COLLEGE OF BUSINESS EDUCATION

DAR-ES-SALAAM CAMPUS

DEPARTMENT OF PROCUREMENT AND SUPPLY

MANAGEMENT

STUDENT’S NAME: FILIPO N, MADATULA

REG. NO: 02.5017.21.01.2021

ORGANIZATION: CAR AND GENERAL

COURSE: DPS 1

NTA LEVEL: 5

INTERNAL SUPERVISOR: MR.KARAMA KAUNDU

EXTERNAL SUPERVISOR: SIR.FRUGENCE KOHII

FIELD REPORT SUBMITTED TO COLLEGE OF BUSINESS

EDUCATION AS PRACTICAL TRAINING
 ACKNOWLEDGEMENT

Firstly, I would like to thank Almighty God for his grace, mercy, and providing me with power
towards accomplishment of my field practical and towards accomplishment of this field report.

I would like to express my appreciation to the management of college of business education

towards arranging the period when I can explore more my career

I would like to express my very great appreciation to host supervisor for proper supervision of
my field practical training since day one. Also head of department/section and other staff

Also, my special thanks should go to the staff of CAR AND GENERAL for their special
direction and treatment since the first day until the end of my training, it was always a pleasure
working together with them towards execution of the required goals.

Also, I would like to thank my colleagues for their wonderful collaboration. They have supported
me greatly and were always willing to help me.

Lastly, I would like to appreciate my family for the support they have provided me since the start
of field attachment. They have shaped and helped me mentally, economically towards meeting
expenses until the end of my training.

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 EXECUTIVE SUMMARY
The practical training session is the session in which students gets to share what they have
studied in college and whatever they know about the organization that has accepted them to
conduct their practical training, practically. So practical training helps students conduct their
studies practically and make them understand things that they either once studied in a theoretical
manner, easily in a practical manner as they get to do them in a routine and be part of it, students
increase their knowledge by learning from the experienced staffs and experts.

This report covers the field practical training that is held from July 2023 at CAR AND
GENERAL specifically at store department, where it includes skills acquired and enhanced, task
performed during practical training and lesson learnt. And this field report covers three chapters.

The first chapter covers the introduction which involves overview of field work placement,
discussion of primary functions, organization structure, vision and mission.

The second chapter covers the activities or task performed during field training, lesson learned
from each task performed during field training and challenges encountered during field practical
training.

Chapter three covers the conclusion of field report and recommendations to both The College of
business education and recommendations to the organization I have attended my field training
that’s

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 LIST OF ABBREVIATION

CG - Car and General

CBE - College of Business Education

FPT - Field Practical Training

PT - Practical Training

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Table of Contents
ACKNOWLEDGEMENT..................................................................................................................................i
EXECUTIVE SUMMARY.................................................................................................................................ii
LIST OF ABBREVIATION...............................................................................................................................iii
CHAPTER ONE..............................................................................................................................................1
1.1INTRODUCTION..................................................................................................................................1
1.2 HISTORICAL BACKGROUND................................................................................................................1
1.3 VISION................................................................................................................................................3
1.4 MISSION STATEMENT........................................................................................................................3
1.5 CORE VALUES.....................................................................................................................................3
1.6 ORGANIZATION STRUCTURE..............................................................................................................4
CHAPTER TWO.............................................................................................................................................5
2.1 ACTIVITIES PERFORMED....................................................................................................................5
2.1.1 Receiving to inspection of consignment.....................................................................................5
2.1.2 How Tender Processed...............................................................................................................5
2.1.3 Follow-up of tender....................................................................................................................6
2.1.4 Preparing for quotation document...............................................................................................7
2.1.5 Delivery Note.............................................................................................................................7
2.1.5 Preparation of receiving report;..................................................................................................8
2.2 NEW THING LEARNT DURING FIELD ATTACHMENT...........................................................................8
2.2 PROBLEMS EXPERIENCED IN EXECUTING TASKS................................................................................9
2.3 SOLUTIONS TO THE PROBLEMS.........................................................................................................9
CHAPTER THREE........................................................................................................................................11
3.1 CONCLUSION AND RECOMMENDATION..........................................................................................11
3.2.1 RECOMMENDATION............................................................................................................12
REFERENCE................................................................................................................................................14

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 CHAPTER ONE

1.1INTRODUCTION
This report is the result of the field practical which is designed program to enable the students
undergo practical training so as to make an association of what is covered in class and what is
actually performed in their field of study during work, field practical gives a chance to students
to relate different concepts taught in class with what is real done in his/her field of specialization
and hence clear understanding of both theory and practical training.

My field practical training was conducted at CAR AND GENERAL from JULY 2023 up to
September 2023 at Ilala- Dar es salaam under procurement department, the act of conducting this
training was one of the requirement of the College of Business Education as a part of the
fulfillments of the Diploma program at the end of the first year, which also is part and parcel of
our course and therefore I’m writing this report to show what I observed and experienced
through the practical training.

The whole idea of undergoing the field practical is to acquire practical knowledge, confidence
and experience, also it aims at putting theory into practical which in turn produce qualified and
intellectual labor/resource of tomorrow.

