EDUC hai Ui i) (A Govt. of India Enterprise) OFFICE OF THE CHIEF GENERAL MANAGER : CALCUTTA TELEPHONES 10, GIRISH CHANDRA BOSE ROAD, KOLKATA - 700014, File No. DGM/NWP & D/CFA/ PID/2023-24 Dated 10.04.2023. To AIL DGM/BA, CTD/BSNL. Ref No, : BSNLCO-COMN/18(11)/9/2022-MMP Dated 20.02.2023 of OSD-Dir(Ent.), CO, BSNL. LOCs' Stock data in Physical Inventory Document(PID) 1 FY 2022-23 and compl PID Nos. for each SLOC under your area have been created by the BSNL, CO. The complete list is attached below. The respective SLOC-in-charge needs to complete the PID process as per the attached manual within 30.04.2023 positively. Sub: Entry This is for your information and necessary action. Mowowm Ver __ \/047 a DGM/NWP & D/CFA CTD, BSNL.Office of Director(Enterprise) i 7 ana tan fam fafies 3° floor, BSNL Bhawan (soe re HC Mathur Lane, Janpath BHARAT SANCHARNIGAM LIMITED New Delhi - 110001 (Gon of ina Enterprise) FileNo: —_BSNLCO-COMN/18(11)/9/2022-MMP Date: Feb 20, 2023 To, All CGMs (except Kerala, CNTX South and Gujarat Circle) BSNL ‘Sub: Rollout of Centralization of MM process and Consolidation of Stores in all BAS Ref: 1. Letter No. BSNLCO-COMN/18(11)/9/2022-MMP from CMD dated 30-11-2022 2. Letter No. BSNLCO-COMN/18(11)/9/2022-MMP_ dated Dec 05, 2022 3. Letter No. BSNLCO-COMN/18(11)/9/2022-MMP dated Jan 20, 2023 Kindly refer to the letters above, regarding of streamlining of Material management process in BSNL. Initially the process for streamlining of MM process was planned to be implemented in the POC BAs, The Physical Verification, Consolidation of Stores and Centralisation of processes of Inventory control, Procurement and Claims Office have been completed in the POC BAS. In view of the successful implementation of the processes in the POC BAs, it has been decided to rollout the activity of Physical Verification of Inventory, Consolidation of Stores and Centralisation of Inventory control, Procurement and Claims Office activities in all the BAs of the BSNLin a time bound manner as per the details given below. Decision Taken and to implemented (reiterated from the reference letter No 2) A) Inventory 1) One time Physical stock taking on factual basis and posting of difference vis-a-vis that on SAP, by the competent Authority. 2), Rationalization of Material Stores a) One per OA — for receiving from stock from Vendor and inter BA transfer b) One per SDCA~ to ensure close proximity to the user ©) Exclusion: Rationalization of Service Stores, Sales stores 3) Centralization of Store Management by central Store management team under MM Cell of BA, for all SDCA stores under BA. The issue and receipt of all the stores to be done by Store ~ Incharge in MM cell. The store to be physically issued by the store lineman based on the Gate Pass. B) Procurement 1) Centralization of Procurement by purchasing team under MM Cell of BA. This team will receive requirement, float tenders, enter into agreement with vendor, and issue PO. POs will be issued only by MM cell of BA. Necessary changes in Roles & Authorizations in ERP shall be ensured. Vp Scanned with CamScannerOffice of Director{Enterprise) yy a UN frm fetes 3" floor, BSNL Bhawan 0 (aren rere an a) HC Mathur Lane, Janpath BHARAT SANCHAR NIGAM LIMITED New Dethi~ 110001 {A Gao Ente) 2). Only Claims office to receive bills from vendor, perform Invoice Verification and process for approval. The requirement of endorsements on the physical copy of invoices by field officers has been dispensed with. Their ERP record of receipt of service / material will be final. Facilitation for entry of deficiencies in receipt of Goods (MIGO) & Services (S85) by field functionaries shall be ensured. Field Functionaries shall verify receipt in quantity terms in ERP, and indicate the metric for calculation of applicable LD, i.e. count/ length/weight of goods and number of days or quality of work or adherence to SLA in terms of days or percentage for services. 