The document summarizes a study conducted at AVTEC Ltd from April 2011 to June 2011 for partial fulfillment of an MBA degree. It identifies 10 key processes within AVTEC's Supply Chain Management Group (SCMG) including the overall SCMG process, capacity mapping, supplier selection, purchase order release, and cost savings processes. It also maps the documentation flows within these processes and identifies various documents used like the APQP template, supplier pre-qualification form, and RFQ. The study aimed to understand AVTEC's corporate culture, organization structures, documentation flows, and interactions between departments.

1. <br />“A Study on documentations in various department”<br />at <br />AVTEC Ltd , Pithampur<br />(11 April 2011 – 3 June 2011) <br />Submitted for the partial fulfillment of MBA in International business <br />Submitted By<br />Roll No 72<br />PGDIE – 40<br /> Under the guidance of<br />Company GuideAVTEC Ltd, PithampurDr. K. Maddulety Faculty GuideNITIE, Mumbai<br />Date of Submission: _ _ _ _ _ _ _<br />ACKNOWLEDGMENT <br />I take this opportunity to extend my sincere thanks to AVTEC Ltd for offering a<br />unique platform to earn exposure and garner knowledge in the field of operation.<br />I wish to extend my sincere and heartfelt gratitude to my guide Mr.Shirish Makode., Divisional Manager, SCM AVTEC Limited,Pithampur, who guided, supported and encouraged me during the entire tenure of the training. <br />I also thank Dr.K. Maddulety my faculty guide who constantly mentored me throughout this project. Special thanks to Mr. Tripti Sharma, Manager-HRM for valuable advice and guidance throughout the course of my training.<br />I also wish to thank all people in the staff of SCM, Production group and HRM of <br />AVTEC Limited, Pithampur for their constant support and help in accomplishing the objectives of the training.<br />Roll No 72, PGDIE-40<br />NITIE, Mumbai<br />TABLE OF CONTENTS<br />Certificates..................................................................................................................2<br />Acknowledgement.......................................................................................................4<br />1.About AVTEC Ltd...........................................................................................8<br /> 1.2. Company Profile:<br /> 1.2. Units of AVTEC<br /> 1.3. Power Unit Plant <br /> 1.4. Export<br /> 1.5. Application Engineering and Validation of Power trains<br /> 1.6. Power Products Division<br /> 1.6.1. Transmissions<br /> 1.6.2. Power train Components and Aggregates:<br /> 1.7. Export<br /> 1.8. Product<br />2. Training Overview<br /> 2.1. Literature Survey:<br /> 2.2. Objective of the Project:<br /> 2.3. Methodology:<br />3. Documents Identification/ Designing for the process<br /> 3.1. Mapping and Analysis<br /> 3.1.1. Identified Processes and Documents <br /> 3.1.2. Various types of Document:<br /> 3.1.3. SCMG Overall Process<br /> 3.1.4. Capacity Mapping Process Chart<br /> 3.1.5. Supplier Selection Process<br /> 3.1.6. Purchase Order Release Process<br /> 3.1.7. Tooling Cost Payment Process<br /> 3.1.8. Proto/ Part Development Process<br /> 3.1.9. Supplier Development Process<br /> 3.1.10. Reporting Process Chart<br /> 3.1.11. Cost Saving Process<br /> 3.1.12. Import Process<br />4. Limitations of the Training<br /> 4.1. Interaction with Process Owner/Participants<br /> 4.2. Getting data<br />5. Academic Contributions<br />6. Recommendation and Conclusion<br />1. About AVTEC limited<br />AVTEC Limited PUP Division ( Power Unit Plant ) is a flagship enterprise of the Hindustan Motors Group managed by Mr. C. K. Birla from the distinguished & well known industrial houses of Birlas and ACTIS, UK. We are involved in the manufacture & supply of reliable Engines and Transmissions. We are also manufacturer - exporters of a wide variety of Automotive components including Cylinder Heads, Cylinder Blocks, Connecting Rods, Crank Shafts, Cam Shafts, Hubs & Synchro sleeves, Round Gears, Shafts, Transmission Case & Cover, etc for a major part of the past two decades. We are an ISO 9001 ------ QS 9000 ------ ISO 14001 certified company and recently we have been certified with TS 16949 certification. Currently we are in the process of implementing phase II of TPM under the supervision of the JIPM, Japan. We being the largest manufacturer of Power Trains/Transmissions/Auto components in India, are confident of delivering value addition to your organization. We believe that there exists ample opportunity for imports of the items we manufacture and are confident of fulfilling your product requirements to your complete satisfaction. We share the unique distinction of being a Tier 1 supplier with both FORD & General Motors in India. We have attached herewith a brief presentation on our Company & Product profile. We shall be glad to send you details of any further information that may be of interest to you. In anticipation of your valued enquiries & RFQs, we remain 1.2. Company Profile:<br />Company Name:AVTEC LimitedCountry/Territory:India Address:Pithampur Sector 3, Sagore, District Dhar, Pithampur, Madhya Pradesh, India Products/Services We Offer:Auto Engines and Transmissions, Auto Components, auto Gears, ShaftsBusiness Type:ManufacturerIndustry Focus:Engine Parts & Mounts , Steering & Transmission Parts , Automobile , Auto Accessories , Geographic Markets:WorldwideNo. of Employees:501 - 1000 PeopleAnnual Sales Range (USD):US$50 Million - US$100 MillionCertificates:ISO 9001, QS 9000, ISO 14001, ISO:TS 16949Year Established:1987<br />1.2. Units of AVTEC:<br />The Power Unit Plant (PUP), located in Pithampur, near Indore (MP), manufactures engines, transmissions and their components for automobiles<br />The Power Products Division (PPD), Located in Hosur, near Bangalore, manufactures automatic transmissions and their components for off-highway heavy-duty vehicles like dumpers, loaders, dozers and markets the complete range of transmission for the on-highway segment from Allison range. <br />The unit at Chennai (part of PPD) commenced operation in Nov 2006 to focus on meeting requirements of transmission, components for exports<br />1.3. Power Unit Plant<br />1.3.1.Engines:<br />Diesel Engines – naturally aspirated, turbo charged, meeting BS III specifications – 2.0 Ltr <br />Petrol Engines - MPFI, BS III - 1.3 Ltr., 1.4 Ltr., 1.6 Ltr., 1.8 Ltr<br />1.8 Ltr. Dual Fuel Engines (Petrol / CNG), meeting BS III specifications<br />1.3.2.Transmissions:<br />5 speed transaxle and longitudinal manual transmissions (16 Kg-m and 18 Kg-m).<br /> <br />1.3.3.Automotive Components:<br />Critical engine Components like Cyl Block, Crank Shaft, Cyl Head, Connecting Rod, and Cam

