09 01 25 Inventory Manual

Contents

1 Goals & Objective

2 Inventory Criteria

3 Type of materials for Inventory

4 Material Purchase Requisition (PR) preparation Procedure

5 Allowable limit of Maximum & Minimum Stock

6 PR Format

7 Supply Order (SO) Format

8 Category of Materials for PR

9 PR operation Flow Chart

10 Material Transfer Requisition Form (TRF)

11 Material Receiving Report (RR) preparation Procedure

12 RR operation Flow Chart

13 RR Format

14 Clients Material Receiving Format

15 Material Issue Flow Chart

16 Store Requisition Form (SRF)

17 Store Issue Note (SIN)

18 Material Ledger Format

19 Assets Ledger Format

20 Monthly Inventory Report (IR)

21 Inter Project Transfer Report (IPTR)

22 Material Overstock Report

23 Controlling of Wastage and Pilferage

24 Equipments Maintenance Guide Line

25 Material Accounts Code

26 File Management

27 Abbreviations

1

GOALS AND OBJECTIVE OF INVENTORY MANAGEMENT DEPARTMENT

Material Controlling

9 Proper Purchase requisition 9 Search & Locate the requisitioned materials 9 Receiving of Material as per requirement and specification 9 Ensure quality of materials 9 Ensure safety of materials 9 Issuing of materials at work or other sites in right way 9 Actual Consumption of materials 9 Detect & minimize the wastage 9 Safe keeping of wastage/scrap for maximum salvage value

Accounting for Materials

9 Preparation of primary documents of materials, requisition, receiving, issuing, inter project transfer in a

prescribed format 9 Reflection of item wise status in store ledger 9 Report on various statement for evaluation 9 Facilitate inventory data to reconcile with accounts 9 Monitor the program guide line with materials 9 Management accounting approach with inventory data 9 Account for spoilage, wastage, scrap, Normal loss/Abnormal Loss 9 Assign for Re-order level, safety stock level 9 Variance analysis on actual and estimated quantity

Controlling & Accounting for Assets & Equipment

9 Control assets and equipments 9 Ensure quality and longevity of site assets 9 Proper storing, location, maintenance & utilization 9 Recording of all site assets 9 Identification of fixed assets 9 Compile of all assets and equipments and reconcile with accounts 9 Establish fixed asset register 9 Calculation of depreciation of assets 9 Calculation of salvage value of assets

MIS

9 Transparency regarding Materials control 9 Various informative reports for management as decision-making tools.

2

CLASSIFICATION OF MATERIALS FOR INVENTORY MANAGEMENT

Consumable Items

Civil (Sub & super structure)

o Materials (Bricks, Cement, MS Bar, Chips etc.) o Hardware Material (Admixture, nozzle etc.)

Plumbing & Sanitary o Material (GI, PVC pipe & fittings, Bath room & toilet fittings etc.) o Hardware Material (Tread tape, rowel bolt etc.)

Electrical

o Material (Conduits, cable, MCCB, SDB, Fixture etc.) o Hardware Material (GI wire, Nitto tape etc.)

Finish o Material (Tiles, Marble & Mosaic etc.) o Hardware Material (Joint filler, white cement etc.)

Paint o Material (Paints, Thinner, Roller brush etc.) o Hardware Material (Stone, Markin cloth etc.)

Door, window & Railing o Material (Wood, MS Grill, Thai Aluminum, SS etc.) o Hardware Material (Lock, Handle, Hinge, Screw etc.)

Assets

Framed Items

o Truss & Scaffolding (MS truss, Scaffolding etc.) o Hardware Material (Base plate, Hinge, Joint pin etc.)

Shuttering o Material (wood, Bamboo, MS Props, Plane sheet etc.) o Hardware Material (Rope, GI nail, Rupban sheet etc.)

Equipments o Machinery (Mixture machine, Roof hoist, Vibrator, Pump etc.) o Hardware Material (Spare parts, Fuel, welding rod, cutting disc etc.)

Logistics & Stationery Items (Paper, cartridge, pen stapler etc.)

