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| 05.PR010 Goods IN |
1.1 Receive Goods into building
Good will arrive into the building. This will usually be at reception.
Goods can be received and initial inspection completed by any staff member and must be taken to reception upon receipt.
Inspect the item in its packaging, if there is any damage to the packaging, take detailed photos and raise this with a manager before acceptance.
Mark the delivery note as 'items received' and sign your name and date. If no delivery note has been received, complete a goods received form.
The Business Services Assistant has all the information available to allow them to categorise the item into one of three possibilities (other staff members can assist if required):
(1) Operational goods:
If goods are for Operations use, these are to be passed to the Storeman along with the delivery note, who will follow this process from section 2.
(2) Non-Operational goods:
If goods are not for the use of Operations, the goods and the delivery note are to remain with the receptionist who will follow this process from section 3.
(3) Personal items:
If the goods are items delivered to the office for personal use, they are to be handed to the recipient and the process ends here. |
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2.1 Identify
Storeman receives goods from receptionist that have been identified as an operational item.
Remove the item(s) from packaging and add any reusable packaging to storage in the goods in area. Dispose of or recycle any packaging that cannot be reused. Throw away any foam chips to general waste. Under no circumstances must any foam chips be reused.
Categorises the item(s) further into one of four possibilities:
(1) Clients stored assets:
Clients assets that have been sent to Metron for storage only.
(2) Clients project assets:
Client assets that have been sent to Metron as part of a project. For example; for repair.
(3) Metron project materials:
Materials that have been ordered under a project number beginning with 3 (for client projects) or for the operations department. This could include hire equipment also.
(4) Metron Operational assets:
Metron assets that are arriving back in the building. For example, this could be items returning that were on hire, or out for calibration.
Once the item(s) category has been identified, proceed to section 2.2. |
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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. |
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2.3 Register
In the project Share site, open the folder named Plant, Materials and Equipment and create a folder with the following naming convention: 'Goods IN DDMMYY Item description'.
Scan the delivery note into the 'Goods In' folder on the scanner and save scan to the folder you just created in share.
Take detailed photos of the item, in good lighting, from all angles, using the Metron light box. Save these photos and any packaging photos in the dated goods in folder created in the project site, naming each photo.
Also scan any documentation that may have arrived with the item(s) and save in the same folder.
For client owned items:
Create a tag for the item. Brown tags will be available in the goods in area, Write on the project number, client and item description.
Check the asset register for a client or Metron asset number. If this exists, add to the brown tag and update its location. This will also be required for items Metron has hired.
If not already in the asset register, add the item to the register, allocating a new asset number (next available).
If the item has returned from calibration, ensure the control of monitoring and measuring devices process is followed.
Proceed to section 2.4. |
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2.4 Put away
(1) Clients stored assets:
Place the item on its assigned shelf, as per the asset register.
(2) Clients project assets:
Place item in a project box. Follow the setting up project boxes process.
(3) Metron project materials:
Place in the correct project box or hand to the engineer working on the project. Place the delivery note in the 'delivery notes' pigeon hole in reception. If items are hired from a 3rd party, proceed to the Hire equipment process.
(4) Metron Operational assets:
Put asset in storage location, as defined in the asset register.
Process ends |
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| 05.PR011 Goods OUT |
1.1 Receive goods to be sent out
The inputs to this process are generated via 05.PR001 - Project delivery. Goods (along with any certification they require) or a mobilisation record will be given to the Storeman.
When goods are received without certification, check and confirm with the Project Planner & Controller whether certification is required. If any certification is to be sent to the client, this must be on a Metron template.
If a task has not been added to complete the goods out for the defined project, speak to the Project Planner and Controller to request one. The task should state all required details to complete the goods out for the item(s).
If any doubt or if more information is required, check the approved project PDP or seek assistance from the Project Planner & Controller. |
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1.2 Check goods
Check over goods to ensure there is no damage, or that no dangerous or hazardous goods are contained.
