WI/EXPD/01 Rev.
00 TÜV INDIA PVT LTD
Effective date: SEP 2020 INDIA
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TUV INDIA PRIVATE LTD
EXPEDITING
WORK INSTRUCTION – EXPEDITING REPORT CONTENTS GUIDELINES
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1.0 Purpose:
Fundamental information and guidelines needed to effectively carry out various specified activities to satisfy client requirements.
2.0 Scope:
2.1 These instructions define the content of Expediting Report guideline and highlighted points pertaining to report check list.
Instruction shall be used in conjunction with standard TUV Expediting Report Format.
2.2 The expeditor is accountable for making sure there is no line stopping situation for a business. The key metrics which an
expeditor influences may be - On time Delivery, Cash Flow Cycle and Inventory Management. An expeditor needs to be assertive
and needs to know the business at high contextual levels.
3.0 Objective:
To ensure timely delivery of material /services in the correct quantity and quality to client as per purchase order and contractual terms &
condition.
4.0Abbreviations:
PO – Purchase Order
WO- Work Order
LOI – Letter of Intent.
LC- letter of Credit.
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BC- BAR CHART.
BG- Bank Guarantee.
DCR- Vendor “Document Control Record”
DEC- Design Engineering Contractor.
CDD – Contractual Delivery Date – By Client
EDD- Estimated Delivery Date – By Vendor.
KOM- Kick of Meeting.
MOM- Minutes of Meeting.
RE- Responsible Engineer.
SOP- Surveillance Operations Procedures
TUVIPL – TUV India Private Limited
5.0 Reporting Guideline and point wise Check list considering TUV Field Expediting Report Format
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Point wise detail of milestone covered in TUV standard report format, additionally applicable annexures provided which are required to
consider while vendor not maintaining track record for Documentation & Procurement schedule.
Pl. refer guideline along with TUV Expediting Report Format to better explanation. Format & applicable annexure attached as below:
CONTENT OF REPORT AS FOLLOWING –
TUV EXPEDITING
FORMAT.DOCX
Sr.No.-01 Delivery Status/Plan & Area of Concern:
Expeditor to record the detail Tag wise item description, Quantity, Contractual Delivery Date, Estimated Delivery Date, Reason for
the delay and area of concern.
a. CDD & EDD show calendar dates, if item/Equipment has already dispatched then pl. mention as <DISPATCHED>
Under the column named “EDD” and actual dispatch date to be recorded in last column named “Concern if any” with mention as
Remark ex. < Remark- Actual Dispatch date-XX/XX/XXXX >.
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b. After completion of expediting activity during visit, expeditor to highlight the area of concern if observed any.
c. The EDD should be mentioned on every report, this should be discussed with vendor and should be mentioned in every report. If
you feel through your experience that the EDD committed by the vendor may not be fulfilled, please put an additional comments
on the same and conclude the EDD as per your experience.
d. Delay days means difference between CDD and EDD, it express Expected delay days, not actual delay.
e. Reason for the Delay shall record in the report with suitable back up.
f. Slippage alert shall raise by Expeditor upon identify frequently failure in committed schedule e.g. Actual progress of any task
observed running behind schedule more than 07 days – 1st Slippage Alert.
g. Escalate slippage issue to next level of vendor’s responsible authorised representative, wherein existing RE failed to recover
highlighted delay with slippage alert. Also describe the pending action required to accomplish by RE Vendor/DEC/CLIENT to get
more clarity.
Sr.No.-02 PO & Payment Status:
P O No: ------------------ Order Acceptance No: ______________________
1. P. O. received by vendor –Actual Date to be reported.
2. Order Acceptance No. & Date to be mentioned.
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3. Payment Milestone: If Advance is there then is it received by vendor?
Sr.No.-03 Bar Chart, QAP & MDS Status:
BAR CHART
1. Bar Chart to be prepared by vendor based on Delivery date Mentioned in P. O.
Expeditor must insist for the BAR CHART however in absence of BAR CHART, highlight current week progress & Next week detailed
activity plan indicating Schedule Date & Actual Date. The Bar Chart must indicate activities at micro level such as weekly progress of
production/PO execution based on contractual delivery date.
a. Schedule in BAR chart form showing design, manufacture, inspection, testing & delivery of all equipment, materials and
component to be delivered by vendor & his sub vendor and his sub suppliers.
b. Start date of shop floor manufacturing shall be clearly shown.
c. Earliest and latest completion dates shall be shown for *each activity with float indicated.
2. Bar Chart document usually vendor wise vary but expeditor to ensure standard minimum details are covered in the Bar chart ex.
