ADMN / P / 05

Notore Chemical Industries Ltd

Unit Name Rev. No.: 2

Admin and General Services Rev Date : 05/05/2015

Title : Vehicle Maintenance
Process Page : 1 of 6

1.0 OBJECTIVE: The purpose of for vehicle maintenance is aimed at ensuring that all Notore vehicles based in Portharcourt or at
outlier regions are properly and adequately maintained so as to ensure they are road worthy and are treated according to
company's policy with regards to usage.
2.0 SCOPE: a. Carry out vehicle inspection / receive request from field on vehicle repairs

b. Close out record on vehicle fault Log

3.0 RESPONSIBILITY & AUTHORITY: Head Admin & General Services is responsible for establishing, upkeeping and continous improvement of this process

4.0 PROCESS DEFINITION: SIPOC DIAGRAM

Process

Knowledge / Resources / Criteria / Method

Supplier Inputs Skills Technology Critical Activities for Control Output Customer Requirements
Provision of
Transport safe
Staf Request form, E- Good knowledge transport
requisition mails transport sytems Pool vehicles, Request Approvals services Staf Promptness
3rd Party
vehicle Vehicles, Buses, Good knowledge
provider Cars of routes Status Cars Approvals Inspection timeliness

Good knowledge Vehicle Hire Request

of vehicle types Agents categorization Company Policy safety

Basic work shop

Vehicle Good Knowledge tools and
Dispatcher inspection report of automobiles equipments Vehicle checks
Transport
officer
Good vehicle
management Good internet FAULTS RECORDING &
Fault Log report skills facility MAINT.PLANNING.

Good knowledge
of vehicle spares ESTIMATE AND
and Humann PURCHASE ORDER
Procurement Purchase Order management resources PROCESS

Vehicle VENDOR
Maintenance accessment and RECOMENDATION
Workshop repair Vehicles AND APPROVAL.

ADMN / P / 05

Unit Name Notore Chemical Industries Ltd Rev. No.: 2

Admin and General Services Rev Date : 05/05/2015

Title : Vehicle Maintenance Process
Page : 2 of 6

Process
Knowledge / Resources / Criteria / Method
Supplier Inputs Technology Critical Activities Output Customer Requirements
Skills for Control

VEHICLE GOOD WORKSHOP

INSPECTION KNOWLEDGE OF EQUIPT WITH INSPECTION FAULTS
DISPATCHER REPORT AUTOMOBILE FACILITY. VEHICLE CHECKS SCHEDULING. FINDING. STAFF REQUIRE

GOOD EASY ACCESS TO GOOD

TRANSPORT FAULTS LOG KNOWLEDGE OF INTERNET FAULTS RECORDING & WORKING TRAVEL
OFFICER REPORT. VEHICLE MGT. FACILITY. MAINT.PLANNING. MAINT.PLANNING. CONDITION AGENTS. ACCURACY

APPROVED
GOOD MAINT.REQUISITI MAINT.
KNOWLEDGE OF ON AND ESTIMATE AND ESTIMATE
PROCUREMEN PURCHASE AUTOMOBILE PURCHASE PURCHASE ORDER AND CONSULTAN
T ORDER OPERATION. ORDER. PROCESS APPROVALS APPROVAL. TS. TIMELINESS

PERSONNEL
WITH GOOD
GOOD EXPERIENCE IN VENDOR
MAINT ACCESSMENT/RE KNOWLEDGE OF AUTO RECOMENDATION PROMPT
W/SHOP. PAIR. VEHICLE MGT. ENGINEERING. AND APPROVAL. INVOICE REPAIR VENDORS. RESPONSE

5.0 INTERESTED PARTIES AND THEIR EXPECTATIONS:

INTERESTED INTERNAL/EXT
S/N PARTIES ERNAL NEEDS/EXPECTATIONS MONITORING/REVIEW
All Staf,
Contractors
Provide functional and efficient transportation for staf
and Process
1 Consultants Internal tracker

Vendors Prompt payment, Long term service agrement

Weekly departmental
2 External meeting

6.0 PROCESS MEASUREMENT MATRIX:

Measurement Review
Type
(Efficiency / Unit of Method of Record of Standard /
Serial No. Parameter Effectiveness) Measure Mesurement Measurement Frequency Target Responsibility Frequency Forum
1 Vehicle availability Efectiveness % Number of available Vehicle avaiability daily 75% Transport cordinator weekly Dept. Meeting
vehicles against total record
number of vehicles.

