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Sunday 21 June 2020
Thursday 3 September 2015
Refurbishment of Spare Parts
- Faulty repairable spares is maintained to re-use in company, the spare part will have different valuation type to represent different values
- A high value spare part or critical part will be managed with serial number. It will help to manage each piece of this spare part
- Refurbishment process will help to reduce the spare parts inventory cost.
- Equipment faulty and work order creation
- GR of bad part of store
- Initiate Refurbishment
- Order Creation
- Post operations
- Post Materials & Order Release
- Debit Note (If required)
- Goods movement posting
- Refurbishment operation
- Good receipt serial numbers for refurbishment orders
- Order Confirmation
- Order Completion marks the completion of task.
- Detection of a faulty equipment
- Creation of work order for that faulty equipment
- Defining operations and Material required in Work order(2nd step)
- GR of bad part of store (3rd Step)
- Initiate refurbishment: Manual step, Initiate refurbishment and plan the tasks
- Refurbishment order to be created on SAP, Required details include material, company/organization and business area
- Post operations to be performed in order. There will be a material assigned on which the order was created to the first operation.
- In case of additional material required for refurbishment. Post material in the components tab.
- Note that you are already creating this order on one material which was assigned in the beginning
- Release and save order for further processing.
- If required this step follows the creation of order
- Make sure that the order created was released and saved prior to this step
- It is basically one print out which contains information about the material being issued by store.
- This printout has to be submitted at store before issuing any material or in this case giving or receiving any material for refurbishment.
- This step is performed through T-code “zmm_res1”
- Goods movement posting
- This will be done on reservation number and once a copy of debit note is received by the Material Management user.
- Goods movement posting is done on T-code “MIGO”.
- Important thing here is the reference number present in the refurbishment order components tab.
- Refurbishment operation
- Manual step
- Perform refurbishment operation using the material issued by store
- Here actual work hours and employee numbers can be assigned to the task performed
- There are two types of order confirmations.
- Individual confirmation
- Collective confirmation
- This transaction is run by T-code IW8W
- Here user has to enter the Refurbishment
- After this, user has to follow steps in the below given order for completion of the Refurbishment Order.
- Technically Completion
- Settlement rule.
- Once we click the order completion button, it automatically directs us to the settlement rule
- Cost center number is required in Settlement rule
- After the settlement rule order is to be completed
- This marks the end of process and the order cannot be changed again.
Wednesday 2 September 2015
Material Purchasing & Replenishment SOP
- For any creation/change/deletion/bulk upload in the material master data, only Store Incharge and SAP administrator are authorized.
- For any material to be purchase the end-user checks availability of material code in SAP, If material already exists in other stations, it shall be requested to extend. If the requisition is for a new item of material i.e. material code not assigned yet, new item code creation request shall be processed by store Incharge upon receiving of approved material introduction form.
- The Store Incharge / SAP administrator will also verify material codes existence in SAP prior to creating new material.
- Store Incharge / Site procurement Representative shall prepare PR (purchase requisition), upon receipt of PR (purchase requisition) Indent from end-user. The PR Indent should be complete in all respect with required approvals & justification.
- After creation of the PR, Store Incharge / Site procurement Rep will intimate the PR No. to end-user for review. End-user will follow-up for further approvals within Plant.
- Site procurement Rep will follow & expedite the PR (purchase requisition) approvals, TE (technical evaluation), PAS. PO (purchase orders), Payment and provides updates to end-user. End-user should respond, received TE from SC within (desired time period) working days.
- Requisitions will be generated by Store / site procurement rep, based on material requirement Planning (MRP) for material with defined reorder point only.
- The reorder point shall be defined in the material master record of Spares and stock by Store Incharge in consultation with end-user.
- If a material hits re-order level on posting of debit note, intimation (e-mail) will be received to Store and PR (purchase requisition) shall be raised as per plant requirement as well or comment from respective users if required.
How to Dispose-Off the Scrap Material
- If any item / material deemed to be declared as Scrap, respective section (end user) shall initiate and submit the approved form Scrap Request Form - Attachment No. 2 to Store. Attachment 2A will be used for items other than Capex while Attachment 2B for Capex Items. The material is then transferred / dumped to the scrap yard at designated Areas.
- Store will maintain and update the Scrap Inventory Record and FORM A and raise the Scrap disposal request on portal as well for further processing and approvals.
- Scrap yard will remain barricaded to control removal or addition of scrap material. Any material removal / addition in the scrap yard shall be done through approvals on the relevant forms.
- Risk Assessment of the Scrap yard shall be carried out on Monthly basis by a team comprises of Representatives from Store, HSEQ and concerned sections
- Disposal Section shall inform station / security for bidder visit at least 02 days earlier.
- Site Instructions ‘Instructions for Contractor’ shall be issued to contractor at the time of tendering / contract award process by Disposal section.
