Materials Coordinator in Southampton

Location: Fawley, Southampton

Duration: 1 year contract

Responsibility: Identification of Materials

It is the responsibility of the Materials Coordinator to identify early, in line with GRS 6F milestones, all required materials thus enabling early procurement, and in conjunction with the Materials Co‑ordinator identify long‑lead delivery items. This is best achieved by systematically assessing each line of the Turnaround work‑list. The listing should then be cross‑checked with previous Turnaround material records. The aim is to have all Turnaround materials delivered to site no later than T‑3 months from the planned start date.

Procedure for Purchasing Exchanger Gaskets for Turnaround’s

Objective to procure exchanger gaskets to correct up‑to‑date sizes and material specifications. Obtain Exchanger gasket drawings (normally by Field engineer) from the following suggested sources:

• Historical job‑packs
• Engineering records
• Exchanger Group records (gasket manufacturer)
• Owner’s Engineer

Obtain agreement signature from Owner’s Engineer. “Sign off” on the gasket detail sketch to confirm that gasket specifications are correct. TAG Materials co‑ordinator must ensure that gaskets are only ordered against approved drawings/sketches that are signed off each time specifically for the T/A Event. Copy records of exchanger gasket sketches to be kept by Materials Co‑ordinator and a duplicate scanned copy to be filed in the Job‑pack.

NPQC & Expediting

At an early stage of the Event or T/A worklist being issued, the Block Lead should lead the team in identifying what items should undergo Client inspection. Expediting is via EMEEL is to be arranged by the Materials Coordinator via Job Agreement Forms detailed in the “T&M Manual Section 12.1 – QAQC Readiness for Events & Turnarounds”.

Material Criticality Clarification Request (MCCR)

In the event of any special material requirements requiring purchasing without full specifications or IFC engineered drawings, e.g. Long‑Lead Special Manufacture / fabrication item’s with T/A critical dimensions, a Material Criticality Clarification Request should be completed by the Materials Coordinator and signed off by the equipment owners engineer before any budget quotations are requested. Where applicable all copies of drawings, specifications & global practices are to be included with any critical T/A material requirement. All technical information should be sent to the supplier to enable them to clearly identify our requirements. TAG / Inspection department / Owners Engineer to state if inspection is required at the suppliers works.

Obtaining Approval for Purchase

It is the responsibility of the Materials Coordinator to request budget authority through Stripes for purchase of required materials. Once authorised, he will raise a "material purchase request", within the SAP system ensuring that it is approved with the relevant DOAG approval, and forward to the Materials Co‑ordinator for action. The Materials Co‑ordinator will arrange, with UKAPM, purchase in line with "UKAPM Procurement Procedures", or reserve material stock items, using the SAP system. If the material is a stock item a "material purchase request" is not required. On delivery of materials the Materials Co‑ordinator will ensure that any P.M.I. requirements are met and that the material is stored within the Turnaround designated lay‑down area within the warehouse. He will also ensure that the material is identification tagged prior to issue. Work scope materials will be handed to the mechanical contractor who will confirm receipt. At the end of the Turnaround surplus materials are handed back to the Turnaround group. Both TAG & the Mechanical Contractor must have facilities for secure storage.

Materials Security & Control Process

As part of the preparations for an Event or Turnaround it is required that consideration be given to setting up secure storage & lay‑down areas. This is required as part of the Tier 3 Best Practice. The aim of this is to protect the company’s assets & prevent loss of inventory be it accidental or purposeful.

Event or Turnaround Secure Storage of materials

This is ultimately the responsibility of the Block Leader who would normally delegate this to one of the Field Engineers responsible for Logistics and/or Services. There are three types of areas & security for each type is as defined below:

• General Consumables - Non‑Secure so called “Open Bin / Free Issue” items. Consideration needs to be given to setting up an area for general items of low value such as piping gaskets, stud‑bolts & other low value general use items. This is a non‑secure area with open access to all persons involved with the Event or Turnaround. These items are effectively free issued to all persons involved with the Event or Turnaround and are general Ad‑Hoc / Spading bolts/blanks/gaskets only. Items should be protected from the weather. Vehicular access to this facility should be possible for the Stores personnel to replenish. Usually located adjacent to the Secure Storage Containers.
• Secure Storage - usually in the form of hired containers. Consideration needs to be given to the location of these in the Logistics Plan with agreement reached with the respective Business Team (BT) for their location. Shelving, adequate lighting etc. needs to be considered. Generally used for smaller items such as items issued from the Esso Warehouse (MDC) or purchased separately i.e. valves, pipe fittings, tower components etc. Vehicular access to this facility should be possible for the Stores personnel for ease of unloading. Must have controlled access i.e. lockable. Must be locked & should not be left open for anyone just to take what they want – controlled access to take what is required, then locked up again. Control of access limited to Field Engineers & Stores personnel, not contractors – On some events Materials are issued direct to contractors. If this is the case we also supply a container for them and ALL materials issued are signed for and controlled/issued by Contractor Store man. Inventory of items needs to be kept as these are loaded. This will be coordinated by the person responsible for Materials Coordinator for the Event or Turnaround.
• Secure Compound - usually set up with the ‘Arras Fencing’. Consideration needs to be given to the location of the secure compound(s) in the Logistics plan with agreement reached with the respective Business Team (BT) for its location. This area is reserved for larger items that are too big to be stored in the secure containers. Must have vehicular access for deliveries of the types of materials that will be stored such as pipework, steelwork, larger valves etc. Must display signage with event name and contact name for access. The area will be open to the weather, so if any items needs to be protected this will need to be done using tarpaulins or similar. The compound needs to have wood (sleepers) or other packing available to protect certain materials such as stainless steel components from being stored directly on the ground. It is good practice to protect other components also from having damage to paint etc.

