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  • ENG PR 009 4 Preparation & Handling of Requisition: Technip KT India LTD

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    Bighneswar Patra
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    This document provides guidelines for preparing and handling requisitions to ensure proper communication regarding goods and services to be procured. It outlines the process, including: 1. Defining the scope, technical requirements, and documentation needed in the requisition. 2. Attaching relevant documents like the scope of supply, specifications, drawings, and non-Technip documents. 3. Guidelines for numbering, formatting, revisions, and approvals from engineers and management. The summary captures the key purpose, overall process, and types of documents involved in requisitions according to the guidelines.

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    This document provides guidelines for preparing and handling requisitions to ensure proper communication regarding goods and services to be procured. It outlines the process, including: 1. Defining the scope, technical requirements, and documentation needed in the requisition. 2. Attaching relevant documents like the scope of supply, specifications, drawings, and non-Technip documents. 3. Guidelines for numbering, formatting, revisions, and approvals from engineers and management. The summary captures the key purpose, overall process, and types of documents involved in requisitions according to the guidelines.

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    49 views5 pages

    ENG PR 009 4 Preparation & Handling of Requisition: Technip KT India LTD

    Uploaded by

    Bighneswar Patra
    This document provides guidelines for preparing and handling requisitions to ensure proper communication regarding goods and services to be procured. It outlines the process, including: 1. Defining the scope, technical requirements, and documentation needed in the requisition. 2. Attaching relevant documents like the scope of supply, specifications, drawings, and non-Technip documents. 3. Guidelines for numbering, formatting, revisions, and approvals from engineers and management. The summary captures the key purpose, overall process, and types of documents involved in requisitions according to the guidelines.

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    © All Rights Reserved
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    Download as doc, pdf, or txt
    of 5

    Issuer Acronym Serial No. Rev.

    Page

    Technip KT India Ltd. ENG PR 009 4 1/5

    PREPARATION & HANDLING OF REQUISITION

    Appendices : Flow Chart for Preparation of Requisitions (MR)

    1. PURPOSE

    4 24/03/09 Revised as per Document Control Procedure VKR SNDS MKP


    3 09/11/05 Implemented VJK KB DKM
    Rev Date DESCRIPTION WRITTEN BY CHECKED BY APPROVED BY
    DD/MM/YY (name & sign) (name & sign) (name & sign)

    DOCIMENT REVISION
    Copies are not Controlled
    Issuer Acronym Serial No. Rev. Page

    Technip KT India Ltd. ENG PR 009 4 2/5

    PREPARATION & HANDLING OF REQUISITION

    This Procedure gives guidelines for the preparation and handling of requisitions to ensure proper
    communication to vendors, inspectors, and clients regarding goods/services to be procured at the
    project stage.

    2. APPLICATION

    This Procedure is applicable to all disciplines of the Engineering Department.

    3. DEFINITION

    3.1 MR - This is the word document. Name and Numbers of attachments to be sent with
    Requisition are appeared on it.

    SR - SR forms the technical base for the goods/services being procured, together with the
    documentation required for ensuring and controlling the quality of the goods/services.
    Scope of supply (SR) having two parts, Part I & Part II. Part I is for material/services to be
    supplied by Vendor and Part II is for Documents/Drawings to be supplied by Vendor. Refer
    attached Flow Chart (Appendix – I) for the same. REQUI software shall be used for
    preparing SR.

    3.2 Non TPKTI documents - These are the documents which are not generated by TPKTI such as
    document of client, consultants, vendors, etc.

    4 REFERENCE DOCUMENTS

    a) TPKTI Procedure No. QHSE-PR-001: Document Control

    b) TPKTI Procedure No. ENG-PR-008 : Technical Specs - Preparation & Handling

    c) TPKTI Procedure No. ENG-PR-006 : Document Distribution And Control

    5 PROCEDURE

    5.1 The requisition should take care of the following aspects for goods/services to be procured :

    - Clear definition of scope


    - Technical requirements
    - Documents requirements
    - QA/QC requirements

    5.2 The requisition consists of following:

    - SR (Scope of Supply)
    - QA/QC Requirements
    - Standard specifications
    - Project specifications
    - Data sheets
    - Drawings
    - Non TPKTI documents.

    Depending on the item being requisitioned, the originator shall exercise his discretion to attach
    some/all the documents specified above.

    5.3 Responsibilities/Authorities

    Copies are not Controlled


    Issuer Acronym Serial No. Rev. Page

    Technip KT India Ltd. ENG PR 009 4 3/5

    PREPARATION & HANDLING OF REQUISITION

    - The originator is responsible for the technical correctness and completeness of the
    requisition for the entire project execution period.

