bp 1_stores management procedure

document.xls

Doc No.: PWR/CONSTN/BP-1

Revision No.: 2

W.E.F: 28th Oct 13

Total Pages: 7

POWER DIVISION- LPP

Process Definition: Stores Management at Site (Receipt, Preservation+Storage+Reconciliation and Issue)

Objective : To ensure that all materials received at Site are Documented, Stored, Preserved, Issued and Accounted

Process Owner:

Primary: Site In charge

Secondary: Stores In charge

Input From Activity Responsibility Output

PLANNING

WBS for the project 1

1a Item identification system documents

1b Site In charge All required resouces deployment at site

MATERIAL RECEIPT

Site Planner 1

Project manager

2a

Stores incharge - Site

PROCESS MANUAL

Function: CONSTRUCTION

Pre-requisites: Storage space (covered), Storage space (Open yard), Site layout, Grid plan, Storage racks, Material movement & handling plan, Material handling equipments (Forklift trucks, Sliding trollies etc.), Storage and Preservation Guidelines, Manual For Material Management At Site, Commercial dos & donts,

SL. No.

Depending on the nature of project and the volume of material to be handled and stored, requirement of material handling and storage facilities are planned in

consultation with the project manager and HOD construction and made available at the appropriate time well before the start of dispatch of material for the project.

Project Manager, site incharge, HOD construction

Space requirement for open, closed, semi closed, controlled environ ment stores, Grid plan, material handling contractor finalisation, man power requirement, stores facilities at site

Prepare the item identification system for the project & circulate the document to site stores personnel.

Site incharge, HOD construction

Manpower, stores, material handling equpment

Project Manager, HOD

Construction, material handling

contractor

Ensure that all requisit infrastructure like closed stores, manpower, material handling contractor mobilisation, security arrangement, fencing wherever required is avaialble

at site.

Updated information on the materials expected at Site

Weekly meeting amongst Site Planner, Site Incharge & Stores Incharge to discuss details about the material expected in that week & broad understanding about the material expected in next one or two weeks. Plan the necessary space, equipment, people to handle the same.

Site Planner, Site Incharge & Stores Incharge in that order

Updated information about materials expected by Stores. Availability of required resources at right time.

" Item tracking report" to be sent once in a fortnight

Preliminary verification of documents, quantity of packages, items with respect to invoice/challan, LR. Review the challan, check the type of material and the quantity received and certify in LR copy. In case of descripancy in documents, quantity or major damage to boxes , send quantity descripancy , document descripancy or damage or report alongwith the photographs to HO ( HOD construction, LPM, PM) . Transporter's/driver's signature is taken on tehse reports.

Certified LR copy, quantity descripancy report, document descripancy report, damage report with photographs to HO.

document.xls


Revision No.: 2

W.E.F: 28th Oct 13

Total Pages: 7

POWER DIVISION- LPP



Process Owner:




PROCESS MANUAL



SL. No.

Invoice/ Challan, LR + Packing list Supplier

2a


2b


2c


Supplier

3a

Stores incharge - Site Inspection of Received Material

Preliminary verification of documents, quantity of packages, items with respect to invoice/challan, LR. Review the challan, check the type of material and the quantity received and certify in LR copy. In case of descripancy in documents, quantity or major damage to boxes , send quantity descripancy , document descripancy or damage or report alongwith the photographs to HO ( HOD construction, LPM, PM) . Transporter's/driver's signature is taken on tehse reports.

Certified LR copy, quantity descripancy report, document descripancy report, damage report with photographs to HO.

Enter all the receipts in a day in the Day-book Register i.e DBR ( Day book as per the standard format) alogwith the location code of the item. At the end of the day take a print out of the DBR for that day sign & stamp the same. Send a scanned copy of signed copy the next day morning to HO ( HOD construction, LPM, PM) through an E mail

Updated Day book, a scanned copy of signed DBR for the day to HO.

Guidelines for storage and preservation as given in the material magement manual (doc no PWR-C-G-17)

Unload the material, inform the concerned site engineer/QA Engineer for detailed inspection, if required of the received consignments.

