Document Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and Approved By:
Selvakumar
Page 1 of 9
P rocess Manual for Purchase – 1.2
Document Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
and Approved By:
Selvakumar
Page 2 of 9
Document Control
Docu m e n t
Des c ri p t i o n:
Th e o b j e c t i v e of t h is d o cu m e n t is t o e l a bor a te t h e pro c e ss of pur ch a s i n g h a rd wa re a n d so f t wa r e in Information Dynamics
Docu m e n t
I d e n t ifi c a t i o n:
P R M/ PU R /1 .2
S e curi t y
C la s sifi c a t i o n :
I n t e rnal
L oc a t i o n:
Autho r iz a ti o n
N a me of t h e p e rs o n
D a t e ( dd - m m m - yyyy)
P r e par e d b y:
QAG Team
28-12-19
Re v i e w e d b y:
Sankar
29-12-19
Ap p r o v e d b y:
Selvakumar
29-12-19
C hange L og
Docu
m
e
n
t
V
e
rsi
o
n
D a t e of
C ha n ge
S e c t i o n
A/M/D
Bri e f d e scr i pti o n of c h a n g e
Re v i e w e d b y
1.0
10-08-19
A
A
alignment with new standard
QAG Team
1.1
29-12-19
A
A
Reviewed
Sankar
1.2
29-12-20
Reviewed
Sankar
Confidentiality
This document is copyrighted and all rights are reserved. This document may not, in whole or part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium machine-readable form without prior consent, in writing, from an authorized representative of Information Dynamics. This document is for internal use only and may, in whole or in part, be provided to anyone outside of Company, including customer, clients, or prospects after taking an approval from authorized representative Information Dynamics.
Document Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and Approved By:
Selvakumar
Page 3 of 9
Tab l e o f Cont e n t s
1. OB J E C T I VE ............................... . ............................... . ............................... . .............. . 4
2. P R O C E S S S C O P E ............................... . ............................... . ............................... . ...... . 4
3. P ARTI C I P AN T S AND R E S P ON S IBI L ITIES ............................... . ............................... . 4
4. P R O C E S S D E SC R I P TION ............................... . ............................... . ......................... . 4
4 . 1 . L I S T O F P R OC E D U RE S ............................... . ............................... . ............................... . .... . 4
5. P R O C E D U R ES ............................... . ............................... . ............................... . .......... . 5
5 . 1 . P R OC U RE M E N T & I SS UE O F H A R DW AR E ............................... . ............................... . .............. . 5
5 . 2 . P R OC U RE M E N T & I SS UE O F S O FT W ARE ............................... . ............................... . .............. . 6
5 . 3 . P R OC U RE M E N T & I SS UE O F C O N S U M A B L E S ............................... . ............................... . .......... . 7
5 . 4 . V EN D O R E VA L UA T I O N ............................... . ............................... . ............................... . .... . 7
5 . 5 . H I R I N G O F M A CH I N E S ............................... . ............................... . ............................... . ... . 8
6. R E C ORDS &
R
ETEN
T
ION
............................... . ............................... . ......................... . 9
7. ABB R E V IATIONS & G L O S S ARY ............................... . ............................... . ............... . 9
Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and By:
Selvakumar
Page 4 9
1. Objective
The objective of this is to elaborate the process for Purchase Dynamics.
Th e p r o c e ss a s c e r ta i n s t ha t t h e pur c h a sed pro d uc t s m ee t t h e r e quire me n ts of ID. It i nc l u d e s pro d uc ts i n t e n d e d to be s u ppli e d to t h e c u s t om e r w ith or w it h o u t m odi f i c a ti o n s, pur ch a se o f h a rd wa re an d so f t wa re f or ID’ o w n n ee d s , pr o cu r e m e n t o f s e rvi c e s a n d proc u r e m e n t of c o n s u m a b l e s a n d o f f i c e s u ppli e s.
2. Pr o cess S c o pe
In s c op e : All p r o j e c ts, pro d uc ts, d e p a r t m e n ts a n d f u n c tio n s a t ID. Out scop e : N o n e
3. P a rt i c i p a nts and R esp o ns i bi li t i es
#
P ar t icipa n t
R
e
s
p
o
n
s
i
b
il
i
t
y
1.
M a i n t e n a nc e
Proc u r e m e n t a n d is s u e
o
f
:
H a rd wa re
S
o
f
t
w
a
re
Cons u m a bl e s
2.
D e p a r t m e n t He a ds
Pl a nn i n g f or t h e a bo v e r e q u ir e m e n ts
O b t a i n i n g r e quire m e n ts.
3
L ibr a ri a n
Sa f e stor a ge of M e dia
4
I nf r a str u c t u re
Proc u r e m e n t a n d is s u e of o ff i c e c o n s u m a bl e s.
