CP-196 - Surplus Stock Management PDF

Version 2.
0
Petroleum Development Oman LLC Effective: October 2013
Petroleum Development Oman L.L.C.

Surplus Stock Management Code
of Practice
Document ID CP-196
Document Type Code Of Practice
Security Unrestricted
Discipline Finance (C&P)
Owner FPP
Issue Date September 2013
Revision 2.0
This document is the property of Petroleum Development Oman, LLC. Neither the whole nor any part of this
document may be disclosed to others or reproduced, stored in a retrieval system, or transmitted in any form by any
means (electronic, mechanical, reprographic recording or otherwise) without prior written consent of the owner.
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Version 2.0
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Version 2.0
i Document Authorisation
Authorised For Issue: August, 2013
Version 2.0
ii Revision History
This is the first version of this document.
Version No. Date Author Reviewer Scope / Remarks

Version 1.0 Dec’09 Maimoona Al-Balushi, Abdulla Al-Harthy, Code of Practice
FPC/33 FPC3 Template - Initial issue.
Version 2.0 Sept’13 Abdulla Al Harthy - FPP Abdulla Al Harthy - Alignment to newly
FPP updated PR-1150. Also
updated key process,
roles and responsibilities.
Version 2.0
iii Structure of this Document

This document follows the standard template within the EDMS system.
The following documents specifically relate to this Code of Practice:
Business Control Description Document ID
Policy None
Code of Practice Surplus Management (this document) CP-196

Inventory Management Code of Practice CP-193
Specification for Quality Assurance Requirements for Product

Specification and Service SP-1171
Materials Receipt Storage Issue & Despatch Procedure PR-1279

Procedures Disposal of Obsolete Stock, Fixed and Moveable Assets PR-1311
Fixed, Movable Assets and Stock Write-off PR-1576
Specification for Material Handling, Storage and Preservation. PR-1858
Project Close out Procedure PR-1150
EMC/ODC Sourcing & Inventory Procedures (SIP) PR-1962
Equipment and Materials Receipt Inspection Procedure. PR-1964
Manage Material Returns (Stock) GU-522

Guidelines Disposal of Current Stock GU-590
Stock Check Process GU-596
Refurbishment Process GU-592
Project Preservation Guidelines GU-707
Process Flow Material Reconciliation & Surplus Handover Process Appendix 1
Template Material Reconciliation Statement Template Appendix 2
Document Use of Surplus Materials Appendix 3
Document Surplus Materials Management Key Controls Appendix 4
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TABLE OF CONTENTS
i Document Authorisation ........................................................................................................... 3

ii Revision History......................................................................................................................... 4
iii Structure of this Document ...................................................................................................... 5
1 Introduction ................................................................................................................................ 8
1.1 Background ........................................................................................................................ 8
1.2 Purpose.............................................................................................................................. 8
1.3 Target Audience ................................................................................................................ 8
1.4 Abbreviations ..................................................................................................................... 8
2 Scope & Objectives ................................................................................................................... 9
2.1 Scope ................................................................................................................................. 9
2.2 Objectives .......................................................................................................................... 9
2.3 Fundamentals for this Code of Practice ............................................................................ 9
2.4 Review and Improvement ................................................................................................10
3 Roles & Responsibilities .........................................................................................................11
4 Practices to be followed ..........................................................................................................13
4.1 Surplus Reconciliation and Return ..................................................................................13
4.1.1 General .................................................................................................................................. 13
4.1.2 Material verification and usability: ......................................................................................... 13
4.1.3 Materials SAP Coding: .......................................................................................................... 14
4.1.4 Material Test Certificates (MTC) ........................................................................................... 14
4.1.5 Returning surplus materials to PDO Logistics ...................................................................... 14
4.1.6 Material Receipt at PDO Logistics ........................................................................................ 14
4.1.7 Updating of SAP system and Doctor Loader ........................................................................ 15
4.2 Storage of Surplus Materials ...........................................................................................15
4.3 Surplus material Preservation..........................................................................................15
4.4 Periodic Inventory Review ...............................................................................................15
4.5 Inventory check, Write off and Disposal ..........................................................................15
4.6 Issue of surplus materials to end user .............................................................................15
5 Material Reconciliation and Transfer Matrix .........................................................................16
6 Application & Step-Out Approval ...........................................................................................17
6.1 Application .......................................................................................................................17
6.2 Step-out and Approval .....................................................................................................17
Appendix 1 .......................................................................................................................................18
Appendix 1 cont’d ...........................................................................................................................19
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Appendix 2 .......................................................................................................................................20
Appendix 3 .......................................................................................................................................21
Appendix 4 .......................................................................................................................................22
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1 Introduction
1.1 Background
Surplus materials are materials left on hand and remain unused after project completion,
cancellation or change in design.
These materials could have been drawn from PDO general stock items (standard stock item),
procured specifically for project use (project material), or procured by contractor on PDO’s behalf.
This code of practice covers management of surplus materials from projects such as EMC/ODC
and other capital projects. The processes covered include: surplus identification, verification,
reconciliation, project to project transfer, return to PDO logistics and surplus re-use.
Management of surplus materials generated from standard PDO stock is covered by a separate
Code of Practice i.e. CP-193.
1.2 Purpose
This Code of Practice and related procedures details the principles on which all surplus material
management activities are to be identified, planned and implemented in an orderly manner so as
to deliver fit for purpose surplus material management services.
1.3 Target Audience

