Contents

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 Goals & Objective Inventory Criteria Type of materials for Inventory Material Purchase Requisition (PR) preparation Procedure Allowable limit of Maximum & Minimum Stock PR Format Supply Order (SO) Format Category of Materials for PR PR operation Flow Chart Material Transfer Requisition Form (TRF) Material Receiving Report (RR) preparation Procedure RR operation Flow Chart RR Format Clients Material Receiving Format Material Issue Flow Chart Store Requisition Form (SRF) Store Issue Note (SIN) Material Ledger Format Assets Ledger Format Monthly Inventory Report (IR) Inter Project Transfer Report (IPTR) Material Overstock Report Controlling of Wastage and Pilferage Equipments Maintenance Guide Line Material Accounts Code File Management Abbreviations

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

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

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

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

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 o Paint o o Material (Paints, Thinner, Roller brush etc.) Hardware Material (Stone, Markin cloth etc.) Material (Tiles, Marble & Mosaic etc.) Hardware Material (Joint filler, white cement 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.)

Inventory Management Criteria

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

OK

Material

Supplied by Bay Procurement

Received by Bay Site Office

Work done by Bay

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

OK

Material

Supplied by Clients

Received by Bay Site Office

Work done by Bay

STORE MAKING POLICY AT SITE

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 Stage Minimum Store size At Reception/ Guard Room

At Ground Floor Minimum Store size = 22'0"X20'0"

At 1st Floor Minimum Store size = 40'0"X20'0"

Allowable (Tolerable) Maximum and Minimum Stock Level Sl. No 1. Category of Materials Civil Materials Items of materials Bricks, Cement, Sand, MS Bar, Coarse aggregates All kinds of Hardware Materials GI, HCI, PVC items and sanitary items PVC items, Electric cables, Switches, Socket, Circuit breaker etc. White Cement, Tiles, Marble, Mosaic Chips etc. Paint and polishing items Timber, Door and Window Fitting etc. Wood, Bamboo, Plain Sheet etc. Maximum stock level 20% of planned work schedules of the lead time 15% of planned work schedules of the lead time 10% of planned work schedules of the lead time 10% of planned work schedules of the lead time 18% of planned work schedules of the lead time 15% of planned work schedules of the lead time 12% of planned work schedules of the lead time 5% of planned work schedules of the lead time Minimum stock level 5% of planned work schedules of the lead time 5% of planned work schedules of the lead time 2% of planned work schedules of the lead time 2% of planned work schedules of the lead time 3% of planned work schedules of the lead time 0% of planned work schedules of the lead time 0% of planned work schedules of the lead time 2% of planned work schedules of the lead time Safety Measures These two stock levels of material quantities are maintained as safety stock only that will be consumed in lead time Do Do Do Do Do Do Do

2. 3 4. 5. 6. 7. 8.

Hardware Materials Plumbing and Sanitary Materials Electrical Materials Tiles, Marble and Mosaic Materials Paintings Materials Door and window fitting Materials Shuttering wood and bamboo

Controlling of Overstock Material Work Schedule Stock Level Fixing PR Preparation

Ideal Stock

Daily Consumption Rate Fixing

Delivery Schedule by Supplier

GUIDE FOR PREPARING OF PR AND TIME REQUIRED TO DELIVERY Material Category Min. Delivery Time from the Proc. (Day) Maximum time limit to stock (from receiving date)

Srl.

Name of Items/ Description

Remarks

01

Civil

02

Electrical

03

Plumbing & Sanitry Items

a) Cement (Structural/ Finishing) b)MS Re-bars (40/60 Grade) c) Bricks/Picket (Bangla/ Machine Made) d) Sand (LS/SS/FS/VS) e) Stone Chips/ Shingles a) Cable b) PVC Pipe & Pipe Fittings c) Electrical Fixturing Items 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 d) Porecelain items 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 b) Mosaic chips, White Cement etc. a) Door Frame/Stair Railing 1) Ctg. Teak 2) Teak Chamble 3) Garjon Wood 4) Loha Kath

04

Hardware Materials Mosaic & Tiles Works

05

06

Wood works

b) Door Shutter 1) Main Door Shutter Wood 2) Ready Made Flush Door Shutter 3) PVC Door Shutter i/c Frame a) Internal Painting 1) Bay Standard 2) Clients Standard 3) Ready Stock

07

Paint

b) Outside Painting 1) Snowcem 2) Weather Coat 3) Bay Standard 4) Clients Standard 5) Ready Stock a) Mirpur Block, Ceramic etc. b) Decorative Lighting Fixtures c) Clading materials

Contractors responssibility

08

Special Items

Depends on availability of stock

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) 8) CGI Sheet & Angle

09

Assets

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.

