SOP Library

SOP NO: TS-MT05

Mission: Stabilization

Area: Technical Services (TS)

Activity:

Title: Revised SOP on Truckscale Operations and Maintenance

Date Approved/Issued: 11/20/2009

Date Effective: 11/20/2009

Digest:

It has been fourteen (14) years since an SOP for truckscale operations was
issued and made effective. There have been changes in the capacity and type
of truckscales that are used in NFA transactions that should be considered in the
proper implementation of the truckscales’ operation and maintenance.

It has also been observed that several violations in the utilization and
maintenance of NFA truckscales are prevalent in the field offices. We believe
that these practices, if not properly checked, can cause great losses to the
agency. Truckscale operators likewise need to be guided in the proper
operation and maintenance of the new types of truckscale in order to avoid
misuse and eventual damage.

In view of the above, the existing SOP on Truckscale Operations is hereby

revised in order to attain the desired standard for our NFA truckscales and to
 promote the effective and efficient weighing systems, marking the integrity in our
metrological services nationwide.

To provide a comprehensive guideline for all concerned users for better

metrological services to our clientele and to the NFA operations as well.

This covers the policies and procedures on the operation and maintenance of
truckscales.

TRSD’s Draft Guidelines on Truckscale Operation and Maintenance

E. DEFINITION OF TECHNICAL TERMS

1. Metrology - the science of measurement. This covers all scientific

disciplines that are based on measurement.

2. Calibration - refers to all operations necessary for the purpose of

determining the value of errors of a measuring instrument and the actual
establishment of the gauge marks or scale marks of a moisture or mass
measuring instrument, in relation to the corresponding values of the quantity
to be measured.

3. Scaleman – the NFA personnel who is solely responsible for operating the
truckscale.

4. Alternate Scaleman – the NFA personnel responsible for operating the

truckscale in the absence of the Scaleman.

5. Calibrator – the NFA personnel responsible for conducting inspection,

calibration, verification, test, repair and maintenance of truckscales as
authorized by TRSD-Metrology Division.

6. Electronic Truckscale - a weighing instrument which is operated

electronically by means of load cells with digital indicator and automatic
printer.
 7. Digital Indicator - an indicator contained in an electronic scale showing the
value of the physical quantity measured by a series of aligned digits. The
indicator is a sensitive mechanism hence readings change abruptly on slight
movement / motion of the vehicle.

8. Tare - registered weight of the truck/vehicle without stocks / load as it is

positioned on the platform deck.

9. Gross Weight - is the total weight registered on the scale, with the stocks
loaded on the truck / vehicle as it is positioned on the platform deck.

10. Net Weight - is the weight of stocks / load as computed / determined using
the formula “gross weight minus the tare weight”.

11. Bottom Work - the weighing system of the scale consisting of the structural
frame (I-beam / steel deck, etc.) with the levers or load cells as part of its load
receiving elements.

12. Head Work - the indicator and printing system of the scale.

13. Inspection - pertains to the examination of the overall physical

characteristics and conditions of the instrument, i.e. how it is being used or
misused, and determines whether specific requirements are complied with.

14. Dessicant - moisture absorbent.

15. Tests -This is a concluding phase of the calibration procedure which provide
information on the weighing performance of the scale on the actual value of
a standard test weights.

16. Errors - the least weight which when added or removed will bring the
indicator to the position or poise or equilibrium from its position of
imbalance.

17. Maintenance - all the operations involved in sustaining the equipment to be

A-1 physical and operational conditions.

18. Traceability - to ascertain that the reading results of the instruments are
within the visible mark of accuracy when compared to the established
standard.

19. Verification - a process to check if an equipment is providing accurate/

exact or tolerable results using standard references .
A. GENERAL POLICIES

1. For NFA field offices with truckscales, all stock receipts and issues of fifty (50)
bags or more (50 kg per bag) should pass through truckscale weighing.
Nevertheless, as far as practicable (if actual site condition, convenience and
efficiency warrants), said field offices are not restricted from using their
truckscales even for weighing stocks less than fifty (50) bags.