If dangerous goods are identified (e.g. chemicals, batteries, hazardous materials, etc), source supporting documentation (data sheets, MSDS, COSHH, etc) and discuss with the Operations Manager before proceeding.
If classed as dangerous goods, refer to:
Record any serial numbers on the goods, for internal records, and check calibration dates (if applicable). Only goods that will remain within certification for the duration of the scope should be sent.
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1.3 Photograph goods
Clear photos of all goods and all accessories going with them, are to be taken before they are packaged. Photos of the packaging the items are sent in (open and closed) are also to be taken. Use the light box for photos where possible and ensure photos are taken from all angles.
Note: These photos are of the upmost importance and MUST be taken as this photographic evidence may be required to confirm with clients that the correct goods have been sent and in a suitable condition. |
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1.4 Package goods
Ensure goods and any certification are suitably packaged for the type of good and so that no damage will occur. Anti-static bags and boxes are available, along with bubble wrap and boxes etc.
Packaging should be in very good condition, especially if going to a client. Ensure Metron branded tape is used and any pre-existing, non Metron, stickers or writing are covered or removed from the box.
If any of the items are classed as dangerous goods, separate, as more specific packaging will be required. This must be completed by a qualified person.
Do not close the packaging at this point as paperwork is still required to be added. Use Metron branded tape to seal the package once a copy of the delivery note (with supporting documents) from section 1.5 and any return documentation required, from section 1.6 have been added.
Take weights and dims of the package(s) for the delivery note.
Photographs of the packaging are also to be taken as proof of the good condition the items have left the building in.
Stickers:
Mark the item as 'Fragile' if it contains delicate items or 'Heavy', if the item weights more than 10kg (as per royal mail guidelines) cover in Metron branded tape as required (especially if the box selected for packing is being reused).
Client Card Box Packaging Stickers:
If the item has been identified as requiring Metron and client branding you should refer to the sticker guidance note outlining the positioning of stickers.
Client stickers can be found in the packing area. If there are no pre-printed stickers available, electronic versions of the stickers can be printed from Share. Discuss this with the Operations Admin assistant.
Blank Card Description stickers can NOT be pre-printed as the information should not be hand-written, but printed when filled with the appropriate information. |
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1.5 Create delivery note and delivery label
Complete a delivery note. Ensure that all items are listed using the same terminology as referenced by the Metron quote. Any serial numbers, part numbers or unique identifiers MUST be included on the delivery note for any client purchased items. Refer to the delivery note guidance document when completing this.
Check any requirements as detailed in the PDP. Speak to the Project planner and controller if there are any queries or if additional information is needed.
Print 3 copies, one copy is to go inside the package, one is to be given to the courier / receiver and one is to be signed and kept for Metron's records, as per 1.4.
The delivery label is to be placed in a clear label sticker pouch and stuck to the package, stuck as straight as possible and somewhere where it is easily viewable.
The delivery note should also include any air or sea freight documents required along with any dangerous goods, MSDS or COSHH paperwork.
Speak to the Project planner and controller if additional information is required (e.g delivery address, PO numbers, etc) if the information has not already been added to the task.
The PO number and address required on a delivery note may not always have been the PO number issued to Metron. |
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1.6 Create return documentation
If the package is for kit that is required to be returned to Metron, include a return delivery label (Metron's address) and a clear label sticker pouch within each package. If it is a Metron engineer who will be returning the kit, also include a delivery note with any on hire items pre listed for return.
If the item is not to be returned to Metron, do not include any return documentation.
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1.7 Update asset register
Update the asset register as required. Speak to the Project planner and controller if additional information is needed. |
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1.8 Deliver package(s)
Organise and arrange delivery with a courier or deliver items. If using a courier, ensure costs are agreed and approved with the Operations Manager before proceeding.
Speak to the Project planner and controller if additional information is required.
Ensure Metron have a copy of the signed delivery note, to show the goods have been delivered / received.
