Index - Section III - MIS Formats

Transcription

1 Section III Management Information System (MIS) MIS Formats Compiled by: Spandane

2 Compiled by Spandane Management Information System Index - Section III - MIS Formats Format No. Para No Daily Production data 02 3 Production Register / FG Stock (Day wise) 03 4 Order Register 04 4 Bill wise collection Register 05 4 Order book / UPR 06 4 Age wise analysis of Debtors 07 5 Material Inward Register 08 5 Material Receiving & Inspection Report (MRIR) 09 5 Material Issue Report (MIR) 10 5 Stock Register Raw Material & Stores etc Stock Register Work In Process (WIP) 12 5 Stock Register Finished Goods (FG) 13 5 Stock Position Raw Material Stock Stock Position WIP Stock Position FG 15 5 Purchase Order Status Register 16 6 Cash Statement 17 6 Bank Statement 18 6 Telephone Expenses 19 6 Power 20 6 Due date Diary 21 7 Interview Checklist 22 7 Personal Data Form 23 7 Staff Appraisal 24 7 Daily Attendance Report 25 9 Insurance Policy Register

3 Compiled by Spandane 2 Management Information System Format No. Para No Record to be kept by security staff Visitor s Gate Pass Record of Visitors Profit & Loss Account Expenses details Capital Employed Analysis of RM Stock & Production Yield (Qty) Analysis of RM Stock & Production Yield (Qty) Financial Highlights

4 Compiled by Spandane 1 Management Information System Format No. 01 Daily Production -- Process wise / Shift wise / Despatches Date A Production Process wise (Qty.) Shift Remarks Total 1 Process Name: Production Closing WIP 2 Process Name: Production Closing WIP 3 Process Name: Production Closing WIP 4 Process Name: Production Closing WIP 5 Process Name: Final Packing Production Closing WIP B FG Despatches (Qty.)

5 Compiled by Spandane 2 Management Information System Format No. 02 Production Register / FG Stock Day wise (Qty) Product: Month: Unit: Dates Production Less-Sales Op. Stock Cl. Stock Dates Production Less-Sales Total + Op. Stock Cl. Stock

6 Compiled by Spandane 3 Management Information System Format No. 03 Sales Order Register Year Order Customer s Order Customer s name, Address & CUS ID No. Order details No. Date No. Date Product Quantity Rs. Expected delivery Billing details Invoice No. Date Qty billed Rs. Sales Tax /VAT No. / Form Remarks

7 Compiled by Spandane 4 Management Information System Format No. 04 Month Invoice wise Collection Register Invoice Customer Invoice value Collection Balance No. Date Rs. Date Rs. Rs. Note: Separate folios should be used in respect of each month.

8 Compiled by Spandane 5 Management Information System Format No. 05 Period Unit Product Order Book / UPR UEOB beginning of the year Add: Cumulative Orders received till date. Sub-Total Less: Cumulative Orders cancelled till date. Sub-Total Less: Cumulative Sales to date UEOB as at Quantity Nos. Value Rs. 000 UPR Rs. Month s Production Budget order intake for the year. Separate Report should be prepared for each Product.

9 Compiled by Spandane 6 Management Information System Format No. 06 As on Agewise Analysis of Debtors LF Customer O/S Agewise Outstanding Rs. Up to one month > 1 month up to 3 M > 3 months up to 6 M > 6 Months

10 Compiled by Spandane 7 Management Information System Period: Format No. 07 Material Inward Register Serial Purchase Order Supplier Item LR Chalan Qty Received No. Date No. Date No. Date No. Date Qty. Purchase Bill Stock Register folio MRIR Bill no. Date Rs. PV No. No. Date

11 Compiled by Spandane 8 Management Information System Format No. 08 Material Receiving & Inspection Report (MRIR) Supplier Serial No of Material Inward register Purchase Order No. & Date MRIR No. Delivery Chalan No. & Date MRIR Date Vehicle No. Material Received on Material Inspected on Sr. No. Description Unit Quantity Stock register folio Ordered Received Inspected Accepted Rejected Remarks Rejected Material Collected by supplier on Letter issued to Supplier on to collect the Rejected Material Stores keeper Material Inspected by Works Manager

