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ROGER Equipment Acceptance & Registration. Part of EPIC System (Electronic Procurement & Inventory Control) Linesman Ltd. 2006 Version 1.03. Use Pg Up and Pg Dn keys to move between slides. Equipment acceptance is a critical milestone.

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Roger equipment acceptance registration

ROGER Equipment Acceptance & Registration

Part of EPIC System

(Electronic Procurement & Inventory Control)

Linesman Ltd.

2006 Version 1.03

Use Pg Up and Pg Dn keys to move between slides

Equipment acceptance is a critical milestone
Equipment acceptance is a critical milestone

  • Provides the only chance to check all contract deliverables.

  • Triggers payment.

  • Triggers warranty.

  • Provides the only chance to implement the asset registration.

Equipment acceptance can be logistically complex
Equipment Acceptance can be logistically complex

  • Multiple sites

  • Multiple contracts

  • Multiple suppliers

  • Hundreds of individuals

  • Thousands of items

Roger acceptance documents
ROGER Acceptance Documents

  • EPIC uses standard documents called ROGER (Receipt Of Equipment and Electronic Registration) for equipment acceptance and asset registration.

  • ROGER acceptance documents are printed by EPIC before the start of acceptance.

  • No data entry is necessary as all required information is recorded in previous steps.

Objectives of roger
Objectives of ROGER

  • Check, monitor and record on site acceptance of:

    • Equipment

    • Installation & related services

    • Technical Manuals

    • Training

  • Facilitate Asset Registration.

What is asset registration
What is Asset Registration?

  • Asset registration is matching the supply information to the installed equipment.

  • Full asset registration can only be done at the time of equipment acceptance on site.

  • Each asset must be uniquely labeled and the number on the label must also be recorded in the inventory database.

No asset registration


  • Name of equipment

  • Equipment supplier

  • Equipment manufacturer

  • Respective agents of both

  • Warranty periods

  • Calibration requirements

  • Maintenance needs

  • Equipment location

  • Original asset value

  • Instruction manuals

  • Spares

  • etc, etc

Asset registration


  • Missing items located/replaced

  • Insurance claims effectively managed

  • Items delivered to correct location

  • All spares identified

  • Technical manuals received

  • Installation/commissioning effectively managed

  • Improved fiscal management

Equipment acceptance
Equipment Acceptance

Standardised Receipts, Protocols and Documentation

  • ROGER uses a unique double bar code label acceptance system.

  • The bar code with the tick is placed on the ROGER Acceptance Form for registration.

  • Asset label is placed on each item of equipment after acceptance.

  • Registration provides information relating to warranty, and fiscal matters.

Steps of roger acceptance procedure
Steps of ROGER Acceptance procedure:

  • Prepare Acceptance Documents.

  • Execute Acceptance on site.

  • Read the data from the Acceptance documents.

Step 1 prepare acceptance documents
Step 1: Prepare Acceptance Documents

  • No data entry is required.

  • All the information is already entered in EPIC in the preceding phases of procurement.

  • All printouts come at the click of a button.

  • ROGER printouts consists of several parts.

Step 2 execute acceptance on site
Step 2: Execute Acceptance on site

  • Only the following is required on site:

  • Preprinted ROGER Acceptance documents

  • Bar-coded labels

  • Pen

Types of acceptance
Types of Acceptance

  • There are two types of acceptance:

    • Inventory Items

    • Non-Inventory Items

Inventory items
Inventory Items

  • Valuable items that are necessary to track and maintain, such as computers, laboratory equipment, etc are masked as Inventory Items.

  • Separate acceptance sheet for each quantity on site is used.

  • Inventory Items are accepted with bar-coded labels.

  • If applicable the serial number of each item can be recorded.

  • Components of inventory items can also be labeled.

Labeling inventory item
Labeling Inventory Item

  • Peal a bar-coded label with the project logo.

  • Place it on the equipment

  • Note that any label from the roll can be used.

Recording the barcode number on the acceptance form
Recording the barcode number on the acceptance form

  • Peal the matching label with 

  • Place it on the acceptance document.

Acceptance of inventory items
Acceptance of Inventory Items

  • Now both the item and the acceptance form has labels with the same number.

Record further information
Record further information

  • If applicable, record the serial number.


  • Some items may come in more than one piece that requires labeling.

  • Label these components in a similar way.

  • Optionally, the description and the serial number for each component can also be recorded


  • Now the acceptance form can be signed as the proof of acceptance.

  • This completes acceptance of an inventory item.

  • All other inventory items are accepted in the same way.

Non inventory items
Non-Inventory Items

  • Low value items, consumables or items that are not necessary to track and maintain, such as glass ware, chemicals, etc are masked as Non-Inventory Items.

  • One acceptance sheet is used for the entire quantity to be accepted on site.

  • Non-Inventory Items are not labeled and serial numbers are not recorded.

Acceptance of non inventory items
Acceptance of Non-Inventory Items

  • Check and test the item.

  • Locate the item to be accepted and the appropriate acceptance page.

  • Count the total that is being accepted and record in the acceptance document.

  • Sign for the proof of acceptance.

Step 3 read the data from the acceptance documents
Step 3: Read the data from the Acceptance documents.

  • In the project office, read each page of the acceptance document.

  • A system barcode is printed on each page of the acceptance documents uniquely identifying the sheet.

  • Use the barcode reader attached to the PC to read the preprinted bar-coded first. This will tell the system which item is being processed.

  • Read the bar-coded label with the .

  • Recall that this number is identical to that of the label on the item.

  • Now the system will recognize this number as a key to the information stored for the item.

  • Other details recorded at this time are:

    • Serial number

    • Acceptance Date

    • Name of person who accepted

    • Location

    • Details of components

Acceptance of manuals
Acceptance of Manuals

  • Technical Manuals are accepted in two formats:

    • Hard Copy (Paper)

    • Soft Copy (PDF format on CD)

  • Separate acceptance forms are used for each.

  • Hard copy Technical Manuals are received with labels showing the item code.

Acceptance of training
Acceptance of Training

  • As training can be done at a later time or done centralized for all project sites, the training document for acceptance is separate.

  • Training acceptance document records:

    • The date

    • Location

    • Items covered

    • Subjects covered

    • Trainee Details

    • Trainer Details

  • This information is recorded in Human Resources Database (HRD).

  • For example if trained personnel on a complicated item leaves the site, the details in HRD will allow to find and contact other trained personnel on the item.

Acceptance certificates
Acceptance Certificates

  • An acceptance certificate is issued for each lab and deliverable completed.

  • When all the labs and deliverables in the contract are completed, the Final Acceptance Certificate is issued. This certificate is a critical milestone as it triggers payment and warranty.

What are advantages of roger
What are advantages of ROGER?

  • Acceptance on all sites are organized.

  • Contract deliverables are assessed properly.

  • Progress of acceptance monitored easily.

  • Asset registration is facilitated.

  • A reliable Inventory Database is built.

Contact details
Contact Details

Linesman Ltd.

Dr. Kevin Whitt



Tel: + 44 7860 568 101

Address: The Whitehouse, Burlington Road

Sherwood, Nottingham NG5 2GS