    - The originator is responsible for proper attachment of documents generated by other


    disciplines, if applicable to the requisition. However, the responsibility for the technical
    correctness and completeness of such documents lies with the document originator.

    - Only the Originator/Engineer authorised by Section Head/Lead Engineer of originating


    discipline of a document is authorised to make alterations on document originals.

    - If a document forming part of a requisition already revised "For Order" is to be revised, it is


    the responsibility of the originator of that document to check with Project Manager and
    Procurement Manager, the quality/time/cost consequences of the intended revision before
    making such revisions.

    - Procurement Section is solely responsible for all requisition related contacts with the
    vendor. Exceptions to this rule are permitted only after mutual agreement between Project
    Manager, Procurement Manager and the Originator.

    5.4 General Guidelines

    - The numbering of requisition should conform to Procedure QHSE-PR-001 (Document


    Control).

    - The originator of requisition should ensure that the technical requirements as specified in
    various documents forming the requisition are not conflicting with each other.

    - 'Warranty' paragraphs are not to be included in any of the document forming the requisition
    since this information appears separately in commercial documents. However, this does
    not apply to "Process Guarantees" and "Mechanical Guarantees" specified in the technical
    specifications.

    - The originator hands over the complete requisition to the person responsible/assigned for
    checking who reviews the requisition for correctness, completeness and conformity with
    agreed client/authority requirements. The requisition is then signed and approved by
    Section Head/Lead Engineer or the authorised person of the originating discipline.

    - After the requisition has been checked and approved by the authorised engineers of the
    originating section, the originator gets it signed by the Project Manager.

    5.5 Revisions of the Requisition

    In order to revise the requisition, the following guidelines are to be followed:

    5.5.1 Revisions during Enquiry Stage

    If, during the waiting time for the bids, changes are required, then shall be handled through mail to
    Vendor via Procurement or to be taken care at TBE stage.

    5.5.2 Revision for Order

    - After the purchase intent has been concluded with the vendor, the originator of the
    requisition is responsible for updating the requisition and its attachments exactly in line with
    comments and agreements as indicated in:
    - Vendor's offer
    Copies are not Controlled
    Issuer Acronym Serial No. Rev. Page

    Technip KT India Ltd. ENG PR 009 4 4/5

    PREPARATION & HANDLING OF REQUISITION

    - Letters, e-mail, telex and fax messages


    - Minutes of meeting
    - Update Scope of Supply and any other documents (if applicable) as described earlier.

    5.5.3 Revision during Order Execution

    - Before revising the requisition

     Check the quality, time and cost consequences


     Consult the Project Manager, Procurement Manager and other disciplines
    influenced by the change.

    - In case the change(s) is(are) unavoidable, a new revision of the requisition has to be made
    using following guidelines :

     Update the pertaining documents and mark Revision no.


     Fill in Change in Requisition
     Issue the requisition as 'Revised'

    Appendix-1 FLOW CHART FOR PREPARATION OF REQUISITION (MR)

    INTRODUCTION
    Material Requisition (MR) is a “WORD” Document. It contains 3-4 sheets (Max.). MR is prepared by
    Specialist Engineer, checked by Engineer (other than the Originator), approved by Section Head/Lead
    Engineer and signed by Project Manager.

    Following are to be appeared on MR with their document Numbers (wherever applicable & as per Client’s
    Copies are not Controlled
    Issuer Acronym Serial No. Rev. Page

    Technip KT India Ltd. ENG PR 009 4 5/5

    PREPARATION & HANDLING OF REQUISITION

    requirement).

    - Scope of Supply (SR) –This will be made in “REQUI” software.


    - Documents to be applicable
    Technical Specifications, Data Sheets, Standards, Reference Drawings,
    Procedures and Technical Instructions).

    SCOPE OF SUPPLY (SR)

    SCOPE OF SUPPLY (SR) – PART –I SCOPE OF SUPPLY (SR)–PART –


    List of Equipment/ Material/Services to be II
    supplied by Vendor (By Specialist Engineer) List of Required Vendor Documents

    Both parts are generated by “REQUI” but a single document is produced for SR.
    Alphabetically numbers (A, B, C, D..) will be used for Enquiry and Numerical (0, 1, 2, 3, 4 …..) for Orders.

    As soon as SR is approved it will automatically


    APPROVED SR export to PROJECT “REQUI” and PDB Mail Box

    PROJECT PDB MAIL BOX


    “REQUI” (By DDC – After receiving signed copy of

    This is linked with VDB and all the data of PDB


    SR is being imported in VDB by DDC.
    All attachments, as mentioned in MR will be arranged & distributed (Hard or Soft copies) as per
    distribution matrix by DDC.

    Copies are not Controlled

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