Integrated Automotive Services Limited

Maintenance, Repair & Overhaul

Store Processes
Standard Operating Procedure

IASL/MRO/SOP/00X

Document Application

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Business Unit: IASL

Site: All
Contract: All
Department: All
Document Owner: Chief Operating Officer (COO), IASL

Revision Version Description Originator Reviser Reviewer Approver

Date
22-June- 1 Initial Development Baba-Cletus S Joshua O Sunday Ayodeji
23 Awoyemi Wright

Distribution Details
Date Name Department/Designation/Signature

Notes: The document owner is responsible for facilitating the review of this document and shall be reviewed at least every year
in order to ensure continual alignment with other IASLL policies/ procedures and relevance to IASLL’s operations, reviews can
also be triggered by changes.
This document is uncontrolled when printed, except the one in the Legal Unit (and that of posters). The latest version of this
document will be available on the IASLL Document Library, SharePoint. When amendments occur, the entire document and its
appendices will be reissued with a corresponding Document Library Revision Date. IASLL personnel have access through the
document library (SharePoint) so personnel are to dispose of previous version in their possession.
The information contained in this document produced by IASLL is solely for the use by IASL and IASL undertakes no duty to or
accepts any responsibility to any third party who may rely upon this document. All rights reserved. No section or element of
 MRO/
Library Ref:
SOP/00X
Store Processes SOP
Issue/
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Date:

this document may be removed from this document, reproduced, electronically stored, or transmitted in any form without the
written permission of IASL.

Table of Contents

Purpose................................................................................................................... 2
Scope 3
Policy Principles....................................................................................................... 3
Terms and Definitions............................................................................................. 5
References (Related Documents)............................................................................5
Roles and Responsibilities....................................................................................... 5
Store Officers.......................................................................................................... 5
Service Advisor........................................................................................................ 6
Workshop Manager................................................................................................. 6
Procedure................................................................................................................ 6
 Receive Procured items.................................................................6
Store Transfer Process.......................................................................................... 13
 Damaged Parts Renewal Process.................................................16
Training (Communication)..................................................................................... 21
Monitoring for Compliance.................................................................................... 21

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Purpose

Integrated Automotive Services Limited, in its drive to be the Leading Fully

Integrated Partner of Choice for Automotive Solutions in Africa will achieve its goals
and objectives by ensuring provision of reliable and sustainable automotive
solutions for our customers while delivering value to our stakeholders.

This procedure outlines the manner in which asset parts are properly maintained
and managed from point of requisition through storage and final issuance to be
fitted for use in Business assets.

This is to ensure that a safe, structured and systemic system of work has been
defined for all store operations under our control so that they are accomplished in a
legal, safe, environmentally acceptable and efficient way.

This procedure is used for all operations Under IASL Operational Control.

Scope
This procedure applies to all Store management tasks carried out at all IASL sites and
at any other sites on behalf of IASL.

Policy Principles

IASL Store shall be guided by the following principles.

 All spare parts collection must be done by Service Advisors, no technician

must approach the Store for whatever reason (unless otherwise authorized).
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 All spare parts request for the day must have been raised before attempting
to come to the store.
 Spare Parts will only be collected for trucks on the daily plan. An exception to
this will require the express approval of the Workshop Manager.
 Service Advisors shall only collect spares for trucks assigned to them by the
Workshop Manager.
 The Workshop Manager shall communicate its spare needs to the store along
with the truck number and responsible Service Advisors.
 Spare parts should be issued per SA, where the service advisor has more
than a team working with him, Spare parts collection should be limited to the
number of trucks being worked on by the team at a point in time.
 Bad parts should be exchanged for the new parts where possible, at the point
of collection. Where the damaged parts have not been removed from the
truck, bad parts should be collected from the SA before a new part can be
issued at the next requisition.
 Where the repair is for an In-transit Breakdown, a window of 72 hours will be
given for the return of the bad parts failure of which a new part will not be
issued.
 Parts issued during the day, which remain unused should be returned to the
store for safe keep at the request of the Service advisor.
 Spares that will no longer be required by the workshop must be returned to
the store for a reversal of the original issuance back into inventory
 Spares issued or on Assets within the workshop shall not be swapped to be
used on other assets other than the asset it was issued for, any exception to
this must be on record by the Store and authorized by the Workshop Manager
or his designate.

The store must arrange all spare parts request by Asset per SA and released upon
sign off by the SA for all collections.

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Tyre maintenance shall be managed in accordance with the life cycle approach to
material management and with the principles of economy and prudence while
minimizing any negative environmental impact.