The Code of Practice is intended for use by all PDO and, where relevant, contractor staff involved
in the management of PDO owned materials including surplus materials management.
1.4 Abbreviations
Abbreviation Description
CoP Code of Practice
MTC Material Test Certificate
MRS Material Reconciliation Sheet
GU Guideline
PR Procedure
WH Warehouse
MAP Moving Average Price
MTO Material Take Off
FFP Finance Focal Point
FCN Field Consignment Note
BI Business Intelligence – SAP reporting tool
QA Quality Assurance
CFDH Corporate Functional Discipline Head
EMC Engineering and Maintenance Contract
ODC Off-plot Delivery Contract
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2 Scope & Objectives
2.1 Scope
This Code of Practice applies to:
• PDO and Contractors’ units that execute project surplus materials management activities.
• Site locations owners, both PDO and Contractors, where project surplus materials are held
and/or surplus materials management activities are carried out.
2.2 Objectives
The Objectives of the Code of Practice is:
• To ensure that PDO surplus materials are properly identified and managed while under PDO
or Contractor’s custody.
• To ensure adequate and accurate surplus inventory records are maintained at all times at
both PDO and Contractors’ storage facilities.
• To help accelerate the utilization and disposal of surplus materials
• To provide clarity about relevant activities/processes around surplus materials
2.3 Fundamentals for this Code of Practice

• All PDO surplus materials should be identified, inspected, labeled, transferred to another project
or returned to PDO Logistics. This can take place during project execution or after project
completion and/or cancellation.
• All materials planned for return to PDO shall be segregated and transferred to relevant storage
facility in accordance with the following criteria:
o Items which have potential use but not part of ‘general stock’ (standard materials) and
where required, having MTCs shall be returned to PDO surplus storage facilities.
o Items which have potential use and are part of ‘general stock’ and where required,
having MTCs shall be returned to PDO standard stock storage facilities.
o All other materials should be sent to PDO auction yards within the respective area,
flagged for disposal and disposed through sale to other operators or auctioned via public
tender.
• Any item that can be immediately used on another approved project or transferred to general
stock shall be transferred to the next approved project at the original procurement cost.
• Items taken into PDO surplus storage facilities shall be recorded in SAP at nil value with no
credit given to returnee project. The same shall be issued to users at free of cost.
• Items returned to ‘general stock’ shall be recorded in SAP at prevailing Moving Average Price
(MAP) with the returnee project getting credit for the returned (accepted) quantities. Any
subsequent issues from stock shall be at the prevailing MAP within SAP system.
• As a matter of policy, any surplus item remaining unused after 4 years of storage in PDO
storage facilities (calculated from last consumed or receipted whichever is latest) shall be
considered as redundant and proposed for write-off. FPP shall produce annual reports of such
materials and share with relevant PDO CHs prior to raising any write-off proposal. It will be the
responsibility of the CH to justify to FPP the need for storage extension by providing planned
usage sites/dates.
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• Surplus materials should be properly marked, labeled and preserved at all time in accordance
with PDO’s procedures and guidelines as detailed in GU-707 Project Material Preservation
Guidelines and PR-1858 Procedure for Material Handling, Storage and Preservation
• PDO operates a process which ensures that surplus stock is checked prior to a new order being
placed on the market. This provides the basis for optimising our existing surplus assets thus
allowing PDO to contain project costs. Therefore, any material procurement requests, whether
procurement is to be done by PDO or by our contractors, shall first be screened by a respective
PDO or Contractor’s Project Engineer against surplus stock records in SAP and only approved if
no suitable items are found in stock.
• Compliance owners shall develop annual Compliance Assurance Plan based on Surplus
Management Key Controls Matrix (Appendix 4) and carry out relevant compliance checks as
appropriate.
2.4 Review and Improvement

