Attachment Report

1. 1. ACCRA POLYTECHNIC SCHOOL OF BUSINESS AND

MANAGEMENT STUDIES DEPARTMENT OF PURCHSING AND
SUPPLY INDUSTRIAL ATTACHMENT REPORT CENTRE FOR
NATIONAL CULTURE (ARTS CENTRE) GREATER ACCRA
REGION NAME: TETTEY KUDJO EMMANUEL INDEX NUMBER:
O1111591D DURATION: FROM 10TH JUNE TO 9TH AUGUST, 2013
LEVEL 200

2. 2. TABLE OF CONTENTS CONTENT PAGE Table of Contents i-ii

Certification iii Dedication iv Acknowledgement v CHAPTER ONE 1.0

Introduction 1 1.1 Objective of the industrial attachment 1 1.2 The
company 1 1.2.1 Staff Strength 2 1.2.2 Department 2 1.2.3 Districts
Offices 2 1.3 The company Mission and Vision statements 3 CHAPTER
TWO 2.1 The various departments and nature of work done at the
departments 4 2.1.1 Finance and account 4 2.1.2 Procurement 4 2.1.3
Public relation 4 2.1.4 Marketing 4 2.2 Detailed work done. 4 2.2.1
Making account entries (Account Department) 5 2.2.2 Attending to
clients (Stores Department) 5 2.2.3 Receiving stocks from the creditors 5
2.2.4 Prospecting from client 5 2.2.5 Preparation of Pro-forma invoice
and contract 5

3. 3. 2.2.6 Attending to client (Marketing Department) 6 2.2.7 Dispatching

of letters 6 2.2.8 Sorting out old and new contract 6 CHAPTER THREE
 3.1 New knowledge acquired 7 3.1.1 How to negotiate with customers 7
3.1.2 Handling of customer pressure 7 3.2 Challenges encountered 7 3.2.1
Insufficient fund 7 3.2.2 Difficulty in persuading customers to purchase
the product of the centre 7 3.3 Contributions to the company 8 3.4
General comments ,observations and impressions 8 CHAPTER FOUR
4.1 Conclusion 9 4.2 Recommendation 9

4. 4. CERTIFICATION I certify that this report has been supervised and

assessed in accordance with the laid down guidelines by Accra

Polytechnic. Supervisor’s Name Signature Date
…………………………………….. …………………. ……………….
Name of Head of Department’s Signature Date
…………………………………….. …………………. ……………….

5. 5. DEDICATION This report is dedicated to my parents and guardians

who assisted me through my education as well as my siblings and also

not forgetting the staff, employees and management of Centre for
National Culture (Art Centre) for their assistance in making this piece of
work come to a reality. Without their support, love, moral and
encouragement, this piece of work would not have been completed. May
the almighty God bless you all.

6. 6. ACKNOWLEDGEMENT My industrial training would not have come

to a reality without the assistance and encouragement from various

 distinguished persons, friends and loved ones. First and foremost, I want
to thank the almighty God for his protection and for helping me
throughout my period of industrial training with Centre for National
Culture. Secondly my sincerest thanks go to the entire management and
staff of the Centre for National Culture for offering me a place in their
reputable company to carry out my industrial training. I want to extend
my heartfelt thanks to Mr. Hammond the head of accounts department,
Mr. Glover, of the marketing section for the assistance they gave me each
time I don’t understand certain things. I also thank my parents for
assisting me financially throughout this industrial training. Finally, I
would like to thank all my colleagues for their tremendous assistance and
cooperation. May God richly bless you in all your endeavours.

7. 7. CHAPTER ONE 1.0 INTRODUCTION This report is based on the

works carried out in my presence during my period of attachment. I

undertook my industrial attachment with the Centre for National Culture,
Accra, from 10th of June to 09th of August, 2013. 1.1 OBJECTIVE OF
THE INDUSTRIAL TRAINING As part of the rapid technology
advancements, the school’s curriculum has been scheduled to equip
students not with academic works alone but also to orient them
practically. In view of this the attachment will help the students to be
abreast with the basic nature of work, the various tools and equipments
associated with the field. This is to prepare the students for the job
market. Hence the industrial attachment is a requirement for all students
pursuing the Higher National diploma.(H.N.D) in Accra Polytechnic. In
view of this I started my attachment at Centre for National Culture. 1.2
 THE COMPANY (CENTRE FOR NATIONAL CULTURE) The
Institute of Arts and Culture was established in 1961 under the office of
the President which later changed to the Arts Council of Ghana with the
Headquarters in Accra. In December 1989, Provisional National Defense
Council (PNDC) Law 238 was proclaimed to establish the National
Commission on Culture which repealed the two enactments that instituted
the Arts Council of Ghana. a. The Arts Council of Ghana Decree, 1968
(NLCD 232) b. The Arts Council of Ghana (Amendment) decree 1968
(NLCD 279) The dissolution of the Arts Council of Ghana brought in its
place the regional centres for national culture including that of the
Greater Accra region which used to be the headquarters.