Name of Vendor, Name of Client, Project, PO No. , Date, CDD, Tag No., Sr. No. , Task/ Description, No. of days completion for Task,
Estimated Start/Finish Time, Actual Start/Finish Time, etc. < Pl. refer Sample 02 of 04 >
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3. Bar Chart to highlight work in Progress, work Completed, Delay in any method like different color indication in respective block
indicated no. of weeks or days. < Pl. refer Sample 03 of 04 >
4. During Expediting visit expeditor shall verify Actual/Current progress of respective Task, which is due on visit date/week with
help of BAR CHART projection.
5. Activity of Task shall record by Expeditor as per actual/Current progress with detail remarks as following :
ON SCHEDULE - Current /actual progress observed inline Bar Chart schedule.
BEFORE SCHEDULE - Current /actual progress observed before plan date of Bar Chart schedule – Record No. of days
Preponement wrt Plan end date.
BEHIND SCHEDULE - current /actual progress observed running beyond schedule of Bar Chart – record No. of days
Delay expected wrt plan end date.
6. Expeditor to record actual delay with appropriate clarification and advise to vendor to produce recovery plan with micro schedule
at earliest against failure of existing Bar Chart schedule.
Screen shot of sample BAR CHART for reference:-
SAMPLE_ 01 of 04
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SAMPLE_ 02 of 04
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SAMPLE_ 03 of 04
SAMPLE_ 04 of 04
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QAP & MDS:
QAP and Mechanical Data Sheet approval Status and Date shall record in specific e.g. Name of Document, number of Rev., status of
approval code and date.
7. Final Drawing approval date (Code A or Code B approved)-Any hold points shall be highlighted, and proper conclusion shall be
made whether it will affect the fabrication QAP approval received or not –
Sr.No.-04 Drawing Status:
a. Drawing first Submission date must record in the report.
b. Nozzle Clearance status and date shall be recorded based on available Drawing with vendor with respective comment.
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c. Expeditor to verify the Mfg./Fab. Schedule in which schedule activity pertaining to Marking & Cutting for Nozzle set up and
welding, same date shall be Nozzle clearance required from Client /DEC to avoid held up further work progress.
d. Expeditor shall record Drawings Approval status code with Date in the report.
e. Expeditor to ensure vendor shall produce list of entire documents that required as per contractual requirement in line PO, QAP
and additional instruction issued by client.
f. Vendor can maintain any format to highlight list of documents submission / re-submission for approval, provided format shall
have minimum information e.g. 1. Tag No. 2. Name of document with Rev. Number 3. Issue No. 4. Plan date of Submission 5.
Actual date of submission 6. Actual date of document return from approval authority 7. Status of approval code 8. Remarks if
any. Essential details about PO number, Date, CDD, EDD & project to be maintained by default.
g. Document Control Sheet- Vendor document in which Vendor shall update track record of documents submission /approval
status with date , same required to be reviewed & expedite by Field Expeditor and submit the annexure as reference document
while submitting Expediting report with attachment.
h. In Remarks column Expeditor must highlight the concern in case delay in submission /approval of documents.
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i. Need escalating the issue with senior level from both side e.g. Vendor and DEC. Also mentioned the name of RE who is action
taking person wherein observed frequently slippage against commitment made by vendor /DEC. After 2 nos slippage alert
expeditor can raise the flag and escalate the concern to higher authority.
* Sample Document Control Sheet: Annexure -I
Date format to follow: (DD/MM/YYYY)
DWG.Docu
Planned Actual Approval
Equipment / ment Document Actual
Rev. Submission Submission CODE/ Remarks
Tag No. Number Title Return Date
Date Date STATUS
with
Sr.No.-05 Raw Material Status:
a. Ensure procurement schedule start as per contractual specified time, expeditor to record difference in schedule vs actual start time
and End time of procurement activity periodically till completion of entire procurement.
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b. Expeditor to update Schedule & Actual Start date by verifying applicable back up documents e.g. Sub ordering PO details and
delivery date respectively or any mail correspondence initiated by vendor, also make sure applicable Drawing status code for
procurement go ahead.
c. Expeditor to ensure ordered material Qty is in line with approved Drg/GAD Bill of Material details.
d. Expeditor to ensure major material (Plates, Casting, Forging & Fittings etc.) & long lead items (Motor, Compressor, Pumps,
Mechanical seal, cooler and Valves etc.) Ordering action taken by vendor.
e. Procurement and delivery of sub-Vendor items with names and references.