5
M a i n t e n a nc e D e pt
Ve n dor e v a l u a tion
6
M a i n t e n a nc e D e pt
Ve n dor Ra te Contr a c t
4. Pr o cess De s cr i pt i o n
4.1. L is t of P r oc e du r e s
i. Proc u r e m e n t & Iss u e of H a rd wa re
ii. Proc u r e m e n t & I s s u e of S o f t wa re
iii. Proc u r e m e n t & Iss u e of C o n s u m a bl e s
iv. Ve n dor E v a l u a tion
v . Ra te Contr a c t f or Hir i n g o f M a ch i n e s
5. Pr o cedures
Document Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and Approved By:
Selvakumar
Page 5 of 9
5.1. P ro c u r e m e nt & Iss ue of Har d wa r e
En t ry cr i te ria
1
Re quisition
In p u t d o c u m e n t s
1
Re quisition
S TE P S /
A
C
T
IVIT
I
ES
#
A c t iv i t y /
T
a
sk
T G
#
1
Any h a rd wa re r e quire m e n t n ee ds t o be s u p p ort e d by a r e quisition by the i n d e n to r .
N il
2
Th e D e p a r t m e n t He a d m u s t a pp r o v e t h e r e quisit i o n .
N il
3
Aft e r e v a l u a ti n g t h e n ee d, t h e i te m is d e li v e r e d if it is a v a il a ble w it h in t h e c om pan y .
N il
4
If n ot a v a il a ble w it h i n t h e c om pa ny , Th e v e n do r s f rom t h e a pp r o v e d v e n dor list a re c o n t a c t e d.
N il
5
C a p e x A p proval F o rm i s m a de by t h e P u r c h a se o f f i c e r a n d is a pp r o v e d b y t h e Director a n d VP if t h e a m o un t is m ore t h a n R s. 1 5 0 00 .
N il
6
A pur c h a se ord e r si g n e d by / VP i s pl a c e d on a m a n u f a c t u r e r , d ea l e r or dis t ributor f or t h a t h a rd wa r e c o n f igur a ti o n .
1
7
On r e c e ipt of t h e h a rd wa re a n d a f t e r pr e li m i n a ry v e ri f i c a ti o n , t h e M a i n t e n a nc e d e p a r t m e n t c om p l e t e s t h e i n st a ll a tion to t h e i n d e n tor. Th e i n d e n tor sign o f f a n d
c loses t h e r e q u isiti o n .
N il
8
If t h e h a rd wa re is f o un d d e f e c ti v e d u ri n g i n st a ll a tion a n d v e r i f i c a ti o n , it i s r e t u r ne d to t h e v e n dor f or r e pl a c e m e n t w ith a c o v e ri n g l e tt e r /E m a il. Th e i n d e n tor w ill a lso be
i nf or me d a b o u t t h e s a m e .
N il
9
Th e h a rd wa re pr o du c t is lo gg e d in a r e gis te r ma i n t a i n e d f or t h a t pur p ose, stor e d by the M a i n t e n a nc e d e p a r t m e n t.
N il
10
M a i n t e n a nc e d e p a r t m e n t s e n ds t h e I nv o i c e t o the A cc o un ts f or p a y m e n t.
N il
T A I L OR I NG G U IDE L I NE S / S P E C I AL C O N S ID ER A T IONS
TG #
C
o
n
d
i
t
i
o
n
A
c
t
iv
i
t
y
1 .1
Re quisition is f or h iring of m a ch i n e s
Ra te Contr a c t Va l u e s w ill be ta k e n .
1 .2
Re quisition is f or P u r c h a se
P u rc h a se o rd e r w ill be r a is e d.
Ou t p u t s
#
Docu m e n t / T e m p l a t e / Re c o rd
1
Re quisition.
2
Co m p a ch a r t .
4
H a rd wa re Re gis te r.
5
E n quir y .
6
Ra te c on tr a c t f or h ir e d ma c h i n e s
7
Quot a tio n .
Exit C ri t e ria
1
Clos u re o f Re quisiti o n .
2
Clos u re o f P u r ch a se Ord e r.
GU I DE L I NE MAN U AL R E F ER E N C E
Name
Doc. ID
PRM/PUR
No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and By:
Selvakumar
Page 6 of 9
N a me
N il
5.2. P ro c u r e m e nt & Iss ue of Sof t w a re
En t ry cr i te ria
1
Re quisition
In p u t
d o c u m e n t s
1
Re quisition
S TE P S /
A
C
T
IVIT
I
ES
#
A c t iv i t y /
T
a
sk
T G
#
1
Any s o f t wa re r e quire me n t n ee ds t o be s u p p ort e d by a r e quisition by the i n d e n to r .
N il
2
Re quisition m u st be a pp r o ve d.