8. 8. 1.2.1 STAFF STRENGTH The centre has staff strength of eighty six

(86) comprising twenty five females and sixty one (61) males. a. One
Director b. Three Deputy Directors ( one on attachment to the
PANAFEST Sector) c. Eight principal cultural officers d. Ten senior
cultural officers e. Eleven cultural officers and f. The remaining thirty
five are between assistant cultural officers and labourers 1.2.2
DEPARTMENTS 1.2.2.1 There are six departments in the Accra Office
namely; a. Visual Arts b. Performing Arts c. Public Relations d.
Administration e. Accounts and f. Internal Audit 1.2.3 DISTRICT
OFFICES 1.2.3.1 The centre also has six district offices in; a. Ga district-
Amasaman b. Dangme East- Ada- Foah c. Dangme West- Dodowa d.
Accra Metropolitan and e. Madina
9. 9. 1.3 MISSION STATEMENT 1. To promote cultural/artistic excellence

and whiles rigorously making the Greater Accra Region and its
peculiarities a priority, sustain national standing and to achieve
international standing in cultural/artistic productions and Arts education
programs in order to feed the culture life of the country. 2. To serve a
wide range of constituencies and communities within the region engaging
with our audiences and listening to their interest in and attendance of
Artistic production. 3. To offer opportunities for Artists and cultural
workers to train and develop their work so that they can continue to feed
the cultural life of Ghana. 4. To extend and strengthen relationships with
other Arts professionals and education agencies, especially in our own
region to promote and develop the work and policies of the National
Commission on culture and engaged in debate on the purpose and future
of the Arts/culture. 5. To affect government Arts/culture policy for
sustainable national development. 6. To work in partnership with
industry, commerce and political parties in order to promote the Centre
for National Culture and increase understanding of the cultural, social and
financial importance of the Arts and culture

10. 10. CHAPTER TWO 2.1 THE VARIOUS DEPARTMENTS 2.1.1

Finance And Accounts They are responsible for releasing funds to

embark on intended projects which the Centre wishes to embark on. They
receive cheques and issue invoices to customers on behalf of the Centre.
2.1.2 Procurement They are responsible for ensuring that the purchases of
the Centre are made according to the PPA laws of the land. 2.1.3 Public
Relations They are responsible for managing the internal relations of the
Centre in relation to the general public and also respond to issues that
emerge from the environment. They also control the flow of information
 within and outside the Centre. 2.1.4 Marketing The marketing division is
responsible for selling the craftwork of the Centre which brings revenue
to aid in the financing and the administration of the Centre. 2.2
DETAILED WORK DONE Duties and Schedules On, the intern received
an acceptance letter from Centre to undertake the industrial attachment.
The intern was taken through an orientation and familiarization program
for the purpose of knowing the operations and regulations of the
organization. The intern was scheduled to report to work every day at 8
am to 5pm.The intern was charged with the following duties or
responsibilities;

11. 11. 2.2.1 Making account entries The intern was entrusted with the duty

of making entries for purchases made on behalf of the supplier and also to
make sure that the balance sheet tallies. 2.2.2Attending to client (Store
Department) The intern also attented to clients when they come by way of
introducing them to the products of the Centre. 2.2.3 Receiving stock
from the creditors The intern also received items from the suppliers
which are then sold out to our customers. 2.2.4 Prospecting for client The
intern started business by prospecting for the above mentioned
organization. This involves searching for potential customers. In the
process of undertaking prospecting the intern with the help of the
supervisor prepare a proposal and attractive packages that will induce
potential customers to do business with the organization. The rate card is
an essential tool which was used by the intern to effectively sell the
organization’s product. 2.2.5 Preparation of Pro forma invoice and
contract After the potential customer has agreed to do businesses with the
organization the intern with the help of the supervisor prepare a contract
and a Pro forma invoice for the client to be. The contract spelt out the
 terms of agreement between both parties. This means, it states the
responsibilities to be played by the customer and the organization. The
Pro forma invoice spelt out the type of product, quantity as well as the
amount to be paid by the customer. (Refer to appendix for the detailed
information).

