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 • Provides the only chance to check all contract deliverables. • Triggers payment. • Triggers warranty. • Provides the only chance to implement the asset registration.
Equipment Acceptance can be logistically complex • Multiple sites • Multiple contracts • Multiple suppliers • Hundreds of individuals • Thousands of items
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.
Objectives of ROGER • Check, monitor and record on site acceptance of: • Equipment • Installation & related services • Technical Manuals • Training • Facilitate Asset Registration.
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.
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
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
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.
Steps of ROGER Acceptance procedure: • Prepare Acceptance Documents. • Execute Acceptance on site. • Read the data from the Acceptance documents.
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.
Step 2: Execute Acceptance on site • Only the following is required on site: • Preprinted ROGER Acceptance documents • Bar-coded labels • Pen
Types of Acceptance • There are two types of acceptance: • Inventory Items • Non-Inventory Items
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.
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.
Recording the barcode number on the acceptance form • Peal the matching label with • Place it on the acceptance document.
Acceptance of Inventory Items • Now both the item and the acceptance form has labels with the same number.
Record further information • If applicable, record the serial number.
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
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.
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.
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.
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
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.
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.
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.
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.
Contact Details Linesman Ltd. Dr. Kevin Whitt Email: firstname.lastname@example.org Web: www.linesman.com Tel: + 44 7860 568 101 Address: The Whitehouse, Burlington Road Sherwood, Nottingham NG5 2GS England