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7/28/2019 Logistic Presentation Luisa Revised A
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PROPOSE LOGISTICSTRUCTURE
AND RANKING
2013
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REFERENCES• ACCOUNTING AND STORES
PROCEDURES
• FIJI PROCUREMENT REGULATIONS
• COMCORS ORDER/PSO/CORRECTION
ACT CAP 86/ AMMENDAMENT 2006.• FINANCE INSTRUCTIONS 1982
• STORES INSTRUCTIONS AND
PROCEDURES• ACP/SOP’S/IWP’S
• YEARLY AUDIT REPORT (REFER AUDITRPT 2012)
• FCS AGENCY MANUAL
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CONTD
AUDIT REPORT 2012
BUSINESS PLAN/PROCUREMENTPLAN/IWP’S
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AIM
A BETTER LOGISTIC STRUCTURE TOPROVIDE EFFICIENT & EFFECTIVE
ADMINISTRATIVE AND OPERATIONALSUPPORT
STOCKHOLDING PROCEDURES ANDSTORAGES TO IMPROVE ON
ACCOUNTABILITY AND TRANSPARENCY.
IMPROVE SERVICE DELIVERY IN LINEWITH COMCOR’S INTENT.
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CURRENT STRUCTURE
CLO
CLRK CLRKCLRK
QM
STORE OFFICER STORE OFFICER
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PROPOSED RANKING
ASC
PCOPCOCCO
CPL CPL CPL CPL CPL CPL CPL CPL CPL CPL CPL
SOC
CPL CPL
COB COB COB COB
COA COA COACOA
AO
COC
CPLCOC
TPT/MEDIC
S
RANKING NEW CREATED POST: National Procurement Officer CCO – 1 Asset Manager PCO – 2 Divisional Procurement Officer COA – 4COB – 8
CPL –
13TOTAL STAFF REQ: 28
COBCOB COBCOB
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PURCHASING CYCLEVERIFICATION
CLO
ACCOUNTS
AMQM
PROCUREMENT
MGMT
SUPPLIER
INST/UNITS& DIV
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UPGRADING OF THE PROPOSED RANKING INRELATION TO STRUCTURE AND PROCEDURES
QM - CCO
PROCUREMENT OFFICER – PCO
ASSET MANAGER – PCO
DIV PROCUREMENT OFFICER - COA RATION CLERK- COB (NASINU
,LAUTOKA,LABASA,SUVA,NABORO.
DUAL POST RATION /STOREMAN - COB:
TAVEUNI,BA,LEVUKA) INSTITUTIONAL STOREMAN AND CLERICAL
OFFICERS – CPL
ALL STOREMAN AND RATIONS CLERK TO BE UNDER
LOGISTIC UNIT - ENDORSEMENT
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JUSTIFICATION OF PROPOSED RANKING
• QM – INCHARGE OF ALL DIV STORES FOR SUPPLY OF GOODS &SERVICES FOR OFFICERS & INMATES.
• PROCUREMENT OFFICER (PO)- Market Research, Verification of products & Purchasing Process.
• ASSET MANAGER: deals with all the assets, the organizationsreceives and purchase
• Data (Equipment table, Inventories, B.O.S, Replacement) avoidsubject to audit queries .
• DIVISIONAL PROCUREMENT OFFICERS – responsible for all theprocurement process in their division and also be responsible for thehygienic requirement and Catering .
• Submit request for purchasing to CLO for approval and to ProcurementOfficer for procurement process inline with FCS procurement plan.
• DIVISIONAL R/C FOR C&E/SOUTHERN DIV: accountable for the
receiving, accounting & issuing of inmates rations and documentationprocess.
• STOREMAN : accountable for demanding, receiving, issuing ,anddocumentation. All store man should be responsible to QM and CLO.
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NATIONAL PROCUREMENT OFFICER
Market research, verification of products & purchasing process.
