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T.G.S.I. ERP Development Questionnaire (INVENTORY)

Trinit i TECH Enterprise Resource Planning(ERP) Development

Survey Questionnaire

Inventory

Trinit I TECH Global Solutions Incorporated Page 1 of 12

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Contents:

1. Objective of the Questionnaire2. Instructions to Use

3. Materials Overview4. Master Information5. Operational Information6. Inventory Analysis and Planning7. Physical Inventory and Cycle Counting8. Reports


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1. Objective of the Questionnaire

Business Survey is an important milestone in Trinit i TECH Implementation. Purpose of theSurvey is to get a broad understanding of customer business. Understanding at this stage willbe 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 assistuser champion in completing the answers.

These forms are normally provided few days before the survey, to enable user champions toprepare for the survey.

Please add additional sheets where ever necessary. Please add any additional information inregard 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 Productfeatures.


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1.0 Materials Overview

1. 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 EngineeringChange Management?

2.0 Master Information

1 Item Coding – How is the Item coding done inyour company?

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

3 Item Classification – What are the normalclassification methods followed in your organization. Some of the classifications are :

• Finished Goods

• Raw Materials

• Utility Items, etc.

4 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)

5 Unit of Measures :

What are the various unit of measure you usein your organization.

Do you use multiple unit of measures for thesame item – for buying, storing, selling?

3.0 Operational Information

3.1 Goods Inwards / Inspection

1. What are the documents received along withthe consignment?

List the documents and provide samplecopies.

2. How is the sampling for inspection done?

3. At what stage of goods arrival, inspection isdone?

- Before unloading

- Before Storing to final place

- After storage

4. In case inspection results are given after thestorage, how do you keep track of materialunder inspection?

5. Do you use returnable packaging?

List various categories of returnablepackaging.

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 isrecorded with each batch apart from batch no?

7. Do you receive materials more than what isordered 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 fromthe time of receiving materials till goods aremoved to final location?

10. How do you handle rejections?

Do you send materials back?

Do you allow sorting / repair? If yes, where isrepair carried out? If repair is carried out atvendor site, what are the documents made for goods transfer and receipt?

11. No of goods inward per month?

Of this, give details of local and imports

separately.

12. How do you acknowledge to your vendor uponreceipt of material?

13. List various other types of receipt towarehouse?

Example – goods receipt from production

Goods receipt from customer returns

Goods receipt from subcontractors.

Provide details of procedure anddocumentation followed in each case.

14. Do you accept goods if the delivery date isbefore the scheduled date? If not what is the


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criteria?

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

16. Do you raise Capital PO?

How are capital goods receipt handled?

3.2 Storage

1 List your storage locations?

Provide details of various categories of itemsstored in each warehouse. Also indicate thetype of warehouse for each warehouse – Rawmaterial, Intermediaries, Finished Goods,packing materials, maintenance spare parts,etc.

2 Explain codification of your storagelocations?

List all warehouse codes.

3 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 ineach warehouse.

Do you perform inter-Warehousetransfers?

4 Do you have expiry dates for the

materials?

If Yes, explain the usage with few cases.

5 Do you have aging for the materials?


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If Yes, explain the usage with few cases.

6 Do you have a separate location for quarantine materials?

7 What are the various stages for thematerials in the warehouse? Example –Reject, Good, Freeze, etc.

8 Do you store different lots physicallyseparate?

9 Do you combine or split lots / batches?

3.3

1 List various types of issues made fromeach warehouse.

• Issues to customers

• Issues to production

• Issues to subcontractors

• Issues to cost centers

• Returns to suppliers

• Issues for samplings

• Issues to maintenance – spares

2 Do you have emergency issues?

In this case, you may not check for free stock.

3 Do you issue expired lots? If not how doyou control this?

4 How many issues you make per month?

Provide details by issue type.

5 Do you make material requests to stores for


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issue of raw material

3.4 Adjustments

1 Do you perform Inventory adjustments, valuebased or quantity based

If yes explain with cases

2 How many Adjustments in a year / Month?

3.5 Receipts

1 Do you perform Inventory receipts?

If yes explain with cases.2 How many Receipts in a year / Month?


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4.0 Inventory Analysis / Valuation

1 What the various types of analysis used for inventory management?

ABC analysis

XYZ analysis

FSN analysis

VED analysis

Coverage analysis

Explain with actual cases.

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

3 How do you determine the ordering quantity?

Explain in detail with different cases for eachof the method followed.

4 How frequently do you perform write-offs for non-moving items?

5 What is the valuation method followed?

- Raw Materials

- Indirect Materials

- Finished Goods

- WIP

Moving Average, FIFO, LIFO, StandardCosting.

6 If you are using moving average, how often doyou compute the rates?

7 If you are using standard costing, how often doyou revise the standards?

5.0 Physical Inventory and Cycle Counting

1 How often do you do physical inventory


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checks?

Do you have different frequencies for differenttypes of items?

2 Do you perform 100 % item checks or random?

If Random, what are the criteria for selectingitems?

3 If physical counting is done in batches, what isthe average no of items checked for batch?

4 What is the reconciliation mechanism for differences?

5 What are the authorization levels for reconciliation?

6 Provide sample documents followed for physical inventory valuation.


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6.0 Reports

1 Provide a copy of sample reports of alloperational documents.

Operational documents are typically thosedocuments, which are required for running thebusiness.

Example – purchase order, GRN, etc.

2 List all MIS reports typically used acrossorganization. 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 byGroup etc

3 List all exception reports used acrossorganization. Provide a copy of a samplereport.

Exceptional reports are a subset of MISreports, which provide only exceptionalinformation, meant for top management.

Example – List of PO outstanding beyond amonth. List of material requests not convertedto PO


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Documents