SOP Library
SOP NO:
GM-WH02
(List of Exhibits/Attachments)
Mission
:
Technical Support Services
Area:
Grains Marketing (GM)
Area:
Grains Marketing (GM)
Activity:
Warehousing (GM-WH)
Title:
Warehouse Information System
Date Approved/Issued:
03/11/1985
Date Effective:
04/01/1985
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
1. Prior to the implementation of the system, all data of utilized warehouses/storage facilities are reported to DGM-C.O. thru a pre-printed warehouse information slip. The warehouse information slip shall be accomplished for every warehouse or silo whether it is NFA-owned, leased, free rental or for storage only. Please see
Exhibit A
, for the sample warehouse information slip.
A warehouse information slip should be accompanied by a warehouse layout.
1. After the initial implementation, reports shall be sent as follows:
1.1 Warehouse Information Slips reproduced at the field office are used when reporting -
1. A new warehouse that is acquired/leased/utilized for free or for storage.
2. A newly constructed storage facility that is ready for utilization.
1.2 Wires shall be used when -
1. A warehouse is vacated (See
Exhibit B
for sample wire).
2. There are changes in the following:
(See
Exhibit C
for sample wire)
- Warehouse name
- Name of owner
- Location of warehouse
- Status of Contract
- Monthly rental
- Floor area
- Optimum capacity (50 kilos) palay
- Warehouse Supervisor
- Distance from provincial office
2. Warehouse Information Slips sent thru PAL POUCH/courier or wire reports shall be addressed to DGM-Logistics and Processing Division.
2. Warehouse/storage facilities shall be classified according to type/status or contract as follows:
1. NFA-owned (old, GID, silo)
2. Leased
3. Storage
4. Free rental
3. Silo/bulk storage shall be reported per installation (i.e. one installation is one unit thus, a silo has its own warehouse code.
4. A duplex, or a triplex under one warehouse supervisor shall be reported as one (1) unit (i.e. one duplex is one unit). The capacity and floor area to be reported in such case shall be the total floor area and capacity of the duplex or triplex as the case maybe.
5. Warehouses located in Province A but are under the jurisdiction of Province B shall carry the regional/provincial code of Prov. B.
6. Temporary warehouses (i.e. those occupied for over one (1) month but not exceeding six (6) months shall be treated and reported as either free, leased or storage depending on the stipulation on the contract. Buying stations or receiving points where stocks procured are received but issued/delivered to NFA utilized warehouses within 24 hrs. need not be reported and assigned a new whse. code. In such cases, assignment of warehouse codes do not apply since the volume of transactions will eventually be carried by the receiving warehouse.
7. Capacities and floor areas of warehouse annexes shall be reported separately from the main warehouses, although they may be assigned the same warehouse code except for the last digit which is a single-letter auxiliary code. "Main or Annex" are added to the warehouse name e.g.
WAREHOUSE WAREHOUSE ADDRESS DISTANCE TYPE/STATUS
CODE NAME FR. OFFICE OF CONTRACT
060433A Uy, Gongco-Main Iloilo City 5.0 Leased
060433B Uy, Gongco-Annex -do- - Leased
8. In determining the capacity of storage facilities, the guidelines in computing standard capacity (ie. based on the standard piling) stated in MOM SOP NO. 10002 shall be followed.
9. GID constructed and NFA owned (old type) drier/mill shall be reported. Likewise privately owned drier/mill houses utilized by NFA for storage purpose shall also be reported.
10. Only the logistics and Processing Division, DGM shall have the responsibility to assign codes to storage facilities based on the warehouse coding scheme. Only the warehouse code given by the said division shall be used.
11. In cases where certain warehouses of a province are transferred to the jurisdiction of another province within the region, the Logistics and Processing Division shall be given a copy of the official order prepared at the regional office effecting said transfer.
12. DGM-C.O. forwards all edited/corrected warehouse information slips to MSD-EDP for the masterfile creation. This masterfile contains all the reported information of all utilized warehouses/storage facilities nationwide.
