Free Material Coordination Manager Level 6 Course (6Months)

Material Coordination Manager Level 6:

Brief Job Description

Individuals at this job need to coordinate and expedite procurement and flow of materials, parts and assemblies between sections or departments of Manufacturing and R&D, according to production and shipping schedules to ensure timely production of goods.

Personal Attributes

This job requires the individual to coordinate both externally and internally in an organization. The individual should be result oriented, good managers of people at all levels. The individual should also be able to demonstrate skills for information ordering, planning and scheduling, organization, analytical reasoning and clarity of thought, oral expression and comprehension.

Maintain a safe and healthy working environment:

Elements and Performance Criteria

Identify and report the risks identified

To be competent, the user/individual on the job must be able to:

PC1..   Identify activities which can cause potential injury through sharp objects, burns, fall, electricity, gas leakages, radiation, poisonous fumes, chemicals ,loud noise

PC2.    Inform the concerned authorities about the potential risks identified in the processes, workplace area/ layout, materials used etc

PC3.    Inform the concerned authorities about machine breakdowns, damages which can potentially harm man/ machine during operations

PC4.    Create awareness amongst other by sharing information on the identified risks

Create and sustain a Safe, clean and environment friendly work place

To be competent, the user/individual on the job must be able to:

PC5..   Follow the instructions given on the equipment manual describing the operating process of the equipments

PC6..   Follow the Safety, Health and Environment related practices developed by the organization

PC7.    Operate the machine using the recommended Personal Protective Equipments (PPE)

PC8. . Maintain a clean and safe working environment near the work place and ensure there is no spillage of chemicals, production waste, oil, solvents etc

PC9.    Maintain high standards of personal hygiene at the work place

PC10. Ensure that the waste disposal is done in the designated area and manner as per organization SOP.

PC11. Inform appropriately the medical officer/ HR in case of self or an employees illness of contagious nature so that preventive actions can be planned for others

Knowledge and Understanding (KU)

The individual on the job needs to know and understand:

KU1. relevant standards, procedures and policies related to Health, Safety and Environment followed in the company

KU2. basic knowledge of Safety procedures( fire fighting, first aid) within the organization

KU3. knowledge of various types of PPEs and their usage

KU4. basic knowledge of risks/hazards associated with each occupation in the organization

KU5. how to safely operate various tools and machines and risksassociated with the tools/ equipment

KU6. knowledge of personal hygiene and how an individual an contribute towards creating a highly safe and clean working environment

Generic Skills (GS)

User/individual on the job needs to know how to:

GS1.    write basic level notes and observations

GS2.    read safety instructions put up across the plant premises

GS3.    read safety precautions mentioned in equipment manuals and panels to understand the potential risks associated

GS4.    effectively communicate information to team members

GS5.    informemployees in the plant and concerned functions about events, incidents & potential risks observed related to Safety, Health and Environment.

GS6.    question operator/ supervisor in order to understand the safety related issues

GS7.    attentively listen with full attention and comprehend the information given by the speaker during safety drills and training programs

GS8.    use common sense and make judgments during day to day basis

GS9.           use reasoning skills to identify and resolve basic problems

GS10. use common sense and make judgments during day to day basis

GS11. use reasoning skills to identify and resolve basic problems

Ensure implementation of 5S activities at the shop floor & the office area:

Elements and Performance Criteria

Ensure proper sorting of items at the work place

To be competent, the user/individual on the job must be able to:

PC1..     ensure all recyclable materials are put in designated containers

PC2.      ensure no tools, fixtures & jigs are lying on workstations unless in use and no un-necessary items is lying on workbenches or work surfaces unless in use

PC3.      ensure that the operators and other team members are segregating the waste in hazardous/ non hazardous waste as per the sorting work instructions

PC4.      ensure that all the operators are following the technique of waste disposal and waste storage in the designated bins

PC5..     segregate the items which are labelled at red tag items for the process area and keep them in the correct places

PC6..     ensure that all the tools/ equipment/ fasteners/ spare parts are arranged as per specifications/ utility into proper trays, cabinets, lockers as mentioned in the 5s guidelines/ work instructions

