FIRE STATION ADMINISTRATION

CONTENTS Training Session

STORE MANAGEMENT
Introduction Inventory Handing Over/Taking Over Procedures Responsibilities of Store Keeper Vouchers and Related Books List First Time Requirement Sample Form Revision Notes Learning Outcome 5 Describe the procedures of store management. Assessment Criteria: 5.1. 5.2. 5.3. 5.4. 5.5. Describe inventory handing over/taking over procedures. Describe the responsibilities of store keeper. Understand SPKB. Describe the procedures in making First Time Requirement (FTR). List out documents used in store management.

PAGE NUMBER 48 48 49 to 52 52 to 53 53 55 56 57

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STORE MANAGEMENT
INTRODUCTION 3. Soldiers often move or posted, temporary duty or detachment. Smoothness of a good job and income will be obtained if every member of discharging its responsibilities with integrity, honest and complete. Therefore it is necessary for each level the head is fully aware of individual responsibilities. If there is negligent in his duties then this will lead to delays and wastage.

4.

It is not right for someone who considers handing/taking over its duties as a Fire Station was an uphill task. If proper action is taken must have these tasks will run smoothly and orderly. A SNCO should also know little things associated with the store management to facilitate an administrative of Fire Station. INVENTORY HANDING OVER/TAKING OVER PROCEDURES 5. Requirements that need to handling/taking over inventory. over inventory becomes necessary in the event one of the following: a. b. c. d. e. f. Start the service. Posted Out/In (Permanent or Temporary). Promotion. Change jobs to experience excessive / different. End of service. Leave or courses. Handling / taking

6. Action should you do before taking over. Careful preparation by the parties that will give much help to facilitate the work assignment. Among the rules to be followed is: a. b. c. d. Set the date, time and place of the party who will take over Updated all the relevant documents. Determine all the inspection / adjustment of the vehicle must be done. Inspect all vehicles and equipment.

e. Determine all the calculations of oil (PMP), Store, and other relevant documents have been updated. f. g. h. i. Write down all the equipment the less, whether in-store and record books. List all job applications are pending or not accepted. List any members who served with you. List the equipment to be delivered.

j. Determine all the book inventory has been updated. If necessary a member of Flait Material shall be present during the surrender and transfer. k. While handing / taking over, specify: (1) All fire vehicles and equipment in clean condition. (2) All equipment must be prepared. (3) All documents and vouchers be prepared. (4) Attend at the handing/talking over will be done.

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7. Current Actions Handing/Taking Over. While taking over, the person must take hold of a system that could lead to the takeover process is running smoothly. Among these are: a. Open mind. b. c. Knowing the work or new duties. Evaluate.

d. Check carefully all fire vehicles and other cars, including the existing pumps and generators. e. List any equipment that is more, less or damaged. Attach the certificate of handing/taking over. f. List any other things you are not satisfied about the process of handing/taking over is done (as a memory to be rectified after taking over the task). g. List what should be replaced (DV). h. Signature Certificate and take over the surrender and transfer as determined by the base. Normally: (1) (2) (3) (4) A copy of the SATCO / SSO. A copy of the Head of Material. A copy of the submitter. Reserve.

8. Supervision of Handing/Taking Over. Every process of handing/taking over must have appointed witnesses. Which procedure is as follows: a. Determine there is a Commissioned Officer to witness the handing/taking over done and signed the forms. b. If the handing / taking over can not be done by the members involved, the assistant should be provided. If this happens everyone involved must be clearly informed by means of proper delivery. c. The matters to be considered when handing / taking over is as follows: (1) (2) Determine the handing/taking over done right. Provide regulations to handing/taking over.

(3) Give members enough time to prepare before the handing / taking over done. RESPONSIBILITIES OF STORE KEEPER 9. Detailed regulations on store equipment, but explosives are contained in MU 2034003 (PU 2830 Jil II). Member in charge of a building or equipment are required to determine: a. All equipment is stored in accordance with the applicable regulations in MU 203-4003. b. Take effective measures to deter and prevent the loss, disability and deterioration of the goods in storage. c. All equipment should be arranged in order, correct in terms of quantity and easily detected. d. Equipment that can not be used shall be separated from the equipment that can be used.

