BAYWOOD CONTINETAL LIMITED

BONNY TANK REHABILITATION PROJECT

MATERIAL CONTROL PROCEDURE

BAYWOOD CONTINETAL LIMITED

BONNY TANK REHABILITATION PROJECT

SUBJECT: MATERIAL CONTROL PROCEDURE

DOCUMENT CODE:

CLIENT: __________________________________________________________

CONTRACTOR: ___________________________________________________________

S/NO DATE DESCRIPTION PREPARED BY REVIEWED BY APPROVED BY

This document and information therein may NOT be used, disclosed or reproduced for other purposes without the
specific written prior permission of BONNY CONTINETAL LIMITED.
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

TABLE OF CONTENTS

1. SCOPE

2. REFERENCE

3. RESPONSIBILITY

4. DEFINITION

5. PROCEDURE
A. MATERIAL RECEIVING
B. MATERIAL STORAGE
C. MATERIAL HANDLING AND EQUIPMENT HANDLING
D. PRESERVATION OF MATERIAL
E. ISSUE OF MATERIAL
F. RETURN OF THE REUSABLE LEFT-OVER ITEMS
G. RECORDS

6. TABLES
TABLE 1: MATERIAL OVERAGE OF SHORTAGE REPORT
TABLE 2: DAILY RECEIPT SUMMARY REPORT
TABLE 3: MATERIAL INVENTORY CHECK LIST
TABLE 4: STORAGE CONTROL INSPECTION RECORD
TABLE 5: MATERIAL ISSUE TICK
TABLE 6: MATERIAL RETURN TICKET
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

1. SCOPE
This procedure applies to the control and registration in receiving, storage,
handling, preservation and issue of equipment and material (hereinafter
called material) used in construction, and other items which require
identification and traceability in accordance with the project specification
requirements, applicable codes and standards.

2. REFERENCE

3. RESPONSIBILITY
A. Material Manager
i. The Material Manager has the responsibility for ensuring the
implementation of Material Control Procedures and control of
material registration/handling from receiving to issue for
fabrication/construction. Also Material Manager shall review and
procure all local procurement requisitions for materials at the Site.
He shall liaise with Fabrication/Construction Manager and Project
Procurement Manager on materials delivery schedule a advises of
problem areas.
ii. He is responsible for identification of the materials and the
inspection reports of the QC manager for receiving inspection of
materials received.
iii. He is responsible for implementing a computerized total material
registration/handling system containing all references to
stored/catalogued materials receiving for this project.
iv. He is responsible for monitoring the storekeeper activities and
database.
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

v. He is responsible for the correctness of all paperwork/docs/forms

produced/checked by his materials control team, as well as for the
coordination between his team and discipline engineer, who is
responsible for issuing the material issue ticket and material
return ticket.

B. Construction Manager
i. The Construction Manager has a responsibility for ensuring that all
the materials necessary for construction of the works shall be
planned, prepared and executed effectively not to affect any other
construction activity. The construction Manager shall monitor the
material manager for and handling of all database anomalies. Also
has a responsibility for the expediting of disposition of damaged
and excepted replacement material not to impact construction
schedule.
ii. The Construction Manager is responsible to assist in the
preparation of the special handling, storage and preservation
procedures for equipment and other specialties, when required.

C. QC Manager
The QC Manager has a responsibility for the quality control activity of
the site materials received. During the receiving, storage, issue and
return of material, the quality control manager shall execute quality
control activity resulting in separate reports for each occurrence, work
cooperatively with the material control activity executed by material
control team and discipline specialist.

D. Storekeeper
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

The storekeeper has a responsibility for the correctness of the material

database, the proper storage and handling of all received/issued
materials, the correct filing of all material related documents as well as
informing the material control team in case of anomalies, assist the QC
Manager or his deputy with their material inspection activities and file
a copy of their inspection report, provide monthly inventory reports
based on last status of material data base to material manager.