2. Gears, Shafts and Synchro Pack for transmissions1.4. Export<br />1.8 Ltr CNG engine for 30 KVA Genset application<br />Engine Timing Gears, Extension Shafts, Sliding Clutch, Front Output Shafts<br />1.5. Application Engineering and Validation of Power trains<br />Our strength is our capacity to understand the varied needs of our customers and the ability to apply new technologies to meet their specifications<br />1.6. Power Products Division<br />1.6.1. Transmissions:<br />CLBT series of Hauling transmissions for Earth Moving applications<br />TT series of cycling transmissions for Earth Moving and Material Handling applications<br />CT-100 for material handling segment.<br />1.6.2. Powertrain Components and Aggregates:<br />Planetary Carriers, Carrier assemblies, Housings, Pistons, Pumps, Torque Converter parts<br />Gears, Shafts and aggregates for clutch packs<br />1.7. Export<br />CLBT 754 hauling transmission<br />Machined castings , Pistons for clutch packs, Pressure plates, Pumps, Gears and Shafts<br />1.8. Product<br /> AVTEC Turbo 2L DSLAVTEC Turbo-2L-DSL with ICAVTEC 1.8l SFI PTLAVTEC 2L DSLAVTEC SFI 1.8 PTLFord-Rocam-1.3-LFord-Sigma-1.6-L-PTLGMI-2.5-DSL-Turbo<br /> <br />2. Training Overview<br />2.1. Literature Survey:<br />The process mapping basics were taken from the paper Process Mapping, Clarifying understanding of key processes and providing a path to significant improvement, A Kaufman Global White Paper. The whole format of the template in which the mapping was done, was built with the cycle concept of process mapping. As the paper explained many process mappings like VSM, Brown Paper Mapping, Flow Chart etc. Finally Flow Chart was taken as this gives the simplest representation of the process. The concepts of mapping were also taken from the book Work System Design, ILO. The book as have a separate chapter for Process Mapping, and it also tells about a number of tools.

