Inspection, Testing and Traceability

Title: Inspection, Testing and Traceability
Infrastructure Renewals Division - Logistics Services
Number:
Approved Date:
Review Date:
LOG711P
16/12/2009
16/12/2012
Inspection, Testing and Traceability

1.0
Purpose and scope

This procedure defines the methods, controls and records that are to be used when
conducting Receiving Inspection and Test activities on goods to verify their conformance
to specified requirements.
2.0
Definitions
MSDS
Material Safety Data Sheets
PPE
Personal Protective Equipment
SWMS
Safe Work Method Statements
SWIs
Safe Work Instructions
3.0
Procedure
3.1
General
3.1.1
All in-coming purchased goods, returned surplus goods, rotable spares and material
received for refurbishment and re-use, shall be received by the Warehouse Staff and/or
placed in the designated Incoming Goods receiving area.
3.1.2
Any item(s) that are too large or impractical to be stored in the warehouse receiving area,
may be kept outside the warehouse, provided the item(s) are kept within a designated
Goods Holding Area or identified with a HOLD tag. The items should be held until their
inspection status is identified. For receiving Warehouse Transfers refer to procedure
LOG709P Warehouse Transfers and Material Issuing.
3.2
Initial Goods Receiving Checks
3.2.1
Warehouse receiving staff are responsible for conducting the initial checks on all goods
received at the warehouse. The initial check is required to ensure that quantity or
packages being received agree with the suppliers delivery docket or consignment note. At
all times the Supervisor must ensure that warehouse staff:
Assess all possible risk elements associated with receiving materials and hazardous
goods. Observe and follow SWI SMS-06-SW-1223 Receipt of Goods as well as
work instructions LOG716W Receiving Materials and LOG717W Receiving
Inspection & Testing.
Use appropriate materials handling equipment and are made aware of identified risk
elements associated with materials handling and storage functions as per procedure
LOG710P Handling, Storage, Preservation, Packaging and Dispatch.
Observe safe instructions as detailed in MSDS relating to identification, handling and

storage of dangerous, hazardous and chemical goods.
Document Custodian: Inventory Planning Manager, Logistics

Approved By: Business Manager, Logistics
RailCorp
UNCONTROLLED COPY WHEN PRINTED
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3.2.2
Number:
Approved Date:
Review Date:
LOG711P
16/12/2009
16/12/2012
If the quantities agree, sign the suppliers delivery docket, attach the copy of the delivery
docket to the goods and accept the goods into the warehouse Incoming Goods receiving
Area.
Note
Goods must not leave the Incoming Goods receiving area until they have
gone through Final Inspection and Testing.
3.3
Secondary Inspection and Identification
3.3.1
All goods initially checked and accepted into the warehouse Incoming Goods receiving
area, shall be identified and inspected for compliance with order requirements as follows:
Using the suppliers delivery docket attached to the goods, identify the Purchase
Order number and arrange to print the Ellipse - Purchase Order Receiving copy.
Write the delivery docket number on the Ellipse - Purchase Order Receiving copy and
Cross-reference details against the suppliers delivery docket to verify that the order
number, part number or suppliers code number, quantity and description is correct.
3.3.2
Check to ensure that MSDS is available and recorded in SMS-06-RG-0201 Dangerous

Goods and Hazardous Substances Register and that other required
certificates/documentation as specified on the order has been received. i.e. form
LOG711F5 Material Certificate of Conformance.
3.3.3
From the Purchase Order Receiving copy identify the inspection code nominated for the
goods or item(s). The inspection code identifies the type and level of inspection required
and the discipline the goods are intended for.
3.3.4
The Warehouse Receiving Officer shall apply a round coloured stick-on label onto the
Purchase Order Receiving copy and attach the Receiving Order copy with the goods or
item(s) to identify the level and authority of inspection required as follows :
a)
Goods or item(s) with No specified inspection code and with 2R inspection code are
considered as low risk. These items will be identified with a round Purple label for
compliance inspection by the authorised Warehouse Receiving Officer.
b)
Goods or item(s) with inspection code 3X and 5X including some critical but medium
risk items under engineering authority concession as per Note below, will be
identified with an X on a Purple label. These items must be inspected by the
Materials Inspector.
c)
Goods or item(s) with inspection codes (4E, 5E) will be identified with a Yellow
label, (4S, 5S) with an Orange label and (4M, 5M) with a Blue label. All such
goods/items are considered as critical materials and must be inspected by the
Engineering Services designated discipline engineer.
Note
A discipline engineer may provide an authorised concession for a Logistics
Materials Inspector to conduct random sample visual inspection on certain
critical goods/items supplied with inspection and test certificates by
approved quality accredited supplier.

