Inspection, Testing and Traceability

Title: Inspection, Testing and Traceability Infrastructure Renewals Division - Logistics Services

Number: Approved Date: Review Date:

LOG711P 16/12/2009 16/12/2012

Inspection, Testing and Traceability 1.0 1. 0

Purpos e and sco pe This procedure defines the methods, controls and records that are to be used when conducting Receiving Inspection and Test activities on goods to verify their conformance to specified requirements.

2.0

Definitions MSDS

Material Safety Data Sheets

PPE

Personal Protective Equipment

SWMS

Safe Work Method Statements

SWIs

Safe Work Instructions

3.0

Procedure

3.1

General

3.1.1

All in-coming purchased goods, returned surplus goods, rotable spares and material received for refurbishment and re-use, shall be received by t he Warehouse Staff and/or and/or placed in the designated Incoming Goods receiving Goods receiving area.

3.1.2

Any item(s) that are are too large large or impractical to be be stored stored in the warehouse receiving area, may be kept outside the warehouse, provided the item(s) are kept within a designated Goods Holding Area or Area or identified with a “ HOLD” HOLD” tag. The items should should be held held until their their inspection status is identified. identified. For receiving Warehouse Warehouse Transfers refer to procedure LOG709P LOG709P Warehou Warehou se Transfers and Material Issui ng .

3.2 3.2

Initial Goods Receiving Receiving Checks Checks

3.2.1

Warehouse receiving staff are are responsible for conducting the initial checks on all goods received at the warehouse. warehouse. The initial check is required required to ensure that quantity or packages being received agree with the supplier’s delivery docket or consignment note. At all times the Supervisor must must ensure that warehouse staff: Assess all possible possible risk elements elements associated with receiving receiving materials materials and hazardous hazardous goods. Observe and and follow follow SWI SMS-06-S SMS-06-SW-12 W-1223 23 Receip Receip t of o f Good Go ods s as well as work instructions LOG716 instructions LOG716W W Receiving Materials and LOG717W and LOG717W Receiving Inspection & Testing. Testing . Use appropriate materials handling equipment equipment and are made aware of identified risk elements associated with materials handling and storage functions as per procedure LOG710P LOG710P Handl Handl ing , Storage, Preservati Preservati on, Packaging and Dispatch . Observe safe instructions as detailed in MSDS relating to identification, handling and storage of dangerous, hazardous and chemical goods.

Document Custodian: Inventory Planning Manager, Logistics Approved By: Business Manager, Logistics © RailCorp UNCONTROLLED COPY WHEN PRINTED

Status: Version: Page:

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3.2.2


LOG711P 16/12/2009 16/12/2012

If the quantities agree, sign the supplier’s delivery docket, attach the copy of the delivery docket to the goods and accept the goods into the warehouse Incoming Goods receiving Area. Note Goods must not leave the Incoming Goods receiving area until they have gone through Final Inspection and Testing.

3.3

Second ary Inspection and Identific ation

3.3.1

All goods initially checked and accepted into the warehouse Incoming Goods receiving area, shall be identified and inspected for compliance with order requirements as follows: 



Using the supplier’s delivery docket attached to the goods, identify the Purchase Order number and arrange to print the Ellipse - Purchase Order Receiving copy. Write the delivery docket number on the Ellipse - Purchase Order Receiving copy and Cross-reference details against the supplier’s delivery docket to verify that the order number, part number or supplier’s code number, quantity and description is correct.

3.3.2

Check to ensure that MSDS is available and recorded in SMS-06-RG-0201 Dangero us Goods and Hazardous Substances Register and that other required certificates/documentation as specified on the order has been received. i.e. form LOG711F5 Material Certif icate of Con for mance.

3.3.3

From the Purchase Order Receiving copy identify the inspection code nominated for the goods or item(s). The inspection code identifies the type and level of inspection required and the discipline the goods are intended for.

