E-12 Maint & Material Admin

SUCO PETROLEUM COMPANY TASK DETAILING MANUAL
MAINTENANCE & MATERIAL

ADMINISTRATION
MODULE E-12
O-74 MODULE – E-12 (Rev.0) March 2012 Page - 1

Tasks:
E-12.1 Demonstrate understanding of the requirements of the MWI and raising a MIV
(material issue voucher).
E-12.2 Demonstrate utilisation of appropriate engineering and Manufacturer’s

documentation.
E-12.3 Identify the equipment needed for the job.
E-12.4 Identify spares and materials required for the job.
E-12.5 Identify and select the qualified staff for the job
E-12.6 Demonstrate maintaining of records and logbooks.
E-12.7 Receiving Materials
E-12.8 Demonstrate raising a material requisition, an AFE and write-off form.
E-12.9 Demonstrate raising a Material Cargo Manifest
E-12.10 Demonstrate raising and closing of MWI’s.
E-12.11 Demonstrate input and retrieving of equipment data.
E-12.12 Demonstrate verification of material availability through Material stock

management system.
E-12.13 Liaise work requirements with other sections and contractors.
E-12.14 Demonstrate writing of a job summary report.
E-12.15 Demonstrate verbal summary reports to the supervisor.
E-12.16 Demonstrate completing a stock proposal forE- spare parts.
E-12.17 Demonstrate completing a material return voucher.
E-12.18 Demonstrate logging and recording of equipment historical data.
E-12.20 Check, co- ordinate and follow- up on spare parts ordered.
E-12.21 Locate required spare parts from Electronic Material Administration list, identify
by part number.

MODULE No.: E-12, Maintenance Control and Material Administration
TASK No.: E-12.1 Demonstrate understanding of the requirements

of the MWI and raise the required paperwork.
Reference: Refer to attached
Requirements By Trainee:
 Trainee should understand the requirements of the maintenance work instructions.
MWI means ‘Maintenance Work Instruction’ all planned jobs i.e., monthly service, 6
monthly, 12 monthly, etc. have the detailed work written on a sheet of paper for the
particular type of job.
This MWI has to be attached to the work order and should be in the possession of
permit holder who will execute the job. He has to see that all points in the MWI have
been covered. All work done has to be written in the work order form, where space
for the same is given. It should be returned to the supervisor after filling in.
There are two types of Workorders, Planned Maintenance Workorders which are
periodically generated by the Electronic Maintenance Management System called
`GMS´ or Unplanned Workorders to rectify breakdowns or malfunctions etc., these
can be generated by other departments such as for instance Production or PED and
others. See attached examples.
Example of a MWI for equip. Two Yearly Maintenance of Crude oil storage tank
mixer motors.

Task No. E-12.1 Continued
Maintenance Work Instruction for Planned Maintenance Example





Task No. E-12.1 Continued.
Work request for Unplanned Maintenance

Example of executing a Maintenance work instruction.
A. Raise the required Permits to Work as described in Module E-1

B. Prepare the correct tools for the job
C. Obtain the required material from the store via MIV or PO
D. Raise a special permit if material has to be transported outside ZB
E. Inform production supervisor about works to be carried out.
 Trainee to be capable of completing this task clearly and correctly.
A material issue voucher or MIV is issued to procure any item from the warehouse
that is listed in the store inventory and has a MESC Number (Material equipment
standard code).
 Trainee should understand the form of material issue voucher, and how to fill and
sign.
 Material issue voucher to be completed with account No, Date, material
description, quantity issued, MESC, balance, receiving and approval.
 Inspect the received material, and check for specifications and quantity. Accept
and sign the material issue voucher.

Task Detail. MATERIAL ISSUE VOUCHER

FORM TO TRANSPORT EQUIPMENT/TOOLS/PARTS OUTSIDE ZB

MODULE No.: E-12 Maintenance Control and Material Administration
TASK No.: E-12.2 Demonstrate utilization of appropriate engineering

and manufacturer’s documentation.
Reference: Vendor manuals
 Trainee should understand the use of the appropriate documentation.
After going through the MWI if still doubt, refer to the manufacturer manual where
the engineering drawing and detailed work instructors are given. These assist you
further in doing a job properly and safely. The cut sectional drawings help in
identifying the different parts, method and direction of dismantling. The
manufacturer documentation helps you in the step by step dismantling & assembling
procedure. It also the various clearance and tolerance that have to be maintained are
given.
Always refer to the manufacturer manual before you start a job for the first time or
you are not familiar with.

