J-6_SOP 231-11C Material Management.pdf

SOP 231-11C

MATERIAL MANAGEMENT

Instructions for Material Management of Contractor Operations in the NMCLANT Seasparrow Systems Engineering & Management Division, Code 231, at Yorktown, Virginia

RECORD OF REVIEW

SOP#: ____________________

Building #/Work Location: ____________________

Process Nomenclature: ________________________________________

NOTE

Review is the process of technical consideration and assessment of the content of this SOP by the appropriate personnel. Operations conducted under this SOP should be performed within one year of review date.

REVIEW TEAM SIGNATURES DATE

Process Supervisor/Division Head

NSWC Rep philip.crist1 Typewritten Text 6-14-19 philip.crist1

6-14-19

RECORD OF VALIDATION

SOP#: ____________________

Building #/Work Location: ____________________

Process Nomenclature: ________________________________________

NOTE

Validation is a demonstration that this SOP is correct and will result in a safe, effective, and efficient operation. An appropriate validation consists of a careful step-by-step dry run of the process, using the SOP.

VALIDATION TEAM SIGNATURES DATE

Process Supervisor/Division Head

NSWC Rep philip.crist1

6-14-19 philip.crist1

6-14-19

DOCUMENT REVISIONS

Revision # Approved By Date Section # Comments

1 P. Crist 6-12-19 All Baseline

STANDARD OPERATING PROCEDURES ANNUAL

REVIEW RECORD

As the process supervisor, I have reviewed this Standard Operating Procedure (SOP) per NMCLANT 8023.11 enclosure (5). I will act directly on any issue or problem identified during my review.

Printed Name: Signature: Date:

1 Contents

2 PURPOSE

3 SUPERVISOR’S STATEMENT

4 WORKER’S STATEMENT

5 REFERENCES

6 WAIVERS AND EXEMPTIONS

7 STEP-BY-STEP PROCEDURES

8 DIAGRAMS

9 EMERGENCY RESPONSE

10 SECURITY

11 ENVIRONMENTAL

12 CHECKLISTS

13 OPERATIONAL RISK MANAGEMENT (ORM)

2 PURPOSE

This Standard Operating Procedure applies to contractor operations in the NMCLANT Seasparrow Systems Engineering and Management Division, Code 231. It provides the contractor’s process planning, organizing, and controlling for all activities related with the flow of materials.

3 SUPERVISOR’S STATEMENT

Contract processes conducted within the NMCLANT Seasparrow Systems Engineering and Management Division shall be performed in accordance with this SOP. Contractor supervisors and work leaders will have a thorough understanding of this SOP and ensure operations that involve correcting any nonconformance findings are performed in accordance with these procedures. Supervisors and work leaders will also ensure that all processes performed in accordance with this procedure are safe and that persons working under their supervision understand and follow these procedures if they work with hazardous materials. If a safety, health, or environmental hazard is found at any time, the operation will be stopped until the hazard has been eliminated.

4 WORKER’S STATEMENT

Contract processes conducted within the NMCLANT Seasparrow Systems Engineering and Management Division shall be performed in accordance with this SOP. Contractor employee's working with hazardous materials will have a thorough understanding of this SOP and ensure operations that involve the movement of any material will be in accordance with these procedures. Contractor employees are responsible for recognizing any hazards and to properly address those hazards prior to proceeding with this SOP. If a safety, health, or environmental hazard is found at any time, the operation will be stopped until the hazard has been eliminated.

5 REFERENCES

6 WAIVERS AND EXEMPTIONS

Any waivers or exemptions to this Standard Operating Procedure shall be submitted in writing to the NSWC Rep and approved by NMCLANT Code 231 Division Head.

7 STEP-BY-STEP PROCEDURES

Material management is the process of aligning items to the proper place, with the proper schedule, and with the proper availability of materials to ensure that the components can be completed on time within budget.

7.1 Items that are not under repair within a reasonable length of time (3 months), contracts that have been severed, or the materials are not available within a reasonable length of time (3 months) shall be removed from the production floor and transferred back to government control for storage.

7.2 Items returned to government control shall be properly preserved and protected from FOD in accordance with contractor’s FOD operating procedure.

7.3 Items that are ESD sensitive shall be properly protected from ESD hazards in accordance with contractor’s ESD operating procedure.

7.3.1 Shelving has been provided for production floor storage of material undergoing repairs.

Items undergoing short-term storage while awaiting repairs shall be protected from FOD and ESD in accordance with the contractor’s documents.

7.4 Material movement requests for new incoming work shall be processed per the requirements listed in Section 8.1. Routine material request for material movements shall be processed per the requirements listed in Section 8.2.

7.5 The material management of items located within Building 476 shall take into consideration Location, Safety, Egress, Timeframe, and Proper flow of material in and out of the areas.

7.5.1 Location: When submitting a request for the movement of material provide very clear information on the location using the building and bay.

7.5.2 Safety: The placement of material must take into consideration safety of the personnel and of the equipment itself. Planning for the storage of any boxes, that will become trip hazards, availabilities of local storage for the placement of removed parts, ability to maintain control and traceability of parts should be taken into consideration.

7.5.3 Egress: Building 476 has required egress requirements and placement of all material shall allow for unblocked access to all exits. A minimum of three feet is required for personnel movement around components. Minimum of three feet from all electrical panels and 18 inches from any sprinkler head shall be maintained.