3) A Vendor Relation Section under MM Cell to be formed to handle all vendor Related issues. The structure of MM cell in Business Area, their corresponding responsibilities and process after realignment are given in letter under Reference No 2. In view of Centralisation of activities, the BA heads may ensure availability of sufficient staff to execute the functionalities of MM Cell. Action Plan with timelines (L1, L2 and L3 of MM (ERP)) to be involved in implementation) 1) Completion of Backlog of stores i.e. pending issue/receive of material & also clearing the transit Inventory. (By Feb 28, 2023) 2) Completion of backlog of pending POs, Deliveries and Bill Processing on SAP (By Mar 31, 2023). 3) Identification of Masters (By Mar 10,2023) a) Identifying SDCA and OA Store b) Identification of position = who will be the physical custodian of the SDCA and OA stores. © Under MM Cell who will be handling stores activities for the BA. © Who will be handling Procurement activities for the BA + For Claim Officers + Who will be Handling Vendor Relations 4) Centrally Granting Authorisation to all the identified positions on Mar 20, 2023) 5) Generation of all PID (Physical Inventory Document) documents centrally ~ Mar 5,2023. 6) Claim Cell to make a system for receiving of invoices and giving acknowledgement to the vendor (Mar 15, 2023). 7) Physical Counting of Inventory (by Mar 31, 2023) 8) Posting of differences found. (by Apr 15, 2023) 9) Transfer of material Stores to SDCA Stores and Go-Live (withdrawal of Authorisation) (by May 15, 2023) 10) Centrally removal or blocking of empty material stores on May 31 30, 2023 11) Feedback and submission of Compliance Checklist by BA head by June 15, 2023. ¢ pe fs Scanned with CamScannerOffice of Director(Enterprise) 3 floor, BSNL Bhawan HC Mathur Lane, Janpath New Delhi - 110001 en BHARAT SANCHAR NIGAM LIMITED (AGovt Ina Esierets) Team Involved The L1 (MM), L2, and L3 (MM) will be responsible for overseeing the implementation of the new processes at the BA, Circle, and Zonal levels respectively. They will act as the nodal officers for the project and will have the following responsibilities: 1) Monitoring the progress of implementation 2) Ensuring that timelines are being followed 3) Maintaining alignment with the L1, L2, L3 and project team 4) Escalating any doubts or concerns to the project team and Unit head 5) Providing regular updates to their superiors (L3 to Project Management, 2 to Circle Head, and Li to BA head) 6) Adhering to guidelines issued by the project team 7) Ensuring that all activities are completed within the specified time frame (12). You are requested to implement the MM process in your Circle according to the timelines so that the project can be completed within the targeted time. For more clarity, the letters enclosed and referred may be read. Any query / issue/ suggestions/ feedback/ experience may be shared to the mail id: bsnl.mm.process@gmail.com. This communication will help in the implementation of the project. nnn This has the approval of the Competent Authority. (05D —Dir(Enterprise) Enc 1) Copy of letters referred in Reference 1, 2 and 3 Copy to: 2). Dir(Ent.)