Site materials management

Site materials management is a key construction process that is established early on in the construction phase to ensure that quality processes are put in place on-site, and that suitable training is provided to all materials management stakeholders. The intention would be to establish a materials management system used in construction that would then be carried over to plant operations.

The management of material required to construct an NPP is critically important from placing orders for materials; to transportation to site; to receiving at warehouse and storage; to issuing to the construction contractors;

and to installation and turnover of completed systems with complete quality records that meet the licence requirements.

The following paragraphs describe the various processes and how they link up to provide a comprehensive materials management system.

4.4.2.2. Processes

Examples of processes used for a comprehensive materials management system are:

— Assigning of material codes;

— Recording, coding and incorporating material requirements — Bill of Material (BOM);

— Recording material deliverables;

— Handling of free issue materials;

— Monitoring of project supply vs demand;

— Recording receipt of goods upon delivery;

— Maintenance and preservation of project inventory — indoor and outdoor;

— Maintenance of warehouse storage locations;

— Material traceability;

— Tracking and monitoring of quarantined goods;

— Handling of calibrated goods and identification of calibration completion;

— Preparation and use of Construction Work Packages Material Lists (CWPLs);

— Supply of material shortage reports;

— Recording of material equivalents/replacements/substitutions;

— Requirements for approving material issues;

— Handling of minimum/maximum inventory items;

— Transport of goods to site;

— Return of goods from the field.

4.4.2.3. Purpose and benefits of applying materials management principles

The purposes and project benefits of adhering to the principles of advanced materials management are:

— Coding of materials enforces:

• Complete definition and description of goods;

• Consistent information for all project personnel from the design process; the procurement process; the manufacturing process; the receiving and inventory process; and including the final issue for installation.

— Project BOM baseline establishes:

• Project material supply requirements;

• Project installer material responsibilities;

• Project free issue materials;

• Project material installation locations for building/area/room/elevation (including weights).

— Project Engineering Quotation Request Lists (EQRLs) establish:

• Project baseline of material supply;

• Project spares supply;

• Destination of materials;

— Project free issue material destinations provide:

• Engineering Quotation Request (EQR) responsibility;

• Electronic link from EQRL to material code to electronic documentation system that identifies drawing and technical specification requirements for an EQR package;

• Ability to analyse demand (BOM baseline) vs supply (EQRL material requirements) to ensure that all required goods are being supplied in sufficient quantities;

— Purchase order direct link with EQRL establishes that:

• Purchase orders and EQRL must align exactly — item by item, quantity by quantity;

• Items cannot be missed or added in the process of awarding a purchase contract.

— The use of Quality Assurance Reports (QARs) ensures that:

• Each release of goods directed against a purchase order is identified in a complete and consistent manner;

• QA has approved the release of the goods;

— The use of a computerized shipping screen ensures that:

• Each purchase order shipment is directed from an approved QAR and matches exactly the goods released on the EQR;

• Warehouse receiving staff can view and forecast anticipated arrival date of goods;

• Warehouse receiving staff are presented with consistent, clear shipping documentation to complete the receiving process successfully.

— The receipt and issue of goods in the computerized material system ensure that:

• Inventory is controlled in a consistent manner and locatable quickly and efficiently.

— The use of the computerized inventory screen ensures that:

• Material is traceable from receipt to release for use and upon return to warehouse (if necessary).

• Minimum and maximum inventory levels of specific goods are maintained.

— The use of CWPLs ensures that:

• The correct material and correct material quantity are issued against the correct scope of work to the correct contractor/installer.

4.4.2.4. Requirements

The general requirements for the management of material are to establish:

— Complete project material identification;

— A project material requirements baseline;

— A project material supply baseline;

— A process to identify project free issue goods;

— A supply vs demand process to ensure requirements are to be supplied;

— A process to report on project forecast delivery dates;

— A process to report on transportation of project deliverables;

— A process to receive and inventory goods;

— A process to identify and maintain warehouse storage locations;

— An inventory control system that provides immediate inventory status and records all inventory activities;

— An inventory control system that controls quarantined goods;

— An inventory control system that identifies and records the calibration of goods;

— An inventory control system that will identify and maintain minimum/maximum inventory goods;

— An inventory control system that will control the return of goods from the field and maintain material traceability, from the time of receipt of goods through warehouse inventory period through issue for use;

— That the correct material and correct material quantity are issued against the correct scope of work to the correct contractor/installer;

— That only goods of acceptable quality are released to the field;

— A process to produce project material shortage reports;

— A process to identify material equivalents/replacements/substitutions.

4.4.2.5. Responsible positions

The following is a description of materials management and related positions suggested for NPP construction execution.

Materials Managers

Materials Managers for the execution of NPP project are generally responsible for:

— Ensuring that the computerized project materials management system has been correctly implemented as designed and intended in order to support the project’s materials life cycle requirements. This includes but is not limited to:

• Establishing the project needs regarding the coding of materials and implementing accordingly;

• Establishing all project codes for design BOM;

• Establishing all project codes for EQRL (destinations etc.);

• Establishing the project schedule screen dates;

• Establishing the project applicable warehouse and warehouse locations;

— Providing project material code numbers;

— Providing project supply vs demand analysis;

— Recording project material receipts;

— Maintaining project inventory, including quarantined material status;

— Recording project material issues;

— Recording and ensuring material traceability;

— Recording of project approved material equivalents/replacements;

— Maintaining required inventory of goods identified as requiring minimum/maximum inventory control;

— Recording instrumentation calibration status;

— Maintaining warehouse storage locations;

— Generating material shortage reports as required.

