|
() |
|
| 04.PR002 Lead New |
1.1 Check for new leads
The input to this process is 00.PR001 Core Process
Check Lead New status on ERP, daily, for any new opportunities.
If any new opportunities have been identified, progress to stage 1.1
|
|
| |
1.2 Identify Opportunity
An opportunity can be identified by any staff member and entered as a new lead in the Sales area of ERP. If the opportunity requires an urgent response, the BD Manager should be informed at this stage.
If the Opportunity is created because of equipment delivered to Metron for repair with no opportunity, a PR or PO received or there is relevant project information, this should be provided to operations coordinator and stored in the tender folder for data received from the client as soon as the folders have been created (Step 1.4).
If this is a variation to a current opportunity you must enter this into the internal notes.
Subject: Asset, Tag & Job Description e.g. ONC P-4003 Supply of Pressure Transmitter
Customer: If not in the system refer to the below ERP User Guide - Creating New Customer and Contact.
Contract: Tick to confirm if this is a contract, or part of a current contract
Parent: If this opportunity is the direct result, or a variation, of a previous opportunity, or a mobilisation period of a current contract, link to the original opportunity in this field.
Internal Notes: All information they have available, including any variations, must be entered here. It is not acceptable to leave this field blank.
Any client correspondence should be given to the sales coordinators so they can update the opportunity folders, once created in step 1.4.
|
|
| |
1.3 Update ERP
Update remaining fields in ERP Onshore & offshore flags - tick according to type of work
Complete Summary tab, if possible
Internal Notes: log any additional details of opportunity if necessary/appropriate - copy and paste and log as a note once completed.
Create Task: Prepare a task for the Internal Sales Manager to complete commercial assessment.
Operations Coordinator: Assign based on operational requirements
|
|
| |
1.4 Create Opportunity Folders
Allocate opportunity a number - see below Notes. Determine requirement for a variation from BD/Ops.
Create an opportunity folder in the Business Development drive with a CTR and proposal template. Create a folder called "Client Correspondence" and save a copy of all client correspondence pertaining to the job.
Create an opportunity folder in the Sales Management site on Share
Project is created in ERP, Ops Drive and Share.
Update links tab to show corresponding project.
Project number assignment:
1) All new and unrelated projects receive a new sequential number with a variation of 00 e.g. Q30064-00 is opportunity 30064, variation 0.
2) If a job is a continuation of an existing piece of work, including all contract mobilisations, it will receive a variation number. Examples of this may include a card that has been sent for inspection, that we are then requested separately to repair. In this case opportunity 30064 would receive variation 1 and would be numbered 30064-01
If the Opportunity is created as a result of equipment delivered to Metron for repair with no opportunity, a PR or PO received, relevant information should be stored in the tender folder for data received from the client as soon as the folders have been created (Notify originator that this can be done).
|
|
| |
1.5 Check for current Client Policies
Ensure we have up to date (current year/contract) policies for Health & Safety, Environmental and Ethics. Log note on ERP to confirm policies have been checked and are up to date.
Copies to be stored on SALES MANAGEMENT > TENDERS AND PROPOSALS > Client folder > Folder named "00-POLICIES". Files should be stored as "YYYY Policy Name"
Policies may be obtained from corporate websites or requested directly from the client. |
|
| 04.PR003 Completing FPAL Performance Review |
2.1 Download FPAL Report 1: Supplier Performance Report template
Download and complete the initial sections of Report 1 from the FPAL website in readiness for review with the client If it is agreed with client to complete directly online, it is still recommended that the paper forms are completed for reference and in case of any subsequent errors with the uploaded data to the FPAL site |
|
| |
2.2 Add service codes
Add service codes for work undertaken (Max 3 per review) The code for each project can be determined from the opportunity in ERP.
