Expediting
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OPERATIONS
EXPEDITING
To meet the set target dates for equipment/materials delivery to the project, the customized and computerized follow-up system is essential for monitoring all stages of the procurement process as follows:
- Prepare Supply Request Form (SRF).
- Request for quotation.
- Receipt of quotations/comparison sheets (BTF).
- Purchase contracts prepared.
- Delivery dates are determined and monitored.
- Shipment and shipment tracking.
- Receipt of clearing documents/clearing.
- Transportation to site.
- Process payment.
Per the company standard purchase contract, the manufacturer is required to present progress reports, on regular basis, covering the milestones for engineering design, manufacturing, testing, ex-factory delivery, and shipping schedule. Occasionally, factory visits by the company representatives to the factory are conducted to ensure the correctness of the progress reports. This allows the Procurement Department to take quick corrective steps should there be anticipated schedule deviations.
TRAFFIC MANAGEMENT
To ensure that goods are delivered on schedule, the company assigns a management team to monitor this activity. The traffic management team is composed of the Procurement Department Manager.
Superintendent, and a Logistics and Traffic Officer whose specific duties are as follows:
- Coordination with Receiving Section to prepare stock entry forms and with Delivery Section to prepare material delivery forms.
- Maintenance of stock cards.
- Follow-up on stock levels and backorders.
- Communicate with inventory control databank to process stock information and to maintain the inventory.
- Collect and circulate stores documents to other departments.
- Follow-up on equipment handling time-chart.
- Issue driver’s timesheets on daily basis.
- Prepare transportation documents and send them to construction sites.
- Keep records and files.
- Follow-up on transportation and local air freight-services.
