PTSI-PLT-BUPR-013-R6 Procedure of Equipment General Repair by PTSI Workshop

7/25/2019 PTSI-PLT-BUPR-013-R6 Procedure of Equipment General Repair by PTSI Workshop

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PROCEDURE OF EQUIPMENT GENERAL REPAIR BY PTSI WORKSHOP

Doc No. PTSI-PLT-BUPR-013/R6 Issue Date: 11 March 2014

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1.0 PURPOSE

The purpose of this procedure is to describe the process of equipment general repair that is conducted by PTSI Workshop

2.0

SCOPE

This procedure applies for following:a) Repair process of PTSI equipment and external customer equipmentb) Repair of mobile vehicle, heavy equipment and crane

3.0 RELATED DOCUMENTATION AND/OR REFERENCES

a) Store Operational Procedure PTSI-PLT-BUPR-012b) Guideline related to repair activitiesc) Manufacturer recommendation

4.0 RELATED FORMS AND/OR ATTACHMENTS

a) Equipment Defect List & Completion Repair Certificate PTSI-PLT-BUF-037b) Work Request Form PTSI-PLT-BUF-051c) Quotation Review Form PTSI-PLT-BUF-061d) Individual Daily Activity Report PTSI-PLT-BUF-028e) PR Manual Approval

5.0 DEFINITION

Equipment Defect List &Completion Repair

Certificate

The form (PTSI-PLT-BUF-037) which used by Workshop to detail the damage ofequipment, material/spare part required to repair the equipment and used as

document agreement during equipment handing over process to user after jobcompletion

Work Request Form The form (PTSI-PLT-BUF-051) which used by user to request service from Workshop.(This form is used as notification)

Quotation Review Form The form (PTSI-PLT-BUF-061)which is used by Workshop to give estimation of repairprice. (This form is used for repair process of external customers equipment)

Individual Daily ActivityReport

The form (PTSI-PLT-BUF-028) which is used by Mechanic to record the maintenancejob (repair/service) that has been done and time start and end of the job(maintenance time)

PR Manual Approval The form used to get approval from FC and GM for the proposed PR before the PR is

created and approved in SAP system by the authorized approver as per matrix

User (Internal Customer) Department under PTSI

External Customer Customer from outside of PTSI ( e.g. IKBB, RAPPl)

6.0 BASIC PRINCPLES/ROLES AND RESPONSIBILITIES

a) All cost for equipment repair is acknowledged and approved by user (equipment owner) through MO (MaterialOrder), PR (Purchase Request) approval mechanism and quotation review form (for external customer)

b) Workshop Department is responsible to ensure the quality of repair process to reduce the rework and achievecustomer satisfaction


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7.0 PROCEDURE

7.1. Repair Process of PTSI Equipment

7.1.1 Work Requisition Process and Initial Inspection

a) User to create notification in SAP system and describe the equipment malfunctionb) Based on notification, Workshop Superior to arrange mechanic to inspect and dismantle the equipment in order to

find the malfunction details. Result of inspection is noted in Equipment Defect List and Certificate CompletionRepair (PTSI-PLT-BUF-037). The damage spare part is placed besides the unit for user to check

c) Based on inspection result, Planner to create MO in SAP system and list out the spare part/material required.Planner then release the MO for user approval

d) User to review the MO and approve in SAP system if MO cost is acceptable by user. In case user needs revision ofsome item in MO, user to inform Planner for Planner then revise the MO as per user requirement. Once revisioncomplete, Planner to release the MO and user to approve the MO

7.1.2 Spare Part/Material Ordering Process

Sources of spare part/material are from PTSI Store, VMI Store and direct PR.

a) Spare Part/material from PTSI Store

- Reservation form is auto-generated in SAP system once user approve the MO- Mechanic to inform Store the MO number and bring the used spare part to Store. Return of used spare part is

referring to Returned Used Stock Item Guideline (PTSI-PLT-BUGL-070)- Store to issue the requested spare part/material to Mechanic, perform goods issue in SAP system, as referring to

Store Operational Procedure (PTSI-PLT-BUPRL-002)- Store to arrange the placement and record of used part received

b) Spare Part/material from VMI Store

- Reservation form is auto-generated in SAP system once user approve the MO-

Planner to print reservation form and arrange Workshop PIC to sign the reservation from- Mechanic to submit the approved reservation form to Store- Store to send the reservation form to VMI Vendor- Vendor to deliver the spare part to PTSI Store- Store to do the spare part incoming inspection in order to ensure the spare part received is confirmed to the

request (check the physics of spare part, check the part number, etc)- If spare part received is confirmed, Store to perform the documentation required (GR, DO/DN) and issue the spare

part to mechanic and ensure mechanic to bring the used spare part, as referring to Returned Used Stock ItemGuideline (PTSI-PLT-BUGL-070) and Store Operational Procedure (PTSI-PLT-BUPRL-002)