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1.9 Save documentation
If for a project: Go to the project Share site, open the 'Plant, materials and equipment' folder and create a new folder within this, naming it 'Goods OUT ddmmyy [Description]' (e.g. 'Goods OUT 250417 [Bently Nevada card]').
Create folders and save all documentation and photos. Ensure a signed copy of the delivery note is scanned into the 'Goods out' scan folder and saved with the file name 'DN OUT ddmmyy [Client/Company] [Item(s)] [Job number]' (e.g. 'DN OUT 250417 TAQA Bently Nevada card 30169'), as this will be required for invoicing purposes. Save all documents and photos in here (if there are more than 4x photos, a separate 'Photos' folder should be created for these within the first folder).
If not for a project: If there is no project number, go to the Facilities and Asset Management site, Goods OUT folder. Create a folder, naming it 'Goods OUT ddmmyy [Item name]'. Save all documents and photos in here (if there are more than 4x photos, a separate 'Photos' folder should be created also).
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1.10 Notification of items dispatch
If for a project: Send notification that the items have been dispatched, listing the project number and name in the title of the email, to operations@metrongroup.co.uk and attach the signed delivery note.
If not for a project: Send notification to the originator that the item(s) have been dispatched and attach the signed delivery note.
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| 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.
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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).
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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.
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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.
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| 05.PR019 Hire Equipment |
1.1 Receive equipment
i/p's from
09.PR001 - Goods in
Goods will be received into the building from a 3rd party and processed, as per the Goods in process.
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1.2 Add item to Metron asset register
Register the items as hire equipment within the asset register, on the 'hire' tab.
Each item is to be given a separate hire number, even if for the same job.
Fill out as many details as possible within the register, including a designated shelf number for the item, whilst at GTS Metron's premises. Boxes and packaging can also be stored on this shelf, while items are offshore for example, if not required for transportation at that time.
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1.3 Ensure that the equipment is functional
Confirm that the equipment is working and suitable for use. Some equipment is more complex than others. Seek the assistance of an Engineer, where possible, seek the assistance of the Engineer who will be using the equipment offshore.
Equipment calibration and certification to be checked. Highlight any issues with the Operations manager immediately.
If equipment is required offshore or for a job, proceed to 1.4.
If the item is to be kept at GTS Metron, proceed to 1.5.
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1.4 Dispatch equipment
Equipment is to be packed appropriately for the method of travel, as per the mobilisation of equipment process.
Dangerous goods requirements may apply.
Once, dispatched, await return of equipment.
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1.5 Put away equipment.
Store equipment in designated storage location until required. |
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2.1 Register returning equipment
The returning equipment will be processed by the Goods In process.
Make sure that all components/accessories are returned.
Register the item as retuned on the Asset register, on the hire page.
Check for functionality. An Engineer may be required.
If the item is damaged, discuss with the Operations Manager. Place item in quarantine. |
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2.2 Prepare equipment for return to 3rd party.
Prepare equipment for return to 3rd party for off hire. This should be completed as soon as possible once the item arrives and be completed through the goods out process. |
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| 05.PR033 Project Close Out Process |
1.2 Check project deliveries
If any deliveries were made for the project:
Ensure all delivery notes are signed & dated, have been uploaded to teams and are named + saved correctly in relevant sub folders
Ensure all photos have been uploaded to Teams and are named + saved correltyin relevant sub-folders
Ensure that any late deliveries are logged on ERP |
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1.3 Check project equipment
If equipment was hired out for the project:
Ensure all mobilisation records have been uploaded to the system
Ensure the asset register is up to date and that equipment has been checked for damage and/or missing items
Ensure all equipment hire has been invoiced correctly (check against delivery notes(s) out and delivery note(s) in) |
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| 05.PR039 Hire of Metron Equipment Process |
1.4 Arrange Logistics of Equipment Delivery
Ship item(s) in accordance with the goods out process. |
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1.5 Return of Hire Equipment
Items returned in accordance with goods in process.
