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Sales Co-ordination Department : Ranchi
An Overall view of functional set up
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Uday Pratap Sinha
HoD Sales Co-ordination & Material Control
Physical despatchesDocumentation
R.G.SharmaSr. Manager
WireDes & Pkg
Sailesh Kumar
Manager
H.S.ChoudharyAsstt.Officer
Anuj Singh
Officer
B.K.Jha
Asistant
P.N.Sharma
Officer
Rajesh SharmaHead, Works
Sales Co-ordination
Rope Des & Packing
Kamlesh Sharma
Officer
A.K.Dey
Asstt.ManagerH.Kumar
Asstt.ManagerAnoj Singh
Officer
K.Ramesan
Officer
K.Purushothaman
Sub Jr. Officer
Material Control
George Panicker
Asstt.Manager
Prakash Kumar
Rod Yard Roughing & Furnace Ropery & Salvage
N.K.Sharma A.K.AgarwalJugal Sharma
Amit Sinha
R.K.SrivastavSuresh Prasad
A.K.Singh P.K.Mishra
ORGANIZATION STRUCTURE ( SALES CO-ORDINATION & MATERIAL CONTROL )
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VARIOUS ACTIVITIES OF SALES CO-ORDINATION
SALESCO-ORDINATION
Looking into customer's
query and reply
HO/Branches for clearance
of stucked up stockArrangements of vehicle
placement as per demand
Attending visitos related to
Sales & Marketing
Preparing MIS report
Processing of Returned
materials.
Problem solving & release
of stucked up stock with
QA,Planning & Production
Organising inspection
and providing facilities.
Summer Trainess for
Project report.
Rope despatch &
packing.
Release of export cargoafter stuffing.
Wire despatch and
packing
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PAPER FLOW CHART
Closing Sheet
source: QA/Planning
Hold Stock Clear stock
MIS Report
Hold for clearance Clear for despatchIf inspection
I.Call by Sales
Arrangement of stay,pick up
& drop - Sales
Arranging physical
inspection - QA
Sample cutting for test - Sales
Inspection Report - QA
Follow up with
Marketing
Clearance received
Transportation & Logistics
(By Finance & Accounts)
HomeExport
Selection of transport
& finalisation of rate -Accounts
Selection of transport &
finalisation of rate for new
destinations & old
consignments
Advance intimation to
transporters for placement
of vehicles as per
requirement - Sales
Physical loading of materials as
per adv.loading programme &
release of vehicles with proper
documents.
Prepare shipment
plan for the month
Provide container
requirement to
HO through
system by Sales
Kolkata logistics
provide pick up to
transporters
On receipt of container
loading advice is given by
Sales for loading.
Preshipment docs. &
invoice are prepared
alongwith ARE-1 etc.
Sealing of containers by Excise
officers
Adv. Despatch
Plan
Rough Challan
Loading Advice
Invoice Preparation
Final Documents
Source: QA/Planning
Finalisation of rate for selected
transporter for container pick up By
Kolkata Finance/Ranchi Accounts
Prime
Payment of freight
against submitted
bill Accounts
Post despatch analysis and followup with transporters Release of containers with
required documents
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FLOW CHART - EXPORT ROPE DESPATCH (PHYSICAL MOVEMENT)
Checked/verified & released
by QA
Finished stock through
c/sheet
Painting
Packing
Destination wise stacking
Stencilling
Tagging
Loading
Reel fixing/lashing
Photography
Fumigation
Wooden reels Steel reels Coils
One coat primer, two coat Azure blue
paint (Exhibit) for wooden reel
Stretch Wrapping with blue HDPE, Gar
Strapping & Nailing given
Stacking between the Pillair
As per customer's requirement
Computer Laminated tags affixed on
the reels/coils
Loading of containers as per existing
procedure
To prevent transit damage
Photography of each container to review
and investigate loading complain for
corrective action
Chemical Treatment to prevent insec ts
Checked/verified & released
by QA
Releasing of containers by
Excise authorities
Physical verification of loading &
documenting the same
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FLOW CHART - HOME DESPATCH (PHYSICAL MOVEMENT)
Checked/Verified & released by
QA
Finished stock through closing
sheet
Painting
Packing
Size wise stacking
Stencilling
Tagging
Loading
Reel fixing
One coat hyland blue paint on
wooden reels
Blue HDPE
Size wise stacking betweenpillairs (Named as BIN)
As per Customer's requirement
Computer laminated tags
affixed on the reels
Loading of trucks as per
procedure
To prevent transit damage
Documenting the physical
verification of loading.
