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NIC Supply Chain Management (SCM) For the department of Civil Supplies,

Govt. of Telangana State

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Contents CONTACT DETAILS: ........................................................................................................................................................... 3

ABOUT THE PROJECT: ....................................................................................................................................................... 4

Project Overview: .......................................................................................................................................................... 4

Stakeholders: .................................................................................................................................................................... 6

Challenges faced in implementing SCM:........................................................................................................................... 8

Transactions: ..................................................................................................................................................................... 9

ROs approved: ............................................................................................................................................................... 9

ROs Lifted: ................................................................................................................................................................... 10

Institutional ROs:......................................................................................................................................................... 11

Benefits: .......................................................................................................................................................................... 12

Future Plans: ................................................................................................................................................................... 12

Specific innovative ideas: ................................................................................................................................................ 12

Enable Indicators: ........................................................................................................................................................... 13

MLS points Stock Position: .......................................................................................................................................... 13

Godowns Stock Position: ............................................................................................................................................ 13

Statistical Reports for analysis: ....................................................................................................................................... 14

MIS Reports: ................................................................................................................................................................ 14

Public Reports: ............................................................................................................................................................ 14

Special efforts to ensure sustainability of the e-Governance initiative[s]: ..................................................................... 14

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CONTACT DETAILS: 1) Nomination authority Details*:

Name : Dr. Rajat Kumar, IAS

Designation : Commissioner of Civil Supplies &

E.O. Secretary to Govt. of Telangana

Department : Consumer Affairs, Food & Civil Supplies Dept.

Contact address : B Block, Civil Supplies Bhavan, Somajiguda

City/Town : Hyderabad

Pin Code : 500082

State : Telangana

Land Line No. with STD code : 040 23494422

Mobile No : +91-9949016588

Email : vmohan.ap@nic.in

2) Details of the official to be contacted regarding Nomination*:

Name : G. Shivaji

Designation : Technical Director

Department : National Informatics Centre

Contact address : A Block, BRKR Bhavan, Tank bund road, beside GHMC

City/Town : Hyderabad

Pin Code : 500063

State : Telangana

Land Line No. with STD code : 040 23494422

Mobile No : +91-8790969998

Email : g.shivaji@nic.in

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ABOUT THE PROJECT:

Project Overview:

Supply Chain Management is an online application developed to track the movement of stocks from FCI (Food

Corporation of India) godowns / Buffer godowns to Mandal Level Stock (MLS) points and Dispatch from MLS points

to the door steps of Fair Price Shop (FPS) Dealers. The key objective of this application is to ensure the availability of

stocks at every level to process the flow of stocks from godowns through FP shops for regular distribution of

essential commodities to the NFSC beneficiaries and reduce the time and effort for data consolidation. SCM is

majorly categorized into 2 stages. Stage-1 is about generation of allotment orders by Civil Supplies Commissioner,

generation of Release Orders for FCI movement, Delivery Orders for Buffer movement, generation and approval of

Release Orders for Other institutions like MDM schools, Women & child Welfare societies, BC/SC/ST Hostels, etc.

Stage-2 comprises of activities such as stock dispatch from MLS points to Fair Price Shops and other institutions,

maintaining the day-to-day Closing Balances. SCM is comprised of major modules such as Stock movement from FCI,

Stock movement from Buffer Godowns, Stock movement from Suppliers, Dispatching at MLS points, ROs for other

institutions and MIS Reports.

FCI (Food Corporation of India): Among the 10 districts of Telangana State, 2 districts (Hyderabad, RR,) are

receiving stocks (Rice & Wheat) from FCI. In this module Commissioner of Food & Civil Supplies will

distribute the commodities (Rice & Wheat) among all the districts of Telangana as per the details given in

GOI letter and freezes the allotment order and it is further followed to FCI GM. FCI GM will generate the

offtake order to VC & MD for proceeding the allotment order. DM has to send an e-Request (on the

proceeding allotment order provided by VC & MD) to FCI AM for generating the Release Order for issuing the

stock from corresponding FCI godown. Based on the RO generated by FCI AM, FCI DM will issue the stock

from FCI godown to destination MLS point.

