Paperwork (Engineer)

Proper documentations promote accountability and traceability, especially in times of uncertainties and conflicts.

As an engineer, it is a good practice we document the work we have done on-designing, on-testing, on-site, and on-commissioning. Besides, we have other paperwork to do, such as claims, handover, user manuals, and more. Here, we explain the three main categories you may face;

1) Report

The different types of report are;

i) Test report - report on observation before and after the test, conditions used during the test, results of the test, and recommendations are usually present in this

ii) Service report - report on what has been done in a task given. This includes;

- stating the specifications before and after the service

- what has been improved and qualified after the service

- and recommendation to take

iii) Commissioning report - report on the processes taken and the quality of test results in compliance to recommended standards agreed with customers.

iv) Design-change report - when a design was changed on existing products, a report may have to be written to state

- the reason behind the change

- what actions are taken to validate the changes are safe

- and who are the involved personnel

- what is the revision number for this version of change

v) Task report - This explains what actions are carried out during a specific task. This often illustrates

- why the task was required

- how the task was done

- what resources are used

- who is involved

- when did you carry out the task

vi) handover report - This explains the list of items to be handed over from one entity to another with proper agreement and signature in place

2) Claims

i) Purchase and transport claim - when you pay first on behalf of the company to get things done faster or out of convenience, you will need to take time to make claims. These claims usually have to be done within a timeframe of at least two weeks to three months and are generally small transactions.

ii) Travel and lodging claim - when you travel, the company will provide an allowance for daily activities and lodging. You may either make an advance claim first, otherwise a claim after the trip.

3) Manuals

Manuals are written to state the instructions for operations and safety precautions related to it. This is written to provide clarity to assist in works like training, operating, and assembling.

4) Request

i) request for quotation (RFQ) - when you need to purchase expensive items, you will need to RFQ. This process may come with technical drawings, diagrams, and specifications to allow the vendor to understand your needs and provide a quote best suited to your needs; collecting three quotes is a standard practice.

ii) request to purchase - after you agree with the RFQ price, you will need to seek finance approval on the purchase, and a request form is required. This request form should specify;

- the purpose of this purchase

- what is to be purchased

- who authorised this purchase

- when do you need the items in by

- how do you wish to pay the vendor

Because our workload may be overwhelming, it is important you set aside time for these tasks during planning so you can better manage