SOP Library
SOP NO:
GM-WH07
(List of Exhibits/Attachments)
Mission
:
Technical Support Services
Area:
Grains Marketing (GM)
Area:
Grains Marketing (GM)
Activity:
Warehousing (GM-WH)
Title:
Warehousing Policies and Procedures
Date Approved/Issued:
01/10/1995
Date Effective:
01/10/1995
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
INTERNAL ORGANIZATION AND FUNCTIONS OF WAREHOUSING
Functions of Warehousing
The internal organization of warehousing (see next page) is dependent on the specific function it performs. A look at the various activities of a typical NFA utilized warehouse would show two (2) sub-divisions of functions being performed, that is, functions directly involved with and functions
closely related with warehousing. Below is a tabulation of specific functions of the NFA as an organization and its relation to the warehousing function.
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IN RELATION TO
W A R E H O U S I N G
-------------------------------
F U N C T I O N S Directly Closely
Related Related
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1. Receiving, storing and issuing x
2. Inventory Accountability x
3. Maintenance, Safety and Warehousekeeping x
4. Processing and Bagging Orders x
5. Procurement x
6. Transportation/Deliveries x
7. Traffic x
8. Accounting x
9. Inspection & Quality Control x
10. Sales x
11. Inventory Levels x
1. The receiving, storing and issuing of stocks and other material accountabilities are definitely the responsibilities of warehousing. Sr. GOO-WS should be fully aware of the available physical handling and storing techniques of materials/goods entrusted to them.
2. The physica l accountability of all inventories is a direct responsibility of warehousing. The maintenance of a complete, updated and accurate inventory record file together with the supporting documentation is mandatory for all Sr. GOO-WS.
3. The proper maintenance, safety and housekeeping of warehouse is another direct responsibility of the warehousing function. Sr. GOO-WS should exercise overall control over the management and operation of the warehouses and its facilities.
4. The processing and packing function refers to the drying, reconditioning, remilling/milling and proper rebagging, reclassification as to condition and the piling of the stocks. It has two (2) purposes namely availability and utility of the merchandise for the customers and marketing outlets. This function is likewise a direct responsibility of warehousing.
5. To operate on, an adequate buffer stock, NFA conducts importation and local procurement. Several procurement schemes are being implemented: in-warehouse and in-field procurement, procurement thru Miller-Quedan and the Payment in Kind Scheme of Procurement. Warehousing directly participates in the in-warehouse procurement and is closely related with importation and the other procurement schemes.
6. The selection and administration of transportation carriers (trucks, barges, etc.) is generally the responsibility of the Provincial Manager (PM/OICs) . The Sr. GOO-Provincial Operations Officer (POO) acts as a liaison between the NFA and the transportation companies in the movements/transfers of stock from one depository to another warehouse. This includes the monitoring and ascertaining of all deliveries from date of issuance to the point of acknowledgment by the recipients. This function is closely related to warehousing in such activities as scheduling of issues/receipts to/from warehouses.
7. Traffic refers to proper scheduling of all stock movements. This function is closely related with warehousing and is under the direct responsibility of the PM/OIC. Communication with the haulers must be firm for a systematic flow of stocks between warehouses, direct issuance
and deliveries to customers and for providing other services that may be required.
8. The accounting function is independent but closely related to warehousing. Accounting needs inventory report as wel l as warehouse documents to have an overall outlook of the inventory accountability. No warehousing personnel however may participate or be involved in the accounting office function. This is clearly set forth among the cardinal principles of internal control.
9.
Inspection and quality control is generally the responsibility of warehousing. Following the Sr. GOO-WS defined responsibility on the preservation of the quality and quantity of the stock it follows that periodic inspection and quality control should be initiated by all Sr. GOO-WS. It
is within this regard that stock condition must always be indicated in stock reports. Application of pest control measures is the responsibility of the GOO II-Pest Control Officer. The inspection function of Sr. GOO-WS is generally limited to periodic checking of stocks.
Any sign of stock deterioration should be immediately reported to the PM/OIC who shall instruct the Sr. GOO-PSQAO to undertake immediate sampling and inspection.
10. Sales function is the direct responsibility of the Provincial Office. Setting inventory levels is
the responsibility of top management who sets the basic policy in establishing levels of inventories per province. This is more of a continuing coordinated action on the part of top management and field offices to consistently identify quantity levels based on the demand/supply situation.
A. Custody of Warehouse
1. The Sr. GOO-WS should always bear in mind that the stocks and properties inside his assigned warehouse/s are under his sole accountability and whatever transpires in his area of jurisdiction are his direct responsibility.
2
. The Sr. GOO-WS shall be accountable for stocks in-process at ricemill/dryers/silo wherein such
facilities are located within the issuing/receiving warehouse without any partition. SOP No. GM-PR03 on Accountability for Stocks in Process effective June 15, 1988 provides details on
this aspect.
3. There shall be one (1) Sr. GOO-WS assigned for every warehouse. However, duplex or triplex
type warehouses shall be considered as one warehouse.
4. There shall also be one (1) regular GOO II-PCO and Calibrator for every P.O. to effect immediate
pest control administration and timely/regular calibration of all utilized platform scales.
5. At the close of office hours, all doors, windows, siding and other outlets of the warehouse shall be inspected daily by the Sr. GOO-WS together with assigned Security Guard to see to it that they are locked and secured.
6. A logbook wherein the detailed security guard shall receive the warehouse stating that there is no tampering of any door, window, sidings, roofings and other outlets, shall be maintained. It shall be updated at the start of his every duty.
7. All laborers working and assigned in the warehouse shall be required to wear identification cards. The identification card shall be controlled by the Provincial Office.
8. Sr. GOOS-WS shall refrain from delegating sensitive matters and responsibilities like accountable document completion/filling out to the utility worker and/or laborers.
B. Piling System (Annex 2: Illustrations)
1. As a rule, pallet or square timber (see Annex II) shall be used for the base of all stocks in pile. When materials other than pallets are to be used, it is necessary to consult the GOO -Quality Assurance Officer or the Technical Services Directorate (TSD).
2. The pallets should be covered with jute sheets or unserviceable empty sacks to prevent any spillage of grains accumulating beneath. (See Illustration on Annex 2).
3. Before piling stocks, moisture content should be determined to pinpoint the piling system to be used.
3.1 Grains with moisture content of 14% and below shall be stored and piled using the block piling system or Chinese method of piling with lock.
3.1.1 Under this system, the first layer of the pile is made by placing the bags lengthwise following the length of the wooden pallet. The second layer is made by placing the bags widthwise which is the reverse of the first layer. The third layer is the same as the first layer and fourth layer is the same as the second layer and so on until the desired height of the pile is reached. However, after every five (5) layers, two (2) layers of lock/
holder of the pile shall be made. The first layer is made by placing the first line of bags
lengthwise following the width of the desired wooden pallets and the succeeding bags
are placed lengthwise following the length of the arranged wooded pallets. The second
layer is made by placing the first line of bags lengthwise on the opposite side of the
first line of bags on the first layer.
3.2 Grains with moisture content from 14.1% to 15% are to be piled using the Japanese method.
The bags are arranged in such a way that there is a hole of about one foot square for
purposes of aeration to minimize heating of the grains.
3.2.1 The pile is made by placing the first bag lengthwise following the length or the width of the arranged wooden pallets. The length of the first bag is placed lengthwise following the width of the wooden pallets and the other part of the bag is aligned with one end of the first bag taking care that a distance of about 1 to 2 inches is provided between the first bag and the second bag. The third bag is placed opposite the first bag with the outer part aligned with the outer part of the second bag, again a distance of 1 to 2 inches is provided between the second and the third bag. The fourth bag is placed opposite the second bag with the lengthwise outer part aligned with the widthwise outer part of the third bag, again providing a distance of 1 to 2 inches between the third bag and the fourth bag. On the second layer, the half-portion of the first bag will cover the half portion of the second bag of the first layer and a part of the third bag. A distance of about 1 to 2 inches between the first bag and the second bag is provided. The third bag will straddle the half portion of the third bag of the first layer and a part of the fourth bag, again a distance of about 1 to 2 inches is provided. The fourth bag will straddle the half portion of the fourth bag of the first layer again a distance of about 1 to 2 inches is provided between one end of the fourth bag and the third bag, the same distance is provided between the other end and the first bag. The third layer will follow the same position as the first. The fourth layer will be the same as the second and so on until you reach the desired height of the pile.
