Raaj Unocal Standard Operating Procedures Procurement For information on applying this template onto existing presentations, refer to the notes on slide 2 of this presentation. The Input area of the Beam can be customized to reflect the content of the presentation. The Input area is an AutoShape with a picture fill. To change this, ensure you have the image you wish to use (ideally a .jpg or a .png file) in an accessible folder. The image should have a ratio of 1:1 to ensure it does not appear distorted. Acceptable images for importing into the Input area of the Beam are the three approved graphics (lines), and black and white photography or illustrations which follow the principles laid out on The Branding Zone. Color images should never be imported into this area. To create a thank you slide with a picture in the Input area of the Beam, duplicate this master slide and create a new master slide. If using the graphic on the title slide the same should be used on the thank you slide. If using a picture in the Input area of the Beam in the title slide, the same or different but related picture can be used on the thank you slide. Customize the Input area of the Beam as described below. Click on the View tab from the menu bar and select Master>Slide Master Right-click on the Input graphic and select Format AutoShape From the Fill menu, under the Color and Lines tab, click on the drop-down arrow next to Color and select the Fill Effects menu From the Picture tab, click on Select Picture. Navigate to the folder containing the image you wish to insert in the Input area. Highlight the image and tick the Lock picture aspect ratio box. Click on OK. You can now preview the image before continuing. If you are happy with how it looks, click Ok to continue. Otherwise, repeat the process until you are happy with your selected image To exit from Master View, click on View>Normal. The change you made to the Input graphic should now be visible on the title slide Raaj Unocal Standard Operating Procedures Procurement

Key Sub-Processes 1 Buying 2 Vendor Management 3 Ordering Procedures 4 Receipt of Material 5 Payment It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed.

Legend It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed.

Procurement Organogram It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed.

1. Process Flow: Procurement Planning Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Procurement Planning 2 3 Expected Sales Plan 1 Average Lead Time Report Current MDM Levels Indent based planning is done . Refer to indenting process for details No 1 Is the material a direct material? Production In-charge Basis expected sales order for n+1 month , material requirement is calculated Start 2 Stop 3 Chief Executive Officer For key materials: Plan is created basis MDM norms and current lead time. Yes A It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. Chief Executive Officer A Procurement Plan

1. Process Flow: Vendor development Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Vendor development 1 2 Indent for new material Procurement Plan 1 Is it a packing material or raw materials ? Identifies materials for which vendor development procedure needs to ne carried out . Identifies vendors for the list of material from both internal and external sources. Receives a list of preliminary information such as price, specs, quality etc Start 2 A Chief Executive Officer Purchase Officer Production In-charge Approves Quality audit for vendor is performed . Report is sent to GM commercial Post approval, submits list of potential vendor to CEO. Yes Stop B It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. No A B List of materials for vendor development List of potential vendors

1. Process Flow: Vendor Code Creation Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Vendor Code Creation Start Fills in vendor code creation form for creation of new vendor code and sends to CEO for approval. Materials Manager Post approval send it to Finance Executive for code creation Production In-charge Resends request to the purchase officer with details of missing information Finance Executive Creates vendor code in tally Vendor Code Creation Form A 1 2 Reviews adequacy of form ? Reviews to ensure there is no existing codes Stop Yes 1 Approves ? No Yes It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. No A Vendor creation form

1. Process Flow: Vendor Evaluation Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Vendor Evaluation 2 Vendor service quality file 1 Quality Reports / NCR 1 2 Basis input reports Materials Manager creates vendor evaluation form. Sends form to quality department for overall quality score Adds quality score and sends the same to CEO Moderates and gives final score . Sends it to the Materials Manager Start A Materials Manager Materials Manager Quality Head CEO No Is any rating below satisfactory? Files the vendor evaluations Vendor identification process Yes Stop Materials Manager It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. No A Vendor evaluation

