UoP - Business Requirements - SCM - 0 1

Implementation
of
Oracle E-Business Suite
for
University of Peshawar
Business Requirements Analysis

SCM
Version 0.1
Requirement Analysis Supply Chain Management
Revision Chart
Version Primary Author (s) Description of Version Reviewed by Date Completed
0.1 Muhammad Waqar No Previous Document Muhammad Owais Bin 06-May-2016

Yousaf
Document Approvers
Name Signature
Dr. Yorid Ahsan Khan

Treasurer
University of Peshawar
Mr. Awais Ali Akbar
Project Manager
Inbox Business Technologies Pvt. Ltd.
Distribution
Distribution List Distribution Date
Project Library, Inbox Business Technologies Pvt. Ltd.

Project Library, University of Peshawar
Oracle E-Business Suite Implementation for University of

Peshawar 1
Preface
The purpose of this document is to provide a blueprint of the Business Requirements for
University of Peshawar and confirm it with the relavant stakeholders. The basis of decisions
made in this document is the requirements and data gathered during the requirements phase
of the project.

Peshawar 2
CONTENTS
1 DOCUMENT OVERVIEW 7
1.1 INTENDED AUDIENCE ............................................................................................................................ 7
1.2 ASSUMPTIONS .................................................................................................................................... 7
1.3 SOURCE ............................................................................................................................................. 7
1.4 TERMINOLOGIES .................................................................................................................................. 7
2 ORGANIZATION OVERVIEW 8
2.1.1 Non Academic Area / Administrative Unit ........................................................................................ 8

2.1.2 Academic Area / Faculty Unit & Unit of Research Labs, Schools / Colleges ...................................... 8
2.2 PROCUREMENT MECHANISM .................................................................................................................. 9
2.3 INVENTORY LOCATIONS ......................................................................................................................... 9
2.4 UOP ORGANIZATION STRUCTURE:- ........................................................................................................ 10
3 BUSINESS PROCESS IDENTIFICATION 11
3.1 SCM-BPI-01: PURCHASE THROUGH SINGLE SUPPLIER / QUOTATION............................................................ 11
3.1.1 Activity Preface............................................................................................................................... 11

3.1.2 Prior Activities ................................................................................................................................ 11
3.1.3 Process Diagram ............................................................................................................................. 11
3.1.4 Process Description ......................................................................................................................... 12
3.2 SCM-BPI-02: THREE QUOTATIONS PURCHASE PROCESS ........................................................................... 14

3.2.3 Process Diagram ............................................................................................................................. 14
3.3 SCM-BPI-03: PURCHASE THROUGH TENDER PROCESS .............................................................................. 17

3.3.3 Process Diagram ............................................................................................................................. 18
3.4 SCM-BPI-04: PURCHASE THROUGH TWO ENVELOP TENDER PROCESS .......................................................... 20

Peshawar 3

3.4.3 Process Diagram ............................................................................................................................. 21
3.5 SCM-BPI-05: PURCHASE / HIRING OF SERVICES ...................................................................................... 24

3.5.3 Process Diagram ............................................................................................................................. 25
3.6 SCM-BPI-06: PURCHASE ORDER RECEIPT PROCESS .................................................................................. 27

3.6.3 Process Diagrams ............................................................................................................................ 28
3.7 SCM-BPI-07: PURCHASE ORDER RECEIPT FOR SERVICES ........................................................................... 29

3.7.3 Process Diagram ............................................................................................................................. 30
3.8 SCM-BPI-08: PURCHASE THROUGH PETTY CASH ..................................................................................... 31

3.8.3 Process Diagram ............................................................................................................................. 32
3.9 SCM-BPI-09: MATERIAL ISSUANCE TO DEPTS. FROM TREASURER OFFICE MAIN STORE .................................... 34

3.9.3 Process Diagram ............................................................................................................................. 35
3.10 SCM-BPI-10: MATERIAL ISSUANCE WITHIN TREASURER OFFICE .................................................................. 36
3.10.1 Activity Preface .......................................................................................................................... 36

3.10.2 Prior Activities ........................................................................................................................... 36
3.10.3 Process Diagram ......................................................................................................................... 37
3.10.4 Process Description ..................................................................................................................... 37
3.11 SCM-BPI-11: RETURN OF UNSERVICEABLE ITEMS FROM DEPTS. ................................................................. 38

Peshawar 4

3.11.3 Process Diagram ......................................................................................................................... 38
3.12 SCM-BPI-12: WRITE OFF PROCESS ...................................................................................................... 39

3.12.3 Process Diagram ......................................................................................................................... 40
3.13 SCM-BPI-13: AUCTION PROCESS ......................................................................................................... 41

3.13.3 Process Diagram ......................................................................................................................... 41
3.14 SCM-BPI-14: RETURN / REPLACEMENT OF UNDER WARRANTY ITEMS ......................................................... 43

3.14.3 Process Diagram ......................................................................................................................... 44
3.15 SCM-BPI-15: MATERIAL ISSUANCE WITHIN DEPTS. (ALL DEPTS.)................................................................ 44

3.15.3 Process Diagram ......................................................................................................................... 45
3.16 SCM-BPI-16: ISSUANCE OF WORKS RELATED MATERIAL FROM TREASURER OFFICE ......................................... 46

3.16.3 Process Diagram ......................................................................................................................... 47
3.17 SCM-BPI-17: MINOR REPAIR PROCESS DTE OF WORKS ........................................................................ 49

3.17.3 Process Diagram ......................................................................................................................... 49

Peshawar 5
3.18 SCM-BPI-18: PROCUREMENT OF SERVICES / MAJOR REPAIR BY DTE OF WORKS ........................................... 51

3.18.3 Process Diagram ......................................................................................................................... 52
4 OPEN / CLOSED ITEMS 57
Open Issues .................................................................................................................................................. 57

Closed Issues ................................................................................................................................................ 57

Peshawar 6
1 Document Overview
1.1 Intended Audience
The intended audience for this document is the respective process owners, business users and the
team leads of the following departments:
Treasurer Office
Procurement Section Treasurer Office
Main Store Section Treasurer Office
Directorate of Works
University Departments
1.2 Assumptions
1. The document is prepared purely on the basis of meetings held with Stake Holders and data
gathered during the requirements phase of the project.
1.3 Source
Sr. No Document Name/Description
Meetings / sessions held for Requirement gathering
1.4 Terminologies
Element Definition
SCM Supply Chain Management

DTE Directorate
UoP University of Peshawar
MRS Market Rates System
CST Comparative Statement
Dept. Department
BPI Business Process Identification
GRN Goods Received Note
Asst. Assistant
PO Purchase Order
HEC Higher Education Commission
NGO Non-Governmental Organization

Peshawar 7
2 Organization Overview
The University of Peshawar is catering for the academic needs of Peshawar and also of the whole
province and Federally Administered Tribal Areas (FATA).
The University of Peshawar has three major units covering two core business areas i.e Academic &
Non Academic:-
Non Academic
o Administrative Unit
Academic
o Faculty Unit
o Unit of Research Labs, School & College
2.1.1 Non Academic Area / Administrative Unit

Administrative unit consists of several types of administration offices. Most of the offices further have
sections performing their relevant activities.
Vice-Chancellor Office Controller of Directorate of Sports

Registrar Office Examinations Directorate of Works
o Academic Section Directorate of Office of Research
o Establishment Admissions Innovation &
Section Directorate of Planning & Commercialization (ORIC)
o Legal Cell Development (P & D) Centre for Human
o Meeting Section Directorate of Quality Resource and Career
Treasurer Office Enhancement Development (CHRCD)
Directorate of Provost
Administration Centre for I.T Services
(CITS)
2.1.2 Academic Area / Faculty Unit & Unit of Research Labs, Schools / Colleges
Faculty Unit consists of six different faculties each having several departments within it. Each Faculty
has a Dean as Head of Faculty. A faculty comprises of different departments. In Academic area, there
are also Research Centres, Schools & Colleges. Detail of departments of all faculties is available on
University of Peshawar Official website
Faculty of Arts and Humanities
Faculty of Islamic and Oriental Sciences
Faculty of Management and Information Sciences
Faculty of Numerical and Physical Sciences
Faculty of Social Sciences
Research Centres
Research Labs
Others / Colleges
Affiliated Institutes

Peshawar 8
2.2 Procurement Mechanism

University of Peshawar has Centralized procurement mechanism. Funds are allocated to departments
under different budget heads on yearly basis whereas Treasurer Office does procurement itself on
behalf of departments according to the allocated budget available. Budget Allocation may also be
revised if required in order to meet the departments requirement.
There are different methods for procurement of material / services from Vendors / Market. If
estimated cost of material / goods is less than PKR 25,000/-, (Twenty Five Thousand Only)
procurement is done through single quotation / vendor. If estimated cost is exceeding from
PKR.25,000/- (Twenty Five Thousand Only) but less than PKR.500,000/- (Five Lac Only) then authority
goes for three quotation process. More often, procurement for even below PKR.25,000/- (Twenty Five
Thousand Only) is done through three quotation approach. Tender is published in at least three
famous newspapers if estimated cost of material / services goes beyond PKR.500,000/- (Five Lac Only)
Purchasing Committees are established for procurement for all three approaches i.e Single
Quotations, Three Quotations, Tender for negotiation and recommendation of best supplier /
contractor. For Single & Three Quotation approach, one committee is established for each case where
as for Tender Process, one for entire year.
In order to meet daily expenses, departments are capable of making procurement up to PKR.25000/-
(Twenty Five Thousand Only) at their own.
Treasurer Office is responsible to procure specific area of goods / services types. Procurement for
remaining is done by Directorate of Works. DTE of Works is responsible to supply / provide Civil Works,
Electric, Sanitary and Telephone Exchange related material / services to all UoP departments /
residents whereas funds are allocated and payments are made by Treasurer Office. To execute
projects, funds can also be sponsored by HEC and NGOs etc. Sometimes Treasurer Office also procure
the Works related material for DTE of Works to meet daily demands from Users. DTE of Works has
same procurement mechanism as Treasurer Office.
2.3 Inventory Locations

Treasurer Office has its Main Store where certain type of goods like stationery is stocked in order to
meet daily User Demands came from within and other departments. In case of procurement for other
departments, most of the times, Vendor delivers the material directly to the concerned department
requestor. However, Treasurer Main Store also puts the entry (Receipt / Issuance) on his stock
register.
Similarly, DTE of Works also has a store for Civil Works, Electric, Sanitary and Telephone Exchange
related material. Third type of stores is at Department level. Each department maintains its own store
to meet daily user requirements for their relevant type of goods like in case of laboratories they
maintain chemicals etc.
Note: No accounting treatment is being practiced for Stock related transactions.