TASK No.: E-12.3 Identify the equipment needed for the job.
Reference: Job on hand
 Trainee should understand the work and the equipment needed to do the work
You have to describe in detail the tools and equipment needed for a particular job.
For example you have to carry out a repair of a 3.3 KV cable.
Now let us list what tools and equipment are needed (Example):
1. Cable Joint Kit (2 X) suitable for cable size

2. Armored CU cable as the same size not less than 30 meter
3. Hot air gun
4. Hydraulic cutter
5. Hydraulic press
6. Megger tester 5000 V
Similarly a different job will need different tools and equipment. Let us see what
tools are needed for the overhaul of an electric motor.
1. Spanners (Open & Socket type)

2. Ratchet spanner
3. Pullers (2 legs or 3 legs)
4) Bearings, heaters (Induction heaters & oil bath)
5) AVO Electrical Testing
6) Pliers
7) Greases

MODULE No: E-12 Maintenance Control and Material Administration.
TASK No.: E-12.4 Identify spares and materials required for the job.
Reference: Vendor manual
 Trainee to identify spares by part number, machine type.

 Identify equipment required to remove the motor.
Before starting the job make a rough estimate of the spares and material needed for a
particular job. Check in the warehouse if these are available. If they are available than
only proceed with the job.
Let us see for example what equipmen/spares may be needed for an electric motor
overhaul:
Equipment
1. Crane
2. Chain blocks
3. Slings
4. Spanners (Open & Socket type)
5. Ratchet spanner
Spares/consumables
1) Greases
2) Bearings

TASK No.: E-12.5 Identify and select the qualified staff for the job
Reference:
 Trainee to discuss with his Mentor.
Every job is not the same, it may need less experienced Technician/Engineer for
small jobs and experienced Technician/Engineer for major jobs. This requires a
certain amount of experience to judge the people working for you so that their
competencies are known to you.
Small routine jobs can be given to technicians but major jobs, troubleshooting should
be given to Senior Technician/Engineers in this way you balance your manpower
according to the job availability.

TASK No.: E-12.6 Demonstrate maintaining of records and logbooks.
Reference: Refer to attached.

SUCO procedures
 Trainee should understand SUCO procedures for completing this task.
When you have completed the job, all details pertaining to the job have to be
recorded for future reference there are different means of recording 1. Logbook for
daily work 2 equip. Data sheet for each equipment 3 work order details of the job
done has to be recorded in the space provided, this is stored in the ‘GMS’ system in
the computer. These can be referred to when job history of particular equipment is
needed.
 Time sheets of 3rd Parties
When work is executed by 3rd parties’ time sheets must be completed reflecting
the duration of the work on site.
There are 2 types on time sheets in use, namely one for local Contractors and one
for foreign Contractors.

Time sheet for 3rd Party Local Contractors

Time sheet for 3rd Party Foreign Contractors

TASK No.: E-12.7 Receiving Material
Reference: Vendor manuals

SUCO procedures
 Trainee should understand the task.

 Trainee must know the relevant forms in use by the Material Department to
receive ordered material.
The following forms are relevant to Maintenance Department when receiving

Material from the Material Department
1) Material Purchase order

2) Material Receiving Report
3) Receiving advice
4) Material Discrepancy Report


Receiving advice form used to advice that one or more spare parts are sent incorrectly
by the supplier via one or more purchase order related to our raised requisition. For
instance when the part numbers or properties differ from the spares we ordered.
Depending on this technical advice material sector will raise the material discrepancy
to the supplier preparing to send these spares back or to replace it with the suitable
spares.


Below is an example of a purchase order and material receiving report forms. These
forms which are produced by the Material department give all required information
about the materials ordered via the requisition(s) and the accepted offer(s), like part
numbers, quantity, price, requisition number, supplier, delivery date, …….etc.
Review the listed material in the material receiving report and compare it with the
material you actually receive. If you find everything is correct and identical you can
sign for acceptance. The materials can then be transported from the warehouse to the
workshop spares container.
Prepare a list for the missing materials that you ordered and were not sent via the
purchase order. If there are no missing materials you will then be able to prepare to
commence the job or expedite vendor arrival (If required).


