SOP Library
SOP NO:
TS-SQ04
(List of Exhibits/Attachments)
Mission
:
Technical Support Services
Area:
Technical Research & Services (TS)
Area:
Grains Marketing (GM)
Title:
SOP on the Revised Grains Quality Control Information System
Date Approved/Issued:
04/06/1999
Date Effective:
04/06/1999
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. Stock Inspection
1. All stocks regardless of cereal type and variety, whether piled inside or outside the NFA warehouses shall be inspected monthly to assess its quality.
2. Stock inspection shall be conducted at the end of each month, Only the Quality Assurance Officers or QAOs - (GOO-Quality Assurance) and the PSQAO (Sr. Grains Operations Officer - Quality Assurance) are authorized to conduct inspection of stocks.
B. Determination of Quantity/Quality of Stocks
1. The quantity as well as the quality of stocks shall be taken into consideration when conducting stock inspection. Reclassification shall be properly conducted and documented as in the cases of stocks that need to be reclassified based on the
Laboratory Analysis Results (LAR)
and of damaged stocks and dockage which shall be reclassified in accordance with the guidelines setforth in Item II.B of SOP No. GM-DS03 on the Disposition of In-Warehouse Damaged Grains Stocks and Dockage.
2.
The volume of stocks indicated in the Stock Inventory Report of the Warehouse Supervisor (Sr. GOO) shall be used as the basis when conducting stock inspection and in preparing the
Monthly Grains Stock Quality Report
to avoid discrepancy in the quantity of stocks to be reported.
With regard to quality, the PSQAO/QAO may refer to the previous month's Grains Stock Quality Report to facilitate inspection of stocks.
3. Bin cards shall also be utilized to monitor the quantity and quality of stocks on a per pile basis. These cards shall also be kept updated and shall clearly indicate the variety, quantity, quality/condition, age of stocks including reference date (based on item C of this SOP), initial moisture content as well as specific quality assurance activities performed on the stock pile.
4. In case of transfer-out stocks, the issuing province shall wire the age/reference date, moisture content (MC) and quality of stocks to the receiving province. In-transit stocks shall be included in the reports of the issuing province unless receipt is acknowledged by the receiving province.
5. The PSQAO/QAO shall coordinate closely with the Operations Section/Unit to avoid quantity discrepancies between the Quality Assessment Reports and the Stock Inventory Reports.
6. Quality of stocks shall be classified as follows:
i.
Good Quality Stocks (GQ)
- good stocks which can be further classified as:
a. GQA - good quality stocks which conforms with the quality requirements specified in the relevant standard specification.
b. GQB - good quality stocks which do not pass the quality requirements specified in the relevant standard specification.
c. GQC - good quality stocks resulting from the reprocessing of treated and/or partially damaged stocks.
ii.
Treated Stocks (TRD)
- grains stocks which were infested and were subjected to disinfestation through fumigation without undergoing any further processing.
iii.
Infested Stocks (INF)
- grains stocks with live infestation and/or stocks which are affected or damaged by insects or rodent activity which have not been subjected to fumigation activities.
iv.
Sweepings (SWP)
- grains stocks accumulated as a result of spillages collected from various operations such as unloading, dispersal, in-warehouse transactions,
etc.
v.
Partially Damaged Stocks
- damaged grains stocks involving the following:
a. damage involves only a localized portion and not the entire stocks making possible the physical segregation of the affected portion from the recoverable good portion.
b. damage is uniformly distributed throughout the entire stocks making the segregation of the good portion physically impossible but in its present state can still be considered as fit for animal consumption.
vi.
Totally Damaged Stocks
- grains stocks with damages involving the entire stock which are no longer fit for human and animal consumption but may still or may not be fit for non-food/industrial use. Totally Damaged Stocks shall be further classified as:
a.
Warehouse damaged
- grains stocks that are damaged while under the direct accountability of an NFA accountable officer
b.
Vessel damaged
- grains stocks that are damaged (water or chemical/oil damaged) while in vessel during transit. Quality status of stocks when received by an NFA accountable officer is already damaged.
C. Determination of the Age of Stocks
1. The age of stock s (in months) shall be determined using the following reference date:
a. For Palay and other commodities - the reference date shall be the actual date of procurement.
b. For Rice
b.1
Local Rice
- from the time of the first milling. Further reclassifications shall also have the date of the first milling as the reference date. Reclassification shall refer to any activity that would result to change on classification (i.e. good stocks to damaged stocks, regular to well-milled rice) based on certain quality parameters.
b.2
Imported Rice
- the age to be reported shall be from the time it was unloaded from international vessel.
b.3
Remilled Rice including mistpolished rice
- from the time of remilling or mistpolishing.
2. Stocks shall be classified by age group per cereal type per variety. Each age group shall be assigned the following codes for easy reference:
A
- 0 to 4 months old
B
- more than 4 months to 8 months old
C
- more than 8 months to 12 months old
D
- more than 12 months to 16 months old
E
- more than 16 months to 20 months old
F
- more than 20 months to 24 months old
G
- more than 24 months old
3. Documents used for transferring stocks from one warehouse to another shall contain the age of the stocks including the reference date in the documents "REMARKS" portion. The actual age of stocks and its reference date shall always be reflected on the bin cards.
D. Monitoring System
1. The Warehouse Supervisors and the PSQAOs shall be responsible for monitoring the quality of stocks under their accountabilities. They shall be responsible for the early detection of damaged stocks in inventory and reporting same to the Provincial Manager.