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e. Each device in the storage should be frequently checked and adjusted if necessary. f. The records involved shall be prepared and maintained and regularly updated. g. Each instrument is made of production must be labeled and marked with identification particulars of the right to be identified by the user. The labels shall be protected by using tapes 'adhesive' (transparent). h. Determine the cleanliness of all buildings and equipment store, shelves and all the storage space. Avoid dust, 'wood shaving', cloth and other materials that can cause fires (liable to combustion). i. Small appliances should be kept in the appropriate shelf and bin. j. Large and heavy equipment to be stored using the 'pallet' and 'battens' or 'dunnage' where necessary. k. Lane safety / fire shall be provided between the shelves, bulk stocks and among the shelves and walls. l. Stock location system arranged so as to enable each device to be detected at one location only. m. All rack and bin to be marked with the location of an effective system to facilitate the detection of stock. Paint should be used. Limestone and other nonindelible 'others can not be used. n. Frequency of production equipment that has to be placed near the production area. The aim is to reduce the movement of the members. o. All effective measures should be taken to prevent fires. Fire extinguishers shall be provided and regularly inspected and determine in good condition and can be used. p. No smoking at all in the store.

10. Property Storage and Layout. Storage devices must comply with existing regulations to ensure security while ensuring that the economic cost of such equipment is not impaired and may be used when required in any event. a. Storage conditions. Storage conditions are good and appropriate to conform to the following conditions: (1) Building Structure: (a) Building construction remains strong and has security features. (b) The floor must be flat, the door is open space, large floor space and ceiling height is adequate. (c) Air conditional / heating / ventilation installed properly.. (2) Atmosphere / Air. Dry atmosphere is most suitable, and temperatures between 60-70F and humidity controlled to prevent evaporation / expansion occurs. (3) Cleanliness. Clean each store should be maintained. Equipment, shelving and storage bin, and all free of dust, 'wood shaving', cloth and other high-risk material to the cause of the fire. Cleanliness is guaranteed to be able to prevent fires. Stores should be cleaned daily.

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(4) Outdoor Storage. External storage should be avoided as much as possible. If outdoor storage is necessary determine: (a) Its location close to primary stores. (b) Storage in an open and make sure the equipment lined or covered using a 'dunnage' and closed with 'tarpaulin' (canvas / canopy). (c) Make sure the compliance of the equipment room ventilation. (d) Security features to be added as a gated, locked the door and available light. Precautions necessary in the event of natural disasters such as floods, rain etc. b. Storage Layout Principles. affect the storage layout: There are 3 (three) principles or factors that

(1) Storage of future commitments. Having a long-term target for the storage of equipment. (2) The equipment to be kept natural. Take care and do not change things. c. Storage Characteristics. All effective measures are taken to prevent and avoid the loss, disability and deterioration of equipment in storage. The following features should be taken into account storage: (1) The tool which marketable shall located near with the production space to reduce the member movement. (2) Heavy equipment and large should be placed close to the place of unloading. 11. Inventory Inspection. Government units are responsible for ensuring all technical and barrack inventory examined by the following design: a. Technical Inventory: (1) When the exchange inventory holder. SCAF Officers shall determine the responsibilities of the inventory received by the newly appointed. (2) Annually, near the end / completion of the plan revision in the annual stock unit. These reviews are conducted independently by an Officer, Warrant Officer or SNCO and members appointed by the Unit Government. The officers, warrant officers and SNCO from Material can not be appointed to the task. (3) Inspection (because the inventory changes) that have been made within 3 (three) months before the annual independent audit can be considered as an annual inspection of the inventory. In such circumstances, results of this inspection should be included in the statement / report review results to shortage and excess stock to the top. (4) Inspection of the inventory which does not exceed six (6) months from the date of the last independent audit or other check after the date of the handing/taking over and transfer. b. Barrack Inventory: (1) Just as a sub-paragraph (1) and a (2) above. (2) All equipment except sleeping devices for other rank (please refer to paragraph (3) below) recorded in the BAT L 3000 must be physically inspected at least once in six months. Inventory does not need to be updated (make-up) for

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this purpose unless it occurs simultaneously with an independent check or holder check. Date of inspection BAT L 3000 shall be entered on a copy of the inventory holder. (3) Monthly inspections of sleeping equipment for other rank shall be conducted in accordance with Risalah B 17/3. 12. Details of the inventory that were inspected, the person responsible and date to be completed shall be declared in the Unit Standing Order. SCAF Officers shall manage and monitor the plan to check the usual inventory and inform the appropriate of Unit Government to date it is completed. The failure of individuals to perform the inspection on the appointed date or suspend for no reason shall be submitted to the Unit Government by Head of Material. Note: All inventory will be updated must inspect first.