Engineering Managers

Engineering Managers for the execution of NPP projects in relation to materials management are generally responsible for:

— Complete identification of materials; e.g. full description identifying type of material, ratings, dimensions as well as Nuclear class, QA level, seismic qualification (SQ), environmental qualification (EQ);

— Identifying drawing, technical specification, etc. references for materials;

— Verifying project BOMs and EQRLs;

— Identifying project free issue materials;

— Identifying acceptable project material equivalents/replacements/substitutions.

Procurement Buyers

Procurement Buyers for the execution of NPP projects are generally responsible for:

— Awarding purchase orders in the contract procurement and materials management systems (CPMMS) as per procurement procedures.

Procurement Order Administrators

Procurement Order Administrators for the execution of NPP projects are generally responsible for:

— Maintaining current and accurate purchase order delivery dates and purchase order status in the CPMMS.

QA Source Inspectors

QA Source Inspectors for the execution of NPP projects are generally responsible for:

— Maintaining QAR data in the CPMMS.

QA Inspectors

QA Inspectors for the execution of NPP projects are generally responsible for:

— Inspection of goods on an ‘as required’ basis;

— Documenting nonconformities of items/materials and verifying that remedial actions on all such nonconformities have been implemented.

Procurement Logistics Personnel

Procurement logistics personnel for the execution of NPP projects are generally responsible for:

— Updating the CPMMS transportation screens with current and accurate purchase order shipment information.

Warehouse Managers

Warehouse Managers for the execution of NPP projects are generally responsible for:

— Providing warehouse storage locations for materials control staff to maintain in the CPMMS;

— Ensuring that personnel assigned to move or handle heavy loads are fully qualified or professionally trained.

Warehouse Supervisory Staff

Warehouse supervisory staff for the execution of NPP projects are generally responsible for:

— Reviewing the CPMMS shipment data, communicating with transport coordinators and assigning shipment receiving responsibilities to warehouse receiving staff;

— Arranging periodic inventory audits as planned and implemented by the Materials Control Manager.

Warehouse Receiving Staff

Warehouse receiving staff for the execution of NPP projects are generally responsible for:

— Prior to moving and handling of heavy loads, performing a walkthrough of the job in order to identify necessary equipment and personnel;

— Inspecting received goods and associated paperwork to assure compliance with purchase order requirements;

— Finalizing Material Receiving Report (MRR) forms on completion of receiving process;

— Locating goods in appropriate warehouse location on completion of receiving process;

— Physically quarantining nonconforming goods in appropriate warehouse location as required;

— Physically removing nonconforming goods from appropriate warehouse location upon resolution of the nonconforming situation;

— Inspecting goods being returned from the field to ensure that the goods are still acceptable for use and that full material traceability is established prior to returning to project inventory.

Material Control Reviewers

Material Control Reviewers for the execution of NPP projects are generally responsible for:

— Reviewing MRRs to confirm completeness and accuracy;

— Reviewing CWPLs to confirm completeness and accuracy;

— Reviewing Material Inspection Reports (MIRs) to confirm completeness and accuracy;

— Ensuring all warehouse location changes of goods are reflected in the CPMMS.

Calibration Staff

Calibration staff for the execution of NPP projects are generally responsible for:

— Handling of goods requiring calibration while in their custody;

— Identifying goods required for calibration to Material Control and Warehouse staff;

— Recording the calibration of goods in Asset Management module;

— Returning calibrated goods to project warehouse and advising calibration completion status to Material Control and Warehouse staff.

Project Document Control Coordinators

Document Control Coordinators for the execution of NPP project are generally responsible for:

— Scanning project MRRs and MIRs and forwarding to Information Management for entry into system;

— Retaining hard copies of Project MRRs and MIRs for future reference.

Field Engineering Representatives

Field Engineering Representatives for the execution of NPP project are generally responsible for:

— Providing advice on the acceptability of delivered goods, when necessary;

— Providing advice regarding the acceptability of goods to be issued, when necessary;

— Identifying project minimum/maximum inventory requirements;

— Approving material requirements on Construction Work Packages (CWPs).

Construction Contractors/Installers

Authorized representatives of the Construction Contractors/Installers are responsible for:

— Receiving and installation of materials as per approved CWP and MIR;

— Supplying specified materials as indicated in approved CWP;

— Maintaining the released goods as per specifications in good working condition;

— Continuing and recording preservation activities of the goods while in their custody;

— Returning excess material to the warehouse of issue.

4.4.2.6. Prerequisites

Those assigned responsibility for materials management activities shall have the training, qualifications and competence necessary to effectively perform their assigned tasks. Confirmation of these prerequisites is the responsibility of the manager or supervisor of the respective work group.

4.4.2.7. Typical procedures

The following are typical procedures that would be developed and issued to all materials management stakeholders:

— Materials Management Programme;

— Receiving, Receiving Inspection and Positive Recall;

— Receiving of Materials;

— Preparation and Review of Purchase Orders;

— Post-order Administration of Purchase Orders;

— Release and Shipment of Purchased Goods and Services;

— Supply/Demand Management;

— Nonconformance and Corrective Action Process.

4.4.3. Construction methods related to materials of construction

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