2. A Scaleman who shall be under the jurisdiction and directly reporting to the
chief of the Marketing Operations Section (MOS), shall be designated by the
Provincial Manager (PM). The Scaleman shall be solely responsible for
operating the truckscale.

An Alternate Scaleman who shall be responsible in operating the truckscale

only in the absence of the Scaleman, shall also be designated, but shall only
be under the jurisdiction and direct supervision of the Chief of the Marketing
Operations Section (MOS) in the absence of the Scaleman. The Alternate
Scaleman may come from the other sections of the provincial office.

In no case however, shall the designated field office Calibrator also be

designated as the Scaleman or Alternate Scaleman.

An Office Order shall be issued for the designation of the Scaleman and
Alternate Scaleman, a copy of which shall be forwarded to TRSD for their
information. Any changes in their assignment shall be reported accordingly
to TRSD.

3. The truckscale shall be provided with a truckscale house where the weighing
controls are located and all the files of the Scaleman shall be kept. A shed
adjacent to the truckscale house shall also be provided for keeping standard
roller weights.

The truckscale house should not be used for keeping / storing properties and
documents not relevant to truckscale operation.

Standard roller weights should always be kept inside the shed to protect them
from sunlight, rain, dust or any other conditions that will affect their accuracy
and quality.

4. Only the Scaleman or, in his absence, the Alternate Scaleman, shall be
authorized to stay inside the truckscale house. The field office Calibrator and
the TRSD-Metrology Staff may be allowed to stay inside the truckscale house
only when they need to do verification, maintenance, inspection, and
calibration work and review the Scaleman’s files/reports.
 The Scaleman should post a sign at the entrance of and inside the
Truckscale house stating that “Unauthorized personnel are not allowed inside
the truckscale house”.

B. SPECIFIC POLICIES

1. OPERATION AND MAINTENANCE

a. No person other than the Scaleman, or in his absence, the Alternate

Scaleman, who are specially trained in the operational details and
characteristics of the truckscale, shall be allowed to operate an NFA
owned truckscale.

b. The Scaleman or the Alternate Scaleman shall ensure that the truckscale
is always in satisfactory operating condition by strictly following the
procedures in the instruction manual of the particular type of truckscale.

c. Load to be weighed on the truckscale should not exceed the capacity of

the truckscale (i.e. maximum of 50 tons for a 50 ton electronic truckscale
and a maximum of 60 tons for a 60 ton electronic truckscale).

d. Cleanliness and orderliness of the truckscale as well as the truckscale

house and the shed for the standard roller weights must always be
maintained.

The headwork and the bottomwork must always be free from dust, oil
and rust.

Under-structures must be maintained clean and dry at all times.

The sump pump (submersible pump) should always be in proper working

condition.

Grounding cables must always be properly connected.

A day in a month should be set aside for cleaning all the components of
the truckscale (specially the bottom work) and the truckscale’s
surroundings.

e. The scale power supply must be dedicated to the scale alone and must
not be tapped to any other equipment or machines to prevent
Electromagnetic Interference (EMI) and Radio Frequency Interference
(RFI).
 f. Junction boxes must be provided with dessicants to absorb moisture (if
the dessicant turned pink or caked, it needs to be replaced).

g. Verification, test and maintenance of the truckscale shall be done on a

monthly basis or as the need arises by the designated field office
Calibrator in coordination with the Provincial Manager. No other person
shall be allowed to do the maintenance work unless authorized by the
TRSD Metrology Division.

h. As the need arises, the authorized personnel of TRSD - Metrology

Division shall do inspection / verification / test / calibration / repair and
maintenance of NFA truckscales to insure its accurate performance.

i. The roller weights and test weights must be verified / calibrated yearly by
the TRSD - Metrology Division personnel or the authorized Calibrator
using the principle of “traceability”.

j. If the scale is found defective or needs adjustment, the Scaleman should

inform the Provincial Manager who shall formally report it to TRSD -
Metrology Division. TRSD, in turn, shall authorize the field office
Calibrator or any other qualified Calibrator to make the proper
adjustments on related mechanisms of the truckscale who shall
thereafter submit a Calibration Report to the concerned Provincial
Manager copy furnished TRSD. The Calibration Report shall serve as
the basis for the issuance of the truckscale’s Certificate of Calibration
which shall be hanged in the most conspicuous place inside the
truckscale house.

