PROCEDURE OF EQUIPMENT GENERAL REPAIR BY PTSI WORKSHOP

Issue Date: 11 March 2014

Doc No. PTSI-PLT-BUPR-013/R6

1.0

PURPOSE

The purpose of this procedure is to describe the process of equipment general repair that is conducted by PTSI Workshop

2.0

SCOPE

This procedure applies for following:

a) Repair process of PTSI equipment and external customer equipment
b) Repair of mobile vehicle, heavy equipment and crane

3.0
a)
b)
c)

4.0
a)
b)
c)
d)
e)

5.0

RELATED DOCUMENTATION AND/OR REFERENCES

Store Operational Procedure
Guideline related to repair activities
Manufacturer recommendation

PTSI-PLT-BUPR-012

RELATED FORMS AND/OR ATTACHMENTS

Equipment Defect List & Completion Repair Certificate
Work Request Form
Quotation Review Form
Individual Daily Activity Report
PR Manual Approval

PTSI-PLT-BUF-037
PTSI-PLT-BUF-051
PTSI-PLT-BUF-061
PTSI-PLT-BUF-028

DEFINITION

Equipment Defect List &

Completion Repair
Certificate

The form (PTSI-PLT-BUF-037) which used by Workshop to detail the damage of

equipment, material/spare part required to repair the equipment and used as
document agreement during equipment handing over process to user after job
completion

Work Request Form

The form (PTSI-PLT-BUF-051) which used by user to request service from Workshop.
(This form is used as notification)

Quotation Review Form

The form (PTSI-PLT-BUF-061) which is used by Workshop to give estimation of repair

price. (This form is used for repair process of external customers equipment)

Individual Daily Activity

Report

The form (PTSI-PLT-BUF-028) which is used by Mechanic to record the maintenance

job (repair/service) that has been done and time start and end of the job
(maintenance time)

PR Manual Approval

The form used to get approval from FC and GM for the proposed PR before the PR is
created and approved in SAP system by the authorized approver as per matrix

User (Internal Customer)

Department under PTSI

External Customer

Customer from outside of PTSI ( e.g. IKBB, RAPPl)

6.0

BASIC PRINCPLES/ROLES AND RESPONSIBILITIES

a)

All cost for equipment repair is acknowledged and approved by user (equipment owner) through MO (Material
Order), PR (Purchase Request) approval mechanism and quotation review form (for external customer)

b)

Workshop Department is responsible to ensure the quality of repair process to reduce the rework and achieve
customer satisfaction

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PROCEDURE OF EQUIPMENT GENERAL REPAIR BY PTSI WORKSHOP

Issue Date: 11 March 2014

Doc No. PTSI-PLT-BUPR-013/R6

7.0

PROCEDURE

7.1.

Repair Process of PTSI Equipment

7.1.1 Work Requisition Process and Initial Inspection

a)
b)

c)
d)

User to create notification in SAP system and describe the equipment malfunction
Based on notification, Workshop Superior to arrange mechanic to inspect and dismantle the equipment in order to
find the malfunction details. Result of inspection is noted in Equipment Defect List and Certificate Completion
Repair (PTSI-PLT-BUF-037). The damage spare part is placed besides the unit for user to check
Based on inspection result, Planner to create MO in SAP system and list out the spare part/material required.
Planner then release the MO for user approval
User to review the MO and approve in SAP system if MO cost is acceptable by user. In case user needs revision of
some item in MO, user to inform Planner for Planner then revise the MO as per user requirement. Once revision
complete, Planner to release the MO and user to approve the MO

7.1.2 Spare Part/Material Ordering Process

Sources of spare part/material are from PTSI Store, VMI Store and direct PR.
a)

Spare Part/material from PTSI Store

Reservation form is auto-generated in SAP system once user approve the MO

Mechanic to inform Store the MO number and bring the used spare part to Store. Return of used spare part is
referring to Returned Used Stock Item Guideline (PTSI-PLT-BUGL-070)
Store to issue the requested spare part/material to Mechanic, perform goods issue in SAP system, as referring to
Store Operational Procedure (PTSI-PLT-BUPRL-002)
Store to arrange the placement and record of used part received

b)

Spare Part/material from VMI Store

Reservation form is auto-generated in SAP system once user approve the MO

Planner to print reservation form and arrange Workshop PIC to sign the reservation from
Mechanic to submit the approved reservation form to Store
Store to send the reservation form to VMI Vendor
Vendor to deliver the spare part to PTSI Store
Store to do the spare part incoming inspection in order to ensure the spare part received is confirmed to the
request (check the physics of spare part, check the part number, etc)
If spare part received is confirmed, Store to perform the documentation required (GR, DO/DN) and issue the spare
part to mechanic and ensure mechanic to bring the used spare part, as referring to Returned Used Stock Item
Guideline (PTSI-PLT-BUGL-070) and Store Operational Procedure (PTSI-PLT-BUPRL-002)
If spare part is not confirmed as per request, Store to raise NCR, submit NCR to Procurement and ensure the
recording and action for the reported NCR is taken