3. The Book Introduction to Materials Management was used to have a better understanding of Strategic Sourcing department. Chapter 7 Purchasing helped a lot in Supplier Selection Process, And also to understand role of Purchasing in Supply Chain. The book Supply Chain Management was also used to get a feel of all the verticals of supply chain. Especially Part VI Managing Cross Functional Drivers in A Supply Chain made the processes of both the departments very easy to understand. Chapters like Sourcing decision in Supply Chain were used to improve the processes.2.2. Objective of the Project:<br /> Objective of the training is to understand the ….<br />Corporate culture

4. Organization structures

5. Various types of process in an organization

6. Documentations interaction between various functional and non functional department2.3. Methodology:<br />As – Is/ To – Be Analysis<br />5W1H Approach: Who, Where, Why, What, When and HowStudy of various departments<br />Study of Documentation flow system<br />3. Documents Identification/ Designing for the process<br />The next critical step taken was to identify the documents for each activity. And also if any activity needed a document, then it was created. Under this category in total two documents were created3.1. Mapping and Analysis<br />3.1.1. Identified Processes and Documents <br /> Mainly 10 Processes were indentified in various the departments.<br />Sr. No.Process Name1SCMG Overall Process2Capacity Mapping Process3Supplier Selection4Purchase Order Release Process5Tooling Cost Payment Process6Proto/Part Development Process7Supplier Development Process8Cost Saving Process9VSME Process10Import Process**<br /> Identified Main Processes of SCMG3.1.2. Various types of Document:<br />Document NameDocument NameDocument NameAPQP TemplateSpecial Process Audit ForgingOpen Issues Status ReportIndentSpecial Process Audit Tube MillSupplier Pre qualification FormRFQ (National and International)Special Process Audit Module Heavy StampingSupplier Feasibility StatementMoU with SupplierCasting Supplier Facility InformationSupplier Risk AssessmentPPAP TemplateA3 TemplateSCMG Tracking SheetPSW TemplateWelding System AssessmentGap Analysis (Actual vs. Plan )Scanned PO Heat Treat System AssessmentDrawing Release NoteRFTFPlating System AssessmentAirway BillSPFS TemplateCoating System AssessmentBill of Lading SSA Process Series Review TemplateInvoice CopySupplier Development Action PlanRequest for Financial Analysis FormPacking ListCost Estimation TemplateSpecial Process Audit CastingTR 6 ChallanSCMG Functional GatesDuns FormBill of Entry ChecklistTooling Code Creation FormatList of Test and Lab EquipmentSteel Mill Audit TemplateSupplier Quick Audit TemplateList of Production EquipmentStamping Tooling Module TemplateRisk Mitigation TemplateSpecial Process Audit Module MachiningSSA Workbook8 D FormatSpecial Process Audit Aluminium Casting<br />3.1.3. SCMG Overall Process<br />This process Chart tells about the overall process of SCMG. This gives a quick overview of the sub processes. All the sub processes are having hyper linking and hence by just clicking on the box the next process can be referred. The processes shown in red square got some changes. SCMG Functional Gates were for monitoring purpose.<br />3.1.4. Capacity Mapping Process Chart<br />This chart is basically meant for showing that how the Sourcing department was doing the capacity mapping activity. <br /> 3.1.5. Supplier Selection Process<br />This process explains the process of Supplier selection. This process chart consist both the possibilities that is selecting Supplier from the existing Supplier Database as well as for New Supplier Selection. Here also the needed document Supplier Quick Audit Template was created to facilitate the Supplier Selection Process. And also for Supplier Selection Supplier Selection Matrix was created.<br />3.1.6. Purchase Order Release Process<br />This process is continued after Supplier Selection. Here it includes all the activities RFQ sending etc. Here the change of not sending PO also in scanned form was done. <br />3.1.7. Tooling Cost Payment Process<br />The process talks about the cost payment related to Tooling Cost to Supplier. Here major changes were done. The document template Tooling Code Creation Template was designed. And also earlier all the payment was done by Finance Plant, and balance payment by Finance HO. But now changes were done, and the payment is done in reveres way.