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FREQUENTLY ASKED QUESTIONS:

LICENSING & REGISTRATION OF SUPPLIERS


A.

TRANSITION TO NEW SYSTEM IN JANUARY 2012

B.

LICENSING & REGISTRATION

C.

SRM REGISTRATION OF SUPPLIER SYSTEM

A. TRANSITION TO NEW SYSTEM IN JANUARY 2012

Transition to
New System
January 2012

1. Will the vendors status be affected in the new system if the vendor has an existing outstanding
payment?
2. Is there any traffic jam during login to the new system in January 2012?
3. Will the License/Registration number change?
4. Is there any preview for vendor to test on the new system?
5. Is SUS an upgraded system of eLaris.net? Will both systems be used come January 2012?
6. What are the tasks that vendors should perform this coming January 2012?
7. If renewal application has been approved, what should vendor do in January 2012?
8. If the license expires in December 2011, can the Vendor renew in January 2012?
9. Is the hands-on training session free?
10. How will the invitation and notification for hands-on training be made?
11. In case vendor did not receive any email on ID & password by January 2012, who can the
vendor contact?

B. LICENSING AND REGISTRATION


1.
2.
3.
4.
5.
6.
7.
8.
9.
Applications &
Renewals

10.
11.
12.
13.
14.
15.
16.
17.
18.
19.

Who can apply for a PETRONAS license?


How to Register with PETRONAS?
What is the Minimum Technical Requirements (MTR)?
After I have completed the online registration and submitted all the required documentations
inclusive of payment, how long will it takes for the approval process?
The company has submitted online renewal application but did not submit hardcopy
supporting documents before 10 working days. What happens to the application?
How does vendor know the status of the application submitted?
If the external bodies certificates have expired (e.g CIDB cert), can this be used to submit the
application?
Is there any hardcopy certificate & attachment sent to vendor?
Are supporting documents such as bank statements, MOF certificate required to be submitted
in the new system?
Is there a grace period for extension of scope?
What is the Bumiputera requirement for Berhad (Bhd) company?
Why PETRONAS reduce the requirement of 100% Bumiputera percentage?
For Joint Venture (JV) company, 1 licensed and the other 1 is non-licensed foreign company.
How about the requirement of Bumiputera?
No technical brochure required in the new system; how will PETRONAS know whether the
product/services supply is correct?
Is attachment for cheque signatories still required?
Is the pre-requisite for Lembaga Pelesenan Kenderaan Perdagangan (LPKP) still required?
Vendor is not informed on the suspension/blacklisted reason. Theres no opportunity to
communicate directly with PETRONAS.
A company has obtained Manufacturer status from MOF. Since the requirement for MOF has
been removed, how does PETRONAS differentiate between manufacturer and trader?
A company has submitted renewal application. However, the application is rejected due to

non-compliance to certain requirement. How to re-submit the renewal application if certain


documents are not ready e.g. delay in issuance of DOSH certificate?
20. If companys license/registration is cancelled, is there any notification to vendor?
21. For application submitted on 30 Sept 2011, is the certificate & attachment available as virtual?

SWEC

1.
2.
3.
4.
5.

What is SWEC?
What is strategic vs general SWEC?
Is there any limitation for registration of SWEC?
Can both licensed & registered company apply for strategic SWEC?
Can vendor submit application for another company with the same director/shareholder for the
same SWEC?
6. If 10 companies having same SWEC and director/shareholder, is there any conflict of interest?
7. How to apply SWEC which is frozen in the new system?

Fees and
Payments

1. How much is the processing fee for new and renewal of registration/license and the validity
period? How to pay?
2. Should the payment for processing fee be made before submission of application or vice
versa?
3. If the company has submitted renewal application but the supporting documents are not
complete, does the vendor need to pay the processing fee again?
4. How long is the duration of updating payment for license fee?
5. What proof of payment for processing fee will be required?
6. With the introduction of processing fee of RM100 per SWEC, what is PETRONAS
commitment to provide fair opportunity to companies to be invited for tenders?
7. Is there any processing fee on application to delete SWEC?
8. If company has 10 SWECs and during renewal wish to drop 5 SWECs and add 3 new
SWECs, how much is the processing fee?
9. If an application is rejected, will the processing fee be refunded?
10. If company has applied 10 SWEC and 2 SWEC out of total 10 SWEC are disapproved. Will
the processing fee relating to the disapproved SWEC be refunded?
11. How much is the processing fee if company apply for renewal for 10 SWEC and has 2
principals?