Peshawar 9
2.4 UoP Organization Structure:-
Senate
Chancellor
Syndicate
Vice Chancellor
Administration Academics Research Labs,

School & College
Registrar
Treasurer Dean Faculty of Arts and Material Research Lab
Director Admission Humanities Centralized Resource Lab
Directorate of Dean Faculty of Islamic Nuclear Medicine and
Administration and Oriental Studies Research Lab
Dean Faculty of Life and Phyto-Pharmaceutical &
Controller of Environmental Sciences Neutraceutical Research
Examination Dean Faculty of Lab
Director (P&D) Management and University Model School
Provost Office Information Sciences University Public School
Dean Faculty of University Boys College
Directorate of Quality Numerical and Physical Jinnah College for Women
Enhancement Sciences
Central Library Dean Faculty of Social
Centre for Human Sciences
Resource & Career
Development
Directorate of Works
Directorate of Sports
Directorate of Distance
Education
Office of Research and
Innovation Centre

Peshawar 10
3 Business Process Identification

3.1 SCM-BPI-01: Purchase through Single Supplier / Quotation
3.1.1 Activity Preface
Following scenario illustrates how Treasurer Office makes the purchases through Single Supplier
/Quotation in order to fulfill the demand raised by any department, Treasurers Main Store/
Employee. Purchase Process is initiated in case material is not available in Treasurers Main Store.
Material/Service is purchased through single quotation Process if estimated cost is less than PKR.
25,000/- (Twenty Five Thousand Only)
3.1.2 Prior Activities
S. Process Name
No
1. N/A
3.1.3 Process Diagram
SCM-BPI-01 Purchase through Single Supplier / Quotation
None
Treasurer Office Treasurer Office Treasurer Office -
Start -Treas urer -Dealing Asst Dealing Asst
[Manual] Treasurer
(Procurem ent) (Procurem ent)
marks it to Store f or [Manual] Forwards it [Manual] Calls
Treasurer Office issuance or Dealing to Treasurer f or relev ant Supplier to
-Treas urer Asst (Procurement) to approv al. (4) prov ide quote. (7)
[Manual] A demand initiate Purchase
Process. In this > Supplier Quotation
f or Goods or repair is
receiv ed f rom any scenario, demand is
dept, Treasurer Main f orwarded to Dealing Treasurer Office
Store or any Asst (Procurement)
(2)
-Treas urer Treasurer Office
employ ee of
Treasurers Of f ice (1) [Manual] Forwards to -Dealing Asst
Vice Chancellor f or (Procurem ent)
> Demand f urther approv al. (5)
Treasurer Office [Manual] Forwards
-Dealing Asst quotation to
Treasurer along with
(Procurem ent) necessary
Vice Chancellor
[Manual] Prepares a documents. (8)
Purchase Requisition [Manual] Approv es
with estimated rates Requisition. (6)
to initiate Purchase
Process. (3) Treasurer Office
> Purchase
Treas urer
Requisition [Manual] Forwards to
Vice Chancellor f or
Sanction. (9)

Peshawar 11
SCM-BPI-01 Purchase through Single Supplier / Quotation

A
Vice Chancellor Treasurer Office

[Manual] Approv es
-Dealing Asst
Sanction Request. (Procurem ent)
(10) [Manual] P.O. is
issued to Supplier
af ter approv al f rom
Treasurer. (12)
Treasurer Office
-Dealing Asst
(Procurem ent) End
[Manual] P.O. is
prepared based on SCM-BPI-6
Suppliers Quotation Purchase Order
& f orwarded to Receipt Process
Treasurer f or
approv al (11)
> Purchase Order
3.1.4 Process Description

Process Department - Activity Detail Out Put Activity
Identifier User Responsible Status
for execution
SCM- Treasurer Office - A demand for Goods or repair is Demand Manual
BPI.1.1 Treasurer received from any department,
Treasurer Main Store or any employee
of Treasurers Office
SCM- Treasurer Office - Treasurer marks it to the Store for N/A Manual
BPI.1.2 Treasurer issuance or Dealing Assistant
(Procurement) to initiate Purchase
Process. In this scenario, demand is
forwarded to Dealing Assistant
(Procurement)
SCM- Treasurer Office - Prepares a Purchase Requisition with Purchase Manual
BPI.1.3 Dealing Assistant estimated rates to initiate Purchase Requisition
(Procurement) Process.
(This may be separate Requisition for
each User Demand or compilation of
different demands raised by
departments)

Peshawar 12

for execution
SCM- Treasurer Office - Forwards it to Treasurer for approval. N/A Manual
BPI.1.4 Dealing Assistant
(Procurement)
SCM- Treasurer Office - Forwards to Vice Chancellor for N/A Manual
BPI.1.5 Treasurer further approval.
SCM- Vice Chancellor Approves the Requisition. N/A Manual

BPI.1.6
SCM- Treasurer Office - Calls relevant Supplier to provide the Supplier Manual
BPI.1.7 Dealing Assistant quote. Quotation
(Procurement) (- A committee is established for each
case of Single & Three Quotation
Scenarios
- Which supplier to buy from: It is
decided by the mutual understating of
the committee.
- Rates may also be negotiated with
the supplier)
SCM- Treasurer Office - Forwards the quotation to Treasurer N/A Manual
BPI.1.8 Dealing Assistant along with necessary documents.
(Procurement)
BPI.1.9 Treasurer Sanction.
SCM- Vice Chancellor Approves the Sanction Request. N/A Manual

BPI.1.10
SCM- Treasurer Office - Purchase Order is prepared based on Purchase Manual

BPI.1.11 Dealing Assistant Suppliers Quotation and forwarded to Order
(Procurement) Treasurer for approval
SCM- Treasurer Office - Purchase Order is issued to the N/A Manual

BPI.1.12 Dealing Assistant Supplier after approval from
(Procurement) Treasurer.
For Receipt against Purchase Order
please refer SCM-BPI-6 Purchase
Order Receipt Process

Peshawar 13
3.2 SCM-BPI-02: Three Quotations Purchase Process

Following process illustrates how Treasurer Office makes the purchases through three quotation
process in order to fulfill the demand raised by any department, Treasurers Main Store/ Employee.
Purchase Process is initiated in case material is not available in Treasurers Main Store.
Material/Service is purchased through three quotations Process if estimated cost is between PKR.
25,000/- (Twenty Five Thousand Only) and PKR. 500,000/- (Five Lac Only)
S. Process Name
No
1. N/A
SCM-BPI-02 Three Quotations Purchase Process
None
Treasurer Office Treasurer Office - Treasurer Office -
Start Treas urer Dealing Asst Dealing Asst
[Manual] Treasurer
(Procurem ent) (Procurem ent)
marks it to Store f or [Manual] Forwards it [Manual] Calls
Treasurer Office issuance or Dealing to Treasurer f or relev ant Supplier to
Treas urer Asst (Procurement) to approv al. (4) prov ide their
[Manual] A demand initiate Purchase quotations. (7)
f or Goods or repair is Process. In this
scenario, demand is > Supplier Quotation
receiv ed f rom any
dept, Treasurer Main f orwarded to Dealing Treasurer Office -
(2)
Treasurer
employ ee of
Suppliers / Vendors
Treasurers Of f ice (1) [Manual] Forwards to
Vice Chancellor f or [Manual] Submit
> Demand f urther approv al. (5) their quotations on
Treasurer Office - scheduled date. (8)
Dealing Asst
(Procurem ent)
Vice Chancellor A
[Manual] Prepares a
Process. (3)
> Purchase
Requisition

Peshawar 14
SCM-BPI-02 Three Quotations Purchase Process

A
Treasurer Office - Purchas e Treasurer Office -

Dealing Asst Com m ittee Dealing Asst
(Procurem ent) [Manual]
(Procurem ent)
[Manual] Quotations Recommends best [Manual] P.O. is
opened on decided supplier. (11) prepared in f av or of
date & time in best supplier duly
presence of approv ed by Vice
Committee & Chancellor &
Vendors. (9) Treasurer Office - f orwarded to
Treasurer Treasurer f or
> Quotations
approv al (14)
[Manual] Forwards
case to Vice > Purchase Order
Chancellor f or
Treasurer Office - Sanction. (12)
Dealing Asst
(Procurem ent) Treasurer Office -
Dealing Asst
[Manual] Vice Chancellor (Procurem ent)
Comparativ e
Statement is [Manual] Approv es [Manual] P.O. is
prepared based on Sanction Request. issued to Supplier
Suppliers (13) af ter approv al f rom
Quotations. (10) Treasurer. (15)
> Comparativ e
Statement (CST) End
SCM-BPI-6
Purchase Order
Receipt Process

for execution
Process.
In this scenario, demand is forwarded
to Dealing Assistant (Procurement)

Peshawar 15

for execution
departments)

(Procurement)

BPI.2.6
SCM- Treasurer Office - Calls relevant Supplier to provide their Supplier Manual
BPI.2.7 Dealing Assistant quotations. Quotation
Scenarios
the committee.
the supplier)
SCM- Suppliers / Submit their quotations on scheduled N/A Manual
BPI.2.8 Vendors date.
SCM- Treasurer Office - Quotations are opened on decided Quotations Manual

BPI.2.9 Dealing Assistant date and time in the presence of
(Procurement) Committee and Vendors.
SCM- Treasurer Office - Comparative Statement is prepared Comparative Manual

BPI.2.10 Dealing Assistant based on Suppliers Quotations. Statement
(Procurement) (CST)
SCM- Purchase Recommends the best supplier. N/A Manual
BPI.2.11 Committee Comparative Statement is reviewed
by the Committee
Commercial Evaluation of Suppliers
is also carried out by the
Committee.
SCM- Treasurer Office - Forwards the case to Vice Chancellor N/A Manual
BPI.2.12 Treasurer for Sanction.

