Relevance Of Purchasing Planning And Control In The Organizational Productivity

1.0 INTRODUCTION
1.1 THE BACKGROUND OF THE STUDY
The study therefore aims at identifying the problem that delay or inhibit the smooth flow production processes in the manufacturing establishments, using the Nigerian bottling company Owerri plant as a case study.
In this study, we shall examine what the Nigerian bottling company Owerri plant encounters in their attempts of satisfying customers’ needs through their purchasing planning and control systems.
Planning means deciding what is to be done, where, how and by whom. It involves “scheduling” the timing of processing assembly and manufacturing (i.e. determining the start, completion and delivery time). Machine loading (i.e. assignment of work to particular machines equipment) materials and availability planning (including the storage and handling of items) and arranging for dispatch to customers.
Effective purchasing planning and control depends on information about work priorities, constraints, available machinery, labour and materials and about the existing workload. Employees know as progress chasers follow work all the way through the production processes, reasons for delays is investigated, interruption in workflow are remedied. An effective progress chaser will know at any moment in time.
What work is being done?
How work is done?
Which machines are being used?
How much labour is available?
What raw materials and other inputs are carried in stock. Interruptions may result from non- or late delivery of materials, machine breakdowns, staff sickness, strikes, and staff lateness due to public transport difficulties computer malfunctioning or stock shortages. Breakdown in communication especially between the shop foll and the controlling unit will also delay production. There has to be a continuous flow of information on work load, raw materials availabilities, surplus capacities, breakdowns and maintenance activities scheduling, most times is problematic when demand for output fluctuates suddenly. Often, it is cheaper to continue production during “slack period” because of set up costs and the problems of regulating skilled labour following temporary shutdowns.
Activities relevant to production includes: design specification of dimensions, materials inputs and quality, ensuring the compatibility of one component with others, job description issuing detailed instructions to supervisors, inspections, quality control, packaging, loading and dispatch. Plans are implemented by controllers responsible for minimizing manufacturing delays by regulating the flow of work.

1.2 THE STATEMENT OF THE PROBLEM
Production of goods in batches is subject to complex movement of items between work units and operatives and it is easy for batches mistakenly to be broken up. Machine loading can be complicated also.
Further difficulties are:
 It might not be possible to avoid particular batches lying around for long periods between operations.
 Extensive documentation of movements of batches around a factory may be required.
Conversely the problems are:
Coping with a breakdown in the system. Things will cease to operate in its entirety following just a minor hold up. Input materials will have to be put into storage while the stoppage is sorted out. Ensuring the uninterrupted arrival at the firms premises of large amount of raw materials and or inputs components.
When batches planning for continuous flow for production is perhaps easier than that of items are involved because of less detailed scheduling (and associated paper work) is required. There is a single flow of work through the system. Changes to which are simple to implement. On the other hand planning for continuous production is inflexible in that labour and other resources cannot readily be re-deployed among different machines/equipment groups in the event of a breakdown. (As the case with batch production. Where orders can be re-routed, temporarily held back or accelerated through part of the system).

1.3 THE OBJECTIVE OF THE STUDY
1. To ascertain whether the mode of operation and system of production is adequate for the Nigerian bottling company Owerri plant.
2. To evaluate the techniques of purchasing planning and control in Nigerian bottling company Owerri plant.
3. To examine the effectiveness of their control system.
4. To find out any inherent deficiency and to make recommendations for solving identified problems.

1.4 THE RESEARCH QUESTIONS
• To what extent is the mode of operation and system of production adequate for the company?
• How effective is the control system of the company?
• Is there any inherent problem associated to purchasing planning and control
• How adequate is the technique employed by the company in the purchasing planning and control decisions.

1.5 THE SIGNIFICANCE OF THE STUDY
This research work hopefully will be a useful and unavoidable guide for future decision makers and serve as a benchmark for future research studies in the field of purchasing planning and control in manufacturing establishments especially to the Nigerian bottling company, Owerri, mostly in their purchasing planning and control to enhance effectiveness and efficiency in their production/manufacturing process so as to meet with their customers’ demands of needs satisfaction.
The work will also be of benefit or recommend ways by which the establishment or firm could reduce production costs to the barest level in order to achieve its desired profit level of maximization. The work will mostly direct future research scholars carrying on work in the same or related problem areas.

1.6 SCOPE/DELIMITATION OF THE STUDY
This research work is an attempt to provide an in-dept study into the daunting task purchasing planning and control in the organizational productivity in the light of such policies and programmes aimed at increasing local production to meet domestic needs and provide raw materials for local industries. It studied the production process of the Nigerian bottling company Owerri plant. The study explored the entire production and maintenance departments of the firm under study.
Meanwhile, the various subsections in the department formed the nucleus of the study and all their subordinates that are related.
As such, results obtained would be used to make generalizations about what is obtainable in other manufacturing establishments. The data responses for the study were from interviews conducted with the management of the Nigeria bottling company Owerri, and some staff in the purchasing planning and control department of the organization on whom questionnaires were administered.

1.7 LIMITATIONS OF THE STUDY
The following limitations were inherent in the study:
1. The limitation inherent in the use of questionnaire in terms of objectivity, truthfulness and sincerity from respondents are acknowledged, there is therefore the tendency for a degree of error to occur in the evaluation of data.
2. The inability of the researcher to include all the workers in that organization, due to lack of fund and time at the researchers disposal, therefore, the finding and generalization were only restricted to top managers, middle managers and supervisors.

1.8 DEFINITION OF TERMS
 PLANNING: This is the regulation, co-ordination and controlling of production facilities so as to meet a set delivery date and at a reasonable cost.
 PRODUCTION CONTROL: This is the function of directing or regulating the orderly movement of goods through the entire manufacturing cycle from the requisition of the raw materials to the delivery of the finished products to meet the objectives of customer services, minimum inventory investment and manufacturing efficiency.
 PRODUCTION COST: This constitutes the aggregate of direct materials, direct labour and factory overhead cost that have been accumulated by some natural classification and allocated so as to reflect the cost involved in the production of an item.
 MANUFACTURING PROCESS: This is defined as any organization or arrangement that converts raw materials into finished products (input > process > output)
 CONTROL SYSTEM: Is a set of mechanism designed to increase the chances of meeting organization goals.
 OBJECTIVES: These are specific goals which have to be accomplished in order to achieve the mission.
 COMMUNICATION: This is the medium through which inform is passed.
 PLANNING: This could be defined as the process of setting policies, procedures, methods, rules and regulations which are necessary to guide the use of resources in achieving organizational goal.
 MANAGEMENT: This is act of getting things done through and with people.
 SYSTEM: A combination of interrelated small units working together to produce a result.