E FMS
E FMS
FACILITY
MANAGEMEN
T SYSTEM
What is eFMS
Electronic Facility Management System is an online platform for complaint
management process for facilities at retail outlets other than DUs, STPs,
Automation and VSAT.
The eFMS system shall be applicable for category-1 works as well as maintenance
complaints for all facilities at retail outlets other than DUs, STPs, Automation and
VSAT for which separate system exist.
eFMS has been developed in retail dashboard portal, channel partner's (e- ledger)
portal and the vendor portal.
This system will help in reducing delays in the assignment , execution, invoice
submission and payments resulting in increasing the efficiency of the system.
eFMS
Application URLs:
1. For Dealers, link is available on eledger portal -
https://spandan.indianoil.co.in/ioconline - There is a link for Retail
Outlet Maintenance
under which complaints can be logged for DU/ Other Work. All the other
work complaints shall be routed through eFMS.
2. For IOCL Officers, link is available in RDB
https://spandan.indianoil.co.in/RetailNew
There is a separate portal for CTS through which the officers can login
and access various functionalities.
3. For vendors, Vendor Portal:
https://associates.indianoil.co.in/Vendor- (For Registration of Vendors)
EFMS Vendor Portal: https://spandan.indianoil.co.in/efmsvendor
Mapping of details:
FO/EO can intimate contractor to do the work directly. While intimating the work to the
contractor, the FO/EO has to necessarily maintain the type of work permit required for the
work.
EO can intimate the FO for initiating eProposal (Admin Approval).
FO/EO can directly initiate the eProposal.
If the EO has intimated the FO for submission of eProposal, FO can initiate the draft eProposal
saved in eProposal tab from e-Proposal -> View Proposals tab.
eProposal approval shall be done as per the existing eProposal tab.
After the eProposal approval, FO/EO can intimate the contractor to do the work.
FO/EO can reject the complaint.
Process Flow of the portal
4. Contractor Vendor to use EFMS Vendor Portal to perform other facilities complaints related
activities. Registration of Vendors can be done from Vendor Portal
Process Flow of the portal
5. Vendor will create the required work permit and only after the Work Permit is assigned, the vendor
acknowledges the complaint that work has been started by selecting related work permits from
EFMS tab in EFMS Vendor Portal
Process Flow of the portal
6. After work is completed, Vendor closes the complaint from EFMS tab by selecting remaining work
permits if any exists. All previously selected work permits should be closed before closing the
complaint.
Process Flow of the portal
7. Dealer also closes the complaint from Retail Outlet Maintenance -> DU/Other Facilities Complaints ->
Other Facilities Complaint List in ioconline portal. If the Dealer does not close the complaint within 24 hrs,
complaint will be auto closed by the system.
8. Vendor creates the Bill of Quantities cum Measurement Sheet for the complaint by clicking on Create BOQMS
icon from Create Bill of Quantities cum Measurement Sheet for the Works tab in EFMS Vendor Portal. All
the zonal rates are directly in sync with SAP and the vendor shall submit the same accordingly
Process Flow of the portal
Process Flow of the portal
9. Vendor uploads the Invoice/BOQMS by clicking on Upload Invoice icon from Create Bill of Quantities
cum Measurement Sheet for the Works tab. If E-Invoice with QR code/IRN is applicable, then Vendor
should upload E-Invoice and BOQMS documents. In other case, Vendor should upload Invoice, BOQMS
and Declaration for Turnover less than 50 Cr documents.
Process Flow of the portal
10. After Invoice is uploaded by Vendor, FO/EO process the Invoice from CTS -> Other
Complaints -> Pay Maintenance Bills tab in RDB portal.
Process Flow of the portal
11. FO/EO initiates Expenditure approval for Release of Payment to Contractor from CTS -> Other
Complaints > Pay Maintenance Bills tab.
12. Once the Expenditure Approval is completed, document 41 will be posted in SAP.
Process Flow of the portal
13. FO/EO should maintain Internal Order No. (PM Module) mapping for all the ROs to post
document 41 in SAP from CTS -> Other Complaints -> RO Internal Order No. Mapping
tab.
14. Payment to Contractor (Document 41 and Document 42) status can be checked in Payment to
Contractors by IOCL Report from MIS -> CTS -> CTS-Other Facilities tab.
Thank You