Validity and
Expiry

1. During renewal, a company can apply for extension of scope. Does company have to wait for
3 years i.e. in time of renewal to apply for extension of scope?
2. A company has renewed its registration and wish to upgrade the Registration to License. Will
the Registration still valid once the new License is approved? How much is the processing
fee?
3. Companys licence validity period is currently 2 years, when will it be extended to 3 years?
4. If license will expiry in July 2012, can a company apply for an extension of scope in January
2012?
5. If the duration of companys License/Registration is 3 years and a certificate from external
bodies (e.g. Kastam) expires within this period, will there be any issue?

Help &
Contact

1. Is there any hotline number to call for assistance?

C. SRM SUPPLIER RELATIONSHIP MANAGEMENT

SRM ROS &


SRM SUS

1.
2.
3.
4.
5.
6.

What is SRM?
What is ROS?
What is SUS?
What is the SRM compatible browser to access and process the application?
Can vendor use their own user ID to access the new system?
How does the other OPU/PSC know when the vendor updates their companys information e.g
companys fax no?
7. How does vendor know that they have made a mistake during application submission?
8. If the vendor submits online application and there are incomplete documents, how does the
system trigger this to vendor?

9. Are there any additional security features for cancellation of license/registration function?
10. Will system auto trigger on deadline for submission of Annual Audited Report (AAR)?
11. If during renewal, company also apply for additional scopes, is it possible to submit another
application for extension of scope?
12. During application for an extension of scope, system still triggers conflict of director, although
the director has resigned from previous company?.
13. A company has registration with MOF. When it applies for an extension of scope to MOF, the
existing certificate will be terminated and replaced by new certificate with additional scope. Is
PETRONAS exercising the same concept as MOF?
14. For the Special condition to submit the Annual Audited Report (AAR), does company need to
attach the whole set AAR?
15. Is there alternative method of notification to be sent to vendor other than email?
16. Will the reason of rejection be notified to vendor?
17. Can company update more than one bank account?
18. What is the maximum capacity of attachment?
19. In case of connection aborted at vendor side, will the data automatically save or lost?
20. Can the user ID role be elaborated further?
21. Why are there 3 emails required?
22. Why are there two fields of amount to be paid in payment screen?
23. For wrongly attached document during submission, will application be rejected?
24. If a company has arrangement with bank on payment directed to bank (as beneficiary due to
e.g. collateral/financing arrangement), how to go about it?
25. Any time frame from keying-in of information required to submission of the application?

TRANSITION TO NEW SYSTEM IN JANUARY 2012


1. Will the vendors status be affected in the new system if the vendor has an existing outstanding
payment?
Everything will remain the same as per the status in the current system.
2. Is there any traffic jam during login to the new system in January 2012?
The system can handle large volume of logins and does not expect traffic jam.
3. Will the License/Registration number change?
The License/Registration number will not change in the new system..
4. Is there any preview for vendor to test on the new system?
Vendors who wish to view the new system can go to Licensing and Registration Service Counter, Level 9,
PETRONAS Twin Tower (Tower 1), effective from 19 December 2011.
5. Is SUS an upgraded system of eLaris.net? Will both systems be used come January 2012?
SUS is a totally different system than e-Laris and come January 2012, SUS will replace e-Laris.
6. What are the tasks that vendors should perform this coming January 2012?
Once vendor has received the temporary user ID & password, vendor must activate the SUS account, verify
and update company information and profile.
7. If renewal application has been approved, what should vendor do in January 2012?
All renewal applications that have been approved before 31 Dec 2011 will be moved into SRM-SUS. Vendor
will need to perform the first time login and update companys information and profile, if necessary.
8. If the license expires in December 2011, can the Vendor renew in January 2012?
Yes, Vendor need to access SUS system for renewal of license effective from January 2012.
9. Is the hands-on training session free?
Yes, no fee will be charged.
10. How will the invitation and notification for hands-on training be made?
Invitation for handson training will be made via email to vendors who have registered for the hands-on
training during Vendor Engagement Sessions.
11. In case vendor did not receive any email on ID & password by Jan 2012, who can the vendor contact?
Vendor may contact iPerintis at 03-23313330.