3

Case-A Material Supplied by Clients & Work done by Bay- OK

Material Supplied by ClientsReceived by Bay

Site OfficeWork done by Bay

Case-C Material Supplied by Bay & Work done by Bay- OK

MaterialSupplied by Bay

ProcurementReceived by Bay

Site OfficeWork done by Bay

Inventory Management Criteria

4

Mobilization Level Minimum Store size

= 25'0"X20'0"

Foundation Level Minimum Store size

= 25'0"X20'0"

After 1st Slab Casting Minimum Store size

= 30'0"X20'0"

Final StageMinimum Store sizeAt Reception/ Guard

Room

At Ground Floor Minimum Store size

= 22'0"X20'0"

At 1st Floor Minimum Store size

= 40'0"X20'0"

STORE MAKING POLICY AT SITE

5

Work Schedule

Stock Level Fixing

PR Preparation

Ideal Stock

Daily Consumption Rate Fixing

Delivery Schedule by Supplier

Allowable (Tolerable) Maximum and Minimum Stock Level

Sl. No

Category of Materials Items of materials

Maximum stock level

Minimum stock level Safety Measures

1. Civil Materials Bricks, Cement, Sand, MS Bar, Coarse aggregates

20% of planned work schedules of the lead

time

5% of planned work schedules of

the lead time

These two stock levels of material quantities are maintained as safety stock only that will be consumed

in lead time

2. Hardware Materials All kinds of Hardware Materials


time


the lead time Do

3 Plumbing and Sanitary Materials GI, HCI, PVC items and

sanitary items


time


the lead time Do

4. Electrical Materials PVC items, Electric cables, Switches, Socket, Circuit

breaker etc.


time


the lead time Do

5. Tiles, Marble and Mosaic Materials White Cement, Tiles,

Marble, Mosaic Chips etc.


time


the lead time Do

6. Paintings Materials Paint and polishing items 15% of planned work schedules of the lead

time


the lead time Do

7. Door and window fitting Materials Timber, Door and Window

Fitting etc.


time


the lead time Do

8. Shuttering wood and bamboo Wood, Bamboo, Plain

Sheet etc.


time


the lead time Do

Controlling of Overstock Material

6

GUIDE FOR PREPARING OF PR AND TIME REQUIRED TO DELIVERY

Srl. Material Category

Name of Items/ Description Min. Delivery Time from the

Proc. (Day)

Maximum time limit to stock (from receiving

date)

Remarks

a) Cement (Structural/ Finishing) b)MS Re-bars (40/60 Grade) c) Bricks/Picket (Bangla/ Machine Made)

d) Sand (LS/SS/FS/VS)

01 Civil

e) Stone Chips/ Shingles a) Cable b) PVC Pipe & Pipe Fittings c) Electrical Fixturing Items

02 Electrical

d) MK box, MDB, Joint box, SDB etc. a) PVC Pipe & HCI Fittings b) GI Pipe & GI Fittings c) CP Fittings 1) Bay Standard 2) Clients Standard

03 Plumbing & Sanitry Items

d) Porecelain items

04 Hardware Materials

a) Nail,Rope, Hinge,Turn-Bolt, Door Lock, Door Accessories, Jute Tape, Foam, Broom etc.

a) Tiles/Marble/Granite 1) Bay Standard 2) Clients Standard 05

Mosaic & Tiles Works

b) Mosaic chips, White Cement etc. a) Door Frame/Stair Railing 1) Ctg. Teak 2) Teak Chamble 3) Garjon Wood 4) Loha Kath b) Door Shutter

1) Main Door Shutter Wood

2) Ready Made Flush Door Shutter

06 Wood works

3) PVC Door Shutter i/c Frame

a) Internal Painting 1) Bay Standard 2) Clients Standard 3) Ready Stock b) Outside Painting 1) Snowcem 2) Weather Coat 3) Bay Standard 4) Clients Standard

07 Paint

5) Ready Stock

Contractors responssibility

a) Mirpur Block, Ceramic etc. b) Decorative Lighting Fixtures 08 Special Items c) Clading materials

Depends on availability of

stock

7

a) Equipment, Machine, Tools etc. 1) Tower hoist 2) Roof hoist 3) Mixture Machine

4) Vibrator machine/pump/weighing scale/ measuring tools etc.

5) Generator for normal use 6) Spare parts etc. b) Shuttering Materials 1) Plain sheets 2) Steel props 3) Steel scaffolding 4) Steel Shutter 5) Gorjan Wood 6) Mango Plank 7) Bamboo (Full size)

09 Assets

8) CGI Sheet & Angle

NB All requisition shall be prepared from the site and must reached at the project office on .th date of the month;

Requisition shall be made for the one month consumption; All sites should try not to take the chance of emergency advantage for material procurement; Minimum Delivery time will be considered after receiving the approved PR at Proc.

