Introduction For Narrative Report

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A Narrative Report Presented to College of Business Administration and Accountancy Mindanao State University-General Santos City In Partial Fulfillment Of the Requirements for the Degree Bachelor of Science in Business Administration Major in Management Submitted to: RAMON V. DESCALLAR OJT COORDINATOR Submitted by: Edenne Louise C. Marcos Student Trainee JUNE 2011 ACKNOWLODGEMENT The trainee would like to express her gratitude to the people who helped her for this training to be possible.

She is thankful to the Lord for giving her the strength and good health to finish this training. Next, she wants to express her sincerest gratitude to her family for supporting her financially, emotionally and spiritually. She also would like to gratefully acknowledge the staff of Mindanao State University Procurement Office for giving her some knowledge about their work. And she would like to thank the professors of the Mindanao State University for conducting this kind of program that help the students experienced things in the real world.

Lastly, she would like to acknowledge her OJT Coordinator, Mr. Ramon V. Descallar for the support that he gave to his trainee. INTRODUCTION The Office of Procurement Services assist schools, academic and operational departments in obtaining quality goods and services at competitive prices from responsible suppliers. The office provides direction, planning and coordination of the Purchasing division. It purchases supplies, furniture, equipment, textbooks, food and services when required.

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The office prepares and distributes certain supplies and services.

Sample Narrative Reports

The purpose of this is to establish a framework for a common approach to Purchasing in the University and to document the objectives and principles of procurement. Procurement is the term used by University to describe the centralized function which provides support to purchasers in each school/college and which examines overall expenditures on goods and services, to ensure that value for money is being obtained throughout the University. Procurement Office provides support to school and improve their training and skills in the purchasing area.

It also compare pricing and methodologies with other institutions to ensure value for money is being obtained. And assist school in ensuring that stocks are kept workable minimum. CONCLUSION At the end of the on-the-job-training period, the trainee learned and gained knowledge the process that’s happening in the Procurement Office. That before a Department/Office/College purchase an item/furniture and etc they need first to make a PR(Purchase Request) then bring it to Procurement Office and the staff their will make a Request for Quotation or Canvass.

After making the canvass the Canvasser will go to different Companies that the item in the Canvass is available. Then the company will put prices in each item in the canvass after the canvass will go back again to Procurement Office so they can make an AOB (Abstract of Bidding). After making an AOB it will forward to Budget Office or whoever will award. After awarded the AOB will be back to Procurement Office to make the PO (Purchase Order) and after making the PO it will forward to Chancellor Office. The trainee also learned how to make Abstract of Bidding and Purchase Order.

And observed that it was different when you were in school and when you were in the real world. Because most of the time you just learned in school while in the real world, you actually experienced and applied the things that your trainers taught you. TABLE OF CONTENTS TITLE PAGE CERTIFICATION OF COMPLETION ACKNOWLEDGEMENT INTRODUCTION NARRATION OF EXPERIENCE CONCLUSION RECOMMENDATION APPENDIX * PICTURE * DTR * SAMPLE OF FORMS (PURCHASE REQUEST,CANVASS, ABSTRACT OF BIDDING, PURCHASE ORDER) * COPY OF ENDORSEMENT REFERENCES RECOMMENDATION

Every trainee must be focus to his/her work. They must listen carefully with the instructions of their boss. And if they do not understand something, they should not be shy to ask for help. You should be aggressive in order to learn. Trainees should also always observe the proper attitude while working. You should work with promtness and be confident with your job. References http://www. construction-dictionary. com/definition/bid-abstract. html http://biztaxlaw. about. com/od/glossaryp/g/purchaseorder. htm http://www. audioenglish. et/dictionary/acknowledgement. htm http://searchcio. techtarget. com/definition/request-for-quotation http://www. wisegeek. com/what-is-supply-management. htm http://humanresources. about. com/od/glossaryh/f/hr_management. htm http://www. businessdictionary. com/definition/purchase-request. html http://www. creighton. edu/registrar/ NARRATION OF EXPERIENCE First day of on-the-job training, the trainee was tense because she did not know what work she will do. They taught the trainee how to make/type an AOB (Abstract of Bidding) and PO (Purchase Order). Abstract of Bidding (AOB) -On a given project, a compilation of bidders and their respective bids, usually separated into individual items. * Purchase Order is a document sent to a supplier or vendor, authorizing shipment of a product to the customer at a specified price and terms. The creation of a purchase order creates a legally binding contract which cannot be changed without the consent of both parties. Second day of her OJT, the trainee was still adjusting with the working environment. She writes the suppliers in the Acknowledgement of Request for Quotation/Canvass.

