Merchandising Trims Purchase System Procedure

by Engr Kh Mashiur Rahman | Mar 22, 2021 | RMG Document

Merchandising Trims Purchase

PURPOSE:

To ensure that customer requirements are properly understood, documented and implemented.

Agenda for HR Meeting:

Monthly HR Meeting

Group HR Policy

Organogram

Salary Structure of MS & NMS

Lefty Workers Settlement

ID & Proximity Card

Duplicate Documents Solution

Worker appointment letter in Manager’s personal file

Fixed wages of workers (QCI/SQCI)

Proposal for Group’s – Training and Development, Talent Management (Recruitment & Selection),

Separation of HR, Compliance & Administration

SCOPE:

This procedure applies to dealing with customers in taking orders for sleeping bags. Every  employee  shall  be  treated  with  respect  &  dignity.  No  employee  shall  be  subject  to  any  physical,  sexual,  psychological  or  verbal  harassment  or  abuse.  Written  disciplinary  procedures  shall  be  applied  fairly  among  all  workers.

RESPONSIBILITY:

• General Manager, Merchandiser shall negotiate price with buyer.
• Manager, Merchandiser is responsible for negotiating and finalizing the contract with the customer and make review of any changes with necessary consultation of the Managing Director.
• Production Manager and Quality Control Manager are responsible for identifying customer requirements on products.

PROCEDURE:

Auto  Fashions Ltd   has  written  health  , safety & environment guidelines,  has  a  factory  safety  committee;  provides  personal  protective  equipment  free  of  charge  and  mandates  its  use; keeping cleanliness and  complies  with  all  applicable  local  environmental,  safety  and  health  regulations.

• Review the requirements related to product to ensure product requirements are
• defined.
• Contract and order requirements differing from those previously expressed are
• Resolved.
• Organization has the capability to meet the defined requirements
• Records of the results of review and actions arising from the review are   maintained.

Implementation:

Auto  Fashions Ltd   complies  with  legally  mandated  work  hours.  Each  employee  when  working  overtime, shall  be  fully  compensated  according  to  local  law.  Each  employee  shall  be  provided   one  day  off  in  seven;  and  Auto  Fashions Ltd  requires  no  more  than  48  hours  of  work  per  week,  and  no  more  than  12  hours  of  overtime  work  per  week.

• Correspondence and negotiation with the buyer is performed by the Manager,
• Merchandiser.
• correspondence with the buyer is maintained through Mail, E-mail or Fax
• and every necessary instruction/direction and negotiation with the buyer shall
• be preserved.
• Sketch measurement sheet is provided by buyer, with layout of Product, Fabric
• details, accessories, size, measurement and other related information.
• Sketch measurement sheet will be distributed to Manager, Production for
• sample making.
• Approval sample is prepared as per buyer requirement with available fabric
• and accessories.
• After approval/correction of the approval sample by the buyer, PP sample for
• each size is prepared as per amended style detail and sent to buyer for
• approval.
• As per the buyer’s instruction/style detail provided in the sketch measurement
• sheet pattern section prepares pattern for components.
• Consumption is worked out by Manager, Production and consumption qty.
• is informed to the Manager, Merchandiser.
• Manager, Merchandiser places order to approved fabric
• supplier for fabric upon confirmation of fabric from the buyer.
• Size wise consumption based initial costing is prepared by Manager,
• Merchandiser and price is negotiated with buyer.
• After finalizing the negotiation on price, delivery and other contract
• conditions,  buyer sends final order sheet / makers copy / confirmation of order
• with final approved specification and conditions including size, breakup,
• packing detail,  breakup, delivery information and delivery date.
• Manager, Production prepares color wise break-up & total consumption
• of fabric for each style.
• Buyer provides color reference sample containing sample of each color for use
• as reference when placing orders.
• Fabric manufacturer upon contact from sends specified fabric sample to buyer.
• Buyer provides approval of fabric and order is placed to fabric supplier by
• Merchandising Department.
• Accessories List is worked out and sent to supplier by General Manager / merchandiser.
• Upon buyer requirement, Accessories supplier / manufacturer sends
• accessories sample to buyer based on instruction from auto Camp.
• Buyer provides confirmation of accessories and order is placed to the supplier
• for required qty. of selected accessories.
• A sample fabric is procured before the shipment of total fabric Qty. along with
• the accessories shipment and used to produce the pre-production sample.
• Pre-production sample for each color, manufactured using actual
• fabric and accessories is sent to buyer for final approval.
• Buyer sends approval of the pre-production sample and any necessary change/
• instruction.
• Trim card is prepared based on the approved pre-production sample copy
• preserved in the sample section.
• MC dept. prepares required consumption and report of stock position which
• is required for completion of the order and submit is to General Manager / merchandiser.
• Finalized Size and color wise detail break up of sleeping bag is provided by
• General Manager, Merchandiser to Production, QC, MC, Commercial and Cutting dept.
• During the production, the buyer may request any modification or change in
• the final contract by contacting the General Manager/Manager,  Merchandiser. On such occasion, General Manager/Manager, Merchandiser negotiates different terms and conditions for the revised contract and upon finalizing and receiving confirmation from the buyer, notifies all changes to the relevant departments for immediate action.
• After completion of all production Manager, Merchandiser notifies buyer of shipment detail of the order (Vessel, arrival time, Packing list).

