Sheet1AUDIT CHECK LIST FOR MATERIALS MANAGEMENT AT SITE
POINTS AT HO1Proper cost estimation for resources for site
stores like material handling facilities, security arrangement
avaialble ?2Avaialiability of organisation structure for site
stores.3Store incharge & stores assistants identified &
recruited/allocated for the site ?4Stores place ( covered, semi
covered, closed )planned based on the scope of supply.5Material
Handling contractor finalised6Material identification system
finlalised ? ( formal document available?)7Are required inputs like
estimated tonage, maximum weight to be handled, total scope,
commercial do's /don'ts for site etc. given to site?8Is barrel
given for the site for site purchase order numbering ? 9Is document
giving the estimated maximum scrap generation for categories like
structural steel, plates, reiforcement steel, pipes, cables,
insulation material available & sent to site?POINTS AT
SITEAPlanning at site1Grid plan for stores avaialable ?2Separate
storage areas made e.g open yard, closed shed, controlled
environment stores, scrap yard etc)3Separate receipt &
inspection area ?4Adequate covering material available ?5Security
arrangements made well before start of despatch?6Are inputs like
unpriced Po copies, material expected to reach site, commercial dos
& don'ts etc. available at site?7Is stores area planned &
allocated for every turnkey package vendor?BReceipt &
Inspection1In case of damage, short material receipt, transporter's
signature is obtained on the report & a remark is made on LR
also ?2DBRs made & a signed scanned copy is sent to HO daily
?3MDR made & sent to HO within maximum 5 days from the receipt
of material ?4Receipt inspection carried out & RIR is made
& sent to HO within max 5 days from the receipt of material
?5Insurance formalities completed for the damaged material
?6Damaged material stored seperately in the marked area ? 7Are all
boxes/crates repacked after receipt inspection before moving the
same to stores ?8Material Receipt (MR)& Material Issue Voucher
(MIV) taken from customer for all the received & accepted
material ( For divisible contract from customer i.e TL & TIL
separate contracts)9In case of one composite contract on TL, a
authorization letter from TL to TIL for receiving material on TL's
behalf for E&C pupose from the customer avaialble ? MR &
MIV taken from the customer ?10Are all site purchased items
inspected & Material Receipt Advice is prepared
?CStorage,Preservation & Handling1Check the stock ledger
entries for taking the accpeted material (after obtaining MR &
MIV from the customer). 2All the storage, preservation, Handling
instructions are followed as per doc PWR-C-G-17 ?3For all material
received from the turnkey package vendors MR, MIV prepared,
material is taken in stock by entering in stock ledger & then
issued to the concerned vendor on Material Requisition cum Issue
Voucher for E&C?4Is all material stored identified as per the
material identification document ? 5Is there any damage during
storage, if yes are isurance formalities done for such cases ?6Is
rejected material stored seperately in the marked area ?7Is Thermax
owned material which is not to be handed over to the customer
stored seperately & all such material are entered in Thermax
Asset Register ?8 Is physical stock taking carried out once in a
quarter & duly signed report is available ?DMaterial Issue1All
material issued only against Material Requisition cum Issue Voucher
?2Are all MRIV signed by the authorized persons ( is list of
authorized persons from TIL & vendors/contractors available
?)3Is loan register maiantained ? Any material given On Loan basis
is registered in the loan register ?4Is material given on loan
returned back against MRV and within 3 months ? If not value of
such material is debited to the concerned party ?5For all material
issued for sending out for repairs/replacement all documentation
requirement fulfilled (for taking care of reversal of cenvat
credit)6Is such material issued against MRIV ?7Is list of
authorized signatories for issuing gate passes ( Returnable &
Non returnable seperately) available ?8For all material issued
against gate pass is there entry in the gate register ?9Is material
issued against returnable gate pass inspected after receipt &
taken into stock against MRV ?10Is value of material debited to the
concerned party/person in case the material sent out agaianst
returnable gate pass has not come back within 2 months from the
committed date?11Is list of open gate passes made & reviewd by
stores incharge & site incharge periodically ?ELocal / site