Then, in afternoon the trainee with the Head of Procurement Office go to Emcor, Columbia Computer Center, SAFI Hardware, Dad. Glass and Construction Supply, OK Construction, Riotech and etc to give Canvass and deliver Purchase Order to OK Construction and Dad. Glass and Construction Supply. * Acknowledgement – the state or quality of being recognized or acknowledged * Request for Quotation is a document issued when an organization wants to buy something and chooses to make the specifications available to many other companies so they can submit competitive bids.

Third day, the trainee was getting relaxed and feeling comfortable. Her first task is to type Abstract of Bidding (AOB) after forward to Budget Office to award the item/s. And file the Purchase Order in the folder. The next day, she goes to Supply Management Office (SMO) to ask if the delivery of books is already complete or still the other books still not deliver. The trainee also goes to Chancellor Office to photocopy the Purchase Order and Abstract of Bidding. In the afternoon, she also type Abstract of Bidding and forward it to Budget Office same process what she did the other day. Supply Management Office(SMO)- provides overall supply management support for the following classes of supply and utilizing a standard Army automated system to accomplish the supply functions. On the fifth day, she already checks the prices from the Abstract of Bidding to its Purchase Order if it is the same or there is wrong pricing. She also checks the total amount of each item, from number /quantity of item times price per each. She also goes to Human Resource Management Office (HRMO) to give the Abstract of Bidding so they can award the item. Human Resource Management office is the organizational function that deals with issues related to people such as compensation, hiring, performance management, organization development, safety, wellness, benefits, employee motivation, communication, administration, and training. She type a pass slip for the Head of Procurement Office and after goes to Vice Chancellor for Administration and Finance (VCAF) to give its pass slip in the sixth day. The trainee also attached the Purchase Request to its Request for Quotation and Abstract of Bidding. Vice Chancellor for Administration and Finance group is to provide high quality, efficient, and effective services in support of the academic, research, and service activities of the University community. * Purchase Request- Document generated by a user department or storeroom-personnel to notify the purchasing department of items it needs to order, their quantity, and the timeframe. It may also contain the authorization to proceed with the purchase. The next day, nothings new again, she type Abstract of Bidding, file the Abstract of Bidding, Purchase Order, and Purchase Request by number.

Another day but there’s nothing new to her work. She still type Abstract of Bidding to the new Request for Quotation arrive. In the afternoon, she goes to Registrar’s Office to give Abstract of Bidding to award the item. * Registrar’s Office is a potent part of the university’s scholastic services. It extends academic services to students, faculty and administration. As the steward of academic records and other related documents, its core commitment is to uphold the reliability and availability of academic documents ; information.

What the trainee doing in the office is like a cycle it’s the same from day by day except that sometimes not all job or work is the same this day and another day. What the trainee do in the office is type Abstract of Bidding and Purchase Order. She also goes to Chancellor Office to photocopy some documents/files. File the documents Purchase Order, Abstract of Bidding, Purchase Order by number. She also checks the prices in the Purchase Order from Abstract of Bidding where the item is awarded.

Last week of on-the-job training the trainee also experienced to get the item that is order in Crown Bookstore and Kristan. She also experienced again in going to different Companies to give Canvass. The trainee also goes to Apopong Furniture Shop to give Purchase Order. The last day of on-the-job training, June 3, 2011. For the last time the trainee arranged the Abstract of Bidding and Purchase Order. She, the trainee, Edenne was lucky because her bosses were very nice to her and taught her many things that cannot be taught in school.