MATERIALS CERTIFICATION PROCESS Step by Step

Navigation steps Navigation steps Screen shots of key windows Screen shots of key windows Start off in SiteManager Start off in SiteManager Material Certification Process Utility Index Material Certification Process Utility Index Run Reports for a contract Run Reports for a contract Material Certification Letter Material Certification Letter

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? Material Certification Letter Material Certification Letter Summary of Failing Samples Summary of Failing Samples Summary of materials on items accepted by Small Quantity Summary of materials on items accepted by Small Quantity Summary of Independent Assurance Summary of Independent Assurance Other Summaries – Looks for errors or documentation problems concerning SiteManager Materials. Other Summaries – Looks for errors or documentation problems concerning SiteManager Materials.

Lets Get Started….. 1.

In SiteManager….

Materials Certification Process Utility Index

Link to the Policies and Procedures Link to the Policies and Procedures The Material Certification Letter The Material Certification Letter Correction Reports Correction Reports Attachments to the Matl Cert. Letter Attachments to the Matl Cert. Letter Additional Tools 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) 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?

Un-authorized Samples Report

Select Contract….

Review Report……

Fix Un-authorized samples Complete any Residency samples (or void them out if not needed) Complete any Residency samples (or void them out if not needed) Contact Materials Division, if they still have any unreported samples. Contact Materials Division, if they still have any unreported samples. Re-run the Audit indicator report and verify column 9 is now un-checked. 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…. Policy & Procedure G Policy & Procedure G No Data in Key Contract Test Templates Report 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. 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: What Reports do we need to Attach to Material Certification Letter ? Material Audit concern indicator report Material Audit concern indicator report - OR - Material Certification Letter Material Certification Letter Look at the………

Screen shot: a portion of the material cert letter. - OR -

Small Quantities Report Screen shot: a portion of the material cert letter. Screen shot: from Material audit concern indicator report - OR -

Select the Small Quantities Report

Example: Small Quantity Report

Small Quantity Acceptance: Policy and Procedure A Policy and Procedure A 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 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 QRG Step by step instructions Step by step instructions Screen shots of key points Screen shots of key points

Fail and Accepted Items

Select: Failed and Accepted Report

Example: Failed & Accepted Report

Failed & Accepted Report Review Policy B Review Policy B Failed and Accepted Materials Report 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: Policy E Policy E 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: Final Outstanding Items

Example: Final Outstanding Items

Select: Final Sampling Checklist

Final Sampling Checklist

Sample/Test Modifications Indicator

Additional Tools Contract Sample summary report: Contract Sample summary report: Can be ran anytime.Can be ran anytime. No filters – shows all project samples.No filters – shows all project samples. Failed Materials Report: Failed Materials Report: Sample status = Fails Sample status = Fails

Material Certification Letter Material Cert Process Utility Index Material Cert Process Utility Index Select Contract and Print Select Contract and Print Review the indicators Review 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 Reports Attach necessary Reports Signed & Sealed by Resident Engr. Signed & Sealed by Resident Engr.

Questions ???