Nathan's

Document No:
PD
N0504
/ NESt
5.1.1
Issue No:
PLANNED MAINTENANCEEngineering Stores Management
Applicability:
Norwich MAPP / SMS
EMS
QMS
ALL PRINTED COPIES ARE UNCONTROLLED

Job Title Name Signature Date
Author Maintenance Iain Marshall
Compliance
ManagerDeput
y Head of
Engineering
Approvals Site Malcolm
EngineerHead Ackerley
of Engineering
QHSE Paul Griffiths
Engineering
Compliance
Manager
Authorised for QHSE Manager M. Smith
Use
Effective
Date

Contents
1. PURPOSE...........................................................................................................................
2. SCOPE ..............................................................................................................................
3. DEFINITIONS.....................................................................................................................
4. RESPONSIBILITIES...........................................................................................................
5. REQUIREMENTS...............................................................................................................
5.1 Basic Principles........................................................................................................
5.2 General Stores Principles.........................................................................................
5.3 Document & Revision Log........................................................................................
5.4 Obtaining items from stores......................................................................................
5.5 Special Cases...........................................................................................................
5.5.1 Warranty Issues...........................................................................................
5.5.2 Safety Critical Items:....................................................................................
5.5.3 Out of hours’ issues:....................................................................................
5.5.4 Items with limited shelf life, items with calibration dates..............................
5.6 Returning Items to the Stores:................................................................................
PD N0504 00000/ NESt 5.1.1
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5.7 Returning unused items..........................................................................................
5.8 Returning items from repair.....................................................................................
5.9 Returning items under warranty..............................................................................
5.10 Items loaned from stores........................................................................................
5.11 Inventory Management System GP Dynamics Item Records..................................
6. INVENTORY ITEM LOCATION CREATION & TRANSFERS............................................
6.1 Stock Location........................................................................................................
6.2 Movement...............................................................................................................
6.3 Identification............................................................................................................
6.4 Critical Spare Parts.................................................................................................
6.5 Non-Critical Spare Parts.........................................................................................
6.6 Non-Supported Equipment, Obsolescence.............................................................
6.7 OEM and Equipment Supplier Spare Part List Analysis..........................................
6.8 Economic Risk Analysis of Stocking Spare Parts....................................................
6.9 Placing Identified Items on Stock............................................................................
6.10 Purchasing items to be Held on Stock....................................................................
7. PURCHASE OF INVENTORY ITEMS...............................................................................
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8. CARRIAGE OF INVENTORY ITEMS................................................................................
8.1 Stock Replenishment Coded Items.........................................................................
8.2 Goods receipt, inspection and returns.....................................................................
8.3 Storage of Flexibles/ Flexible Pipework..................................................................
8.4 Stock Value.............................................................................................................
8.5 Cycle Counts..........................................................................................................
8.6 Count Procedure.....................................................................................................
8.7 External Counts......................................................................................................
8.8 Obsolescence.........................................................................................................
8.9 Item disposal...........................................................................................................
8.10 Scrap Items.............................................................................................................
9. SALES TO STAFF............................................................................................................
10. EXPENSING THE DISPOSAL........................................................................................
10.1 Quality Assurance...................................................................................................
10.2 Shelf Life.................................................................................................................
10.3 Maintenance...........................................................................................................
10.4 Hazardous Materials...............................................................................................
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10.5 Safety & PPE Issues...............................................................................................
10.6 Off-Site Inventory....................................................................................................
10.7 Specific Control Measures......................................................................................
11. APPENDICES.................................................................................................................
11.1 Parts Booking out Form..........................................................................................
11.2 Parts Coding Application Form...............................................................................
11.3 Goods in Inspection form for individual items over £5k...........................................
11.4 Goods in inspection form for verification and assurance for like for like
replacement items.............................................................................................................
11.5 Material compatibility check form for stainless steel and exotic metal (PMI)...........
11.6 Stock Adjustment form............................................................................................
11.7 Cycle Count record form.........................................................................................
11.8 Cyclic Count Procedure..........................................................................................
11.9 Item Disposal/stock write off form...........................................................................
11.10 Decontamination certificate......................................................................................
11.11 Goods Going Off Site form (RGNs)..........................................................................
11.12 Loan Issues form.....................................................................................................
11.13 Housekeeping inspection form.................................................................................
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11.14 Borrowed parts form................................................................................................
1. PURPOSE.............................................................................................................
2. SCOPE..................................................................................................................
3. DEFINITIONS.......................................................................................................
4. RESPONSIBILITIES.............................................................................................
5. REQUIREMENTS.................................................................................................
5.1 Basic Principles........................................................................................................
5.2 General Stores Principles.........................................................................................
5.3 Document & Revision Log........................................................................................
5.4 Obtaining items from stores......................................................................................
5.5 Special Cases...........................................................................................................
5.5.1 Warranty Issues...........................................................................................
5.5.2 Safety Critical Items:....................................................................................
5.5.3 Out of hours’ issues:....................................................................................
5.5.4 Items with limited shelf life, items with calibration dates..............................
5.6 Returning Items to the Stores:................................................................................
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5.7 Returning unused items..........................................................................................
5.8 Returning items from repair.....................................................................................
5.9 Returning items under warranty..............................................................................
5.10 Items loaned from stores........................................................................................
5.11 Inventory Management System GP Dynamics Item Records..................................
6. Inventory Item Location Creation & Transfers.....................................................
6.1 Stock Location........................................................................................................
6.2 Movement...............................................................................................................
6.3 Identification............................................................................................................
6.4 Critical Spare Parts.................................................................................................
6.5 Non-Critical Spare Parts.........................................................................................
6.6 Non-Supported Equipment, Obsolescence.............................................................
6.7 OEM and Equipment Supplier Spare Part List Analysis..........................................
6.8 Economic Risk Analysis of Stocking Spare Parts....................................................
6.9 Placing Identified Items on Stock............................................................................
6.10 Purchasing items to be Held on Stock....................................................................
7. Purchase of Inventory Items................................................................................
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8. Carriage of Inventory Items.................................................................................
8.1 Stock Replenishment Coded Items.........................................................................
8.2 Goods receipt, inspection and returns.....................................................................
8.3 Storage of Flexibles/ Flexible Pipework..................................................................
8.4 Stock Value.............................................................................................................
8.5 Cycle Counts..........................................................................................................
8.6 Count Procedure.....................................................................................................
8.7 External Counts......................................................................................................
8.8 Obsolescence.........................................................................................................
8.9 Item disposal...........................................................................................................
8.10 Scrap Items.............................................................................................................
9. Sales to Staff.......................................................................................................
10. Expensing the Disposal.......................................................................................
10.1 Quality Assurance...................................................................................................
11. SHELF LIFE........................................................................................................
12. MAINTENANCE..................................................................................................
13. Hazardous Materials...........................................................................................
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14. Safety & PPE Issues...........................................................................................
15. Off-Site Inventory................................................................................................
16. Specific Control Measures...................................................................................
17. Appendices.........................................................................................................
18. Parts Booking out Form.......................................................................................
19. Parts Coding Application Form............................................................................
20. Goods in Inspection form for individual items over £5k........................................
21. Goods in inspection form for verification and assurance for like for like
replacement items........................................................................................................
22. Material compatibility check form for stainless steel and exotic metal (PMI)........
23. Stock Adjustment form........................................................................................
24. Cycle Count record form......................................................................................
25. Cyclic Count Procedure.......................................................................................
26. Item Disposal/stock write off form........................................................................
27. Decontamination certificate.................................................................................
28. Goods Going Off Site form (RGNs).....................................................................
29. Loan Issues form.................................................................................................
30. Housekeeping inspection form............................................................................
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Borrowed parts form............................................................................................
31. 42
CONTENTS
1.0 PURPOSE
2.0 SCOPE
3.0 RESPONSIBILITIESDEFINITIONS
4.0 COMPETENCE & AWARENESSRESPONSIBILITIES
5.0 DEFINITIONS & CROSS REFERENCESREQUIREMENTS
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6.0 PROCEDUREDOCUMENT HISTORY & REVISION LOGS
7.0 RECORDS
87.0 APPENDICES
Revision Summary
The following are the main areas of change in this revision:
New document first revision
NESt documents now available on site intranet. NESt forms added to cross
references.
Work Orders (WO) replaced by Service Calls (SC)
3.3 Maintenance Coordinator – role allocated by Site Engineer as per NESt