4. DEFINITION
Below are definitions of terms used in these procedures:

A. Documentation
Any written or pictorial information describing, defining, specifying,
reporting or certifying activities, requirements, procedures or results.

B. Inspection
Activities such as measuring, examining, testing, gauging, one or more
characteristics of a product or service and comparing these with
specified requirements to determine conformity.

C. Material Receiving Report (MRR)

The basic document of materials receiving. It records all pertinent
information from vendor shipping and purchase order documents about what
was received.

D. Over and Short Report

A record of quantity deviations from the freight bill, delivery receipt
and purchase order as determined during material receiving.
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

E. Physical Inventory
The material which is on hand any time by actual count.

F. Material Database
Computerized material database containing registration of all materials
related documents / forms / certificates / inspection reports / storage
location/quantity status / related PO etc.

5. PROCEDURE
A. Material Receiving
i. In addition to shipping notice, the store keeper should receive
packing lists before materials arrive at site in order to plan for
unloading and to ensure adequate storage areas are prepared.

ii. As soon as the material arrive, store keeper make a first check to
make sure if the package corresponds with the packing list and
whether the material (as far as can be inferred from their outward
appearance) are in good condition. Any discrepancy shall be
reported on the overage, shortage report (Table 1).

iii. Additional inspection shall be performed by QC Engineer in

accordance with the Receiving Inspection Procedure. All items are
HOLD until QC Inspection has been performed.

iv. Daily Receipt Summary Report (Table 2) shall be issued on a daily

basis and shall be distributed to Fabrication/Construction Team,
Procurement and SPDC on a weekly basis.
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

v. When the material delivered with damage or discrepancy, those

materials shall be handled in accordance with the procedures for
the control of Non-Conforming item and inspected by the
discipline specialist.

B. Material Storage
i. Upon receipt of the MRR approved by the QC Manager, the store
keeper shall input the accepted items on the Material Status
(Table 3) on ELECTRONIC FILE (EXCEL FILE) and store them in
one of the facilities described below. The storage level for each
item shall be defined prior to storage in accordance with vendor
recommendation. If heating preservation is required, relative
facilities need to be arranged.

ii. Material Control Team together with storekeeper shall establish

material and equipment storage plan and areas, under its direct
control, at all site locations taking into consideration the various
storage requirements. The storage facilities are classified as
follows:
Level A: Warehouse to provide temperature and humidity, dust/dirt
control within specified limits
 Special electronic equipment and instrumentation
 Special materials, such as chemicals, that are sensitive to
environment
 Special nuclear material and sources
Level B: Warehouse to provide temperature control within specified
limits for environmental sensitive items
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BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

 Instrumentation
 Electrical penetrations
 Batteries
 Welding electrode and wire
 Control rod drives
 Motor control centre, switchgear, control panels
 Motors and generators
 Precision machine parts
 Spares, such as gaskets, o-ring
 Air handling filters
 Computers
Level B: Warehouse not to provide temperature and humidity control
Pump
 Valves
 Fluid filters
 Reactor internals
 Compressors
 Auxiliary turbines
 Instrument cable
 Refueling equipment
 Thermal insulation
 Fans and blowers
Level D: Yard storage
 Tanks
 Heat exchangers and parts
 Accumulators
 Demineralizers
 Reactor vessel
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BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