MODULE No.: E-12, Maintenance Control and Material Administration.
TASK No.: E-12.8 Demonstrate raising a material requisition, an AFE

and a Write Off Form.
Reference: Refer to forms attached.
 Trainee to understand and perform the task to SUCO procedures.
A material requisition is also known as ‘MR.’ for short. It is used for ordering
equipment or items which are not kept as stock items. These items are called “Direct
Charge Items”. Direct charge items are used for instance for the overhaul of Turbines
and Compressors.
The MR. has to be filled and send to field cost account, there it will be checked
against available budget and send to O-40 (Operation Cost Control). From O-40 it
will be send to Material department after the approval of O-1 and O-1D has been
obtained.
The MR must contain all required information to purchase the material i.e.,
Manufacturers address, price, equipment detail, purpose required for, required on site
date, required quantity, description etc.
Note: A Requisition is Not only used for ordering material but can also be used to get
services or repair jobs.
If a MR is raised for Capital Items (fixed assets) then an AFE form Authority for
Expenditure has to be attached to the MR. This AFE form must include a valid
justification to explain why we need a new equipment or why we need to replace the
aged/out of service equipment (in the latter case you are also required to provide the
write off form for equipment needing replacement).
Capital requisition may be raised to cover high price overhauls that depend on
materials and vendor rep cost for example Turbines and Ajax compressors overhauls.
Note: Do not forget to put a cross in capital budget box that found in requisition form.




Material and services can also be arranged via a WO (Work Order). The limitation of
the Work Order is that its value may not exceed LE 1000. It is primarily used to
purchase small items on the local market or to cover services / repair jobs that can’t
be performed by ZB maintenance staff and can be found in the local market
workshops.
Note: W.O. used to purchase items from the local market with a max value of
LE 1000 has to be filled and sent to ware house for approval to ensure that the
items are not available in stock prior to going to the local market.

TASK No.: E-12.9 Demonstrate raising a Material Cargo Manifest.
Reference: Refer to forms attached.

SUCO procedures
 Trainee should understand the requirement for a Material Cargo Manifest
You have to describe in detail when a Material Cargo Manifest is required and
complete the form.

A Material Cargo Manifest form is used when we need to send any equipment or any
piece of equipment outside the company site for repair or any other purpose.
For example: motors rewinding, crankshaft refurbishment and fans/rotors shafts
rebalancing…..etc.

TASK No.: E-12.10 Demonstrate raising and closing of MWIs, work

order including man-hours spent.
Reference: Technical training program

Mentor
Planner
 Trainee to become proficient in computer skills, with assistance from the Mentor
trainer and planner.
 Trainee to understand SUCO procedures.
Demonstrate raising and closing of work order (including man-hour spent).
First you will have to fill form starting the job to be carried out, equipment. No. Item
description, type of job area code, priority, job from dept ‘A’ to dept ‘B’.
Hand over this form to the planner who will then prepare a work order which will
than have to be signed by the section head.
After completion of job the work order has to be filled in.
1. Man hours: The top right side of the no is for the hours to be filled by each
dept. Like mech., elect, inst., others, and travel time.
Multiply the numbers of personnel on the job with the time taken
from start to finish for the job. Than add the travel time. This gives
you the total time or total man hours.
2. Report details of work done and history comments below: All the work carried
out for that particular job should be mentioned in details including
clearances measured and spare parts used.
3. Work completion: Name of person leading the job, start date & time. Sech. Head
signature.
4. Defect analysis: Type of defect. What is the cause for defect and action taken.

TASK No.: E-12.11 Demonstrate input and retrieving of

equipment data.

Mentor
Planner
 Trainee to study and perform the task with assistance from the Mentor and
planner.
 Trainee to follow SUCO procedures.
 Mentor to assign a sample maintenance work (work should be familiar to trainee).
 Trainee assisted by planner will retrieve from computer system.
a) Work order for the sample work.

b) MWI for sample work.
 Trainee will write job summary report on sample work order (trainee to use his
past experience to provide details of work). And close the same.
 Trainee will update data, on bases of the sample work order, (data to include
requirements of comac/ empower computer maintenance system.
 Trainee to demonstrate ability to conduct Material Management System search.
a) Part by description.
b) Part by part no.
c) Part by mesc no.

TASK No.: E-12.12 Demonstrate verification of material availability

through MMS, (Material Management System).

