Project_report_mii_final

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Project Report:
Material Inward Inspection
Prepared by: Sumit Kumar Mahato
Project manager: Pragyan Mohanty

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Contents
Section A. List of Keywords ............................................................................................................3
I. Summary of the project.................................................................................................................4
II. Objectives of the project...............................................................................................................4
III. Project approach........................................................................................................................5
1. Understanding the structure of the organisation.......................................................................6
2. Collection of Data........................................................................................................................8
3. Data analysis and interpretation...............................................................................................15
4. ABC categorization....................................................................................................................19
4. Quality Inspection process for A class items.............................................................................22
5. Inward Material Flow................................................................................................................24
6. Vendor rating index ..................................................................................................................28
7. Implementation of Material Inward Inspection .......................................................................30
8. Organisation structure..............................................................................................................45
IV. Benefits of the project to WHIN .............................................................................................50
V. Future Roadmap ..........................................................................................................................50
Section B. References ................................................................................................................51
Section C. Future readings.........................................................................................................52

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Section A. List of Keywords
1- WHIN- Water Health India
2- NEMA- National Electrical Manufacturers Association
3- IEC-International Electrotechnical Commission
4- BOM- Bill Of Material
5- MOC- Material of Construction
6- XRF- X-Ray Fluorescence
7- UVW- Ultra Violet Works
8- R.O- Reverse Osmosis
9- M.P.V- Multi Port Valve
10-R.P.M- Rotation Per Minute
11- QC- Quality Check
12- TDS- Total Dissolved Solid
13- MCB- Miniature Circuit Breaker

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I. Summary of the project
WHIN has decided to inspect the quality and quantity of items that are procured by the company. This
would lead to better performance of WHCs and also streamline the process of assembly. WHIN is facing a
number of problems related to the quality of the item that gets into the company. Therefore, this project
would help in organizing the process of inspection of items. Moreover the inspection would generate a
rating index of vendors that would be extremely helpful for the Supply Chain Management. Lastly,
maintenance costs of WHCs can be lowered by ensuring the quality of the items in the procurement itself.
II. Objectives of the project
i- Identification and classification of all high priority materials procured.
ii- Preparation of quality process for High priority items.
iii- Finalizing a template for vendor evaluation.
iv- Publication of vendor rating index.
v- Quality manual for the important items
vi- Execution of Quality process for all High priority items.
vii- Recommendation of organization structure to run the process.
viii- Final submission of Material Inward Inspection document.

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III. Project approach
The project was structured into various milestones and these milestones were achieved through constant
study and analysis of different services of the organisation and the documents pertaining to these
individual parts. The whole process has taken over a period of 3 months and on rigorous consultation,
meetings and on consensus discussions the final draft is being formed. The flow diagram for the whole
process of the project is given below for the better understanding of the reader. Subsequently each
process is described with detail.
Understanding the structure of the organisation
Data collection
Data analysis and interpretation
Quality inspection process of A category items
ABC categorization
Generation of vendor rating index
Inward Material flow
Organisation structure for the inspection process
Implementation of Quality inspection
Quality Manual
and inspection
check-sheet
Final project
report
Fig 1- Flow diagram for material inward inspection project

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1. Understanding the structure of the organisation
This was the time when the project was in its elementary phase. In this phase the important information
pertinent to the definition of the project was acquired. I was briefed by my Project head Mr. Pragyan
Mohanty about the clear objective of the project. The chief objective of the project was to devise out a
quality process for the items procured by the company. As it was the groundwork for the quality process, I
was suggested to formulate the quality plan for critical items i.e., the most important items to the
company. Pragyan Sir further informed me that as this was the groundwork for the quality inspection of
items that is procured by WHIN, therefore it would require a lot of study on the quality process and
collaboration with different departments were essential. It led me to interactions with different
department during my project.
During my process of data research I went through the following departments. I will briefly discuss the
objective of the departments and how they provided me relevant feedback for my project.
1- BEAT (Business Excellence and Alignment Team) - It’s the team which streamlines the process of
working in the company by setting up standards which should be followed. It has three
departments namely:
i- Business Excellence- takes care of Audits and processes.
ii- Quality- audits the quality of the company as a whole, which ranges from raw materials to the
final products dispensed by the company.
iii-Business alignment- It is solely responsible for the setup and operations of plants located
outside India.
Rajesh sir provided the initial feed about the project I am assigned. From the interaction I got the
basic idea of the project. It involves the inspection of the Raw materials that are procured by the
company. He further recommended the departments and persons to consult for this project.
2- Supply Chain Management- I consulted Mr. Venkatesh Iyer for the various certificates of the items
procured by the company. He provided the certificates and gave me some insight to my project.
Then he further referred to Mr. Pawan to get the list of items procured by the company.
3- Assembly section- As suggested by Rajesh sir I went up to meet the Assembly section Head Mr.
Padmnabha Rao. I enquired about the process of assembly and the problems faced by the
department.
He pointed out some important facts which required immediate attention; setting up an
inspection department for both inward and outward material certification was on his top priority.
The main reason cited was the consequent delays due to lack of quality checks. I have listed down
the other problems too which were faced by the technicians in the assembly shop.
4- Engineering Department- On recommendation of Rajesh sir I went to the Engineering and design
department where I consulted Mr. Ashwin kumar and Mr. Rajshekhar GVV. They briefed about the
functioning of the R.O & U.V skid. On further consultation I found out the critical items in the setup.
Mr. Ashwin provided the details of some kinds of failure which are frequent in the WHCs.
5- CRM- To list down the critical items I approached Mr. Noel Deepak Joseph to find out the tickets
raised by the field executives regarding failure of items. He recommended me to first consult Mr.
Asish Rajote to get the idea of frequency of failure.

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6- Operations- On briefing Mr. Ashish Rajote about my project requirements, he provided me the list
of Zonal heads and Operation Executives to consult with for the important feed regarding the items
which are important to the functioning of WHCs.
From all these interactions I reached a conclusion that for the time being the items can be prioritized on
the basis of two criteria:
1- Value of the item.
2- Frequency of failure.
With this information I went to Pragyan Sir which on discussion he pointed out to give some weight-age to
the items for prioritization. We discussed the details of the project with Mr. Ashwin who gave us further
insight that in addition to the items failure frequency, the items which were inspected by the Assembly
department should also be included in the list of items for which quality process is made. On conclusion to
this meeting I was provided with the objective of collection of data pertaining to the items being used in
WHCs. So the next phase was collection of data.

