logistic presentation luisa revised a

7/28/2019 Logistic Presentation Luisa Revised A

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PROPOSE LOGISTICSTRUCTURE

AND RANKING

2013



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



CONTD

AUDIT REPORT 2012

BUSINESS PLAN/PROCUREMENTPLAN/IWP’S



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.



CURRENT STRUCTURE

CLO

CLRK CLRKCLRK

QM

STORE OFFICER STORE OFFICER



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



PURCHASING CYCLEVERIFICATION

CLO

ACCOUNTS

AMQM

PROCUREMENT

MGMT

SUPPLIER

INST/UNITS& DIV



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



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.



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



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



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



CONT.,

Proper documentation of theOrganization Asset

Better control of budget

Avoid unnecessary demand



INFRASTRUCTURES

Current

Proposed Extension

Recommended Upgrading



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.



CURRENT PHOTOS

MINIMUM STORE LAUTOKA STORE

QM STORE QM STORE



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.



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



Cont.,

SPACE BETWEEN ART GALLERYAND Q’STORE.



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



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



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.



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 .


http://slidepdf.com/reader/full/logistic-presentation-luisa-revised-a 28/33INSTITUTIONAL STORES

Suva Correction Centre StoreRoom

Suva Correction Centre StoreRoom



SAFETY & SECURITY

BULK STORE CATERING EQUIPMENTSTORAGE ROOM



QM STORES“Do not only think about it, but feel about it, also, before taking appropriate action”

ISSUE STORE BULK ROOM



EXTENTION SITE



Cont.,



VINAKA / THANKYOU

Logistic moves the World.

logistic presentation luisa revised a

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