1
3
S of t wa re pu r ch a se c om m itt e e a pp r o v e s t h e pu r ch a se o f s o f t wa r e .
N il
4
If n ot a v a il a ble w it h i n t h e c om pan y , Ve n d ors f rom t h e a pp r o v e d v e n d or list a re c o n t a c t e d f or ob ta i n i n g a q u ot a tion
N il
5
C a p e x A p proval F o rm i s m a de by t h e P u r c h a se o f f i c e r a n d is a pp r o v e d b y t h e VP / Director if t h e a m o un t is m ore t h a n R s. 1 5 0 00 .
N il
6
A p u r c h a se ord e r signed b y t h e VP / Director is pl a c e d on t h e sel e c t e d v e n dor
N il
7
On r e c e ipt of t h e s o f t w a a n d a f t e r pr e li m i n a ry v e ri f i c a ti o n , t h e M a i n t e n a nc e d e p a r t m e n t c o mpl e t e s t h e i n st a ll a tion a n d t h e i n d e n tor is i n f or me d a bout t h e s a me
N il
8
If t h e so f t wa re is f o un d d e f e c ti v e d u ring i n st a ll a tion a n d v e ri f i c a tio n , it is r e t u r ne d to t h e v e n dor f or r e pl a c e m e n t w ith a c o v e ri n g l e tt e r /E m a il. Th e i n d e n tor w ill a lso be i nf or me d a b o u t t h e s a m e .
N il
9
Th e s o ft wa prod u c t is lo g g e d in a r e gis te r ma i n t a i n e d f or t h a t p u rpos e , s t or e d b y t h e M a i n t e n an c e d e p a r t m e n t.
N il
10
M e dia is h a n d e d o v e r t o t h e libr a ri a n .
N il
11
Th e P h y s i c a l L i c e n se Co p y i s k e pt w ith t h e M a i n t e n an c e & S u pport tea m
N il
T A I L OR I NG G U IDE L I NE S / S P E C I AL C O N S ID ER A T IONS
TG #
C
o
n
d
i
t
i
o
n
A
c
t
iv
i
t
y
1 .1
Re quisition is f or e v a l u a tion
A p proved by D e p a r t m e n t H ea d
1 .2
Re quisition is f or s o f t wa l i c e n se b e low
2 l a c s.
A p proved by D e p a r t m e n t H ea d
1 .3
Re quisition is f or s o f t wa re l i c e n se a bo v e
2 l a c s
A p p r o v e d by VP / Director.
Ou t p u t s
#
Docu m e n t / T e m p l a t e / Re c o rd
1
Re quisition.
2
Co m p a rison ch a r t .
3
P u rc h a se Ord e r.
4
S of t wa re Re gis te r.
5
E n quir y .
6
Quot a tio n .
Exit C ri t e ria
1
Clos u re o f Re quisiti o n .
Document Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and Approved By:
Selvakumar
Page 7 of 9
2
Clos u re o f P u r ch a se Ord e r.
GU I DE L I NE MAN U AL R E F ER E N C E
N a me
N il
5.3. P ro c u r e m e nt & Iss ue of Cons u mab l e s
En t ry cr i te ria
1
Re quisition
2
Re quire me n ts b a sed on m o n t h ly sto c k st a t u s.
In p u t
d o c u m e n t s
1
Re quisition
2
Sto c k r e gis te r.
S TE P S /
A
C
T
IVIT
I
ES
#
A c t iv i t y /
T
a
sk
T G
#
1
Cons u m ab l e s a re p r o c u r e d t h e A d m i n istr a tion d e p a r t m e n t, b a sed on t h e a v e r a ge mo n t h l y r e quire me n ts ob ta i n e d f rom t h e sto c k r e gis te r .
N il
2
N o n -st a n d a rd or sp e c i a l r e quire me n ts, w h i c h m a y a r i se due to sp e c i f i c r e quisit io n s, m a y be ord e r e d on a n ee d b a sed.
N il
3
F o r a n y n e w it e m to be pur ch a sed quot a ti o n s a re ob ta i n e d f rom t h e v e n do r s in t h e a pp r o v e d ve n dor lis t .
N il
4
B a sed on c om pa ris o n o f a ll t h e quot a ti o n s r e c e i v e d, a pur ch a se ord e r si g n e d b y t h e
VP / Director is pl a c e d o n th e v e n dor.
N il
5
On d e li v e ry t h e m a t e ri a l is i n sp e c t e d a n d i s s u e d a s a n d w h e n r e quire d .
N il
6
If t h e m a t e ri a l is f o un d d e f e c ti v e du r i n g i n sp e c ti o n , i t is r e t u rned to t h e sell e r f or r e pl a c e m e n t w ith a c o v e ri n g l e tt e r /E m a il.