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2. Collection of Data
The aim was to collect data pertaining to the items in WHCs but to decide what data was required was of
primary importance. So to extract a critical item I needed data on these particulars:
1- Value of the item
2- Frequency of failure
3- Defects recorded in items by assembly shop
4- Input from 4 Zonal Heads
Fig 2-Data collection flow diagram
Brief Description of the terminologies in the flow diagram:
1- Value of item- Value of the item is the price of the particular item at which the company buys it.
This price is registered in the stock record of items maintained by the Supply Chain Management
(SCM). For further details on this document please refer reference no. [1].
2- B.O.M (Bill of Material)- It is the document that contains the name and quantity of all the items
used in a WHC. It is maintained by the SCM department. For further details on this document
please refer reference no. [2].
3- Frequency of failure- It is the number of times a particular item fails in a WHC over a month. It can
be traced out from the month wise failure list of items which is maintained by the Operation
department. For further details on this document please refer reference no. [3].
4- R.O/MPV bare skid inspection sheet- It is the document in which the defects in a procured skid is
registered and this document is maintained by the assembly department. For further details on
this document please refer reference no. [4].
Items used in WHCs
and its value
Frequency of failure Defects recorded in items by
assembly shop
Supply Chain
management
Operations
Stock list of items and
BOM of WHCs
Assembly Department
Month-wise Failure list
of items in WHCs
RO/MPV bare skid
inspection sheet
Data
Resource
Department
Data Collection

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Additionally feed from 4 zonal heads were also recorded to make the list of items exhaustive which would
consist of all the important items.
Report on meeting with Eric Francis(zonal head North West Hyderabad) on 15 July,2014
Objective: Discuss the problems related to the WHC located in Boduppal.
Details of the meeting: The meeting was basically set up to discuss the problems related to the WHCs
which needed quality checks. The aim of my project is to assure the quality of the items in the procurement
itself so that it does not lead to grievances in future. Therefore to sort out the critical objects I needed to
know where the problems lie in WHCs. Eric pointed out some problems which are to be settled as soon as
possible for both the benefit of the company and customers. I list down the problems with brief discussion.
List of problems:
1- Vessel failure- the quality of the F.R.P (Fiber Reinforced Plastic) vessels provided by Aventura is
incompatible to the required functioning of the WHC. Sometimes due to lack of water in the Vessels
the media gets compressed as the H.P pump tends to pressurize the media. Therefore cracks develop
in these vessels which ultimately lead to failure of these vessels. There are cases of leakage in these
vessels during the working period due to the load that develops in the vessels. New Pentair vessels are
much robust in build quality which rectifies the problems.

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2- Pressure gauge in the Union assembly is very delicate.
3- The electric panel doesn’t have an exhaust system- during summers due to lack of exhaust both in
panel and in the whole centre the components melt down.

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4- Major problems are related to the structure of the WHC which are:
i- Components in the WHCs cannot be accessed easily thereby leading to more delays in case of
break down.
ii - Area allocated to the machinery is very less moreover the layout of the skids should be done properly
keeping in mind the accessibility and optimum volume usage.
iii- Improper alignment of sheets has resulted in gaps through which rain water seeps in and falls on
the electrical panels. Therefore it leads to shut down of the plant.

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iv- The space utilization is not proper in case of filter water storage tanks as very less space is
available for a person to clean the overhead tanks.
v- Can caging sheet is considerably weak and thin moreover it’s used as rooftop with horizontal
alignment. These results in accumulation of rain water which ultimately corrodes the sheet
rendering the can caging useless.

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vi- Open meters are present which is prone to damage when exposed to rain water.
vi- Rubber panels in the doors come out leading to glass pane damage. (To check the rubber sealing
shall be a routine activity).
vii- Outside gate is improperly designed with fragile pillars.

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viii- The structure of the WHC is designed keeping in mind the weather conditions of U.S. which is
incompatible to the requirements of the weather conditions in India. As Eric pointed out that
during summer it is impossible to work inside the centres as it entirely lacks proper ventilation.
5- Water vending area is designed to bear the load of 20 litres can but on surpassing this load the residual
line pipe gets disengaged due to thread failure.
6- H.P pumps- Frequent failures occur due to power fluctuations in WHCs during summers. Stabilizers are
used to counter this problem to some extent but cannot be found in most of the WHCs. Due to these
fluctuations the winding of the pumps get burnt which are then repaired by the local vendors. There
exist some variations in the winding technique of these vendors which lead to improper functioning of
the pumps.
7- Algae formation in pipes, rotameters, UVW tube during summer due to direct exposure to sunrays.
8- Old ball valve which regulates the flow from the H.P pump has only three step regulation thereby
suppressing the liberty to regulate the flow. In the new ball valves the flow can be regulated as the
operator wishes but it is fabricated as a whole assembly which should be dismantled from the skid in
case of any fault in the valve.
9- Lighting system of the WHC should be improved
10- Drain lines shall be inclined to properly dispose waste water and it does not get back to the WH centre.
11- Legs of the ACF vessel support gets damaged due to self-weight during the operation of the plant.
12- A design should be thought of for swift disposal of water to the DSPs. (idea- to redesign the trolley for
swift disposal of water.) A can cleaning system is designed but is inefficient and time consuming. (idea-
A cleaning system to be designed and engaged in the tap so as to dispense water and cleaning fluid
alternatively as required by the consumer.