Mentor
Planner
 Trainee to study and perform the task with assistance from the MENTOR trainer
and planner.
 Trainee to follow SUCO procedures.
 MMS is a network system connecting central store with almost all of the field
computers of assigned section heads.
 MMS system organize, up data and make the necessary balance situation of all
spare parts used in the fields, through which you can verify the availability of
certain part no. Spare part, its current stoke and its MESC no.
 So to get mesc. No. Of any item, get the part No. From machine catalogue then
give the No. To your section head to get MESC No. Then you can raise MIV to get
the needed part from store.
 Keep the stock balance for the spare parts between min. and max. Levels.
 Make material requisition to adopt the balance.

TASK No.: E-12.13 Liaise work requirements with other sections and
contractors.
Reference:
 Trainee to inform Mentor and planner.
 Trainee should understand why this helps in safely and efficiently performing the
work.
 For proper planing and safe working atmosphere you have to know which
department is involved with you in the job for example may be electrical dept is
doing a job for a motor of the same equipment you are doing PM for it (pump,
mixer, etc).
Proper Co-operation is needed especially when the job started or near to be

completed to ensure safe maintenance job done.
 Another example if you need to excavate a trench you will need help from civil
dept as well as a certification from others department to avoid damaging any
buried cable or piping or drainage systems.
So liaising and Co-operation is necessary of safe working.

TASK No.: E-12.14 Demonstrate writing of a job summary report.
Reference: None
Requirements by Trainee:
 Trainee to report in his task diary, and approved by Mentor trainer.
 Trainee to write clearly and concisely to ensure other people reading this
information have a complete understanding of the task.
To write technical report it should contain the following items.
Date : write report date.
To : write name of person you are raising report to and this position
From : write your name and your position.
Subject: write name or title of subject you need to report keep in mind it should be in
one line only.
 Start by giving brief description about the subject.

 Give details of action taken.
 Give conclusion of report and your comment.
 Any recommendation.

TASK No.: E-12.15 Demonstrate verbal summary reports to the

supervisor.
Reference: Mentor trainer

SUCO procedures
 Mentor to communicate with the trainee, to ensure that all task summary reports
are clear, concise and understood.
 Mentor trainer to ask trainee to repeat the information in his own words, this
ensure understanding.
 Mentor to assign a sample task and ask trainee to write verbal summary report for
the sample job.
The report should include details like parts requirement, tools requirement,
procedures followed, checks and inspections carried out safety measures and
problems faced, the trainee should indicate the current status of the job.
He should identify the problems occurred on carrying out the job, and say reasons
and solution.
He should assure that the safety precaution has been followed.
Also, after the equipment repaired, delivered to operation, closed work permit and
work order.

MODULE NO.: E-12, Maintenance Control and Material Administration
TASK NO. : E-12.16 Demonstrate completing a stock proposal form-

spare parts.
Reference: - SUCO, Material Control.
Materials: - Stock proposal form.
Equipment & Tools: - None
Conditions: - None
Requirement – By Trainees:
 Trainee should understand the stock proposal form.

 Stock control at the warehouse will issue this form to balance the stock.
 This from will be signed and issued by the material control.
 The stock balance should be updated when minimum stock level is reached
automatically.
 Stock proposal form including material part no. MESC, quantity, date, and
receiving date.


MODULE NO. : E-12 Maintenance Control and Material Administration
TASK NO. : E-12.17 - Demonstrate completing a material return voucher.
Materials: - None
Conditions: -None
 Trainee should understand the form of material return voucher.

 This form will be issued in case of materials returned.
 The material is returned to the ware house if the material has not been used, for
instance when parts are withdrawn from stock and not used, or when spare parts
are repaired after use and returned to the ware house in which case they are
registered as condition “B”.
 He will sign the material return voucher to the material control.


TASK NO. : E-12.18 - Demonstrate logging and recording of equipment

historical data.
Materials: - None
Conditions: -None
 Trainee should understand the task and perform it himself.

 He should prepare a log sheet for every machine recording tag No. machine name,
serial No. location, lube oil and grease types and spare parts consumed.
 He should record the date of material and spare parts consumed and quantity in
the log sheet.
 The log sheet will be used to check whether material consumption is normal, and
analyze the machine problem.
 To compare the rate of consumption with similar machine, define causes and
modify.

TASK NO. : E-12.19 - Attend a site-planning meeting..
Materials: - None
Conditions: -None
 Trainee should understand the task and perform it.