Chase if not returned to make the client aware that hire will be extended. |
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| 07.PR002 Purchasing - Materials, Equipment or Services |
1.9 Ensure goods are fit for use
Ensure goods conform to requirements. |
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| 07.PR015 Invoicing and Credit Notes |
1.1 Invoice Notification (Process Input)
I/P From 05.PR001 Project Delivery
Operations are notified that a project is ready to be invoiced by:
-Receiving a task for this to be completed - based on the project programme
-The Workshop Coordinator notifying Operations that goods have been dispatched.
Invoices can still be raised at any point under the instruction of the Operations Manager. |
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| 09.PR004 Dangerous Goods |
1.1 Identification of dangerous goods
I/P From
09.PR003 Goods Out
05.PR027 Mobilisation of Equipment and Personnel
Originator to notify Storeman that dangerous goods have been identified entering or exiting the business or that items classed as dangerous goods are to be sent out. |
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1.2 Source MSDS
For incoming goods:
Item(s) to be quarantined. If the item is a chemical, this is to be placed, unopened, on bunding in a well-ventilated area. Do not place in COSHH cabinet. All other items are to be placed on the quarantine shelves. Source the most recent MSDS and COSHH for the item(s).
For outgoing goods:
Source MSDS / COSHH from originator. |
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1.3 Inform Operations Manager
Inform Operations Manager that dangerous goods items have been identified and state their current location. Present the MSDS and / or COSHH and discuss. Operations Manager to advise on way forward.
For incoming goods:
Handling and storage COSHH assessment to be completed by Storeman, if not already complete. Operations Manager to advise on how to proceed based on completed COSHH.
For outgoing goods:
Operations Manager to advise whether packing and delivery can be completed in house or whether this will need to be outsourced.
If to be outsourced, go to section 1.4.
If to be completed in house, got to section 1.5 |
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1.4 Outsource dangerous goods
Contact DGM Ltd. This is Metron's current choice of supplier for this service. They will require relevant MSDS's, however will advise over the phone in the first instance.
Phone: 01224 773776
Website: http://www.dgmsupport.com
Operations Manager to approve any spend for this before agreeing to commence with the supplier.
Once approved, arrange delivery to the supplier (as per their instructions).
Process complete. |
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1.5 Complete dangerous goods in house
Only trained staff to complete dangerous good packing.
Make necessary arrangements to complete the shipping using the electronic copies of dangerous goods by sea and air books, saved on the workshop computer located at the goods in / out area.
Operations Manager to approve any spend on packing materials etc.
When shipping the items, ensure the courier is aware and that the MSDS is included within the package and associated paperwork.
Process complete. |
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| 14.PR019 Use and Maintenance of Equipment |
5.1 Competent personnel to perform maintenance
Ensure that the Operations manager is made aware that maintenance works are to be carried out. Consult in advance to help avoid disruptions to operational delivery.
The maintenance should only be carried out by competent personnel. Third parties may be required.
A risk assessment may be required prior to commencing the maintenance works.
Regarding: The Provision and Use of Work Equipment Regulations 1998 - Regulation no. 22
Every employer shall take appropriate measures to ensure that work equipment is so constructed or adapted that, so far as is reasonably practicable, maintenance operations which involve a risk to health or safety can be carried out while the work equipment is shut down, or in other cases-
(a) maintenance operations can be carried out without exposing the person carrying them out to a risk to his health or safety; or
(b) appropriate measures can be taken for the protection of any person carrying out maintenance operations which involve a risk to his health or safety.
Additional Information:
The safe maintenance health check - HSE |
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5.2 Record that maintenance has been carried out on the attached log.
Download maintenance log for the equipment - 14 HSSE / Preventative maintenance.
Log that maintenance has been performed.
If the equipment is not safe for use, then the equipment should be placed in quarantine or marked with a red flag highlighting that the equipment cannot be used.