PC7.      check for return of any type of extra material and tools to the designated sections and make sure that no additional material/ tool is lying near the work area

PC8. .   oversee removal of unnecessary equipment, storage, furniture, unneeded inventory, supplies, parts and material

PC9.      ensure that areas of material storage areas are not overflowing

PC10.    ensure proper stacking and storage of the various types of boxes and containers as per the size/ utility to avoid any fall of items/ breakage and also enable easy sorting when required

Ensure proper documentation and storage – streamlining & organizing the workplace

To be competent, the user/individual on the job must be able to:

PC11.    ensure that the team follows the given instructions and checks for labelling of fluids, oils lubricants, solvents, chemicals etc and proper storage of the same to avoid spillage, leakage, fire etc

PC12.    make sure that all material and tools are stored in the designated places and in the manner indicated in the 5s instructions

PC13.    ensure that organizing the workplace takes place with due considerations to the principles of wasted motions, ergonomics, work & method study .

Ensure cleaning of self and the work place

To be competent, the user/individual on the job must be able to:

PC14. ensure that the area has floors swept, machinery clean and is generally neat and tidy in case of cleaning, ensure that correct displays are maintained on the floor which indicate potential safety hazards

PC15..   ensure workbenches and work surfaces are clean and in good condition

PC16..   ensure adherence to the cleaning schedule for the lighting system to ensure proper illumination

PC17..   ensure all recyclable materials are put in designated containers

Ensure standardization

To be competent, the user/individual on the job must be able to:

PC18.    ensure that daily cleaning standards and schedules to create a clean working environment are followed across the plant

PC19..   ensure all recyclable materials are put in designated containers

PC20. . ensure logical and user friendly documentation and file management for all activities across the plant and create guidelines around standardization of processes

PC21.    ensure timely creation and sharing of the 5s checklists

PC22.            ensure that the 5s manual are available as per the timelines Ensure sustenance

To be competent, the user/individual on the job must be able to:

PC23.    ensure team cooperation during the audit of 5 s activities

PC24.    ensure that workmen are periodically trained to address challenges related to 5s

PC25..   participate actively in employee work groups on 5s and encourage team members for active participation

PC26..   oversee that the staff/operators are trained and fully understand 5s procedures

PC27. . ensure that all the guidelines for what to do and what not to do to build sustainability in 5s are mentioned in the 5s check lists/ work instructions and are easily searchable

PC28.    ensure continuous training of the team members on 5s in order to increase their awareness and support implementation

PC29.    ensure that all visual controls, notice boards, symbols etc at the manufacturing place are created, working and are put up as per the requirement

Knowledge and Understanding (KU)

The individual on the job needs to know and understand:

KU1.    relevant standards, procedures and policies related to 5Sfollowed in the company

KU2.    have basic knowledge of 5S procedures

KU3.    know various types 5s practices followed in various areas

KU4.    understand the 5S checklists provided in the department/ team

KU5.    have skills to identify useful & non useful items

KU6.    have knowledge of labels , signs & colours used as indicators

KU7.    Have knowledge on how to sort and store various types of tools,equipment, material etc

KU8.    know , how to identify various types of waste products

KU9.    understand the impact of waste/ dirt/ dust/unwantedsubstances on the process/ environment/ machinery/ humanbody

KU10. have knowledge of best and environment protective ways ofcleaning & waste disposal

KU11. understand the importance of standardization in processes

KU12. understand the importance of sustainability in 5S

KU13. have knowledge of TQM process

KU14. have knowledge of various materials and storage norms

KU15. understand visual controls, symbols, graphs etc

Generic Skills (GS)

User/individual on the job needs to know how to:

GS1.    write basic level notes and observations

GS2.    note down observations (if any) related to the process

GS3.    write information documents to internal departments/ internal teams

GS4.    read 5S instructions put up across the plant premises

GS5.    effectively communicate information to team members inform employees in the plant and concerned functions about 5S

GS6.    question the process head in order to understand the 5S related issues

GS7.    attentively listen with full attention and comprehend the information given by the speaker during 5S training programs

GS8.    use common sense and make judgments during day to day basis

GS9.           use reasoning skills to identify and resolve basic problems using 5S