Buffer Godowns: Apart from Hyderabad and Ranga Reddy districts other districts will receive stocks (Rice &

Wheat) from buffer godowns. Buffer godown stock movement will be initiated with a request from DM to

DCP DM. Based on the e-request received; DCP DM will issue a delivery order to buffer godown incharge for

issuing the stock to MLS point. Upon receiving the delivery order, godown incharge will commence the stock

transfer to destination MLS point through trucks.

Buffer Godown incharges will enter their commodity and season wise opening balances according to

the stock they have when they start using the application for the first time. Godowns receive stocks from

DCP (De-Centralization Procurement) millers and these receipts details are captured in Manual Receipts

option in godown login. Based on the available CB, stocks will be dispatched to the destination MLS points as

per the delivery order generated by DCP DM. Considering the OB, receipts and issues of the current day,

closing balance of each commodity is calculated and the same is treated as OB for the next day. Everyday

commodity wise closing balance will be calculated through a backend DB function.

Suppliers: From FCI and Buffer godowns majorly Rice & wheat will be distributed and for other commodities

such as Sugar, Redgram Dal, Salt, etc., will be distributed through suppliers. VC & MD will issue a Supply

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Order for supplying the other commodities for all the districts. This Supply Order is forwarded to DM; DM

will then forward the movement order to MLS points to receive the commodities from the respective

supplier provided in the supply order details.

MLS point: Major and very important operations are carried out at MLS points. MLS point incharges will

enter their commodity wise opening balances according to the stock they have when they start using the

application for the first time. Receipts (Stage-1) from FCI, Buffer godowns, Suppliers and also seized stocks

are acknowledged at MLS points. Issues (Stage-2) for FPS shops and institutions are carried out based on the

Closing Balances available at the time of dispatching. Considering the OB entered, receipts and issues of the

current day, the closing balance of each commodity is calculated by a scheduler (backend function) every

day and the same is treated as OB for the next day.

Fig: Supply Chain Management brief structure

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Stakeholders: Commissioner: Commissioner of Food & Civil Supplies will divide the commodities (Rice & Wheat) among all

the districts of Telangana as per the details given in GOI letter and freezes the allotment order and further it

is forwarded to FCI GM as well as VC & MD.

FCI GM: FCI GM will endorse the data that is forwarded by commissioner and send the copy to VC & MD.

VC & MD: VC & MD will verify the allotment order from Commissioner and generates the allotment

proceeding number and forward to all DMs. Adding Suppliers, generates a supply order for the movement of

other commodities such as Sugar, salt, RG dal, etc., does OB updating for MLS points and godowns in case of

wrong entry, add the commodity rates for institutions.

DM: DM sends an e-request to FCI Area Manager using allotment proceeding number generated by VC&MD

for generating release order, generates request for DCP DM for stock movement from buffer godowns to

MSL points, can initialize the inter district stock movement (Transfer-IN & Transfer-Out flow) for both MLS

points as well as godowns, generation of movement orders for the supply order generated by VC&MD for

receiving other commodities at MLS points, generate and approve manual ROs for other institutions. Along

with these DM is also responsible for creating masters such as godowns, contractors, technical assistants,

institutions and updating millers from DCP. DM also does user creation for roles MLS point incharges,

godown incharges.

FCI AM: Area Manager will receive commodity wise Request Numbers submitted by District Manager. Based

on the requested quantity FCI Area Manager will generate the release order and forward the same to FCI

Depot Manager to transfer the stock.

FCI DM: FCI Depot Manager receives the RO No. from Area Manager, generate the truck chit and dispatch

the stock to destination MLS point.