Preparation of Material Purchase Requisition Material Purchase Requisition shall be prepared after analyzing of following factors: o o o o o o o o o o Work Plan Schedules Volume Nature of works Actual Progress Nature of Materials Nature of materials Nature of consumption of materials Availability of materials Safe keeping of materials Lead time for continuous flow of materials for uninterrupted works Lead time-The time in between placing material purchase requisition and delivery of materials. Grace Period-The stock that can be utilized in lead-time to make sure continuation of work schedules.

Lead time Submit PR Safety Stock

Delivery of Materials

Work Execution

o o o

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

Requisition Form (The following items must be noted in this form) o o o o o Accounts code at col. 2 Unit (i.e. sft,cft, kgs etc.) at col. 3 BOQ at col.4 Required delivery date at col.9 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. 8

BAY DEVELOPMENTS LTD

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

Remarks from Project: (Purpose, Location of use, Specification)

Remarks by Project Office Inventory

Remarks by Engineering Department

Store in Charge

Site in Charge 9

PDI

Approved by

Purchase Requisition (PR) Flow Chart

PR preparation from Site Office

PR Book Copy Supplier Challan Approved Copy Supply Order copy

1Copy requisition on existing format

Check BOQ Check Specification Check Required Quantity Engineering Approval Generate a new requisition after above clarification in new format

PR 3rd Copy

Engineering Department
Supply Order Copy

Supply the Material

Supply Order Copy

Project Office Inventory

Scrutinizing and searching of materials in any other site

Procurement
Supply order Main Copy

Fix up rate & suppliers Preparation of Supply order

MIS Supplier's

Rate Verification

Accounts

VP, Finance

Final Approval

10

BAY DEVELOPMENTS LTD Supply Order (SO)

To Please Delivery to Project Name: Address Particulars Unit Q'ty SO #.: Project Code: PR# Unit Cost Total Cost

Sl. No

Material Accounts Code

Taka.. .

Grand Total Tk.

Delivery Required on or before (Date).

Supplier's Acceptance

Authorized Approval, Proc.

N.B. Terms & Condition Overleaf 11

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

2. 3. 4.

Preparation of Receiving Report (RR)

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

12

BAY DEVELOPMENTS LTD RECEIVING REPORT (RR) MRR # Project Reference PR No. Reference Supply Order No. The following materials Received from M/S . in conformity with following challan no. Note: MRR will be sent to Head Office within three days (72 hours) of receiving materials. Challan Material Name of Materials with Sl. No Brand Origin Code Specification No. Date: Date: .. .. Date:

Supplier's Address.

Unit

Rate

Quantity

Remarks

Remarks

Prepared by Store In Charge White Copy to Proc./Accs.

Quality Checked by Site In Charge Pink Copy to PDI

Approved by SE/CE Yellow Copy to Site

13

Receiving Report (RR) Flow Chart

Material from Procurement

Log book entry by Security guard Allow to unload by site authority or representative Store Ledger Ledger Entry including RR# & date Store Quality Checked by Engineer Quantity Checked by Store Keeper Preparation of Material Receiving Report (RR) and attached the challan

Project Office Invetory

Keep data for Internal Record

Engineering Department

Check the Receiving Seal & Signature of Engineer & SK

Actual Received amount charged in data sheet Submit the bill Supplier's Project Office Inventory & Procurement Duly Check the Challan & RR Check the MRR & Challan with the work/supply order Put up bill with MRR

Check the receiving status, quantity & bill amount Accounts Dispatch the Payment Prepare the payable list for procurement approval Payment preparation

14

FLOW CHART FOR SITE MATERIAL DELIVERY PROCEDURE

Contractor/Foreman

Demand for Materials on SRF

Checked by S/C (As per daily work schedule & micro BOQ)

Checked by the S/C

Return of unused Materials by ledger entry & complete SIN

Delivery of Materials as per approved SRF with ledger entry

Site Store

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

Store Ledger Book

Monthly Report Physical Checking Pictorial Record

Monthly Inventory & Progress Report to the Project Office

Note:
S/CSRFSINSite in Charge Store Requisition Form Store Issue Note (Daily Actual Consumption)

