LESSON 2 IN COMPUTER HARWARE SERVICING

PREPARE REQUISITION OF MATERIAL & ACQUIRING MATERIALS AND TOOLS

Requisition Materials
A materials requisition form is a source document that the production
department uses to request materials for manufacturing process. The production
manager usually fills out the materials requisition form and delivers it to the
materials or storage department where all of the raw materials are stored. Once
the materials manager signs off on the request, the raw materials are moved from
storage and placed on the production floor.
A typical materials requisition form has the job number, date of request,
material description, quantity, and proper management signatures. Depending on
the size of the company, request forms are filled out weekly, daily, or even hourly.

The materials requisition form has two main purposes. First, it’s used to record
the movement of materials throughout the manufacturing process. When the
company orders goods, they are delivered to the storage facility and the
appropriate forms are filled out. This gives an audit trail that show when goods
were purchased and when they were delivered. When the production floor needs
more materials, it requests them from storage with the materials requisition form.

This, again, adds a paper trail to show when the goods were moved from storage to
manufacturing. These documents can also help managers determine when to
order more materials. For example, if they see that goods are sitting in storage for
months before making it into production, they will probably stop ordering those
materials so often.

Second, the requisition form is used to allocate production costs to goods in

process. Not all inventories in process will be finished in the current year. In other
words, there will always be some goods in the production process. The requisition
forms can help allocate costs and values to these materials.
Once the goods are transferred from storage to production the raw materials
account is credited and the goods in process inventory account is debited.

Requisition Procedure
Properly completed Requisition Form is an important step in efficiently securing
your order; otherwise expect delays in the processing and approval of your
requisition. The requisitioning process is done by an authorized person.
1. Accomplish the slip with the required data.
2. Have it approved or signed by your supply officer or immediate supervisor.
3. Forward the slip to the section unit officer in charge of purchases,
procurement, or preparation and release of requisitioned items.
 PREPARING MATERIAL TAKE OFF
Before a vendor can bid for or begin a construction project, they have to know
the types and quantities of the various materials required to complete it. This is to
ensure a proper estimate of the costs and material requirements, and also to
provide an indication of the labor costs associated with the installation or
construction of the materials. This process is known as material take off (MTO),
construction takeoff, or simply as takeoff. It’s an essential part of a project
estimation process.

For smaller projects, experienced builders should be able to compile a material

estimate in their head, but a more complete process is necessary for major
projects. One must approach the task methodically to achieve the most accurate
estimate possible. In addition to providing a highly accurate estimate of the costs
and materials for yourself and your client, the MTO sheet helps the job run
smoother because all the people working on the project have what they need.
After listing the building materials, the MTO needs to specify the type of
material, such as the type of electrical cable or specific grades of steel.

The material takeoff document must have a list of all the materials required to
complete the project, no matter what it is. This does not include any assets, such
as equipment and tools that will also be required to complete the job but should
include any and all raw and prefabricated tools, such as timber, sand, concrete,
bricks, electrical cables, light fixtures, and plumbing pipes.

KEY TYPES OF MEASUREMENT REQUIRED IN TAKEOFFS FOR MOST

PROJECTS
Count
You must count everything required for individual items from the studs
required to complete the project to the number of light fixtures and faucets.
Length
Certain items, such as pipes and cables, are measured by length. You’ll also
need to know other dimensions, like diameter, but the information will be with the
type of material that’s required. You’ll need to know how many of each length
you’ll require, and you’ll need to allot extra length for elements such as switches,
panels, and receptacles when it comes to electrical cable.

Area
Certain elements, such as flooring or the amount of paint you need will require
the surface area measurement.

Volume
Measurements of volume will be required for certain materials, such as the
amount of concrete required to lay the foundation, or the asphalt per yard to pour
the parking lot outside the building.

THE TAKEOFF PROCESS

The exact details of the process will vary depending on a variety of factors,
including the software you’re using, the type of job, the scale of the job, and your
specialization as a mechanical, electrical, and plumbing engineering (MEP)
estimator. While there will be slight differences in drawings and specifications, the
general process remains the same regardless.

1. Count the Symbols

You must count the symbols to determine the number of components needed to
complete the job. The drawings and blueprints you’re working from will use
standardized symbols to identify various elements such as switches, receptacles,
and fixtures. Familiarize yourself with the symbols and what they mean. Nonstandard
components are generally identified with a key that’s included with the drawings.
Count each type of component individually. If you’re doing this manually, you
can use a tally counter that you click to add a unit. Though it helps to ensure
accuracy, it can be time-consuming and tedious. You’ll need to mark the symbols
somehow to indicate that you’ve counted it, so you don’t count it again. As you complete the
count for a component, enter the quantity on the working scope
sheet, and repeat until you’ll worked through all pages of the blueprint and all the
symbols. Then, add the totals for all the different components.

2. Measure the Circuits

You must also measure the circuits shown in the drawings. Before you begin,
check the scale used for all the pages you measure. The scale dimensions are
usually listed in the title of the drawing, but the scale may vary from page to page.

If you’re not working from original blueprints, they may have been copied at a
reduced size, so you must make sure the scale is accurate. If you doubt the
information in front of you, it’s best to contact the designers or architect to be
sure.
You’ll want to have an architectural rule, mechanical and electronic measuring
wheels, and scaled measuring tapes available. You can use the ruler and
measuring tapes for quick measurements in small dimensions but using the
measuring wheel is both accurate and convenient.