3.3 Grains greater than 15% moisture content should be dried first before piling to prevent fermentation and sprouting.
4. The Sr. GOO-WS shall decide on the height of piles in terms of bags of 50 kilogram net weight capacity or the corresponding standard weight for imported cereals. Basis shall be the warehouse ceiling height and capacity. The following are sample standards which may be adopted:
a. For 50 kilogram net weight capacity - 20 bags per height pile
b. For 100 kilogram net weight capacity - 15 to 18 per height pile
5. The maximum allowable safe height of the pile of sacks must be determined so that the sack at the bottom of the pile should not be destroyed within a reasonable length of time. From warehouse experiences, 18 to 25 sacks of palay can be adequately supported by bottom bags without damage for at least 6 months or more.
6. For jute sacks, the straight piling or block system shall be utilized. For plastic sacks, the first 15 layers shall be of the block system and the succeeding 16 layers shall be piled pyramid type to prevent possible collapse.
7. Pile levels shall be checked to ensure that it does not go beyond the bottom chord of the roof truss.
8. The size of piles shall conform with fumigation sheets in situations where warehouse cannot be made air tight.
9. Piles shall be tight, neat and squared off.
10. Except for busted bags (for rebagging to standard weight) and totally damaged stocks, the composition of one pile shall consist of stocks with the same variety code, condition, size of grain (palay) bagged with the same weight, type and classification. Local stocks dried equal to or less than 14% MC shall be bagged in 50 kilogram net weight capacity and grouped according to its variety classification. Stocks for drying may be temporarily piled according to their moisture content grouping inclusive of variety/condition.
11. Standard piling system of width - 24 ft., length-72 ft, and height - 15 ft. shall be strictly followed except in extreme cases wherein dimensions are increased due to lack of storage space.
12. A one-meter space shall be provided between piles, between piles and walls, between piles and posts to facilitate cleaning and application of pest control measures.
13. An updated bin card shall be attached to every pile.
Bin card form
is shown in
Exhibit 1
.
C.
Storage Structure and Specifications
C.1 Conventional Warehouse
1. The warehouse structure must be strong to withstand theft and typhoon.
1.1 It must be located in good foundation soils.
1.2 It must be provided with the necessary lateral and vertical wind bracings to resist forces due to strong wind and earthquakes.
1.3 It must be safe from flood water.
1.4 Steel or asbestos roof must be properly and adequately secured to the roof frames.
2. The structure must be well ventilated under normal condition. It should be provided with air vents or windows so that there is a continuous flow of air inside the warehouse.
2.1 Vents shall be provided near the floor level, at the top of the walls near the grit line and at the top of the roof and the ridge. When the openings are properly proportioned, the air inside the warehouse will come from the lower vents to the roof vents.
3. The flooring of the warehouse should be adequately strong. It should be free from cracks where moisture from the ground may affect the stored grains. Moisture sealing compound or asphalt should be provided to fill the floor cracks against moisture.
3.1 For loading and unloading purposes, the flooring should be designed for maximum wheel load it is expected to carry. To illustrate the design of such flooring, a reinforced concrete thickness of six inches (6") should be resting on a selected gravel of adobe course of 12".
4. The warehouse structure should as much as possible be kept insect, rodent, and bird proof.
4.1 To make the structure rodent and bird proof, a 1/4 inch opening mesh wire shall be provided on all openings or vents and in the space between the roof and the vents. If possible, the doors must be provided with screen doors aside from the regular warehouse door. This is to provide some security when warehousing activities are at its minimum.
For warehouse situated near the sea, plastic screen doors and windows shall be
installed in order to avoid further damage or corrosion.
5. All NFA utilized warehouses shall be identified by their warehouse name, code, and location printed on a standard billboard exhibited outside the warehouse. A Daily Stock Status Board for purposes of continuously monitoring stock inventories within the warehouse shall be maintained.
C.2 Bulk Storage
1. The warehouse used for bulk storage should be provided with the necessary interior walls to separate one compartment from another. The walls must be designed to resist grain pressure when the adjacent compartment is employed.
2. The floor of the bulk storage room should be provided with air ducts for forced air to be blown inside the grain bulk. Air ducts should be in such a way the perforated surface of the cut in contact with the grain is supported by a strong frame. Air velocity in the duct should not exceed 2000 fpm. Air pressure should be adequate to push the air thru the grain layer at the specified air velocity. Forced aeration must be done during periods of low temperature and humidity to avoid the grains from gaining moisture.
3. If the size of the bulk storage is bigger, a couple of vertical air breathers are provided at the center of the pile. This will hold the grains for at least 3 months and at most 6 months.
4. Bulk storage systems must be adequately provided with forced aeration system to partially dry the grains while holding its temperature down. The height of the bulk should be limited from 8 to 12 feet for economical operation of the storage system.
C.3 Grain Storage Silo
1. Bins must be water and leak proof.
2. All bins or include chutes must be provided with grain buffer to avoid cracking of grains due to the pressure of the fall.
3. Adequate horizontal and vertical transportation system of grains must be provided.
4. The use of aeration system is essential to keep grain temperature and humidity down. The inside temperature of the bulk must never exceed 10% from the outside to avoid decay and discoloration of grains.
5. The temperature of the grain at the center and at the side of the bin must be determined using Thermocouple detectors and probe thermometers will be necessary.
D.
Good Warehousekeeping
D.1 Warehouse Maintenance
1. Inspection of roofings for any holes, leakages, or damages must be regularly made.
2. Any sign of leak or damage shall be immediately reported in writing by the accountable officer for the necessary repair.
3. Structural defects like gutters/downspouts shall be properly and immediately repaired.
4. Cracks and crevices shall be properly filled up with cement plaster to remove places where dust, dirt, residue, etc can accumulate and where insects can breed.
D.2 Warehouse Hygiene and Sanitation
Hygiene is not only the Sr. GOO's - WS responsibility but should be accepted by the entire staff, including contractual laborers as a mandatory practice for prevention of spread of pests. The frequency of cleaning is not only arbitrary but should be based on the frequency of stock movement.
1. Prior to storage, the inside and the immediate surroundings of the warehouse shall first be cleaned thoroughly, free from unnecessary materials like pieces of lumber, old machines and parts. This removes hiding and breeding places of rats, insects and pests.
2. After cleaning, residual spraying shall be applied to the entire storage structure (walls, floors, posts).
3. In warehouses where commodities are being moved daily, the entire work area should be swept daily. Sweepings should be reconditioned immediately, and the unrecoverable portions isolated for proper disposal.
4. At least once every month, the entire warehouse structure must be cleaned and brushed down to prevent a dirty appearance. It is not necessary to brush down walls in a manner so violent as to remove any insecticidal application. Special attention should be given to the angles of walls and buttresses, the tops of walls and any ledges.
5. The roof should be cleaned once a month so as to prevent accumulation of too much webs and dust. Attention should be given to roof trusses and girders, ledges, ventilators and gutters.
6. A weekly cleaning of the top and sides of piles should be done to remove dust and webs and to eliminate the possible breeding place of rats, birds and insects.
After cleaning the sides and top of the pile, the pile must be covered with mended
unserviceable MTS on top and at least half of the sides to protect the pile from direct
attack of birds and insects.
7. Pallets should be swept of accumulated grain residues, stuck dust, and cobwebs soon after the piles are vacated. Through sweeping is necessary, however, hosing with water is desirable to thoroughly clean planks and timbers followed immediately by sun drying, spraying and fumigation of pallets. Unused pallets should be removed from the warehouse and kept in a separate storehouse together with other unused items.
8. Damaged or gnawed containers should be immediately mended to avoid spillages,
collapse and further attack from birds and insects.