Compare with PM BOQ & Theoretical Consumption Analysis

15

BAY DEVELOPMENTS LTD

Store Requisition Form (SRF)

Project Name: SRF No. Sl. No Name of Materials Unit Quantity

Project Code: Date: Purpose (In brief) Supervisor's Signature

Signature: Engineer in Charge 16

BAY DEVELOPMENTS LTD

Store Issue Note (SIN)
(Material Actual Consumption) SIN: Project Code: Date:

Project Name: 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 Store Keeper

Received by Site in Engineer

Approved by Site in Charge

17

BAY DEVELOPMENTS LTD

STORE LEDGER
Materials Acc. Code RECEIVED FROM Date of PROCUREME NT Entry RR Q'ty # 1 2 3 Material Name: Cumulative Received (Procurement) RECEIVED FROM OTHER SITE Project Code 5 MTI # 6 Q'ty 7 8 9=(4+8) Cumulative Received (Other site) Cumulative Gross Received TRANSFER TO OTHER SITE MTO # 10 Project Code 11 Q'ty 12 13 14=(9-13) Unit: Cumulative Transfer to Other site Net Cumulative Received Total BOQ ISSUED FOR WORK AT SITE SIN # 15 Q'ty 16 17 18=(1417)

Sl

Cumulative Issue

Balance Quantity

18

BAY DEVELOPMENTS LTD

SITE ASSETS AND MISCELLANEOUS REGISTER
Materials Acc. Code
RECEIVED FROM PROCUREMENT RR Supplier's Q'ty # Name 2 3 4 Cumulative Received (Procurement ) 5

Material Name:
RECEIVED FROM OTHER SITE Project MTI # Q'ty Code 6 7 8 Cumulativ e Received (Other site) 9 Cumulative Gross Received 10=(5+9 ) TRANSFER TO OTHER SITE Project MTO # Q'ty Code 11 12 13 Cumulative Transfer to Other site 14 Net Cumulative Received 15=(9\1014)

Unit:
ISSUED FOR WORK AT SITE SIN # 16 Q'ty 17 Cumula tive Issue 18

Date of Entry 1

Balance Quantity 19=(1518)

19

BAY DEVELOPMENTS LTD Monthly Inventory Report (MIR)

Project Name: Project Code:

As onFor the Month of Period: From.To. Cumula tive issued at site (col. 17 of store ledger) 16

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) 7

Transfer to other site (col. 12 of Store Ledger)

Issue at work site (Col. 16 of store ledger) 9

Closing stock (col. 18 of store ledger) 10

Physical stock as on above date

Physical storage or excess

Remarks

Total BOQ

Net cumulative Received (col. 14 of store ledger) 15

Balance BOQ

11

12

13

14

17

20

BAY DEVELOPMENTS LTD

Inter Project Transfer Report (IPTR)
Project Name: For the Month of Sl. No Materials Acc. Code Name of Materials Received from other site Doner Date Quantity Project Project Code: Date: Transfer to other site Receiving Date Quantity Project

Unit

MTI #

MTI #

Remarks

Prepared by Store Keeper

Checked by Site in Charge 21

PDI

BAY DEVELOPMENTS LTD Material Transfer Requisition Form Order (TRF) Category Transfer (01) On Approved Requisition (02) Without Requisition (03) For Site Cleaning Material To be Transferred Sl. # Material Name Unit Quantity Transfer From Transfer to Remarks Delivery Date Requisition # Requisition by Required by Date Date Date Project Project Project TRF #

Required by

Authorized by 22

Approved by

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. Material Code Name of Materials Unit Quantity Remarks No

Received by (Authorized Person of Receiving Project/Dept)

Storekeeper Issuing Project/Dept

Engineer in Charge Issuing Project/Dept

23

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. Material Name of Materials Unit Quantity Remarks No Code

Received by (Authorized Person of Receiving Project/Dept)

Storekeeper Issuing Project/Dept

Engineer in Charge Issuing Project/Dept

24

BAY DEVELOPMENTS LIMITED CONVEYANCE BILL Project: Name:.. Designation:.. Date Purpose Assigned by From To

Project Code Date Employment Code Mode of Transport

. . . Amount (Tk.)

Total Tk. In words: ____________________ Employee's Signature Authorized Approved by

BAY DEVELOMENTS LIMITED CONVEYANCE BILL Project: Name:.. Designation:.. Date Purpose Assigned by From To

Project Code Date Employment Code Mode of Transport

. . . Amount (Tk.)

