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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
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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

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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
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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
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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.

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