9. Returned sacks are a serious source of insect infestation. Ideally no bags or containers should be used a second time. However, if sacks are intended to be used again, immediate cleaning and fumigation should be done after each use, paying attention to the seams where pockets of grains may lodge. Empty sacks should be stored in a separate storehouse if not required for immediate use. Unserviceable empty sacks shall be properly disposed per SOP # GM-DS01 on the Implementing Guidelines on the Disposition of Empty Sacks (MTS) effective June 1, 1991, and amendments, revisions thereof, if any.
10. Unused pallets and MTS should be fumigated prior to use.
11. Weekly cleaning of milling or grading machineries is a must to avoid too much accumulation of grain residues, dust and waste. Special attention should be given to inaccessible spots where bran build-up is likely. Cleaning and blowing down of elevator boots, or joints, screw conveyors, huller, aspirators, separators, etc. should be done.
12. In accordance with the SOP on Reclassification of Partially Damaged Grains and Disposition of Totally Damaged Grains, all dirt and rubbish, including spoiled or infested goods that cannot
be salvaged, should be promptly destroyed by burning. Covered refuse bins must be provided for temporary storage of dirt and rubbish and should be situated away from the warehouse. Usable quantities of spilled grain should be swept up as soon as possible, sieved to remove any dust and rebagged.
13. The surrounding areas outside the warehouse should be weed free. Grasses should be trimmed as often as necessary. Trees which have grown beside the warehouse should be cut down to prevent birds from roosting and to reduce debris on the roof which might clog the gutters. Canals should always be clean and unclogged.
14. There shall be strict observance of the "NO SMOKING" and "NO SPITTING" policy inside the warehouse. Signs to this effect shall be posted in conspicuous places around the warehouse.
15. If a separate building cannot be provided, sacks, pallets, pesticides, and unused machineries should be stored in a separate portion of the warehouse, grouped together and stocked neatly and orderly.
E.
Stock Maintenance and Preservation Standards
1. The moisture content of the grains received and issued by the Sr. GOO-WS shall be measured and recorded in the corresponding WSR/WSI/WTS. Representative grain sample shall be taken randomly from a batch of bagged cereals and shall be measured using moisture meters.
2. Newly procured grains with moisture content above 14% shall be monitored daily until all high moisture stocks have been issued to drying. Stocks being dried shall be closely monitored in accordance to the specified drying time. Dried stocks shall then be reclassified to their new classification code. The corresponding change in the stock reports shall also be effected.
3. Samples of every variety of stocks stored in the warehouse should be maintained at the warehouse office for easy reference. It shall be packed in plastic containers or sample bottles.
4. If possible, warehouse temperature/humidity as well as grain temperature must be measured periodically. Warehouse atmosphere must be controlled in so far as possible by opening or closing windows/doors or installation of ventilation fans.
5. Windows must be opened during office hours to admit fresh air for proper aeration of stocks. All windows and other openings except doors must be screened to avoid pilferages at any time during the day or night.
6. Laborers shall be discouraged and prevented from using hook or "gancho" to prevent destroying of containers and to avoid spillages.
7. Spillages shall be immediately collected, sacked and piled separately or cleaned and added to busted bags.
8. As provided for in the SOP on Reclassification of Partially Damaged Grains and Disposition of Totally Damaged Grains, stocks that could no longer be considered fit for consumption shall be recommended for immediate disposal.
9. Daily inspection of stocks shall be done to detect signs of infestation so that pest control measures can be recommended and effected. Protective spraying and/or fogging shall be done regularly.
10. Samples shall be drawn periodically for laboratory analysis to determine proper action to be undertaken. Refer to SQCD-TRSD SM-1:1975 Standard for Grains Sampling for proper
methods of sampling.
11. Results of laboratory analysis shall be immediately furnished to the Sr. GOO-WS II as a basis
for classification of affected stocks. Consequently, the corresponding change in the stock reports shall be effected to tally with the quality assessment report.
12. All pertinent quality assurance activities in the warehouse (e.g. sampling and inspection, fogging, spraying, rodent baiting, etc.) shall be recorded in a
Quality Assurance Logbook
to be maintained as permanent file of the province by the Sr. GOO-PSQAO. All certifications issued by the Sr. GOO-PSQAO to the Sr. GOO-WS for tolerable allowance purposes shall be based on the
Quality Assurance Logbook
.
13. Technical field personnel (Engineers, Quality Assurance Officers/Technicians, Pest Control Officers/Aides, Calibrators, MPOs) who perform important functions that is directly involved with warehousing shall not be given assignments which are not related to their positions in order not to hamper the normal flow of operation. Concerned officials (e.g. PM/RD) authorizing the assignment of technical personnel to other non-technical positions shall be made answerable for losses incurred as a result of non-performance of vital technical functions.
F. Warehouse Safety
In any organization like the NFA, the health and safety of the personnel must be given priority to efficiently meet its function. Grains Storage being one of its function is no exception to this. Warehouse management requires an effective safety program to meet the issuing, receiving, handling and storage of stocks.
F.1 General Safety Measures
1. Before a job is assigned, safety factors shall be appraised first. The number and background of the personnel to do the job, the ability of the chosen personnel, and the equipment to be used shall be considered.
2. The Sr. GOO-WS shall exercise good judgment in assigning a particular work to a personnel. The assigned work must be within the capability of the personnel. Careful selection shall be done in assigning jobs especially where there are risks involved.
3. A set of instructions for the guidance of all must be specified. The do's and don'ts of the job should be clearly stated. They should be made to understand the reasons for performing a task in certain way. Brochures and operating manuals accompanying the equipment should be consulted when necessary.
4. Educational training is an effective means of understanding the reasons in doing jobs. This reduces experimentation at the same time uplifts the experience of the individual. Training should include the safe practices to be followed in the warehouse. Training and re-orientation of warehouse personnel should be done at least every two (2) years.
5. All personnel assigned in warehouses with ricemill or dryers including the GOO-II-PCO
must undertake a comprehensive yearly medical check-up free of charge.
6. Necessary fire extinguishers must be furnished and all necessary steps for fire prevention taken. There should strictly be "NO SMOKING" in the warehouse.
7. All personnel directly exposed to warehouse operations, including Job Orders (JOs)
must be required to use dust masks for health protection.
8. GOO II-PCO must wear protective clothing and gears to avoid hazards on his
health during the application of pest control measures.
F.2 Manual Lifting and Carrying
1. Objects shall be evaluated first to see if it can be safely lifted or carried before attempting to move it manually. It shall be inspected and corrected for nails, rough edges, or slivers.
2. If improperly done, manual lifting and carrying can cause severe muscle strain or other injury. Proper manual lifting position should be followed.
2.1 Have a secure footing and balance. Get firm grip on the load. Squat going close to the load. Keep back straight so that strain of lifting is taken by thigh and shoulders not by the back. Lift with smooth and even motion by straightening legs and swinging into vertical positions. Turn whole body including feet to change direction. Do not twist body. Keep load close to body to avoid unbalanced position.
3. One person shall direct operation and call signals when two people are used to lift or carry.
4. When two people are used to carry load, it shall be carried at the same level on the same side by both persons. This is most particularly true for jobs involving exposure to chemicals and working in elevated platform.
F.3 Carrier Loading and Unloading
1. Truck wheels shall be securely checked before loading or unloading operations begin.
2. Loading docks inside trucks and adjacent working areas shall be well lighted.
3. Contents of carrier shall be checked for insecure load conditions before starting unloading operations.
4. Carrier doors shall be opened only slightly to inspect for objects that may fall out.
5. Floor and sides must be cleared of sharp and other protruding objects.
6. Lumber and other debris shall be segregated in designated containers/areas.
7. Carrier shall be clean and free from infestation and contaminants.
8. Truck matting (mended MTS) shall be placed on the area where the truck will
conduct loading and unloading operations to gather clean and good spillages
especially when the ground is uncemented.
F.4 Use of Pallets
1. Broken and weakened pallets shall be immediately taken from use and delivered to designated area for repair.
2. Capacity limits shall be known and loads shall be held within limits.
3. Pallets shall be of sturdy construction and shall be maintained in good condition.
4. Empty pallets shall be cleaned and stored on flat side, in neat, stable stacks.
5. Pallets shall be standard in design, size, grade and construction.
6. Empty pallets prior to use shall be cleaned and sprayed with residual insecticide.
F.5 Use of Ladder
1. Ladder shall be set on solid foundation. It shall be rigidly held at the footing and on top with rope in case security is doubtful. It shall also have a rubber on the footing of the ladder
to serve as a holder especially when the flooring is slippery.