1. Process Flow: Vendor Evaluation Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Vendor Evaluation 2 Vendor service quality file 1 Quality Reports / NCR 1 2 Basis input reports Materials Manager creates vendor evaluation form. Sends form to quality department for overall quality score Adds quality score and sends the same to CEO Moderates and gives final score . Sends it to the Materials Manager Start A Materials Manager Materials Manager Quality Head CEO No Is any rating below satisfactory? Files the vendor evaluations Vendor identification process Yes Stop Materials Manager It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. No A Vendor evaluation

1. Process Flow: Order Process Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Order Process Checks availability of the stock. Approves Indent if stock is not available and forwards to purchase officer Approved Vendor ? Prepares an indent for required material and sends to stores in charge Evaluates if it is to be purchased from approved vendor or from new vendor Start A Yes Production In Charge Stores In Charge Materials Manager No Invites minimum 3 quotations for material. Prepares comparative statement. Endorses vendor and comparative statement and sends to CEO . Selects vendor in consultation with quality and sends it to Materials Manager Raises PO and sends to CEO along with previous PO price. B C Materials Manager Materials Manager Materials Manager CEO Materials Manager Signs off PO. Raises the PO and updates PO File Stop It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. D CEO Materials Manager A B C D Approved Indent Request for Quotations Comparative Statement Approved Purchase Order

1. Process Flow: Open PO Monitoring Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Open PO Monitoring Generates a list of pending purchase orders at the end of the month Performs root cause analysis for all open PO. CEO evaluates if PO Has to be closed? Forwards file to CEO Start Yes A Materials Manager Materials Manager Materials Manager No Sends list to Materials Manager for follow-up with vendors Sends list to Materials anager for short closure of PO. CEO Materials Manager It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. Stop A List of Open POs

1. Process Flow: Receipt of Material Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Receipt of Material 1 Receipt of Material 1 Post unloading of material performs quantity check and prepares a material receipt note (3 copies) with actual quantity Is material Quality Passed ? Prepares a gate entry for material Transfers material to goods under inspection area Start A Security Guard Stores In Charge Stores in Charge Yes No Files quality report in along with one copy of MRN in a material wise file. Puts quality approved stamp on 2 MRN copies and send s to Store Incharge Attaches one copy of MRN to Accounts and one copy of MRN to Materials Manager Updates inventory status sheet basis duplicate copy of the MRN RTV is formed. Refer Quality SOP – Rejection Process B C Quality Executive Quality Executive Stores In Charge Materials Manager It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. Stop A B C Approved Indent Material Receipt Note Updated Inventory Status Sheet

1. Process Flow: Vendor Payment Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Vendor Payment Material Receipt Note 1 1 Is material Quality Passed ? Receives Approved MRN from Stores-in-Charge Start No Processes invoice in Tally for partial amount and passes debit note for balance amount Accounts Executive Accounts Executive Yes Processes invoice in Tally Stop Accounts Executive It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed.

1. Process Flow: Balance Confirmation Buying Vendor Management Ordering Procedure Receipt of Material Payment 1. Process Flow: Balance Confirmation Vendor’s Ledgers from Tally 1 1 Balance confirmation in done by comparing the vendor ‘s ledger and ledger as per the books Is there a variance? Sends a mail to all vendors asking for their ledger books in hard / soft copy Gets balance confirmation from the vendor Start No A Accounts Executive Accounts Executive Accounts Executive Yes Discusses with the vendor and resolves variances Rectifies books if required and gets confirmation from the vendor. Stop B CEO Accounts Executive It is possible to apply this template to exiting presentations. Have the latest presentation template open Click on the View tab and select Normal Delete all unwanted slides Click on the Insert tab from the menu bar and select Slides from Files Click on Browse. Navigate to the presentation you wish to update with the new template. Highlight the presentation and click Open Wait for the slides from the presentation to load and click on Insert All. Then click Close Check the inserted slides to ensure that the most appropriate master slide has been used on each slide To change the master applied to a slide select the slide you wish to apply a different master to then click on the Format tab from the menu bar and select Slide Design From the Used in This Presentation section choose the master you wish to apply to the slide and hover over it to reveal a drop-down arrow. Click on the arrow and select Apply to Selected Slides It is important to thoroughly check the presentation to ensure that no further formatting is needed. A B Mail record for Balance Confirmation Balance Confirmation