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    Materials Management Deptt.

    For internal Training Purpose

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    Procurement

    Contracts

    Warehouse Management

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    Proprietary

    Nomination

    Tendering

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    The Approval Note is the first and foremost requirement of all types of procurement,services and contracts

    Highlighting FeaturesTop Half of the approval note

    1.Subject2. Description

    2.1. Background2.2. Exact Requirement2.3. Approximate cost

    3. Budget Reference3.1. Budget Head3.2. Balance Available3.3. Proposed amount

    Bottom Half of Approval Note

    Raised by (Officer User Deptt.)

    Verified by (Manager User Deptt.)

    Forwarded by (Respective CM)

    Concurred by (Finance)

    Approved by (Plant Head)

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    Important

    All the approvals are based

    on the Delegation of

    Authority

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    1. File no. for every approval note

    2. Checking Material Code availability and detailed verification of approval.

    3. Preparation of new material Code

    4. Intimation to User Deptt. for PR, maintaining File

    5. Preparation for Vendor approval

    6. Request for Quotation

    7. Follow-up with vendors reg. submission of quotations

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    8. Opening of Tender

    9. Request for extension of tender opening date & update in SAP (ifrequired)

    10. Forwarding tenders for technical evaluation

    11. Follow-up with user deptt. reg. technical evaluation

    12. Follow-up with vendors for technical clarifications (if any)

    13. Preparation of Comparative statement

    14. Follow-up with Finance reg. submission of comparativestatement

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    15. Negotiation with bidders (wherever applicable)

    16. Approval for Purchase

    17. Preparation of Purchase Order

    18. Sending Purchase Order to vendors and copies to file

    19. Sending copy of Purchase Order to user deptt.

    20. Keep track of due date for delivery follow-up with vendors

    21. Collect all the documents e.g. Invoice, Challan, Test Certificates etc

    22. Keep track of payment mode follow-up with Finance deptt

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    23. In case of Import Procurements:-

    a) get confirmation on Commercial Terms from supplier

    b) Process for Letter of Credit (wherever applicable)

    c) Process for advance payment (wherever applicable)

    24. In case of contracts:-

    a) get committee approval (wherever applicable)

    b) Process for EMD submission and release (wherever applicable)

    c) Process for PBG submission and release (wherever applicable)

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    Purchase

    requisitionQuotation

    Purchase

    order

    RFQ

    Source

    of

    supply

    Vendor AVendor A

    Vendor BVendor B

    Vendor CVendor C

    Rejection

    letter

    Purchasing

    Master dataMaster data

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    Purchasing

    info record

    MaterialMaterial

    mastermasterrecdrecd

    VendorVendor

    master recdmaster recd

    Purchase order

    Header

    Items

    10 __________

    20 __________

    30 __________

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    Purch. req.

    ProcurementProcurement

    Determination of reqmtsPayment processing 1188

    Vendor selection33

    Source determination22

    PO processing44

    Purch. ord.

    10

    20

    30

    Goods receipt66

    Invoice verification77

    Invoice

    ??

    PO monitoring55

    Purchase

    order

    10

    20

    30

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    Material is received against Purchase order then

    Quantity is Checked

    Quality is Checked

    If the inspection result is ok then clear the GRN and makefinal GRN and send it to Stores and inform FI/AC.

    If not then initiate the return process

    If Material received is in excess then

    Prepare Excess Supply report.

    Return the excess supply / accept with user approval.

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    If Material received is in Short supply then

    Prepare Short Supply report.

    Intimate supplier.

    Goods Inspection

    Material specific parameters are checked.

    For non-standard item item is inspected by the userdepartment.

    Excess material is accepted in certain circumstances.

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    PLL / non-PLL

    Returnable / non-Returnable

    Inward / Outward

    Specific SOPs are followed for clearance of gate pass

    All the gate passes of non-returnable outward (PLL or, non-PLL) has to be approved by Plant Head

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    Goods Issue

    a) Material Requisition Form or Material Issue Request is sent to stores(through maintenance order / General).

    b) Stock is verified.c) If stock is sufficient then make Material Issue Note. Otherwise intimate

    user

    Physical Inventory or Inventory Verification

    Twice in a Year

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    Monthly Report

    Weekly review of Open Purchase Requisitions and open Purchase Orders

    Monthly review of pending goods delivery

    Monthly review of open Service orders / Contracts

    Monthly review of Inventory (high value & critical), Goods Receipt andGoods Issue

    Quarterly review of Critical Spares stock

    Half-yearly review of non-moving inventory

    Monthly review of Audit compliance

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    Monthly review of minimum level/maximum level inventory

    Monthly review of safety items stock, chemicals stock, cylinders stock.

    Quarterly review of self life materials

    Monthly review of returnable gate pass materials

    Monthly review of payments, clearance of urgent payments, customs

    duty etc.

    Monthly review of EMD, PBG clearances

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    S.N. Details of training in brief

    Day-1

    Briefing about procurement, contract and warehousing process.

    Providing Sample Files for review on basic process i.e Approval, DoA, Budget Reference, Indent Form, material Master

    Review at 4 PM

    Day-2

    Elaborate on procurement process - Tendering, proprieatary, nomination procurement

    Contracts procedure and documents

    Providing sample files for review in relation to above

    Review at 4 PM

    Day-3

    Warehousing process

    Material stock checking and reports

    Inventory verification

    Review at 4 PM

    Day-4

    Vendor communication, delivery of materials, follow-up systemSAP entry of following:-

    Service Entry , Material Issue

    Goods Receipt and inspection process

    Review at 4 PM

    Day-5

    SAP entry of material master, Request for quotation, MIS

    Service orders - one time, ARC, AMC etc.

    Material Gate Pass Entry/exit systemWritten Test on Training imparted during the last 5 days. Feedback.

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