8

Submit PR Delivery of Materials

Preparation of Material Purchase Requisition Material Purchase Requisition shall be prepared after analyzing of following factors: Work Plan

o Schedules o Volume o Nature of works o Actual Progress

Nature of Materials

o Nature of materials o Nature of consumption of materials o Availability of materials o Safe keeping of materials

Lead time for continuous flow of materials for uninterrupted works

o Lead time-The time in between placing material purchase requisition and delivery of materials. o Grace Period-The stock that can be utilized in lead-time to make sure continuation of work

schedules.

Lead time Safety Stock Material Properties

o Details specification shall be mentioned in requisition. o Size (dimension) shall be clearly mentioned. o Physical property shall be mentioned.

Requisition Form (The following items must be noted in this form)

o Accounts code at col. 2 o Unit (i.e. sft,cft, kgs etc.) at col. 3 o BOQ at col.4 o Required delivery date at col.9 o Purpose, location of use of the materials at remarks

Over Stock The stock of materials beyond the prescribed stock level as per following table ( Maximum and Minimum) and be consumed

within the predetermined working period, which remains unused at site that is over stock materials.

Work Execution

9

BAY DEVELOPMENTS LTD

Purchase Requisition (PR) PR # Date Project Name Project Code:

Quantity

Srl. No.

Material Acc. Code Material Name Unit BOQ

Total

Net Cumulative Received (column

14 of Store Ledger)

Present Stock (Col. 18 of Store

Ledger)

Current Requirement

Required Delivery Date

Remarks from Project: (Purpose, Location of use, Specification) Remarks by Project Office Inventory Remarks by Engineering Department Store in Charge Site in Charge PDI Approved by

10

PR preparation from Site Office

Engineering Department

Procurement

MIS

VP, Finance

Check BOQ

Check Specification

Check Required Quantity

Engineering Approval

Rate Verification

Final Approval

Supplier's

Purchase Requisition (PR) Flow Chart

1Copy requisition on existing format

Project Office Inventory

Scrutinizing and searching of materials in any other site

Fix up rate & suppliers

Preparation of Supply order

Supply order Main Copy

Generate a new requisition after above clarification in new format

PR Book Copy Approved Copy

Supplier Challan Supply Order copy

Supp

ly th

e M

ater

ial

Supp

ly O

rder

Cop

y

PR 3

rd C

opy

Supp

ly O

rder

Cop

y

Accounts

11


Supply Order (SO)

To SO #.:

Please Delivery to Project Name: Project Code:

Address PR# Sl. No

Material Accounts Code Particulars Unit Q'ty Unit Cost Total Cost

Taka.. Grand Total Tk. . Delivery Required on or before (Date). Supplier's Acceptance Authorized Approval, Proc. N.B. Terms & Condition Overleaf

12

Material Receiving Acceptance in the Suppliers Challan

1. After meeting all the factors of Approved material requisition of concern material Supply Order of the concern materials Suppliers Challan Description Physical Checking Project Personnel will take delivery of material from supplier.

2. Necessary measurement, counting and weighing as the case must be written in all challan copies which must be unchanged. 3. Original copy of challan must be attached with MRR. 4. Project personnel (Engineer & Store keeper) must sign all challan copy mentioning, Received and receiving date.

Preparation of Receiving Report (RR)

1. MRR will be prepared against Credit Purchase, Cash purchase and any kind of site purchase. 2. MPR and Work Order number must mention in MRR for Credit/Cash purchase. 3. Site purchase may not be required MPR but must be prepared the MRR for inventory. 4. MRR must be sent to Project Office within 3 days (72hrs). 5. A single MRR can be made against all challans of same supply order and MPR. 6. More than MRR can be made against one MPR but one MRR can not be made against more than one MPR. 7. If supply order is made more than one supplier against one MPR, MRR will be made separately for separate supply order. 8. 3 copies of MRR shall be prepared, one (Main copy) for Inventory, One for accounts along with challan and 3rd one for book copy at

site.

13

BAY DEVELOPMENTS LTD RECEIVING REPORT (RR)

MRR # Date:

Project

Reference PR No. Date: ..