Conduct research of all operational items required
Verify items that well match the needs
Provide product specification for item needed
• DIVISIONAL PROCUREMENT OFFICER
Verify request at the Divisional level
Provide item specification for item required
Control and documentation of Budgetary allocation of theDivisions
Responsible for Hygienic standards in the Division
Conduct monthly inspection and submit report of his Division toCLO
Advice QM, Asset Manager and Procurement officer on BOS or any irregularities in their Division
De-centralize responsibilities to Divisional level – cost cutting
measures
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JUSTIFICATION OF RANKELEVATION
DIVISIONAL RATION CLERK (Suv-Naboro)
COC – COB
Looks after 3 to 4 Institutions (Responsible for receiving & issue of rations)
Documentation of the above process (Ref: to audit report)
• DUAL POST HOLDERS (LEV-TAV-BA) COC – COB
Responsible for ration clerks and store man who will be incharge of purchasing, receiving, issuing, documentation and
hygienic officer.
To promote efficiency and effectiveness in these Institutions
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BENEFITS
Demand Authority –Proper Documentation for
request (No Verbal)
Formulation of new forms for scrutiny of alltransaction regarding stores
Monitoring of all fixed assets (thereby thecreation of the asset manager post.)
Communication system-internet as per update of all stores and transactions from all institutions.
Proper monitoring and execution of all purchases(thereby the creation of procurement officer)
Cost cutting measures, cost efficiency and
savings
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CONT.,
Proper documentation of theOrganization Asset
Better control of budget
Avoid unnecessary demand
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INFRASTRUCTURES
Current
Proposed Extension
Recommended Upgrading
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Current
QM Store – Storage area is not enough tocater items purchased on monthly basis for inmates and also officers due to theincrease in muster of officers and inmates.
Institutional Stores – Capacity of inmatesincrease but the storage area for stores,ration and the property room still remain.
Proper storage and ventilation of stores of any kind will not be facilitated in accordancewith the Stores Regulation.
Reference to Photos.
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CURRENT PHOTOS
MINIMUM STORE LAUTOKA STORE
QM STORE QM STORE
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Proposed Extension EXPANSION OF LOGISTIC STORAGE
WAREHOUSE DUE TO THE FOLLOWINGREASONS;
Increase in staff and inmates capacity
Proper storage of stores of any kind for all
institution.Separate storage of dangerous chemicals
and emergency stores (OHS compliance)
To ensure safety and security of stockholding
Proper management of stock ensuringaccountability and transparency.
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PROPOSE EXTENSION
OPTION 1 – Renovate old garage and move Transport Office and wash
bay. Extension of this area for QM Store and ration, considering of re-designing of the back space at Art Gallery.
OPTION 2 – Purchase of 20 ft or 40 ft container for storage purpose
OPT 2 - Container
OPT 1 - Extension
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Cont.,
SPACE BETWEEN ART GALLERYAND Q’STORE.
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OPTIONS & COSTING
OPTION 1 – Extension of QM Stores – Currently liaising with SOB & PO on costestimations.
OPTION 2 – Purchasing of 20 or 40 ft.Empty container – 20ft $5,000 – 40ft$7,200
INSTITUTIONAL STORES RENOVATION
Estimate cost - $ (Shelves/locks/cabinets)
Office Equipment - $ (Tables/Chairs/Filingcabinets
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RECCOMENDATIONS
The implementation of new structure andthe creation of new logistic portfolios – National Procurement officer, AssetManager and Div Procurement Officerswill ease basic problems and work loadfrom stores or ration clerks will beshouldered.
Upgrading of QM position from PCO toCCO
Approval for the expansion of QM stores
and upgrading of institutional stores within
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CONCLUSION
Better service delivery Accountability and transparency of all
stores and transactions.
Effective and efficient support bydesignated logistical officers wherebytaking ownership and responsibility of
tasks once ranks are attained Better management of all assets.
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Points for thought
STORES IS MONEY $$$$$$$$$$ The better the monitoring the more the
savings.
The better the control the lesser theexpenditure..
The better the maintenance/care the
longer the life span. Proper Planning .
7/28/2019 Logistic Presentation Luisa Revised A
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Suva Correction Centre StoreRoom
Suva Correction Centre StoreRoom
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SAFETY & SECURITY
BULK STORE CATERING EQUIPMENTSTORAGE ROOM
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QM STORES“Do not only think about it, but feel about it, also, before taking appropriate action”
ISSUE STORE BULK ROOM
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EXTENTION SITE
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Cont.,
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VINAKA / THANKYOU
Logistic moves the World.