Storeman to record. |
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5.3 Log
Update log, scan whole document and re-upload 14 - HSSE / Preventative Maintenance |
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| 14.PR023 Driving for Work |
1.5 Carry out daily vehicle checks
Storeman to complete and sign daily vehicle checklist each morning - Appendix 9 of Metron Driving Policy. Any defects are to be reported to the Office and Support Services Manager immediately. |
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| 14.PR035 COSHH Assessment |
1.2 When new substances are delivered
When new CoSHH substances are delivered the Warehouse Storeman is to place the item in the CoSHH quarantine area.
Warehouse Storeman is to obtain a current SDS and provide to the assessor |
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6.1 MONITOR COSHH
All CoSHH substances are to be kept in the designated CoSHH cabinets.
Each substance is assigned a CoSHH number which corresponds to its place within the CoSHH register and also its location within the cabinet.
Each week the storeman will carry out a check of the CoSHH cabinet to check
all substances are in their allocated space, stock levels are correct and there are no signs of damage/leaking packaging.
Any damaged/leaking packaging should be reported to the CoSHH assessor straight away and cleaned/removed as per the advice on the relevant CoSHH assessment.
If a substance is missing from the cabinet, the storeman should first ask all workshop employees if it is in use.
If it is not, a thorough search of the workshop should be carried out.
If it is still not located the QHSE manager should be informed immediately. |
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| 52.PR001 MOUK Managing Lubricant Samples |
1.1 Pack the cases
Print the sample schedules for both crane and non-crane samples and highlight the month to be sampled. This will need completing for both Gryphon (GRY) and Global Producer III (GP3). The schedules are stored in Share, on the 'Maersk oil UK' client site.
Locate the relevant case(s) for the asset(s) and fill with the required number of empty bottles. NB Please check 'oil sample tracker' to identify which cases belong to which asset. Cases are stored in the lab at Metron. Several spare bottles should also be included.
Check the sample schedules for how many empty bottles of what size are required for crane and non-crane sampling for the asset being packed and add them to each case. (NB Crane and non-crane samples need to be packed in different cases for shipping offshore, even if going to the same asset, as the sampling for each will be completed by different people at different times). Include a copy of the schedule in the case.
Make sure the correct address label is showing on the front of the peli-case and that the return label to Metron is also contained within the pouch.
Ensure there are enough of the required bottle labels for the schedule. You may need to check with the Engineer who will be taking the samples offshore as to whether they already have enough. The operations Coordinator will be able to assist for this. If in any doubt, include the correct sample labels in the case.
Submit cases to Storeman for shipping |
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1.2 Ship cases offshore
Ensure the oil sample tracker is updated with location of the cases, date sent out and contents.
Ship the item in accordance with the goods out process.
Book the courier to collect cases - deadline for delivery is 1600 the day before sailing. The shipping schedule can be checked to ensure the cases will arrive in time.
Save all delivery notes in relevant folders on Share. |
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1.3 Stock check empty bottles
Refer to sample schedules for the number of bottles required.
Ensure that enough bottles are in stock for the next 6 months - check schedule for numbers required.
If more bottles are required, advise the Operations Coordinator who will contact Castrol for more.
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2.1 Oil samples received at Metron
Complete goods in for case(es) in accordance with the goods in process.
Check all lids are secure on sample containers - As per risk assessment link, wear appropriate PPE. Samples must be repacked/checked in the lab, not the office. You must sign onto the risk assessment before processing the oil samples.
Ensure label pocket is clean and free of any residue.
A record of what samples have arrived must be kept - print off the schedule and tick against what has arrived (not in black ink). Tick the quantity also if this is correct, if not, write the actual quantity received next to this (usually 100ml or 250ml). If additional samples not on the schedule are received, hand write as much detail as possible onto the list, ensuring this is legible.
Scan the document and save in the 'received samples' folder for the relevant asset on share.
Submit cases to Storeman for shipping. |
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2.2 Forward case(s) to Castrol/SGS
Remove label book from Peli case before forwarding
Check that all sample pots have labels on the bottles
If there are less than 7 samples, pack in a cardboard box instead of the yellow peli-case.