Peshawar 16

for execution
BPI.2.13
SCM- Treasurer Office - Purchase Order is prepared in favor of Purchase Manual

BPI.2.14 Dealing Assistant best supplier duly approved by Vice Order
(Procurement) Chancellor and forwarded to
Treasurer for approval
3.3 SCM-BPI-03: Purchase through Tender Process

Following scenario illustrates how Treasurer Office makes the purchases through Tender process in
order to fulfill the demand raised by any department, Treasurers Main Store/ Employee. Purchase
Process is initiated in case material is not available in Treasurers Main Store. Material/Service is
purchased through three quotations Process if estimated cost is greater than PKR. 500,000/- (Five Lac
Only). In this scenario Tender is published in at least 3 famous newspapers.
S. Process Name
No
1. N/A

Peshawar 17
SCM-BPI-03 Purchase through Tender Process
None
Treasurer Office - Treasurer Office - Treasurer Office -
Start Treasurer Dealing Asst Treasurer
[Manual] Treasurer
(Procurem ent) [Manual] Writes a
marks it to Store f or [Manual] Forwards it letter to relev ant
Treasurer Office issuance or Dealing dept to publish
to Treasurer f or
Treas urer Asst (Procurement) to approv al. (4) Tender in newspaper
[Manual] A demand initiate Purchase So Tender is
f or Goods or repair is Process. In this published in at least
receiv ed f rom any scenario, demand is three newspapers. (7)
dept, Treasurer Main f orwarded to Dealing Treasurer Office - > Tender
(2)
Treasurer
employ ee of
Vice Chancellor f or Suppliers
Treasurer Office - [Manual] Purchase
Dealing Asst Tender by depositing
(Procurem ent) Tender Fee (8)
Vice Chancellor
[Manual] Prepares a
with estimated rates Requisition. (6) Suppliers
Process. (3) [Manual] Submit
quotations on
> Purchase scheduled date. (9)
Requisition
> Quotations
SCM-BPI-03 Purchase through Tender Process

A
Purchas e Purchas e Treasurer Office -

Com m ittee Com m ittee Dealing Asst
[Manual] Quotations [Manual]
(Procurem ent)
opened on Recommends lowest [Manual] P.O. is
scheduled date & / best supplier. (12) prepared in f av or of
time in presence of best supplier &
Purchase Committee f orwarded to
& Bidders. (10) Treasurer f or
Treasurer Office approv al (15)
-Treas urer > Purchase Order
Treasurer Office - [Manual] Forwards
Dealing Asst case to Vice
Chancellor f or
(Procurem ent) Sanction. (13) Treasurer Office -
[Manual] Bids Dealing Asst
Ev aluation Report is (Procurem ent)
prepared based on
Suppliers Vice Chancellor [Manual] P.O. is
Quotations. (11) issued to Supplier
[Manual] Approv es af ter approv al f rom
> Bids Ev aluation Sanction Request. Treasurer. (16)
Report (14)
End
SCM-BPI-6
Purchase Order
Receipt Process

Peshawar 18

for execution
Process.
departments)
(Procurement)

BPI.3.6
SCM- Treasurer Office - Writes a letter to relevant department Tender Manual

BPI.3.7 Treasurer to publish the Tender in newspaper So
Tender is published in at least three
newspapers.
SCM- Suppliers Purchase the Tender by depositing N/A Manual
BPI.3.8 Tender Fee
(For detail please refer FIN-BPI-05
Tender Sales)
SCM- Suppliers Submit quotations on scheduled date. Quotations Manual
BPI.3.9 (Supplier also deposits 2% earnest
money (refundable) as Bid Security)

Peshawar 19

for execution
SCM- Purchase Quotations are opened on scheduled N/A Manual
BPI.3.10 Committee date and time in the presence of
Purchase Committee and Bidders.
SCM- Treasurer Office - Bids Evaluation Report is prepared Bids Manual
BPI.3.11 Dealing Assistant based on Suppliers Quotations. Evaluation
(Procurement) Report
SCM- Purchase Recommends the lowest / best N/A Manual
BPI.3.12 Committee supplier.
Bids Evaluation Report along with
Quotations is reviewed by the
Committee
Technical / Commercial Evaluation
of Suppliers is also carried out by
the Committee

BPI.3.14

BPI.3.15 Dealing Assistant best supplier and forwarded to Order
3.4 SCM-BPI-04: Purchase through Two Envelop Tender Process

Following process illustrates how Treasurer Office makes the purchases through Two Envelop Tender
process in order to fulfill the demand raised by any department, Treasurers Main Store/ Employee.
Purchase Process is initiated in case material is not available in Treasurers Main Store.
Material/Service is purchased through three quotations Process if estimated cost is greater than PKR.
500,000/- (Five Lac Only). In this scenario Tender is published in at least 3 famous newspapers.

Peshawar 20
S. Process Name
No
1. N/A
SCM-BPI-04 Purchase through Two Envelop Tender Process
None
Treasurer Office Treasurer Office - Treasurer Office -
Start Treas urer Dealing Asst Treasurer
[Manual] Treasurer
(Procurem ent) [Manual] Writes a
marks it to Store f or [Manual] Forwards it letter to relev ant
Treasurer Office issuance or Dealing dept to publish
to Treasurer f or
Treas urer Asst (Procurement) to approv al. (4) Tender in newspaper
[Manual] A demand initiate Purchase So Tender is
f or Goods or repair is Process. In this published in at least
receiv ed f rom any scenario, demand is three newspapers. (7)
dept, Treasurer Main f orwarded to Dealing Treasurer Office - > Tender
(2)
Treasurer
employ ee of
Vice Chancellor f or Suppliers
Treasurer Office - [Manual] Purchase
Dealing Asst Tender by depositing
(Procurem ent) Tender Fee (8)
Vice Chancellor
[Manual] Prepares a
Purchase Requisition [Manual] Approv es A
Process. (3)
> Purchase
Requisition

Peshawar 21
SCM-BPI-04 Purchase through Two Envelop Tender Process

A
Suppliers Purchas e Purchas e Treasurer Office -

[Manual] Submit
Com m ittee Com m ittee Dealing Asst
Technical & [Manual] Financial [Manual]
(Procurem ent)
Financials Proposals Proposals of Recommends lowest [Manual] P.O. is
on scheduled date. qualif ied Suppliers / best supplier. (14) prepared in f av or of
(9) opened (12) best supplier &
> Technical & > Financial Proposals f orwarded to
Financials Proposal Treasurer f or
Treasurer Office approv al (17)
Treasurer > Purchase Order
Treasurer Office - [Manual] Forwards
Purchas e Dealing Asst case to Vice
Com m ittee (Procurem ent) Chancellor f or
[Manual] Technical Sanction. (15) Treasurer Office -
[Manual] Bids Dealing Asst
Proposals opened on Ev aluation Report is
scheduled date & prepared based on
(Procurem ent)
time in presence of Suppliers
Committee & Vice Chancellor [Manual] P.O. is
Quotations. (13) issued to Supplier
bidders. (10)
> Bids Ev aluation [Manual] Approv es af ter approv al f rom
Report Sanction Request. Treasurer. (18)
(16)
Purchas e End
Com m ittee
[Manual] Perf orms SCM-BPI-6
Technical/ Purchase Order
Commercial Receipt Process
Ev aluation (11)

for execution
Process.
departments)

Peshawar 22

for execution
(Procurement)

BPI.4.6
SCM- Treasurer Office - Writes a letter to relevant department Tender Manual

BPI.4.7 Treasurer to publish the Tender in newspaper So
Tender is published in at least three
newspapers.
SCM- Suppliers Purchase the Tender by depositing N/A Manual
BPI.4.8 Tender Fee
(For detail please refer FIN-BPI-05
Tender Sales)
SCM- Suppliers Submit the Technical & Financials Technical & Manual
BPI.4.9 Proposals on scheduled date. Financials
(Supplier also deposits 2% earnest Proposal
money (refundable) as Bid Security)
SCM- Purchase Technical Proposals are opened on N/A
BPI.4.10 Committee scheduled date and time in the
presence of Committee and bidders.
SCM- Purchase Performs Technical/Commercial N/A
BPI.4.11 Committee Evaluation
In this evaluation, Suppliers are
qualified / disqualified for next level
based on scores
Scoring mechanism is defined
before publishing tender
Commercial Evaluation: Whether
registration of supplier and NTN No.
etc. are valid
Technical Evaluation: Whether
specifications of material meet the
requirement of Purchasing
Organization
SCM- Purchase Financial Proposals of qualified Financial
BPI.4.12 Committee Suppliers are opened Proposals

Peshawar 23

for execution
SCM- Treasurer Office - Bids Evaluation Report is prepared Bids Manual
BPI.4.13 Dealing Assistant based on Suppliers Quotations. Evaluation
(Procurement) Report
SCM- Purchase Recommends the lowest / best N/A Manual
BPI.4.14 Committee supplier.