Reference Supply Order No. Date: .. The following materials Received from M/S . Supplier's Address.

in conformity with following challan no.

Note: MRR will be sent to Head Office within three days (72 hours) of receiving materials.

Sl. No Material Code Name of Materials with

Specification Brand Origin Challan

No. Unit Rate Quantity Remarks

Remarks Prepared by Quality Checked by Approved by Store In Charge Site In Charge SE/CE White Copy to Proc./Accs. Pink Copy to PDI Yellow Copy to Site

14

Store

Project Office Inventory & Procurement

Accounts

Allow to unload by site authority or representative

Quality Checked by Engineer

Check the Receiving Seal & Signature of Engineer & SK

Check the receiving status, quantity & bill amount

Store LedgerLedger Entry including RR# & date

Receiving Report (RR) Flow Chart

Log book entry by Security guard

Quantity Checked by Store Keeper

Prepare the payable list for procurement approval

Payment preparationDispatch the Payment

Material from Procurement

Preparation of Material Receiving Report (RR) and attached the challan

Engineering Department

Check the MRR & Challan with the work/supply order

Put up bill with MRR

Project Office Invetory

Duly Check the Challan & RR

Actual Received amount charged in data sheet

Keep data for Internal Record

Supplier's

Submit the bill

15

Contractor/Foreman Checked by S/C(As per daily work schedule &

micro BOQ)

Site Store

Demand for Materials on SRF

Delivery of Materials as per approved SRF with ledger entry

Return of unused Materials by ledger entry & complete SIN

FLOW CHART FOR SITE MATERIAL DELIVERY PROCEDURE

Store Ledger Book

Checked by the S/C

Signed SRF, SIN & Ledger by EIC Every end of the day

Note:

S/C- Site in ChargeSRF- Store Requisition FormSIN- Store Issue Note (Daily Actual Consumption)

Monthly Inventory & Progress Report to the

Project Office

Monthly Report

Compare with PM BOQ & Theoretical Consumption

Analysis

Physical Checking

Pictorial Record

16


Store Requisition Form (SRF)

Project Name: Project Code: SRF No. Date:

Sl. No Name of Materials Unit Quantity Purpose (In brief) Supervisor's Signature

Signature:

Engineer in Charge

17


Store Issue Note (SIN) (Material Actual Consumption)

SIN:

Project Name: Project Code:

Date: SRF No.

Quantity Issued & Consumed

Sl. No Name of Materials Folio No. Unit Initial Requirements

Returned to Store

Actual Use

Purpose of works

Issued by Received by Approved by Store Keeper Site in Engineer Site in Charge

18

BAY DEVELOPMENTS LTD STORE LEDGER

Materials Acc. Code Material Name: Unit: Total BOQ

RECEIVED FROM

PROCUREMENT

RECEIVED FROM OTHER SITE

TRANSFER TO OTHER SITE

ISSUED FOR WORK

AT SITE Sl Date of Entry

RR # Q'ty

Cumulative Received

(Procurement) Project Code

MTI # Q'ty

Cumulative Received

(Other site)

Cumulative Gross

Received MTO #

Project Code Q'ty

Cumulative Transfer to Other site

Net Cumulative Received

SIN # Q'ty

Cumulative Issue

Balance Quantity

1 2 3 4 5 6 7 8 9=(4+8) 10 11 12 13 14=(9-13) 15 16 17 18=(14-

17)

19


SITE ASSETS AND MISCELLANEOUS REGISTER Materials Acc. Code Material Name: Unit:

RECEIVED FROM PROCUREMENT

RECEIVED FROM OTHER SITE

TRANSFER TO OTHER SITE

ISSUED FOR WORK AT SITE Date of

Entry RR #

Supplier's Name

Q'ty

Cumulative Received

(Procurement)

Project Code

MTI # Q'ty

Cumulative Received

(Other site)

Cumulative Gross

Received MTO # Project Code

Q'ty

Cumulative Transfer to Other site

Net Cumulative Received SIN # Q'ty

Cumulative

Issue

Balance Quantity

1 2 3 4 5 6 7 8 9 10=(5+9

) 11 12 13 14

15=(9\10-14)

16 17 18 19=(15-

18)

20


Monthly Inventory Report (MIR)

Project Name:

Project Code: As onFor the Month of

Period: From.To.

Srl. Material

Acc. Code

Materials Name Unit Opening

Stock

Received from Purchase (Col.