Review/Check:

Auto  Fashions Ltd   complies  with  legally freedom of association . Auto  Fashions Ltd   has written  Workers  participation committee guidelines . It  essential in production oriented company. Auto  Fashions Ltd  provides  each  employee  at  least  the  minimum  wage,  or  higher  and  provides  each  employee  a  clear,  written  accounting  for  every  pay  period.  Auto  Fashions Ltd  provides  each  employee  all  legally  mandated  benefits.  These  include    health  care;  pregnancy  or  sick  leave;  vacation;  religious  holiday,  leave;  child  care.

• Upon receipt of query Manager, Merchandiser shall check that all required information such as quantity, delivery date, brics and accessories details, measurements, etc. are provided.
• Upon receipt of Purchase Order Manager, Merchandiser shall check that it matches with initial agreement (verbal or written) with the buyer.
• If there is any difference between initial agreement and purchase order
• Manager, Merchandiser shall contact with buyer for clarification and order will be accepted upon resolving the anomaly.
• Any amendment required by buyer after Purchase Order is given shall be
• notified to all concerned departments by Manager,  Merchandiser.

Cutting Supervisor Job Responsibility

by Engr Kh Mashiur Rahman | Mar 22, 2021 | RMG Document

Cutting Supervisor Job Responsibility

As per Management decision you are promoted as   a Senior Supervisor Cutting from October 01, 2007 .Management wish to perform your new responsibility as per following Job description given below.

• Full fill the day requirement of both the factory before 2-30pm.
• Issuing the Cut panel both factories according to the production plan.
• Check under your supervisior & Numbering girls are doing correct job or not
• Check & monitor the hourly cut panel supply.
• Check with their cutting according your requirement or not.
• Attend the daily production meeting & discuss your problem.
• Visit the both factories & see they have any problem.
• Inform your senior per day numbering production & issuing quantity before you leave the factory.
• Check with your senior which one need 1st & urgent.
• 10.Attend the morning meeting with planning department.
• 11.Look after the house keeping of your work place.
• 12.Carry out any other job assigned by the authority.

Factory Manager

AUTO GARMENTS LTD

EXPORT PROCESSING ZONE

INCIDENT

• Definition: INCIDENT – when the product is used by people or forwarded to next department for processing (example cutting to sewing dept). If there is a hazard affecting their quality, it is called as an incident.
• Definition: PRODUCT RECALL –Managers/ In-charge of the concerned departments should ensure effective procedures are in place to deal with any garment or fabric hazard and to enable the complete, rapid recall of any implicated lot of the finished product from the next department. Where a product has been withdrawn because of an immediate quality hazard or wrong quality, other products which are produced under similar conditions, and which may present a similar quality problem & issues should be evaluated for and may need to be withdrawn to avoid any continuation of quality issues for all the garments produced for that P.O. or style, etc. (Source: 5.8 of Codex Alimentarius for Recall Procedures)

Case Study

I have gone through the below mail and discussed with our all concern dept. to make this order successful for us. To successful this order we have taken some initiatives and execute those accordingly. However there are some areas which also required giving preference and implementing to achieve its success which are related with other concern unit and yourself.

We will take following action for this order:

1. Marker tight
2. Marker length maximum 8/10 yards
3. Lay wastage minimize in two side length
4. Reuse of fabric cut pcs (if possible)
5. We will control all kinds of wastage from our side like thread, label fabrics etc.

Below issues should be considered to successfully execution the order.

1. Fabric supply should be on time.
2. Good quality fabrics delivery
3. Reduce fabric running shade & fabric shade
4. Fabric dia plus minus should be controlled.
5. Plus GSM Fabrics should not be delivered.
6. Need to collar & cuff supply on time.
7. Body fabric, collar & cuff shade variation should be avoid
8. Plus minus collar & cuff measurement should not delivered
9. Proper collar & cuff joint, No tight join is acceptable.
10. Collar & cuff rejection 0%
11. Embroidery supply timely
12. Embroidery rejection in tolerance should be 0%
13. Shipment schedule should be smooth so that we can produce our goods as per projected line.

Washing rejection average green-5.13%, Line – 0.43% founded in previous orders due to chemical spot, body reject and cuff collar not match with body fabric. So need to control & improve washing reject.

Cut panel rejection average 3%-4% founded in previous orders due to fabric defect. So fabric quality need to be improve & ensure proper quality before delivery to factory.

