Unit 11 Management of Terial Resources: OD Ctio
Unit 11 Management of Terial Resources: OD Ctio
Unit 11 Management of Terial Resources: OD Ctio
RESOURCES
Structure
11.1 Introduction
11.2 Objectives
11.3 Material Resources - Meaning, Need, Types of Resources
11.4 Managing the Material Resources in Education Institution
11.4.1 Objectives of Material Resource Management
11.4.2 Elements, Purposes, Principles and Functions of Material Resource Management
11.1 INTRODUCTION
The creation and maintenance of infrastructure is an important aspect for any
educational institution. The efficient functioning of any system is dependent of
the proper functioning of its constituent systems. Though it is true that
infrastructure alone is not sufficiently enough for the successful implementation
of the policy for spread of education but still it has a very crucial role to play.
There are great many resources that are utilized in an educational institution.
The need for effective utilization of resources in educational institutions has
greater importance due to paucity of funds and new policies. The constituent
resources in educational system are human resources, material resources and
financial resources. Thus, in any higher educational institution, proper planning
and management of these resources is essential for achieving the desired
institutional goals. The management of these resources is further more important
in Higher Education as it has undergone vigorous expansion in terms of number
of institutions, departments and course of study and management system.
India is a vast country and thereexists wide socio- economic conditions in different
parts of our country. Thus it is common to come across many educational
institutions that do not have adequate resources, whereas there also exists many
that have no dearth of resources but do not use these optimally. So it is necessary
to have management systems in place to make optimum use of the material
resources at all the levels of administrative set up.
• Enlist the various safety precautions that should be taken for management
of resources in educational institutions.
• This integration is also helpful in faster and effective functioning that involves
a large amount of data to be used for planning.
You have now understood the meaning and need of material resource
management. A set of questions is given below which you may like to attempt
and carry out self assessment.
38
Management of Material
2) Explain the need of material resource management in educational Resources
institutions in about 100-150 words .
...................................................... ················································e·····
...
You have now understood the elements, PUrpOSl;S,principles and functions of'
material resource management. Below is given a set of questions which you may
like to attempt and find for yourself if you can find an answer to these questions.
40
l\1apagemept ofMawrhd
Check Your Progress . Q.~!!9\1rl;~
............ !, ..........................................................•............•........•.•.••.•......•..
••••
•••••••••
•••••••• !.•••••
~!••
!: ••••.•••.•.••.•••••••.•.•.••.••.•••.••••.•••.•••••••
! •••••••••••••••••••••••••••••••••• ,! :! ••••••••••••••••••.•••••••••••••••••.•.•••••
~~••••.•.•.•
. The complete cycle (flow) of planning and control of resource materials, and the
associated flow of information includes functions of identification, cataloguing,
standardization, need determination, scheduling, procurement, inspection, quality
control, storage, inventory control, distribution, and disposal.
One of the main functions of a head of the institution is material planning and
controlling. It is very important for the head to carry out the planning and
budgeting in an integrated manner. Thus, planning for resource materials and
working out a realistic budget helps as a control measure and also motivates
people associated with its implementation. Different committee in charges are
employed to plan Programmed (Routine) and Non- Programmed Decisions.
Usually, the head of departments/ institutions is involved in large number of
non- programmed discussions in material planning, while the teachers/ incharge
of various committees/ laboratory and library involved for routine and
programmed decisions.
Material resource planning involves the use of two concepts depending upon the
category of material resources. The materials those are non- consumable. These
materials are planned on requirement basis like furniture, books, computers,
. projectors, printers, chalk boards, laboratory apparatus etc. while the stock items'
are planned on the basis of norms of consumption like stationary items, chemicals
(in case where laboratories are extensively used), answer sheets, etc.
The planning of material resources is further linked with purchase section. The
purchase section starts its process of purchase only after the concerned I
departments give their requisition about the material required, quantity needed,
procurement programme and the financial provisions of the departments. This
process needs to be initiated at the right time so as to ensure the delivery at the
appropriate time. The factors governing material planning can be categorized
infecting to External and Internal factors.
42
/
The external factors are related to the overall activity of the institution affecting Management of Material
Resources
the internal policy of the departments towards the material management. It
includes:
The internal factors comprise of the activities related to the institution. These
factors include: -
Thus, forecasting the requirement of material resources is very important for the
successful conduct of teaching- learning process in any institution. Proper
forecasting can facilitate the operations of the institute and help in execution of
the plans. The techniques of forecasting will depend upon the manner in which
the basic data is collected.
After reading the above section, you have now understood about planning and
forecasting the requir~ment of material resources. Below is given a set of questions
which you may like to attempt and find for yourself if you can find an answer to
these questions.