5.1.22
Form removed from appendices to NESt 5.1.1b.
6.1.3 - Reference to NESt 5.1.1c (Review of Previous Shutdown file) added.
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Changes highlighted by bar marks in the right margin
This document supersedes PD N0504 / NEST 5.1.1 issue 4, dated 24/02/14
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1. 1.0 PURPOSE
To provide guidance on the procedures in place within the engineering stores

department.
TEST1
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Test 2
To ensure that maintenance is:
2. 1.1 carried out within statutory and mandatory guidelines while

making best practicable utilisation of resources.
3.
4. 1.2 designed to maximise safety, minimise environmental impact by

ensuring primary containment using NESt Section 5, and ensure product
conforms to customer requirements.
5.
6. 1.3 used to understand and continuously improve the condition of the

plant in order to reduce costs and maximise reliability and availability.
7.
8. 2.0 SCOPE
2.1 Information and guidance to persons authorised to enter and acquire

parts from the engineering stores and how to record the activity using the
Computerised Maintenance Management System (CMMS)
This procedure covers the planning and implementation of the annual shutdown
maintenance programme for Production and Site Service Departments.
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2.2 Information and guidance to persons in the position of accepting goods
on behalf of Briar Chemicals Ltd.
This procedure covers inspection and planned maintenance of equipment, but excludes
maintenance of items necessitated by failure in operation.
2.3 Guidance on the movement of parts and consumables.
9.
10. The calibration and maintenance of weigh scales and Q,S,E

critical instrumentation are excluded from this procedure. These are described in
PD N0501, PD N1502, NESt 2.7.9 and NESt 5.2.1.
11.
12. 3.0 RESPONSIBILITIESDEFINITIONS
3.1 Inventory Responsible Individual (IRI) – Member of the stores team who
is directly responsible for inventory operation and control on a day-to-day
basis.The Site Engineer is responsible for:
3.1.1 IMS – Inventory Management System (IMS) – - This supports a

database of all O&M inventory items along with a variety of management
functions such as item data records, location records, requisitioning, issue,
return, report generation, inventory checking and cycle counting.
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Auditing completed maintenance records
3.1.2 Items held in stores shall be defined as:-: - Any item needed to support
and maintain site plant including parts, materials, tooling, test equipment, PPE.
Ensuring that Briar Chemicals and contract maintenance staff are adequately trained
and have evidence of competence to carry out the required tasks
3.1. Stores Coded Items - Items held for plant maintenance, which are
subject to full inventory & financial control. Stock levels and re-order points are
set to support normal plant operations, day-to-day maintenance and plant
breakdowns.
3Project based items, items for Planned shutdown events (BOMS): Items for
plant maintenance, which are subject to stores control but not costed to
inventory. These items are costed to either Capital Expenditure, Planned
Shutdown cost centre or individual service call numbers.
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13.
14. Ensuring that statutory and corporate mandatory maintenance

requirements are met. The technical objects inspection and testing shall be
identified from the following sources:
15. Hazop / Process Safety Studies
16. Statutory Requirements
17. Norwich Engineering Standards
18. COMAH Report
19. Environmental Permit and associated application
20. Reliability Data
21.
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22. 3.1.4 Ensuring that all maintenance work (breakdown or planned) is
captured on CMMS so that failure rates and cost can be defined for each
technical object
23. 3.1.5 Defining the level and frequency of testing for each technical
object based on SIL evaluation, reliability, availability and data extracted from
records.
24.
25. 3.2 The Maintenance Team Engineer is responsible for requesting

and allocating resources for Service Calls generated by the computer system.
26.
27. 3.3 The Maintenance Coordinator, (a specific Engineer’s role

appointed by the Site Engineer for each plant shutdown as per NESt 5.1.22) is
responsible for ensuring that the agreed planned maintenance schedule is
completed in conjunction with the Plant Managers.
28.
29. 3.4 The QHSE Department is responsible for ensuring that the key
Environmental and Safety equipment is identified and communicated to the
Maintenance and Production Departments.
30.
31. 3.5 The Maintenance Compliance Manager is responsible for ensuring

that the planned maintenance programme is carried out to statutory and
corporate requirements and ensuring that Service Calls (SC) are opened and
closed.
32.
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33. 3.6 The Inspector is a competent person authorised by the
Maintenance Compliance Manager.
34.
35. 3.7 The Shutdown Manager is responsible for the activities during the
shutdown period.
36.
37. 3.8 Deputies: the Maintenance Compliance Manager is able to

deputise for the Site Engineer in this standard. The North Site Plant Manager is
able to deputise for North Site maintenance activities.
38.
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39. 4.0 COMPETENCE &
AWARENESSResponsibilitiesRESPONSIBILITIES
The Head of engineering will be responsible forensure the Stores NESt is

implemented and responsibilities are assigned.
The deputy Head of Engineering is Responsible to implement the Stores NESt

and assign responsibilities to manage the requirements of this NESt.
The Stores Supervisor will be responsible for the day to day implementation of
the Stores Nest.
The IRI will be responsible for the purchase, custody and control of materials,
equipment and spares and tooling.
The Plant and discipline Engineers are responsible for the identification of items
that should be held as operational spares.
All personnel are responsible for ensuring that the movement of controlled
spares is documented and recorded accurately.
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40.
41.
42. The following roles shall be competent in the contents of this procedure:
43.
44. Site Engineer
45. Maintenance Compliance Manager
46. Maintenance Team Engineer
47. Maintenance Coordinator
48. Projects Construction Supervisor
49. Reliability Engineer and Stores Manager
50.
51. The following roles shall be aware of this procedure:
52.
53. Operations Managers
54. Plant Managers
55. Formulation & Packing Manager
56. Technical Specialists
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57. QHSE Manager
58. Process Safety Manager
59. QHSE Compliance Manager
60. Quality, environmental and safety internal auditors
61.
62. 5.0 DEFINITIONS AND CROSS REFERENCESREQUIREMENTS
63.
5.1 5.1 DEFINITIONSBASIC PRINCIPLES
5.1.1 All personnel and contractors who require materials from any site stores
are required to comply with all aspects of this document.
Statutory Requirements - equipment checks required by law, including

Approved Codes of Practice (ACOPs) and Guidance Notes (GN) to be performed
on a specified periodic basis (e.g. vessel pressure testing).
5.1.2 An ‘Open Stores’ environment shall be in operation controlled by the IRI

and with access provided to all eligible persons.
Access shall be given only where necessary and is subject to periodic

review, 6 monthly where practicable. The stores supervisor must be informed of
any person requesting to be added to the stores access system. The stores
supervisor will have overall authority on whether to approve or decline access
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requests.Mandatory Requirements - equipment checks required by Briar
Chemicals to be performed on a specified periodic basis (e.g. changing of
bursting discs during planned maintenance).
5.1.3 CMMS (computerised maintenance management system) - a system

used in this application for planning maintenance of equipment and recording
details and results of maintenance activities.
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5.1.4 The IRI is responsible for the management of the inventory catalogue
and stock control systems.Maintenance – activities which maintain assets to a
defined condition and prevent deterioration
Planned maintenance refers to maintenance work carried out either to comply

with statutory or mandatory requirement or to prevent deterioration in duty or to
return the performance of the technical object to its “prescribed duty” or to
enhance the performance of the technical object.
Breakdown maintenance is work carried out on equipment, the output of which

has fallen below an acceptable operational requirement.
5.1.5 Goods received will be processed by the IRI into stock until issued.
2. INSPECTION –ACTIVITY TO DETERMINE THE CONDITION OR STATE OF

REPAIR OF A TECHNICAL OBJECT
3.
4.
5. 5.1.6 REMEDIAL WORK – WORK IDENTIFIED FROM INSPECTIONS
OR MAINTENANCE ACTIVITIES WHICH REQUIRES EITHER IMMEDIATE
ATTENTION (PRIOR TO PLANT START UP) OR COMPLETION WITHIN A
SPECIFIED TIME FRAME (SEE ALSO APPENDIX 8.1)
6.
7. 5.1.7 TECHNICAL OBJECT – A CMMS TERM FOR AN ITEM OF
EQUIPMENT (EG. VESSEL, PUMP)
8.
9. 5.1.8 SIL – AN ACRONYM FOR “SAFETY INTEGRITY LEVEL” AS
DEFINED IN IEC61508 AND IEC 61511
10.
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11. 5.2 GENERAL STORES PRINCIPLES
Cross References
5.2.1N70 stores is a secure location for storage of inventory with controlled

access via the site access control system. N91 stores is a secure location for
storage of inventory secured by locked access, access can be gained via IRI
using the key held in N70 stores office. Authorised personnel only are allowed to
enter these areas. N42 is an open compound area where access is only
restricted by Harris fencing. Permission must be gained from the IRI before
equipment can be removed from this area.
Within the stores there are areas defined for different storage uses including light
duty racking, pallet racking, pipe racking, tool store, bulk areas and hazardous
items. Inventory must be stored in the appropriate location based on each item’s
size, weight and hazardous properties. Hazardous items must be kept in a secure
location in accordance with the relevant standards.standards.
Legal or other requirements linked to this procedure:
Ref:
The N70 stores is a secure location for

