PIPL Software Development Questionnaire (INVENTORY)

Trinit i TECH Enterprise Resource Planning (ERP) Development

Survey Questionnaire

Inventory

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PIPL Software Development Questionnaire (INVENTORY)

Contents:
1. 2. 3. 4. 5. 6. 7. 8. Objective of the Questionnaire Instructions to Use Materials Overview Master Information Operational Information Inventory Analysis and Planning Physical Inventory and Cycle Counting Reports

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1.

Objective of the Questionnaire

Business Survey is an important milestone in Trinit i TECH Implementation. Purpose of the Survey is to get a broad understanding of customer business. Understanding at this stage will be used to prepare sample processes for product training, which is conducted after the survey. The key objectives of the Survey Questionnaire are as follows: Capturing broad level information on customer business. Identify sample data for key business process, and model them for training. Identifying important Master Data & Configuration information, which will be further, refined during process identification stage. Identify exceptional scenarios in the customer business.

Survey Questionnaire does not aim for: Doing a comprehensive mapping of Business Process Flows. Collection of all Master Data.

2. Instructions for Usage

User Champions are expected to fill in this questionnaire. Trinit i TECH Consultant will assist user champion in completing the answers. These forms are normally provided few days before the survey, to enable user champions to prepare for the survey. Please add additional sheets where ever necessary. Please add any additional information in regard to you is your business scenario, though the same is not asked in the questionnaire. Questionnaire after completion will form part of Survey document. It is recommended to refer to TOOMS for clarifications on Trinit i TECH Marshal Product features.

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1.0
1.

Materials Overview
Explain your materials function organization, with details of organization chart, function of each sub department, like, Planning, Purchase, Goods inwards, Storage, Inventory Management, etc.

2.

How do you keep track of Engineering Change Management?

2.0
1

Master Information
Item Coding How is the Item coding done in your company?

Item Grouping How do you group items? Some of the examples are By region : Local, Imports;

Item Classification What are the normal classification methods followed in your organization. Some of the classifications are : Finished Goods Raw Materials Utility Items, etc.

Item volumes Indicate no of items in your company. Raw-materials Intermediates Finished Goods Spare Parts Tools Consumables

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Utilities Capital Service Model Kit Others (Specify)

Unit of Measures : What are the various unit of measure you use in your organization. Do you use multiple unit of measures for the same item for buying, storing, selling?

3.0
3.1 1.

Operational Information
Goods Inwards / Inspection What are the documents received along with the consignment? List the documents and provide sample copies. 2. How is the sampling for inspection done?

3.

At what stage of goods arrival, inspection is done? - Before unloading - Before Storing to final place - After storage

4.

In case inspection results are given after the storage, how do you keep track of material under inspection? Do you use returnable packaging? List various categories of returnable packaging.

5.

6.

Do you have lot / batch management? If yes, what is the logic for batch numbering? Is this vendor no or your no?

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What is the additional information that is recorded with each batch apart from batch no? 7. Do you receive materials more than what is ordered in the PO? If yes, what do you do in such cases?

8.

Do you practice tolerance levels for under or over deliveries? If yes, provide details.

9.

What are the internal documents made from the time of receiving materials till goods are moved to final location? How do you handle rejections? Do you send materials back? Do you allow sorting / repair? If yes, where is repair carried out? If repair is carried out at vendor site, what are the documents made for goods transfer and receipt?

10.

11.

No of goods inward per month? Of this, give details of local and imports separately.

12.

How do you acknowledge to your vendor upon receipt of material?

13.

List various other types of receipt to warehouse? Example goods receipt from production Goods receipt from customer returns Goods receipt from subcontractors. Provide details of procedure and documentation followed in each case.

14.

Do you accept goods if the delivery date is before the scheduled date? If not what is the

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PIPL Software Development Questionnaire (INVENTORY)

criteria? 15. If there is a price difference in the receipt, what is the procedure to reconcile?

16.

Do you raise Capital PO? How are capital goods receipt handled?

3.2 1

Storage List your storage locations? Provide details of various categories of items stored in each warehouse. Also indicate the type of warehouse for each warehouse Raw material, Intermediaries, Finished Goods, packing materials, maintenance spare parts, etc.

Explain codification of your storage locations? List all warehouse codes.

Is your warehouse further divided in to further sub locations like, bays / zones / bin nos., etc ? If yes, attach a layout of the warehouse, wherever possible. List all sub divisions in each warehouse. Do you perform inter-Warehouse transfers?

Do you have expiry dates for the materials? If Yes, explain the usage with few cases.

Do you have aging for the materials?

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If Yes, explain the usage with few cases.

6 7

Do you have a separate location for quarantine materials? What are the various stages for the materials in the warehouse? Example Reject, Good, Freeze, etc.

Do you store different lots physically separate?

Do you combine or split lots / batches?

3.3 1 2 List various types of issues made from each warehouse. Issues to customers Issues to production Issues to subcontractors Issues to cost centers Returns to suppliers Issues for samplings Issues to maintenance spares Do you have emergency issues? In this case, you may not check for free stock. 3 Do you issue expired lots? If not how do you control this?

How many issues you make per month? Provide details by issue type.

Do you make material requests to stores for

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issue of raw material 3.4 1 Adjustments Do you perform Inventory adjustments, value based or quantity based If yes explain with cases 2 3.5 1 How many Adjustments in a year / Month? Receipts Do you perform Inventory receipts? If yes explain with cases. 2 How many Receipts in a year / Month?

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4.0
1

Inventory Analysis / Valuation

What the various types of analysis used for inventory management? ABC analysis XYZ analysis FSN analysis VED analysis Coverage analysis Explain with actual cases.

Do you use re-ordering methods? If yes, what are the criteria followed?

How do you determine the ordering quantity? Explain in detail with different cases for each of the method followed.

4 5

How frequently do you perform write-offs for non-moving items? What is the valuation method followed? Raw Materials Indirect Materials Finished Goods WIP

Moving Average, FIFO, LIFO, Standard Costing. 6 7 If you are using moving average, how often do you compute the rates? If you are using standard costing, how often do you revise the standards?

5.0
1

Physical Inventory and Cycle Counting

How often do you do physical inventory

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checks? Do you have different frequencies for different types of items? 2 Do you perform 100 % item checks or random? If Random, what are the criteria for selecting items? 3 If physical counting is done in batches, what is the average no of items checked for batch?

What is the reconciliation mechanism for differences?

What are the authorization levels for reconciliation?

Provide sample documents followed for physical inventory valuation.

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6.0
1

Reports
Provide a copy of sample reports of all operational documents. Operational documents are typically those documents, which are required for running the business. Example purchase order, GRN, etc.

List all MIS reports typically used across organization. Provide a copy of sample report. MIS reports are those, which are used for analysis and follow-up. Example List of outstanding orders, Stock Register for a period , Stock Register by Group etc

List all exception reports used across organization. Provide a copy of a sample report. Exceptional reports are a subset of MIS reports, which provide only exceptional information, meant for top management. Example List of PO outstanding beyond a month. List of material requests not converted to PO

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