2. Any load carried up or down ladder shall be of such dimension and weight that can be conveniently carried with one arm.
3. If ladder is used in front of a doorway, the door shall be locked from ladder side or a second person shall be used to guard ladder security.
4. Persons using ladder shall face steps when climbing up and down.
5. Extended reaches shall not be made from ladder . Person shall climb down and move ladder close to object to avoid reaching too far from ladder.
6. Slip ladder shall be fully opened and brace secured before use.
7. Any defective part of the ladder shall be replaced immediately.
F.6 Use of Warning Signs and Color Codes
Color or signs to bring a personnel's attention to hazardous situations shall be adopted to prevent accidents. Signs shall be so designated to add to the overall appearance of the warehouse.
a. Yellow - This color shall be used to designate "CAUTION". In places where stumbling and tripping are common. Areas where this type of color marking should be used are:
1. Caution sign
2. Pillars, posts and column near highly travelled area
3. Material handling equipment
4. Slippery aisle lines
b. Red - To be used for designating "DANGER". Red should be used selectively to refer to things that are considered very hazardous. Should be used for the following:
1. Danger sign
2. Fire equipment
3. Container of flammable liquids/chemicals
c. Green - Color denoting "SAFETY". A green cross on a white background designate first aid. Green or green and white should be used for:
1. Safe signs
2. Safety equipment other than fire equipment which is red
3. First aid equipment and locations for this equipment
4. First aid kit
d. Black and White - Used for designating "HOUSEKEEPING" and "TRAFFIC" markings. Should be used for the following:
1. Housekeeping signs
2. Direction signs
3. Dead ends of aisles
4. Debris containers
F.7 Potential Hazards
To effectively promote a safe warehousing program, it is necessary to pinpoint potential health hazards related to grain handling and storage. With the identification of the hazards, necessary measures could be undertaken for the maintenance of safety and health condition of every one concerned. Among the common potential hazards are:
i. Grain Dust
ii. Biological Contamination
iii. Pest Control Chemicals
iv. Equipment and Storage Usage
G.
Pest Control Application
1. Periodic pest control measures such as fumigation, spraying, fogging and rodent baiting shall be constantly practiced for good warehousekeeping.
2. Supplies of fumigants/chemicals needed in the application of pest control measures shall be pre-determined. An orderly and scheduled allocation of supplies shall be done to avoid delays in pest control applications.
3. The warehouse must be provided with the necessary storage peripheral facilities like polyethylene covers for fumigation purposes and gas detectors for leakages. Doors, windows and vents must be provided with adequate fumigation shield which can be installed easily during fumigation generations.
4. Residual spraying of wooden pallets, walling and flooring, shall be undertaken prior to receipt and storage to prevent these from being the sources of infestation.
5. Application of chemicals shall not be in the direction that is against the flow of the wind.
6. GOO II-PCO must wear protective clothing and gears to avoid hazard on his health
during the application of pest control measure.
7. Obsolete chemicals, and/or banned chemicals must not be utilized in pest control
administration.
8. Pest control equipment shall be properly maintained to make them available and
always ready for use.
G.1 Fumigation Procedure of Bulk Grain Stored on Floors or in Shallow Bins
1. Calculate the dose of tablets, pellets or powder packets to be evenly distributed throughout the bulk grain. For Phostoxin for example, with a one (1) meter grain depth, the calculated dose is divided by the number of insertions and the dose for each insertion distributed at various depths.
2. Insert metal tube into the grain at set intervals and drop the tablets down the tube by hand with gloves as the tube is being pulled through the grain. Minimum tube diameter is 25 mm.
In case of packet fumigation, the bags are distributed in lines across the grain surface then pushed down by hand or using hook probes inward the grain.
3. After fumigant has been applied, cover grain with plastic material or fumigating sheet. If grain is stored as a loose heap on a floor or behind bagged bulkheads, the whole pile or heap including the side bulkheads should be covered by the plastic sheet.
4. The atmosphere of the fumigated places adjacent to building in which people may be present must be monitored with gas detectors. As a guide, it is usually possible to detect fumigants in air by smell. A strong smell is a good indication of a dangerous concentration. Absence of smell however cannot be taken as a certain proof that no gas is present.
5. Remove fumigation sheet and allow for the ventilation of the grains to remove traces of chemicals from the free space. Necessary precautions shall be undertaken like the use of suitable plastic gloves and gas masks as a protection in the handling operation against chemical residues.
G.2 Fumigation Procedure of Grain Stored in Deep Silo Bins
To fumigate grain in deep silos with tablets and/or powder packets, the fumigant must be added to the grain stream as the bin is filled. If grain in a bin is found to be infested, it is necessary to transfer the grains from one bin to another to enable the fumigation to be carried out.
1. Determine the conveyor capacity or quantity going into one bin from another. Based on the known capacity, determine the dose to be added to the grain stream just before it enters the other bin.
2. Placing of fumigant maybe thru a manhole or inspection cover at the top of the bin on pre-selected intervals. Fumigation process if possible should be undertaken continuously in one working shift.
3. Seal all manholes and other grain entries including the bin slide. Lock the slide opening wheel and place warning notices on the top and slide of the bin.
4. Necessary precaution against potential hazards due to chemical dust in the working spaces shall be undertaken.
5. Residues may be separated thru sieving operation of the treated grains.
G.3 Fumigation Procedure for Bagged Grains
1. Make certain that there will be no leakage of fumigant downward during treatment.
If warehouse flooring is not cemented it is necessary to place gastight sheet on the
floor and the pile built above it.
2. Determine the amount of fumigant based on the recommended dosage for the
type of grain and the kind of insect specie to be controlled.
3. Determine the required size/number of fumigating sheets. If the sheets are not
large enough to cover the pile, one or more must be joined by rolling the edges
together and then fastening with a packaging/masking tape.
4. For large piles, position the fumigating sheet on top of the pile to avoid delay
in covering the pile after applying the fumigant.
5. Distribute fumigant (for powder in sachets, tablet, and other pellets form of
chemicals) over the surface or around the stack/pile. If tablets or pellets are
used, it is better to place them on trays for easy removal of residues and
spent material from the grain commodity.
6. Cover the pile with a fumigating sheet or gastight plastic material.
7. Seal the sheet covering using sand snakes, timber or chains for full
exposure of the stocks to the applied fumigant.
8. Suitable warning signs should be placed on all piles/doors leading to
fumigation area while fumigation is in progress. The notices should have
a white background and the printing should be in capital letters not less
than 10 cm high in red color. All warning notices should be suitably
illuminated at night. The form of
warning notice
is shown in
Exhibit 3
.
9. At the end of the fumigating exposure period, aerate the pile. Fumigators
wearing approved respirators should open all doors and windows, start
exhaust fans and remove the sheets from piles. A minimum of 12 hours
ventilation period should be allowed. Check with the use of gas concentration
detector to determine whether indoor space is safe for human occupancy.
10. Gather residues and all spent materials to be buried on waste ground.
Remove all warning signs.
11. Allow a period of two (2) days after ventilation has been completed before
using treated commodities for human consumption or stock feed.
G.4 "In bag" Fumigation
Plastic or jute sacks with plastic liners whose thickness is beyond the 125 thickness
cannot be fully penetrated by most fumigants. In this case, the "in bag" method is
used such that the container itself acts as the fumigation chamber.
1. Determine the required dosage per sack.
2. Apply the dose thru the neck opening of the sack. For convenience and to
prevent contamination of the grains, the fumigant preparation is enclosed in a
small envelope of ordinary paper with a flap sealed or closed by flipping or
stapling.
3. Seal the neck opening of the sack by turning over and tying or taping.
4. Pile the stock segregated and identified from all other untreated stocks.
5. After the fumigation period, remove the envelope containing the spent residue.
6. Dispose all collected residues by burying in the waste ground.
G.5 A guide to
pesticide application
are detailed in
Annex 3.