 Evaporators
 Steam generators
 Pressurizers
 Piping
 Electrical cable
 Structural items
 Reinforcing steel
 Aggregates

iii. Storage methods and procedures shall comply with the following
requirement:
 All materials shall be stored in such a manner as to permit
ready access for inspection or maintenance without excessive
handling to minimize risk of damage.
 Materials stacked for storage shall be arranged so the racks,
cribbing, or crates are bearing the full weight without distortion
of the material.
 Hazardous chemicals, paints, solvents and other materials of a
like nature shall be stored in well-ventilated areas.
 Materials and their containers shall be plainly marked so that
they are easily identified without excessive handling or
unnecessary opening of crates and boxes.
 Weatherproof coverings, when used for outdoor storage shall be
the flame-resistant type of sheeting or tarpaulins. They shall be
placed so as to provide drainage and to ensure air circulation to
minimize condensate. They shall be tired down to prevent
moisture from entering laps and to protect the coverings from
wind damage.
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

iv. Storage areas shall be maintained in accordance with applicable

requirements.
 Access to storage areas shall be controlled and limited only to
personnel designated by the Material Control Team and all
areas shall be secure against unofficial access.
 Cleanliness and good housekeeping practices shall be enforced
at all times in the storage areas. The storage areas shall be
cleaned as required to avoid the accumulation of trash,
discarded packing materials, and other detrimental soil.
 Fire protection commensurate with the type of storage area and
the material involved shall be provided and maintained.
 The use or storage of food, drinks, and salt tablet dispensers in
controlled storage areas shall not be permitted.
 Measures shall be taken to prevent the entrance of rodents and
other animals into indoor storage areas or equipment to
minimize possible contamination and mechanical damage to
stored material.
 All stainless steel material shall be stored in a separate area
and handled with care to prevent contact with carbon steel or
aggressive chemicals.

C. Material Handling and Equipment

i. Material shall be handled in accordance with vendor instruction.
For this purpose the following transport facilities are available;
25ton crane, self-loader truck, forklift, 4x4 pick-up, as well as the
proper materials for safe handling of goods.
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

ii. Materials shall be handled carefully in order to protect from loss,

pollution and deterioration.
iii. The special materials which are subject to damage or
deterioration shall be handled in accordance with the approved
procedure.
iv. When materials are handled, painted, galvanized or other outside
surface shall not be damaged.
v. All machined surfaces of materials shall be handled carefully in
order to prevent from damage.
vi. Materials damaged during handling shall be controlled in
accordance with control of nonconforming item.

D. Preservation of Material
i. Required maintenance during storage shall be implemented in
accordance with the approved procedure.
ii. Care of materials in storage shall be exercised in accordance with
following:
 Materials in storage shall have all covers, caps, plugs, or other
closures intact. Covers removed for internal access shall be
immediately replaced and resealed after completion of the
purpose for removal.
 Items pressurized with inert gas shall be monitored at
specified intervals to ensure that the gas pressure is
maintained within specified limits during storage. Desiccant
humidity indicators shall also be monitored, and desiccants
shall be changed or reprocessed as required.
 Instrument materials which need energizing shall be energized
according to the vendor instruction and in compliance with
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

safety requirements especially for generators and large

motors.
 Space heaters enclosed in electrical materials shall be
energized.
 Rotating electrical equipment shall be given insulation
resistant tests on a scheduled basis.
 The shafts of rotating equipment shall be stored on a periodic
basis. The degree of turn shall be established so that the parts
receive a coating of lubrication where applicable, and so that
the shaft does not come to rest in a previous position (90 deg.
And 450 deg. rotations are examples).
 Other maintenance requirements specified by the
manufacturer’s instructions for the material shall be
performed.
 All welding materials shall be stored strictly following vendor’s
instructions.

iii. The Materials Controller shall perform inspections to ensure that

the integrity of the materials and its container is being
maintained using the Storage Control Inspection Record (Table
4) on weekly basis and shall be verified by the QC Engineer.
Non-Conformance detected shall be controlled in accordance with
Control of Nonconforming item.

E. Issue of Material
i. The Discipline Engineer shall request the Material Controller to
verify the issue of materials indicated by discipline engineer on
the Material Issue Ticket (Table 5).
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

ii. The Material Controller shall verify the availability of the

materials, return the material issue ticket to the Discipline
Engineer and send his supervisor or sub-contractor to the store to
collect the items from the storekeeper, who will update the
materials database.