This Code of Practice will be reviewed and where necessary updated annually. However, should it
so warrant, updates will be done more frequently.
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3 Roles & Responsibilities

Below is the summary matrix of the roles and related responsibilities that are required to both
manage and implement the Code of Practice:
Role Related Responsibilities
FPP As the process owner for the surplus management process, FPP is
responsible for:
- Fostering company wide deployment of surplus management best
practises.
- Conducting random check on the adequacy of assurance plans
developed by CHs for identification of surplus material and
implementation of these plans.
- Ensuring surplus management business processes work effectively,
efficiently and are relevant across functional boundaries and
interfaces.
- Ensuring the integrity of SAP system data is maintained at all times
and that of all relevant supporting systems.
- Reporting surplus utilisation KPIs and other general statistics
- Sponsor/fund the QC resources needed at WH for verification of
incoming surplus materials.
-
Contract Holders Responsible for:
(EMC/ODC and - Overall PDO owned materials management oversight at contractor
Projects) sites.
- Developing/updating surplus management assurance plan for
materials at contractors sites
- Carrying out surplus management compliance check on contractors
as per the assurance plan.
- Overall activities related to surplus identification, reconciliation,
reconciliation statement sign-off
- Arranging project to project transfers (in coordination with relevant
Finance Focal Point (FFP) and/or assist contractor with returning of
materials to PDO storage facilities.
Project / Asset Responsible for:

Teams
- Actively promoting use of surplus materials within their teams.
- Regular screening of Material Take Offs (MTOs) to ensure that no
unnecessary new orders are placed for items existing under surplus
stock.
- Coordination with relevant PDO teams to get surplus materials
recertification.
- Where relevant, seeking relevant PDO authority to grant waiver on
the use of surplus materials.
- Monitoring of procurement activities and inventory levels in order to
keep surplus material left behind to within the threshold of 5% of the
total material/procurement Capex.
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Quality Responsible for all quality related issues including:

Management (UEQ)
- Witnessing material testing and certification, both within and outside
PDO
- Maintenance, retrieval, and uploading of material Mill Test
Certificates (MTCs) to Doctor-Loader system (MTC database).
- Providing end users with access to Doctor-Loader system in order to
retrieve MTCs
- Ensuring that deployed QC staff verifying the incoming surplus
materials in PDO warehouses are provided with relevant
specification/ standards to confirm that the materials are fit for
purpose and therefore can be deployed in future projects
- Issue quality alerts on potential quality issues.
Materials Integrity Responsible for:
(UEOC)
- Approving testing laboratories
- Approving deviations from standards
- Providing the guidelines for conformity testing of surplus materials.
Contractor Responsible for:
Warehouse Staff - Ensuring that PDO owned materials at its yards are properly
identified, labelled, adequately preserved and stored and material
records are update and relevant.
- Arranging/coordinating material returns to PDO as per the company
procedure and/or relevant contracts.
- Carrying out surplus reconciliation exercise at its yards, obtain PDO
sign-off.
- Produce quarterly reports of materials considered surplus by
contractor for CH review.
Material Master Responsible for screening requests for new material master coding and
Data Maintainer arrange SAP coding for non coded materials
Investment recovery Responsible for sale/disposing off unwanted materials following the
section approval of write-off (where required) as detailed in Section 4.5 herein.
PDO Logistics Responsible for:

- Responsible for receiving material with MTCs from contractor,
checking material condition, verifying quantities, update SAP
records and storing of materials.
- Responsible for receiving materials categorised as ‘scrap’, verifying
quantities and arrange offloading and storage of the same at
relevant auction yards.
- General material preservation as well as calling off of specialised
companies to do specialised preservation activities in coordination
with the respective material CFDHs.
- Developing/updating surplus management assurance plan for
materials at Logistics sites
Stock Checkers Responsible for overall stock checking and reconciliation process
Finance Focal Point Responsible for making manual debit/credit procurement cost transfers
(FFP) for materials transferred between projects in coordination with the
relevant project engineers.
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4 Practices to be followed
The amount of surplus materials generated from PDO operations is perceived to be high and
therefore must be controlled. It is therefore recommended to limit the amount of surplus
materials left behind after project completion to ca 5% of the total material/procurement capex.
CHs are expected to closely monitor inventory levels, track procurement activities, continuously
work to identify and transfer surplus inventories during various stages of the project so that to
ensure the 5% guide is not breached by the end of the project.
4.1 Surplus Reconciliation and Return
4.1.1 General
As a general practise, the contractor shall produce quarterly reports of materials considered as
surplus in their storage facilities and forward to CH review. CH shall review the same and decide
whether to keep the material where is, move to another project or return to PDO.
Within two months of project substantial completion (during the commissioning and initial operate
phase) or cancellation, the contractor shall prepare the final material reconciliation statement of all
PDO owned surplus materials (both PDO supplied and contractors procured) using PDO’s
standard template (see Appendix 2 attached herein). Contractor shall consult relevant PDO staff
to review and sign-off the Material Reconciliation Statement (MRS) prior to arranging material
transfer to relevant site.
4.1.2 Material verification and usability:

As part of the material reconciliation statement sign-off process, both the contractor and PDO staff
representative shall first carry out a thorough verification of materials to be returned, both in terms
of quantities and physical condition / positive identification prior to items being moved to PDO
store. This shall be followed by categorization of materials into 3 types:
1. Items which could be immediately used on another approved project or the items which can
be transferred to general stock. Items under this category will be transferred to the next
approved project or to stock respectively, at the original procurement cost. The original
project will get a credit and the receiving project/stock account will get corresponding debit.
2. Items with positive identification and intended for possible future use and MTCs are available
(MTC shall be traceable to heat number) which can be sent to surplus yard. No credit is given.
3. Items with no MTCs, obsolete specification, damaged, unusable in PDO projects/operation or
those under the heading below ‘norms for scrapping’. Material under this category will be
transported directly from contractor’s yard to PDO auction yard for auctioning/sale.
4. Norms of scrapping materials:
In order to ensure orderly scrapping of PDO materials, the following criteria can be used,
among others, as the basis for scrapping any materials:
• Pipes / Plates
Material without marking (specification/ grade/ class)
Material with pitting, damages or corrosion.
For Pipe up to 6” dia - length below 500 mm.
For Pipe above 6” dia - length below 300 mm.
Plates size below 300 mm x 300 mm (all thickness)
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• Electrical items
Cables without marking / Identification information
Small length below 5 meter or so.
Scrape boxes, wooden drums,
Corroded / Damaged fuses.
Old/damaged Fittings & Fixtures.
• Instrumentation items
Cables without marking / Identification information
Small length up to 5 meters.
Corroded/ Damaged gauges & meters.
• Damaged items
These items should first be checked for rectification / correction for potential use, if
possible. If not, then they can be scrapped.
4.1.3 Materials SAP Coding:

Any surplus materials planned for return to PDO warehouse shall first require a SAP number
allocated. Contractor shall prepare the standard coding request form and forward to PDO Data
Management (FPP2) to arrange coding.
4.1.4 Material Test Certificates (MTC)

All PDO returned surplus materials shall have the soft copies MTCs provided along with the
materials for loading into MTC repository system called ‘Doctor Loader’. Where, MTC details are
already available in the ‘Doctor Loader’ system, this shall be specified in the MRS giving the
reference number for PDO verification.
Doctor system acts as a reference and repository system of all material technical data for all future
surplus material users should they need to check relevant technical information.
4.1.5 Returning surplus materials to PDO Logistics