storage of inventory with controlled
access via the site access control
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system. N91 stores is a secure location
for storage of inventory secured by
locked access, access can be gained via
IRI using the key held in N70 stores
office. Authorised personnel only are
allowed to enter these areas.. N42 is an
open compound area where access is
only restricted by harris fencing.
Permission must be gained from the IRI
before equipment can be removed from
this area.
Title
Control of Major Accident Hazards SI 2015/483
Regulations 2015
Environmental Permit EPR/KP3736CJ
(previous known as PPC permit)
5.2.2 Documents influencing this procedure
Within the stores are a number of areas Ref:

defined for different uses including light duty
racking, pallet racking, pipe racks, tool
store, bulk areas and hazardous items.
Inventory must be stored in the appropriate
location based on each item’s size, weight
and hazardous properties. Hazardous items
must be kept in a secure location in
accordance with the relevant standards.
Title
PD N0504 00000/ NESt 5.1.1
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Major Accident Prevention System Manual PD N0001
Environmental Management System PD N0002
Manual
Quality Management System Manual PD N0003
Safety Management System Manual PD N0004
All stores areas should be inspected regularly by the IRI to ensure good
housekeeping is maintained. Areas are to be kept clean and tidy, lighting
checked and doors kept closed and locked. Racking should be inspected
periodically and stores signage kept up to date, clear and legible.
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5.2.3All stores areas should be inspected regularly by the IRI to ensure good
housekeeping is maintained. Areas are to be kept clean and tidy, lighting
checked and doors kept closed and locked. Racking should be inspected
periodically and stores signage kept up to date, clear and legible.
Refer to the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)
and the Provision and Use of Work Equipment Regulations 1998 (PUWER) for
specific legal requirements for the inspection of racking and lifting equipment.
Stores house keepinghousekeeping audits should be conducted weekly and
documented using the House Keeping Inspection form (Appendix M).
All inventory storage locations should be clearly labelled with the stock code and
item description. Old or unused labels should be removed to avoid any confusion.
Care should be taken to avoid inventory items being placed in more than one
storage location. At all times the physical storage location should correspond to
that recorded on the IMS to enable parts to be found easily.
Exceptionally large and/or heavy items can be stored outside of the warehouse in
a suitable plant location, as agreed with site management, and must be clearly
labelled and located.
12.
13. DOCUMENTS LINKED TO OR INFLUENCED BY THIS PROCEDURE
14.
15. TITLE 16. REF:
17. REPORTING OF ACCIDENTS, NON 18. PD
CONFORMANCE & NEAR MISSES N0106
19. CALIBRATION AND MAINTENANCE - 20. PD
PROCESS PLANT N0501
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INSTRUMENTATION
21. CALIBRATION AND TEST - 22. PD
PRODUCTION SCALES N1502
23. THE IMPLEMENTATION OF SAFETY 24. NEST
INSTRUMENTED SYSTEMS 2.7.9
25. INSPECTION AND TESTING 26. NEST
ELECTRICAL AND 5.2
INSTRUMENTATION
27. OPERATION AND MAINTENANCE OF 28. NEST
PROCESS CONTROL TECHNOLOGY 5.2.1
SAFETY SYSTEMS
29. INTEGRATED PLANT SHUTDOWN 30. NEST
MANAGEMENT 5.1.22
31. PLANNED INSPECTION DEFERRAL 32. NEST
REQUEST 5.1.1A
33. PLANNED MAINTENANCE FILE 34. NEST
AUDIT FORM 5.1.1B
35. PREVIOUS SHUTDOWN FILE 36. NEST
REVIEW FORM 5.1.1C
37.
38. RELEVANT ENGINEERING STANDARDS ARE CROSS-REFERENCED IN
NORWICH ENGINEERING STANDARDS SECTION 5 - MAINTENANCE.
THESE CAN BE ACCESSED ON THE SITE INTRANET.
39.
40. 6.0 PROCEDUREDOCUMENT & REVISION LOG
Used to document changes to engineering stock control, also used to build an

accurate stock life cycle history and to support the review and audit of stock
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changes.A It is the responsibility of the Plant and Discipline Engineers to request
stock changes using the Stock Adjustment form (Appendix F) detailing the
change required along with the reason and justification for change and whether
the change is temporary or permanent. It is the responsibility of the Stores
Supervisor to review the change request and either approve of decline the
change. If approved the IRI will make the change within the IMS and will record
the changes on the Document and Revision log. The Document and Revision log
should be reviewed annually to ensure that temporary stock changes are not left
in place.
Examples of changes that should be recorded:
 Change to stock quantity held.

 Change to re-order point.
 Change to re-order quantity.
 Change of Vendor/Supplier
 Obsolete stock.
 Change of material
 Change of stock control
41.
42.
43.
44.
45.
46.
47. 6.1 ANNUAL PLANT AND SITE SERVICES SHUTDOWN SCHEDULE
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48.
49. 6.1.1 EACH MANUFACTURING PLANT/BUILDING SHALL
DETERMINE ITS MAINTENANCE PROGRAMME TO COMPLY WITH THE
REQUIREMENTS OF SECTION 5
50.
51. 6.1.2 BEFORE THE END OF EACH YEAR, THE SITE ENGINEER,
MAINTENANCE COMPLIANCE MANAGER AND PLANT MANAGERS
SHALL DISCUSS AND AGREE A SCHEDULE OF PLANT SHUTDOWNS
FOR THE FOLLOWING YEAR.
52.
53. 6.1.3 THE MAINTENANCE COORDINATOR SHALL REVIEW THE
LAST SHUTDOWN DOCUMENT PRIOR TO PREPARING THE CURRENT
SHUTDOWN PLAN TO ENSURE THAT OUTSTANDING ACTIONS ARE
INCORPORATED INTO THE CURRENT SHUTDOWN PLAN (NEST 5.1.1C).
54.
55. 6.2 INSPECTION AND MAINTENANCE ACTIVITIES
56.
57. 6.2.1 THE SHUTDOWN SHALL BE ORGANISED AND COMPLETED
FOLLOWING NEST 5.1.22 INTEGRATED PLANT SHUTDOWN
MANAGEMENT. THE WORK FLOW IS DETAILED IN APPENDIX 8.2.
58.
59. ANY PLANNED MAINTENANCE ACTIVITIES THAT ARE TO BE
DEFERRED SHALL BE RECORDED AND APPROVED USING NEST 5.1.1A
60.
61. 6.2.2 THE INSPECTOR SHALL BE CLEARLY DEFINED ON ANY
INSPECTION SHEET – THE COMPANY LIKEWISE IF IT IS OTHER THAN
BRIAR CHEMICALSTURE
62. (EXCEL SPREADSHEET CONTAINING:-
63. OBSOLETE CODED STOCK, REASON FOR DELETION OFF GP?
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64. ROP + ROQ CHANGES?
65. VENDOR CHANGES? WHY?
66. CODED REFURBS? VENDOR + REASON?
67.
68.
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69. 6.2.3 THE INSPECTOR IS RESPONSIBLE FOR:
70.
71. REVIEWING PREVIOUS HISTORY PRIOR TO THE CURRENT
INSPECTION OF A PARTICULAR ITEM OF EQUIPMENT
72.
73. INSPECTING (AND TESTING WHEN APPROPRIATE) THE EQUIPMENT IN
LINE WITH RELEVANT STANDARDS
74.
75. GIVING A WRITTEN ASSESSMENT OF THE CONDITION OF THE PLANT
ALONG WITH RECOMMENDATIONS FOR REMEDIAL WORK.
76.
77. AN INITIAL ASSESSMENT OF THE NEXT INSPECTION INTERVAL MAY
ALSO BE REQUIRED.
78.
79. 6.2.4 THE INSPECTOR IS RESPONSIBLE FOR RAISING SC
(STATUS M15) ON CMMS FOR ANY REMEDIAL WORK TO BE CARRIED
OUT, DETERMINING THE INTERVAL IN WHICH THE WORK IS TO BE
CARRIED OUT AND ENSURING COMPLETION. IF THE INSPECTOR IS A
THIRD PARTY THE BRIAR CHEMICALS ENGINEER RESPONSIBLE FOR
THE WORK IS RESPONSIBLE FOR THE ABOVE
80.
81. 6.2.5 ANY PROPOSED REMEDIAL WORK WHICH REQUIRES
ATTENTION PRIOR TO PLANT START-UP IS TO BE AGREED BY THE
SITE ENGINEER OR THE MAINTENANCE COMPLIANCE MANAGER AND
THE MAINTENANCE COORDINATOR.
82.
83. 6.2.6 THE REMEDIAL WORK (COMPLETED AND OUTSTANDING)
SHALL BE SUMMARISED IN THE SHUTDOWN FOLDER TO INCLUDE:
84.
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85. TECHNICAL OBJECT, SC, INSPECTOR (OR BRIAR CHEMICALS
EMPLOYEE), DATE TO BE COMPLETED BY, DATE COMPLETED, SIGN
OFF ON COMPLETION OF EACH JOB.
86.
87. THIS SUMMARY SHALL BE REVIEWED ON THE FOLLOWING YEAR’S
PLANNED MAINTENANCE AUDIT.
88.
89. 6.3 ANNUAL REVIEW OF MAINTENANCE ACTIVITIES
90.
91. 6.3.1 PLANNED MAINTENANCE AUDIT - EACH PROCESS PLANT
SHALL BE REVIEWED ANNUALLY BY THE SITE ENGINEER,
MAINTENANCE COMPLIANCE MANAGER AND MAINTENANCE
COORDINATOR BY:
92.
93. USING THE SHUTDOWN FILE WHICH SHALL CONTAIN A LIST OF ALL
PLANNED INSPECTIONS AND MAINTENANCE ACTIVITIES INCLUDING
RECORDS PROVIDED BY STATUTORY AND MANDATORY DUTIES
94.
95. OTHER STATUTORY RECORDS INCLUDE EQUIPMENT INSPECTED
UNDER PSSR, THE RESULTS OF WHICH SHALL BE REVIEWED AT THE
SAME TIME.
96.
97.
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98. 6.3.2 THE PLANNED MAINTENANCE AUDIT SHALL BE CARRIED
OUT AS SOON AS REASONABLY PRACTICAL AFTER THE ANNUAL
SHUTDOWN. AN NCR SHALL BE RAISED FOR INSPECTIONS NOT
CARRIED OUT TO THE AGREED MAINTENANCE PROGRAMME.
99.
100. 6.3.3 AUDIT FORM NEST 5.1.1B SHALL BE COMPLETED
ACCORDING TO THE DEFINITIONS GIVEN IN APPENDIX 8.1 BELOW.
101.
102. 6.3.4 VARIATIONS IN MAINTENANCE INTERVALS SHALL BE
AUTHORISED:-
103.
104. FOR SPECIFIC STATUTORY INSPECTIONS BY THE DESIGNATED
INSPECTION BODY TOGETHER WITH THE SITE ENGINEER OR
MAINTENANCE COMPLIANCE MANAGER, AND MAINTENANCE
COORDINATOR.
105.
106. FOR OTHER INSPECTIONS, BY THE INSPECTOR TOGETHER WITH
TWO OF THREE PERSONS (SITE ENGINEER, MAINTENANCE
COMPLIANCE MANAGER, OR MAINTENANCE COORDINATOR) AND THE
INTERNAL CUSTOMER
107.
108. THE JUSTIFICATION FOR AMENDING THE INSPECTION INTERVAL
SHALL BE RECORDED IN THE CMMS
109.
110. 6.3.5 THE AUDIT SHALL INCLUDE SITE SERVICES I.E.
INFRASTRUCTURE ON AN ANNUAL BASIS.
111.
112. 7.0 RECORDSAppendices
113.
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114. REC 115. RETE 116. MINI
ORD NTION MUM
RESPON RETENTI
SIBILITY ON
PERIOD
117. COM
118. MAIN
PLETED
TENANC
MAINTEN 119. 6
E
ANCE YEARS
DEPART
SHUTDO
MENT
WN FILE
120. PARTS BOOKING OUT FORM
121. PARTS CODING APPLICATION FORM
122. GOODS IN INSPECTION FORM FOR INDIVIDUAL ITEMS OVER £5K
123. GOODS IN INSPECTION FORM FOR VERIFICATION AND
ASSURANCE FOR LIKE FOR LIKE REPLACEMENT ITEMS.
124. MATERIAL COMPATIBILITY CHECK FORM FOR STAINLESS STEEL
AND EXOTIC METAL (PMI)
125. STOCK ADJUSTMENT FORM
126. CYCLE COUNT RECORD FORM
127. CYCLIC COUNT PROCEDURE
128. ITEM DISPOSAL/STOCK WRITE OFF FORM
129. DECONTAMINATION CERTIFICATE
130. GOODS GOING OFF SITE FORM (RGNS)
131. LOAN ISSUES FORM
132. HOUSEKEEPING INSPECTION FORM.
133. BORROWED PARTS FORM.
134.
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135. OBTAINING ITEMS FROM STORES
During normal working hours, requests for items required from the stores should
be routed through the IRI.
The IRI will determine whether the item is: -