1.2 HISTORICAL BACKGROUND

Our journey through the years

From a humble beginning in 1936 in Nakuru, car & general is now the company behind a wide
range of power generation, automotive, construction and industrial engineering products in East
Africa.

In order for car & general to realizes those commitments

 Making customer smile

 Quality
 Integrity
 Innovation
 Empowerment

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Today, our product range represents several international brand names

Our strengths

The cargen difference

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1.3 VISION
To be the world`s number one by providing the Car Service within Tanzania and the World over.

1.4 MISSION STATEMENT

To establish lasting partnerships based on high quality services, loyalty, integrity and honesty in
whatever we do.

1.5 CORE VALUES

The Company will undertake the operations on the basis of:-

 Integrity
 Innovativeness
 Accountability
 Teamwork and
 Transparency

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1.6 ORGANIZATION STRUCTURE

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 CHAPTER TWO

2.1 ACTIVITIES PERFORMED

This was the essential and vital section in my practical field that continuously built my skills,
knowledge, experience and confidence as well as the consciousness with the tasks and duties I
have been dealing with various tasks and duties stipulated on my job profile and assigned to me
by my supervisors.

2.1.1 Receiving to inspection of consignment

Receiving is the process of accepting goods from different suppliers as per LPO specifications

During my Training I used to receive different goods, but I was given procedures that must be
observed during the process.

 I was required to follow the below procedures

 To ensure goods received are stored as per manufacturing requirement.

 To ensure goods supplied meet specifications on the purchase order

 To ensure batch number and expire date if any are document

 To unpack and inspect the goods

 To prepare the receiving report based on the condition of the goods

Thus, receiving and inspection of goods are two inseparable procedures, after receiving
inspection must be done on the spot so that in case of any damage, shortage or any problem to be
noted immediately and if possible to return supplier with the good.

2.1.2 How Tender Processed

This is the whole process of getting new bidder. This is done by considering the following
stages;

 Receiving of user requisition where by the user is required to submit the documents to the
Procurement Management Unit (PMU)

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  Preparation of tender document, the document which shows the need of the organization
and features of the supplier needed by the organization is prepared
 Approval of the tender document, whereby this activity is done by the Procurement
Management Unit (PMU) board
 Tender opening, this is when the tender documents are opened and read by the tender
board secretary in front of the witness, the suppliers themselves and sometimes the
representatives for the suppliers and other people who are willing to witness the meeting
 Evaluation process whereby the evaluation team is responsible for evaluating all the
document and prepare the evaluation report which is then reviewed by the PMU to see if
the report is wrong or not.

2.1.3 Follow-up of tender

A purchase order is a legally binding document between a supplier and a buyer. It details the
items the buyer agrees to purchase at a certain price point. It also outlines the delivery date and
terms of payment for the buyer. Purchase order computer systems have made the purchasing
process more efficient and allow for better inventory and payment tracking.

After raising the PO, the follow up should be made for the vendor, so that i can make the vendor
to supply the material within the promised delivery date.

The reason is without the material I can’t go for production and the customer won’t agree the
delay if I deliver the finished goods late

When a purchase order is completed it is important to follow-up the following process.

 Reference to the purchase order

 Receipt of goods and services

 Faults and defects

 Deviations

 Environmental responsibility

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2.1.4 Preparing for quotation document
Price quotation document is the price estimate based on discussion of PE testing needs..
Quotations are prepared by procurement department by filling in the item description to be
quoted; unit and quantity required and send them to suppliers. The suppliers will quote the price
per unit and total cost of items to be delivered. Also the supplier is obliged to fill the information
about country of original of manufacture, delivery period, and quantity reduction. The supplier
should sign the quotation and possibly stamp should be available and date signed.PPA no 21 of
2011 and its regulations requires PE to issue not less than three copies of price quotation forms
to be sent to not less than 3 suppliers but this is for minor value procurement as specified under
second schedule of PPA no. 20 of 2011.

2.1.5 Delivery Note

A delivery note is used to capture information relevant to the delivery of goods. It acts as a proof
of delivery form and helps set the recipient’s expectations. Upon completion of the delivery, a
copy of the delivery note with the recipient’s signature is sent back to the merchant or seller.

Format of Delivery Note

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2.1.5 Preparation of receiving report;

Receiving report may be indicating damages, shortage, or rejection due to different reason,
Damage report base on detection that were noted during inspection, then a report must be drafted
stating the reason for damage whether it is due to Transportation, or unloading and other reasons.
When it comes to shortage factors must considered such as evaporation, theft wrong counting
during loading or human errors, so a report must specify possible the shortage and if a certain
item totally rejected also the report must indicate the item and reason for total rejection.

As member of the receiving team I participated in drafting some report basically on shortage and
member of the receiving team I participated in drafting some report basically on shortage and
damage report, where by copies of the report were distributed as follows; one copy to the store
officer, another to supplier another to procurement and final copy to be retained in the books
were by account department were given also given a copy so that con not pay for item not
receiving.