H. Warehouse Lay-out
1. Warehouse lay-out plan and aisles dimension shall be decided by the PM/OIC.
The basic rule of clearance of minimum one (1) meter wall to pile and pile to
pile distance shall be followed. This will equalize the air supply distribution and
safeguard the walls of the warehouse. This will also provide adequate space for
fumigation purposes.
2. The main data relevant to lay-out planning are the exact dimensions of the
warehouse, the detailed inventory plan and the distribution place for the stocks
to be stored. A drawing of the warehouse dimension shall be prepared showing
all the measured specifications of the warehouse building and the surrounding area
which will affect the handling and storage functions. Examples of what must be
shown are area dimensions, columns, doors, height clearances, electrical outlets,
aisles and other physical features which may influence the receipt, storage, and
issuance of stocks.
3. In the preparation of the warehouse lay-out the PM/OIC in consultation with the
Sr. GOO-POO and the respective Sr. GOO-WS shall assess and identify the
following basic consideration in stock layout planning.
3.1 Popularity. This consideration refers to the arrangement of stocks
in the manner in which they are most properly received and picked
for issuance. The popularity concept however shall not in any way
violate the First In-First Out flow of stocks. Popular stocks placement
is probably the key to majority of storage and handling techniques.
Warehouse experience, historical data and actual observation of the
actual storage operation counts a lot in undertaking such a plan.
3.2 It is basic in warehousing to store similarity received stocks. Storage
by similarity serves dual purposes: satisfies quick determination of
inventories and immediate issuance of ordered stocks. In this case,
the stock variety and stock condition shall be the major considerations.
3.3 For stocks, cereals varieties are of different bagging capacities
especially among the imported ones. Empty sacks are likewise baled
in pieces of 250's and 500's varying in sizes. The physical size of
the item and the physical size created by the group of items have to be
considered so that warehouse space can be provided to satisfy a
particular need. It helps in pinpointing size and various volume in the
storage layout.
3.4 Storage by compatibility of the material characteristics is necessary in
layout planning. Newly received infested stocks should never be
placed side by side with good stocks. It is too common in different
warehouses to see junk, dilapidated equipment, damaged empty sacks
and sometimes flammable materials under one storage group which
should never be the case.
4. The warehouse layout shall be designed to allow safe and efficient handling and
storage of stocks. Areas must be marked according to its functions such as
receiving, drying, issuing, rebagging and other warehousing activities.
5. The First In-First Out (FIFO) principle shall always be applied. Stocks earlier
received shall be piled in such a way that it will be convenient to issue such stocks
first. Positioning of aisles in between piles in relation to entrances and exits shall
be properly laid out. Straight lines providing maximum clear view should be used
to support the FIFO plan.
5.1 Flexibility, however, on this rule can be allowed due to some
constraints in its applicability, in such situations as:
a. Fast deterioration of stocks;
b. Demand for the product; and
c. Type of warehouse structure, particularly
those with only one door.
6. The lay-out plan shall be implemented to result in any real benefit. The plan must
be put into effect and the meter drawing must be kept up-to-date.
7. Implementation of a warehouse layout shall be scheduled like any other warehouse
work as to the timing and manpower requirements. The layout will be accomplished
more effectively if it can be carried out during a time when there is no issuing and
receiving activity, i.e. when operation is at its minimum level.
8. A good layout must be maintained to meet changing requirements. A tool essential
for this is the master layout drawing. This drawing shall be changed only upon the
authorization of the PM/OIC. The actual storage shall conform to the master drawing
and any deviation shall be planned on the dummy drawing first.
9. A good layout must provide a storage plan for everything stored according to plan.
It involves good warehousekeeping practices to maintain an efficient and orderly
storage.
I. Stock Locator System
1. There is a need for an efficient and effective way to locate stocks through a stock
locator system. This can reduce the problem of looking for misplaced or lost
inventories. The system facilitates ready and quick issuance of ordered stocks,
lessens stock location restrictions, is simple and easy to remember. It consists
of a location symbol or code which is a combination of letters and numbers that
identifies every place of storage.
2. The location symbol shall be represented by the following notations when R refers
to the row number, P refers to the pallet number (column) and L refers to the stock
level.
3. Based on the layout plan, every location code shall be indicated on the middle foot
of every pallet facing the row. It shall be identifiable and clearly printed on the
pallet material.
4. A stock locator card with the location code, which also serves as a bin card and
stock card, shall be attached to the pile to show where every stock is stored.
It shall be correspondingly filed in the warehouse office and shall be continually
maintained.
5. The card shall be grouped by variety/condition and shall consist of the following
information: stock variety/condition, quantity in bags/kilograms, location system
or code, date of receipt/issue, and stock balance.
6. The location code shall consist of six numbers. The last two number shall refer to
the stock level, the middle two to the pallet number, and the first two to the row
number.
7. Row numbering starts from the direction of the main entrance/exits towards the
back wall boundary of the warehouse structure. Likewise horizontal numbering
starts from left to right.
8. When stocks are r received, the stock location plan is checked to determine the
best place to store the stocks. When stocks are issued, it is also checked to
determine where to find the stocks to be issued.
9. Every stock received for storage shall be properly reported and recorded in the
stock locator card. Any change of stock location shall be reported and recorded
in the card.
10. The locator card shall be kept current. Any discrepancies in the records shall be
immediately corrected.
11. Stocks of the same variety shall be stored in the same areas as much as possible.
12. The stock locator system shall be used to determine the best place to store
new stock receipts as well as to direct where stocks for issue can be found.
J. Inventory Maintenance and Accountability
The prime and inherent responsibility of warehousing is the accountability of inventories
and its maintenance at an optimum level of quantity. This responsibility is basic to
warehousing. Al other operations, transactions, and activities relative to warehousing
run corollary to this main responsibility.
Maintenance of a certain level of quantity of grains stored at each warehouse is crucial
for the Provincial Office's operations. This function is directly related to the agency's task
of maintaining a buffer stock. As such, the WS II shall ensure that all receipts and
issuances done at his warehouse to not jeopardize the inventory volume he is tasked to
maintain at his warehouse. Likewise, stocks purposely stored at his warehouse
under the NFA Grains Inventory Financing Technique (GIFT) are received and issued in
accordance with the program SOP.
Being accountable means "being answerable to the company for all goods/commodities
received by the warehouse". The basic concept that establishes accountability is simple
and direct. Goods received by a warehouse must be in storage in the warehouse unless
disposed by authorized and acceptable means. Inventories do not just vanish without a
valid explanation. Reasons may be undesirable such a s theft, fire, and shrinkage
through chemical processes. A certain amount of loss through undesirable reasons may
be considered justifiable in some cases but this does not give an excuse for the Sr. GOOs-WS
responsibility for the losses on the affected inventories.
Accountability requires effective control over all phases of the operation. In the entire
warehousing operation, three (3) main functions are performed; receipts, issues and
storage. If good control procedures are used thoroughly these main functions, the
over-all accountability responsibility can be fulfilled.
In all inventory activities, the following elementary formula establishing accountability shall
be used as a guide in the control procedures for warehousing transactions:
Inventory at Hand - Total receipts - Total Issues
Likewise, the following standards on internal control shall govern the said activity:
1. General Policies
a. The Sr. GOO-WS shall be responsible for the physical and
record accountability of all stocks and other materials/equipment
received and issued in his warehouse. For all warehouse documents,
refer to the SOP No. GM-WH06 on Revised Warehouse Stock and
MTS Documentation and Reporting System effective May 15, 1993.
b. All accountable forms for stocks shall be properly controlled and
accounted for by the respective Sr. GOOs-WS Sr. GOO-WS shall
submit a Monthly Report of Accountable Forms in order to properly
control and account all accountable forms issued as per SOP No.
GS-PD03 on Revised SOP on Accountable Forms Issuance and
Control effective January 15, 1985.
c. Stock reports shall be prepared and submitted regularly. The Sr.