Measure the branch circuit for each component in the drawing and allow and
add in drops at each of the switches. Some wheel devices allow you to program a
set distance for drops and then press a key to add the distance. If the drops are
standardized, this works, but if they are different sizes, you’ll need to reset it each
time.
It’s possible there will be different circuits (two, three, or four-wire) on the same
drawing. Trace each circuit with a colored pen after you’ve finished measuring and
use the same color for the same type of circuit – such as red for two wire, green for
three wire, and blue for four wires.

3. Calculate the Takeoff

Using the counts and measurements you came up with in the two previous
steps, you can produce your takeoff figure. You should build in a small cushion
for price fluctuations, and with this you can provide a fairly accurate cost of the
materials involved in any given construction or engineering project. If you have the
right time and motion data, you can also estimate the scale of the job to project
labor costs and other expenses associated with the project.
The MTO is used to create the bill of materials (BOM) which is then used to
requisition and procure the necessary materials to complete the job once the
contract is awarded.
ISSUE OF MATERIALS: REQUISITION SLIP AND BILL OF MATERIALS

The storekeeper must not issue stores or materials unless a properly

authorized Requisition Slip or Material Requisition. (A document which authorizes
and records the issue of materials for use) is presented below. Generally, it is
signed by the foreman but in case of important materials higher authority would
probably be necessary.

Since a large number of people will be authorizing the issue of materials, it is

not advisable that the number should be already printed. The storekeeper should
number the Materials Requisitions as and when he receives them. Quantity,
description of materials and the symbols will be already entered and he should
issue the materials, if they are available and are not reserved for some other job,
against signature of the receiver. To minimize damage, it is essential that issues
should be made out of the earliest consignment on hand.

If later receipts are issued out first, there is the possibility that earlier receipts
may lie for a long time and may get damaged due to rust, dirt or moisture, etc. On
issue he should sign the Requisition Slip himself and on the basis of it enter the
‘issue’ column of the Bin Card. At and end of the day or the next morning, he
should send all the requisition slips to the stores ledger section where the columns
for amounts will be filled.

Bill of Materials:
A complete list of all materials and stores required for a job, complete with
quantities, is known as Bill of Materials. When the work is of non-standardized
nature is in a jobbing factory, control over use of materials can be exercised only
by preparing a Bill of Materials, before the job is undertaken.

This will also serve as intent upon the supply or purchase department, if
materials are to be purchased and as a reservation order upon the Storekeeper.
Wastage can be easily unearthed if only the exact quantity as laid down by Bill of
materials is issued
.
Following is the format of Bill of Material:

Four copies of Bill of Materials is prepared which are sent to production, stores,
Cost Accounting Dep’t. and one is retained by the Planning Department. Bill of
Material provides an advance information to all concerned regarding orders to be
executed. It enables the stores department to issue purchase requisition. It helps
Cost Accounting Dep’t. to prepare Material Cost Budget. It provides a controlling
technique through comparing actual materials used with the quantity as specified
in Bill of Material.

BORROWER’S SLIP
This form is used for borrowing materials, tools, equipment. Its use promotes
proper monitoring of inventories. It has numerous purposes and outweighs
disadvantages. This form is devised according to the need of the office or
accountable officer.
 Receive and inspect materials
ACQUIRE AND INSPECT MATERIALS/TOOLS
It is important to inspect and check materials and tools for defects and damage before
receiving them so that you can ask for replacements for those that you found defective.

1. Check if the materials and tools are complete in terms of quantity and specification (number
of pieces, length, width, etc.)
2. Check the physical condition of tools, (check tools against the specification, quantity, and
quality,) see to it that parts are complete, cutting edges or tooth free from damages,
3. Check the accessories of each material and tool. See to it that nothing is missing.
4. If any of the materials or tools is found missing or defective, report it immediately to the
supply officer or teacher.
5. Get a replacement for the materials and tools found defective.
6. Sign the requisition form as you receive materials and tools.
7. Store the received materials and tools in a safe area or store room nearest your workplace.
(store materials, in proper order, bulky and heavier materials at the bottom lighter and
smaller items on top of the pile).
8. Always handle the materials and tools carefully. (avoid dropping the tools on the floor, do
not expose tools and materials on sunlight or rains).

Safe Handling of Tools

Workers should be trained on safe procedures for working with tools. However, safe practices
when carrying or storing those tools may not be thoroughly covered. Tools can pose a safety risk
when they are misplaced or improperly handled by workers. The National Safety Council offers
the following tips for safe handling of tools when they are not in use:

 Workers should never carry tools up or down a ladder in a way that inhibits grip. Ideally,
tools should be hoisted up and down using a bucket or strong bag, rather than being
carried by the worker.
 Tools should always be carefully handed from one employee to another – never tossed.
Pointed tools should be passed either in their carrier or with the handles toward the
receiver.
 Workers carrying large tools or equipment on their shoulders should pay close attention
to clearances when turning and maneuvering around the workplace.
 Pointed tools such as chisels and screwdrivers should never be carried in a worker’s
pocket. Acceptable ways to carry them include in a toolbox, pointed down in a tool belt
or pocket tool pouch, or in the hand with the tip always held away from the body.
 Tools should always be put away when not in use. Leaving tools lying around on an
elevated structure such as a scaffold poses a significant risk to workers below. This risk
increases in areas with heavy vibration.