2. CUSTOM-HIRE TRUCKSCALE SERVICE

a. Aside from being utilized for NFA transactions, NFA truckscales shall be
offered for use of the private sector for a fee on a per truck / vehicle
basis. Truckscale rates per province shall be determined by the
provincial offices based on the average prevailing market rate in their
province. If there are no existing truckscales within the province or
region, they may use the average prevailing market rate in the nearby
province or region.

b. Truckscale rates shall be approved by the Regional Director. All

approved truckscale rates together with the supporting documents used
shall be submitted by the Regional Offices to TRSD for their information
immediately after the approval of the Regional Director.
 c. Payment of truckscale fees shall be in cash and shall be made at the
NFA Cashier or designated collecting officers before weighing. This shall
be documented through the NFA Official Receipt.

d. Fees collected for the use of the truckscale shall be recorded as

Service Income – Training and Facility Assistance Fee.

e. Documentation and reporting system on the collection of truckscale fees

shall follow the SOP on Cash Collections and Deposit.

3. TRUCKSCALE TICKET (TST)

a. A Truckscale Ticket (TST – Exhibit 1) shall be used to record the

truckscale weighings for both NFA transactions and custom-hire
services. The Scaleman or his alternate shall print the TST in four (4)
copies to be distributed as follows:

Copy 1 (orig) – Customer for custom hire services / WS II for NFA

transactions (to be given after the 2nd weighing)
2 - Accounting
3 - Scaleman
4 - Driver

b. The TST shall be printed by the Scaleman or his alternate after the first
and second weighings. Depending on the brand / model of the
truckscale, the size and orientation of the TST may vary. However, it
shall basically contain the same information and signatories as in Exhibit
1. In case of truck trailers, the plate number of the trailer shall also be
indicated on the TST.

4. PRE-WEIGHING PROCEDURES

a. For custom-hire services, the driver or customer shall pay first for the
truckscale service to the NFA Cashier. The Scaleman shall issue an
Authority to Accept Payment (AAP) to the driver or customer to be
presented to the NFA Cashier when paying. The type of vehicle and
amount to be paid shall be indicated in the AAP. After paying, the
Official Receipt shall be presented to the Scaleman who shall record the
OR number and amount paid in the TST for the first weighing.

b. Before any weighing is done, the platform or the load receptor of the
scale must be free from dirt or any obstructions.
 c. The truck or vehicle must be checked by the Security Guard or assigned
checker to ascertain that its necessary load such as spare tire, tarpaulin,
ladder and/or wood planks are attached to it. It must also be checked for
possible hidden loads such as those materials under the truck driver’s
seat, inside and under the load of the vehicle, under the vehicle’s body
and/or other portions of the truck.

d. Before the second weighing, the Scaleman shall double-check the

Official Receipt number and the amount paid as indicated in the TST of
first weighing and compare it with the customer’s copy of the OR.

5. WEIGHING OF VEHICLES

a. If the truckscale is not within the sight of the warehouse, an escort for the
truck should be provided by the Warehouse Supervisor II (Sr. GOO) to
ensure that no manipulation is done to alter the actual / real weight of the
stocks being weighed.

b. Vehicles shall be driven and positioned to the central zone of the

platform.

c. During weighing, the driver must put off the engine and stay out of
the platform.

d. The Scaleman shall prepare the scale for weighing and print the scale
reading on the Truckscale Ticket (TST) after the indicator has stabilized.
In case of printer failure, the Scaleman shall write manually the TST to
be witnessed / signed by the Truck Driver.

e. For custom-hire service, the Scaleman shall give the customer’s copy
and the driver’s copy of the TST to the driver. The driver shall present
and surrender the driver’s copy of the TST to the NFA Security Guard
before he is allowed to leave the NFA premises.

