Purchase Requisition

The purchase requisition is internal CONTRACTOR’s document published by the Material & Logistic Department which it will be used as input data for prelude to purchase order.

The purchase order procedure shall refer to procurement management.

The below discussion is sample of purchase requisition procedure that will be applied of CONTRACTOR.

1. General

This discussion describes the responsibility and minimum requirements shall be fulfilled of purchase requisition that will be applied of a construction project.

2. Scope

This Purchase Requisition Procedure will be limited of materials & consumables shall be fabricated and/or installed in accordance with approve construction drawings; auxiliary material will be used for construction works; services will be implemented of project.

3. References

- Procurement Management Plan

- Engineering Management Plan

- Construction Management Plan

- Project Quality Assurance plan

- Inspection and Test Plan

4. Definition

i) Bill of Material (BOM) is a document published by Engineering Department, where the content of it describes project title, material or equipment specification, quantity of raw materials in accordance with dimension standard, work breakdown structure number (WBS), and the authorize personnel name.

ii) Material Specification Sheet (MSS) is a document published by Engineering Department, where the content of it describes specific technical requirement of raw materials or consumables.

iii) Data sheet is a document released by Engineering Department, where it describes specific technical requirement of package equipment, such as: pumps, valves, electrical & instrument devices, etc.

iv) Request for Auxiliary Material (RAM) is document released by Construction Department, where it describes requisition of materials and/or consumables, and required schedule that will be used for construction works.

v) Services Requisition (SR) is a document released by Construction Department, where it describes requisition of services, and required schedule that will be implemented of project.

5. Responsibility

i) Design Engineer shall have responsibility for validity of required Bill of Material, Material Specification Sheet, and Data Sheet in accordance with project technical specification requirements.

ii) Engineering Manager shall responsible that the Bill of Material and required attachments in accordance with scope of works & supplies; on engineering schedule; and control of efficiency in designs.

iii) Construction Engineer shall responsible for required auxiliary materials and services in accordance with installation method.

iv) Construction Manager shall responsible that the auxiliary material and services in accordance with scope of works & supplies; on construction schedule; and control of construction works is efficient in budget.

v) Personnel is assigned of material or consumable shall have responsible of the completeness required supporting document, required packaging, possibility of traffic & shipment, material handling, and evaluation of required material.

vi) Material & Logistic Manager shall responsible for completeness of required quantity of incoming material and/or consumable and/or services; preparation of storage & lay down area; delivery schedule; and material status.

6. Requirements

i) The Bill of Material, Request for Auxiliary Material, and Services requisition shall be clearly identified.

ii) The Bill of Material shall be approved by Engineering Manager; Request for Auxiliary Material, and Services Requisition shall be approved by Construction Manager.

7. Coordination

7.1. Input Data

i) Engineering Manager shall submit Bill of Material, Material Specification Sheet and/or Data sheet to Material & Logistic Department for purchase requisition or

ii) Construction Manager shall submit Request for Auxiliary Material (RAM) and/or Services requisition to Material & Logistic Department for purchase requisition.

7.2. Release Purchase Requisition

i) Personnel is assigned of material shall verify input data of paragraph 7.1 with material stock data to ensure that it is not purchase yet.

ii) Personnel are assigned of material shall prepare & ensure that the material requisition is complete, such as: material data, quantity, project title, WBS, place, required time, package system, and special treatment of material.

iii) Material & Logistic Manager shall ensure that material allocation in accordance with scope of supplies, and review material status.

7.3. Out Put Data

i) Purchase Requisition shall submit to Procurement Department for sourcing material and publish purchase order.

ii) Purchase Requisition shall be distributed to QC department for preparation of inspection, and Ware House for preparation of storage area and material handling.

8. Documentation

i) The Purchase requisition shall be recorded and documented for report and evaluation.

ii) Purchase Requisition shall have content but not limited as follows:

-Project Title

- Work Breakdown Structure No

- Job No.

- Date of submitted purchase requisition

- Purchase requisition no.

- Reference BOM or MSS or RAM or SR

- Material request, such as: Material type & specification and quantity; Special treatment; require Material Specification Sheet and/or Data sheet.

- Mill certificates or manufacturer’s certification required.

- Required schedule and destination.

- Required packaging system

- Responsible Person for preparation and approved of purchase requisition.

9. Evaluation

i) The purchase requisition shall be evaluated for material status report and cost control purpose.

ii) Purchase requisition shall be monitored of purchasing progress and it shall be cross checked with incoming material.

iii) Evaluation shall be separated of 5 (five) items as follows:

- Raw Materials

- Consumables

- Package Equipments

- Fabricated Part

- Components, such as: electrical & instruments, pressure & temperature indicator, etc.

10. Related Document

- Instruction sheet of Purchase Requisition

- Purchase Requisition form

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Introduction

Materials management is one of important process on project management cause of the materials have the biggest portion of project cost structure, need indoor space and outdoor lay down area in wide, plenty specific items shall be ordered and storage, and required quick accuracy information of material status.

Materials management is an inter link method and procedure that it used for planning and control of purchase request, incoming, storage & outgoing material that will be constructed and installed in accordance with approve construction drawings, installation schedule and requirement of project specifications.

Materials management shall ensure that required material available on stock yard or warehouse, QC pass, possible delivers to site, material placement is known, and material status report is valid, traceable, and the material shall be efficient in use.

The meaning of material here is not limited of raw materials, but it will be applied of consumables, package equipments, and part of equipments that will be installed of a project.

This discussion will be implemented of a project management and/or construction works which the CONTRACTOR’^s scope of works in Engineering, Procurement, and Construction.

Many procedure shall prepared and setting-up of a construction project prior execution works to achieve required project schedule, optimum cost, on time delivery, and safety.

This Material Management will discuss about required procedures to planning and control materials, such as: Purchase Requisition, Material Acceptance, Material stock in, Inventory Control, Out Going Material, Material Traceability, Packaging Method, Material Placement Method, Delivery Material, and Material Handling.

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