ANNUAL REPORT - The Petroleum Institute

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The Petroleum Institute | Annual Report - Academic Year 2011 - 2012 Supply Chain Department Ms. Hala Al Suwaidi, Manager I. Introduction Until recently, there was no Supply Chain Department (SCD) at the PI. There were just two procurement employees who handled all the purchasing and supply requirements so that only the minor procurement tasks were handled by the PI itself; the bulk was dealt with at ADNOC HQs. A thorough study was made of the issues faced by users. This was followed by brainstorming and discussions to find the best solutions not only for the past issues but also to build a better framework for the future. We wanted a department that was wellplanned, organized and focused on goals that were achievable and that could enhance the quality of the supply chain services at the PI. The Supply chain time-line below illustrates the transformation that was initially planned. 134
A year of transformation, growth and success II. Department Vision and Mission Procurement and Contracts Policy can be read on the Supply Chain Intranet Site. As a part of the SCD transformation plan, a team-building exercise was conducted in the last quarter of 2011. The aim was to bond the members of the Supply Chain team together and to cultivate well-defined goals for the future of the department. As a result, we developed our Vision and Mission Statements: Vision Statement: Proactively supporting the PI mission through world-class Supply Chain services. Mission Statement: Committed to deliver Supply Chain services in an Optimal Time, Quality and Cost effective manner while upholding PI Interests and striving to exceed customer’s expectations. III. Highlights Of Academic Year 2011-2012 New Employees The biggest change was to enable the PI to handle all their procurement and contracts requirements independently. The new Supply Chain Department was formed in 03.05.2011. Mr. Hassan Farouk was seconded from ADCO as the Acting Manager, Supply Chain Department and further nurtured the supply chain team as shown below: IV. Current Initiatives Policy and Procedures Good organizations run on sturdy and proficient policies, so in order to complete the formation of the Procurement team, another milestone in our journey was accomplished – The Procurement Policy Manual (issued on 13.07.2011). The Contracts Unit was completely formed by October 2012 and both the Road Shows Following our organizational changes, it was crucial for our Users to understand how the new Supply Chain policies and procedures work. From February to May, 2012, road Shows were conducted with every department which also helped us understand and acknowledge the issues and problems faced by our Users. The exercise was included in the PCR (Performance Criteria Report) for Supply Chain Department. New Checklists, Forms and Templates To help Users, we have prepared and issued • Service Request Forms • Checklists for Service Requests • Service Order Templates Establishing Relationships with Local Universities Recently, the PI has been undergoing several changes to reinforce its image as one of the best universities in the region. Hence, initiatives like branding and so on have been implemented by management. The SCD has established good relationships with universities like the American University of Dubai, the American University of Sharjah, Khalifa University, and the Higher Colleges of Technology. This has been a significant development as it has helped us to compare and bench-mark the PI’s services. Accomplishing these relationships, we have also been able to obtain good references of other companies in the market who were not previously known to the PI. 135
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ANNUAL REPORT - The Petroleum Institute

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