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LICENSING AND REGISTRATION


1. Who can apply for a PETRONAS license?
Any company that meets the general requirements for PETRONAS License/Registration may apply for
PETRONAS license. In addition, the company must also comply with the requirement for the Standardized
Work and Equipment Categories (SWEC) applied and its Minimum Technical Requirement (MTR), if
applicable.
2. What is SWEC?
SWEC stands for Standardized Work and Equipment Categories. Each scope of work is identified by a SWEC
code. Please refer to PETRONAS corporate website at http://www.PETRONAS.com.my for detail explanation.
3. How much is the processing fee for new and renewal of registration/license and the validity period?
How to pay?
i)
The processing fee for new and renewal of registration/license depends on the number of SWEC
applied. The processing fee rate is RM100 per SWEC.
ii) Validity period for both new and renewal of registration/license is 3 years (i.e. for applications received
effective from 1 March 2011).
iii) Currently, there are 3 types of payment method i.e. cash payment at CIMB counter, Cheque Deposit
Machine (drop cheque) and CIMB BizChannel.
4. How to Register with PETRONAS?
Please refer to the ROS User Guide on PETRONAS corporate website at
http://www.PETRONAS.com.my. The basic steps for online registration are:
i)
ii)
iii)
iv)
v)
vi)

Click on Partnering Us at the footer of PETRONAS corporate website page


Then click on the Licensing and Registration button
Click on the Application Information link
Click on the ROS link
Complete the online registration form
Finally, click the submit button.

(You may also refer to How to Apply for PETRONAS License/Registration link.)
5. What is the Minimum Technical Requirements (MTR)?
Minimum Technical Requirement (MTR) is a set of requirement that a company need to comply when
applying for a particular SWEC, in addition to the general requirements for License/Registration and the
SWEC requirements.
6. What is strategic vs general SWEC?
Strategic SWEC relates to products or services which are highly complex, highly critical, requires high
investment and high business impact. General SWEC relates to products or services which are less complex,
less critical to the business and low investment.
7. Is there any limitation for registration of SWEC?
There is no limitation for registration of SWEC. However, applicants must make sure that they have complied
with the requirement of the SWEC and its Minimum Technical Requirement (MTR), if any before applying for a
particular SWEC. In addition, applicants need to pay processing fee at RM100 per SWEC applied.
8. After I have completed the online registration and submitted all the required documentations inclusive
of payment, how long will it takes for the approval process?
Depending on the SWEC category applied, 1 months for strategic SWEC or combination of strategic and
general SWEC and 3 weeks for general SWEC.
9. The company has submitted online renewal application but did not submit hardcopy supporting
documents before 10 working days. What happens to the application?
In the new system, applicant is required to scan and attach the supporting documents before submitting
application. Thus, the 10 working days does not apply for the SRM system.
10. Should the payment for processing fee be made before submission of application or vice versa?
Payment of processing fee must be made prior to submitting the application..

11. Is there any hotline number to call for assistance?


Currently, the hotline numbers are as follows:
i)
ii)

Licensing & Registration Section (LRS): 03-23313040 (Licensing & Registration matters)
iPerintis (System support) : 03- 23313330 (system/technical matters)