13. On a regular monthly basis,
reports on the grains Stock Inventory per Stock Condition
(Exhibit D.1 for this system) is derived from the per Whse-
Monthly Grain Stock Condition Report
(Exhibit D) intended for the Quality Control Information System, SOP No.TS-SQ02 by summarizing the totals, (kilos-converted to 50 k-bag) per warehouse into one (1) provincial report. The reference date for the grains Stock Inventory per Stock Condition is every end of the month. Date of transmission from the Provincial Office to Central Office- DGM shall not be later than the 18th day of the succeeding month. This serves as input in the monthly update of the masterfile maintained at MSD-EDP. If a province fails to report for a particular warehouse under its jurisdiction, stock inventory of such warehouse shall remain as zeroes until a report is received for that particular warehouse. List of warehouses with no wire reports for the month shall be generated and reported to DGM.
14. In the event that change of information of a warehouse occurs, likewise when there are terminated warehouses, these data are reported to DGM thru wire for the update of the masterfile. See Exhibits
B
&
C
for the sample wires.
15. After every update of the masterfile, reports are generated by MSD-EDP and distributed to the user-directorates. See
Annex D
for the schedule of output reports. Highlights of the reports include the calculation of the following:
1. Monthly percent utilization of each warehouse based on the optimum and maximum
capacities which are obtained by the actual optimum and maximum capacities which are obtained by dividing the total stocks inside the warehouse during the cut-off date (end of month) by the actual optimum and maximum capacities, respectively.
2. Available storage capability of each warehouse which is obtained by subtracting the actual total stocks inside the warehouse from the actual capacity (optimum or maximum).
III. RESPONSIBILITIES
A.
Initial Implementation and Reporting of New Warehouse/Storage Facilities
POSITION TITLE : 1.
Prov'l. Operations Off
icer
POO-12
1.1 Provides the ff. available warehouse data/information of each warehouse by filling-up the warehouse information slip (See
Exh. A
and
Annex C
) i.e. one Warehouse Information Slip per warehouse code. (
Annex A
for Description/Definition of Terms).
1. Warehouse Code
2. Warehouse Name
3. Warehouse Address
4. Type/Status of Contract
5. For NFA-owned GID/Silo
5.1 Start date of Contract with Contractor
5.2 Due date of contract
5.3 Construction date
5.4 Percent (%) completion; which is equal to 100% if completed or fully operational.
5.5 Construction cost
5.6 Name of Contractor
6. For leased/storage/free rental
6.1 Start date of contract with lessor
6.2 Due date of contract with lessor
6.3 Name of lessor
6.4 Address of Lessor
6.5 Monthly rental (not applicable to warehouse used for free)
7. Acquisition date of NFA owned-old, acquired or purchased warehouses.
1.2 Coordinates with the accountant in the contracted cost of construction.
1.3 Validates entries made by the warehouse supervisor/accountable officer and signs the "Noted By" portion of the accomplished slips.
1.4 Submits all accomplished slips with an attached endorsement memo to the Provincial Manager for signature.
2.
Warehouse Supervisor
2.1 Accomplishes the following items on the warehouse information slips forwarded by the Provincial Operations Officer (See
Exhibit A
).
1. Distance from provincial offices.
2.
Measurement of bodega
(LGT, WDT, HG1, HG2), radius if SIlo
3. Mill area utilized (in square meters)
4. By-Products Area Utilized (in square meters)
5. Non-Grains area occupied (in square meters)
2.2 Provides a warehouse layout for each warehouse reported to be attached on each warehouse information slip.
2.3 Certifies the validity of information/data entered on the warehouse information slips.
2.4 Forwards the warehouse information slips with the attached warehouse layouts to the concerned Provincial Operations Officer for signature.
3.
Provincial Accountant
3.1 Provides warehouse data on the construction cost of each constructed warehouse, or leased warehouse.
4.
Prov'l. Manager/OIC
4.1 For warehouse already occupied by NFA and prior to the utilization of new NFA-GID owned-old silo/leased/storage free rental warehouses, signs the endorsement memo attached to the accomplished warehouse information slip and signals the sending of the accomplished slips to DGM Logistics and Processing Division for evaluation.
5.
DGM Operations Assistant -
Logistics and Processing Division
5.1 Received/Evaluates the warehouse information slips sent by the provincial office.
1. Verifies if warehouse has been previously utilized by NFA.
2. If warehouse was previously utilized by NFA, advices the provincial office to adopt the warehouse code previously assigned to the particular warehouse based on the List of Terminated Warehouses. If the warehouse is newly acquired/constructed by NFA, assigns a new warehouse code following the set guidelines in
Annex B
.
