Optimum Utilization and Managing The Supply of Bulk Nitrogen Contract - Revised.pptx

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Optimum Utilization and Managing
The Supply of Bulk Nitrogen Contract
Maintenance Team East Kuwait-II
Operations Group East Kuwait

2. 2
BACK GROUND
CSO
Current Nitrogen Requisition Workflow
Authorized Site Person
Contractor Trip Tickets after the Delivery
Contractor
Controlling Team

3. 3
WAYFORWARD

PROPOSAL: IMPLEMENTATION OF eBEAMS WORKFLOW IN NITROGEN REQUEST
MANAGING EXPENSES
BENEFITS



ENHANCE TRACKING
OPTIMUM UTILIZATION OF CONTRACT VALUE
TIMELY INVOICING AND AVOID BACK LOG

4. 4
BREIF PROPOSAL
Bulk N2 Service Request
CSO, WCA & CRP
Applications
Link SR & SO Application
Existing eBEAMS Applications
New eBEAMS Module have to be Created
Contractor
eBEAMS will auto-generate SR
& eMail to the Contractor
eBEAMS will auto-generate CRP FIN 70
Report & eMail to the Contractor
(User Team’s Platform for the N2 Request)
(Controlling Team’s Invoicing Platform)

5. 5
BULK N2 SERVICE REQUEST
CREATION / APPROVAL & CLOSURE WORKFLOWS
(BY USER TEAMS)

6. 6
Related Request
Lead / Approver
Requester
Stop
Requesting Lead
Approval
Contractor
N2 Service
Request
Close
Process to
Approval
Approve
Approve
Reject
Reject
eMAIL
Notification
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)
System
Verification
No
Yes
Request Initiation Processes – By the Requester
Status: WAPPR
MANDATORY FIELDS
1. Summary
2. Location / Unit
3. Requester Phone & eMail ID
4. Requesting Lead
5. Requesting Team Leader
6. Requesting Team
7. Controlling Team
8. Requisition Line Items
(a). Item
- TRLR Contractor @ 2000 – 2400 PSIg
- TRLR KOC @ 2000 – 2400 PSIg
- Filling Cyls 480 Cu. FT @ 3500 PSI
- Filling Cyls 240 Cu. FT @ 2100 PSI
- Testing of N2 Gas Samples
(b). Qty.
(c). Required Date & Time
(d). Work Type (Mandatory only for Item ‘TRLR
Contractor @ 2000 – 2400 PSIg’)
- Shutdown Job
- Welding Job
- Others
(e) End Date & Time (Mandatory only for
Item ‘TRLR Contractor @ 2000 – 2400 PSIg’)
If the Work Type is ‘Welding Job’
By default System will allot 24 Hrs. as
Required Duration.

7. 7
Related Request
Lead / Approver
Requester
Stop
Requesting Lead
Approval
Contractor
N2 Service
Request
Status: WAPPR
Close
Process to
Approval
Approve
Approve
Reject
Reject
eMAIL
Notification
System
Verification
No
Yes
Request Approval Processes – By Requesting Lead (Sec. Head / Snr. Engr.)
eMAIL Notification to
Requester
Any Active Duplicated
Request exists for same
Unit on same date
eBEAMS Notification to Requester,
Lead / Approver & Controlling Team
CC eMAIL Notification to
Requester
Lead Should be either
Sec. Head / Snr. Engr
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)

8. 8
Related Request
Lead / Approver
Requester
Stop
Requesting Lead
Approval
Contractor
N2 Service
Request
Status: WAPPR
Close
Process to
Approval
Approve
Approve
Reject
Reject
eMAIL
Notification
System
Verification
No
Yes
Request Approval Processes – For Duplicated Requests
eMAIL Notification to
Requester & Lead
Any Active Duplicated
Request exists for same
Unit on same date
eBEAMS Notification to Requester,
Lead / Approver & Controlling Team
CC eMAIL Notification to
Requester
‘Related Request Lead /
Approver’ is the Person Who
Approved the 1st Request (Active
duplicated Request).
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)

