/09/2021 13
12 OI2210201021 07/09/2021 10/09/2021 3
13 QS2210224004 09/11/2021 12/11/2021 3
14 OO2210141014 08/12/2021 13/12/2021 5
15 WT2210102006 28/02/2022 08/03/2022 8
16 SP2210401128 12/03/2022 19/03/2022 7
17 OT2210223117 22/03/2022 31/03/2022 9
18 SP2310201014 12/05/2022 19/05/2022 7
19 SP2310503020 19/05/2022 24/05/2022 5
20 TP2310225001 23/05/2022 24/05/2022 1
Average No. of days of Approval 7

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7. Standardization and Establishing control
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• To facilitate day to day running & maintenance of the software , Dedicated User manuals were developed
for each investment sanction type.
• Furthermore An IT support team in constant touch with the vendor has been put in place for resolution of
all user grievances related to the portal

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8. Future Plan
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• It is our vision to integrate the digital
sanction portal with the Purchasing
module of SAP to generate Purchase
orders with minimum human
intervention
• Targeted By : 2025
• A few improvement points have already
been identified & under discussion with
the developer:
• Targeted By : 2022 end
S.No Improvement Priority
1 Modification of Sanction No. Generation Logic Very High
2 Format of MIS to be generated from Portal Very High
3
Mail escalation in case indent is sent back for
clarification High
4 Redundant Indents Medium
Long Term Goal
Short Term Goal

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