N il
7
Th e r e c e ipt & iss u e of ma t e ri a l is logg e d in a st o c k r e g i s t e r ma i n t a i n e d f or t h a t purpose.
N il
T A I L OR I NG G U IDE L I NE S / S P E C I AL C O N S ID ER A T IONS
TG #
C
o
n
d
i
t
i
o
n
A
c
t
iv
i
t
y
N il
N il
N il
Ou t p u t s
#
Docu m e n t / T e m p l a t e / Re c o rd
1
Co m p a rison ch a r t .
2
P u rc h a se Ord e r.
3
Sto c k Re gis te r.
4
E n quir y .
5
Quot a tio n .
E x it C ri t e ria
1
Clos u re o f Re quisiti o n .
2
Clos u re o f P u r ch a se Ord e r.
GU I DE L I NE MAN U AL R E F ER E N C E
N a me
N il
Document Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and Approved By:
Selvakumar
Page 8 of 9
5.4. Ve n d or E v a l u a t i o n ( if purchse value is more than 100000/year)
En t ry cr i te ria
1
Ve n dors
In p u t d o c u m e n t s
1
Ve n dor De ta ils.
S TE P S /
A
C
T
IVIT
I
ES
#
A c t iv i t y /
T
a
sk
T G
#
1
Any n e w v e n dor w ill be a s ke d t o s u b m it D e t a ils a s p e r
Ve n dor De ta il f orm
.
N il
2
Th e v e n dors d e t a il w ill i nc l u d e : N a me & a dd re ss of t h e f irm
Y ea rs in b u s i n e ss. Cli e n t L ist
Produ c t Pr i c i n g
I n st a ll a tio n , S u pport & Ser v i c e d e t a ils.
N il
3
Ve n dor comp a ris o n w ill be c a rri e d o u t b a sed o n t h e a b o v e crit e ri a .
N il
4
Aft e r e v a l u a ti n g, t h e v e n d o r w ill be a dd e d t o the a pp r o v e d v e n dor L i st.
N il
5
Th e A p pr o v e d Ve n dor L ist w ill be k e pt w ith t h e M a i n t e n a nc e & S u p p ort D e p a r t m e n t.
N il
6
Th e A p pr o v e d Ve n dor L ist w ill be r e v i ewe d & e v a l u a t e d e v e ry 12 m o n t h s.
N il
T A I L OR I NG G U IDE L I NE S / S P E C I AL C O N S ID ER A T IONS
TG #
C
o
n
d
i
t
i
o
n
A
c
t
iv
i
t
y
Ou t p u t s
#
Docu m e n t / T e m p l a t e / Re c o rd
1
Ve n dor De ta ils F orm
2
Co m p a rison ch a r t .
3
A p proved Ve n dor L ist.
Exit C ri t e ria
1
A p proval o f Ve n dor.
GU I DE L I NE MAN U AL R E F ER E N C E
N a me
N il
6. R eco r ds & R et e nt i on
N a me of Re c ord
Re s p o n s i b il i t y f or R e t e n t i o n
P e ri o d of R e t e n t i o n
Re quisition
M a i n t e n a nc e D e p a r t m e n t
M a n a g e r / G ro u p Le a d e r
1 y ea r a f t e r c l os u re
Document Name
Doc. ID
PRM/PUR
Version No
1.2
Process Manual for Purchase
Date
29-12-2020
Author:
Sankar
Reviewed and By:
Selvakumar
Page 9 of 9
Co m p a rison ch a rt
M a i n t e n a nc e D e p a r t m e n t
M a n a g e r / G ro u p Le a d e r
1 y ea r a f t e r c l os u re
Quot a tion
I nf r a str u c t u re M a n a g e r / G ro u p
L ea d e r
1 y ea r a f t e r c l os u re
P u rc h a se O r d e r
M a i n t e n a nc e D e p a r t m e n t
M a n a g e r / G ro u p Le a d e r
P e r ma n e n t
H a rd wa re r e gis te r
M a i n t e n a nc e D e p a r t m e n t
M a n a g e r / G ro u p Le a d e r
P e r ma n e n t
Sto c k Re gis te r
M a i n t e n a nc e D e p a r t m e n t
M a n a g e r / G ro u p Le a d e r
P e r ma n e n t
Ve n dor List
M a i n t e n a nc e D e p a r t m e n t
M a n a g e r / G ro u p Le a d e r
P e r ma n e n t
Ra te Contr a c ts
M a i n t e n a nc e D e p a r t m e n t
M a n a g e r / G ro u p Le a d e r
P e r ma n e n t
7. Ab b r e v i a ti ons & G l o ss a r y
#
Term
Ex
p
lan
a
t
i
on
1
C A P E X
C a pi ta l E xp e n di t u re
2
ID
Information Dynamics
3
VP
V i c e Pr e sid e n t
< E n d o f D o c u m e n t
>