Indian Railway Stores Management

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Questions and Answers

Who is primarily responsible for the inspection of stores purchased directly by the Controller of Stores?

A designated Inspecting Officer (correct)

The supervisors in charge of the depots

The Indenter

The Sr.DEE

What should be done during the periodical inspection concerning the security of stores?

Supervisors should focus on inventory management.

Only subordinates are responsible for security checks.

Security precautions are not necessary if items are labeled.

Officers and supervisors should evaluate security measures. (correct)

If materials are to be dispatched directly to an Indenter, who takes responsibility for the inspection?

The Controller of Stores

The Stores Depot Supervisor

The Transport Officer

The Indenter (correct)

What should the inspection reports be sent to Stores Depots with?

Countersignature of an officer Signup and view all the answers

What is a rare exception for inspection of stores as per standard procedure?

When a standard sealed sample is not available Signup and view all the answers

What should be done with items that have a recurring demand and are in sizable quantities?

They should be standardized and stocked in Stores Depots. Signup and view all the answers

Who is responsible for sending a preliminary proposal for standardizing a new item?

The Sr.DEE Signup and view all the answers

What is necessary for the standardization of an item in the Stores Department?

Available details of specifications and expected annual consumption must be included. Signup and view all the answers

Which of the following items is typically avoided for direct procurement from trade by consuming units?

Items with very low annual consumption. Signup and view all the answers

What does the CEE's office do when a standardization proposal is received?

They scrutinize the proposal to determine if standardization is justified. Signup and view all the answers

What type of specifications can Sr.DEEs issue for items that are purchased infrequently?

Local specifications and drawings. Signup and view all the answers

What role does the COS play in the standardization process?

They maintain the Standard Nomenclature List of Stores. Signup and view all the answers

Which type of stores are specifically held to meet unforeseen contingencies such as thefts and accidents?

Break-down Stores Signup and view all the answers

What determines the quantity to be obtained for stores required for special works or modifications?

Approved estimates for each item Signup and view all the answers

What is the purpose of keeping 'Emergency Stores'?

To address unanticipated deterioration or breakage Signup and view all the answers

Which statement is true regarding requisitions for non-stock stores?

They require scrutiny and signatures from Technical Officers. Signup and view all the answers

What is the function of buffer stock in procurement?

To protect against supply chain disruptions Signup and view all the answers

How often should the list of 'Emergency' items be reviewed?

Annually Signup and view all the answers

What is indicated by marking stock cards with the letter 'E'?

Items kept as Emergency Stores Signup and view all the answers

Who is responsible for obtaining personal sanction for stocking items as 'Emergency Stores'?

The Sr.DEE in consultation with DCOS/ACOS Signup and view all the answers

What should be done before submitting a requisition for non-stock or special stock items?

Enclose a brief note explaining the need for procurement Signup and view all the answers

What is an 'Actual User's license' primarily meant for?

For the exclusive use of the organization sponsoring the license Signup and view all the answers

What happens if the item is not imported within the validity period of the license?

The license requires re-validation by the issuing authority Signup and view all the answers

How often should the register listing approved cases for imported equipment be scrutinized?

Monthly Signup and view all the answers

What should be done if imported equipment is found defective upon receipt?

A certificate must be obtained from the port authorities Signup and view all the answers

What is a potential time lag between placing an indent and receiving the imported stores?

Two years or more Signup and view all the answers

What must the contractor obtain if a replacement for defective equipment needs to be imported?

Another import license with a supporting certificate Signup and view all the answers

Why is it important to foresee import requirements in advance?

Because procedures may take significant time to complete Signup and view all the answers

What might cause a need for an export/import license when dealing with defective equipment?

Returning the defective part Signup and view all the answers

What significant change has been highlighted regarding imports?

Changes in government policy affecting import procedures Signup and view all the answers

What department forwards the import license application to the Chief Controller of Imports?