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3.4
Final Inspection and Testing
3.4.1
The Warehouse Receiving Officer shall:
Number:
Approved Date:
Review Date:
LOG711P
16/12/2009
16/12/2012
Inspect all the goods/items as described in Clause 3.3.4 section a) and arrange for
the Materials Inspector to inspect the goods/items as described in Clause 3.3.4
section b).
Record all goods/items as described in Clause 3.3.4 section c) in the respective

discipline Materials Inspection Register forms LOG711F2, LOG711F3 and
LOG711F4. Then notify the designated discipline engineer of goods/items awaiting
inspection by scanning and emailing the information.
3.4.2
On completing the above inspections and tests as required, identify all accepted
goods/items with a Green PASSED sticker, place the goods/items into the Inspected
area, record the goods received details into Ellipse and place them into storage.
3.4.3
Goods/items that have been found as nonconforming due to missing certificates or MSDS
etc must be identified with a Yellow HOLD tag and placed into the goods Quarantine
Area for further assessment in accordance with procedure LOG802P Control of
Nonconformance.
3.4.4
Goods/items that are found to be nonconforming due to being damaged or incorrect

goods supplied etc must be identified with a REJECTED tag and placed into the goods
Quarantine Area for processing in accordance with procedure LOG802P Control of
Nonconformance.
3.4.5
Any returned surplus materials and rotable spares will be inspected by the Material
Inspector in conjunction with the Warranty & Compliance Officer and/or the respective
discipline Product & Supply Manager. Returned rotable spares that have been accepted
for reworking must be identified with a REWORK tag and placed in the designated
Rotable Goods Area for processing and delivery to REC, or storage in the
unserviceable Section 06 area of the warehouse.
3.4.6
For treatment of rotable spares refer to details in Inventory Management and Planning
procedure LOG706P, under section 3.6 Warranty & Compliance.
3.4.7
As goods/items progressively undergo Final Inspection and Testing, the Warehouse

Receiving Officer shall:
Sign and stamp the Ellipse Purchase Order Receiving copies with an INSPECTED
stamp.
Record the goods/items received into Ellipse,
Produce Discrepancy Reports, in Ellipse, for items that have been found as
nonconforming.
Ensure hazardous goods/items received have been correctly Identified and labelled
as appropriate.
Arrange the storage of all goods that have been accepted, after inspection.

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Number:
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16/12/2012
3.5
Inspection and Testing Plant & Equipment
3.5.1
All plant and equipment must be inspected, tested and/or recertified as required by SMS16-SR-0057 Inspection and Testing. General inspection and testing must be on a six
(6) monthly basis, and as required servicing should be in accordance with manufacturers
recommendations.
3.5.2
A Plant Equipment Inspection Testing Register (SMS-06-TP-0229) maintained at every

operational location to register and record the inspection, testing, re-certification and
servicing. Following inspection testing and/or re-certification details are recorded in the
register. A sticker or tag is applied on items that have been inspected/tested. Items that
have been found as nonconforming must be identified with a CAUTION tag stating
Unsafe Do Not Use.
3.6
Product Traceability
3.6.1
Product traceability is achieved through inspection and test records, delivery dockets,
compliance certificates, invoices, purchase orders, and Ellipse records.
3.7
Inspection and Test Records
3.7.1
The Services & Distribution Supervisor shall be responsible for ensuring that signed and
stamped INSPECTED Purchase Order Receiving copies, Material Test Certificates,
Compliance Certificate, MSDSs, NCRs, Inspection Log Sheets and any other
documentation is complete, suitably identified, filed and stored.
3.7.2
After a period of 12 months all such records can be archived for secure storage in
accordance with procedure LOG401P Control of SEQ Records.