13. Stock Review. Stock Review or stocktaking is a process of measuring, weighing and measuring all stocks independently in accordance with the schedule set, record the results of the review and coordinate all account. The objective of the review of stock is: a. b. c. d. e. Verify correction of accounting and stock records. Determine whether the loss, theft or fraud. Observe any weaknesses in the storage, stock control and security. Ensure that the value of stock in inventory. Assess the level of inventory management.

14. Generally, the number of excess and lack of a criterion to assess effectiveness of storage and stock control. In conclusion, review of stock is one of the elements (tool assist) for management to review and ensure the management. 15. There are two (2) the type of check stock: a. Periodic. The review of stock can only be done at the end of a period. All activities of the stock, the transaction and should be stopped immediately and focus to a review of all stocks of finished. This method is commonly used by private organizations and conducted at the end of the financial account coincide with the annual accounts. b. Continuous. That stocks review can be conducted continue to follow a prescribed plan without delay the activities and daily transactions. Checking stock in consumer units are in 'continuous' as it is more appropriate. Although the current stock review, acceptance, production and other daily activities can be continued for the benefit of operating units. VOUCHERS AND RELATED BOOKS LIST 16. Vouchers are accounting documents for a transaction of goods or money to the public that shows the transfer of responsibility for goods or money from one party to another party. Vouchers must be provided for each transaction revenue and expenditure undertaken by each store that involves the transfer of responsibility for the goods every time. 17. The preparation of vouchers to comply with this regulation. Any notes on the vouchers or the register should use pen or typed. Pencil is not allowed. Deletion of vouchers and voucher registers is prohibited. Any cancellations or amendments must be signed by the party to do so. Only RMAF official vouchers who has a BAT registry or other allowed to be used. FCS M1 LO5 52

18. Preparation of vouchers. Each voucher must show the vendor and product identification number, description of goods clearly in the spaces provided and details of other under certain catalogs.

19. Where the number of NIV is used, it must be stated on every copy of the internal vouchers. For external vouchers NIV numbers should be stated on the copy 1 (Black) and copy 2 (yellow) only. Only letters NIV (without number) must be written on copies of accounting services for action by the receiver (consignee) (no.3 and no.4) to enable the receiver (consignee) to give a NIV number for accounting services. For external application, the number of units NIV applicants must be stated on the copy no.4 only for ease of reference in the account when the goods are received. When the number is replaced or given permanent identification numbers, it should be used for all subsequent dealings and records shall be updated accordingly. 20. Vouchers that have a serial number, each strand of a voucher must show the serial number. 21. Vouchers are prohibited from any record made in ink other than black and blue.

22. There are several books that list to be provided by each store keeper in Fire Station. The books are to be provided for to facilitate the duties paid keeper in the control aspects of the equipment under his care. Among them are: a. b. c. d. e. f. Record Receipt of Equipment (received from Material Squadron). Return of Equipment Records (equipments for disposal or repair) Equipment loan records. Records Application Equipment. Record IN / OUT. Record Computation Stock (Bin Stock Cards).

FIRST TIME REQUIREMENT 23. To make 'Up Grading' and 'First Time requirement', use the form as provided in the next page. 24. How to create / use the voucher (Exchange, Scrab, Return, Repair and Demand) will use the existing form and made practical in the classroom.

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MEMO (Section / Flait) Ext Ref Head of Materiel/Logistics This revised application under the following: DATE PRIORITY DEMAND NO/SEC & PART NO DESCRIPTION QTY QS GRADING UP DOWN

DATE : SIGNATURE :

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Format to Create First Time Requirement (FTR) From : To Date : : Position of Applicant Head of Materiel/Logistics

VARIFICATION OF FIRST TIME REQUIREMENT

Information relating to attached demand are as following: a. b. c. d. e. f. g. h. i. j. k. Vendor, Part No. and Description of time requirement Type of Aircraft/Machine/Installation PU no. of part cataloque: Name and Address of Manufacture / Suppliers Manufactures Code No : Estimate consumption over the next 12 month :.. Unit per aircraft / Machine: . Unit perkara assy : .. Cost (of available) : Vendor, PT No. and Description of next hinger assy : Is the item repairable YES/NO. If yes, What is TBO .. l. m. Recuring requirement YES/NO Is item locally available : YES/NO Signature : Name :.. Rank : CONCLUSION 25. By knowing this lesson, one SNCO will be able to handle the management of the store with better and more effective.

Remarks :

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