MATERIALS MATERIALS CERTIFICATION CERTIFICATION

PROCESS PROCESS

Step by StepStep by Step

Step by StepStep by Step

Navigation stepsNavigation steps Screen shots of key windowsScreen shots of key windows Start off in SiteManagerStart off in SiteManager Material Certification Process Utility Material Certification Process Utility

IndexIndex Run Reports for a contractRun Reports for a contract Material Certification LetterMaterial Certification Letter

Before we begin…..Before we begin…..

Material Certification Process??Material Certification Process??

• Collection of reportsCollection of reports• Microsoft Access QueriesMicrosoft Access Queries

Summaries of issues related to material sampling and testing activities on a contract.

What Reports are available?What Reports are available?

Material Certification LetterMaterial Certification Letter Summary of Failing SamplesSummary of Failing Samples Summary of materials on items Summary of materials on items

accepted by Small Quantityaccepted by Small Quantity Summary of Independent AssuranceSummary of Independent Assurance Other Summaries – Looks for errors Other Summaries – Looks for errors

or documentation problems or documentation problems concerning SiteManager Materials.concerning SiteManager Materials.

Let’s Get Started…..Let’s Get Started…..

1.

In SiteManager….In SiteManager….

Materials Certification Process Materials Certification Process Utility IndexUtility Index

Materials Certification Process Utility IndexMaterials Certification Process Utility Index

Link to the Policies and ProceduresLink to the Policies and Procedures The Material Certification LetterThe Material Certification Letter Correction ReportsCorrection Reports Attachments to the Mat’l Cert. LetterAttachments to the Mat’l Cert. Letter Additional ToolsAdditional Tools

Start with……Start with……

Contract Specific:Contract Specific:Audit Concern Indicator ReportAudit Concern Indicator Report

Print this

First Indicator to Look at:First Indicator to Look at:Pending Change Orders?Pending Change Orders?

Approval of a change order can affect Material Sampling & Testing Requirements:

Correction ReportsCorrection Reports

(9) Un-authorized Samples(9) Un-authorized Samples (8) Incomplete templates – (8) Incomplete templates – (“No Data Templates” indicator.)(“No Data Templates” indicator.)

Identify and correct any missing documentation in sample records.

Unauthorized Samples?Unauthorized Samples?

Un-authorized Samples ReportUn-authorized Samples Report

Select Contract….Select Contract….

Review Report……Review Report……

Fix Un-authorized samplesFix Un-authorized samples

Complete any Residency samples Complete any Residency samples (or void them out if not needed)(or void them out if not needed)

Contact Materials Division, if they Contact Materials Division, if they still have any unreported samples.still have any unreported samples.

Re-run the Audit indicator report and Re-run the Audit indicator report and verify column 9 is now un-checked.verify column 9 is now un-checked.

No Data in Templates?No Data in Templates?

No Data in Templates Report…No Data in Templates Report…

Additional Info….Additional Info….

Policy & Procedure 1302.1GPolicy & Procedure 1302.1G ““No Data in Key Contract Test No Data in Key Contract Test

Templates Report”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….Review so far….

No pending change orders.No pending change orders. All correction reports are fixed:All correction reports are fixed:

• No unauthorized samplesNo unauthorized samples• No empty templatesNo empty templates

Next: Next: What Reports do we need to Attach What Reports do we need to Attach

to Material Certification Letter ?to Material Certification Letter ?

Material Audit concern indicator reportMaterial Audit concern indicator report

- OR -- OR -

Material Certification LetterMaterial Certification Letter

Look at the………

Screen shot: a portion of the material cert letter.

- OR -

Small Quantities ReportSmall Quantities Report

Screen shot: a portion of the material cert letter.

Screen shot: from Material audit concern indicator report

- OR -- OR -

Select the Select the Small Quantities ReportSmall Quantities Report

Example: Example: Small Quantity ReportSmall Quantity Report

Small Quantity Acceptance:Small Quantity Acceptance:

Policy and Procedure 1302.1APolicy and Procedure 1302.1A ““Small Quantities Acceptance Report”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 QRGSmall Quantity QRG

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 QRGSmall Quantity QRG

Step by step instructionsStep by step instructions Screen shots of key pointsScreen shots of key points

Fail and Accepted ItemsFail and Accepted Items

Select: Select: Failed and Accepted ReportFailed and Accepted Report

Example: Example: Failed & Accepted ReportFailed & Accepted Report

Failed & Accepted ReportFailed & Accepted Report

Review Policy 1302.1BReview Policy 1302.1B ““Failed and Accepted Materials Failed and Accepted Materials

Report”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 CompareIAS Does Not Compare

No report needed for this indicator.

IAS Does Not Compare Example:IAS Does Not Compare Example:

IAS Does Not Compare Review:IAS Does Not Compare Review:

Policy 1302.1EPolicy 1302.1E ““IAS Does Not compare fav. Report”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: Select: Final Outstanding ItemsFinal Outstanding Items

Example: Example: Final Outstanding ItemsFinal Outstanding Items

Select: Select: Final Sampling ChecklistFinal Sampling Checklist

Final Sampling ChecklistFinal Sampling Checklist

Sample/Test Modifications IndicatorSample/Test Modifications Indicator

Sample/Test Modifications IndicatorSample/Test Modifications Indicator

Additional ToolsAdditional Tools

Contract Sample summary report:Contract Sample summary report:• Can be ran anytime.Can be ran anytime.• No filters – shows all project No filters – shows all project

samples.samples. Failed Materials Report:Failed Materials Report: Sample status = FailsSample status = Fails

Material Certification LetterMaterial Certification Letter

Material Cert Process Utility IndexMaterial Cert Process Utility Index Select Contract and PrintSelect Contract and Print Review the indicatorsReview the indicators Verify (look at the indicators):Verify (look at the indicators):

• No unauthorized samples existNo unauthorized samples exist• No material test templates are blankNo material test templates are blank

Attach necessary ReportsAttach necessary Reports Signed & Sealed by Resident Engr.Signed & Sealed by Resident Engr.

Questions ???Questions ???