GOO-WS shall maintain an updated stockbook.
d. Stock/bin cards shall be tagged in each pile showing the variety,
quantity, condition, age, moisture content, and pertinent quality
assurance activities performed on the stock/pile.
e. Physical inventory taking shall be conducted twice a year.
f. All discrepancies between the physical count and book inventories
shall be investigated, accounted for and settled.
g. Stocks shall be properly piled by variety, condition or moisture
content if necessary.
h. Stocks not belonging to NFA shall be physically segregated,
compartmentalized and properly controlled apart from
NFA owned stocks.
i. Physical condition of stocks shall be inspected regularly. Any sign
of infestation/damage shall be immediately reported to PM/OIC.
j .By-products shall be segregated from other varieties/condition
and if possible disposed of at least one (1) week after milling/
remilling.
k. Wet procured stocks with a moisture content greater than 14%
shall be dried immediately.
l. First-In, First-Out process shall be followed except in cases
stipulated in item H.5.1.
m. Only stocks with a moisture content less than or equal to 14% shall
be milled.
n. No person with stock accountability shall concurrently hold a position
with cash accountability or a positioning of an accountant. Exemptions
shall only be authorized by the Administrator.
o. All RDs/PMs/OICs shall from time to time conduct inspection of
warehouse and stocks in storage.
p. Fire and safety precaution shall always be maintained.
q. Only duly authorized warehouse personnel shall have access to the
warehouse premises.
r. No accountable employee shall be transferred unless he has cleared
himself of his present accountabilities.
s. All receipts/issues shall be properly weighed, inspected,
classified and documented.
t. Documentation of warehouse stock and MTS transactions shall follow
the existing SOP on the matter.
2. Receipts
2.1 General Principles of Receipt
a. All materials and equipment received must be covered by documentation
duly recognized and authorized by the NFA.
b. The Sr. GOO-WS shall indicate the received quantity after weighing,
inspection, and classification of the stocks delivered by the hauler
on the corresponding supporting document covering said delivery.
c. Warehouse receipts shall be scheduled to maintain a balanced
workload so as not to interfere with all other warehousing activities.
d. Stocks shall be inspected in the course of the scale weighing to
determine signs of damage. Open and punctured bags with loose
damage and other signs of internal loss and damaged shall be
segregated from the good bags. A separate WSR shall be
used to receive such stocks.
e. Any loss or damage shall be immediately reported to the carrier.
1) If the mode is by land, the nature of the loss or damage
shall be noted on the ca rrier's delivery receipt and the
driver shall sign an acknowledgment.
2) If the mode is by sea, an inspection shall be done in the
course of the unloading from the vessel during such
time when signs of damage or loss may be detected.
f. The stocks shall be piled systematically according to condition and
variety.
g. Sweepings shall be properly bagged and pile separately. This
shall form part of the receipts.
h. In no case that the stocks receipt from one warehouse to another
or from another or from one province to another by land or by
sea, shall be returned to the source origin, if said stocks are
damaged while in transit. A proper notation on the WSR shall only
by indicated.
i. All busted bags and partially damaged stocks received shall immediately
be segregated from the good stocks for inspection and issuance of AI.
Busted bags shall then be rebagged and piled with the good condition
of stocks.
2.2 Standard Flow of Receipts
a. The Sr. GOO-WS weighs stocks to be received. He then enters the
corresponding number of bags and kilograms of stocks weighed on
the corresponding tally portion of WSR. The use of "tara" system is
prohibited. Weight of stocks shall be tallied directly on the warehouse
documents immediately after each weighing. The WSR shall be
prepared per truckload, per variety and per stock condition. The Sr.
GOO-WS signs on Certified Correct portion of WSR.
b. The GOO-SQAO classifies stock according to variety code, purity,
condition and % moisture content. He instructs separate piling
of different variety codes and stocks and signs on the Classified
By portion of WSR.
c. The Auditing Representative verifies stock received. In case no
Auditor is present, the stocks shall be verified based on the
computer output Statement of Warehouse Receipts and issues.
d. Copy distribution of the WSR shall be in accordance with SOP No.
GM-WH06 on Revised Warehouse Stock and MTS Documentation
Reporting System effective May 15, 1993 and the amendments,
revisions thereof, if any.
e. The Contracted Labor piles received stocks by variety code and
stock condition.
2.3 Forms of Receipts
a. Receipts from Importation
Stocks received from importation shall be up to entry to first terminal
warehouse. Thus stocks unloaded from foreign vessel directly to
inter-island vessel via shipside unloading shall be considered as a
receipt from importation by the first receiving warehouse. However,
for areas with truckscale, receiving and issuing of stocks from the
vessel shall be on TITO stocks from the vessel shall have an
accountable officer. Hence, from the vessel to the truckscale, the
treatment should be receipt from importation and from the truckscale to
another warehouse within and/or without the province, the treatment
should be treated as stock dispersal. In the same manner stocks
dispersed by land to other provinces directly from the port of entry
shall be considered as receipt from importation. For purposes of
reconciliation, the distinct name of the Foreign Vessel shall always
be indicated on t he Received From portion of the WSR which shall
be coded individually by the Central Office.
b. Receipts from Procurement
Stocks received from Procurement shall refer to the receipt of stocks
locally purchased via direct or PIK based on the Purchase Receipt
(PR). It shall be up to the entry of the locally purchased cereals to the
first terminal warehouse/buying station/mobile procurement of the same
province or procurement. Thus, stocks basically purchased and directly
transferred for receipt by a warehouse of another province shall be
considered another transaction-transfer and the corresponding receipt
from procurement shall only be documented using the technical
transaction process. For purposes of reconciliation, the series
numbers of the PRs of the stocks shall be cross-referred in the PR Box
portion of the WSR.
c. Receipt from Transfers
Receipts from transfers of stocks from one warehouse to another may
either be by land (truck) or by sea vessel/train. If by truck, the Sr. GOO-WS
shall acknowledge receipt of stocks on the WSI. The corresponding WSR
issued and the previous WSI shall form as supporting documents for
the trucker's vouchers for payments for trucking services. The previous
WSI shall be cited on the WSR for reconciliation. If transfers by train and
sea vessel, the PM shall acknowledge receipt on the B/L. The Sr. GOO-WS
shall acknowledge receipt on the individual Unloading Receipts. The WSR
shall contain the B/L and UR No. and quantity in bags as references for
reconciliation.
d. Receipts from Drying/Milling/Remilling
Receipts from drying/milling/remilling (reconditioning) shall either be
from NFA owned drier/mill or private drier/miller contractor. The code
and name of the drier/mill/remilling contractor shall be indicated in the
Received From portion of the WSR for purposes of reconciliation.
Stocks dried/milled/remilled in NFA facilities shall be received from
the Sr GOO-WS or Plant Engineer/MP Supervisor II MPO as the
case maybe. Stocks dried/milled/remilled using private facilities
shall be received from t the contractor. Technical transactions may be
resorted to when direct transfers are made from the drier/mill to a
warehouse of another province.
e. Receipts from Returned Stocks
Should the stocks delivered by NFA be refused by the customer, the
customer may request the return of stocks to NFA warehouse. All
stocks once issued may only be received as returned stocks. In all
of these cases, the Sr. GOO-WS shall issue a WSR (original to
customer) evidencing receipt of such stocks and indicating the
WSI covering the previous issuance. In no case shall a previous
WSI be cancelled due to returned stocks. Receipt of returned
stock shall be conditional and subject to investigation by the
Sr. GOO-POO/PM/OIC. Stocks may be returned only as
partially damaged,
never
totally damaged.
f. Receipts from Miller Quedan Contractor
Stocks delivered by Miller Quedan Contractors under the Miller's
Quedan Procurement Program shall be received in a WSR duly
indicated was receipts from the latter. For purposes of
reconciliation, the miller Contractor's Name shall be indicated in
the Received From portion of the WSR.
g. Receipts from Farmers' Organization (FOs) under the Grains
Inventory Financing Technique (GIFT)
Stocks delivered by FOs shall be received in a separate pad of WSR.
