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• This method simply takes the average of all past demand in arriving
at forecast.
• The arithmetic average works well in a stable situation where the
level of demand does not change. It will not adequately respond to
changing trends in demand and neglects seasonal fluctuations.
Moving Average Forecasting
- 3-Month Moving Average = (M1+M2+M3) / 3
- A three month moving average, for instance, takes the average
demand per month for the three preceding months and updates
the calculation each month.
- Instead of using the most recent period to forecast demand for the
next period, a moving average uses the average demand from a
series of preceding periods to forecast the next period’s demand.
- The moving average mitigates the effects of random variations.
- The moving average is a good technique when forecasting for
products that are in a trend and have relatively stable demand
patterns.
Standardization of Demand
Standardization is grouping together items of
similar specification, use or application to enable
hospital to chose one out of the many similar
options.
It ensures:
- Non-duplication of inventory
- Variety reduction
- Economical purchase cost
- Efficient use of materials
Procurement
Methods of Purchasing
2 methods of purchasing:
1. Centralized: All purchases are made centrally.
2. De-centralized: User departments purchase
according to their needs.
Advantages of Centralized Purchasing
• Drawing up specification
• Inviting quotations
• Preparing comparative statement
• Shortlisting
• Issuing purchase order
Open tender (Inviting Quotations)
•Public bidding, resulting in low prices.
•Published in newspapers.
•Term - 4 weeks.
•Quotations must be sent in the specific forms that are sold,
before the time and date mentioned in the tender form.
•In technical items, ‘two packets or two bins’ system is
followed (Ideally). Offers are given in two separate packets.
- Technical bid
- Financial bid
Cont……
•First technical bid is opened & short listed.
•Then financial bid of selected companies are opened & lowest is
selected.
•Delayed tenders and late tenders are not accepted.
•Quotations are opened in presence of indenting department,
accounts and authorized persons of party.
•Validity of tenders: The period within which a bidder’s offer is
considered legally binding. After this period, the bidder is at liberty to
change their bid if the contract has not been signed. Generally 90
days.
Some Terminologies
Earnest money
2 % of the tender amount or as decided has to be paid along with all
quotations. In case of default 1/5 is withheld
Restricted or limited tender
- From limited suppliers (about 10)
- Lead-time is reduced
- Better quality.
Negotiated procurement
- Buyer approaches selected potential suppliers and bargain directly.
- Used in long time supply contracts.
Direct procurement
- Purchased from single supplier, at his quoted price
- Prices may be high
- Reserved for low priced, small quantity and emergency purchases.
Rate contract
Firms are asked to supply stores at specified rates during the period
covered by the contract.
Spot Contract
- In finance, a spot contract, spot transaction, or simply spot, is a
contract of buying or selling a commodity, security or currency for
immediate settlement (payment and delivery) on the spot date, which
is normally two business days after the trade date.
- It is done by a committee, which includes an officer from stores,
accounts and purchasing departments.
Risk purchase
If supplier fails, the item is purchased from other agencies and the
difference in cost is recovered from the first supplier.
Receipt and Inspection
Receipt of Shipments
Upon receipt of the goods at Central Receiving (CR), the unit will
make a visual inspection where possible to determine any damages
to the items. Where there is visual damage CR will notify first the
Purchasing Department, then the Purchasing Department will notify
both the Vendor and the requesting Department of the damages. At
the direction of the Purchasing Department, the damage to the
goods will not be accepted by CR. If there is no visible damage to the
goods, CR will then match the packing slip with their copy of the
purchase order, to determine whether the order is complete.
Inspection
All materials, equipment, supplies, and services are subject to
inspection and test. Items or services that do not meet specifications
may be rejected. Failure to reject upon receipt, however, does not
relieve the vendor of liability for latent or hidden defects
subsequently revealed when goods are put to use or tested. If latent
defects are found, the vendor is responsible for replacing the
defective goods within the delivery time originally stated in the
solicitation and is liable for any resulting expenses the institution
incurs.
Storage Method
Storage
Location:
1. Location of the stores should be carefully decided and planned so
as to ensure maximum efficiency.
2. The best location of stores is one that minimizes total handling
costs and other costs related to stores operation and at the same
time provides the needed protection for stored items and materials.
3. Store location depends upon the nature and value of the items to
be stored and the frequency with which the items are received and
issued.
4. In general, stores are located close to the points of use.
5. All departments should have easy access to the stores and
especially those which require heavy and bulky materials should
have stores located nearby.
6. In big industries having many departments, it becomes often
necessary to set up sub-stores conveniently situated to serve
different departments. This leads to the concept of decentralized
stores.
7. In decentralized stores system, each section of the industry (e.g.,
foundry, machine shop, forging, etc.) has separate store attached
with it; whereas in centralized stores system, the main store
located centrally fulfills the needs for each and every department.
Layout
INVENTORY CONTROL
Process of ensuring that appropriate amounts of stock
are maintained by a business, so as to be able to meet
customer demand without delay, while keeping the
costs associated with holding stock to a minimum.
Functions of Inventory Control:
- It may be more economical to purchase an item on demand than to
maintain an inventory.
- At the same time , a certain minimum amount of each item must be
held to minimize the chances of total stock-out.
- Inventory control helps in maintaining an optimum level of the idle
resource at a least possible cost.
- To provide maximum supply service, consistent with maximum
efficiency and optimum investment.
- To provide cushion between forecasted and actual demand for a
material.
Control of Inventories
• ABC Analysis
• VED Analysis
• SDE Analysis
• HML Analysis
• FSN Analysis
• Economic Order Quantity (EOQ)
ABC (Always Better Control) Analysis
-This is based on cost criteria.
-It helps to exercise selective control when confronted with large
number of items
-It rationalizes the number of orders, number of items and reduce the
inventory.
Classifi % of % of Controls
cation items value
A 10 70 High level, low safety stocks, frequent physical verification,
minimum Economic Order Quantity (EOQ), close schedule
control and review.
B 20 20 Control not as tight as “A”, but more than for “C”.
Obviously “V” items will require sufficient safety stock than the
other two.
ABC and VED Classification Matrix
Terminologies in Inventory Control
Inventory Control Systems
Q
2CR = 2 100 1600 = 200 units
H 8
R 1600
The number of orders to place in one year 8
Q 200