2. The Provincial Manager shall be responsible for the implementation of appropriate control measures to avoid further deterioration of stocks. The procedures for segregation of damaged stocks, reclassification as well as for sampling and laboratory analysis are provided in SOP No. GM-DS03 - Disposition of In-Warehouse Damaged grains Stocks and Dockage.
3. The age and quality status of stocks shall be a major consideration in the preparation/formulation of the stock distribution plan/marketing strategy of the province. It shall be the responsibility of the Provincial Manager to ensure the timely disposal of stocks, that is, good stocks are sold/distributed before they deteriorate, to ensure a better market price.
4. TRDD shall be responsible for monitoring the quality status of all NFA stocks based on the Quality Assessment Reports submitted by the Regional Offices.
E. Reporting System
1. Based on the stock inspection conducted, the QAOs shall prepare a
Monthly Warehouse Grains Stock Quality Report
). Cut-off date shall be the last working day of the month. The report shall be submitted to the PSQAO within two (2) working days after cut-off date. Stock conditions per age group per variety of all cereal types whether piled inside or outside the warehouse shall be included in the report. All stock quantities shall be expressed in kilograms.
2. Stocks under the Farmers' Option to Buy back (FOBB) shall also be included in the report but under a separate heading.
3. The PSQAO shall prepare the
Provincial Quality Assessment Report
for submission to the Regional SQAO within four (4) working days after cut-off date.
4. The RSQAO shall consolidate all the Provincial QUASAR using the prescribed form
Regional Quality Assessment Report
). The
Regional QUASAR
supported by photocopies of the Provincial QUASARs shall be submitted to TRDD within six (6) working days after cut-off date.
5. TRDD shall consolidate the
Regional QUASARs
and prepare a summarized report
(
National QUASAR
) to be submitted to the Administrator's Office within ten (10) working days from cut-off date.
6. Modes of transmission can be through fax, wire or e-mail provided the prescribed format and the deadline for submission are strictly followed. Signed copies of the reports shall be submitted to the concerned offices within the month.
7. TRDD shall coordinate closely with DMO to avoid quantity discrepancies between the Quality Assessment Reports and the Stock Inventory Reports.
F. Sanctions
The following sanctions shall be imposed for failure to submit reports on time:
First Offense
Withholding of Rice Allowance of RSQAO/PSQAO/QAO
Second Offense
Forfeiture of Rice Allowance of RSQAO/PSQAO/QAO
Withholding of Rice Allowance of PM/ARM/RM
Third Offense
Forfeiture of Rice Allowance of RSQAO/PSQAO/QAO/
PM/ARM/RM
The rice allowance of the QAO/PSQAO and the Provincial Manager shall only be given after the Provincial QUASAR is submitted to and acknowledged by the Regional Office. In the same manner, the RSQAO, ARM and RM can only claim their rice allowance after the
Regional QUASAR
is submitted to and acknowledged by TRDD.
It shall be the responsibility of the Regional Office to notify the Provincial Administrative Officers and the TRDD to notify the Regional Administrative Officers of the non-submission of the QUASARs as scheduled and the subsequent withholding of the rice allowance of the concerned officials/employees.
Rice allowance not withdrawn within the specified period i.e., from the 16th until the end of the month due to non-submission of QUASARs shall be forfeited in accordance with Item II.D.1 of SOP No. HR-PB30 - Revised SOP on Rice Allowance.
III. RESPONSIBILITIES
1.
Grains Operations Officer, Quality Assurance Section, P.O. - (QAO)
1.1 Conducts regular inspection of all NFA stocks every end of the month.
1.2 Prepares
Monthly Warehouse grains
Stock Quality Report
and submit same to the Provincial Office, Attention: PSQAO, not later than the second working day of the succeeding month.
2.
Sr. Grains Operations Officer, Quality Assurance Section, P.O. - (PSQAO)
2.1 Consolidates the Monthly Grains Stock Quality Report and prepares the
Provincial QUASAR
.
2.2 Forwards the
Provincial QUASAR
to the Provincial Manager/OIC for validation and confirmation.
2.3 Sees to it that all NFA stocks are regularly inspected and reports are submitted on time.
2.4 Coordinates closely with the Operations Section/Unit regarding quantity of stocks to avoid discrepancies between the QUASAR and the Stock Inventory Report.
3.
Provincial Manager/OIC
3.1 Validates and confirms the report, signs on the “Noted by” portion of the
Provincial QUASAR
.
3.2 Sees to it that the
Provincial QUASAR
is submitted to the Regional Office, Attn: Regional SQAO, not later than the fourth working day of the month.
4.
Supervising Grains Operations Officer - RSQAO
Prepares the
Regional QUASAR
based on the
Provincial QUASAR
s submitted and forwards same to the Asst. Reg’l. Manager/Reg’l. Manager for confirmation.
5.
Asst. Reg’l. Manager/Regional Manager
a. Signs on the “Certified Correct” portion of the
Regional QUASAR
.
b. Sees to it that the
Regional QUASAR
is submitted to TRDD-C.O. not later than the sixth working day of the month.
6.
TRDD
a. Prepares the National Quality Assessment Report (
National QUASAR
) for submission to the Administrator’s Office not later than the tenth working day of the month.
b. Coordinates closely with DMO regarding reported stock quantity and quality for reconciliation purposes.
V
.
DATA FLOW DIAGRAM
- Annex A
IV. FLOW CHART
Top Page
EXHIBITS
Monthly Grains Stock Quality Report
Provinical Quality Assessment Report
Regional Quality Assessment Report
National Quality Assessment Report
DFD-Grains Quality Control Information System