Module 235- Inspectors (Rev 3).ppsx

INTERNAL TRAININGModule Number 235-AMIS Imperium- Inspectors

Rev 3 15/06/10Rev 3 15/06/101Inspectors

This module covers the creation of the inspector records.

We will look at how to create a new inspector how to search for them once created and all of the features that are applicable to the control of the inspectors within the system.

All inspector information is accessed form the main menu bar under inspectors.

2Inspectors Add new

The creation of inspectors is restricted to the manager level security, this is to ensure that only inspectors who have been through the correct recruitment process and capability assessment and who have a contact correctly issued get onto the system.

Click on add inspector from the menu bar.

The inspector record is split into different areas and well go through each one separately.

Lets start with the general details.

The Inspector ID is is a unique reference allocated by the system. You cannot change this.

The company name is a field to enter any company name by which the inspector trades by if he is a freelance inspector or one man limited company, you may also enter the name of an associate should this be relevant.

This is particularly useful when completing the invoice verification process. This is a required filed and if there is no company name applicable you should enter NONE or STAFF.

The Office should automatically default to your office as you should not be creating inspectors for other offices. This field determines which users have access to this inspectors detail. I.e. you will not be able to change records or see rates form inspectors that are not owned by your office.

++++++++++++++You now also have the ability to tell the system if the inspector you are entering belongs to an associate company, you should note that there are 2 types of associate those which can be directly contacted by any velosi office and those which are contracted only by one particular office. For example you may have a small associate working for you in another country which has just a few inspectors that work directly for your office and you occasionally give work out to them. The other velosi offices still give all their intercompany work to your office and you distribute it to the associate.

In most cases the associates that are available at group level are controlled by the group vendor inspection service director Ben Upton and he sorts the MOU and rates with the associate and hence you will not be required to change any of these inspector details.

For the small associates you are working with the ticking of this associate box also allows you to enter duplicate email addresses, this is because you may not have the individual emails of each inspector as they are not directly contracted by velosi. Hence you need to enter the email address of the coordinator of the associate. Then when any automatic emails are generated by the system they will be sent to the coordinator of that inspector at the associates office.

3

Inspectors Add new

Within the contacts section you will see the standard contact fields for First Name, Last Name, Address etc These fields can be updated at any time. Note that the inspectors mailing address should be entered here. If he has a second home, the second address should be entered under the Notes section below.

Inspectors phone/fax/mobile numbers should be entered with full dialling code in the respective boxes. These numbers will appear on each Assignment and status reports. Any alternative or temporary contact numbers for an Inspector again should be entered under the notes section.When an assignment is posted to an Inspector, your office should have the applicable window envelopes such that the Inspector Company name, address and name fall within the window, so as to avoid printing off labels for the envelope. Obviously, if the Inspectors address is incorrectly entered, the assignment package may not get to him.

Again the email is particularly important because this will be used by the alert system.

The Stamp number should be entered as a reference.

4

Inspectors Add new

Next lets look at the capabilities section, this is the area which captures the inspector competency details.

the first field is the inspector grade. This is a drop down which has several options.

The first option is - do not use you may ask if an inspector is graded as do not use ie he has been rejected for poor performance or some other reason why should he still be on the system, the reason for this is that it allows the history to be maintained.

This works in two ways, if this inspector has perhaps completed some assignments then the history of those assignments must be maintained so that you know who completed them else the name of the inspector would be blank.

In addition as coordinatros and managers change an inspector may accidently be re engaged without knowing that he was previously rejected.

------------------

The next option is retired, again the same principals regarding maintaining work history applies.

Prospective, is used for an inspector who is going through the approval process and has not yet completed all the parts of the recruitment procedure and hence should not yet be assigned work.

Unavailable is to indicate an inspector not going to be available for work on a long term basis, so that co-ordinators do not bother to contact him during this period. As he returns the availability can be changed accordingly.

Ignore office staff it is being removed.

-----------------------------

Then there are 4 grades to select form, these are determined by utilising several methods, such as the technical assessment during the recruitment process, but also as importantly by the ongoing field audits, feedback on reports, etc as detailed in Velosi administration procedures for vendor inspection.

You will note that as a grade is selected a help tip of the grade is displayed in the filed immediately below.