The WSR shall be issued in the name of the depositing FO indicating
"GC DEPOSITS" as the nature of transaction, detailed procedures shall
follow SOP on NFA Grains Inventory Financing Technique (GIFT) for
Farmers' Organizations.
h. Receipts from Farmers' Organizations (FOs) under the Quedan
Financing Program
Stocks delivered by FOs under the Quedan Financing Program shall
be received in a separate pad of WSR. Detailed procedures shall
follow SOP No. BR-QM04 on the Revised SOP on Quedan Financing
Program for Farmer's Group effective August 1, 1989 and the
amendments, revisions thereof, if any.
i. Receipts from grains Exchange
Stocks delivered to NFA warehouse by FOs participating under the
Grains Exchange program shall be received in a WSR duly indicated
as receipt from Grains Exchange. For purposes of reconciliation,
the full name of the FOs c/o the authorized representative, the
quantity of delivery and the date of delivery shall be clearly indicated in
the WSR. For further details, refer to SOP on NFA Grains Exchange
Program for Farmers organizations.
3, Issues
3.1 General Principle of Issue
a. The Buffer Stock Level of the warehouse shall be the first and foremost
consideration before issuance from a particular warehouse shall be
allowed. It shall be the responsibility of the PM to ensure the maintenance
of a stock level for each warehouse under his jurisdiction.
b. Stock issues shall always be covered by an Authority to Issue (AI). The
WSI shall be prepared based on an AIU duly approved by the PM. Only
in emergency transactions such as in cases of calamities or when stock
are issued to sales or drying, can the AI be issued at a later time for the
corresponding stock issue.
c. Except for issues to rebagging, reclassification and repiling, the WSI
shall be used to document all other warehouse issues.
Bag to bag inventory, reclassification and rebagging operations
shall be covered by the Weigher's Tally Sheet (WTS).
d. Warehouse issues shall be scheduled to maintain a balance workload
within the limits permitted in providing the required delivery service.
e. Issues shall be reviewed for the following:
i. Completeness of required information
ii. System of priority
iii. Labor and equipment plan to provide for balanced
and efficient operation
iv. Availability of the stock variety code as stated
on the authorization order.
3.2 Standard Flow of Issue
a. The Assistant Provincial Manager/Sr. GOO (Provincial Operations Officer)
prepares the AI in four (4) copies and have it approved and signed by the
Provincial Manager/OIC. Copy distribution of the AI shall follow SOP No.
GM-WH06 on Revised Warehouse Stock and MTS Documentation and
Reporting System effective May 15,1993 and the amendments,
revisions thereof, if any.
b. Upon receipt of the AI, the Sr. GOO-WS checks its authenticity and
completeness.
c. The Utility Worker II-Maintenance Aide draws stocks from pile. The
Clerk III Field Clerk weighs the stocks and indicates the
corresponding number of bags and kilograms of stocks weighed in
the tally portion of the WSI. One WSI shall be prepared per variety
code, per stock condition. However, there shall one or more WSI, per AI,
per truckload. The Clerk III signs on the checked and weighed by
portion of he WSI.
d. The GOO-SQAO classifies all stocks weighed according to variety
code, condition and % moisture content. Stocks found damaged shall
immediately be set aside for subsequent reclassification afterwards
signs on t he "Classified By" portion of the WSI.
e. The Auditing Representative verifies stocks issued. In case no Auditor's
representative is present, stock issuances shall be verified based on the
computer output of the Statement of Warehouse Receipts and Issues.
f. The Sr. GOO-WS certifies on stocks issued. Fills up other portion of
WSI. He then gives 1st copy of the WSI to the Trucking Contractor/Customer.
g. When the quantity indicated in the AI has been fully served, the Sr. GOO-WS
signs the served portion of the AI. He distributes AI copies in accordance with
SOP No. GM-WH06 on Revised Warehouse Stock and MTS Documentation
and Reporting System effective May 15, 1993 and the amendments,
revisions thereof, if any.
3.3 Forms of Issues
a. Issues to Sales -shall either be for cash credit. Cash may either be to
retailers and institutions. In such case, the AI shall be supported by an
Official Receipt (OR) reference number shall always be indicated in the
WSI. Sales on credit shall only be authorized by the Administrator to
Institutions.
b. Issues to Transfers
Transfers refer to the movement of stocks from one warehouse to
another warehouse. All transfers from one warehouse to another
shall be duly authorized by the RD if transfer is within the region
or the DMO Director if transfer is outside the region. AIs shall be
prepared based on the radiogram/wire authority. Transfers by
truck shall be accompanied by a WSI. Bill of Lading shall be used
only for transfers by train or sea vessel. If by sea vessel transfer,
follow Port Operations Procedure. Transfers within the province
may be authorized by the Provincial Manager/OIC. The province
code and name of destination shall be indicated on the issued
to column of the WSI and the B/L No. indicated if by sea vessel
or train transfer for purposes of reconciliation.
c. Issues to Drying
This activity is the direct responsibility of the Sr. GOO-WS.
Drying may be mechanical or solar. All issues to drying shall be
authorized by the PM/OIC of the province. Stocks for drying shall
be issued to the Sr. GOO-WS or Engineer-Plant Engineer/MP-
Supervisor-Sr. MPO/MPO II as the case maybe and warehouse
where the facility is located or to a private contractor. The name
of contractor shall be indicated on the issued to column for
reconciliation purposes.
d. Issues to Milling/Remilling
Stocks for milling are grains which have to be changed to another
form. Palay and corngrains are examples of stocks issued for
milling. Stocks to be remilled are partially damaged and
unpolished (brown rice) grains. Milling/remilling may be undertaken
by NFA mill or a private miller. Milling operations must be duly
authorized by the RD or the DMO Director, duly authorized by the RD
and/or the DMO. The authority shall serve as basis for the issuance
of the AI. Stocks for milling in another NFA warehouse shall first be
issued as a transfer. Issues to Milling/Remilling shall be to the Sr.
GOO-WS or Plant Engineer/MP Supervisor-Sr. MPO/MPO II as the
case maybe and warehouse where the facility is located or to a
private contractor. The name of contractor, shall be indicated in the
issued to column for reconciliation purposes.
e. Issues to Replacement
This transaction is the result of stocks returned by the customer
due to reasons like partially damaged stock condition. Stocks
returned may be replaced only upon inspection of stocks
previously received as "Returned Stocks" by the Sr. GOO-
POO/PM/OIC. The WSR reference shall be cited on the WSR
column of the WSI for reconciliation purposes.
f. Issues to Grains Exchange
Are stocks issued to FOs who delivered grains to the NFA under
the Grains Exchange Program. The quantity of withdrawable
stocks by the FOs shall be equivalent to the product of the
corresponding conversion factor and the equivalent net weight
of the stocks delivered by the FOs at the NFA warehouse.
g. Issues to Loss - refers to the totally damaged stocks issued for
dumping.
4. I n-Warehouse Stock Movements
4.1 General Principles of In-Warehouse Stock Movements
a. All stock receipts and issuances reflecting no change in quantity,
in accountability, form of cereal shall be documented in the WTS.
This shall refer to bagging, rebagging, reclassification, and
repiling.
b. Al such movements shall also be covered by an AI prepared and
approved by the PM.
4.2 In-Warehouse Stock Movements Operations
1. There shall only be one stock weighing for all rebagging,
reclassification, or bag to bag inventory.
a. Rebagging
Stocks shall be rebagged only upon authority by the PM/OIC.
Stocks in busted bags (hereto considered as partially
damaged) may likewise be rebagged upon authority by the
PM/OIC. If the sacks that will be used for rebagging shall
come from the issuing warehouse, a SIA need not be
prepared. The AI authorizing the rebagging shall carry with
it the authority to issue MTS. The AI no. shall be reflected in
the ESI. However, MTS for use in rebagging in warehouses
other than the issuing warehouse shall be covered by a SIA
and ESI with MTS transfer as the nature of transaction.
b. Reclassification
Stocks found to be damaged shall be reclassified due to
the change in its stock condition. This shall be undertaken
upon authority by the PM/OIC per the AI. AI must always
be supported by Laboratory Analysis Result submitted by
Sr. GOO-SQAO. Stocks may be reclassified as
partially/totally damaged only upon submission of a written
request by the Sr. GOO-WS/SQAO to the PM. An
Inventory and Inspection Report shall be prepared for the
reclassified stocks when there is a change of intent for
the use of the stocks. Al totally damaged stocks shall be
segregated from the good stocks.
c. Repiling
In the conduct of a physical bag to bag count with weighing,
repiling may also be ordered by the Auditor or Central Office
personnel sent on official mission. In which case, such
written order shall form as basis for issuance of the AI.