All vehicles will be run with tyres in good condition always and there will be a
deliberate endeavor to ensure continuous improvement in the management and
maintenance of same. No IASL serviced vehicle will be operated with a tyre of
known safety deficiency.

Terms and Definitions

Damaged Part –These are parts that have been removed from an asset (truck),
they can be repairable or scrapped. Repairable parts are sent in for repairs to return
the part to meet OEM specifications.

SA – This refers to Service Advisor. He reports to the Workshop Manager.

Employees – Both Admin staff and Technicians of IASL.

Transfer Documents: These are documents that must be prepared and

accompany the store items being transferred. These documents include a waybill,
Parking List, Invoice etc.

Key Stakeholders – These refers to Customers, Clients, Contractors, Visitors,

Statutory and Regulatory bodies.

References (Related Documents)

 Daily Tyre Issuance Form
 Daily Repair Form
 Daily Tyre Damage form
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 Daily Tyre Regroove form

 Tyre Evaluation form
 Tyre Examination Form
 Incoming Truck Tyre Inspection Form
 On-Vehicle Tyre Register
 Technical Truck Tyre Data

Roles and Responsibilities

Store Officers
 Receive and record bad parts
 Issue store items
 Enter repaired damage parts into inventory
 Ensures maintenance works are in compliance with Manufacturers standards
or specifications.
 Ensures the store is well arranged and maintained in line with established
good housekeeping and 5s requirements.

Service Advisor
 Responsible for returning damaged spare parts to the store
 Ensuring repaired parts meet the required specification
 Ensures that parts requisition are documented in the existing ERP system.

Workshop Manager
 Approves all parts requisition before issuance is initiated.

Procedure
 Receive Procured items
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Process Code – Name PCT.01.05 – Receive Procured items

Process Objective To ensure that items supplied by vendors meet requested

specification
Process Owner Inventory Team Lead

Key Risk(s) Key Control(s)

Supplied items may not meet required The Inspection Team inspects the items with
specifications the specifications defined in the Purchase
Order before acceptance
Items that do not meet the required
specifications are rejected and returned to the
Vendor
The goods receipt process may be The system is configured to require a valid
compromised purchase order to receive goods
Standard reports are created for differences in
price and/or quantity between goods received
and goods ordered, and exceptions
investigated on a timely basis
Receipts are reviewed daily for completeness
and all unmatched items investigated and
resolved
All goods received are matched to an open
purchase order and exceptions
reviewed/queried. Unsubstantiated deliveries
are returned
Goods Received Note is issued to Vendor for A representative of the User Department
sub-optimal goods acknowledges receipt of the goods delivered
by the Vendor and signs off the Goods
Received Note issued to the Vendor

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Process Attributes

Transaction Frequency Number of persons involved

Ad-hoc 4+

Critical Success Factor(s) Key Performance Indicator(s)

1. Prompt inspection of the supplied items 1. Process turnaround time (hours)
by the Inspection team
2. Number of End User Complaints per
2. Prompt and accurate update of inventory annum (number per annum)
records
3. Number of defective items received per
3. Robust inventory management system annum (number per annum)
4. Secure storage with restricted access 4. Percentage of unresolved discrepancies
between physical and book stock records
5. Attention to detail
5. Customer Satisfaction Index (%)

Input(s) Output(s)
1. Purchase Order 1. Good Received Note (GRN)/ Job
Completion Form
2. Updated Inventory Register
3. Updated Fixed Asset Schedule

Process Summary

This process describes steps involved in inspecting, receiving and recording items supplied by
vendors in line with agreed terms

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Activities

Responsibility Task Step

Procurement Support 1. Issue Notice of 1.1. Receive confirmation of item

Officer Goods/Service delivery schedule (date and time)
Delivery from Vendor
1.2. Log on to the Procurement system to
update delivery details (date and
location)
Inspection Team 2. Inspect Item The day before delivery, the
system automatically notifies the
(The Inspection team relevant Inspection team of the
comprises: expected item’s delivery details
(including an attachment of the
 Inventory Team
approved Purchase Order for the
Lead/Requesting
item to be delivered)
Officer
 Representative of 2.1. Receive notification of item delivery
User Department from the Procurement Support
 Procurement Officer via email
Support Officer) On delivery date
2.2. Proceed to the designated delivery
point
2.3. Examine the item for consistency with
the item specifications defined in the
Purchase Order (for services,
ascertain completion of the agreed
service as defined in the vendor
contract)
2.4. If satisfactory, proceed to 3.1
2.5. Otherwise, reject item and return to
2.1
Store 3. Review and sign- 3.1. Obtain the Invoice/Delivery Note
Officer/Requesting off Vendors from the Vendor
Officer Invoice/Delivery
3.2. Review the Invoice/Delivery Note
Note
for consistency with items
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Responsibility Task Step

