mjkh work order management - tm

Presentation by:

Nurul Ezura Zainuddin NMO, Vendor Management & Development

MJKH Work Order Management

Date: 9th October 2014

Venue: TM Convention Centre, KL

SUPPLIERS KNOWLEDGE DAY FOR TM’s CONTRACTORS

What we will cover today…

Suppliers K-Day for TM’s contractors 1

1. What is Work Order ?

2. New process flow

3. Changed impact/improvement

4. Do's & Don'ts

What is WO ?

“Works Order ” means such instruction as

be issued by TM Authorized Officer to

contractor for any works specified in the

contract documents and include all or any

portion of the work.

What we will cover today…

Suppliers K-Day for TM’s contractors 3

1. What is Work Order ?

2. New process flow

3. Changed impact/improvement

4. Do's & Don'ts

Overall Enhancement Scope Enhancement of work order & payment process/ system is expected to improve

control on work order management and contractor payment/ contract utilization.

MJKH

PORTAL ACCESS

2. CONTRACT

UTILIZATION

BALANCE

5. REPORTING

3. *MATERIAL

MANAGEMENT

1. WORK ORDER

MGMT

4. PAYMENT

MANAGEMENT

TM WFMS

6. WORK FORCE

MGMT

ZFT/

ANM/

OFM

To be

Interim

*To be aligned with SUMO on material

management policy

Based on

TOP + initiative plan

ICP NOVA Manual Input

Planned Works

CTT (U/G

PROVEN/

OLYMPIC/

WAR-ROOM

High Level Process Flow : Planned Work

ZFT/AM/OFM

GEMS SAP

(Automated

via System)

CONTRACTOR

Start

Schedule planned

work quarterly

Create & release

MO in Portal/ ERP

Accept

WOI ?

Respond to TM

Release PR in

ERP

Auto-creation of

PO

Acquire material

from TM &

execute work

Verify works done

Submit claim

documents

Submit online invoice

(WOC & supporting

documents) via SUS

Portal

Completed

physical work

Auto-creation of

PR/ WOI

Auto-email WOI to

Contractor

End

1

2

3

4

5

6

9

7

8

11

10

14

*7 days upon completion of Works

*4 days upon

completion of

Documents &

Acceptance Test

*Within RFS

Target Date

Verify claim

documents

12

Perform

GR

13

Yes

No

7 working days

upon Documents

Received

Legend System generated

Manual process

High Level Process Flow : Unplanned Work

ZFT/AM/OFM

CONTRACTOR

Start

Identify

maintenance work

Create & release

MO in Portal/ ERP

Accept

WOI ?

Respond to TM

Auto-creation

of PO

Acquire material

from TM &

execute work

Verify works done

& Update MO

Submit claim

documents

Submit online invoice

(WOC & supporting

documents) via SUS

Portal

Verify claim

documents

Completed

physical work

Auto-creation of

PR/ WOI

Auto-email WOI to

Contractor

End

Update & Release

PR in ERP Perform

GR

1

2

3

4

5

6

7

8

9

10 11

13

12

14

Within RFS

Target Date

7 days upon completion of Works

4 days upon

completion of

Documents &

Acceptance Test

* WOI must be issued to contractor latest by 3 days after Work issuance

Yes No

7 working days

upon Documents

Received

GEMS SAP

(Automated

via System)

Legend System generated

Manual process

Reason

Satisfy ?

Delete related

WOI

Create New WOI

Guideline On Handling Rejection of Job

ZFT/AM/OFM

CONTRACTOR

Start

Reply email to

notify TM

(with Reason/

Justification)

1

6

4

5

Received reject

notification email

Tagging existing

WOOI with WREJ Updated tracking

record

Imposed

necessary

consequence

Management

2

3

7

8

Legend System generated

Manual process

What we will cover today…

Suppliers K-Day for TM’s contractors 8

1. What is Work Order ?

2. New process flow

3. Changed impact/improvement

4. Do's & Don'ts

Changed impact/improvement

No Activity Before After

1. Work order Instructions

(WOI) to Contractor

Manual issuance

Manual WOI form

Automatically send Via Email

New WOI Format (PDF Form)

2. Contract Balance

Tracking based on

Work order issued

Manually tracked

(balance upon PO issuance)

Estimated balance reflected at PR /

WOI Creation

Actual balance reflected at PO

creation

System will automatically block

new MO/WOI creation upon

10% contract balance (threshold)

3. Rejection of Job Manually inform Reply in writing (Reply WOI email)

4. Work Before PO

incidents

Can happen since

instructions is manual

Controlled with WOI to

contractors via SAP.

Contractor not to proceed works

without WOI.

(Except for Emergency

work)

5. KPI Measurement Manual Track (Project

File)

End to End tracked via raw data in

system i.e. dates for

i. RFS,

ii. WOC Submission,

iii. Rejection of Job

Auto Email

From : MO Creator

To : MJKH Contractor

Cc : Generic Email per State

Bcc : MO Creator

Work Order issuance is based on

estimated value of the contract balance .

Email Attachment : WOI Format

Email Attachment : WOI Format

Auto Email – delivery notification

Status of email delivery to contractors is also sent to TM personnel.

What we will cover today…

Suppliers K-Day for TM’s contractors 14

1. What is Work Order ?

2. New process flow

3. Changed impact/improvement

4. Do's & Don'ts

Do's & Don'ts

1. Maintain a valid email address and ensure that the email is

active at all time.

2. Ensure WOI and PO are received before starting any works /

job(except for Emergency cases / System issues/ etc).

3. Give formal feedback for any job rejection (Reply email to all)

(before RFS target start date)

4. Meet RFS target start & finish date. Notify TM if required

changes for RFS date.

5. Notify TM upon physical completion works and submit WOC

within seven working days upon completion of Works.

6. Proceed Invoicing via SUS Portal after all documents are

verified.

THANK YOU

Kindly share with us what are your questions or enquiries.

You can also escalate it online via “Suppliers Enquiry Form” at TM’s website