OFFICE ADMINISTRATION

PROJECT ON THE DOCUMENTS USE

IN THE OPERATIONS OFFICE

GROUP MEMBERS: Jamar Fraser, Briana Bennie, Andre Blake, Savaun Chandon,

Jerome Allen, Jorad Blair, Jhamar Blacks

Class: 5M

Teacher: MS Gordon
The factory is the place in a company or organization where goods are manufactured. Most

large factories usually operate non-stop during operation periods, with working time

organization in a shift system. The operations office is for efficient running of the factory.

Almost all of the paper documents used in the factory office are prepared on pre-printed

forms, which makes them easy to complete and read. Some documents are written before a

job starts, some are prepared while the job is being undertaken, and others are dealt with after

the job has been completed. The documents have to be completed and submitted to

management in a timely manner.

Document Used in the Operations Office

 Planning Master

 Material Schedule

 Operation Schedule/Route Card

 Job Card/Job Record

  Job cost card/Cost estimate

 Material Requisition/Production Order

 Progress card/Production control card

 Cost analysis card/Cost summary sheet

 Time card

 Shift Roster

 Accident Report

 Quality Control card/Inspection sheet

Operation Ticket/Machine

Planning Master

This is a document prepared by the factory office clerk stating the job to be undertaken, the

quantity of materials required, machines and equipment to be used, jigs and tools required,
the number of workers needed and the estimated number of man-hours and machine-hours

required to complete the job. When the job is completed, the actual man-hours and brief

comments and also included.

The uses of the planning master are to:

 Enable the workshop supervisor of a job to secure the required materials, machines,

equipments, tools and workers required to produce a given item.

 Determine the different production processes.

 Guide workers on how much time should be spent at each stage in producing the item.
 Provide information for completing the job card, job cost card, operation schedule,

material schedule and machine loading ticket.

 Material Schedule

This is a document prepared by the factory office clerk stating the job to be undertaken, when

materials are to be delivered and to whom, the item number, description and material quantity

required. It also states the material schedule number, job number and either the requisition

number, the quantity available and the date issued for goods in stock or order number, name

of supplier, estimated delivery date and date received for material ordered.

The uses of the material schedule are:

 To tell the storeroom clerk what stock to reserve or the purchasing manager what

materials to buy for a specific job.

 The obtain information on materials that should be requisitioned when they are required

and in completing the material requisition.

 To check whether all the materials required for a job are available at the time of taking

the work into the factory.

 To assist in calculating the cost of the materials required for a job.
 Operation Schedule/route card

An operation schedule is a document prepared by the factory office clerk stating the job to be

undertaken, when materials are to be delivered and to whom, the different operations

involved in the job and against each operation the type of machine, tools and operator

required. It also shows the job number, the estimated and actual starting dates and estimated

and actual completion dates.

Uses

 Inform the factory supervisor and charge-hands (a charge-hand is a worker who is

below a foreman and is in charge of other workers on a job) of the number of

operations involved in the job to be done.

 Supply information to non-technical clerks in preparing tickets.

 To obtain information for preparing production control charts.

 Assist in calculating the cost of man-hours and machine-hours spent on the job.
 Job Card/ Job Record

This is a document prepared in the factory stating the job has been completed, the quantity of

materials used, the number of workers employed and the rate of pay and time taken to

complete the job.

Uses

 Show the quantity and kinds of materials used on the job

 Show the number and type of workers employed on a job.

 Show the time taken to do this job.

 Supply information for preparing the cost card

 Job Cost Card/Cost Estimate

This is a document stating the date a job was received, when it is due to be completed and the

actual date of completion. It also states the quantity of materials used and the cost of workers

employed, the rate of pay, the number of hours worked and the cost, units of overheads and

the cost. A job cost card is prepared from information on the planning master and job card;

hence, it is completed after the job has been submitted by the workers doing the job. It

records the cost of materials, labour and overheads used in producing each items.

Uses

 Show the cost of each type of material, labour and overhead and also the total cost of

materials, labour and overheads used on a job.

 Show the total estimated production cost

 Show the total estimated unit cost

 Material Requisition/Production Order

This is a document stating the job number, the job description, commencement date and

materials required. It is prepared using information from either the material schedule or job

card and authorises the factory to receive materials from the storeroom.

Uses

 Ensure that only jobs that are planned and approved are undertaken.

 Prevent repetition of a job

 Control the use of the firm’s materials.

 Provide information for posting cost and stock accounts.

 Progress Card/Production Control Card

This is a document prepared by a factory card stating the job number, commencement

date, date due, completion date and delivery date. It also gives the completion date for

each stage in the process and the quantity produced up to that date.

Purposes

Show the processing stage of a job that has been completed and quantity produced on

any given day.

Determine whether a job is progressing according to schedule or being delayed.

State the reasons for any project being behind schedule e.g. a shortage of materials.
 Cost Summary Sheet/Cost Analysis Card

This document states the amount spent on materials, labour, machine-time and

overhead expenses and the total cost of completing a job or of a number of jobs.
 Shift Roster

This is a document specifying the starting and finishing times of workers in a rotation

system in companies that operate round the clock (24 hours, seven days of the week)

in a shift arrangement.

Accident Report

This is a form recording an accident a worker sustained at work. It is usually prepared

and signed by the supervisor and indicates the name of the worker; the date; and

location of the accident; details of the accident and necessary action taken.
 Quality Control Card/Inspection Sheet

This is a document stating the standard of the samples inspected that is prepared by a

technical person who has knowledge of the job of items prepared.

Uses

 Provide management with information relating to the standard of work

produced.

 Determine whether the right materials have been used, whether they are of the

right dimensions and whether they can withstand the pressure or wear and tear

for which they are intended.

 Determine actions to be taken to rectify any faults or defects in the job.

Operation Ticket

Uses
 Inform the foreman what labour and machinery are required for the job.

 Enable the foreman to assign tasks to the operators.

 Compare the time estimated with the actual time taken to complete a job.

 Inform the cost and progress departments of time taken to complete each operation.