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WTF SCORE: HIGHThe Administration and Stationary Stories within SPC seems to be a behemoth, responsible for purchasing everything that isn’t medicine or medical equipment. From this department come a number of straightforward requests: tracking stock of items by general type (stationary, office equipment, packing, etc). They want to understand average monthly movements, maintain re-orders, track supplier details, and so on.Red Flags: 19
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HeirarchyCriterionDescriptionFlags
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1Stationery Stores ModuleStationery Stores handle storing and issuing stationery items required for SPC head office ,all osusala and stores complex other than drugs.There are two main types of items i.e on demand items and stock maintained items. Items are further categorized as Stationery items ,Office equipments, Packing materials,Welfare items ,Hardware items,Electrical items,Printing Items,....etc. No stock is maintained for on demand items.
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1.1Enter Purchase order details* Facility to calculate and maintain average monthly movement of an item.* Facility to Update ROL (Re order Level) of items depending on Estimated monthly movement. * Facility to identify items to be ordered ,When it comes to ROL* Facility to enter P/O details (purchase requisitions are received from departments)* Facility to list and print items to be purchase ,item wise,depatment wise.
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1.2Enter GRN detailsWhen goods are received to Stores* Facility to view confirmed P/O details from Data Base (Stock items,on demand )* Facility to enter GRN details* Facility to inform relevant department of arrivals of on demand items.* Facility to identify whether part supply or full quantity is received.Sent for payments only after completing the order. * Facility to create /auto generate item number for new items.* Facility to print GRN to send for payments (See Process no -07).
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1.3Allocating Location* Have a facility to create locations for goods There is a exact location for an item,
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1.4Issuing goodsWhen approved Purchase Requisitions are received, Facility to view item availability.This function should be available to authorized persons from other departments. Facility to view item location and item details.Facility to enter P/R detailsQty , department ,issued date This should be confirmed by store keeper. Facility to cancel issued P/R if any case When issuing controllable items( Milk powder,Suger) relevant departments should have a facility to identify when limits areexceeded.
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1.5Handling Returns- Supplier returns - Internal returns* Facility to enter return details.* This should be confirmed by storekeeper.
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2Maintenance and ConstructionThis unit is responsible for ,Preparing BOQ’s estimates & supervision of all maintenance and construction work.Co-ordinate of all high values construction works.Planning of Layouts and designing of internal structures for new Osu Sala’s and other departments.Handle with Janitorial service – Co-ordination of all tasks carried out by Janitors.Day to day maintenance of Head Office, Stores and Osu Sala’sRed
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2.1Handle job detailsWhen construction or maintenance is informed to this section* Facility to generate request number* Facility to enter Received date, Request type ,Requested person /Department * Have a facility to enter job detailsJob No ,Estimated value ,Estimated time ,Job type -Major or Minor ....etc. If it is major construction need to get TEC decision and Tender board approval * Facility to enter /view TEC decisionSystem should facilitate to get job information referring to its job number. Facility to view history details -When handling similar jobsThis should be linked with calling quotations & tender (See process no 05)* Payment is handled by Payment unit (See Process no-07)Red
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3PurchasingPurchasing of items other than drugs are handled by administration department. Invite offers ,if it is high valueprepare schedule and send to procurement committee, obtain approval ,place orders, follow up until it is obtained ,Finally settle payments.
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3.1Purchasing* Capital items* Local purchasesCapital items* Facility to extract approved budgeted details from the database.* Facility to summarize approved annual budget details item wise.This should be linked with calling quotations & tender (See process no-05)Local Purchases* Facility to view purchase order details entered by Stationary stores* Have a facility to change when needed.* Facility to enter On demand item details - Eg Uniforms, Shoes ,Glass Bottles, Screw caps etc... * This should be linked with calling quotations & tender .(See process no -05)* When tender board decision was granted, have a facility to view it and inform stationary stores
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3.2Registration of Suppliers* Facility enter and maintain registered Supplier details* Facility to view supplier details Item wise & Category wise* This function should be available to authorized persons from other departments.
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4Other Operations
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4.1Licenses / Lease Agreements / Rent & TaxThere are several types of- Licenses ( Wholesale Retail Drug License for Osusals, for manufacturing of drugs..etc)- Taxes (Display boards at osusalas,Trade refuse tax, chemical & drug tax,...etc- Lease agreements (Land/buildings) - Rent (Land/buildings rents )
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0Facility to enter/view- licences,lease agreements, rent & tax details etc..Facility to record & view contracts details- Security,Wharf Clearance & Forwarding, JanitorialRed
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4.2Car ParkingCar parking payment is obtained each month* Facility to maintain customer details* Facility to view customer payment/payment due detailsRed
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4.3Tender Box* Facility enter Tender box details (Tender box no, Issue date, closing date, time...etc) * Able to trace before the closing date* Facility to handle Sales of Tender FormsRed
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4.4Maintenance of Petty cash* Facility to handle Petty cash details
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4.5Registration Of TrademarkNeed to get registration from National Intellectual Property office & Government property office for "RAJYA OSU SALA", PARAMOL,SPC,LOGO* Facility to record trademark registration details* Facility to view registration status (Need to follow up as and when documents are required until registration is completed)Red
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4.6InsuranceProduct LiabilityCash in Transit Professional Indemnity Fidelity Guarantee Electronic Equipment Personal AccidentFireBurglary..etcQuotations are called for insurance policies and get approval from procument committee (See process no -05) * Facility to record all type of insurance details* Able to trace before the validity period expiresRed
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4.7Printing* Facility to handle printing details - Discription of print ,Sent date,qty etc..
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4.8AdvertisingAdvertising for whole corporation is handled by Admin Dept.Facility to record advertising details (Date Received,Department,Cost,Paper published, Date of publication, Description....Etc)Red
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4.9Handle Fixed Asset returnsFixed asset Items are transferred by other departments to admin dept. through a transfer note. * Facility to record those details (Department, Date received,Reason,Status...etc)* Facility to record redundant item sales details.
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4.1Handling Repairs and Services* Facility to enter service and repair details of office equipment.* Facility to view warranty and agreement expiry details of office equipment * Alert method to inform next service date* Facility to view service and repair history details* Facility to view received office equipment details.Red
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5Quotation Calling Process Capital ItemsConstruction & Maintenance*Local purchase...etcWhen purchasing an item/service or doing construction need to get approval from relevant authorized persons.Authoroity levels are defined on the value as follows- Deputy manager - Rs 20,000 ,- Deputy general manager -Rs 50,000- Chairman/Managing Director - Rs 300,000- Over Rs 300,000 relevant procument committee.
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5.1Prepare Tender Invitation LetterSources are Invited by registered post giving 14 days, in case of urgency Invite by fax * Facility to generate tender reference noThis should facilitate to identify tender type whether it is for Capital items ,Local purchase or Construction etc.... * Facility to extract registered suppliers from databse(DB) if available .* Facility to enter supplier details gained from Yellow pages, Reputed sources or Specified sources.* Facility to enter any conditions or remarks* Facility to enter tender details ( Item name,Qty,) or extract from DB If it is construction facility to extract it using job number.* Facility to enter tender opening date, closing dateRed
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5.2Prepare Tender scheduleFacility to extract Item name ,Qty ,Supplier details using tender no Facility to enter supplier details if it is advertisedFacility to enter quotation details Price *Brand name *Any remarks etc..Red
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5.3View award details*Facility to view / enter award details entered by procurement unit.Red
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5.4Prepare Award letter*Facility to extract award detailsItem name ,Qty ,Supplier details etc..*Facility to enter remarksRed
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5.5Get Confirmation from SupplierSome times suppliers do not agree with given requirements and request for adjustments if so have a facility to enter details of that.* If supplier request for any changes* First get confirmation from relevant authorized persons.*Facility to record those details.Red
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6Transport ModuleThere are two types of vehicles depending on allocation type (e.g. Pool vehicles,staff )
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6.1Record Vehicle details (log book)* Facility to maintain vehicle details (Vehicle No,Type,Date of registration, pool or staff, department,...etc)* Facility to maintain repair & service details (repair type, cost of repair...etc)* System should facilitate to identify license expiry dates, battery expiry, vehicle air condition expiry, service due datesRed
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6.2Record Running chart details* Facility to record running chart summary details ( monthly milage)Red
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6.3Vehicle Allocation* Facility to maintain vehicle index and allocation details. * Facility to view vehicle availability.Red
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6.4Drivers Allocation* Facility to view drivers availability. This should link with attendance monitoring system.Red
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7Payment ModulePayment part is handled by Finance department.documents needed for payment(invoice/GRN/PO) are sent to payment unit to proceed with the payment.
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7.1Record Payment DetailsFacility to record details of payments.(Voucher no, Date sent,Description...etc)
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8Information Module
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8.1Payment DetailsPayment part is handled by Finance department*Facility to view payment status.*Facility to view Bid bond refund details ,Performance Bond refund details etc..
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8.2Expiry DetailsCategory wise ( License ,Lease agreements, Rent ,Insurance ......etc)
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8.3Job detailsFacility to view status of the job- Construction (Whether pending,completed,on going...) - Purchases (Local ,capital) - Tender results....etc Facility to view items by person who handles it.
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9Report Generator
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9.1Ability to facilitate preparation of daily reportsP/O details(pending orders,part supplies),Received order details
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9.2Ability to facilitate preparation of weekly reports
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9.3Ability to facilitate preparation of Monthly reportsMonthly issues department wise ,Petty cash details-Department wise.,Fuel statement (according to allocation type)
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9.4Ability to facilitate preparation of annual reportsRedundant item details , GRN details ,annual usage item wise,stock availability,Finalized budget vs purchases report
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9.5Ability to facilitate preparation of reports on a given date rangeItem usage by department wise ,Usage item wise ,On demand items ,stock items ,Items to be ordered,Construction details. Vehicle Insurance details, Repair details, Monthly milage details (according to allocation type), Summary of Expenses( Printing, Advertising,...etc)
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9.6Ability to create reports as per user requirements
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9.7Ability to store reports
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10User Maintenance process
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10.1Multi-level Security Hierarchy System
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10.2Ability for the user to define new fieldsE.g Insurance Type,....etc
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10.3Audit Trails
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10.4Manual adjustments
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10.6Process jobs in edit and update modeThe ability to process jobs that are in the midst of being edited or updated
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10.7Jobs required to include error and warning messages.Data entry validation
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10.8Method for verifying keying to ensure only appropriate records updatedThe ability check data entry to make sure that only the correct records are updated
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10.9User define calculation formulas
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10.1Built-in backup & restore Facilities
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10.11User defined alerting system
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10.12Digital SignaturesFacility to place signatures when it comes to approval without a printout.Red
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