PURCHASE & STORES COMMITTEE

purchase@tagoredch.in

OBJECTIVES OF THE COMMITTEE

To maintain uninterrupted flow of goods and services to support the development schedules of the Institute.

To procure goods and services economically at a cost consistent with the quality and service required. However, generally all purchases may be attempted at the lowest cost.

To maintain Organization reputation and credibility in the market by fair evaluation of bids and quotations, transparent, timely issue of purchase order or contracts and timely payment of dues.

• Effective Material Planning
• Purchasing
• Procuring & Receiving
• Storing & Inventory control.
• Supply & Distribution of Materials
• Quality Assurance.
• Proper customer & Supplier Relationship
• Improved Departmental Efficiency
• Efficient Production scheduling
• Prepare specifications &standardization of materials/Equipment
• Forecasting demands and quality of material requirements.
• Quality control of material purchased.
• Materials handling.
• Smooth flow of materials in and out

FUNCTIONS OF THE COMMITTEE

• Procurement of stores through indigenous and foreign sources as required in accordance with the rules in force.
• Checking of requisitions/purchase indents.
• Monitoring and tracking of budgets and utilization of funds as per the Annual Budget.
• Selection of suppliers for issue of enquiries.
• Issuing enquiries/tenders and obtaining quotations.
• Preparation of comparative statement.
• Preparation of Sanction Sheet.
• Follow-up of purchase orders for delivery in due time
• Verification and passing of suppliers’ bills to see that payments are made promptly.
• Correspondence and dealing with suppliers, carriers etc., regarding shortages, rejections etc
• Maintenance of purchase records.
• Maintenance of progressive expenditure statement, sub-head wise.
• Maintenace of vendor performance records/data.
• Maintenance of Central Stores.
• Annual Maintenance Contracts.
• Maintenance of records of Advance and settlement.
• Serving as an information center on the materials’ knowledge i.e. their prices, source of supply, specification and other allied matters.

MAINTENANCE & PHYSICAL VERIFICATION OF STOCKS & ASSETS

As per Audit requirement, maintenance and annual verification of Asset & Stocks is mandatory. The following guidelines have been laid down for information and compliance of all concerned.

1. Maintenance of Assets & Stocks:
• Each department hostel shall maintain two types of registers namely Asset Register and Stock Register. (i) Asset Register: There should be two Asset Registers. 1. Equipment Asset Register. 2. Furniture Asset Register. (ii) Stock Register: This should have entries of consumables. Departments may maintain more than one Consumable Stock Register for different items.
• Assets & Stocks Register (both hard & soft copies) shall be maintained by each Dept Hostel.
• HOD, Warden shall be the custodian of assets in their respective Department / Hostel.
2. Annual Verification of Assets & Stocks:

Verification shall be on the basis of the Assets & Stock Register maintained in the Department /Hostel etc.

• Schedule of Verification: The physical verification shall be conducted during the month of April every year. Approved reports of the Verification of Asset (both hard and soft copy) must be sent to stores Section on or before 30th April.
• Committee for Verification: The committee for verification consists of three members of the Purchase committee. The Committee, shall be formed by the Principal .

Duties of the Committee:

• To ensure that the materials are physically available according to the nomenclature, description, specification shown in the Assets & Stock Register.
• Report of Assets: Verification Report of Assets along with the findings shall be recorded in the Asset Register Report of the verification duly approved by the HoD, must be forwarded to the Stores Section on or before 30th of April.
• Report of Stock: Verification Report of Stocks be approved HoD and be recorded and maintained in the concerned department.
• Discrepancies: Discrepancies, including shortage, damages and unserviceable goods if any, has to be brought to the notice of the HoD for taking appropriate action.

Purchase, Stores and Maintenance Committee Members

S.NO	MEMBER NAME	DESIGNATION	POSITION
1	Dr. C.J. Venkatakrishnan	Principal	Chairman
2	Dr. P. Sai Krishna	Vice Principal	Convenor
3	Dr. Jayaprakash R	HOD	Member Secretary (Purchase - Consumables)
4	Dr. G. Shankar	Professor	Member Secretary (Purchase – Non Consumables)
5	Dr. Rathinavel Pandiyan	Professor	Member Secretary (Maintenance)
6	Dr. Keerthivasan	Senior Lecturer	Teaching Member
7	Dr. Parthasarathy	Reader	Teaching Member
8	Dr. Lokesh	Professor	Teaching Member
9	Dr. Mohammed Hassain	Senior Lecturer	Teaching Member
10	Dr. V. Dinesh Aravind	Senior Lecturer	Teaching Member
11	Dr. G. Manoj Kumar	Senior Lecturer	Teaching Member
12	Dr. Vijay Kumar	Reader	Teaching Member
13	Dr. Deepak	Reader	Teaching Member
14	Dr. H. Nanda Kumar	Senior Lecturer	Teaching Member
15	Dr. M. Sandhiya	Senior Lecturer	Teaching Member
16	Dr. Narmadha	Reader	Teaching Member
17	Mr. Venkatesh	Central Stores	Non-Teaching Member
18	Mr. Arshath Khan	Accounts	Non-Teaching Member
19	Mr. Murali	Chair Technician	Non-Teaching Member
20	Mr. Lakshmi Narayanan	Electrician	Non-Teaching Member
21	Mr. Ismail	Information Technology (IT Incharge)	Non-Teaching Member

PHOTOS OF THE MEETINGS

• PMC Annual report 2021 Click Here
• Minutes of meeting 2022 Click Here