mjkh work order management - tm
TRANSCRIPT
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