3 of Store Ledger)

Received from other

site (col. 7 of Store

Ledger)

Transfer to other site (col.

12 of Store Ledger)

Issue at work site

(Col. 16 of store

ledger)

Closing stock (col.

18 of store

ledger)

Physical stock as on above date

Physical storage

or excess Remarks

Total BOQ

Net cumulative Received (col. 14 of

store ledger)

Cumulative

issued at site (col. 17 of store

ledger)

Balance BOQ

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

21


Inter Project Transfer Report (IPTR)

Project Name: Project Code:

For the Month of Date:

Received from other site Transfer to other site Sl. No

Materials Acc. Code

Name of Materials Unit MTI

# Date Quantity Doner Project

MTI # Date Quantity

Receiving Project

Remarks

Prepared by Checked by PDI Store Keeper Site in Charge

22

BAY DEVELOPMENTS LTD Material Transfer Requisition Form Order (TRF)

Category Transfer Delivery Date TRF #

(01) On Approved Requisition Requisition # Date Project (02) Without Requisition Requisition by Date Project (03) For Site Cleaning Required by Date Project

Material To be Transferred

Sl. # Material Name Unit Quantity

Transfer From Transfer to Remarks

Required by Authorized by Approved by

23

BAY DEVELOPMENTS LIMITED GATE PASS

Gate Pass # Date:

From (Project/Dept):......To (Project/Dept):..............

Address............Address.........

The following can be dispatched as per approved Requisition/Transfer order No....Date............

Vehicle No.Driver NameDriver's License No.Driver's Signature....... Sl. No Material Code Name of Materials Unit Quantity Remarks

Received by (Authorized Person of Receiving Project/Dept)

Storekeeper Issuing Project/Dept

Engineer in Charge Issuing Project/Dept

24

BAY DEVELOPMENTS LIMITED CHALLAN

Challan # Date: . From (Project/Dept):...... To (Project/Dept):.......... Address............Address....... The following can be dispatched as per approved Requisition/Transfer order No....Date......... Vehicle No.Driver NameDriver's License No.Driver's Signature...... Sl. No

Material Code Name of Materials Unit Quantity Remarks

Received by (Authorized Person of Receiving Project/Dept)

Storekeeper Issuing Project/Dept

Engineer in Charge Issuing Project/Dept

25

BAY DEVELOPMENTS LIMITED CONVEYANCE BILL

Project: Project Code . Name:.. Date . Designation:.. Employment Code .

Date Purpose Assigned by From To Mode of Transport Amount (Tk.)

Total Tk.

In words:

____________________ Employee's Signature Authorized Approved by

BAY DEVELOMENTS LIMITED CONVEYANCE BILL



Total Tk.

In words:

____________________ Employee's Signature Authorized Approved by

BAY DEVELOMENTS LIMITED CONVEYANCE BILL



Total Tk.

In words:

Employee's Signature Authorized Approved by

26

GUIDE LINE FOR CONTROLLING WASTAGE & PILFERAGE

Causes of Material Wastage and Pilferage at project Level

o Improper Physical Handling o Not maintaining proper information about material

o Improper Physical Handling

Supervision is not done properly Issue and unused material accountability on daily works Stacking of materials scattered Frequent transferring the materials to the other site Cut pieces or short pieces (Bricks, Tiles, MS bar etc.) not to instigate for further use Misuse of some materials by sub contractors/labor Personal use of wood materials, plain sheet, bamboo, Hessian cloths etc by the sub contractors/labors

whos are accommodated at site Frequent shifting of materials to one store to another store Not maintaining proper storing by material type or order Not proper lesson about materials property and storing requirements

o Not maintaining proper information about material

Not properly maintaining of Ledger Book Not keeping the ledger book up to date by regular entry Wrong materials information Making the double MPR Change of decision from D&D, Sales & Marketing, Clients etc Location of materials at store

How to reduce the Wastage and Pilferage

o Proper Physical Handling o Maintaining proper information about material

o Proper Physical Handling

Materials should be properly stacked up Materials should be issued to the sub contractor by approved SRF Materials should be returned to the store by SIN and completing of material ledger book Frequently used materials should be kept in frontal side Broken or cut piece or short piece materials should be insisted to re use where it is applicable Not allow to use the sub contractor/labor for using the wood materials, MS props, Plain sheet etc for

their site residence Receive the materials from suppliers after correctly inspection