Swap address card on the front of the Peli case/create a delivery label for the cardboard box.
Create delivery notes ensuring that all sections are completed.
Book courier to collect samples being sent to Castrol/SGS.
Ensure 'oil sample tracker' is updated with location of the cases, date sent out and contents.
Save all delivery notes in relevant folders on Share. |
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3.1 Put case back into stock
Empty case and return any empty bottles and the case back to storage in the lab.
Log the return of the case on the oil sample tracker.
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| 52.PR004 MOUK Collecting Adhoc Data |
3.1 Identify any equipment required to be mobilised for visit
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3.2 Identify any Dangerous Goods
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3.3 Confirm equipment availability
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3.4 Confirm equipment is calibrated. Refer to Metron's equipment calibration process
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3.5 Verify equipment's functionality
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3.10 Issue equipment mobilisation request to MOUK
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3.11 Identify required delivery/shipping dates for equipment
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3.12 Prepare equipment for mobilisation
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3.13 Deliver equipment to MOUK's logistic provider
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3.14 Identify any additional PPE required for mobilisation
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5.4 Ensure all paperwork is completed for equipment return
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| 52.PR005 MOUK Collecting Routine VibXpert Data |
3.2 Identify any equipment required to be mobilised for visit
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3.3 Identify any Dangerous Goods
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3.4 Confirm equipment availability
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3.5 Confirm equipment is calibrated. Refer to Metron's equipment calibration process
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3.6 Verify equipment's functionality
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3.11 Issue equipment mobilisation request to MOUK
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3.12 Identify required delivery/shipping dates for equipment
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3.13 Prepare equipment for mobilisation
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3.14 Deliver equipment to MOUK's logistic provider
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3.15 Identify any additional PPE required for mobilisation
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5.4 Ensure all paperwork is completed for equipment return
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| 52.PR016 MOUK Mobilising Personnel and Equipment |
1.1 Complete equipment preparation as per Metron core delivery process
Go to 2.0 if equipment is to be sea freighted
Go to 3.0 if equipment is to be air freighted
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2.1 Check Maersk logistics information to identify correct sailing
For deliveries to GP3 and Gryphon, the sailing departs every Thursday. The cut off for delivery of equipment is 1200 on the day before. Sailings should be chosen so that equipment arrives offshore in time to complete the scope, but so that hire costs are reduced for Maersk where possible (i.e. On hire equipment not to be sent several weeks before it is required).
Late deliveries can take place - the onshore contact for the individual asset must be contacted if this is required. They will then grant or refuse permission and issue a separate form.
GP3 contact: Victoria FRANCIS
Gryphon contact: Jurgen MEIJERINK
Contact details are stored within ERP clients
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2.3 Deliver equipment
Equipment is to be delivered to: Petersons, Minto Avenue, Altens industrial estate, Aberdeen, AB12 3JZ
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2.4 Save documentation
Signed delivery documentation to be saved in Share under the relevant job number |
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3.4 Receive authorisation from client contact
If authorisation given: proceed to deliver item (3.5)
If authorisation denied: Sea freight item (2.0)
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3.6 Deliver equipment
Equipment is to be delivered to: ACE forwarding Ltd, Unit 1, 4 Howe Moss Drive, Kirkhill industrial estate, Aberdeen, AB21 0GL
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3.7 Save documentation
Signed delivery documentation to be saved in Share under the relevant job number |
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| 56.PR002 CNR Mobilisation of Equipment by Sea |
2.1 Complete Mobilisation Record
Complete in conjunction with the Metron mobilisation process
Complete Mobilisation Record - detailing the following:
- items to be sent offshore - include all items listed on PO
- the asset number (if applicable)
- Project number - all project numbers to be included if multiples exist
- Date of mobilisation
- Ultimate destination
- Engineer
- Client
See Operations Coordinator if information is required. |
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2.2 Complete Dangerous Goods Documentation (if required)
Obtain Material Safety Data Sheet (MSDS) and check if equipment is classed as dangerous goods.