12 Compiled by Spandane 9 Management Information System Format No. 09 Material Issue Report (MIR) Batch No. MIR No. Issued on Sr. No. Description of Material Unit Qty. before this issue Qty. issued Balance Qty. Stock Folio Remarks Stores Keeper Receiver s Signature Authorised by

13 Compiled by Spandane 10 Management Information System Format No. 10 Stock Register Category Raw Material / Stores / Packing Material / Item description Month Quantity Unit: Date Supplier Rate MRIR Ref. MIR Ref. Receipt Issues Balance MRIR MIR Material Receiving & Inspection Report Material Issue Report Separate folio should be allotted to each item of RM etc. One item with different specification should be treated as different item.

14 Compiled by Spandane 11 Management Information System Format No. 11 Category Item description Period Quantity Stock Register Work In Process (WIP) Date Batch No. MIR Ref. Receipt Issues Balance Note: Separate folio should be used in respect of each of the intermediate product produced.

15 Compiled by Spandane 12 Management Information System Format No. 12 Category Item description Month Unit Stock Register Finished Goods Date Batch No. Chalan Invoice Receipts Issues Balance No. Date No. Date Separate folio should be allotted to each item of FG. One item with different specification should be treated as different item.

16 Compiled by Spandane 13 Management Information System Format No. 13 Raw Material Stock Position - RM (Qty.) As On Stock Folio Raw Material Item / Code Unit Opening stock beginning of the year Cumulative Receipts to date Cumulative Issues to date Closing stock at end of the month Average consumption pm. Ordering Level = Remarks Note: All items of important Raw Material (classified as A & B category) should be included in the above report. The same form may be used for reporting monthly movement of stock of A category of Raw Material. The following changes may be made such as Opening stock of the month and receipts / issues during the month should be reported under column 4, 5, 6.

17 Compiled by Spandane 14 Management Information System Format No Work in Process Stock Position WIP (Qty.) As On Stock Folio WIP Item / Code Unit Opening stock beginning of the year Cumulative Production to date Cumulative Consumption to date Closing stock at end of the month Average consumption pm = Remarks Note: All items of important WIP (classified as A & B category) should be included in the above report. The same form may be used for reporting monthly movement of stock of A category of WIP The following changes may be made such as Opening stock of the month and Production /consumption during the month should be reported under column 4, 5, 6.

18 Compiled by Spandane 15 Management Information System Format No Finished Goods Stock Position FG (Qty.) As On Stock Folio FG Item / Code Unit Opening stock beginning of the year Cumulative Production to date Cumulative Sales to date Closing stock at end of the month Orders on hand Production budget for next month = Remarks Note: All items of important FG (classified as A & B category) should be included in the above report. The same form may be used for reporting monthly movement of stock of A category of FG The following changes may be made such as Opening stock of the month and Production /sales during the month should be reported under column 4, 5, 6.

19 Compiled by Spandane 16 Management Information System Format No. 15 Purchase Order Status Purchase Order Supplier & Supplier ID Item / Material Qty. Exp. Date of delivery MRIR Purchase Bill Bill Paid on No. Date No. Date No. Date Rs. on Rs.

20 Compiled by Spandane 17 Management Information System Format No. 16 Location Period Factory / Branch / Head Office Cash Statement Date Particulars Cash V. No. Receipts Payments Balance Rs. Rs. Rs. Total

21 Compiled by Spandane 18 Management Information System Format No. 17 Location Bank A/C with Period Factory / Branch / Head Office Bank Statement Date Particulars Cheque No. Bank V. No. Receipts Payments Balance Rs. Rs. Rs. Total

22 Compiled by Spandane 19 Management Information System Format No. 18 Telephone Location Year Telephone Number : Telephone Number : Telephone Number : Period No. of Calls Rs. Period No. of Calls Rs. Period No. of Calls Rs. Total Total Total