 A stores coded item to be issued from stock inventory.
 A Non- coded item to be ordered as a one off purchase.
The IRI will then issue the item according to the following guidelines.
All stores controlled items must be issued using the IMS and booked out against
the correct cost centre/service call. All stock issues shall be against an open
service call number linked to the correct plant equipment. It is the responsibility of
the person requesting the item to provide the correct service call number to which
the item is to be charged. This is to be done in accordance with the cost centres
assigned by the finance department. At the point of issue, the IRI will add the
detail to the booking out record. During normal hours the issuer will sign the
booking out record, out of normal hours the person taking the item will sign the
booking out record.
136.
137. SPECIAL CASES
137.1.1 : Warranty Issues
– Any item issued for repair under warranty must be issued following the
procedure for controlling spare parts as follows.
137.1.2 Safety Critical Items:
(SIS valves, PCT valves, Class 3 Flexibles etc.)– All Safety Critical items must be
issued using the IMS. It is the responsibility of the person requesting the item to
give the IRI all relevant information relating to the use of the item on site. (SIS
valves, PCT valves, Class 3 Flexibles etc.)
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137.1.3
137.1.4 Out of hours’ issues:
Any item removed from the stores in the absence of the IRI must be recorded
accurately to ensure that the item can be issued from the IMS ensuring stock
levels correct.
137.1.5 Items with limited shelf life, items with calibration dates
: Items with an expiry date must be checked by the IRI before issuing for use. If
an item is found to have gone past its expiry date it must be disposed of and
booked out from inventory. Items with a calibration date must be checked by the
IRI before issuing for use. If the calibration has been conducted more than 12
months prior to issue the IRI must arrange for the item to be checked for
accuracy/recalibrated. Examples of Items that would fall under these controls
would be PRV’s, PSVs, Control valves, Instrumentation etc.
When items are removed out of hours the details must be recorded on the Parts
booking out form (Appendix A), for general items the form is situated on the
stores counter top, for PPE the form is situated on the door to the PPE store.
It is the responsibility of the person taking the parts regardless of whether they
are controlled or not to record the parts taken, all fields on the Parts booking out
form are to be completed in full. If items are not recorded they will not be
removed from inventory and subsequently will not be replenished creating stock
inaccuracies and risk to production and possible increased downtime. Failure to
book out parts will be considered gross misconduct and could lead to disciplinary
action being taken.
Following an out of hours issue the IRI will take the detail from the Parts booking
out form and book the item out in GP Dynamics against the correct service call
number and cost centre.
138.
139.
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140.
141.
142.
143.
144. RETURNING ITEMS TO THE STORES:
Items may be returned to stock for the following reasons:
 Items issued but are unused.

 Items have been repaired.
 Items returned under warranty.
 Items borrowed from stores.
Under these circumstances, the procedures below should be followed. In

circumstances where a return to stock is required, other than those covered by
this procedure, the IRI is to be consulted and if required the detail is to be
discussed and agreed with the finance team.
145.
146. RETURNING UNUSED ITEMS -
When an item has been issued but not used, it must be returned to stock through
the IRI
If the stores coded item is returned, the IRI will reverse the issue using the same
service call number that the item was issued against.
The account used at the point of issue will be credited and the inventory account
for the item will be debited.
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A record of the reversal will be seen on the ‘parts tab’ in the service call used.
It is the responsibility of the person receiving the parts to return the item as soon
as possible if it is not used.
147.
148. RETURNING ITEMS FROM REPAIR
- When items are sent for repair with the intention of returning the item to stock the
stock item number must be noted.
When the item is returned from repair the IRI will request that the relevant Plant
or Discipline Engineer shall inspect the item and decide if it is fit to be held as a
stocked spare. If relevant Plant or Discipline Engineer is satisfied, the item can be
transferred back to its shelf location.
The cost for the repair should be transferred to the account which was credited
when the issues was reversed.
149. RETURNING ITEMS UNDER WARRANTY