2.2 NEW THING LEARNT DURING FIELD ATTACHMENT

Psychological;

CAR AND GENERAL helped me to build confidence and capability to face new challenges plus
the assurance of speaking to various people of different managerial position.

So long as student participate different meetings with staff members this build up my psychology
enough.

Sometimes the staff member they agree with my arguments something which always made my
supervisor to make me confident in me, and made me to be stronger in the different position.

Academically

Practical training helped me to acquire different knowledge from the different practical, like I get
knowledge on how to find the market to the public by advertising in different media, This made
me to know how other organization conduct marketing in high competition, during practical
training we managed to educate the customer how to prepare tender document.

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Furthermore; the practical training enlarges communication skill particularly in English where
build up confidence and self-trust.

This is because English language is the official language of company.

Socially

I learned how to adapt the culture of working place or government, which is absolutely from the
environment of our college.

Also, it enables me to meet with different many people from different places

Then corporation and good relationship among workers it helps to perform the work in a short
period but in high quality than other who do not have a good relationship Day by day.

2.2 PROBLEMS EXPERIENCED IN EXECUTING TASKS

 Financial problems during the whole period of field attachment. The finances
required for the transportation from home place to the organisation also finances were
for daily afternoon meal in which the organisation never provided to the field
students. Due to the problem asking financial support from parents who provided
whole finance for transport fare and daily afternoon meal.
 In Car and General there is serious shortage of working facilities like computers,
printers, photocopy machines, Intranet and reliable offices stationaries. These could
simplify all the activities done always in department if those problems were solved.
 Lack of enough offices in Car and General. The organization lacks enough offices
which lead one office to have large number of people which also lead to careless of
work because of gossiping stories in the offices and other disturbance due to
movement of people in the offices.

2.3 SOLUTIONS TO THE PROBLEMS

 The problem of inadequate office facilities can be solved by the office by having a
fixed number of students for practical training because by only increasing the number
of chairs and computers cannot solve the problem.

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 To solve the problems associated with lack of computers skill I did undertake a
helpful measure. I was very inquisitive and eager to learn from my supervisor and
other staff members. Whenever time allowed, I used it to learn something new about
computer application.
 Also, other things that were requiring the assistance of the supervisor, I was able to
get the help from him/her and be able to solve the problem especially problems
concerning the routine tasks and activities of the customer care unit at Car and
General

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 CHAPTER THREE

3.1 CONCLUSION AND RECOMMENDATION

3.1.1 Conclusion

Practical training program has been an essential tool in widening students’ skills and
understanding in what they have been taught theoretically in class. It enables students to
experience different working environments prior to completion of their diploma programs.

Practical Training program enables students to meet different challenges in their career through
working with different people of different levels of education. Taking my personal experience;
during the Practical Training session, I met young people having various qualifications and
responsibilities, most of them being fresh graduates from College of business education and who
have success in their careers. This has entirely motivated me to plan for my future career
development.

Also, Practical Training builds confidence and understanding to students in various fields other
than those which are within their career. For instance, by the time of being in field, trainees were
able to learn many things about Information Technology, something which is not in procurement
career but something in excess and which is beneficial. There was further gaining of personal
confidence by working with different people of different managerial positions and different
qualifications.

Therefore, Practical Training is essential and should be carried on for students to be competent in
what they have been taught in classes.

Since it is very essential for students to be practically trained for better future productivity then it
is necessary if students could be given enough time for training without fearing about money or
resources because if the country needs full qualified people in the business field there is no way
other than giving class and off class training.

The benefits of this training will not only end up to benefit the students but also the organizations
as they will go back as employees so training should be of concern to both sides and if possible
to become partners.

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3.2.1 RECOMMENDATION

To the college of business education (CBE)

I recommend the following to the CBE in order to reduce the gap between teaching theory and
practical as follows,

Enhance computer practical training program

The computer subjects to be taught practical rather than learning theoretical this will help to
produce the best students who can be able to compete and match with the science and technology
used in organizations where we attend for field practical training. This specifically an emphasis
should be put on applications and the use of Microsoft word, excel and other necessary
applications that even the college use to run its daily activities.

Securing field placement

The College should help students to get place of field attachments which will absolutely help
students to improve their skills within their respective career to reduce and erase the problem of
performing field in an institution which have no relationship with the course undertaken
because through attending field training program the students broadens knowledge, skills and
add an experience on how the organizations performs their activities.

Change period of attending field training

The college should rearrange the period of attending the training rather than going after the end
of second semester maybe we should attend the training on different months because in July
most organization recruit many students for training.

To the Organization

 Car and General should buy more facilities such as computers, vehicles so as to enable
smooth running of the organization’s activities regarding the dynamic competition
environment.

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 Car and General should also continue giving more opportunities of field placements to as
many students as they can since, a number of students do fail to get such placements for
their field practical training where they could acquire practical knowledge with regards to
their respective studies undertaken at their Colleges or Universities.
 Car and General should also increase and ensure effective supervision over the students
undertaking their field practical trainings in different departments of the company so as to
enable them to practice the theoretical knowledge obtained during class be exercised
practically.

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REFERENCE

 Student logbook for FPT

 www.carandgeneral.co.tz

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