Typically, for smaller jobs, there will only be one code |
|
| |
2.3 Describe the work undertaken
Complete the Product/Service section of the form with a description of the work undertaken |
|
| |
2.4 Add dates of work
Add details of the time period that the feedback is to cover, or provide the delivery date for the work. |
|
| |
2.5 Add order/contract details
Add the order or contract number to the form This is optional for FPAL, but should be completed. |
|
| |
2.6 Select the value band for the work
Select the value band for the work - this should be available from the opportunity in ERP. |
|
| |
2.7 Complete the contact details
Complete the supplier and buyer contact details on the form. |
|
| |
3.1 Download FPAL Report 3: Buyer Performance Report template
Download and complete the initial sections of Report 3 from the FPAL website in readiness for review with the client |
|
| |
3.7 Log FPAL information submitted to client date
Complete the date in the feedback tab of the selected ERP opportunity. |
|
| |
5.2 Complete supplier performance report
Submit the online version or both parties to sign paper copies. |
|
| |
5.3 Confirm FPAL meeting date is correct.
Review and update the FPAL meeting date in the feedback tab of the selected ERP opportunity. This should reflect the date of the review meeting (or the estimated date of form completion by the client if completed seperately). |
|
| |
6.2 Complete buyer performance report
Submit the online version or Metron to sign paper copies |
|
| |
6.3 If submitted online go to UPDATE ERP FEEDBACK
|
|
| |
7.1 Ensure both parties have a copy following meeting
|
|
| |
7.3 Submit forms to FPAL
|
|
| |
7.4 Scan and store a copy of the form in the project folder
The scan should be named in this form:
{Opportunity number} - FPAL Feedback - {Date of feedback} |
|
| 04.PR005 Qualification |
1.6 Assign Proposal Engineer
Proposal engineer is selected and updated in the proposal engineer field of the ERP Opportunity.
Move the opportunity to the Bid Preparation area and notify the Proposal Engineer that the opportunity has been allocated to them.
Create a task for the Proposal Engineer, with today's date as the deadline, entitled "Bid Preparation required".
Log a note to confirm the Proposal Engineer has been notified.
|
|
| |
1.8 Assign Proposal Engineer
Proposal engineer is selected and updated in the proposal engineer field of the ERP Opportunity.
Move the opportunity to the Bid Preparation area and notify the Proposal Engineer that the opportunity has been allocated to them.
Create a task for the Proposal Engineer, with today's date as the deadline, entitled "Bid Preparation required".
Log a note to confirm the Proposal Engineer has been notified. |
|
| 04.PR006 Bid Preparation |
1.1 Prepare Estimate and Proposal
The input to this process is 00.PR001 Core Process
If this is a revised proposal, the proposal document should receive a revision number.
A comprehensive list of parts, and previous quote information, alongside client rates, are stored on the Sales module on ERP under Products by Category. Please refer to this when preparing quotations.
Complete CTR and proposal documents located in working folder on the BD drive, if required.
Delete any unused templates stored in working folder
Complete budget tab in ERP.
Create CTR tab on ERP.
If any changes have been observed, update the Next Action and Expected Closing dates with the date of expected mobilisation, if applicable, or start date for commencement of the project, and expected delivery deadline.
Log a note under the Next Action date to state whether this is a confirmed or unconfirmed date.
Upload any completed CTR and proposal documents to the opportunity on the Sales Management site on share.
Any new quotes from suppliers should be forwarded to the Business Services Manager for addition to the products list on ERP. Resource requirements and availability should be discussed with the Ops Manager and Ops Coordinator prior to submission.
Detailed guidance on correct completion of the estimate is included with the proposal template.
|
|
| |
1.3 Prepare Quote
Prepare the quotation in the company finance package using the information from the CTR tab on ERP and append to the proposal document as a pdf if a proposal document is to be included. This should be completed with the formal quote on the last of any pages.
PDFs should be created in a single page view, fitted to page for ease of viewing.
In addition to the standard quote information from the finance package, all quotes prepared shall include:
1. Total price
2. Delivery date of service completion
3. Invoice terms (if different to invoice 100% on completion of works)
4. Any other relevant information e.g. refurbished components
These should be included in notes on the formal quote from the finance package.
Upload completed quote to the designated opportunity folder on the Sales Management site on Share |
|
| |
1.4 Submit Quote
Key Account Manager or nominated individual submits quote to client informing Sales.
All quotes should be either:
1. Sent by the nominated Metron staff member copying sales
2. Sent by the nominated Metron staff member and the email subsequently forwarded to sales
3. Sent from the sales email address CC'ing sales so there is a record for the remainder of the business with the name of the individual sending from sales clearly identified on the sales email or CC'ing the personal email address of the Metron staff member sending.
|
|
| |
1.6 Confirm Acceptance
Move the opportunity to the Awaiting Award area of ERP and update the opportunity details. Notify the Qualification Engineer that the opportunity has been reallocated to them.
