Activity Based Process Work Flow

1. Fixed Assets Management

Process Initiation
 Requesting departments to share their demands of fixed assets
 Receiving Purchase Requisitions duly signed and approved by HODs and concerned
DMD
 Rationalization of demands with mutual consent of departments
 Preparing Annual Consolidated Demand based on rationalized demands
Coordination with Procurement Dept.
 Sharing consolidated demand with procurement to initiate tendering process
 Preparing Specifications of required assets and sharing those with procurement
 Attending Purchase Committee Meeting in this regard
 Marking samples of required fixed assets
 Showing samples to different vendors
 Attending pre-bid meeting
 Coordination with vendors after award of contract and issuance of work orders
 Sharing delivery schedule with vendors

Admin Department Activities

 Getting approval of samples shared by vendors
 Coordination with TEVTA representative for independent evaluation of samples
 Receiving delivery of fixed assets in all offices of PEF
 Arranging storage space for safe placement of assets
 Tagging of Assets
 Preparing Asset Issuance Slips for issuance of assets
 Maintaing/updating both hard and soft copies of issuance records

Payment Processing
 Preparing Goods Received and Inspection Notes (GRINs)
 Recording of assets in Fixed Assets Registers
 Initiating the payment process after receiving bills/invoices from vendors

Admin Officials Involved in Process

 Officer Admin
 AD Admin
 DD Admin
 Director HR & Admin
 Activity Based Process Work Flow

2. Transfer of Fixed Assets

 Receiving transfer orders of employees from HR Department
 Visiting concerned employee for physical verification of assets issued to him/her
 Preparing Asset Transfer slips
 Completing handing/taking over process for transfer of asset after signature of Director
(HR & Admin)
 Updating record as per transfer details
 Officer Admin, AD Admin, DD Admin & Director HR & Admin are involved in this
process

3. Maintenance of Dead Stock Register

 Writing of fixed assets from Fixed Assets Registers after approval of Competent
Authority
 Preparing Asset Written Off Vouchers as per details of asset
 Attaching a copy of all supporting documents of written off asset with voucher for record
 Entering written off asset in dead stock register till its auction
 Officer Admin, AD Admin, DD Admin & Director HR & Admin are involved in this
process

4. Utilities items (Procurement & Distribution)

Purchase Process
 Getting demands of utility items from caretakers of all offices
 Rationalizing the demands based upon the stocks shared by caretakers
 Preparing consolidated demand of utility items
 Initiating the File for Advance to procure Utilities
 Procurement of Utility Items from market after visiting multiple departmental store as
some items are not found easily
 Visiting Landa Bazars for items like Floor Cleaning Towels, Bansi Jharoo etc.
 Issuance of purchased utility items to caretakers as per shared demands
 Depositing unspent amount to PEF Account
 Processing the file for Adjustment of Advance
 Caretakers, Officer Admin, AD Admin, DD Admin & Director HR & Admin are involved
in this process

Issuance Process
Please Ask Ahmed sab or about Issuance Process.
 Activity Based Process Work Flow

5. Stationery Management
Process Initiation
 Requesting departments to share their annual stationery demands
 Receiving Purchase Requisitions duly signed and approved by HODs and concerned
DMD
 Rationalization of demands with mutual consent of departments
 Preparing Annual Consolidated Demand based on rationalized demand

Coordination with Procurement Dept.

 Sharing consolidated demand with procurement to initiate tendering process
 Preparing Specifications of required stationery and sharing those with procurement
 Attending Purchase Committee Meeting in this regard
 Marking/arranging samples of required stationery items
 Showing samples to different vendors
 Attending pre-bid meeting
 Coordination with vendors after award of contract and issuance of work orders
 Sharing delivery schedule with vendors

Admin Department Activities

 Issuance of Purchase Orders to vendors on quarterly basis
 Receiving delivery of stationeries
 Arranging storage space for safe placement stationery
 Carrying out Physical Inspection of the Stationery along with Procurement and Admin
team
 Issuance of stationery items to departments on monthly and need basis
 Maintaing/updating both hard and soft copies of issuance records

Payment related Processing

 Preparing Goods Received and Inspection Notes (GRINs)
 Recording of stationery in relevant stock registers
 Initiating the payment process after receiving bills/invoices from vendors

Issuance Process
 Stationery is issued in the first week of every month to each department including
regional offices
 Monthly Demands of departments as per Annual Stationery Plan are copied and
approval of Director HR & Admin is accorded for issuance of stationery
 Officer Admin, along with Office Assistant Admin issues the stationery item to nominated
official of each department with the help of support staff such as office boys etc.
 Receiving of each department’s official is taken against issuance of required stationery
 Stationery Issuance registers are updated accordingly each month by Office Assistant &
Officer Admin under the supervision of AD & DD Admin
 Activity Based Process Work Flow

Admin Officials Involved in Process

 Support Staff
 Officer Admin
 AD Admin
 DD Admin
 Director HR & Admin

6. Disposal of Old PEF Record

 Initiating file for disposal of Old Admin Record such as Newspapers, Cartons, and Boxes
etc. for approval of Competent Authority
 Coordinating with other departments for disposal of old record such as QATs, EVS
Vouchers and Old Textbooks etc.
 Initiating Main Disposal File to carry out the Disposal of Old PEF Record of all the
departments
 Requesting the formation of Disposal Committee
 Preparing and issuing notification to members of disposal committee
 Issuing work order to vendor for disposal of old material
 Preparing Authority Letters to carry out the disposal activity
 Shifting of disposal material from storage locations to disposal area/factory
 Ensuring deposit of money in PEF account
 Sharing details of disposal activity with management on file at the end of process

7. Printing the Visiting Cards of officials

 Initiating the file for printing of visiting cards of officials
 Getting the quotations from vendors
 Obtaining required information from the officials for their visiting cards
 Getting samples approved from the officials and rectifying any errors
 Distributing the cards to Officials after printing
 Preparing Work Completion Certificate
 Processing file for payment to vendor

8. Dengue Spray In-charge (Sub-Office)

 Ensuring Fumigation in sub offices in dengue spawn season with the help of caretaker
 Sharing anti-dengue activities report with School Education Department

9. Purchase through Quotations

 Initiation / Preparation of all Procurements through quotations on requests from
different departments
 Dispatch of supply quotation letters
 Receiving of quotations from vendors
 Activity Based Process Work Flow

 Communication / liaison with vendors regarding clarifications/ information required

 Making comparison of shared quotations
 Moving the file for approval of Competent Authority
 Issuance of Work Order to vendors after approval
 Receiving deliveries from vendors
 Preparation of GRINs
 Issuance of items to indenting departments
 Processing of payment file to vendors

10. Annual Procurement Plan

 Requesting all departments to share their expected annual procurements related to
Admin department
 All departmental requests are merged to prepare consolidated Annual Procurement Plan
 Sharing of annual procurement plan of admin department with procurement after the
 approval of Director (HR & Admin)

11. Shifting of Departments

 Arranging carriers such as trucks etc. for shifting of assets from one office to another
office
 Arranging labor for loading and unloading of assets etc.

12. Other Activities

 Preparing Annual Budget Estimates of Admin Department
 Dealing with Security Guards related issues such as uniform allowance etc.
 Carrying out Physical verification Activity of Fixed Assets
 Handling stores of stationery items, furniture etc.
 Preparing response of Audit Objections raised by internal and external auditors
 Visiting market for quotations
 Any other task assigned by management