YD Ascend Workflow

Project Management End-to-End Execution Lifecycle Matrix

STAGE 0: Initiation ▼
Sales Team
  • Mr. Manish Gupta
  • Shashikanth Tripathi
Leadership hands over the order to Sales to initiate the project at ydprojects.ydagchmi.com/kickoff.
Enter: Client Name, Site, Machine Type, Speed, Thickness, Width (select Electrical Design Only if applicable).
Sales Order & PO can be skipped initially (mandatory within 7 days).
Note: For spare projects, enter "SPARE" as Machine Type. No technical scope is required.
SLA : 7 days
⚠️ Auto Escalate if not honoured to : Mr. Navneet Singh & Mr. Sameer Bansal
➔
STAGE 1: Project Number Allocation ▼
Design Team
  • Mr. SK Tripathi (Director)
  • Surajpal Singh (Electrical)
  • Sanjay N. & Krishna P. (Mumbai)
  • Vinit J, Smith K, Brajraj (Mech)
Allocate Project Number from PDM and enter description of the product.
⏱️ SLA: 7 Days
⚠️ Auto Escalate if not honoured to : Mr. Navneet Singh & Mr. Sameer Bansal
➔
STAGE 2: Director's Decision ▼
Directors
  • Mr. Navneet Singh
  • Mr. Sameer Bansal
Select Project Path:

● Proceed AFTER Advance
● Proceed WITHOUT Advance
➔
NO ADVANCE
➔
ADVANCE
STAGE 3: Advance Handling ▼
Finance & Sales
  • Mr. Sameer Bansal
  • Mr. Manish Goel & Ajit Kumar
  • Vikas S. & Ajay U. (Finance)
  • Mr. Manish G. & Shashikanth T. (Sales)
Log advance payment and upload the official receipt to the workflow.
Note: Even if Directors choose to proceed without advance at Stage 2, Finance is still required to upload the official advance receipt within 15 days.
⏱️ SLA: 15 Days
⚠️ Auto Escalate if not honoured to : Mr. Navneet Singh & Mr. Sameer Bansal
➔
STAGE 4: PM Allocation ▼
Leadership
  • Mr. Varun Jay Rana (COO)
  • Mr. Aseem Gill (VP Projects)
Assign one or more Project Managers to the project.
Notify the PM, Design Teams, Sales & selected departments to prepare for kickoff.
The COO/VP can choose to skip the kickoff meeting for the project.
⏱️ SLA: 7 Days
⚠️ Auto Escalate if not honoured to : Mr. Navneet Singh & Mr. Sameer Bansal
➔
STAGE 5: Kickoff Meeting ▼
Execution
  • Allocated Project Manager
Conduct kickoff meeting with Management, Sales, Electrical, Mechanical & Mumbai Design.
Submit Minutes of Meeting (MoM) for the project.
⏱️ SLA: 7 Days
⚠️ Auto Escalate if not honoured to : Mr. Navneet Singh & Mr. Sameer Bansal
➔
STAGE 6: List of Equipment Sharing ▼
Design & Execution
  • Design Team
  • Project Manager
Share the equipment list (LOE) after the kickoff meeting.
Includes: Section, Assembly Name, Drawing Number, Quantity, Tentative BOI status.
⏱️ SLA: 7 Days
⚠️ Auto Escalate if not honoured to : Mr. Navneet Singh & Mr. Sameer Bansal

⚡ Global Alerts & Security

System triggers instantly via WhatsApp & Email.

🔒 Projects can only be initiated or acted upon by designated Stakeholders, Management, and Department Heads for authentication & security.

💬 Project Remarks & Notes

💬 Project remarks can be added at any point by Sales, Design, Finance, PMs, and Superadmins.

👥 Escalation Matrix

Directors: Mr. Navneet Singh & Mr. Sameer Bansal
COO / VP: Mr. Varun Jay Rana & Mr. Aseem Gill

STAGE 7: Tentative Billing Schedule ▼
Planning & Forecasting
  • Mr. Shivendu Sharma
Scope of Supply discussion with Sales and Mechanical Design Team just after Kickoff Meeting.

Tentative Billing Schedule sheet to be uploaded with:
  • DISPATCH MONTH & BILLING VALUE
⏱️ SLA: 7 Days
⚠️ Escalate: Navneet Singh / Sameer Bansal
STAGE 8: Drawing Release Week ▼
Design Team
  • Mr. SK Tripathi (Director)
  • Surajpal Singh (Electrical)
  • Sanjay N. & Krishna P. (Mumbai)
  • Vinit J, Smith K, Brajraj (Mech)
Dispatch Schedule received.
Design Department to enter Drawing Release Week for every assembly.
⏱️ SLA: 7 Days
⚠️ Escalate: Navneet Singh / Sameer Bansal
STAGE 9: Executive & Director Approval ▼
Approvers
  • Mr. Aseem Gill (VP Projects)
  • Mr. Varun Jay Rana (COO)
  • Mr. Navneet Singh (Director)
  • Mr. Sameer Bansal (Director)
Reviews tentative design release weeks & Tentative Billing Schedule.
Once approved, all delivery dates are 🔒 LOCKED.
Access: Shivendu Sharma, Aseem Gill, Navneet Singh & Sameer Bansal
⏱️ SLA: 7 Days
⚠️ Escalate: Navneet Singh / Sameer Bansal
STAGE 10: Billing Schedule ▼
Accounts & Customer
Full Tentative Billing Schedule consisting of:
  • DISPATCH MONTH & VALUE
STAGE 11: Upload Drawings ▼
Design Team
Uploads Drawings on the website.
Change Request Form required for changes. Only latest version available.
STAGE 12: Eng + SAP + Segregation ▼
Owner
  • Design Team
SCOPE:
Full breakdown of component structure and hierarchical segregation. Assignment of WBS to individual parts.
SYSTEM LOGIC:
Enforces exact parent-child relationships (Assemblies → Subassemblies → Components) and validates Drawing Number, Revision, Quantity, and Material before proceeding.
STAGE 13: SAP + PO Generation ▼
Owner
  • Purchase Team
SCOPE:
Vendor allocation, strict SAP mapping for required components, and finalization of PO values.
SYSTEM LOGIC:
Automatically fetches component demands from Stage 12. Links SAP item codes to generated PO numbers and locks the mapped value allocation.
STAGE 14: Component Tracking ▼
Owner
  • Store + PM
SCOPE:
End-to-end component tracking lifecycle from dispatch at vendor to factory receipt.
SYSTEM LOGIC:
Status dynamically transitions (Ordered → In Production → Received). Store teams authenticate physical receipts via SAP GRN matching.
STAGE 15: Assembly + Production ▼
Owner
  • Shop Floor
SCOPE:
Assembly execution on the floor based on matched full-kits and production scheduling.
SYSTEM LOGIC:
Production run is strictly gated by SAP Full Kit logic. Cannot commence assembly unless all prerequisite components from Stage 14 are marked as 'Received'.
STAGE 17: Dispatch ▼
Owner
  • Logistics
SCOPE:
Physical dispatch of fully assembled and invoiced machineries to the client site.
SYSTEM LOGIC:
Dispatch documentation is structurally linked to the Stage 16 invoice. Gate pass generation blocked until invoice validation is confirmed.
STAGE 16: Invoicing ▼
Owner
  • Accounts
SCOPE:
Financial verification and assembly-wise invoice generation for completed units.
SYSTEM LOGIC:
Triggers revenue realization logic. Synchronizes completed assemblies from the shop floor directly into the billing queue.