Download - Presentation Mm Current

Transcript
Page 1: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 1/23

Materials Management Deptt.

For internal Training Purpose 

Page 2: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 2/23

Procurement

Contracts

Warehouse Management

Page 3: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 3/23

Proprietary

Nomination

Tendering

Page 4: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 4/23

Page 5: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 5/23

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)

Page 6: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 6/23

Important

All the approvals are based

on the Delegation of 

Authority

Page 7: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 7/23

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

Page 8: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 8/23

8. Opening of Tender

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

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

Page 9: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 9/23

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

Page 10: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 10/23

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)

Page 11: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 11/23

Page 12: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 12/23

Purchase

requisitionQuotation

Purchase

order 

RFQ

Source

of 

supply

Vendor AVendor A

Vendor BVendor B

Vendor CVendor C

Rejection

letter 

Purchasing

Master dataMaster data

 

Page 13: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 13/23

 

Purchasing

info record

MaterialMaterial

master master recdrecd

Vendor Vendor 

master recdmaster recd

Purchase order 

Header 

Items

10 __________ 

20 __________ 

30 __________ 

Page 14: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 14/23

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

Page 15: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 15/23

Page 16: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 16/23

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.

Page 17: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 17/23

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.

Page 18: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 18/23

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

Page 19: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 19/23

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

Page 20: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 20/23

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

Page 21: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 21/23

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

Page 22: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 22/23

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.

Page 23: Presentation Mm Current

7/28/2019 Presentation Mm Current

http://slidepdf.com/reader/full/presentation-mm-current 23/23