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3. Data analysis and interpretation
After the data pertaining to the important items being used in WHCs was collected the next aim was to
analyse the data and interpret it in relevant form to sort out the important items. The following
process was followed to find out the items.
The BOM of both 1000 lph and 2700 lph was
accessed
Against each item, its cost and frequency of failure
was registered
Individual items were graded on the basis of these
two parameters
Final grade was assigned to the items based on the
average weightage of individual grades
Items were prioritized on the basis of their
respective grades
The items with final grading greater than 1 was
selected
Frequency of failure for the items was analyzed over
a period of 3 different months

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items critical grade final grade
Raw water pump 47 10 7
H.P pump 30 10 7
Feed pump 19 10 7
Rotameters 16 8 5.6
UV 15 8 5.6
electrical wiring 11 6 4.2
watermeter-delivery 9 5 3.5
pump inlet outlet pipes 9 5 3.5
Dosing 8 4 2.8
water meter-OTC 8 4 2.8
MCB-WHC 7 4 2.8
1micron filter 5 3 2.1
panel board cable 5 3 2.1
MCB-RAW WATER PUMP 4 2 1.4
ACF-checknut 2 1 0.7
ACF-MPV 2 1 0.7
watermeter-uv 2 1 0.7
MMF-MPV 1 1 0.7
MMF-vessel 1 1 0.7
transfer pump 0 0 0
ACF-vessel 0 0 0
MMF-checknut 0 0 0
TDS meters panel 0 0 0
Ball valves- CPVC-1" 0 0 0
needle valves 0 0 0
PU connector 0 0 0
R.O end caps 0 0 0
R.O MEMBRANES 0 0 0
tap bank otc 0 0 0
items major grade final grade
Rotameters 52 10 3
R.O MEMBRANES 38 10 3
tap bank otc 34 10 3
Ball valves- CPVC-1" 11 6 1.8
MMF-checknut 9 5 1.5
H.P pump 6 3 0.9
transfer pump 6 3 0.9
TDS meters panel 6 3 0.9
needle valves 6 3 0.9
PU connector 6 3 0.9
Raw water pump 5 3 0.9
MMF-MPV 4 2 0.6
R.O end caps 4 2 0.6
Feed pump 3 2 0.6
Dosing 2 1 0.3
ACF-MPV 2 1 0.3
ACF-vessel 1 1 0.3
UV 0 0 0
watermeter-delivery 0 0 0
water meter-OTC 0 0 0
MCB-WHC 0 0 0
panel board cable 0 0 0
MCB-RAW WATER PUMP 0 0 0
watermeter-uv 0 0 0
MMF-vessel 0 0 0
3.1. Severity charts & graphs for 3 different months over a year
Fig -Frequency of failure chart & graph for the month of June-2014

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H.P pump 19 10 7
UV 13 7 4.9
Feed pump 12 6 4.2
1micron 9 5 3.5
5micron 9 5 3.5
MCB-WHC 8 4 2.8
Rotameters 7 4 2.8
Dosing 3 2 1.4
ACF-vessel 1 1 0.7
MMF-vessel 1 1 0.7
transfer pump 0 0 0
ACF-checknut 0 0 0
ACF-MPV 0 0 0
MMF-MPV 0 0 0
watermeter-uv 0 0 0
needle valves 0 0 0
PU connector 0 0 0
R.O end caps 0 0 0
R.O MEMBRANES 0 0 0
tap bank otc 0 0 0
Fig A1.2- Frequency of failure chart & graph for the month of March-2014
Rotameters 66 10 3
Ball valves- CPVC-1" 10 5 1.5
MMF-MPV 6 3 0.9
ACF-MPV 5 3 0.9
PU connector 5 3 0.9
5micron 4 2 0.6
ACF-vessel 2 1 0.3
MMF-vessel 1 1 0.3
H.P pump 0 0 0
Feed pump 0 0 0
Dosing 0 0 0
1micron 0 0 0
UV 0 0 0
watermeter-uv 0 0 0
MCB-WHC 0 0 0

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Fig A1.3- Frequency of failure chart & graph for the month of December-2013
Feed pump 12 6 4.2
1micron 12 6 4.2
UV 12 6 4.2
5micron 11 6 4.2
H.P pump 10 5 3.5
Rotameters 8 4 2.8
Dosing 7 4 2.8
MCB-WHC 5 3 2.1
transfer pump 0 0 0
ACF-MPV 0 0 0
ACF-vessel 0 0 0
MMF-checknut 0 0 0
MMF-MPV 0 0 0
MMF-vessel 0 0 0
watermeter-uv 0 0 0
needle valves 0 0 0
PU connector 0 0 0
R.O end caps 0 0 0
pump inlet outlet pipes 0 0 0
R.O MEMBRANES 0 0 0
tap bank otc 0 0 0
Rotameters 21 10 3
PU connector 21 10 3
ACF-MPV 8 4 1.2
1micron 5 3 0.9
5micron 3 2 0.6
MMF-MPV 3 2 0.6
MMF-vessel 2 1 0.3
ACF-vessel 1 1 0.3
H.P pump 0 0 0
Feed pump 0 0 0
Dosing 0 0 0
UV 0 0 0
watermeter-uv 0 0 0
MCB-WHC 0 0 0

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4. ABC categorization
No of failures of the
items in a month
MajorCritical
Grade on the basis
of denominations
Final severity grade
(fs) = fc + fm
Value grade
fv
f
Final grade (fm) =30% of GradeFinal grade (fc) = 70% of Grade
50%
Final item grade= 0.5X (fv +fs)
50%
Items present in a filtration skid in
WHC (BOM)
Grade on the basis
of denominations
Fig 3- grading flowchart

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Grading denominations
Table1-grade denomination for value of item Table2-grade denomination for severity of item
A.3- Grading weight-age
For grading weight-age of critical and major items the parameter taken into account was the standard TTR
(Trouble Ticket Raised). TTR for an item is the average number of hours required within which the problem
would be sorted out. It was found that for a critical problem a minimum of 8 hours and a maximum of 24
hours are required. The same is between 16 to 48 hours for major problems. Further to achieve the weight-
age it was formulated
Rate of solution=
𝑻𝒐𝒕𝒂𝒍 𝒏𝒐 𝒐𝒇 𝒉𝒐𝒖𝒓𝒔 𝒅𝒆𝒗𝒐𝒕𝒆𝒅 𝒕𝒐 𝒕𝒚𝒑𝒆 𝒐𝒇 𝒇𝒂𝒊𝒍𝒖𝒓𝒆 (𝒄𝒓𝒊𝒕𝒊𝒄𝒂𝒍 𝒐𝒓 𝒎𝒂𝒋𝒐𝒓)𝒊𝒏 𝒂 𝒎𝒐𝒏𝒕𝒉
𝑻𝒐𝒕𝒂𝒍 𝒏𝒐 𝒐𝒇 𝒇𝒂𝒊𝒍𝒖𝒓𝒆𝒔 𝒔𝒐𝒓𝒕𝒆𝒅 𝒐𝒖𝒕 𝒊𝒏 𝒂 𝒎𝒐𝒏𝒕𝒉
It was calculated that an average of 13.5 hours was required to sort out the critical problem. Whereas in the
case of Major problems it required almost 70% more time to sort out. This criterion was reversed for
judging the importance of a particular item. To be more precise it can be concluded that item undergoing
critical failure is of 70% more importance than that of an item undergoing major problem. To illustrate it
more clearly let me take few examples.