Releasing of truck
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WORK FLOW CHART
Source HO/Branch Sales Order/Indent Daily Finished Prod.
report
Source - Planning
Rough challan
Verifying the correctness with Sales
Order/Indent
Seggregation of rough challan
Seggregation of challans area
wise/destination wise.
Preparation of Advance Despatch Programme
Indent for Truck/Trailer/Container
Issue of loading advice on reporting of
truck/trailer
Preparation of Invoice for despatch
Preparation of despatch documents
Release of trucks/trailers against c/note
Preparation of final invoice and other
relevant documents
Release of final invoice and other
documents to HO/Customer & respective
branches as per S.O.
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2005-2006 99845 MT
2006-2007 110282 MT
Increased by 10437 MT
A) MANPOWER COST
Grade Cost (In lacs) Target Target Target
2005-2006 2006-2007 (No) Cost (In Lacs) DateOFFICER 16 14 27.21 6 9.36 7.2
STAFF 3 2 1.67 1 1.17 X
WORKER 29 27 26.35 11 13.20 4.05
CASUAL 46 35 9.42 11 2.52 3.96
TOTAL 94 78 64.65 29 26.25 15.21
B) VARIABLE COST
High Low Remarks
2005-06 2006-07
1 Reel support 109.77 139.90 30.13 X R-1
2 Rustnil-50 68.42 67.35 X 1.07
3 Wood packing 56.19 53.45 X 2.744 Hessian/HDPE 202.05 205.31 3.26 X R-2
5 Paint 12.51 10.76 X 1.75
6 Steel Plate 22.82 15.82 X 7
7 BOPP Tape 8.64 10.32 1.68 X
8 Stretch wrap film 25.12 27.30 2.18 X
9 Hoop Iron/Strip etc. 17.15 21.86 4.71 X
10 High speed diesel 5.68 6.49 0.81
11 Miscellaneous 36.87 36.09 0.78
Total cost 565.22 594.65 42.77 13.34
Total production 99844 MT 110282 MT
Cost per Ton 566/- MT 539/- MT
Cost Saving per Ton Rs.27/-Total Savings 29.77 Lacs
2005-06 2006-07 Target High Low
Contract labour payment per Ton 22.34 25.26 2.00 2.92
Cost per Ton 22.37 22.90 0.53
R-1 Savings achieved by controlling the inventory " Just in time ".
Previously 3 to 6 months stock used to be indented and delivered at plant, now it is directly controlled by Sales for
getting delivery prior to shipment.
R-2 Changed from ordinary hessian to coloured hessian.However, per ton cost has gone up due to quality product. But we have controlled the wastage on packing.
Also with colour hessian with better quality the hessian wrapping reduced from double to single wrapping.
Production Figure
QUALITY OBJECTIVES OF SALES CO-ORDINATION DEPARTMENT
MISSION: QUALITY WORK WITH LOWEST COST
No. of employees
DescriptionSL.NOConsumption
Cost Management
Manpower Variable cost Delivery cost
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Year No. of reels Cost savings
2006-2007 142 56.32 Lacs
2007-2008 84 16.43 Lacs
Freight difference between closed box container and Open Top container varies between 500 $ to 600 $
depending on the port of discharge.
