GAC Turkmenistan – Service Delivery Procedure

ISO 9001:2008 APPROVED BY: DATE:

Standard procedure Purchasing

HEADING: Department for Material Requisition and Marine Manager 1 Sept 2015
Service Request Completion
DEPARTMENT: Purchasing Department PRO NO:
SECTION: All sections GAC-TM-SDP-PUR-001

1. PURPOSE:

A. To describe the process of filling Material Requisition form for ordering (but not limited to) -
 Spares
 Consumables
 Tools and Equipment
 Office supplies
 Vehicle supplies
 All other purchases of materials

B. Service Requests for arranging contracts for all services required for vessels, offices and Base
as follows (but not limited to) -
• Survey and registration
• Services of base and office maintenance and repairs
• Hiring of equipment.
• Servicing of LSA
• Diving services
• All other services of base, vessels or office.

PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE

DATE NUMBER
Purchasing Manager Marine Manager / Marine Manager / 3 GAC-TM-SDP-PUR-001 1 of 5
/ 28.Jun.2013 01. Sept .2015 01.Sept.2015
 GAC Turkmenistan – Service Delivery Procedure

2. SCOPE:
Present procedure is to be followed from the date of approval till reviewed procedure will be approved again.

3. REFERENCE:
Documentation forms of Purchasing Department.

4. DEFINITIONS
All procedure description has standard meaning of terms.

5. RESPONSIBILITIES:

The purpose of this procedure is to ensure all are aware how to complete correctly the material/service request
form.

Person completing a material or service request is responsible to ensure all sections are completed correctly
and as detailed as possible

Service requests should be submitted to the respective manager for approval with purchasing coordinator and
purchasing coordinator assistant in copy.

Refer to your specific department’s procedure for working with purchasing department for more details.

Where there is no specific procedure for completion of a material request these should be submitted to the
warehouse.

6. PROCEDURE
The form is to be completed as follows

1. Critical/Non critical - Critical / non critical, in this case critical is defined as a spare that could result in
company asset being damaged or out of service due to failure, resulting in the asset being non-
operational with consequential financial liability to the company. It applies to logistics, marine and all
offices and bases.

E.g. sudden or indication of breakdown of a pump where it is known that the failure will result in the
vessel being off hire.

It is not for routine jobs, stores and spares that can be predicted and ordered in time.

Delivery times have been set for the material requests based on the definition of critical and not critical
so must be completed or will be considered as Not Critical.

2. Equipment - This should be a general description such as Main Engine, Generator etc., where
applicable.

3. Maker – This is the manufacturer of the equipment, where applicable.

PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE

DATE NUMBER
Purchasing Manager Marine Manager / Marine Manager / 3 GAC-TM-SDP-PUR-001 2 of 5
/ 28.Jun.2013 01. Sept .2015 01.Sept.2015
 GAC Turkmenistan – Service Delivery Procedure

4. Type – This is the type of equipment the material is being purchased for, where applicable.

5. Serial Number - This is the serial number of equipment the material is being purchased for, where
applicable.

6. Requisition Number
This is formatted as follows ID/Year/Month/Day-Sequential number for the day.

ID – This is defined as the identification code for the company asset the service or material is being
requested for. This maybe a vessel/department/office or base. It is a 3 or 4 letter ID.

Asset ID code
Ashgabat ASG
Turkmenbashy TUR
Logistics LOG
Hazar HZR
Bayan BAY
Bossan BOS
Caspian Raushan RAU
Dunya DUN
GAC 185 185
Jamal JAM
Marzhan MAR
Nazli NAZ
Ronja RON
Sandrah SAN
Shirin SHI
Soltan SOL
Zhanna ZHA

Year – The year the request is made as follows 2014, 2015………….

Month – In the format of two numbers as follows January 01, February 02 ……………….

Day – Day of the month the request was made.

Number – Please insert a sequential number for the day in following sequence 001, 002, For office
use 011, 012 for vessel MR raised.

7. Item No. – Sequential numbering of the request items.

8. R.O.B – this refers to a ship common term “remaining on board” and is the number of items left in
stock. This must be completed for all material requests or no approval will be given.
PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE
DATE NUMBER
Purchasing Manager Marine Manager / Marine Manager / 3 GAC-TM-SDP-PUR-001 3 of 5
/ 28.Jun.2013 01. Sept .2015 01.Sept.2015
 GAC Turkmenistan – Service Delivery Procedure

9. Part number – this is the manufacturers part number where given

10. Description – this should include as much information, the more information provided will ensure
efficient procurement and should include but not limited to

 Description
 Drawing number
 Photographs.
 Power/Voltage

11. Quantity – This is the quantity requested and could be approved or reduced by management as
required.
12. Unit – this can be meters, piece or weight depending on type of material.
13. Account Code – this is included in the comments section of the request and is required to be
completed for correct accounting purposes for the account to be charged.
14. Department code - this is a three digit number related to the vessel or base for accounts.
15. Reason – adequate justification must be included to ensure approval will be given.

By not completing all sections completely, not including your name or position, then the request maybe rejected
causing delay in supply. This will be the responsibility of the originator to check all is completed in the first
instance.

7. RECORDS

RECORD NAME MAINTAINED BY RETENTION PERIOD

Purchasing Department
archive Purchasing Coordinator 3 years
Assistant

8. FLOWCHART
- Material Requisition form

PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE

DATE NUMBER
Purchasing Manager Marine Manager / Marine Manager / 3 GAC-TM-SDP-PUR-001 4 of 5
/ 28.Jun.2013 01. Sept .2015 01.Sept.2015
 GAC Turkmenistan – Service Delivery Procedure

PREPARED BY / DATE: REVIEWED BY / DATE: APPROVED BY / REVISION: No: PAGE

DATE NUMBER
Purchasing Manager Marine Manager / Marine Manager / 3 GAC-TM-SDP-PUR-001 5 of 5
/ 28.Jun.2013 01. Sept .2015 01.Sept.2015