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For pumps it took around an average of 14.035 hours to sort out one critical problem in the month of June
whereas for major problems the average time taken was 25.67 hours. To conclude the solution to critical
problem was around 65% faster than that of a Major problem.
Likewise for filtration equipments critical problem time taken was around 10.75 hours whereas for critical
problem it was 29.5 hours. The solutions to critical problems were 75 % faster than major problems.
To sum it all it can be inferred that the item failure which is critical in nature is around 70% more important
than that of items resulting in major failure.
On completion of the analysis the list of items were finalized and 30 items were found on this list. These
were the items which needed immediate action and were finalized for quality inspection at procurement.
Moreover MPV/RO bare skid and stainless steel pipelines were also included in this list on analysis of
inspection sheet provided by the assembly department. For further attestation of the veracity of the items
the Zonal Heads of four zones were also consulted and most of the items were approved to have problems
to variable degrees. After ratification of the items the next aim was to make the inspection process as
generic as possible i.e. make a single process suitable for similar kind of items. Therefore the list was
further boiled down to a group of 16 items. These 16 items were taken into consideration for making their
respective inspection process.
A category items
Raw water pump 8.65 1
H.P pump 8.1 2
UV 7.45 3
Feed pump 7.2 4
R.O MEMBRANES 6.5 5
watermeter-delivery 5.25 6
Dosing pump 4.2 7
transfer pump 4 8
Rotameters 3.9 9
tap bank otc 3 10
water meter-OTC 2.7 11
1micron filter 2.5 12
MMF-vessel 2.3 13
electrical wiring 2.3 14
ACF-vessel 2.27 15
ACF-checknut 2.2 16
5micron filter 2.2 17
pump inlet outlet pipes 2.1 18
MMF-checknut 2.05 19
TDS meters panel 1.9 20
MCB-WHC 1.8 21
ACF-MPV 1.5 22
MMF-MPV 1.43 23
panel board cable 1.4 24
PU connector 1.3 25
Ball valves- CPVC-1" 1.3 26
needle valves 1.2 27
watermeter-uv 1.1 28
R.O end caps 0.9 29
MCB-RAW WATER PUMP 0.7 30
PRIORITY LISTING OF ITEMS
Table3: List of A category items

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4. Quality Inspection process for A class items
Having decided the list of important items the next aim was to decide the inspection process for these
items. This was the most challengng job which needed collaboration from all the departments which were
responsible for smooth operation of the WHCs. For successful completion of the inspection process, inputs
from Engineering, Operations, Supply Chain Management and Assembly department was necessary.
Consequently joint discussions were held for affirmations on the items sorted out through analysis and
their respective inspection processes were chalked out. After several discussions with the personnels the
outcomes at this stage were:
a- Material Inward Inspection checksheet[]
– It is the checksheet that is designed for the inspection
personnels. It consists of all the checks in a concise manner so as to maintain the record of inward
items and their quality. It will also be helpful in rating the vendor according to the quality of items
being provided by them.
b- Material Inward Inspection Manual[]
- The details of the checks in the check sheet is provided in the
manual for the material inward inspection. It consist all necessary documents pertaining to
inspection of items procured by the organisation.
The image of the inspection checksheet is provided below and its particulars are described subsequently.
Table4: Inspection Check-sheet for an A category item
Sr. No PROCESS DESCRIPTION ACTIVITY RATED SPECIFICATION OBSERVED DATA ACCEPTANCE CRITERIA FREQUENCY OF CHECK REMARKS
1. QC certificate
and data sheet
from vendor
Nominal flow at 1500
lph error +/- 2%
1 % error N/A Every unit
2.Check
Specification as per
drawing N/A N/A N/A
Every unit
3. Check the
Packing list N/A N/A N/A
Every unit
4.Check the input
and output
connection Thread type Thread type Should match
Every unit
5.Check MoC
N/A N/A N/A
First item from every
new supplier then
once in a year
1.Check Volume
accuracy at
nominal flow.
o.4 metre cube 0.396 metre cube within +/- 2%
new supplier then
regulated as per the
performance of the
vendor
2. Check for any
leakages
No leakages No leakages N/A
new supplier then
regulated as per the
performance of the
vendor
TEST NO: TOTAL NO. OF NON CONFORMITIES:
TEST DESCRIPTION: WATERMETER TESTING SEVERITY GRADE :
VENDOR NAME: P.O NUMBER:
ITEM NAME: WATERMETERS
ITEM CODE:
ITEM SERIAL NO:2014A2119391
1 SPECIFICATION CHECKS
PERFORMANCE CHECKS2

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Structure of the Inspection Checksheet
The particulars along the top row of the checksheet are as follows:
a- Process description- It consists of the details of the inspection process. It is divided into two
categories namely:
Specification check- It consists of all the particulars/checks that involves checking of the
specification of the procured item with that of the required specification for the item. These
checks mainly consist of attestation of the physical condition of the item and comprises of
dimension checks, physical damage checks, make and model checks etc. These checks are detailed
in the Material Inward Inspection manual[x]
.
Performance checks- It consists of all the particulars/checks that involves checking of the
performance characteristics of the procured item with that of the required performance for the
item. It consists of checks regarding the performance of the item under conditions simulated to
that of a WHC. These checks are detailed in the Material Inward Inspection manual[x]
.
b- Activity- It lists the checks necessary for inspection of the item under each category of
specification check or performance check. These activities/checks are detailed in the Material
Inward inspection manual.
c- Rated specification- These are the specifications that any procured item is expected to have as per
the organisations requirement. It is mentioned to the vendor while ordering the item and is also
recorded in the purchase order.
d- Observed data- This is the data against each checks observed in the actual item. Ideally this data
should match perfectly to the rated specification but in practical situations variation exists. These
variances are further computed to rate the vendor’s performance.
e- Acceptance criteria- As earlier mentioned, variations exist in rated and actual specifications and
these variations are of different degrees. Sometimes the variations are minute enough to be
neglected for acceptance of the item while other times it leads to rejection of the item. Therefore
to judge the acceptance/rejection of the item it is necessary to have some acceptance criteria. To
concisely put down the definition Acceptance criteria is the spectrum within which the variations
in item’s specification must lie in order to get accepted by the organisation. Acceptance criteria
are decided by the organisation and shall be applicable as directed by the respective authority.
f- Frequency of check- It is the frequency at which the particular check must be employed in an item.
Some items come in batches while many are singularly bought moreover some items are of high
value while some has relatively low cost. Therefore it is necessary to regulate the inspection
checks to achieve an optimal use of time to make the checks more exhaustive. So some checks
should be conducted on every unit while others may be carried out intermittently as mentioned in
the checksheet.
g- Remarks- This column is provided in the checksheet to note the additional comments of the
inspector which would be used as reference to further improve the Material Inward Inspection
process.