23 Compiled by Spandane 20 Management Information System Format No. 19 Power / Electricity Location Year April to March Meter Number : Meter Number : Meter Number : Period No. of units Rs. Period No. of units Rs. Period No. of units Rs. Total Total Total

24 Compiled by Spandane 21 Management Information System Format No. 20 Due Date Diary Month: Year Date Job to be done

25 Compiled by Spandane 22 Management Information System NOTES: a b Separate page should be used for each month. The various matters requiring the track of due dates are illustrated below. The said list is not exhaustive but should be revised / updated / enhanced in the light of experience. 1 Renewal of insurance policy. 2 Repayment of Term loan installment. 3 Renewal of Cash Credit Limit. 4 Submission of Stock Statement to Bank and other data such as QIS statement etc. 5 Payment of Power bills, Telephone bills, water charges, property tax etc. 6 Payment of Rent, Society charges, service charges etc. 7 Payment of Statutory dues such as PF, ESIC, Prof. Tax, TDS, Advance Income Tax, Sales/VAT Tax, Service Tax, excise duty, custom duty etc. 8 Renewal of factory license, Pollution control and various other licenses necessary for the business. 9 Payment of Wages, Salaries, OT, Advance to workers etc. 10 Staff Appraisal and salary increment etc. 11 Filing of Income Tax Return, Tax Audit Reports. 12 Filing of certified copies of Audited Accounts, Annual Return etc. with Registrar of Companies. 13 Filing of returns under various applicable Acts & Rules. 14 Filing of returns under various applicable Acts & Rules such as Income Tax, Companies Act, PF Act, ESIC Act, Sales Tax, Professional Tax, Service Tax, Excise duty, Customs etc. 15 Bank guarantees issued to customers. 16 Payment to be made of material received under LC

26 Compiled by Spandane 23 Management Information System Name Post applied Interview date & Time Format no. 21 Interview Checklist Sr. No. Checklist A Objective Factors: 1 Qualifications 2 Experience 3 Theoretical / knowledge 4 Job Knowledge 5 Communication skills B ive Factors: 1 Ambition /drive 2 Attitude towards work 3 Leadership ability C General: 1 Family background 2 Salary expectations 3 References Actual Ranking Minimum expectation GRADES: A-Excellent C-Average B-Above Average D-Below average Signature of the person conducting interview Signature of the person conducting interview Signature of the person conducting interview

27 Compiled by Spandane 24 Management Information System 1 Name: Mr./Mrs./Miss (In block letters) 2 Father s name /Husband s name 3 Date of Birth & Birth place 4 Marital Status & Number of children 5.1 Employee code no. 5.2 Department 6 Local Address: Format No. 22 Personal Data Form 7 Permanent Address: 8.1 Contact details: Residence Telephone 8.2 Contact details: Mobile 8.3 Contact details: ID 9 Date of Joining: 10 Date of Confirmation: 11 Provident Fund No. 12 ESIC No. 13 Blood Group 14 Educational qualifications: Please attach certified copies of Mark list & passing certificates. Existing employees should give mark list etc. of courses passed during the year. Degree/Diploma Name of the University Year of Passing % Marks obtained Class

28 Compiled by Spandane 25 Management Information System 15 Previous Experience: Please attach the copies of experience certificates in case of new recruits. Existing staff should give details of experience in the company since joining. Name & Address of employer Period of service Post Last salary drawn From To Reason for leaving 16 References: Give name & addresses of two persons not related to you and not ex-employees. Not applicable for existing staff. Name Address, Telephone no., id etc. Position held 17 Salary on Joining: 18 Present Post & Salary Last 4 years statistics to be given. As on Rs. pa. Post In case accident, please notify name and address of the person to be contacted. Date: Signature: Note: The said format may be used at the time of recruitment.