MLS point Incharge: Mls Point incharge will enter the OB for one time, acknowledge the receipts from FCI,

buffer, supplier and transfer-in. Dispatch the stock to Fair Price Shops provided FPS dealers should have

made payments for the Release orders at eSeva and the same must be approved my ASO/TAHR. Dispatch

commodities to other institutions based on the ROs approved by DM / MRO. Transfer-Out activity to transfer

stock to other MLS point is carried out based on DM movement order. MLS point incharge can know their

stock position; CBs every day by referring to Stock register option.

DCP DM: DCP DM generates delivery order to buffer godowns upon receiving the request from DM for

dispatching the stock from godowns to MLS points.

Buffer Godown Incharge: Godown incharge will enter the OB for the first time, enter the receipt details

upon receiving stock from DCP millers in manual receipts option, and issue the stock to MLS Points as per

the details given in the delivery order generated by DCP DM.

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Fig: Stake holders involved in SCM project

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Challenges faced in implementing SCM:

Monitoring of off-take and Closing balances

Challenge to distribute essential commodties to NFSC beneficiaries regularly & in time every month.

Allocation for the month of January, 2016 for all the commodities is as below:

In every month to complete the allocation to FP shops and to fulfil the PDS requirement, all the stocks as per the required quantities must be cycled from FCI / buffer godowns to MLS points and dispatch from MLS points to the door steps of Fair Price Shop (FPS) Dealers.

1.80 Lac Metric Tons of Rice

8,946 Metric Tons of Wheat

4,513 Metric Tons of Iodized Salt

4,469 Metric Tons of Sugar, etc.

per each month 90.56 Lac Card holders covering 286.37 citizen.

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Transactions:

ROs approved:

FPS dealers make online payment to get the ROs generated and approval for PDS distribution and

the approved ROs will be considered at MLS point to dispatch the stocks to FPS dealer as per the

commodities allotted through the RO. Below is the chart shows no. of ROs generated and approved for 10

districts of Telangana state in the month of January, 2016.

District No. of Ros

Adilabad 1658

Hyderabad 3552

Karimnagar 2201

Khammam 1364

Mahbubnagar 2355

Medak 2259

Nalgonda 2401

Nizamabad 1427

Ranga Reddy 2849

Warangal 2076

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ROs Lifted:

Once the eSeva ROs are approved and forwarded to MLS points, MLS incharge will dispatch the

commodities allotted in the RO to respective FPS dealer. At the time of issuing the stocks, MLS point must

have sufficient closing balance for the corresponding commodities. Below shart represents no. of ROs lifted

at MLS point in January, 2016.

District No. of Ros lifted

Adilabad 1281

Hyderabad 3521

Karimnagar 2039

Khammam 1097

Mahbubnagar 1941

Medak 1442

Nalgonda 2279

Nizamabad 1082

Ranga Reddy 2366

Warangal 1627

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Institutional ROs:

For other institutions such as MDM schools, BC welfare hostels, Women and Child welfare societies,

NGOs, Jails, etc., DM / MRO will generate and approve the Release Order. MLS point incharge will dispatch

the commodities to institutions based on the details provided in the RO and stock availablity. Below chart

represents the no. of institutional ROs generated by DM / MRO and lifted at corresponding MLS points.

District No. of Ros Generated

Lifted

Adilabad 1411 606

Hyderabad 47 34

Karimnagar 120 38

Khammam 5 0

Mahbubnagar 2 1

Medak 1710 476

Nalgonda 1593 1321

Nizamabad 370 189

Ranga Reddy 176 7

Warangal 2 0

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Benefits: Stock diversion is managed

Closing Balances of commodities at MLS point and Godowns can be accessed at any time.

In-time movement of stock to beneficiaries by dispatching stock from MLS point to FPShops (Stage-2)

Truck chits , gate-pass, release orders are generated online.

Manual ROs for other institutions such as Mid Day Meal schools, Women & Child welfare associations, BC

Hostels, Tribal hostels, NGOs (Orphanages, Old age homes), etc., are generated online.

12678 Metric Tons of rice for each month is saved

Rs 30.87 Crores of Savings in subsidy is being achieved monthly.