GS10. persuade team members to follow 5 S

GS11. ensure that the team members understand the importance of using 5 S tool

GS12. use innovative skills to perform and manage 5 S activities at the work desk and the shop floor

GS13. exhibit inquisitive behaviour to seek feedback and question on the existing set patterns of work emerge, techniques in CA/CI around 5 S work practices

GS14. do what is right, not what is a popular practice

GS15. follow shop floor rules& regulations and avoid deviations

GS16. lead by example in the plant premises while performing activities related to 5S

GS17. ensure self-cleanliness on a daily basis

GS18. demonstrate the will to keep the work area in a clean and orderly manner

GS19. accept additional responsibility for self and the team

GS20. encourage self and other to take greater responsibilities for managing 5S

GS21. identify obstacles and bottlenecks in the process and find basic level solutions for removing these obstacles

GS22. use previous experience in resolving problems and taking decisions

GS23. make timely and independent decisions on the line/ shift within the boundaries of the delegation matrix of the organization

Materials Planning & Co-Ordination:

Elements and Performance Criteria

Working on material schedules/plan

To be competent, the user/individual on the job must be able to:

PC1..    coordinate with the central planning/ marketing department for working out the material requirement plan on monthly , quarterly and annual basis

PC2..    arrive at the material schedule and segregate the materials based on sourcing locations, capacities, processing time, etc. i.e. store-stocks and domestic/overseas vendors

PC3..    prepare the material schedule separately for the stores and vendors

Intimation to stores and scheduling the vendors

To be competent, the user/individual on the job must be able to:

PC4..    send the prepared schedule to the in-house stores and vendors separately and update in sap

PC5..    coordinate with stores for gauging the physical availability of materials based on the existing inventory

PC6..    follow up with all the vendors for receiving the delivery status of materials as per schedule

PC7..    assess the schedule & quantity of materials to be sourced from vendors based on the stores feedback for the stocks.

Assessing the availability

To be competent, the user/individual on the job must be able to:

PC8..    collect material delivery status vis–vis capacity of the shop floor to meet the customer delivery requirement.

PC9..    ensure availability of sufficient material in stores against the schedules allowing for interim steps e.g. inspection, shop floor processing

PC10.. co-ordinate to issue the materials through organizational sop /erp through stores- staff.

Periodic , Long term Actions

To be competent, the user/individual on the job must be able to:

PC11.. in case of non-availability take actions according to fallback action plans.

PC12.. review of capacities & delivery performance of vendors to decide on corrective and improvement actions

PC13.. prepare budgets, KRAs in CI areas for QCT (Quality Cost, time targets) .

PC14.. manage stocks and timely deliveries etc for change management

Knowledge and Understanding (KU)

The individual on the job needs to know and understand:

KU1.    product portfolio of organization

KU2.    the manufacturing processes of organization

KU3.    layout for identification of material storage locations in each plant

KU4.    the list of approved vendors for the outsourced materials

KU5.    protocol for communication regarding materials requirement among the various departments of the organization

KU6.    APQP procedures for development of new vendors/ additional capacity.

KU7.           Change management for ECN /PCN (Engineering /Process change note)

KU8.           manufacturing process & time /scheduling being followed for each product

KU9.    vendor environment : capacity, capability, cost structures, delivery time, reliability factors

KU10. raw materials being used for manufacturing of each product

KU11. physical and chemical properties of each material

KU12. storage conditions required for each material

KU13. packing and transportation methods for each material

KU14. the complete knowledge of information flow for material requisition , tracking and dispatch

KU15. usage knowledge of information systems like SAP , ERP etc

KU16. procedures involved in import/ export of materials such as customs, duty structures, special packing requirements , dealing with freight agents

Generic Skills (GS)

User/individual on the job needs to know how to:

GS1.    interpret the material requirement plan

GS2.    prepare the material requirement schedule for both stores and vendors

GS3.    read and interpret laws regarding import/ export

GS4.    document all the material inventory related data in ERP / form of spreadsheets using MS Excel

GS5.    communicate with the vendors and the in-house departments involved for gathering data about material availability.

