ANNUAL REPORT - The Petroleum Institute

A year of transformation, growth and success
Weekly Update Report and On-Line
Monitoring Tool
Currently, we issue weekly status reports for
procurement. This has been an added value
for the users, in that it allows them to manage
their planning in good time.
Looking further ahead, we believed that it will
be an added value if the users could access
the status of their respective jobs anywhere
and at any time. After working on how to
meet this requirement, we have developed
an on-line tool that we anticipate will meet all
the status update requirements for contracts
unit, users and management which will further
enhance our goal of promoting efficiency and
reliability.
the major recent projects such as Oracle ERP,
Catering, branding, etc have been deployed
using this RFI method.
Establishing Vendor Management
As the PI is both a university and a research
center, our requirements are different from
other universities in terms of equipment, raw
materials, facilities and so on. This unique nature
of our requirements does not necessarily help
us in acquiring a good list of bidders/vendors
from the market. Hence, our new Commercial
Planning unit has produced clear guidelines
for pre-qualification requirements, vendor
registration and contacting multiple suppliers
within the region and internationally.
Advance Planning
As mentioned in our vision, we have been
able to update and educate the users on how
to plan and execute their procurement and
contractual requirements well in advance. This
has helped us to process all their needs in a
timely and well-organized fashion within our
proposed Service Level Agreement (SLA).
The finalized SLA will further assist us to avoid
delays and to gain a better quality for the
price.
RFI – Request for Information
One of the long standing issues at the PI has
been that most users have found it difficult
to prepare a comprehensive scope of work/
services. This is mainly because most users
are in the academic field and cannot be
expected to have expertise in the finer points
of procurement. Therefore, we initiated an RFI
by which contractors / consultants from the
market will only submit technical submissions.
After reviewing the submissions, the Users will
be able to consolidate the best value. Some of
V. MAJOR ACHEIVEMENTS
We are very proud to announce our
accomplishments of the new PI Supply Chain
Department:
1. Recruited 8 new candidates into the new
organization in addition to the existing
3 (including 2 UAE Nationals).
2. Cleared the old procurement backlog
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