Future Plans: ePoS implementation: Currently e-Point of Sale has been implemented in 18 shops, further it has called

tenders to implement in all the Fair Price Shops (17, 132 in number) across the state.

Online Paddy Procurement: The procurement of paddy should be implemented as another module in

NFSC.

Vehicle Tracking: Vehicle tracking through GPS should be implemented for maintaining the record of

transportation of stock (Stock movement) from FCI to MLS point and MLS points to Fair Price Shops

Specific innovative ideas:

Online allotment orders: All allotment orders such as Commissioner allotment order for all districts, Sypply order by VC & MD for distribution of other commodities, Delivery order by DCP DM for stock movement

from buffer godowns and etc., are able to generate online and proceed accordingly.

Online Release Orders generationd: eSeva Release orders for stock dispatch to FP shops for distribution of commodities to NFSC beneficiaries, institutional release order for the distribution of commodities to other

institutions are generated and approved online by respective DM or MRO / TAHR.

System generated truck chits containing commodity details that has to be dispatched at various levels.

SMS alerts to FPS dealers as confirmation of stock lifted at MLS point for respective FPS.

Monitoring CBs through schedulars: Closing Balances of MLS points and buffer godowns are updated through a backend function as schedular everyday without failure to maintain the day-to-day CBs

appropriately.

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Masters: Creating masters for Godowns, contractors, suppliers, technical assistants, etc.

Enable Indicators:

MLS points Stock Position:

During the month MLS points will enter the details of their receipts and issues every day. Closing

balances will be calculated based on the receipts and issues for the day. The below table lists the district

wise stock position of 12 commodities as on 30th Jan, 2016. Stock position for MLS points is maintained in

Qtls.Kgs for rice and Pkts for other commodities.

Godowns Stock Position:

Buffer godowns will enter the details of their receipts and issues every day in SCM portal. Closing

balances will be calculated based on the receipts and issues for the day. The below table lists the district

wise stock position of 12 commodities as on 30th Jan, 2016. Buffer godown stock position is maintained in

Metric tonns.Kgs.

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Statistical Reports for analysis:

MIS Reports:

Various MIS reports such as MLS Stock Position summary report, MLS stock Receipts during the

period, MLS stock issues during the period, Godown stock position, Godown receipts, godown issues,

Institutional ROs generated, lifted & unlifted reports are available in all the logins.

Public Reports:

Few informatic reports such as MLS stock position, receipts, issues and Godown stock position,

receipts, issues as a whole and no. of districts along with district codes, no. of MLS points, godowns with

codes, user name as well as addresses are in public domain.

Special efforts to ensure sustainability of the e-Governance initiative[s]:

Sustainability is about ensuring solutions are "built to last" and are able to function efficiently over a

long period of time. The goal of sustainability is to establish local economies that are economically

viable, technically sound and socially responsible. This section presents information from a variety

of sources on approaches and techniques used to successfully develop key aspects of their local

economies on a sustainable basis.

Production Sustainability: The generation of allotment orders, RO generations and approvals, lifting

of commodities, etc., are online.

Maintenance sustainability: Continuous monitoring of quality through MIS reports presenting daily

metrics like stock positions, etc.

Modularity with respect to functionality, re usability by the use of various common objects made

the software scalable to all the 10 districts of Telangana State. Various state wise abstracts and reports on

this massive data was made possible by use of functions, materialized views which are scheduled to be

executed once in a day when the load averages on the system are low (at midnight).

CONTACT DETAILS:ABOUT THE PROJECT:Project Overview:

Stakeholders:Challenges faced in implementing SCM:Transactions:ROs approved:ROs Lifted:Institutional ROs:

Benefits:Future Plans:Specific innovative ideas:Enable Indicators:MLS points Stock Position:Godowns Stock Position:

Statistical Reports for analysis:MIS Reports:Public Reports:

Special efforts to ensure sustainability of the e-Governance initiative[s]: