ON-LINE PPC PACKAGE 1

MATERIALS MANAGEMENT – AN INTEGRATED APPROACH

Productivity and Quality have been the main concern of Indian Industries in general
without any exception for Ordnance Factories. In our country the focus has always been given to
achieve low labour cost in the name of increasing the productivity but the key factor that could
help to integrate the various cost reduction elements in manufacturing activities i.e. the Materials
Management has almost been neglected. Cost of material alone constitute 60 to 70 % of the cost
of production depending on nature of industry. But, unfortunately the integrative concept of
Materials Management has not so far been understood.

It has been generally observed that Materials Manager is entrusted with Purchase and
Stores function and is not concerned with the flow of Materials through the various stages of
operational activities. In actual practice Material Managers do not have the authority to control
the Material flow although Materials Management is regarded as a system for assuring the
availability of Raw – Materials at right quality and quantity with right price for further
processing in the manufacturing stages, monitoring the WIP Inventory at the stages of
production in liaison with the Production Manager and QC Engineer so as to minimize the
blockade of Capital in WIP and finally arranging the dispatches of finished goods to the
customers / warehouses. All these activities pertaining to the flow of Materials right from the
sourcing stage to the stage of final disposal to the customers are performed by Purchase,
Production, Stores and Marketing Departments Management function has, therefore, to be
replaced by Integrated approach if a production unit has to have the edge on cost and quality
planks over its competitors. This integrated approach is also known as corporate approach.

The corporate approach takes cognizance of multi-dimensional character of Materials

Management with a wide range of activities where utility of Materials is enhanced as it passes
through each of the stages of production process before the products are finally disposed off.

So, Materials Manager has to play a very vital role on behalf of Central Management in
augmenting productivity and profitability of the organization by co-ordinating and controlling
the activities associated with the flow of Materials to, through and out of the organization in an
Integrated manner.

An Integrated approach towards Materials Management in Ordnance Factories has been

depicted in the enclosed diagram.

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DIFFICULTIES / DEFICIENCIES IN O.F. ORGN.

IN THE FIELD OF INTEGRATED MATERIAL MANAGEMENT

1. Materials Management in the O.F. Organization is not being looked into through a
total “System – Approach” or “Integrated – Approach” instead, it is being treated
through “Functional – Approach” – resulting in non-integration of major activities in
the factories towards the common organizational objectives – only possible through
Computer – Integration along the line of Material – Flow.

2. Computerized on line systems are not fully exploited in all Ordnance Factories.

3. Systematic analysis of RM/WIP/FG inventories is not available. Their linkage to

production – inventory-budgetary system is not available.

4. Budgetary Constraints are faced in procurement.

5. Product pricing is becoming a challenging job.

6. Annual demands are received only at the beginning of the year. Hence, production –
inventory planning is tough.

7. Procurement planning even through IFD could not be made dynamic. Stock outs or
stockpiles result. Both are bad inventory practices.

8. Suppliers lead times are high leading to higher inventory and thereby incurring high
inventory carrying cost.

9. Internal lead times are also very high.

10. Vendor reliability is not assessed objectively. He fails in delivery and quality.

11. Vendor development and vendor nourishment do not exist in Ordnance Factories.

12. Suppliers are treated as adversaries and only legal relationship is maintained.
Attitudinal change is required.

13. Increase in number of arbitration and litigation cases.

14. Transparency in vendor performance does not exist. Vendor rating should be
objective.

15. Slow disposal of passive inventory.

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16. Inventory classification and control should be modified and followed as standard in
all Ordnance Factories.

17. Clauses on Option Clause, Negotiation, mode of dispatch, arbitration are not properly
clarified in the existing procedure. Hence, these should be standardized. Supply Order
format is not same in all Ordnance Factories.

Background Justifications which led to the formulation of the existing provisioning

procedure:-

i) OFs/OFB were not having adequate financial power for procurement. As a

result most of the high value materials were to procure through CPAs viz.
DGS & D, DDS, MMTC, ISW, London etc. resulting very long lead time
requirement and thereby higher level of average inventory holding, greater
inventory carrying cost etc.

ii) Indigenous technology was not much developed resulting in less number of
sourced available, quality and delivery not satisfying the requirements.

iii) Modern techniques of Production – Inventory Management tools and

techniques could not be adopted because of high volume of data to be handled
manually.

iv) Ordnance Factories were the captive organization of services and their all
items of production at any cost were being lifted by the services alone. At this
time Ordnance Factories Budget was an integral part of Army Budget.

v) Four yearly issue programme to the Army, Navy and Air Force from DGOF
was so long being projected by them on Roll – on plan basis. Such projection
of four yearly demands of the services was helpful for Ordnance Factories to
afford long lead time in procurement viz. 36/48 months etc.

Justifications for the changes required in the existing provisioning policy and procurement
procedure, as considered by the committee:-

i) Systems and procedures are generally framed/modified time to time to meet the major
objectives of the organization. Under the present day scenario and realities of
challenges the major objectives of Ordnance Factories Organization have changed
over those of seventies and eighties when the Inventory policy and procurement
procedure were laid down by Ministry of Defence. Moreover, basic Government rules
and regulations viz. GER, DFPR, Treasury Rules etc. in procurement which may be
suitable for non-industrial, non-productive organizations under the Government of
India may not be equally applicable for industrial and highly dynamic productive
organizations like OFs.

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ii) Full power for procurement exists with OFB and procurement through DGS&D,
DGSW, London and through Canalized Agencies has been dispensed with and thus a
major part of the total lead time is within the system control of OFB.

iii) Inventory Control through control on purchases has now become easier through
Computerised Database Management System (DBMS). All Ordnance Factories are
now equipped with computers.

iv) Ordnance Factories are no longer the only sources for productionisation of high tech.
Defence items in our country. Multiple sources are now available in front of our
Traditional Customers.

v) The four yearly production/issue programme to services do no longer exists. Firm

demands from services are now made available only for one year at the beginning of
each financial year. However, a latitude for additional 50% of the current year’s
Army requirement may only be taken for the purpose of advance material
procurement planning.

vi) Attitudinal change on the purchaser – vendor relationship is the need of the day to
ensure delivery of materials by vendors at the right time with right quality and above
all at the right price. Congenial climate for the nourishment of the vendors with
paternal approach is to be developed.

vii) While the whole world is crazy for JIT Inventory Production system to optimize cost
of production and thereby to maximize surplus generation, how OFs can afford to
maintain stock holding of 6 to 9 months or even more. The concept of war-insurance
has been lost in present day contest particularly in to-days open market economy
concept. While OFB budget is no longer a part of Army budget and while OFs are
now having wider customer horizon who have got their options for competitive
buying and while Ordnance Factories are also to compete in the International Market,
Cost reduction particularly in the area of Material Cost is the most suitable means to
compete since material alone constitute 65 to 70 % of our product cost in general and
the labour and overhead elements are much more difficult to change.

viii) To-day, for any industrial productive organization, over-all economy in procurement
with optimum price is the objective and not procurement at lowest price. Vendor’s
supply quality and delivery performance together are more important for overall
economy than the price alone.

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VENDOR DEVELOPMENT

1. Open Advertisement inviting prospective suppliers for getting them registered with
DGQA/DGOF as the case may be for a particular category of Defence Store or for a
particular group of processes or for a particular group of RM/Components/Sub-
Assembly/Items of Indirect Materials etc. – Advertisement will indicate the details of
items required, Approximate Annual requirement and likely share of business for each of
the established vendors. The prospective suppliers will be requested to collect modified
A-B-C forms from the concerned factory.

2. Preliminary scrutiny by “Source Development Cell” (SDC) in each factory in association

with representatives from QC, LAO and concerned Production Department – for initial
screening.

3. Vendor Survey (Capacity Verification) by the Vendor Development Team consisting of

QC, LAO and Production Representatives and their recommendation for Registration. If
DGQA registration is involved, recommend to DGQA.

4. After DGQA registration of the firms for DM, SDC will give a small Education Order
(10 % to 30% of Average Annual requirement) to the Category (3) Vendors, after
finalizing Education Order price through negotiation with price breakup etc. – by the
relevant TPC. Total development order quantity may be distributed among 2/3 such
Category (3) Vendors. All out possible help should be extended at this stage if necessary.
The liasioning group in the factory will be the ‘SDC’. Regular monitoring on the progress
of the firm must be ensured.

5. Immediately on successful development of the item by a firm, it will be given another

small order of similar quantity as the stabilization order when the vendors performance
will be properly watched on quality and delivery aspects. If the quality and delivery is
found to be satisfactory, the vendor will come under Category (1) Vendor.

Note:
a) There will be no relation in the current year with the regular bulk order quantity and the
Development and Stabilization Order quantities. Those will not also be treated as Dues.
Duly accepted quantities against all the Development/Stabilization Orders for a particular
item will be received in the store stock and automatically will be subtracted in the MP
Sheet to arrive at the regular annual bulk requirement meet the production target for
recurring end store items.

b) The ‘SDC’ will be a completely independent Cell in “PV” Group whole time devoted for
Source Development activities only.

c) Perpetual Vendor Rating and Vendor Grading will also be the work of SDC.

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FLOW CHART FROM CUSTOMER ORDER TO DELIVERY

CUSTOMER ORDER

WHERE TO MAKE
PRE – PLANNING WHEN TO MAKE MPS
HOW MUCH TO MAKE
&
HOW TO MAKE

PLANNING MATERIAL REQUIREMENT PLANNING

MAKE OR BUY DECISION
PROCESS PLANNING WITH QC
TOOLS & EQUIPMENTS PLANNING
PLANNING FOR PACKING
& FORWARDING

ORDER BOOKING BOUGHT OUT MATERIAL &

SERVICES
IFD ITEMS
MANUFACTURING ORDERS
ON SHOPS
MATERIAL DRAWAL AUTHORITY

INPUTS

- PRODUCTION FLOW - CONTROL & LINE BALANCING

- QUALITY CONTROL
- MATERIAL & LABOUR VARIANCE ANALYSIS &
CONTROL
- BUDGETARY CONTROL
FOR OH/EXPENSES INDIRECT MATERIAL COST
MATERIAL INDIRECT COST
INDIRECT LABOUR COST
OTHER INDIRECT EXPENSES
- SCRAP CONTROL
- WIP CONTROL

OUT PUTS

PACKING & FORWARDING

CUSTOMER
RETURNS CUSTOMER

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PURCHASE PROCEDURE AND TENDERING SYSTEM

IN ORDNANCE FACTORIES (GUIDELINES)

PREAMBLE :

The purchase procedure and tendering system for all Direct Materials used for Defence
Production have great bearing on the categories of vendors available. For this purpose, vendors
are broadly divided into the following categories:-

1. CATEGORY OF VENDORS

A. DGQA registered and established vendors for a particular item.

B. Established vendors since long but not registered with DGQA.

C. DGQA registered vendors but not yet established.

D. Potential vendors neither registered with DGQA nor an established supplier for a
particular item as yet.

2. DEFINITION OF “ESTABLISHED SOURCE”

A vendor can be considered as an established source for a particular item if they have
successfully delivered the quantity against 2 Supply Orders, meeting the desired quality
requirements satisfactorily.

3. VENDOR DEVELOPMENT

3.1. Vendor Development is necessary for the following reasons-

- When number of existing established vendors is less than Six for direct
as well as indirect materials.

- To implement indigenisation programme.

- Change in ‘Make’or ‘Buy’decision.

- Multiple/Alternate vendor development programme under the following

circumstances-

a. When it is apprehended that the established vendors have

formed a group and quote to the disadvantage of the Govt.

b. When the rates offered by the established vendors are

considered high and not realistic in terms of the prevailing
market condition.

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c. When the Delivery/Quality rating of an established vendor is

found to be below the acceptable qualifying grade inspite of
repeated efforts on the part of the purchaser to help the vendor
to regain his original grading.

d. When the total capacity of the established vendors is not

adequate to meet purchase requirement including contingencies
that may arise due to failure of any vendor.

3.2 Transparency and Openness to Industry :

OFB will publish a Booklet giving basic procedural steps involved in procurement for the
guidance of everyone interested in participation in OFB Purchase programme. Every year
Open Advertisement will be given for getting more and more vendors to be registered
with DGQA/DGOF to become Category C Vendors against each item of Direct/Indirect
Materials. For this purpose, Category D & E vendors may also be persuaded/motivated to
apply for Registration to become Category C Vendors from Category D, and Category A
Vendors from Category E. Advertisement will indicate the details of items required,
Approximate Annual requirement and the number of established vendors available.

3.3 Developing New Sources

For developing new sources, OTE is to be floated to the extent of 20% of the Annual
Ordering quantity with a proviso that only capacity verified and duly registered firms by
DGQA for that particular category of items (i.e. Category C Vendors) should only
participate. This will enable Category C Vendors to come under Category A list after
successful development. In these cases orders may be placed on more than one vendor in
the interest of developing more sources for wider competition with/without price
differential within the financial powers of concerned authority, keeping in view the CVC
Guidelines.

3.4 Helping hand to New Entrants:

In Vendor Development Orders, realistic delivery schedule may be given. However, if

the supplier takes longer time to develop the item, the order on the firm may be cancelled
without Risk Purchase (RP) action after a reasonable period of extension. EMD/Security
deposit of 5% on the value of the Development Order will be obtained which may be
forfeited by the relevant TPC, if considered justified in case of failure of the firm to
execute the development order within a reasonable time. Proper guidance/help, wherever
necessary, should be extended to the vendors for development.

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OPERATION OF ON-LINE
PPC (PRODUCTION PLANNING & CONTROL) PACKAGE

Scope : Though computerisation of inventory details is quite old in the ordnance factories
this write-up is intended to discuss operational details of the ONLINE PPC system. It starts with
an introduction to the operation of the on-line system in ordnance factories followed by a
detailed discussion on the various operations involved while using the inventory management
and the purchase order control modules of the PPC software package.

To keep the write up within manageable size, certain details like formats of outputs and
of screen layouts are omitted since they will vary from factory to factory and are so trivial that
one can easily absorb it in practice.

General Information

Following are the general procedure to be followed in order to get service from PPC
Software.

1. Power on/off

If the power on indicator is off, then switch on the terminal and wait for around thirty
seconds to get any response. NEVER switch on the terminal immediately after switching it off;
wait for a minute before doing it.

Before putting power off, it should be ensured that the terminal displays the login prompt
on an otherwise blank screen. This is to ensure that unauthorized persons can not access data
through an idle connected terminal.

NB: If the terminal at your location is housed inside the air-conditioned enclosure or if you
have additional voltage stabiliser or any other equipment, then first switch them on before
switching the terminal. While putting off the power, sequence should be reversed; first
the terminal and then the additional equipments.

2. Log in/out

This procedure connects/disconnects the user in the computer system. When the screen
displays "Login: " message, give your user identification and password. Watch the screen
carefully after logging in. There may be some message stored for you regarding the
computer system. After using the computer, switch it off only when the message

"Login: " appears on the screen.

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3. Messages and errors

While working with the software, there will be different help messages and error
messages shown on the screen depending on the situation. These will be appearing at the bottom
of the screen. General messages will be like

a) A fixed highlighted line always appearing at the bottom describing the function
of the dedicated keys.

b) Depending on the field in which cursor is present now, there may be a one-line
help message.

c) After the screen is executed by pressing the escape key finally, system will give a
message telling whether the operation was successful.

d) In case of raising a new document carrying a document number generated by the

computer, that number will be displayed on the screen and the message "Press
return to continue..." will appear. User may note down the number for future
reference before pressing the return key; computer will wait till this is done.

e) In case of a fault while processing, computer will give an error message and wait
there with the message "Press return to continue...". Before pressing the return
key, user is to note down the message in exactly the same format as is given by
the computer and report this to EDP.

4. Dedicated keys

The software will be presented in the form of a menu. There will be different options and
sub options in order to reach the screen where the user actually gets the service. The
following set of keys will be generally applicable on any screen.

Esc This key is used to tell the computer that all the data corresponding to the
screen has been entered.
^C To be read as "control C". This key is effected by pressing the key "C'
while key "Ctrl" is kept pressed. This key is used to abort any screen that
is running currently. This does not work while inside “Inquire” options.
^B Depending on the field in which cursor is staying, there may be a message
"Press control-B for help". Once Control-B is pressed, there will be a
secondary window appearing on the screen giving the set of valid data
required for the field. In order to come out of the screen, escape has to be
pressed.
^P Sometimes data is entered through more than one consecutive screens. IN
such cases, if it is required to go back to the previous screen, then control-
P can be used. Going to the next screen in multiscreen input is, however,
effected by pressing conventional Esc key.

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Arrow Sometimes information will be displayed or input in the form of an array.

keys In order to travel from one element of the array to the other, arrow keys
can be used.
F1 While entering data through an array, if this key is pressed then the data in
the current line is erased.
F2 While entering data through an array, if this key is pressed then a blank
line is inserted before the current line of data.

5. Inquire option

In an inquire option, user has to give the selection criteria in the fields wherever the
cursor goes. After entering the selection criteria, user has to press Esc key. The computer then
searches all the data depending on the criteria given and displays them one by one. Using the
ring menu appearing at the top, user can select first, last, the next or the previous row. The
following symbols can be used to establish the relationship between the value entered and the
rows in the table.
> Greater than
< Less than
>= Greater than or equal to
<= Less than or equal to
<> Not equal to
: Range
* Wildcard
? Single character wildcard
| Or
>= 12 entered in a field means that all the rows having the column value greater
than or equal to 12 will be displayed.
pre* entered in a character field means that all the data having the column
value starting with "pre" will be displayed.
?p? entered in a character field will mean that all the rows having the
corresponding column value as: first character any arbitrary single
character, second character as "p" and third character as another arbitrary
single character, will be displayed. Length of the selected values will be
three characters in this example.
PPC Software is normally available under directory /user/develop/demo. This means that all the
software which includes program sources, form sources, program definitions and compiled
versions of both programs and forms are available under directory /user/develop/demo.

The entire software is divided into 15 modules. A module is collection of logically similar
programs. Sources of each module are kept in a separate directory. Module names and their
respective directories are as follows:
Databases db
Inventory im
Purchase order po
Vendor Analysis va

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Payment Analysis pa
Material Requirement Planning mp
Forecasting fc
Shop order release wr
Work in progress wi
Quality assurance qa
Maintenance Management mm
Tools Control tc
Costing ct
Detailed Operation Scheduling ds

INVENTORY MANAGEMENT MODULE

The primary purpose of this module is to handle the information regarding different
inventory activities. This includes material receipt, issue to sections for internal consumption and
issue of finished product to the customers. There will be different reports generated on different
activities in order to facilitate the management in information handling.

In addition, there will be mechanism for verification, detection and regularization of

stock anomalies with proper documents like expense voucher, certified vouchers etc.

Receipt of material starts with the logging of transport activities. When the information
about the transport booking etc. for the material is received, they can be logged in the computer
so that material that has already started for , can be tracked. Once this material arrives at the gate,
a Summary at Material.

Inwards Bond is prepared. At that time the person sees the purchase order rate, ordered
quantity etc on the screen and verifies. This is in order to confirm the accuracy of the purchase
orders that are transferred from the computer existing earlier. The person raising the Summary
also sees the description of the material as described in the document. Once satisfied, he raises
the document for further action. It is not absolutely necessary to enter the transport documents
because they may not be available in advance before the actual material arrives or there may not
be any transport document at all. But the next stage of raising the Summary is necessary.

Once Summary is raised, an MIS can be raised against the Summary. At this stage also,
the purchase order details are shown along with the material description. Then the MIS can be
printed and forwarded to MID for inspection of the material. A material can have its description
at different documents. They are like

i) There is a permanent 35 character long description corresponding to every item in the

stock master. whenever a document is being raised or a query is made on the screen, this
description is picked up and shown to the user.

ii) For some items this description is found inadequate to give the specification. So there has
been an option to provide a longer description of 300 characters for such items. In printed
documents, this longer description is printed whenever details are required. It is not

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essential for all the items to have long description. Then the documents will contain the
35 character description which is sufficient for these items.

iii) While the vendors send their quotations against a tender enquiry, they may offer to
supply a material which is not exactly what is required by the factory, but something
compatible. The description/specification of these items may be deviating from the
specification we are maintaining in our master files. At the time of entering the quotation
if there is any deviation that can be entered against that item for that tender enquiry.
When order is placed or later material is received against that order, this deviated
specification/description will be printed in the documents.

iv) Sometimes it is found that at the time of raising the purchase order FY. wants to give
specification of the material more precisely than is possible within 300 characters. There
is provision given to describe the material at the time of raising the purchase order using
a maximum of 200 lines of 75 characters each.

At the time of printing the MIS, the 35 character description is always printed. Next, if
the 200 line description is found, this is printed. Otherwise it is checked whether there is any
deviated description was provided by the vendor at the time of sending quotation. If so, this is
used in the MIS. If none of them are available then the long description of the item, if any, is
printed in 300 characters. The MIS thus printed will be sent to MID for inspection. They will
determine the accepted/rejected/expended in test quantities and forward the MIS to stores for
further action. The quantity accepted together with the quantity expended in test at FY, expenses
will be updated in the purchase order so that party can be paid for the material.

The MIS sentenced now arrives at Stores for posting. Once executed, this will update the
stock value and quantity so that material can be issued to the demanding sections against demand
notes.

Demand notes are used to draw materials from stores against warrants. There will be two
mechanisms available to process demand notes.

According to one mechanism, Production sections will be raising the demand notes from
their terminals. Only those items that are authorized against the warrant will be allowed to be
drawn. Quantity will be limited to the quantity less the quantity already drawn and quantity
already authorized against other demand notes for the same item. If there is any alternate
material given in the warrant then that is also taken care of in the calculation of the allowable
quantity. If certain percentage of one of the alternate materials is drawn then only the remaining
proportion can be drawn from any of the alternates.

This demand note now will be going to MCO for authorization. MCO will see the
demand note and determine whether there is any crisis of the material. Seeing the stock situation,
demand position and criticality of different demand notes, they authorize the suitable amount to
the section on the demand note.

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Finally this demand note will be posted in the stores so that stock and warrant are
updated. Stock quantity and value are reduced by the drawn amount. The same is enhanced in the
drawn quantity and value in the warrant.

The above requires that the demand notes are raised only against valid warrants issued
through the computer. But this situation may take some time to be implemented. So temporarily
there is a parallel mechanism for raising demand notes. In this, only the warrant numbers will be
available in a file. At the time of raising the demand note this file will be consulted for the
existence of valid warrant numbers only. MCO raises the demand note. Section produces
the demand note to MCO. MCO raises the demand note. The two operations of raising and
authorizing are clubbed together so that no further authorization is required. The
mechanism of posting the demand note is same as before but the warrants are not updated
since they do not exist in the computer.

The mechanism for processing return note is exactly same as that used for the
demand notes. The same form is used for both the purposes. In case of authorization of return
notes, a separate option is given so that this option can be executed by inspections department.

The procedure currently being followed is the second one.

When material from the factory is to be issued outside the factory an issue voucher needs
to be prepared. Issue vouchers can be of several types:

i) Production issue vouchers are prepared to issue items manufactured in the factory against
warrants. It reduces the item held in the manufactured item master and increases the
issued quantity in warrant and order files.

ii) Nominal issue vouchers are prepared to send material without affecting the stock. Actual
issue voucher as is appropriate will be issued later.

iii) Stores issue vouchers are prepared for issue of store from purchase item master.

iv) COD issues are required to take care of transaction of material outside the factory.
Sometimes materials will be dispatched from the vendor to the indenter directly without
any involvement of FY in between. But since the order for the material was received by
FY and in turn FY placed the purchase order to the vendor, the order masters are to be
updated without affecting the store. Store will not be affected since FY is not receiving
anything from the vendor, nor it is issuing anything from the store. Only the masters of
received orders and purchase orders will be updated.

If there is any anomaly in the physical balance and the documented balance then that will
be detected during stock verifications. These and any other anomalies can be rectified using
discrepancy vouchers.

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Sometimes it may be required to adjust the stock value without altering the stock quantity
to take care of depreciation or inflation. This can be done through Adjustment vouchers.

In addition, extensive reports and queries are to be available in order to facilitate the
monitoring of the Store.

CONTENTS

main - im000menus

1. RR/LWB Transaction - im905trtdetails

Add - im901trt Modi - im901trt Delete - im901trt

Inquire - im902trt, im903trt RR/LWB Receipt - im904trt

2. Entry on Receipt of Materials in Bond

MIB Transactions - im910amib Inquire - im911imib

3. Material Inward Slip - im110mis

1. Raise MIS - im001anmis

2. Print MIS 11

3. Sentence MIS - im112mis

4. Post Receive Voucher - im107mis

5. Print Receive Voucher

6. Inquire MIS - im104mis, im108mis

7. Print Discrepancy Report - im001dskr

8. Print MIS Summary - lb_dates

4. Demand/Return Notes

Add - im153enter
Delete - im155modfy
Post - im156pass
Report
Print Demand Note
Print Return Note

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Inquire - im155modfy

5. Issue Vouchers

Production - im600isvra Nominal - im600isvra Stores - im600sivr

Report - im600issvr Inquire - im600isvra

6. Certified Vouchers - im700ncirv

1. Raise CIV/CRV - im700acirv

2. 2. Inquire CIV/CRV - im700icirv

7. Discrepancy Vouchers - im200nddvr

1. Raise a DD Voucher - im200addvr

2. Authorise a DD Voucher - im200addvr

3. Delete a DD Voucher - im200addvr

4. Inquire on DD Voucher - im200addvr

5. Post a DD Voucher - im200addvr

6. Print a DD Voucher - im200addvr

7. Adjustment Vouchers

Add - im151adjst Inquire - im151adjstz

8. Stock Verification Vouchers

Add - im120stver Modify - im120stver Inquire - im120stver

Delete - im120stver

9. Reports - im100nrept

1. Consumption Statement - lb_dates

2. Fast/Slow/Non moving items

3. Negative stock balance

4. Stock of vital items

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5. Stock of scarce items

6. Stock of critical items

7. List of Bottlenecks

8. Nil balance statement

9. XYZ analysis

10. ABC analysis

11. Stock item list

12. Manufactured item list

13. Stock statement

14. Priced Stores ledger - lb_dates

15. Priced Stores accounts ledger - dateim60

16. Inward lorry weigh bills - lb_dates

17. Statement of LWBs booked for despatch - lb_dates

18. Items below stock level

19. Items above stock level

20. Monthly despatches - lb_dates

21. Loss statement for every DD voucher

22. Surplus statement - lb_dates

23. List of scrap items

24. Monthly incoming wagons - lb_dates

25. Item nomenclature

26. RR's Pending actual receipts

27. LWB's Pending actual receipts - lb_dates

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28. Stock not verified

29. Daily Collection report - im115mis

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Option: MAIN MENU IN INVENTORY MODULE

im000menus INVENTORY MAINTENANCE IM000MENUS

1) RR / LWB TRANSACTION 6) DISCREPANCY DEF. VOUCHER

2) MATERIAL INWARD SLIP (MIS) 7) ADJUSTMENT VOUCHERS

3) DEMAND / RETURN NOTES 8) STOCK VERIFICATION VOUCHER

4) ISSUE VOUCHERS 9) REPORTS

5) CERTIFIED VOUCHERS 10) EXIT

Enter your option : [ ]

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PURCHASE ORDER PLANNING AND CONTROL

The purpose of this module is to register the information on different procurement

activities. This includes raising of purchase requisitions by sections, raising and authorizing an
SHIS, raising a tender, registering quotations received from suppliers and finally raising a
purchase order. Reports are generated on the various activities covered to help in information
management.

Purchase requisitions can be raised from the production sections to indicate their
requirement of materials. In that information will be available on item code, quantity,
approximate date by which the material is required and any justification/ authority for the
material procurement. This may further be processed by MCO to raise the SHIS.

An SHIS is raised to initiate the procurement action. This document is raised from MCO
and forwarded to Provisioning office to take procurement action.

Based on the SHIS one of several actions can be taken. Either a purchase order to a trade
agency or an IFD to a sister factory or an Indent to an allied agency can be raised to get the
material.

In case of procurement from the trade, a Tender enquiry will be raised and distributed to
the vendors. There the item and quantities to supplied will be mentioned.

Vendors will respond against these Tenders by sending quotations. The selected
quotation will be entered into the computer for further while raising the purchase order. this
quotation will contain different rates of the material. A party can supply different alternates for a
given item. If the specification of the item supplied by the vendor deviates from what is required
then that can be registered at the time of entering the quotations. This deviated specification will
be used in further documents like purchase order, MIS etc..

There is provision for processing rate contract information also. Rate contract document
contains rates of different items that will be supplied by the vendor for a fixed interval. If these
information are registered in the computer then these can be used like quotation information and
rate and value of an order can be obtained.

Total allowable expenditure is allocated under different budget heads and this is fixed at
the beginning of the year. This allocated amount can be registered in the computer as soon as
they are available at the beginning of the year.

Later, whenever an order is placed against a budget head or payment is done, respective
fields in the corresponding budget record will be updated.

After raising the purchase order, the vendor will start supplying the material. When the
full quantity is received, the supply order can be closed. In case there is requirement of closing

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the supply order before completion of the order, it can be short-closed. No further material will
be received against such closed or short-closed purchase order.

CONTENTS

main - po000menu

1. Purchase Requisitions

1. Raise - po101preq
2. Modify - po106preq
3. Inquire - po106preq
4. Delete - po106preq
5. Reports - lb_dates

2. SHIS

Add - po203sis, po205pusi

Modify - po203sis, po206sis
Vett - po203sis
Inquire - po203sis
Delete - po203sis
Print - po203sis
Reports - lb_dates

3. Tender Enquiry

Raise - po121te, po122tept, po124tesis

Modify - po121te, po122tept, po124tesis
Inquire - po121te
TE_items - po125tept
Delete - po121te
Reports
Tcp - tend_scr
Cst - itend_scr
Tender printing - po209pte

4. Quotations

Add - po131quot
Modify - po131quot
Delete - po131quot
Inquire - po131quot
P_rating - va100prce
Ord_qty - va200itent

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5. Vendor Rating

Vendorwise - po132vitm
Itemwise - po132vitm

6. Rate Contract

Add - po202rc
Modify - po202rc
Delete - po202rc
Inquire - po202rc

7. Head Budget

Add - po201hb
Modify - po201hb
Delete - po201hb
Inquire - po201hb

8. Purchase Order

1. Raise Purchase Order

2. Amend Purchase Order
3. Inquire Purchase Order
Amendment - po151poam
4. Delete Purchase Order
5. Close Purchase Order
Purchase Order - po111po
Item - po114pt
6. Shortclose Purchase Order
Purchase Order - po111po
Item - po114pt
7. Give Purchase Order dates - po210po
8. Print Purchase Order - po111po
9. Reports
Item wise - lb_dates
Party wise - lb_dates
Po Number wise - lb_dates
Purchase Type wise - lb_dates
10. Add Direct Purchase Order - po111po, po112fpt

9. Indents

Add - po208indt

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Modify - po208indt
Delete - po208indt
Inquire - po208indt
Print - po208indt

10. Cash Purchase

Add - po207capu
Modify - po207capu
Delete - po207capu
Inquire - po207capu
Print - po207capu

11. Vendor Item

Add - po132vitm
Modify - po132vitm
Inquire - po132vitm
Delete - po132vitm
Suspend - po132vitm
Revoke - po132vitm
Reports
Party - vend_scr
Item - item_scr

12. Reports

List of purchase requisitions - lb_dates

List of SISs - lb_dates
Tender enquiry reports
Tpc - tend_scr
Cst - itend_scr
Tender Printing - po209pte
STA-form - po121te
Purchase Order reports
Item wise PO list - lb_dates
Party wise PO list - lb_dates
PO number wise PO list - lb_dates
Purchase type wise PO list - lb_dates
Dues List - dues_frm
Purchase type wise receipts - lb_dates
Party-Item listing
Party wise item list - vend_scr
Item wise party list - item_scr

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Option: MAIN MENU IN PURCHASE ORDER MODULE

po000menu PURCHASE ORDER PLANNING AND CONTROL PO000NMAIN

1. Purchase Requisitions 2. SHIS

3. Tender Enquiry 4. Quotations

5. Vendor rating 6. Rate Contract

7. Head Budget 8. Purchase Order

9. Indents 10. Cash Purchase

11. Vendor Item 12. Reports

0. Exit

Enter your option <0 - 12> : [ ]

This menu appears when the user selects the purchase order option in the main menu of
the ppc package. The user may select any of the options in this menu according to the activity he
is to perform. Please note that the reports shown in this manual have been generated with test
data.

OTHER MODULES RELATED TO

MATERIAL MANAGEMENT

Scope:-

This write-up is meant for introducing the operational details of the four modules
(namely Forecasting, Material Requirements Planning, Vendor Rating and Payments analysis) of
the online PPC system which is currently operational in the ordnance factories.

FORECASTING MODULE

Forecasting module calculates the probable consumption of a material in a quarter based

on past consumption of the material. This is done by processing the demand/return notes
available in the computer.

There is provision for calculating average consumption of an item over the period of last
18 months. It is expected that future consumption can be predicted based on this average
consumption. This is the monthly requirement of an item.

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In this it is assumed that the consumption history has equal importance irrespective of its
age. Instead, it is expected that the future consumption will be more close to the consumption in
the recent past, whereas earlier data will have gradually diminishing effect on the forecasted
quantity. So instead of taking 1/18th of the consumption of a material over last 18 months and
summing them up to get the forecast quantity, we take a fraction of the consumption for each of
the previous quarters, the factor having a decreasing value as we go back in the past. This way
we calculate the smooth average consumption quantity for an item.

In addition to the average quantity, looking at the trend of the consumption, it can be
predicted whether consumption is likely to increase or decrease in the future. If we add this trend
to the average consumption, prediction can be expected to be more accurate.

Sometimes consumption may follow a fixed pattern. During a certain period every year
there may be increase or decrease in the consumption. If we do not consider the seasonality then
there may be extra provisioning when the material is not needed or there may be prediction of
just the average consumption whereas expected consumption is more. The seasonality factor in a
quarter is calculated as the ratio of average consumption in the quarter and the average quarterly
consumption. If the average consumption of an item in a quarter is low then this factor will be
low and the overall forecast quantity will also be less. After running the forecasting activity the
user will be presented a report that will give the estimated consumption quantity in a quarter.

For running the forecasting module, first the master which will contain one record for
each item that has been consumed as indirect material in the past, has to built. After that the item
history file, which will summarize the past consumption from the demand/return note file is to be
generated. After generating this file, if it is known that some more consumption history is
available in addition to the data available in the computer, that can be added. Also the
consumption history can be modified or deleted according to the requirement. Once the
forecasting master and history file is generated, calculations can be started. Three calculations re
involved in the process; Smooth average calculation, trend calculation and seasonality
calculation. After these calculations are over the report can be generated. It is important to note
that unless all three calculations are over the report generated will not be as is expected.

The trend component of the forecast quantity gives the expected increase or decrease in
the consumption from the average forecast consumption. This is expected to be low in
comparison to the average. A rigorous process is available to calculate this component also. In
this, first the smoothed average of all the items in all the quarters in the past are calculated and
stored in the forecast master table. Then the trend is calculated as follows:

Trend in consumption of an item for a quarter is the difference of consumption in the

previous quarter and the consumption in the previous to previous quarter. This trend is calculated
for all the quarters for which data is available. Then a mechanism similar to that for finding
smoothed average consumption is applied to find smoothed average trend.

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The above procedure, though sophisticated by nature, requires abnormally high

computation time. Considering its effect on the overall forecast quantity, a simpler but much
faster mechanism is also considered. In this, the average of earliest consumption and latest
consumption is taken over the period of consumption.

The monthly requirement computation involves finding the average consumption of and
item as indirect material over the period of last 18 months. The average quantity is updated as
monthly requirement in the stock item master.

MATERIAL REQUIREMENT PLANNING MODULE

This module accepts the quarter wise production plan. This production plan can be
decided based on the orders received from different agencies for different end products. Once
this plan is entered, this module calculates the amount of raw material required at different
period of time. Then the net quantity for which procurement action has to be initiated,
considering all the stock and dues quantities, is also calculated.

Optionwise explanation follows

MAIN: (mp000menu.4ge)
1. Plan maintenance (mp001nplan.4ge)
Add, Inquire, Modify, Delete, Exit
(mp001nplan, mp001aplan, mp001ipl, mp001mplan, mp001dplan, mp001fdues)

Data expected for addition:

EP Code
Plan year
Plan quantity

Action:
After EP Code, Ep description is displayed
After plan quantity, it is distributed into 4 quarterly quantities in 20%, 25%, 25%,
30% proportion.

In modify option the above quarterly distribution can be altered and plan quantity will be
the aggregate of the modified quarterly planned quantities. Key for modification (EP
Code, Plan year)

2. Gross requirement calculations (mp002ngros.4ge)

a) Run gross requirement calculation (mp002tgros.4ge),

(mp002sgros, mp002tgros, mp002gdate, mp002estrv, mp002globl)

Data expected:

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Starting year
Starting quarter
End year
End quarter

Action: Inserts rows in m_epgros indicating material requirement upto the raw
material level. Production target is taken from m_plan.

b) Query on gross calculation (mp002igros.4ge)

(mp002globl, mp002igros)

Query on:
EP Code
Item code
Component code
Qty required
Year
QuarterUnit of quantity
Required date
Required quantity
Makes query on m_epgros

c) Run adhoc requirement calculation (mp004tadhc.4ge)

(mp004tadhc, mp004sadhc, mp004globl, mp002estrv, mp002gdate)

Data expected:
EP code
Year
Quarter
Scheduled quantity
Action: Inserts rows in m_adhmp indicating material requirement upto the raw
material level. Production target is taken on adhoc basis.

d) Query on adhoc calculation (mp004niadh.4ge)

(mp004niadh, mp004iadh)

Query on:
Item code
Required year
Required month
Unit of quantity
Adhoc quantity

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3. Net requirement calculations (mp003nnet.4ge)

a) Net requirement calculation (mp003tnet.4ge)

(mp003tnet, mp003fldt, mp003globl)
Calculates net requirement item wise after considering stock and dues
from purchase order.

b) Query on net requirements (mp003ninet.4ge)

Query on Item code
Plan year
Plan month
Unit of quantity
Gross quantity required
Drawable/current stock
Dues from purchase order
Net quantity required

4. Explosion details (mp007nexpl.4ge)

Options: Single level, Multi_level, Consolidated

Data expected:
EP Code
Quantity required
Displays the items required and respective quantities

5. Implosion details (mp008nimpl.4ge)

6. Reports (mp000rmain.4ge)
a) MRP production program (mp020rsecp.4ge)
(mp020globl.4gl, mp020gdate.4gl, mp020estrv.4gl,
mp020expsp.4gl, mp020rsecp.4gl, mp000fconv.4gl)

Data expected:
Starting year, quarter
Ending year, quarter

Action:
Gives section wise production plan for different components.

b) Gross/Net requirement (mp030rgnrq.4ge)

(mp030rgnrq.4gl, mp020globl.4gl)

Data expected:
Starting year, quarter
Ending year, quarter

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Action:
Gives the total quantity required of an item between start date and end date.

c) Procurement program (mp010rproc.4ge)

(mp010rproc.4gl)

Data expected:
Year, quarter

Action:
Requirement in the year and quarter is printed item wise

d) Review sheet (mp050rrevu.4ge)

(mp050globl.4gl, mp050rrevu.4gl, mp050revst.4gl)

Data expected:
Item code

Action:
Gives Material details, End product details which require this material, orders
received for these End products, Production plan, and pending supply order details for a
given item

VENDOR ANALYSIS

The principal purpose of this module is to calculate the ratings of a vendor. The
three types of ratings included are price rating, quality rating, and delivery rating. Price rating is
calculated on receiving a quotation from the vendor on the item mentioned in the tender. Quality
and Delivery ratings are calculated each time the supplier supplies material against a purchase
order, and therefore, take into account the past performance of the vendor.

The options in this module are generally invoked by other modules, namely, the
purchase order and inventory control modules, though the user may run the "Price rating" and
"Tentative Order Quantity" options from this module itself.

VA000 Vendor Analysis - MENU VA000NMAIN

1. Price Rating

2. Tentative Order Quantity

0. Exit

CHOICE [ ]

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The above menu is displayed when the vendor analysis option is selected by the
user. It is important to note that the Price Rating and Tentative Order Quantity may also be
calculated from the Purchase Order module.

PRICE RATING

VA100 UPDATE PRICE RATING VA100TPRCE

Tender Enquiry Number : [ ]

Party Code : [ ][ ]

Item Code : [ ]

Description : [ ]

Input : Tender Enquiry Number, Party code, Item code

Action : On pressing the escape key after entering the required information, the
system calculates the price rating of the vendor for the item. The price
rating is recorded in the vendor item master.

CALCULATION OF TENTATIVE ORDER QUANTITY

VA200 CALCULATION OF TENTATIVE ORDERING QUANTITY VA200ITENT

Supplier Code : [ ]

Item Code : [ ]

Quotation Date : [ ]

Input : Supplier code, Item code, Quotation date

Action : The tentative ordering quantity is calculated and displayed on the screen.

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QUALITY RATING

The quality rating is calculated during the posting of receipt voucher (please refer
to the user manual on inventory control). On pressing the escape key after entering the receipt
voucher details, the user is prompted with the message "Do you want to run Quality rating
(y/n)?". If the user responds with a "Y/y"then the system calculates the Quality rating for the
vendor on the item mentioned in the receipt voucher. The quality rating for the vendor is
recorded in the vendor item master.

DELIVERY RATING

The delivery rating is also calculated during the posting of receipt voucher (please
refer to the user manual on inventory control).

Once the system has calculated the quality rating, the user is prompted with "Do
you want to run Delivery rating (y/n)?".

If the user confirms with a "Y/y", then the delivery rating for the vendor on the
item mentioned in the receipt voucher is calculated. The delivery rating for the vendor is
recorded in the vendor item master.

PAYMENT ANALYSIS Module

The purpose of this module is essentially to track vendor bills from the time that they are raised
or registered till cheque details are issued for the bill. The activities include linking of bills to
receipt vouchers on receipt of material, posting the bill and generating payment advice. When a
bill is received, the person dealing with the registration of the bill has to enter the purchase order
number against which the bill is being registered. The person may then verify the vendor code
that appears on the screen. Other particulars like bill type, challan number, inote number etc are
then entered. It is important to elaborate a little on the bill type that is to be entered. While
raising the purchase order, the basis on which the payment is to be made and the payment
percent are identified. In case the payment is to be a part (provisional) payment, then the bill type
should be P. When a bill is to be registered for the remaining (adjustment) amount, the bill type
entered should be A. Whenever a single bill is raised for the entire amount in the purchase order,
then the bill should be treated as an adjustment bill. On entering the amount claimed against each
item, the computer cross checks with the maximum amount allowable for that item on the basis
of the payment percent in the purchase order. The computer generates a bill serial number for
reference purpose. Any recovery statements against a particular vendor are to be registered in the
system. The recovery from a particular vendor are to made against a purchase order raised
against him. The type of recovery and the amount to be recovered are required once the vendor
code and purchase order number are cross checked by the computer. The recoveries registered
may be adjusted against a particular vendor bill when the bill is being passed.

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If the bill is an adjustment bill, then it has to be linked to receipt vouchers before any further
action can be taken on it. This activity links the material that has been received against the
purchase order with the bill. It must be noted that the values on receipt vouchers which are partly
linked or not linked at all are linked to the adjustment bill.

Payment may not be made before the bill is passed. A provisional bill may be passed once it has
been registered whilst an adjustment bill may only be passed after it has been linked to receipt
vouchers. In case of adjustment bills the amount that is passed cannot exceed the amount against
which material has been linked. While passing a bill any recoveries that are to be made against
the vendor are accounted for in the bill. The recoveries in this case are made purchase orderwise.
The amount that is to be recovered in the bill is therefore deducted from the total bill amount.
Once a bill has been passed, there is provision to modify the recovery amount.

Once a bill has been passed, the payment advice is generated. The particulars of the bank of the
vendor (if payment is to be made through a bank) are to be entered and a printed copy of the
payment details is obtained.

In case recoveries are to be made by accounts after a bill has been passed, then they must be
identified and recorded against the particular bill. These recoveries are distinct from the
recoveries made against a purchase order. It is for this simple reason that the recovery type for
such recoveries should always begin with the digit 3. A final deduction in the amount that has
been passed would therefore be necessary.

The cheque number, cheque date and the cheque amount are recorded when a cheque is passed
against a particular bill. The cheque amount should not exceed the amount that has been passed
by accounts. In case the bill is a provisional bill, it has to be regularised. This activity may be
done after the part payment has been made and before the adjustment bill is registered. This
activity involves the linking of the provisional bill to receipt vouchers. The values in the receipt
vouchers for an item in the bill are either completely linked or partly linked to the bill. The partly
linked receipt vouchers and those receipt vouchers which have not been linked are linked
against the item in the adjustment bill after it has been registered. Thus regularising the
provisional bill and linking the corresponding adjustment bill actually links up the entire material
received against the purchase order.

CONTENTS
main - pa000menu

1. Enter Bill Details

Add - pa201aabil, pa202aabil
Modify - pa201aabil
Delete - pa201iabil
Inquire - pa201iabil

2. Enter Recovery Details

Add - pa103arecy

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Modify - pa103arecy
Delete - pa103arecy
Inquire - pa103arecy

3. Linking RVs
- pa220ln
- pa222itmd
- pa223mis

4. Bill Passing
Pass - pa102blpas
- pa102tblps
Modify - pa102blpas
- pa102tblps

5. Generate payment advice

Print - pa200adv1
- pa200adv2
- pa200adv3
- pa204adv4

6. Recoveries by accounts - pa601rcbil

7. Enter cheque details - pa104paymt

8. Regularisation of bill
- pa260re
- pa222itmd
- pa223mis

9. Reports - pa105rmenu
1. Details of recoveries made - pa105r001
2. Supplierwise bill status report - pa105r002
3. Purchase order wise bill status report
4. Cash outflow statement - pa105r004
5. Spot payment - pa105r006
6. Statement of payment - pa105r0071
7. Bill status report
8. Details of bills not linked

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pa000menu PAYMENT ANALYSIS PA000MAIN

1. ENTER BILL DETAILS 6. RECOVERIES BY ACCOUNTS.

2. ENTER RECOVERY DETAILS. 7. ENTER CHEQUE DETAILS

3. LINKING RV's 8. REGULARISATION OF BILL.

4. BILL PASSING 9. REPORTS.

5. GENERATE PAYMENT ADVICE. 0. EXIT TO MAIN MENU.

ENTER YOUR OPTION : [ ]

The above menu displays the different options available to the user in the payment analysis
module. The user may select a particular option by entering the number and pressing return.

USER MANUAL ON DATABASE MODULE

main - db000menus

1 Party Master
Add - db010apty
Modify - db010party
Inquire - db010party
Delete - db010party
Suspend - db010party
Revoke - db010party

2. Machine Master
Machines
Add - db020machn
Modify - db020machn
Inquire - db023machn
Delete - db020machn
Book value
Modify - db021machn
Inquire - db021machn
Maintenance statistics
Modify - db022machn
Inquire - db022machn

3. Machine Spares master

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Add - db030mcspr
Modify - db030mcspr
Inquire - db030mcspr
Delete - db030mcspr

4. Tools Master
Add - db040tools
Modify - db040tools
Inquire - db040tools
Delete - db040tools

5. Estimate header file

Add - db050est
Modify - db050est
Inquire - db050est
Delete - db050est
Print - db050est
Recalculate - db050est
SMH - db061smh

6. Material estimates
Add - db060estmt
Modify - db060estmt
Inquire - db060estmt
Delete - db060estmt
Print - db060estmt

7. Labour estimates serial

Add - db070elb
Modify - db070elb
Inquire - db070elb
Delete - db007destl

8. Order file
Add - db090order
- db091order
- db092order
Modify - db094order
Inquire - db093order
Delete - db094order
Suborders - db009rsub

9. Inspection authority/officer
Add - db016insp

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Modify - db016insp
Delete - db016insp
Inquire - db016insp

10. Stores item master

Add - db110stitm
- db111stitm
- db112stitm
- db113stitm
- db117stitm
- db115specf
Modify - db110stitm
- db111stitm
- db112stitm
- db113stitm
- db114stitm
- db115specf
Delete - db110stitm
Inquire - db114stitm

11. Manufactured item master

Add - db120mfitm
- db121mfitm
- db122mfitm
Modify - db120mfitm
- db121mfitm
- db122mfitm
Delete - db120mfitm
Inquire - db123mfitm
Print - db120mfitm

12. Parameter file

Add - db131param
Modify - db131param
Inquire - db131param
Delete - db131param

13. Last number file

Add - db140lstno
Modify - db140lstno
Inquire - db140lstno
Delete - db140lstno

14. Long description file

Add - db015long

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Modify - db015long
Delete - db015long

Option: Main menu

db000menus DATABASES DB000MENUS

1. Party master 2. Machine master

3. Machine spares master 4. Tools master
5. Estimate header file 6. Material estimates
7. Labour estimates serial 8. Order file
9. Inspection authority/officer 10. Stores item master
11. Manufactured item master 12. Parameter file
13. Last number file 14. Long description file

0. Exit

Enter your option and press return: [ ]

*******

Ordnance Factories Institute of Learning, Ambajhari