Complete dangerous goods documentation if required.
Make sure that the package is also labelled as dangerous goods.
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2.3 Pack Equipment
Equipment is to be packed appropriately for the method of travel. Equipment calibration and certification to be checked.
Highlight any issues immediately to the Operations Coordinator |
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2.4 Complete Delivery Note and Mobilisation Record
Complete delivery note with the minimum information (as per mobilisation process):
- Delivery address
- F.A.O
- Asset name
- Delivery date
- Metron Job Number(s)
- SO/PO no
- Description of materials being delivered
- Quantity
- Type of packaging
- Weight and dimensions of package
- If the item(s) are classed as dangerous goods
Make sure all on hire items are individually listed on the delivery note with the name given on the quote.
Operations Coordinator can provide any information required. |
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2.5 Send documentation to Operations
Send Delivery note, Mobilisation Record, MSDS and Dangerous goods documentation (if required) to Operations Coordinator by email to Operations@metrongroup.co.uk |
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2.6 Contact CNR Materials Controller
Send delivery note, mobilisation record and dangerous goods to applicable CNR materials controller. Contact details are stored in ERP.
Once confirmation received from CNR, inform Storeman these can be delivered.
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3.1 Deliver Equipment
Deliver equipment to the following address:
CNR Warehouse,
c/o Peterson Warehouse 1,
Minto Avenue,
Altens Ind Est,
Aberdeen,
AB12 3JZ
Get delivery note signed as 'accepted' when delivering at warehouse.
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3.2 Save documentation
Signed delivery documentation to be saved in Share under the relevant project number as per the Goods Out Process. |
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| 56.PR003 CNR Mobilisation of equipment by air |
1.1 Equipment to be organised
Operations Coordinator to check the job purchase order for any equipment listed.
All equipment is to be checked with the assigned engineer and if needed the Technical Team lead.
The Storeman should then complete a Mobilisation Record and organise the kit. |
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1.2 Dangerous goods
f the equipment is classed as 'Dangerous Goods', the relevant heliport must be notified at least 24 hours before the flight. Refer to CNR aviation help sheet for relevant heliport contact details.
Dangerous goods form to be completed. Discuss with Operations Coordinator.
Obtain Material Safety Data Sheet (MSDS) and check if equipment is classed as dangerous goods. |
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2.1 Pack equipment
The equipment/kit should then be packed and all relevant forms/records included.
Operations Coordinator to provide PO and job numbers for delivery notes/labels.
Equipment is to be packed appropriately for the method of travel. Dangerous goods must be packaged and labelled as defined in MSDS. Make sure all on hire items are individually listed on the delivery note with the name given on the quote.
Operations Coordinator can provide any information required.
Equipment calibration and certification to be checked. Highlight any issues immediately to the Operations Coordinator.
Refer to CNR aviation help sheet for freight weights. |
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2.2 Deliver equipment
Equipment/kit should be delivered to:
ASCO Freight Management
Howe Moss Crescent
Dyce
Aberdeen
AB21 0GN
Freight should be delivered a minimum of 3 hours before the scheduled flight departure time. (4 hours for dangerous goods). Operations Coordinator will advise on times.
For early fixed winged flights (10am departure or earlier) freight needs to be delivered to ASCO the previous day.
Where possible freight should be delivered the day before to allow time for processing. |
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3.1 Delivery notes
All signed delivery notes and photos should be uploaded to the project folder in Share as per the Goods Out Process |
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| 56.PR007 CNR Managing Lubricant Samples |
1.1 Pack the cases
Print the sample schedules for the relevant month and asset. The schedules are stored in Share, on the CNR UK client site.
Locate the relevant case(s) for the asset(s) and retrieve the required number of empty bottles, taking account of required sample sizes on the schedule.
With the schedule, log into the Lubetrend website and print off the labels for the sample month. Attach the printed labels to the blank sample bottles and pack into the case. At least 1 spare bottle with a QR code should also be included if space allows.