3. Wires provincial office regarding the warehouse code.
4. Reviews/corrects the original copy of the warehouse information slips sent by the provincial office. Sends inquiry report to field offices if found to have erroneous data. Indicates the whse. code assigned in the report and forwards the reviewed/corrected slips to MSD-EDP for creating/updating the warehouse masterfile. Review/correction of whse. slips include the following activities: Checks the ff:
4.1 Warehouse code reported by the provincial office should tally with DGM's file, and should conform to the warehouse coding scheme.
4.2 Units of measure of those data with numeric values should conform to
the standard units of measurements set.
4.3 Item "DPO" should be zero if warehouse is located within the provincial /regional compound
4.4 Maximum height (HG2) should be greater than optimum height (HG1); i.e. HG2 > HG1.
4.5 Length of warehouse should be greater than its width; i.e. LGT > WGT.
5.2 Batches the slips per province/region/reference period and endorses same to MSD-EDP.
5.3 Receives the validation errorlist together with the original copies of all warehouse - slips endorsed back by MSD-EDP.
1. Edits the WIS validation errorlist against the warehouse slips. The errorlist is a computer print out consisting of three (3) columns. The first column contains the seven (7) character warehouse code; the second column, the error codes (1,2, 3, 4, 5 or 6) and the third column, the remarks. Error codes are printed corresponding to a certain warehouse whenever any of the following conditions are violated :
CONDITION
EQUIV. POSSIBLE
ERROR ERRONEOUS
CODE DATA_____
1.1 If TCT = 3, then LGT = 0 1 TCT (Type/Status of
Else (TCT not equal to 3), LGT > 3 Contract
If type is silo, then length = zero LGT (length)
else if type is not silo, then length > 3.
1.2 If TCT = 3, then WDT =0 2 TCT (Type, status of
Else (TCT is ot equal to 3), WDT > 3 contract), WDT (Width)
or
If type is silo, then width = zero
Else if type is not silo, then width > 3
1.3 If TCT = 3, HG1 += 0 3 TCT
Else (TCT is not equal 3), HG1 > 1 HG1 (Optimum Height)
If type is silo, then optimum height
= zero, else if type is not silo, then
optimum height > 1
1.4 HG2 > HG1; HG2 is not equal to HG1 4 HG1 (optimum height)
or HG 2 (maximum height)
Maximum height > Optimum height;
Maximum height is not equal to Optimum height
1.5 HG2 - (HG1 -1) > 0 5 HG2 (maximum height)
or HG1 (optimum height)
Maximum height - (optimum height-1)> o
1.6 If TCT = 3, RDS > 0 6 TCT (type)
Else (TCT is not equal to 3), RDS = 0 RDS (radius)
or
If type is silo, then Radius > zero,
Else if type is not silo, then radius = zero
1.7 If TCT = 3, MAS = 0 7 TCT (type)
Else (TCT is not equal to 3), MAS < (LGT*WDT) MAS (Mill area in sqm)
If type is silo, then mill area = zero LGT (length)
Else is type is not silo, then mill area < WDT (width)
(length X Width)
1.8 If TCT = 3, BAS = 0 8 TCT (Type
Else (TCT is not equal to 3), BAS <(LGT*WDT) BAS (By Product Area in
sqm)
or
If type is silo, then By-product area= zero LGT (length)
else if type is not silo, then by product area < WDT (Width)
(length x width)
1.9 If TCT = 3, PAS = 0 9 TCT (type
Else (TCT is not equal to 3), PAS <(LGT*WDT) PAS (Property area in
sqm
or
If type is silo, Property LGT (length)
area = zero, else if type is not WDT (width)
silo, then Property area <
(length X width)
1.10 If TCT = 3, NAS = 0 10 TCT (type)
Else (TCT is not equal to 3), NAS < (LGT&WDT) NAS (nongrain area in sqm)
or
If type is silo, then non-grains LGT (length)
area = zero, else if type is not WDT (Width)
silo, then non grains area <
(length X width)
1.11 If TCT is not equal to 3, (LGT -3) * (WDT-3) > 11 TCT (type)
(MAS + BAS + PAS + NAS) LGT (length)
or WDT (width)
If type is not silo, (length-3) X MAS (Mill area in sqm) (width-3) > (mill area + by- PAS (Property area in sqm)
products area + property area + NAS (Non-grains area in
non-grains area. sqm)
1.12 GTO = IGS + ISS + IPD + ITD + OGS
+ OSS + OPD + OTD) GTO
or IGS
Grand Total = (Standard Grains Inside + ISS
Substandard Grains Inside + IPD
Partially damaged Inside) + ITD
Totally damaged Inside) + OGS
(Standard Grains Outside) + OSS
Sub Standard Grains Outside + OPD
Totally damaged Outside) + OTD
2. Based on the above condition, edits errorlists by counter checking the error codes reflected on the errorlists against the corresponding warehouse slip. Under the remarks column, indicate corrections necessary to adjust the data so that during the next validation process, no error code shall anymore appear. Sends inquiry reports on what is the correct and appropriate data to field offices when necessary in order to correct/adjust data.