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3.8
Number:
Approved Date:
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16/12/2009
16/12/2012
Process Flowchart

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4.0
Number:
Approved Date:
Review Date:
LOG711P
16/12/2009
16/12/2012
Responsibility
Role
Responsibility
Service &
Distribution
Supervisor
Ensuring warehouse receiving staff conduct all initial inspection of

goods; arranging higher level inspections by Materials
Inspector(s), and Engineering Services as required by this
procedure
Materials Inspector
Conduct inspections and verification of compliance with

specified requirements and ensure all critical items are
inspected by Engineering Services.
Ensure all documentation is maintained and filed for records.
5.0
5.1
5.2
References
Reference No.
Document Title
Document Type
LOG401P
Control of SEQ Records
Procedure
LOG710P
Handling, Storage, Preservation, Packaging

and Despatch
Procedure
LOG716W
Receiving Materials
Work Instruction
LOG717W
Receiving Inspection & Testing
Work Instruction
SMS Reference
Document
Document Type
SMS-06-RG-0201 Dangerous Goods and Hazardous

Substances Register
Register
SMS-16-SR-0057 Inspection and Testing
System Requirement
SMS-16-TP-0229 Plant Equipment Inspection Testing Register
Register
SMS-06-SW-1223 Receipt of Goods
SWI
External References
Dangerous Goods Act 1975 No.68.
Occupational Health and Safety (Hazardous Substances) Regulation 1996.
Code of Practice for the Control of Workplace Hazardous Substances.
Code of Practice for the Preparation of Material Safety Data Sheets.
Code of Practice for the Labelling of Workplace Substances.
Factories, Shops and Industries Act 1962 No.43.
Public Sector Management (Goods and Services) Regulation 1995.
National Standard for Manual Handling 1990.

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6.0
7.0
Number:
Approved Date:
Review Date:
LOG711P
16/12/2009
16/12/2012
Training Requirements
Basic Ellipse data entry
Applicable SWMS, SWIs, Procedures and on the job training
Version History
The Business Manager Logistics, Operations Manager, Materials Inspector and Supply
Services Manager (process owners) and Inventory Planning Manager approve this
document.
It is issued and controlled by the Business Manager Logistics. It is a controlled document
subject to automatic update and is considered an Uncontrolled Copy if printed.
Any changes to this document will result in a change to the revision status. Records of all
changes will be maintained by Logistics Services.
Version
Date of
Approval
Author
1.0
Feb 2006
Steve Wozniak
First Issue
1.1
Aug 2009
Dorothy
Dominique
References updated from Commercial

Renewals to Infrastructure Renewals to
reflect group name change and restructure.
2.0
Oct 2009
Steve Wozniak
References updated to add applicable work

instructions and to reflect SMS compliance.
Summary of Changes
Section 3.3.2 amended to include new form

LOG711F5 Material Certificate of
Conformance.
Flowchart added and minor errors
corrected.
2.1
16/12/09
Steve Wozniak
Amendment to references, withdrawal of

LOG711F1 form and removal of reference
to colour Yellow and reference to Section
06 added.
Material Inspector added to Section 4
Responsibility.
8.0
Appendices
Reference No.
Document Title
Document Type
LOG711F2
4E/ 5E Materials Inspection Register (Electrical)
Form
LOG711F3
4S/ 5S Materials Inspection Register Signals

(Electrical)
Form
LOG711F4
4M/ 5M Materials Inspection Register Signals

(Mechanical)
Form
LOG711F5
Material Certificate of Conformance
Form

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9.0
Number:
Approved Date:
Review Date:
LOG711P
16/12/2009
16/12/2012
Approval
Date:
Materials Inspector
Date:
A/Inventory Planning Manager
Date:
A/Supply Services Manager
Date:
A/Operations Manager Logistics
Date:
A/Business Manager Logistics

RailCorp
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Title: Inspection, Testing and Traceability

Infrastructure Renewals Division - Logistics Services