Items issued under warranty must be replaced or paid for by the company with
whom the warranty is held.
It is the responsibility of the Plant or Discipline Engineer to instruct the IRI as to

whether an item is to be replaced under warranty or whether the third party
company who holds the warranty is to be billed for the item.
When it is determined that an item is to be replaced under warranty, the IRI will
liaise with the supplier to ensure the parts are replaced.
Once the replacement arrives, the IRI will request that the relevant Plant or
Discipline Engineer shall inspect the item and decide if it is fit to be held as a
stocked spare.
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Once satisfied with the replacement, the item is placed on stock and a transfer to
the shelf location is performed using the GP Dynamics.
When items issued under warranty are to be billed to the company holding the
warranty, the Plant or Discipline Engineer will arrange an invoice in conjunction
with the IRI
The IRI will reorder the spare part(s) as normal. No return to stock is required
150.
151. ITEMS LOANED FROM STORES:
Part items removed for emergency repair during a breakdown situation that is
taken from a complete unit that is coded to stock as a complete unit. For
example, a motor removed from a pump skid, an impeller removed from a
complete pump, a gasket removed from a ball valve.
Should an item be loaned from stores for temporary repair on plant or tooling, this
must be recorded using the Loan issue form (Appendix L)
When an item is removed from stores that is coded to stock as a complete unit,
the part removed must be recorded using Borrowed parts form (Appendix N).
Any parts loaned from stores for temporary repair on plant must be recorded
using the Loan issue form (Appendix L)
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Any tooling loaned from stores for use during repair on plant must be recorded
using the Loan issue form (Appendix L)
It is the responsibility of the person taking the parts to complete the Loan issue
form and to accurately record all parts taken. All fields on the form must be
completed before handing to the IRI. The IRI will ensure that the removed parts
are ordered and replaced.
If items are not recorded they will not be re-ordered and subsequently will not be
replenished. This will add risk to production and possible increased downtime.
Failure to record and report parts taken will be considered gross misconduct and
could lead to disciplinary action being taken.
152. INVENTORY MANAGEMENT SYSTEM GP DYNAMICS ITEM

RECORDS
Information on all controlled items (coded stock) is held in the Inventory
Management System.
Coded stock (Eng Stock) – Parts held within the stores for routine maintenance.
Examples of information held, Stock number, description, quantity, location, cost,
supplier, re-order quantity, re-order point, last originating cost.
Code Info Only (Eng Info) – Parts not held within stores, information held for
future purchasing only, Examples of information held, Stock number, description,
cost, supplier.
Each controlled item has data held at each of these levels.
The item number remains the same throughout. In situations where an item is
required at more than one production plant, the item will be linked to the
equipment number using the BOM function within the IMS .
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The description and part number for the item will be the same regardless of
where it is used on site. Any changes to the item master record must be
completed and BOM links updated.
Consumable items have data held such as cost, quantity, location and
supplier.
153.
154.
155. Inventory Item Location Creation & Transfers
155.1 STOCK LOCATION

When generating a stock location for an item in GP Dynamics. The following
format must be used:
 - Aisle: 10
 - Bay: C
 - Bin/shelf: 03
This would give a location of: 10C03
155.2 MOVEMENT
It is often necessary to move items around the stores and to change the shelf
location. When an item is physically moved within the stores an item location
transfer must be completed within the IMS. Items in the Stores are only to be
moved by the IRI once the IMS detail matches the new location detail.
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155.3
155.4 IDENTIFICATION
Identifying Spare Parts that should be held as controlled stock items
Plant and discipline Engineers are responsible for identifying items that should be
held in the stores as operational spares for their area of responsibility.
The Plant and discipline Engineers shall maintain inventories of spare parts that
are:
 Sufficient to keep unit availability high and minimize any downtime

associated with their procurement and delivery.
 Economically reasonable.
Striking this balance calls for Production Plant Management to look at their spare
part requirements, assess their service life, failure trends and the risk to plant.
Establish criteria to distinguish critical from non-critical parts, and incorporate
these criteria when creating and managing appropriate spare parts inventories.
These functions are the responsibility of Plant Management, and should reflect
the fundamental principles set forth below.
155.5
155.6 CRITICAL SPARE PARTS
The criteria used for determining critical equipment, affiliated economic risk, and
associated spare parts include but are not limited to:
 Maintain spare parts that will minimize unit downtime associated with
procurement and delivery and avoid running at reduced production rates.

 Identify the parts that are critical “one-out-of-one.” A single failure of that
one part directly impacts unit availability. No redundancy is built into the
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equipment for this single failure and any delay in obtaining the part
directly threatens the ability to operate;
 Identify the parts that are critical “one-out-of-two.” A failure of that one part
directly impacts unit reliability and may impact availability. Automatic or
manual action is required to place redundant equipment into service and
enable the plant to operate effectively. Overall reliability for the equipment
is compromised until the initial part is replaced;
 Identify parts that directly impact unit reliability and availability, but are
used in multiple pieces of equipment installed at the plant. For a single
generating unit at a plant with multiple units, the part meets the “one out
of one” or “one out of two” criteria above. Since the part is used in more
than one piece of equipment, and if it is improbable that multiple failures
of the same type of equipment would occur simultaneously, then risk and
cost must be analysed to determine if the part should only be stocked for
a single failure.

 Identify spare parts that directly impact unit efficiency and indirectly affect
unit reliability. A failure of that one part requires action to bypass, remove,
or isolate the fault for continued unit operation. A delay in obtaining the
part causes a loss of a redundant control signal, parameter, or automatic
control, and results in less efficient unit operation and overall higher
operating costs.

 Identify parts in auxiliary systems supporting the generating unit or
balance-of-plant equipment that indirectly impact unit availability.
Sustained unit operation or unit start reliability can be affected by delays
in obtaining and replacing the part.
155.7
155.8 NON-CRITICAL SPARE PARTS
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Spare parts may be stocked for equipment that is deemed to be non-critical but is
still characterized by factors such as long lead time for procurement, specialized
nature, and cost. Spares such as gaskets, nuts, bolts, and so on should be
stocked to assure availability during normal and off-shift hours.
155.9
155.10 NON-SUPPORTED EQUIPMENT, OBSOLESCENCE
Suppliers of equipment may not continue to support the spare parts needed for
previous models or older systems. As an example, the OEM of a control system,
circuit breaker, or analyser may only support the component for a period of ten
years, and after that will no longer manufacture or stock replacement parts - This
calls for:
 Identifying the equipment

 Budgeting for stocking not just the recommended spare parts, but also
additional parts for full repair of the equipment prior to the termination of
production and support for the model installed on plant.
 Additional risk management and financial considerations should be given
to limiting the reordering of spare parts for older non-supported
equipment.
155.11
155.12 OEM AND EQUIPMENT SUPPLIER SPARE PART LIST ANALYSIS
Manufacturer lists of recommended spare parts are a good source for defining
spare parts inventories since the lists reflect the OEM’s experience as well as the
experience of equipment users who purchase replacement parts. It may not be
necessary to procure and stock all of the OEM recommended items. Additional
considerations include but are not limited to:
Identify those parts that have long lead times and/or are not stocked by the
supplier or OEM. Evaluate expedited production and manufacturing costs.
Identify those parts that are required to support the OEM’s recommended
maintenance cycle for the equipment. For high cost spares that are required to
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support maintenance cycles scheduled in years or thousands of operating hours,
a limited number of the recommend spares may be stocked for emergency
maintenance, and the full complement stocked prior to the scheduled
maintenance.
Identify those high cost parts that can be stocked off-site. For this type of spare
part, due to the equipment disassembly time required to support replacement, the
shipping or delivery time for the part to arrive on-site does not delay replacement.
Identify the life cycle costs of critical spare parts. Noble parts to major pieces of
equipment, such as gas turbine, steam turbine, generator, and control systems,
are generally high cost items and add significantly to inventory values. Evaluate
the costs and potential risks of stocking new, refurbished and reconditioned
parts.
Identify alternate suppliers to the OEM that maintain a stocked inventory of the
recommended part. This analysis can avoid the investment in stocking parts that
are readily available.
155.13
155.14 ECONOMIC RISK ANALYSIS OF STOCKING SPARE PARTS
Any delay in obtaining a part could result in unit lost capacity. The unit cannot
start and therefore fails to meet potential contractual obligations with customers.
Economic evaluation of the costs of having the spare parts in stock at the plant to
minimise unit downtime and therefore comply with generation obligations is
critical.
Additional considerations for maintaining and stocking spare parts include but are
not limited to:
 Maintain spare parts that are required by plant operating permits and
regulations. Various systems such as continuous emissions monitors,
SCRs, precipitators, and scrubbers are required by plant operating
permits and environmental regulations.
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 Maintain spare parts that are identified during Loss Control Inspections
and strongly recommended by the insurance underwriter. These parts
generally limit the amount of risk to which an underwriter is exposed and
the procurement costs may be offset in insurance premium reductions.
155.15
155.16 PLACING IDENTIFIED ITEMS ON STOCK
Once an item is identified as a required stock spare, it is the responsibility of the
Plant and discipline Engineers to request that the item be held on stock.
The relevant Plant and discipline Engineers should complete a Parts Coding
Application form enduring all fields are completed in full (Appendix B).
It is the responsibility of the Plant and Discipline Engineer to record on the Parts
Coding Application form any specific goods in inspection criteria required.
Once completed the Parts Coding Application form is submitted to the Stores
Supervisor for review and sign off. Following signed approval the IRI will create a
new item coding record within the IMS and the parts will be ordered and placed
on stock. For items that are not approved the Parts Coding Application form will
be returned to the originator with comments explaining why the request has be
declined.
155.17
155.18 PURCHASING ITEMS TO BE HELD ON STOCK
156.
157. Purchase of Inventory Items
Items are purchased using purchasing software GP Dynamics. This is the

