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MATERIALS CERTIFICATION PROCESS Step by Step
Step by Step n n n Navigation steps Screen shots of key windows Start off in Site. Manager Material Certification Process Utility Index Run Reports for a contract Material Certification Letter
Before we begin…. . n Material Certification Process? ? • Collection of reports • Microsoft Access Queries Summaries of issues related to material sampling and testing activities on a contract.
What Reports are available? n n n Material Certification Letter Summary of Failing Samples Summary of materials on items accepted by Small Quantity Summary of Independent Assurance Other Summaries – Looks for errors or documentation problems concerning Site. Manager Materials.
Let’s Get Started…. . 1.
In Site. Manager….
Materials Certification Process Utility Index
Materials Certification Process Utility Index n n n Link to the Policies and Procedures The Material Certification Letter Correction Reports Attachments to the Mat’l Cert. Letter Additional Tools
Contract Specific: Audit Concern Indicator Report Print this
First Indicator to Look at: Pending Change Orders? Approval of a change order can affect Material Sampling & Testing Requirements:
Correction Reports (9) n (8) n Un-authorized Samples Incomplete templates – (“No Data Templates” indicator. ) Identify and correct any missing documentation in sample records.
Un-authorized Samples Report
Fix Un-authorized samples n n n Complete any Residency samples (or void them out if not needed) Contact Materials Division, if they still have any unreported samples. Re-run the Audit indicator report and verify column 9 is now un-checked.
No Data in Templates?
No Data in Templates Report…
Additional Info…. n n Policy & Procedure 1302. 1 G “No Data in Key Contract Test Templates Report” “A review of this report prior to issuance of the Material Certification Letter should focus on the following issues: • The indicator may not remain on the final Materials Certification Letter • Sample records are to be revised and appropriate test results added to remove this indicator from the Materials Certification Letter”
Review so far…. No pending change orders. n All correction reports are fixed: n • No unauthorized samples • No empty templates
Next: What Reports do we need to Attach to Material Certification Letter ? Look at the……… n n Material Audit concern indicator report - OR Material Certification Letter
- OR - Screen shot: a portion of the material cert letter.
Small Quantities Report Screen shot: from Material audit concern indicator report - OR - Screen shot: a portion of the material cert letter.
Select the Small Quantities Report
Example: Small Quantity Report
Small Quantity Acceptance: n n Policy and Procedure 1302. 1 A “Small Quantities Acceptance Report” “Anyone responsible for printing or viewing this report, and/or anyone responsible for issuing a Material Certification Letter or auditing a contract shall be familiar with the information in the quick reference guide (QRG); ” LINK
Small Quantity QRG n n Do not use this method when you are actually conducting Sampling and Testing on a material. For Example: 1. to avoid the last sample 2. multiple tests on a material 3. Failing materials
Small Quantity QRG Step by step instructions n Screen shots of key points n
Fail and Accepted Items
Select: Failed and Accepted Report
Example: Failed & Accepted Report
Failed & Accepted Report n n Review Policy 1302. 1 B “Failed and Accepted Materials Report” “A review of this report prior to issuance of the Material Certification Letter should focus on the following issues: • The indicator may remain on the final Materials Certification Letter with this report attached as the required documentation, however: • Remarks should be included indicating what failed, and the basis for acceptance. • The correct material quantity should be indicated • Proper authorization should be indicated. (see additional discussion) • Use of material listed as Failed & Accepted should be within the guidelines and policies established in the Residency and Division. ”
IAS Does Not Compare No report needed for this indicator.
IAS Does Not Compare Example:
IAS Does Not Compare Review: n n Policy 1302. 1 E “IAS Does Not compare fav. Report” “A review of this report prior to issuance of the Material Certification Letter should focus on the following issues: • The indicator may remain on the final Materials Certification Letter with this report attached as the required documentation, however: • Remarks (General by IAS) should indicate what did not compare • Remarks (Disposition by Residency) should indicate how the non -comparison was addressed”
Select: Final Outstanding Items
Example: Final Outstanding Items
Select: Final Sampling Checklist
Final Sampling Checklist
Sample/Test Modifications Indicator
Sample/Test Modifications Indicator
Additional Tools n n n Contract Sample summary report: • Can be ran anytime. • No filters – shows all project samples. Failed Materials Report: Sample status = Fails
Material Certification Letter n n Material Cert Process Utility Index Select Contract and Print Review the indicators Verify (look at the indicators): • No unauthorized samples exist • No material test templates are blank n n Attach necessary Reports Signed & Sealed by Resident Engr.
Questions ? ? ?