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5. Inward Material Flow
After the documents relevant to the inspection were composed the impending task was to align the
process of inspection into the inward material flow. The ideal goal was to consolidate the two processes
i.e. inspection and inward material flow into a single entity. To achieve this goal the extant inward material
flow was revised and inspection process was infused into it in a manner to ultimately streamline the
synergistic process. Firstly the departments responsible for handling of the material right from placing
purchase order to stacking it up in the warehouse was taken into consideration and their layout was
studied. A revised layout was created while incorporating the inspection process ito it and the resulting
layout was.
Fig 4- Flow diagram of inward material
Brief description of the material inward flow:
It starts with feed from various departments to the purchase executive. When there is a requirement of a
particular item the indent for the same is raised by the respective department. Consequently the Purchase
executive responds to this request and checks the vendor performance index for the vendors providing
the required items. If record of vendors of such items exist then the vendors are compared based on their
earlier performances but if record doesn’t exist then the process for first time vendor selection is followed.
After the vendors had been selected, quotation is asked from them and the one with best quote is given
the order. The purchase executive then generates the purchase order and the time limit within which the
consignment is expected to be delivered. This purchase order is forwarded to the vendor to which the
vendor ships the item. After the transit time the consignment reaches the warehouse from where the
material inward inspection resumes. It starts with comparison of the P.O with that of the consignment
details. Once this check has been accomplished the packaging and the quantity of the item is checked for.
Based on the output from the above mentioned check update the vendor rating index. Next pass the
Warehouse
InwardInspection
SCM
Purchase
Executive
Record Exists
Vendor
Performance
index
yes
Follow first time
vendor selection
method
Ask for Quote
from top rated
vendors
no
Finalize order
Forward the order
to the vendor
Generate timeline
and P.O for the
item
Material delivered
to the warehouse
1
1
check the P.O. and
timeline for the order
Check the Quantity
and packaging of the
items
Update the vendor
performance index
according to the
checks
Forward the
shipment to
material inward
inspection
2
2
Perform checks
according to the
Quality manual
1
Update the vendor
performance index
according to the checks
Handover the
shipment to the
warehouse
3
3
Place the items in
their allocated space
FEED

25
consignment to the material inward inspection department to check the item as per the inspection check-
sheet. While the material is being checked for the quality the output of the checks are registered on the
vendor rating index. Now in the Quality Inspection Manual two categories of check lapses are pointed out
namely:
a- Z type quality lapse- These are the lapses in quality checks which would not be tolerated by the
company at any cost and in case of encountering these type of check lapse the 1st
flowchart in fig
is followed and decisions as pointed out in the chart are taken.
b- P type quality lapse- These are the check lapses which are prohibited by the company and on
encountering this lapse the 2nd
flowchart given in fig is followed and decisions as pointed out in
the chart are taken.
So the flow of items in the inspection process and on encountering check lapses would be as in the
following flow diagram.
1
Check the item according to its respective
inspection sheet
Discovery of Z or P type lapse in Quality
check
Z-type
1
2
P-type
Grade the shipment according to the checks
Fig 5: Flow diagram of inspection

26
Flowchart-1
Supply Chain Management purchase department receives a report documenting that a
"Zero Tolerance lapse" was discovered in a shipment or that an incident that proved
damaging, or very costly to WHIN was traced to a shipment.
REQUIRED DOCUMENTATION
1. Completed Inspection Report
2. Photograph(s) (where applicable)
3. Storage location of any isolated item(s) (if remaining on plant site)
4. Other documentation that traces incident to a shipment
Log incident into "Tracking Form"
Is documentation of
incident complete?
Review SUPPLIER quality
history for the past 12 months
Record action(s) taken in
"Tracking Form".
Has SUPPLIER been
suspended for this item
in the past 12 months?
Is this the 1st incident
for this item in the last
12 months?
Is this the 2nd incident
for this item in the
last 12 months?
YES
NO
NO
SUPPLIER is DISQUALIFIED
1. SUPPLIER must immediately stop forwarding
shipments
2. SUPPLIER must re-route "in transit"
shipments to another destination.
3. At WHIN's sole discretion,
SUPPLIER may be allowed to attempt to re-
qualify.
SCM may issue a VERBAL
WARNING to SUPPLIER
NO
YES
SUPPLIER is SUSPENDED from shipping
1. SUPPLIER must immediately stop
forwarding shipments.
2. SUPPLIER may be required to
re-route "in transit" shipments to another
destination.
3. The length and terms of suspension
are at buyer's discretion.
Issue a WRITTEN WARNING to SELLER
and, at buyer's discretion, place
SUPPLIER on PROBATION.
YES
YES
1
Fig 6: Flow diagram to be followed when Z type check lapse is
encountered

