Purchasing Process Manual
(QMS-ISPL-M-PCH)
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Version No |
V20 |
Prepared by |
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Date |
30-01-2015 |
Name |
Ramakrishna Kosaraju |
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Signature |
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Date |
30-01-2015 |
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Copy No |
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Approved by |
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Issued to |
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Name |
Sai Prasad Koneru |
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Signature |
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Date |
30-01-2015 |
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Document Amendment Record
A-
A- Added, M-
Modified, D- Deleted
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Sl.No |
Date |
Version No |
Page No |
Change Mode(A/M/D) |
Brief description of change |
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1 |
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V01 |
N/A |
A |
Initial Release |
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2 |
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V02 |
1 |
A |
Section 4 Terms and
definitions PC
– Project Coordinator |
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2 |
A,M |
Section 7 Process
Description Added PC in first point. Content
modified regarding purchase. |
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2 |
D |
Section 7 Process Description Deleted
“HR & General Affairs department, then calls for quotation from various
vendors.” |
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2 |
D |
Section 7 Process Description Deleted
“In case of window purchase (concerned department person purchasing the
material), only the material/service request is maintained and the rest (like
purchase order, material inspection note) are not maintained.” |
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3 |
A |
Section
7.5 Evaluation of vendors/distributors/dealers Added
“Service”. Added
paragraph related to vendor. |
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3 |
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V03 |
2 |
A |
Section
7 Process description, Included
the description of the limit of the amount of a purchased material for the evaluation
of the quotations and also for the window purchase of the materials. |
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4 |
3 |
A |
In
Section 9 Records Included
the reference of the Quotation evaluation form (QMS-ISPL-F-QEF) |
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5 |
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V04 |
2 |
M |
In
Section 7 Process description, deleted the existing
paragraphs and amended the process by elaborating it for existing and
non existing vendors. |
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6 |
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V05 |
3 |
M |
In
Section 7.5 amended the process for ensuring the inspection of material received. |
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7 |
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V06 |
3 |
A |
In
section 9 Records
In the Evaluation of vendors/distributors/dealers form
"Date of evaluation
" is added. |
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8 |
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V07 |
N/A |
A |
1)In Section 7.2 Added line
about Purchase Tracker 2)In section 9 Records Added
purchase Tracker and Approved Vendor's List |
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9 |
06-06-2012 |
V07 |
N/A |
D |
The Company address information is
removed from the Footer |
|
10 |
06-07-2012 |
V08 |
6 |
M |
In Section 7.2 The window
purchase or normal purchase is done for an amount less than Rs. 5,000/- is
modified to Rs. 10,000/- and Quotation evaluation form is maintained for a
purchase exceeding from an amount of Rs. 20,000/- is modified to Rs. 25,000/-
though an approved vendor is available |
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11 |
30-01-2015 |
V20 |
N/A |
N/A |
Reviewed and base lined |
Table of Contents
5 Entry criteria, Input, Activity, Output,
Exit criteria.........................................
7.4 Purchasing data................................................................................
7.5 Verification of purchased material
7.6 Evaluation of
vendors/distributors/dealers
8 Quality system documents referred
1 Purpose
To document and maintain a process
for purchasing activity in the Inooga Solutions.
2 Objective
To ensure that purchased materials or services meet
specified requirements.
3 Scope
This process is applicable to purchased materials or
services, which are required for software development and maintenance of
infrastructure activities.
