SOP Library
SOP NO:
GM-DL01
(List of Exhibits/Attachments)
Mission
:
Technical Support Services
Area:
Grains Marketing (GM)
Area:
Grains Marketing (GM)
Activity:
Dispersal (GM-DL)
Title:
General Guidelines on the Classification of Milled
Stocks for Dispersal to MMO
Date Approved/Issued:
03/29/1988
Date Effective:
04/15/1988
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A.
Creation of Classification Teams
1. There shall be created Metro Manila Office Standard Quality Assurance Teams (MSQATs) which shall be solely responsible for the inspection and final classification of direct stock deliveries to MMO by miller contractors.
2. A MSQAT shall be composed of a duly authorized representative each from the MMO and source region. Such representatives shall be Standards and Quality Assurance Officers (SQAO) with proven skill, competence and integrity in stock classification. Selection of same shall be left to the discretion of the Head of Office.
3. A TSD representative shall be present at all times to act as arbiter for the team in case of differences of opinion. Where there are more than one MSQAT created in a given period at least one roving TSD representative shall be assigned to perform the required arbitration function.
4. Assignment to the MSQAT shall be done on rotation basis. No representative shall be assigned in any given place for an indefinite period of time.
5. All representatives to the MSQAT shall be under the administrative jurisdiction of the MMO management.
6. Field offices may be authorized to hire personnel to replace a member of the classifier pool who may be designated to take the place of the SQAO assigned to the MSQAT subject to the usual procedures on the request for hiring.
7. This MSQAT set-up shall be temporary in nature pending the establishment of a more precise classification standards, policies and procedures. It shall be effective during milling seasons as determined by DMO and TSD.
B.
Classification of Stocks
1.
As a general rule, there shall be no need to conduct stock classification at the source province prior to dispersal to MMO. However, preliminary classification may be made at the option of the miller-contractor/NFA provincial management.
2. Stocks coming from Regions I, II, III, IV and V transferred overland shall be classified at MMO designated terminal warehouses where the MSQATs are stationed. Stocks for export shall be pre-classified at one of the terminal warehouses as classified at one of the terminal warehouses as determined by MMO prior to acceptance.
2.1 Source regions in coordination with MMO shall have the option of putting up a center depending on the availability of manpower.
3. Stock deliveries direct from miler-contractors shall be supported by an
Authority to Deliver (ATD-Exhibit I)
. Copy distribution shall be as follows:
Copy 1 - Receiving Warehouse Supervisor
2 - Source Province
3 - Miller
3.1 The
ATD
shall be controlled and numbered by the concerned provincial office as follows:
AAA - YY - MM - XXXX
where AAA corresponds to the three-letter code of the source province, YY represents the last two digits of the year, MM represents the month number, and XXXX corresponds to the sequential numbering starting from 0001.
3.2 There shall be one (1)
ATD
per truckload of stocks.
3.3 All inappropriate items shall be cancelled by putting ( X ) strike-overs in all blank spaces provided.
4. Upon arrival of stocks from the source province, the MSQAT shall conduct the following:
a. Unsealing of trucks and visual classification of stocks;
b. Classification and thorough analysis of stock;
For export stocks only
c. Determining the terminal warehouse where stocks should be delivered in coordination with the MMO Marketing Operations Office (MOO);
d. Sealing of trucks for unloading at terminal warehouses outside of the MSQAT's
vicinity.
5. Procedures on the classification of stocks shall follow SQCD-TRSD SM-1: 1975 Standard for Grains Sampling as well as other pertinent standards to be further issued by management. For export stocks however pre-classification shall be done at the peripherals only with the samples taken from the exposed bags.
6. Analysis of the grain samples shall generally be done at daytime.
7. Policies and procedures on the direct stock delivery by miller to any NFA terminal warehouse outside the source province as governed by Items II.B.3.2 to 3.3 of SOP No. GM-PG02 SOP on Contracted Rice Milling issued and effective December 18, 1986 shall be waived in favor of the policies stipulated in these guidelines.
8. Stocks for local distribution shall be documented using the usual warehouse documents.
9. For export stocks, a pre-numbered
Classification Slip
(Exhibit II) shall be used to document the classification made by the MSQAT. The Slip shall also be used for local stocks if classification shall be done at a center. It shall be duly signed by the members of the team and conformed to by the miller's representative. The TSD SQAO shall sign only in cases of arbitration. Copy distribution shall be as follows:
Copy 1 - Warehouse Supervisor
2 - MSQAT
3 - Miller
9.1 The Slip shall be pre-numbered as follows:
AA - XXXX XXX
Where AA corresponds to the warehouse code of the MSQAT's station and XXXXXXX corresponds to the sequential numbering starting from 0000001 at the beginning.
9.2 There shall be one (1) slip per truckload of stocks.
9.3 All inappropriate items shall be cancelled by putting (X) strike-overs in all blank spaces provided.
9.4 The MMO General Administrative Office shall be responsible for the control and issuance of the
classification slip
to the MSQAT.
10. The MSQATs shall be held accountable for all classifications made as manifested in the "Classified by" portion of the documents.
11. In case of contention of the MSQAT's classification, re-trials of another set of samples may be conducted up to a maximum of three (3) times in the presence of the miller's representative/terminal warehouse SQAO.
11.1 Representative samples on all classifications made shall be properly labelled and submitted by the MSQAT to the MMO Technical Services Office (TSO) for future reference.
12. The
ATD/
Classification Slip
shall be shown to the SQAO at the terminal warehouse upon delivery of stocks and one copy subsequently attached to the original of the corresponding warehouse document.
No stocks shall be received without the
ATD
and proper classification by the MSQAT.
13. The Warehouse Supervisor of the terminal warehouse shall acknowledge receipt on the "Served" portion of the slip and shall indicate therein the corresponding WSR number on copies 1 and 3.
14. Unloading of the stock for export shall be stopped upon the discovery of a material variance in classification with the MSQAT. Such variance shall be immediately communicated to the concerned MSQAT for check/verification.
14.1 Material Variance as used in these guidelines shall refer to difference in classification which would effect the acceptability of the stocks in question, e.g. different variety code, condition, milling degree, % head rice/brokens, etc. Differences in the percentages of the quality characteristics of grains within the acceptable limits and not effecting a change in variety code shall not be considered as material variance.
15. The Directorate for Marketing Operations (DMO) shall be responsible in furnishing TSD with the schedule of stock dispersals to MMO one week in advance.
C.
Reporting and Monitoring System
The MSQATs shall prepare a
Monthly Accomplishment Report
(Exhibit III) indicating therein the activities undertaken for monitoring and reference purposes. It shall be prepared in four (4) copies, copy distribution of which shall be as follows:
Copy 1 - TSD-C.O.
2 - MMO-Director's Office
3 - MMO-TSD
4 - Source Region
D. Documentation System
These guidelines shall follow the standard procedures on the technical documentation for milling transactions including the procedures on the use of the
Authority to Deliver
as an official document of the agency's dispersal system.
E. All other pertinent provisions/policies not inconsistent with the herein provisions shall still be in force and effect.
III. RESPONSIBILITIES
IV. FLOW CHART
Top Page
EXHIBITS
Authority to Deliver (ATD)
Classification Slip
Monthly Accomplishment Report