Create a task for the Qualification Engineer, with the next working day date as the deadline, entitled "Quote sent; Follow up required".
Log a note confirming the Qualification Engineer has been notified.
Estimate and Quote are to be uploaded onto Share by the Sales Coordinators.
Continue to stage 1.3 of 00.PR001 Core Process. On the decision of the MD or Engineering Director only, opportunities may be moved directly to planning prior to receipt of PO. In this instance, a task must be created to ensure that the PO is obtained in a timely manner.
Refer to stage 1.4 of 00.PR001 Core Process. |
|
| 04.PR007 Awaiting Award |
1.1 Receive Bid Decision
The input to this process is 00.PR001 Core Process
Receive bid decision from client and forward to Sales
If Bid/Proposal requires revision, go to Bid Preparation process |
|
| |
1.2 Record Bid Decision
If PO/SO is received from client, Upload PO details onto ERP and Share. Update fields in ERP. If the PO/SO is not sent directly to the sales email, forward the email to sales.
If the bid is rejected outright, the project moves to the 'Cancelled - Client' stage. A note should be logged confirming reason and any other information if known.
IMPORTANT - Contact KAM and/or Salesperson to determine urgency, if required. Log a note to state this is done (e.g.. discussed with KAM - URGENT. Deadline dd.mm.yyyy).
If any changes have been observed, update the Next Action and Expected Closing dates with the date of expected mobilisation, if applicable, or start date for commencement of the project, and expected delivery deadline.
Log a note under the Next Action date to state whether this is a confirmed or unconfirmed date.
|
|
| |
1.3 Review Purchase Order/Service Order
Review PO / SO to ensure all terms are satisfactory. Approval is required from the following based on the outcome of the commercial risk assessment:
Low Risk - Business Development Manager
Medium Risk - Business Development Director
High Risk - Managing Director
Once approved, complete sales order acceptance tab. Complete the following fields in ERP on SOA tab:
1) Line items correct
2) Values correct
3) Totals correct
4) Delivery time correct
5) Delivery address correct
6) QA terms correct/acceptable
Log a note in ERP to confirm PO has been approved, and by whom.
Check the bid preparation details on the internal notes tab on ERP to ensure all the correct information has been recorded. Any changes required that affect the Bid Preparation must be logged.
Log a note on ERP to state the bid prep has been checked and is correct prior to moving to planning. |
|
| |
1.4 Check all information on ERP is complete
Check the following information/fields are completed prior to moving the opportunity to the planning stage:
1. Bid Handover information
2. Next Action and Expected Closing Dates
3. Categories and FPAL categories
4. CTR & Budget information
5. Invoice tab
If anything is missing, inform the Internal Sales Manager verbally, and do not accept. Log a task for the Internal Sales Manager explaining what is missing.
If the opportunity is for a client contract, inform the Key Account Manager who will then complete the contract initial set up process. |
|
| |
1.5 Move to Planning & Inform Operations
Move the opportunity to the planning stage in ERP.
Confirm receipt of PO to client.
Notify Operations via email to Operations@Metrongroup.co.uk
|
|
| 04.PR009 Feedback from Client |
2.1 Create feedback item in ERP
Add an item to the identified opportunities in ERP
|
|
| |
2.2 Add feedback subject
If using FPAL use "FPAL Performance Review" as subject line, otherwise use a concise but unambiguous description |
|
| |
2.3 Complete responsible person
Select responsible person - this would typically be the KAM |
|
| |
2.4 Select the Opportunity
Select the associated opportunity from the Lead/Opportunity drop down |
|
| |
2.5 Select the deadline for completion
Select the deadline for completion of the review which includes the uploading of the completed forms to FPAL. |
|
| |
2.6 Select the Feedback type
The feedback type is a compulsory field - select neutral. This will be changed as necessary upon completion of the performance feedback |
|
| |
2.7 Select the client who is managing the feedback
Select the client (name of person) in the Partner section of the Feedback Reporter tab |
|
| |
2.8 Select category
Select Factual Feedback in the Category dropdown of the Feedback Reporter tab |
|
| |
2.9 Select the partner for whom the work was delivered
Select Partner in the Reference dropdown
Select the partner in the dropdown (company not individual) |
|
| |
2.10 Complete and save the feedback form
Save the form by pressing save & close. Do not enter a specific feedback date (this will be completed when the feedback is complete)
You may need to press save and close |
|
| |
2.11 Change the feedback to In Progress
Reopen the feedback form and change the state to In Progress by selecting the workflow button at the top right of the form. |
|
| |
2.12 Confirm/complete the FPAL status information in ERP
Open the feedback tab in the selected ERP opportunity and confirm that the Feedback Required has been selected and that Metron requested is selected FPAL should be selected for FPAL feedback