The Materials Coordinator is responsible for coordinating deliveries & ensuring adequate notice given so that a hi‑ab, crane or other suitable means of unloading items can be made ready by FE or Logistics Coordinator. Materials Coordinator is responsible for goods receipting items that are delivered & maintaining an account of these items against the worklist, with regular updates to the Superintendent & other team members. Deliveries not taken by the materials coordinator should be signed for by a Field Engineer / Logistics Coordinator and paperwork presented to the Materials Coordinator, a request will then be sent to FAWWARE to GR if necessary. This compound will be locked at all times with access strictly controlled. Routine checks on adherence to this are to be undertaken by the Materials Coordinator & the Field Engineers for compliance.

Turnaround Execution

During the execution of the Turnaround the Materials Co‑ordinator will maintain daily contact with the Turnaround Team. He will respond to all urgent material requirements. The Materials Co‑ordinator will inform all relevant parties of out‑of‑hours deliveries i.e. security, TAG Block Leader, and ensure un‑loading facilities are organised, if appropriate.

Materials Dispatch Procedure for Equipment Requiring Repairs, Overhaul etc.

Any items leaving the Fawley site shall adhere to this procedure at all times. To enable materials to be taken from the Fawley site an MDR (Materials Dispatch Report) should be completed and signed by an authorised signatory. The relevant page of the quadruplicate MDR form must go with the goods detailing the items leaving site. The ‘original’ (top) copy to be retained by the dispatching person, e.g. Materials Coordinator or Warehouse Team. The person(s) requesting the removal from site ‘equipment for overhaul’ is responsible for tracking the progress of the items until such time as they are returned to the Fawley site.

Some examples of the types of materials / equipment that should follow this procedure are:

• Off‑site Valve Overhauls e.g.: Control Valve Overhauls, Valve Body / Bonnet Bleeds / Trim Repacks
• Off‑site Modification of Pipe Work and/or Civil Steelwork e.g.: Pipe Spool Modifications, Civil Steelwork Modifications Like 4 Like Patterns
• Off‑site Machinery Refurbishment e.g.: Rotor Overhauls, Machinery spares Overhauls, Pump Overhauls
• Catalyst: Refer to Catalyst Handling Manual

Equipment for Off‑site Overhaul/Repair Procedure

Identify need for off‑site overhaul / repair – Field Engineer/FAES Engineer identifies equipment that requires off‑site overhaul or repair. Identify repair company – FAES Engineer/Field Engineer/Planner to advise recommended repair company, or seek advice if unsure of suitable repairer. Provide work scope – Full, detailed scope of work to be supplied, with confirmation of costs from vendor. Raise P/O – Materials Coordinator to raise Requisition/ based on vendor advised repair costs. This may be done after dispatch of item(s) if vendor requires sight of equipment before pricing. Must be completed prior to work commencing, and vendor to be advised that no work to proceed without a valid Purchase Order which will be issued via PCA. Delivery address – Delivery address and contact person to be supplied to Esso Warehouse. Dispatch – Esso Warehouse to arrange dispatch of goods to vendor. Progress – Esso responsible person who requested equipment to be sent for off‑site repair to monitor progress with vendor, (Typically the Esso Field Engineer or FAES Engineer). Costs – Any additional work advised by vendor to be agreed by FAES Engineer and details of cost increase sent to Contracts Services Coordinator / Materials Coordinator. Vendor to be advised not to proceed with additional work without approval in the form of an amended P/O. A WCR or TCR should be considered where costs have changed & the correct line authorisation obtained prior to commitment being placed.

P/O Amendment

Materials Coordinator to amend Requisition based on any agreed/approved cost increase. PCA to issue amended Purchase Orders.

Post Turnaround

The Materials Co‑ordinator is responsible at the end of the Turnaround for ensuring that all surplus materials are returned to the warehouse, sold (LTA Buy‑Back) or disposed of. Specially purchased materials will also be reviewed to determine if they should be kept for future use, sold or disposed of. He will arrange review of materials which should be kept for future use. He will also produce a "Close Out Report", to include information relating to all items of T/A worklist equipment. The report should note anomalies that occurred in procurement, and where equipment was incorrect or unavailable. Any recommendations for further improvements should also be recorded in this report.