Stores Department Signup and view all the answers

What should be provided when a non-standard item is requested?

Details of the last supply Signup and view all the answers

What is necessary for requisitioning a proprietary article?

A Proprietary Article Certificate Signup and view all the answers

What basis can be used to quote the rate for supplies?

On the basis of the last purchase rate or market quotations Signup and view all the answers

What should be clearly indicated on the requisition form?

The chargeable head of account Signup and view all the answers

What should an indenting officer ensure regarding imports?

That the request is for the minimum quantity possible Signup and view all the answers

Who personally countersigns the foreign exchange proposal?

The Head of the user Department Signup and view all the answers

What must happen before importing items?

Vet the proposal by the Accounts Department Signup and view all the answers

What is required for sanctioning foreign exchange?

Clearance from the Railway Board Signup and view all the answers

What is crucial to attach when requisitioning proprietary articles?

The ordering reference from the manufacturer Signup and view all the answers

What is necessary to do with corrections on the requisition?

Initial them by the signing officer Signup and view all the answers

What is primarily required to ensure proper accountability in the disposal of non-ferrous scrap materials?

Consistent checks against expected quantities Signup and view all the answers

Which condition permits an asset to be condemned or scrapped without replacement?

The asset is no longer required for any service. Signup and view all the answers

What is the role of the SR.DEE in the condemnation process of important components?

Inspect the item to ensure it is beyond economic repairs. Signup and view all the answers

In the context of emergency procedures, what should be clearly defined in the standing instructions for each establishment?

The procedure for the custody of keys and emergency store opening Signup and view all the answers

Which factor is crucial when determining whether to scrap an asset or retain it?

The comparative annual cost of service versus new arrangements Signup and view all the answers

Which of the following best describes the role of the CEE's Office in the standardization process?

It evaluates initial proposals for standardization and forwards justified ones. Signup and view all the answers

What is the primary guideline for procuring items with recurring consumption?

They should be acquired only through Store Depots. Signup and view all the answers

What action should be taken if a new item is proposed for standardization?

A preliminary proposal must be sent to the CEE with detailed information. Signup and view all the answers

Which of the following types of items may be allowed for direct procurement despite being generally discouraged?

Items with a very low annual consumption not defined as 'Emergency' stores. Signup and view all the answers

What is one of the conditions under which the SR.DEE can issue local specifications for items?

For items purchased once or only occasionally. Signup and view all the answers

What must be included in the complete proposal for standardization after scrutiny by CEE's Office?

A comprehensive overview of the item's usage and supply sources. Signup and view all the answers

Which item is NOT typically standardized according to the guidelines for standardization?

Unusual items required only sporadically. Signup and view all the answers

What should officers and supervisors do to ensure timely procurement of necessary stores?

Keep in touch with stores depots regarding supply positions. Signup and view all the answers

What is the primary purpose of periodically held meetings between stores officers and traction officers?

To foresee difficulties due to short supplies of vital items. Signup and view all the answers

During visits to stores depots, what specific aspect should electrical officers focus on?

The manner in which electrical stores are stored. Signup and view all the answers

Who should supervise the receipt and issue of charged-off stores in loco and EMU sheds?

The DCOS/ACOS attached to the shed. Signup and view all the answers

What is a critical task related to meeting minutes from divisional workshops?

To ensure they guide discussions at headquarters meetings. Signup and view all the answers

What items require special attention regarding their storage due to safety concerns?

Varnishes, resins, and explosive materials. Signup and view all the answers

What should be the focus of the periodical meetings held at headquarters level?

Reviewing the position and settling decision-making matters. Signup and view all the answers

Which approach is recommended for addressing potential shortages in critical items?

Initiate timely measures for purchasing supplies. Signup and view all the answers

What is the role of electrical officers during their store depot visits?

To guide depot officials on safe storage practices. Signup and view all the answers

What can be a consequence of failing to hold regular meetings between stores and electrical departments?

