Sales Co-ordination Department : Ranchi

An Overall view of functional set up

ORGANIZATION STRUCTURE ( SALES CO-ORDINATION & MATERIAL CONTROL )

Rajesh Sharma Head, Works Uday Pratap Sinha HoD Sales Co-ordination & Material Control
Sales Co-ordination

Physical despatches

Documentation

Material Control

Prakash Kumar
Wire Des & Pkg Rope Des & Packing

R.G.Sharma Sr. Manager Rod Yard Roughing & Furnace Ropery & Salvage

Sailesh Kumar M anager

Kamlesh Sharma Officer

Anoj Singh Officer

P.N.Sharma Officer

A.K.Dey Asstt.M anager

H.Kumar Asstt.M anager

George Panicker Asstt.Manager

N.K.Sharma

A.K.Agarwal

Jugal Sharma

A.K.Singh
K.Ramesan Officer Anuj Singh Officer

P.K.Mishra

R.K.Srivastav Suresh Prasad Amit Sinha

H.S.Choudhary Asstt.Officer

K.Purushothaman Sub Jr. Officer B.K.Jha Asistant

VARIOUS ACTIVITIES OF SALES CO-ORDINATION

Looking into customer's query and reply HO/Branches for clearance of stucked up stock Arrangements of vehicle placement as per demand Attending visitos related to Sales & Marketing

Preparing MIS report

SALES CO-ORDINATION

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 cargo after stuffing.

Wire despatch and packing

PAPER FLOW CHART

Source: QA/Planning

Closing Sheet source: QA/Planning

Transportation & Logistics (By Finance & Accounts)

Hold Stock

Clear stock

MIS Report

Prime

Home

Export

If inspection I.Call by Sales Arrangement of stay,pick up & drop - Sales Arranging physical inspection - QA

Hold for clearance

Clear for despatch

Adv. Despatch Plan

Finalisation of rate for selected transporter for container pick up By Kolkata Finance/Ranchi Accounts Selection of transport & finalisation of rate Accounts Selection of transport & finalisation of rate for new destinations & old consignments Accounts Advance intimation to transporters for placement of vehicles as per requirement - Sales Prepare shipment plan for the month Provide container requirement to HO through system by Sales Kolkata logistics provide pick up to transporters

Rough Challan Loading Advice

Follow up with Marketing

Invoice Preparation

Sample cutting for test - Sales

Final Documents

Inspection Report - QA

Clearance received

Physical loading of materials as per adv.loading programme & release of vehicles with proper documents. Payment of freight against submitted bill Accounts

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 Post despatch analysis and follow up with transporters Release of containers with required documents

FLOW CHART - EXPORT ROPE DESPATCH (PHYSICAL MOVEMENT)

Checked/verified & released by QA Checked/verified & released Finished stock through by QA c/sheet Painting 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

Packing

Destination wise stacking

Stacking between the Pillair As per customer's requirement

Stencilling

Tagging

Computer Laminated tags affixed on the reels/coils Loading of containers as per existing procedure To prevent transit damage

Loading

Reel fixing/lashing

Photography

Photography of each container to review and investigate loading complain for corrective action Chemical Treatment to prevent insects

Fumigation

Releasing of containers by Excise authorities

Physical verification of loading & documenting the same

FLOW CHART - HOME DESPATCH (PHYSICAL MOVEMENT)

Checked/Verified & released by QA

Finished stock through closing sheet

Painting

One coat hyland blue paint on wooden reels

Packing

Blue HDPE

Size wise stacking

Size wise stacking between pillairs (Named as BIN)

Stencilling

As per Customer's requirement

Tagging

Computer laminated tags affixed on the reels

Loading

Loading of trucks as per procedure

Reel fixing

To prevent transit damage

Releasing of truck

Documenting the physical verification of loading.

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.

QUALITY OBJECTIVES OF SALES CO-ORDINATION DEPARTMENT MISSION: QUALITY WORK WITH LOWEST COST Cost Management Production Figure 2005-2006 99845 MT 2006-2007 110282 MT Increased by 10437 MT Delivery cost

Manpower cost A) MANPOWER COST Grade OFFICER STAFF WORKER CASUAL TOTAL B) VARIABLE COST SL.NO 1 2 3 4 5 6 7 8 9 10 11 Description Reel support Rustnil-50 Wood packing Hessian/HDPE Paint Steel Plate BOPP Tape Stretch wrap film Hoop Iron/Strip etc. High speed diesel Miscellaneous Total cost Total production Cost per Ton Cost Saving per Ton Total Savings

