Materials Management

Resources and formal procedure at site

We detail below some of the outcome forms regarding materials:

1.1. Material Request Form (MR)

1.2. Material Receive Sheet (MRS)

1.3. Material Issue Voucher (MIV)

1.4. Delivery Note

The document can be divided into several categories (e.g. mechanical, electrical, safety, office, etc.), depending on: the issuer of the application, the purpose for which the application was issued, the beneficiary of the application etc. This form is easy to be filled, offering all information and tools necessary in this regard.

For a detailed overall view necessary to the user to fill documents, the work interface is divided in 3 operating areas, from left to right, as follows:

a.    Selection area

b.    Edit area

c.    Materials area

1. Selection Area

            Here the new materials application can be created. In the first step, while it is editing, no other order can occur to change the status. When the editing is finalized, the issuer requires the application approval. At this phase, the applications are accompanied by the indicative “PENDING”.

Both the users to whom the application was addressed for approval and the other users who have view rights shall be individually notified regarding the issue of a new application, and in the selection list, the applications still not viewed (accessed) are accompanied by the indicative “NEW”.

            At the same time, here are viewed the applications already made and the approval / purchase status they have reached. The view of this list can be made by using different filters: period when they were launched, status of approval, the supply deadline, key words, etc.         

            The list of applications is accompanied by indicatives that highlight their status, as follows:

ü  The status of the approval can be:

o   “PENDING”,

o   “APPROVED”,

o   “CLOSED”,

o   “CANCELED”, to which other can be added. These are annotated with details of whom, at what time and why the status of the respective application has been changed.

ü  The status of application satisfaction is represented by suggestive images:

o   application unsatisfied

o   application partially satisfied

o   application satisfied

2. Edit Area

In this area the selected document is viewed and in case the application is still in the editing status, records referring to the materials specified in the application can be added/ deleted/ edited.

As the system ensures filling of the fields, to eliminate the possible human errors and also to offer a real support to the one who creates the document, not all fields are editable. For example, the box referring to the existing stock is automatically filled in by the system. The same happens with the registration number assigned to the document, the registration date or the name if the author.

Obviously, filling in the fields assigned with the requested quantity, technical details, delivery details, as well as the organizational structure that initiate the request, are the exclusive responsibility of the application author. Both the author and the superior rank users can attach other documents, images or technical specifications in electronic format, available later for other interested users. The name of requested materials is not editable by the author. He may only select each item from list previously defined by the material section administrators. In this manner the requested materials have an exact and complete name and all necessary technical details necessary for purchase (e.g.: part number, manufacturer, list of suppliers, etc.).

Also, the history and path until present can be verified for each requested material using the symbol “i” that exposes the history of the previous applications, the dates when they have been issued, the requested quantities, the date when they have been purchased correlates with the applications, the date when the consumption was reported, the actual stock, etc.

Only the author has the right to make modifications. The approval and initiatiation of the purchase process is the responsibility of the users that have this right; these users, although having a higher rank in relation with the author, cannot intervene on the filled data but only of the status of the application in the documents flow.

c. Materials Area

Implicitly, when opening the document, this section uses an advanced module for searching the materials in the pre-defined data-base. The search criteria and the key words are up to the author of the application. A manual search of the materials is also possible, using a tree organized list with organizational structure, purpose, equipment, etc. selection options.

Searching generates a list from which the item that is the subject of the application is selected. For each item in the list it is possible to view of a summary report regarding the previous applications/supplies/consumptions and the current stock using the symbol “i”.

When filling in the reception form, it is once again highlighted the application based on which the purchase of the respective items was made. This eases the filling in of the reception form, the validation of the received materials and implicitly the control of satisfaction degree concerning previously registered material requests (MR).

a.    Selection area – where new documents can be created or can be filtrated, depending on different criteria, the forms already registered.

b.    Edit area – used for filling in the document with details and related attachments.

c.    Materials area – used for the selection of the reception of materials. Implicitly, this area is opened with the list of materials registered in the application and based on which the purchase of the respective item was made. There is also the possibility when the marks can be manually selected using the search tool or directly from the tree form.

The deduction of materials from the stock, based on work orders, is made using the form Material Issue Voucher / Consumer Voucher.

            The list of items and associate quantities is made up with the assistance of RSM system, verifying the existing stock at that moment. The form can refer to one or more activities. The user has the option to name for each item the scope, plant and work for which it has been used. This is developed in close connection with the maintenance module where the list of equipment and parts, as well as the list of planned preventive, planned predictive and corrective works are defined.

            This form is used for deducting from the stock the items that are not subject to consumption (e.g. authorizations, certifications, repairs, etc.), but also in case of items that are not subject of the stock but must come with evidence documents in the moment of delivery and/or transport (e.g. materials or household wastes, used oil, equipment / parts that were not or are no longer registered in the stock, special transportation, etc.).

Same as in the case of the Consumer Voucher, RSM system assists data filling into the form, offering additional information regarding the itinerary of the listed items.

Generating the activity reports and the lists regarding the materials stock or the authorizations and certifications is proven to be a strong management instrument, offering data regarding evolution and direction of the reported. We herewith present some reports that can be generated by RSM.

We detail below some of the outcome reports:

2.1. General Consumption Report

2.2. Plant Consumption Report

2.3. Materials Stock

General Consumption Report centralizes the consumptions recorded in a certain organizational structure of the company for a specified period of time.

Plant Consumption Report - centralizes the consumption of materials registered for each equipment in a certain period of time.

Materials Stock – displays the stock of materials for any category, sub-category or the general stock at a certain calendar date.

Using „categories list” all the stored items can be grouped as required, based on warehouse location, owner, equipment, type, etc. These levels of selection are not limited and can be adjusted on demand.

“Item class” represents a functional items selection and can be used when two or more items are interchangeable. Stock reporting task consider this special group of items and report them both individually, and also as part of group. In addition, “item class” allows generating supplementary filters and functions as minimal stock level, rapports, etc. 

A specific item is identified using manufacturer, supplier, catalogue number, serial number, etc. This system also allows tracking each item until the consumption: request date, applicant, document type, reception, received documents, consumption request, work order, returned or not, consumption document, etc.