9. 9
Requesting
TL Approval
Requester
Requesting Lead
Approval
Contractor
N2 Service
Request (Revision)
Cancel
Extend
Approve
Extension
Approve Cancellation
Reject
Extension
Reject Cancellation
eMAIL
Notification
Status: APPR
Stop
Complete
Status: COMP
Controlling Team
eBEAMS
Notification
Revise
Reject Revision
Approve Revision
Request Approved & Notified to the Contractor – Awaiting Closure Processes from the Requester.
System Alerts:
(Only for Item ‘TRLR Contractor @ 2000 – 2400 PSIg’)
 12Hrs Before the Service expiry;
An Auto-generated System eMail to
Requester.
If the Request is Open
 7 Days after Service Completion;
An Auto-generated System eMail to
Requester & Requesting Sec. Head
/ Snr. Engr.
 30 Days after Service Completion;
An Auto-generated System eMail to
Requesting Sec. Head / Snr. Engr &
Requesting TL.
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)

10. 10
Requesting
TL Approval
Requester
Requesting Lead
Approval
Contractor
N2 Service Request
(Revision)
Cancel
Approve Cancellation
Reject Cancellation
eMAIL
Notification
Stop
Complete
Status: COMP
Controlling Team
eBEAMS
Notification
Trip
Note
Approve
Extension
Revise
Reject Revision
Approve Revision
Extend
Reject
Extension
Status: APPR
Request Completion Processes
Mandatory Fields
1. Actual Service Completion
2. Actual Utilization (SCF)
(Mandatory only for Item ‘TRLR
Contractor @ 2000 – 2400 PSIg’)
3. Actual Truck Relocation
(Mandatory only for Item ‘TRLR
Contractor @ 2000 – 2400 PSIg’)
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)

11. 11
Requesting
TL Approval
Requester
Requesting Lead
Approval
Contractor
N2 Service Request
(Revision)
Cancel
Approve Cancellation
Reject Cancellation
eMAIL
Notification
Stop
Complete
Controlling Team
eBEAMS
Notification
Status: WCAN
Approve
Extension
Revise
Reject Revision
Approve Revision
Extend
Reject
Extension
Request Cancellation Processes
eMAIL Notification to
Requester
Mandatory Fields
1. Cancellation Justification
System Check
Should be 24Hrs before
Scheduled Delivery
eBEAMS Notification to Requester,
Lead / Approver & Controlling Team
CC eMAIL Notification to
Requester
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)

12. 12
Requesting
TL Approval
Requester
Requesting Lead
Approval
Contractor
N2 Service Request
(Revision)
Cancel
Approve Cancellation
Reject Cancellation
eMAIL
Notification
Stop
Complete
Controlling Team
eBEAMS
Notification
Approve
Extension
Revise
Reject Revision
Approve Revision
Extend
Reject
Extension
Status: WREV
Request Revision Processes (Only for Item ‘TRLR Contractor @ 2000 – 2400 PSIg’)
eMAIL Notification to
Requester
Mandatory Fields
1. Revised Date & time
2. Revision Justification
System Check
Should be 24Hrs before
Scheduled Completion
eBEAMS Notification to Requester,
Lead / Approver & Controlling Team
CC eMAIL Notification to
Requester
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)

13. 13
Requesting
TL Approval
Requester
Requesting Lead
Approval
Contractor
N2 Service Request
(Revision)
Cancel
Approve Cancellation
Reject Cancellation
eMAIL
Notification
Status: WEXT
Stop
Complete
Controlling Team
eBEAMS
Notification
Approve
Extension
Revise
Reject Revision
Approve Revision
Extend
Reject
Extension
Request Extension Processes (Only for Item ‘TRLR Contractor @ 2000 – 2400 PSIg’)
eMAIL Notification to
Requester & Lead
Mandatory Fields
1. Extended Date & time
2. Extension Justification
System Check
Should be 12Hrs before
Scheduled Completion
eBEAMS Notification to Requester,
Lead / Approver & Controlling Team
CC eMAIL Notification to
Requester
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS WORKFLOW)

