Project Materials

RELEVANCE OF DOCUMENTATION IN STORES IN PUBLIC SECTOR

Chapter one

Introduction

The importance of store documentation in businesses was not clearly defined or recognised by many, particularly in a country with a long history of anti-literacy sentiment. Today, things have changed and are constantly evolving, and many developing countries, including our own, Nigeria, have come to value the role of stored documents in public sectors. The impact of documents on retail management has been a topic of interest among many people. In the twentieth century, when the importance of storing documentation and documents in the public sector is clear and obvious for effective and productivity-oriented public sector management, documentation is critical elements that enable the function to complete its tasks of meeting the organization’s needs. Documents are utilised in store processes as well as store operations. In reality, store documentation cannot be the act of keeping crucial records and information about the numerous store activities.

1.1 Background of the Study

Brief History of the Central Store

By 1980, the central store was permanently located in a facility behind the former collage of technology cafeteria. Since its start, the stores of then-Federal Polytechnic Nekede Owerri were managed by E.J.Ezeoma, who is now retired; he was in charge from 1980 to 1992 before leaving for Abia State Polytechnic.

Mr. A.Nwachukwu was chosen head, and he held the position until 2002, when he passed up leadership to Mr. R.C. Okafor, who led the cause until 2006.

Since then, Mr. Okafor has held the department. It is important to note that while these translations were being completed, the institution’s stores were highly centralised, with some adjoining sections housed at the various major service departments, such as the land surveying sub-store, which stocked materials of various classifications such as stationary, office equipment, general tools, and construction materials.

Oil and lubricants, fabrics, holds and furnishings, and cleaning materials. Motor spare parts, electrical accessories, ceremonials, and other areas have all been led by responsible personnel at some point.

It is worth noting, however, that the businesses have never had more than two professional one-person teams, until now, when they have one professional and three aspiring professionals. The primary stores will receive literature in the area of building and space.

1.2 Statement of The Problem

This research aims to discover serious issues with store documentation in the public part. This issue, which includes job load, an increase in the volume of material supply transactions, and a developing document process in the shop, necessitates the hiring of additional employees.

As a result of the problem with starting up, date stock in the store becomes difficult to implement, as stock records require clerical effort.

It should be highlighted that no matter how diligent and efficient the storekeeper is in performing his duties, errors and inaccuracies will inevitably exist between the book record and the real store balances. These issues arose as a result of the continual in and out movement of stock items, rather than from the task itself.

1.3 PURPOSE OF THE STUDY

1. Determine the relevance or significance of a document utilised in the public sector.

2. Provide a mechanism of informing storehouse staff about the location of commodities in the storehouse.

3. Determine the quantity of each item stored in the shop.

4. Determine the basic types of documents utilised in public sector stores.

5. Determine the quantity of shop stock in the store.

6. To identify the materials in the store,

7. Calculate the Beal time of a product in the store.

1.4 SCOPE OF THE STUDY.

It is vital to emphasise that the scope of this research study includes the importance of documentation in the public sector, with a specific focus on the Federal Polytechnic Nekede Owerri central shops department. The emphasis will also be placed on kinds of documentation used in the public sector.

1.5 RESEARCH QUESTIONS.

The following research questions are required to meet the study’s objectives.

1. Is stored documentation useful in the public sector?

2. Is there an adequate approach for storing documentation in the public sector?

3. Is there a documented relationship between the purchase and retail sections?

4. What role does documentation play in public-sector stores?

5. Does documentation play an essential role in determining the quantity of stock in public sector stores?

1.6 Significance of the Study

The major goal of this research is to partially complete the requirements for the award of a National Diploma (ND) in purchasing and supply management from the Federal Polytechnic Nekede Owerri.

The second goal of this research is to educate the general public about the importance of documentation stored in the public sector. It serves as a reference tool for other researchers and information seekers, allowing it to be acknowledged or quoted in relevant work.

1.7 Limitations of the Study

Any effective research facility of this size will confront problems. As a result, this research was not without its challenges. The following were some of the most obvious issues encountered.

1. Due to financial constraints, the researcher is unable to visit numerous areas of interest in order to collect data for this study topic. The financial crisis must be acknowledged; as a general phenomenon, it has a significant impact on my studies.

2. Time constraints: It is nothing to brag about, but reading other courses compounded her inability to collect responses from my companies and colleges as I would have liked to.

3. shortage of research materials: Investigations of this nature have various restrictions, which are unavoidable. For example, some necessary facts for this study were either unavailable owing to a shortage of textbooks, journals, periodicals, and so on in the school library.

1.8 Definition of Terms

It has become critical to emphasise unequivocally that words have diverse meanings (semantics) and must thus be assessed based on the context of their use. As a result, the researcher will define some of the most important three words in purchasing and storing.

1. Punch cards are card paper or magnetic cards that include a coded signal indicating the item’s identification, price, and quantity.

2. Data is simply defined as a figure, word letter, chant, or symbols that aim to represent a state, situation, or thought.

3. Bin card; – A store record that is used for both the receipt and issue of supplied items. Store receive not (SRN) and store issue voucher (SE) for the typical self balancing.

4. Bin; is a container used to keep all of the bin cards in the store.

5. Dispatching; The procedure of transporting items from a plant to a specific location.

6. Document; a document is a record that conveys information, such as handling statistics.

7. Documentation is the act of preserving crucial data and information, which was originally transcribed into written form.

8. Expediting; this refers to following up with or monitoring a supplier who has been issued a purchase order.

9. Lead-time; this is the time between the perception of the material required and the fulfilment of that need.

10. Inventory: This is the default for all items housed in the storehouse.

11. Purchase order; this is a document that typically serves as the primary way of expressing the buyer’s requirements to the supplier as well as an authority to furnish the necessary material.

12. Purchasing; this is the component of procurement that deals with the actual buying process, including negotiations and order placement.

13. Stock is the buildup of material pieces and components for future applications.

14. Store; A home or space allocated and fitted for storing products awaiting shipment to consumers for additional processing or eventual use.

15. Invoice; is a document issued by the supplier to the buyer that provides the list of goods with the price to the customer.

16. Inspection refers to the evaluation of an arriving consignment for quality.

17. Identification is the process of systematically characterising and describing all objects in stock.

18. Stock taking refers to the physical verification of the quantities and contents of items.

19. Material handling refers to the movement of commodities and materials within or around an enterprise.

20. Store accounting is the process of recording information about stock movements and balances in value.

21. Discard; This refers to things at stores that are month-numbered.

22. Code number; it signifies identifying things in the store.

23. Rejection: This refers to refusing to accept things on demand.

24. Receipt of stock is the process of receiving from all sources, all materials and pieces used in the organisation.

25. Security; to ensure that proper security is provided in all materials within the store buildings or stock yard.