Delayed recognition of supply issues. Signup and view all the answers

What should be done when the authorized minimum limit for an item has been reached?

Place requisitions to replenishment stock. Signup and view all the answers

Which statement describes the appropriate use of breakdown stores?

They must be earmarked for breakdowns only, barring exceptional cases. Signup and view all the answers

What is a requirement before procuring stores for a sanctioned work?

Prepare a detailed estimate sanctioned by competent authority. Signup and view all the answers

Which document must accompany the transfer of stores for sanctioned works?

An adjustment memo. Signup and view all the answers

What is necessary to verify before issuance of stores for works?

The availability of funds against the sanctioned budget. Signup and view all the answers

In case of delay in supply against time preference orders, what is the supplier subject to?

Specific penalties as stipulated. Signup and view all the answers

When a rough estimate is not required, what should still be prepared prior to procurement?

A list of stores needed for the work. Signup and view all the answers

What must always be maintained separately for each sanctioned work?

A tally book for stores. Signup and view all the answers

Which of these actions is considered inappropriate regarding the usage of maintenance stores?

Drawing maintenance stores for non-sanctioned work. Signup and view all the answers

What action should be taken during exceptional circumstances regarding breakdown stores?

Seek retrospective written approval. Signup and view all the answers

What is the primary purpose of maintaining an adequate buffer stock for traction items?

To ensure availability despite protracted delivery times. Signup and view all the answers

What should be included when preparing an indent for procurement?

Description, quantity in words and figures, along with attached copies of specifications. Signup and view all the answers

Why is it essential to have clear specifications in procurement?

To avoid incorrect supplies and reduce re-tendering costs. Signup and view all the answers

What should the summaries provided by DRM for local purchases include?

Detailed accounts of all purchases for accountability. Signup and view all the answers

What is a critical consequence of vague specifications in procurement?

They may result in offers that don't meet requirements, leading to additional costs. Signup and view all the answers

Which of the following statements about local purchase powers delegated to DRM is true?

Powers can be re-delegated to subordinates based on local guidelines. Signup and view all the answers

When detailing specifications for procurement, what aspect is crucial to avoid correctness issues?

Being precise and clear about requirements and tests. Signup and view all the answers

What factor is suggested to determine the minimum stock level for items with known delivery times?

The average weekly issue multiplied by several weeks. Signup and view all the answers

What essential detail should be included when attaching local drawings to an indent?

A requisite number of copies including the latest amendments. Signup and view all the answers

Study Notes

Traction Stores and Their Accountal

Indian Railway Code provides instructions for purchase, receipt, custody, issue, accounting, and disposal of stores
Officers should familiarize themselves with relevant parts
Standardization is important for recurring, large-quantity items.

Standardization of Stores

A separate CEE section handles standardization and stocking advice (to Stores Branch)
Proposed standardized items go to the Chief of Stores (COS) for inclusion in the Standard Nomenclature List (for depots and relevant staff)
Standard drawings and specifications are provided for widespread usage. Local specifications handled by Sr.DEEs if needed
Stock items are usually obtained from depots

Stock Items and Special Requisitions

Items with recurring low consumption are not stock items (e.g. bearings)
Special works, modifications, or programmed replacements may be obtained directly
Non-recurring items (e.g. loco/EMU cable re-wiring) can be acquired from depots, but may also require local supply
"Break-down Stores" are used for emergencies like theft or accidents

Emergency Stores

These are for unusual situations like sudden malfunctions or breaks
Sr. DEE/ DCOS/ ACOS approvals are required for emergency supplies

Imprest Stores

Stores with continuous consumption (e.g., for stations or outside maintenance) are managed using charged-off imprests, following the Stores Code procedures

Proprietary Articles

Proprietary items are normally sourced via single tender
Proprietary Article Certificate must be issued by a qualified officer in the right format
Quality of items must be clearly validated to justify use

Estimates for Stock Items

Stores depots need to develop a rigid timetable for preparing and submitting estimate sheets
Sr. DEEs can make necessary quantity modifications with justification.

