Quality System Work Instruction
50-10-2401: WI for Receiving & Unloading Railcars
rev-08a00 / issued 11-26-08 - Approved by: enter name(s) here
1.0Purpose and Scope
The purpose of this document is to define the process and responsibilities for receiving raw materials by railcar, which requires unloading in to tanks. This procedure includes cross functional responsibilities of R&D, Purchasing, Receiving, and Quality Control.
1.1Definitions
1.1.1BOL: Bill of Lading
1.1.2MSDS: Material Safety Data Sheets
1.1.3PO: Purchase Order
1.1.4QA: Quality Assurance group
1.1.5R&D: Research & Development group
1.1.6RM-Codes: Raw Material Codes
1.2Discussion
Only authorized materials are to be purchased, received and stored on the company property. Multiple functional organizations within the company participate in this authorization process. The R&D identifies the raw material required for the production process and special needs materials for research. Health & Safety handles the requirements for storage, marking, safety equipment, training, and Material Safety Data Sheets. Quality Assurance provides the material specification and inspection requirements. Purchasing is now authorized to purchase these materials, and issues purchase orders in support of the production needs.
Purchasing notifies plant security, receiving and inspection of planned deliveries. Only authorized shipments can be received.
On arrival, Railcars are visually inspected for environmental and safety concerns (i.e. leaks). The received product is validated to receiving schedule, product and volume. Appropriate shipping documents are available to purchasing.
Prior to unloading, appropriate receiving inspections are performed to validate product quality. Unloading is performed to company work instructions. Required documents such as checklists, meter tickets are completed and forwarded to purchasing.
2.0Work Instructions
STEP / RESPONSIBILITY / ACTION1a / R&D, H&S, Purchasing,
Quality / Authorize Raw Material
- R&D approves raw material requirement for production, laboratory, or research use
- Health & Safety validates appropriate storage and handing of materials, which can include, marking, safety equipment, training, and Material Safety Data Sheets.
- Purchasing and Quality validates suppliers
1b / QA / Creates QA Specifications
a)Purchase Specificationprovided to Purchasing for inclusion on contracts and purchasing agreements
b)Inspection Specifications for laboratory use to validate product on receipt and in storage
2a / Purchasing / Maintain RM-Codes
Maintains list of company approved raw material codes
-received raw-material
-in-processmaterial codes
final product material / product codes
2b / Purchasing / Controls Raw Material Inventory
a) Determines inventory requirements
- Reviews production schedule & material needs
- Review scheduled deliveries, current inventory, production consumption
b) Issue Purchase Orders based on requirements & material specification
c) Schedule delivery:
- Update Daily Receiving Schedule & Log (FO_50-30-2000),
identify PO and if “Inspection Required”
- Provide Daily Receiving Schedule & Log (FO_50-30-2000)
to Receiving prior to delivery
3a / Receiving / Pre-Arrival – Paperwork
a) Receive Delivery Schedule
Daily Receiving Schedule & Log(FO_50-30-2000)from Purchasing
b) Prepare receiving forms for each scheduled deliveries
- Ship & Receive Checklist for Railcars (FO_50-30-0400)
-Receiving Inventory Transfer Checklist (FO_50-30-2001)
3b / Receiving / On Arrival Validation – Pre-Unload Validation
a) Verify per Purchase Order & Seals
a) correct railcar# ( at correct place )
b) correct product
c) purchase order#
d) correct weigh ( if supplier weigh ticket)
e) COA
f ) Seals on top hatch & bottom valve are intact
IF PASS -Continue
IF FAIL - Go To 4b / Reject delivery
b) If Sample Required
see Scheduled Daily Delivery Form (FO_50-30-2000)
a) Take sample from top hatch of required volume
b) Label per WI for Providing Samples to QA (WI_20-10-0001)
c) Wait for QA Validation
IF PASS -Continue
IF FAIL - Go To 4b / Reject delivery
4a / Receiving / Unload
a) Prepare Railcar for Product Transfer
per Ship & Receive Checklist for Railcars(FO 50-30-0400 / section-1)
b) Inspect Railcar for Contamination
per Ship & Receive Checklist for Railcars(FO 50-30-0400 / section-2)
IF PASS -Continue
IF FAIL - Go To 4b / Reject delivery
c) Validate room in tank for delivery & same product
complete Receiving Inventory Transfer Checklist (FO_50-30-2001)
IF PASS -Continue
IF FAIL - contact Supervisor and Purchasing for resolution
c) Connect & Transfer
- Accumulated storm water in the rail unload diked area must be pumped out before unloading begins.
- The railcar is to be electrically grounded with cable during the entire unloading operation if flammable
- Place pail under valve, capture any waste material
- Connect Unload hose from railcar to unload line
- Secure hose ears.
- Open Vent or connect vapor recovery system
- Open Railcar Valve
- Open Unload Line Valve
- Start Pump
- Check for leak (if leak, shut-down pump, closed valves, repair leak)
- Validate Product is Unloading
- Continue to Monitor unload
- Designated plant personnel must be present during the unloadingof railcars. For tanks with overfull alarms, the transfer of material must be stopped immediately when alarm sounds.
- Receiving Supervisor must be notified concerning alarm and/or inventory discrepancy before proceeding.
d) Disconnect
- Shut-off railcar valve
- Disconnect hose from railcar
- Insert plug in hose & secure
- Shut-off tank valve
- Shut-off pump
- Disconnect vapor recovery system (if connected)
- Close Railcar vents
- Raise access platform and secure
4a
continued / Receiving / e) Secure Railcar for Release
per Ship & Receive Checklist for Railcars(FO 50-30-0400 / section-3)
f) Reporting
- Log Receipt on Daily Receiving Schedule & Log (FO_50-30-2000)
- Forward Receiving paperwork to Purchasing
i.e. BOL, COA, Internal Weight/Volume Ticket,
Receiving Inventory Checklist(FO_50-30-2001)
Note: Railroad will forward Weight Ticket when railcar transfers
Go To 5
4b / Receiving / Reject Delivery
- “Red-Tag” per WI for Railcar Tagging (50-10-0400)
- Contact Supervisor and Purchasing for resolution.
Provide reason & documentation
5 / Purchasing / Management of Purchased Materials
- Inventory Control of Raw Materials
- Supplier Communications (as req’d)
- Supplier Performance ( receive product )
- Supplier Performance ( railcars )
3.0References
3.1Normative References - The following reference contains provisions which through reference in this text, constitutes provisions of thisdocument. References, which are subject to revision, should always be used in the most recent form.
WI_20-10-0001 - WI for Providing Samples to QA
WI_50-10-0400 - WI for Railcar Tagging
3.2Informative References - The following references are included as bibliographic information, which may contain material useful for execution of this document. References, which are subject to revision, should always be used in the most recent form.
QSP 6.1 Process Control for Producers
QSP 6.2 Process Controls for Marketers
QSP 8.1 Receiving Inspection
WI_10-10-0502 - WI for Labeling Tank IDs & Current Usage
3.3Documentation/Records - The implementation of this document requires the use of the below listed forms or reasonable facsimiles thereof and may result in records as so indicated in addition to retained completed forms. References, which are subject to revision, should always be used in the most recent form.
FO 50-30-0400 Ship & Receive Checklist for Railcars
FO 50-30-2000 Daily Receiving Schedule & Log
FO 50-30-2001 Receiving Inventory Transfer Checklist
50-10-2401_08a00 UNCONTROLLED IF PRINTED page 1 of 6