12. 12. 2.2.6 Attending to client (Marketing Department) The marketing

division of Centre for National Culture (Art Centre) is made up of four

(4) branches. They are client service, compliance, sales, and director of
marketing. The intern was in the client service department. The intern
was tasked with the duty of receiving and addressing customer
complaints as well as attracting, retaining and nurturing of new
customers. 2.2.7 Dispatching of letters The intern was also charged with
the duty of distributing copies of contracts and letters to the other heads
of other departments such as the finance, administration, television, radio
and corporate affairs. This is because the marketing department cannot
execute the work on its own but rather relate to the other department to
get the work done. 2.2.8 Sorting out old and new contract The intern was
also charged with the duty of separating the old contract from the new
contract for business purposes.

13. 13. CHAPTER THREE 3.1 NEW KNOWLEDGE ACQUIRED 3.1.1

How to negotiate with customers. In the course of the attachment, the

intern learnt how to negotiate. In this case, when customers come some of
them think that the place is publicly owned, they turned to bargain to their
 side of the market and the intern has to negotiate and come to a price that
is beneficial to both parties. 3.1.2 Handling of customer Pressure
Basically, the management of customer pressure became so real to the
intern when working with customers in the stores department. These
pressures came in the form of customer requests, orders and demands. It
was expected of the intern to be more responsive and reliable to the
customers in dealing with their problems to ensure that no customer is
dissatisfied with the services of the organization. The intern became more
confident, bold and relaxed as the work became familiar and routine in
nature. This made the intern to understand and practically learnt that,
maintaining customer care as part of an organization strategy of providing
quality services to customers is not an easy task and requires more
responsibility. 3.2 CHALLENGES ENCOUNTERED 3.2.1 Insufficient
Funds During the internship, it became a real challenge for the intern to
finance himself as there was no facility in the Centre to help attaches.
3.2.2 Difficulty in Persuading Customers to Purchase the products of the
Centre One of the major challenges confronted by the intern was the
persuasion of customers to buy into the business proposal of the
organization. Here, a lot of customers hold a certain perception towards
the Centre. Some of the yearnings are that the rates are high. Also, the
attitude and reactions of some customers make it very discouraging and
frustrated in defending and selling business proposals.

14. 14. 3.1 CONTRIBUTION OF STUDENT TO ORGANIZATION

Additional capable hands With a sound purchasing background and the

eagerness of the intern to impress the organization, the intern was able to
provide capable assistance which ease off the pressure on workers as well
as making customer service smooth and convenient.  Recommending
 the centre to practice the kind of stock holding system to use, such as
just-in-time (JIT) and also just in case (JIC) and so on.  Also the kind of
coding system to adopt to ensure easy identification stock so as to
eliminate waste of time in finding an item. For instance significant
coding, alpha-numeric coding etc.  In addition, the practice of electronic
data interchange (EDI) for the purpose of checking the fast and slow
moving stocks. And also to know when and how to replenish stock by
considering the right place/source where goods should come from and
delivered to, the right price, the right time to order for stocks, the right
quantity to order, the right quality etc. to ensure value for money through
transparency and professionalism. 3.4 GENERAL COMMENTS,
OBSERVATIONS AND IMPRESSIONS During my internship, I
observed that the employees of the Centre have negative attitudes towards
work like lateness to work, absenteeism, poor human relations and many
others. Some of the impressions I noticed was that some of the employees
are willing to teach the interns what purchasing and supply entails and am
really impressed about that.

15. 15. CHAPTER FOUR 4.1 CONCLUSION The intern is full of gratitude

to Accra Polytechnic for its foresight in institutionalizing this laudable

industrial attachment program for its students because being with Centre
for National Culture during my internship period bridged the gap between
the lecture halls and the work environment. In conclusion, the intern
would admit to the fact that, the internship program becomes an avenue
where students have been made more marketable and to experience the
real practicality and competences within the institute to the various
companies. 4.2 RECOMMENDATIONS The intern’s recommendations
are based on experiences and findings observed:  The Polytechnic
should liaise with companies to make it easier for students to undergo
such programs. The Polytechnic should make it a policy to invite
companies to have seminar sessions with the students through which the
Polytechnic can seize such opportunity to link its students for the
internship program.  The Polytechnic should continue to send students
out for such programs to bridge the gap between academic work and
practical work. This is because, working environment looks quite
different from the lecture rooms and the experiences are completely
different.  I also recommend that the Polytechnic reviews the period
allocated for the internship program to about two months to enable
students appreciate and derive maximum benefit of industrial experience.