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

1. www.kockw.com 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

19. www.kockw.com Thank You

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