For repiling of stocks for purposes of relocation, the Sr. GOO-
WS shall request and inform the PM/OIC for stock repiling.
Test weighing shall be done on the 10% of the stocks on
pile in order to get the average weight per bag that will
serve as basis for the payment of handling. Supporting
documentation for repiling shall be the AI issued by the
PM/OIC and a WTS.
2. Stocks drawn from pile shall only be weighed upon rebagging. The quantity
in bags of stocks drawn from the pile, its variety (including previous sacking
capacity, and the sack type) and stock condition shall be stamped in the WTS.
3. All good stocks found partially damaged shall be weighed, reclassified as
partially damaged then repiled separately.
4.3 Standard Flow of In-Warehouse Movements
In-warehouse stock movements shall refer to all rebagging , reclassification and
repiling transactions in the warehouse. The WTS shall be the document to
identify all stocks rebagged, reclassified or repiled. There shall be a single
weighing: i.e., prior repiling of the rebagged/reclassified stocks.
a. Sr. GOO-WS request the PM/OIC authorization to rebag, reclassify
and/or repile stocks. He cites the approximate quantity of stocks
to be moved and the reasons for the in-warehouse movement.
b. The PM/OIC evaluates the Sr. GOO's-WS request if request is
meritorious, directs the Sr. GOO-POO to prepare the AI stocks
for the in-warehouse movement. Otherwise, disapproves
request.
c. The Sr. GOO-POO prepares AI in accordance with SOP NO.
GM-WH06 on Revised Warehouse Stock and MTS Documentation
and Reporting System effective May 15, 1993 and amendments,
revisions thereof, if any.
d. Upon receipt of the AI, the Sr. GOO-WS directs the segregation of
the stocks to be repiled/reclassified/rebagged to a single staging
area. He also directs the positioning of the weighing scale near
the staging area.
e. Prior to repiling of the rebagged/reclassified stocks, the GOO-
Warehouse Assistant enters the quantity of the reclassified/rebagged
stocks in bags and kilograms on the WTS tabulation for every single
weighing. He then initials on the WTS.
f. The Sr. GOO-WS stamps on the upper right hand portion of the WTS
the information on warehouse code, variety code, stock condition and
no. of bags of stock drawn from pile. He makes all other corresponding
entries on the WTS. Make certification and distributes WTS in
accordance with SOP No. GM-WH06 on Revised Warehouse Stock and
MTS Documentation and Reporting System effective May 15, 1993 and
amendments, revisions, if any.
5. Special Warehouse Cases
5.1 Technical transaction generally refer to the receipt and simultaneous
issuance of the same stocks covering another transaction. The
transaction may take place either at or outside a NFA warehouse
compound by a designated NFA accountable officer. In
technical transactions, the stocks received and issued actually undergo
only one classification, inspection and weighing. The designated NFA
officer shall issue WSR and WSI simultaneously based on a single
weighing. It shall have similar entries as to quantity, variety, condition,
moisture content, code and other stock specifications, e.g. quantity
in the WSI is the same quantity in the corresponding WSR. Differences
in the document entries shall be on the nature of transaction and the
name of the recipients. Classification and inspection of the stocks
shall always be conducted by the designated officers. For identification,
the WSR and WSI used shall be stamped with the terms "Technical
Transaction".
5.2 Forms of Technical Transactions
a. Straight to Dispersal/Sales/Distribution from Importation
Total Stock Cargo or a portion thereof aboard vessel carrier
may have to be distributed to the various outlets/consumers/
institutions direct from the Port Area/Customs zone without
coursing the stocks to a NFA terminal warehouse. Quantities
in bags/kilograms per WSR will have to be identical with
the quantities to be reflected on the WSI. One weighing,
inspection and classification of the stocks shall be made in
the pier. A WSR shall be issued for such receipt of stocks
citing the corresponding number of the WSI for the issuance
of stocks. Only the original marked WSI shall be acceptable
for payment of trucking.
b. Straight to transfer (Dispersal/Sales Distribution from the Mill)
Palay was milled by a private miller. Milled stocks may be
dispersed/distributed to the various terminal warehouse/
outlet/consumers. In such cases, the Sr. GOO-WS will
have to receive the stocks right in the private mill and at
the same time issue the stocks for dispersal/distribution.
Recoveries from the palay, therefore are understood to have
been received from milling by the Sr. GOO-WS and
simultaneously issued for transfer/sales. The stocks
received and issued actually underwent only one classification,
inspection and weighing. The quantities (bags/kilograms)
appearing in the WSR shall be the same quantities to be
reflected on the WSI. The warehouse code of the Sr. GOO-
WS shall be indicated in the PR/WSI box of the WSR.
c. Straight Milling/Drying of Procured Stocks
Upon delivery of stocks for storage in the NFA warehouse,
the Sr. GOO-WS concerned will have to receive the
stocks from Procurement and at the same time issue the
corresponding stocks for milling/drying as the case may be.
The stated quantities on the WSR will have to be identical
with the quantities reflected on the WSI.
d. Straight Dispersal/Distribution From Miller Contractor
A miller quedan contractor will be delivering milled stocks from
his warehouse. Conditions, however, may warrant an
immediate dispersal and distribution of the stocks for delivery.
The GOO proceeds to the warehouse of the miller contractor
and issues a WSR and WSI simultaneously. The stated
quantity to be reflected on the WSI per one weighing. Contracted
quantity for delivery under Quedan Procurement would therefore
be received and distributed directly from the miller contractor's
warehouse.
e. Dry Stocks Straight to Milling/Remilling
f. Straight Dispersal from Land Transfer to Sea Transfer
K. Reporting and Monitoring System
1. The
Warehouse Inspection Report
shall be submitted by the
Sr. GOO-PSQAO to the C.O. monthly. It shall include the assessment of
infestation of products and other findings.
2. A Quarterly Pest Control Program (PORO-QASS-02-187) shall be prepared by
the GOO II-PCO. It shall include the pest control measures for a scheduled time
and its chemical requirements.
3. The Administration of Pest Control Measures Report (PORO-QASS-03-C93)
shall also be submitted by the GOO II-PCO monthly to C.O. (TSD) cc: R.O.
This shall include the planned treatment schedule for the month vis-a-vis
the actual treatment undertaken in order to easily detect deviations from
target schedules and point out occurrence of infestation and actual actions
undertaken. This shall also facilitate monitoring of accomplishments of the
GOO-II PCO, who is responsible for the preservation of the stocks quality
against the attached of storage pests.
4. A Quarterly Results of Laboratory Analysis on Quality Assessment of NFA
Stocks ROPO-QASS-12-E90 shall be submitted by the Supervising GOO-
RSQAO to the C.O. every end of the quarter. It shall include findings on
laboratory analysis and test (physical and/or chemical) of representative
samples of all stocks in the warehouse.
5. All warehouse documentation and reports have been incorporated in the
Revised SOP on Warehouse Stock Documentation and Reporting System.
L. Sanctions
Violation of the provisions of this SOP shall, in accordance with P.D. 807 and
R.A. 6713, subject the offender to the Administrative Offenses of Violation of
Reasonable Office Rules and Regulation and shall upon conviction, suffer the
penalty of Reprimand Suspension or Dismissal, as the case, may be provided
that the specific act complained of does not constitute a higher offense such as
but not limited to Dishonesty, Gross Neglect of Duty or Misconduct, in
which case, the offender shall be subject to such higher offenses and shall upon
proper conviction suffer the penalty of Dismissal from the service or such penalty
as provided for in P.D. 807 (Civil Service Law) and R.A. 6713 (Code of Conduct
and Ethical Standards of Government Employees).
III. RESPONSIBILITIES
Annex I
details the
duties and responsibilities of warehouse personnel
.
IV. FLOW CHART
Top Page
EXHIBITS
Warehousing Personnel Duties and Responsibilities
Bin Card
Quality Assurance Logbook
Form of Notice to be Affixed to Premises
Undergoing Fumigation
Warehouse Inspection Report
Pesticide Application