27
Flowchart-2
Supply Chain Management purchase department receives a report documenting that a
"Prohibited check lapse" was discovered in a shipment.
REQUIRED DOCUMENTATION
1. Completed Inspection Report
2. Photograph(s) (where applicable)
3. Storage location of any isolated item(s) (if remaining on plant site)
Log incident into "Tracking Form"
Is
documentation
of incident
complete?
SCM may issue a VERBAL
WARNING to SUPPLIER
At BUYER'S discretion, one or more of
the following actions may be taken:
1. Issue WRITTEN WARNING
2. Place SUPPLIER on PROBATION
3. SUSPEND SUPPLIER
4. DISQUALIFY SUPPLIER
In addition, one or more of the following
penalties may be imposed to offset any
financial burden relating to disposition
of said item(s)
1. Re-grading of shipment to a lower grade.
2. Lump sum deduction for unusable material
received.
3. Lump sum deduction for processing costs.
4. Lump sum deduction for discovery of
item(s).
Record action(s) taken in
"Tracking Form".
NO
YES
2
Fig 7: Flow diagram to be followed when P type check lapse is
encountered

28
6. Vendor rating index
It is the index which contains the data relevant to rating the vendor based on the quality of items
being provided by them. This index is the master-record which contains the record of all major
suppliers of a particular item and shall be referred to while making a purchase. The records of
inspection sheet can be used for the evaluating the vendor performance. The number of conformities
in an item found can be utilized to form the overall performance of the vendor. Moreover the vendor
can also be judged on the basis of the number of Z type or P type check lapses. The objectives of this
record would be as follows:
a- To store all the information pertaining to the performance of the vendor in all prior purchases.
b- To store the number of non- conformance items present in the purchase made.
c- To provide details of the status of the vendor i.e., if the vendor is currently suspended or
disqualified. What is the duration of suspensions? Etc.
d- To help purchase department in making purchases.
Vendor is rated on the basis of the number of non-conforming goods it provides over a certain time
period. The following data can be recorded and referred to while selecting a vendor. These data can be
stored in a system and should be updated every time a vendor delivers a consignment.
NON-CONFORMANCE FREQUENCY:
For a given SUPPLIER over a defined time period,
SUPPLIER non-conformance frequency
=
𝑪𝒐𝒖𝒏𝒕 𝒐𝒇 𝒊𝒏𝒔𝒑𝒆𝒄𝒕𝒊𝒐𝒏 𝒓𝒆𝒑𝒐𝒓𝒕𝒔 𝒊𝒏𝒅𝒊𝒄𝒂𝒕𝒊𝒏𝒈 𝒐𝒏𝒆 𝒐𝒓 𝒎𝒐𝒓𝒆 𝒏𝒐𝒏 − 𝒄𝒐𝒏𝒇𝒐𝒓𝒎𝒂𝒏𝒄𝒆𝒔
𝑻𝒐𝒕𝒂𝒍 𝒏𝒖𝒎𝒃𝒆𝒓 𝒐𝒇 𝒔𝒉𝒊𝒑𝒎𝒆𝒏𝒕𝒔 𝒅𝒖𝒓𝒊𝒏𝒈 𝒕𝒉𝒆 𝒑𝒆𝒓𝒊𝒐𝒅
For a specific quality problem and/or SUPPLIER over a defined time period,
Frequency of a specific non-conformance
=
𝑵𝒖𝒎𝒃𝒆𝒓 𝒐𝒇 𝒊𝒏𝒔𝒑𝒆𝒄𝒕𝒊𝒐𝒏 𝒓𝒆𝒑𝒐𝒓𝒕𝒔 𝒘𝒊𝒕𝒉 𝒂 𝒔𝒑𝒆𝒄𝒊𝒇𝒊𝒄 𝒏𝒐𝒏 − 𝒄𝒐𝒏𝒇𝒐𝒓𝒎𝒂𝒏𝒄𝒆
𝑪𝒐𝒖𝒏𝒕 𝒐𝒇 𝒔𝒉𝒊𝒑𝒎𝒆𝒏𝒕𝒔 𝒃𝒚 𝑺𝑼𝑷𝑷𝑳𝑰𝑬𝑹 𝒅𝒖𝒓𝒊𝒏𝒈 𝒕𝒉𝒆 𝒑𝒆𝒓𝒊𝒐𝒅

29
SEVERITY: a numerical value associated with the action taken when quality problems are identified as a
result of the inspection process. In every inspection sheet there is a space for noting down the severity
rating. Severity rating is entirely based on the discretion of the inspector. In case of Z type Quality check
lapse the items must not be accepted and either be reworked or rejected with downgrade of the vendor.
In other cases of non-conformities the discretionary power lies upon the Inspector and he would be solely
responsible for maintaining the quality of procured items.
AVERAGE SEVERITY:
For a given SUPPLIER over a defined time period,
Supplier’s average overall severity
=
𝑺𝒖𝒎 𝒐𝒇 𝒔𝒆𝒗𝒆𝒓𝒊𝒕𝒊𝒆𝒔 𝒉𝒂𝒗𝒊𝒏𝒈 𝒂 𝒏𝒖𝒎𝒆𝒓𝒊𝒄𝒂𝒍 𝒗𝒂𝒍𝒖𝒆 𝒐𝒇 𝟎 𝒕𝒐 𝟒
𝑪𝒐𝒖𝒏𝒕 𝒐𝒇 𝒔𝒆𝒗𝒆𝒓𝒊𝒕𝒊𝒆𝒔 𝒊𝒏𝒄𝒍𝒖𝒅𝒆𝒅 𝒊𝒏 𝒕𝒉𝒆 𝒔𝒖𝒎 𝒐𝒇 𝒔𝒆𝒗𝒆𝒓𝒊𝒕𝒊𝒆𝒔
Average severity of a specific non-conformance
=
𝑺𝒖𝒎 𝒐𝒇 𝒔𝒆𝒗𝒆𝒓𝒊𝒕𝒊𝒆𝒔 𝒇𝒐𝒓 𝒕𝒉𝒆 𝒔𝒑𝒆𝒄𝒊𝒇𝒊𝒄 𝒏𝒐𝒏 − 𝒄𝒐𝒏𝒇𝒐𝒓𝒎𝒂𝒏𝒄𝒆 𝒊𝒔𝒔𝒖𝒆
𝑪𝒐𝒖𝒏𝒕 𝒐𝒇 𝒔𝒆𝒗𝒆𝒓𝒊𝒕𝒊𝒆𝒔 𝒊𝒏𝒄𝒍𝒖𝒅𝒆𝒅 𝒊𝒏 𝒕𝒉𝒆 𝒔𝒖𝒎 𝒐𝒇 𝒔𝒆𝒗𝒆𝒓𝒊𝒕𝒊𝒆𝒔
Severity code Severity Rating Numerical
value
Definition
OK OK and Accepted 0 Item(s) is conforming according to the requirements.
AC Accepted 1 Non- conformance item(s) present but not severe
enough to warrant any further action.
RW Reworked 2 Non- conformance item(s) present and are severe
enough to be removed from the shipment for minor
rework.
DG Downgraded 3 Non-conformance item(s) present and are severe
enough to be supplanted with a new one.
RJ Rejected 4 Non- conformance item(s) present and severe
enough to warrant rejection of entire or a major
portion of the shipment.
Table 5: Severity chart for inspection

