A spare part from first request to requisition in weeks, not months
A routine spare such as a pump seal takes the same research, enquiries and approvals as a major tender. Velocity does the research, gathers demand across sites and gets real prices before the requisition is raised.
A national oil & gas producer with offshore assets
~4 weeks
from weeks to several months
from first request to purchase requisition
Pilot target
8 vendors
from 1–2
asked for a price on each item
Worked example
1
from 4
requisition for the same part across four sites
Worked example
14 documents
read to identify the exact part
Worked example
Pilot target: the success measure a pilot is held to. Worked example: from a walkthrough on representative data.
The problem
Before anyone can raise an indent — the site's formal request for material — an engineer at the site digs through drawings, datasheets, manuals and old purchase files to work out exactly which part is needed and roughly what it costs. That research is not recorded anywhere, so nobody sees how long it takes.
Gaps in the specification surface only at tender stage, and the purchase is delayed or re-tendered. Enquiries go to one or two vendors, often late, and estimates lean on purchase rates that are years old. Meanwhile the part is needed on a platform at sea.
What it costs today
- Site research before an indent
- 1 week to a few months, unrecorded
- Clarifications before a requisition
- up to 1–2 months
- Estimate against final award
- 49% below to 137% above
Process timings from the operator's own mapping; estimate variance from a government audit report (2025).
The solution: a team of specialist agents
Site
Identifies the exact part, the quantity needed and an approximate cost.
Engineering review
Gathers the same need across sites, runs price discovery and raises one requisition.
Central procurement
Secures Finance sign-off and drafts the tender terms.
Monitor
Tracks every requirement to tender and chases whoever is holding it.
How it works
One case, step by step, in the systems the team already uses. An illustrative case: names, times and figures are representative.
Day 1, 09:40
Site engineer
“The mechanical seal on the B water-injection booster pump is leaking. Shaft around 80 mm.”
Day 1, 09:46
Velocity · Drawings · Datasheets · SAP
Read 14 documents and found the pump. The seal was upgraded to a double seal in 2021 — one question on the barrier-fluid pot. Two matching seals, with last price and source.
Day 1, 10:05
Site engineer
“Selected the seal.”
Day 1, 11:30
Velocity · SAP · Email
Stock checked at three stores, sister platforms asked: 6 needed here. Approximate cost ₹53.10 lakh (about $60,000) from the last purchase rate, adjusted for inflation. Indent sent for sanction.
Day 2
Velocity · Email · SAP
Four other sites asked. 12 needed in total, net of their own stock — one requisition instead of four.
Day 8
Velocity · Email · Government procurement portal
5 of 8 vendors quoted, ₹8.60–9.10 lakh each (about $9,800–10,300). Recommends one tender for all 12.
Day 8
Engineering reviewer
“Create the requisition.”
Day 13
Velocity · SAP
Finance signed off. Tender terms drafted — bid value, delivery, bid security, evaluation rules — for the buyer to verify.
Before, and with Velocity
| Step | Before | With Velocity |
|---|---|---|
| Identifying the part | An engineer searches drawings and files by hand | Found from 14 documents, with sources shown |
| Quantity | Each site raises its own indent | Need gathered across sites, net of stock |
| Price | 1–2 vendors, rates years old | 8 vendors asked, real quotes in a week |
| Specification | Gaps found at tender | Checked against the last approved spec first |
| Follow-up | Nobody sees where it is stuck | Every requirement tracked to tender |
What stays with your people
Nothing is issued until the authorised approver signs off under the company's delegation-of-authority rules. A specification that differs from the last approved one goes to the site's technical owner. Vendor replies asking for internal information or bank changes are held.
Works inside
SAP (materials, maintenance, master data) · Government procurement portal · Email · Drawings & CAD · Datasheets & manuals
How a pilot runs
Sixteen weeks on one item category at one site, reported against the last twelve months of cases.
Questions
What does Velocity do for maintenance procurement?
A routine spare such as a pump seal takes the same research, enquiries and approvals as a major tender. Velocity does the research, gathers demand across sites and gets real prices before the requisition is raised. The work is split between specialist agents: Site — Identifies the exact part, the quantity needed and an approximate cost; Engineering review — Gathers the same need across sites, runs price discovery and raises one requisition; Central procurement — Secures Finance sign-off and drafts the tender terms; Monitor — Tracks every requirement to tender and chases whoever is holding it.
What results does it deliver?
~4 weeks (from weeks to several months) from first request to purchase requisition — pilot target; 8 vendors (from 1–2) asked for a price on each item — worked example; 1 (from 4) requisition for the same part across four sites — worked example; 14 documents read to identify the exact part — worked example. Every figure is labelled as measured in production, a pilot target, or a worked example on representative data.
Which systems does it work in?
SAP (materials, maintenance, master data), Government procurement portal, Email, Drawings & CAD, Datasheets & manuals. Velocity logs in with its own account and the permissions your IT team grants; there is no data migration or integration project.
What stays with your people?
Nothing is issued until the authorised approver signs off under the company's delegation-of-authority rules. A specification that differs from the last approved one goes to the site's technical owner. Vendor replies asking for internal information or bank changes are held.
How does a pilot run?
Sixteen weeks on one item category at one site, reported against the last twelve months of cases.