29 Compiled by Spandane 26 Management Information System Format no. 23 Staff Appraisal Date 1 Name 2 Address 3 Phone Number Residence: Mobile: 4 Qualifications 5 Present Designation 6 Job Responsibilities 7 Date of Joining 8 Designation at the time of joining 9 Last promotion 10 Observations discussed with concerned staff on CRITERIA 1 Job Knowledge 2 Work Accuracy 3 Work speed 4 Follow up required 5 Sense of Responsibilities 6 Initiative 7 Awareness of Department Jobs 8 Ability to get the work done 9 Relationship with Colleagues & Assistants GRADE Overall Recommendation GRADES: A: Excellent B: Above Average C: Average D: Below Average E: Poor Signature of immediate superior boss. Signature of Department head Personnel Manager

30 Compiled by Spandane 27 Management Information System Format No. 24 Daily Attendance Report Date Location: Sr. No. 1 Employees Present 2 Employees on sanctioned leave 3 Employees on office duty (outside work, tour etc.) 4 Employees absent 5 Employees on Muster Roll (1 to 4) Number of employees Sr. No. Employees on Sanctioned Leave: Sr. No. Employees on Office Duty: Sr. No. Employees Absent: Sr. No. Late comers: Comments if any: Time Keeper Manager Director

31 Compiled by Spandane 28 Management Information System Format No. 25 Insurance Policy Register Year Sr. No. Policy No. Insurance Company Property Insured Property Location Risk Covered Insurance Period Sum Insured Premium Remarks From To Rs 000 Cheque No. Paid on Rs.

32 Compiled by Spandane 29 Management Information System Format No. 26 Record to be kept by Security Staff Date: Sr. No. Chalan Item Quantity Vehicle Time Remarks Number date As per Chalan Received Type Vehicle Number In Out

33 Compiled by Spandane 30 Management Information System Format No. 27 Visitor s Gate Pass VGP No: Date: Time In: Time Out: Name of the Visitor & Address Purpose of Visit Name of the person to be met & Department Signature of the Visitor Signature of the person met & Time Name & Signature of the watchman

34 Compiled by Spandane 31 Management Information System Format No. 28 Record of Visitors Date Name of the visitor Time Purpose of visit In Out Name of the person to be met Visitor s signature Watchman s signature Remarks

35 Compiled by Spandane 32 Management Information System Format No. 29 Month Value Profit & Loss Account Rs Sales 1.2 Excise duty 1.0 Net Sales ( ) 2.0 Cost of Sales: 2.1 Raw Material consumed 2.2 Wages & Benefits 2.3 Manufacturing expenses 2.4 Sub-total (2.1 to 2.3) 2.5 Opening WIP & FG 2.6 Sub-total ( ) 2.7 Closing WIP & FG 2.0 Cost of Sales ( ) 3.0 Gross Profit ( 1 2 ) This Month Cumulative to date Budget Actual % Actual % Budget % This year % 4.1 Salaries & Benefits 4.2 Administration & Selling expenses 4.3 Interest 4.4 Depreciation 4.0 Total (4.1 to 4.4) 5.0 Profit before Tax (PBT) ( 3-4 ) 6.0 Income Tax Provision 7.0 Profit After Tax (PAT) ( 5 6 ) 8.0 Depreciation 9.0 Internal Generation ( 7 + 8)

36 Compiled by Spandane 33 Management Information System Format No. 30 Month Value Expenses Rs Power 2 Fuel 3 Water Charges 4 Stores & Spares 5 Carriage Inward 6 Packing Material consumed This Month Cumulative to date Budget Actual % Actual % Budget % This year % 7 Total Manufacturing Expenses 1 Rent 2 Rates & Taxes 3 Repairs Building 4 Repairs Plant & Machinery 5 Repairs Others 6 License Fees 7 Insurance 8 Printing & Stationery 9 Travelling 10 Conveyance 11 Postage 12 Telephone 13 Advertisements

37 This Month Cumulative to date Budget this year Actual % Actual % Budget % % 14 Commission 15 Carriage Outward 16 Electricity 17 Audit Fees 18 Legal & Professional expenses 19 Bank Charges 20 Vehicle expenses 21 Misc. Expenses 22 Total Administration & Selling Expenses