BPI.4.16

BPI.4.17 Dealing Assistant best supplier and forwarded to Order
3.5 SCM-BPI-05: Purchase / Hiring of Services

Following process illustrates how Treasurer Office purchases / hires services like repair of toner or
replacement of drum etc. in order to fulfill the demand raised by any department, Treasurers Main
Store/ Employee. Just like goods, hiring of services approach is same depending on estimated cost but
mostly Three Quotation approach is used for below PKR. 500,000/- (Five Lac Only) otherwise tender
is published in newspapers.
S. Process Name
No
1. N/A

Peshawar 24
SCM-BPI-05 Purchase / Hiring of Services
None
Treasurer Office Instrum ent Vice Chancellor
Start Treas urer M echanic [Manual] Approv es
[Manual] Treasurer [Manual] Puts his sanction request.
marks it to Store f or remarks on abov e Purchase Committee
Treasurer Office issuance or Dealing noting as Technical is also f inalized f or
Treas urer Asst (Procurement) to Report. (4) this particular
initiate Purchase purchase (7)
[Manual] A demand > Technical Report
f or repair / Process. In this
replacement is scenario, demand is
receiv ed f rom any f orwarded to
dept, Treasurer Main Treasurer Of f ice Treasurer Office -
Main Store Treasurer Treasurer Office -
Store or any Dealing Asst
Of f ice - Dealing Asst Dy. Treasurer
employ ee of (Procurem ent)
Treasurers Of f ice. (Procurement) (2)
[Manual] Report
Take example f or [Manual] Calls
goes to Dy . Treasurer
repair of Ky ocera relev ant Supplier to
through
225 KM, Drums out prov ide their
Superintendent & he
of order. (1) Treasurer Office - quotations. (8)
approv es it. (5)
Dealing Asst > Supplier Quotation
> Demand
[Manual] Puts up
noting to Instrument
Mechanic or relev ant Treasurer Office -
dept like IT Dept, Treasurer Suppliers / Vendors
Science Dept. etc. [Manual] Submit
[Manual] Case is sent
through their quotations on
to Vice Chancellor
Superintendent. (3) scheduled date. (9)
f or sanction &
> Note Sheet decision of Purchase
Committee. (6)
A
SCM-BPI-05 Purchase / Hiring of Services

A
Treasurer Office - Purchas e Treasurer Office - SCM-BPI-7

Dealing Asst Com m ittee Dealing Asst Purchase Order
Receipt f or
(Procurem ent) [Manual]
(Procurem ent) Serv ices
[Manual] Quotations Recommends best [Manual] P.O. is
opened on decided supplier. (12) prepared in f av or of
date & time in best supplier duly
presence of approv ed by Vice
Committee & Chancellor &
Vendors. (10) Treasurer Office - f orwarded to
Treasurer Treasurer f or
> Quotations
approv al (15)
[Manual] Forwards
case to Vice > Purchase Order
Chancellor f or
Treasurer Office - Sanction. (13)
Dealing Asst
(Procurem ent) Treasurer Office -
Dealing Asst
[Manual] Vice Chancellor (Procurem ent)
Comparativ e
Statement is [Manual] Approv es [Manual] P.O. is
prepared based on Sanction Request. issued to Supplier
Suppliers (14) af ter approv al f rom
Quotations. (11) Treasurer. (16)
> Comparativ e
Statement (CST) End

Peshawar 25

for execution
SCM- Treasurer Office - A demand for repair / replacement is Demand Manual
of Treasurers Office. Take the
example for repair of Kyocera 225 KM,
Drums out of order.
Process.
to Treasurer Office Main Store
SCM- Treasurer Office - Puts up noting to Instrument Note Sheet Manual
BPI.5.3 Dealing Assistant Mechanic or relevant department like
IT Department, Science Dept. etc.
through Superintendent.
SCM- Instrument Puts his remarks on above noting as Technical Manual
BPI.5.4 Mechanic Technical Report. Report
SCM- Treasurer Office - Report goes to Dy. Treasurer through N/A Manual
BPI.5.5 Dy. Treasurer Superintendent and he approves it.
SCM- Treasurer Office - Case is sent to Vice Chancellor for N/A Manual
BPI.5.6 Treasurer sanction and decision of Purchase
Committee.
SCM- Vice Chancellor Approves the sanction request. N/A Manual
BPI.5.7 Purchase Committee is also finalized
for this particular purchase
SCM- Treasurer Office - Calls relevant Supplier to provide their Supplier Manual
BPI.5.8 Dealing Assistant quotations. Quotation
Scenarios
the committee.
the supplier)

Peshawar 26

for execution
SCM- Suppliers / Submit their quotations on scheduled N/A Manual
BPI.5.9 Vendors date.
SCM- Treasurer Office - Quotations are opened on decided Quotations Manual

BPI.5.10 Dealing Assistant date and time in the presence of
(Procurement) Committee and Vendors.
SCM- Treasurer Office - Comparative Statement is prepared Comparative Manual
BPI.5.11 Dealing Assistant based on Suppliers Quotations. Statement
(Procurement) (CST)
SCM- Purchase Recommends the best supplier. N/A Manual
BPI.5.12 Committee Comparative Statement is reviewed
by the Committee
Commercial Evaluation of Suppliers
is also carried out by the
Committee.

BPI.5.14

BPI.5.15 Dealing Assistant best supplier duly approved by Vice Order
(Procurement) Chancellor and forwarded to
Treasurer for approval
Order Receipt for Services
3.6 SCM-BPI-06: Purchase Order Receipt Process

This process illustrates how the material is received against Purchase Order at Treasurers Main Store
or any department. Supplier delivers the material to following locations:-
Treasurers Main Store: if material is purchased to maintain the stock in Store
Requesting department: if material is purchased to fulfil the demand
In second case, Treasurers Main Store Keeper puts the entry on Stock Register (Receipt and then
Issue) at the time of receiving and makes the balance as Nil.

Peshawar 27
S. Process Name
No
1. SCM-BPI-01 Purchase through Single Supplier / Quotation
2. SCM-BPI-02 Three Quotation Purchase Process
3. SCM-BPI-03 Purchase through Tender Process
4. SCM-BPI-04 Purchase through Two Envelop Tender Process
3.6.3 Process Diagrams
SCM-BPI-06 Purchase Order Receipt Process
SCM-BPI-01
Purchase through Inspection Relevant Store Relevant Store
Single Supplier / Com m ittee Store Keeper Store Keeper
Quotation
[Manual] carries out [Manual] Puts [Manual] Signs
inspection of receiv ing entry on Deliv ery Challan &
SCM-BPI-02 Three material (2) Stock Register. In retain one copy as
Quotation case material is Goods Receipt Note
Purchase Process deliv ered directly to (GRN) (6)
dept then Store
> Goods Receiv ed
SCM-BPI-03 Inspection Keeper puts entry
Note (GRN)
Purchase through Com m ittee (receipt & then issue)
Tender Process on Stock Register &
[Manual] Inspection makes balance as
report is prepared & Nil. (4)
SCM-BPI-04 signed by Inspection Relevant Store
Purchase through Committee (3) Store Keeper
Two Env elop
[Manual] Bills
Tender Process Supplier f orwarded to
[Manual] submits all Treasurer Of f ice
Start relev ant bills (5) Accounts Section f or
Pay ment Process (7)
> Deliv ery Challan /
Supplier Inv oice / Sales Tax
End
[Manual] deliv ers
material at
Treasurers Main FIN-BPI-xx
Store or requesting Relev ant
dept (1) Financials
Document

for execution
SCM- Supplier delivers the material at Treasurers N/A Manual
BPI.6.1 Main Store or requesting department
SCM- Inspection carries out the inspection of the N/A Manual
BPI.6.2 Committee material
(Inspection Committee is usually the
same as Purchase Committee of the
same Purchase Order)

Peshawar 28

for execution
SCM- Inspection Inspection report is prepared and Inspection Manual
BPI.6.3 Committee signed by Inspection Committee Report
(Material is accepted or rejected by
the Inspection Committee
In case of rejection, Supplier
replaces the rejected material)
SCM- Relevant Store Puts the receiving entry on Stock Stock Register Manual
BPI.6.4 Store Keeper Register. In case material is delivered
directly to department then Store
Keeper puts the entry (receipt and
then issue) on Stock Register and
makes the balance as Nil.
(Before entry he verifies the signature
of the respective Recipient on
Delivery Challan)
SCM- Supplier submits all relevant bills Delivery Manual
BPI.6.5 Challan /
Invoice / Sales
Tax
SCM- Relevant Store Signs Delivery Challan and retain one GRN Manual
BPI.6.6 Store Keeper copy as Goods Receipt Note (GRN)
SCM- Relevant Store Bills are forwarded to Treasurer Office N/A Manual
BPI.6.7 Store Keeper Accounts Section for Payment Process
For payment process, please refer FIN-

BPI-03 Payment to Suppliers
3.7 SCM-BPI-07: Purchase Order Receipt for Services

This process illustrates how the work completion is confirmed against Purchase Order at Treasurers
Main Store or any department. In case of replacement, Supplier delivers the material to following
locations:-
Show the material to Treasurer Office Main Store first and then to concerned department for
fixing / replacement and repair
Directly goes to relevant department / user for work completion
Treasurer Office Main Store Keeper puts the entry on Stock Register (Receipt and then Issue) and

Peshawar 29
S. No Process Name
1. SCM-BPI-05 Purchase / Hiring of Services
SCM-BPI-07 Purchase Order Receipt for Services
SCM-BPI-04
Purchase / Hiring Supplier Treasurer Office
of Serv ices M ain Store
[Manual] Submits
Deliv ery all relev ant Dealing Asst
Start bills. (3) [Manual] Satisf actory
> Deliv ery Challan / Report is also
Supplier Inv oice / Sales Tax obtained f rom
concerned user /
[Manual] completes requestor (5)
work (serv ices /
> Satisf actory Report
replacement / f ixing) Treasurer Office
(1)
M ain Store
Dealing Asst
Treasurer Office
[Manual] Technical
Relevant Store Report is obtained
M ain Store
Store Keeper f rom relev ant Dealing Asst
technical person [Manual] Bills
[Manual] In case of against work
replacement Store f orwarded to
completed (4) Treasurer Of f ice
Keeper puts entry
(receipt & then issue) > Technical Report Accounts Section f or
of utilized item on pay ment (6)
Stock Register &
makes balance as
Nil. (2) End
FIN-BPI-xx
Relev ant
Financials
Document

for execution
SCM- Supplier completes work (services / N/A Manual
BPI.7.1 replacement / fixing)
SCM- Relevant Store In case of replacement Store Keeper N/A Manual
BPI.7.2 Store Keeper puts the entry (receipt and then issue)
of utilized item on Stock Register and
SCM- Supplier Submits Delivery all relevant bills. Delivery Manual
BPI.7.3 Challan,
Invoice Bills,
Sales Tax Bills

Peshawar 30

for execution
SCM- Treasurer Office Technical Report is obtained from Technical Manual
BPI.7.4 Main Store relevant technical person against Report
Dealing Assistant work completed
SCM- Treasurer Office Satisfactory Report is also obtained Satisfactory Manual