3.3.4

The Warehouse Receiving Officer shall apply a round colou red stick-on label onto the Purchase Order Receiving copy and attach the Receiving Order copy with the goods or item(s) to identify the level and authority of inspection required as follows : a)

Goods or item(s) with No specified inspection code and with 2R inspection code are considered as low risk. These items will be identified with a round Purple label for compliance inspection by the authorised Warehouse Receiving Officer.

b)

Goods or item(s) with inspection code 3X and 5X including some critical but medium risk items under engineering authority concession as per Note below, will be identified with an X on a Purple label. These items must be inspected by the Materials Inspector.

c)

Goods or item(s) with inspection codes (4E, 5E) will be identified with a Yellow label, (4S, 5S) with an Orange label and (4M, 5M) with a Blue label. All such goods/items are considered as critical materials and must be inspected by the Engineering Services designated discipline engineer.

Note A discipline engineer may provide an authorised concession for a Logistics Materials Inspector to conduct random sample visual inspection on certain critical goods/items supplied with inspection and test certificates by approved quality accredited supplier.



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3.4

Final Inspectio n and Testin g

3.4.1

The Warehouse Receiving Officer shall:


LOG711P 16/12/2009 16/12/2012

Inspect all the goods/items as described in Clause 3.3.4 section a) and arrange for the Materials Inspector to inspect the goods/items as described in Clause 3.3.4 section b). Record all goods/items as described in Clause 3.3.4 section c) in the respective discipline Materials Inspection Register forms LOG711F2, LOG711F3 and LOG711F4. Then notify the designated discipline engineer of goods/items awaiting inspection by scanning and emailing the information. 3.4.2

On completing the above inspections and tests as required, identify all accepted goods/items with a Green “ PASSED” sticker, place the goods/items into the Inspected area, record the goods received details into Ellipse and place them into storage.

3.4.3

Goods/items that have been found as nonconforming due to missing certificates or MSDS etc must be identified with a Yellow “ HOLD” tag and placed into the goods Quarantine Area for further assessment in accordance with procedure LOG802P Contro l of Nonconformance.

3.4.4

Goods/items that are found to be nonconforming due to being damaged or incorrect goods supplied etc must be identified with a “ REJECTED” tag and placed into the goods Quarantine Area for processing in accordance with procedure LOG802P Contr ol of Nonconformance.

3.4.5

Any returned surplus materials and rotable spares will be inspected by the Material Inspector in conjunction with the Warranty & Compliance Officer and/or the respective discipline Product & Supply Manager. Returned rotable spares that have been accepted for reworking must be identified with a “ REWORK” tag and placed in the designated “ Rotable Goods Area” for processing and delivery to REC, or storage in the unserviceable Section 06 area of the warehouse.

3.4.6

For treatment of rotable spares refer to details in Inventory Management and Planning pro cedur e LOG706P, under section 3.6 Warranty & Compliance.

3.4.7

As goods/items progressively undergo Final Inspection and Testing, the Warehouse Receiving Officer shall: Sign and stamp the Ellipse Purchase Order Receiving copies with an “ INSPECTED” stamp. Record the goods/items received into Ellipse, Produce Discrepancy Reports, in Ellipse, for items that have been found as nonconforming. Ensure hazardous goods/items received have been correctly Identified and labelled as appropriate. Arrange the storage of all goods that have been accepted, after inspection.



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LOG711P 16/12/2009 16/12/2012

3.5

Inspection and Testi ng Plant & Equipment

3.5.1

All plant and equipment must be inspected, tested and/or recertified as required by SMS16-SR-0057 Inspecti on and Testi ng . General inspection and testing must be on a six (6) monthly basis, and as required servicing should be in accordance with manufacturer’s recommendations.

3.5.2

A Plant Equi pment Inspect ion Testing Register (SMS-06-TP-0229) maintained at every operational location to register and record the inspection, testing, re-certification and servicing. Following inspection testing and/or re-certification details are recorded in the register. A sticker or tag is applied on items that have been inspected/tested. Items that have been found as nonconforming must be identified with a CAUTION tag stating “ Unsafe Do Not Use” .

3.6

Produc t Traceabili ty

3.6.1

Product traceability is achieved through inspection and test records, delivery dockets, compliance certificates, invoices, purchase orders, and Ellipse records.

