Online Integrated Materials Management System (OLIMMS)

This is a software developed for the materials management function of organizations. The materials considered are consumables and spares. It consists of six modules

• Indent: This module creates and handles the indenting documents, change in material description, adding new materials to the database and generating reports for the corresponding documents.
• Purchase: This module creates and handles the documents related to the purchasing process of the organization. It consists of various documents like tenders, comparative statements, TC/Indenter recommendations, check list and purchase orders. In addition to this it also captures the data related to quotations of vendors, clarifications, post award activities like bank guarantee etc.
• Stores: This module handles the documents of receiving, inspecting, storing and issuing the materials activities. It also generates the reports related to stock status of various materials. These reports include shortage and excess stock items, disposal of materials, processing lead time of the activities mentioned above etc.
• Material Accounting: This module stores the details of budget distribution, invoices, payment details, check printing and journal voucher details related to the transactions made. It also includes Online pricing of inventory, notional pricing as per Purchase Order terms and conditions when the material come to stores and final pricing when vendor submits the invoice.
• Administration: This module consists of administration activities related to the materials management function like defining the users, roles, workflows, mapping users to roles, mapping roles to departments etc. In addition to this, it consists of document tracking system, updating the model details like forecasting of the materials etc.
• Master Maintenance: This module consists of the documents like vendor registration. It provides details related to vendors. It also gives provision for entering the details of departments, units etc.
Pre-requisites: A database server (Oracle 9i), Application server (tomcat 5.5.23, java 5.0, servlet 2.4), Network connection to all the departments working on this software.

• Models: It consists of forecasting models for regular and intermittent demand, inventory models for deterministic uniform and non uniform demand, ABC, XYZ, FSN classification of materials, vendor rating, coordinated replenishment models etc.
• Workflow: Workflow is defined by the administrator for all the documents carried in a department as per the Delegation of Power (DOP) in the organization. Its functionality provides the user to act on three basic functions like submit, approve and reject. 'Submit' is available to the initiator of the document where as 'approve' and 'reject' are available to the users on various approval levels.
• ISO Reports: These reports basically give the lead time details for the purchasing, receiving and inspecting process. It helps the management to calculate the performance of the purchasing, receiving and inspecting processes.
• Document Listing: This is available to all the users. It appears in home page whenever the user login to the system. It provides the consolidated details of the saved, submitted, pending and approved details of documents on which the user is to work.
• Document Follow-ups: These are the document tracking systems. They provide information of all the documents and who is acting on the document at a particular instant along with their history.

• Helps the organization to reduce the processing lead times
• Makes the materials management system as paper less system.
• Acts as Management Information System