Grade 1 is the highest grade and identifies a good experienced inspector who needs little supervision, as you go down the grades the level of checking and supervision is increased. This gives coordinators a good indication of what level of work to expect and what level of input will be needed by them. This is particularly helpful if the coordinator is new or they have not used the inspector before.

In future it will also managers to start identifying which inspectors are not meeting the companies minimum standards and can then address this by removing inspectors that are not to be used, or highlight to the inspector in question what his grade is and what actions are required to improve. This can feed back into the audit process.

It may well be that managers will be able to use the information when negotiating an inspectors rates and perhaps be able to reward higher performing inspectors based on the information.

5Inspectors Add new

The second part of the capabilities section covers the actual approved disciplines for the inspector.

There is a general drop down covering the main categories. Ie mechanical, electrical etc.

This is then further detailed in the check boxes. As part of the recruitment process inspectors should be assessed for the competence, this is more fully defined within the vendor inspection procedure. Once the candidate assessment is complete the relevant tick boxes should be ticked to confirm that that inspector is able to carry out inspections on that type of equipment.

The AOCSAP number referred to the inspectors Aramco approval if he has one.

Enter his date of birth, this is for internal reference only and is no divulged outside the company.

The CV Doc allows the user to upload a copy of the inspectors CV. The format of the should be in WORD but needs to be in the new agreed standard velosi format. It has been discussed whether the copies of the certificates also should be uploaded however the system currently only allows one file to be attached.

It should be noted that these CVs are not embedded within the database but are loaded to the Group Server and linked to the record this saves space and refresh time for the inspectors records, the CV will only download if it is requested.

-----------------

To upload a CV first click on the browse button and navigate to the file you need and then when the file path and name is shown in the CV field click upload CV.

Once the CV is uploaded you will see that the path and name disappear form the filed and a new link is created labelled as download CV clicking on this link will open the word file. Once open you can do a save as and save it locally so that it can be submitted to clients etc.

Loading of CVs is restricted by the security to the owner of the record. Hence you cannot load cvs for another offices inspectors.

Should you wish to update the CV you simply browse to the updated version and click upload again and it will overwrite the previous one.

6

Inspectors Stats+++++++++++++++++

The statistics area is a summary of the jobs completed by that inspector. This keeps a live running total of every visit completed.

The Hours per visit field is a calculated filed that averages the inspectors hours over the total number of visits that he has completed. It is therefore a management tool in tracking which inspectors continually book higher hours than others. This gives the co-ordinator and instant figure and makes them aware that the may need to check the numbers of hours booked against the scope of the assignment. Any discrepancies can then be addresses with the inspector.

The figure shown is based on the actual hours on site and any overtime hours, it does not factor in any reporting or travel time.

The second figure assesses travel distance.

Then you can see the total number of assignments.The total of those that are still active.Any assignments which are allocated by the vendor not yet selected.The number of NCRs ever raised.And the number of reports.

The available statistics will be added to in future enhancements.

7Inspectors Add new

The next section is the rates, these are the contractual rate that are agreed with the inspector.

The Contract issued date is the date that the inspector was originally contacted to Velosi. Hence you are able to tell when the inspector joined velosi and you can tell if he is experienced in our systems and requirements.

The Rate agreed date is the date on which the current rates were agreed with the inspector. If the rates are renegotiated and changed then the date should also be changed, this gives an indication as to when the last pay review was carried out. The system does not store previous rates or any of the history of what they were these need to maintained in the companies HR department and personnel files.

The currency is the currency in which his rates are agree in. -------------------

The rate type field indicates which format his rates take, the majority of rate are per hour and all offices are encouraged to use this format. However some inspectors prefer to be paid on a per day basis.

Enter the rates for the inspector in the relevant fields leave the zeros in the fields that do not apply. Hence if you select day rate and enter the full agreed day rate in the day rate field leave the hourly rates a zero, if you blank them the system will not allow you to save the record.

Once you have entered the details you will note that there is a calculate button which will do the currency conversions and display the rate you just entered in your preferred currency. Obviously if the preferred currency and the rate currency is the same there is no conversion. When you next enter the inspector record you will not that this calculation will be done automatically and there is no need to recalculate it will use the updated conversion figures. If however you change the rates and want to show them, its necessary to press the button again.

8Inspectors Add new

There is a situation which has to be considered where the rates here are further complicated should the inspector be a staff man who is on a monthly salary.