30
7. Implementation of Material Inward Inspection
The inspection of the procured items was conducted and the following observations were recorded for the
individual items.
1- PUMPS- Model no CDLF 2-13
Checks that could not be performed Reason
QC certificate and Data sheet Not available
Frequency of vibration of pump Vibration meter not available
Temperature of motor Temperature sensing device not available
RPM of motor Non contact tachometer not available
Remarks-
i- The pump was tested on direct water supply from the supply pump which gave faulty
readings. This was corrected when the pump was given a supply from a tank of water.
ii- The pump was adhering to the performance curve and all the requirements as per the
operation manual were up to mark except the above mentioned checks.
iii- Current was checked but rating was not available.
iv- Refer IMPLEMENTED inspection check-sheet for detailed summary.
2- PUMPS-Model no SWB 6-25
Frequency of vibration of pump Vibration meter not available
Temperature of motor Temperature sensing device not available
RPM of motor Non contact tachometer not available
Remarks-
i- The pump was adhering to the performance curve and all the requirements as per the
operation manual and the inspection check-sheet were up to mark.
ii- Current was checked but rating was not available.
iii- Refer IMPLEMENTED inspection check-sheet for detailed summary.
3- UVW
Check as per drawing Not available
Intensity of UV light Intensity sensing device not available
Remarks-
i- The UVW was adhering to all the requirements as per the checks in the check-sheet were
up to mark except the above checks.
ii- Refer IMPLEMENTED inspection check-sheet for detailed summary.

31
4- WATER METERS
QC certificate Not available
Packing list Not available
MOC certificate Not available
Remarks-
i- The water-meter was adhering to all the requirements as per the checks in the check-
sheet were up to mark except the above checks.
5- TDS METER PANEL MOUNTED
All the requirements were fulfilled with all the required documents. The only problem was with
that of calibration. After frequent adjustments the initial reading of the TDS meter cannot be set
to zero due to the conductivity of air.
6- MULTI PORT VALVE
Remarks-
i- The maximum static pressure allowed was 5kg/cm2
but it had been checked only up-till 3.5
kg/cm2
as it was the maximum operating pressure according to the personnel. It resisted
the pressure without any apparent leakage.
ii- The ports were ok and all the requirements as per the checks in the check-sheet were up
to mark except the above checks.
iii- Refer IMPLEMENTED inspection check-sheet for detailed summary.
7- ROTAMETERS
QC certificate and data sheet Not available
Elbow strength Torque wrench not available
Remarks-
i- The Rotameter was adhering to all the requirements as per the checks in the check-sheet
were up to mark except the above checks as rated error tolerance was not available
therefore it could not be checked.

32
8- VESSELS
Remarks:
i- The vessel is designed to resist a pressure of 10 kg/cm2
but it was only tested up-to 3.5
kg/cm2
as the maximum operating pressure for the MPV is 3.5 kg/cm2
9- R O MEMBRANES
Remarks:
i- The packaging was checked for the RO membranes and it was found to be in good
condition.
10- MCB
Remarks-
i- The number of MCBs in a pack was checked and was found to be ok.
ii- The knob of the MCB was checked as for functionality and it was ok.
11- MICRON FILTER
12- BALL VALVES
13- RO MEMBRANE HOUSING

33
14- CHECK NUT STRAINER
Remarks-
The check nut strainer was OK when checked visually but when it was fitted into the vessel it
broke down. Though the reason for the same was unknown as to whether it broke due to
mishandling or quality defect.
15- STAINLESS STEEL PIPELINES
Not in stock
16- RO/MPV SKID
Vendor inspection sheet Not available
Outer surface coating thickness Coating thickness measuring device not available
Remarks-
i- Vendor inspection report was not available.
ii- All other particulars were as per requirement with only minor bruises in one leg of the
skid.

43
Observations from the implementation of Material Inward Inspection
 8 devices are required for the inspection process for which proposal has been sent.
 Quality Check Certificate is not available for 14 out of 15 A category items.
 Data sheet is available for only 4 items out of 15 A category items.
 Ratings of only 6 items were present out of 15 items therefore mainly qualitative checks had been
accomplished on the non rated items.
 According to the available ratings and quality checks all the items were found to be conforming.
 9 A category items need setup for performance tests to be conducted.
 Company’s acceptance criteria is not available for all the A category items.

44
Proposal for devices essential for Material Inward Inspection
It is apparent after the implementation of the Material Inward Inspection that the inspection department
lacks 8 essential devices/consumables as per the present requirements. The devices are listed down with
description and internet pricings.
1- Non- Contact Tachometer- It’s a device used for checking the actual R.P.M of the motor.
Price – Rs 1699.oo approx.
Reference
http://www.ebay.in/itm/Digital-Laser-Non-Contact-Photo-Tachometer-RPM-Meter-Professional-DT-
2234C-/261105150598
2- MOC chemicals- These chemicals can be used to check the material used in SS (Stainless Steel)
pipelines and SS skids.
Price- Rs 600 per pack
http://www.hachco.in/molybdenum-2-reagent-solution-100-ml-mdb/product?id=15500189029
3- Material composition testing device- This is a hand held device to find out the composition of a
material. It can be used to check all kinds of material.
Price- Rs 22 lacs
http://www.bruker.com/products/x-ray-diffraction-and-elemental-analysis/handheld-xrf/s1-titan-
series/overview.html
4- Temperature sensing device- This device is necessary for testing the temperature of the pumps
while it is operating.
Price- Rs 1000
http://www.analog.com/en/mems-sensors/digital-temperature-sensors/products/index.html
5- Coating thickness guage- It is used to check the thickness of the coating of SS skids.
Price- Rs 10000
http://www.tenaquip.com/attachments/pdfs/bgt14/english/1684.pdf
6- Torque wrench- It would be used to measure the maximum torque an item can resist and also to
set these items.
Price- Rs 2245
http://www.tradecombine.com/pricelists/ratcheting_and_non-
ratcheting_type_torque_wrenches_prices.pdf
7- UV light intensity sensing device- It would be used to check the intensity of light emitted by UVW.
Price- Rs 6500
http://www.tradeindia.com/fp577185/Lux-Meter-Light-Intensity-Meter-.html
8- Vibration sensor- It is required to find out the vibration frequency of the pump to find out whether
it is under normal limits or not.
Price- Rs 259
http://www.simplelabs.co.in/content/piezo-vibration-sensor-small-horizontal
Total expenditure – Rs 22300 without hand-held material composition device
Rs 22,22300 with hand-held material composition device