f. For NFA transactions, the Scaleman shall give the WS II his/her copy of
the TST for proper documentation of the transaction in the WSR/WSI.
The driver’s copy shall be given to the driver who shall present and
surrender it to the NFA Security Guard before being allowed to leave the
NFA premises.

g. There shall be no alteration on the load (e.g. fuel, spare tire, tarpaulin,
etc.) between the first and second weighings.

h. Vehicles loaded with filler stocks after weighing must pass through
the truckscale again for final gross weight.
 i. Vehicles which have undergone tare weighing but want to leave the
compound without being loaded shall undergo check weighing. Upon its
return the vehicle shall be tare weighed again.

j. Time and date of weighing shall always be recorded by the Scaleman

in the TST whenever the truck passes the truckscale.

k. Unit symbols and unit names or the metrication systems should be

strictly followed in any documentation.

l. Upon completion of the day’s weighing operation, the scaleman should

turn off the switch of the scale.

6. REPORTING AND MONITORING SYSTEM

6.1 The Scaleman shall prepare the following reports:

a. At the end of the day’s weighing operation, a Daily Truckscale

Transaction Report (DTTR - Exhibit 2) shall be prepared in four (4)
copies based on the compiled TSTs:

Copy 1 (orig) – Marketing Operations Section

2 - Technical Services Section
3 - Accounting
4 - file

b. A Statement of Custom Hire Truckscale Service (Exhibit 3) shall be

prepared weekly in four copies based on the TSTs and the DTTR:

Copy 1 (orig) – Marketing Operations Section

2 - Technical Services Section
3 - Accounting
4 - file

c. A Monthly Report on Truckscale Operations (Exhibit 4) shall be

prepared in four (4) copies based on the DTTR and the Statement
of Custom Hire Vehicles Weighed at NFA Truckscale:

Copy 1 (orig) – TRSD C.O. Metrology Division

2- Reg’l Director
3- Provincial Manager
4- file
 6.2 The Scaleman shall immediately report to the PM any defect or failure
of the truckscale and its components. It shall be the responsibility of the
PM to immediately report the same to TRSD-Metrology Division by
telephone long distance, to be followed by a formal report. Likewise,
TRSD shall be informed on any repair/adjustments made on the
truckscale.

6.3 After every inspection, calibration, verification, test, repair and

maintenance of the Truckscale, or whenever there is a need to repair or
adjust the truckscale, Calibrators shall prepare a formal report on the
work done to be submitted to:

Copy 1 (orig) – TRSD C.O. Metrology Division

2- Reg’l Director
3- Provincial Manager
4- Calibrator’s file

6.4 TRSD employees who are on official travel to conduct inspection,

calibration, verification, test, repair and maintenance of truckscales
should submit first to the Provincial Manager a travel accomplishment
report before given a certificate of appearance.

6.5 The PM shall give specific instruction to all security guards on the
implementation of this SOP. The guards shall conduct thorough
inspection of all the incoming and outgoing vehicles and see to it that all
the necessary truckscale fees of private truckers have been paid per
Official Receipt before being allowed to leave the NFA Compound.

6.6 Calibrators shall keep a record / history of the truckscale under their
jurisdiction. They shall be provided with a filing cabinet for this purpose.
The truckscale records should be ready to be checked / reviewed by
TRSD Metrology Division personnel or other personnel authorized by
the Provincial Manager, whenever necessary.

6.7 The TRSD Metrology Division shall, as deemed necessary, conduct spot
check of NFA truckscales to ensure that these are calibrated /
operated / maintained as required.

7. ACCOUNTING TREATMENT

To record collection of Truckscale fee:

DR: Cash with Collecting Officer xxx

CR: Service Income – Training and

 Facility Assistance Fees –
Truckscale xxx

All rulings / issuances inconsistent with this SOP shall be deemed superseded.

This SOP shall take effect on November 20, 2009.

Date Approved: November 20, 2009