Organise, Control and Monitor Supplies of Materials in the Workplace

This document provides information on how to organise, control, and monitor supplies of materials in the workplace. It covers topics such as analysing operational plans and quantities, calculating delivery and lead times, developing delivery schedules, standardising supplies of materials, ensuring appropriate orders are prepared, conducting negotiations and meetings with suppliers and users, monitoring delivery schedules and supplier performance, identifying supply requirements, resolving supply problems, modifying delivery schedules, and more.

Unit No. QCF733 Organise, Control and Monitor
Supplies of Materials in the
workplace
Q1 Explain how operational plans and quantities can be analysed
to assess what materials will be required. (AC1.4,1.6)
The operational plans and quantities can be analysed by the help of
the materials requirement planning in order to analyse the materials
to be required.
Q2 Explain methods that can calculate delivery and lead times for
supplies of materials and why they should be calculated.
(AC1.5
The method that can be used to calculate delivery and lead times
for supplies of materials is OpenERP that helps plan the timing at
each step. This is required as it helps to organize the complete
chain of manufacturing and delivery.
Q3 Explains ways that delivery schedules can be developed.
(AC1.7,5.7)
Delivery schedules can be developed by the help of management
flow chart that not only shows the schedule but also the scope,
quality and the budget.
Q4 Give reasons why delivery schedules and traffic management
are required (AC1.8)
A delivery schedule is required as it helps calculate the timeliness
of the deliveries from the suppliers. Traffic management is
essential as it helps in the process of delivery or supplies of the
materials.
Q5 Explain ways that opportunities for standardising supplies of
materials can be identified (AC2.2)
Job Knowledge Questions Unit No.
QCF733

Standardizing supplies of materials can be identified by the
opportunities such as extensive usage of the procedures, the
products and the associated components having regularity, a
maintained record and repetition.
Q6 Explain how standardisation of materials can assist projects
(AC 2.3)
Standardization of materials can assist projects by helping in
implementation of processes and development of technical
standards on the basis of consensus of various parties involved in
the project.
Q7 Give reasons why opportunities for material
standardisation should be considered (AC2.4)
Opportunities for standardization of materials should be considered
as material standardization assists projects in an effective manner.
Q8 Describe ways that can ensure appropriate orders are
prepared (AC3.4,3.5)
In order to ensure that appropriate orders are prepared,
procurement general policies and standards must be followed.
Purchase requisition process must be followed.
Q9 Explain methods and techniques of conducting
negotiations and meetings with suppliers and users to ensure
supply requirements are agreed. (AC4.3,4.6)
Some of the methods and techniques are as follows:
1) Be ethical when negotiating.
2) Do not commit to any such outcome before authorizing the same
specifically.
3) Defining the responsibility levels as per the posts.
Q10 Explain how goodwill and trust can be maintained with
suppliers and users. (AC4.5)

Goodwill and trust can be maintained with the suppliers and
the users by proper delivery and good product quality.
Q11 Give reasons why the delivery schedule and performance of
suppliers should be monitored. (AC5.8)
The delivery schedule and the performance of suppliers can be
monitored to assist the agencies in order to reduce the internal
transaction costs related with the procurement and at the same time
improve in the supplier and the purchaser performance.
Q12 Explain how systems that can monitor the performance of
suppliers against the agreed supply requirements can be
implemented. (AC5.6)
Supplier performance monitoring can be done in order to serve this
purpose.
Q13 List and describe the factors and issues that determine and affect supply
requirements. (AC4.4)
Factors and issues that determine and affect the supply
requirements are as follows:
1) Price Fluctuations- Price of a product is directly proportional to
its demand hence affecting the supply.
2) Income and credit- The purchasing power of an individual or a
firm is a parameter on which supply depends.
3) Availability of the alternatives in the market- The competition of
the product in the market affects the supply requirements as well.
Q14 Explain how systems, that cover all necessary factors to
monitor the delivery schedules, can be implemented. (AC5.5)
The necessary factors to monitor the delivery schedules
are planning the delivery, monitoring the deliveries and
controlling the processes.

Q15 Explain methods that can identify problems with supply and
supply requirements, how they can be recorded and what
actions can be taken to resolve them (AC6.3)
Data management and integration serves as a primary key
to solve and identified problems in supply chain as it
effectively connects the manufacturer’s management
system with that of the suppliers and their partners.
Q16 Explain how the delivery schedule can be modified to minimise
disruption to the programme. (AC6.4)
The following methods can be made use of for this purpose:
1) Postponement- The strategy helps to produce a product that is
generic on the basis of the total demand of the products.
2) Strategic stock- Safety stock inventories can be used so that the
supply chain can function in smooth manner at times of disruption.
Q17 Explain ways that can identify changes likely to result in over
or under supply (AC7.3)
A regular check on the stock of the products can identify the result
of over and under supply.
Q18 Explain how to modify delivery schedules that minimises
disruption to the programme. (AC 7.4)
The following methods can be made use of for this purpose:
1) Postponement- The strategy helps to produce a product that is
generic on the basis of the total demand of the products.
2) Strategic stock- Safety stock inventories can be used so that the
supply chain can function in smooth manner at times of disruption.
Q19 Give reasons why it is necessary to analyse operational plans and
quantities to assess what materials will be required. (AC1.6)

The delivery schedule and the performance of suppliers can be
monitored to assist the agencies in order to reduce the internal
transaction costs related with the procurement and at the same time
improve in the supplier and the purchaser performance.
Q20 Describe how identified improvements to delivery schedules can be
recorded. (AC5.7)
Measure of performance and setting targets can help identify improvements in
the delivery schedules.
Q21 Give reasons why checks must be made to ensure appropriate orders are
prepared (AC3.5).
It is because if appropriate orders will not be supplied then it will be rejected
at the delivery end and result in loss.
Q22 Explain how formal and informal meetings with suppliers and users can
be conducted (AC4.6)
Formal meetings can be arranged face to face by arranging the same with the
suppliers and in case of informal meetings emails can be sent to the users.