Coordinating Orders from Procurement Planning to Delivery
When a project involves multiple equipment packages, manufacturers and delivery dates, each order needs to be managed in the context of the overall project schedule.
PETROVEX manages procurement planning, document flow, supplier coordination and delivery activities within the agreed scope, giving the project team a clear view of order status, responsibilities and decisions required.
A delayed document approval, an unavailable component or a change to a manufacturing lead time can affect subsequent project activities. Managing procurement requires an understanding of these dependencies and timely follow-up on outstanding issues.
PETROVEX brings together technical information, purchasing terms and delivery schedules to establish priorities and direct each action to the responsible party.
Scope of Services
We review equipment and spare parts lists, required delivery dates and execution dependencies. Long-lead items are identified, and order follow-up is planned around project priorities.
We coordinate the issue of enquiries, receipt of offers and completion of information between the client’s team and supply sources. Technical and commercial queries are followed through until the basis for the purchasing decision is clear.
Once an order is placed, we follow up on key stages and agreed milestones. Progress is recorded using information and documentation received from the manufacturer. Where a variance from the schedule is identified, we request an explanation and a recovery plan.
Required documents, reviewers and response dates are defined for each order. Document receipt, submission for review, comments and revised versions are managed through a traceable process.
Where an order includes inspection or testing, we coordinate the timing and requirements with the relevant parties. We also follow up on documentation, outstanding issues and readiness for delivery against the order terms.
We coordinate goods readiness, packaging, shipping documents and the delivery location with the manufacturer, client and party responsible for transport. Responsibilities for transport, insurance and related formalities are defined in accordance with each contract.
Monitoring and Reporting
A progress report should show where each order stands, what is preventing further progress and who is responsible for the next action.
Depending on project requirements, status reporting may cover:
The reporting format and frequency are agreed at the start of the engagement.
Changes to specifications, quantities, manufacturers or delivery terms can affect order cost and schedule. We record these changes and present their implications to the client for a decision before action is taken.
Where a delay occurs, we review the stated cause, the status that can be verified and the available recovery options. Depending on the order and subject to the necessary approvals, these may include a revised schedule, phased delivery or assessment of an alternative source.
How We Work
We receive the item list, details of purchases already made, the project schedule and available documentation.
We agree which orders are covered, the limits of authority, approval routes, each party’s responsibilities and reporting arrangements.
We define purchasing priorities, key milestones, follow-up dates and coordination requirements for the orders.
We update order and document status, and follow up with the responsible parties on matters requiring action or a decision.
We record delivery status, final documentation and open obligations, and provide the client with a closeout summary for the orders within scope.
Deliverables
Depending on the project scope, deliverables may include:
Engineering Services can be included in the scope to finalise equipment specifications or technically evaluate manufacturers’ offers.
View Engineering Services
Source identification and the purchase of equipment and spare parts can also be handled through our supply services, according to project requirements.
View Equipment & Spare Parts SupplySend your equipment and spare parts list, required delivery dates and current order status. Let us know whether support is needed from planning and enquiry onwards, or to coordinate follow-up on orders already placed.
This information provides the basis for an initial review and a proposed scope of procurement management services.