Free Manager Stores Operation Level 5 Course (6Months)

Manager Stores Operation Level 5:

Brief Job Description

Individuals at this job need to manage all aspects of material viz. safe receipt, storage-stock, retrieval and issue/ dispatch for the Manufacturing and R&D processes of an organization adhering to the laid down SOP and schedule requirements.

Personal Attributes

This job requires the individual to work on a shop floor based job for long hours. The individual should be result oriented. The individual should also be able to demonstrate skills for information ordering, organization, analytical reasoning, problem solving, time management, interpersonal, 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

Work on the Requirement plan from Materials /Planning department:

Elements and Performance Criteria

Receipt of material schedule/ PO/WO

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

PC1..    coordinate with the materials department for acquiring the raw material requirement plan on monthly , quarterly and annual basis

PC2..    co-ordinate with ppc/ marketing department for dispatch schedules to various customers/ locations etc.

Assessing the availability , documentation

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

PC3..    assess the physical quantity for each material present in the warehouse vis-vis the requirement and prepare the list of materials that are in sufficient quantity

PC4..    in case of sufficient material availability in stores , issue the materials from sap using fifo system and coordinate with material handling team / equipment for sending it to the shop floor

PC5..    complete the documentation, entries in the system. manage data storage related to msds , traceability ,material testing etc.corresponding to received and issued material.

PC6..    work with materials planning & co-ordination team members for day-to day as well as short/ long term planning activities.

PC7..    plan for material handling & transport vehicles based on the days load for receipt and dispatch.

Actions to meet the gaps, overall responsibility

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

PC8..    decide on hiring external facilities with due approvals of seniors & or freight budget provisions .

PC9..    work on fall back action plan in case of failures of quantity , timeliness in materials.

PC10.. draw & modify short term / long term action plans for storage ,mh, preservation methods , equipment & facilities ,manpower etc.

PC11.. work on continuous improvement projects in ones own area.

PC12.. work for physical stock taking, inventory verification,

PC13.. work for KANBAN, JIT , Milk-run requirements in case adopted by the organizations concerned etc

PC14.. work for preservation of material, actions on material disposal, rejected material , production scrap etc.

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

KU5.    agencies on contract for material handling equipment, casual manpower

KU6.    protocol for periodic activities such as budget planning, Inventory stock taking, disposal of rejection/ scrap generated in production process, stock preservation etc

KU7.    manufacturing process being followed for each product

KU8. raw materials being used for manufacturing of each product

KU9.  physical and chemical properties of each material

KU10. storage conditions required for each material

KU11. packing and transportation methods for each material

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

KU13. knowledge of inventory management systems like FIFO , LIFO etc.

KU14. KANBAN card details updation in SAP system (if applicable)

Generic Skills (GS)

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

GS1.    interpret the material requirement plan

GS2.    document all the material inventory related data in ERP or SAP / form of spreadsheets using MS Excel

GS3.    communicate with the Materials department & other interfaces in the organization.

GS4.    distribute workload for acquiring inventory information for all the materials present in warehouse among workers

GS5.    share operation knowledge with colleagues and co-workers

GS6.    to organize the material inventory capturing activity in an efficient and timely manner

GS7.    to take steps continuously to address the gaps

GS8.    identification of problems (technical and non-technical), disruptions and delays

GS9.    escalation procedures

GS10. Short term / long term planning strategy in the vendor-organization environment.

Organize & Plan the procurement & address the shortages:

Elements and Performance Criteria

Prioritization of materials

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

PC1..    prioritize the materials based on the immediate and future requirements of the shop floor

PC2..    co-ordinate with planning department for finalizing the priorities for each shortage material

PC3..    dynamically update the lists based on suitable, agreed frequency with the user interface in

the organization

Information of shortages

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

PC4..    submit the finalized list of shortage raw materials to the materials department

PC5..    update the list of shortages in sap

PC6..    coordinate with the materials department to get a rough estimate of the expected delivery lead time for all these materials

PC7..    inform the production/ marketing department about expected period of availability in warehouse for each of the shortage raw material

Follow up with Materials department

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

PC8..    take a daily follow up with materials department about the material procurement/shipment status

PC9..    inform about the shipment status also to production department on daily basis

Working methodology

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

PC10.. make changes in the working methodology in consultation with the interfacing departments in the organization.

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. storage and transportation media for materials from vendors warehouse to the organization

KU4. protocol for communication regarding materials requirement among the various departments of the organization

KU5. raw materials/ BOF parts being used for manufacturing of each product

KU6. physical and chemical properties of each material

KU7. methodology followed for classification of materials based on criticality and quality

KU8. the complete knowledge of information flow for material tracking and dispatch

KU9. 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 of materials/ WO/PO in SAP

GS2.    document all the material classification related data in form of spreadsheets using MS Excel

GS3.    communicate with the Materials department for gathering data about material delivery / shipment status

GS4.    coordinate with executives in Production department for gathering material requirements priorities

GS5.    distribute workload for acquiring material classification information for all the materials present in warehouse among workers

GS6.    share operation knowledge with colleagues and co-workers

GS7.    identification of problems (technical and non-technical), disruptions and delays

GS8.    escalation procedures

GS9.    working to develop the Fall back action plan in the organization- vendor base environment.

GS10. decide and prioritize material based on criticality in case of shortages of materials

Receive the materials as per plan and place it in the respective storage locations of warehouse:

Elements and Performance Criteria

Receipt of materials

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

PC1.. coordinate with the materials department and receive the shipped shortage raw materials in the warehouse only after being certified ok during incoming inspection by quality department

PC2.. unload the material safely in warehouse using material handling equipments

Storage of the materials

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

PC3.. after unloading the material , move the material from the unloading point to the respective storage location of the material in warehouse

PC4.. place the material in the shelf/bin based on the fifo sequence and update the kanban card accordingly

PC5.. ensure that the material has been placed safely in the shelf/bin

PC6.. update the respective material quantity in sap

Long term & periodic actions

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

PC7.. prepare mis on inventory ,improvement actions & corresponding budgets.

PC8.. ensure material preservation at all times & establish frequency for review

PC9.. work with material planning on non-moving materials .

Knowledge and Understanding (KU)

The individual on the job needs to know and understand:

KU1. layout for identification of material storage locations in each plant

KU2. safety policies and procedures to be followed for material unloading and storage in stores

KU3. . the individual storage layout for all the warehouses along with the designated locations earmarked for respective materials

KU4. escalation procedure in case of crisis and emergency situations

KU5. physical and chemical properties of each material

KU6. Storage, preservation conditions required for each material

KU7. packing and transportation methods for each material

KU8. usage knowledge of information systems like SAP , ERP etc

KU9. working knowledge of material handling equipments for unloading of materials

Generic Skills (GS)

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

GS1.    read the packaging instructions and safety warnings printed on labels of packaged materials

GS2.    read the information mentioned on the KANBAN card

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

GS4.    coordinate with workers for material movement within the warehouse

GS5.    coordinating with Quality department for getting the inspection report of the received material

GS6.    coordinate with workers and arrange all the received materials safely and at the designated locations in warehouse

GS7.    share operation knowledge with colleagues and co-workers

GS8.    organize the material unloading and storage in a safe , efficient and timely manner

GS9.    assess the problem, evaluate the possible solution(s) and use an optimum /best possible solution(s)

GS10. identify immediate or temporary solutions to resolve delays and crisis situations

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.