responsibility of the IRI.
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Items are ordered by referencing GP Dynamics. The purchase order line detail
contains the item number, quantity required and cost.
No account number is required for a stock purchase order.
The item will be expensed to the relevant inventory account based on the GL
Category Code added to the item purchase order.
157.1
157.2
158. Carriage of Inventory Items
If an additional line for carriage is added to the purchase order this is to be

expensed through GL Code: NM–13240-62800-00000. Where ever possible
orders should be grouped together to reduce the cost of carriage.
The account to be debited should be the account to which the item would
ordinarily be expensed at the point of issue.
On occasions where the purchase order requires carriage the carriage cost
should be expensed to GL Code: NM-13240-62800-00000.
In the case of warranty issues, the IRI will discuss and agree carriage costs with
the vendor.
Lead Times - The promised and requested delivery dates should be added. Any
additional information can be added as a text attachment.
Part Numbers – The IRI will make arrangements to ensure that part numbers will
appear on purchase orders. It is the responsibility of the Plant and Discipline
Engineers to bring to the attention of the IRI any additional information that is
required for purchasing e.g. serial numbers, part numbers, special type, material
specification or calibrated range.
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Once a purchase order is acknowledged, the IRI will update the electronic
document with a new confirmed delivery date and make any carriage charge
adjustments to the purchase order.
Receipts - When the purchase order lines are received, the items are held in a
purchasing batch within GP. the items will only appear on stock when the
purchasing batch has been posted. Any variation in cost between receipt and
invoice match will be posted to inventory and will adjust the weighted average
cost of the item.
158.1 STOCK REPLENISHMENT CODED ITEMS

Each coded item has a reorder point (ROP) and quantity (ROQ) and on a regular
basis, the IRI will review the quantity on hand versus the re-order levels cyclic
counting will be carried out to confirm physical stock numbers.
The IRI, in conjunction with the Plant and Discipline Engineer, will decide on what
action to take next. Ordinarily the IRI will raise a purchase order for all coded
items that have reached their re-order point.
The procurement team will consult with suppliers to determine best price and fix
the price within GP Dynamics. All items over £5,000 must be reviewed by the
procurement team before a purchase order can be raised.
In cases where replenishment is required, the quotation request will be advanced

to an order based on the best value quotation.
In cases where no replenishment is required, the re-order point will be adjusted

accordingly.
All stock replenishment quotation requests and responses are filed with the IRI’s
records.
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Inventory rotation should apply the rules of First In First Out (FIFO) where a shelf
life applies to an item. Items with a shelf life should be highlighted, tagged and
labelled on receipt. These items are checked periodically during cyclic counting.
158.2 GOODS RECEIPT, INSPECTION AND RETURNS

All goods are to be delivered to the main stores. Deliveries should be located in
the Goods In area of the stores and the IRI will unpack, inspect the goods and
confirm correct against the delivery note and perform the necessary receipt of
goods (GR) as per finance procedures.
If the delivery note does not correspond to the approved purchase order, the
requisitioner should be informed and the discrepancy investigated with the
supplier. Goods that do not have a covering purchase order cannot be booked in
to inventory. Delivery notes should be retained and filed in the warehouse or
suitable, controlled site location for future reference.
Receipt of controlled items will automatically update inventory levels and stock
value. Only goods that are complete and in good order should be receipted into
stock. Goods should be labelled with the stock item number where applicable,
and stored in accordance with the location as specified in GP Dynamics.
Goods that are found to be defective should be returned prior to performing a

receipt. The IRI will arrange return and replacement. Goods that are found to be
defective following receipt are to be sent for repair as per above procedure.
Individual items with a value over £5,000 must be inspected to ensure that the
item is in good serviceable condition before booking onto stock. Items delivered
inside crates, boxes, containers, must be removed and inspected fully looking for
damaged or defects. If faults are found the item must be quarantined and the
supplier informed. Where required the procurement team may need to engage in
the discussion with the supplier.
Quality checks for reliability, traceability, and safety are of the utmost importance.
A quality check must be carried out on all parts constructed of Stainless steel,
Hasterloy, Titanium or any other exotic metal to confirm that the material supplied
matches the material ordered. The check must be carried out using a PMI gun
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(Positive Material Identification) and recorded using the Material Compatibility
Inspection form (Appendix E). The results must be checked against the supplier
delivery note and compatibility confirmed prior to booking the goods into stores.
Should an anomaly, miss match be found the item in question must be
quarantined and the matter taken up with the supplier. All completed Quality
Inspection forms must be saved to engineering stores records H:Engineer:N70
Engineering Stores: Quality Check Forms.
Each item checked shall be coloured coded according to its material/intended

use either with a Spot (fittings) or Stripe (full length pipe) as follows:
RUSTC-
304 Stainless Steel Light Blue
2123
316 Ti Stainless Fluorescent RUSFL-
Steel Orange 2255
RUSTC-
C22 Hastelloy Black
2178
RUSTC-
C276 Hastelloy Yellow
2148
RUSTC-
A333 Gr6 White
2192
316L Stainless
RUSTC-
Steel ERW Green
2134
(seamed)
Once appropriately colour coded, materials shall be stored in the relevant

designated segregation area. Special consumables/fittings shall be stored in a
designated secure container to protect them from loss, damage or deterioration.
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The PMI gun is a high tech X-Ray emitting device that analyses the exact
composition of metal and is held securely within the engineering stores for the
purpose of goods in quality checks. It is the responsibility of IRI to ensure that the
quality check is carried out for all required items and it is the responsibility of the
Stores Supervisor to ensure that the PMI gun is maintained in good condition and
calibrated when required.
Verification and Assurance for Like for Like: Checks for like for like must be
carried out on all equipment before it is booked onto stock. It is the responsibility
of the IRI to hold all goods items in a quarantine area until the relevant Plant and
Discipline Engineers have carried out a physical Like for Like inspection, for large
items that cannot be quarantined within stores they must be clearly identified
using quarantine labelling until like for like has been confirmed. The inspection is
required to confirm that the item delivered to stores is correct and matches the
original item that was held on stock. The Like for Like inspection must be
completed using the Goods in Verification and Assurance for Like for Like
inspection form (Appendix D). It is not uncommon for suppliers over a period of
time to make small changes to the design or materials used. Although the item
supplied is a newer version of the original item there may be reasons why it is no
longer suitable for the original duty or plant application. Special attention must be
given to items that have had low stock turn over, items that have sat on stock for
a considerable amount of time. Should differences by identified it is the
responsibility of the Plant and Discipline Engineers to raise a PCA documenting
the changes found and to carry out a risk assessment to determine whether the
new item supplied is suitable for its intended purpose. Smaller high turnover
items such as bolts, gaskets, consumables are subject to visual inspection only,
there is no requirement to complete a Like for Like inspection form.
Deliveries of non-stock items are processed as above but are not labelled with a
short item number or description and are to be located in the designated non-
stock area until dealt with by the requisitioner.
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Deliveries of chemicals, gases or hazardous items are delivered to the
designated storage areas with the prior consent of the IRI and in accordance with
Briar Chemicals Site Safety Rules and Approved Procedures
All valves must be held in a goods in holding area until a pressure test can be
performed to confirm that the valve is in good serviceable condition and not
passing. It is the responsibility of the IRI to request that the pressure test is
carried out and the responsibility of the Workshop Manager to ensure the check
is completed in a timely manner. On completion of the pressure test each valve
will be tagged to confirm pressure test passed (GREEN TAG) and also to record
the date it was carried out. Only then can the valve be booked onto stock, any
valve that fails the pressure test will be tagged with a pressure test failed (RED
TAG) and must be returned to the stores quarantine area. It is the responsibility
of the Stores Supervisor to take the issue up with the supplier to get the item
replaced.
158.3
158.4 STORAGE OF FLEXIBLES/ FLEXIBLE PIPEWORK
All new flexible hoses delivered to engineering stores must have a tag attached
with the following details recorded on it:
Briar chemicals Stock Code

