PROCEDURE OF ADDITIONAL SPARE PARTS REQUEST

A. BACKGROUND
 Started in 2018, PLN TJB tighten the process of additional spare part request which is not
yet listed in submitted EABOP.
 Currently, EABOP 2018 Revision 1 has been submitted, and additional item request should
be listed in EABOP 2018 Revision 2.
 As guide for spare parts user division, Engineering Division prepare this procedure for
request of additional spare parts.
 To ensure data integration and timely revision submission, additional request and revision
should be conducted in one integrated Excel File (Spare Part 2018 Revision 2), which will
be located in KPJB’s internal network. All related user and Engineering staff will access, edit
and save in same file. IT personnel will set up the access from user’s PC.

B. SPARE PARTS 2018 REVISION 2

 Additional Spare Parts Request and Spare Parts Revision will be conducted in same file,
namely “Spare Parts 2018 – [team/division]_Rev2.xlsx”, located in KPJB’s internal network.
 Revision in quantity and price is conducted in column “REV2”
 Column “REV1” as Revision 1 submitted to PLN is available and hidden before column
“REV2”, and can be used as reference, but shouldn’t be changed.

C. ADDITIONAL SPARE PARTS REQUEST PROCEDURE

 To request additional spare parts, some of existing spare parts with same price should be
replaced (deleted or decreased). Therefore, total budget of each team/division spare parts
after additional spare parts should not exceed total budget in Revision 1.
 Replaced item can be come from other type (RTF, PM, OH, Strategic Part, Strategic Equipment)
 Spare parts which is under procurement process should not be replaced, except if it has been
rejected, or the actual PR/PO price or quantity is reduced. Actual PR/PO price to be revised in spare
part list is including VAT.
 Additional spare part request is conducted by insert new spare part in integrated excel file
as follows:
 ADDITIONAL ITEM REQUEST - KPJB Spare Part List for [TYPE] Activity of 2018 Fiscal Year - [TEAM/DIVISION]
EQUIPMENTS REV2 SERVICES REIMBURSE REV2 PURCHASE PLAN
Asset Tag Number Asset Activity Replaced
No Budget ID Unit Total REMARK PO - IN
(Location) Description Description CMMS ID Description Qty Unit Unit Price Total Price Qty Unit Budget ID PR TENDER
Price Price CONTRACT WAREHOUSE
Spare Part EABOP 2018

These Spare Part hasn't been listed in EABOP [YEAR] Revision [X]. These Spare Part can be proceed and will be listed in EABOP [YEAR] Revision [X]

Planning Leader [Division] Manager

( ) ( )

Please fill this table completely, as usual, including purchase plan, with some remarks as follows:

 “No” and “Budget ID” Column : Blank

 “Remarks” Column, fill with : ‘Rev[X], Additional’. Example: ‘Rev2, Additional’
 “Replaced ID Budget” Column, fill with ID Budget of spare part which is replaced, with the
explanation.
Example: ‘2.2.2.1.1.1, Deleted’
‘2.2.2.4.1.17, reduce quantity (3 to 1)’
‘2.2.2.1.2.1, reduce price (17,000,000 to 10,000,000)’
 Next Column (“PIC” and “PR/PO No”) also need to be filled, but no need to be printed.
 After fill the table, print until Purchase Plan (as above table view) and obtain sign from
Engineering Division first, and then to the Division Manager.
 Signed table is used as PR attachment.