D. Return of the Reusable Left-Over Items

i. The Discipline Engineer shall request inspection to the QC
Engineer with Material Return Ticket (Table 6) including material
identification for the reusable left-over items.
ii. The QC Engineer shall review the Material Return Ticket for
correctness and assure material identification is legibly marked on
the material and check the condition of the material, and sign on
the Ticket as indication of acceptance and then send it back to the
Discipline Engineer.
iii. Upon receipt of the accepted Ticket, the Discipline Engineer shall
send the Ticket with the reusable left-over items to the store
keeper.
iv. The store keeper shall handle the returned materials in
accordance with paragraph 5.B of this procedure.

E. Records
i. Records pertinent to storage shall be maintained by the Material
Controller.
ii. Records pertinent to maintenance of the item shall be maintained
by the Construction Engineer.
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

Material Overage/Shortage REPORT

Project Name:

Report No.: VENDOR:

P.O. No.: MRR No.:

Item:

Equipment Tag No.:

Description:

Photograph ( ) Yes / ( ) No

Recommended Action.

Effect on Schedule ( ) / Cost ( )

Prepared By: Date:

Approved By: Date:

Clear of Discrepancy ( ) Yes / ( ) No

Prepared By: Date:

Approved By: Date:

 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

DAILY RECEIPT SUMMARY REPORT

Date:

No. Item Description Unit Qty P.O No. Vendor Remark

Received By : _______________________________________ ___________________

Approved By : _______________________________________ ___________________

 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

1. Record No.
Storage control Inspection Record
2. Date
3. Storage Facility (Location) 4. Storage Level

6. Result
No. 5. Inspection Item Remark
Accept Reject N/A
5.1 Inspection Storage Facility
Access to Storage Area
Cleanness and Housekeeping Practices
Fire Protection
Storage of Food and Associated Item
Measures to Prevent Entrance if Animals
Temperature and Humidity control
5.2 Inspection of Storage Methods
Ready Access to Stored Items
Arrangement of Hazardous Materials
Identification
Coverings
5.3 Inspection of Control Methods
Identification and Marking
Protective Covers and Seals
Coatings and Preservations
Desiccants and Inert Gas Blankets
Physical Damage Check
Cleanness check
7. Inspected By:
8. Verified By:
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

MATERIAL ISSUE FORM (MIF)

TEAM: ______________________________ DATE MOUNTH YEAR

NO:__________________________________
ITEM & SPEC QTY UNIT REMARK

Issued by Received by Authorized by

Name: Name: Name:
Signature: Signature: Signature:
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

MATERIAL RETURN FORM (MRF)

TEAM: ______________________________ DATE MOUNTH YEAR

NO:__________________________________
ITEM & SPEC QTY UNIT REMARK

Issued by Received by Authorized by

Name: Name: Name:
Signature: Signature: Signature:
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

MATERIAL MATERIAL STATUS

CATEGORY

RECEIPT INSURANCE QS ACTION

Equip/ INSTALLA QAO
IT QTY DAT P QT DA TICK QT STOCK MTL OM H.M.L DATE D.P
MR DESCRIPTIO Tag OR SP AT UN BALAN TION CACC REM
E ETA ORDER E NO. Y TE ET Y LOCATI CERTIFIC MAN
NO N COM. EC A IT CE INSTRUCT EPT ARK
M ED NO ON ATE UAL .
CODE ION DATE
 BAYWOOD CONTINETAL LIMITED
BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

DIESEL RECEIPT AND ISSUANCE ANALYSIS FORM

ANALYSIS OF DIESEL COMSUPTION

S/NO. DATE VENDOR / SUPPLIER QTY QTY BALANCE GEN. SELF- COMPRESSOR MILLER
SUPPLIED ISSUED / STOCK LOADER MACH. MACH.
DAILY
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
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BONNY TANK REHABILITATION PROJECT
MATERIAL CONTROL PROCEDURE

20.