purchases1Is a copy of site purchase policy which specifies max
value limit for site purchase avaialable ?2Are all site purchase
indents approved by Project Manager ?3Are purchase indents signed
by site incharge 4Is comparative statement made for every site
purchase order ?5Are comparative statements giving justification of
selection of vendor approved by the project manager ?6Is purchase
order released in the prescribed format with the unique number
within the barrel given by Finance?7Are all other processes like
receipt, inspection, storage, issue etc. followed ?8Is payment made
against Material Receipt Advice (MRA), original bill/invoice from
the vendor, receipt inpsection report ?9Are all documents like
purchase order copy, MRA, receipt inspection report copy, original
bill/invoice, bank voucher etc sent to HO finance ?10Is expense
statement for site purchases made & sent fortnightly to HO
which also has forecast for the next fortnight ?FScrap Handling
& disposal 1Are scrap dealers ( three minimum)in the region
identified & approved (customer code taken)2Are expected rates
for scrap available from HO.3Is scrap register maintained ( As per
the standard format) & details for each site contractor entered
into the same ? Is it updated once in a month after start of the
work by the contractor?4Is scrap generated returned back by the
contractor with the weighment slip through MRV & accordingly
the scrap register & stock ledger is updated ?5Is scrap
generated by the contractor more than the estimated scrap qty ? If
yes is excess scrap generation justification sheet prepared &
got it approved from EPM & Project Manager?6In case
justification given by the contractor is not acceptable, is the
equivalent amount debitted to the concerned contractor ?7Is
reusable material is seggregated from the scrap material &
stored seperately ?8Is scrap material stored seperately &
seggregated according to the type e.g steel, cables, insulation
material, packing material, wooden etc.9Are tender issued to the
scrap delaers for sale of scrap ( min three) alongwith the terms
& conditions ?10Is comparative statement made for every scrap
sale transaction ? Isit approved by site incharge, project manager
& HOD construction ?11If it is single despatch or multiple
despatches in one single day, is DD taken for the full amount for
scrap sale from the selected scrap dealer ? Is DD deposited in bank
max within one working day and informed to HO finance ?12In case of
multiple despatches extending over more than one day, is security
deposite ( around 25% of the total value) taken ? And full amount
receipt is ensured before leaving last vehicle & returning the
security deposit money?13Is empty vehicle & loaded vehicle
weighing slips are avaialble ? In case weighing scale is not
available at site has TIL representive signed & stamped the
empty & loaded vehicle weighing slips ?13Is permission to
release of vehicles received from the Project Manager & HOD
construction before allowing the laoded vehicles to move out of
site ?14Are all documents( e.g invoice, weighing slips, gate
passes, DD details etc) related to scrap material disposal sent to
HO 15Is scrap material of turnkey contractors/vendors allowed to be
disposed off by them as per the contractual provisions?GDisposal of
Excess Material1Is list of excess material and site infrastructure
material prepared & item in the list are inspected for checking
if they can be reused ?2Is this list sent to HO for allocation to
the other projects and list of items which are to be resued
received from HO ? 3Are all the items to be reused/reallocated to
other projects stored seperately ? 4Is the list of items which can
not be reused & hence to be scrapped made and sent ot HO with
the reasons for declaring the same as unfit for reuse ?5Is scarp
sale process followed for the sale of scrap generated out of excess
material ?6Is reuasable excess material sent to the decided project
site with proper documentation?H Security Arrangements 1Fencing for
the storage area2Lock & key arrangements for small & costly
items ?3Single entry & exit point ?4Security guards at all
entry & exit points with proper checking & register for
incoming & out going vehicles & people ?5Proper area
lighting provided ?6Round the clock security guard available
?7Every incoming & out going material/vehicle enetred in the
security register at gate ?ISafetyAs per safety manual fo site, a
separate audit is conducted hence not in perview of this audit.JAre
all formats are as per standard formats as given alongwith the
Materials Manual ?