38 Compiled by Spandane 34 Management Information System Format No. 31 As on Value Capital Employed Rs. 000 Last year end This Month Budget Actual Actual Budget This Year 1.1 Gross Fixed Assets 1.2 Less: Cumulative Depreciation 1.0 Net Fixed Assets ( ) 2.0 Investments 3.0 Current Assets: 3.1 Stock of RM, WIP & FG 3.2 Debtors 3.3 Cash & bank balances 3.4 Loans & Advances 3.0 Total (3.1 to 3.4) 4.0 Current Liabilities: 4.1 Sundry Creditors 4.2 Customer advances 4.3 Others 4.4 Total (4.1 to 4.3) 5.0 Net Current Assets (3 4 ) 6.0 Preliminary Expenses 7.0 Capital Employed ( ) Financed By: 8.1 Share Capital 8.2 Reserves & Surplus 8.0 Total Net Worth 9.1 Term Loans 9.2 Cash Credit 9.3 Unsecured Loans 9.0 Total Debt 10.0 Capital Employed ( )

39 Compiled by Spandane 35 Management Information System For the Month: Format No Analysis of RM Stock & Production Yield (Qty) Raw Material Opening Stock Purchases for the month Consumption during the month Closing Stock Level of Stock in terms of Production Level of Stock in terms of months = = 6 / 5 Add: Opening WIP Less: Closing WIP 1 Raw Material Consumed (Actual) 2 Standard Production ( units per Kg) 3 Standard Production (1 / 2 ) 4 Actual Production for the month 5 Production Loss (3 4) 6 Standard Consumption (4 x 2 ) 7 Actual Consumption (as above 1 ) 8 Material Loss (7-6 ) 9 Production Yield = Actual Production / Std. Production In case raw materials of different units are consumed say nos. /kgs/litres etc., it may not be possible to work out the variances as described above. In that case actual consumption will have to be compared with standard consumption as per Format No. 32.2

40 Compiled by Spandane 36 Management Information System For the Month: Format No Analysis of RM Stock & Production Yield (Qty) No. Raw Material Unit Opening Stock Purchases for the month Consumption during the month Closing Stock Level of Stock in terms of Production = = 7 / Col.5 below Level of Stock in terms of months 9 = 7 / 6 No. Raw Material Unit Consumption during the month Standard consumption per unit of production Standard Consumption 5 x production Raw Material Loss = 4-6 In case raw materials of different units are consumed say nos. /kgs/litres etc., it may not be possible to work out the variances as described above. In that case actual consumption will have to be compared with Bill of Material to arrive at the RM Loss/ Production Loss.

41 Compiled by Spandane 37 Management Information System For the Month: Format No. 33 Financial Highlights This Month Cumulative to date Actual Actual Budget Budget This Year A Production: Cost of Production Production Qty. Unit: Cost per unit Rs. Installed Capacity in terms of quantity Capacity Utilization % Production Yield % B Marketing: Net Sales Rs. 000 Sales Quantity Unit: Unit Price Realization (UPR) Rs. Quantity Rejected Unit: Rs. 000 Rejections as % to Sales C Debtors: Opening Debtors Add: Invoicing Less: Collections Closing Debtors Debtors Turnover Ratio days

42 Compiled by Spandane 38 Management Information System Age wise Analysis: Up to 30 days >30 days and up to 90 days > 90 days and up to 180 days > 180 days D Sundry Creditors: Opening balance of Sundry Creditors Add Purchases This Month Cumulative to date Actual Actual Budget Budget This Year Less Payments Closing balance of Sundry Creditors Creditors Turnover Ratio days E Inventory: Raw Material Work in Process Finished Goods Stores & Spares Packing Material Total RM Stock Turnover Ratio days FG Stock Turnover Ratio days F Statutory Dues: Advance Income Tax Income Tax deducted at source Sales Tax/ VAT /GST PF / FPF

43 Compiled by Spandane 39 Management Information System ESIC Professional Tax Service Tax Custom duty G Overdue Payment to Financial Institutions: Interest Loan Installment H Ratios: This Month Cumulative to date Actual Actual Budget Budget This Year In case of Multi product, Quantity details need not be given under serial number A & B. Separate Product wise Report may be generated.