- If spare part is not confirmed as per request, Store to raise NCR, submit NCR to Procurement and ensure therecording and action for the reported NCR is taken

c) Spare Part/material from direct PR

-

PR form is auto-generated in SAP system once user approve the MO- Planner to fill in PR manual approval and get approval from FC and GM- If FC and GM not approve PR manual, Planner to get advise and decision by GM and User for further process- If FC and GM approve the PR manual, Planner then to create PR in SAP system and also attach the PR manual- Authorized PR approver as per matrix to approve PR in SAP system- Procurement to search the Vendor/Supplier and issue PO to rewarded Vendor/Supplier. If PO price is different from

PR, Procurement to inform planner to revise PR as per PO- Procurement to follow up delivery of requested spare part/material- Vendor/Supplier to deliver the spare part to PTSI Store- Store to do the spare part incoming inspection in order to ensure the spare part received is confirmed to request

(check the physics of spare part, check the part number, etc)- If spare part received is confirmed, Store to perform the documentation required (GR, DO/DN) and issue the spare

part to mechanic and ensure mechanic to bring the used spare part, as referring to Returned Used Stock ItemGuideline (PTSI-PLT-BUGL-070) and Store Operational Procedure (PTSI-PLT-BUPRL-002)

-

If spare part is not confirmed as per request, Store to raise NCR, submit NCR to Procurement and ensure therecording and action for the reported NCR is taken


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7.1.3 Repair Execution & Work Closing

a) Mechanic to do the repair process as referring to the applicable SOP/guideline/manufacturer recommendationb) Workshop Superior to ensure the quality of work performed by Mechanic, ensure the ordered part is fitted to the

equipment and witness the old part before disposal

c)

Once repair process complete, Workshop to complete the Equipment Defect List and Certificate Completion RepairForm (PTSI-PLT-BUF-037)and inform user for handover process

d) If user accept the repair, both user and Workshop to sign the Equipment Defect List and Certificate CompletionRepair Form (PTSI-PLT-BUF-037)

e) Planner then close the MO in SAP system, Mechanic to complete IDAR form (PTSI-PLT-BUF-028)

7.2. Repair Process of External Customer Equipment

a) External customer request Workshop PTSI to repair their equipment, request can be in form of email requisition,phone, radio or direct request to PTSI Workshop

b) Based on information received, Workshop Superior to arrange mechanic to inspect and dismantle the equipment inorder to find the malfunction details. Result of inspection is noted in Equipment Defect List and CertificateCompletion Repair (PTSI-PLT-BUF-037).

c)

Based on inspection result, Planner to create Quotation Review Form (PTSI-PLT-BUF-061)and submit to customerfor approval

d) If customer approves the quotation, Customer to create PR and arrange PO issued to PTSI Workshope) Once PO received, Planner to create notification in SAP system and MO approved by Workshopf) After MO is approved, Planner to arrange the source of material/spare part required either from PTSI Store, VMI

Store or PR. The process of sourcing spare part/material is same as the repair process of PTSI equipment but theapproval process is performed by PTSI Workshop.

g) Once spare part/material is available, Store to issue the spare part/material to mechanic and ensure the process ofreturned of used part as referring to Returned Used Stock Item Guideline (PTSI-PLT-BUGL-070) and StoreOperational Procedure (PTSI-PLT-BUPRL-002)

h) Mechanic then to perform the repair/maintenance activitiesi) Once completed, handover the equipment to customer and both to sign the Defect List and Certificate Completion

Repair Form(PTSI-PLT-BUF-037) as agreementj) Mechanic to complete IDAR form (PTSI-PLT-BUF-028)k)

Planner then to close MO and submit all documentation for billing to CAD

8.0 APPENDIX

8.1 Appendix-1: Equipment Repair Process of PTSI Equipment Flowchart8.2 Appendix-2: Equipment Repair Process of External Customer Equipment Flowchart


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Appendix-1 Equipment Repair Process of PTSI Equipment Flowchart

CreateNotification

InformPlannerifthereispartwhichnot

requiredtopurchase

MOapprovedbyUser?

ReviseMOasperuserrequirementandre-

releaseMO

- CreateMOandlistoutthesparepart

required.Thesourceofsparepartiseither

fromPTSIstore,VMIstoreordirectPR.

- ReleaseMO- InformusertheMOnumbertoreview

Dismantleandchecktheconditionofunit

andidentifysparepartrequirementeitherto

replaceorrepair.Thedamagesparepartisplacedbesidestheunitforusertocheckif

necessary

user

Mechanic

Planner

user

Planner

yes

No

EquipmentDefectListand

CertificateCompletionRepair

(PTSI-PLT-BUF-037)

A


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ProcurementconvertPRtoPO(aging

repeatordermax2days,non-repeatordermax21days).IfPOpriceisdifferentwith

PR,informPlannertorevisePR.

