EQUIPMENT VPR – Instructions to fill in VPR
The cells coloured in pale blue shall not be filled/changed by SELLER.
“Report”sheet
This sheet shall be filled in for every Progress Report submission.
- The header shall be filled in as follows:
| VPR No. | Report correlative number |
| REPORT DATE - YEAR | With four digits (2022, 2023, …) This field is required in the report to calculate progress |
| REPORT DATE - MONTH | Using the first three letters (JAN, FEB,…) This field is required in the report to calculate progress |
| SELLER NAME | SELLER’s company name as indicated in the ORDER |
| SELLER ADDRESS | SELLER’s workshop address |
| SELLER CONTACT PERSON | SELLER’s focal point for Expediting issues |
| PURCHASE ORDER No. | PO No. as indicated in the ORDER |
| PO DESCRIPTION | PO description as indicated in the ORDER |
| SELLER REFERENCE No. | SELLER internal purchase order number |
| PO COMMENCEMENT DATE | PO COMMENCEMENT DATE as stated in first PO page |
| INCOTERM / DELIVERY PLACE(S) | All INCOTERMS and delivery places for material DELIVERY as indicated in the PO |
| BUYER EXPEDITOR | BUYER’s Expeditor name |
- Each VPR shall include as attachments the documents marked in the Progress Report Check List.
| Present Progress Report is only considered as completed when sent together with the following documents (check the box as included) | Overall ORDER Execution SCHEDULE (including activities under SELLER’s scope for all stages, as Engineering, Procurement, Manufacturing and Delivery) | |
| SELLER Document Log downloaded from e-Gesdoc * “Pending Documents” shall include “Estimated Issue Date” * “Pending and Delayed Documents” shall include “Reason of the delay / Impact in any activity” | ||
| Unpriced Sub-orders placed within the reported period |
- Equipment Progress columns information:
- Equipment tag: shall include all the items with tag as shown in the PURCHASE ORDER.
- Manufacturer: actual manufacturer’s company name for referred tag.
- Manuf. place: actual manufacturing place for referred tag.
- CRITICAL DOCUMENTS submittal (%):
- SCH.: scheduled progress percentage as per Baseline SCHEDULE (“Schedule 0” sheet) for CRITICAL DOCUMENTS.
- ACT.: actual progress achieved at report cut-off date for CRITICAL DOCUMENTS.
- Start Date: start date for the activity for CRITICAL DOCUMENTS.
- Date 100%: forecasted / actual date for ending the activity for CRITICAL DOCUMENTS.
- All Docs %: actual progress of all documents applicable to each line.
- Sub-orders (%), Store Up (%) and Fabrication (%):
- SCH.: scheduled progress percentage as per Baseline SCHEDULE (“Schedule 0” sheet).
- ACT.: actual progress achieved at report cut-off date.
- Start Date: start date for the activity.
- Date 100%: forecasted / actual date for ending the activity.
- FINAL INSPECTION:
- Start Date: FINAL INSPECTION start date (updated at every report).
- Date 100%: forecasted date for FINAL INSPECTION (updated at every report).
- Delivery Date:
- PO: item DELIVERY DATE as shown on BUYER PO last supplement.
- Forecast: delivery date as per SELLER’s latest information.
“Concerns” sheet
This sheet shall be filled in for every Progress Report submission.
- Contents of the sheet: these are dedicated fields for each activity and shall be filled in with SELLER’s comments regarding the referred activity with concerns on the progress or actions needed to be taken by SELLER and/or by BUYER.
- If no comment is required as no concern arisen for one activity, complete columns “ISSUES THAT COULD AFFECT THE PO PROGRESS” as “Not applicable for the month of [….]” and refer the month of the report.
- Areas to be covered and filled in:
- Engineering and Documents.
- Materials Sub-ordering and Store Up.
- Fabrication.
- Inspection and Tests.
- Delivery.
- General Notes and other actions: only for concerns not covered on the above topics.
- Each Concern Area has following structure:
- ACTIVITIES: this column includes list of values dedicated per Concern Area to categorize the concern.
- All of them contain the option “Others” in case none of the values describe the concern or can be left blank.
- ISSUES THAT COULD AFFECT THE PO PROGRESS: text field for SELLER to describe the concern affecting the progress within Progress Report covered period.
- Once one issue is closed and considered not to cause impact anymore, it shall be removed. These are not meant to be chronological history of the ORDER, but actions to be taken at the soonest to avoid impacts.
“Pictures” sheet
This sheet shall be updated in every Progress Report submission.
- Include pictures of:
- Raw material received during the month covered by the current report.
- Manufacturing progress during the month covered by the current report.
- Provided the PURCHASE ORDER may have different plant locations or manufacturers, or include too many items that VPR file would became too heavy, SELLER can send pictures on a separate zip file for information, but it is appreciated to include in this sheet the following legend:
“PHOTOGRAPHIC REPORT FOR THE MONTH OF MMM SENT WITH ATTACHED FILE “File name””
“Sub-orders” sheet
This sheet shall be updated in every Progress Report submission.
- Columns information:
- Material or Component Description: reference list for equipment of the SUPPLY is included.
- This list is meant to be modified as needed, including required sub-orders and deleting the non-applicable ones.
- When more than one sub-order is launched for same type of materials, one dedicated line shall be included for each sub-order.
- Material description can be modified as needed.
- The list is just a reference for the SUPPLY.
- Weight Factor:
- Weighting percentage assigned to each sub-order.
- Sub-Order:
- Number shall be included as soon as available.
- The awarding date shall be shown since first Progress Report issuance as Planned Date by SELLER.
- After order awarding, this date shall be updated to the Actual Date (order awarding date).
- SELLER’S PROVIDER: with name and manufacturing location.
- Quantity of materials ordered for the PO: total quantity on SELLER’s sub-order dedicated to the BUYER PO. If SELLER’s sub-order is dedicated completely to the BUYER PO, the total quantity ordered to be included.
- Deliveries:
- Contractual Date: delivery date as per SELLER’s sub-order to SELLER’S PROVIDER.
- Incoterm / Delivery Place: as indicated in the sub-order.
- Reception Date at SELLER’S PROVIDER (Forecast / Actual): forecast and actual delivery dates from SELLER’S PROVIDER.
In case of partial deliveries, when the first delivery is already achieved, next forecasted one shall be included here or in Remarks column.
- Delivered Qty.: received quantity per sub-order.
- Delivered %: this is a coloured cell (not to be modified).
- Remarks: to be used to include comments, as required.
“Schedule 0” sheet
This sheet shall be filled in only with Progress Report first submission, to be used as the ORDER baseline.
- Only in the event of the ORDER has suffered changes, and these have been accepted by BUYER, through PO Supplement changing the DELIVERY DATE, the Baseline shall be changed and updated.
- How to fill this sheet in:
- For each activity (Engineering (CRITICAL DOCS.), Sub-order award, Store Up and Fabrication) cumulative progress achieved each month shall be introduced.
- Once percentage arrives to 100% this number shall be kept till the end of the ORDER (considered this is a cumulative progress).
- Find here an example on how to fill this in:
Project: Q-31108 - Tecnicas - Riyas Folder: Annexed documents of Annex F