12. How does vendor know the status of the application submitted?
Once an application is approved, there will be email notification send to vendor. In SUS, vendor may refer to
display company status.
13. If the company has submitted renewal application but the supporting documents are not complete,
does the vendor need to pay the processing fee again?
Incomplete supporting documents will lead to rejection. Vendor need to re-submit the application and pay the
processing fee again because there is no refund for the processing fee once the application is rejected. It is
advisable that vendor perform self-checking of the application before submission to ensure the correctness,
completeness and genuineness of documents attached.
14. If the external bodies certificates have expired (e.g CIDB cert), can this be used to submit the
application?
No, all certificates must be valid upon submission.
15. Is there any hardcopy certificate & attachment sent to vendor?
No, a virtual certificate & attachment is available in SUS portal where vendor can view and print the certificate
& attachment from there.
16. Are supporting documents such as bank statements, MOF certificate required to be submitted in the
new system?
Bank statements and MOF certificate are no longer required to be submitted.
17. Is there a grace period for extension of scope?
There is no grace period. Company can submit application for extension of scope anytime provided that the
previous application has been approved/rejected.
18. Can both licensed & registered company apply for strategic SWEC?
Yes, it depends on the products or services the company is supplying/providing.
19. What is the Bumiputera requirement for Berhad (Bhd) company?
This is applicable for company who have earlier obtained license/registration for SWEC with minimum 51%
Bumiputera requirement. Based on scenarios in Panduan Am, flexibility for Bhd company or company wholly
owned by Bhd company can renew License/Registration if equity is less than 51% but not less than 35%.
20. For Joint Venture (JV) company, 1 licensed and the other 1 is non-licensed foreign company. How
about the requirement of Bumiputera?
1. If the JV Company is the same entity with the current licensed company, it should have met the
Bumiputera requirement for the existing SWEC.
2. If the JV company is different entity than the current licensed company, then, the JV company need to
apply for PETRONAS license and it should comply with the Bumiputera requirement for the respective
SWEC applied.
21. How long is the duration of updating payment for license fee?
Once the notification of payment for license fee is sent to vendor, vendor need to submit the bank draft to:
Licensing & Registration Service Counter,
Level 9, Tower 1, PETRONAS Twin Tower,
Kuala Lumpur City Centre (KLCC),
50088, Kuala Lumpur
(Att: Haliza binti Atan)
Or by post to:

Licensing & Registration Section,


Level 65, Tower 1, PETRONAS Twin Tower,
Kuala Lumpur City Centre (KLCC),
50088, Kuala Lumpur
(Att: Haliza binti Atan)
LRS will update payment in the system within 3 working days from receipt of payment.
22. Can vendor submit application for another company with the same director/shareholder for the same
SWEC?
No, there will be conflict of interest. This is only allowed if both companies apply for different SWEC.
23. No technical brochure required in the new system; how will PETRONAS know whether the
product/services supply is correct?
There is a requirement for the products/services to be supplied by Principal to be included in the agency
appointment letter and agency agreement. In addition, vendors may also be required to submit technical
brochures during tendering exercise.
24. Is attachment for cheque signatories still required?
Attachment for cheque signatories is no longer required.
25. What proof of payment for processing fee will be required?
Company is required to attach copy of the bank-in slip for either cash payment at CIMB counter and cheque
deposited or BizChannel tracking number.
26. With the introduction of processing fee of RM100 per SWEC, what is PETRONAS commitment to
provide fair opportunity to companies to be invited for tenders?
Compliance to the licensing & registration requirements will ensure companys application for
License/Registration is approved and companys name will be in PETRONAS bidders list. This gives them the
opportunity to be invited for tenders.
27. Is there any processing fee on application to delete SWEC?
No processing fee imposed for deletion of SWEC or even cancellation of License and Registration.
28. Is the pre-requisite for Lembaga Pelesenan Kenderaan Perdagangan (LPKP) still required?
Yes, depending on the SWEC requirement.
29. Vendor is not informed on the suspension/blacklisted reason. Theres no opportunity to communicate
directly with PETRONAS.
Reasons for suspension or blacklisting of company are communicated through official letter sent to affected
company. Any appeal via official letter by company will be responded accordingly.
30. A company has renewed its registration and wish to upgrade the Registration to License. Will the
Registration still valid once the new License is approved? How much is the processing fee?
Once PETRONAS approved the application for upgrading of Registration to License, a new license will be
issued and the previous registration becomes invalid. The processing fee is calculated based on the number
of SWEC applied during the application to upgrade (i.e. existing SWEC + additional SWEC (if any) deleted
SWEC (if any))*RM100 per SWEC.
31. During renewal, a company can apply for extension of scope. Does company have to wait for 3 years
i.e. in time of renewal to apply for extension of scope?
No. The company can apply for extension of scope any time during the license/registration validity period. (i.e.
by selecting the module Extension of Scope in SRM SUS).
32. If 10 companies having same SWEC and director/shareholder, is there any conflict of interest?
Yes.
33. Why PETRONAS reduce the requirement of 100% Bumiputera percentage?
The reduction is only at Board of Directors, Management and employee levels in recognition that when
running a business, company requires expertise comprising Bumiputera and non-Bumiputera.