Items with Protracted Delivery

Stocks must be sufficient to ensure sufficient supply before a product is needed

Local Purchase by DRM

DRM has a delegated power for local purchases of stores and can re-delegate these powers to lower authorities

Specifications

Standard specifications should be followed for procurement
Local specifications should be clear, precise and detailed, with appropriate testing and quality requirements
The purpose of this is to avoid misunderstandings in the procurement processes

Preparation of Indents

Indent descriptions should be complete with all measurements, specifications and details
Required drawings or specifications are to be attached
Quantities should be listed verbally and numerically
Important details like recipient and officer responsible should be entered

Imported Stores

Important requirements involving imports need thorough review and meticulous scrutiny to ensure minimum quantities.

Following Up on Orders/Supplies

Reminders should be sent with clear item details (description, quantity, and item numbers), indent number, and date to the relevant parties
Time-sensitive orders are to be prioritized to avoid delays, and there should be proper procedures and mechanisms in place to ensure efficient procedures and mechanisms
There needs to be clear accountability for all involved stages of the process
Suppliers with late deliveries incur penalties if their products are delayed

Break-Down Stores

These are items used in sudden breakdowns, and cannot be diverted for routine maintenance
The minimum and maximum limits for each item are to be reviewed and revised as needed

Stores for Works

Procurement for work projects requires authorized estimates
Stores must meet the needs of the specific, detailed project list
Adequate funds for stores must be available in the current, or relevant budget approval process
Inventory records should be maintained for each work project

Liaison with Stores Department

Divisional/Shed/Workshop officers/supervisors should coordinate with stores depots for supply needs and address potential shortages
Regular meetings between stores officers and traction officers (at various levels) are essential to assess store needs and identify issues
Inspection checks are vital to confirm correctness of items received against store orders/supplies
Electrical officers should carry out checks during visits to ensure correct storage of electrical items

Custody and Accountal of Charged-Off Stores

The custody/issuing/receiving of "charged-off" stores should be under DCOS/ACOS control of each depot. Electrical department personnel should also be available at the depot to assist.
Proper procedures to ensure store custody and accountancy

Inspection of Stores

A qualified inspection officer should be responsible for inspecting stores
Stores must be checked against standards during inspection.
All inspection reports should be forwarded with necessary signatures

Inventories of Dead Stock

Inventories of dead stock (tools, plants) are to be properly maintained, following the Stores Code

Safe Custody of Stores

Periodic inspections are important for security to ensure that stores are adequately protected from theft or misuse.
Safety guidelines and procedures should be properly recorded for all areas, employees and stores

Accountal and Disposal of Scrap, Empty, etc.

Regular checks are crucial regarding quantity of scrap and unserviceable items.
Scrap is to be disposed of in the manner described in the Stores Code and other relevant guidelines
Empty containers should be carefully recorded and disposed of correctly

Condemnation Certificates

Condemnation of assets occurs when no longer needed
Any disposal needs a valid reason
When condemning components, thorough inspection by electrical personnel is vital to be sure the item is properly condemned

New for Old

Certain items can only be obtained via exchanging them with old equivalents
Relevant exchange procedures detailed in the relevant section of stores code need to be strictly adhered to

Verification of Stock

Stockholders must periodically verify their holdings
Excess and shortage issues must be promptly addressed
All procedures are to be consistently followed and recorded

Computerized Stores Accounting

Computerization of stores procedures and accounting is underway, and any new officials should familiarize themselves with updated methods

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Description

This quiz covers the guidelines from the Indian Railway Code regarding the management of traction stores, including purchase, receipt, and accounting practices. It emphasizes the importance of standardization in inventory management and the classification of stock items. Familiarity with these processes is essential for officers involved in store operations.