3.7

Inspectio n and Test Recor ds

3.7.1

The Services & Distribution Supervisor shall be responsible for ensuring that signed and stamped “ INSPECTED” Purchase Order Receiving copies, Material Test Certificates, Compliance Certificate, MSDS’s, NCR’s, Inspection Log Sheets and any other documentation is complete, suitably identified, filed and stored.

3.7.2

After a period of 12 months all such records can be archived for secure storage in accordance with procedure LOG401P Cont rol of SEQ Records.



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3.8


LOG711P 16/12/2009 16/12/2012

Process Flowchart



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4.0

Role

Responsibility

Service & Distribution Supervisor

Ensuring warehouse receiving staff conduct all initial inspection of goods; arranging higher level inspections by Materials Inspector(s), and Engineering Services as required by this procedure 



5.1

5.2

LOG711P 16/12/2009 16/12/2012

Responsibility

Materials Inspector

5.0


Conduct inspections and verification of compliance with specified requirements and ensure all critical items are inspected by Engineering Services. Ensure all documentation is maintained and filed for records.

References Reference No.

Docum ent Title

Document Type

LOG401P

Control of SEQ Records

Procedure

LOG710P

Handling, Storage, Preservation, Packaging and Despatch

Procedure

LOG716W

Receiving Materials

Work Instruction

LOG717W

Receiving Inspection & Testing

Work Instruction

SMS Reference Document

Document Type

SMS-06-RG-0201 Dangerous Goods and Hazardous Substances Register

Register

SMS-16-SR-0057 Inspection and Testing

System Requirement

SMS-16-TP-0229 Plant Equipment Inspection Testing Register

Register

SMS-06-SW-1223 Receipt of Goods

SWI

External References 

Dangerous Goods Act 1975 No.68.



Occupational Health and Safety (Hazardous Substances) Regulation 1996.



Code of Practice for the Control of Workplace Hazardous Substances.



Code of Practice for the Preparation of Material Safety Data Sheets.



Code of Practice for the Labelling of Workplace Substances.



Factories, Shops and Industries Act 1962 No.43.



Public Sector Management (Goods and Services) Regulation 1995.



National Standard for Manual Handling 1990.



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6.0

7.0


LOG711P 16/12/2009 16/12/2012

Trainin g Requir ements •

Basic Ellipse data entry

•

Applicable SWMS, SWIs, Procedures and on the job training

Versi on History The Business Manager Logistics, Operations Manager, Materials Inspector and Supply Services Manager (process owners) and Inventory Planning Manager approve this document. It is issued and controlled by the Business Manager Logistics. It is a controlled document subject to automatic update and is considered an “Uncontrolled Copy” if printed. Any changes to this document will result in a change to the revision status. Records of all changes will be maintained by Logistics Services. Version

Date of Ap pr ov al

Au th or

1.0

Feb 2006

Steve Wozniak

First Issue

1.1

Aug 2009

Dorothy Dominique

References updated from Commercial Renewals to Infrastructure Renewals to reflect group name change and restructure.

2.0

Oct 2009

Steve Wozniak

References updated to add applicable work instructions and to reflect SMS compliance.

Summary of Changes

Section 3.3.2 amended to include new form LOG711F5 Material Certifi cate of Conformance. Flowchart added and minor errors corrected. 2.1

16/12/09

Steve Wozniak

Amendment to references, withdrawal of LOG711F1 form and removal of reference to colour “Yellow” and reference to Section 06 added. Material Inspector added to Section 4 Responsibility.

8.0

Appendices Reference No.

Document Title

Document Type

LOG711F2

4E/ 5E Materials Inspection Register (Electrical)

Form

LOG711F3

4S/ 5S Materials Inspection Register Signals (Electrical)

Form

LOG711F4

4M/ 5M Materials Inspection Register Signals (Mechanical)

Form

LOG711F5

Material Certificate of Conformance

Form



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9.0


LOG711P 16/12/2009 16/12/2012

Approval

Date:

Materials Inspector

Date:

A/In ven to ry Planni ng Manager

Date:

A/Supp ly Serv ic es Manager

Date:

A/Op eratio ns Manager L ogis ti cs

Date:

A/B us in ess Manager Lo gi st ic s



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Inspection, Testing and Traceability

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