4 Terms and definitions
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Abbreviations/Terms |
Description |
|
ISPL |
Inooga Solutions Private Limited |
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QMS |
Quality Management System |
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CEO |
Chief Executive Officer |
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CTO |
Chief Technology Officer |
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HR & HOD |
Human Resource & Head of the Department |
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PC |
Project Coordinator |
5 Entry criteria, Input, Activity, Output, Exit criteria
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Sl.No |
Entry criteria |
Input |
Activity |
Output |
Exit criteria |
|
1 |
Need for purchase |
Request from the user department |
Material/service request |
Approval of Material/service
request form |
Handover to HR & General
Affairs department |
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2 |
Material to be purchased |
Approval of Material/service
request form |
Getting the quotations from
vendors |
Quotations |
Finalization of vendor |
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3 |
Approved vendor |
Approved quotation |
Purchasing |
Purchase order |
Purchase order placed on the
Vendors/ Distributors/ Dealers |
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4 |
Material/ service supplied |
Inspection criteria |
Inspection of purchased material/ services |
Material inspection form |
Inspection completed and delivered
to user department |
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5 |
Need to evaluate Vendors/
Distributors/Dealers |
Data and response collected from
the Vendors/ Distributors/Dealers |
Evaluation of Vendors / Distributors / Dealers |
Evaluation report |
Completion of Evaluation |
6 Responsibility
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Sl.No |
Activity |
Responsibility |
|
1 |
Evaluation of vendors |
HR & General Affairs Department |
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2 |
Purchasing |
HR & General Affairs
Department |
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3 |
Inspection of purchased material /
services |
User department |
The
purchasing process in Inooga Solutions is as follows:
7.1 Purchasing
request
The employee
requesting for purchase fills the material/service request form and takes the
necessary approvals (CEO/CTO/Manager) and submits the same to HR & General
Affairs department.
Purchase process is of two types –
Once after receiving the approved material/service request
form, the HR & General Affairs department head decides whether it can be a
window purchase or normal purchase for an amount less than Rs. 10,000/-. If
window purchase, then the concerned department person purchases the material
and the following two are not applicable –
·
Quotations
·
Purchase Order
Normal purchase –
Case I: If there is an existing approved vendor then
the requested material is purchased from the approved vendor.
Case II. If there is no approved vendor for the requested
material then HR & General Affairs department calls for quotation from
various vendors and the process is as follows –
·
The quotations
are evaluated based on the discussions made by HR & General Affairs
department head with the vendor and the purchase order is issued to the approved
vendor.
Quotation evaluation form is maintained for a purchase
exceeding Rs. 25,000/-, though an approved vendor is available.
Contract – If there is a frequent usage of material, then
the approved vendor would be given the contract for a period of six months from
the date of contract signed.
·
In
such case, the material/service request form itself becomes the purchase order
and the indent no., date on material/service request
form is treated as purchase order no. and date respectively.
·
Using
the vendor evaluation form (QMS-ISPL-F-EVD) the contract is evaluated and
revised after a period of six months from the date of contract signed.
The entire purchase process can be tracked through the
Purchase Tracker QMS-ISPL-R-PT
7.3 Approved
vendors
Vendors are selected based on their past performance, their
ability to meet Inooga Solutions quality requirements
and customer preferences. A list of all such qualified vendors is maintained.
Quotation from the approved vendors is maintained.
7.4 Purchasing
data
Specifications relating to the material to be purchased are
documented as a purchase order. This may include technical specifications,
versions and number of copies required.
7.5 Verification
of purchased material
The purchased goods are accepted after inspection for
conformity with specifications. The results of such inspections/tests are recorded
using the material inspection note form. The purchased goods are handed over to
the respective user department only after the inspection/test by the concerned
person as recorded in the material inspection note form. In case of any
non-conformity, the vendor is notified either by phone/email.
7.6 Evaluation
of vendors/distributors/dealers
Vendors are
evaluated annually on the following parameters:
Ø
On-time
delivery
Ø
Percentage
of the deliveries without non-conformances
Ø
Service
Once after
completion of the evaluation, if found, that the delivery, quality and service
are not meeting Inooga Solutions expectations, then
the approved vendor is deleted from the list of qualified vendors and
quotations are called from other vendors. Records of such evaluation are
maintained.
8 Quality system documents referred
Nil.
9 Records
|
Sl.
No |
Required Record |
Custodian |
Retention Period |
Record ID |
|
1. |
Material/service
request form |
HR
& General Affairs department |
1
year |
|
|
2. |
Material
inspection note |
HR
& General Affairs department |
1
year |
|
|
3. |
Evaluation
of vendors/distributors/dealers |
HR
& General Affairs department |
1
year |
|
|
4. |
Quotation
evaluation form |
HR
& General Affairs department |
1
year |
|
|
5. |
Purchase
Tracker |
HR
& General Affairs department |
1
year |
|
|
6. |
Approved
Vendors List |
HR
& General Affairs department |
1
year |