5.4 Returns back edited/adjusted warehouse slips to MSD-EDP for the masterfile update. Adjustments of slips should be done at most two (2) weeks after receipt of the errorlist.
6.
MSD-DATA CONTROL CLERK, EDP OPERATIONS SECTION
1. Receives/records the edited warehouse information slips endorsed by DGM - Logistics and Processing Division.
2. Endorses the edited warehouse information slips for data entry.
3. Edits/corrects data entry/update prooflists. If there are corrections on the prooflists, endorses back to the IMO for update, else, gives go signal for the execution of the validation/calculation program.
4. Endorses validation errorlists together with the original copies of warehouse information slips to DGM Logistics and Processing Division for correction/editing of erroneous data.
5. Receives the corrected slips endorsed back by DGM - LPD together with the validation errorlists and endorses same to the Input Machine Operator for the masterfile update.
6. Repeats 6.4 to 6.6 until the generated errorlist no longer contain error codes.
7.
MSD - INPUT MACHINE OPERATOR EDP - OPERATIONS SECTION
1. Receives the endorsed warehouse information slips.
2. Keys-in the following data from the warehouse information slips.
WHC RDS AQD
WHN TCT COD
WHA SDC PCC
DPO DDC COC
LGT NOL NOC
WDT AOL MAS
HG1 MTR BAS
HG2 RSQ PAS
NAS REF (date prepared)
3. Receives corrected prooflists from the Data Control Clerk.
4. Keys-in correction, if any for update.
5. Receives the corrected warehouse information slips and keys-in corrected/validated data for the masterfile update.
6. Repeats 7.5 until the generated errorlists no longer contain error codes.
8.
MSD-COMPUTER OPERATOR, EDP-OPERATIONS SECTION
1. Facilitates printing of prooflists during data-entry and endorses same to the Data Control Clerk.
2. Executes validation/calculation program upon the go-signal of the Data Control Clerk.
3. Facilitates printing of validation errorlists and endorses these to the Data Control Clerk.
4. Repeats procedures 8.2 to 8.3 until the generated errorlists no longer contain error codes.
B.
REGULAR MONTHLY REPORTING OF GRAINS STOCK INVENTORY PER STOCK CONDITION
1.
PROV'L. OPERATIONS OFFICER
/
POO -13
/
1. Every end of the month, summarizes the totals under the reports on the per Warehouse Monthly Grain Stock Condition Report,
Exhibit A
of the QCIS (
Exhibit D
of this system) into one (1) provincial report on the
Grains Stock Inventory per Stock Condition
(Exhibit D.1). The unit of measure should be converted from kilos to 50 kilo-bags.
2. Sends the Grains Stock Inventory per Stock Condition Report to Central Office - DGM Logistics and Processing Division thru PAL pouch/courier or any fastest means of communication, not later than the 18th day of the succeeding month.
2.
CO-DGM OPERATIONS ASSISTANT, LOGISTICS AND PROCESSING DIV.
1.
Receives transmitted reports.
2. Batches all received reports by region.
3. Checks name of warehouse/code reported against the masterlist. If reported warehouse name/code does not tally with the masterlist, inquires/clarifies from the provincial office.
4. Endorses all received reports to MSD-EDP not later than the 25th day of the updating month.
3.