c)
-

Spare Part/material from direct PR

PR form is auto-generated in SAP system once user approve the MO
Planner to fill in PR manual approval and get approval from FC and GM
If FC and GM not approve PR manual, Planner to get advise and decision by GM and User for further process
If FC and GM approve the PR manual, Planner then to create PR in SAP system and also attach the PR manual
Authorized PR approver as per matrix to approve PR in SAP system
Procurement to search the Vendor/Supplier and issue PO to rewarded Vendor/Supplier. If PO price is different from
PR, Procurement to inform planner to revise PR as per PO
Procurement to follow up delivery of requested spare part/material
Vendor/Supplier to deliver the spare part to PTSI Store
Store to do the spare part incoming inspection in order to ensure the spare part received is confirmed to request
(check the physics of spare part, check the part number, etc)
If spare part received is confirmed, Store to perform the documentation required (GR, DO/DN) and issue the spare
part to mechanic and ensure mechanic to bring the used spare part, as referring to Returned Used Stock Item
Guideline (PTSI-PLT-BUGL-070) and Store Operational Procedure (PTSI-PLT-BUPRL-002)
If spare part is not confirmed as per request, Store to raise NCR, submit NCR to Procurement and ensure the
recording and action for the reported NCR is taken

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PROCEDURE OF EQUIPMENT GENERAL REPAIR BY PTSI WORKSHOP

Issue Date: 11 March 2014

Doc No. PTSI-PLT-BUPR-013/R6

7.1.3 Repair Execution & Work Closing

a)
b)
c)
d)
e)

7.2.
a)
b)

c)
d)
e)
f)

g)

h)
i)
j)
k)

Mechanic to do the repair process as referring to the applicable SOP/guideline/manufacturer recommendation

Workshop Superior to ensure the quality of work performed by Mechanic, ensure the ordered part is fitted to the
equipment and witness the old part before disposal
Once repair process complete, Workshop to complete the Equipment Defect List and Certificate Completion Repair
Form (PTSI-PLT-BUF-037) and inform user for handover process
If user accept the repair, both user and Workshop to sign the Equipment Defect List and Certificate Completion
Repair Form (PTSI-PLT-BUF-037)
Planner then close the MO in SAP system, Mechanic to complete IDAR form (PTSI-PLT-BUF-028)

Repair Process of External Customer Equipment

External customer request Workshop PTSI to repair their equipment, request can be in form of email requisition,
phone, radio or direct request to PTSI Workshop
Based on information received, Workshop Superior to arrange mechanic to inspect and dismantle the equipment in
order to find the malfunction details. Result of inspection is noted in Equipment Defect List and Certificate
Completion Repair (PTSI-PLT-BUF-037).
Based on inspection result, Planner to create Quotation Review Form (PTSI-PLT-BUF-061) and submit to customer
for approval
If customer approves the quotation, Customer to create PR and arrange PO issued to PTSI Workshop
Once PO received, Planner to create notification in SAP system and MO approved by Workshop
After MO is approved, Planner to arrange the source of material/spare part required either from PTSI Store, VMI
Store or PR. The process of sourcing spare part/material is same as the repair process of PTSI equipment but the
approval process is performed by PTSI Workshop.
Once spare part/material is available, Store to issue the spare part/material to mechanic and ensure the process of
returned of used part as referring to Returned Used Stock Item Guideline (PTSI-PLT-BUGL-070) and Store
Operational Procedure (PTSI-PLT-BUPRL-002)
Mechanic then to perform the repair/maintenance activities
Once completed, handover the equipment to customer and both to sign the Defect List and Certificate Completion
Repair Form(PTSI-PLT-BUF-037) as agreement
Mechanic to complete IDAR form (PTSI-PLT-BUF-028)
Planner then to close MO and submit all documentation for billing to CAD

8.0

APPENDIX

8.1
8.2

Appendix-1: Equipment Repair Process of PTSI Equipment Flowchart

Appendix-2: Equipment Repair Process of External Customer Equipment Flowchart

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PROCEDURE OF EQUIPMENT GENERAL REPAIR BY PTSI WORKSHOP

Issue Date: 11 March 2014

Doc No. PTSI-PLT-BUPR-013/R6

Appendix-1 Equipment Repair Process of PTSI Equipment Flowchart

user
Create Notification
Mechanic
Equipment Defect List and
Certificate Completion Repair
(PTSI-PLT-BUF-037)

Dismantle and check the condition of unit

and identify spare part requirement either to
replace or repair. The damage spare part is
placed besides the unit for user to check if
necessary
Planner
- Create MO and list out the spare part
required. The source of spare part is either
from PTSI store, VMI store or direct PR.
- Release MO
- Inform user the MO number to review

yes

MO approved by User?

