General Topics on Stores Department
1. Organization of Stores Department on Zonal Railway & Production Units.
2. Objectives of Stores Department in brief.
3. Functions of the Principal Chief Material Manager (PCMM) & other officers assisting him.
4. Cannons of Financial Propriety & its application to Stores Matters.
Purchase: Policy and Practices
5. Delegation of Powers:
i) Its need & necessary safeguards
ii) Powers of PCMM & other officers for; :
(a) Purchase, (b) Sale, (c) Write off, (d) Other misc. matters
6. Purchase of stores:
i) Important Stages in purchase cycle
ii) Purchase Policy & Rules of IR and GFR Provisions
iii) Channels & Procedures of purchase of indigenous stores
iv) Modes of tendering [including PAC purchase] & their limitations
v) Tender consideration;
a) Price determination (Reasonability/ Workability)
b) Negotiations, Cartel Formation & related instructions
c) Concept & constitution of Tender Committee
vi) Purchase of M&P/RSP items including CMC
vii) Emergency Purchases
viii) Basics of IMMS & e-Procurement
ix) Procedures /Manuals related to IMMS and IREPS
x) Procurement through GeM
xi) Reverse auction
xii) Price variation clause and its operation
7. Purchase through Centralized agencies like:
Railway Board, BLW, CLW, etc.
8. Procedure of purchase from other Govt. Department in brief
9. Govt. Policy of Preference:
a) Purchase/ Price Preference
i) Micro & Small Enterprises
ii) Items reserved for procurement from MSEs
b) Purchase Preference as per Make in India Policy.
c) Special benefits available to MSEs
d) Make in India Policy
10. Supply Contracts:
i) Important provisions of Indian Contract Act, Sale of Goods Act and GST Act
ii) IRS Conditions of Contract, General Conditions of Contract
iii) Force Majeure Clause :
iv) Preparation of bid documents, special conditions, price variation and eligibility criterion etc. for
a) Rate/Running & Fixed quantity/Long term contracts
b) Service Contract
c) Annual maintenance Contract
d) EPC Contract
v) Online submission of EMD & SD
vi) PO Draft/Numbering Scheme & vetting considerations
vii) Contract Management
(a) Extension of DD/Modification of PO
(b) Penalties for breach of contracts (LD, GD, RP)
viii) Settlement of Disputes
a) Arbitration Clause in IRS Conditions
b) Arbitration & Conciliation Act 1996 including Amendment Act,2019
c) Dispute resolution between two Govt. Dept. Or (CPSU)
11. Import of Material:
i) Direct import by Zonal Railways/ Production Units
ii) Import through Railway Board
iii) Types of Import Contracts: FOB, CFR, CIF & DDP etc.
iv) Modes of Payment, Letter of Credit & its types
v) Sea & Air freighting of Railway Materials & Insurance Covers
vi) Port clearance of imported consignments
vii) Claims settlement
viii) INCOTERMS (latest edition)
12. Strategic Sourcing (Rational Source Selection):
a) Registration of firms on Railways and IREPS
b) Vendor performance evaluation; Vendor rating; Penal Action against vendors; Alternatives available with Railways, PUs
c) Registration by RDSO
d) Supply chain concept — relevance to Railways especially PUs
13. Important Statistics on Stores matters:
a) Submitted to Railway Board, periodically -
b) Included in Railway Board's annual report & GM's Narrative Report
c) Yardsticks to measure efficiency. of Stores Department
14. Stores Budget:
a) Compilation & various review/ amendments to the budget during the financial year
b) Controls to adhere to the budget provisions, Exchequer control
c) Control over stores expenditure to minimize working expenses
d) Purchase Grant
e) Zero Base Budgeting (ZBB)
15. Paperless Working:
a) e-Office
b) Digitally signed electronic reports in IMMS and IREPS
- Online acceptance of tenders:
Technical Scrutiny, Tender Committee, Minutes preparation & Tender Acceptance/ Direct Acceptance, Letter of Acceptance generation and auto generation of purchase order