34. If company has applied 10 SWEC and 2 SWEC out of total 10 SWEC are disapproved. Will the
processing fee relating to the disapproved SWEC be refunded?
No.
35. A company has obtained Manufacturer status from MOF. Since the requirement for MOF has been
removed, how does PETRONAS differentiate between manufacturer and trader?
Each SWEC has different mode of operation and requirements. If a company is capable to be a manufacturer,
it can apply as manufacturer for relevant SWEC. Licensing & Registration Section (LRS) will need to perform
technical assessment on the company before approving for manufacturer mode of operation. (Note: A
company which has obtained Manufacturer status from MOF may not necessarily be approved as
manufacturer mode of operation by PETRONAS).
36. How much is the processing fee if company apply for renewal for 10 SWEC and has 2 principals?
Renewal for 10 SWEC = RM100 x 10 = RM1000 regardless whether the mode of operation is Agent or
otherwise.
37. Companys licence validity period is currently 2 years, when will it be extended to 3 years?
The validity period of 3 years will be granted upon approval of its next renewal application.
38. How to apply SWEC which is frozen in the new system?
Vendors are not allowed to apply SWEC which are frozen. It is advisable for vendor to promote their product /
services to user and user to communicate with LRS for creation of new SWEC, if necessary.
39. If company has 10 SWECs and during renewal wish to drop 5 SWECs and add 3 new SWECs, how
much is the processing fee?
The total SWEC applied during renewal is 8 (10 less 5, plus 3) and the processing fee is RM800 (8 SWECs x
RM100 per SWEC).
40. If license will expiry in July 2012, can a company apply for an extension of scope in January 2012?
Yes, company has enough time to apply prior to next renewal due date since processing time for application
is 6 weeks for strategic category or combination of strategic and general SWEC and 3 weeks for general
category.
41. A company has submitted renewal application. However, the application is rejected due to noncompliance to certain requirement. How to re-submit the renewal application if certain documents are
not ready e.g. delay in issuance of DOSH certificate?
Application submission should be attached with valid documents in compliance to SWEC requirement. If this
case happens, company can attach document/letter from related external bodies and PETRONAS may
consider the application by imposing Special Condition to submit the valid documents by certain date.
42. If the duration of companys License/Registration is 3 years and a certificate from external bodies (e.g.
Kastam) expires within this period, will there be any issue?
No. PETRONAS will impose Special Condition for company to renew the certificate from external bodies
before the expiry date.
43. If an application is rejected, will the processing fee be refunded?
The processing fee will not be refunded. The new system is a self-guided system and company is alerted on
what documents to be submitted or what requirements to comply. Error message will be prompted if no
documents attached. Company is advised to submit valid documents to avoid rejection.
44. If companys license/registration is cancelled, is there any notification to vendor?
Application for cancellation of license/registration will be submitted by company with justification. Upon
approval by PETRONAS, email notification will be sent to company.
45. For application submitted on 30 Sept 2011, is the certificate & attachment available as virtual?
Vendor will receive hardcopy License/ Registration Certificate for applications submitted prior to 30 Sept 2011.
However, the virtual certificate & attachments will also be made available in SRM SUS in January 2012.

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SRM -REGISTRATION OF SUPPLIER SYSTEM


1. What is SRM?
SRM stands for Supplier Relationship Management which provides online collaboration between PETRONAS and
Vendors for all vendor-related processes, from licensing and registration to the Procure-to-Pay eProcurement processes.
For Licensing & Registration purpose, SRM has 2 main components, namely ROS (Registration of Supplier) and SUS
(Supplier Self-Service). ROS is for application of new License/registration and SUS is for application other than new
License/Registration.
2. What is ROS?
ROS stands for Registration of Suppliers that allows interested suppliers to apply for new License/Registration online.
The online registration portal is accessible from PETRONAS website. It is also includes online processing and approval
of License/Registration.

3. What is SUS?
SUS stands for Supplier Self Service that allows licensed/registered vendors to perform the following function:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.