Challan and packing list, Drawings, Inspection & Test Report, QAP

Carry out the detailed receipt inspect of the Material after unloading the same, as per the Packing list,item description in invoice/challan etc. (within 5 days from the date of Receipt ) Unpack the material carefully for Inspection. Inspection as per QAP will be done in case of " Locally procured material"

document.xls


Revision No.: 2

W.E.F: 28th Oct 13

Total Pages: 7

POWER DIVISION- LPP



Process Owner:




PROCESS MANUAL



SL. No.

Material received, Invoice/ Challan Supplier

3b


Inspection of Received Material Stores Assistant

4

Receipt inspection report with a running serial number

Way bill, Supplier invoice Stores Assistant

5


MATERIAL STORAGE+ PRESERVATION+RECONCILIATION

6

Site In charge Duly signed & stamped MRIV from the customer.

7

Raise Material discrepancy report, in case of short-supply vis a vis packing slip qty./ damage /non comliance and Communicate the same to HO ( PM, LPM, HOD construction) within 5 working days from the date of receipt of material. Photographs should accompany MDRs in damage cases. Also make a note on the back of the LR copy & obtain driver's dated signature on in case vehicle is retained till the compeltion of inspection.

Material discrepancy report approved by Stores incharge & Site Incharge

Prepare Receipt Inspection report as per the packing list & assign it a running serial number. Site engineer/ QA engineer should approve the RIR with co-sign from the Stores Incharge ( Make Site QA engineer's sample signatures available at H.O). RIR and/or MDR made in a day to be sent to H.O.

Stores incharge - Site/ Respective Site QA engineer

Return the Way bill ( Road permit) and copy of the invoice to the customer. Maintain " Way bill record" register & obtain acknowledgement from the customer in a DBR register & also Sign on the photocopy

Submission of Way bill ( Road permit) and copy of the invoice to the customer alongwith his acknowledgement

Inputs from HO on the customer contract in Commercial guideline to site document

PM, HOD construction

In case of separate orders from the customer for supply & services Obtain the duly filled MRIV ( Material receipt cum Issue Voucher) signed & stamped by the customer's authorized signatory for the project material ordered by Thermax Ltd, Material ordered by Thermax Instrumentation MRIV from cutomer is not required.

Site layout, Plot plan, Grid plan, Storage racks, Material movement & handling plan, Material handling equipments (Forklift trucks, Sliding trollies etc.)

Stores Incharge & Site Incharge

Decide the Material/ Itemwise storage locations for Open & Closed storage space in consultation with Stream Engineer/ Package Incharge. Package Incharge to approve unloading at alternate place in case of space constraint at the planned location. Material is identified as per the guidelines given by HO.

Stores Incharge/ Package Incharge

document.xls


Revision No.: 2

W.E.F: 28th Oct 13

Total Pages: 7

POWER DIVISION- LPP



Process Owner:




PROCESS MANUAL



SL. No.

site incharge

7a

Stores Incharge

7b

8 Stores AssistantStores Incharge Material stored in the location with proper identification.

Grid plan, PWR/LPP/CONSTRUCTION/BP-18, Material Management Manual

Allocate a separate area for storing scrap with clear marking. Also allocate separate areas to store the different type of scrap like steel, electrical cables, rubber , packing material etc. to avoid mixing up of scarp material. Scrap storage & disposal is done as per the procedure "PWR/LPP/CONSTRUCTION/BP-18" and Materials Management Manual.

PWR/LPP/CONSTRUCTION/BP-18, Material Management Manual

Material which is declared as excess, is handled & disposed off as per the procedure PWE/LPP/CONSTRUCTION/BP-18 and material management manual

Major equipments dispatch plan, Material management manual, material identification document

PM, HOD construction

Move the material from receipt inspection area to store the material at the locations as suggested by location & grid plans. Ensure proper identification of materials based on the identification system document released by HO.

Site Layout, Material plot plan & Grid plan for the covered stores, Guidelines for storage & preservation of material

document.xls


Revision No.: 2

W.E.F: 28th Oct 13

Total Pages: 7

POWER DIVISION- LPP



Process Owner:




PROCESS MANUAL



SL. No.

Stores Incharge

9

Stores Assistant

10

Stores Incharge Reconciled stock

MRV

11

Stores In charge Reconciled stock

MATERIAL ISSUE

11

Site In charge

Detailed " Material preservation plan" based on guidelines provided in the " Stores manual"

Covering & preservation of material as per the recommendations from the vendor and if not avavilable as per the guideleine document ( PWR-C-G-17). In case of damage of items during storage, initiate repair / replacement action and also insurance claim process as per the commercial guideleines.