Other should be selected for all other feedback |
|
| |
2.13 If not already selected, select FPAL for 'Feedback required' and Metron for 'Feedback request'.
|
|
| |
2.14 If FPAL has been identified as means of Performance Feedback complete remainder using Completing the FPAL Performance Review Process
|
|
| |
3.1 Prepare feedback request
Prepare a list of the questions for the client and determine a scoring mechanism if appropriate.
Use the FPAL Report 1 and Report 3 to provide an indication of typical questions |
|
| |
3.2 Agree questions and any scoring with the client
|
|
| |
4.1 Undertake review and scoring with client
|
|
| |
5.1 Complete the feedback type in ERP
Open the feedback form previously completed in ERP
Update the feedback type to Positive, Neutral or Negative as appropriate.
For FPAL review, any average above 60% with no single score less than 5 is positive.
Any average between 50% and 60% with no score below 5 is considered neutral.
Any average score below 50% average or with any individual score below 5 is considered negative.
For all others an assessment of the scoring/comments should be made, and judgement applied. Feedback type may be changed from positive to negative or vice versa if it is clear this is the intention of the client from comments. A note should be added to the Feedback/Action Description field to this effect in this case. |
|
| |
5.2 Update the feedback date in ERP
Complete the date the feedback was completed with the client in the Feedback Date field. |
|
| |
5.3 Log the results
Log the results in the Feedback/Action Description field, including any comments. |
|
| |
6.3 Close the feedback item in ERP
Upon completion of the feedback and any associated NC/IOs, move workflow status in the Feedback Form in ERP to Settled and save the form. |
|
| 04.PR011 Client Contract Initial Setup |
1.1 Set up client contract site on share
The I/P to this process is from a need to set up a client contract.
In the Contracts site on share, create a new folder for the relevant client in the client folder, if one does not already exist.
Create another folder for storing the contract, within the client folder entitled
<Client Name> <Contract Number/Reference> <Name of Contract> <start date yyyy.mm.dd> - <end date yyyy.mm.dd> |
|
| |
1.2 Save Contract & NDA
Create another folder for storing the contract, within the client folder entitled
<Client Name> <Contract Number/Reference> <Name of Contract> <start date yyyy.mm.dd> - <end date yyyy.mm.dd>
Save the signed pdf copy of the contract in this folder.
If the client has also requested an NDA be completed, store the signed pdf copy of the NDA in the NDA's folder on share with the name <yyyy.mm.dd> <Client Name> <NDA> |
|
| |
1.3 Create Personnel Organisation List
Create a personnel organisation chart using excel for all stakeholders involved in the contract, for both Metron & the client, detailing their name, job title, which company/asset/division they are part of and who they report to, if applicable.
Import the excel template into Visio and upload to the specific contract on the Contracts site on share.
|
|
| |
1.4 Create Contract site on ERP
Create a contract site in the Contracts area of the sales module on ERP.
Account/Contract name to be created as: <Client Contract: <Client Name> <Contract Name> <Contract Number>
The following fields must be completed:
Client: Link to client on ERP. If Client is not in the system refer to the below ERP User Guide - Creating New Customer and Contact.
Account Manager: Name of the Metron contract manager
Start and End Date: As per contract
Terms and Conditions: This section should include the following information/headings with snippets of important information from the contract:
Note: All critical concerns should be verified by checking of the controlled contract document (attached).