45
These devices were analysed from the point of procurement i.e. whether they are necessary to
buy or can be compromised and based on this discussion with the engineering department the
final list was prepared and it was divided into two categories as following:
Essential Good to have
Non- contact tachometer Coating Thickness gauge
Temperature sensing device Torque wrench
Material testing chemicals Material composition testing
device
Vibration sensor UV light intensity measuring
device

46
Setup Sketches
Some of the items required setups for testing and therefore the sketches have been prepared for these
items which could be modelled using a CAD software and finally be materialized.
The sketches are as follows:

49
8. Organisation structure
The organisation structure of the Inspection department should have the following hierarchy:
Qualifications and attributes expected from the personnel:
Quality Inspector/Engineer
Job Responsibility:
To provide statistical information for quality improvement by identifying testing methods and samples.
Job Duties:
 Determines quality improvement parameters by identifying statistical methods relevant to company’s
processes be it Inward Inspection or outward inspection.
 Establishes statistical confidence by identifying sample size and acceptable error; determining levels of
confidence.
 Develops experiments by applying full and fractional factorial techniques.
 Develops sampling plans by applying attribute, variable, and sequential sampling methods.
 Maintains statistical process controls by applying demerit/unit, zone charting, charts for distributions
and individual-medial/range for multi-stream processes.
 Analyzes data by completing hypothesis, normal distribution, and process capability analysis tests.
 Prepares reports by collecting, analyzing, and summarizing data; making recommendations.
 Maintains professional and technical knowledge by attending educational workshops; reviewing
professional publications; establishing personal networks; benchmarking state-of-the-art practices;
participating in professional societies; maintaining ISO standard quality control in the organisation.
 Contributes to team effort by accomplishing related results as needed.
Skills and Qualifications:
Analyzing Information , Reporting Research Results, Technical Understanding, Promoting Process
Improvement, Developing Standards, Managing Processes, Manufacturing Methods and Procedures,
Supports Innovation, CAD, Quality Engineering, Operations Research.
Quality Inspector/Engineer
Inspector 1 Inspector 2
Helper

50
Inspector 1 qualification:
 Diploma in mechanical working of components.
 Sound knowledge about handling of pumps and other mechanical objects such as valves, ports
etc.
 Have a sharp analytical skill to relate to the problem so as to find out the roots of the problem.
Inspector 2 qualification:
 Diploma in electrical working of components.
 Sound knowledge about handling of pumps and other electrical components such as MCB, Relay,
Circuit board etc.
 Have a sharp analytical skill to relate to the problem so as to find out the roots of the problem.
Helper qualification:
 No special qualification required but should be physically fit to carry out the job responsibilities.
IV. Benefits of the project to WHIN
The benefits of the Material inward inspection are as follows:
a- The quality of items procured is attested on procurement itself.
b- Selection process of the vendor could be conducted with ease.
c- Maintenance cost of the WHCs could be lowered on assurance of quality items being used
d- Assembly of items could be streamlined as no non-conforming items are encountered in assembly.
e- The whole process of inspection and inward material can be infused and streamlined into one
single process.
V. Future Roadmap
As the material inward inspection of the procured items is just the genesis of the quality assurance of the
entire list of items that WHIN handles. The future objectives of the inspection process are:
a- The list of items to be inspected can be expanded to a much broader category making the list
much more exhaustive.
b- Material Outward Inspection
c- Company Coding of items
d- Tracking and plotting of items on a scatter plot
e- Taking the help of these data points to find out the area with a pronounced failure of items.
f- Classification of areas based on different parameters like failure of particular item or water
chemistry can be done to set the plants more efficiently.

51
Section B. References
1- Vibration sensor
https://www.sparkfun.com/products/9199
http://www.smesauda.com/testing-instruments/other-
instruments/htc/htc-vb-8205-vibration-
meter/2051.html?gclid=CPSL2JPZ58ACFU4mjgodwI4ANQ
2- Torque-wrench
http://www.tradecombine.com/pricelists/ratcheting_and_non-
ratcheting_type_torque_wrenches_prices.pdf,
http://trade.indiamart.com/details.mp?offer=4908374891
3- Simple tests
http://www.assda.asn.au/technical-info/technical-faqs/testing-for-
grade-confirmation
4- XRF details
material_inward_inspectionPE-RATINGSP.ESeptemberbruker
_XRF_metal_detector
5- Datasheets
6- Performance curves for the pumps
7- Digital coating thickness gauge
http://www.checkline.com/product/3000EZ%20Series
8- Wikipedia
9- http://www.scribd.com/doc/14882252/54/Pump-testing-and-inspection
10- Chapparal steel Inward Inspection report

52
Section C. Future readings
1- Material Test Certificate in accordance with EN10204 3.1 / ISO10474 3.1B &
meeting the requirements of Material specification, PR/PS/Design code –
Pump components as Casing, Stuffing box, Bearing housing, Impellers, Shaft,
Shaft sleeve, Wear rings, any other pressure retaining part / part exposed to
process fluid. Also, oil pumps, oil filters, oil coolers, oil tank
2- Mechanical Seal (Testing & certificates / reports as per API 682 including
Hydro test, Air test, Material certification)
3- Coupling (Dynamic balancing report, Compliance certificate of
Manufacturer)
4- Tolerances and limits for fittings of components.
5- Different standards for maintaining Inspection Quality.
6- Project material in Material Inward Inspection folder.

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