delivered and Purchase Order

3.3. If satisfactory, sign-off
Invoice/Delivery Note and proceed
to 4.1
3.4. Otherwise, indicate comments on
the Invoice/Delivery Note
Store 4. Issue Goods 4.1. Log on to the Procurement System
Officer/Requesting Receipt Note
4.2. Generate the Goods Receipt Note
Officer (GRN) or Job Completion Form and
update the GRN with the quantity
delivered/service provided
4.3. Forward the GRN to the Inspection
team for approval via the
Procurement system
For services, obtain the sign-off
(approval) of the Project sponsor
on the Job completion form and
issue the approved Job completion
form to the Vendor
Upon approval of the GRN, the
system automatically updates the
stock levels and routes the PO and
GRN to the finance unit
4.4. Issue a printed copy of the Goods
Receipt Note to the Vendor
4.5. Advise the Vendor to drop the
Invoice in the invoice collection box
at the Head Office
This is a central collection point of
all the Invoices issued to IASL by
Vendors. The relevant PO and GRN
numbers would be indicated on the
Invoice

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Responsibility Task Step

Treasury Officer 5. Perform Process – 5.1. Perform Process – FNC.03.01 –

FNC.03.01 – Make Payment
Make Payment
Fixed Asset Officer 6. Perform Process – 6.1. Perform Process – FNC.05.01 –
FNC.05.01 – Manage Fixed Assets
Manage Fixed
For Fixed Assets the Fixed Asset
Assets
Officer will be required to update
the Fixed Asset record on the
Finance System with details of
received item

Activities

Who is Whose Who has

initiating/ advice the final
doing this must be approval
Step Task Description activity? Job Aid sought? ?
Responsibil
Advice Approve
ity
Start
Make Store Request
1.1.1. Service Workshop Workshop
ERP
Advisor Manager Manager

Receive store request

1.1.2. Store Officer ERP

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Who is Whose Who has

initiating/ advice the final
doing this must be approval
activity? sought? ?
Step Task Description
Confirm part requested Job Aid
1.1.3. is available in store
If yes proceed to step
1.1.4 Store
Store Officer
Manager
If No reject request
and cancel store
request
Request for Bad part
1.1.4.
If bad part is not
Store Officer
supplied
Not in the register
Receive bad part
1.1.5. Store
Store Officer
Manager

Issue part on ERP/Post

1.1.6. Store
issuance on ERP Store Officer ERP
Manager

Release part to Service

1.1.7. Store Officer
advisor

End

Do a mail to explain why there is no bad part on the approval of line manager
Cycle time 10 minutes for store issuance

Input & Output

Process Input Process Output
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Store Request New spare issued

Bad Part

Key Risk & Controls

Key Risks Controls
Quality risks
Completeness risk
Time overrun risk

Performance Measure (KPI)

Performance Calculation Basis Measurem Target

Measure ent
Timeframe
Percentage of requisition
Fill rate Monthly 85%
number supplied in full
Total number of part
Service Rate requested/Total number of Monthly 80%
request fulfilled * 100

Forms & Reports

Document Type Description

Part Requisition
Part Assessment
Report

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Store Transfer Process

IASL Stores shall be guided by the following principles when going about the
transfer of store items from one IASL store to another.
 Items that have not been fully received into the ERP must not be transferred
to another store
 Only the Head of Operations/Chief Finance Officer shall give the final
approval that allows the transfer of store Items from one IASL store to
another.
 Conveyance of store items being transferred must either be with a company
vehicle or through an approved transport company
 The receiving IASL store shall acknowledge the receipt and confirm quantities
received within 48 hours of receiving such items
 Inter store transfer of Items between IASL stores shall only be approved
where the store items requested cannot be purchased locally at cheaper
prices

Transferred items shall be accompanied by official documents including a Waybill

and ERP Printout of the posted transfer shipment. Waybills shall be issued in
Triplicate copies; ERP Printout of the posted transfer shipment shall be issued in
Duplicate copies when transferring store items between IASL stores.