BPI.7.5 Main Store from concerned user / requestor Report
Dealing Assistant
SCM- Treasurer Office Bills are forwarded to Treasurer Office N/A Manual
BPI.7.6 Main Store Accounts Section for payment
Dealing Assistant
3.8 SCM-BPI-08: Purchase through Petty Cash

An advance of One Lac Rupees is given to nominated employee and he is allowed to purchase the
material from this fund as and when required. This is for demands received from internal Offices only
and not from other departments. If expense is more than PKR.1000/- then approval is taken from
Treasurer. This process belongs to different departments but in this document we are taking the
example of Store Keeper of Treasurers Main Store. Other depts. can purchase up to PKR. 25,000/- on
petty cash.
S. Process Name
No
1. SCM-BPI-10 Material Issuance within Treasurer Office (demand is raised)

Peshawar 31
SCM-BPI-08 Purchase through Petty Cash
SCM-BPI- Material
Issuance within Treasurer Office - Treasurer Office - Treasurer Office -
Treasurer Of f ice Store Keeper Store Keeper Store Keeper
(demand is raised
[Manual] In case of [Manual] Purchases [Manual] Updates
written demand, material f rom market petty cash register (7)
Start Treasurer marks it to or requestor
> Petty Cash Register
Store f or issuance or purchases himself &
Dealing Asst prov ides bill to Store
Treasurer Office - (Procurement) to Keeper. (4)
Treasurer initiate Purchase
Process. In this Treasurer Office -
[Manual] A demand
scenario, demand is Store Keeper
f or Goods or repair is
receiv ed f rom any f orwarded to Store Treasurer Office - [Manual] Once
employ ee of Keeper. (2) Store Keeper av ailable f unds
Treasurers Of f ice. (1) reach its ceiling,
[Manual] One, two,
> Demand detail of all bills is
or three bills together
prepared & sent to
Treasurer Office - sent to Treasurer f or
Vice Chancellor
Store Keeper approv al (5)
routing through Dy .
> Bill Treasurer &
[Manual] obtains
Treasurer f or
Treasurers approv al
approv al. (8)
f or purchase if
expense is more than
PKR.1000/- Treasurer Office -
otherwise purchases Treasurer
directly (3) Vice Chancellor
[Manual] Sanction
approv ed by [Manual] Approv es
Treasurer (6) sanction request. (9)
SCM-BPI-08 Purchase through Petty Cash

A
Treasurer Office - Treasurer Office - Treasurer Office - Treasurer Office -

Store Keeper Cheque Writer Store Keeper Cheque Writer
[Manual] sends [Manual] process [Manual] Af ter [Manual] Issues
approv ed case adjustment & issues approv al, case is Cheque to
sanction case along Transf er Voucher to f orwarded to Ledger concerned employ ee
with all bills to concerned employ ee Keeper (15) (Store Keeper) (17)
Accounts Section (Store Keeper) as
> Cheque
(Adv ance Assistant) ev idence of
(10) adjustment (13)
> Transf er Voucher Treasurer Office - End
Ledger Keeper
Treasurer Office - [Manual] looks into SCM-BPI-10
Advance Asst budget av ailable & Material Issuance
Treasurer Office - mentions on within Treasurer
[Manual] Verif ies Store Keeper document how much Of f ice
bills & amounts & budget is av ailable
[Manual] Petty Cash
f urther sends it to (16)
adv ance sanction is
Audit f or f urther
taken f rom Vice
actions. (11)
Chancellor through
Dy . Treasurer &
Treasurer. (14)
Treasurer Office -
Audit Asst
[Manual] v erif ies bills
(12)

Peshawar 32

for execution
BPI.8.1 Treasurer received from any employee of
Treasurers Office.
(Verbal / Telephonic / Written)
SCM- Treasurer Office - In case of written demand, Treasurer N/A Manual
BPI.8.2 Store Keeper marks it to the Store for issuance or
Dealing Assistant (Procurement) to
initiate Purchase Process. In this
scenario, demand is forwarded to
Store Keeper.
SCM- Treasurer Office - obtains Treasurers approval for N/A Manual
BPI.8.3 Store Keeper purchase if expense is more than
PKR.1000/- otherwise purchases
directly
SCM- Treasurer Office - Purchases material from the market N/A Manual
BPI.8.4 Store Keeper or requestor purchases himself and
provides the bill to Store Keeper.
SCM- Treasurer Office - One, two, or three bills are together Bill Manual
BPI.8.5 Store Keeper sent to Treasurer for approval
SCM- Treasurer Office - Sanction approved by Treasurer N/A Manual

BPI.8.6 Treasurer
SCM- Treasurer Office - Updates petty cash register Petty Cash Manual
BPI.8.7 Store Keeper Register
SCM- Treasurer Office - Once available funds reach its ceiling, N/A Manual
BPI.8.8 Store Keeper detail of all bills is prepared and sent
to Vice Chancellor routing through Dy.
Treasurer and Treasurer for approval.
SCM- Vice Chancellor Approves the sanction request. N/A Manual

BPI.8.9
SCM- Treasurer Office - sends approved case sanction case N/A Manual
BPI.8.10 Store Keeper along with all bills to Accounts Section
(Advance Assistant)

Peshawar 33

for execution
SCM- Treasurer Office - Verifies the bills and amounts and N/A Manual
BPI.8.11 Advance Assistant further sends it to Audit for further
actions.
SCM- Treasurer Office - verifies the bills N/A Manual
BPI.8.12 Audit Assistant
SCM- Treasurer Office - process the adjustment and issues Transfer Manual
BPI.8.13 Cheque Writer Transfer Voucher to concerned Voucher
employee (Store Keeper) as evidence
of adjustment
SCM- Treasurer Office - Petty Cash advance sanction is taken N/A Manual
BPI.8.14 Store Keeper from Vice Chancellor through Dy.
Treasurer and Treasurer.
SCM- Treasurer Office - After approval, case is forwarded to N/A Manual

BPI.8.15 Store Keeper Ledger Keeper
SCM- Treasurer Office - looks into budget available and N/A Manual
BPI.8.16 Ledger Keeper mentions on document how much
budget is available
SCM- Treasurer Office - Issues the cheque to concerned Cheque Manual
BPI.8.17 Cheque Writer employee (Store Keeper)
For further process, please refer

SCM-BPI-10 Material Issuance within
Treasurer Office
3.9 SCM-BPI-09: Material Issuance to Depts. from Treasurer Office Main

Store
This process illustrates how the material is issued from Treasurers Main Store against Demand. If cost
of material is within PKR.1000/- then Store Keeper directly issues the material otherwise takes the
approval from Treasurer. Treasurers Main Store issues the material to the following:-
University Departments
Entitled Employee Houses
Hostels
Treasurer Offices Employees

Peshawar 34
S. No Process Name
1. SCM-BPI-06 Purchase Order Receipt Process
SCM-BPI-09 Material Issuance to Depts. from Treasurer Office Main Store
SCM-BPI-06
Purchase Order Treasurer Office - Treasurer Office
Receipt Process Treasurer M ain Store Store
[Manual] Treasurer
Keeper
Start marks it to Store f or [Manual] Puts
issuance or Dealing Issuance entry on
Asst (Procurement) to Stock Register (4)
Treasurer Office - initiate Purchase
Treasurer Process. In this > Stock Register
[Manual] A demand scenario, demand is
f or Goods or repair is f orwarded to Store
receiv ed f rom any Keeper (2)
Relevant Dept.
dept, Treasurer Main
Store or any Store Keeper
employ ee of [Manual] In case,
Treasurers Of f ice. Treasurer Office
material is issued to
(Verbal / Telephonic M ain Store Store store of any other
/ Written) (1) Keeper dept, concerned
> Demand Store Keeper puts
[Manual] Issues
receiv ing entry on
material to
Stock Register (5)
Requestor & takes his
signature on demand > Stock Register
(3)
> Demand Entry End
Register
SCM-BPI-15
Material Issuance
within Depts. (All
Departments)

for execution
SCM- Treasurer Office A demand for Goods or repair is Demand Manual
of Treasurers Office.
SCM- Treasurer Office Treasurer marks it to the Store for N/A Manual
Process. In this scenario, demand is
forwarded to Store Keeper

Peshawar 35

for execution
SCM- Treasurer Office Issues the material to Requestor and Demand Entry Manual
BPI.9.3 Main Store Store takes his signature on demand Register
Keeper (In case of demand with multiple
items, puts the entry on Demand
Entry Register form)
SCM- Treasurer Office Puts the Issuance entry on Stock Stock Register Manual
BPI.9.4 Main Store Store Register
Keeper
SCM- Relevant Dept. In case, material is issued to store of Stock Register Manual
BPI.9.5 Store Keeper any other department, concerned
Store Keeper puts receiving entry on
Stock Register
For further details please refer SCM-
BPI-15 Material Issuance within
Depts. (All Departments)
3.10 SCM-BPI-10: Material Issuance within Treasurer Office

This process illustrates how the material is issued from Treasurers Main Store against Demand within
Treasurer Office. If cost of material is within PKR.1000/- then Store Keeper directly issues the material
otherwise takes the approval from Treasurer.
S. No Process Name
2. SCM-BPI-08 Purchase through Petty Cash

Peshawar 36
SCM-BPI-10 Material Issuance within Treasurer Office
SCM-BPI-06
Purchase Order Treasurer Office Treasurer Office
Receipt Process M ain Store Store M ain Store Store
Keeper Keeper
SCM-BPI-08
Purchase through [Manual] Issues [Manual] Puts
Petty Cash material to Issuance entry on
Requestor & takes his Stock Register (4)
signature on demand
> Stock Register
Start (2)
> Demand Entry
Register End
Treasurer Office
M ain Store Store
Keeper None
[Manual] A demand
Treasurer Office
f or Goods or repair is M ain Store Store
receiv ed f rom any Keeper
employ ee of
Treasurer Of f ice. (1) [Manual] In case of
cost more than PKR.
> Demand 1000/- then approv al
is taken f rom
Treasurer (3)

for execution
SCM- Treasurer Office A demand for Goods or repair is Demand Manual
BPI.10.1 Main Store Store received from any employee of
Keeper Treasurer Office.
(Verbal / Telephonic / Written)
SCM- Treasurer Office Issues the material to Requestor and Demand Entry Manual
BPI.10.2 Main Store Store takes his signature on demand Register
Keeper (In case of demand with multiple
SCM- Treasurer Office In case of cost more than PKR. 1000/- N/A Manual
BPI.10.3 Main Store then approval is taken from Treasurer
Treasurer
SCM- Treasurer Office Puts the Issuance entry on Stock Stock Register Manual
Keeper

Peshawar 37
3.11 SCM-BPI-11: Return of Unserviceable Items from Depts.

