Emergency or Off Days Warehouse Opening Closing SOP

1.0 PURPOSE:

The purpose is to define the Opening and Closing of Store and to control entry into Store in emergency & off-days..

2.0 SCOPE:

This procedure covers all the activities for Store opening and closing during normal working days, off days / holidays and emergency situation during off working hours at all Generating Stations.

3.0 DEFINITION:

• HOD – Head of Department
• CCR – Central Control Room

4.0 RESPONSIBILITIES:

Store Incharge / Head shall be responsible for the compliance of this procedure and has the responsibility for managing all the Store Operations / Functions. 

Shift Incharge / HOD shall be responsible for compliance of their part in the SOP.

5.0 PROCEDURE

5.1 STORE KEYS

The store keys shall be available with the personnel as authorized by Company Director. These keys are held by:

• Store Incharge 
• Store Reps 
• Main Control Room

5.2 PROCESS (STORE FUNCTIONS)

Following process shall be followed as per situation mentioned

5.2.1 NORMAL WORKING DAYS / DUTY HOURS

Store staff shall be opening the store during normal working days by breaking the seal(s). At the time of closing, the door shall be re-sealed by signing of Store Reps. All other store doors remained sealed, until and unless required to open and seal again.

5.2.2 OFF WORKING DAYS / DUTY HOURS

Any requirement of store opening during off working hrs /off days shall be communicated to Store Inchage / HOD well in time.

In case of any unplanned requirement or odd time requirement, pick and Drop shall be arranged by the user dept / shift Incharge through pool vehicle. 

5.2.3 STORES OPENING IN EMERGENCY 

Following steps shall be followed for material issuance from Store in case of Emergency and the Store Staff is not available:

• 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.