 The meeting room, the subject of meeting: material control planning.
 He will discuss consumption of spare parts, minimum and maximum stock, stock
control and budget.
 He will listen to any question from the attendees and answer carefully.
 Draw the curve of machine failure against calendar days to show failure frequency
and spare parts consumption. Analyses the problem and how to correct.
 The priority of the machine, the maintenance time and economical study should
be. Reviewed.
 Any modifications and suggestions to be discussed.

TASK NO. : E-12.20 - Check, co- ordinate and follow- up on spare parts
ordered.
Materials: - None
Conditions: -None
 Trainee should understand the task and perform it.

 He should make communication with purchasing department and stock control.
 On receiving spare parts, inspect for acceptance using Material Receiving advice
(MRA) and Material receiving Report (MRR). If some spares are not accepted,
issue a material return discrepancy report (MDR).
 He should inform his section head when materials are not accepted.

TASK NO. : E-12.21 - Locate required spare parts from Electronic Material
Administration list, identify by part number.
Materials: - None
Conditions: -None
- Trainee should understand the task and perform it.

- On ordering spare parts, he should have the following:
1. Vendor name, addresses and fax.

2. Machine name, tag No. Serial No. and location.
3. Spare parts drawing No., and No. of each one on the drawing.
4. Part number and /or misc. No.
5. No. of ordered parts or sets.
6. Minimum and maximum stock.

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SUCO PETROLEUM COMPANY TASK DETAILING MANUAL

MAINTENANCE & MATERIAL

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 1

E-12.2 Demonstrate utilisation of appropriate engineering and Manufacturer’s

E-12.3 Identify the equipment needed for the job.

E-12.4 Identify spares and materials required for the job.

E-12.6 Demonstrate maintaining of records and logbooks.

E-12.7 Receiving Materials

E-12.8 Demonstrate raising a material requisition, an AFE and write-off form.

E-12.9 Demonstrate raising a Material Cargo Manifest

E-12.10 Demonstrate raising and closing of MWI’s.

E-12.11 Demonstrate input and retrieving of equipment data.

E-12.12 Demonstrate verification of material availability through Material stock

E-12.13 Liaise work requirements with other sections and contractors.

E-12.14 Demonstrate writing of a job summary report.

E-12.15 Demonstrate verbal summary reports to the supervisor.

E-12.16 Demonstrate completing a stock proposal forE- spare parts.

E-12.17 Demonstrate completing a material return voucher.

E-12.18 Demonstrate logging and recording of equipment historical data.

E-12.20 Check, co- ordinate and follow- up on spare parts ordered.

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 2

MODULE No.: E-12, Maintenance Control and Material Administration

TASK No.: E-12.1 Demonstrate understanding of the requirements

Reference: Refer to attached

 Trainee should understand the requirements of the maintenance work instructions.

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 3

Task No. E-12.1 Continued

Maintenance Work Instruction for Planned Maintenance Example

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 4

Task No. E-12.1 Continued

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 5

Task No. E-12.1 Continued

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 6

Task No. E-12.1 Continued

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 7

Task No. E-12.1 Continued

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 8

Task No. E-12.1 Continued.

Work request for Unplanned Maintenance

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 9

Task No. E-12.1 Continued

Example of executing a Maintenance work instruction.

A. Raise the required Permits to Work as described in Module E-1

 Trainee to be capable of completing this task clearly and correctly.

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 10

Task No. E-12.1 Continued

Task Detail. MATERIAL ISSUE VOUCHER

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 11

Task No. E-12.1 Continued

FORM TO TRANSPORT EQUIPMENT/TOOLS/PARTS OUTSIDE ZB

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 12

MODULE No.: E-12 Maintenance Control and Material Administration

TASK No.: E-12.2 Demonstrate utilization of appropriate engineering

Reference: Vendor manuals

 Trainee should understand the use of the appropriate documentation.

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 13

MODULE No.: E-12 Maintenance Control and Material Administration

Reference: Job on hand

1. Cable Joint Kit (2 X) suitable for cable size

1. Spanners (Open & Socket type)

O-74 MODULE – E-12 (Rev.0) March 2012 Page - 14

MODULE No: E-12 Maintenance Control and Material Administration.

Reference: Vendor manual

 Trainee to identify spares by part number, machine type.

E-12 Maint & Material Admin

E-12 Maint & Material Admin