<br /> <br />3.1.8. Proto/ Part Development Process<br />In this process the proto/ part development is considered. This is done after the technical and commercial agreements are done with Supplier.<br />3.1.9. Supplier Development Process<br />This is a continuous process. Here the change was done that to identify Top Worst Suppliers. So that the development can be done to that supplier, where it’s needed most.<br />3.1.10. Reporting Process Chart<br />This Chart talks about the Reporting activities of SCMG. It reports various functional departments<br />3.1.11. Cost Saving Process<br />This shows the ways by which SCMG is trying to do Cost Saving.<br />3.1.12. Import Process<br />The chart talks about the Import Processes in AVTEC. This process was extended part of the project and the flow chart is not finalized by company .<br />4. Limitations of the Training<br />4.1. Interaction with Process Owner/Participants<br />The one of the major hurdle in the project was interaction with Process Owner/ Participants. Because all the mangers are having packed schedule and even the presence of them is not ensured. <br />4.2. Getting data<br />It was again a major problem. As there was not a single repository for the data, so it was a tough job to collect relevant data. It resulted in wastage of time as well.<br /> 5. Academic Contributions<br />In Academic Contribution subject like Supply Chain Management, Material Management, Work System Design and Software Engineering really helped a lot. SCM helped in understanding the whole flow of the organization. Material Management helped in explaining the Import Process, for Eg. Custom Clearance. Work System Design concepts like Process Mapping etc. also built the basic understanding.<br />And if the contribution of project is seen to the academics, it would be a significant one. The document created like Supplier Selection Matrix can significantly contribute to Supplier Selection Process, which is always one of the crucial processes of any Organization. And also the Process Mapping template in itself is again a very new kind of template. <br />6. Recommendation and Conclusion<br />As the company has already started following the Documented Flow Charts. And they are also using the two out of three document created. The only one left is Supplier Selection Matrix. The use of this matrix will really ease the work of Supplier Selection. So the company should try this template. The main thing would be hat whether the Employees are following the Standardized Processes. Because even after standardization and new document template creation if people don’t follow it, then the whole project will go in vain. So constant follow-up is must. In a nut shell the working experience at AVTEC Ltd. was an enriching experience. Hope this will really help me in my future work.<br /> References<br />Introduction to Materials Management, J. R. Tony Arnold, Stephen N. Champan, Lloyd M. Clive, Pearson Publication

7. Supply Chain Mangement, Strategy, Planning and Operation, Sunil Chopra, Peter Meindl

8. Benefits of “As-Is” Process Analysis and the Power of Business Rules – Western Consulting Group – A pdf document

9. Supplier Selection Checklist, Version 1.0, February 2002

10. Process Mapping, Clarifying understanding of key processes and providing a path to significant improvement, A Kaufman Global White Paper, Andy Herdan and Sean Wright

11. An exploration of supplier selection practices across the supply chain, Science Direct Journal, Thomas Y. Choi and Janet L. Hartley

12. Supplier logistics performance measurement: Indications from a study in the automotive industry, J. Schmitz

13. Success factors in supplier development, Daniel R. Krause

14. Supplier development: customers as a catalyst of process change, Janet L. Hartley, Thomas Y. Cho

15. http://www.argi.com.my/whatispage/processStandard.htm

16. http://www.businessperform.com/articles/process-iprovement/standardize_your_process.html

17. http://it.toolbox.com/blogs/bpo-journal/process-standardization-the-new-business-imperative-5946

18. http://www.halfcostproducts.com/Standardization.htm