Add in at least 3m of hose and a vacuum pump to each case. Where the schedule indicates also add an RVPOT sample bottle. 250ml bottles are to be packed separately in a suitable box for shipping. (NB Crane and non-crane samples need to be packed in different cases for shipping offshore, even if going to the same asset, as the sampling for each will be completed by different people at different times).
Include a copy of the schedule in the case. Make sure the correct address label is showing on the front of the pelicase.
Where the schedule indicates an RVPOT Sample is required 250ml bottles are to be packed separately in a suitable box for shipping.
(NB Crane and non-crane samples need to be packed in different cases for shipping offshore, even if going to the same asset, as the sampling for each will be completed by different people at different times).
Include a copy of the schedule in the case. Make sure the correct address label is showing on the front of the peli-case. Make sure the spare bottles have a QR code label for pre-registering the samples when they return from the CNR asset. |
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1.2 Ship cases offshore
Ensure the oil sample tracker is updated with location of the cases, date sent out and contents. Include a link to the signed delivery note with its location on Teams.
Save Delivery Notes in the Calendar Month you are in, not the month the schedule is for.
Ship the item in accordance with the goods out process but ensure that the delivery note includes a breakdown of empty bottles sent, thief pumps sent and a length of hose. Ensure that if a replacement thief pump is issued that this is clearly marked and inform the ops controller so that the client is invoiced accordingly.
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1.3 Stock check empty bottles
Refer to sample schedules for the number of bottles required.
Ensure that enough bottles are in stock for the next 6 months - check schedule for numbers required.
If more bottles are required, contact Ops admin to order more. |
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2.1 Oil samples received at Metron
Complete goods in for case(s) in accordance with the goods in process.
Check all lids are secure on sample containers.
Samples must be repacked/checked in the workshop, not the office.
You must sign onto the risk assessment before processing the oil samples. Ensure label pocket is clean and free of any residue.
A record of what samples have arrived must be kept - print off the schedule and tick against what has arrived. Tick the quantity also if this is correct, if not, write the actual quantity received next to this (usually 100ml or 250ml). If additional samples received, that are not on the schedule, hand write as much detail as possible onto the list, ensuring this is legible.
Pre-labelled bottles have a code which includes the System Unique ID starting with "L" and with 4 digits after. These samples do not require pre-registration, the lab can scan this label to identify the sample.
Bottles with No Pre-printed label (used for extra samples etc.) will have a QR Code with a QB next to it followed by 7 digits. Take a note of this number as this will be used for pre-registration. (This is not required if a pre-printed label is available, only one code is required).
If Bottles arrive without a QR Code or Label, take a QR code from an unused bottle and add to the sample and follow the same process for pre-registration. Save all delivery notes in the relevant folders on teams. Scan and save a copy of the printed and marked up schedule, save in the calendar month you are in, not from the schedule dates.
Log-in to Lubetrend website to pre-register samples. Follow guidance note to for any samples that require pre-registration.
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2.2 Forward case(s) to lab
Check that all sample bottles have labels. If there are less than 7 samples, pack into a cardboard box instead of the pelicase.
Swap address card on the front of the pelicase/create a delivery label for the cardboard box/pelicase.
Create delivery notes ensuring that all sections are completed. Ensure that quantities of each type of sample are clearly stated.
Ship to the lab using the goods out process.
Ensure 'oil sample tracker' is updated with location of the cases, date sent out and contents.
Save all delivery notes in relevant Project folders on Teams.
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3.1 Put case back into stock
Receive the case in and follow goods in process. Empty the case and return any empty bottles and the case back into to storage.
Log the return of the case on the oil sample tracker and delivery notes are saved on Teams, in the calendar month received.
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| 56.PR008 CNR Routine Delivery Process |
1.5 Mobilise equipment (if required)
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1.6 Send oil sampling bottles to platform
Oil sampling bottles to be sent out as per CNR Sampling Schedule |
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