Because the inspector is staff you wont have an hourly rate or day rate for the inspector, but you still need to add a figure into the rates section, what you need to do is do a backwards calculation as to the cost of the inspector per day.

So as an example say you have an inspector, you take his annual salary and costs / year, you then can assess his utilization which might be that he works 200 of the 220 working days in a year and you can estimate the average travel costs. From all this you can then estimate the cost of the inspector day. Obviously this is just a rough estimate. ----------------------

The reason for this estimated calculation is that this figure then becomes useful where you do an assignment budget calculation as you now know the approximate cost of the inspector.

The coordinator however has to be carful because in places where there is a lot of additional travel or flights involved, you have to be aware of these issues and you cant take the estimate as correct each time. Its just to be used as a a guide.What the system also does however is that it knows the inspector is a staff inspector and it will automatically check the Purchase Invoice box. This is because you will never receive an invoice form a staff inspector. Hence this ensures that the costs are not added to the WIP (work in progress) figures for the invoicing. Else you would end up with a lots of outstanding costs that are not real. The full explanation of the work in progress and invoicing parts of the system are further explained in other modules.

9Inspectors Add new

The final section is that for general notes. Its a free text field and you can add anything you think appropriate.

The system also displayed who created the record and the date it was created.

As previously discussed the system is based around record ownership for the security and hence for inspectors you can only amend or view inspectors that are owned by someone in your office.

Once all the data is entered then make sure you save the record else all the data will be lost.

++++++A new feature that has been added is the office access, this ha been specifically added for inspectors who are actually controlled but more than one velosi offices, for instance the inspectors in Germany and France are used and assigned by both velosi europe in reading and velosi PSC in Italy. This menu box lows the owner of the inspector to give access to the inspector details to another office. This is also the case for all the direct associates where any velosi office is able to send an assignment to that inspector.

10

Whilst creating the inspector record you may have notices 3 additional headers which are not active during the creation process, these are similar to the client rates section in that they are not activated until the record is created, it is necessary for you to enter all the inspector details and save the record to created it to make these extra sub forms available for data entry.

Therefore after you have saved the main data you need to make sure you complete the remaining information.

11Inspectors Add new

Part of the Velosi quality management system for vendor inspection and the operational control procedure requires that field staff are assessed and audited internally. The results of these audits should be managed on the system.

The audit is usually carried out on site while the inspector is completing an assignment and many elements are assessed form HSE to technical competence.

However desk based assessments can also be carried out.

Detail of how the audits should be completed the formats and checklists that are involved are not covered in this training module. Please refer to your operations manager and operational procedures for more information on these elements.

12

Once an inspector audit is completed the results are entered in the system

Start by clicking the add new audit and an overlay will appear

Enter the date of the audit.

The scope relates to the type of audit ie you might enter desk assessment, or field audit, or HSE only

The rating filed is completed with the number of Non conformances raised during the audit. Hence the higher the number the lower the audit rating. The optimum figure hat inspectors should be aiming for is zero NCRs.

There is a comments box for free text, such as a recommendations for additional training, close out of the NCRs, date of the next audit etc.

13Inspectors Add new

Next it is possible to enter the qualifications of inspectors into AMIS.

Unlike the previous versions each qualification is a separate entry and is no longer a memo free text field.

Hence each qualification has to be separately entered along with the details of its validity. This is because more clients are insistent on inspection qualifications being valid. And when we produce inspector matrixes' for tenders and clients, they know that we are properly tracking the qualifications and certificates.

14

Clicking the add new qualification will again bring up an overlay to enter the details.

The checked tick box refer to whether the qualification has actually been seen and its validity confirmed either as an original document or with the issuing authority.

15Inspectors Add new

The new AMIS also tracks the situation where a client has rejected a specific inspector. Hence when an inspector is rejected by a client details of the rejection should be entered against that particular inspector.

As you will note it is only possible to do this once for a client. Duplicates are not allowed.

It should be noted that currently it is still possible to raise an assignment for the inspector against that client however future versions will block this action.

coordinators should therefore be carful that assignment are not issued to inspectors for client where they are rejected.