COST SAVING ON ACCOUNT OF HEAVY REELS LOADED IN CLOSED CONTAINERS
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YEARLY DESPATCH PERFORMANCE
8368 9232 9968
100415110781
89717
0
20000
40000
60000
80000
100000
120000
FY 05 FY 06 FY 07 till Dec '07
PERIOD
QTY IN MT
Avg/Mon
QTY IN MT
119616
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COMPARATIVE ANALYSIS OF DESPATCHES
27772
29904
25996
24016
248462556324798
2880927864
293062941430333
5000
10000
15000
20000
25000
30000
35000
Q1 Q2 Q3 Q4
MONTH
QTY IN MT/MONTH
'2005-06 '2006-2007 '2007-2008
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COMPARATIVE ANALYSIS OF OPENING STOCK( EVERY QUARTER OPENING )
2005
3000
1705
2527
2000
2978
1636
3038
3994
2341
2380
2820
1500
2000
2500
3000
3500
4000
4500
Q1 Q2 Q3 Q4
PERIOD
QTY IN MT /MONTH
2005-06 '2006-07 2007-08
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EXPORT CONTAINERS RELEASED FROM PLANT AT A GLANCE
FROM APRIL'07 TO DECEMBER'07
94 94
132
110 108
101
126
180
170
50
70
90
110
130
150
170
190
07 '04 05 Q1 07 08 Q2 10 11 Q3
PERIOD
NO. OF CONTAINERS
RELEASED
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JEBEL ALI WORKSOP HOUSTON BANGKOK
690
8291
9314
6986
776407
48955727
4296
47791 628
336648
AVG. / MONTH FY 06 FY 07 (APR TO DEC)
DESPATCHES TO FEEDING INDUSTRIES AT A GLANCE
QTY. IN MT
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Sales Co-ordination department was stabilised with a view to cater the need of the customer,
meet delivery against finished stock and co-ordinate various functions related to despatches
and logistics.
Early 70's Manual documentation,billing and logistic control
ADDITIONAL RESPONSIBILITY
80's Physical despatch of rope,strand,wire including
Late 2000 100% container strength at plant.Export documentation including preshipment documents.
Physical despatch of SPCD
Current
JOURNEY TOWARDS GOAL
(Input raw materials to output finished goods)
FUNCTION
Material Control activities
cutting,oiling & packing etc.
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1 Im p le m e n ta tio n o f b a r c o d i ng s y s t e m in M ate r ia l C o n tro l a s w e ll a s i n D e s p a t c h are a .2 T o s t re ng t he n th e in te r na l lo g i s t ic s b y p ro v id i ng t ra n s f e r t ro l le y in fe w o f th e a re a s lik e
SPCD, Mater ia l Cont ro l (Bas ica l ly in Rod Yard a rea ) .3 T ru c k m o u n te d c r an e ha vin g c a p a c ity o f 7 - 1 0 M T to b e u tilis e d in R o d Y ard
area (M ater ia l Cont ro l ) . Th is w i ll red uc ed fork li ft load .4 R e m o va b le s h e d to b e p ro v id e d in ro d y ard a re a to c o v e r th e ra w m a te ria ls i. e . w i re ro d s .5 With th e h e lp o f V i-e -tra n s , m o b i lis e th e tra n s p o r te rs fo r u s e o f G P S ( G lo b a l p o s itio n s y s te m )
b a s e e d v e h ic l e t ra c k in g s y s t e m .
6 T o in c r e a s e t he e x is tin g c a p a c i ty o f 1 0 MT o v e r h e a d c r ane a nd tr an s f e r t ro l le y in e xp o r t c o n ta in e rbay t o 25 MT cap ac i t y t o enab l e t o load O pe n Top c on t a ine r s and s i ng l e r ee l s up to 20 MT .
7 P ro v is i o n o f p a c k in g , s t ac k in g & d e s p a t c h e s o f g a lv an iz e d & b l ac k w ire s s e p a ra te ly in th e irre s p e c tiv e a re a s .
FUTURE PLANS