Information Sheet 6.1.1 Checking Materials According To Specification and Task Learning Objectives

Information Sheet 6.1.
1
Checking Materials According to Specification and Task
Learning Objectives:
After reading this INFORMATION SHEET, YOU MUST be able to:
1. Know the different questions to ask upon receiving and
checking a material.
2. Distinguish if material be received or not after checking; and
3. Acquaint to the steps when to request for inspection.
All materials must be checked to conform to the specification and meet the
requirements of the tasks. In receiving the deliveries, understand that you need to
ensure that the right materials and supplies were delivered and all in good condition
without defects. Ask the delivery service the following questions:
1. Is it for me?
Check the delivery receipt for the consignee's name and address. If your agency
has more than one location, make sure the materials shipped are for this exact
address. Check the freight to see if it is the same as described on the delivery receipt.
Look at the label on each item to make sure the shipment belongs to you.
2. Is it damaged?
Do not sign the receipt before inspecting for damage. Check for holes, water,
stains, and tears. Pick up cartons if you can. Check for rattling. Listen for something
broken inside. Check to see if any package has been opened or if the sealing tape has
been tampered with.
3. Is the piece count correct?
Count the pieces and match the number on the delivery receipt to the number
you have counted. If the shipment is on a pallet, check to make sure the pallet is solid
with no voids inside the stack. If the shipment is shrink or stretch wrapped, make
sure the wrap hasn't been cut and pieces removed. Sign only for the type of unit you
receive. For example: two pallets. Don't sign for the number of packages that are
supposed to be on the pallet. However, if time permits or the pallet is not banded or
shrink wrapped, count the packages, and only then sign for the number of packages.
When you request for a cable and the shipment arrives, do the following:
1. Make sure the cable types and quantities match the bill of loading.
2. Inspect every reel and pallet of material for damage as it is unloaded. Odd cable
should be set aside for a more detailed inspection before the shipping documents are
signed.
3. Make sure you note the orientation and condition of the reel in your inspection.
Reels of fiber optic cable are shipped on their rolling edges, not stacked flat on their
sides.
4. Note the damage and the reel number on ALL copies of the bill of loading if there is
any damaged cable and if it is decided to accept the shipment. If the damage is too
extensive to accept the shipment, advise the carriers driver that the shipment is being
refused because of the damage
B. If the delivery doesn't match as expected, do any of the following:

1. Refuse shipment if it isn't yours, if the shipment does not meet the terms specified
by your agency, or is damaged to the point where it no longer has a value.
2. If yours, and only partially damaged or short, accept it and note exceptions on the
delivery receipt.
C. How to note exceptions:
1. Damage Notations.
Be specific. Describe the damage accurately. Pinpoint the locations of all
defects. If you can see the damage, have the driver wait while you open and inspect the
packages. Write down the number and identity of the damaged pieces. This is called a
"joint inventory."
2. Shortage Notations.
If part of the delivery is missing, write the number of pieces actually delivered
on the delivery receipt and circle it. Then write down the number of pieces missing
and note them as "short."
3. Signatures.
Write down all exceptions on both copies of the delivery receipt. Have the
delivery man sign both copies of the delivery receipt in his full name (not initials or
nicknames). After affixing his signature, sign also on the delivery receipt. Write your
agency's name, your full name, the date, and the time of day.
D. Follow these steps when requesting for an inspection:
1. The receiving person is responsible for requesting the carrier to inspect the
damaged materials and packaging. The formal request should be made by phone right
after discovering any loss or damage.
2. After the phone request, make a request for inspection by the carrier in writing.
Note the date and time of your previous phone call and the person contacted. Keep a
copy of your request letter on file.
3. Once contacted about damage or shortage, the carrier may waive inspection and tell
you so. If so, write down the name of the person who waived the inspection, and the
date and time of waiver. Then conduct your own detailed inspection. Write up your
findings in a report and attach it to the file. If you can, take photographs to confirm
your inspection report.
Self Check 6.1.1

Direction: Write TRUE if the statement is true otherwise write FALSE. Write your
answer on the space provided.
___________1. Sign the delivery receipt right away even if you see any damaged on the
shipment.
___________2. The receiving person is responsible for requesting the carrier to inspect
the damaged materials and packaging.
___________3. If part of the delivery is missing, write the number of pieces actually
delivered on the delivery receipt and circle it.
___________4. Accept any shipment even if it is not yours.
___________5. Reels of fiber optic cable are shipped on their rolling edges, not stacked
flat on their sides.
___________6. Be specific when writing damaged notations.
___________7. Make sure the cable types and quantities do not match the bill of
loading.
___________8. Write down all exceptions in the delivery receipt for any damage
observed and affix your signature first before the delivery man can.
___________9. In requesting for inspection, phone request is just enough.
__________10. Look at the label on each item to make sure the shipment belongs to
you.
Answer Key
1. False
2. True
3. True
4. False
5. True
6. True
7. False
8. False
9. False
10. True
Task Sheet 6.1.1
Title: Checking Materials According to Specification
Performance Objective:
Given the situation below, you should be able to fill up the sample
material inspection and receiving report.
Supplies / Materials:
Sample material inspection and receiving report, a box of cable
Equipment: None
Steps / Procedure:
You are about to receive a shipment (a box of cable). Perform the steps below.
1. Choose a partner to perform this activity.

2. Select one of the situations below:
Scenario 1 Filling up the Report
Scenario 2 Rejecting the Shipment
Scenario 3 Requesting for Inspection
3. Write down the steps on how to perform such scenario on a sheet of
paper.
4. Present your work in a creative way.
Assessment Method:
Observation, Rubrics for Role Playing
Rubrics for Role Playing

Criteria
Good
Fair
Poor
Conveys full
Conveys
Conveys a
Conveys no
understanding
enough
little
understanding
of the content
understanding
understanding
of the content
of the content
of the content
Excellent
4
Content (50%)
Enthusiasm
Facial
Facial
Facial
Facial
(10%)
expression
expression
expression
expression and
and body
and body
and body
body language
language
language
language
generates no
generates
generates
generates little
enthusiasm
strong
sufficient
enthusiasm
enthusiasm
enthusiasm
Voice
All members
Some
A few
All members do
Inflection
speak clearly
members
members
not speak
(20%)
at all times
speak clearly
speak clearly
clearly
at all times
at all times
Preparedness
prepared with
prepared with
prepared with
prepared
(10%)
props and
some props
little props
without props
costumes
and costumes
and costumes
and costumes
Cooperation
displays solid
displays good
displays a little
displays no
(10%)
teamwork
teamwork
teamwork
teamwork

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Information Sheet 6.1.

B. If the delivery doesn't match as expected, do any of the following:

Self Check 6.1.1

Task Sheet 6.1.1

Title: Checking Materials According to Specification

1. Choose a partner to perform this activity.

Rubrics for Role Playing

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