43
Contemporary Aspects on
Institutional Management 2) Plan the cycle at planning and control of resource material in the context
of your educational institution .
..................................•...............................................................................
•••••• •••••••• ••••• •••••• ;, ••••••• 0 ••••••• o •• ~ ••••••••• :t •••••• ~; ••• o •• e •••••••••••• ~~ ••• ; ••••••••••••• ; •• ;~ •••••
..............................................•.......••.........................................................
................................................................................................................
••••••••••••• i. 0 •••••••• 5••• ~••• i.l.i. it •••••••••••••••• ~ •••• ;.~;. •••••••••••• ~ ••••• ~ ••••••••••• ~ ••••• ; ••••••••••••
•• ,; •••• 01 ••••••• ;. ••• Io •••••••••• ;; ~ •••••••• Io. l ••••••••• ill •••••.••• 1o ;. ••••• ;; •••••••••••• 1. ••• ;. ~ • ~ ~.;o;; •••••••••••••••••••• " ••••••
••• • •• •• •••• • • • •• • • • • •• • • ••• •••••• •• •• ••••••••• •• •• ••••. i i 610 ••••••• i •.~;.••••••••••• 10 •••• ;. •••••••••• ~ •••••••••••••••••••••• ~
..................................................................... " .
•••••••••••• .-•••••••••••••••••••••••••••••••••••••••••••••••••••••••.•••••••••••••••• a.ii ••• '$ •••••••••••••••••••
•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• i ••••••••••••••••••••••••••••••
............................................................................................................ ' ..
44
.................................................................................................................
Management of Material
7) Identify the factors governing material resource planning. Resources
Procurement phase of the material resource management cycle starts from the
time when a teacher/ coordinator put forward a requisition for an item till the
time it is delivered. It also includes selecting the vendors from where the material
can be procured, negotiating price for quality, receiving and inspection and
inventory control.
..
The basic objective of procurement function is to ensure procuring the best
material resources at the lowest amount and to put it into use in the most
constructive manner so as to achieve maximum output. There are a large number
of purchase parameters that are to be considered jointly. These purchase
parameters are purchasing best quality of required material in appropriate quantity
at right time from reliable source at right cost.
Care should be taken that while purchasing, the focus should be on obtaining
defect-free material resources, strategic cost management, time management,
latest technology and continuity of supply. In educational institutions, the level
of purchases can vary between a few thousands to lakhs of rupees depending on
the type of operation. Thus, there is a need for a formal system of procurement
to be followed by the purchase department.
The Pre-purchase stage involves the action for purchases after seeking requisitions
of material resources from various departments of the institute, selecting suppliers,
inviting quotations and evaluating them. A format of requisition form is given
below:
Post-purchase is the third stage which includes follow-up, receipt and checking
invoices. The follow-up procedure differs for various material resources
depending upon their pattern of consumption. The purchase department needs to
keep a systematic record of the consignments of material resources received and
details of the inspection of the items prior to acceptance. The last step in purchase
of material resource is checking the invoice sent by the supplier against the receipt
details, quantity accepted and rejected so that the payments can be made according
to the terms and conditions.
You would have procured material resources for your educational institution
and after going through above section you would have now understood the process
of procurement of material resources. Below is given a set of questions which
you may like to attempt and find for yourself if you can find an answer to these
questions.
. .......................................................~
............................................... .
47
Contemporary Aspects on
Institutional Management 2) State the objective of procurement function in material resource
management.
...............................................................................................................
...............................................................................................................
................................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
................................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
6) What details regarding material resources are finalized in the 2nd stage
of procurement cycle?
...............................................................................................................
...............................................................................................................
...............................................................................................................
...............................................................................................................
.....................................................................•. ~ .
...............................................................................................................
48 ...............................................................................................................
Management of Material
7) Point out the functions of purchase department in the procurement of Resources
materials.
•••••••••••••• t • ~••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••
• Stock Registers: These registers are used to keep an account of the material
resources present in the stock. These are of two types:
Consumable Items Register: The register maintained by the store keeper that
contains a record of consumable items/articles such as chemicals, salts, stationary
items, etc. Entries of different items are done on different pages. All transactions
about a particular item are supposed to be made on the page allocated to it.
Non Consumable Items Register: The register maintained by the store keeper
that contains a record of non-consumable items/articles such as furniture,
equipments, machinery. The register gives a complete account of articles with
their accessories. The entries of different articles are done on different pages. All
transactions about a particular item are supposed to be made on the-page allocated
to it.
• Daily Receipt Registers: This record can be in the form of register or loose
sheets bound in a file. Whenever any material comes in the store, it is entered
date wise in the daily receipt register. The material is then inspected and if
found suitable is entered in the stock register, In case of defective or damaged
material, it is rejected or reported to the suppliers. The incidental charges
that are incurred are also be noted in the daily receipt register.