Date of Receipt
Description of flexible (Length / Diameter / Material of construction etc.)
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Where more than 1 flexible of the same stock code is held, the oldest dated
flexible must be brought forward to ensure correct stock rotation.
When a flexible is to be removed from stores stock the date of receipt should be
used to ensure that the oldest dated hose is always taken first. First in First out
(FIFO) system should be adopted at all times,
Short length flexibles (< 1m) should be stored on suitably sized horizontal
shelving with minimal bending to the flexible.
Longer flexibles should be stored on pallets with edge retainers fitted to ensure
the flexible does not protrude, fall off and to reduce risk of being damaged. When
storing longer flexibles it is important that the Minimum Bend Radius (MBR)
guidelines are followed to ensure that they do not become ‘kinked’ or damaged.
Refer to the table below for summary of MBR for SS and Polypropylene braided
flexibles which are commonly used on Site.
[Ref Corroflon Technical Brochure from Aflex-Hose.com]:
Nominal Hose Bore Size Minimum

Bend
Radius
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mm inches mm
15 ½ 38
51
20 ¾
1 70
25
1 100
40 ½
2 140
50
3 230
80
5 300
100
6 600
150
Large diameter flexibles (>200mm) should be stored horizontally and secured to

a suitable sized pallet
Flange covers should be fitted to protect the end of the flexibles from damage
whilst in storage.
Manufacturers guidelines for the life of flexibles should be followed; this

information is available from OEM. Storage conditions including exposure to UV
light, temperature and other factors can alter the shelf life. This must be taken
into consideration and a visual inspection carried out before installation. Defects,
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damage or quality issues must be reported to IRI immediately and the item
removed from storage and put into quarantine.
158.5 STOCK VALUE

Stock value is calculated at weighted average cost. This is reported monthly and
submitted to the finance department for reconciliation. Any manual adjustments
to stock value must be agreed in advance with both the finance department and
the Deputy Head of Engineering.
158.6 CYCLE COUNTS

To comply with financial audit requirements and to ensure accurate stock
records, each item held on stock must be counted and checked at least once
each year. The financial year runs from January to December and stock checks
are performed using a cycle count system. This means that there is no
requirement to cordon off or quarantine areas of the stores during stock checks.
A cycle count program is prepared by the IRI at the start of each year based on
ABC Parato analysis taking into consideration criticality, lead times, quantity used
and stock movements. Each item is assigned to a cycle count category which
determines the cyclic count frequency for the year.
Each month a list of items to be counted is generated and assigned to an IRI.

The IRI carries out the count and records the physical stock quantity actually
found at the locations using the Cycle Count form (Appendix G) Cycle count
frequency is defined by the cycle count procedure (Appendix H).
Count Frequency
After a major inspection, or significant outage, the IRI shall arrange a spot count
of large value and high risk inventory items of sufficient scope to provide
assurance that all material inventory issued as a result of the outage has been
recorded and booked out of stock correctly.
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In addition, each inventory item must also be counted at least once in a twelve-
month period. Outside of major inspections and outages, it is at the discretion of
the Deputy Head of Engineering, in conjunction with the IRI, as to which items will
be counted more than once in a calendar year. Inspection frequencies will be set
at either monthly, 3 monthly, 6 monthly or yearly.
158.7 COUNT PROCEDURE

The IRI generates cycle count sheets; these do not contain information relating to
current stock levels; they are issued to the count assistant who records the
counted stock quantity on the sheet. Items should also be inspected for obvious
signs of damage or obsolescence
Counts should be performed with care, ensuring quantities are accurately

recorded and where inventory items are bagged/boxed, that the number of
individual items inside is noted.
The IRI enters the data from these sheets into GP Dynamics in a timely manner –
the same day or as soon as practicable.
The IRI generates a list of variances based on the data entered. This initial
variance should be kept as a supporting document and recorded in aggregate on
a simple spreadsheet for each cycle count and the detailed list of variances
should be printed and retained.
The IRI analyses the variance report and variances are investigated and a route
cause analysis is performed. Amendments to the count following investigation of
the variances are entered into the system in a timely manner and a renewed
variance report is generated.
Once the IRI is satisfied that the count is accurate, they should physically sign the
report and then the summary of the cycle count is presented to the Deputy Head
of Engineering for sign off, along with the Stock Adjustment Form (Appendix F)
When satisfied, the Deputy Head of Engineering approves the count and signs
the Cycle Count Cover Sheet. At this point the variance is ‘accepted’ and the
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stock adjustment sheet forwarded to the finance team to make the financial
adjustment.
All records shall be retained and filed in an orderly manner as these are likely to
be utilised during future compliance audits.
158.8 EXTERNAL COUNTS

It is noted that the IRI has access to GP Dynamics and as such can view the
stock levels as held.
To guard against corruption, a third party can perform a complete count, or a test
count, of all items.
The external count is typically performed by a third party supplier.
Consideration should be given to resource availability and budget before

scheduling external counts.
158.9 OBSOLESCENCE
Inventory items may become obsolete due to plant engineering modifications,
changes in technology or the end of the item shelf life.
The IRI should be continuously aware and proactively working to identify and
dispose of obsolete inventory.
When obsolete inventory is identified, the IRI should contact the finance team to
agree correct method to write off stock.
158.10 ITEM DISPOSAL

Any item going off site for repair or disposal must be recorded using the Goods
going off site form (RGNs) (Appendix K) and a copy saved to Engineering
records.
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Transfer Of Items To Other Locations - Subject to the IRI being satisfied that
transfer to another location is appropriate, the IRI shall notify the Procurement
Manager of the availability of items surplus to requirements.
Items For Sale Externally - Items for which there is no requirement shall be sold
at the best obtainable price through the procurement team.
If the sale proves impracticable, it shall be sold at scrap value or disposed of in

an environmentally considerate manner using certified disposal contractors.
Procedure - A disposal shall be initiated in writing (email) by the IRI, stating the
reason for disposal, the condition of the item, possible future use of the item and
estimated market value if known.
The IRI shall arrange the appropriate disposal request forms to be prepared
(Appendix I)
Disposal of surplus and/or redundant stores and materials.
Disposal of assets (including ferrous and non-ferrous materials).
The IRI shall liaise with procurement team to support disposal of items that go out
for tender.
The tendering process will be led by the procurement team in line with current
procurement procedures. The IRI will support any planned site visit and provide
any information relating to the equipment.
158.11 SCRAP ITEMS

The IRI shall arrange for scrap metal to be segregated.
Non-ferrous scrap shall be placed in the area advised by the IRI.
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Ferrous metals shall be accumulated at the designated scrap compound and
shall be disposed of by the use of the annual scrap service contract.
159. Sales to Staff
Sales of stock or consumable items to staff are prohibited. In exceptional

circumstances such transactions must receive clearance from the Head of
Financial Accounting and Head of Engineering
160. Expensing the Disposal
Items carried on the general ledger that are disposed of, either through sale or for
scrap will be expensed in accordance with the. Briar stock write off procedure
The IRI will liaise with the finance team and establish a write-off value for the
item.
160.1 QUALITY ASSURANCE

When plant spares and direct materials come in to stores, it is up to either the IRI
or Plant and Discipline Engineer to open the package and check the following in
accordance with quality assurance procedures:
Check for Certificate of Conformity Quality where required (e.g. H.P. valves or
instruments);
Check for British Standards (if applicable) against purchase order;
Check product number against purchase order;
Check overall quality and serviceability of the item; and
If further assistance or advice is required in checking an item such requests for

advice can be routed through the IRI.
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160.2 SHELF LIFE
When new items are added to stock holding, it is the responsibility of the
requesting Engineer or Technician to notify the IRI of any shelf life restrictions for
these items.
The shelf life will be recorded electronically and the item will be physically
labelled with an expiration date.
This expiration date will be checked during cycle counts and the item physically
inspected for signs of damage or deterioration.
160.3 MAINTENANCE
Some stock items require maintenance whilst in storage, along with special
storage conditions. It is the responsibility of the requesting Engineer or
Technician to bring these requirements to the attention of the IRI.
The IRI will then create a maintenance schedule and allocate responsibility for
maintenance tasks accordingly. The IRI will also make arrangement for special
storage requirements such as protective packaging.
160.4 HAZARDOUS MATERIALS

The stores team will be familiar with the risks associated with materials under
their control. Appropriate standard warning signs must be applied to the
packages and their locations. A materials safety data sheet must be made
available on issue and a master copy kept on file.
160.5 SAFETY & PPE ISSUES

All stores areas are to be kept in a safe, organised and clean condition at all
times. Weekly housekeeping & safety checks are to be carried out by the IRI and
recorded using the House keeping inspection form (Appendix M). Remedial
action must be taken to put right any non conformance found.
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All issues of hazardous materials or chemicals will be supported by a data sheet
informing the user of the dangers involved.
Personal Protective Equipment (PPE) is purchased in accordance with the

approved supplier list for site.
Once purchased PPE is stored in a secure locked location.
A signed record of the issue is kept on the booking out form.
During normal working hours issue of PPE is performed by the IRI. Out of normal
hours issues can be performed by the Shift Team Leader or assigned deputy.
The IRI maintains adequate stock levels of PPE to support all aspects of site
usage.
160.6 OFF-SITE INVENTORY