Expeditortofollowupthedeliveryof

sparepart/material

SparepartreceivedbyStore.Storemaninspectthephysicofsparepart(ensure

partnumber&specificationisconfirmed

asperrequirement)

Sparepartdeliveredasper

requirement?

VendordeliverspareparttoPTSIStore

Sparepartdeliveredasper

requirement?

ApprovedbyFCandGM?

CreatePRinSAPsystemandattachthe

approvedmanualapproval

Yes

No

Informmechanictotakethesparepartto

Store.Mechanicbringtheusedpartand

submittoStore

No

Sparepart/materialfromPTSIStore

ReservationautogeneratedinSAP

system

Materialsourcing

Sparepart/materialVMIStore

ReservationautogeneratedinSAP

system

Sparepart/materialfromdirectPR

PRautogeneratedinSAPsystem

InformStoretheMOnumberandbringtheusedspareparttoStore

Printreservationform,getapprovalfrom

WSPICandsubmittoStore

CreatePRmanualapprovalandget

approvalfromFCandGM

Issuethematerialrequestedandperform

goodsissueandensuretheusedpartis

returned

Mechanic

Store

Planner/Mechanic

SendreservationtoVMIstore

VendordeliverthespareparttoPTSI

store

Store

VMIVendor

Inspectthephysicofsparepartreceived(ensurepartnumber&specificationis

confirmedasperrequirement)

RaiseNCRandsubmitProcurementforfurtherprocess

Carryoutmaintenancejob

PTSI-PLT-BUPR-002

STOREOPERATIONAL

PRCOEDURE

Store

Handoverunittouserandbothtosigncertificatedefectlistandcompletion

report

EQUIPMENTDEFECTLIST&

CERTIFICATECOMPLETION

REPAIR(PTSI-PLT-BUF-037)

PRMANUALFORM

Yes

No

Store

Planner

Planner

Procurement

Vendor

Store

Yes

Issuethesparepart/materialtomechanic

andperformgoodsissue


Handoverunittouserandbothtosigncertificatedefectlistandcompletion

report

Mechanic

Mechanic/user

Store

Store

Mechanic

Mechanic/user




RevisePRbasedonProcurement

information

Planner

PTSI-PLT-BUGL-070

RETURNEDUSED

STOCKITEM

GUIDELINE

PTSI-PLT-BUPR-

002

STORE

OPERATIONAL

PROCEDURE

PRisapprovedbyauthorizedapproverin

SAPsystemasperapprovalmatrix

Approver

A

MechanictocompleteIDARform

Planner

MechanictocompleteIDARform

INDIVIDUALDAILYACTIVITY

REPORT

(PTSI-PLT-BUF-028)

CloseMOinsystem

INDIVIDUALDAILYACTIVITY

REPORT

(PTSI-PLT-BUF-028)

Mechanic


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Appendix-2 Equipment Repair Process of External Customer Equipment

RequesttherepairprocessofequipmenttoPTSIWorkshop

Reviewanddiscussthequotationforagreement

QuotationapprovedbyCustomer?

Basedoninspectionresult,preparethequotationandsendtocustomerforreview

andapproval

Basedoninformation,checkandinspecttheequipmentandrecordtheinspectionresult

inEquipmentDefectListandCertificate

CompletionRepair

Customer

Mechanic

Planner

Sourcingthesparepart/materialrequired

eitherfromPTSIStore,VMIStoreorDirectPR.Approverofdocumentationisarranged

byWorkshop(reservation&PR)followingalldocumentationaspergeneralmaintenance

ofPTSIequipment

CreatePRandPOforPTSIWorkshop

Issuethematerialrequestedandperformgoodsissueandensuretheusedpartis

returned

Customer/Planner

Planner

Store


yes

No

Handoverunittocustomerandbothtosign

certificatedefectlistandcompletionreport




Mechanic

PTSI-PLT-BUGL-070RETURNEDUSED

STOCKITEMGUIDELINE

PTSI-PLT-BUPR-002STORE

OPERATIONALPROCEDURE

Customer

OncePOreceived,Plannercreate

notificationandMOinSAPsystem.MOisapprovedbyWorkshop

Planner




CompleteIDARform

Planner

CloseMOinSAPsystemandsubmitalldocumentationforbillingtoCAD

Planner

MechanicINDIVIDUALDAILYACTIVITY

REPORT

(PTSI-PLT-BUF-028)

LEGEND

: Form References Terminator

: Process References Procedure/Data References

: Decision References Process Line

: Sequential : Document/Form Reference Line

Documents

PTSI-PLT-BUPR-013-R6 Procedure of Equipment General Repair by PTSI Workshop