- Disposal Committee (nominated by Head Office Disposal Department) shall be available and ensure Smooth, Safe and Legal execution of Scrap Disposal. Disposal Committee is also responsible for approval of all the Gate Passes, completion reports and maintains the record of same. The Committee shall also resolve all the disputes arising during the process.
- HSE Team shall audit and monitor the Contractor for HSE compliance team is authorized to stop the work if observe any non compliance and communicate to Disposal / Audit Committee.
Emergency or Off Days Warehouse Opening Closing SOP
1.0 PURPOSE:
- HOD – Head of Department
- CCR – Central Control Room
- Store Incharge
- Store Reps
- Main Control Room
- The end-user shall contact Duty Shift Incharge in Main Control Room for material issuance.
- Duty Shift Incharge asses the emergency and proceed for issuance as per below mentioned process.
- Shift Incharge shall send an email to Store keeping Company Head in loop about opening of store.
- Duty Shift Incharge shall call end-user and security supervisor. The store keys shall be drawn from the break glass box & sealed envelope of “Store Keys” available in Main CCR room.
- Store shall be opened in the presence of Shift Incharge, Security Representative and end-user by breaking the seal of the store door. Through-out this activity Security Representative, Shift Incharge and End User will be available in store, till Store is re-locked and sealed again. Seal will be signed (sign/date/time) by all three officials.
- Once the issuance process completed, the keys will be sealed in the envelop (available in CCR, signed and stamped by Store Incharge).This envelop and the teared envelop will be kept in the Box
- The issuance of material shall be recorded in Store opening / closing form (Attachment No. 1). Approved original Store opening / closing Form will be kept in store. One copy will be retained by Operation department and one copy by concerned department.
- The end-user shall submit the Material Debit Note to Store within 24hrs of the issuance.
- Same procedure will be adopted if store is re-opened again and every time store opening / closing form shall be filled
- In case of fire alarm, same process will be followed.
Tuesday 1 September 2015
Standard Store Operations
- Material Receipt Intimation (MRI) via email
- Goods Receiving Note (GRN)
- Debit Note (DN)
- Debit Transfer Note (DTN)
- Credit Note (CN)
- Delivery Challan (DC)
- Dispatch Note / Gate Pass (DhN / GP)
- Purchase Order (PO)
- Supply Chain (SC)
- HOD – Head of Department
- Goods Received Document (GRN-103 Inspection Document) shall be generated subject to Purchase Order release and user dept. shall be intimated within 2 days. User dept should inspect the material within seven days for acceptance / rejection and sign the GRN 103 accordingly in stores to avoid any delays.
- In case above time line is not met and inspection delayed due to any reason, comments shall be recorded in SAP while releasing GRN 105. Email of correspondence shall be attached with hard copy of GRN 105 if available.
- User shall log the inspection remarks in GRN 103 (Hard copy).
- If the goods are according to their specifications, GRN-105 shall be generated within 2 Days to reflect new stock. All conforming / accepted materials shall be properly placed to their designated location.
- If the goods are rejected GRN-124 (Rejection Document) shall be generated. Rejected materials shall be appropriately placed to their designated ‘Rejected Material Area’. SC / suppliers shall be intimated for necessary action within 5 days of inspection.
- HOD will nominate the team member(s) who will be responsible for coordination and signing of all GRN’s within the section as per this SOP.
- Any shortage / excess receipt of materials shall be dealt as briefed under:
- If the material received is less than the PO Quantity, GRN-103 shall be generated for the quantity received and the balance / short quantity shall appear in the system as material receivable until remaining quantity received.
- If the material received is in excess than the PO Quantity, GRN-103 shall be generated for the quantity ordered and the excess quantity shall be returned to supplier.
- Debit Note – Cost Center (201) – Revex Items
- Debit Note – WBS / Network (281) – Capex / Asset Item, raised against reservation no.
- Debit Note through Material Reservation against Work Order – (261 and 261Q – for Revex and Capex items respectively.
- User will send the email request if items required from other plant inventory, Requesting Store will then generate the DTN accordingly and handover to users for necessary approval and submission. Approved DTN will be sent to Issuing Station for Stock transfer to requesting station.
- User shall review / delete the old and unnecessary reservations on quarterly basis.
- The following information shall be checked from SAP before any item is handed over to the bearer:
- Cost Center / WBS
- Approve DN as per signature mandate (attachment 1)
- Material code and description
- Work order / permit number (where applicable).
- On receipt of approved Debit Note, stores authorized personnel shall issue material to user considering following:
- FIFO rule for covering warranty issue, shelf life, deterioration or obsolescence of material.
Friday 12 June 2015
SOP For Capex Material/Items Returning Proedure
- Capex Spares Issuance Report – Mentioning status of items returned or not returned.
- Capex Items Retuned to Store/warehouse including status for items sent for repair.