This process describes how unserviceable material is returned from departments to Treasurer Offices
authorized location.
S. No Process Name
1. SCM-BPI-9 Material Issuance to Depts. from Treasurer Office Main Store
SCM-BPI-11 Return of Unserviceable Items from Depts.
SCM-BPI-9
Material Issuance Treasurer Office Treasurer Office Treasurer Office
to Depts. f rom M ain Store Store M ain Store Store Dealing Asst.
Treasurer Of f ice
Main Store Keeper Keeper [Manual] List of
[Manual] A rep of [Manual] Material is Unserv iceable Items
Main Store v isits site transf erred to is attached in
Start Auction File
in order to count decided location
items as per list (Treasurers Of f ice maintained by
giv en by dept & get Premises) (4) Dealing Asst (6)
Relevant Dept.
idea on what kind of
Head of Dept. v ehicle is required to
> Auction File
[Manual] Writes a load material. (2)

letter to Treasurer Treasurer Office End
Wing regarding M ain Store Store
unserv iceable items Keeper
mentioning detail of Treasurer Office SCM-BPI-13
Auction Process
unserv iceable items M ain Store Store [Manual] Sign Of f of
list. (1) Keeper Gate Keepers taken
(5)
> List of Unserv iceable
[Manual] contacts
Items
with Administrator
Of f icer (AO) to
prov ide Labor &
v ehicle as per
communicated by
v isitor (3)

for execution
SCM- Relevant Dept. Writes a letter to Treasurer Wing List of Manual
BPI.11.1 Head of Dept. regarding unserviceable items Unserviceable
mentioning the detail of unserviceable Items
items list.

Peshawar 38

for execution
SCM- Treasurer Office A representative of Main Store visits N/A Manual
BPI.11.2 Main Store Store the site in order to count the items as
Keeper per list given by department and get
idea on what kind of vehicle is
required to load the material.
SCM- Treasurer Office contacts with Administrator Officer N/A Manual
BPI.11.3 Main Store Store (AO) to provide Labor and vehicle as
Keeper per communicated by visitor
SCM- Treasurer Office Material is transferred to the decided N/A Manual
BPI.11.4 Main Store Store location (Treasurers Office Premises)
Keeper
SCM- Treasurer Office Sign Off of Gate Keepers are taken N/A Manual
BPI.11.5 Main Store Store
Keeper
SCM- Treasurer Office List of Unserviceable Items is attached Auction File Manual
BPI.11.6 Dealing Asst. in Auction File maintained by Dealing
Assistant
For Auction Process please refer SCM-

BPI-13 Auction Process
3.12 SCM-BPI-12: Write Off Process

This process illustrates how the material is written off in case of theft, unserviceable material not
auction able and fire case etc.
S. Process Name
No
1. SCM-BPI-11 Return of Unserviceable Items from Depts.

Peshawar 39
SCM-BPI-12 Write Off Process
SCM-BPI-11
Return of Treasurer Office
Unserv iceable M ain Store Store
Items f rom Depts.
Keeper
[Manual] Af ter VC
Start
approv al, Stock
Register is updated
Treasurer Office with Issue entry (3)
Treasurer > Stock Register
[Manual] Writes a
letter to Vice
Chancellor f or
Treasurer Office
approv al of Write Of f
material. (1) M ain Store Store
Keeper
> Letter
[Manual] Write Of f
register is also
updated. (4)
Vice Chancellor > Write Of f Register
[Manual] Sends a
person to v isit stores
f or v erif ication. End
Inquiry is held in
case of thef t. (2) None

for execution
SCM- Treasurer Office Writes a letter to Vice Chancellor for Letter Manual
BPI.12.1 Treasurer approval of Write Off the material.
SCM- Vice Chancellor Sends a person to visit the stores for N/A Manual
BPI.12.2 verification. Inquiry is held in case of
theft.
SCM- Treasurer Office After VC approval, Stock Register is Stock Register Manual
BPI.12.3 Main Store Store updated with Issue entry
Keeper
SCM- Treasurer Office Write Off register is also updated. Write Off Manual
Keeper

Peshawar 40
3.13 SCM-BPI-13: Auction Process

Auction process is initiated by analyzing Auction file maintained by Store Keeper. Auction File contains
the lists of unserviceable items returned from different departments. Unserviceable material is
stocked on different locations under custody of Treasurer Office Main Store.
S. Process Name
No
1. SCM-BPI-11 Return of Unserviceable Items from Depts.
SCM-BPI-13 Auction Process
SCM-BPI-11
Return of Treasurer Office Bidders Winning Bidder (s)
Unserv iceable M ain Store Store
Items f rom Depts. [Manual] Security [Manual] Remaining
Keeper (Ref undable) is amount is deposited
[Manual] Writes a deposited by all by winning bidders
Start participant Bidders later on decided
letter to Media
Protocol Of f icer to on same day (5) date. (8)
Treasurer Office publish Auction
detail in at least
Treasurer three f amous
[Manual] Writes a newspapers. Details Auction Com m ittee Treasurer Office
letter to Vice like Auction date, [Manual One or
Treasurer
Chancellor along terms & conditions & more Bidders
material details, [Manual] Prov ides
Auction File f or selected by
auction location etc. Authority Letter /
approv al to conduct committee based on
(3) Gate Pass f or
Auction. (1) their calls. (6) collection of material
> Letter f orm specif ic
location. (9)
Treasurer Office Winning Bidder (s) > Authority Letter/
Vice Chancellor M ain Store Store Gate Pass
Keeper [Manual] Fixed
[Manual] Approv es amount is deposited
[Manual] Auction is A
case. Committee & by winning bidders at
date of auction is held in presence of time of auction. (7)
also decided in this Committee &
approv al (2) bidders. (4)

Peshawar 41
SCM-BPI-13 Auction Process

A
Winning Bidder (s)

[Manual] Collects
material in presence
of Treasurers Of f ice
Rep. (10)
End
FIN-BPI-xx
Relev ant
Financials
Document

for execution
SCM- Treasurer Office Writes a letter to Vice Chancellor Letter Manual
BPI.13.1 Treasurer along Auction File for approval to
conduct Auction.
SCM- Vice Chancellor Approves the case. Committee and N/A Manual
BPI.13.2 date of auction is also decided in this
approval
SCM- Treasurer Office Writes a letter to Media Protocol N/A Manual
BPI.13.3 Main Store Store Officer to publish Auction detail in at
Keeper least three famous newspapers.
Details are like Auction date, terms &
conditions and material details,
auction location etc.
SCM- Treasurer Office Auction is held in the presence of N/A Manual
BPI.13.4 Main Store Store Committee and bidders.
Keeper

Peshawar 42

for execution
SCM- Bidders Security (Refundable) is deposited by N/A Manual
BPI.13.5 all participant Bidders on the same
day
For detail please refer FIN-BPI-05
Tender Sales
SCM- Auction One or more Bidders are selected by N/A Manual
BPI.13.6 Committee the committee based on their calls.
SCM- Winning Bidder (s) Fixed amount is deposited by winning N/A Manual
BPI.13.7 bidders at the time of auction.
For detail payment, please refer FIN-
BPI-05 Tender Sales
SCM- Winning Bidder (s) Remaining amount is deposited by N/A Manual
BPI.13.8 winning bidders later on decided date.
SCM- Treasurer Office Provides Authority Letter / Gate Pass Authority Manual
BPI.13.9 Treasurer for collection of material form specific Letter/
location. Gate Pass
SCM- Winning Bidder (s) Collects the material in the presence N/A Manual
BPI.13.10 of Treasurers Office Representative.
(In case bidder does not collect the
material, his deposits are retained.)
For collection of payments detail,
please refer FIN-BPI-05 Tender Sales
3.14 SCM-BPI-14: Return / Replacement of Under Warranty Items

This process describes how under warranty material is repaired or replaced by relevant vendors. There
is no documentation maintained for these activities.
S. No Process Name

Peshawar 43
SCM-BPI-14 Return / Replacement of Under Warranty Items
SCM-BPI-6
Purchase Order Relevant Firm
Receipt Process
[Manual] Visits site &
repairs instrument if
Start repairable otherwise
take it to their
workshop f or repair.
Treasurer Office (3)
Store Keeper
[Manual] Receiv es a
complaint. (1)
Relevant Firm
> Complaint
[Manual] If still
instrument is not
repairable,
Treasurer Office instrument is
replaced by f irm (4)
Store Keeper
[Manual]
Communicates to End
concerned Firm (2)
None

for execution
SCM- Treasurer Office Receives a complaint. Complaint Manual
BPI.14.1 Store Keeper Verbal / Telephonic/ Written
SCM- Treasurer Office Communicates to concerned Firm N/A Manual
BPI.14.2 Store Keeper
SCM- Relevant Firm Visits the site and repairs the N/A Manual
BPI.14.3 instrument if repairable otherwise
take it to their workshop for repair.
SCM- Relevant Firm If still instrument is not repairable, N/A Manual
BPI.14.4 instrument is replaced by the firm
3.15 SCM-BPI-15: Material Issuance within Depts. (All Depts.)

This process illustrates how the material is issued from departments store within departments against
demand.