7.5.4 Timeframe: When considering material management the timeframe for the movement shall also be considered. NWS Yorktown is dedicated to providing the best service that it can to the contractor however planning and providing a sufficient lead-time will prevent undue delays.

7.5.5 Proper flow: Proper flow of material is the ability to manage the ins and outs of parts, equipment, and work in progress in line with the available space.

7.6 Material Receipt. The receipt process involves proper receipt documentation, identification, and inspection of material ordered by or transferred to Naval Munitions Command Yorktown. Proper receipt of material compares kind, count, and condition (KCC) of material with original order.

7.6.1 Receipt Processing. Upon receipt of material, contractors will research all available documentation and item markings to determine (i.e., document number, NSN, or other item identification number, quantity, condition, inspection requirements, etc.) if a discrepancy/deficiency exists. Include a condition code tag for material.

The receipt process includes annotating the receipt document with date of receipt, verification of quantity by circling, printed name, signature, noted discrepancies and entry into government’s accountable property system of record (APSR). Receiving personnel will research and prepare a sample invoice utilizing a DD Form 1348-1A when documentation is missing.

7.7 Shelf Life. Identification of deteriorating items prior to shelf life expiration date is dependent upon identification, control, and utilization of shelf life coding.

Inspect Shelf-life material upon receipt to ensure that it is packaged and preserved adequately. Stowage will be arranged to facilitate and ensure issue of the oldest stock first (i.e., by the first-in first-out (FIFO)) method based on shelf life expiration rather than date of receipt. To facilitate periodic screening, shelf-life items should be consolidated and accessible.

7.7.1 Shelf Life marking. Shelf life will be marked as follows:

TYPE I SHELF LIFE ITEM

DATE (Manufacture/Cure/Assembly) ________________

DATE _________________________________________

TYPE II SHELF LIFE ITEM

DATE (Manufacture/Cure/Assembly) ________________

INSPECTION/TEST DATE ________________________

EXTENDED EXPIRATION TEST DATE ____________

7.8 Defective Material. Management provides feedback to design, purchasing, supply, and contract administration facilitating action necessary to determine cause and prevent recurring deficiencies.

7.8.1 Procedure. Report product quality deficiencies immediately. This includes defects in material covered by a warranty requiring Return Merchandise Authorization (RMA) using the following procedures.

1. Report critical defect or deficiency

2. Secure and segregate defective material

3. Facilitate return and replacement

7.9 Cannibalization. Cannibalization is the act of redirecting material for a purpose other than what it was originally intended. Personnel will exhaust all sources of supply before making a Cannibalization Request. Cannibalization authorization and payback arrangements will be agreed to by NMC Yorktown before taking action. Status of the material payback is tracked and ends when the payback material is received at NMC Yorktown. Depot Personnel will record all cannibalization transactions into the approved Accountable Property Systems of Record (APSR) Database.

8 DIAGRAMS

8.1 Flow Chart for Material Movement of new work.

Contractor Production Manager Request movement: providing the following information: Serial Number, Component, Movement location- (Bay, Section, fore/aft, or left /right.

Yorktown Division Head / Production Manager Reviews request, coordinates with material movement personnel to determine if space is adequate

Space available, acceptable?

Yes

No

Yorktown Division Head / Production Manager Contacts PHD to verify that equipment requested is authorized for movement and depot work.

PHD

Verifies acceptability, if acceptable provides movement documents to

Yorktown Material movement personnel

Yes Yorktown Division Head /Production Manager Notification is provided to material movement personnel

Material Movement personnel Once the Movement documents are received, the material will be scheduled for movement

8.2 Flow Chart for Material Movement of WIP, or other existing material.

Contractor Production Manager Request movement: providing the following information: Serial Number, Component, Movement location- (Bay, Section, fore/aft, or left /right.

Yorktown Division Head / Production Manager Reviews request, coordinates with material movement personnel to determine if space is adequate

Space available, acceptable?

Yes

No

Yorktown Division Head /Production Manager Notification is provided to material movement personnel

Material Movement personnel The material will be scheduled for movement

9 EMERGENCY RESPONSE

9.1 Emergency Response

9.1.1 Member will immediately report the emergency by most expeditious means (i.e., voice, telephone, etc.) to immediate Supervisor.

9.1.2 In the event of an emergency Naval Weapons Station Yorktown Regional Dispatch

Center (RDC) 757-887-4911.

9.1.3 Give the following information if known or can be reasonably determined. Do not wait until all information on the emergency is available.

Your name and phone number.

Location (building number, bay, room, etc.)

Type of emergency Number and type of injuries

10 SECURITY

Any threats to security shall be immediately reported to a government representative then documented accordingly utilizing corrective action.

11 ENVIRONMENTAL

Any and all processes (including: changing a process, adding a process, etc.) and use of hazardous materials (including: introducing a new material, changing the use of a material, etc.)

shall be fully evaluated to ensure compliance is being achieved with Navy, Federal, and State Environmental regulations and requirements. The HMC should always be informed of process and material changes.

12 CHECKLISTS

There are no checklists associated with this SOP.

13 OPERATIONAL RISK MANAGEMENT (ORM)

Operational Risk Assessments will be conducted on an as-needed basis.

7.9 Cannibalization. Cannibalization is the act of redirecting material for a purpose other than what it was originally intended. Personnel will exhaust all sources of supply before making a Cannibalization Request. Cannibalization authorization and ...