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Material Management. What is Material Management. Material management deals with the P lanning B uilding M aintaining the materials at post office The acquisition of spare parts, forms, stationeries etc., Replacement of various components Quality control
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What is Material Management • Material management deals with the • Planning • Building • Maintaining the materials at post office • The acquisition of spare parts, forms, stationeries etc., • Replacement of various components • Quality control • Purchasing and ordering the spare parts and • The standards involved in ordering, maintaining, transporting and storing such components.
AIM OF MATERIAL MANAGEMENT To get 1. The Right quality 2. Right quantity of supplies 3. At the Right time 4. At the Right place 5. For the Right cost
General • Plant and machinery, furniture and fixtures etc., are classed “Dead Stock” • Consumable and perishable articles come under the term “Stores” • Stock book (S.K.-1) should be used in maintaining the inventories of both dead stock and stores
General • Head of the office is personally responsible for correct maintenance of stock • Stock book of forms, books and petty articles maintained in form SK 1(b) (except passbooks – separate register prescribed) • Stock books should be updated with all the events • Receipt of stock whether supplied by PSD or otherwise or through local purchase • Retirement • Indents for articles of stock to be made in SK2 and countersigned by Divisional office
Master Schedule of forms • A Master Schedule in the prescribed form will be supplied to the post offices • It shows the description, the average rate of consumption and the total number of copies of each kind of form & labelsrequired for use during a period of 6 months • Number includes actual use plus a margin on account of wastage • 2 per cent in case of forms for departmental use only, or 10 per cent in the case of those for use by the public
Master Schedule of forms • A copy of the Master Schedule of Forms will be supplied to the Stores/Stock Depot for guidance • Master schedule of forms to be thoroughly reviewed after every 5 years
Materials required • Forms and publications • General stationeries and uniforms • Stamps and seals • Postal stationery and Postage stamps
Supply • Supply of forms to POs is standardised based on the status on a six monthly schedule • Supply is made on the basis of this by PSDs • Supplementary indents can be made when required • For general stores indents can be sent by POs • Uniforms – PSD works out and supplies with reference to information received from POs • Stamps and seals – PSD Aligarh supplies based on indents through Divisions • Postal stamps and stationery – CSD supplies to HOs based on weekly indents; HOs supply to SOs
Invoice • Along with materials received an invoice will be sent from PSD/CSD/HO • Invoice will have consecutive serial number for a financial year for an office • Serial number of invoice to be checked for continuity
Storage • Materials procured to be stored safely • First in first out method to be followed for supply • Protection against theft to be ensured through proper locking and custody as prescribed • Protection against fire to be ensured through fire prevention systems • Unserviceable items to be destroyed by fire in the presence of SP/SSP at the time of inspection
NC-12(a) • Maintained at HO to watch the issue of NSC at SOs under the jurisdiction • Whenever stock of certificate is supplied to SOs it will be entered in NC-12(a) • Whenever certificates are issued at SO stock will be deducted in NC-12(a) by referring to issue journal • At the end of the account month SOs to send statement of unsold NSCs in stock and that should match with NC-12(a) at HO • CBS has a module for inventory management of certificates
Stock of computers and peripherals • History sheet to be maintained in the form prescribed • Stock of all computers, equipment and peripherals should be maintained and history sheet be made available for each; History sheet to be updated with all events • Up to date list of all the equipments to be available
History Sheet • On receipt of Computer/Peripheral, History sheet to be opened • Note down the period of warranty/guarantee • Note down the contact number, email ID to raise ticket in case of complaint
Discussion • Study the history sheet of computers given • Discuss the issues involved in correct maintenance of stock; Faculty will facilitate the discussion and moderate
Process of inventory movement in Finacle • Stock of Cheque books/certificates received from CSD or HPO and accounted in Finacle • HPO will invoke the menu option HIMC and will move the inventory from ZZ-EXT (External location to DL-DL (Postmaster) for the inventory received from CSD/PSD • HPO will the invoke the menu option HIMC to move the inventory from DL-DL to ZZ-EXT for the indent/requirements received from the various Sub Post Offices
Process of inventory movement in Finacle • HPO will invoke menu option “HCCS” to login to the various Sub Offices and transfer the inventory from HPO to SO by invoking the menu option HIMC – ZZ-EXT to DL- DL (Post Masters Location) at Sub Post Office • inform the various SO the inventory_id so that the SO can verify the inventory or Cancel as per the physical inventory received
Process of inventory movement in Finacle • In case if HO wants to give some of its inventory to an SO then they have to reverse the inventory part to ZZ/EXT and then move the same set SO after HCCS step • Movement of inventory takes place between 3 locations • From HPO (ZZ-EXT) to Post Master (DL-DL). This process will be handled from HO level
Process of inventory movement in Finacle • From Double Lock/Post Master (DL-DL) to Employee location (EM-EM Number). This process will be at SO level • From Employee Location (EM-EM Number) to Employee Location (EM-EM Number). This process will be at Post Office level • Finacle also facilitates the splitting and merging of the inventory items like cheques into issuable booklets based on the Cheque book sizes
Inventory Stock Split/Inquiry • If the user wants to Split and inquire the inventory on others locations, then the menu option HISIA can be invoked. The screen interface and navigation will be similar to HISAI except that the user can change the employee own location
Process of Inventory Stock Merging/Inquiry • Merging of inventory refers to consolidation of inventory held in various small lots into a bigger lot. This option is used to transfer the unutilised inventory held by an employee to another employee or double lock custody. The user can merge the same and move the inventory as a single lot
PREVENTIVE MAINTENANCE • Purchase with warranty. • Safeguard the electronic equipments as per guidelines • Requirement of electricity, water, space, atmospheric conditions, etc. must be taken into consideration • Well equipped maintenance cell must be available • Communications between maintenance cell & suppliers of the equipment • All equipment must be operated as per instructions with trained staff • Monitoring annual maintenance contracts (AMC) • Follow-up of maintenance & repair services • Repair of equipment
IMPACT…… • BETTER MATERIAL MANAGEMENT LEADS TO • Increase of business due to smooth functioning of office and system. • Increases the general morale of staff due to good working conditions. • Stops unnecessary cost incurred in repairing/purchase of materials (A stitch in time saves nine) • Attain our vision