As sub-orders are placed, sub order schedule to be updated to show sub order number, sub-vendor, dates of award, contractual
delivery and current promise. Sub order schedule to be updated and submitted to TUV expeditor every 4 weeks until all material
are received.
f. Expeditor shall communicate with sub supplier to ensure delivery of items dates schedule not affecting main order CDD otherwise
expedite & keep closely monitor /tracking till item receipt at ex works at earliest possible date.
g. Raw material receipt and available in stock track record shall maintain with specific date in TUV report, short report sentences not
acceptable e.g. Mat. Available in stock, Plates available in Stock, Forgings are available in stock which makes report inappropriate
manner.
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Raw Material status– Record the details in our TUV report according to below given table or collect the procurement schedule from
supplier which covers given table parameters.
Procurement Schedule annexure II:
Sr.No.-06 B/O Material Status:
Bought out Items List and status with P. O. copy placed on sub vendors -Any constraint if vendor has with M/s. _______________
(Customer) regarding Payment terms/ Inspection delays/PO amendment requirement/ Advance Payment etc. should be asked and
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mentioned in the report. Any problem vendor facing for Mfg. to be highlighted diplomatically OR if required can be explained to
customer verbally –
Sr.No.-07 Manufacturing Status:
Preliminary check points & required to record in the report as below:
1) Check availability of material
2) Check man power engaged Tag Wise with project/ equipment’s.
3) Check the facilities –Shop floor space, cranes ,access of materials/Equipment,
4) Match above points with micro planning/bar chart /manufacturing submitted by vendor.
Discuss with vendor or higher authorities to assure EDD
To identify shop progress actual vs Plan, Expeditor must insist for the BAR CHART however in absence of BAR CHART, highlight current
week progress & Next week detailed activity plan indicating Schedule Date & Actual Date. The Bar Chart must indicate activities at micro
level such as weekly progress of production/PO execution based on contractual delivery date.
a. Expeditor to make sure Mfg. / Fab. Activity actual start time vs schedule start time and similarly finish time to track and record in
the report along with respective annexure or Bar chart.
b. Expeditor to identify Mfg. /Fab. Process shall follow on the shop floor as per vendor defined BAR Chart/Production Schedule.
c. Schedule in BAR chart form showing design, manufacture, inspection, testing & delivery of all equipment, materials and component
to be delivered by vendor & his sub vendor and his sub suppliers.
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d. Start date of shop floor manufacturing shall be clearly shown.
e. Fabrication /Production schedule to be updated showing progress achieved every week until completion.
f. Schedule to show calendar dates.
The weekly interval may be extended or decreased at the discretion of client / TUV.
1. Activity % completed this week.
2. Any problems encountered, with corrective action proposed.
3. MAJOR PROBLEMS ARE TO BE NOTIFIED IMMEDIATELY.
4. Notification of any delays being caused by Engineering Contractor /Buyer to vendors program.
5. Confirmation that contracted delivery dates(s) will be maintained.
Sr.No.-08 Photographs (PHYSICALLY AVAILABLE VISUALS AND PRODUCTION PROGRESS VISUALS) :
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1. Fabrications status with photographs –( Each Tag or images shall co relate with recorded current progress )
NOTE:
a. Any stringent instruction or policy against Photography in vendor premises, if possible you can ask vendor to arrange snap/images
with their internal instrument and share with us.
Please coordinate with client from visit location and highlight the matter accordingly if not permitted to take images of Equipment
b. All Tags and its sub item Photographs shall captured and attach in the report.
c. Images shall clear, Readable & visible, Proper Name of Tag, Req. Qty. & Physically available Qty. number to be mentioned, avoid to
catch Snap during welding in progress.
2. Photographs should be match with status as mentioned in reports.
< Image description must be specified with work current operation Progress – Expected finish timeline or next due activity)
IMP. NOTE:
1. Expeditor’s comment are essential to in every Report.
2. Proactive prompt reporting to client if any instance lead to delay in delivery to avoid slippages in connection every milestone.
3. Pending or incomplete activity shall highlight with detail and show < Action by Vendor or Client /DEC).
4. Slippage alert must highlight wherein vendor failed to meet their planned schedule task.
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5. Matter should be escalate with higher authorities upon finding regular slippages and poor progress, same shall be recorded in the
report with name of concern RE and Name of Authority with whom matter escalated.
6. Expediting Report shall submitted to Desk Expeditor in the both format e.g. soft (word file) and hard (PDF file).
7. Serial no. and date of visit report to be maintained.
8. While doing next visit the previous report should be attached in the same report with serial no in one single file.
Re-submission to be required of Expediting Report by concern expeditor with corrective action against document observed incompletion
in terms of essential details not maintained.
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