3.

4 Store management
To get good store handling without wasting the materials or working hours of laborers due to
the finishing of material the site manager should keep close associated with storekeepers. Main
stores managed site store. Storekeeper should maintain the following records. (See Annexes)

Stores Material and Service Requisition

Goods Received Note

Gate Pass

Material Requisition

Transfer Vouchers

Issue / Receipt Voucher

3.4.1 Stores material and service requisition

If a material is nor available or not in sufficient quantities in the site the storekeeper
should inform the resident agent about the stock level. To transfer purchasing through the head
office stores requisition is prepared. Then certified it by resident agent and forwarded to the head
office.

3.4.2 Purchasing Procedure

The materials required to the site should be estimated taking measurements by the help of
norms, drawings etc. this is done by the technical staff in the site. Also they should order them
before commencing the particular item or before finishing the particular materials in the site.
For this purpose they should prepare a Goods requisition (G.R.) to order them with the approval
of P.M. or R.A. Then the G.R. is sent to the supply division of head office. Then supply division
is sent purchase orders for the quotation procedures for the suppliers. In the G.R. sheet the details
of required materials such as quality, quantity, and description should be entered.
The technical staff should check the quality of the materials when they are received to the site
and the storekeeper should check the quantity. Then the storekeeper should certify that the
materials are received by providing goods receiving note (G.R.N). By providing this G.R.N to
the head office the supplier will be paid.

The storekeeper should transfer the details in the G.R.N to the store ledger or stock cards. The
stock card contains the details of the quantity received or issued with the dates, quantity in
balance etc. by checking the stock card the quantity in hand of any material can be easily found.
There are different stock cards for each item. Also each transaction materials are entered
to a proof sheet daily. These proof sheets should be sent to the head office at the end of every
month.
The technical staff can be obtained the materials by offering a material requisition to the
storeroom. When transferring an item or materials to another site material departure note will be
provided.

All stock cards shall be serially numbered in the stock card register and stores ledger
cards must be similarly numbered and recorded in the ledger card register.
All stock cards/ stores ledger cards in use shall be serially numbered and each card
should carry the p.m,s signature.
All consumables, other than stationary items in the site shall be entered in the stores
ledger cards. Only one stock card should be used for a specific item.
All inventory items; loose tools and stationary shall be entered in the stock cards.
All items purchased and brought to the site shall be immediately entered in the stock
cards or stores ledger cards depending on the item purchased.
All issues shall be entered in the stock cards or stores ledger cards at the time of issue.
The specimen signature of these nominated to authorized issues shall be maintained
in the stores and the main security post.
No material shall be transferred to other sites without a material transfer note and
without the approval of R.A or his nominee. Any transfer of excess materials to the
central stores shall be done only with the central managers prior approval.

 All material transfer notes shall carry the value of each item.
The receipt of goods sent on transfer notes shall be acknowledged by the receiving
site and the acknowledgement copy of the material transfer note shall be promptly
dispatched to the issuing site certified by the R.A or his nominee.
No material shall be taken out of the site without a transfer note and gate pass raised
by the storekeeper and signed by the R.A or his nominee.
In transferring plant and machinery, the special transfer note MP/3 with copy to
mechanical engineer (operations) should be issued. Normal material forms shall not
be used for this purpose.

After the requested materials are received to the site, the storekeeper prepares the Good
received Note by checking quantity received and Technical officer checks the quality of the
materials or service (machines) received thoroughly. Appointed officer in charge must give the
final approval.

3.4.3 Material requisition

When material requirement is originated, Officer has to fill this form and sign it, worker
gives it to stores, and storekeeper issue requested quantity for the worker.

3.4.4 Transfer voucher

To transfer any equipment or material from one site to another site or head office store to
site, transfer voucher is issued

3.5 Role of consultant

Consultant is agent of client who carried out the work for him and he has to design and
prepare the details of the project to the satisfaction of the client. He has to administer the work
until its completion
In this task, a consultant has to give details and certification wherever necessary. He has to

Supervise the work

Review the progress and propose remedial action

Inspect and certify the bills

Inspect and certify the quality of work

Check and approved the new rates, day works, variation orders

Check and approved the quality of material

Supervise the rectification work during maintenance orders

Issue a certification of completion at the end of the project

3.6 Security of site

Security is an important factor in any construction work. Following points should be
considered with respect to site security.
The site area should be properly barricaded with one gate for employees and another for
vehicles.
Stores should be located at a place where all sides of stores can be seen from the existing
security points.
The Labor huts should be as far as possible from stores and the site office.
Walls of the stores should be up to roof level. Materials, which cannot be kept within the
stores, should not be kept close to the boundaries of the site; they should be close to the security.