Display Company Details


Display Company Status & Certificate
Display Application Status
Renewal of License/Registration
Change Mode of Operation
Change Principal
Extension of Scope
Upgrade from Registration to License
Update Company's Profile
Update Company's Information
Cancellation of Scope
Cancellation of License/Registration

4. What is the SRM compatible browser to access and process the application?
The compatible browser is Internet Explorer version 8.0 or Mozilla firefox version 3.6 and below.
5. Can vendor use their own user ID to access the new system?
i)
For new License/Registration application, vendor can use their own user ID and password to register as
new user using the SRM ROS system.
ii) For existing Licensed/Registered vendor, they can use their own user ID in the new system by performing
first time login using the temporary ID and password provided by PETRONAS, and then changed it to
their own user ID and password using the SRM SUS.
6. How does the other OPU/PSC know when the vendor updates their companys information e.g
companys fax no?
OPU/PSC has access to the companys biodata where they can view the companys latest information
updated.
7. How does vendor know that they have made a mistake during application submission?
Vendor will know that they have made a mistake when they cannot submit the application. System will prompt
an error message if there is any blank mandatory field or attachment, etc.
8. If the vendor submits online application and there are incomplete documents, how does the system
trigger this to vendor?
System will prompt error messages when there are incomplete documents attached.
9. Are there any additional security features for cancellation of license/registration function?
Currently, there is no additional security feature for cancellation of license/registration function. However,
during the application of cancellation of license/registration, LRS will verify and confirm with vendors
management before approval of cancellation. LRS will consider the requirement for additional security features
after system live date (i.e. during system enhancement phase.)

10. Will system auto trigger on deadline for submission of Annual Audited Report (AAR)?
Yes, there are auto e-mail notifications 3 months, 2 months and 1 month before the due date for submission of
AAR.
11. If during renewal, company also apply for additional scopes, is it possible to submit another
application for extension of scope?
Company cannot submit another application while the current application is being processed. Company can
only submit another application once the current application has been approved/rejected.
12. During application for an extension of scope, system still triggers conflict of director, although the
director has resigned from previous company?
System still triggers the conflict since the previous company has not updated the changes in companys profile
and therefore his/her name still appears as director in the previous company. PETRONAS will only update
changes upon official notification by the company.
13. A company has registration with MOF. When it applies for an extension of scope to MOF, the existing
certificate will be terminated and replaced by new certificate with additional scope. Is PETRONAS
exercising the same concept as MOF?
Yes. Attachments to virtual certificate will display all scopes (existing and additional) approved for the
company.
14. For the Special condition to submit the Annual Audited Report (AAR), does company need to attach the
whole set AAR?
Yes, the whole set of AAR is required. If the file exceeds 10 MB, company need to segregate into several files
before submitting online.
15. Is there alternative method of notification to be sent to vendor other than email?
No. In future, all communications will be via email and therefore company has to ensure the correct email
address being updated in the system.
16. Will the reason of rejection be notified to vendor?
Yes, reason for rejection of application or disapproval of SWEC will be notified to company via email.
17. Can company update more than one bank account?
Yes.
18. What is the maximum capacity of attachment?
10MB per file.
19. In case of connection aborted at vendor side, will the data automatically save or lost?
System will only maintain the saved data. Unsaved data will be lost.
20. Can the user ID role be elaborated further?
Vendor will receive only one temporary ID & password. However, vendor may create more than 1 user ID &
password for different roles.
21. Why are there 3 emails required?
3 emails are required for different purposes:
Email 1 LRS focal person
Email 2 eProc/P2P focal person
Email 3 Finance focal person
If the focal person is the same for the different purpose, it is advisable for company to create different email
addresses to avoid confusion.
22. Why are there two fields of amount to be paid in payment screen?
1 field is the amount calculated by the system. The other field is keyed in by vendor after actual payment into
PETRONAS CIMB bank account is made.

23. For wrongly attached document during submission, will application be rejected?
Yes, application will be rejected if document submitted does not comply with licensing & registration
requirements. However, vendor may re-submit the application and pay processing fee for the re-submitted
application
24. If a company has arrangement with bank on payment directed to bank (as beneficiary due to e.g.
collateral/financing arrangement), how to go about it?
Company may update the bank account details in SRM SUS to enable selection of bank for payment of invoice
to vendor.
25. Any time frame from keying-in of information required to submission of the application?
There is no specified time frame between keying in information and submission. Company can save the
application as draft and submit once completed.

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