MATERIALS CERTIFICATION PROCESS Step by Step Step by

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

Start with……

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.

Unauthorized Samples?

Un-authorized Samples Report

Select Contract….

Review 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 ? ? ?