property pass request

7/28/2019 Property Pass Request

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TSHIPAdvancing Health in Bauchi & Sokoto

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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

property pass request

Documents