No
user
Inform Planner if there is part which not
required to purchase
Planner
Revise MO as per user requirement and rerelease MO

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PROCEDURE OF EQUIPMENT GENERAL REPAIR BY PTSI WORKSHOP

Issue Date: 11 March 2014

Doc No. PTSI-PLT-BUPR-013/R6

Material sourcing

Spare part/material VMI Store

Reservation auto generated in SAP
system

Spare part/material from PTSI Store

Reservation auto generated in SAP
system
Mechanic

Planner/Mechanic

Inform Store the MO number and bring

the used spare part to Store
PTSI-PLT-BUGL-070
RETURNED USED
STOCK ITEM
GUIDELINE

PTSI-PLT-BUPR002
STORE
OPERATIONAL
PROCEDURE

Spare part/material from direct PR

PR auto generated in SAP system
Planner
Create PR manual approval and get
approval from FC and GM

Print reservation form, get approval from

WS PIC and submit to Store
Store

Store
Issue the material requested and perform
goods issue and ensure the used part is
returned

Yes

VMI Vendor

Store

Approver

Inspect the physic of spare part received

(ensure part number & specification is
confirmed as per requirement)

PR is approved by authorized approver in

SAP system as per approval matrix

Mechanic/user
Handover unit to user and both to sign
certificate defect list and completion
report

Procurement
Yes

PTSI-PLT-BUPR-002
STORE OPERATIONAL
PRCOEDURE

INDIVIDUAL DAILY ACTIVITY

REPORT
(PTSI-PLT-BUF-028)

Planner

Create PR in SAP system and attach the

approved manual approval

Vendor deliver the spare part to PTSI

store

Carry out maintenance job

No

Approved by FC and GM?

Send reservation to VMI store

Mechanic

EQUIPMENT DEFECT LIST &

CERTIFICATE COMPLETION
REPAIR (PTSI-PLT-BUF-037)

PR MANUAL FORM

Procurement convert PR to PO (aging

repeat order max 2days, non-repeat order
max 21days). If PO price is different with
PR, inform Planner to revise PR.
Expeditor to follow up the delivery of
spare part/material

Spare part delivered as per

requirement?

No

Store

Planner
Revise PR based on Procurement
information

Raise NCR and submit Procurement for

further process
Mechanic to complete IDAR form

Vendor
Vendor deliver spare part to PTSI Store
Store
Spare part received by Store. Store man
inspect the physic of spare part (ensure
part number & specification is confirmed
as per requirement)
No

Spare part delivered as per

requirement?
Yes
Store
Inform mechanic to take the spare part to
Store. Mechanic bring the used part and
submit to Store
Store
Issue the spare part/material to mechanic
and perform goods issue

EQUIPMENT DEFECT LIST &

CERTIFICATE COMPLETION
REPAIR (PTSI-PLT-BUF-037)

Mechanic
Carry out maintenance job
Mechanic/user
Handover unit to user and both to sign
certificate defect list and completion
report
Mechanic
Mechanic to complete IDAR form

INDIVIDUAL DAILY ACTIVITY

REPORT
(PTSI-PLT-BUF-028)

Planner
Close MO in system

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PROCEDURE OF EQUIPMENT GENERAL REPAIR BY PTSI WORKSHOP

Issue Date: 11 March 2014

Doc No. PTSI-PLT-BUPR-013/R6

Appendix-2 Equipment Repair Process of External Customer Equipment

Customer
Request the repair process of equipment to
PTSI Workshop
Mechanic
EQUIPMENT DEFECT LIST &
CERTIFICATE COMPLETION
REPAIR (PTSI-PLT-BUF-037)

Based on information, check and inspect the

equipment and record the inspection result
in Equipment Defect List and Certificate
Completion Repair
Planner
Based on inspection result, prepare the
quotation and send to customer for review
and approval

Customer
Quotation approved by Customer?

yes

Create PR and PO for PTSI Workshop

No

Planner

Customer/Planner
Review and discuss the quotation for
agreement

Once PO received, Planner create

notification and MO in SAP system. MO is
approved by Workshop

Planner
Sourcing the spare part/material required
either from PTSI Store, VMI Store or Direct
PR. Approver of documentation is arranged
by Workshop (reservation & PR) following all
documentation as per general maintenance
of PTSI equipment
PTSI-PLT-BUGL-070
RETURNED USED
STOCK ITEM
GUIDELINE

Store
Issue the material requested and perform
goods issue and ensure the used part is
returned

PTSI-PLT-BUPR-002
STORE
OPERATIONAL
PROCEDURE

Mechanic
Carry out maintenance job

EQUIPMENT DEFECT LIST &

CERTIFICATE COMPLETION
REPAIR (PTSI-PLT-BUF-037)

Planner
Handover unit to customer and both to sign
certificate defect list and completion report
Mechanic

INDIVIDUAL DAILY ACTIVITY

REPORT
(PTSI-PLT-BUF-028)

Complete IDAR form

Planner
Close MO in SAP system and submit all
documentation for billing to CAD

LEGEND
:

Form References

Terminator

Process References

Procedure/Data References

Decision References

Process Line

Sequential

Page 7 of 7

Document/Form Reference Line