Salary Packing and Disbursement Process

by Engr Kh Mashiur Rahman | Mar 22, 2021 | RMG Document

Salary Packing and Disbursement

This is with further reference in respect of standing instruction as referred to above. Since the mentioned instruction is issued almost 19 years passed so it is required the inclusion and deletion on it with a view to proper functioning. -,

• Following personnel will assist  in packing the money, advised that the  physical        cash with regard to separated amount as counter wise to be checked and duly received. Please ensure it.
• In order to avoid confusion the taka figure will be highlighted on the packet.
• After the money is packeted ,it should be reconciled  before the payment begins and only when it talleys salary disbursement should commence.
• Before payment ensure the person & identify the person observing his/her ID card. Without proper identity if anybody paid he/she will liable for any loses.
• All workers should be advised that they should count the money before they leave the counter.
• No complain will be entertained  after the worker leaves the counter.
• Please note ,that due to high amount of money incoming for wages payment to be alert  and  follow up that payment should be made on the same day by the Disbursement team as attached

Termination of Employment

Dear  hhh

You joined this organization as a Quality Controller under Quality Section from  09.04.2018 Since your performance was not satisfactory. As such the authority has decided to terminate your service with immediate effect.

Please note that since you were under probation, no termination benefit will be admissible to you.

Thanking you

Yours truly,

For Auto Garments Limited

Dismissal Letter of A Factory

by Engr Kh Mashiur Rahman | Mar 22, 2021 | RMG Document

Dismissal Letter

This  refers to the show cause notice issued to you on  26/02/2018  against you for collecting  & carring on money lending  on duty  with other employees .As the Management did not find your reply to the show cause notice as satisfactory, a constituted committee enquired in to the matter on February  27 , 2018 wherein you were given full opportunity to defend  yourself against the charges.

The  enquiry committee after cross- examining   the concerned witnesses ,found you guilty  of  the charges (a)Continuous absence for more than 10 days  without permission and satisfactory cause of absence.b) Collecting or canvassing or the collection of any money within the premises of the enterprises/company/factory for any purpose not approved by the company. c)Carrying on money lending or any other private business within the premises of the factory /company.BEPZA Instruction no:1 of 1989 section 1

According  to your statement wherein  you have pleaded guilty of the offence and as per the report of the inquiry committee and decision of  the management ,you are here by dismissed from the service with immediate effect.You may ,therefore collect your dues(if any) from the Accounts Departments.

Yours truly,

For AUTO GARMENTS LIMITED

Other Letter

This refers to your telephonic quotation in connection with the above mentioned subject.It is our pleasure to issue this work order for repairing our above Micro the terms an d conditions stated below.

a) Opening rear & front brake wheel blending & adjusting

b) Repair & newly replace Acceletor plance

c)One Acceletor plance

1)No amount will be given in advance.Only after supply of above genuine spare parts ,we

shall pay within 7 days upon receipt of bill.

2) Our drivers will take delivery of above spare parts from your shop.

If  you are agreeable with the above terms and conditions,please sign the duplicate of this work order as a token of acceptance.

Transfer order

It  is here by  notified  for information  of all  concerned that  the Authority  has decided to transfer the following  personnel  in the manner shown below  keeping  her existing pay scale intact.

Termination letter.

Dear  gg

This is to inform you that Management no more requires your service with us. Accordingly today onward you are terminated from our company.

You have to collect your all dues from Accounts dept. with immediate effect.

Yours truly,

For Auto Garments Limited

Letter of Warning and Explanation

by Engr Kh Mashiur Rahman | Mar 22, 2021 | RMG Document

Letter of Warning.

A letter was issued to you to explain your absenteeism and late attendance habit. From the review of your explanation it was decided that your excuse was not least acceptable. However I considered you for that time thinking that you will become punctual and respected with company rule. But with great regret I followed that you became careless from past. You are continuously doing absent and late comer without any concerned permission.  It is nothing but the reply of the previous letter that you are ignoring your reporting cannel and the existing office rule. It’s became gone to a extreme habitual absenteeism or late attendance behavior which is totally unacceptable.

Your reporting concern also still in dark about your problem if any or you are ignoring them. Without any proper excuse such practice is treated as misconduct.

In view of the same, you are being warned for last time to be responsible with office rule, otherwise drastic official action could be occurred against you.

Letter of Explanation

From the review of last three months of your job card we have seen that you are commonly irregular in office. It’s gone to a habitual absenteeism or late attendance behavior which is out of the rule of office management. You have ignored the office circular which was delivered to the all staffs regarding attendance in office at due time. Your reporting concern also still in dark about your problem if any. Without any explanation such practice is treated as misconduct.

In view of the same, you are said to submit a written explanation within 3 days on receiving the letter to the undersigned, why management not take an official action against you?

Extension of Confirmation

We are sorry to inform you that, your performance during your probation period was not satisfactory. Your probation period has been extended by another 3 (three) months. Now your confirmation will be due on 1st October 2013upon satisfactory performance.

We are sending the assessment form attached herewith as observed by your appraiser.