Unique Group of Institutions

Standard Operating Procedures

Pre – Purchase:

1. Every admin of the respective campus/department will send request/requisition on IMS which
will also link with email and campus principle or department head will be in C.C.

2. Admin Department will analyze the request and will see whether, we can give them that
particular item/s from excess stock or we have to purchase it.

3. If any campus wants the new stock, though, we have that stock in excess, so in case, that
campus or department admin will take approval from Senior principle (Sir Dar) and send an
email with Sir Dar and campus/admin head in C.C.

4. Upon approval from admin department, the purchase would come into place.\

Post – Purchase:

1. When the item will purchase, then the receipt would be share with admin department.

2. The admin dept will then put purchase entries in IMS and then issue to the respective campus /
department.

3. Admin department will generate particular bar codes for those particular products.

4. After that, admin department will paste the bar code sticker and also write with permanent
marker for long term period visibility.

5. Till the admin department not paste and write code numbers, the stock items will not be
installed because of safety issues. The items can be exhaust fan, ceiling fan, LED light 50 watt,
AC etc.

Example:

Suppose, Campus 408P needs 2 office tables. They make a request in IMS with the approval of
Campus principle with mail to amstock@unique.edu.pk. with all the required essentials like
details of product and with approvals of campus heads and inclusion of campus head in C.C. then
admin dept process that request.

After that, approval will be done for purchase and the process of purchase will get started. When
the purchase of 2 office tables will complete. Then the receipt will be shared with admin
department for entry of stock in IMS and issue to 408P.

Transfer

1. Every admin of the respective campus/department will send request/requisition on IMS which
will also link with email and campus principle or department head will be in C.C.

2. Admin Department will analyze the request and will see whether, we can give them that
particular item/s from excess stock or we have to purchase it.

3. If we have that particular stock item available in our excess stock then we we will transfer that
stock to that respective department / campus.

4. Admin department will return the stock and issue to respective department in IMS.

5. The campus who needs that stock will be responsible for transportation of the stock.

6. The gate pass will be generated with their bar codes and other details

7. On gate the guard will final verify the stock with gate pass.

8. The gate pass should be deliver to admin department on the same day for assurance.

9. The gate pass should be deliver to admin department before 5 pm.

Example

Let’s say, admin department got a request from campus 32B of 2 office chairs and 2 executive
chairs in IMS and email as well with all the required essentials like details of product and with
approvals of campus heads and inclusion of campus head in C.C. then admin dept process that
request and analyze that these 4 items are already available in excess stock in campus 106A in
IMS.
Therefore, admin department will return this stock from 106A and issue to 32B in IMS. After
that 32B will be responsible for transportation of that stock from 106A. When the stock items
coming out from 106A then gate pass will be generated with code numbers and guard of 106A
will verify that items. The gate pass will be sent to admin department on same day for assurance.

Excess:

1. At the end of every month, every campus/department admin will send the report of excess
stock available in their campus through email.

2. The stock will be considered excess stock which is in useable condition. The scrap and
damaged stock will not be considered in this list.

3. Every campus will keep that excess stock in their own campus with due care.

Damage & Scrap:

1. At the end of every month, every campus/department admin will send the report of damage
and scrap stock available in their campus through email.

2. After the analysis of request by admin department, the admin department will sale the scrap
and fully damage stock.

3. The damage stock which is in repairable condition and can be use in a good working condition
then those products would be repair.

Store:

1. Every campus/ department admin will ensure that there will be no useless items will keep in
store.

2. Only the excess, damaged or scrap (wastage iron, plastic, copper wires, aluminum, batteries,
AC and other furniture and electrical items) material will be placed in store.

3. At the end of every month, every campus/department admin will send the report of store stock
through email.

4. Every month the report should be updated with proper bar codes and quantity.
Audit:

1. During Audit, the particular campus whose audit will being auditing, that campus will not
transfer, issue, return and purchase any item which can disturb the audit process till the whole
audit process of that respected campus is completed and enter data into IMS.

2. Admin depart can initiate audit any day any time with any notice and that particular campus or
department will cooperate with audit team.

3. After audit if there are any discrepancies shown in report or there will be some deficit in stock
then the particular campus/department will be answerable and pay the price of missing items.

Other Sop’s:

1. No Department/Campus has a sole Authority to purchase electronic and furniture own their
own.

2. The picture of stock which will move, should be shared on Email.

3. If the item or stock is washable or polish able or there is a chance of removal of tag. Then it is
the responsibility of the respective campus/department to note that code number and after the
removal, the campus admin will again note down that code on that stock item.

4. At the end of every month, the respective campus or department will inform us the additions
or subtractions of the stock in written form along with their bar code numbers.

5. In IMS, there is an option in Issued section “Verified”. The respective campus when receive
that stock, will verify on IMS for record.

6. For much more easy and convenient communication and follow-ups, a WhatsApp group is
made. Therefore every admin will get in touch and will post any query related to stocks in
WhatsApp group any time.