Sheet2AUDIT CHECK LIST FOR MATERIALS MANAGEMENT AT SITE
POINTS AT HO1Proper cost estimation for resources for site
stores like material handling facilities, security arrangement
avaialble ?2Avaialiability of organisation structure for site
stores3Store incharge & stores assistants identified &
recruited for the site ?4Stores place ( covered, semi covered,
closed )planned based on the scope of supply5Material Handling
contractor finalised6Material identification system finlalised ? (
formal document available?)7Is document giving the maximum scrap
generation for categories like structural steel, plates,
reiforcement steel, pipes, cables, insulation material available
& sent to site?POINTS AT SITEAPlanning at site1Grid plan for
stores avaialable ?2Separate storage areas made e.g open yard,
closed shed, controlled environment stores, scrap yard
etc)3Separate receipt & inspection area ?4Adequate covering
material available ?5Security arrangements made wel before start of
despatch?6Are inputs like unpriced Po copies, material expected to
reach site, commercial dos & don'ts etc7Is stores area planned
& allocated for every turnkey package vendor?BReceipt &
InspectionIn case of damage, short material receipt, transporter's
signature is obtained on the report & a remark is made on LR
also ?1DBRs made & a signed scanned copy is sent to HO daily
?2MDR made & sent to HO within maximum 5 days from the receipt
of material ?3Receipt inspection carried out & RIR is made
& sent to HO within max 5 days from the receipt of material
?4Insurance formalities completed for the damaged material
?5Damaged material stored seperately in the marked area ? 6Are all
boxes/crates repacked after receipt inspection before taking the
same to stores7Material Receipt (MR)& Material Issue Voucher
(MIV) taken from customer for all the received & accepted
material ( For divisible contract from customer i.e TL & TIL
separate contracts)8In case of one composite contract on TL, a
authorization letter from TL to TIL available for receipt of
material for E&C pupose from the customer and MR & MIV
taken from the customer ?9Are all site purchased items inspected
& Material Receipt Advice is prepared ?CStorage,Preservation
& Handling1Check the stock ledger entries for taking the
accpeted material ( after obtaining MR & MIV from the customer)
2All the storage, preservation, Handling instructions are followed
as per doc PWR-C-G-17 ?3For all material received from the turnkey
package vendors MR, MIV prepared, material is taken in stock by
entering in stock ledger & then issued to the concerned vendor
on Material Requisition cum Issue Voucher ?4Is all material stored
identified as per the material identification document ? 5Is there
any damage during storage, if yes are isurance formalities done for
such cases ?6Is rejected material stored seperately in the marked
area ?7Is Thermax owned material which is not to be handed over to
the customer stored seperately & all such material are entered
in Thermax Asset Register ?8 Is physical stock taking carried out
once in a quarter & duly signed report is available ?DMaterial
Issue1All material issued only against Material Requisition cum
Issue Voucher ?2Are all MRIV signed by the authorized persons ( is
list of authorized persons from TIL & vendors/contractors
available ?)3Is loan register maiantained ? Any material given On
Loan basis is registered in the loan register ?4Is material given
on loan returned back against MRV and within 3 months ? If not
value of such material is debited to the concerned party ?5For all
material issued for sending out for repairs/replacement all
documentation requirement fulfilled (for taking care of reversal of
cenvat credit)6Is such material issued against MRIV ?7Is list of
authorized signatories for issuing gate passes ( Returnable &
Non returnable seperately) available ?8For all material issued
against gate pass is there entry in the gate register ?9Is material
issued against returnable gate pass inspected after receipt &
taken into stock against MRV ?10Is value of material debited to the
concerned party/person in case the material sent out agaianst
returnable gate pass has not come back within 2 months from the
committed date?11Is list of open gate passes made & reviewd by
stores incharge & site incharge periodically ?ELocal / site
purchases1Is a copy of site purchase policy which specifies max
