1 / 33

ROGER Equipment Acceptance & Registration

ROGER Equipment Acceptance & Registration. Part of EPIC System (Electronic Procurement & Inventory Control) Linesman Ltd. 2006 Version 1.03. Use Pg Up and Pg Dn keys to move between slides. Equipment acceptance is a critical milestone.

Download Presentation

ROGER Equipment Acceptance & Registration

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. ROGER Equipment Acceptance & Registration Part of EPIC System (Electronic Procurement & Inventory Control) Linesman Ltd. 2006 Version 1.03 Use Pg Up and Pg Dn keys to move between slides

  2. Equipment acceptance is a critical milestone • Provides the only chance to check all contract deliverables. • Triggers payment. • Triggers warranty. • Provides the only chance to implement the asset registration.

  3. Equipment Acceptance can be logistically complex • Multiple sites • Multiple contracts • Multiple suppliers • Hundreds of individuals • Thousands of items

  4. ROGER Acceptance Documents • EPIC uses standard documents called ROGER (Receipt Of Equipment and Electronic Registration) for equipment acceptance and asset registration. • ROGER acceptance documents are printed by EPIC before the start of acceptance. • No data entry is necessary as all required information is recorded in previous steps.

  5. Objectives of ROGER • Check, monitor and record on site acceptance of: • Equipment • Installation & related services • Technical Manuals • Training • Facilitate Asset Registration.

  6. What is Asset Registration? • Asset registration is matching the supply information to the installed equipment. • Full asset registration can only be done at the time of equipment acceptance on site. • Each asset must be uniquely labeled and the number on the label must also be recorded in the inventory database.

  7. NO ASSET REGISTRATION NO KNOWLEDGE OF: • Name of equipment • Equipment supplier • Equipment manufacturer • Respective agents of both • Warranty periods • Calibration requirements • Maintenance needs • Equipment location • Original asset value • Instruction manuals • Spares • etc, etc

  8. ASSET REGISTRATION ON DELIVERY/ACCEPTANCE • Missing items located/replaced • Insurance claims effectively managed • Items delivered to correct location • All spares identified • Technical manuals received • Installation/commissioning effectively managed • Improved fiscal management

  9. Equipment Acceptance Standardised Receipts, Protocols and Documentation • ROGER uses a unique double bar code label acceptance system. • The bar code with the tick is placed on the ROGER Acceptance Form for registration. • Asset label is placed on each item of equipment after acceptance. • Registration provides information relating to warranty, and fiscal matters.

  10. Steps of ROGER Acceptance procedure: • Prepare Acceptance Documents. • Execute Acceptance on site. • Read the data from the Acceptance documents.

  11. Step 1: Prepare Acceptance Documents • No data entry is required. • All the information is already entered in EPIC in the preceding phases of procurement. • All printouts come at the click of a button. • ROGER printouts consists of several parts.

  12. Step 2: Execute Acceptance on site • Only the following is required on site: • Preprinted ROGER Acceptance documents • Bar-coded labels • Pen

  13. Types of Acceptance • There are two types of acceptance: • Inventory Items • Non-Inventory Items

  14. Inventory Items • Valuable items that are necessary to track and maintain, such as computers, laboratory equipment, etc are masked as Inventory Items. • Separate acceptance sheet for each quantity on site is used. • Inventory Items are accepted with bar-coded labels. • If applicable the serial number of each item can be recorded. • Components of inventory items can also be labeled.

  15. Labeling Inventory Item • Peal a bar-coded label with the project logo. • Place it on the equipment • Note that any label from the roll can be used.

  16. Marking Assets

  17. Recording the barcode number on the acceptance form • Peal the matching label with  • Place it on the acceptance document.

  18. Acceptance of Inventory Items • Now both the item and the acceptance form has labels with the same number.

  19. Record further information • If applicable, record the serial number.

  20. Components • Some items may come in more than one piece that requires labeling. • Label these components in a similar way. • Optionally, the description and the serial number for each component can also be recorded

  21. Signoff • Now the acceptance form can be signed as the proof of acceptance. • This completes acceptance of an inventory item. • All other inventory items are accepted in the same way.

  22. Non-Inventory Items • Low value items, consumables or items that are not necessary to track and maintain, such as glass ware, chemicals, etc are masked as Non-Inventory Items. • One acceptance sheet is used for the entire quantity to be accepted on site. • Non-Inventory Items are not labeled and serial numbers are not recorded.

  23. Acceptance of Non-Inventory Items • Check and test the item. • Locate the item to be accepted and the appropriate acceptance page. • Count the total that is being accepted and record in the acceptance document. • Sign for the proof of acceptance.

  24. Step 3: Read the data from the Acceptance documents. • In the project office, read each page of the acceptance document. • A system barcode is printed on each page of the acceptance documents uniquely identifying the sheet. • Use the barcode reader attached to the PC to read the preprinted bar-coded first. This will tell the system which item is being processed. • Read the bar-coded label with the . • Recall that this number is identical to that of the label on the item. • Now the system will recognize this number as a key to the information stored for the item. • Other details recorded at this time are: • Serial number • Acceptance Date • Name of person who accepted • Location • Details of components

  25. Entering Data

  26. Acceptance of Manuals • Technical Manuals are accepted in two formats: • Hard Copy (Paper) • Soft Copy (PDF format on CD) • Separate acceptance forms are used for each. • Hard copy Technical Manuals are received with labels showing the item code.

  27. Technical Manuals

  28. Acceptance of Training • As training can be done at a later time or done centralized for all project sites, the training document for acceptance is separate. • Training acceptance document records: • The date • Location • Items covered • Subjects covered • Trainee Details • Trainer Details • This information is recorded in Human Resources Database (HRD). • For example if trained personnel on a complicated item leaves the site, the details in HRD will allow to find and contact other trained personnel on the item.

  29. Acceptance Certificates • An acceptance certificate is issued for each lab and deliverable completed. • When all the labs and deliverables in the contract are completed, the Final Acceptance Certificate is issued. This certificate is a critical milestone as it triggers payment and warranty.

  30. What are advantages of ROGER? • Acceptance on all sites are organized. • Contract deliverables are assessed properly. • Progress of acceptance monitored easily. • Asset registration is facilitated. • A reliable Inventory Database is built.

  31. Room Audit

  32. Handheld Setup

  33. Contact Details Linesman Ltd. Dr. Kevin Whitt Email: linesman@compuserve.com Web: www.linesman.com Tel: + 44 7860 568 101 Address: The Whitehouse, Burlington Road Sherwood, Nottingham NG5 2GS England

More Related