MATERIALS CERTIFICATION PROCESS

1. MATERIALS CERTIFICATION PROCESS Step by Step

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

5. Before we begin….. • Material Certification Process?? • Collection of reports • Microsoft Access Queries Summaries of issues related to material sampling and testing activities on a contract.

6. What Reports are available? • 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 SiteManager Materials.

7. Let’s Get Started….. 1.

8. In SiteManager….

9. Materials Certification Process Utility Index

11. Materials Certification Process Utility Index • Link to the Policies and Procedures • The Material Certification Letter • Correction Reports • Attachments to the Mat’l Cert. Letter • Additional Tools

12. Start with……

14. Contract Specific:Audit Concern Indicator Report Print this

15. First Indicator to Look at:Pending Change Orders? Approval of a change order can affect Material Sampling & Testing Requirements:

16. Correction Reports • (9) Un-authorized Samples • (8) Incomplete templates – (“No Data Templates” indicator.) Identify and correct any missing documentation in sample records.

17. Unauthorized Samples?

18. Un-authorized Samples Report

19. Select Contract….

20. Review Report……

21. Fix Un-authorized samples • 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.

22. No Data in Templates?

23. No Data in Templates Report…

24. Additional Info…. • Policy & Procedure 1302.1G • “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”

25. Review so far…. • No pending change orders. • All correction reports are fixed: • No unauthorized samples • No empty templates

26. Next: What Reports do we need to Attach to Material Certification Letter ? • Material Audit concern indicator report - OR - • Material Certification Letter Look at the………

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

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

29. Select the Small Quantities Report

30. Example: Small Quantity Report

31. Small Quantity Acceptance: • Policy and Procedure 1302.1A • “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

32. 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

33. Small Quantity QRG • Step by step instructions • Screen shots of key points

34. Fail and Accepted Items

35. Select: Failed and Accepted Report

36. Example: Failed & Accepted Report

37. Failed & Accepted Report • Review Policy 1302.1B • “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.”

38. IAS Does Not Compare No report needed for this indicator.

39. IAS Does Not Compare Example:

40. IAS Does Not Compare Review: • Policy 1302.1E • “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”

41. Select: Final Outstanding Items

42. Example: Final Outstanding Items

43. Select: Final Sampling Checklist

44. Final Sampling Checklist

45. Sample/Test Modifications Indicator

46. Sample/Test Modifications Indicator

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

48. Material Certification Letter • 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 • Attach necessary Reports • Signed & Sealed by Resident Engr.

49. Questions ???