2 Adherence to Efectiveness % Planned vs Actual Vehicle Maintenance Monthly 90% Transport cordinator Monthly Dept. Meeting
planned vehicle maintenance carried out History Record
maintenance on vehicle at every
5000km (+/- 300km)
 ADMN / P / 05
Notore Chemical Industries Ltd
Unit Name Rev. No.: 0

Title : Vehicle Maintenance Process Rev Date : 24/12/2012

Page : 4 of 6
ACTIVIT
PROCESS FLOW CHART RESPONSIBILITY
Y No.

B C
A

No Is approval
given?

Is work
scope

same
No Yes
AA
as in

work
9 Secure
Yes funds for repairs Transport cordinator
order?
Yes

Fix fault BB
10 Approved workshop

Inspect repaired vehicle to

11 confirm repair and receive Transport officer
repaired vehicle

Inspect , confirm, repair

12 and receive repaired Transport cordinator
vehicle

13 Transport cordinator
Make payment to vendor

14 Record and close out job Transport cordinator

done on vehicle history
record on fault log
15 Forward record of repair to Transport cordinator
transport officer

16 Transport cordinator
Send vehicle back to user
Close out record on vehicle
17 Transport cordinator
fault Log

End

AE
 ADMN / P / 05
Notore Chemical Industries Ltd
Unit Name Rev. No.: 2

Admin and General Services Rev Date : 05/05/2015

Title : Vehicle Maintenance
Process
Page : 3 of 6

6.0 PROCESS FLOW CHART:

ACTIVIT
PROCESS FLOW CHART RESPONSIBILITY
Y No.

Start

Carry out vehicle inspection /

Vehicle Inspection receive request from field on Vehicle Maintenance
ADMN/S/15 vehicle repairs ; review risk
1 Checklist Transport officer
register ADMN/F/P-05/04

Document noticed / Fleet fault Log

2 Vehicle Fault Transport co-ordinator
reported faults
Reporting
ADMN/S/14

Raise a PRN
3 Contact Procurement Transport co-ordinator

4 Procurement
Procurement Process

Send vehicle to approved Transport co-ordinator/Field

5 workshop User

6 Diagnose and confirm faults Workshop

on vehicle

Is job scope Seek approval from

same as Transport Manager to carry
recorded fault? out the job
7 Transport co-ordinator

Is approval Transport co-ordinator

given?
8 Yes

Fix fault
No Workshop

B
A
9

ADMN / P / 05
Notore Chemical Industries Ltd
Unit Name Rev. No.: 2

Admin and General Services Title : Vehicle Maintenance Process Rev Date : 05/05/2015

Page : 4 of 6
ACTIVIT
PROCESS FLOW CHART RESPONSIBILITY
Y No.

B
A

Send
feedback to
10 user Transport co-ordinator

Yes Notify Transport co- C

Is it a field
vehicle? ordinator of the
11 completion of repairs
Yes Field User

No

Inspect , confirm, repair

and receive repaired
13 vehicle Transport co-ordinator

14 Vehicle Maintenance Transport co-ordinator

Record and close out job
done on vehicle history HistoryADMN/F/P-05/01
record on fault log ADMN/F/P-05/01

Close out record on vehicle

15 fault Log Transport co-ordinator

16 Send vehicle back to user Transport co-ordinator

17

End

C
 ADMN / P / 05
Notore Chemical Industries Ltd
Unit Name Rev. No.: 2
Admin & General Services
Rev Date : 05/05/2015
Title : Vehicle Maintenance Process
Page : 6 of 6

7.0 References:

S/N Document Document No.

1 Transport policy N/A

2 Vehicle Inspection ADMN//15

3 Vehicle fault reporting ADMN/P/14

4 Risk Register
5 SWOT Analysis

8.0 RECORDS:

S.NO. RECORD TITLE RECORD FILE NAME/ LOCATION MAINTAINED RETENTION

NO NO. BY PERIOD
(AT LEAST)
1 Fleet Fault Log ADMN/F/P-05/03 Fault Log Admin Office Onne Transport Officer 1 Yr.

2 Vehicle Maintenance History ADMN/F/P-05/01 Vehicle Maint. History Admin Office Onne Transport Officer 4yrs

3 Vehicle Maintenance Checklist ADMN/F/P-05/04 Vehicle Checklist file Admin Office Onne Transport Officer 1yr
Vehicle Availability
4 Vehicle Availability Record ADMN/F/P-05/05 Record Admin Office Onne Transport Officer 2yrs