Variable cost

No. of employees 2005-2006 2006-2007 16 14 3 2 29 27 46 35 94 78

Cost (In lacs) 27.21 1.67 26.35 9.42 64.65

Target (No) 6 1 11 11 29

Target Target Cost (In Lacs) Date 9.36 7.2 1.17 X 13.20 4.05 2.52 3.96 26.25 15.21

Consumption 2005-06 2006-07 109.77 139.90 68.42 67.35 56.19 53.45 202.05 205.31 12.51 10.76 22.82 15.82 8.64 10.32 25.12 27.30 17.15 21.86 5.68 6.49 36.87 36.09 565.22 594.65 99844 MT 110282 MT 566/- MT 539/- MT Rs.27/29.77 Lacs 2005-06 22.34 22.37 2006-07 25.26 22.90

High 30.13 X X 3.26 X X 1.68 2.18 4.71 0.81 42.77

Low X 1.07 2.74 X 1.75 7 X X X 0.78 13.34

Remarks R-1

R-2

Contract labour payment per Ton Cost per Ton

Target 2.00

High 2.92 0.53

Low

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. 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.

R-2

COST SAVING ON ACCOUNT OF HEAVY REELS LOADED IN CLOSED CONTAINERS

Year 2006-2007 2007-2008

No. of reels 142 84

Cost savings 56.32 Lacs 16.43 Lacs

Freight difference between closed box container and Open Top container varies between 500 $ to 600 $ depending on the port of discharge.

YEARLY DESPATCH PERFORMANCE

QTY IN MT

119616
120000 100415 100000 80000 89717 Avg/Mon QTY IN MT 110781

60000 40000

20000 0

8368

9232

9968

FY 05

FY 06 PERIOD

FY 07 till Dec '07

COMPARATIVE ANALYSIS OF DESPATCHES

QTY IN MT/MONTH 35000

30333

29414 27864 25563 25996

30000
27772 24798

29306

29904

28809

25000

24846

24016

20000

15000

10000

5000 Q1 Q2 MONTH Q3 Q4

'2005-06

'2006-2007

'2007-2008

COMPARATIVE ANALYSIS OF OPENING STOCK

( EVERY QUARTER OPENING )
QTY IN MT/MONTH 4500

3994 4000

3500 3038 3000 2820 2527 2500 2380 2341 2005 2000 1705 1500 Q1 Q2 PERIOD Q3 Q4 1636 2000

3000

2978

2005-06

'2006-07

2007-08

NO. OF CONTAINERS RELEASED

EXPORT CONTAINERS RELEASED FROM PLANT AT A GLANCE FROM APRIL'07 TO DECEMBER'07

190
180

170

170

150

130

132 126 110

110
94 94

108 101

90

70

50

07 '04

05

Q1

07

08
PERIOD

Q2

10

11

Q3

DESPATCHES TO FEEDING INDUSTRIES AT A GLANCE

QTY. IN MT
9314 8291

6986

5727 4895 4296

690

776

407

477

91 628

336

648

JEBEL ALI

WORKSOP

HOUSTON

BANGKOK

AVG. / MONTH

FY 06

FY 07 (APR TO DEC)

JOURNEY TOWARDS GOAL (Input raw materials to output finished goods)

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.

FUNCTION
Early 70's Manual documentation,billing and logistic control

ADDITIONAL RESPONSIBILITY
80's Physical despatch of rope,strand,wire including cutting,oiling & packing etc.

Late 2000

100% container strength at plant. Export documentation including preshipment documents. Physical despatch of SPCD

Current

Material Control activities

FUTURE PLANS
1 2 Implementation of bar c oding s ys tem in Material Control as well as in Des patc h area. To s trengthen the internal logis tic s by providing trans fer trolley in few of the areas like SPCD, Material Control (Bas ic ally in Rod Yard area). 3 Truc k mounted c rane having c apac ity of 7 - 10 MT to be utilis ed in Rod Yard area (Material Control). This will reduc ed forklift load. 4 5 Removable s hed to be provided in rod yard area to c over the raw materials i.e. wire rods . With the help of Vi-e-trans , mobilis e the trans porters for us e of GPS (Global pos ition s ys tem) bas eed vehic le trac king s ys tem. 6 To inc reas e the exis ting c apac ity of 10 MT over head c rane and trans fer trolley in export c ontainer bay to 25 MT c apac ity to enable to load Open Top c ontainers and s ingle reels upto 20 MT. 7 Provis ion of pac king,s tac king & des patc hes of galvanized & blac k wires s eparately in their res pec tive areas .