GS6.    conduct telecom/ video conferences for long distance co-ordination

GS7.           distribute workload for ensuring timely delivery from all the vendors

GS8.           share operation knowledge with colleagues

GS9.    plan the material availability ,data gathering activity in an efficient and timely manner

GS10. work on fall back action plan in the environment of vendors, transport mechanisms and organizations capacity/ capability

GS11. Work on immediate / short term as well as long term plans for the organization .

GS12. identify problems (technical and non-technical), disruptions and delays

GS13. use escalation procedures

GS14. Keep abreast of special events such as holidays/ work calendars / maintenance shutdowns of vendors & organization and work around so that the final schedules are met.

Co-Ordination of Vendors for BO Parts:

Elements and Performance Criteria

Receipt of delivery schedule

To be competent, the user/individual on the job must be able to:

PC1.. based on the material requirement schedule circulated earlier to each vendor , follow up with each vendor and acquire the delivery schedule through sap for respective materials

PC2.. record the lead time for materials delivery from vendors warehouse to the plant

Prioritization of materials

To be competent, the user/individual on the job must be able to:

PC3.. follow up with production department and gather data about immediate material requirements for each manufacturing process

PC4.. based on the lead times data, prepare the list of the materials that would be immediately available in plant

Consolidated procurement schedule

To be competent, the user/individual on the job must be able to:

PC5.. prepare a consolidated material procurement schedule for each vendor keeping the immediate requirements materials on high priority followed by next immediate material and so on

PC6.. manage supplies for each vendor keeping in mind the lead time while preparing the procurement schedule

PC7.. once prepared , update the schedule in sap and float it to each vendor separately

Knowledge and Understanding (KU)

The individual on the job needs to know and understand:

KU1.    the manufacturing processes of organization

KU2.    classification of materials based on the criticality and quality

KU3.    the list of approved vendors for the outsourced materials

KU4.    list of alternate vendors in case of emergency and crisis situations

KU5.           time requirement for the entry stage procedures e.g. receipt inspection.

KU6.    manufacturing process being followed for each product

KU7.    raw materials/ cycle time being used for manufacturing of each product

KU8.    physical and chemical properties of each material

KU9.    methodology followed for classification of materials based on criticality and quality

KU10. the vendor- organization environment for capacity, capability, cost structures, time cycles etc.

KU11. the complete knowledge of information flow for material tracking and dispatch

KU12. usage knowledge of information systems like SAP , ERP etc

Generic Skills (GS)

User/individual on the job needs to know how to:

GS1.    read the delivery schedule in SAP

GS2.    prepare the material procurement schedule for vendors

GS3.    document all the material procurement related data in form of spreadsheets using MS Excel

GS4.    communicate with the vendors for gathering data about material delivery status

GS5.    coordinate with executives in production department for gathering material requirements priorities

GS6.    Conduct telecon / video conferences

GS7.    distribute workload for acquiring delivery information from all the vendors

GS8.    share operation knowledge with colleagues

GS9.    plan the material procurement schedule in an efficient and timely way

GS10. identification of problems (technical and non-technical), disruptions and delays

GS11. escalation procedures

GS12. working with a fall back action plan in the event of delivery failures.

GS13. decide and procure material from alternate vendors in case of nonadherence of material schedule by any vendor

Assessment Guidelines

1. Criteria for assessment for each Qualification Pack will be created by the Sector Skill Council. Each Element/ Performance Criteria (PC) will be assigned marks proportional to its importance in NOS. SSC will also lay down proportion of marks for Theory and Skills Practical for each Element/ PC.

• The assessment for the theory part will be based on knowledge bank of questions created by the SSC.

• Assessment will be conducted for all compulsory NOS, and where applicable, on the selected elective/option NOS/set of NOS.

• Individual assessment agencies will create unique question papers for theory part for each candidate at each examination/training center (as per assessment criteria below).

• Individual assessment agencies will create unique evaluations for skill practical for every student at each examination/ training center based on these criteria.

• To pass the Qualification Pack assessment, every trainee should score the Recommended Pass % aggregate for the QP.

• In case of unsuccessful completion, the trainee may seek reassessment on the Qualification Pack.