Peshawar 44
S. No Process Name
1. SCM-BPI-08 Purchase through Petty Cash
2. SCM-BPI-09 Material Issuance to Depts. from Treasurer Office Main Store
SCM-BPI-15 Material Issuance within Depts. (All Depts.)
SCM-BPI-09
Material Issuance Relevant Dept.
to Depts. f rom Store Keeper
Treasurer Of f ice
Main Store [Manual] Issues
material to
Requestor & takes his
SCM-BPI-08 signature on demand
Purchase through (2)
Petty Cash
> Indent Book Copy
Start
Relevant Dept.
Relevant Dept.
Store Keeper
Store Keeper
[Manual] Puts
[Manual] A demand Issuance entry on
f or Goods is receiv ed Stock Register (3)
f rom any employ ee
of dept. (1) > Stock Register
> Indent Book
End
None

for execution
SCM- Relevant Dept. A demand for Goods is received from Indent Book Manual
BPI.15.1 Store Keeper any employee of the dept.
SCM- Relevant Dept. Issues the material to Requestor and Indent Book Manual
BPI.15.2 Store Keeper takes his signature on demand Copy
(In case of demand with multiple
SCM- Relevant Dept. Puts the Issuance entry on Stock N/A Manual
BPI.15.3 Store Keeper Register

Peshawar 45
3.16 SCM-BPI-16: Issuance of Works related Material from Treasurer Office

Following scenario comes into picture when demand is raised by any department or resident. Demand
is forwarded to Treasurer Office. It depends on the type of goods that who will issue the material to
the requestor (Treasurer Office or DTE of Works). Examples of some items which are to be demanded
from Treasurer Office are:-
Geysers
Electric Water Coolers
Ceiling Fans
Air Conditioners
Generators
Stabilizers
S. No Process Name
1. SCM-BPI-1 Purchase through Single Supplier / Quotation
2. SCM-BPI-2 Three Quotations Purchase Process
3. SCM-BPI-3 Purchase through Tender Process
4. SCM-BPI-4 Purchase through Two Envelop Tender Process

Peshawar 46
SCM-BPI-16 Issuance of Works Related Material from Treasurer Office
SCM-BPI-1
Purchase through Start Civil Works/Electric/ Treasurer Office
Single Supplier / Sanitary/PBX Store Keeper
Quotation
Dir of Works Dir Exchange Section [Manual] Gets
Superintendent approv al / signature
SCM-BPI-2 Three [Manual] A demand f rom Treasurer f or
Quotations f or Goods or repair is [Manual] prepares a
report accordingly & issuance. (6)
Purchase Process receiv ed f rom any
dept or Resident in put up to Dir of Works
Dir of Works Of f ice. along with User
SCM-BPI-3 (1) Demand (3)
Purchase through Treasurer Office
> Requisition / > Site Report
Tender Process Store Keeper
Demand
[Manual] Issues
SCM-BPI-2 Three material to User /
Quotations Directorate of Benef iciary & takes
Purchase Process Civil Works/Electric/ Works Dir signature of
Sanitary/PBX benef iciary on
[Manual] Puts up demand. (7)
Exchange Section case to Treasurer f or
Superintendent approv al (4) > Benef iciary Report
[Manual] Instructs
relev ant person to A
v isit site in order to
prepare a report
Treasurer Office -
either item is Treasurer
repairable or to be [Manual] Marks it to
requested f rom main Procurement Asst or
Store (Treasurer Store Keeper
Of f ice) (2) accordingly . (5)
SCM-BPI-16 Issuance of Works Related Material from Treasurer Office

A
Treasurer Office
Store Keeper
[Manual] puts entry
in Stock Issue/
Receipt Register. (8)
> Stock Register
End
None

Peshawar 47

for execution
SCM- DTE of Works A demand for Goods or repair is Demand Manual
BPI.16.1 Director received from any department or
Resident in Director of Works Office.
(Director of Works marks it to the
concerned section i.e Civil Works,
Electric, Sanitary, PBX Exchange)
SCM- Relevant Section Instructs relevant person to visit the N/A Manual
BPI.16.2 Superintendent site in order to prepare a report either
item is repairable or to be requested
from main Store (Treasurer Office)
SCM- Relevant Section prepares a report accordingly and put Site Report Manual
BPI.16.3 Superintendent up to Director of Works along with
User Demand
SCM- DTE of Works Puts up the case to Treasurer for N/A Manual
BPI.16.4 Director perusal
(User Demand along with Site Report)
SCM- Treasurer Office Marks it to the Procurement Assistant N/A Manual
BPI.16.5 Treasurer or Store Keeper accordingly.
(In case Treasurer marks to
Procurement Dealing Assistant, please
refer Process No. SCM-BPI-1, 2,3 & 4)
SCM- Treasurer Office Gets approval / signature from N/A Manual
BPI.16.6 Store Keeper Treasurer for issuance.
SCM- Treasurer Office Issues the material to the User / Beneficiary Manual
BPI.16.7 Store Keeper Beneficiary and takes the signature of Report
beneficiary on demand.
SCM- Treasurer Office Puts the entry in Stock Issue/Receipt Stock Register Manual
BPI.16.8 Store Keeper Register.
Following information regarding
Receiver is maintained in Stock Issue
/ Receipt Register:-
Department Name
House Name
Employee Name
Office Name in case of
issuance to Offices
Hostels Name in case of
issuance to hostels

Peshawar 48
3.17 SCM-BPI-17: Minor Repair Process DTE of Works

This process illustrates Minor Repair Process done by DTE of Works.
S. Process Name
No
1. N/A
SCM-BPI-17 Minor Repair Process DTE of Works
None
Relevant Section DTE of Works Relevant Section
Start Superintendent Store Keeper Supvr
[Manual] prepares a [Manual] Issues [Manual] obtains
report accordingly & material to Supv r of signature of
DTE of Works Dir put up to Dir of Works concerned section & benef iciary on
[Manual] A demand along with User retains Slip giv en by benef iciary report (8)
is receiv ed f rom any Demand. (3) Dir. (5)
> Benef iciary Report
dept or Resident in > Site Report
Dir of Works Of f ice
like Floor Repair etc.
(1) DTE of Works DTE of Works
> Demand DTE of Works - Dir Store Keeper Store Keeper
[Manual] Rev iews [Manual] puts entry
[Manual] Prepares
report & demand & in Stock Issue/
an Issue Voucher
issues a slip to store Receipt Register. (6)
Relevant Section monthly or bi-
Keeper f or issuance > Stock Register monthly & sends to
Superintendent of material. (4) all 4 sections Works,
[Manual] Instructs > Issue Slip Electric, Sanitary ,
relev ant person to PBX Exchange. (9)
v isit site in order to Relevant Section > Issue Voucher
prepare a report. (2) Supvr
[Manual] Fixes / A
utilizes material &
completes work (7)

Peshawar 49
SCM-BPI-17 Minor Repair Process DTE of Works

A
Civil Works/Electric/ Civil Works/Electric/

Sanitary/PBX Sanitary/PBX
Exchange Section Exchange Section
Supvr Supvr
[Manual] Puts entry [Manual] In case of
on Indent Book by surplus material af ter
cross v erif y ing with completion of project
Issue Voucher & / activ ity , concerned
Benef iciary Report supv r / Engineer In-
(10) charge return that
material to store
> Indent Book
keeper (12)
Civil Works/Electric/
DTE of Works
Sanitary/PBX
Store Keeper
Exchange Section
Supvr [Manual] enters it on
Credit Voucher &
[Manual] One copy then Stock Register
of Indent is giv en to (13)
Store Keeper f or
record purpose (11) > Credit Voucher &
Stock Register
End
None

for execution
SCM- DTE of Works A demand is received from any Demand Manual
BPI.17.1 Director department or Resident in Director of
Works Office.
(like repair of floor)
SCM- Relevant Section Instructs relevant person to visit the N/A Manual
BPI.17.2 Superintendent site in order to prepare a report.
SCM- Relevant Section Prepares a report accordingly and put Site Report Manual
BPI.17.3 Superintendent up to Director of Works along with
User Demand.
(Report contains the information on
how much material and how many
labor is required.)
SCM- DTE of Works Reviews the report & demand and Issue Slip Manual
BPI.17.4 Director issues a slip to the store Keeper for
issuance of material.

Peshawar 50

for execution
SCM- DTE of Works Issues the material to the Supervisor N/A Manual
BPI.17.5 Store Keeper of concerned section and retains the
Slip given by Director.
SCM- DTE of Works Puts the entry in Stock Issue/Receipt Stock Register Manual
BPI.17.6 Store Keeper Register.
SCM- Relevant Section Fixes / utilizes the material and N/A Manual
BPI.17.7 Supervisor completes the work
SCM- Relevant Section obtains the signature of beneficiary Beneficiary Manual

BPI.17.8 Supervisor on beneficiary report Report
SCM- DTE of Works Prepares an Issue Voucher monthly or Issue Voucher Manual
BPI.17.9 Store Keeper bi-monthly and sends to all 4 sections
Civil Works, Electric, Sanitary, and
Telephone Exchange.
SCM- Relevant Section Puts entry on Indent Book by cross Indent Book Manual
BPI.17.10 Supervisor verifying with Issue Voucher and
Beneficiary Report
SCM- Relevant Section One copy of Indent is given to the N/A Manual
BPI.17.11 Supervisor Store Keeper for record purpose
SCM- Relevant Section In case of surplus material after N/A Manual

BPI.17.12 Supervisor completion of project / activity,
concerned supervisor / Engineer In-
charge returns the material to store
keeper
SCM- DTE of Works- Enters it on Credit Voucher and then Credit Voucher Manual
BPI.17.13 Store Keeper Stock Register / Stock
Register
3.18 SCM-BPI-18: Procurement of Services / Major Repair by DTE of Works

Following scenario illustrates how major repair / work is done for Directorate of Works related tasks.
Note: Assessment Report used in this process is prepared based on Site Report and MRC of current
year like MRS-2016.
MRS is a website where Civil Works related Composite Rates are published year wise.
Estimate Report has two types of rates i.e Schedule Items & Non Schedule Items
Schedule items are those which are published on MRC Website