• Issue Register: This record can also be in the form of register or loose sheets
bound in a file. All materials issued are entered date wise by the store-keeper.
• Surplus Stock Register: Sometimes some purchases are not consumed for
a long time. Such materials are declared surplus and are recorded in Surplus
Stock Register. The material is also then removed from the Stock Register
after obtaining order for its disposal from the competent authority.
50
You would now be clear about the importance of storage of material resources Management of Material
Resources
and the various functions that need taken care of during store management. Below
is given a set of questions which you may like to attempt and find for yourself if
you can find an answer to these questions.
3) Name the various registers you would use in your institution for storage
management. Also mention the functions that each register would fulfilL
You would now have understood about the importance of maintenance and repair
of apparatus and equipments of material resources in an educational institution.
Below is given a set of questions which you may like to attempt and find for
yourself if you can find an answer to these questions.
.•.
52
Management of Material
11.9 MANAGEMENT OF RESOURCE CENTRES Resources
Resource Centres are place where learning materials are available for use of
teachers and students. The various resource centres in higher education institutes
include library, science and mathematics education resource centre or laboratories,
information and communication technology resource centre, health and physical
education resource centre, psychology resource centre, art and craft resource
centre, etc. It is mandatory for all educational institutes to establish the resource
centres according to the norms prescribed by regulatory bodies. It is further more
important that besides initial mobilization, the materials resources are properly
utilized, well managed and are continually augmented. All the resource centres
in educational institutes need management of human resources and material
resources. One of the most important assets of any educational institutions is its
library and the books. Libraries are depositories of information and knowledge
from time immemorial. Libraries have a tremendous role to play in developing
spirit of inquiry among the learners. The organizational and management structure
of a library in an institute is unique, which has inter linkages with the management
with the other departments of the institution. The resource centres established in
an educational situation should be such maintained that optimum and maximum
utilization of resources is made. It is important to maintain and repair the furniture
needed in an educational institution. The library furniture includes book racks,
display racks for books, journals, periodicals, computer tables, reading room
tables and chairs, circulation counter, etc. The furniture in other resource room
should be made to cater the needs of the subject. The material resources other
than furniture that need to be taken care in a library include books, journals,
periodicals, furniture, etc. It is the duty of the librarian to manage the material
resources, maintain and upgrade the study material including books, journal,
and periodicals in the library. It would also include procuring and upkeep of the
print material and e-material, The equipments in library that need maintenance
include photocopying machine, scanner, fire extinguishers, projectors, computer
system, bar code machine, etc.
Contemporary Aspects on computer systems- hardware and software, projectors, updating the systems with
Institutional Management
new versions of the software, enhancing multimedia resources. The management
of material resources in ICT resource centre includes the maintenance of furniture
and other basic requirements that are needed for smooth functioning of the
resource centre. Similarly, various resource rooms have material resources that
would cater those particular needs and management of each would be done in
accordance to the norms, budget and procedure of management of material
re,~o~~es.It should be taken care that optimum and maximum use of material
resources should be made as things get obsolete in this fast world of change. It is
for this reason that sharing of material resources among various departments
should be encouraged. This should be done taking care that efficiency of no
course programme is affected.
YO\l would now have understood about the management of resource centres in
an educational institution, Below is given a set of questions which you may like
to .attempt and find for yourself if you can find an answer to these questions.
54
Management of l\1l!teri~
11.10 SAFETY PRECAUTIONS Resources
• Safety measures should include appropriate clothing for the required work
condition.
• The material resources should be properly placed and labeled as per the
safety manuals and precautions that need to be adopted.
• Training for using various devices like Fire safety, devices etc.
You would now have understood about the safer¥ precautions that should be
taken care of for proper management of material fe~ou~c~s in an educational
institution. Below is given a set ofquestions which you may like to attempt and
find for yourself if you can find an answer to these questions.
55
Contemporary Aspects on
Institutional Management Check Your Progress
Note: a) Space is given below for writing your answers.
b) Check your answers with those given at the end of this Unit.
1) Why is it necessary to take safety precautions in an educational
institution?
Visit a college and name the various resource centres that the college possesses.
Enlist the various material resources available in the resource centres. Prepare a
project report to explain the steps you would follow for management of these
material resources. Discuss it with your friends and differentiate the needs and
procedures in a postgraduate college for arts and sciences.
11.12 REFERENCES
Gopalakrishnan, P. & Sundaresan, M. (2003) Materials Management - An
integrated approach, Prentice Hall, India
Verma, A.P. & Mohan, N. (2004) Industrial Management, Kataria and Sons,
New Delhi, ed.S.
56