As a preparation for returning materials to PDO, following successful completion of the
reconciliation process, the Contractor shall prepare separate Field Consignment Note (FCN)
documents for ‘keep’ and ‘scrap’ materials and attach a copy of the Material Reconciliation
Statement. Contractor shall ensure that materials proposed for return to warehouse for storage,
specifically those identified as ‘keep’, shall be in good and usable conditions, SAP coded, having
MTC where applicable, and are properly marked with both the material description and SAP
numbers.
Once the materials are ready for transporting back to PDO, the contractor shall inform PDO head
of warehouse to agree the date for return and then shall arrange transportation or call-off the
transport service as per the contractual agreement with PDO.
4.1.6 Material Receipt at PDO Logistics

Material arriving from contractors shall be offloaded at relevant PDO storage facility i.e. surplus
store or scrap yard, verified against the MRS and the FCN signed-off as per the standard logistics
material return process.
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4.1.7 Updating of SAP system and Doctor Loader

After the ‘keep’ materials have been physically checked and reconciled against the MRS, SAP
system should be updated accordingly and relevant copies of MTCs passed on to the EQA team
staff to upload into Doctor Loader.
4.2 Storage of Surplus Materials

It is the responsibility of PDO Logistics team to receive, verify and store returned surplus materials
in a safe manner and in the right location. All contractors’ returned materials should be properly
packaged and labeled by the contractor prior to their returns in accordance with PR-1858
Procedure for Material Handling, Storage and Preservation.
4.3 Surplus material Preservation

Surplus materials preservation shall be done in accordance with procedure PR-1858 / GU-707
Specification for Material Handling, Storage and Preservation. Surplus materials in the Warehouse
shall be monitored regularly for deterioration and damages and proper action taken by the
Warehouse staff.
4.4 Periodic Inventory Review

FPP team shall carry out periodic surplus inventory reviews as follows:
o Material aging – to identify un-used surplus materials which are over 4 years.
o Surplus Returns – To establish the levels/trends of surplus returns with the aim of
minimizing the returns.
o Surplus Utilization Report– To determine surplus utilization levels using SAP report:
ZBR_MB51.
4.5 Inventory check, Write off and Disposal

All surplus materials shall undergo regular material check based on stock check plan. This activity
shall be performed by PDO Stock Checkers under existing stock check process and reconciliation.
All surplus project materials write-off proposals will be endorsed by FD after approval from FPM
and reviewed by FCN. Sales proceeds generated from the write off of surplus project materials
will be presented to the Board Finance Committee as per existing practice.
Disposal of any written-off or scrapped surplus materials shall be done according to procedure PR-
1311 Disposal of Obsolete Stock, Fixed and Moveable Assets Procedure.
4.6 Issue of surplus materials to end user

Issue of surplus materials to end user shall follow the standard issue to customer processes and
procedures. See also approved deviation process (Appendix 3) where blanket approval is given to
use materials without MTCs.
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5 Material Reconciliation and Transfer Matrix
Responsibility
Quality Mgmt - UEQ

A - Accountable
S – Support Role
Contract Holder
MM Maintainer
PDO Logistics
N/A – Not Applicable
Contractor
Step # Task Description
Account for all surplus materials, prepare a
1 Material Reconciliation Statement (MRS) and S A N/A N/A N/A
seek PDO approval to move materials to PDO
Carry out physical material verification against the
2 MRS, decide whether to ‘keep’ or ‘scrap’ the A S N/A N/A N/A
material and sign-off the MRS
Prepare coding requests for ‘keep’ materials and
3 S A N/A S N/A
forward to MM Maintainer for coding.
Pack/label materials and keep ready for dispatch.
4 Mobilise transport of materials to PDO Logistics S A N/A N/A S
sites as per the contractual requirements
Receive materials verify details against the MRS.
5 N/A S N/A S A
Sign-off the Field Consignment Note (FCN)
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6 Application & Step-Out Approval
6.1 Application
This Code of Practice is applicable to all project surplus management related activities and
processes, both under the responsibilities of PDO and contractors.
6.2 Step-out and Approval