Peshawar 51
Non Schedule Items are those which are not published on MRS Website. In this case
rates are prepared & analyzed by the engineer.
S. Process Name
No
1. N/A
SCM-BPI-18 Procurement of Services / Major Repair by Directorate of Works
None
Directorate of Directorate of Treasurer Office -
Start Works Sub Works Sub Treasurer
Engineer Engineer [Manual] by checking
[Manual] prepares a [Manual] Prepares rates with MRS &
Dir of Works Dir based on av ailable
report accordingly & an Estimate Report &
[Manual] A demand put up to Dir of Works puts up to Dir of budget, approv es /
f or Goods or repair is along with User Works (5) Rejects sanction
receiv ed f rom any Demand (3) request. (7)
> Estimate Report
dept or Resident in > Analy sis Report
> Site Report
Dir of Works Of f ice.
For Example A
bath room
construction is Directorate of
Directorate of Works Dir Vice Chancellor
required by a dept /
resident (1) Works Dir Approv es case. (8)
[Manual] Puts up
> Demand [Manual] Asks Sub- case to Treasure f or
Engineer to prov ide Budget approv al. (6)
estimate. (4)
Directorate of
Directorate of Works Dir
Works Sub [Manual] writes a
Engineer letter to relev ant
dept to publish
[Manual] Visits site to
Tender in
get requirement &
newspaper. (9)
dimensions etc. (2)
> Tender

Peshawar 52

A
Contractors Bids Evaluation Vice Chancellor Directorate of

[Manual] purchase
Com m ittee [Manual] Approv es
Works Dir
Tender by depositing [Manual] Bids Sanction Request. [Manual] Issues Work
Tender Fee (10) Ev aluation Report is (16) Order to Winning
prepared based on Bidder. (19)
Contractors Bids. (13)
> Work Order
> Bids Ev aluation
Contractors Directorate of
Report
[Manual] submit Bids
Works Dir
as per schedule date. [Manual] Issues Contractors
(11) Letter of Award to
Bids Evaluation [Manual] submit
> Bids winning Bidder. (17)
application with
Com m ittee > Letter of Award detail, on
[Manual] completion of
recommends lowest / complete or partial
Bids Evaluation best Contractor. (14) work (20)
Com m ittee Contractors > Application f or
[Manual] Bids [Manual] Winning pay ment (Full /
opened on decided Bidder sings contract Partial)
date & time in
Directorate of agreement (18)
presence of Bids Works Dir
B
Ev aluation [Manual] Forwards
Committee & case to Treasurer &
bidders. (12) Treasurer f orwards it
f urther to Vice
Chancellor f or
Sanction. (15)

B
Directorate of Directorate of
Works Sub Works Sub
Engineer Engineer
[Manual] prepares [Manual] prepares
bill according to v oucher / bill & send
Contractors to Treasurer through
application & Dir of Works f or
completion of work at pay ment process (23)
site. (21)
> Bill End
FIN-BPI-xx relev ant

Directorate of Financials
Works Store Document
Keeper (Civil)
[Manual] detail of
work completed is
recorded in
Measurement Book
(22)
> Measurement Book

Peshawar 53

for execution
SCM- DTE of Works A demand for Goods or repair is Demand Manual
BPI.18.1 Director received from any department or
Resident in Director of Works Office.
For Example A bath room
construction is required by a
department / resident
(Note: Director of Works marks it to
the concerned Civil Engineering Staff)
SCM- DTE of Works Visits the site to get the requirement N/A Manual
BPI.18.2 Sub Engineer and dimensions etc.
SCM- DTE of Works prepares a report accordingly and put Site Report Manual
BPI.18.3 Sub Engineer up to Director of Works along with
User Demand
SCM- DTE of Works Asks the Sub-Engineer to provide the N/A Manual
BPI.18.4 Director estimate.
SCM- DTE of Works Prepares an Estimate Report and puts Estimate Manual
BPI.18.5 Sub Engineer up to Director of Works Report
Note: Assessment Report is prepared
based on Site Report and MRC of
current year like MRS-2015.
SCM- DTE of Works Puts up the case to Treasure for N/A Manual
BPI.18.6 Director Budget approval.
SCM- Treasurer Office By checking the rates with MRS and Analysis Manual
BPI.18.7 Treasurer based on available budget, approves Report
sanction request.
(In case of Non Schedule items,
Analysis Report is required by
Treasurer like Bill of Materials, Cost of
Labor, Taxes, and Carriage etc.)
Puts up the case to Vice Chancellor for
further approval
SCM- Vice Chancellor Approves the case. N/A Manual
BPI.18.8
SCM- DTE of Works Writes a letter to relevant department Tender Manual

BPI.18.9 Director to publish the Tender in newspaper so
tender is published in at least three
newspapers.

Peshawar 54

for execution
SCM- Contractors purchase the Tender by depositing Tender Fee Manual
BPI.18.10 Tender Fee
For details, please refer FIN-BPI-05
Tender Sales
SCM- Contractors Submit Bids as per schedule date. Bids Manual
BPI.18.11 Contractors also deposit 2% earnest
money as Bid Security
Earnest money is refundable
SCM- Bids Evaluation Bids are opened on decided date and N/A Manual
BPI.18.12 Committee time in the presence of Bids
Evaluation Committee & bidders.
For Tenders, A Committee has been
established by the Authority of UoP.
SCM- Bids Evaluation Bids Evaluation Report is prepared Bids Manual
BPI.18.13 Committee based on Contractors Bids. Evaluation
Report
SCM- Bids Evaluation Recommends the lowest / best N/A Manual
BPI.18.14 Committee Contractor.
SCM- DTE of Works Forwards the case to Treasurer and N/A Manual
BPI.18.15 Director Treasurer forwards it further to Vice
Chancellor for Sanction.
BPI.18.16
SCM- DTE of Works Issues Letter of Award to winning Letter of Manual

BPI.18.17 Director Bidder. Award
SCM- Contractor Winning Bidder signs the contract N/A Manual

BPI.18.18 agreement
SCM- DTE of Works Issues the Work Order to Winning Work Order Manual
BPI.18.19 Director Bidder.
SCM- Contractors submit the application with detail, on Application for Manual
BPI.18.20 completion of complete or partial payment (Full
work / Partial)
SCM- DTE of Works Prepares the bill according to Bill Manual
BPI.18.21 Sub Engineer Contractors application and
completion of work at site.
(Assistant Director Works also verifies
it.)

Peshawar 55

for execution
SCM- DTE of Works detail of work completed is recorded Measurement Manual
BPI.18.22 Store Keeper in Measurement Book Book
SCM- DTE of Works prepares voucher / bill and send to Vouchers / Manual
BPI.18.23 Sub Engineer Treasurer Office through Director of Bills
Works for payment process
(Note: 2% earnest money and 8%
from all bills so total 10% is kept as
retention money that is paid after
specific duration from the day of work
completion like three months etc.)

Peshawar 56
4 Open / Closed Items

Open Issues
ID Issue Resolution Responsibility Target Date Impact
Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact
Date

Peshawar 57

UoP - Business Requirements - SCM - 0 1

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Implementation

Business Requirements Analysis

Version Primary Author (s) Description of Version Reviewed by Date Completed

0.1 Muhammad Waqar No Previous Document Muhammad Owais Bin 06-May-2016

Dr. Yorid Ahsan Khan

Distribution List Distribution Date

Project Library, Inbox Business Technologies Pvt. Ltd.

Oracle E-Business Suite Implementation for University of

Oracle E-Business Suite Implementation for University of

1.1 INTENDED AUDIENCE ............................................................................................................................ 7

1.2 ASSUMPTIONS .................................................................................................................................... 7

1.3 SOURCE ............................................................................................................................................. 7

1.4 TERMINOLOGIES .................................................................................................................................. 7

2.1.1 Non Academic Area / Administrative Unit ........................................................................................ 8

2.3 INVENTORY LOCATIONS ......................................................................................................................... 9

2.4 UOP ORGANIZATION STRUCTURE:- ........................................................................................................ 10

3 BUSINESS PROCESS IDENTIFICATION 11

3.1 SCM-BPI-01: PURCHASE THROUGH SINGLE SUPPLIER / QUOTATION............................................................ 11

3.1.1 Activity Preface............................................................................................................................... 11

3.2.1 Activity Preface............................................................................................................................... 14

3.3.1 Activity Preface............................................................................................................................... 17

3.4.1 Activity Preface............................................................................................................................... 20

Oracle E-Business Suite Implementation for University of

3.4.2 Prior Activities ................................................................................................................................ 21

3.5.1 Activity Preface............................................................................................................................... 24

3.6.1 Activity Preface............................................................................................................................... 27

3.7.1 Activity Preface............................................................................................................................... 29

3.8.1 Activity Preface............................................................................................................................... 31

3.9.1 Activity Preface............................................................................................................................... 34

3.10.1 Activity Preface .......................................................................................................................... 36

Oracle E-Business Suite Implementation for University of

3.11.1 Activity Preface .......................................................................................................................... 38

3.12.1 Activity Preface .......................................................................................................................... 39

3.13.1 Activity Preface .......................................................................................................................... 41

3.14.1 Activity Preface .......................................................................................................................... 43

3.15.1 Activity Preface .......................................................................................................................... 44

3.16.1 Activity Preface .......................................................................................................................... 46

3.17.1 Activity Preface .......................................................................................................................... 49

Oracle E-Business Suite Implementation for University of

3.18 SCM-BPI-18: PROCUREMENT OF SERVICES / MAJOR REPAIR BY DTE OF WORKS ........................................... 51

3.18.1 Activity Preface .......................................................................................................................... 51

Open Issues .................................................................................................................................................. 57

Oracle E-Business Suite Implementation for University of

Meetings / sessions held for Requirement gathering

SCM Supply Chain Management

Oracle E-Business Suite Implementation for University of

2.1.1 Non Academic Area / Administrative Unit

Vice-Chancellor Office Controller of Directorate of Sports

Oracle E-Business Suite Implementation for University of

2.2 Procurement Mechanism

2.3 Inventory Locations

Note: No accounting treatment is being practiced for Stock related transactions.

Oracle E-Business Suite Implementation for University of

2.4 UoP Organization Structure:-

Administration Academics Research Labs,

Oracle E-Business Suite Implementation for University of

3 Business Process Identification

3.1.2 Prior Activities

3.1.3 Process Diagram

SCM-BPI-01 Purchase through Single Supplier / Quotation

Oracle E-Business Suite Implementation for University of

SCM-BPI-01 Purchase through Single Supplier / Quotation

Vice Chancellor Treasurer Office