/Dir(CFA)/Dir(HR}/Dir(CM)/Dir(Fin), BSNL Board for kind Info pl. 3) PGM(PF) for info pl. 4) PGM (ERP) All Zones , to participat 5) CGMITPC, Pune for info pl. 6) All BA Heads BSNL deployment of the project. Scanned with CamScannerPhysical Inventory verification process, Material wise posting of difference in Inventories. “PI. take care that physical inventory document{PID] creation(Mi01), its count entry(Mi04) and finally its posting(Ml07) must be done in the same financial month i.e. if PIDis created on 07.06.2014, then its count entry and posting must be completed by 30.06.2014 of June 2014 Step 1: To check the inventory Details of the particular material. Run T-Code MMBE. Enter ‘material code and plant »_ e V8 O9e One coos Re om a = — g — = @ Quantity of material may be noted. Step-2 Run MIO1 by the user who is having the requisite roles.a 74H e@es Create Physical Inventory Document: ons = 00> crosses ° Use T Code MIO1 for creation of physical inventory document. Enter Plant and storage location and press enter to go to next window.© 748 ©@@ OMe ODDO OD Create Physical Inventory Document: New Items ©. 7 ero teste Ps en De 2c nse 0 es a * Then Physical inventory document will be createdStep:3 2. Now Use MI04 to create inventory count document. Enter the document number and fiscal year and press enter. —— [Enter inventory Count: Initial Sereen © 48 Cee SHE O0DS BH OR | Enter inventory Count 4000000071: Collect.Processing BA 2 Prater rity Sze Caet OnerCout bern “tame my wt 20 "Sesser 7Enter the physically verified count of the material. Click save Button « 7¢H Oe CMR COONAN OM Enter ventory Count: Ina Sereen Bo eracon eo) step-4 Run MI20 to see the list of inventory difference.rs . “48 oe Caw SOOT ORM OB List of inventory Dierences TE CL FEED rononweree cragecam urea aetvnpone coer ay sco srowaes om oe Step 5 3, Use MIO7 to post inventory difference. Click on Save /Post differences directly by IFA only _— Then again run MMBE to verify the inventorySL.NO.|PLANT|stoc| _PID(Physical Inventory Document) No. 3501 | 1045 100021712 3501 [1046 100021713 3501 | 1047 100021714 1_| 3501 | 1000 100021677 2__[ 3501 [1007 100021678 3__| 3501 [1003 100021679 4 | 3501 [1004 100021680 5_| 3501 | 1005 100021681 6 | 3507 | 1006 100021682 7_| 3501 | 1007 100021683 8__| 3501 | 1008 100021684 9 3501 | 1010 100021685 10_| 3501 | 1011 100021686 u1_| 3801 [1017 100021687 12_| 3501 | 1078 100021688 13_| 3501 [1019 100021689 14_| 3501 | 1021 100021690 15 | 3501 | 1023 100021691 je_| 3501 | 1024 100021692 17_| 3501 | 1025 100021693 ig_| 3501 | 1026 100021694 19 | 3501 | 1027 100021695 20__| 3501 | 1028 100021696 21__| 3501 | 1029 100021697 22__| 3501 [1030 100021698 23 | 3501 | 1031 100021699 24__| 3501 [1032 100021700 25 | 3501 | 1034 100021701 26 _| 3501 | 1035 100021702 27__| 3501 | 1036 100021703 28_| 3501 [1037 100021704 29_| 3501 [1038 100021705 30__| 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3501 | 7006 100021783 toe_| 3501 | 7007 100021784 109_| 3501 | 7008 100021785 110_| 3501 | 7009 100021786 111_| 3501 | 7070 100021787 112_| 3501 | 7011 100021788 113_ | 3501 | 7012 100021789 114_| 3501 | 7013 100021790 115_| 3501 | 7015 100021791 116_| 3501 | 7076 100021792 117_| 3501 | 7017 100021793 118_| 3501 | 7018 100021794 119_| 3501 | 7019 100021795120_| 3501 | 7023 100021796 121_| 3501 | 7027 100021797 122_| 3501 [7031 100021798 123_| 3501 | 7033 100021799 124 _| 3501 [7038 100021800 125_| 3501 | 7039 100021801 126_| 3501 | 7047 100021802 127_| 3501 | 7042 100021803 128_| 3501 | 7043 100021804 129_| 3501 [7044 100021805 130_| 3501 | 7046 100021806 131_| 3501 | 7051 100021807 132_| 3501 | 7052 100021808 133_| 3501 | 7056 100021809 134_| 3501 | 7058 100021810 135_| 3501 | 7059 100021811 136_| 3501 | 7061 100021812 137_| 3501 | 7062 100021813 13e_| 3501 [7063 100021814 139_| 3501 | 7064 100021815 140_| 3501 | 7066 100021816 141_| 3501 [7071 100021817 142_| 3501 | 7072 100021818 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251_| 3501 [7378 100021927 252_| 3501 | 7385 100021928 253_| 3501 | 8241 100021929 254} 3506 } 2000 100021930