MSD-DATA CONTROL CLERK, EDP-OPERATIONS SECTION
1. Receives transmitted reports from DGM-Logistics and Processing Division.
2. Edits reports by following the procedures listed below.
2.1 All geo-codes should conform to standard codes set.
2.2 Batch the reports per region based on the warehouse code, and reference date (end of the previous month).
2.3 Identify and code each of the input data based on their corresponding codes on the screen. These are as follows :
(Note : Pls. see
Exhibit D
for the sample report format)
BASED ON INPUT DOC. CORRESPONDING
(SEE
EXHIBIT D
)______ CODE ON SCREEN
1. Name of Warehouse/Code WHN/WHC
2. As of (End of Month, 19___ REF
under bottom TOTAL :
INSIDE FILE :
3. STD IGS
4. SUB ISS
5. PD1 + PD2 IPD
6. td ITD
OUTSIDE FILE :
7. STD OGS
8. SUB 0SS
9. PD1 + PD2 OPD
10. TD OTD
3. Edits/corrects prooflist(s) If there are corrections, endorses back to the IMO for updating: dse, gives go signal to the computer operator to execute reporting programs.
4. Disseminates generated output reports to the user-directorates based on the frequency and copy distribution. See
Annex D
.
4.
MSD - INPUT MACHINE OPERATOR - EDP OPERATIONS SECTION
1.
Receives edited input data from the Data Control Clerk.
2. Keys-in input data per screen layout.
3. Keys-in corrections for update.
5.
MSD-COMPUTER OPERATOR, EDP OPERATIONS SECTION
1. Facilities printing of prooflists(s) during data entry and endorses same to the Data Control Clerk.
2. Facilitates the processing/generation of output reports per frequency of output generation as shown in
Annex D
. Generation of reports should be done within one (1) week from receipt of inputs.
C.
CLOSURE OF WAREHOUSE OR CHANGES IN INFORMATION REGARDING A WAREHOUSE
1.
PROV'L. OPERATIONS OFFICER
1. Upon closure/termination of a warehouse or whenever there are changes in any of the information regarding a particular warehouse, wires DGM Logistics and Processing Division for the information. See sample wire under Exhibits
B
&
C
.
1. For terminated warehouses, wires the following information:
1.1. Warehouse code (WHC)
1.2. Warehouse name (WHN)
1.3 Date of termination (DOT)
2.
DGM-OPERATIONS ASSISTANT - LOGISTICS & PROCESSING DIV.
1. Receives information on the closure or changes in information regarding a warehouse from the provincial/regional office.
2. Reviews/edits original copy of the wire by counterchecking the warehouse code of the reported warehouse against the warehouse masterlist. If found on the masterlist, updates records and forwards same to MSD-EDP for the update of the masterfile.
3. If the reported warehouse is not found in the masterlist or the warehouse code does not correspond to the warehouse name reported, wires the provincial office and verifies the validity of the information.
3.
MSD-DATA CONTROL CLERK - EDP OPERATIONS SECTION
1. Receives the reviewed/edited wire from DGM-Logistics and Processing Division.
2. For terminated/closed warehouses:
2.1 Identifies/marks the following information from the wire :
1. Warehouse Code as WHC.
2. Warehouses Name as WHN.
3. Date of Termination as DOT.
2.2 Check format of DOT: (YYMMDD).
2.3 Endorses the wire to the IMO for data entry.
3. For wire containing changes in warehouse data:
3.1 Identifies reported changes.
3.2 Endorses the wire to the IMO for the update of the masterfile.
4. Edits prooflist(s). If there are corrections, endorses to the IMO for the update of the masterfile.
4.
MSD-INPUT MACHINE OPERATOR, EDP - OPERATIONS SECTION
1. Receives the edited input from the Data Control Clerk.
2. For terminated/closed warehouses; keys-in the ff. data:
2.1 WHC
2.2 WHN
2.3 DOT
3. For input containing changes in warehouse-data, keys-in new data to update the masterfile.
4. Keys-in corrections from prooflist(s).
5.
MSD-COMPUTER OPERATOR, EDP-OPERATIONS SECTION
1. Facilitates printing of prooflist(s) during data entry.
IV. FLOW CHART
IV.
DATA FLOW DIAGRAM - WAREHOUSE INFORMATION SYSTEM
Top Page
EXHIBITS
Description/Definition of Terms
Guidelines on Warehouse Coding
Guidelines In Accomplished the Warehouse Information Slip
Schedule of Output Reports
Warehouse Information Slip
Sample Wire (TERMINATED-WHSE)
Sample Wire (CHANGES)
Grains Stock Inventory Per Stock Condition
Monthly Grain Stock Condition Report
DFD-WIS
Annex C.1 (WIS item number)