17. Procedure for keeping/ retention/ destruction of official records.
Stores Depots
18. Stores Depots:
a) Location
b) Functions
c) Typical Layout of a store’s depot
19. Design Aspects of a Typical Stores Depot /Warehouse:
a) Important parameters to be considered for design
b) Space Management
i) Buildings, Yards, Roads
ii) Various types of storage arrangements
c) Materials Handling:
i) Equipment’s
ji) Unit piling, container /pallet systems
iii) Vertical storage system
d) Important Fire Safety aspects & Latest firefighting Techniques
e) Security Arrangements to prevent & action called for by the Depot Officer in case of incidence of the following:
i) Theft
ii) Pilferage;
iii) Misappropriation
iv) Provision of CCTV in Stores Depots/Divisional Depots
f) Procedure for locking. & Sealing of wards/go-downs in a depot and depositing/collecting the keys
g). Gate Pass
20 Depot Organization: ; p ae
a) Functions / Responsibilities of Depot Officer & Subordinate Staff
b) Various sections of stores depot, its functions & working procedures
21. Receipt & Accountal of materials
a) Procedure for receipt & accountal, in a depot
b) Consequent clearance of purchase suspense
c) Accounts checks of supplier bills
d) Purchase Suspense/ Sales Suspense:
22. Inspection of Stores:
a) Inspection Techniques;
b) Various Agencies for Inspection of Railway Materials
c) Acceptance of material against WTC
d) Inspection at firm's premises & Inspection at Depot
e) Rejection of pre-inspected materials and procedure for joint inspection
f) Disposal of rejected materials
g) Warranty Claim Procedure
23. Sampling for inspection:
a) Sampling Methods
b) Indian Standards relating to Sampling
24. Testing Methods of common materials used by Railways like Steel, Rubber, PVC Items, Rexin, Oils, Paints, Non-ferrous items.
25. Receipt & Issue of Stores on IMMS:
a) FIFO Method of Receipt and issue
b) Procedure of issue of materials from stores depot to consumers other than attached workshops & debiting the inventors for stores issued
26. Properties & Preservation of stores such as: Rubber Items, chemicals, electrodes, timber, explosive/inflammable items etc.
27. Imprest Stores:
a) Procedure for issue and supply of Imprest Stores
b) Road contract and its Management
28. Returned Stores through IMMSs:
a) Its receipt & accountal in the depot
b) Valuation of returned stores
c) Monthly Credit Summaries
29. Sale of Railway Materials:
a) SAG Committee Recommendations
b) Survey Committee & its functions for various categories of stores
c) Procedure for condemnation of an asset (M&P items including Motor Vehicle)
d) Procedure for sale by tender
e) Procedure for disposal of scrap bye-auction
f) General & Special conditions of sale
g) On-line payment of BSV
h) On-line payment of EMD
i) Payment Gateway
30. Purchase by Depot/ Divisional Officers:
a) Purchase Powers- Local & Cash Purchases
b) Digital recoupment of cash imprest
31. Important Components & its usages
In carriages, Wagons, diesel loco, electric loco, Metro Coaches, TRD & DMU/ EMUs
32. Dispatch of Railway Materials:
a) By Rail, Road
b) By Sea & Air
c) Safeguards against loss /damage in transit
d) Settlement of claims with carriers
33. Inter-depot transfers & Clearance of SINT suspense
34. Stock Verification:
a) By Accounts
b) Departmental
c) Disposal of Stock Sheets
35. Classification of Heads of Accounting & Various Suspense Heads relating to Stores
36. Codification:
i) Stores nomenclature & price lists (Unified & Non-unified)
ii) Unified Vendor Code
iii) Consignee Code
iv) Advantages of codification
37. Standardization & Variety reduction
38. Provisioning & Recoupment of Stores:
a) Maxima Minima Method
b) Annual Review Method
c) Main Depot-Sub depot arrangement
d) Economic Order Quantity (EOQ)
e) Lead time & Safety/Buffer Stock
f) Computerized forecast of demand/consumption for stock- recoupment (Generation of Estimate Sheet)
g) Various forecasting statistical techniques
39. Inventory Management:
a) Types of inventories
b) Various Inventory models:
i) The Basic (EOQ) Model: Constant Demand & Leadtime
ii) Variable Demand but constant Leadtime
iii) JIT Inventory Model
c) Computer as an aid to inventory control & inventory management
d) Inventory reports in IMMS & its use for inventory control
e) Selective Control Techniques:
i) ABC, VED, FSN & XYZ analysis for inventory control & improvement in service levels
ii) Related multi-criteria matrix
f) Inventory performance indices on IR
g) Over stock, Inactive & Surplus Stores:
i) Definitions
il) Reasons for accrual & its disposal
iii) Steps for prevention
40. Computerized Price Ledgers:
a) Preparation of Price Ledgers: Role of Stores Depot
b) Book Average Rates:
c) Debiting the indentors for cost of materials issued & preparation of Debit Summaries
41. Audit:
Narrative Reports, Special Letters, Factual Statements, Draft-Paras & its disposal.
42 Accounts:
Accounts Objections, Special Reports, Stock Sheets, Inspection Reports Pt I & ll.
43. M&P, RSP and Works Program
44. Computerization of User Depot and Integration with IMMS /IREPS (User Depot Module)
Miscellaneous Topics
1. Official Language Policy
2. D&AR Rules, Service Conduct Rules
3. General Financial Rules
DEPARTMENTAL EXAMINATION - RAILWAY
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