Total Tk. In words: ____________________ Employee's Signature Authorized Approved by

BAY DEVELOMENTS LIMITED CONVEYANCE BILL Project: Name:.. Designation:.. Date Purpose Assigned by From To

Project Code Date Employment Code Mode of Transport

. . . Amount (Tk.)

Total Tk. In words: Employee's Signature Authorized 25 Approved by

GUIDE LINE FOR CONTROLLING WASTAGE & PILFERAGE

Causes of Material Wastage and Pilferage at project Level o o Improper Physical Handling Not maintaining proper information about material

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

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

o o o

How to reduce the Wastage and Pilferage Proper Physical Handling Maintaining proper information about material 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

26

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

Educate the worker to use the fragile or sensitive materials

Unused materials return to site store of the incomplete work part

Only required materials for the particular job shall be given to contractor

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BAY DEVELOPMENTS LTD Equipment Maintenance Guide Line Sl. No. Equipment's Name Mixture Machine/Vibrator Machine Type Diesel & Electrical Powered Maintenance Guide Line After Use 1. After finishing the mixing/vibrating operation washing the whole machine to be done properly 2. Replace the machine in right place for not use position.

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

During Use 1. Follow up the placing of the machine whether it is moving or not from safe placement. Placement must be static in start position 2. Engine to be cooled by giving water and follow up fuel consumption.

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

Transferring 1. After getting document approval the machine will be transfer from site to site. 2. At first the machine to be free from install position.

2. All safety factors like electricity, loose fitting etc. should be checked and to be fitted for workable 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. 4. Any repairing and changing of parts must be done properly 5. Fuel consumption must be predetermined, checked and follow up the consumption rate. 6. Cover the machine by polythene where mixed concrete and rain water may be dropped on it. 7. Over all performance to be checked by starting the machine.

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 4. Speed of the mixture or vibrator moving drum to be kept uniformed till to end of work 5. On start position time-totime greasing and oiling to be done in the penium, bush and nozzle plunger area if its are being dried 6. Follow up the machine operation that it is never run than its capacity

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

2. All part of the machine like drum, penium, bush, nozzle and whole body will be oiling and greasing as requires. 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. Wash the every penium & bush and oiling and greasing to be done properly. 5. Any parts or nut bolt are loosed that will be tightened properly.

4. Setting the four wheels with pulling stand.

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

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

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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.

29

GUIDELINE FOR MAINTAINING OF FILES AND REGISTERS AT PROJECT SITE List of Files
Nature of File PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI PDI ADM ADM ADM ADM ADM ADM File # 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 30 31 32 Title of File Bricks Portland Cement Coarse Sand MS Bar Brick Chips Shuttering Material Stone Chips/Shingles Hardware Items Plumbing & Sanitary Items Electrical Items Mosaic items Tiles/Granite/Marbles Painting Items Bathroom Fitting & Fixture Timber, Door & Fittings Office Stationery Site Assets Non Schedules Items RR SRF SIN Material Transfer (Incoming) Gate Pass (In & Out) Monthly Report IPTR Overstock Report PO or HO Circular PDI SOPs Memo Correspondence Utility Scrap Sales Relevant Document PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, SO copy & Challan PR approved copy, MTI Any documents regarding assets, equipment & tools Challan, not included in material or asset list Executed RR book copies Executed SRF copies Executed SIN copies Approved MTRF & MTI Executed gate pass copies Material Stock, Status report IPTR copies Related copies All corresponded documents PDI policy Copies Copies of all utility bills Approved memo/order Remarks

List of Register
Nature of Register ADM ADM PDI PDI PDI PDI PDI PDI PDI ADM Register # 1 2 3 4 5 6 7 8 9 10 Title of Register Attendance Register Employee Movement Register PR Register Material Ledger Site Assets & Stationery Register Site Assets Movement Scrap Sale Register Dispatch Register Daily Labor Register Petty Cash Register Record Contained Daily Employees Attendance Daily Employees Movement Record Information of PR, SO, RR Material Record Information of assets, equipment & stationery items Site to site assets movement Scrap items sold records Information of incoming & outgoing documents Labor in & out records, rate and reason of recruiting Bills & Form Remarks

30

Nomenclature of File

Company Name/Project Code/Nature of file/File # (Example- Bay/510/PDI/01)

File Name Opening Date Closing Date

:-----------------------------------(Example- Bricks) :-----------------------------------(Example- 28th May 2007) :-----------------------------------(Example- 20th November 2007)

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

31

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