Any proposals to deviate from this Code of Practice for whatever reason must be submitted to
FPM for formal approval to do so. Any such approvals shall be recorded and held by the
requesting party and produced upon demand from the competent authority within PDO.
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Appendix 1
Appendix 1: Chart 1 Material Reconciliation for Major and EMC/ODC jobs
Contractor Contractor
Contract Holder Comments
Warehouse QA-QC
Within two months of project substantial completion

(during the commissioning and initial operate phase)
or cancellation
1 – Assign liability for missing /

damaged qty
Conduct material
Prepare Final reconciliation 2 - Identify items to keep at
integrity/Quantity
statement of contractor & Contractor yard and items to be
verification at
PDO supplied stock returned to PDO
contractor yard
3 - Verify & Sign-off
reconciliation statement
Is contractor
No
liable?
Segregate material/list
Yes
Refer the matter to

Keep or return to CH
PDO?
Return
Keep
Transfer material to new

project/Update new project Return to PDO
data sheet. Update SAP Go to Chart 2
where relevant
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Appendix 1 cont’d
Appendix 1: Chart 2 (contd): Material Reconciliation for Major and EMC/ODC jobs)
Contractor Data Mgmt Team

Contractor QA/QC PDO Logistics Contract Holder PDO QA/QC
Warehouse FPP2
Chart 2
Return materials to PDO
SAP Coded? Store

MTC available? No
Yes
Is it required?
No
Store or Scrap No
Yes
Provide material
Yes
specification to Data
Arrange Coding
Management for
coding
Scrap Flag as Scrap
Update Reconciliation
Sheet ‘comment’ field Sign off Final Material
and get PDO final sign Reconciliation Sheet
off
Label, pack and prepare

to return to PDO
Verify material
against
reconciliation
Ask PDO or Arrange statement
transport as per the
contract
Scrap: Receive
& inform Store: Receive
Transfer material to PDO Upload MTC into
investment & Update SAP
warehouse ‘Doctor’ System
recovery team records
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Appendix 2
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Appendix 3
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Appendix 4
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Version 2.

Petroleum Development Oman L.L.C.

Document Type Code Of Practice

Discipline Finance (C&P)

Issue Date September 2013

Document Security Classification Definitions

This page was intentionally left blank

Authorised For Issue: August, 2013

This is the first version of this document.

Version No. Date Author Reviewer Scope / Remarks

iii Structure of this Document

Business Control Description Document ID

Code of Practice Surplus Management (this document) CP-196

Specification for Quality Assurance Requirements for Product

Materials Receipt Storage Issue & Despatch Procedure PR-1279

Manage Material Returns (Stock) GU-522

Process Flow Material Reconciliation & Surplus Handover Process Appendix 1

Template Material Reconciliation Statement Template Appendix 2

Document Use of Surplus Materials Appendix 3

Document Surplus Materials Management Key Controls Appendix 4

i Document Authorisation ........................................................................................................... 3

1.3 Target Audience

2 Scope & Objectives

2.3 Fundamentals for this Code of Practice

2.4 Review and Improvement

3 Roles & Responsibilities

Project / Asset Responsible for:

Quality Responsible for all quality related issues including:

PDO Logistics Responsible for:

4.1 Surplus Reconciliation and Return

4.1.2 Material verification and usability:

4.1.3 Materials SAP Coding:

4.1.4 Material Test Certificates (MTC)

4.1.5 Returning surplus materials to PDO Logistics

4.1.6 Material Receipt at PDO Logistics

4.1.7 Updating of SAP system and Doctor Loader

4.2 Storage of Surplus Materials

4.3 Surplus material Preservation

4.4 Periodic Inventory Review

4.5 Inventory check, Write off and Disposal

4.6 Issue of surplus materials to end user

5 Material Reconciliation and Transfer Matrix

Quality Mgmt - UEQ

6 Application & Step-Out Approval

6.2 Step-out and Approval

Within two months of project substantial completion

1 – Assign liability for missing /

Refer the matter to

Transfer material to new

Contractor Data Mgmt Team

SAP Coded? Store

Label, pack and prepare

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