14. 14
Note:
1. All the Communications, Justifications and Remarks Shall be Communicated thru. Log Window; by creating Logs during the Workflow.
2. Selecting ‘Urgent’ will allow the User to add back-dated N2 Requests and Generate Service Orders (System will allow to add back dated Required & Actual Service Completion dates).
* Controlling Team (Person Group):
Responsibility
Urgent ?
* Request Number:
* Location / Unit: Reported Date:
Site:
Status:
Related Requests:
Requested By:
* Phone:
* Requesting Team:
* eMail ID:
Name: * Requesting Lead:
* Requesting TL: * Name:
* Name:
Attachments
* Summary:
List Request Log
Contract Number Contractor Name:
Line Item Qty.
Work
Type
Required
Date
End Date
Revised End
Date
Revision
Justification:
Extended End
Date
Extension
Justification
Cancellation
Justification
Relocation
Requirement
Actual Service
Completion
Actual Utilization
(SCF)
Actual Truck
Relocation
Requisition Line Item
BULK N2 SERVICE REQUEST (PROPOSED eBEAMS MODULE / WINDOW)

15. 15
AUTO-GENERATED eBEAMS SR# TO THE CONTRACTOR
Auto-Generated eBEAMS Service Request Should Have Following Minimum Information's
 Service Request Number
 Location / unit
 Item
 Qty.
 Required / Start Date & Time
 End Date & Time (Only for Item ‘TRLR Contractor @ 2000 – 2400 PSIg’)
 Requesting Team Name
 Requester KOC ID & Name
 Requester Mail ID & Phone Number
 Revision Details, If any
 Cancellation Details, If any

16. 16
BULK N2 SERVICE ORDER
CREATION & APPROVAL WORKFLOWS
(BY CONTROLLING TEAM)

17. 17
Requesting
TL Approval
Requester
Requesting Lead
Approval
Contractor
N2 Service Request
(Revision)
Cancel
Approve Cancellation
Reject Cancellation
eMAIL
Notification
Stop
Complete
Status: COMP
Controlling Team
eBEAMS
Notification
Trip
Note
Approve
Extension
Revise
Reject Revision
Approve Revision
Extend
Reject
Extension
Status: APPR
Service Order Creation Process
Mandatory Fields
1. Actual Service
Completion
2. Actual Utilization
(SCF)
(Mandatory only for Item
‘TRLR Contractor @ 2000 –
2400 PSIg’)
3. Actual Truck
Relocation
(Mandatory only for Item
‘TRLR Contractor @ 2000 –
2400 PSIg’)
BULK N2 SERVICE ORDER (PROPOSED eBEAMS WORKFLOW)
Creation of Service
Order from SR#
By Controlling Team (Material Section)
1. System will allow the
Controlling team to Create SO,
Only after the SR Completion
from the User teams.
2. System will automatically copy
all the required fields from SR
to SO during the SO Creation
Processes (SR to SO link have to
create)

18. 18 Service Order Creation & Associated Workflow Processes
BULK N2 SERVICE ORDER (PROPOSED eBEAMS WORKFLOW)
Creation of Service
Order from SR#
SO Review &
Approval
SO Review &
Approval
Create WCA
Auto
WCA
Create CRP
Review & Approval
Review & Approval
Review & Approval
Review & Approval
Review & Approval
Review & Approval
N
Y
By Controlling Team
(Material Section)
By Controlling Team
Snr. Engr.
By Controlling Team
TL
By Controlling Team
Snr. Engr.
By Controlling Team
TL
By Controlling Team
Accountant
By Controlling Team
Snr. Engr.
By Controlling Team
TL
By Controlling Team
Accountant
By Controlling Team
(Material Section)
Contractor
CRP FIN 70
Report System Auto-Generation
CC eMAIL Notification to
Requester
eMAIL
Notification

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