Indian Railway Stores Management

A process to unify recurring, large-quantity store items for consistent stocking in depots.

Recurring consumption items usually sourced from established store depots.

Requests for stores, mainly for items with very low annual usage, or designated emergency supplies.

Catalogue guiding the inclusion of standardized store items into the depot stock.

The office responsible for proposing and standardizing store items.

Senior Electrical Department Engineers recommending new items for standardization.

Stores for immediate needs, not included in routine stock items.

Stores for parts needed for special modifications, programmed replacements, or specific tasks.

Items stocked but only used for specific, occasional tasks, not regular maintenance, e.g., cables for loco rewiring.

Stores (like OHE conductors) held for unexpected events like theft or accidents.

Items needed regularly but aren't part of the standard store inventory, usually waiting for standardization.

Essential stores for immediate needs, not usually items that wear out regularly, like items used to restore immediate operation after breakdown in equipment.

Requisitions for special stores require careful review of specifications and quantities by qualified Technical Officers.

Initiating officers need to include a detailed note explaining the need and calculation of quantity for special store requests.

Quantity for stores (special work, non-recurring, etc.) should be based on estimates, taking into account normal delivery time and a buffer to cover projected needs for at least one year.

When requesting a non-standard item, provide details of the last similar supply to help the store department find potential suppliers.

For proprietary items, use the manufacturer's ordering reference, a completed Proprietary Article Certificate, signed by the competent authority, and attached to the requisition.

Pricing should be based on the last purchase rate adjusted for price changes, current market quotes, or a reasonable estimate. Clearly state the pricing basis on the indent or cover letter.

Correctly identify the account that will be charged for the item on the requisition.

Initial any corrections made on the requisition form by the officer signing it.

All import requests must be carefully reviewed to ensure the order is for the smallest possible quantity.

When import is necessary, the Stores Department prepares a form outlining the proposal, ensuring import is unavoidable and minimizing quantity.

Before importing, investigate if the item is available from an Indian source. Higher prices may sometimes be approved for indigenous items.

Railway Board approval is required for foreign exchange. It's either based on periodic allotments or special clearances from the Ministry of Finance, sometimes involving the Directorate General of Technical Development.

The Stores Department issues a Purchase Order once import foreign exchange is sanctioned. Delivery times start from the import license date.

Experienced supervisors from the Electrical Department can be assigned to assist the DCOS/ACOS in technical matters and oversee daily work.

In OHE, PSI, and rolling-stock depots, supervisors handle store custody and accountability; deliveries go through the nearest depot unless exceptions apply.

Inspecting Officers (for direct purchases) or Indenters (for direct dispatch to Indenters) are responsible for checking stores against specs; stores from samples must match the sealed standard sample.

Senior DEE (Electrical Engineers) should support depots in the technical inspection of incoming stores, which should not be delegated solely to subordinates, but be directly overseen and checked by the DEE.

Inventories for tools and plant should adhere to rules outlined in the Stores Code.

Regular inspections by officers and supervisors require assessing security measures for stores to prevent theft, loss, damage, or misuse.

An import license where the quantity imported is for the exclusive use of the organization sponsoring the license.

A type of import license that permits a firm to import multiple items; the firm is responsible for the import process without direct Railway assistance.

A formal request submitted to obtain an import license, referencing the purchase order.

A document confirming a purchase and outlining the required items.

Import licenses are valid for a set period. If items are not imported during this time, the license requires renewal.

The act of formally requesting imported stores well in advance of need.

The delay between placing an order and receiving the imported items, often 2 years or more.

A record keeping every approved imported equipment request.

Equipment showing damage during transport or having flaws after implementation.

Replacement coverage for defects/damage during import, usually covered by insurance.

If imported goods are covered under warranty, the Railway can get free replacements for defects.

Government policies regarding import may change, leading to modifications in the import procedures.

Recurring, large-quantity items stocked in designated depots.

Recurringly needed items obtained from stores depots.

Requests for low-usage items, or those not regular stock.

Office responsible for standardizing store items.

Senior Electrical engineers proposing new items for standardization

Essential stores for unexpected and immediate needs (not regular maintenance).

Items used infrequently, causing them not to be maintained in standard stock.

Extended periods between ordering and receiving imported items.

The smallest amount of supplies needed to avoid running out of inventory due to delays.

Using a local supplier for urgent needs, with strict guidelines for requests and record keeping.

Clear, precise guidelines that ensure purchased items meet requirements. Avoid vague or ambiguous descriptions.

Creating complete and clear descriptions, including figures in words and diagrams; Include full addresses for proper dispatch.

Orders prioritized based on earlier delivery dates, even if a lower quotation is available.

Stores reserved exclusively for handling equipment malfunctions (breakdowns).

Replenishing inventory levels when the minimum stock threshold is reached.

Stores used exclusively for approved minor works, such as electrification and crossovers.

A comprehensive plan outlining the required stores for a maintenance work, needed before procurement.

A separate logbook for tracking the receipt and distribution of stores for a specific project.

The use of breakdown stores for non-breakdown activities, requiring prior approval.

The lowest acceptable inventory level for a specific item, triggering replenishment.

Established inventory limits for items, reviewed and adjusted by Sr. DEE.

Small maintenance projects, like wiring upgrades, formally approved for execution.

Stores received for a project, and not used, should be disposed of according to SR.DEE's rules.

Regular communication between electrical officers and stores departments to manage timely store availability.

Checking stock levels to identify potential shortages of critical electrical items and proactively address these.

Regular meetings between stores and traction officers to review stores availability and critical items at the divisional/workshop level

Detailed examination of essential electrical supplies to foresee potential shortage issues in a timely manner and plan for solutions.

Regular meetings between stores and electrical department officers at headquarters level to discuss and decide on key matters.

Electrical officers should ensure electrical stores are stored/stacked safely and guide depot officials on proper storage methods, especially for flammable items.

In loco and EMU sheds, custody and issue of charged-off stores are overseen by the DCOS/ACOS.

The procedure for securing storage facilities to prevent unauthorized access and safeguard inventory.

The responsibility for safekeeping of keys to access storage areas.

Procedure for accessing stores during non-working hours and holidays in emergency situations.

Systematically recording the receipt, handling, and disposal of scrap and unusable materials.

The method for managing and getting rid of non-useable materials, following established guidelines.

Process of decommissioning an asset that is no longer useful or economical to maintain.

The point where repairing an asset would cost more than the asset is worth or the cost of getting a new one.

A personal inspection by a Senior Electrical Department Engineer (Sr.DEE) or Electrical Department Engineer (DEE) to ensure an item is beyond economic repair before condemnation.