Activities

Who is Whose Who has

initiating/ advice the final
doing this must be approval
Step Task Description activity? Job Aid sought? ?
Responsibil
Advice Approve
ity
Start

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Who is Whose Who has

initiating/ advice the final
doing this must be approval
activity? sought? ?
Make request for inter- Store
Step
1.1.8. Task Description Job Aid
store items transfer manager ERP CFO
(Satellite)
Approve items for
1.1.9. inter-store transfer CFO ERP
based on availability
Gather items
1.1.10. requested and prepare
necessary Store
manager
documentation for
(Main)
transfer:
Items include Waybill
Transfer items Store
1.1.11. requested to satellite manager ERP
store (Main)
Ship Items to
1.1.12. Requesting Store Carrier Truck

Receive and confirm

1.1.13. Items (Physical
Verification)
If all items shipped are
confirmed, move to
step 1.1.7… if there is Store
a short fall in count, Manager
communicate with
main store via mail
and/or phone call, and
move to step 1.1.7 for
balance
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Who is Whose Who has

initiating/ advice the final
doing this must be approval
Step Task Description activity? Job Aid sought? ?
Confirm receipt of Store
1.1.14. items transferred manager ERP
(Satellite)
Post usage from Store
1.1.15. satellite store on ERP manager ERP
(Satellite)
End

Input & Output

Process Input Process Output

Transfer Request Completed goods transfer

Key Risk & Controls

Key Risks Controls

Quality risks
Completeness risk
Time overrun risk

Performance Measure (KPI)

Performance Calculation Basis Measurem Target

Measure ent
Timeframe

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Fulfilled transfer request/Total

Fill rate Monthly 100%
transfer request
Hours between time request
Cycle time made and time request Monthly 72hrs
confirmed (by satellite store

Forms & Reports

Document Type Description

Part Requisition
Part Assessment
Report

 Damaged Parts Renewal Process

This process manual outlines the manner in which the store will manage and
maintain damaged parts.

IASL Store shall be guided by the following principles.

 All damaged parts shall be returned to the store before a new one can be
issued

 Repairable damaged parts shall be accumulated and kept safe by the Store,
and periodically released to procurement for repairs

 Parts earmarked for repair must be repaired to the same state of the Original
Equipment Manufactured product, with the same expectations as a new part.

 All repaired parts must be returned and recaptured into inventory as

refurbished and priced in line with pricing policy for refurbished spare parts

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 ICR shall audit the repairable bad part store quarterly

The bad part store must be arranged neatly and a register kept showing entry and
exit of bad parts.

Spare Parts Specialist

The Spare Parts specialist is responsible for:

 Assessing spares for possible repairs

 Providing monthly report on spare repair

Ensuring quality control and quality assurance of spare parts repaired.

Activities

Who is Whose
Who has
initiating/ advice
Task Description the final
Step doing this Job Aid must be
approval?
activity? sought?
Responsibility Advice Approve
Start

Make Store Request

1.1.16. Workshop Workshop
Service Advisor ERP
Manager Manager

Arrive at store with bad

1.1.17. parts Head
Service Advisor
Inventory

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Who is Whose
Who has
initiating/ advice
the final
doing this must be
approval?
activity? sought?
Receive bad parts
Task Description
Step
1.1.18. Job Aid
Store Officer

Is bad part on the list of

1.1.19. repairable parts
Workshop
If no send to scrap store Store Officer
Mgr
If yes proceed to next step

Inspect part and determine

1.1.20. actual repair requirements Spare Part
and components Specialist

Is part repairable?
1.1.21.
If No send part to scrap
Spare Part Entry Client Fleet Workshop
store
Specialist Checklist Unit/Driver Manager
If Yes proceed to next step

Share the report with the

1.1.22. procurement unit for repair Spare Part Workshop
Fault List
cost estimates Specialist Manager

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Who is Whose
Who has
initiating/ advice
the final
doing this must be
Task Description approval?
Step activity? Job Aid sought?
Review report and decide if
1.1.23. repair is cost efficient

If No

Reject report and request

Email/
that part be scrapped
Procurement Computer Client
System
If Yes

Provide repair cost

estimates for the repair of
damaged parts inventory

Fund the repair of damaged

1.1.24. Finance Head
parts based on the advise Finance WIS
Manager Finance

Part
1.1.25. Repair the damaged part
Specialist/Vend
or
Deliver damaged part to
1.1.26. Store

Receive damage part into

1.1.27. Inventory
inventory Store Officer
Manager

End

Input & Output

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Process Input Process Output

Damage spare part Repaired spare part
Materials Spare part assessment report

Key Risk & Controls

Key Risks Controls
Quality risks
Completeness risk
Time overrun risk

Performance Measure (KPI)

Performance Calculation Basis Measurem Target
Measure ent
Timeframe
Percentage of Repair
Monthly 80%
to part failure

Forms & Reports

Document Type Description
Part Requisition
Part Assessment
Report

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Training (Communication)
All relevant personnel responsible for using this procedure shall be trained/notified
of this procedure.

Monitoring for Compliance

Implementation of this procedure shall be verified during IASL Management System
internal audit process.

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