Stores Legder, issue vouchers, Material Return Notes, Material Receipt Advise etc.

Stores ledger is updated for every material stored, Periodic stock reconciliation for covered stores. Stock ledger is prepared in hard form, in hard form the entries are as per the system/package wise and a BOM/DU BOM or packing list details are entered for the system/package and stock qty & issues are entered against each item for the system/package.

Site Engineers, Contractors

Stores ledger is updated for every material received against MRV. In case MRV is received as a "Salvaged Material" the same is entered in the stock ledger under the heading "Salvaged Material" with the details of the items received for possible reuse.

a) Stock ledger in the system b) Approved Material requisition-cum-issue-voucher c) Loan Register

a) Stores b) Contractor/ Resp. dept.

Obatin the list of aurhoised engineers who can authorize the material requisition ( from contarctors & TIL)& their speciman signatures. Receive duly authorised Material requisition cum Issue Voucher after checking availability of the material.

Updated stock register, Updated Material requisition-cum-issue-voucher register, loan register, Gate pass r

document.xls


Revision No.: 2

W.E.F: 28th Oct 13

Total Pages: 7

POWER DIVISION- LPP



Process Owner:




PROCESS MANUAL



SL. No.

Material Management Manual

12

Stores Asst.

Material Management Manual

12a

Material Management Manual13

Stores Incharge

Stores ledger Stores 14

Stores Asst. Duly signed stock verification report.

15

Stores In charge

MRV for scrap 16

Stores Asst. Updated stock ledger

Updated stock register, Updated Material requisition-cum-issue-voucher register, loan register, Gate pass r

a) Stores b) Contractor/ Resp. dept.

Issue the material against duly filled in & authorized MRIV document. Acknowledgement from contractor's nominated persons to be taken. In case the material is to be sent out of site premises check if gate pass (Non returnable in case material is not supposed to come back and returnable when the material is supposed to come back after some time).

Review of issues made against retrurnable gates passes and issued on loan for closure. In case delay is more than two months from the committed date, initiate the process for debitting the value involved to the concerned contarctor/vendor. Get the debit note accepted from the vendor/contractor. A action is taken for procurement of such material either through HO or site purchase

Site Incharge, Site engineer

Debit note duly accepted by the contarctor. Communication of material requirement to HO (PM, HOD construction) or purchase

indent for site purchase.

On every issue of materials, update the stock register. Stores incharge to circulate "stock statement" once in 15 days to site incharge, stream heads & costruction HOD.

Carry out physical verification of stock once in a quarter & prepare stock verification report duly signed by the stores in charge & site incharge.

commercial dos & donts , manual for materials management at site.

In case of damage to any material during unloading,storage, handling, issue, repair/replacement actions to be initiated & insuarnce claim process is initiated as per the contractual provisions with the customer ( either by Thermax or by customer) and procurement process to be initiated in case such material is beyond repair ( either through HO or thorugh site purchase)

Intimation to HO for repairs or replacement from vendor or site purchase indent, Insurance intimation,

Contractor , site engineer

Ensure accounting of scrap generated in the stock ledger when duly signed MRV for the same is received from the concerned site engineer.

Document Reference: Grid plan, Site Layout Plan, Manual for material Management at site, Storage and Preservation Guidelines

document.xls


Revision No.: 2

W.E.F: 28th Oct 13

Total Pages: 7

POWER DIVISION- LPP



Process Owner:




PROCESS MANUAL



SL. No.

Prepared By : Reviewed & Approved By :Signature : Signature :Date : Date :

Record Reference: Supplier Invoice, DC, LR Copy, Day Book Register, Receipt Inspection Report, Stock Register, Material Requisition cum Issue Voucher, Material Discrepancy Report, quantity discrepancy , document discrepancy, damage reports, Material Return Voucher, debit note, laon register, stock verification report, returnable & non returnable gate pass

Process Interface: Purchasing process, Construction & Erection Control, Special Process Control, Insurance Claim Management, project management processes

Process Measures : Time Taken for Inwarding of Material, Incoming Material Quality, Materials Found Damaged during Storage and Preservation, Stock Variance (Difference Between Book Stocks and Physical Stock), Cost of poor quality attributable to site stores,

bp 1_stores management procedure

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