16

To add a client simply click on the icon and enter the client name in the search box, then select the relevant client. When selected you should los type a comment as to the reason for the rejection as it may just be lack of necessary experience rather than poor performance, and then click save.17Inspectors Add new

+++The system has been enhanced to also allow the recording of both client approvals as well as client rejections.

To add a record click on the find button and once again search for the relevant client.

Then select if the category is approved or rejected. If its an approval you can also enter the data for the client reference number or approval code. and also the scope or category of the approval for instance it may relate to a particular material type. You still also have a free text box for the comments, for instance you may want to ad dteh date of the examination etc.

It is important to fill in all the relevant details as this information is used to create client approval matrices.

18Security Levels - Inspectors 4.0 Security Levels

Once the inspector is created it is possible to add a login for the inspector.

However this is not now within the creation process but they are treated as a user.

This security role sets the access rights for the inspector and limits them to reviewing only their own data and assignment etc. a full explanation of the inspector assess is given in module 231.

19Inspectors Search

Once inspectors are added to the system they can be searched for, for review or editing.

Select inspector search form the main tool bar.

The search table appears and searches work in the standard format.

Enter the require selection criteria and click search.

Remembering that the fields are AND biased. I.e. if you enter more that one field the results are returned only if the criteria is matched in all fields not either.

Leaving all the criteria blank will return all results, however the inspector database will be large and this may take a long time to download.

You should note that the security rights apply to the inspector records and you must have the correct level to edit inspector records and you may only do so for inspectors for which your office is the owner. In other words you cannot edit an inspector entered by another office at all.

The search display table show's the results of the search carried out and the relevant record can be edited and deleted as required.

Again it should be noted that deleting and inspector does not remove them form the system. They will be set as inactive as and records already on the system such as assignment are still linked to that record.

++++++

You also now have the ability to print an inspector matrix form the system. Click the print matrix button to create the report.

20

Inspectors Matrix

++++++

The inspector matrix generated will be in accordance with the filters used during the search hence if you leave all the filters blank you will get a full inspector matrix of every inspector in every country, this is useful for tenders etc.

You can also export this matrix as normal to excel or pdf etc,

21Inspectors History

Once and inspector has been assigned some work the system will allow you to track the history of that inspector.

After searching for the require inspector, Simply clicking on the inspector history button will display the details of all previous assignments.

22

Inspectors History

AMIS will display a list of all the assignments held on the system where the inspector was assigned a scope ID.

Each of the assignments can be opened to view the full details.

As an option you are able to Export the full list of assignments to a CSV filed which can be opened with Excel. This allows you to be able to export the data and then update the inspectors CV with all the history. 23Inspectors Approvals

Lets look at checking for client approvals of inspectors,

you will note there is now a new menu option on the main tool bar called inspector approval . Client on the link to open the approvals page.

24

Inspectors Approvals

++++++

Once the page opens you can filer by several options, you need to select the client that you wish to search for as a minimum. Clicking the find button open an overlay which also you to type the name of the client. Select the required client form the results.

You can then add any additional filters such as the discipline or velosi office. You can also further filter by country or status.

Clicking the search button will then return any inspectors that are approved by that client. 25

Inspectors Approvals

Once the results are displayed you have a couple of options.

Clicking on the print matrix will give you a matrix similar to the normal inspector matrix however this time it will have a couple of extra columns with the approval details.

Alternatively you are able to export the list to a CSV file which can be open and manipulated in excel. The exported results or printed report are based on any filters that you applied during the search.

26

Inspectors Holidays

++++

Another new function of the system is to allow you to track the inspectors holidays, whether the inspector is staff or whether he is a freelancer makes no difference. You should enter the inspectors holidays. This is for to reason, if they are staff you can use the system to track the amount of holiday used. But more importantly if you enter the inspectors holidays it will track the holidays against any entered that are made within the scheduling system. Hence if you try to enter a schedule visit whilst an inspector is on holiday then the system ill warn you that he is not available for that visit.

Once the data is entered you also have 2 options to extract that data, either per individual, by selecting the export within the personal record.

Or alternatively if you want all of the inspectors which are controlled by your office you can use the inspectro search facility and export all the holidays form the returned results.

27NextModule 236 Vendors

This is the end of this training module on AMISs inspector records, you may now go back and repeat any parts that you are not clear on.

Once you are happy that you understand all the elements explained, you can complete the further modules which address additional parts.

The next module in sequence is 236 Vendors.28