27

o Maintaining proper information about material

Proper maintaining the ledger book Keeping the ledger book up to date by daily ledger entry Following the flow chart properly for requisition, receiving and issuing the materials Presenting correct information of materials Maintain strictly the issue and return of materials by SRF, SIN and Ledger book Submit periodically of Inter Project Transfer Report (IPTR) Submit report periodically of Monthly Stock Report Preparation of MPR for clients optional items after getting the confirm decision

Controlling of Wastage Materials by the following ways

Supervision for optimum use of Materials & Assets

Insist the sub contractor to use the cut piece or short

piece or half broken materials

Insist the sub contractor to use Props, Plain sheet, Mixer Machine, Vibrator

etc. very carefully

Only required materials for the particular job shall

be given to contractor

Unused materials return to site store of the incomplete

work part

Educate the worker to use the fragile or sensitive

materials

28


Equipment Maintenance Guide Line

Maintenance Guide Line Sl. No. Equipment's Name Type Before Use During Use After Use Store Keeping Transferring

Mixture Machine/Vibrator

Machine

Diesel & Electrical Powered

1. At first the machine to be installed safely in right place

1. Follow up the placing of the machine whether it is moving or not from safe placement. Placement must be static in start position

1. After finishing the mixing/vibrating operation washing the whole machine to be done properly

1. Major repairing of the machine will be done properly like.

1. After getting document approval the machine will be transfer from site to site.

2. All safety factors like electricity, loose fitting etc. should be checked and to be fitted for workable

2. Engine to be cooled by giving water and follow up fuel consumption.

2. Replace the machine in right place for not use position.

2. All part of the machine like drum, penium, bush, nozzle and whole body will be oiling and greasing as requires.

2. At first the machine to be free from install position.

3. Oiling and greasing should be done in all friction area of the machine and all penium, shaft & nozzle should be cleaned and free to move easily.

3. Machine to be operated very carefully for not to fall any mixing concrete on penium, shaft, nozzle plunger or uncovered area of the machine

3. Wash the mixing drum for which no concrete remain stuck inside the drum.

3. After completing all this, the machine is to be kept under a rainproof shade with lock & key.

3. Uncover the wheel axels and greasing it properly

4. Any repairing and changing of parts must be done properly

4. Speed of the mixture or vibrator moving drum to be kept uniformed till to end of work

4. Wash the every penium & bush and oiling and greasing to be done properly.

4. Setting the four wheels with pulling stand.

5. Fuel consumption must be predetermined, checked and follow up the consumption rate.

5. On start position time-to-time greasing and oiling to be done in the penium, bush and nozzle plunger area if its are being dried

5. Any parts or nut bolt are loosed that will be tightened properly.

5. Check the engine by starting it and move the mixing drum.

6. Cover the machine by polythene where mixed concrete and rain water may be dropped on it.

6. Follow up the machine operation that it is never run than its capacity

6.Fuel consumption to be checked and account total consumed fuel during starting time.

6. Check the penium, nut bolt and other parts are working or not properly.

7. Over all performance to be checked by starting the machine.

7. After completing all the things, the machine is ready for transferring activities.

29

Site Security

Project Security:

Boundary wall must be ensured around the site in perfect position and its height not less than six feet;

Main Gate with locking system must be provided and more than this gate must not permitted;

24 Hours Security Guard with movement register must be ensured at the site entrance and the other side of the site;

Sealed Locking System must be ensured at site Store Room and Site Office in the Project;

Any sort of Hole/ Opening/ Ventilation in the store room must not be allowed.

Materials and Site Assets Safe Guard:

A physical inventory must be taken for all sorts of materials and site assets in contrast of ledger balance;

All sorts of Materials and Site Assets those Storable must be preserved under Sealed Locked Store Room;

All sorts of Materials and Site Assets those are Not Storable must be preserved inside the Project Boundary;

An Inventory List of such materials and site assets, number of store room and its position must be given to the Project Security Guard and Engineering Department/ Admin;

Any Pieces of Materials and Site Assets must not kept outside the Projects Boundary Wall And it is Strictly Prohibited;

Stacking of all sorts of Materials and Site Assets must be done in perfectly and efficiently. It is required to cover the materials like sand, bricks, stone, MS Rod, Shuttering items etc. and such covering by Hessian cloth or polythene must be given to materials with keeping some identification marks.