A. Contract Focal Points
B. Client Stakeholders
C. Summarised Scope of Work
D. Contract Rates
E. Client Systems
F. Mobilisation Requirements
G. Helicopter dates & comments
H. Boat dates & comments
I. Contract Review Period
J. Invoicing Procedure
Once completed, copy and paste the terms and conditions information as a note. Anytime changes are made to the terms and conditions information, this should be relogged as a note.
|
|
| |
1.5 Create links to contract information from share
Save links to the contract and personnel organisational chart, on share, as an attachment on the Contract site of ERP.
In order to do this, you will need to do the following:
1. Copy the address for the contract/org chart from share
2. Right click on your desktop, choose New > Shortcut
3. Paste the address into the location field and click Next
4. Name the shortcut as the exact name of the contract/org chart on share.
5. Finish
On ERP, click on Attachments > Add > Add shortcuts from your desktop.
|
|
| |
1.6 Update Contract Rates on ERP
Add product/services rates to ERP under the Contract Rates category of "Products by Category". Split into Labour and Parts.
Log a note under each costing with the contract number and rate
|
|
| |
1.7 Approve contract rates
Review contract rates entered in ERP against the contract to ensure accuracy.
Log a note to confirm rates approved.
|
|
| |
1.8 Handover to Operations
Advise operations that the contract initial set-up is complete and that sales are now handing this over. |
|
| 05.PR010 Goods IN |
2.2 Inspect
Identify the project number the items belong to from any accompanying paperwork. If a project doesn't exist for any client items, discuss with Internal Sales Coordinator to obtain a project number.
If the item(s) have been ordered, check they are the correct items against the order, or if the item was sent from a client, confirm everything expected has arrived against delivery note or client correspondence. Orders awaiting delivery can be found in the black filling box in the reception area.
Check for any preservation requirements for the item. If there are any electronics parts with a PCB, place these in a silver ESD bag (if not already in one). Raise any quality concerns with the Operations manager.
For Metron project consumables, proceed to section 2.4. Otherwise proceed to section 2.3. |
|
| 05.PR017 Setting Up Project Boxes |
1.1 Identify Item
The i/p to this process is from 09.PR001 Goods IN
Project boxes are available for use for all projects and come in a variety of sizes, allowing several parts and / or components to be collated before works can commence if required. There may be a requirement to store items for some time as they await processing.
As an output of the goods in process, items sent by clients for projects (i.e. repair, etc), should be stored in a project box. This is a way of controlling parts, especially those that belong to our clients.
Important:
We have a duty of care towards parts that our clients have entrusted to us, whether or not they are damaged and require repair.
|
|
| |
1.2 Find and label project box
Remove an empty project box ('really useful' branded box) from the storage area in goods in.
Attach a brown tag to the blue handle of the project box and mark it with;
- Project number (the main source of traceability)
- Project title
- Client
Tags are available on the storeroom desk. If more than one project box is used, ensure all boxes are labelled and marked with the quantity (e.g box 1 of 4).
|
|
| |
1.3 Store All Items
Place all items in the box. Ensure any preservation requirements, as detailed in the goods in process, are put in place.
If items are fragile ensure that appropriate packaging is used inside the box to prevent any damage from occurring.
If items are electronic, ensure correct anti-static packaging is used, if appropriate. (Silver anti-static bag)
Any accompanying paperwork should also be stored in the project box.
|
|
| |
1.4 Store Box
Store the project box on the project shelves, located in the workshop (room L8).
Position box so that the ID label is always visible.
|
|
| 52.PR008 MOUK Invoicing Client |
1.2 Collate information
Review the quote issued and the purchase order received.
Locate all supporting documents as required:
- Delivery notes
- Timesheets
- Oil sampling delivery quantities
If documents are incorrect or missing, clarify with Operations and Sales. Save all collated information in the project folder in the BD Drive
|
|
| |
1.6 Issue Invoice
"Issue the approved invoice to the client along with the supporting documentation.
Email: uk_invoicing@maerskoil.com
CC: finance@metrongroup.co.uk
Ensure all Maersk requested conditions are met:
- All invoices, delivery notes and correspondence must quote the Contract Number and Service Order Number in full. Failure to comply with this request may delay payment of your invoice
- Invoices shall be emailed to the “Invoice To” address with subject field containing the word “Invoice” (only 1 Invoice per email). All invoices and attached files shall be in TIF or PDF file format"
|
|