value limit for site purchase avaialable ?2Are all site purchase
indents approved by Project Manager ?3Are purchase indents signed
by site incharge 4Is comparative statement made for every site
purchase order ?5Are comparative statements giving justification of
selection of vendor approved by the project manager ?6Is purchase
order released in the prescribed format with the unique number
within the barrel given by Finance?7Are all other processes like
receipt, inspection, storage, issue etc. followed ?8Is payment made
against Material Receipt Advice (MRA), original bill/invoice from
the vendor, receipt inpsection report ?9Are all documents like
purchase order copy, MRA, receipt inspection report copy, original
bill/invoice, bank voucher etc sent to HO finance ?10Is expense
statement for site purchases made & sent fortnightly to HO
which also has forecast for the next fortnight ?FScrap Handling
& disposal 1Are scrap dealers ( three minimum)in the region
identified & approved (customer code taken)2Are expected rates
for scrap available from HO3Is scracp register is manainted &
details for each site contractor entered into the same ? Is it
udated once in a month after start of the work by the
contractor?4Is scrap generated returned back by the contractor with
the weighment slip through MRV & accordingly the scrap register
& stock ledger is updated ?5Is scrap generated by the
contractor more than the estimated scrap qty ? If yes is excess
scrap generation justification sheet prepared & got it approved
from EPM & Project Manager?6In case justification given by the
contractor is not acceptable, is the equivalent amount debitted to
the concerned contractor ?7Is reusable material is seggregated from
the scrap material & stored seperately ?8Is scrap material
stored seperately & seggregated according to the type e.g
steel, cables, insulation material, packing material, wooden
etc.9Are tender issued to the scrap delaers for sale of scrap ( min
three) alongwith the terms & conditions ?10Is comparative
statement made for every scrap sale transaction ? Isit approved by
site incharge, project manager & HOD construction ?11If it is
single despatch or multiple despatches in one single day, is DD
taken for the full amount for scrap sale from the selected scrap
dealer ? Is DD deposited in bank max within one working day and
informed to HO finance ?12In case of multiple despatches extending
over more than one day, is security deposite ( around 25% of the
total value) taken ? And full amount receipt is ensured before
leaving last vehicle & returning the security deposit
money?13Is empty vehicle & loaded vehicle weighing slips are
avaialble ? In case weighing scale is not available at site has TIL
representive signed & stamped the empty & loaded vehicle
weighing slips ?13Is permission to release of vehicles received
from the Project Manager & HOD construction before allowing the
laoded vehicles to move out of site ?14Are all documents( e.g
invoice, weighing slips, gate passes, DD details etc) related to
scrap material disposal sent to HO 15Is scrap material of turnkey
contractors/vendors allowed to be disposed off by them as per the
contractual provisions?GDisposal of Excess Material1Is list of
excess material and site infrastructure material prepared &
item in the list are inspected for checking if they can be reused
?2Is this list sent to HO for allocation to the other projects and
list of items which are to be resued received from HO ? 3Are all
the items to be reused/reallocated to other projects stored
seperately ? 4Is the list of items which can not be reused &
hence to be scrapped made and sent ot HO with the reasons for
declaring the same as unfit for reuse ?5Is scarp sale process
followed for the sale of scrap generated out of excess material
?6Is reuasable excess material sent to the decided project site
with proper documentation?H Security Arrangements 1Fencing for the
storage area2Lock & key arrangements for small & costly
items ?3Single entry & exit point ?4Security guards at all
entry & exit points with proper checking & register for
incoming & out going vehicles & people ?5Proper area
lighting provided ?6Round the clock security guard available
?7Every incoming & out going material/vehicle enetred in the
security register at gate ?ISafetyAs per safety manual fo site, a
separate audit is conducted hence not in perview of this audit.
Sheet3
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