Material Receive, Issue & Transfer During Long Vacation:

Any sort of Receiving, Issuing and Transferring of materials and site assets from the site to site during holidays is Strictly

Prohibited;

A minimum Stock Balance for all sorts of Materials should be maintained at site before starting holidays;

All sorts of Materials and Construction Tools and Equipment issued to the Sub Contractors must be taken return from them in accordance with issued list of those items.

Site Staying Permission:

Any Casual Labor or Sub Contractors labor must not be stayed at site during long Eid Holidays;

If necessary to stay of the above Labors at the site, Prior Approval must be taken from Engineering department/Admin with showing proper reasons;

The list of such Approved Labors Name of staying at site must be given to project Security Guard and Engineering Department/Admin respectively.

30

GUIDELINE FOR MAINTAINING OF FILES AND REGISTERS AT PROJECT SITE List of Files

Nature of

File File # Title of File Relevant Document Remarks

PDI 1 Bricks PR approved copy, SO copy & Challan PDI 2 Portland Cement PR approved copy, SO copy & Challan PDI 3 Coarse Sand PR approved copy, SO copy & Challan PDI 4 MS Bar PR approved copy, SO copy & Challan PDI 5 Brick Chips PR approved copy, SO copy & Challan PDI 6 Shuttering Material PR approved copy, SO copy & Challan PDI 7 Stone Chips/Shingles PR approved copy, SO copy & Challan PDI 8 Hardware Items PR approved copy, SO copy & Challan PDI 9 Plumbing & Sanitary Items PR approved copy, SO copy & Challan PDI 10 Electrical Items PR approved copy, SO copy & Challan PDI 11 Mosaic items PR approved copy, SO copy & Challan PDI 12 Tiles/Granite/Marbles PR approved copy, SO copy & Challan PDI 13 Painting Items PR approved copy, SO copy & Challan PDI 14 Bathroom Fitting & Fixture PR approved copy, SO copy & Challan PDI 15 Timber, Door & Fittings PR approved copy, SO copy & Challan PDI 16 Office Stationery PR approved copy, MTI PDI 17 Site Assets Any documents regarding assets, equipment & tools PDI 18 Non Schedules Items Challan, not included in material or asset list PDI 19 RR Executed RR book copies PDI 20 SRF Executed SRF copies PDI 21 SIN Executed SIN copies PDI 22 Material Transfer (Incoming) Approved MTRF & MTI PDI 23 Gate Pass (In & Out) Executed gate pass copies PDI 24 Monthly Report Material Stock, Status report PDI 25 IPTR IPTR copies

ADM 26 Overstock Report Related copies ADM 27 PO or HO Circular All corresponded documents ADM 28 PDI SOPs PDI policy ADM 30 Memo Correspondence Copies ADM 31 Utility Copies of all utility bills ADM 32 Scrap Sales Approved memo/order

List of Register

Nature of Register Register # Title of Register Record Contained Remarks

ADM 1 Attendance Register Daily Employees Attendance ADM 2 Employee Movement Register Daily Employees Movement Record PDI 3 PR Register Information of PR, SO, RR PDI 4 Material Ledger Material Record PDI 5 Site Assets & Stationery Register Information of assets, equipment & stationery items PDI 6 Site Assets Movement Site to site assets movement PDI 7 Scrap Sale Register Scrap items sold records PDI 8 Dispatch Register Information of incoming & outgoing documents PDI 9 Daily Labor Register Labor in & out records, rate and reason of recruiting

ADM 10 Petty Cash Register Bills & Form

31

Nomenclature of File

Company Name/Project Code/Nature of file/File #

(Example- Bay/510/PDI/01)

File Name :-----------------------------------(Example- Bricks) Opening Date :-----------------------------------(Example- 28th May 2007) Closing Date :-----------------------------------(Example- 20th November 2007)

Abbreviations

PDI Procurement & Inventory Department ADM Administration PR Purchase Requisition TRF Transfer Requisition Form RR Receiving Report MTI Material Transfer Incoming SO Supply Order MTO Material Transfer Outgoing SRF Store Requisition Form BOQ Bill of Quantity SIN Store Issue Note PM BOQ Project Management Bill of Quantity IR Inventory Report SIC Site in Charge IPTR Inter Project Transfer Report

09 01 25 Inventory Manual

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