property pass request
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WORK INSTRUCTION
PROPERTY PASS REQUEST PROCEDURES
1.0 1.1 The purpose of this document is to define the responsibilities, resources, and processes
required to complete and process a Request to bring property into or take out of any
Tship site.
PURPOSE
1.2 This work instruction covers Property Pass Request for all Tship sites.
2.0 2.1 The intended audience is all Tship project management and staff, and all other
interested parties.
SCOPE
3.0 PROPERTY: Any materials owned by Tship and/or used by Tship employees in the course of their
business activities, that is being carried by one or more individuals (vs. by a contracted vendor)into or out of any Tship compound.
TERMS AND DEFINITIONS
4.0 4.1 Attachment 1: F-AD-007, Property Pass Request Form
REFERENCE DOCUMENTS
4.2 Attachment 2: R-AD-007, Property Pass Request Form Flowchart
5.0 5.1 Ref: Attachment 1.
PROPERTY PASS REQUEST PROCESS
5.2 Note that 48 hours advance notice must be provided for all requests!
5.3 Complete the Property Pass Request Form (PPRF)
5.4 Submit completed Property Pass Request Form to the COP, acting COP, and your DCOP
or to your Approved Designated for his/her approval and signature.
5.4.1 Approved Designated include the TSHIP Program Team Leads.
5.4.2 The list of authorized PPRF approvers will be maintained and issued by the
DCOP-Admin’s office and will be updated as required to TSHIP staff and to
Sallyport.
5.4.3 If COP/DCOP/Designated disapproves, Requestor will be notified.
5.5 Print the approved hard copy to the Security Office.
5.5.1 You can also hand-carry the signed hard-copy document to the Security Office
and submit it to the Security Duty Officer there.
5.6 StaticGuard will review PPRF to completeness and against list of authorized PPRF
approvers. If approved , Static Guard will
5.6.1 Print a hard copy
5.6.2 Assign PPRF a unique tracking number
5.6.3 Sign across the tracking number (digital signature is optional, if that capability
exits)
5.6.4 Log the signed and numbered document into the PPRF Tracking Log
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5.6.5 Scan form into PDF
5.6.6 Email locked PDF into Requestor
5.6.7 Email or print and file for delivery to Gate Guards
5.7 Requestor will assure that (1) copy of approved, signed PPRF is attached to each
Significant item or carton being moved. PPRF will be checked and checked by GateGuards.
5.8 Material Handler will present tagged property to Gate Guards for movement into or out
Of the TSHIP site.
5.9 Gate Guards will check property serial numbers, identifying characteristics
as documented on PPRF, and unique tracking number against all paperwork presented.
There must at least one copy of the PPRF for each item of property being transported.
5.9.1 If there is any discrepancy between the property and the PPRF, Gate Guards
will hold the person and property at the gate and NOTIFY THEIR SHIFT
SUPERVISOR for consultancy and resolution.
5.9.2 If documentation and property match, transport is approved and the personand property enter to leave the site, as applicable.
5.9.3 If disapproved, Security will notify the original Requestor and the DCOP who
signed the PPRF and explain the circumstances.
5.10 Gate Guards will collect all PPRFs submitted with property entering or leaving the site
and will file for future Security data reconciliation with the PPRF Tracking Log and/or
inventory records.
6.0 RVISION HISTOR
Y
Version Date Author Reviewed By Approved By Summary of change
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Attachment 1
Property Pass Request Form Flowchart
Shift
supervisor
notify
8
14b
48-Hours Advance Notice Required to move Property – Less Than 48 Hours Will be Denied
R e q
u e s t o r
A p p r o v e
S t a t i c
G u a r d s
G a t e
G u a r d s
M a t e r n a l
H a n d l e r
Complete Property
pass request form
Submit to COP, DCOP or
authorized designate for
approval
Returned to
Requestor
Signed numbered PPRF
to Requestor to attach
to being moved
Requestor scans
and emails
Approve?
Security Office Approve?Reviews, assigns
unique tracking
number
Prints, signs across tracking
number (digital signature
o tional
File signed and
numbered copy and
lo in trackin file
Send copy of signed and
numbered document to
Gate Guards
Check property serial no.
identifying marks and
PPRF tracking no against
paper work presented
Approved?
Collected
PPRF are putfolder for later
data
reconciliation
Attached 1 copy of
approved PPFR to each
sgn. box
Present materials
being moved to Gate
GuardsMaterial is
movedEnd process
2
34
5 6
7 9
10a
11 12
1314
15
10b
14a
16
3b No
6b No
YES
NO
Shift Supervisor
notified
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Attachment 2