When items are required to be stored off-site, the storage should be in
accordance with these guidelines.
The items required to be stored should be identified and listed for review by site
management. A suitable storage facility should then be identified which will
provide safe and secure storage and allow safe lifting, loading and unloading.
The Stores Supervisor should visit the facility and report back suitability to site
management prior to entering into any agreement.
Once a storage agreement has been drawn up with the vendor, this should be
reviewed by Procurement Manager. A full list of inventory at the location should
also be maintained with insurances updated or put in place to ensure adequate
cover.
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Anything owned by Briar going off-site (e.g. for repair) should have a
‘Decontamination Certificate’ (Appendix J) and ‘Goods Receipt Note’ to go with
the goods to keep track of movements
These items will be packaged by the stores team & suitable transport arranged to
collect/deliver
Security must be verbally informed by the IRI of persons/company removing

items from site.
160.7 SPECIFIC CONTROL MEASURES

Certain inventory items require periodical maintenance and inspection to ensure
integrity during storage. Maintenance requirements of specific items are to be
established following advice from the manufacturer, vendor and discipline
Engineers. General guidelines are detailed as follows.. .
 Large rotating equipment – such as motors and pumps, should be

hand-turned by the IRI in accordance with advice received from the
manufacturer/vendor/discipline Engineers.
 Oil and Filters – Quantities of oil and filters on site are monitored by the
responsible people in charge of these consumables.
 Spillage Control Equipment – Spillage control equipment such as
absorbents and special waste bags are available in dedicated kits around
the site and each kit has an inventory.
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161.
162. Appendices
A. Parts Booking out Form

B. Parts Coding Application Form
C. Goods in Inspection form for individual items over £5k
D. Goods in inspection form for verification and assurance for like for like
replacement items.
E. Material compatibility check form for stainless steel and exotic metal
(PMI)
F. Stock Adjustment form
G. Cycle Count record form
H. Cyclic Count Procedure
I. Item Disposal/stock write off form
J. Decontamination certificate
K. Goods Going Off Site form (RGNs)
L. Loan Issues form
M. Housekeeping inspection form.
N. Borrowed parts form.
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162.1 PARTS BOOKING OUT FORM
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162.2 PARTS CODING APPLICATION FORM
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162.3 GOODS IN INSPECTION FORM FOR INDIVIDUAL ITEMS OVER £5K
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162.4 GOODS IN INSPECTION FORM FOR VERIFICATION AND
ASSURANCE FOR LIKE FOR LIKE REPLACEMENT ITEMS.
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162.5 MATERIAL COMPATIBILITY CHECK FORM FOR STAINLESS STEEL
AND EXOTIC METAL (PMI)
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162.6 STOCK ADJUSTMENT FORM
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162.7 CYCLE COUNT RECORD FORM
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162.8 CYCLIC COUNT PROCEDURE
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162.9 ITEM DISPOSAL/STOCK WRITE OFF FORM
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162.10 DECONTAMINATION CERTIFICATE
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162.11 GOODS GOING OFF SITE FORM (RGNS)
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162.12 LOAN ISSUES FORM
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162.13 HOUSEKEEPING INSPECTION FORM.
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162.14 BORROWED PARTS FORM.
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162.15 APPENDIX 8.1
162.16
162.17 THE FORM NEST 5.1.1B SHALL BE USED TO RECORD THE
PLANNED MAINTENANCE AUDIT WITH THE FOLLOWING DEFINITIONS:
162.18
162.19
162.20 PLANT: A DEFINED AREA OF PRODUCTION WHICH MAY OR MAY
NOT INCLUDE STORAGE SYSTEMS AND ON PLANT SERVICES
162.21
162.22
162.23 COMPLETE/INCOMPLETE: THE REFERENCE IS TO THE
COMPLETION OF PLANNED INSPECTION AND MAINTENANCE ACTIVITIES
– NOT NECESSARILY THE COMPLETION OF REMEDIAL WORK
DETERMINED BY THE INSPECTION PROGRAMME
162.24
162.25
162.26 ADEQUATE – THE ACTIVITIES CARRIED OUT ALLOW FOR THE
PLANT TO BE OPERATED IN A SAFE CONDITION UNTIL THE NEXT
SHUTDOWN (<14 MONTHS) OR UNTIL WHEN A PM ROUTINES DICTATE
INTERMEDIATE ACTIVITIES OR REMEDIAL WORK SPECIFIED IN THE
FOLDER IS REQUIRED IN THE INTERIM. PROPOSED OR REMEDIAL WORK
WHICH HAS NOT BEEN CARRIED OUT HAS BEEN ASSESSED AND A
DECISION MADE THAT THE WORK IS NOT NECESSARY FOR THE PLANT
TO OPERATE IN A SAFE MANNER.
162.27
162.28
162.29 REMEDIAL WORK – FALLS INTO THE FOLLOWING CATEGORIES
162.30 COMPLETE PRIOR TO PLANT START UP – DEFINED IN INSPECTION
REPORTS AS MAJOR WORK
162.31 TO BE COMPLETED DURING THE NEXT ANNUAL SHUTDOWN–
DEFINED IN INSPECTION REPORTS AS MINOR WORK
162.32 TO BE COMPLETED BY A SPECIFIED DATE. – DEFINED IN
INSPECTION REPORTS AS MINOR WORK
162.33 TO BE ASSESSED AT THE NEXT INSPECTION OR EVALUATED AS
NOT REQUIRING FURTHER ACTION IN THE AUDIT.
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162.34
162.35 APPENDIX 8.2 – PLANNED SHUTDOWN PROCESS
162.36
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Document No:

PLANNED MAINTENANCEEngineering Stores Management

ALL PRINTED COPIES ARE UNCONTROLLED

ALL PRINTED COPIES ARE UNCONTROLLED

5.1 Basic Principles........................................................................................................

5.2 General Stores Principles.........................................................................................

5.3 Document & Revision Log........................................................................................

5.4 Obtaining items from stores......................................................................................

5.5 Special Cases...........................................................................................................

5.5.1 Warranty Issues...........................................................................................

5.5.2 Safety Critical Items:....................................................................................

5.5.3 Out of hours’ issues:....................................................................................

5.6 Returning Items to the Stores:................................................................................

ALL PRINTED COPIES ARE UNCONTROLLED

PD N0504 00000/ NESt 5.1.1

00000 Effective Date: 19/09/2022

Effective Date: 19/09/2022

5.8 Returning items from repair.....................................................................................

5.9 Returning items under warranty..............................................................................

5.10 Items loaned from stores........................................................................................

5.11 Inventory Management System GP Dynamics Item Records..................................

6. INVENTORY ITEM LOCATION CREATION & TRANSFERS............................................

6.1 Stock Location........................................................................................................

6.4 Critical Spare Parts.................................................................................................

6.5 Non-Critical Spare Parts.........................................................................................

6.6 Non-Supported Equipment, Obsolescence.............................................................

6.7 OEM and Equipment Supplier Spare Part List Analysis..........................................

6.8 Economic Risk Analysis of Stocking Spare Parts....................................................

6.9 Placing Identified Items on Stock............................................................................

6.10 Purchasing items to be Held on Stock....................................................................

7. PURCHASE OF INVENTORY ITEMS...............................................................................

ALL PRINTED COPIES ARE UNCONTROLLED

PD N0504 00000/ NESt 5.1.1

00000 Effective Date: 19/09/2022

Effective Date: 19/09/2022

8.1 Stock Replenishment Coded Items.........................................................................

8.2 Goods receipt, inspection and returns.....................................................................

8.3 Storage of Flexibles/ Flexible Pipework..................................................................

8.4 Stock Value.............................................................................................................

8.5 Cycle Counts..........................................................................................................

8.6 Count Procedure.....................................................................................................

8.7 External Counts......................................................................................................

8.9 Item disposal...........................................................................................................

8.10 Scrap Items.............................................................................................................

10. EXPENSING THE DISPOSAL........................................................................................

10.1 Quality Assurance...................................................................................................

10.2 Shelf Life.................................................................................................................

10.4 Hazardous Materials...............................................................................................

ALL PRINTED COPIES ARE UNCONTROLLED

PD N0504 00000/ NESt 5.1.1

00000 Effective Date: 19/09/2022

Effective Date: 19/09/2022

10.6 Off-Site Inventory....................................................................................................

10.7 Specific Control Measures......................................................................................

11.1 Parts Booking out Form..........................................................................................

11.2 Parts Coding Application Form...............................................................................

11.3 Goods in Inspection form for individual items over £5k...........................................

11.6 Stock Adjustment form............................................................................................

11.7 Cycle Count record form.........................................................................................

11.8 Cyclic Count Procedure..........................................................................................

11.9 Item Disposal/stock write off form...........................................................................

11.10 Decontamination certificate......................................................................................

11.11 Goods Going Off Site form (RGNs)..........................................................................